The G/L Account File is used to set up and
maintain, as well as print out a list of all or a subset of all accounts on
file.
The Account number entered for each record can be divided
into three related components employed to define a given account, profit
center, and department. Before entering data into this application you must
first identify and define these in the Company Setup. For additional
information, please refer to the System Manager manual.
Before beginning entry of the G/L Account File data
that will be used when the package is in daily operation, you should be fully
familiar with all of the data explained in the Package Overview section
of this manual. Any extra time spent in determining the best way to set up
your G/L Account File will be well-rewarded in the future successful
operation of this package.
Copy
The copy function allows you to create accounts with
either a new profit center for a range of main account numbers and departments,
or a new department for a range of main account numbers and profit
centers. In the fields below, the Copy From and Copy To ranges
for either the profit center or department must be different, but not both at
the same time.
For example, you can create a new profit center (10000)
for ALL or a range of main account numbers and ALL or a range of
department numbers. To do this, enter ALL in the main account number
fields; enter 00000 in both Copy From Profit Center fields; and enter ALL
in the Copy From Department field. Next, enter the profit center number (10000)
you wish to create in both Copy To Profit Center fields. After a Copy
is performed, print an Account List to verify that the new accounts have been
created properly.
RUN INSTRUCTIONS
Select G/L Account File from the pull down G/L
Maintenance window. The following screen will then be displayed:
![](80/GLACTMNU_files/image001.jpg)
G/L Account File Maintenance Entry Screen
The following options are available:
* Select the desired mode from the G/L
Account File menu bar
* Enter the data requested on the
screen
* To
exit press the ESC or F10 key when the cursor is positioned for
entry of the first field on the screen
To return to the menu bar, press the ESC or F10
key. To leave this application, press X for EXIT when positioned
at the menu bar.
Entry Field Descriptions
Name
|
Type
and Description
|
1. Account No
|
An
account number in the standard account number format. This depends on the
account number Account, Profit Center, and Department number format you
previously entered in the Company Setup application. Refer to the System
Manager manual for formats available.
In
change or delete mode press the F7 key for account search by number or the F8
key for account search by description.
The
entry of a zero or spaces for the main account number is reserved for the
definition of profit centers. Entry of zero or spaces for the main account
will cause the system to prompt for a Profit Center entry and Department will
default to zeros. No accounts to which posting is desired may have a main
account number of zero or spaces. The definition of profit centers is
recommended if your accounting system supports profit centers. In those
applications where the entry of a profit center is allowed, the account
description entered here will display beside the profit center entered to
confirm the validity of the entry.
If
you do not wish to distinguish between accounts by profit center or
department we recommend that these numbers should not be used. To do this,
set the number of digits for Profit Center or Departments to 0, using the
Company Setup application. This will greatly simplify your chart of
accounts.
Most
users will wish to group accounts logically by main account number. For
instance, all P&L accounts might be numbered from 03100 through 99999
with revenue accounts having the numbers up to 03999 and expense accounts
having the numbers 04000 through 99999.
Similarly,
Balance Sheet accounts could be numbered from 01000 through 02999 and grouped
according to categories of assets, liabilities and equity.
Such
numbering conventions are not a requirement of the package, however. Any main
account number from 00001 through ZZZZZ is an allowable entry for postable
accounts. Main account number 00000 is the only number having a special
significance to the package. Posting will not be allowed to accounts
bearing a main account number of 00000 or spaces.
|
Account
Number
|
A
change to the account number is not allowed in change mode. In order to
change the number assigned to an account you must delete the account then add
the account with the correct account number.
|
2.
Description
|
30
alphanumeric characters. This is the description that will print on all
reports that show this account, including financial statements where the user
requests this account to print out.
|
3.
Counter Bal Acct
|
An
account number in the standard account number format. No validation of the
counter‑balancing account occurs at this time.
Once
the full G/L Accounts has been entered you should verify that each
counter‑balancing account referenced has been properly defined.
Press
the F7 key for account search by number or the F8 key for
account search by description.
An
entry in this field will allow you to answer Yes to the
Counter-Balance? question in General Journal Transaction Processing
application. If you answer Y to that question, an automatic entry will
be made to the account entered here. If no account is entered here, you will
not be allowed to make counter-balance entries to the main account number
entered above in field #1.
|
4.
Consolidation Acct
|
An
account number in the standard account number format. No validation of the
consolidation account occurs at this time.
Once
the full G/L Account File has been entered you should verify that each
consolidation account referenced has been properly defined.
Press
the F7 key for account search by number or the F8 key for
account search by description.
This
account allows the user to define the multi‑company consolidation
account that this particular account will belong too.
|
5.
Auto Dist Code
|
4
numeric digits. No validation of the Distribution code occurs at this time.
The Distribution code need not be on file for it to be entered here. Any
number from zero through 9999 is allowed. The validity of a Distribution
code can be determined manually from a printout of the Distribution Code file.
|
Auto
Dist Code
|
An
entry in this field will allow you to answer Yes to the
Auto-Distribute? question in the General Journal Transaction Processing
application. If you answer Y to that question, an automatic entry
will be made to the account entered here. If no account is entered here,
auto-distributions will not be allowed for the main account number entered
above in field #1.
|
6.
T/B Subtotal Level
|
1
numeric digit. The trial balance subtotal level allows the user to insert
his own subtotals anywhere on the trial balance. Up to nine levels of
subtotaling are allowed. (These subtotals are in addition to the subtotals
generated automatically by the trial balance program each time the main
account number changes.)
Permissible
entries for this field are zero through nine. The entry of zero signifies no
subtotal.
In
order to visualize the positions of these subtotals it will help to lay out
your entire chart of accounts in numeric order on a sheet of paper or to wait
until all accounts have been entered and then work from a G/L Account File
printout. The example below will present a highly simplified G/L Account
File to demonstrate how the first three subtotaling levels function.
Additional levels behave the same way.
|
The following accounts exist in the G/L Account File:
Account
Description Subtotal-Level
01005-00000-00000 Petty
Cash 1
01010-00000-00000 Cash
in Bank - Account #1 0
01015-00000-00000 Cash
in Bank - Account #2 2
01040-00000-00000 Accounts
Receivable - Trade 3
The Trial Balance would appear as follows:
T R I A L B A L A N C E
Account
Description Balance
01005-00000-00000 Petty Cash 100.00
Account
01005 Totals: 100.00
Subtotal
Level 1: 100.00
01010-00000-00000 Cash in
Bank - Account #1 10,000.00
Account
01010 Totals: 10,000.00
01015-00000-00000 Cash in
Bank - Account #2 10,000.00
Account
01015 Totals: 10,000.00
Subtotal
Level 2: 20,100.00
01040-00000-00000 Accounts
Receivable - Trade 25,000.00
Account
01040 Totals: 25,000.00
Subtotal
Level 3: 45,100.00
You can see from this example that the subtotaling levels
were utilized to show the relationships among various asset accounts. The
first subtotal level showed total petty cash. The second subtotal level
showed the total of cash. The third subtotal level showed total current
assets.
Requirements for the insertion of subtotal levels are
highly flexible. The primary rule to remember is that when a subtotal is
printed, its stored total is set to zero, as are the stored totals of all lower
subtotals.
In the example above, the first subtotal is set to zero
after it is printed. If Cash in Bank--Account #2 had been coded with a
subtotal level of 1 instead of a subtotal level of 2 the subtotal amount
printed after petty cash would have been 20,000.00 instead of 20,100.00. In
the example above, the subtotal for levels 2 and 1 are set to zero once the
subtotal amount for level 2 has been printed. Likewise, all three subtotals
are set to zero once the subtotal for level 3 has been printed.
Following this basic rule, subtotals may be assigned to
any of the postable accounts in the G/L Account File with predictable
results. Very few users will require all nine available levels. We provide
this many merely to ensure the fullest possible flexibility for this feature.
Name
|
Type
and Description
|
7.
Fin Statement Type
|
Must
be a B or a P.
B = Balance
Sheet
P = Profit
and Loss (P&L)
There
is no default.
The
financial statement type defines the account as a Balance Sheet or P&L
type account. Asset, liability and equity accounts should be identified as
Balance Sheet accounts. Revenue and expense accounts should be identified
as P&L accounts. An entry is required for all postable accounts.
|
Fin
Statement Type (continued)
|
It
is vitally important that the financial statement type be properly
assigned. Subsequent applications rely upon this information being correct.
For
example, the year-end closing procedure cannot execute properly if
information in this field is not correct.
|
8.
SAF Type
|
1
alphabetic character. May be left blank.
If
you desire to automatically generate the Statement Of Cash Flows and the
Sources and Applications of Funds Statements you must assign an SAF type to
each Balance Sheet account. An entry is not required by the program,
however, since some users may wish to postpone implementation of this
feature. A submenu will appear showing the SAF type options.
Every
Balance Sheet account must be categorized into one of six basic types in
order to generate the statement of cash flows and run the source and
application of funds reports.
SAF
Types:
1.
C = Cash
2.
N = Non‑cash charges against income
(e.g.,accumulated depreciation, allowance for bad debts)
3.
A = Current assets (excluding cash)
4.
L = Current liabilities
5.
F = Cash flow (financing)
6.
I = Cash flow (investing)
|
9.
Paren Control Code
|
1
alphabetic character. Must be a C or a D for all postable
accounts.
There
is no default.
The
parenthetical control code specifies whether the account is typically a debit
or credit account. On financial statements, non‑typical balances are
enclosed in parentheses to set the balance off from the other balances shown
on the statement. An entry of D, or C is required for each
postable account depending upon whether the account is typically debit or
typically credit. A submenu will appear to remind the operator of the
available options.
|
Paren
Control Code (continued)
|
Typically
debit accounts would be all expense and asset accounts. Typically credit
accounts would be all revenue, liability and equity accounts. Certain
accounts may be coded with a parenthesis control code opposite from the
account's typical balance so that the account's balance would appear within
parentheses under normal circumstances. (For instance, contra‑asset
accounts such as accumulated depreciation could appear in the assets section
of the Balance Sheet highlighted by parentheses.)
|
10.
Compression Code
|
1
alphabetic character. Defaults to N for No compression.
The
compression code is required for all accounts. This code is accessed by the Compress
General Ledger Trx File application.
Refer
to the Application Overview of that application for more information.
When
the compression application is run, transactions for a given account will be
consolidated into a single transaction for each day or each period or will
not be consolidated at all depending on the entry for the compression code.
N = No
compression
D = By
Date
P = By
Period
S = By
Source Within Date
X = By
Source Within Period
If
you want no compression for this account's transactions, enter N for
no compression.
If
you desire all transactions for the accounts to be consolidated into a single
transaction for each day, enter D, for date compression.
If
you desire all transactions for the account to be consolidated into a single
transaction for each period, enter P, for period compression.
If
you desire the identity of the source to be retained while still
consolidating transactions by date, enter S for source‑ within‑date
compression.
If
you desire the identity of the source to be retained while still
consolidating transactions by period, enter X for source‑within‑period
compression.
|
11.
Ratio Type
|
2
alphanumeric characters. Ratios are a grouping together of a specific
related set of accounts for generating Financial Ratios.
You
Must enter one of the following ratio types.
For
additional information refer to the Financial Ratio reports
application.
Press
F7 to search for an appropriate type.
C = Cash
CA = Other
Current Assets
CL = Other
Current Liabilities
CS = Cost
Of Goods Sold
D = Depreciation
E = Property,
Plant, Equipment
I = Inventory
N = No
Ratio Type
OA = Other
Non-current Asset
OE = Other
Equity
OL = Other
Non-current Liability
P = Payables
R = Receivables
RE = Retained
Earnings
S = Sales
ST = Common/Preferred
Stock
If
you do not want to define a ratio type, enter N to delineate No
Ratio Type.
|
11.
Inactive Account?
|
Y or N. If you
answer Y, the G/L Account will be flagged as inactive and will
not show up in the F7 search window and will not allowed to be used
throughout the system. You can still pull up the account for maintenance (in
this screen), in each
sub module account maintenance (AR, AP, PR, IM & JC), GL Account Inquiry,
Financial Entity Maintenance and in the report printing selection screen that
prompts for an account number.
RETURN defaults to N.
|
Copy Account Numbers
Name
|
Type
and Description
|
Starting
Main Account
|
A
main account number in the standard account number format. Enter the
starting main account number of the range of accounts for which a new profit
center or department will be created.
Pressing
the RETURN key defaults to All accounts.
|
Ending
Main Account
|
A
main account number in the standard account number format. Enter the ending
account number of the range of accounts for which a new profit center or
department will be created.
|
Copy From
Name
|
Type
and Description
|
Starting
Profit Center
|
A
profit center number in the standard profit center format.
Enter
the starting profit center number for the range to be copied from. Default
is to ALL profit centers.
|
Ending
Profit Center
|
A
profit center number in the standard profit center format.
Enter
the ending profit center number for the range to be copied from. Default is
to the starting profit center.
|
Starting
Department
|
A
department number in the standard department number format.
Enter
the starting department number for the range to be copied from.
|
Ending
Department
|
A
department number in the standard department number format.
Enter
the ending department number for the range to be copied form.
|
Copy To
Name
|
Type
and Description
|
Starting
Profit Center
|
A
profit center number in the standard profit center format.
Enter
the starting profit center number for the range to be copied to.
|
Ending
Profit Center
|
A
profit center number in the standard profit center format.
Enter
the ending profit center number for the range to be copied to.
|
Starting
Department
|
A
department number in the standard department number format.
Enter
the starting department number for the range to be copied to.
|
Ending
Department
|
A
department number in the standard department number format.
Enter
the ending department number for the range to be copied to.
|
Numeric List
Name
|
Type
and Description
|
1.
Starting Account
|
An
account number in the standard format. The account number entered need not
be a valid account on the G/L Account File. It will still serve to
define the beginning of the range for the printout.
Pressing
the RETURN key defaults to All accounts.
|
2.
Ending Account
|
Same
format as for the starting account number. Pressing RETURN defaults
to the same account as the starting account number entry.
|
3.
Financial Entity
|
5
alphanumeric characters. Enter the financial entity you wish to see
represented on the list of accounts, or press the RETURN key if you do
not wish to show accounts belonging only to a single entity. If a non‑blank
value for this field is entered, the Entity file is checked to make
sure that this entity has previously been entered and defined.
|
4.
Profit Center
|
A
standard profit center number in the standard profit center number format.
Enter the profit center you wish to see represented on the list of accounts
or press the RETURN key to default to All profit centers.
Pressing
the RETURN key defaults to All profit centers. Entry of a
single profit center or a single financial entity are mutually exclusive. If
you entered a non‑blank financial entity above, the entry of a profit
center will be skipped.
|
5.Show Inactive Accounts Only
?
|
Y or N. If you
answer Y, the G/L Account File List will show only those
accounts that have no transaction in the General Ledger Transaction
file (the main Year‑to‑Date file).
RETURN defaults to N.
|
Alpha List
Name
|
Type
and Description
|
Starting
Description
|
30
alphanumeric characters. Enter the beginning of the range for the printout.
Pressing
the RETURN key defaults to All accounts.
|
Ending
Description
|
Same
format as for the starting description. Pressing RETURN defaults to
the same description as the starting description entry.
|
Financial
Entity
|
5
alphanumeric characters. Enter the financial entity you wish to see
represented on the list of accounts, or press the RETURN key if you do
not wish to show accounts belonging only to a single entity. If a non‑blank
value for this field is entered, the Entity file is checked to make
sure that this entity has previously been entered and defined.
|
Profit
Center
|
A
standard profit center number in the standard profit center number format.
Enter the profit center number you wish to see represented on the list of
accounts or press the RETURN key to default to All profit
centers.
Pressing
the RETURN key defaults to All profit centers. Entry of a
single profit center or a single financial entity are mutually exclusive. If
you entered a non‑blank financial entity above, the entry of a profit
center will be skipped.
|
Show
Inactive Accounts Only ?
|
Y or N. If you
answer Y, the G/L Account File List will show only those
accounts that have no transaction in the General Ledger Transaction
file (the main Year‑to‑Date file).
RETURN defaults to N.
|
![](80/GLACTMNU_files/image002.jpg)
![](80/GLACTMNU_files/image003.jpg)
Screens
Account
Search By Number
![](80/GLACTMNU_files/image004.jpg)
G/L
Account File Maintenance
Screens
Copy
Account Numbers
![](80/GLACTMNU_files/image006.jpg)
Numeric
G/L Account List
ScreensREPORTS
![](80/GLACTMNU_files/image007.jpg)
Alphabetic
G/L Account List
![](80/GLACTMNU_files/image008.jpg)
![](80/GLACTMNU_files/image009.jpg)
The G/L Account File inquiry enables you to view
the information that is currently on file. You will not be able to change any
of the information that is displayed.
This feature displays an account description, counter
balance account, consolidation account, auto distribution code, T/B subtotal
level, financial statement type, Saf type, parenthesis control code,
compression code, and ratio type for each account number requested.
Select G/L Account File from the pull down G/L
Inquiry window. The following screen will then be displayed:
![](80/GLACTMNU_files/image010.jpg)
G/L Account File Inquiry Entry Screen
The following options are available:
* Select the desired mode from the G/L
Account File menu bar
* Enter the Account Number you wish
to display
To return to the menu bar, press the ESC or F10
key. To leave this application, press X for EXIT when positioned
at the menu bar.
Entry Field Descriptions
The information provided in fields for 2 through 11 is for
display purposes only. If you want to enter new information use the G/L
Account File Maintenance application.
Name
|
Type
and Description
|
1.
Account No
|
An
account number in the standard account number format. Enter a valid account
number on file in G/L Account File Maintenance application.
Press
the F7 key for account search by number or the F8 key for
account search by description.
|
2.
Description
|
30
alphanumeric characters. The description is automatically displayed when an
appropriate account number is entered.
|
3.
Counter Bal Acct
|
An
account number in the standard account number format. If a counter balance
number is on file it will be automatically displayed.
|
4.
Consolidation Acct
|
An
account number in the standard account number format. If a Consolidation
Account is on file it will be automatically displayed.
This
field displays the multi‑company consolidation account that this
particular account will belong too.
|
5.
Auto Dist Code
|
4
numeric digits. If an Auto Dist Code account is on file it will be
automatically displayed.
|
6.
T/B Subtotal Level
|
1
numeric digit. This field is automatically displayed.
|
T/B
Subtotal Level
(continued)
|
In
the G/L Account File, application The trial balance subtotal level
allows the user to insert his own subtotals anywhere on the trial balance.
Up to nine levels of subtotaling are allowed. (These subtotals are in
addition to the subtotals generated automatically by the trial balance
program each time the main account number changes.)
|
7.
Fin Statement Type
|
1
alphabetic character. This field will display one of the following:
B = Balance
Sheet
P = Profit
and Loss (P&L)
The
financial statement type defines the account as a Balance Sheet or P&L
type account. Asset, liability and equity accounts are identified as Balance
Sheet accounts. Revenue and expense accounts are identified as P&L
accounts.
|
8.
Saf Type
|
1
alphabetic character. Every Balance Sheet account is categorized into one of
six basic types in order to run source and application of funds reports.
This field may appear as blank or display one the following SAF Types:
1.
C = Cash
2.
N = Non‑cash charges against income (e.g.,
accumulated depreciation, allowance for bad debts)
3.
A = Current assets (excluding cash)
4.
L = Current liabilities
5.
F = Cash flow (financing)
6.
I = Cash flow (investing)
If
your company desires to automatically generate the Statement Of Cash Flows
and the Sources and Applications of Funds Statements an SAF Type must be
assigned to each Balance Sheet account in the G/L Account File Maintenance
application.
|
9.
Paren Control Code
|
1
alphabetic character. The parenthesis control code specifies whether the
account is typically a debit or credit account. On financial statements, non‑typical
balances are enclosed in parentheses to set the balance off from the other
balances shown on the statement.
This
field will display an entry of D, or C for each postable
account depending upon whether the account is typically debit or typically
credit.
|
Paren
Control Code
(continued)
|
Typically
debit accounts would be all expense and asset accounts. Typically credit
accounts would be all revenue, liability and equity accounts.
1
alphabetic character. Certain accounts may be coded with a parenthesis
control code opposite from the account's typical balance so that the
account's balance would appear within parentheses under normal
circumstances. (For instance, contra‑asset accounts such as
accumulated depreciation could appear in the assets section of the Balance
Sheet highlighted by parentheses.)
|
10.
Compression Code
|
1
alphabetic character. This field displays one of the following:
N = No
compression
D = Date
compression
P = Period
compression
S = Date
compression within source
X = Period
compression within source
This
code is accessed by the Compress General Ledger Trx File application.
Refer to the Application Overview of that application for more
information. When the compression application is run, transactions for a
given account will be consolidated into a single transaction for each day or
each period or will not be consolidated at all depending on the entry for the
compression code.
|
11.
Ratio Type
|
1
alphanumeric character. Ratios are a grouping together of a specific related
set of accounts for generating Financial Ratios. One of the following
entries will be displayed:
C = Cash
CA = Other
Current Assets
CL = Other
Current Liabilities
CS = Cost
Of Goods Sold
D = Depreciation
E = Property,
Plant, Equipment
I = Inventory
N = No
Ratio Type
OA = Other
noncurrent Asset
OE = Other
Equity
Ol = Other
Non-Current Liability
|
Ratio
Type (continued)
|
P = Payables
R = Receivables
RE = Retained
Earnings
S = Sales
S = Common/Preferred
Stock
|
![](80/GLACTMNU_files/image011.jpg)
G/L Account File
Inquiry