General Ledger USer Guide 4, Transaction Processing, ... The General Ledger User Guide contains an...

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SAGE ACCPAC

Sage Accpac ERP™

General Ledger User Guide

Sage Accpac International, Inc. Confidential

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© 2008 Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. Sage Software, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package.


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Contents

Chapter 1: Introducing the User Guide

How to Use This Guide .........................................................1–1 How to Use the General Ledger and Financial Reporter Manuals ...................1–2

The General Ledger Getting Started Manual ..................................1–2 The General Ledger User Guide..............................................1–3 The Financial Reporter User Guide ...........................................1–3

Where To Now?................................................................1–3

Chapter 2: What You Need to Know Before Using General Ledger Sources of General Ledger Batches ...............................................2–2

General Ledger Transaction Processing Chart .................................2–3 Creating General Ledger Journal Entry Batches ...................................2–4

Journal Entries and Details ..................................................2–4 Using the Journal Entry Form................................................2–5 Information Posted with Each Batch.........................................2–15 If the Batch Contains Errors ................................................2–17

Creating Other General Ledger Batches..........................................2–17 Allocation Batches .........................................................2–18 Revaluation Batches .......................................................2–20 Unrealized Exchange Gain/Loss.............................................2–22 Recognized Exchange Gain/Loss ............................................2–23 Export Batches for Reuse ...................................................2–23 Batches from Sage Accpac ERP and ACCPAC Plus Subledgers.................2–24 Imported Batches..........................................................2–25 Recurring Entries ..........................................................2–26

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Posting Batches............................................................... 2–27 Posted Transactions ....................................................... 2–31 Provisional Posting........................................................ 2–32 Processing Multicurrency Transactions...................................... 2–33 Posting Journal ........................................................... 2–35 Posting Batches to a Previous Year.......................................... 2–36

Reviewing Batches ............................................................ 2–37 Displaying Batches ........................................................ 2–37 Printing Batches .......................................................... 2–38

Period End and Year End...................................................... 2–39 Create New Year.......................................................... 2–40 Period End Maintenance................................................... 2–40 Consolidate Posted Transactions ........................................... 2–41

Transaction Flow in Integrated Sage Accpac ERP Applications .................... 2–42 Where To Now? .............................................................. 2–43

Chapter 3: Maintaining Accounts

Account Maintenance .......................................................... 3–2 Before Using............................................................... 3–3

The G/L Accounts Form ........................................................ 3–8 Detail Tab ................................................................. 3–9 Optional Fields Tab ........................................................ 3–9 Transaction Optional Fields Tab ............................................ 3–10 Allocation Tab ............................................................ 3–11 Currency Tab ............................................................. 3–12 Subledger Tab ............................................................ 3–13 Rollup Tab ............................................................... 3–14

Changing and Deleting Account Information .................................... 3–17 Deleting Accounts ........................................................ 3–18

Chart of Accounts............................................................. 3–19 Budget Maintenance .......................................................... 3–20

Before Using.............................................................. 3–20

iv Sage Accpac General Ledger



How to Use ...............................................................3–22 Deleting Budget Sets.......................................................3–27

Account History Inquiry .......................................................3–27 How to Use ...............................................................3–28

Transaction History ...........................................................3–30 Before Using ..............................................................3–30 How to Use ...............................................................3–30

Fiscal Set Comparison .........................................................3–32 Before Using ..............................................................3–32 How to Use ...............................................................3–32

Source Currency Inquiry .......................................................3–34 Before Using ..............................................................3–34 How to Use ...............................................................3–34

Chapter 4: Transaction Processing

Journal Entry ..................................................................4–2 Before Using ...............................................................4–2 Using the Journal Entry Form................................................4–4 After Using ...............................................................4–12

The G/L Batch List Form .......................................................4–12 Before Using ..............................................................4–13 How to Use ...............................................................4–13 After Using ...............................................................4–15

Import and Export Batches .....................................................4–15 Before Using ..............................................................4–15 How to Use ...............................................................4–16 After Using Import ........................................................4–17

Retrieve Batches...............................................................4–17 Before Using ..............................................................4–17 How to Use ...............................................................4–18 After Using ...............................................................4–19

Batch Listing (Report) .........................................................4–19

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Post Batches.................................................................. 4–19 Before Using.............................................................. 4–20 How to Use............................................................... 4–22 After Using............................................................... 4–22

Report Posted Transactions .................................................... 4–22

Chapter 5: Periodic Processing

Periodic Processing Overview................................................... 5–1 Viewing Periodic Processing Icons........................................... 5–3

Create New Year .............................................................. 5–3 Before Using............................................................... 5–4 How to Use................................................................ 5–6 After Using................................................................ 5–6

Period End Maintenance ....................................................... 5–7 Before Using............................................................... 5–7 How to Use................................................................ 5–8

Consolidate Posted Transactions ................................................ 5–8 Before Using............................................................... 5–9 How to Use............................................................... 5–10 After Using............................................................... 5–11

Create Allocation Batch ....................................................... 5–12 Before Using.............................................................. 5–12 How to Use............................................................... 5–13 After Using............................................................... 5–14

Create Revaluation Batch ...................................................... 5–14 Before Using.............................................................. 5–15 Realized and Unrealized Gain/Loss ......................................... 5–16 Recognized Gain/Loss ..................................................... 5–16 How to Use............................................................... 5–18 After Using............................................................... 5–19

Creating Recurring Entries Batch ............................................... 5–19 Before Using.............................................................. 5–19

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How to Use ...............................................................5–20 After Using ...............................................................5–21

Clear History .................................................................5–21 Before Using ..............................................................5–22 How to Use ...............................................................5–22

Chapter 6: Reports

Printing Reports and Financial Statements ........................................6–2 Audit Reports and Listings......................................................6–3 Chart of Accounts ..............................................................6–5 Trial Balance...................................................................6–8 Transactions Listing ...........................................................6–12 Source Journals ...............................................................6–14 Batch Status ..................................................................6–16 Batch Listing..................................................................6–17 Posting Journals...............................................................6–18 Account Structures ............................................................6–20 Segment Codes ...............................................................6–21 Source Codes .................................................................6–22 Source Journal Profiles.........................................................6–23 Revaluation Codes ............................................................6–24 Options ......................................................................6–24 Account Groups...............................................................6–25 Recurring Entries..............................................................6–26 Optional Fields................................................................6–26 Transaction Details Optional Fields .............................................6–27 Financial Reports..............................................................6–29

Saving Report Values by Printing to a File ...................................6–31

Appendix A: Error Messages

Using Online Message Help .................................................... A–1

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Appendix B: Importing and Exporting

Import and Export Functions ................................................... B–1 Importing and Exporting G/L Data — Tips and Reminders ........................ B–2

Exporting from Records with Multiple Tables................................. B–3 Import Options ............................................................ B–3 Selecting Records for Export ................................................ B–4 Errors During Importing.................................................... B–4

Using the Sample Chart of Accounts............................................. B–5 Using the Sample Chart of Accounts without Changes......................... B–5 Steps for Creating a General Ledger with the Sample Chart of Accounts......... B–6 Chart of Accounts for General Ledger Sample Data...........................B–11

Appendix C: General Ledger Security

Group Security ................................................................C–1

Appendix D: Technical Information

Multiuser Considerations.......................................................D–1 Global Locks ..............................................................D–2 Single‐User Processes.......................................................D–2 Multiuser Data Protection...................................................D–3 Entering and Posting Batches................................................D–4

Creating Macros ...............................................................D–4 Example of a Report Macro .................................................D–5 Visual Basic Macros ........................................................D–6

Sample Visual Basic Macros ....................................................D–8 GIFI Export Macro .........................................................D–9 Australian Business Activity Statement Macro ...............................D–11

Index

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Sage Software Confidential

Introducing the U

ser Guide

Chapter 1 Introducing the User Guide

This chapter introduces you to the General Ledger User Guide. The User Guide contains an overview of General Ledger processing as well as detailed information about the day‐to‐day and periodic operations of General Ledger.

How to Use This Guide Use the General Ledger User Guide to find information about the following:

Chapter 2, What You Need to Know Before Using General Ledger, presents an overview of General Ledger processing and provides you with the information you need as you enter transactions and perform periodic maintenance tasks.

Chapter 3, Maintaining Accounts, describes the tasks involved in defining and maintaining accounts.

Chapter 4, Transaction Processing, describes the tasks involved in entering and processing transactions, and reviewing the audit trail in General Ledger.

Chapter 5, Periodic Processing, describes the tasks you perform at year end to prepare for the new fiscal year. Chapter 5 also includes information on consolidating posted transactions, on periodic allocation of account balances, on creating batches of recurring entries, on revaluation of source currency amounts in multicurrency systems, and on clearing history.

Chapter 6, Reports, shows you examples of General Ledger reports and lists, and describes their features.

How to Use the General Ledger and Financial Reporter Manuals

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Appendix A, Error Messages, contains an alphabetical listing of the messages you might encounter while using the application, and tells you how to respond to each situation.

Appendix B, Importing and Exporting, describes General Ledgerʹs importing and exporting functions and explains how to create files of account and transaction information to import into General Ledger.

Appendix C, General Ledger Security, lists the General Ledger task groups to which security can be assigned.

Appendix D, Technical Information, contains information about General Ledger programs and files. This appendix is intended for persons with some programming knowledge who want to create macros for use with General Ledger.

The Index contains an alphabetical listing of topics in this guide, with corresponding page‐number references.

How to Use the General Ledger and Financial Reporter Manuals

The General Ledger and Financial Reporter package contains this General Ledger User Guide, the General Ledger Getting Started manual, and the Financial Reporter User Guide.

The General Ledger Getting Started Manual

The Getting Started manual introduces the General Ledger and Financial Reporter software and documentation. It provides an overview that will help you make best use of General Ledger’s powerful features and then steps you through starting and setting up the application.

Where To Now?

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Introducing the U

ser Guide The General Ledger User Guide

The General Ledger User Guide contains an overview that will help you understand General Ledger processing. The User Guide also details daily and periodic processing and maintenance procedures, and tells you when and how to use each procedure. You can see examples of reports with suggestions for when to print. The appendixes in this guide describe the import and export features and provide other technical information for advanced or otherwise interested users.

The Financial Reporter User Guide

The Financial Reporter User Guide is your guide to developing customized financial statements. Use Financial Reporter if the predefined balance sheets and income statements included with General Ledger are not suitable to your needs.

Where To Now? Read Chapter 2, “What You Need to Know Before Using General Ledger,” in this guide for an overview of General Ledger processing. Refer to Chapter 3, “Maintaining Accounts,” Chapter 4, “Transaction Processing,” Chapter 5, “Periodic Processing,” and Chapter 6, “Reports,” in this guide for information about using particular General Ledger maintenance, processing, and reporting functions.

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Sage Accpac ERP International, Inc. Confidential

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Chapter 2 What You Need to Know

Before Using General Ledger

Sources of General Ledger Batches ...............................................2–2 General Ledger Transaction Processing Chart .................................2–3

Creating General Ledger Journal Entry Batches ...................................2–4 Journal Entries and Details ..................................................2–4 Using the Journal Entry Form................................................2–5

Fields on the Journal Entry Form .........................................2–7 Optional Fields ........................................................2–15

Information Posted with Each Batch.........................................2–15 If the Batch Contains Errors ................................................2–17

Creating Other General Ledger Batches..........................................2–17 Allocation Batches .........................................................2–18 Revaluation Batches .......................................................2–20 Unrealized Exchange Gain/Loss.............................................2–22 Recognized Exchange Gain/Loss ............................................2–23 Export Batches for Reuse ...................................................2–23 Batches from Sage Accpac ERP and ACCPAC Plus Subledgers.................2–24 Imported Batches..........................................................2–25 Recurring Entries..........................................................2–26

Preparing Recurring-Entry Records......................................2–26 Creating Recurring-Entry Batches .......................................2–27

Posting Batches ...............................................................2–27 Posted Transactions........................................................2–31 Provisional Posting ........................................................2–32 Processing Multicurrency Transactions ......................................2–33 Posting Journal............................................................2–35 Posting Batches to a Previous Year ..........................................2–36

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Reviewing Batches ............................................................ 2–37 Displaying Batches ........................................................ 2–37 Printing Batches .......................................................... 2–38

Period End and Year End...................................................... 2–39 Create New Year.......................................................... 2–40 Period End Maintenance................................................... 2–40 Consolidate Posted Transactions ........................................... 2–41

Transaction Flow in Integrated Sage Accpac ERP Applications .................... 2–42 Where To Now? .............................................................. 2–43

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Chapter 2 What You Need to Know

Before Using General Ledger

This chapter provides general information about creating, posting, and reviewing batches of accounting transactions. It discusses periodic procedures such as clearing obsolete history and making your data ready for a new fiscal year.

Chapter 4, “Transaction Processing,” and Chapter 5, “Periodic Processing,” in this manual, describe in detail the forms you use for processing General Ledger.

For an explanation of General Ledger account structure and data processing options, see Chapter 2, “What You Need to Know Before Setting Up General Ledger,” in the Getting Started manual.

All transactions are entered in batches

Sage Accpac ERP General Ledger is a batch-oriented accounting system. All financial transactions are grouped together and entered in batches before they are posted to general ledger accounts.

The General Ledger batch system has the following features:

• You can organize your transactions by type.

• You can print, verify, and correct transactions before you post them.

• You can post transactions temporarily to test their effect.

• You can establish a reliable, detailed, and complete audit trail.

Transactions are journal entries

In a manual accounting system, transactions are recorded as journal entries, with a debit and credit balance, a date, a description, and whatever comments or references you want to add. The same is true in Sage Accpac ERP General Ledger.

Sources of General Ledger Batches




Sources of General Ledger Batches Transactions appear in the General Ledger in batches in several ways. You can:

• Enter individual transactions in General Ledger batches.

• Create General Ledger batches with Sage Accpac ERP subledgers, such as Accounts Receivable, Accounts Payable, and Payroll.

Subledgers in the same database create batches directly in General Ledger. They are available immediately for editing or posting.

• Create batches of recurring transactions automatically in General Ledger.

• Create batches automatically in General Ledger to allocate account balances to other accounts.

• Create batches in General Ledger to revalue source currency account balances in a multicurrency ledger.

• Import batches of transactions that you exported previously for later reuse.

• Import batches of transactions from remote Sage Accpac ERP subledgers and from non-Sage Accpac ERP applications, using a variety of file formats such as CSV, Access, and Excel.

• Retrieve batches of transactions from ACCPAC Plus subledgers.

Sage Accpac ERP retrieves subledger batches from version 6.0 or higher of ACCPAC Plus applications. It will not retrieve transaction batches from earlier versions of ACCPAC Plus.

You can process subledger, imported, and retrieved batches in the same way as you create batches in General Ledger. The only difference is that you can restrict the editing of subledger, imported, and retrieved batches.

Sources of General Ledger Batches

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General Ledger Transaction Processing Chart

The following chart illustrates how transactions are processed in General Ledger.

Create Batches

Journal Entry Batch

Sage Accpac

Subledger Batch

Revaluation Batch

Allocation Batch

Non-Sage Accpac Batch

Recurring

Entry Batch

List Batches

Print Batch Listing

Correct Errors Does the batch contain errors?

Post Batches Post Batch

Does the batch contain errors?

Print Audit Trail Reports Print

and Financial Reports

Posting Journal

Source Journals

G/L Transaction Listing

Batch Status Report

Financial Statements

Yes

No

Yes

No

Figure 2.1 Processing Transactions in General Ledger

Creating General Ledger Journal Entry Batches




Creating General Ledger Journal Entry Batches This section describes journal entries and suggests procedures to help you track them.

Journal Entries and Details

A journal entry in General Ledger is like a manual journal entry. It is entered for a single fiscal period, and the sum of the debits equals the sum of the credits. General Ledger automatically assigns a number to each journal entry to identify it for the audit trail.

Each debit line and each credit line in a journal entry is called a detail. When you print a report in Detail format, the report lists every debit line and credit line for the account unless details were consolidated during or after posting.

For example, if you wrote a check to pay rent, the debit and credit details might be:

General Ledger Account Debit Credit Rent 1000.00 Bank Account 1000.00

In General Ledger, this is one journal entry with two details.

If one check is written to pay several expenses, the compound journal entry might look like this:

General Ledger Account Debit Credit Stationery 200.00

Shop Supplies 50.00 Miscellaneous 100.00 Bank account 350.00

In General Ledger, this is one journal entry with four details.

The number of possible journal entries in a batch is limited only by the capacity of your hard disk. As a practical matter, however, you


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should limit your batches to the number of journal entries you can manage easily. You might also enter batches by type of transaction, by fiscal period, or by source currency to simplify the audit trail.

Using the Journal Entry Form

You use the Journal Entry form to add batches directly into the General Ledger. You also use this form to edit general ledger batches (whether created by an Sage Accpac ERP subledger or imported or retrieved into General Ledger from a non-Sage Accpac ERP application).

All details of an entry are posted to the same period

All the details for a single journal entry are posted to a single fiscal period. A single batch can include journal entries and details for different periods or years. However, it is usually not a good accounting practice to mix dates, periods, and years in a batch, because it complicates auditing procedures.

ADJ “adjustment period”

One of the choices at the fiscal period prompt, in addition to the 12 or 13 regular periods in your fiscal calendar, is the ADJ or “adjustment period.” Select ADJ as the fiscal period for final adjusting entries at the end of your fiscal year. Post adjusting entries to the ADJ period to keep your final regular fiscal period balance intact for your audit trail. You can select entries posted to the ADJ period when you print posting and other audit reports.





Make sure the adjustment period is unlocked in your fiscal calendar before you enter and post adjusting entries using the ADJ “period.”

CLS “closing period”

Another choice at the fiscal period prompt, in addition to the 12 or 13 regular periods in your fiscal calendar, is the CLS or “closing period.” If the closing transactions generated when you create a new fiscal year contain errors, General Ledger will create an error batch. You can edit the batch to correct the errors and then post the batch to the CLS period to keep your final regular fiscal period balance intact for your audit trail. You can select entries posted to the CLS period when you print the G/L Transactions Listing.

Make sure the closing period is unlocked in your fiscal calendar before you edit and post closing entries using the CLS period.

Each journal entry must be balanced

General Ledger requires each journal entry to balance before you can post it, but you can save a journal entry that does not yet balance.

Being able to save out-of-balance journal entries is useful if your work is interrupted before you finish an entry that has numerous details. You can stop and save the work you have done so far.

Entering details Two formats are available for entering details of journal entries:

• Spreadsheet format. You can enter details spreadsheet-style, entering one line per detail on the grid provided. The entry line scrolls to the right as you complete each field and press the Tab key.

To enter a detail on the grid, press the Tab key until you move into the detail data entry area or click the top left field of the detail area. Enter the information for the detail, tabbing to advance to the next field. Record the information entered so far at any time by clicking Add. To enter another detail, press the Insert key or tab to the next detail line.

Or


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Journal Detail form

• Single entry format. If you prefer, you can enter each detail on a separate form, rather than entering rows of details in columns.

Select the detail line, then click the Detail button, or press F9 to display the Journal Detail form. The Journal Detail form presents all the information for a detail on a single screen, including the full (250 characters) Comment field. You can tab through the fields from top left to bottom right, or you can use the mouse to select fields for data entry.

Fields on the Journal Entry Form

Batch Number

General Ledger assigns a sequential batch number to each new batch you create. You use the batch number to select the batch for editing and for posting.

Posting attaches the batch number to each journal entry detail in a batch, so you can trace a posted detail back to the original batch entry. Batch numbers are also included in the G/L Batch Status report, Posting Journals, Source Journals, and Batch Listings.

The number of batches is limited only by the capacity of your hard disk. The batch number is reset to 1 when you check that option in the Period End Maintenance form.

Batch Description

You can enter a description of up to 60 characters for each batch, for example, “February 15 payroll.” The description is printed on the Batch Listing and the G/L Batch Status report.

Entry Number

General Ledger assigns a sequential entry number to each new journal entry. You use the number to select journal entries for editing. The entry number is a major element in your audit trail, letting you trace a posted detail back to the original batch entry.





Journal entry numbers are printed on Source Journals, the Posting Journal, G/L Transactions Listing, and Batch Listings.

Entry Description

You can enter a description of up to 60 characters for each journal entry. The description is printed on Batch Listings, Posting Journals, and Source Journals.

Date

The default date for a journal entry is the Session Date (the date you entered when you started Sage Accpac ERP). You can change the date of the entry, and you can enter a different date for each detail, if necessary.

You should adopt a consistent system of assigning transaction dates. For example, always use the date the transaction took place, such as the date on a check, or always use the date you enter the transaction into General Ledger.

Using the date the transaction took place can be a handy auditing tool if you also have dated source documents to which you can trace transactions.

• You can print Source Journals and Batch Listings by date. When you consistently use only one type of date, for example, you can print all the transactions that took place on a specified day, or print all the journal entries added on a particular day.

• Transaction dates appear on Batch Listings and Posting Journals and with unconsolidated transactions on Source Journals.

Consolidated transactions dates Note: The date assigned to details consolidated during posting

is the last date of the fiscal period to which the details were posted. The Consolidate Posted Transactions form also assigns to the details it consolidates the last date of the fiscal period to which the details were posted.


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Year/Period

You specify the posting year for each journal entry. The default posting year for a data entry session is the year of the Session Date in the Open Company form. You can change the year. For example, to post transactions to a previous year, enter the previous year in this field.

Note: To post to a previous year, you must select the Allow Posting to Previous Years option (on the Posting tab of the G/L Options form). The previous fiscal year must be active (set in the Fiscal Calendar form in Common Services) and the fiscal periods you are posting to in the previous year must be unlocked.

Fiscal period You specify the fiscal posting period for each journal entry. The period corresponding to the Session Date in the Open Company form appears as the default, but you can change it.

Note: General Ledger posts all the details for a journal entry to a single fiscal period. Posting details of a journal entry to different fiscal periods would cause the ledger to be out of balance in those periods.

Unlocked or locked periods

You can restrict posting to past or future fiscal periods by locking the periods in the Fiscal Calendar form in Common Services. You cannot enter or post a journal entry to a locked fiscal period.

Do not mix periods and years

Although a batch can contain entries with different fiscal periods and years, do not mix periods and years in the same batch — it makes the audit trail difficult to follow.

ADJ period Select ADJ as the fiscal period for final adjusting entries at the end of your fiscal year. Post adjusting entries to the ADJ period to keep your final regular fiscal period balance intact for your audit trail. You can select entries posted to the ADJ period when you print posting and other audit reports.





Make sure the adjustment period is unlocked in your fiscal calendar before you enter and post adjusting entries using the ADJ period.

Closing period Select CLS as the fiscal period if you need to correct closing entries generated by running Create New Year. Post the corrected batch of closing entries to the CLS period to keep your final regular fiscal period balance intact for your audit trail. You can select entries posted to the CLS period when you print posting and other audit reports.

Make sure the closing period is unlocked in your fiscal calendar before you post closing entries using the CLS period.

Source Code and Description

The source code entered in the Source field tells you where a transaction comes from and what kind of transaction it is.

Source code The first two characters of the source code identify the ledger where the transaction originated. For example, all details entered in General Ledger have a GL source ledger code; Accounts Receivable details have an AR source ledger code, and so forth. The second part of the source code identifies the type of entry.

Some source codes, such as GL-JE (journal entry) are provided with General Ledger. You set up other source codes for General Ledger using the Source Codes form, before you enter transactions.

General Ledger displays the source code description when you enter or select the source.

You can use source codes to print customized source journals as part of your audit trail.

For imported batches, you can change source codes in subledger batches only if you select All Fields as the choice for the Edit Imported Entries option on the Posting tab of the G/L Options form.


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Auto Reverse

If you check this option, General Ledger automatically posts reversing journal entries to the next period or another period you specify when it posts this journal entry, thus backing out the effect of the original posting.

Next period/specific period

When you select the option, a field appears that lets you choose whether to reverse the entry in the next period or in another period that you specify:

• If you select Next Period, General Ledger automatically posts the reversing journal entries to the next period when you post entry.

• If you select Specific Period, another field appears where you specify the year and period.

If you do not create the new year before you post an entry marked for auto reversal in the first period of a new fiscal year, General Ledger creates an open batch with the reversing entry, which you can post after creating the new year.

Entry Mode

Quick entry mode saves you some keystrokes when entering similar details. Use quick mode to default the reference and description for each detail line after the first.

Reference and Description

Every detail transaction can include its own reference of up to 60 characters, and a description of up to 60 characters.

In quick entry mode, the reference and description you enter for the first detail appear as the default text for the remaining details, unless you change them.

The reference and description are printed with the detail line on the Batch Listings and Posting Journals for the batch, and on the G/L Transactions Listing, if the account is not consolidated. The description for consolidated accounts on the G/L Transactions





Listing is “Consolidated posting” for accounts that were consolidated during posting, and “Consolidated” for accounts that were consolidated in the Consolidate Posted Transactions form. The G/L Transactions Listing leaves the reference blank for consolidated transactions.

Because you can print source journals by reference, it is important to use the same reference for associated details, such as multiple expense allocations for one check. If you plan to select source journal transactions for printing by reference, you should assign references that are meaningful and spell the references consistently.

Account

With each detail, you specify the account to which you want to post the debit or credit.

If you use G/L Security, you must have permission to view an account to be able to use it in a transaction. If a rollup account is accessible under your security rights, all of its member accounts are assumed to be accessible. (For more information about setting account permissions, see Chapter 2 in the Getting Started guide.)

Debit or Credit Amount

You enter the amount for a detail as either a debit or credit amount. (In a multicurrency ledger, the labels for the debit and credit fields are “Source Debit” and “Source Credit.”)

Do not enter currency symbols or commas. If the currency uses a decimal, you can insert it. If you do not enter a decimal, the system enters the numbers you type to the left of the decimal.

If you enter a minus sign with an amount in either the debit or credit column, the system records the amount as the opposite type of entry. For example, if you enter a debit amount as “- 25.00,” the system records the amount as a credit of 25.00.

Each debit or credit amount you enter is added to the total for the entry. The current debit and credit totals for the entry are displayed


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at the bottom of the G/L Journal Entry form, along with the amount by which the entry is out of balance. The totals for multicurrency accounts are displayed in the functional currency.

You can save an entry that does not balance, but you cannot post it until it balances.

Each detail you add updates the displayed totals for the journal entry when you leave the detail line. The debit and credit totals for the batch, which are displayed in the upper right corner of the form, are updated when you save the entry.

Quantity

If the detail has a quantity associated with it, enter it in the Quantity field.

To enter a quantity for any journal entry detail associated with an account, the Maintain Quantities option must be selected for the account. For the Maintain Quantities option to appear on the account’s Detail tab, you must select the Maintain Quantities option for the company on the Account tab of the G/L Options form.

Comment

If you cannot fit all the descriptive text for a detail in the Reference and Description fields, you can use the Comment field to add the remaining information. Each comment can contain 250 characters.

Comments are printed on the Batch Listing and the Posting Journals. They do not appear on any other reports.

Multicurrency Fields

If the detail is associated with a multicurrency account, enter the multicurrency information in the fields provided.

To enter multicurrency transactions, you must select the Multicurrency option on the Account tab of the G/L Options form.





Currency This field specifies the currency of the debit/credit amount you enter. It defaults to the functional currency unless the account has been selected for multicurrency use.

Rate Type The system uses this field to determine the currency exchange rate used to calculate and display the functional-currency equivalent of the source-currency debit or credit.

Rate Date This date is used to extract the currency rate from the currency rate table.

Rate The currency rate is used to calculate and display the source-currency debit or credit amount in functional currency.

Functional debit and credit

Using the rate and the source currency, the system calculates and displays the debit and credit amounts in functional currency.

If necessary, you can override the calculated amounts. Functional debit and credit amounts, as well as the source debits and credits, are stored with the entry.

Display showing the euro conversion rate

The Journal Entry form provides a popup display showing the conversion rate between a euro zone (European Monetary Union) currency and the euro.

This is particularly useful for users with a non-euro functional currency who are entering one or more transactions with a euro zone source currency, and need to see the euro conversion rate.

If the euro is your functional currency

If your functional currency is the euro, source transactions will be converted to the euro during journal entry, and will be printed in a batch that lists source and functional currencies only.

During posting, if you specified a reporting currency, this information will be posted to the reporting currency fiscal set(s), using the fixed exchange rate between the euro and the source currency.


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Optional Fields

The Optional Fields column on the Journal Entry detail grid and on the Journal Detail form indicates whether a detail uses optional transaction fields. The program sets this optional fields indicator — you cannot change it.

When you start a new entry, if an account you specify for a transaction detail uses optional transaction fields, you can edit or delete the optional transaction fields used for the detail. Note, however, that you can use only the optional transaction fields that are specified for the account.

If you delete all the optional fields associated with a particular detail, the program resets the Optional Fields indicator to “No”, to show that no optional fields have been added to the transaction detail.

You can also change the value for the optional field, as follows:

• If the optional field is validated, you must specify a value that is specified for the optional field in Common Services. If the optional field allows a blank, you can also leave the value blank.

• If the optional field is not validated, you can select any values that have been added in Common Services, or you can enter any other value, providing your entry matches the field type and does not exceed the length specified for the optional field.

Posting the entry When you post the journal entry, the program saves the optional field information with the posted transaction details. (Note that the Post To Account option for the account must be set to Detail to save the optional field information.)

Information Posted with Each Batch

You can include all of the following information in each General Ledger batch of journal entries. Some pieces of information are required (like the account number with each journal entry detail), some are supplied by the system (such as the batch number), and





some are optional (like comments, references, descriptions, and optional fields). Optional items are generally there to help you keep better records.

Batch information For each G/L batch:

• Batch number (provided by the system). • Description (optional).

Journal entry data For each journal entry:

• Journal entry number (provided by the system). • Description (optional). • Year and Period. • Date (used as the default for journal entry details). • Source code (used as the default for journal entry details). • Auto reversal (if checked, simultaneously posts reversing journal

entry to the next period). • Entry mode (either quick or normal).

Journal entry detail data

For each journal entry detail data, the following information can be included:

• Line number (supplied by the system) • Reference (optional). • Description (optional). • Account number. • Debit or credit amount, and quantity. • Date (same as journal entry or different for detail). • Source code (same as journal entry or different for detail). • Comments (optional). • Optional transaction fields (if you use Sage Accpac ERP optional

fields).

Multicurrency detail data

If your general ledger is multicurrency, you can enter the following data:

• Currency. • Currency rate type. • Currency rate.

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• Source and functional currency debit or credit amount.

General Ledger supplies the currency rate date for details in multicurrency transactions.

If the Batch Contains Errors

Journal entries with errors go into an unposted batch

During regular (not provisional) batch posting, General Ledger posts entries that are free from errors and creates an unposted batch containing any journal entries that contain errors.

Errors include unbalanced journal entries, nonexistent account numbers, and locked fiscal periods.

Errors in provisional posting stay in the batch

Errors in a provisionally posted batch are also not posted, but they remain in the original batch. The errors are noted in a report called Provisional Posting Journal Errors, but the system does not create a new batch to contain the incorrect journal entries.

You can edit unposted batches of rejected journal entries like any other unposted batch. In a provisional batch, you edit the entries listed as erroneous in the Provisional Posting Journal Errors report. Once you correct the entries, you can post the batch.

Creating Other General Ledger Batches General Ledger batches can originate from several sources in General Ledger (other than the Journal Entry form). Also, other Sage Accpac ERP subledgers can create batches of transactions for posting to the General Ledger, and you can retrieve transaction batches from ACCPAC Plus, if you use it. Finally, you can import transactions from remote Sage Accpac ERP subledgers and from spreadsheets, databases, and other accounting software capable of exporting data.





Allocation Batches

The automatic allocation function creates batches of journal entries that allocate (distribute) the balances of accounts you specify to other accounts. For example, you could analyze the distribution of salaries to cost centers, and then regularly allocate liability insurance costs to the cost centers according to a percentage based on your analysis.

You can reallocate account balances on an as-needed basis, typically at period end, and you could also perform allocations before printing final financial statements.

You can put all allocations into the same batch or separate them into batches by account or by a range for a specified segment. You also specify the posting date and fiscal period to be attached to the journal entries.

Contents of allocation batches

An allocation batch contains a single balanced journal entry for each account to be allocated. The entry consists of the following details:

• Transaction details containing debit and credit amounts to be distributed to each allocated-to account based on your account setup instructions.

• An offsetting detail transaction to the allocated account.

For example, assume that you have provided the following instructions for allocating the Corporate Accounting & Legal Fees account (account number 5550-1):

Account Allocation Percent

5550-10-1 Accounting & Legal Fees - Dept. 10 40% 5550-20-1 Accounting & Legal Fees - Dept. 20 30% 5550-30-1 Accounting & Legal Fees - Dept. 30 30%


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Assuming you allocate by account balance, the allocation journal entry created to distribute a balance of $1000.00 in account 5550-1 looks like this:

Account Debit Credit 5550-10-1 Accting & Legal Fees - Dept. 10 400 5550-20-1 Accting & Legal Fees - Dept. 20 300 5550-30-1 Accting & Legal Fees - Dept. 30 300 5550-1 Accting & Legal Fees 1000

When you post this entry, the balance of the allocation account is reduced to zero and the amount is distributed to the accounts to which the balance is allocated.

Allocation by quantity produces different results

Note that reallocation by quantity redistributes account balances differently than reallocation by account balance, and these differences will be greater when you are distributing small quantities over a large number of accounts.

When allocating by quantity:

1. General Ledger first determines the net change in quantity in the source account for the range of periods being considered for the allocation.

2. To distribute quantities to each account, General Ledger multiplies the change in quantity in the source account by the allocation percentage assigned to each receiving account.

The program performs a running-total method of proration (where it continually checks how much of the total allocation it has made to date).

Note: Quantity distributions are by whole units of measure. If a calculation results in a fractional quantity, the quantity is rounded to the nearest unit. Quantities that are rounded up in an early distribution can mean that no quantity is available for a subsequent distribution.





3. Once the quantities have been allocated, the program prorates the monetary distributions based on the quantity distributed.

Optional fields The Optional Fields check box on the Create Allocation Batch form indicates whether the account allocation batch will include optional field information with transaction details. If you use optional fields, you can check this box and set the values for optional fields that you want posted with allocations by clicking the zoom button beside the Optional Fields check box, or by pressing the SHIFT+F9 keys. If you delete all optional fields from the Optional Fields form, the box will be unchecked when you leave the Optional Fields form.

For a more detailed explanation and an example of how allocation by quantity works, see Chapter 2 in the Getting Started manual.

Processing allocation batches

You process allocation batches in the same way as all other batches. You can modify them using the G/L Journal Entry form, for example, to add comments, change source codes or descriptions, or to transfer a remainder amount to another account.

You can print Batch Listings of allocation batches, post them, and print Posting Journals for them. As a further audit control, you can also define and print source journals of allocation entries if you assign a unique source code to allocation transactions.

You can find detailed information about setting up allocations in the section “Allocation” in Chapter 2, “What You Need to Know Before Setting Up General Ledger,” in the Getting Started manual. Chapter 5, “Periodic Processing,” in this manual, discusses creating batches of allocation transactions.

Revaluation Batches

When exchange rates change, you can automatically revalue multicurrency accounts at the new rates. The procedure creates batches of transactions to adjust the balances in the accounts you specify for revaluation. You can revalue as many currencies as you


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wish at any time, typically at period end or when currency rates fluctuate rapidly.

You can list and edit revaluation batches before posting.

Revaluation revalues the functional-currency equivalents of source currency amounts using a specified exchange rate. It posts the difference between the new functional currency value and the old functional currency value to the an exchange gain or loss account.

Accounts must be active before you can post them

Before posting revaluation batches, make sure the exchange accounts and the accounts being revalued are active. Revaluation will create transactions for both active and inactive accounts, but you cannot post unless all accounts involved are active. If you revalue in the last period of your fiscal year, you should create the new year before posting.

Example To illustrate revaluation, assume that account 1040 accepts transactions in Canadian dollars and in U.S. dollars, the functional currency for the ledger.

On June 29, 2010, the account had the following balances:

Date Source Balance Functional Equiv. Bal Master Balance Jun 29/10 6,000 CAD 5019.60 USD 1,000.00 USD 1,000.00 USD 6019.60 USD

On June 30, 2010, the Canadian dollar balance in account 1040 was revalued at a lower exchange rate, resulting in an exchange loss of $140.80 USD.

When the batch was posted, the functional-currency equivalent balance for Canadian dollars and the account master balance were updated by $140.80, as follows:

Date Source Balance Functional Equiv. Bal Master Balance Jun 30/10 6,000 CAD 4878.80 USD 1,000.00 USD 1,000.00 USD 5878.80 USD





Chapter 5, “Periodic Processing,” in this manual describes the revaluation function in detail.

You choose the Gain/Loss Accounting Method from the Company Profile in Common Services. The choices include:

• Realized and Unrealized Gain/Loss

• Recognized Gain/Loss

If you choose the Recognized Gain/Loss Method, and then save the Company Profile, you cannot go back to the Realized/Unrealized Gain/Loss method. Also, please note that if you use the Recognized Gain/Loss Method, you need to fill in Exchange Gain/Loss Accounts in the Revaluation Code forms for setting up revaluation codes that were set up previously, since G/L will not default the Unrealized Gain/Loss G/L accounts to the Recognized Gain/Loss G/L accounts.

The next two sections describe these two revaluation methods.

Unrealized Exchange Gain/Loss

Using Unrealized Exchange Gain and Loss accounts

The Unrealized Exchange Gain and Loss accounts are the income statement accounts to which net gain and loss amounts created by the revaluation function are posted.

The accounts must be multicurrency accounts, because the gain or loss is posted to the functional-equivalent fiscal set for each currency, so you can see how much each currency contributes to the balance.

The transactions created by the revaluation function for each revaluation code are posted to the Unrealized Exchange Gain or Unrealized Exchange Loss account specified for the revaluation code.

Revaluation posts auto reversal entries

Revaluation transactions are created as automatically reversing entries. The revaluations posted for any fiscal period are reversed in the next fiscal period, unless you edit the batch and turn automatic reversal off. Reversing the entries lets you review the gains and losses on financial statements without realizing them.


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A transaction is created in each fiscal period in the range you specify in the Create Revaluation Batch form.

Because the transactions are automatically reversed when you use the Unrealized Exchange Gain / Loss method, the effect of revaluation is completely backed out in the fiscal period following the last fiscal period you specify for revaluation.

Optional fields used in revaluation journal entry details

If you use optional fields for the revaluation, note that optional fields are included in the generated journal entries only if the optional fields specified for the revaluation match the optional transaction fields assigned to the unrealized exchange gain and unrealized exchange loss accounts.

Recognized Exchange Gain/Loss

Exchange gains and losses are recognized when the foreign currency monetary items are revalued or settled using the exchange rate in effect at the revaluation date (balance sheet date).

These gains and losses will be shown on the income statement and will be included in the determination of net income for the current period; causing tax implications for the recording entity.

The gains and losses are never reversed.

Export Batches for Reuse

The Export function lets you reuse batches of transactions.

Use the Recurring Transactions form to create transactions that are posted frequently.

To create batches for reuse, you must:

1. Export an unposted batch of transactions for later import.

2. Post the original batch.





3. Import the previously exported batch when you’re ready to enter the transactions.

The system creates a batch of transactions for you to review and post, and keeps the original transactions in the export batch location. If necessary, you can assign a different date and fiscal period to the entries in the new batch. You can then post this batch. Batches can be imported over and over.

Batches exported for import later are particularly useful for transactions that you want to post periodically, such as monthly depreciation entries, accruals, or other monthly journal entries.

To export a batch for importing later, or for any other purpose, follow the instructions in Appendix B, “Importing and Exporting,” in this manual.

Batches from Sage Accpac ERP and ACCPAC Plus Subledgers

Subledger batches can originate in the following ways:

• Sage Accpac ERP subledgers create batches of transactions in General Ledger.

• Remote Sage Accpac ERP subledgers create files of transactions that you can import into General Ledger.

• ACCPAC Plus subledgers create files of transactions you can retrieve in General Ledger.

Sage Accpac ERP retrieves subledger batches from version 6.0 or higher of ACCPAC Plus applications. It will not retrieve transaction batches from earlier versions of ACCPAC Plus.

Integrating subledgers with General Ledger accounts

To post transactions created by Sage Accpac ERP subledgers, you must use the account numbers you have defined in General Ledger for the corresponding accounts in the Sage Accpac ERP subledgers. For example, the Accounts Receivable control account numbers must be the same in both Accounts Receivable and General Ledger.


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When you retrieve subledger batches from ACCPAC Plus, you can use the DOS Utility, Account Mappings, to map DOS accounts to Sage Accpac ERP accounts.

Consolidating subledger transactions

You should consider the amount of transaction detail you require in your General Ledger when you consolidate batches in subledger applications. If you want to retain transaction details, either do not consolidate the G/L transactions in the subledger application, or select the consolidation option that leaves you with the type of detail needed to print the reports you want in General Ledger. (The consolidation option collapses account details into single balances.)

Consolidation prevents drilldown

Note, however, that if you consolidate batches in an Sage Accpac ERP subledger, you lose the ability to drill down from General Ledger to originating transactions in the subledger, and you will lose any optional fields you used in the transaction.

Subledger source codes

Sage Accpac ERP subledgers assign their own source codes to the details in the batches they create for General Ledger.

You do not have to define these codes in General Ledger. The codes are automatically added when you activate the Sage Accpac ERP subledger. A description, consisting of the source application name and the type of transaction, is entered with the code. For example, the source code AP-AD could include the description “A/P Adjustments.”

Source codes for imported transactions

Before you can import Sage Accpac ERP subledger transactions from a remote site and before you can import non-Sage Accpac ERP transactions, you must add the source codes in the import file to the list of General Ledger source codes.

Imported Batches

General Ledger can import transactions created by remote Sage Accpac ERP subledgers and by non-Sage Accpac ERP applications. General Ledger treats these imported transactions as regular batches, integrating the General Ledger with remote Sage Accpac ERP





subledgers and custom applications created by third-party developers.

Data in batches imported from non-Sage Accpac ERP applications must be set up in a way that General Ledger understands. For information about import file structure, see Appendix B, “Importing and Exporting,” in this manual.

During the import process, General Ledger checks the import file. The system will not import the file if it contains errors, such as missing source codes, source codes not already in General Ledger, invalid dates or fiscal periods, extra fields, and data entered in the wrong order.

General Ledger Import cannot identify incorrect amounts, or details assigned to the wrong account. To avoid posting errors to your General Ledger accounts, you should print listings of the imported batches before you post them, and carefully check for incorrect entries.

Back up before importing

You should also always back up both General Ledger and the external file before beginning the import process. If you have up-to-date backups, you can restore your data if a problem occurs when you import or post the transactions.

Recurring Entries

If you enter standard transactions on a periodic basis, for example, to record depreciation or bank loan payments, you can generate journal entries automatically using the Create Recurring Entries Batch form.

Preparing Recurring-Entry Records

You use the Recurring Entries form from the G/L Setup folder to add records for the recurring entries you use. You add recurring-entry records as journal entries, entering as many details as you require.

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Specifying the duration of recurring entries

You can create entries you intend to apply indefinitely, or you can create entries that will stop once you have reached a certain date.

For more information about setting up recurring entry records, see “Recurring Entries,” in Chapter 2 in the Getting Started manual.

Set up schedules in Common Services first

Before you set up recurring entry records, you must create the schedules that will determine the frequency of the recurring transactions. The schedule you attach to the recurring entry record determines the day on which the entry is processed and whether a user is reminded to process the entry.

You set up schedules using the Schedules form in Common Services. For more information about setting up schedules, see the System Manager User Guide.

Creating Recurring-Entry Batches

When you are ready to process recurring entries, you use the Create Recurring Entries Batch form. General Ledger creates transactions for the amounts specified in the selected recurring-entry records.

You can have as many recurring-entry batches as you need in your General Ledger system at a time.

You can edit the batches, print listings for them, and post them in the same way you process other types of batches.

Assigning batch numbers, document numbers, and dates

When you create a recurring-entry batch, General Ledger automatically assigns the next available batch number to the batch, and it assigns the next document number to each entry. General Ledger uses the run date as the batch date, and it updates the last run date in the recurring entry record.

Posting Batches Posting is the process by which General Ledger adds transaction amounts and quantities to accounts. When you post a batch of

Posting Batches




transactions, General Ledger updates the account balances for the affected periods. Posting also adds all journal entry details from the batch to a posted transactions file.

Working with posted batches

Because General Ledger does not delete batches of journal entries when you post them, you can:

• Drill down from posted entries in the Journal Entry form to view complete details of the originating entries in source ledgers.

• Reverse a posted entry.

• Export batches of posted entries.

• Print listings for posted batches.

You control batch editing

General Ledger gives you control over the extent of editing allowed for subledger and non-Sage Accpac ERP batches.

Posting sequence number

General Ledger assigns a unique posting sequence number to the batch posting run, and attaches this number to each journal entry it posts.

The posting sequence number is a key auditing reference, because you can print posted transactions by this number. (You can also list posted transactions by batch number, transaction date, source code, currency, and reference.)

Posting auto reversal entries to last fiscal period

General Ledger lets you post auto-reversing journal entries in the last fiscal period of the year without having to create the new fiscal year first. When you post entries for the current year, General Ledger automatically creates a batch of reversing entries for the year and period you specify. If you create the reversing entries for the next year, you must post the reversing entries once you create the new year.

You cannot edit posted transactions

Once a batch is posted successfully, you can change the effects of its transactions only by posting adjustments in another batch or by reversing it using the Journal Entry form.

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List batches before you post them

To make sure your batches are error-free before you post them, turn on the option to force listing of batches. This option forces you to print each batch before posting it, and gives you the opportunity to correct errors before posting.

Print Posting Journal

After posting, print the Posting Journal for an audit record of posted transactions.

General Ledger’s method of batch and transaction processing provides great flexibility at the batch-entry stage, and tight auditing control during and after posting.

If you carefully maintain and identify source documents, and print and file all audit trail reports, you will be able to trace any debit or credit detail from source to financial statement, and back again.

Online trail General Ledger also lets you drill down from Transaction History to transactions originating in Sage Accpac ERP subledgers, until you remove the transaction details from the subledger or you consolidate General Ledger transactions.

You can post batches in General Ledger to permanently update the data stored for the accounts specified in the transactions, or you can post batches on a provisional basis to test the effects of the transactions on your ledger before posting them permanently. You can post batches at any time, and you can post as many batches as you want at a time.

Although you will probably post the majority of your batches to the current year, you can also post adjustments and corrections to previous years if you select the option to allow posting to previous years, and the previous fiscal year is active.

Posting does the following:

• Posts debits and credits to the General Ledger accounts.

• Creates an unposted batch of unacceptable journal entries when errors are found in the entries, and automatically prints the errors.

Posting Batches




• Consolidates details for accounts that are set up to be posted in consolidated format.

• Creates the Posting Journal.

• Records transaction details in posted transaction files from which they are retrieved for various audit trail reports.

Provisional posting When you need to make adjusting entries or other entries you would like to verify before actually posting the data, you can post provisionally. Select the option to allow provisional posting if you want to use this “preview” feature.

When you post batches, either provisionally or permanently, General Ledger “unposts” any previous provisional posting. If you want to keep provisional batches posted over a period of time, you must remember to repost them provisionally after each posting run.

Set provisional batches to Ready To Post in the Batch List form, where you can also post single provisional batches one at a time.

If you want to post more than one batch provisionally, you have to do it from Post Batches, where you can specify a range.

Back up before posting

Back up your data before posting. Posting is a complex process involving all aspects of your data. If posting is interrupted by hardware malfunction or power failure, by someone accidentally turning off the computer, or for any other reason, your data can be damaged.

You can post unposted batches in the range you specify, posting individual details in the same order as they were entered into the batches. You cannot post entries to fiscal periods that are defined as locked on the Fiscal Calendar form in Common Services.

Force listing of batches

If you use the option to force listing of batches, you must list batches before you can post them. You must also reprint the listings for batches you edit before you can post them.

Your audit trail of posted transactions is strengthened if you routinely print batch lists and correct errors before you post. This

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procedure ensures that all the transactions you group together in the same batch are posted together and appear on the same Posting Journal. This procedure simplifies the job of tracking transactions later on.

Each time you post, a Posting Journal of the transactions is created with a unique posting sequence number. You should print the journal and file it as part of your audit trail.

Posted Transactions

Consolidation during posting

Posting consolidates details for accounts that are set up to be posted in consolidated format. During consolidation, the debit and credit details posted to the same account and using the same fiscal period and source code are netted into a single amount for the account. The consolidated detail is assigned the last date of the fiscal period to which the details were posted.

To illustrate how consolidation works, assume the following details were posted to account 1000 on May 7, 2010:

Period Source Code Date Debit Credit 4 GL-01 04/29/10 50.00 5 GL-01 05/01/10 20.00 5 GL-02 05/02/10 75.00 5 GL-02 05/03/10 40.00 5 GL-01 05/04/10 35.00

Posting Batches




The consolidated details posted to account 1000 appear on the G/L Transactions Listing as follows:

Period Source Code Date Debit Credit 4* GL-01 04/29/10 50.00 5** GL-01 05/31/10 55.00 5** GL-02 05/31/10*** 35.00

* The detail is not changed by consolidation, because it is the only detail posted for fiscal period 4.

** The details entered for fiscal period 5 are netted into two totals, one for source code GL-01, and the other for source GL-02.

*** The date assigned to the consolidated details is the last date of the fiscal period to which they were posted.

You can also consolidate details after posting. Note, however, that you cannot drill down from a consolidated transaction and you lose any optional fields that you used with the transaction.

Provisional Posting

If you want to test the effects of posting before you actually post transactions to ledger accounts, use General Ledger’s provisional posting feature.

Provisional posting lets you post a batch temporarily without deleting the batches. You can print financial statements with and without the provisional transaction totals, and you can continue editing the batches until you post them permanently.

Provisional postings are “unposted” each time you perform a normal posting. You must post an open batch provisionally whenever you want to see the effects of posting temporarily.

To post provisional batches in your General Ledger, you select the option to allow provisional posting. This option is described in Chapter 3, “Setting Up General Ledger,” in the Getting Started manual.

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Provisional posting sequence numbers

A posting sequence number is assigned each time you post provisional batches. The number is printed with transactions in the Provisional Posting Journal.

Processing Multicurrency Transactions

You process multicurrency transactions the same way you process single-currency transactions, although multicurrency transaction entry provides several additional fields.

In a multicurrency General Ledger, you can:

• Enter transactions in the Journal Entry form.

• Review and optionally edit transactions from Sage Accpac ERP subledger programs.

• Import transactions from non-Sage Accpac ERP applications.

• Post transactions either provisionally or permanently.

Single-currency and multicurrency subledgers

General Ledger interacts with single-currency or multicurrency subledgers and imported batches as follows:

• A multicurrency General Ledger can receive, import, or retrieve transaction batches from multicurrency or single-currency subledgers.

• A single-currency General Ledger can receive transaction batches from local multicurrency Sage Accpac ERP subledgers and can retrieve multicurrency batches from an ACCPAC Plus subledger.

• A single-currency General Ledger cannot import multicurrency batches from remote Sage Accpac ERP subledgers.

• A single-currency General Ledger cannot import multicurrency batches from non-Sage Accpac ERP applications.

Posting Batches




If you want to bring transactions of this type into General Ledger, you must edit the import file to remove the multicurrency fields before you can import the transactions.

Setting up a multicurrency ledger

You must set up Common Services and General Ledger to accept and process multicurrency transactions by following these steps:

1. When you activate Common Services for a new company, select the Multicurrency option, assign a default rate type, and select a functional currency. The functional currency is the “home office” currency in which you intend to maintain your basic accounting and financial reporting.

Note: You can turn on the multicurrency option at any time. Once you have turned it on and selected the functional currency, you cannot change the choices.

Converting to the euro

If your company is converting to the euro, you need to export existing accounts, create a new company in Sage Accpac ERP, and import a batch to the new company to post totals in the euro. (You can use the G/L Consolidations program to make this task easier.)

2. Within Common Services, you also define the currencies, rate types, currency tables, and exchange rates you want to use. (For information, see the System Manager User Guide.)

3. On the General Ledger Options form, select the multicurrency option and assign a default rate type. (See Chapter 3, “Setting Up General Ledger,” in the Getting Started manual.)

If you want to select the euro as your functional currency

Companies based or operating in European Monetary Union (EMU) member countries that are setting up their General Ledger for the first time can designate the euro (EUR) as their functional currency and their national currency as a reporting currency.

If you selected the euro as your functional currency in the Company Profile form in Common Services, you must designate

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a reporting currency rounding account. This account is used by the General Ledger to ensure that reports printed in the reporting currency balance.

4. In General Ledger Accounts, turn on the multicurrency option for multicurrency accounts, as described in the “Defining Multicurrency Accounts” section, in Chapter 2, “What You Need to Know Before Setting Up General Ledger,” in the Getting Started manual.

When you specify a multicurrency account in a journal entry detail line, the multicurrency data fields become accessible for that entry.

Posting Journal

The Posting Journal is the audit trail of posted transactions. A unique posting sequence number is assigned to each journal, to identify it for auditing and tracking purposes. The journal lists the batch and entry number for each posted entry, and includes all the detail lines (debit and credit entries, with their associated account numbers, descriptions, references, and comments) that were posted.

You can print provisional postings separately in the Provisional Posting Journal reports.

Consolidated transactions

The Posting Journal lists account details that have been consolidated during posting (for accounts you have defined to be consolidated).

The Posting Journal also lists unposted batches, if any, created to hold entries that contain errors. This information is an important part of the audit trail for the transactions that cannot be posted because they contain errors. When you post a batch that contains errors, the Posting Journal automatically prints the unposted errors (if any occurred) when posting is complete.

You can also print the errors separately in the Posting Journal Errors report.

Posting Batches




Printing and clearing Posting Journals

You can print the Posting Journal by a range of account numbers and a range of posting sequence numbers. At any time, you can clear (remove) the data for the journal from your disk using the Clear History form in the Periodic Processing folder. The clearing process makes space in the file for new data (to conserve disk space), but does not affect posted transactions.

You can view a sample Posting Journal in Chapter 6, “Reports.”

Posting Batches to a Previous Year

You can post batches of transactions to fiscal periods in any previous year that is within the number of years for which you keep transaction detail.

You may wish to post transactions to a previous year to:

• Create the opening account balances in a new ledger.

• Correct errors in the amounts for a previous year.

• Enter adjustments for a previous year, following an audit completed several months after year end.

Before you can post to a previous year, you must make sure that the fiscal year exists and select the option to allow posting to previous years. This option is discussed in Chapter 3, “Setting Up General Ledger,” in the Getting Started manual.

During posting to a previous year, all details for balance sheet accounts are posted to the accounts, and the balances are updated.

Posting to income and expense accounts in a previous year

With income and expense accounts, two operations take place when you post to a previous year. First, the system updates the balance of the fiscal period you post the transaction to and adjusts the subsequent periods accordingly. Then the final period balance in the retained earnings account is adjusted by the same amount.

The result is as though you had posted the transactions when that period was current, and subsequently closed the account to retained

Reviewing Batches

User Guide 2–37



Before U

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earnings. The Posting Journal includes the transactions created to recalculate the amounts closed to retained earnings.

When you post to a previous year, make sure the closing period in the fiscal calendar is unlocked so the system can post the closing entries.

After posting to a previous year, you should reprint all financial statements for the previous year, to produce reports of the corrected information, then file them with the remaining reports for the year.

Reviewing Batches You can keep track of batches in General Ledger by two basic methods:

• Display batch information on the screen.

• Print batch information.

Displaying Batches

At any time you can look up batches of journal entries and details in both the G/L Batch List and Journal Entry forms.

The G/L Batch List form lists all batches in General Ledger, including posted and deleted batches. From the list, you can open existing batches (so you can change entries and add entries), start new batches, post batches permanently, post batches provisionally, and delete batches.

Limit the display only to batches of interest to you

General Ledger lets you display batches selectively on the Batch List form. You can:

• Filter the list of batches by subledger and source type.

• Choose not to display posted and deleted batches.

Reviewing Batches




The G/L Batch List form supplies the following information:

• Batch number • Description • Ledger (the application that created the batch) • Last edit date • Ready To Post status (No or Yes) • Batch type (entered manually, from subledger, imported, or

generated) • Batch status (open, deleted, posted, or provisionally posted) • Printed status (No or Yes) • Posting sequence number • Batch total • Quantity Total • Creation date • Number of entries • Number of errors

Printing Batches

You can review batches by either of the following printing procedures:

• In the Batch List and Journal Entry forms, use the Print command on the File menu to print selected batches.

• Use Batch Listing in the G/L Reports folder to print selected batches.

You can choose among several print destinations: your screen, a printer, a file, or an e-mail message, or you can schedule the report for printing at another time. You can also print the G/L Batch Status Report to obtain information about all batches, including those you have posted or deleted.

For information about each of the batch reports, see Chapter 6, “Reports.”

Period End and Year End

User Guide 2–39



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Period End and Year End You can perform the period end and year end processing tasks in the Periodic Processing folder at any time.

• You can consolidate posted transactions, create recurring entries batches, automatically allocate account balances, and revalue multicurrency accounts as needed.

• Use the Consolidate Posted Transactions form to reduce the amount of transaction detail in your ledger. (You can also consolidate details during posting, as described in Chapter 3, “Setting Up General Ledger,” in the Getting Started manual.)

• Use the Create Recurring Entries batch to produce journal entries that recur on a periodic basis.

• Use the Create Revaluation Batch form when you want to update account balances at new currency exchange rates. Revaluation is discussed earlier in this chapter in the section “Creating Other General Ledger Batches.”

• Use the Create Allocation Batch form when you want to automatically redistribute account balances to other accounts. Allocation is discussed earlier in this chapter in the section, “Creating Other General Ledger Batches.”

• Use the Clear History form to remove posting journals and posted batches up to the posting sequence and batch number you specify.

You can also create a new year and do period end maintenance at any time. Typically, at year end, you would:

• Use the Create New Year form to zero the income and expense accounts and transfer their balances to the retained earnings accounts, preparing the ledger for the new year.

• Then use the Period End Maintenance form to delete obsolete accounts, transaction history, and account history and to reset batch numbers to zero.





Create New Year

You create a new fiscal year when you are ready to begin entering transactions for the next fiscal year.

The Create New Year function creates and posts entries, transferring the balances of the income statement (income and expense) accounts to retained earnings and produces a Posting Journal of the details.

Make sure the closing period is unlocked in your fiscal calendar before you create a new year or post income and expense accounts to previous years.

Create New Year also creates fiscal sets for all your active accounts for the new fiscal year, and initializes the account balances as follows:

• The system enters the previous year’s ending balances for balance sheet and retained earnings accounts as the opening balances in the new year.

• The system enters the opening balances in the income and expense accounts as zero.

You can create a new year at any time. However, once you create a new year, each transaction you post to an income or expense account in a previous year generates additional transactions to close the account to retained earnings. The additional transactions will consume disk space.

You should create the new year before you post transactions set to auto reverse (which include revaluations) to the last period of the current year. If you don’t, however, posting creates a batch that you can post once you create the new year.

Period End Maintenance

You can use any of the Period End Maintenance forms at any time. At the end of a fiscal year, run Period End Maintenance after you create the new year.


User Guide 2–41



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Period End Maintenance clears obsolete data by deleting inactive accounts and account history older than the number of years of fiscal sets the system keeps. Period End Maintenance also optionally deletes transaction history older than the number of years of transaction detail the system keeps and resets the batch number to zero.

Consolidate Posted Transactions

The optional function, Consolidate Posted Transactions, lets you reduce the detail in accounts that have a lot of entries posted to them, but for which you do not need to permanently record every transaction.

Consolidation collapses account details into single balances in one of three ways:

• You can create one transaction for each account and fiscal period.

Or

• You can create one transaction for each account, fiscal period, and source code.

Or

You can consolidate posted transactions by account, fiscal period, and source ledger.

Consolidating by account, fiscal period, and source code results in the same combined transactions you produce when you consolidate while posting, an option you can specify for each account. The results of consolidation by account, period, and source code are illustrated earlier in this chapter, in the section “Posted Transactions.”

A section “Detail and Consolidated Posting,” in Chapter 2, “What You Need to Know Before Setting Up General Ledger,” in the Getting

Transaction Flow in Integrated Sage Accpac ERP Applications




Started manual, discusses the account-by-account option that posts transactions in consolidated format.

Consolidation by account, fiscal period, and source ledger results in a single transaction for each combination of account, fiscal period, and source ledger for the specified source ledgers, source types, and ranges of accounts and fiscal periods.

Transaction Flow in Integrated Sage Accpac ERP Applications

One of the great advantages of using an integrated Sage Accpac ERP accounting system is that General Ledger can function as the central part of an integrated accounting and reporting system.

Sage Accpac ERP subledgers such as Accounts Receivable, Accounts Payable, and Payroll create batches of General Ledger transactions, which you can edit and post in General Ledger. This section summarizes the interaction that occurs between General Ledger and the subledger applications.

The Sage Accpac ERP subledgers listed below create transaction batches in General Ledger:

Accounts Receivable. Generates General Ledger transactions when you post invoices, cash receipts, adjustments, interest charges, and recurring charges.

Accounts Payable. Creates transactions for General Ledger when you post invoices, adjustments, and manual checks, and when you generate checks.

Inventory Control and Analysis. Creates General Ledger transactions when you post adjustments, receipts, shipments, and item assembly transactions.

Order Entry. Creates General Ledger transactions from posted shipments and invoice adjustments.

Where To Now?

User Guide 2–43



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Purchase Orders. Creates General Ledger transactions from posted receipts, invoices, adjustments, credit notes and debit notes.

Intercompany Transactions. Creates General Ledger transactions from intercompany transactions.

Payroll (US and Canadian). Creates transactions to be posted to the wages payable, tax withholding, and payroll expense accounts in General Ledger.

Where To Now? Once you understand how General Ledger processes and maintains data, you can use Chapter 4, “Transaction Processing,” and Chapter 5, “Periodic Processing,” as reference tools as you go about your daily work. Chapter 3, “Maintaining Accounts,” provides reference information about the forms you use to maintain and review your general ledger and its associated summary fiscal data.

Glug-3.doc, printed on 10/11/2007, at 2:27:58 PM. Last saved on 10/11/2007 2:17:00 PM.

Chapter 3 Maintaining Accounts

Account Maintenance...........................................................3–2 Before Using ...............................................................3–3

Maintaining

Accounts

The G/L Accounts Form.........................................................3–8 Detail Tab .................................................................3–9 Optional Fields Tab.........................................................3–9 Transaction Optional Fields Tab ............................................3–10 Allocation Tab ............................................................3–11 Currency Tab .............................................................3–12 Subledger Tab.............................................................3–13 Rollup Tab................................................................3–14

Changing and Deleting Account Information ....................................3–17 Chart of Accounts .............................................................3–19 Budget Maintenance...........................................................3–20

Before Using ..............................................................3–20 How to Use ...............................................................3–22

Account History Inquiry .......................................................3–27 How to Use ...............................................................3–28

Transaction History ...........................................................3–30 Before Using ..............................................................3–30 How to Use ...............................................................3–30

Fiscal Set Comparison .........................................................3–32 Before Using ..............................................................3–32 How to Use ...............................................................3–32

Source Currency Inquiry .......................................................3–34 Before Using ..............................................................3–34 How to Use ...............................................................3–34

User Guide 3–i



Chapter 3 Maintaining Accounts

This chapter describes the procedures for maintaining and reviewing general ledger accounts.

Maintaining

Accounts

For an overview of general ledger account concepts, see Chapter 2, “What You Need to Know Before Setting Up General Ledger” in the Getting Started manual. For step‐by‐step instructions for setting up General Ledger and adding accounts, see Chapter 3, “Setting Up General Ledger,” in the Getting Started manual.

This chapter tells you how to enter and update the following account information:

• Accounts

− Account detail such as account number, type, group, normal balance, and so forth.

− Automatic allocations.

− Multicurrency information for posting and revaluation.

• Budgets

In addition, this chapter describes the following inquiry forms:

• Account history inquiry. • Transaction history inquiry. • Fiscal set comparison. • Budget maintenance. • Source currency inquiry.

For specific information about a field on a form, press the F1 key or select Help from the menu to display on‐screen Help. For instructions on how to use Help, choose Using Help from the Help menu.

User Guide 3–1


Account Maintenance


Account Maintenance Use the Accounts form to create and maintain the chart of accounts, and as needed to delete unnecessary accounts.

The Accounts form lets you record required account information and specify:

• Optional fields that you want to add to the account record (if you use Sage Accpac ERP Transaction Analysis and Optional Field Creator).

• Optional fields that you want to add to transaction details posted to the account (if you use Sage Accpac ERP Transaction Analysis and Optional Field Creator).

• Whether the account is a control account for a subledger.

• Whether you want to maintain quantities for the account.

• Whether you want to allocate the account balance automatically.

• Whether the account is a rollup or a member of a rollup.

• Whether to prohibit posting to an account.

• Whether the account is multicurrency.

The multicurrency option lets you enter and revise information about the source currencies used with an account, specify the default currency code that appears when you enter transactions for the account, and specify whether revaluation should be performed.

Select the multicurrency option

You can maintain multicurrency information for an account only if the multicurrency option is selected first in Common Services Company Profile and then in the G/L Options form. You can maintain quantities for an account only if this option is first selected in the G/L Options form.



Account Maintenance


Before Using

You can find information about importing a chart of accounts from a file in Appendix B, “Importing and Exporting.” You may want to consider this option as an alternative to adding accounts manually.

Using the Setup Wizard to create a chart of accounts

You can also use the Setup Wizard to create a chart of accounts using one of several template charts of accounts. Later, you can modify the chart of accounts to suit the needs of your company.

Maintaining

Accounts

For more information about using the Setup Wizard, refer to the instructions in the System Manager Quick Start Guide.

Before adding Before adding an account, determine:

• The account number and description, account type (balance sheet, income statement, or retained earnings), and normal account balance (debit or credit).

• Whether to post transactions in detailed or consolidated form, or to prohibit posting to that account.

• Whether to assign this account as a rollup account and assign members to it. Take note that you can clear the rollup option at any time, and add or delete a member at any time.

• The account’s structure code.

• The account group (current assets, current liabilities, revenue, cost of sales, and so forth), if you use account groups.

• Whether you are adding optional fields to the account record and to transaction details posted to the account.

Note: Before you can add optional fields to particular General Ledger accounts, you must:

− Set up system‐wide optional fields in Common Services.

User Guide 3–3


Account Maintenance


− Use the Optional Fields setup form in General Ledger to make optional fields available for General Ledger records and transaction details.

• Whether this account is to be used as a control account for one or more subledgers, and, if so, for which subledger(s).

• Whether to allocate the account balance to other accounts, and, if so, to which accounts and in what proportions.

• The currencies in which you want to enter transactions for the account (if you have a multicurrency ledger) and whether revaluation will be performed.

• Whether to maintain quantity data for the account.

Before modifying Before changing the account type, ensure that:

• The account is not used as the default closing account for the company, or as a retained earnings account for any segment code.

• The change will not cause the account to be in the wrong account group if account groups are used for the company.

Before deleting Before deleting an account, ensure that:

• The account is inactive.

• The account is not used as a retained earnings account for a segment.

• The account is not used as a rollup member by another account. An account cannot be deleted until its references are removed.

• The account does not receive amounts automatically allocated from another account. If it does, redefine the allocation information for the other account.

• The beginning and current balances for the account are zero.



Account Maintenance


• No transactions have been posted to the account in the current year.

• The account does not contain quantities or budget amounts needed to produce comparative financial statements.

• Actual fiscal sets subject to the Keep Years Of Fiscal Sets option do not contain amounts.

Maintaining

Accounts

• The account is not used as a rollup member by another account. It cannot be deleted until its references are removed.

You can use Period End Maintenance to automatically delete inactive accounts.

Note: The Keep Years of Fiscal Sets option does not allow you to delete an account that contains amounts in the actual fiscal sets of the years retained.

Tips

Entering account numbers and their segments

You can enter account numbers with or without the delimiter character used to separate segments.

If you defined more than one segment in your account numbers in the G/L Options form, the system checks the segments (except the account segment) in each account number you enter against the existing segment codes. See the “Segments” section of Chapter 2, “What You Need to Know Before Setting Up General Ledger,” in the Getting Started manual for information about account number validation.

Account structure You assign an account structure (defined with the G/L Account Structures form) to every new account. The structure determines the number and order of the segments in an account number. When you add the account number, General Ledger verifies that the account number matches its assigned structure. The account number appears in forms and reports in its structured format.

User Guide 3–5


Account Maintenance


Active or inactive status

You can change the status of an account to Inactive to prevent transactions from being posted to the account. (The Active or Inactive status allows or prevents posting to an account.)

You don’t need to reset inactive income or expense accounts to active at year‐end in order to close them. General Ledger will create closing entries even for an account that is inactive.

Changing status You can change the status back to Active at any time; this status has no effect on the behavior of an account.

Subledger control accounts

An account designated as the control account for one or more subledgers can only accept transactions that originate in those subledgers.

To designate a subledger control account, you select the Control Account option on the Detail tab, and enter the two‐character subledger source code such as AR or AP on the Subledger tab.

Consolidated posting

You can post in consolidated form to accounts for which you do not want to keep full detail. For example, you may not require a complete record of all the debit and credit entries to your cash accounts.

Note, however, that if you consolidate a posting, you cannot drill down to the source documents for the consolidated transactions — such as to A/R Invoices.

The system consolidates accounts by fiscal period and source code during posting. The date assigned to each consolidated detail is the last date of the fiscal period to which it was posted.

See the “Posted Transactions” section of Chapter 2 in this manual for more information.

Prohibited If you choose Prohibited in the Post to Account field, users will not be able to post to the account.



Account Maintenance


Quantities Selecting the Maintain Quantities option for an account allows you to enter a quantity as well as a monetary amount for each transaction. When you select the Maintain Quantities option, you also enter the unit of measure (such as “each,” “box,” or “gross”). These fields are available only if Maintain Quantities is selected in G/L Options.

Automatic allocation

If you choose the automatic allocation option, the Allocation tab appears on the Accounts form for entering allocation information for the account.

Account types The Balance Sheet account type is used to define asset and liability accounts. The Income Statement account type is used to define income and expense accounts. Retained earnings accounts are used to post owner’s equity at year end.

Retained earnings accounts

You cannot delete or change the account type of a retained earnings account used as the default closing account for the company. You can, however, specify a different retained earnings account as the company default and then change or delete the original account.

Multicurrency ledgers

To define multiple source currencies for an account in a multicurrency system, you choose the multicurrency option. The Currency tab of the form becomes available for entering multicurrency information for the account. You can:

Maintaining

Accounts

• Specify whether you can enter transactions only in the currencies you assign to the account or in all the currencies defined through Common Services.

• Specify whether revaluation can be performed and, if so, which revaluation code to use for an account.

• Switch an account from single‐currency to multicurrency at any time. However, you cannot switch back from multicurrency to single currency.

Rollup To set this account as a rollup account, select the Rollup option on the Detail tab of G/L Accounts, then open the Rollup tab that appears, to add member accounts.

User Guide 3–7


The G/L Accounts Form


The G/L Accounts Form Depending on the account options you choose, this form will display up to seven tabs: Detail, Optional Fields, Transaction Optional Fields, Allocation, Currency, Subledger, and Rollup.

• Detail tab. The Detail tab contains all the information that is required for every account and is the tab that appears whenever you open G/L Accounts.

• Optional Fields. Use this tab to add fields to the account record if you use the Sage Accpac ERP Transaction Analysis and Optional Field Creator product.

• Transaction Optional Fields. Use this tab to add fields to General Ledger transactions if you use the Sage Accpac ERP Transaction Analysis and Optional Field Creator product.

• Allocation tab. This tab appears when the Auto Allocation option is selected for the account.

• Currency tab. This tab appears when the Multicurrency option is selected for the account; available for multicurrency systems only.

• Subledger tab. This tab appears when the Control Account option is selected for the account.

• Rollup tab. This tab appears when the Rollup option is selected for this account.

To add an account

To add an account, enter the account number and other account information into the form, and then click the Add button.

To change To change account information, display the account, make the desired changes in the form, then use the Save command.

To delete To delete an account, display the account, and then use the Delete command. All information about the account will be deleted. (See “Deleting Accounts,” in the next section, for more information.)





Detail Tab

The Detail tab records and displays required account information such as the account number, the account name (description), type, and whether quantities are to be maintained for the account.

Maintaining

Accounts

You also specify here whether the account is a control account for other subledgers, whether transactions are consolidated during posting, whether this is a rollup account, and, in a multicurrency system, whether the account will accept more than one currency.

Optional Fields Tab

The Optional Fields tab lets you assign Account optional fields to store additional information you want to keep with the account.

User Guide 3–9




You can use an unlimited number of optional fields to store additional information with accounts, letting you tailor your General Ledger system to suit your particular business.

You can refine your account reporting by using these fields as selection criteria when you print your chart of accounts, trial balance reports, transaction listings, and source journals.

• You must define optional fields in Common Services before you can use them in any Sage Accpac ERP accounting modules.

• You must add an optional field for general use with General Ledger accounts using the Optional Fields setup form before you can add optional fields to individual accounts.

Transaction Optional Fields Tab

The Transaction Optional Fields tab lets you assign default optional fields for transaction details that are posted to this account.

If you assign transaction optional fields to specific accounts, the optional fields will appear on the transaction detail lines when you enter a transaction for that account.

Optional field information can flow with transactions posted from subledgers. Note, however, that if you plan to receive optional field information in General Ledger from transactions you create in other Sage Accpac ERP programs, you must make sure that you assign the





same transaction optional fields to transactions in the subledgers that you assign for transaction details for General Ledger accounts.

• You must add an optional field for general use with General Ledger transactions using the Optional Fields setup form before you can add optional fields to individual accounts for use on G/L transactions.

Consolidating posted transactions

Note: When you consolidate posted transactions, any optional field information stored for the transaction details is deleted. M

aintaining A

ccounts Allocation Tab

The Allocation tab tells the system how to distribute the amounts in an account when you allocate.

The source code you specify is associated with the transactions generated by the allocation. For each account to which the allocations are distributed, you must enter an account number and the percentage of the balance to be allocated to the account. You can also enter a reference and a description for the allocation transaction. The percentages allocated must add up to 100 percent.

If you maintain quantities, you can choose to allocate either by account balance or by quantity. If you do not maintain quantities, you allocate account balances only.

User Guide 3–11




Currency Tab

The Currency tab records multicurrency information for the account.

This tab is available only if you select the multicurrency option for the company in the Company Profile, for the ledger in G/L Options, and for the account on the account’s Detail tab.

• To increase control, define only the source currencies that you know you will post to an account. The system maintains a fiscal set for each source currency, in addition to the functional and equivalent fiscal sets maintained for each multicurrency account.

• To allow posting to this account in all currencies defined through Common Services, select the All Currencies option in the Post In field.

• The Revaluation Code and Revaluation (Yes/No) fields determine whether and how this account can be revalued.

To revalue a currency for this account, you must list it here with a valid revaluation code.

If you set Revaluation to Yes, revaluation occurs when you create a revaluation batch if you:

− Specify this currency and revaluation code.

− Include this account in the account range for processing.





If you set Revaluation to No, you must force revaluation (when you create the revaluation batch) to include this account in the revaluation.

• You can select the multicurrency option on the Detail tab of the Account form at any time. When you select the option, you can begin posting information in multiple currencies. Once you select the multicurrency option, you cannot turn it off. (You can, of course, post only in the functional currency if you wish.)

Maintaining

Accounts

Subledger Tab

The Subledger tab is available only if you chose the option, Control Account, on the Detail tab for this account.

The Subledger tab lets you specify which subledgers use the account as a control account.

To specify the subledgers that use a control account:

1. On the Detail tab, select Control Account.

The Subledger tab becomes available.

2. Click the Subledger tab.

3. Choose the subledgers that will use this account as a control account.

User Guide 3–13




Rollup Tab

The Rollup tab appears when you select the Rollup option on the Detail tab.

To create a rollup account:

1. Open General Ledger > Accounts.

2. Use the Finder in the Account field to select the account you are designating as a Rollup account.

3. Select the Rollup option on the Detail tab.

4. Click the Rollup tab that appeared when you performed step 3.

5. Click the Finder in the Account column to add individual member accounts.

Or

To add a range of member accounts, click the Zoom button beside ʺSelect Member Accounts...ʺ.

a. In the G/L Account Selector popup, select the ranges of Account Numbers, Account Segments, or Account Groups that will be members of this rollup. (You can also use the Account Optional Fields as a selection criteria.)

b. Select Account Types.





Note: Accounts selected will include only those accounts whose account types match the Account Types selected here. For example, if the Income Statement option is not selected, then even if the Account Number range includes income statement accounts, those accounts will not be copied into the grid.

You can select criteria based on your segments. Also, an additional criteria for Account Optional Fields can be used to select member accounts.

Maintaining

Accounts

c. Click the Preview button to view your choices, then click Copy to return to the Rollup tab. Accounts that meet all the criteria of the Select By fields and Account Type options are copied to the grid, and appear in the tree.

Note: If the rollup account is single‐currency, only single‐currency accounts which meet the G/L Account Selector will be generated in the Preview window. Accounts that already exist or were already added in the Rollup grid will not be shown again in the Preview window.

Upon previewing accounts in the G/L Account Selector Preview screen, if there are accounts which should not be added as members, you can double‐click Yes in the Add column to toggle it to No, or use the space bar to toggle it to No.

6. Click Save.

To delete member accounts from a rollup account:

1. Highlight the account in the grid to delete an individual member.

2. Press the Delete key on your keyboard.

Do not click the Delete button, as that deletes the Account itself, with all its rollup members.

User Guide 3–15




Additional information:

• To view details about the currency of a multicurrency member account, highlight the account, then click the Currency button.

• To hide the tree, click the Hide Tree button. To view it again, click the Show Tree button.

• Rollup is multi‐level. You can double‐click the account number in the tree to open the G/L Rollup Accounts form, where you can add accounts to this rollup account. (You can also do this by double‐clicking on the member account in the grid, by clicking on the Rollup zoom form, or by pressing Shift+F9 to assign a member as a rollup account.)

• If an account being copied to the grid is already on the grid, it will not be copied again; an account cannot be a rollup member of itself.

After Using

Print a listing of the Chart of Accounts using the Print command on the File menu in this form or Chart of Accounts in the Reports folder.

Cautions

You should be aware of the following when setting up rollup groups:

Parent/Child • A parent account cannot be a child of itself. That is, when you create a rollup group, you cannot add the top account as a member of that same group.

New accounts • New accounts do not get added automatically to existing rollup groups.

Prohibit Posting option

• When you prohibit posting to a rollup account, you can still post to that account in other ledgers (A/R, A/P etc), but not in G/L.



Changing and Deleting Account Information


Security rights • Be aware that if a user is granted security rights to view a parent account, they also will be able to view the member accounts in the group.

Member of multiple groups

• An account can be a member of more than one rollup group.

Double balances • Be careful how you set up the rollup groups so as to avoid double‐balances in reports.

Maintaining

Accounts

Changing and Deleting Account Information Use the G/L Accounts form to change an account description, account type, normal account balance, active status, method of posting, account group option, control account option, allocation option, multicurrency option, rollup option, and quantity option.

You cannot change the account number. To get the same effect as changing the number, you must delete the account, and then add it with the new number.

Changing the account type

Before attempting to change the account type, you should consider the following provisions:

• You cannot change the account type of the account entered as the default closing account in the G/L Options form. (If you need to change the type for that account, specify a new default closing account, then change the type of the original account.)

• Changing an income statement type account to a balance sheet type account can cause problems in General Ledger if you post batches to a prior year for the account.

• Changing the account type can have an effect on your account groups. Before you change the account type, verify that the account group is still correct. (You can only change the account group classification of an account to which transactions have never been posted.)

User Guide 3–17


Changing and Deleting Account Information


Changing allocation accounts

You can change the information on the Allocation tab of the form at any time.

Changing the control account assignment

You can make an account a control account by checking the control account option at any time. You can also remove the control account assignment from an account at any time.

You cannot turn off multicurrency

You can turn on the multicurrency option at any time. Once you turn it on, you cannot turn it off.

You cannot turn off Maintain Quantities

You can turn on the Maintain Quantities option for an account at any time. Once you turn it on, you cannot turn it off.

You can turn on/off rollup

You can select the rollup option for an account, and clear the option if you decide not to use the account as a rollup account. You can also add members to a rollup account or delete them at any time.

Deleting Accounts

From time to time, you may want to remove or delete inactive accounts from General Ledger. When you perform period end maintenance, you can tell the system to delete inactive accounts containing zero amounts and quantities for the current and historical years. If you want to delete individual accounts during the year, use the Accounts form.

To preserve the integrity of your data, and to preserve the audit trail, General Ledger will let you delete accounts only if the following conditions are true:

• The current year opening and present balances for the account are both zero.

• The status of the account is inactive.

• No transactions have been posted to the account in the current year.



Chart of Accounts


• No balances or transactions are associated with the account for the number of years entered for keeping fiscal sets and transaction details in the G/L Options form.

• The account is not defined as the default closing account in the G/L Options form.

• The account is not used as a rollup member in other accounts.

Maintaining

Accounts

Chart of Accounts The G/L Chart of Accounts form is for general‐purpose account review and maintenance. It lists the chart of accounts, and lets you open the following account maintenance forms:

• G/L Accounts. Double‐click the line in the grid to open G/L Accounts, or click the Open button.

• Budget Maintenance. Highlight a line, then click the Budget button to open G/L Budget Maintenance.

• Account History. Highlight a line, then click the History button to open G/L Account History Inquiry.

• Source Currency Inquiry. Highlight a line, then click the Currency button to open G/L Source Currency Inquiry.

• Transaction History. Highlight a line, then click the Transactions button to open G/L Transaction History.

• Fiscal Set Comparison. Highlight a line, then click the Comparison button to open G/L Fiscal Set Comparison.

Note that these forms can be opened directly by choosing the icons from the G/L Accounts folder.

User Guide 3–19


Budget Maintenance


The following screen shows the G/L Chart of Accounts form:

Select the Use Rolled Up Balances option to view balances for Parent accounts of rolled up groups. (The Balance column for Members of rolled up accounts will be blank.)

Budget Maintenance Use the Budget Maintenance form to view and maintain budget information for an account. You can maintain up between one and five budget sets for each account, depending on the edition of Sage Accpac ERP that you purchase.

Sage Accpac ERP General Ledger also ships with the Budget.xls spreadsheet macro, which allows you to retrieve budget figures into Excel, and then write them back to your General Ledger database.

Before Using

Before using this form, find out which budget sets your company uses and what type of information the budget set contains. Also, ensure that the accounts for which you want to maintain budget information have been defined. The Posting tab of the G/L Options form tells you which budget sets (if any) are locked. You cannot add, change, or delete information contained in a locked budget set.



Budget Maintenance


Tips

Budget sets 1, 2, 3, 4, 5

If you use Sage Accpac 500 ERP, you can create up to five budgets for an account for a single fiscal year. You decide the type of information each budget contains. For example, you might set up an original budget, an adjusted budget, and a forecast.

You can create budgets for any year defined in the fiscal calendar.

Importing budgets You can import budget figures created in a spreadsheet or database using the Import command in the Budget Maintenance form.

Use the Lookup feature

You can use the actual or budget amounts in any account as a base for building a budget in another account or in the same account.

Maintaining

Accounts

For example, you can create the current year’s budget for office supplies by using last year’s actual expenses increased by five percent to allow for growth.

The Fiscal Set Lookup portion of the form allows you to display actual and budget sets for any account in the general ledger. You can then use one of the Copy methods to move the Lookup Amount into your new budget.

Calculating budget amounts

You can use several methods — Fixed, Spread, Base Increase, and Copy — to have the system calculate budget amounts for an account based on information you provide.

User Guide 3–21


Budget Maintenance


How to Use

To display the Budget Maintenance form, click the Budget button in the G/L Chart of Accounts form or double‐click the Budget Maintenance icon in the G/L Accounts folder.

Add a budget set To add a new budget set for an account:

1. Select the account, budget set number, and year.

2. If you have a multicurrency system, also select the currency and currency type (source, functional, or equivalent).

or 3. Click the Go button or press the F7 key.

4. Select a Budget Method. Based on the method you choose, a field may appear requesting a percentage and/or amount information.

5. Supply the requested amount and/or percent information. (For example, if you chose Fixed Amount, you enter an amount in the field labeled Fixed Amount.)

The budget amounts you want to see will appear in the Budget Amount column in the grid.



Budget Maintenance


If you chose the Use Rolled Up Amounts option, budgets will be created for parent accounts. (Budgets for child accounts are rolled up to the parent accounts for inquiry purposes.) The rolled up balances of the rollup account and all of its rollup member accounts are copied into the Inquiry Amount fields in the grid. Rollup member account balances are included only once in the rolled up balances.

You can then use the budget methods to modify the Inquiry Amounts and create Budget Sets for the account in the same manner as for any other account.

Note: Credit amounts in the Budget Amount column must always be typed as negative numbers.

Maintaining

Accounts

6. Click the Add button.

To display period amounts for any account:

Look up an account

• In the Fiscal Lookup fields, enter or select the account number, fiscal set (Actual or Budget 1, 2, 3, 4, or 5), year, currency and currency type (for multicurrency accounts), and click the Go button.

Change an

account

To change a budget set for an account:

1. Select the account, budget set, year, currency and currency type (multicurrency systems only), and then click the Go button to display the budget information for that account.

2. Select the budget method you want to use.

3. Supply the requested amount and/or percent information, then use one of the following buttons:

Add To. To increase or decrease the existing budget amounts by the amounts displayed in the Inquiry Amount column or from the budget method fields, click the Add To button. When the desired amounts are displayed for the fiscal periods in the Budget Amount column, click the Save button.

User Guide 3–23


Budget Maintenance


Replace. To replace the existing budget amounts in the budget set with the amounts displayed in the Inquiry Amount column or from the budget method fields, click the Replace button. When the desired amounts are displayed for the fiscal periods in the Budget Amount column, click the Save button.

To clear To clear all the period amounts for the displayed budget set:

1. Select the account, budget set, year, and currency and currency type (multicurrency systems only).

2. When the amounts are displayed, click the Clear button.

3. Click Yes in the dialog box that appears asking you to confirm your wish to clear all budget amounts. All amounts are then cleared from the Budget Amount column.

Note: You must click the Save button to save any changes made to budget amounts. If you exit this form without clicking Save, the original amounts remain in the budget.

The Budget Method options provide you with a variety of ways to use the system to calculate budget amounts based on information you specify or based on amounts in the Inquiry Amount column.

The methods for calculating budget amounts based on amounts and percentages you specify are:

• Fixed Amount. Select this option to enter an amount that the system adds or copies into the Budget Amount column for each period.

• Spread Amount. Select this option to enter an amount that the system distributes evenly across the Budget Amount column for each period.

• Base, Percent Increase. Select this option to enter the base amount you want to budget for Period 1 in the Base Amount field. Enter the percentage by which to increase the amount in each subsequent period in the % Increase field.



Budget Maintenance


The system uses the Base Amount you specify as the Period 1 Budget Amount. To calculate the budget amount for Period 2, the system multiplies the Period 1 amount by the percentage in the % Increase field. To calculate the Period 3 budget amount, the system multiplies the Period 2 amount by the % Increase percentage. The system continues to calculate budget amounts in this manner until all the periods have a budget amount.

• Base, Amount Increase. Select this option to enter the base amount you want to budget for Period 1 in the Base Amount field.

Enter the amount by which to increase the amount in each subsequent period in the Amount Increase field.

The system uses the Base Amount you specify as the Period 1 Budget Amount.

To calculate the budget amount for Period 2, the system adds the Amount Increase to the Base Amount and puts the result in the Period 2 Budget Amount field.

To calculate the budget amount for Period 3, the system adds the Amount Increase to the Period 2 amount.

The system continues to calculate budget amounts in this manner until all the periods have a budget amount.

Maintaining

Accounts

Lookup methods The methods for calculating budget amounts based on amounts in the Inquiry Amount column are:

• Copy, As Is. Select this option to copy or add the amounts in each period of the Inquiry Amount column into the corresponding periods of the Budget Amount column.

• Copy, Percent Increase. Select this option to enter, in the % Increase field, the percentage by which to increase the period Inquiry Amounts.

The system multiplies the period amounts in the Inquiry Amount column by the percentage in the % Increase field and

User Guide 3–25


Budget Maintenance


adds or copies the results into the Budget Amount column for the corresponding periods.

• Copy, Amount Increase. Select this option to enter, in the Amount Increase field, the amount by which to increase the period Inquiry Amounts.

The system adds the period amounts in the Inquiry Amount column to the amount in the Amount Increase field and adds or copies the results into the Budget Amount column for the corresponding periods.

• Copy, Prorated Spread. Select this option to enter a base amount and have the system apply a weighting factor in calculating the period amounts.

Weighted distribution

The system performs a weighted distribution of amounts, based on:

− The period amount in the Inquiry Amount field.

− The sum of period amounts in all the Inquiry Amount columns.

− The amount you specify in the Spread Amount field.

The system uses the following equation to compute each period’s budget amount:

Period Inquiry AmountSum of Inquiry Amounts

for All Periods x Spread Amount

for Period = Budget Amount

for Period

The system first arrives at a ratio (weight factor) by dividing the individual period’s Inquiry Amount by the sum of the Inquiry Amounts for all periods. It then multiplies that weight factor by the Spread Amount you specify to arrive at each period’s Budget Amount.



Account History Inquiry


Deleting Budget Sets

Use the Delete function to remove a budget set from an account. The fiscal set is deleted even if it contains amounts.

Budget sets are retained for the number of years specified for keeping fiscal sets on the Posting tab of the G/L Options form. Once a fiscal set is older than the number of years specified, you can delete it with the Delete Fiscal Sets option in the Period End Maintenance form. M

aintaining A

ccounts

After using Print the Chart Of Accounts report, selecting the Fiscal Set Comparison format, for a listing of the budget amounts for any of your accounts. You can also use the Print Financial Statements form to print reports using budget report specifications, as described in the Financial Reporter User Guide.

Account History Inquiry Use the Account History Inquiry form to view an account’s beginning balances, period net changes, period balances, ending balances, adjustments, closing entries, and quantities (if applicable) for any year.

Drill down to source transaction

Account History also lets you drill down from account balances to transactions, to General Ledger journal entries, and to the source entry, such as an invoice in Accounts Receivable.

The system maintains account history for the number of years specified in the Keep Years of Fiscal Sets field in the G/L Options form. If you delete details — or consolidate them — you can no longer drill down to source transactions.

Ending balances The amount displayed in the Balance column in Period 12 or 13 in the Account History Inquiry form is the ending balance of the last period of your fiscal year.

User Guide 3–27




The amount displayed in the Balance column in Period 14 is the adjusted ending balance, which reflects journal entries posted to the “ADJ” (adjustment) period. Retained earnings and income and expense accounts also display a Closing Entry, which shows the transfer of income and expense account balances to retained earnings. The Ending Balance shows the amounts in the accounts after adjustments and after closing entries posted by creating a new year.

How to Use

To display the Account History Inquiry form, click the History button in the G/L Chart of Accounts form or double‐click the Account History Inquiry icon in the G/L Accounts folder.

To view the account history:

1. Select the account and fiscal year.

2. Select the currency type.

3. If you have a multicurrency system, select a currency.

If you have a multicurrency system, you can choose between source, functional, and functional‐equivalent amounts. Net changes and balances for transactions entered in the currency type you specify will be displayed.






5. Select the Use Rolled Up amounts option to roll up the balances to the rollup account into a single account.

For each currency and currency type, all balances, net changes and quantities for the rollup account and all rollup member accounts are rolled up to the rollup account at the highest level. (Rollup member account balances, net changes and quantities are included only once in the rolled up amounts.)

Euro users If the euro is your functional currency and you specified a reporting currency, you have an additional option: to see balances in the reporting currency in the Account History Inquiry form.

To show quantities If you chose to maintain quantities for the account, you can select the Show Quantity option to display a quantity column.

To view transactions

To see the transactions that make up a period’s balance, double‐click the period summary line for which you want details.

Maintaining

Accounts

General Ledger opens the Transaction History form showing transactions for the account through the period you selected.

Drilldown capabilities

Once in the Transaction History form, if you do not consolidate transactions, you can drill down to the originating journal entry as follows:

• Double‐click the period to display period transactions for the account.

• Double‐click a transaction to see the General Ledger journal entry.

• Double‐click the journal entry to view the source document in another ledger.

To return to Account History

Closing the drilldown forms takes you back to the Account History Inquiry form.

User Guide 3–29


Transaction History


Transaction History The Transaction History form displays transaction details that have been posted to an account, including the fiscal year, posting period and date, source code, reference, description, and posted amount and quantity. Multicurrency transactions also show the rate, rate type, rate date, source currency, and source currency amount.

If you specified a reporting currency (in G/L options and the Company Profile form in Common Services), the Transaction History form will display a column showing transactions in the reporting currency.

Drill down to source transactions

If you do not consolidate transactions, you can drill down from the Transaction History form to the source entry, such as an invoice in Accounts Receivable.

Before Using

You must post general ledger transactions before you can view them.

How to Use

To display the Transaction History form, click the Transactions button in the G/L Chart of Accounts form or double‐click Transaction History in the G/L Accounts folder.

You can also open the Transaction History form by double‐clicking on a period summary line for an account in the Account History Inquiry form.



Transaction History


Transaction History displays the transaction details for the account through the period you selected.

Maintaining

Accounts

To view transactions

Enter the account, fiscal year, and period ending date through which you want information. • To view transactions from a single source only, enter the code.

• To view transactions in a single source currency only, enter the source currency.

Use Rolled Up Amounts

• Displays rollup amounts. If Use Rolled Up Amounts is selected and the Go button clicked, all transactions posted to an account in a particular year and fiscal period as well as the rollup member transactions will be displayed. (The Member Account column (not shown if you donʹt use rollup) displays which rollup member/rollup account the transaction was posted in.)

Click the Go button when you complete or change your selection.

You can view the multi‐column display of information by using the horizontal and vertical scroll bars at the bottom and right sides of the form. The information for each transaction includes all data recorded when you post the transaction.

Drilldown To drill down from the Transaction History form:

1. Double‐click a transaction to see the G/L journal entry.

2. Double‐click again to go to the document in the source ledger.

User Guide 3–31


Fiscal Set Comparison


Fiscal Set Comparison The Fiscal Set Comparison form allows you to compare the balances or net changes in two fiscal sets for a fiscal period. The form displays period amounts as well as the differences between them and the differences as a percentage of the second fiscal set.

Currency Type selection list

Your choices in the Currency Type selection list vary according to the selection you have chosen in the Currency field as well as whether your accounts are single‐currency or multicurrency.


If you specified the euro as your functional currency and selected a reporting currency, the Currency Type selection list will show an option for the reporting currency.

Single-currency accounts

For single‐currency accounts, the Currency Type selection list will show two options: reporting and functional currency.

Multicurrency accounts

For multicurrency accounts, your options are as follows:

• If you selected functional in the Currency field, the Currency Type selection list will show three options: source, functional, or reporting.

• If you selected source in the Currency field, the Currency Type selection list will show the following options: source, equivalent, or reporting.

Before Using

Only posted data appears in the actual, provisional, and quantity fiscal sets.

How to Use

To open the Fiscal Set Comparison form, click the Comparison button in the G/L Chart of Accounts form (or double‐click Fiscal Set Comparison in the G/L Accounts folder).



Fiscal Set Comparison


To view fiscal sets To compare fiscal sets:

1. Select the Account in the Fiscal Set Comparison form.

2. If you choose an account that is a rollup account, the Use Rolled Up Amounts option appears. Select this option if you want to view the rolled up amounts for this account.

3. Select either Net Change or Balance in the Amounts field (to view balances or net changes in balance).

Maintaining

Accounts

4. Select the type of Fiscal Set and the Year for each of the two fiscal sets you want to compare.

5. For multicurrency companies, specify the Currency and the Currency type.


Note that if you clear the Use Rolled Up Amounts option after earlier selecting it, or if you click the option after clicking the Go button when it hadnʹt been selected, you will need to click the Go button again for the changes to appear.

User Guide 3–33


Source Currency Inquiry


Source Currency Inquiry For multicurrency systems, you can display source currency balances with their functional equivalent balances.

If euro is functional currency

If you specified the euro as your functional currency, you can choose to display source currency balances in the reporting currency.

Before Using

This form displays information for multicurrency accounts only. You must have entered and posted General Ledger transactions to affect the currency balances.

How to Use

1. To open the Source Currency Inquiry form, click the Currency button in the G/L Chart of Accounts form or double‐click Source Currency Inquiry in the G/L Accounts folder.

To view source currency

2. Specify the account number, the fiscal year, and period‐end through which you want to view currency information.

3. Select the Period Ending.

4. If the account you select is a Rollup Account, the Use Rolled Up Balances option appears. Select it to view rolled up balances for this account.



Source Currency Inquiry


Drilldown to period transactions

5. To drill down to period transactions, double‐click the source currency you want to view.

The Transaction History form appears, as follows:

Maintaining

Accounts

If you selected Use Rolled Up Balances in the previous step, the rollup account as well as the rollup membersʹ transactions are displayed, and a Member column appears in the grid.

You can change the account number, period‐end, and source code, if you want.

6. Double‐click the period for which you want to view transactions.

7. Double‐click transactions to drill down further.

User Guide 3–35


User Guide 4–i



Transaction Processing

Chapter 4 Transaction Processing

Journal Entry ..................................................................4–2 Before Using ...............................................................4–2 Using the Journal Entry Form................................................4–4

Working With Batches ..................................................4–5 Working with Journal Entries ............................................4–7 Working with Transaction Details ........................................4–7 Reversing Posted Transactions ..........................................4–11

After Using ...............................................................4–12 The G/L Batch List Form .......................................................4–12

Before Using ..............................................................4–13 How to Use ...............................................................4–13 After Using ...............................................................4–15

Import and Export Batches .....................................................4–15 Before Using ..............................................................4–15 How to Use ...............................................................4–16 After Using Import ........................................................4–17

Retrieve Batches...............................................................4–17 Before Using ..............................................................4–17 How to Use ...............................................................4–18 After Using ...............................................................4–19

Batch Listing (Report) .........................................................4–19 Post Batches ..................................................................4–19


Report Posted Transactions ....................................................4–22

User Guide 4–1




Chapter 4 Transaction Processing

Sage Accpac ERP General Ledger is a batch‐oriented accounting system. You group financial transactions together and enter them in batches before you post them to general ledger accounts.

Batch processing Batch processing allows you to print, verify, and correct transactions before you post them and provides a reliable, detailed, and complete audit trail. You can even test the effect of your batches by posting them temporarily.

This chapter contains instructions for creating and maintaining batches, for processing batches to update the amounts and quantities in general ledger accounts, and for viewing batches.

The following topics are discussed in this chapter:

• Using the Journal Entry data entry form.

• Making journal entries.

• Importing and exporting batches.

• Retrieving batches from ACCPAC Plus Accounting.

• Displaying and reporting batches.

• Posting batches.

• Reporting posted batches.

For an overview of batch processing, see Chapter 2, “What You Need to Know Before Using General Ledger,” in this guide.

Using online Help For specific information about a field in a form, press the F1 key or select the menu option to display online Help. For instructions on how to use online Help, choose Using Help from the Help menu.

Journal Entry




Journal Entry A journal entry in General Ledger is like a manual journal entry. The sum of the debits equals the sum of the credits. Each debit line and each credit line in a journal entry is called a detail.

Use the G/L Journal Entry form to maintain batches, journal entries, and journal entry details. The Journal Entry form allows you to perform the following functions:

• Create batches.

• Add journal entries to batches and edit and delete journal entries.

• Insert new details into journal entries and edit and delete details.

• Reverse posted entries.

• Review subledger and imported batches and correct errors when necessary.

Before Using

Define the following

Before you use the Journal Entry form to make journal entries, you must define the following information:

• Fiscal period dates and statuses in the Fiscal Calendar form in Common Services.

• Source codes for General Ledger transactions.

• Optional transaction fields, if you plan to use them.

• The chart of accounts.

• Currency codes, rates, and rate types if you have a multicurrency general ledger.

Data to enter in the Journal Entry form

As you create or collect the source documents for the journal entries, keep in mind that the Journal Entry form will require you to enter

Journal Entry

User Guide 4–3




the date, fiscal year and period, source code, account number, and debit and credit amount for each journal entry.

Data for tracking journal entries

For tracking your journal entries you can also enter a description of each entry and, for each detail, a reference, description, and comments.

Group journal entries into batches that let you maintain effective manual control totals and auditing controls.

Other ways to add batches

You can also add batches to the General Ledger by:

• Creating them with local Sage Accpac ERP subledgers.

• Importing them from remote Sage Accpac ERP subledgers.

• Importing them from non‐Sage Accpac ERP applications.

• Importing General Ledger batches you exported earlier.

• Creating recurring, reallocation, and revaluation batches.

• Retrieving them from ACCPAC Plus Accounting subledgers.

Practicing with sample data

Before using your own data, practice using the Journal Entry form with sample data by doing the Tutorial in the General Ledger chapter of the Sage Accapc Workbook.

Requirements for posting

Before you can post an entry, there are two important requirements:

• The entry must balance.

• It must use an open fiscal period in an existing fiscal year. The affected accounts must exist in the company chart of accounts and they must be active.

Specify a default source code for transactions

If you specified a default source code on the Posting tab of the G/L Options form, it appears when you start a journal entry in the Journal Entry form. You can change the source code for an entry, as necessary, until you post the batch.

Journal Entry




Posting auto reversing entries

To back out a posted journal entry automatically in another period, check the Auto Reverse option. When you post an auto reversing entry, General Ledger automatically posts an additional entry to the next fiscal period, or another period that you specify, to reverse all the details in the entry.

Entering details for multicurrency accounts

If you are entering details for a multicurrency account, you can select the currency and specify the rate type and rate for each detail. You can mix currencies in an entry so each detail uses a different currency, and you can override the displayed exchange rate, as required.

Ready To Post When you are ready to post a batch, you mark it Ready To Post on the Batch List form. You cannot change the entries in batches that are marked Ready To Post.

Using the Journal Entry Form

This section describes how to use the journal entry form, including:

• How to create a new batch, or open an existing batch.

• How to add a journal entry to a batch.

Two icons available from the G/L Transactions folder provide access to the Journal Entry form:

• The G/L Batch List form displays a list of batches from which you can delete batches, open batches (so you can make changes), export (archive) batches, start new batches and post batches permanently or provisionally.

You can open the Journal Entry form by double‐clicking a batch entry or by clicking the New button on the Batch List form.

Journal Entry

User Guide 4–5




• The Journal Entry form allows you to create, edit, import, export, and delete batches.

To open the Journal Entry form, click Journal Entry in the G/L Transactions folder.

Working With Batches

To create a new batch:

Creating batches; the “New” button

1. Open the Journal Entry form, using one of the following methods:

• Choose Journal Entry from the G/L Transactions folder.

• Click the New button in the Batch List form.

2. Click the New button next to the Batch field, and then enter a description for the batch.

You must use the system‐assigned batch number.

Editing batches To edit an existing batch, either:

• Select the batch on the G/L Batch List form, then click the Open button.

Or

Journal Entry




• Select the batch number at the Batch field on the Journal Entry form.

Use the Finder to select from a list of batches or use the navigation buttons to browse through the batches.

You cannot edit entries in deleted or posted batches. However, General Ledger lets you reverse posted entries automatically by opening the posted batch, selecting the transaction, then clicking the Reverse button. (For more information, see “Reversing Posted Transactions”, later in this chapter.

You can edit batches that you have posted provisionally. You can edit open subledger batches to the degree you specify for the Edit Imported Entries option on the Posting tab of the G/L Options form. There, you specify that you can edit all fields, that you can edit the fiscal period and date only, or that you cannot edit at all.

Deleting batches To delete an existing batch, highlight it on the G/L Batch List form before posting, and then click the Delete button.

Reusing batches To save a batch for later reuse, open it in the Journal Entry form, and then use the Export command on the File menu. Later, when you are ready to reuse the batch, you can use the Import command on the Journal Entry form to bring it back into the system. For more information, see Appendix B, “Importing and Exporting,” in this guide.

Journal Entry

User Guide 4–7




Working with Journal Entries

Adding journal

entries To add an entry, click the New button next to the Entry field and use the system‐assigned entry number. Enter the information for the entry and save it by clicking Add.

Editing journal entries

To edit an entry, select the entry number in the Journal Entry form. Make your changes, and then save them by clicking Save.

Drilling down To view the source transaction in an originating Sage Accpac ERP ledger, select the entry, and then click the Drilldown button.

Deleting journal entries

To delete an entry, select the entry number in the Journal Entry form, and then click the Delete button.

Working with Transaction Details

Normal or quick entry mode

Select normal or quick entry mode to suit the types of transactions in the batch. Use the quick entry mode for entries whose details vary only in their account and amount information.

Adding and editing details

To add or edit journal entry details, use the detail‐entry grid or the Journal Detail form.

Note: To obtain help on filling out the fields as you complete the journal entry details, press the F1 key. You can also refer to the section “Fields on the Journal Entry Form,” in Chapter 2 of this guide for detailed information on each field.

Journal Entry




Using the detail-entry grid

• To enter or edit a detail on the grid:

a. Press the Tab key until you move into the detail data entry area, or click the top left field of the detail area.

b. Enter the information for the detail, tabbing to advance to the next field. Save the information entered so far by clicking Add at any time.

c. To enter another detail, press the Insert key or tab to the next detail line.

Leaving the detail area Ctrl+Tab

d. To leave the detail area, you can press Ctrl+Tab. This action brings you to the Add (or Save) button.

e. Press Enter, or click Add or Save to add the detail or save your changes. Press Ctrl+Tab a second time to move to the Batch field at the top of the form.

Deleting details (single line)

• To delete a detail line, select the detail on the detail‐entry grid, then press the Delete key on the keyboard. Click Yes at the confirmation message.

Using the Journal Detail form

or

• To enter or edit details using the Journal Detail form:

a. Select the detail on the grid, then press F9, or click the Detail button.

Journal Entry

User Guide 4–9




b. Enter the detail information on the Journal Detail form that appears.

Journal Detail form

− To display an existing detail for editing, use the navigation buttons or the Finder beside the Line Number field.

“New” button

− To start a new detail, click the New button beside the Line Number field.

− Click Close on the Journal Detail form to return to the columnar display in the Journal Entry form. You can also press the F9 key to switch between the Journal Detail form and the Journal Entry form.

Deleting details (single line)

− To delete a detail, display the detail using the Line Number field, then click Delete or press the Delete key on the keyboard. Click Yes at the confirmation message.

c. Click Add or Save to add the detail or save your changes.

Deleting an entire entry

To delete a journal entry, display the journal entry, then click the Delete button.

Editing Optional Transaction Fields

If the account you specify for a transaction detail uses optional transaction fields, the optional fields and their default values will appear as defaults for the detail.

Journal Entry




Zoom To check or to change the optional fields that are used for a detail, select the detail line, then click the zoom button beside the Optional Fields check box on the Journal Entry form, or press Shift+F9. The Journal Entry Optional Fields form appears, as follows:

You can add only optional transaction fields that are assigned the account used in the detail. If no optional transaction fields are assigned to the account, you cannot use any in the detail.

You can also delete optional fields used in the detail by selecting the optional field, then pressing the Delete key. If you delete all the optional fields associated with the detail, the program resets the Optional Fields indicator to No.

You can also change the value for the optional field, as follows:

• If the optional field is validated, you must specify a value that is defined for the optional field in Common Services. If the optional field allows a blank, you can also leave the value blank.

• If the optional field is not validated, you can select a defined value, or you can enter any value, providing your entry does not exceed the length specified for the optional field.

When you post the journal entry, the program saves the optional field information. (Note that the Post To Account option for the account must be set to Detail to save the optional field information.)

Journal Entry

User Guide 4–11




Reversing Posted Transactions

General Ledger makes it easy to reverse any of the transactions in a posted batch.

To reverse a posted transaction:

1. Select and open the posted batch containing the transaction entry from the G/L Batch List.

2. When the Journal Entry form appears, double‐click on the transaction that you want to reverse (or click Open).

3. Highlight the item on the G/L Journal Entry form, then click Reverse.

4. Specify the batch where you want to add the reversing entry, and add an entry description. (If you create a new batch, the default description is REVERSE BATCH.)

5. Click the Process button to create the reversing entry.

The G/L Batch List Form




After Using

• Click Print on the File menu in the Journal Entry form or choose Batch Listings from the Reports folder to print the batch listings. Make corrections, if needed, then reprint the listing for each corrected batch.

You must print batch listings before posting if you chose the Force Listing Of Batches option on the Posting tab of the G/L Options form. Once batches are correct, file the reports.

• You can reuse batches containing entries you make on a recurring basis using the Export and Import commands on the File menu. For more information, see Appendix B, “Importing and Exporting,” in this guide.

You can also create recurring entries, then use the Create Recurring Entries Batch form to generate batches.

• Select the Ready To Post option in the Batch List form for batches to which you do not want to add further transactions or make other changes.

− You can post batches only if they are marked Ready To Post and, if you selected the Force Listing Of Batches option, you have printed the batch listing for them.

− You can also use the Ready To Post status to select batches for the Batch Status report and batch listings.

• Post the batches.

The G/L Batch List Form Batch List form The Batch List form lists all batches maintained by General Ledger

and provides buttons that let you edit, delete, or post an existing batch, or start a new batch.


User Guide 4–13




Batch List features Use the G/L Batch List form to do the following:

• Review which batches have been printed or posted.

• Review batch totals.

• Set batches Ready To Post.

• Post existing batches individually.

• Provisionally post existing batches.

• Delete existing batches.

• Create new batches (opens the Journal Entry form).

• Open existing batches to review and edit (opens the Journal Entry form).

• Print batch listings, batch status reports, posting journals (by double‐clicking the Posting Sequence column), and posting error reports (by double‐clicking the Number of Errors column).

Before Using

You must already have created, imported, or generated batches.

How to Use

Double‐click the Batch List icon in the G/L Transactions folder.





If the batch list is long and the batch you need is not displayed, you can restrict the displayed list in any of the following ways:

Batch Number • Enter the batch number in the Batch Number field, then press Tab. The list will start at the specified batch.

Show Posted And Deleted Batches

• Deselect the option Show Posted And Deleted Batches, to limit the display only to batches that have not been posted.

Ledger • Specify the originating ledger and source type to limit the display to batches of that type.

You can also enlarge the Batch List form to see more columns and rows.

To review batches Highlight the batch, and then click the Open button to review an unposted batch in the Journal Entry form.

To add a batch To add a new batch, click the New button. General Ledger displays the Journal Entry form.

To edit a batch To edit an open batch, either highlight the batch and click Open or double‐click the batch.

To delete a batch To delete a batch, highlight the batch and click Delete. All transactions in the batch will be deleted.

To post a batch To post a batch, permanently or provisionally, highlight the batch and then click either the Post or the Provisional Post button. (The program will ask if you want to set the batch to Ready To Post if you have not already done so.)

To print batch status

To print the Batch Status report, click the Print Batch Status Report command on the File menu.

To print a batch To print a batch, highlight it, then choose the Print button or the Print command on the File menu.

Import and Export Batches

User Guide 4–15




After Using

• If you add or edit a batch, print the Batch Listing to check your entries.

• After posting, use the Posting Journal form to print an audit trail report of posted transactions. If an error batch was created, correct and post the error batch.

• If you post provisionally, print the Provisional Posting Journal. When you are ready, post the batch, this time on a permanent basis.

Import and Export Batches Use the Import command on the File menu in the Journal Entry form to add batches of transactions created in non‐Sage Accpac ERP applications or by a remote Sage Accpac ERP subledger.

You can also use the Export command to archive batches or to transfer batches to a non‐Sage Accpac ERP application such as a spreadsheet or database.

At the end of accounting periods, and as required, you can import adjustment batches that you previously exported for reuse.

You can find complete instructions for importing and exporting batches in Appendix B, “Importing and Exporting,” in this guide.

Before Using

Before importing:

• Create the batch in the non‐Sage Accpac ERP application.

• Add source codes and any new accounts used by transactions in the import batch.

Import and Export Batches




• Decide whether to assign a new fiscal period and transaction date to a batch while importing or to retain the original period and date.

Before exporting, create the batch in General Ledger.

Tips

Batch number is system-assigned

General Ledger assigns the next open batch number to the imported file.

Guidelines for importing

Construct the import batch according to the guidelines in Appendix B, “Importing and Exporting.” If the file does not contain valid data, entered according to the rules in the appendix, it will not be imported.

Batches created in non‐Sage Accpac ERP applications are imported into General Ledger. On the other hand, applications within the Sage Accpac ERP family (Accounts Receivable, for instance), enter batches directly into General Ledger from the subledger. The source code attached to the entry indicates the subledger from which the transaction originated.

Importing batches exported for reuse

Recalling (importing) a batch that you previously exported creates an open batch with the same content and structure as the original. The duplicate can be modified just like a regular batch.

You can import an exported batch any number of times. The original, exported batch is retained until you delete it.

Multicurrency batches

You cannot import batches containing multicurrency transactions into a single‐currency ledger. Edit the import file to remove the multicurrency fields before importing.

How to Use

To display forms for exporting and importing journal entries, click Export or Import on the File menu in the Journal Entry form.

Retrieve Batches

User Guide 4–17




The files you specify for importing must exist and be located on the drive and in the directory that you specify. If you are on a network, you must have access rights to the file and the directory.

After Using Import

1. Print the Batch Listing to verify the data.

2. Edit the batch to correct any errors or to make required changes.

3. Post the batch.

Retrieve Batches You can retrieve batches of transactions from ACCPAC Plus Accounting subledgers and treat them as regular General Ledger batches.

Once you retrieve a batch from a DOS subledger, you can list, edit, post, provisionally post, and consolidate the transactions. The limits set in G/L Options for editing imported batches apply to retrieved batches.

Note: Sage Accpac ERP retrieves subledger batches from version 6.0 or higher of ACCPAC Plus Accounting applications. It will not retrieve transaction batches from earlier versions of ACCPAC Plus.

Before Using

• In the ACCPAC Plus Accounting subledger, generate the G/L batches you want to send to Sage Accpac ERP General Ledger.

• Back up the ACCPAC Plus Accounting data.

• In Sage Accpac ERP, define all the source codes that exist in the ACCPAC Plus Accounting transactions.

Retrieve Batches




How to Use

1. Double‐click Retrieve ACCPAC Plus G/L Batch in the ACCPAC Plus Utilities folder.

The Retrieve G/L Batch form appears.

2. Enter the path to the ACCPAC Plus subledger data.

3. Press the F1 key to view detailed Help for retrieving batches.

For the Sage Accpac ERP posting period, you can:

• Assign each entry to the period that is associated with its ACCPAC Plus Accounting entry date.

• Assign all the entries in the batch to any single period.

• For posting accounts, you can:

• Use the Account Mapping Table created in the Account Mappings form.

• If your Sage Accpac ERP accounts are the same size and structure as your DOS accounts, select the Fixed Size option and specify the length of the account segment and the length of the department segment, up to a maximum of 6.

If your ACCPAC Plus Accounting data used the DOS country code to determine the functional (home) currency, enter the corresponding currency code used by Sage Accpac ERP.

Batch Listing (Report)

User Guide 4–19




4. Click the OK button when you are ready to proceed.

After Using

Edit and list the retrieved batch as you would any other General Ledger batch. Provisionally post or post the batch when you are satisfied with its contents.

Batch Listing (Report)

Batch Listings (printed from the Batch Listing form) include the journal entry details of unposted batches, including batches that have been posted provisionally. You can print the Batch Listing as many times as you wish until you post the batch.

See Chapter 6, “Reports,” for information about printing the Batch Listing report.

Post Batches Use the Post Batches form to post batches of transactions to the General Ledger on a regular basis, thereby keeping your records accurate and up‐to‐date. This form gives you the option of posting provisionally, that is, of temporarily posting transactions (such as year‐end adjustments) to your accounts so you can test their effects on your ledger before posting them permanently.

You must set batches to Ready To Post and, if you use the option to force listing of batches, you must print a batch listing for them before you can post the batches.

The posting process consolidates details for accounts if you selected the Post To Account In Consolidated option (defined on the Detail tab of the G/L Accounts form).

Post Batches




Before Using

Before using this form:

• Print and verify batch listings for the batches you want to post. (This step is required if you use the Force Listing Of Batches option set on the Posting tab of the G/L Options form.) If necessary, make corrections.

• Make sure that:

− The fiscal periods to which you want to post are unlocked.

− The accounts to be posted exist in General Ledger and have Active statuses.

− Entries balance.

− Entries use source codes that exist in the Source Codes form in General Ledger.

− You allow posting to previous years, if you want to post to a previous fiscal year.

• If you are going to post provisionally, make sure that the Allow Provisional Posting option has been selected on the Posting tab of the G/L Options form.

• Note that provisionally posted batches are cleared automatically when you next post, whether provisionally or permanently. If you want to maintain the effect of provisional batches, you must provisionally post again after posting.

• Back up your General Ledger data.

Tips

Batch status changed

Posting changes the status of batches to Posted on the G/L Batch Status report.

Post Batches

User Guide 4–21




Batch errors When you post a batch that contains unacceptable entries, General Ledger places the entries containing errors in an error batch and posts the error‐free entries.

The next available batch number is assigned to the error batch. You can correct the entries in the error batch and post it like any other batch.

Errors may be introduced between the time you enter a batch and the time you post. For example, an account referenced by the batch when you created it may no longer be in the system when you post the batch. Batches created by Sage Accpac ERP subledgers and batches imported from non‐Sage Accpac ERP applications may contain similar errors.

Posting sequence number

General Ledger assigns a unique posting sequence number to each posting run. The number is printed on the Posting Journal and appears in the G/L Batch List form, allowing you to track data and to specify which journals to print.

Previous year posting

When you post transactions to revenue and expense accounts for the previous year, General Ledger also creates the closing entries for those accounts and adjusts the retained earnings accounts.

Provisional postings

Provisional posting is done in two steps. Step one copies Actual amounts to a Provisional fiscal set. Step two applies posting updates to the Provisional fiscal set so you can see the combined effect.

• Provisionally posted batches are not deleted after posting. You can view, edit, print, and post them provisionally again before permanently posting.

• You can include provisional transactions on the Batch Status and Trial Balance reports. You can also include them on financial statements.

Report Posted Transactions




How to Use

To display the Post Batches form, double‐click Post Batches in the G/L Transactions folder.

Select either all batches or a range of batches for posting. To post permanently, click Post; to post on a temporary basis, click Provisional Post.

If you decide not to post batches, click Close.

After Using

Take the following steps after posting batches:

• If an error batch is created, correct and post the batch.

• Use the Posting Journal form to print an audit trail report of posted transactions.

• If you posted provisionally, use the Provisional Posting Journal option for the Posting Journals.

Report Posted Transactions Posting Journal After posting, you can print the Posting Journal to obtain a list of the

permanently or provisionally posted transactions. The journal includes any comments that you entered with the details. You can clear the Posting Journal after printing using the Clear History form in the Periodic Processing folder.

G/L Transactions Listing

The G/L Transactions Listing reports the net changes and current balances for all the accounts you specify as well as the amounts

Report Posted Transactions

User Guide 4–23




posted to each account in the specified fiscal periods. The list is an audit trail report that you can use to trace posted transactions back to the Posting Journal and Batch Listing.

Source Journals Print your customized Source Journals for lists of posted transactions that are grouped to meet your company’s special reporting requirements.

Permanently or provisionally posted data

You can print permanently posted or provisionally posted information on the Posting Journal, Trial Balance, G/L Batch Status report, and financial statements.

When printing the Trial Balance report, you specify how provisional transactions should be listed by your choice in the Report Format field. You can choose to include or exclude provisional amounts in the account balances on the report or worksheet, or you can print the provisional transactions separately.

Chapter 6, “Reports,” in this manual describes the Trial Balance variations in detail.

To list provisional information on the G/L Batch Status report, select the Provisional Posted option for the status.

Using the Financial Reporter

You can include provisional data in your financial statements by using the Financial Reporter. For more information, see the Financial Reporter User Guide.


Chapter 5 Periodic Processing

Periodic Processing Overview ...................................................5–1 Viewing Periodic Processing Icons ...........................................5–3

Create New Year ...............................................................5–3 Before Using ...............................................................5–4 How to Use ................................................................5–6 After Using ................................................................5–6

Period End Maintenance ........................................................5–7 Before Using ...............................................................5–7 How to Use ................................................................5–8

Consolidate Posted Transactions.................................................5–8 Before Using ...............................................................5–9 How to Use ...............................................................5–10 After Using ...............................................................5–11

Create Allocation Batch ........................................................5–12

Periodic Processing Periodic

Processing


Create Revaluation Batch ......................................................5–14 Before Using ..............................................................5–15 Realized and Unrealized Gain/Loss .........................................5–16 Recognized Gain/Loss .....................................................5–16 How to Use ...............................................................5–18 After Using ...............................................................5–19

Creating a Recurring Entry Batch ...............................................5–19 Before Using ..............................................................5–19 How to Use ...............................................................5–20 After Using ...............................................................5–21

User Guide 5–i



Clear History................................................................. 5–21 Before Using.............................................................. 5–22 How to Use............................................................... 5–22

5–ii Sage Accpac General Ledger



Periodic Processing

Chapter 5 Periodic Processing

This chapter describes the following procedures in detail:

• Creating the new fiscal year. • Performing period end maintenance. • Consolidating posted transactions. • Automatically allocating account balances. • Revaluing multicurrency accounts. • Creating recurring entry batches. • Clear History

For an overview of the general ledger concepts related to periodic processing, see Chapter 2, “What You Need to Know Before Using General Ledger,” in this guide.

For specific information about a field in a form, press the F1 key or select the menu option to display on‐screen Help. For instructions on how to use Help, press F1 a second time from any Help screen.

Periodic Processing Overview This section briefly outlines periodic routines, and shows you how to open the G/L Periodic Processing folder.

Before you can post transactions to a new year, you must create the year using the Create New Year form. Create New Year also closes the current year by zeroing the income and expense accounts and transferring their balances to the retained earnings (closing) accounts.

You should also create the new year before you post to the last period of the current year entries that are marked for reversal in the

User Guide 5–1

Sage Accpac ERP INTERNATIONAL, INC. Confidential

Periodic Processing Overview


next period. (If you do not, General Ledger will create a batch that you can post once the new year is created.)

Periodic, as-needed processing

You can perform a number of maintenance operations throughout the year using Period End Maintenance, Consolidate Posted Transactions, Create Allocation Batch, and Create Revaluation Batch in the G/L Periodic Processing folder:

• You use the Period End Maintenance form to optionally delete inactive accounts, delete transaction history, delete historical fiscal sets, and reset batch numbers to zero.

• To reduce the amount of transaction detail in your ledger, use Consolidate Posted Transactions. (You can also consolidate details during posting, as described in Chapter 2, “What You Need to Know Before Setting Up General Ledger,” in the Getting Started manual.)

• When you want to update account balances at new currency exchange rates, use Create Revaluation Batch.

• Use Create Allocation Batch to allocate account balances to other accounts.

• Use Create Recurring Entries to generate transactions for periodic journal entries for which you have set up recurring entry records.

• Use Clear History to remove old posting journals and posted and deleted batches.



Create New Year



Processing

Viewing Periodic Processing Icons

On the Sage Accpac ERP desktop, click the G/L Periodic Processing folder to view the G/L Periodic Processing icons.

The G/L Periodic Processing folder provides access to the period‐end and year‐end processing forms.

Create New Year Use the Create New Year form at year‐end, when you are ready to begin entering transactions for the next fiscal year.

Create New Year creates and posts entries that transfer the balances of the income statement (income and expense) accounts to retained earnings.

Create New Year also creates the appropriate fiscal sets for the new fiscal year, and initializes the account balances as follows:

• The system enters the prior‐year ending balances for balance sheet and retained earnings accounts as the opening balances in the new year.

• The system enters the opening balances in the income and expense accounts as zero.

User Guide 5–3


Create New Year


Normally, you run Create New Year only once, when you are ready to begin entering transactions for a new fiscal year. To make adjustments to the previous fiscal year after creating the new year, post the adjusting transactions to the previous fiscal year. General Ledger automatically makes the appropriate updates to previous‐ and current‐year account balances when you post batches to a previous fiscal year.

When you post adjusting transactions to previous years, we strongly recommend that all transactions in a particular batch be posted to the same year, to ensure a clear audit trail.

Before Using

Before using the Create New Year form:

1. Create a new fiscal year using the Fiscal Calendar form in Common Services.

2. In the G/L Options form, make sure that you have specified the default closing account.

If you use more than one retained earnings account

General Ledger also lets you transfer income and expense account balances to retained earnings accounts associated with particular account segments.

If you want to close accounts by segment code, you must do the following before you use Create New Year:

a. Use the Segment Codes form to specify a closing account for each segment code to which you want to post retained earnings separately.

b. Use the Accounts form to specify the segment to which you want each income and expense account to post.



Create New Year



Processing

Note: Create New Year produces one journal entry for each income and expense account to transfer the balance to the corresponding retained earnings account. If no retained earnings account is defined for the segment code, Create New Year transfers the account’s balance to the default closing account you assigned on the Account tab of G/L Options.

3. Enter and post all batches of transactions for the year.

4. Print the reports and listings you need for your audit trail and files.

5. Back up the data.

Tips

Closing account default

If you do not close by segment code, or have not defined retained earnings accounts for some of your segments, account balances will be transferred to the default closing account specified in G/L Options.

Posting Journal created

The next available batch number is assigned to the batch of closing entries.

For each closing entry for an income or expense account, the Posting Journal lists the retained earnings account to which the amount was transferred. If you use account segments, the segment code is printed on the journal as the reference for the detail that transferred the total for that segment code to retained earnings.

User Guide 5–5


Create New Year


How to Use

1. Double‐click Create New Year in the G/L Periodic Processing folder to display the Create New Year form.

2. To create a new year, click the Process button. All entries generated by creating the new year use the closing source code GL‐CL (automatically provided by the system), the end date of the last regular fiscal period, and post to the closing “period.”

After Using

• Closing entries appear in the Posting Journal and G/L Transactions Listing.

• You can define and print a Source Journal that lists only the entries associated with the closing source code.

• Print the opening balance sheet and other reports you need to start your records for the new fiscal year.

• Run Period End Maintenance, which is discussed next.



Period End Maintenance



Processing

Period End Maintenance Use Period End Maintenance at the end of a fiscal year, after you run Create New Year.

Note: If you have reached the maximum years of history allowed by your Sage Accpac ERP series, prior years will be automatically deleted when you create a new year.

Depending upon the maintenance options you select, you can use Period End Maintenance to:

• Delete inactive accounts.

• Delete account history older than the number of years specified at Keep Years of Fiscal Sets on the Posting tab of G/L Options.

• Delete transaction details older than the number of years specified at Keep Years of Transaction Detail on the Posting tab of G/L Options.

Because drilldown relies on transaction details, once you delete transaction details, you can no longer drill down from Journal Entry Inquiry to originating entries.

• Reset the batch numbers to zero.

Before Using


1. Enter and post all batches of transactions for the year to be maintained.

2. Run Create New Year.

3. Print the reports and listings you need for your audit trail and files.

4. Back up the data.

User Guide 5–7




How to Use

1. Double‐click Period End Maintenance in the G/L Periodic Processing folder to display the Period End Maintenance form.

2. Select the optional procedures you want to perform, and click the Process button.

Consolidate Posted Transactions Consolidate posted transactions whenever you need to reduce detail on reports. Consolidation lets you reduce the detail in accounts that have a lot of entries posted to them, but for which you do not need to permanently record every transaction. Of course, you may decide not to consolidate at all.

Consolidation collapses account details into single balances in one of three ways:

• You can create one transaction for each account and fiscal period.

Or

• You can create one transaction for each account, fiscal period, and source code.

Or

• You can consolidate posted transactions by account, fiscal period, and source ledger.






Processing

Before Using


• Print Source Journals if you do not consolidate by source code.

• If you need a record of full transaction detail but you also want to consolidate, print the G/L Transactions Listing for the accounts you want to consolidate and file the report.

• Back up your data.

Tips

Transaction details are eliminated

When a consolidated transaction is created, its original details are erased and cannot be listed on source journals or on the G/L Transactions Listing. In addition, if you consolidate transactions, you cannot drill down from G/L Transaction History to transactions originating in subledgers.

Detail entry numbers are removed

Consolidation replaces posting sequence numbers and batch numbers associated with details with consolidated tags.

Consolidate at posting time

To consolidate account details at posting time, use the option to post to an account in consolidated form on the Detail tab of the G/L Accounts form.

Three ways to consolidate

Transactions can be consolidated by account and fiscal period, by account, fiscal period, and source code, or by account, fiscal period, and source ledger. If you consolidate by account and fiscal period, you can specify the source code for the consolidation transactions. If you consolidate by account, fiscal period, and source ledger, you can specify the source ledger and source code.

Multicurrency ledger

If you use a multicurrency ledger, in addition to consolidating either by account, fiscal period, and source code or by account and fiscal period, amounts are consolidated by source currency.

User Guide 5–9




Saving your settings

You can use the Settings menu on the G/L Consolidate Posted Transactions form to save default settings for this report. If you select Save Settings As Defaults, the program saves your entries. The next time you open the form, the selections and entries you saved as defaults appear.

You can clear the saved settings by selecting Clear Settings on the Settings menu.

How to Use

1. Double‐click Consolidate Posted Transactions in the G/L Periodic Processing folder.

This form lets you specify the level of consolidation that best suits your needs. You can:

• Select a range of accounts or account segments to consolidate.

• Consolidate through a specific fiscal period and year.

• Consolidate transactions by:

− Account and fiscal period.

− Account, fiscal period, and source code.

− Account, fiscal period, and source ledger.






Processing

2. If you are consolidating by:

• Account and fiscal period, you also need to specify the source code to assign to the consolidated transactions.

• Account, fiscal period, and source ledger, a grid appears at the bottom of the form. You use the grid to specify for each source ledger in your system:

− Whether to consolidate transactions for the ledger.

− The source type to assign to the consolidated transactions. Use the Finder to select one of the source codes set up for the source ledger.

Multicurrency If the source ledger is multicurrency, the process will consolidate transactions by source currency.

3. Click Process when you are satisfied with the consolidation options.

Warning: You cannot drill down from consolidated transactions to original entries. Make sure that you consolidate only the details that you no longer need.

After Using

Consolidated transactions reported on the G/L Transactions Listing and on Source Journals using a reference of “Consolidated” or “Consolidated Posting,” depending on whether they were created by the Consolidate Posted Transactions form or consolidated during posting, respectively.

To determine how a transaction was consolidated, check its description and posting sequence number.

• A transaction created by the Consolidate Transactions form has the description “Consolidated” and its original posting sequence number is replaced by a posting sequence number of 0. The batch number is 000000.

User Guide 5–11


Create Allocation Batch


• A transaction consolidated during posting has the description “Consolidated posting,” and it has a posting sequence number.

If you have some accounts that you consolidate regularly because they accumulate detail that you don’t need, you should consider consolidating the accounts during posting.

Consolidating transactions does not regain disk space, but it does clear out space for new transactions in the file.

Create Allocation Batch Use the Create Allocation Batch form at period end for accounts that use the Auto Allocation option. It calculates the amounts that will be distributed to each allocate‐to account, and it produces journal entries to distribute those amounts.

Before Using


• Define account allocation information on the Detail and Allocation tabs of the G/L Accounts form.

• Make sure that the allocate‐to accounts have Active status.

• Post outstanding batches to make sure that account balances are current.

• Decide which accounts to include in each allocation batch. You can include a range of account numbers, or a range of codes for one selected segment.

• Determine the date and fiscal period to which the batch will be posted.




Create Allocation Batch



Processing

Allocation creates journal entries

A single, balanced entry, consisting of allocated details and an offsetting detail, is created for each allocated account using the date and fiscal period you specify for posting. The system assigns the next available batch number to the batch of reallocations.

The next available batch number is assigned to the allocation batch, which you can view, edit, and post in the same way as other batches.

Any remainder resulting from the allocation of an account is included in the last detail line of the entry.

How to Use

1. Double‐click Create Allocation Batch in the G/L Periodic Processing folder.

2. Type a description for the batch and specify whether to allocate for a range of account numbers or a range of segment codes. Specify the journal entry date, period, and year. Because allocation instructions have already been set up in the G/L Accounts form, you do not need to enter source codes, accounts, and percentages.

3. If you maintain quantities in your General Ledger:

a. Use the Allocation Method field to specify whether to process both types of account distributions (by account balance and account quantity) or just produce transactions that reallocate amounts by quantity.

b. Specify the range of fiscal periods for the reallocation.

User Guide 5–13


Create Revaluation Batch


Reallocation by quantity uses the net change in account quantity for the range of periods you specify. It does not use the quantity balance in the final period.

Note also that the range of fiscal periods cannot cross fiscal years.

4. To produce the batch, click Process.

If you decide not to produce the batch, click Close.

Allocation creates journal entries

Create Allocation Batch creates a single, balanced entry, consisting of allocated details and an offsetting detail (including amounts and quantities) for each allocated account, using the date and fiscal period you specify for posting.

The system assigns the next available batch number to the batch of reallocations.

After Using

• Use Batch Listing in the G/L Reports folder to review the journal entries created by allocation. Edit the batches, if necessary.

• Post the allocation batches.

Create Revaluation Batch You can use the Create Revaluation Batch form (in a multicurrency ledger only) to revalue account balances at new exchange rates. You can revalue accounts on an as‐needed basis, typically at period end or when currency rates fluctuate rapidly.

This function revalues the functional‐currency equivalents of source currency amounts using an exchange rate you specify, and using the method chosen in the Company Profile: either Realized and Unrealized Gain/Loss or Recognized Gain/Loss. These two methods are described in the following sections.






Processing

Before Using


• If you used the Unrealized/Realized Gain/Loss accounting method in an earlier version of General Ledger and want to switch over to the Recognized Gain/Loss accounting method, you should process and post your revaluation batches prior to upgrading to the new version. Otherwise, you won’t be able to activate the new version of the program because of the unprocessed revaluation records.

We recommend you switch on the first day of a new fiscal year.

You should run your last revaluation for the closing year using the old revaluation method. That revaluation will create reversing entries, dated the first day of the new fiscal year. When revaluation baches are posted, unrealized gains/losses will be reversed, meaning there will be zero balances in those accounts. You then switch to the new revaluation method, and then you can run revaluations at the end of each balance sheet date.

• Select a Gain/Loss Accounting Method in the Company Profile.

• Define revaluation codes.

• Assign currencies and codes to the multicurrency accounts you want to revalue. See the section “Revaluing Multicurrency Accounts,” in Chapter 2 in the Getting Started manual.

• Update currency rates using the Currency form in Common Services.

• Post current batches.

• Determine the range of accounts and fiscal periods and the revaluation code, journal entry date, and rate to use for each currency you want to revalue.

• Make sure the gain and loss accounts and the accounts being revalued are active before posting. Revaluation creates

User Guide 5–15




transactions for both active and inactive accounts, but you cannot post unless all accounts involved are active.

If you use the Realized and Unrealized Gain/Loss method

• If you revalue in the last period of the year, you should create the new year before you post the revaluation batch. Reversing entries for realized/unrealized exchange gains and losses need to be posted to the first fiscal period of the following year.

Tips

Revaluation creates journal entries

You can revalue as many currencies as you want at a time. The system creates a batch of revaluation transactions and assigns to it the next available batch number.

Realized and Unrealized Gain/Loss

Revaluation creates an automatically reversing entry for the difference between the old functional‐currency equivalent balance and the revalued functional‐currency equivalent balance in each fiscal period you revalue. This provides you with transactions for the unrealized gains and unrealized losses in each fiscal period in the range you specify in the Create Revaluation Batch form.

Because the transactions automatically reverse, the effect of revaluation is completely backed out in the fiscal period following the last fiscal period you specify for revaluation.

Recognized Gain/Loss

Exchange gains and losses are recognized when the foreign currency monetary items are revalued or settled using the exchange rate in effect at the revaluation date (balance sheet date).

These gains and losses will be shown on the income statement and will be included in the determination of net income for the current period; causing tax implications for the recording entity.






Processing

Because revaluation transactions are considered permanent, there will be no reversing entries created, unlike with the Unrealized/ Realized Exchange Gain/Loss method.

Some things to consider when using this new method:

• New revaluation accounts need to be set up for the Recognized Gain and Recognized Loss accounts in the Revaluation Codes setup form before creating a revaluation batch.

The G/L accounts that had been set up for the Unrealized/ Realized Exchange Gain/Loss will not default, as the Unrealized/ Realized Exchange Gain/Loss accounts are Balance Sheet account types, while the Recognized Gain/Loss accounts are Income Statement account types.

• The From Period and To Period fields default to the sign‐on date’s period when you use the Recognized Gain/Loss method. When you select to span a range of periods, a warning appears to remind you to check your selection carefully, since these transactions are being revalued permanently.

• As an extra precaution, the system won’t allow you to access the Create Revaluation Batch form when there are unposted revaluation entries. The revaluation entry has to be posted or deleted first.

User Guide 5–17




How to Use

1. Double‐click Create Revaluation Batch in the G/L Periodic Processing folder to display the Create Revaluation Batch form.

2. Enter a description of the revaluation batch and the code of the currency you want to revalue.

3. Fill in the grid with the information to use for the revaluation.

Specify a range of account numbers or account segment codes and a range of periods. Revaluation creates transactions for the unrealized gains and unrealized losses in each fiscal period in the range you specify, and reverses them in the next period.

You can revalue only currencies that are listed for an account on its Currency tab in the Account form.

You can force the revaluation of accounts within the account range even if Revaluation (Yes/No) is set to No on the Currency tab of those accounts. If you force revaluation, the “No” revaluations are performed using the revaluation code you enter in the Create Revaluation Batch form.

Select the revaluation code.

Because revaluation source codes have already been set up in the Revaluation Codes form, you do not need to enter source codes.

You can override the displayed rate for this revaluation run.



Creating Recurring Entries Batch



Processing

If you want all accounts within the specified range to revalue the source currency, regardless of the revaluation option status, use the Force Revaluation option.

Revaluation uses the Journal Entry Date in the Create Revaluation Batch form to determine the year into which to post the transactions.

4. To proceed with revaluation, click the Process button.

After Using

• Print the Batch Listing and, if necessary, edit the batch using the Journal Entry form.

• Post the batch.

Creating Recurring Entries Batch To process a recurring entry, you create a recurring entry batch, and then post it. (For instructions on posting batches, refer to Chapter 4 in this guide.)

You use the Create Recurring Entry Batch to create recurring entry batches.

If the schedule for your recurring entry record uses a reminder, you can also process the batch from the Reminder List in Common Services. To find out how to process batches from the Reminder List, refer to the System Manager User Guide.

Before Using

Before using the Create Recurring Entry Batch form:

• Create Recurring Entry records, and make sure existing records are up to date.

User Guide 5–19


Creating Recurring Entries Batch


To be able to process recurring entries from the Reminder list:

− In Common Services, create schedules for the recurring transactions. To be able to take advantage of the System Manager’s Reminder List capabilities, include reminders in the schedules.

− Set up Recurring Entry records using schedules that contain reminders.

• Make sure that the accounts used in the recurring entries are active accounts.

• Decide on the range of recurring entries you wish to process.


How to Use

To create a recurring entry batch:

1. Select the Create Recurring Entries icon in the G/L Periodic Processing folder.

The Create Recurring Entries Batch form appears:

2. Select a date in the Run Date field if your recurring entries are being created manually in the Create Recurring Entries Batch form. The run date determines which recurring entries are due to be processed. It includes all entries up to the date specified. If you process the entry from the Reminder List, the run date reflects the date the recurring entry is scheduled to be entered.



Clear History



Processing

3. Enter a single recurring entry code or range of codes in the From Recurring Entry Code field. To view a list of codes to choose from, click the Finder.

4. Enter the last code (last, alphabetically or numerically) in your range in the To Recurring Entry Code field. To view a list of codes to choose from, click the Finder.

5. Select one of the following in the Method field:

• Default. When you select this method, the batch will be appended to an open batch if both batches have the same run date; otherwise, a new batch is created.

• Create a New Batch. When you select this method, a new batch is created.

• Add to an Existing Batch. When you select this method, a Finder field appears. Click the Finder to select an existing open batch to append this batch to (the run dates can be different).

6. Click Process to create the recurring entry batch.

After Using

• Print the Batch Listing and, if necessary, edit the batch using the Journal Entry form.

• Post the recurring entry batch.

Clear History You use the Clear History form to remove printed posting journals and deleted and posted batches from your General Ledger system.

User Guide 5–21


Clear History


Before Using

• Determine the highest batch number or posting sequence number to clear.

Before clearing posting journals

• Before clearing posting journals print (to a printer or a file) a copy of each posting journal you want to clear.

How to Use

To clear history:

1. Choose Clear History in the Periodic Processing folder.

When you select all the options in the Clear History form, it looks like this:

Clear printed posting journals

2. To clear posting journals, select Clear Printed Posting Journals.

3. In the Through Posting Sequence Number field, type the number of the posting sequence through which you want to clear.

Clear History clears the data for journals up to and including the specified posting sequence, provided that you have printed the journals.

After clearing journals, you can no longer print them, but the information in them still appears on other reports.

Clear deleted and posted batches

4. To clear deleted and posted batches, select Clear Deleted And Posted Batches. Then, in the Through field, type the number of



Clear History



Processing

the most recent batch you want to clear. The program displays the most recent batch you have posted as the default.

Note that once you clear posted and deleted batches, they no longer appear on the Batch List.

5. When ready, click Process to clear the specified information.

6. When you are finished, click Close.

User Guide 5–23


Glug-6.doc, printed on 11/28/2007, at 11:08:30 AM. Last saved on 11/28/2007 11:08:00 AM.

Reports

Chapter 6 Reports

Printing Reports and Financial Statements ........................................6–2 Audit Reports and Listings......................................................6–3

Viewing G/L Reports .......................................................6–4 Report Icons and Forms .....................................................6–4

Chart of Accounts ..............................................................6–5 Trial Balance...................................................................6–8 Transactions Listing ...........................................................6–12 Source Journals ...............................................................6–14 Batch Status ..................................................................6–16 Batch Listing..................................................................6–17 Posting Journals...............................................................6–18 Account Structures ............................................................6–20 Segment Codes ...............................................................6–21 Source Codes .................................................................6–22 Source Journal Profiles.........................................................6–23 Revaluation Codes ............................................................6–24 Options ......................................................................6–24 Account Groups...............................................................6–25 Recurring Entries..............................................................6–26 Optional Fields................................................................6–26 Transaction Details Optional Fields .............................................6–27 Financial Reports..............................................................6–29

Saving Report Values by Printing to a File ...................................6–31

User Guide 6–i



Chapter 6 Reports

This chapter describes each of the fourteen reports that you can choose from the G/L Reports folder and provides you with instructions for printing them.

Report types Reports are covered in the same order as they appear in the G/L Reports folder:

• Chart of Accounts • Trial Balance • Transactions Listing • Source Journals • Batch Status • Batch Listing • Posting Journals • Account Structures • Segment Codes • Source Codes • Source Journal Profiles • Revaluation Codes • Account Groups • Options • Recurring Entries • Optional Fields • Transaction Details Optional Fields

Reports

Audit trail and processing reports

The reports you print from the G/L Reports folder help you to maintain your audit trail. They provide a history of your general ledger transactions and snapshots of the general ledger’s status whenever you choose.

The reports available from the G/L Reports folder use Crystal Reports for printing. You can modify any of these reports using Crystal Reports or Seagate Info from Crystal Decisions. Note that

User Guide 6–1


Printing Reports and Financial Statements


you need only one set of reports for all supported databases and program editions — reports written for Pervasive.SQL databases will also work with DB2, MS SQL, and Oracle.

For information about adapting these reports to meet your needs, see the online document about customizing forms on the System Manager DVD.

Financial statements

You print financial statements, such as balance sheets and income statements, using the Print Financial Statements form in the Financial Reporter folder.

Financial reports use Excel for printing. You can modify the sample report specifications that come with General Ledger, or create custom reports, using the Statement Designer.

See the Financial Reporter User Guide for information on how to design reports and for examples of statements you can print using the Print Financial Statements form.

Printing Reports and Financial Statements Print Destination You can print all reports, including financial statements, to a printer

or a file, or preview them on your screen, or send reports by e‐mail.

You can specify the print destination using the File menu on the company desktop. (For more information about print destinations, see the System Manager User Guide.)

In addition, you can select the print destination for financial statements on the Print Financial Statements form in General Ledger. The destinations available for financial statements are Printer, Preview, File, and E‐mail.

If you must print a report before you can begin another action (such as a batch listing before posting), note that the system will update the report status to printed after printing to any print destination.



Audit Reports and Listings


You can also:

Layout and paper • Print on letter, legal, or A4 paper sizes.

When you print from the Print Financial Statements form, the system uses the paper size, layout, and other printing options selected for the report in the Statement Designer.

Exporting reports • Export reports from the Preview window to a large number of file formats, including:

− Adobe Acrobat (PDF) − Crystal (RPT) − Excel and Lotus 1‐2‐3 − Word for Windows − Text, Rich Text Format (RTF), paginated text, columnar text − Microsoft Mail and Lotus Notes − HTML and XML − ODBC − Data Interchange Format − Character‐ or Comma‐Separated Values (CSV)

Audit Reports and Listings Sage Accpac ERP General Ledger produces numerous auditing and processing reports, as well as financial statements.

Audit report and listing contents

Each audit report or listing produced by the General Ledger includes the following information:

Reports

• Company name, as entered in the company profile.

• Date and time the report was printed.

• Report title.

• Page number.

• The order and selection criteria you chose for the report (if applicable).

User Guide 6–3


Audit Reports and Listings


Viewing G/L Reports

G/L Reports folder To display the G/L Reports icons, open the G/L Reports folder.

Choose the G/L Reports icons to print the General Ledger reports discussed in this chapter.

Report Icons and Forms When you choose an icon from the G/L Reports folder, General Ledger displays a form where you can choose options for ordering and selecting information (for most reports), then either proceed to print the report or cancel printing.

For example, the G/L Transactions Listing appears as follows:

Depending on the type of data shown on the report, you may be able to select transactions by period or date, batches by posting sequence number, or entries by source currency.

The remainder of this chapter describes each report, its options and selection criteria, and provides instructions for printing.



Chart of Accounts


Chart of Accounts Print the Chart of Accounts after setting up your data or revising the accounts in your chart. You can include allocation or currency data and can compare actual, budget, and provisional data by period.

Listing control accounts

With the Control Accounts version of the Chart of Accounts report, you can list control accounts and the ledgers that use them.

Features

Order criteria You can print chart data in order by account number, by account segment, or by account group.

Selection criteria You can specify a range of accounts, a range of segment codes, optional fields, and a range of account groups.

Print by sort code order

If you want to print a set of common account groups but not other account groups, you can give the same sort code to all account groups in the set, specify printing by sort code order, and then choose the sort code of that set.

Rollup amounts You can print a report that shows all rollup accounts and their directly related rollup member accounts, as well as print a list of all rollup accounts related to a member account or group of member accounts.

Format You can print the data in one of the following formats:

• Detail — Short Form. Basic setup information: account number, description, status, account configuration, and consolidation and allocation options.

Reports

• Detail — Long Form. Short form information plus account groups and segment closed to. You can also choose whether to include the optional account and transaction details fields (and their values) that are defined for each account.

• Valid Currencies. Shows the currencies that are valid for each multicurrency account, whether revaluation is allowed, and, if so, the revaluation code.

User Guide 6–5


Chart of Accounts




• Allocation. Allocation information.

• Control Account Subledgers. Lists all control accounts in the selected ranges, along with the subledgers that use them.

• Rollup Accounts. There are two formats for Rollup reports:

− Members. Prints all the rollup accounts and the member accounts associated with them.

− Rollup Accounts. Prints the member accounts, then shows which rollup account that member account belongs to.

• Fiscal Set Comparison. Lets you compare the period balances of two fiscal sets (for a particular currency if you are multicurrency).

Rolled up amounts In the Fiscal Set Comparison dialog box, you can also choose the option, Use Rolled Up Amounts to print the amounts of the rollup account and all of its rollup member accounts (at any level), rolled up into a single amount for each period. (The rollup member account amounts are included only once in the rolled up amounts.)

You can choose to compare Actual sets from different years, as well as Actual and Budget fiscal sets.

The fiscal set comparison report provides the differences between amounts and the percentage differences.

Multicurrency formats

If you have a multicurrency ledger, you can choose these formats:

• The Valid Currencies format lists the currency type of each account plus the information entered to define the currencies used with the account, including the choices made for the posting and revaluation options.

• The Fiscal Set Comparison format can include source currency, functional currency, and functional-equivalent figures.

Chart of Accounts



If you are using the euro as your functional currency and have specified a reporting currency, you can also compare the reporting fiscal sets.

Procedures

Before you print the report, update account information and, if comparing fiscal sets, post any outstanding batches.

Choose the Chart of Accounts icon from the G/L Reports folder to display the Chart of Accounts report form.

Specify contents Specify the contents of the report by choosing one of several formats.

Select accounts to be printed

Specify whether you want to order the report by account number, segment, or account group. Then specify the range of accounts, segment codes, and account groups you want to print.

Optionally, pick a print range using the Finder . . .

The Finder lets you view the entire range of accounts so you can scan for the entries you want. From the list displayed in the Finder form, select the From and To ends of the print range you want. Use the Finder to view and select account numbers and segment codes.

Further define the account range and select a format

After you select the primary sorting order and range, you can further specify the range of accounts printed. For example, if you order and select by account number, you can also enter a range of account groups and ranges of segment codes.

Print the report To print the report, click the Print button; to cancel it, click the Close button.

Reports

User Guide 6–7


Trial Balance


Trial Balance The Trial Balance prints the balance of each account in the range of accounts and at the end of the fiscal period you specify.

Features

Order criteria You can print the data in order by account number, by account segment, or by account group.

Selection criteria You can specify the range of accounts, segment codes, and account groups, and select a currency, period, and year.



Other criteria You can choose to include accounts with no activity, if you wish. If you are printing the report for the last period in the fiscal year, you also have the option to include adjustment transactions.

Rollup You can print rolled up amounts. Note however, that when the Trial Balance Report is printed using rolled up amounts, the debits and credits on the report may not balance if any account is a member of more than one rollup group.

The euro currency option

If you selected the euro as your functional currency, the Currency selection list will show reporting as an option. If you select the reporting currency as your currency type, all account balances for the year and period will appear in the reporting currency.

Format You can print the data in one of the following formats:

• Report. Standard trial balance showing debits, credits, and total debits and total credits for the accounts listed. If you choose the Use Rolled Up Amounts option, balances are rolled up to the rollup account and a single account is printed.

• Worksheet. Standard trial balance plus columns for manual entry of income statement, balance sheet, and adjustment debits



Trial Balance


and credits. If you choose the Use Rolled Up Amounts option, balances are rolled up to the rollup account and a single account is printed.

• Quantity Report. Standard trial balance plus columns containing quantities and the unit of measure for each account listed. If you choose the Use Rolled Up Amounts option, balances and quantities are rolled up to the rollup account and a single account is printed.

• Provisional Quantity. Standard trial balance plus columns containing quantities and the unit of measure for each account listed; the amounts include any provisionally posted amounts and provisional quantities. If you choose the Use Rolled Up Amounts option, balances and quantities are rolled up to the rollup account and a single account is printed. The report will also include any provisionally posted amounts and quantities for member accounts in the rolled up balance and quantity of the rollup account.

• Provisional Included. Standard trial balance showing debits, credits, and total debits and total credits for the accounts listed; the amounts include any provisionally posted amounts. If you choose the Use Rolled Up Amounts option, balances are rolled up to the rollup account and a single account is printed. The report will also include any provisionally posted amounts for member accounts in the rolled up balances.

• Provisional Separate. Standard trial balance showing debits, credits, and total debits and total credits for the accounts listed; provisional amounts appear in separate columns next to the actual amounts. If you choose the Use Rolled Up Amounts option, balances are rolled up to the rollup account and a single account is printed. The report will also include any provisionally posted amounts for member accounts in a separately printed column as well as any difference.

Reports

• Provisional Worksheet. Standard trial balance plus columns for manual entry of income statement, balance sheet, and

User Guide 6–9


Trial Balance


adjustments debits and credits; the amounts include any provisionally posted amounts and can include rollup amounts.

Default report format

The default report does not print zero‐balance accounts. To print a version of the report or worksheet that includes accounts with balances of zero and zero net changes for all fiscal periods, check the Include Accounts with No Activity option.

Include adjustments

You can include adjustments by clicking the fiscal calendar icon beside the For Year/Period field, then selecting ADJ from the fiscal calendar, as shown below:

Procedures

1. Before you print the report, update account information and post all open batches. To display the Trial Balance Report form, choose Trial Balance in the G/L Reports folder.

2. Specify the basic contents by choosing one from several formats. (See the previous descriptions of these formats.)

3. Select the period and fiscal year for which you want to print a trial balance.



Trial Balance


4. Decide whether to include accounts with no activity (no opening balance and no transactions posted to them).

5. Select the Use Rolled Up Amounts option if you want the amounts and quantities of rollup accounts and rollup member accounts rolled up into a single amount or quantity (keeping in mind that the debits and credits on the report may not balance if any account is a member of more than one rollup group).


6. Specify whether you want to sort by account number, segment, or account group, then use the Finder to select the From and To ends of the print range you want printed.

7. After you select the primary order and range, you can further specify the range of accounts printed:

• If you choose to sort by Account Number, you choose the account number range, and have the option to also choose the account groups range, account optional fields range, and segment ranges.

• If you choose to sort by Segment, you choose one of the segments before choosing the other options.

• If you choose to sort by Account Group, you choose a range of account groups and can also select segment and account optional field ranges.

• If you select Account Groups By Sort Code Range, the label for the Account Group option in the Sort By section changes to Account Sorted Group, and the labels in the account group range fields change to From/To Sort Code – Account Group, allowing you to refine your selections.

8. Select Account Optional field ranges (optional).

Print the report 9. To print the report, click the Print button; to cancel it, click the Close button.

Reports

User Guide 6–11


Transactions Listing


Transactions Listing The G/L Transactions Listing prints the net changes and current balances for all the accounts you specify as well as the journal entry details posted to each account in the specified fiscal periods of the current year, including adjusting and closing entries. Use the listing as an audit trail report to trace posted transactions back to the posting journal and batch listing.

Features


Selection criteria You can select a range of account numbers, segment codes, and account groups, and a range of periods within a year.



Use Rolled Up Amounts

You can print the transactions of a rollup account and all of its rollup member accounts (at any level), rolled up into a single amount for each transaction.

Including accounts with no activity; including adjustments

By default, this report does not include adjustments or accounts that have had no activity for the specified range of periods.

To include adjustments, include the ADJ period in the print range. To include accounts with no net changes, select the Include Accounts With No Activity option.

Set page breaks after each account

You can set page breaks after each account when you print a transactions listing for a range of accounts and sort by account segment. (To start a new page for each account, select Segment as the Sort By option, select the range of accounts for which you want to print listings, and then select Page Break After Each Account as an Include option.)



Transactions Listing


Procedures

1. Post any open batches.

2. Choose Transactions Listing from the G/L Reports folder.

3. Specify whether you want to order the report by account number, segment, or account group, then specify the range of accounts, segment codes, optional fields, or account groups you want to print.

Optionally, pick a print range using the Finder, then

Select a period

4. Using the From and To fields, select the range of accounts you want from the list displayed in the Finder.

5. Select the fiscal year and the beginning and ending period for which you want to print the report. You can also include the adjustments and closing periods.

6. Optionally include accounts with no activity (no opening balances and no transactions posted to the accounts), include quantities, and set page breaks after each account.

Select a currency format

7. Select a Currency option. If your ledger is multicurrency, you can choose from these options:

• Print transactions in functional currency only.

• Print transactions in both source and functional currencies.


• If you selected the euro as your functional currency and specified a reporting currency, the G/L Transactions Listing form shows an additional Currency option to let you print transactions in the reporting currency only.

Further define the account range

8. Continue to specify the range of accounts printed as required. For example, if you order and select by account number, you can enter a range of account groups and ranges of segment codes.

Reports

User Guide 6–13


Source Journals


Rollup Amounts 9. Select Use Rolled Up Amounts to print the transactions of a rollup account and all of its rollup member accounts (at any level), rolled up into a single amount for each transaction. (Note that rollup member account transactions are included only once in the rolled up transactions.)

Print the report 10. To print the report, click Print ; to cancel it, click Close.

Source Journals Source journals list posted transaction details in the order you specify at print time and for the source codes you include in the source journal profile. When you create the Source Journal profile, you can specify up to 50 source codes to include.

When you print the source journal, you can list a range of details by reference, fiscal period, date, account number, segment, account group, posting sequence, and batch number. You can also narrow the report’s focus by specifying ranges for many of the report fields.

Features


Selection criteria You can specify the range of account numbers, segment codes, account groups, and optional fields. You can further specify the range of transactions appearing in the journal by fiscal period, reference, date, posting sequence, batch number, and source currency.



Profile Select the source journal you want to print from a list of profiles created in the Source Journal Profiles form.



Source Journals


Use Report There are three report formats you can choose from:

• GLSJ01F, for functional‐currency reports.

• GLSJ01S, for printing source‐currency reports.

• GLSJ1SA, for printing source‐currency reports on Letter/A4 paper.

To select a format, type the name of the report in the Use Report field in the Source Journal Report form, or use the Browse button to select which report to use.

Currency You can print a report showing functional currency only, or both

functional and source currency transactions.

The euro functional currency

A Reporting option appears in the Currency selection list if the euro is your functional currency and you specified a reporting currency. This option enables you to print a report showing reporting currency only.

Procedures

1. Post all open batches.

2. Open General Ledger > G/L Reports > Source Journals.

3. On the Journal tab:

a. In the Profile field, select the source journal.

b. Use the Browse button to select a report to use.

c. If your ledger is multicurrency, choose either Functional or Source and Functional in the Currency field.

Reports

User Guide 6–15


Batch Status



4. On the Account tab:

a. Use the Accounts Finder to select the From and To ends of the print range.

b. Specify how to order the report: by account number, by segment, or by account group.

c. Specify the range of accounts, segment codes, and account groups you want to print.

Select a period 5. On the Ranges tab, select the beginning and ending period and fiscal year for which you want to print the report.

Further define the account and transaction range

6. As needed, continue to specify the range of transactions appearing on the journal by reference, date, posting sequence, batch number, and source currency.


Batch Status The Batch Status report provides a record of all General Ledger batches, including batches entered and imported into General Ledger, created by a subledger, and generated by periodic processing. The report also lists batches that have been posted provisionally and batches that have been deleted or posted to the current year or a previous year since the last time the report was printed and cleared. The Batch Status report is a valuable management tool for tracking batches, particularly when several operators are entering batches on a multi‐user system.

Features

Order criteria The report lists batches in order by batch number within the range of batches you select.



Batch Listing


Selection criteria Selection criteria You can restrict the report by specifying a range of batch numbers, source ledgers, and dates. You can then further restrict the report to specific batch types (entered, subledger, imported, and generated) and status (open, printed, deleted, posted, and provisionally‐posted).

You can restrict the report by specifying a range of batch numbers, source ledgers, and dates. You can then further restrict the report to specific batch types (entered, subledger, imported, and generated) and status (open, printed, deleted, posted, and provisionally‐posted).

Procedures Procedures

1. Choose Batch Status in the G/L Reports folder.

2. Specify the batches, the ledgers, and the batch creation dates for which you want the status report.

3. Select the range of batches to print. To print all batches in the range, leave the type and status options selected. To narrow the range, check only batch types and statuses you want on the report

Print the report 4. To process and print the report, click the Print button; to cancel it, click the Close button.

Batch Listing This report lists journal entries from one or more batches that have not yet been permanently posted to General Ledger accounts, including batch entry detail lines with their related descriptions, references, and comments. You can print the Batch Listing as many times as you want until you post the batch.

Features

Reports

rts

Order criteria Batches are printed in order by batch number.

Selection criteria You can specify the range of batches to be printed by batch number, by source ledger, and by date. You can then further restrict the report to batch type (entered, subledger, imported, and generated) and status (open, printed, and provisionally‐posted).

User Guide 6–17


Posting Journals


Currency You can print a report showing functional currency information only, or both functional and source currency amounts.

Procedures

1. Display the Batch Listing form by choosing the Batch Listing icon from the G/L Reports folder.

2. Specify the ranges of batches, ledgers, and batch creation dates for which you want a listing.

Select transactions to be printed

To print all batches in the range, leave the type and status check boxes checked. To narrow the range, check only batch types and statuses you want on the report.

Select a currency format

3. If you have a multicurrency ledger, select a currency format by choosing functional currency data only or both source and functional currency data.

Note: If you select Functional Currency, you can also include Reference, Description, and Comments details. This is also the case when you select the Source and Functional currency option; however, if you then select the Letter/A4 paper type, you cannot include these details, as those options will not be available for this paper type.


Posting Journals The Posting Journal is the printed record of transactions, including adjusting and closing entries that were posted to General Ledger accounts. It forms an essential part of the audit trail, linking the batch listings to the general ledger listings. The Posting Journal notes any posting errors and lists the error batch number. This feature helps you determine why a batch may have failed to post properly.



Posting Journals


The journal includes any comment lines that were entered with the posted details.

Print the Journal in account number order or in posting sequence order. (All batches posted at one time are assigned the same posting sequence number.)

You can also select the range of posting sequences to print. Once you have printed the journal to a printer or file, you can clear the data for the posting sequences printed, but you do not have to clear the journal between posting sequences. You can keep adding to it with each posting.

Features

Order criteria You can print the data in order by posting sequence or by account number.

Selection criteria You can print the Posting Journal, the Posting Journal Errors, the Provisional Posting Journal, or the Provisional Posting Journal Errors.

Reprint journals; clear journals

You can reprint previously printed journals. You can also clear all printed journals using the Clear History form in the Periodic Processing folder.

Multicurrency If you have a multicurrency general ledger, the posting journal report will print these additional columns showing currency information: Rate type; Rate date; Exchange rate; and Currency.

Currency options For multicurrency accounts, there are two currency options to choose from:

Reports

• Print a report showing both functional and source currency information.

• Print a report in the reporting currency. (This option is only available if you selected the euro as your functional currency and specified a reporting currency.)

User Guide 6–19


Account Structures


Procedures

1. Post all batches.

2. Display the Posting Journals form by choosing the Posting Journals icon from the G/L Reports folder.

Select transactions to be printed

3. Specify whether you want to order the report by posting sequence or account number and specify the range of posting sequences you want to print.

Check to reprint 4. Check the Reprint Previously Printed Journals option if you want to print journals that have already been printed to a printer or file. Otherwise, they will not appear.

Select a currency

5. Select a currency. If your ledger is multicurrency, two Currency options appear in the Posting Journals form:

• Functional — allows you to print functional currency data only.

• Source and Functional — allows you to print both source and functional currency data.


If you selected the euro as your functional currency and specified a reporting currency, the Posting Journals form shows an additional option: Reporting. This option allows you to print reporting currency data only.


Account Structures

Reports The Account Structures report provides a record of the account structures you set up in the Account Structures form, including the codes, descriptions, and the segments used in each structure.



Segment Codes


Features

Order criteria The report prints the data in order by account structure code.

Selection criteria You can specify a range of codes to be printed.

Procedures

1. If you havenʹt already done so, set up account structures using the Account Structures form.

2. Display the Account Structures Report form by choosing the Account Structures icon from the G/L Reports folder.

Define a code range

3. Define a range of codes to be printed.


Segment Codes The Segment Codes report provides a record of the codes and their descriptions for the segments you have created to constitute your general ledger account.

Features

Order criteria The report prints the data in order by segment code within a segment name as defined in G/L Options.

Selection criteria You can choose to print all segments, or to print a specific segment. If you choose to print a specific segment, you can specify the range of segment codes to be printed. R

eports

User Guide 6–21


Source Codes


Procedures

If you havenʹt already done so, set up segments on the Segments tab of the G/L Options form and assign valid segment codes in the Segment Codes form.

Display the Segment Codes Report form by choosing the Segment Codes icon from the G/L Reports folder.

Select segments to print

Select all or a specific segment to print. If you select a specific segment, you can choose a segment and range of codes for the segment to print on the report.


Source Codes The Source Codes report provides a record of the source codes you defined in the Setup Source Codes form. For each code, the report includes the description.

Source code required

All transactions entered in General Ledger (or imported from other ledgers) must have a source code to identify the type of transaction. For example, GL‐AD might identify all adjustments entered in General Ledger, and GL‐CA might identify all cash payments.

You can select and print posted transaction details according to source codes with the Source Journals print function. When you activate Sage Accpac ERP accounting programs (such as Accounts Receivable or Order Entry), General Ledger automatically adds those program’s source codes to General Ledger.

Features

Order criteria The report prints the data in order by source code.

Selection criteria You can specify the range of source codes to be printed.



Source Journal Profiles


Procedures

1. Before using this function, set up source codes in the Source Codes form.

2. To display the Source Code Report form, choose Source Codes in the G/L Reports folder

Select source codes

3. Specify the range of source codes you want to print.


Source Journal Profiles The Source Journal Profiles report provides a record of the information entered in the Source Journal Profiles form to define the journals, including the name of the journal and the source codes used to select data for the journal.

Features

Order criteria The report prints the data in order by source journal profile name.

Selection criteria You can specify the range of source journal profiles to be printed.

Procedures

If you havenʹt already done so, set up source journal profiles using the Source Journal Profiles form.

Display the Source Journal Profiles Report form by choosing the Source Journal Profiles icon from the G/L Reports folder.

Select range Specify the range of source journal profiles you want to print.


Reports

User Guide 6–23


Revaluation Codes


Revaluation Codes The Revaluation Codes report provides a record of the revaluation codes you set up in the Revaluation Codes form, including the description, revaluation method, rate type, source codes, and exchange gain and exchange loss account numbers.

Features

Order criteria The report prints the data in order by revaluation code.

Selection criteria You can specify the range of revaluation codes to be printed.

Procedures

1. If you havenʹt already done so, set up revaluation codes in the Revaluation Codes form.

2. Display the Revaluation Codes Report form by choosing the Revaluation Codes icon from the G/L Reports folder.

Select the range 3. Specify the range of revaluation codes you want to print.


Options The G/L Options report provides a record of the General Ledger options you set up using the G/L Options form.

Features

Order criteria The report prints the data in order by the tab and field in the Options form.

Procedures

1. If you havenʹt already done so, set up General Ledger options using the G/L Options form



Account Groups


2. Display the G/L Options Report form by choosing the Options icon from the G/L Reports folder.


Account Groups This report displays account group codes, sort codes, and descriptions.

1. In the Range By field, select either:

• Account Group

Or

• Sort Code‐Account Group.

2. Enter values in the From and To fields, using the Finders if needed.

3. Click Print.

The printed report includes columns for:

• Sort Code.

• Account Group IDs.

• Descriptions.

Note: The entry in the From box cannot be greater than the entry in the To box.

Reports

User Guide 6–25


Recurring Entries


Recurring Entries The Recurring Entries report lists the recurring entry records you set up using the Recurring Entries form. The report includes the description, Last Run Date, account numbers, source codes, and debits and credits in source and functional currencies.

Features

Order criteria The report prints the data in order by recurring entry code.

Selection criteria You can choose the range of codes to print, and you can have the report show the schedule for the recurring entry, if you wish.

Procedures

To print the recurring entry report:

1. In the G/L Reports folder, choose the G/L Recurring Entry icon.

2. In the From Recurring Entry Code and To Recurring Entry Code fields, enter the range of codes you wish to list in the report.

3. Select the Show Schedules option to include the schedules for the recurring entry codes that you are listing.

4. Select Trans. Optional Fields to show the optional fields that are used with the recurring entries.

5. Click Print.

Optional Fields You print the Optional Fields report whenever you need a listing of all the optional fields set up for your General Ledger.

Features

The report lists separately the optional fields set up for accounts and transaction details.



Transaction Details Optional Fields


For each optional field code, the report shows the description, default value, and whether the optional field is set for automatic insertion in new accounts.

Procedures

To print the report:

1. Choose the Optional Fields icon from the G/L Reports folder.

2. Click Print.

Transaction Details Optional Fields Similar to the G/L transaction listing, this report lets you select and print transactions that use specified optional transaction fields and optional field values.

Features

The report lists posted transactions that include the specified optional transaction fields whose values fall within the specified range of values for the selected accounts. It shows:

• The range of optional fields and values, account numbers, segment codes, or account groups you specified for the report.

• The order in which accounts are listed, by account number, segment, or account group.


• If you want to print a set of common account groups but not other account groups, you can give the same sort code to all account groups in the set, specify printing by sort code order, and then choose the sort code of that set.

Reports • The posting sequence, batch number, year and period for the

transaction, as well as the optional field codes and values, the currency, debit or credit amount of the source or functional currency (or both), and quantity.

User Guide 6–27


Transaction Details Optional Fields


• The total of the details posted to each account.

• In multicurrency ledgers, amounts in both source and functional currency, in functional currency only, or in reporting currency.

Procedures

Before using • Post batches.

• Decide which accounts and optional fields you want to include on the report, and the range of fiscal periods that you want reported.

• Select printing destinations and, if necessary, turn on and connect the printer.

To print the report:

1. Choose the Transaction Details Optional Fields icon from the G/L Reports folder.

2. Select the order in which you want the report listed.

You can print the report in order by account number, by a particular segment (such as department or region), or by account groups.

If printing one particular department or region, you should order the report by the department or region segment.

3. Select the range of accounts you want printed, whether you print by account number, account segment, account group, or account optional fields.

Multicurrency 4. If you have a multicurrency ledger, specify the report currency. You can print amounts in both source and functional currency, in functional currency only, or in the reporting currency that you chose when you chose EUR as your functional currency. (Note that Reporting will only appear as an option if the functional currency chosen in the Company Profile was the euro.)

5. Select the year and range of fiscal periods for the report.



Financial Reports


If you are printing period‐12 details, indicate whether to include adjustment and closing entries (if you have created the next year).

6. If the report is ordered by account number or segment, you can select a range of account groups.

7. Restrict the report further, if you wish, by selecting ranges of segment codes.

8. Specify the optional fields and the range of optional field codes for which you wish to print the report.

Financial Reports Financial reports (balance sheets, income statements, forecasts, and financial analysis) that are printed from the G/L Print Financial Statements form use transaction data stored by General Ledger. You can produce financial reports based on predefined specifications or you can design your own financial reports from scratch.

Use the Statement Designer in the Financial Reporter folder to modify existing reports and create new ones. Designing financial reports is not covered in this guide. For more information, including samples of financial reports, see the Financial Reporter User Guide.

Reports

User Guide 6–29


Financial Reports


To print reports:

1. Choose Print Financial Statements from the Financial Reporter folder.

The Print Financial Statements form appears:

2. Select the statement and choose other criteria required to generate the report you need.

Sage Accpac ERP installs standard financial statements in the General Ledger program folder. For example, (if you are using General Ledger, version 5.5 and running in English):

Sage Accpac ERP\GL55A\ENG

3. Click the Print button.

The Print Financial Statements form uses the page setup (paper size, orientation, and other formatting options) specified for the worksheet in the Statement Designer.

If you chose Preview as your print destination on the Sage Accpac ERP desktop, Financial Reporter displays the statement in Preview mode in Excel. You can change the setup while previewing the report, then click the Print button on the toolbar



Financial Reports


to send the report to your printer using the page setup you prefer.

The Financial Reporter User Guide discusses in detail and provides examples of the sample income statements and balance sheets that come with your General Ledger.

The Financial Reporter User Guide also explains how to modify the sample statements and how to create your own financial reports using the Statement Designer.

Saving Report Values by Printing to a File

Sage Accpac ERP allows you to change print destinations to send reports to files instead of to printers. When you choose File as the print destination, the Financial Reporter saves all the values in the Print range in text format.

Filenames When you print to a file, Financial Reporter assigns new filenames that combine the original Financial Report worksheet name with the date and time, followed by a sequence number. For example, if the original file was named BALANCE.XLS, the print file would be named BALANCE_11‐27‐2010‐51726 PM.001.

If statement printing generates a series of reports (a departmentalized report, for example), the separate reports will be numbered in sequence as follows:

BALANCE_11‐27‐2010‐51726 PM.001 BALANCE_11‐27‐2010‐51726 PM.002 BALANCE_11‐27‐2010‐51726 PM.003

Reports

and so on.

The statements you print to file through Sage Accpac ERP are saved in the Sage Accpac ERP\USER folder, in Excel format. To use them, rename the file, changing the file extension to .XLS. You can then open the files as you would any other Excel file. You can also save them in a folder of your own choosing.

User Guide 6–31


User Guide A–1

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Error M

essages

Appendix A Error Messages

Error messages are one of the types of messages that appear in Sage Accpac ERP. The other types are Warnings and Confirmations.

Error messages identify conditions that prevent the program from proceeding. In most cases, error messages start with a phrase (a category) such as “System error” or “Incorrect procedure,” followed by a sentence that describes the problem more specifically. In some cases, the message includes suggestions for action.

For information about the steps to follow to correct an error, you should look up the error category, either in Appendix A in the System Manager User Guide, or in the list of categories that appears when you choose the Help button in the error message window.

Using Online Message Help The most efficient way to look up details of an error, warning, or

confirmation message is to use online help.

To look up an error message online:

1. If you receive a message while working, click the Help button.

Using Online Message Help

A–2 Sage Accpac General Ledger

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2. Look for a topic with the same words as the message:

3. Click the link to view detailed information:

4. If you don’t see any listings that match your message, choose the Confirmations, Warnings, and Miscellaneous Errors link and look for the message in the list that appears next.

Administrator Guide B–i

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ACCPAC INTERNATIONAL Confidential

Importing and Exporting

Appendix B Importing and Exporting

Import and Export Functions ................................................... B–1 Importing and Exporting G/L Data — Tips and Reminders ........................ B–2

Exporting from Records with Multiple Tables ................................ B–3 Import Options............................................................ B–3 Selecting Records for Export ................................................ B–4 Errors During Importing ................................................... B–4

Using the Sample Chart of Accounts ............................................ B–5 Using the Sample Chart of Accounts without Changes ........................ B–5 Steps for Creating a General Ledger with the Sample Chart of Accounts ........ B–6

Step 1: Install General Ledger and the Sample Data ....................... B–7 Step 2: Design Your Chart of Accounts on Paper .......................... B–7 Step 3: Export the Sample Data Chart of Accounts ........................ B–7 Step 4: Create Your Database............................................ B–8 Step 5: Activate Your Own General Ledger ............................... B–8 Step 6: Define General Ledger Setup Options ............................. B–9 Step 7: Define Segment Codes........................................... B–9 Step 8: Define Account Structures ....................................... B–9 Step 9: Define Source Codes ........................................... B–10 Step 10: Define Source Journal Profiles In the Source Journal Profiles ...... B–10 Step 11: Set Up Revaluation Codes ..................................... B–10 Step 12: Import the Sample Data Chart of Accounts ...................... B–11 Step 13: Add Account Period Data...................................... B–11

Chart of Accounts for General Ledger Sample Data .......................... B–11


ACCPAC INTERNATIONAL Confidential

User Guide B–1


ACCPAC International, Inc. Confidential


Appendix B Importing and Exporting

This appendix explains how to transfer General Ledger account and budget figures to and from non-Sage Accpac ERP programs.

Use sample data Experiment with the General Ledger sample data or a copy of your ledger before importing data to a “live” database. To see exactly how to format records for importing, we suggest that you first export records from the sample data that comes with General Ledger, specifying the format in which you plan to import.

For information about file formats, using scripts and criteria, and the steps you follow to import and export data, see the chapter, “Importing and Exporting Data,” in the System Manager User Guide.

Back up data Back up your accounting data before attempting to import. See the chapter, “Checking Data Integrity and Making Backups,” in the System Manager User Guide.

Importing account data can damage your ledger

Do not import the accounting data without appropriate manual accounting control and verification procedures. If you import incorrect figures, you can irreparably damage your general ledger data.

Import and Export Functions Using the General Ledger’s Import and Export functions, you can perform the following tasks:

• Import a chart of accounts and other setup information from a non-Sage Accpac ERP accounting application or spreadsheet.

• Import transaction batches from non-Sage Accpac ERP applications and remote Sage Accpac ERP subledgers.

Importing and Exporting G/L Data — Tips and Reminders

B–2 Sage Accpac General Ledger



• Export account data for previous years and year-to-date data for the current year.

• Export account balances, net period changes, or budget figures to a spreadsheet for analysis.

When exporting budgets to a spreadsheet or other program, General Ledger exports all five budget sets at the same time. If you want to export a specific budget, such as Budget 1, use the Set Criteria option on the Export Account Fiscal Sets form (reached by choosing Export from the File menu in Budget Maintenance) to restrict export to only the Budget 1 fiscal sets.

• Export account data to a spreadsheet, manipulate it, then import it as budget data.

• Export batches of recurring transactions for later import.

• Export the sample chart of accounts data and import it into your company as the basis for your chart of accounts.

Press F1 for Help when using the Import or Export command.

Importing and Exporting G/L Data — Tips and Reminders File import/export selection

The Import and Export commands allows you to select portions of some records for import or export. For example, when you export account records, the Export selection form appears, allowing you to choose from different portions of the data — Basic Account Profile, Allocation Instructions, Valid Currency Codes, Control Account Subledgers, and Optional Fields.

The Export selection form, with the list of account export types displayed


User Guide B–3




Each portion of the record listed in the Export selection form must be imported or exported separately.

Exporting from Records with Multiple Tables

You select fields to export from the list that appears in the Export form after you enter the path and the name of the file to which you want to export the data.

The Export form for recurring entries, after entering a file to which to export

The list shown in the picture, above, contains fields from three data tables. You must include the key fields from each of the tables listed to be able to complete the export. (A star in the field checkbox identifies key fields.)

Key fields Sage Accpac ERP uses key fields to look up records. Most types of records have a single key, but some have more than one key field. For example, Unformatted Account is the key field for accounts, while Account Number, Fiscal Set Year, Fiscal Set Designator, Currency Code, and Currency Type are all key fields for budget maintenance records. In Sage Accpac ERP, the Finder is active for every key field.

Import Options

General Ledger lets you import records in three ways — Insert And Update, Insert Only, and Update Only. Update Only updates





existing records without adding new ones. Insert Only adds new records without changing existing records. Insert And Update adds new records and updates those currently in the database.

Most General Ledger records allow all three options, but the following types of records are limited to Insert Only:

• G/L Account Permissions • Recurring Entries • Journal Entries

Selecting Records for Export

You can use the Set Criteria option to specify a range of records to export. For information on how to use this powerful selection tool, see the section, “Setting Up Criteria for Selecting Records,” in Chapter 4 of the System Manager User Guide.

You cannot select records to import

The Set Criteria option cannot be used to select records to import from an import file. All records contained in an import file must be imported at the same time.

Errors During Importing

If importing stops due to errors, General Ledger creates a restart record, which identifies the error condition by task, date, time, and user, and describes any action you must take.

Restart records For information on restarting an import operation and on working with restart records, see Chapter 8, “Working with Restart Records,” in the System Manager Administrator Guide.

Using the Sample Chart of Accounts

User Guide B–5




If importing fails Note: If importing failed, the system creates a restart record. The restart record must be removed before another import can be completed successfully. You can remove the record either by correcting the error that caused the restart record in the first place (for example, an error in the file you are trying to import), or by deleting the record in Restart Maintenance.

Using the Sample Chart of Accounts General Ledger sample data includes a chart of accounts, which provides a good starting point for designing your own chart of accounts.

This section describes the steps for exporting the chart of accounts from the General Ledger sample data to an intermediate file, modifying it there (as desired), then importing it to your own ledger.

Typical changes to a chart of accounts include:

• Removing accounts you will not use.

• Changing names of accounts to make them appropriate for your business.

Even if you don’t plan to use the sample chart of accounts, you should review the sample data to see how it uses reallocation accounts, segments, and account structures, and other General Ledger features.

The more you know about General Ledger before you start to use it, the more you can take advantage of its many features.

Using the Sample Chart of Accounts without Changes

The easiest way to use the sample chart of accounts is to create your own empty ledger, choose the General Ledger options you want,





enter your fiscal period dates, and then import the chart of accounts from the sample data.

The rest of this appendix explains how to import the sample chart of accounts and duplicate the functionality of the sample data.

Steps for Creating a General Ledger with the Sample Chart of Accounts

Advance reading Before you create your own ledger, you should read the following sections of the General Ledger manuals:

• Read Chapter 2, “What You Need to Know Before Setting Up General Ledger,” in the Getting Started guide for an overview of the General Ledger options.

• Do the tutorial in the General Ledger chapter of the Sage Accpac Workbook and experiment with the sample data. Become familiar with the system before trying to set it up.

• Skim through Chapter 3, “Setting Up General Ledger,” in the Getting Started guide. Know what choices you have to make during system setup before you attempt to do it.

Overview of steps The following steps appear in the order they are to be performed:

• Step 1: Install General Ledger and the sample data.

• Step 2: Design your chart of accounts on paper.

• Step 3: Export the sample data chart of accounts.

• Step 4: Create your database.

• Step 5: Activate your own General Ledger.

• Step 6: Define General Ledger setup options.

• Step 7: Define segment codes.

• Step 8: Define account structures.


User Guide B–7




• Step 9: Define source codes.

• Step 10: Define source journal profiles.

• Step 11: Set up revaluation codes.

• Step 12: Import the sample data chart of accounts.

• Step 13: Add account period data.

For more details, refer to the chapters above, and to the indexes and tables of contents in the General Ledger manuals.

Step 1: Install General Ledger and the Sample Data

The System Manager Administrator Guide provides detailed instructions for installing the System Manager, installing other applications, and defining the Administrative Services and Common Services for your company.

As part of the System Manager, Administrative Services and Common Services maintain information used by more than one application and, if you wish, more than one company.

Step 2: Design Your Chart of Accounts on Paper

Take the time to design your own chart of accounts on paper before working with the sample data provided.

By taking the time to carefully plan your chart of accounts in advance, you will be better prepared to create and set up your General Ledger.

Step 3: Export the Sample Data Chart of Accounts

Before exporting the sample chart of accounts, you need to decide the data format in which to export it, as well as what account data you want to export. Information designed to help you with these decisions is provided in detail in the System Manager User Guide.





After you export the sample chart of accounts, you can modify it to suit your needs.

Step 4: Create Your Database

Follow the instructions in the System Manager Administrator Guide and System Manager User Guide manuals to create your General Ledger database.

1. Create a system database using Database Setup.

2. Create a company database using Database Setup.

Step 5: Activate Your Own General Ledger

The following steps are necessary to prepare your system for transferring your data to General Ledger and Financial Reporter:

1. Start up the system with Sage Accpac ERP and, in the Sign-on dialog box, select the company you created.

2. Click Proceed on the Administrative Services Activation form to activate Administrative Services.

3. Enter the Fiscal Year Starting Date and click Proceed on the Common Services Activation form to activate Common Services.

4. Enter the company profile information on the Address and Options tabs on the Common Services Company Profile form.

5. Activate General Ledger with Data Activation on the Administrative Services form.

6. Enter the oldest year for which you want historical data and the current fiscal year and click Proceed.

7. Complete the Administrative Services and Common Services information as required by your company, following the instructions in the System Manager User Guide.

Follow the instructions in the System Manager Administrator Guide and System Manager User Guide manuals to activate your General


User Guide B–9




Ledger data, to create the company profile, and to configure the fiscal calendar.

Step 6: Define General Ledger Setup Options

The G/L Options form allows you to display and define settings for basic company information, account processing, batch posting, and account segments.

Note: Be sure that the information you enter on the Accounts, Posting, and Segments tabs matches the sample data.

For information on defining your General Ledger Setup Options, refer to the section, “Set Up General Ledger Options,” in Chapter 3, “Setting Up General Ledger,” in the General Ledger Getting Started guide.

Step 7: Define Segment Codes

Using the Segment codes form, you assign values to the segments you defined on the Segments tab of the Options form. You can enter a description for each code and you can assign a closing account to any of the segments you indicated as available for closing on the Segments tab of the Options form.

Note: Be sure that the information you enter matches the sample data.

For information on defining your segment codes, refer to the section “Set Up Segment Codes,” in Chapter 3, “Setting Up General Ledger,” in the General Ledger Getting Started guide.

Step 8: Define Account Structures

Using the Account Structures form, you define multiple account structures for your company.





An account structure specifies the segments an account number contains and tells the system the order in which to store, sort, display, and print the segments. You must define at least one account structure.

Note: Be sure that the information you enter matches the sample data.

For information on defining your account structures, refer to the section “Set Up Account Structures” in Chapter 3, “Setting Up General Ledger,” in the General Ledger Getting Started guide.

Step 9: Define Source Codes

Using the Source Codes form, you define source codes for General Ledger batches.

Source codes allow you to group posted transactions for viewing and reporting. A source code is a two-part code of four characters that General Ledger uses to show where a transaction originated.

For information on defining your source codes, refer to the section “Set Up Source Codes” in Chapter 3, “Setting Up General Ledger,” in the General Ledger Getting Started guide.

Step 10: Define Source Journal Profiles In the Source Journal Profiles

Using the Source Journals Profiles form, you define the contents of source journals. You define each journal as a set of source codes for the system to use to select the transactions you want to include on the printed journal.

For information on defining your source journal profiles, refer to the section “Set Up Journal Profiles” in Chapter 3, “Setting Up General Ledger,” in the General Ledger Getting Started guide.

Step 11: Set Up Revaluation Codes

Using the Revaluation Codes form in multicurrency ledgers, you define revaluation information for General Ledger to use when you


User Guide B–11




revalue accounts. You set up revaluation codes only if you have a multicurrency system.

The revaluation code tells the system which currency table (set up using the Currency forms in Common Services) to use in revaluation. The revaluation code also identifies the source codes and accounts to which to tie the revaluation transactions.

For information on defining your revaluation codes, refer to the section “Set Up Revaluation Codes,” in Chapter 3, “Setting Up General Ledger,” in the General Ledger Getting Started guide.

Step 12: Import the Sample Data Chart of Accounts

With your General Ledger set up, you are now ready to import the sample chart of accounts.

For information on importing data from General Ledger, see the System Manager User Guide.

Step 13: Add Account Period Data

For information on adding account data, refer to “Entering Historical Data,” “Entering Current-Year Opening Balances,” and “Entering Current Year-to-Date Transactions,” in Chapter 3, “Setting Up General Ledger,” in the General Ledger Getting Started guide.

Chart of Accounts for General Ledger Sample Data

The chart of accounts on the next few pages is installed with the sample data. The chart is used with a single-currency General Ledger.

Using multicurrency sample data

If you have a multicurrency ledger, you can install multicurrency sample data and use the sample multicurrency chart of accounts, instead of the chart of accounts on the next few pages.


User Guide B–13





User Guide B–15




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Appendix C

G/L Security

General Ledger Security

This appendix describes the General Ledger tasks and functions for which you can define security in Administrative Services.

This appendix does not discuss the G/L Security option, which controls access to G/L accounts. (For information about this option, see Chapter 2 of the Getting Started guide.)

Use Database Setup to turn on security

Note that to restrict access to Sage Accpac data, you must first turn on security for the system database in Database Setup. With security enabled, users without security assignments have no access to General Ledger.

For information on activating security and setting up security groups, see the System Manager Administrator Guide.

Group Security Sage Accpac ERP uses security groups to restrict user access to General Ledger data and functions (for example, journal posting).

In Administrative Services, you define security first on a user group basis, then on an individual basis. At the group level, determine which General Ledger function each group has access to; then, at the individual level, assign each user to a group. For information on setting up security groups, see the System Manager Administrator Guide.

There are three levels of access:

• No access.

• Common Inquiry access only.

• Access to Common Inquiry plus other General Ledger functions.

User Guide C–1


Group Security


No access If a group has no access to General Ledger, users who belong to that group will not be able to see any General Ledger icons on their desktop.

Common Inquiry access

If a group has access only to Common Inquiry, users who belong to that group will not be able to update G/L accounts, Setup forms, Setup reports, or the Account Mapping form.

Access to G/L functions and Common Inquiry

If a group has access to any General Ledger function, users who belong to that group will automatically have access to Common Inquiry, too.

Access-restricted functions

Access to the following General Ledger functions can be restricted:

• Account Maintenance — allows you to update General Ledger account information entered in the Accounts form and gives access to the Account Mapping function. You can view and print from the Setup functions.

• Setup Maintenance — allows you to update G/L Options, Segment Codes, Source Codes, Source Journal Profiles, Revaluation Codes, Account Structures, and Optional Fields. If you do not have access to the Setup tasks, you can view and print the information, but cannot edit it.

• Transaction Maintenance — gives you access to the Consolidate Posted Transactions function. You can view and print Accounts and Transaction History and print the G/L Transactions Listing and the Posting Journal. You can view and print from the Setup functions, and clear printed posting journals in Clear History.

• Transaction Inquiry — allows you to view Transaction History and print G/L Transactions Listings and Posting Journals. You can view and print from the Setup functions.

• History/Budget Maintenance — gives you complete access to Account History Inquiry, Budget Maintenance, Source Currency Inquiry, Fiscal Set Comparison, and Trial Balance. You can view and print the Chart of Accounts and the Setup functions.

C–2 Sage Accpac General Ledger


Group Security


• History/Budget Inquiry — allows you to view the Chart of Accounts, Account History Inquiry, and Budget Maintenance; it gives access to Source Currency Inquiry and Fiscal Set Comparison; it allows you to print the Chart of Accounts and Trial Balance. You can view and print from the Setup functions.

G/L Security • Journal Posting — gives you access to Post Batches and inquiries

associated with posted transactions. Journal Entry rights are not automatically given when Journal Posting is assigned.

Note: You must set the batch status to Ready to Post before posting a batch. A separate right, Set Batch Ready to Post, is required.

• Journal Entry — gives complete access to Journal Entry, Recurring Entries (setup), Create Allocation Batch, Create Revaluation Batch, Create Recurring Entries Batch, Retrieve G/L Batch, Batch List (New and Delete), Batch Listing, and Batch Status. You can view and print from the Setup functions.

• Journal Entry Inquiry — allows viewing of the Batch List, of entries in the Journal Entry function, and in Recurring Entries and allows printing of Batch Status and Batch Listings. You can view and print from the Setup functions.

• Transaction Optional Fields — lets you add or delete optional fields for Journal Entry, Recurring Entries, Create Allocation Batch, Create Revaluation Batch, and Create Recurring Entries Batch.

• Period End Maintenance — gives access to the Period End Maintenance function. You can view and print from the Setup functions.

• Create New Year — gives access to the Create New Year function. You can view and print from the Setup functions.

• Import General Ledger data — gives access to the Import command on the File menu on General Ledger forms.

User Guide C–3


Group Security

C–4 Sage Accpac General Ledger

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• Export General Ledger data — gives access to the Export command on the File menu on General Ledger forms.

• Financial Reporter — gives access to the Financial Reporter for customizing and printing Sage Accpac ERP financial reports.

• G/L Security Maintenance — allows user to assign accounts to other users.

• Set Batch Ready to Post — allows user to set batches ready to post.

• Dashboard — allows customization of the dashboard Website and for future versions of dashboards. If you have access to G/L Dashboard, you will be able to access dashboard pages (if any) based on data stored in General Ledger.

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Appendix D Technical Information

Multiuser Considerations ...................................................... D–1 Global Locks .............................................................. D–2

Technical Inform

ation

Single‐User Processes ...................................................... D–2 Multiuser Data Protection .................................................. D–3 Entering and Posting Batches ............................................... D–4

Creating Macros .............................................................. D–4 Example of a Report Macro................................................. D–5 Visual Basic Macros........................................................ D–6

Sample Visual Basic Macros .................................................... D–8 GIFI Export Macro......................................................... D–9 Australian Business Activity Statement Macro............................... D–11

Submitting the Business Activity Statement Electronically ................ D–11 Printing the Business Activity Statement ................................ D–13 Adding an Icon for the BAS macro to Your Desktop...................... D–14

User Guide D–i



Appendix D Technical Information

This section provides information for macro developers.

Note: You do not need to read ʺCreating Macrosʺ to use General Ledger and Financial Reporter. Technical

Information Multiuser Considerations

Because Sage Accpac ERP has the capacity to run on local area networks, there may be times when more than one user needs to use the same General Ledger database.

Sage Accpac ERP uses the following record access types to protect data in a multiuser environment:

Global Locks. While you run a global lock process, no other process can be run on the system.

Single-User Processes. While you run any one of the processes in this group, no other process in the group can be run. However, users may work in other General Ledger forms not included in the group.

Multiuser Data Protection (Passive Concurrency). You can run any of these processes while others are using them, but General Ledger protects the data by preventing more than one user from making changes to the same record at the same time.

Batch and Post Locking. More than one user can enter new batches and update different entries on the same batch at the same time.

User Guide D–1


Multiuser Considerations


Global Locks

The Options process locks out all other users from General Ledger until processing is finished:

The following processes lock out all other users from the company until processing is finished:

• Create New Year • Period End Maintenance

If other users are working in General Ledger while you attempt to run any of these processes, you will see a message similar to the following:

The one exception is the Options form, which allows you to save changes to the following fields while other users are working in General Ledger:

• Contact Name (Company tab) • Telephone (Company tab) • Fax Number (Company tab)

You will not be able to save changes to any of the other options in the Options form until all other users have left General Ledger and all other General Ledger forms are closed.

Single-User Processes

If you run any one of the following processes, you will lock all other users out of the group:

• Consolidate Posted Transactions. • Create Allocation Batch.

D–2 Sage Accpac General Ledger


Multiuser Considerations


• Post Batches. (Note that running actual posting for different batches are allowed at the same time slot.)

• Revaluation. • Retrieve ACCPAC Plus G/L Batch.

For example, while you are creating a revaluation batch, a second user, who wishes to use Post Batches, will have to wait until the revaluation is complete.

Technical Inform

ation

When you run a single‐user process, other users can work in forms not included in the group, but if they are updating records in batches referenced by the process you are running, they may be unable to save their work. Once again, make sure no one is working in the batches you are trying to post or print.

Multiuser Data Protection

Apart from the restrictions listed in the previous two categories (global locks and single‐user processes), all other processes and functions in General Ledger use passive concurrency.

Passive concurrency protects data integrity in a multiuser environment by letting you save changes to a record only if the record has not changed since you selected it.

To allow efficient data entry, General Ledger does not lock records in advance. Rather, it prevents two workstations from saving changes to the same record at the same time. If two users are editing the same entry, for example, the first one to click the Save button succeeds in updating the file. The second user receives an error message when attempting to save, and will have to re‐do their work in that entry.

For a more detailed example of how passive concurrency works, see “Multiuser Data Protection” in Chapter 3 of the System Manager Administrator Guide.

User Guide D–3


Creating Macros


Entering and Posting Batches

More than one user can enter new batches and update different entries on an existing batch at the same time except when one of the users is:

• Posting the batch. When an existing batch is being posted, other users cannot maintain it, import into it, add a recurring entry to it, nor post that same batch.

• Maintaining the batch. When an existing batch is being maintained, other users cannot post to it, import into it, nor add a recurring entry to that same batch.

• Importing entries to the batch. When a user is importing into a batch, other users cannot post to it, maintain it, add a recurring entry to it, nor import into that same batch.

• Adding recurring entries to the batch. When a user is adding a recurring entry to a batch, other users cannot post to that batch, maintain it, nor import an entry to that same batch.

Creating Macros As with other macros, the best way to begin writing a report macro is to record one.

When you record the macro, set the Record Mode to Record All Fields. By doing this, you can see the format for each field or report parameter.

For information about fields used in Sage Accpac ERP views, choose U.I. Info from the Sage Accpac ERP Tools menu, on the Windows Start menu, or choose ACCPACInfo.exe from the Runtime folder. Sage Accpac ERP must be running to use U.I. Info.

Structure of Sage Accpac ERP programs

For more information on the structure of Sage Accpac ERP accounting programs, see the chapters, “Using Macros” and “Writing Macros,” in the System Manager User Guide.



Creating Macros


Example of a Report Macro

The easiest way to write a macro is to record one first, performing the tasks that you’ll want the macro to perform, then edit the macro, adding the special features you need.

For example, to print a report, you select it, set up the printer, assign values to each of the report parameters, and then print the report.

Technical Inform

ation

The following macro was recorded when running the Financial Reporter:

Sub MainSub() ' ' Sage Accpac ERP Macro file: D:\Program Files\Sage Accpac ERP\MACROS\PrintFRRPT.AVB ' Recorded at: Fri Dec 14 17:02:59 2010 ' On Error GoTo ACCPACErrorHandler Dim mDBLinkCmpRW As AccpacCOMAPI.AccpacDBLink Set mDBLinkCmpRW = OpenDBLink(DBLINK_COMPANY, DBLINK_FLG_READWRITE) Dim mDBLinkSysRW As AccpacCOMAPI.AccpacDBLink Set mDBLinkSysRW = OpenDBLink(DBLINK_SYSTEM, DBLINK_FLG_READWRITE) Dim GLFRRPT1 As Object Set GLFRRPT1 = CreateObject("AccpacGL9100.AccpacMacro") ' ngStatus = CmdFRSelect( sgReportName ) GLFRRPT1.CmdFRSelect "D:\Program Files\Sage Accpac ERP\GL55A\ENG\quikbal1.xls" ' ngStatus = CmdFRPrinterSetup( sdDeviveName, sgOutputName. sgOrientation, sgPageSize ) GLFRRPT1.CmdFRPrinterSetup "\\PRINTSVR\PRINTER", "Ne02:", "10", "300" GLFRRPT1.ReportType "1" ' 1=Actual, 2=Provisional GLFRRPT1.Year "2010" ' Year is YYYY GLFRRPT1.Period "6" ' Period is 1 - 13 GLFRRPT1.InclOptions "0" ' 0=Do not include options, 1=Include options GLFRRPT1.SortBy "2" ' 1=AcctNo Order, 2=Segment GLFRRPT1.SortBySegId "1" GLFRRPT1.FromAcctGroup "1" GLFRRPT1.ToAcctGroup "16" GLFRRPT1.FromAcSeg0 "" GLFRRPT1.ToAcSeg0 "ZZZZ"

User Guide D–5


Creating Macros


GLFRRPT1.AcSegReportAs0 "1" ' 1=Consolidated, 2=Separate GLFRRPT1.FromAcSeg1 "" GLFRRPT1.ToAcSeg1 "ZZZ" GLFRRPT1.AcSegReportAs1 "1" ' 1=Consolidated, 2=Separate GLFRRPT1.FromAcSeg2 "" GLFRRPT1.ToAcSeg2 "ZZ" GLFRRPT1.AcSegReportAs2 "1" ' 1=Consolidated, 2=Separate ' ngStatus = CmdFRPrint( AccpacDBLink, sgPrintType, ngNumCopies, sgPrintDirectory ) GLFRRPT1.CmdFRPrint mDBLinkCmpRW, "preview", 1, "", 0 Set GLFRRPT1 = Nothing Exit Sub ACCPACErrorHandler: Dim lCount As Long Dim lIndex As Long If Errors Is Nothing Then MsgBox Err.Description MsgBox "VBA Macros cannot run where Sage Accpac is deployed as a Web Server" Else lCount = Errors.Count If lCount = 0 Then MsgBox Err.Description Else For lIndex = 0 To lCount - 1 MsgBox Errors.Item(lIndex) Next Errors.Clear End If Resume Next End If End Sub

Visual Basic Macros

The Sage Accpac ERP System Manager provides full support for Microsoft Visual Basic for Applications, allowing General Ledger to integrate smoothly with Microsoft’s entire Office suite.

You can record, edit, and run VBA macros from within Sage Accpac ERP. You can also run VBA macros for another application that includes VBA (such as Microsoft Excel).



Creating Macros


The following is an example of a Visual Basic macro that you can record and modify in Sage Accpac ERP .

Macro functions The macro posts General Ledger batches, performing the following functions:

• Opens the posting object and assigns it the name GLPOST4.

• Assigns values to each of the fields in the object.

Technical Inform

ation

• Proceeds with posting using the parameters.

• If posting was not successful, lists the error messages in the window.

' Sage Accpac ERP Macro file: D:\Program Files\Sage Accpac\MACROS\PostGLBtch.AVB ' Recorded at: Fri Dec 14 17:34:37 2010 On Error GoTo ACCPACErrorHandler Dim mDBLinkCmpRW As AccpacCOMAPI.AccpacDBLink Set mDBLinkCmpRW = OpenDBLink(DBLINK_COMPANY, DBLINK_FLG_READWRITE) Dim mDBLinkSysRW As AccpacCOMAPI.AccpacDBLink Set mDBLinkSysRW = OpenDBLink(DBLINK_SYSTEM, DBLINK_FLG_READWRITE) Dim GLPOST4 As AccpacCOMAPI.AccpacView Dim GLPOST4Fields As AccpacCOMAPI.AccpacViewFields mDBLinkCmpRW.OpenView "GL0030", GLPOST4 Set GLPOST4Fields = GLPOST4.Fields GLPOST4.Process Exit Sub ACCPACErrorHandler: Dim lCount As Long Dim lIndex As Long If Errors Is Nothing Then MsgBox Err.Description MsgBox "VBA Macros cannot run where Accpac is deployed as a Web Server" Else lCount = Errors.Count If lCount = 0 Then

User Guide D–7


Sample Visual Basic Macros


MsgBox Err.Description Else For lIndex = 0 To lCount - 1 MsgBox Errors.Item(lIndex) Next Errors.Clear End If Resume Next End If End Sub

Sample Visual Basic Macros General Ledger ships with the following Visual Basic macros, which are installed into the MACROS directory:

• BUDGET.XLS, an Excel spreadsheet containing a macro that lets you manipulate and update General Ledger budget data.

• SALES.PPT, a PowerPoint presentation containing a macro that updates sales figures from the General Ledger.

• GIFI.XLS, an Excel file containing a macro that creates the following files:

− A separate Excel worksheet in which accounts are associated with GIFI codes.

− A GIFI export file that contains the information required by T2 corporation income tax software.

• BAS.AVB, a macro that lets you complete and submit electronically a Business Activity Statement for the Australian Tax Office (ATO).

What you need to use this feature

To use the GIFI macro, Internet Explorer 5.0 or later and Microsoft Excel must be installed on the computer running this macro.

Before running Sales.ppt

Before you can run the SALES.PPT macro, you need to edit the macro to change the database, user ID, and password.





Unlike the GIFI and BAS macros, which do not require further editing, you may wish to edit the SALES and BUDGET macros. The BUDGET macro uses Budget Set 1 data, and the SALES macro is set for a particular general ledger account segment, year, and period. While these macros demonstrate the capabilities of the Sage Accpac ERP macro facility, you will need to edit them if you wish to use a different budget set or account segment, year, and period. For information on editing VBA macros, see the System Manager User Guide.

Technical Inform

ation

The next section discusses the GIFI Export macro in more detail.

GIFI Export Macro

Filing a T2 Corporate Income Tax Return?

If you will file a Canadian T2 Corporate Income Tax return electronically, you can create a General Index of Financial Information (GIFI) file by associating GIFI codes with each account in your chart of accounts.

General Ledger ships with a Visual Basic macro that maps GIFI codes to your accounts and creates a GIFI Export file.

To create a GIFI export file:

1. Start Microsoft Excel and open the file GIFI.XLS, located in the Macros folder where your Sage Accpac ERP programs are located.

A message prompt appears if you have selected the medium security level so that you can choose whether or not to run potentially unsafe macros.

2. Click Enable Macros in the message.

3. In the worksheet that opens, click the Retrieve Accounts button.

A sign‐on window appears.

4. Enter a valid user ID, password and company ID for the Sage Accpac ERP database you want to use. This clears your

User Guide D–9




worksheet, opens the database you have selected, reads your company’s chart of accounts, and retrieves the accounts.

5. For each account in your chart of accounts, assign a GIFI code as follows:

a. Place your cursor in the first row of column C, and double‐click.

A drop‐down list of GIFI codes appears:

b. Select a GIFI code by clicking on it.

6. After assigning codes to all your accounts, click the Export button.

A GIFI Export form appears.

7. In the Fiscal Year field, enter the fiscal year you are filing income tax for, and click OK.

The GIFI Export form closes, and a Save As form appears.

8. In the Save As form, select the location for the saved file, enter a name for your GIFI file in the File Name field, make sure that the type is GIFI file, and then click the Save button.





If your file is balanced

If your GIFI export file is balanced (that is, total assets equal total liabilities), a Ready status appears in the Excel status bar to show that the export function was successful. You can close the GIFI file, and exit from Excel.

If your file does not balance

If your GIFI export file is not balanced (for example, due to accounts you misclassified or omitted), a warning message appears telling you that the information is not balanced. Click OK in the message and repeat the steps to balance the file.

Technical Inform

ation

Check that your chart of accounts is complete, and that you have correctly mapped the GIFI codes to your chart of accounts, then repeat steps 6 through 8, making sure that you include all accounts from the chart of accounts.

9. After you have successfully created the GIFI export file, close the GIFI file, and quit Excel.

What’s next? To include this file with your electronic tax return, open the T2 program and retrieve the GIFI file.

Australian Business Activity Statement Macro

If you are required to complete a Business Activity Statement to report your tax obligations to the Australian Tax Office (ATO) periodically, you can use the enhanced Australian Business Activity Statement macro to complete the paper form or to submit it electronically.

Submitting the Business Activity Statement Electronically

Businesses can use ATO’s Electronic Commerce Interface (ECI) to submit their monthly or quarterly Business Activity Statement (BAS) via the Internet.

User Guide D–11




To submit the statement electronically:

1. Start the ECI Client software. (Follow the instructions from the ATO for installing and using the Electronic Commerce Interface.)

2. On the Business tab, click In Tray.

3. On the In Tray window to the right, click Get New Documents.

4. When the new documents appear in the In Tray, select the one you need, and then click Export to export it to a folder.

5. From the Macro menu on your company desktop, choose Run.

The Run Macro dialog box appears.

6. Select VBA Macro from the Files Of Type list, then select BAS.AVB.

7. Click Open, and then select the file you exported from the ECI Client (for example, bas‐c.12123123140.xml).

The macro uses the export file to fill in some of the fields for you. (The fields and tabs that appear depend on the type of form you are completing.)

8. Complete the form by entering amounts manually, or by selecting General Ledger accounts, tax authorities, and tax classes.

To select General Ledger accounts, tax authorities, and tax classes for GST, use the GST Calculation Worksheet, then click Copy Values To GST Page to insert the amounts on the GST tab.

When you select accounts, the macro automatically displays the net changes for the specified fiscal periods. For selected tax authorities and tax classes, the macro displays the tax information from Tax Services. If you change a fiscal year or period, click Refresh to update amounts for the selected accounts, tax authorities, and tax classes.





You can specify amounts that need to be added to or subtracted from the net change amount in the +/‐ field.

If you wish to save your work at any time, click Save to overwrite the file you are working on, or click Save As to save the information to a new file.

9. When you have completed the form, click Submit, then provide a name for the .XML file.

Technical Inform

ation

10. In the ECI Client, import the .XML file, then (with the imported file selected) click Open. The Business Activity Statement appears.

11. Click Check to identify any errors and to change the status to Completed. (If there are any errors, correct them, then click Check again.)

12. Click Close.

13. In the In Tray, select the file, then click Move To Out Tray.

14. In the Out Tray, click Send To ATO.

Printing the Business Activity Statement

You can use the BAS.AVB macro to print a report that will help you in completing the Business Activity Statement.

To use the macro to print the Business Activity Statement:

1. Follow the instructions in Running VBA Macros above.

2. Complete the form by entering amounts or by selecting General Ledger accounts and tax authorities and tax classes. If you previously saved a copy of the Business Activity Statement, you can click the Open button and select the file to continue your work.

When you specify General Ledger accounts, the macro automatically displays the net changes for the specified fiscal periods. When you specify tax authorities and tax classes, the

User Guide D–13




macro displays the tax information from Tax Services. You can specify amounts that need to be added to or subtracted from the net change amount.

3. To save a copy of the form, click Save or Save As, then specify the folder and the file name.

4. When the form is complete, click Print. The macro will print a report that shows all the amounts you need to complete the Business Activity Statement.

Adding an Icon for the BAS macro to Your Desktop

You can run the BAS.AVB macro from the System Manager’s Macro menu, or you can add an icon to your desktop.

To add an icon for the macro to your desktop:

1. Select (highlight) the application group in which you wish to add the icon (for example, Tax Services).

2. From the Object menu on the desktop, choose New, then Macro.

3. Type a title for the macro, such as BAS.

4. Click the Next button.

5. Click Enter or Browse to select the folder and the macro (for example: C:\Program Files\Sage Accpac\Macros\Bas.avb ).

6. Click Finish.

The macro icon appears on the desktop.



User Guide Index–1

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Index

Index

A

Account Groups report, 6–25 sort code, 6–25

Account history viewing summary, 3–27 viewing transactions, 3–30

Account permission and using accounts in transactions, 2–12

Account Structure report, 6–20 Account Types

rollup accounts, 3–14 Accounts

adding, 3–2 budgets, 3–20 comparison, 3–32 correcting closing entries, 2–6 deleting, 3–4, 3–18 editing, 3–4, 3–17 entering adjusting entries, 2–5, 2–9 entering closing entries, 2–10, 2–40 maintaining, 3–2 multicurrency

revaluation, 3–12 setting up, 3–12

optional fields, 3–9 printing adjusting entries, 6–12, 6–18 printing closing entries, 2–6, 6–12, 6–18 retained earnings, 2–39, 5–4 structures, 3–5 transaction optional fields, 3–10

Accounts (continued)

unrealized exchange gain account, 2–22 Accounts form

Rollup tab, 3–14 subledger tab, 3–13

Adding accounts, 3–2 batches, 4–14

Adjustment entries, 2–5 period, 2–5

Adjustment entry, 6–12 Adjustment period, 2–9, 6–18 All Currencies option, 3–12 Allocation

creating batches, 2–18, 5–12 setting up automatic, 3–11

Allocation batch and maintaining quantities, 5–13

Allocation Method field, 5–13 Auto reversal, 2–11, 5–1

posting to last period, 2–28 Automatic allocation, 3–7

B

Batch List creating a new batch, 4–5

Batch List, 2–37

Index–2 Sage Accpac General Ledger



Batch List Show Posted And Deleted Batches

option, 4–14 Batch Listing, 4–19, 6–17 Batch Status report, 6–16 Batches

adding, 4–14 allocation, 2–18, 5–12 batch numbers, 2–7 correcting errors, 2–17, 4–21 deleting, 4–6, 4–14 editing, 4–5, 4–14 entered, 2–2 from subledgers, 2–2 importing, 2–2, 2–25 importing and exporting, 4–15 information posted with, 2–15 listing, 4–12 maximum number of, 2–7 number of entries, 2–4 other than journal entry, 2–17 permanent or provisional posting, 2–29 posting, 4–14, 4–19 posting unposted batches, 2–30 printing, 2–38, 4–14 recurring, 2–2, 2–23, 4–6 resetting batch number to zero, 5–7 retrieving, 2–2 retrieving from ACCPAC Plus for DOS,

2–25, 4–17 revaluation, 2–20, 5–14 reviewing, 4–14 sources, 2–2

Batches, entering creating a batch from the Batch List, 4–5

Budgets deleting, 3–27 maintaining, 3–20

C

Canadian Corporate Income Tax Return creating a GIFI file, D–9

Chart of accounts. See also, Accounts reviewing, 3–19 sample

using to create your chart of accounts, B–5

Chart of Accounts, 6–5 Chart of accounts, sample

list of accounts, B–11 Clear History form, 5–21

using, 5–21 Clearing history, 5–21 Closing

entries, 2–40, 5–3 income and expenses, 2–36 period, 2–6, 2–10 period unlocked, 2–37, 2–40 the books, 5–3

Closing period, 6–12, 6–18 Comment, journal entry, 2–13 Comparing fiscal sets, 3–32 Consolidating

during posting, 2–31 posted transactions, 2–41, 5–8 transaction dates, 2–8, 2–31

Control account designating for a subledger, 3–13

Converting to euro setup, 2–34

Create new year, 5–3 closing entries, 2–40

Create Recurring Entries Batch form overview, 2–26

Create Recurring Entry Batch after using, 5–21 before using, 5–19




Index

Create Recurring Entry Batch (continued) method

add to an existing batch, 5–21 create a new batch, 5–21 default, 5–21

run date, 5–20 Create Recurring Entry Batch form, 5–19 Creating a new batch

from the Batch List, 4–5 Credits, entering, 2–12

D

Data clearing, 5–21

Date consolidated transactions, 2–8 journal entry, 2–8 recurring entry last run, 2–27

Debits, entering, 2–12 Deleting

accounts, 3–4, 3–18 batches, 4–6, 4–14 budgets, 3–27 fiscal sets, 5–7 historical data, 5–7 journal entry details, 4–8, 4–9 transaction detail, 5–7

Description, journal entry, 2–11

E

Editing accounts, 3–4, 3–17 batches, 4–5, 4–14

Editing optional transaction fields, 4–9 Entering

accounts, 3–2 batches, 4–14

Error messages looking up online, A–1 overview, A–1

Errors correcting closing, 2–6, 2–10 correcting journal entry, 2–17, 4–21

Euro conversion rate for Maastricht Treaty

member currencies, 2–14 converting source transactions during

journal entry, 2–14 converting to, 2–34

Exchange revaluation

realized/unrealized gain/loss method, 5–16

recognized gain/loss method, 5–16 Export file

GIFI, creating in Excel, D–9 Exporting data

exporting from records with multiple tables, B–3

file import/export selection, B–2 sample data, B–1 specifying a range using the Set Criteria

option, B–4

F

Financial reports, 6–29 Financial statements, 6–29 Financial Statements

selecting print destination for, 6–2 Financial statements, printing

previewing from Print Financial Statements form, 6–31

printing options, 6–30 reformatting when printing, 6–31

Fiscal period. see Periods closing, 5–6




Fiscal sets comparison, 3–32 deleting, 5–7

Fiscal year create new year, 2–39, 5–3

G

G/L Account Selector, 3–14 G/L Options report, 6–24 G/L Security

and journal entry, 2–12 G/L Transactions Listing, 4–22, 6–12 General Index of Financial Information.

See: GIFI General Ledger

security, C–1 GIFI (General Index of Financial

Information) creating a GIFI file, D–9

H

Historical data deleting, 5–7 viewing summary, 3–27 viewing transactions, 3–30

History clearing, 5–21

History, clearing, 5–21

I

Importing batches, 2–2

Importing data import options, B–3

Income statement type accounts, 3–7

J

Journal entries adjusting, 2–5, 2–9 auto reversal option, 2–28, 5–1 closing, 2–6, 2–10, 2–40 comment, 2–13 description, 2–11 entering debits and credits, 2–12 entry number, 2–7 euro, 2–14 how to use Journal Entry, 4–5 multicurrency, 2–13 printing adjusting, 6–12, 6–18 printing closing, 2–6, 6–12, 6–18 reference, 2–11 transaction date, 2–8

Journal Entries Auto Reverse Option, 2–11

Journal entry source code, 2–10

Journals Posting, 2–35, 4–22 Source, 4–23

L

Last run date updating for recurring entries, 2–27

Listing batches, 4–12

M

Macro for Excel, GIFI, D–9

Macros creating, D–4 report macro, D–5




Index

Macros (continued) running Visual Basic macros in General

Ledgers, D–6 Visual Basic exsample, D–7

Maintain Quantities, 3–7 Manuals

how to use, 1–2 Messages, error

overview, A–1 Monthly transactions. See Recurring entries Multicurrency

option, 3–2 source currency inquiry, 3–34

Multicurrency accounting entering journal entries, 2–13 from subledgers, 2–33 processing, 2–33 setup, 2–34

Multicurrency accounts revaluation, 3–12 setting up, 3–12

Multicurrency option Accounts form, 3–7

Multiuser information global locks, D–1, D–2 single‐user processes, D–1, D–2

O

Online help error messages, A–1

Optional field value changing for a transaction, 2–15

Optional fields adding to account records, 3–9 adding to accounts for transactions, 3‐10 saving with transactions, 2–15

Optional Fields report, 6–26 Optional transaction fields

editing, 4–9 Options

multicurrency, 3–2 Show Posted And Deleted Batches, in

Batch List, 4–14

P

Periodic processing Clear history, 5–21

Periodic transactions. See Recurring entries Periods

adjustment, 2–5, 2–9, 6–12, 6–18 closing, 2–6, 2–10, 2–40 closing and Posting Journal, 6–18 closing and Transactions Listing, 6–12 posting, 2–5

Posted batches exporting, 2–28 printing listings for, 2–28

Posted entries drilling down from, 2–28 reversing, 2–28

Posted transactions reversing, 4–11

Posting batches, 2–29, 2–30 batches and Post Batches window, 4–19 batches with errors, 2–17, 4–21 closing entries, 2–37 consolidating during posting, 2–31 defined, 2–27 force listing of batches option, 2–30 how to post batches, 4–14 overview, 2–29 period, 2–5 Posting Journal, 2–35, 4–22, 6–18 provisional, 2–30, 2–32, 4–21 revaluation batches, 2–21 sequence number, 2–28, 4–21 to previous years, 2–36, 4–21 year, 2–9




Posting Journal, 2–35, 4–22, 6–18 clearing, 2–36

Posting sequence number, 4–21 resetting to zero, 5–7

Previous‐year data posting to, 2–36, 4–21

Print destination selecting for financial statements, 6–2

Printing batches, 4–14

Provisional posting, 2–30, 2–32, 4–21

Q

Quantities entering in journal entries, 2–13

R

Realized and Unrealized Gain/Loss revaluation method, 5–16

Recognized Gain/Loss revaluation method, 5–16

Recurring batches, 2–23, 4–6 Recurring entries

creating a recurring entry batch, 5–19 creating invoices, overview, 2–27 number of batches, 2–27 numbering recurring‐entry batches, 2‐27 overview, 2–26 preparing, 2–26

Reference, journal entry, 2–11 Reports

Account Groups, 6–25 Account Structure, 6–20 Batch Listing, 6–17 Batch Listings, 4–19 Batch Status, 6–16 Chart of Accounts, 6–5

Reports (continued) Financial statements, 6–29 G/L Options, 6–24 G/L Transactions Listing, 4–22, 6–12 Optional Fields, 6–26 Posting Journal, 2–35, 4–22, 6–18 Revaluation Code, 6–24, 6–26 Segment Code, 6–21 Source Code, 6–22 Source Journal, 6–14 Source Journal Profile, 6–23 Source Journals, 4–23 Transaction Details Optional Fields, 6‐27 Trial Balance, 4–23, 6–8 Worksheet, Trial Balance, 6–8

Retained earnings, 3–7 Retained earnings account, 2–39, 5–4 Retained earnings type accounts, 3–7 Retrieve DOS batches, 2–2, 2–25, 4–17 Reusing batches, 4–6 Revaluation

auto reversal, 2–22 creating batches, 2–20, 5–14 processing batches, 2–21, 5–19 realized/unrealized

auto reversal, 5–16 recognized gain/loss, 5–16

Revaluation Code report, 6–24, 6–26 Reversing posted transactions, 4–11 Reviewing

batches, 4–14 Rollup

cautions, 3–16 currency button, 3–16 delete member accounts, 3–15 double balances caution, 3–17 mulitiple groups, 3–17 new accounts, 3–16 parent/child, 3–16 Preview button, 3–15 prohibit posting option, 3–16 security rights, 3–17




Index

Rollup (continued) Select member accounts, 3–14 single currency, 3–15 view/hide tree, 3–16

Rollup option designating for an account, 3–14

Rollup tab in Accounts form, 3–14

S

Sample chart of accounts list of accounts, B–11 using to create your chart of accounts,

B–5 Security

G/L Security and journal entry, 2–12 General Ledger. Appendix C

Security, General Ledger, C–1 Segment Code report, 6–21 Show Posted And Deleted Batches option,

4‐14 Sort code account group, 6–25 Source

credit, journal entry, 2–12 debit, journal entry, 2–12

Source code in journal entries, 2–10

Source Code report, 6–22 Source codes

closing, 5–6 in imported batches, 2–25

Source currency inquiry, 3–34

Source Journal, 4–23, 6–14 Source Journal Profile report, 6–23 Standard transactions. See Recurring entries Structures, account

assign to account, 3–5

Subledger batches, 2–2 from Sage Accpac, 2–24 importing, 2–25 multicurrency, 2–33 processing, 2–24 retrieving from ACCPAC Plus for DOS,

2–25 Subledger tab

Accounts form, 3–13

T

Task groups, General Ledger security, C–1 Transaction detail

deleting, 5–7 viewing, 3–30

Transaction Details Optional Fields report, 6–27

Transactions listing setting page breaks after accounts, 6–12

Trial Balance, 4–23, 6–8

V

Visual Basic macros running in General Ledger, D–6

W

Paper size and orientation, 6–30 Printing options, 6–30 Worksheet, Trial Balance, 6–8




Y

Year posting, 2–9

Year end adjusting entries, 2–5, 6–12, 6–18 adjustment period and entries, 2–9 closing entries, 2–10, 6–12, 6–18 closing period, 2–6, 2–37, 2–40 maintenance, 5–7

Z

Zoom In/Out (F9), 2–7

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