General Ledger File Maintenances
File maintenance programs enable you to enter, change and delete account and budget data and create accounts from existing account information.
The following programs are located on the GL File Maintenances menu:
Account F/M (GLF910) is used to enter and maintain GL accounts in FACTS. Each account record contains the account number, description, alpha sort key, account type, the present balance for the current period and the ending balances for the last 27 fiscal periods. As a safeguard against inadvertent loss of data, you can set the Change/Delete Ending Balances flag in the GL static control record that eliminates the changing and deleting of account balances option.
Budget F/M (GLF920) is used to set up and maintain the budget information file. Budgets are stored for the previous 27 periods, the current period and the next 13 periods for each account. The program uses a change parameters routine that allows for rapid changing of budget amounts. You can: Enter budget amounts and parameterized changes - add to or replace existing amount for an individual period, multiple periods, using an amount or a percent and display ending balances for account numbers. Information created by this program can be printed using the Budget Print program and budgets can be used in printing various financial reports.
Duplicate Account Setup (GLU910) is used to create GL account numbers for a new branch and/or department. Account numbers may be created in G/L#, alpha, or account type order. You can also determine the branch and/or department to create from and the new branch and/or department to create. The program creates new account numbers in the account file based on the parameters selected by the user. The description, alpha sort, type, and summary management type are created for the new accounts using the information in the from account number. No account balances are created; i.e., they are initially set to zero.
You may find that some of these programs are used often, such as Account F/M, while others are only used during initial installation. We refer to this latter group of file maintenances as Infrequent File Maintenance programs, and they are located on their own menu.
General Ledger Infrequent File Maintenances WF PC
Infrequent File maintenance programs allow you to enter, change and delete data. These programs are used to enter the initial data required to set up the system (refer to the PIA manual).
The following programs are located on the GL Infrequent File Maintenance menu :
Journal F/M (GLF950) is used to create and maintain journal numbers and descriptions. Journal numbers are used to separate journal entries into groups for audit trail purposes. All journal entries will ultimately be posted into the same file. However, journal numbers allow differentiation in the way they get posted to that file; the entries will go into different areas of the file. For example, when expensing accounts payable documents, the journal entry may go under the accounts payable journal or sales entries may go under the sales journal number.
Journal numbers and their descriptions are entirely user-definable. All journal entries must reference a valid journal number from this file.
Department F/M (GLF955) is used to create and maintain department records to be imbedded in the General Ledger account number. Each of the department records contains a department number and description. Department numbers and their descriptions are determined entirely by the user. Departments are used throughout the system for posting to General Ledger. The department may be imbedded within the GL account number and the proper department may be inserted in the account number when appropriate. For example, if posting sales by department, when an invoice is entered, it is assigned a department (example: 02). When posting to the sales account number (example: 410-00 where -00 indicates department) to general ledger, the system can insert the department and post to the proper account number (example: 410-02). This file is referenced by the GL financial reports to print by department.
Trial Balance Total Breaks F/M (GLF960) is used to set up trial balance total breaks according to their own specifications. The records created by this program determine the layout of the trial balance.
Breaks may be set up for trial balance to print in GL account number order. Accumulated amounts between breaks may be stored in any of nine total groups. One of these nine total groups is printed at each break. It and all total groups of a lesser number are then cleared (set to zero) and may be used again to accumulate amounts. The report total at the end of the trial balance is not affected by any breaks set through this program.
Setting Up General Ledger Breaks for Report Formatter
When setting up GL breaks in Trial Balance Total Breaks F/M (GLF960), each set of Total Group GL breaks must include the entire range of GL numbers. For example, if you have GL numbers that range from 1000 to 4000 and want to enter a break at GL number 2500 for Total Group 1, you must also enter another break for Total Group 1that would include the highest GL number, in this example, 4000. The same is true for any Total Group entered. So, if you enter a break for Total Group 2 that ends at GL number 2000, you would need to enter another break for Total Group 2 that ends at or beyond GL number 4000. Failure to enter the breaks as described will result in formatting problems with the report. Note that prior to this report being converted to use the Report Formatter, the above requirement did not apply. This requirement is a result of limitations introduced by the Report Formatter.
Standard Period Ending Dates F/M (GLF965) is used to create and maintain the standard period ending dates record. This record should be entered when initially setting up the system. It contains period ending dates for the system. The Company Period and Ending Dates program references data created here.
The standard period ending dates record contains ending dates for 45 periods. Initially, there should be future period ending dates to run the system for a year. However, at the end of that year, the system tries to use the next period ending date (while running the GL End-of-Period Update) and there is not one. The system prompts the user to come to this file maintenance and add some new future standard period ending dates (the oldest dates are dropped). Then the user can close GL completely. The standard period ending dates must remain at least two periods ahead of any company current period ending date.
CAUTION! It is highly recommend that the administrators’ password protect the GL Static Control (GLF975) and GL Nonstatic Control (GLF980) programs. Changes should be made only with extreme caution and under the supervision of your Affiliate.
GL Static Control F/M (GLF975) is used to enter controls and settings that the system frequently references and updates.
GL Nonstatic Control F/M (GLF980) is used to enter controls and settings that the system frequently references and updates.
Rebuild GL Sort Files (GLU990) is used to rebuild GL sort files that may not be up to date with the rest of the system.