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General Ledger Enhancement An Enhancement For iSeries 400 DMAS from  Copyright I/O International, 2009, 2010 Skip Intro.

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Presentation on theme: "General Ledger Enhancement An Enhancement For iSeries 400 DMAS from  Copyright I/O International, 2009, 2010 Skip Intro."— Presentation transcript:

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2 General Ledger Enhancement An Enhancement For iSeries 400 DMAS from  Copyright I/O International, 2009, 2010 Skip Intro

3 2 General Ledger Enhancement 4 Exceptional interactive functionality 4 “Work with” architecture for entry, maintenance and inquiry functions 4 Revised G/L Account Inquiry 4 New G/L Journal Inquiry 4 Archived G/L history now integrated into G/L inquiry functions 4 “Work with” front-end to G/L chart of account maintenance General Ledger functional and ease of use enhancements

4 3 General Ledger Enhancement 4 Interactive viewing of G/L statements integrated within new statement format maintenance 4 A new general journal entry and posting function 4 Revised interface for journals coming from other DMAS applications 4 Multiple options for downloading G/L data and statements to PC spreadsheets 4 Utilizing flexible fiscal year calendar definitions General Ledger...

5 4 General Ledger Enhancement 4 Revised G/L Account inquiry –Utilizing “Work with” screen architecture –Initial screen displays a list of existing G/L accounts –Position the list to start with a specific account –View only current, budget, history or a combination of account records –View G/L accounts for a single company or a list of companies

6 5 General Ledger Enhancement 4 G/L Account inquiry... –For a given G/L account View a summary by fiscal period –Current fiscal year data –Current fiscal year budget –Previous fiscal year data (history) –Comparison of current, budget and history data View the G/L account notes for a given G/L account When viewing summary data for an account –View the G/L journal transactions for the fiscal period –View ALL G/L journal transactions for the fiscal year When viewing G/L journal transactions –Ability to view the entire G/L journal for a given displayed journal transaction

7 6 General Ledger Enhancement 4 New G/L Journal Inquiry function –Utilizing “Work with” screen architecture –Initial screen displays a list of existing G/L journals –Select period/year sequence or journal sequence –Limit the list to display only a specific period and/or year –Limit the list to display only journals that start with a specific character string –View only journals that have gone through a period close, have not gone through a period close, or all journals –With proper authority, be able to change the posting fiscal period and/or year if the journal has not gone through a period close

8 7 General Ledger Enhancement 4 G/L Journal Inquiry... –For a given G/L journal View all transactions within the journal For transactions within a journal, be able to –Position the list to start with a specified journal sequence number –List only transactions that have a common source –List only transactions that contain a specified G/L account –List only transactions whose description contains a specified string of characters With proper authority, be able to change any portion of a transaction if the journal has not gone through a period close View the G/L account notes for the G/L account within a given journal transaction

9 8 General Ledger Enhancement 4 Revised G/L Chart of Account Maintenance –Utilizing “Work with” screen architecture –Initial screen displays a list of existing G/L accounts –Position the list to start with a specific account –View only current, budget, history or a combination of account records –View G/L accounts for a single company or a list of companies

10 9 General Ledger Enhancement 4 G/L Chart of Account... –Ability to Add a new G/L account or change an existing account Add a new budget record or change an existing budget Delete an existing G/L account or budget record View a specific account via the G/L account inquiry function Display and/or update G/L account notes for any given G/L account

11 10 General Ledger Enhancement 4 New G/L Statement Format Maintenance –Utilizing “Work with” screen architecture –Initial screen displays a list of existing G/L statement formats –View G/L statement formats for a single company or all companies –Limit the list to include only statement formats of a specific format number –Limit the list to include only income statement formats, balance sheet formats, or both –Search for formats that contain a specific string of characters within a format’s two headings

12 11 General Ledger Enhancement 4 G/L Statement Format... –The user may work with a specific format Viewing a list of format lines within a statement format Add a new statement format line or change or delete an existing line including –Adding, changing, or deleting G/L accounts from a statement format line that contains G/L accounts –Changing format line text and column/totaling options

13 12 General Ledger Enhancement 4 G/L Statement Format... –Work with a specific format... Within format maintenance, a format may be viewed as a simulated financial statement –Including text, column designations, and totaling –User may choose which fiscal period to use for the display Format line changes may be made directly from simulated statement screen, then view the results

14 13 General Ledger Enhancement 4 Interactive General Journal entry –Utilizing “Work with” screen architecture –General journal entry via user defined journal batches –Existing journal batches displayed on batch list screen –Once posted to G/L, batches remain available as historical journal batches and may be browsed –A journal source search function searches for journal entries across journal batches including both open and historical batches

15 14 General Ledger Enhancement 4 Interactive General Journal entry... –When viewing a list of un-posted journal batches, the user may Change the journal batch header for a specified journal Browse the journal batch header Add a new journal batch header Create a new journal batch by copying an existing journal batch Activate a journal batch Suspend a journal batch Delete an entire journal batch Swap debits to credits and credits to debits for all transactions within a journal batch with an option If the journal has been posted, view the contents of the generated journal by going directly to the new G/L Journal Inquiry function

16 15 General Ledger Enhancement 4 Interactive General Journal entry... –When viewing a list of all journal batches... Use the G/L Source Search function to search for and view journal entry batches that have already been posted Print the journal edit for a journal batch (posted or un-posted) by using an option Post a journal batch by using an option Work with the contents of a journal batch by using an option Search for and/or limit listed journal batches based on –Batch number –Batch description –Posting period –Posting year –Batch status

17 16 General Ledger Enhancement 4 Interactive General Journal entry... –Within a journal batch, journal entries display on list screen, one line per journal entry –User may Browse the contents of a journal transaction Add a new journal transaction Change a journal transaction Delete a journal transaction Create a new journal transaction by copying an existing transaction

18 17 General Ledger Enhancement 4 Interactive General Journal entry... –User may... Swap debits to credits and credits to debits for all transactions within a journal batch with a function key Limit the list of journal transactions to only those that have the same source Group all journal transactions by source Add/change an internal G/L account note pertaining to a displayed G/L account Search for and/or limit listed journal transactions base on –Source –Journal transaction description –G/L account

19 18 General Ledger Enhancement 4 Revised Interface for Other Applications –Application interface prompt screens utilize the fiscal year calendar and determine the proper fiscal period and year when sending a journal to G/L –Fiscal period and fiscal year override capabilities are available if necessary –Application interface screens display the resulting posting period, relative day, and year for the user’s verification

20 19 General Ledger Enhancement 4 New G/L Downloads to PC Spreadsheet –Financial Statement Data, includes selection Of a single company or a combined statement company A format number Up to four ranges for –Beginning and ending fiscal period and fiscal year –Include or not include budgets for each range The directory name in which to place the download An option to download (including file names to use) –Detail by G/L account number only –Summary at a format line level only –Both detail and summary download –The four ranges may be used to represent fiscal year quarters with all four quarters in a single spreadsheet line

21 20 General Ledger Enhancement 4 G/L Downloads... –Statement of Changes in Financial Position, includes selection Of a single company or a list of companies The ending fiscal period number The directory name in which to place the download The name to be given the download file –Download contains similar data as Statement of Change in Financial Position report

22 21 General Ledger Enhancement 4 G/L Downloads... –Journal transactions, includes selection For a single fiscal year or a range of years For a single fiscal period or a range of periods For all journals or journals starting with a specific set of characters For a single G/L account or a range of G/L accounts For a specific company The directory name in which to place the download The name to be given the download file

23 22 General Ledger Enhancement 4 G/L Year-End Simulation –Keep the previous fiscal year open But yet simulate a year-end Produce any G/L report for the new fiscal year Do inquiries into accounts and journals for the new fiscal year Download G/L data to PC spreadsheets Refresh the simulation data with a single menu option

24 23 General Ledger Enhancement 4 New Fiscal Year Calendar function –Replaces both previous accounting methods of “monthly” and “13 period” –Provides ability to define makeup of fiscal year as well as attributes for fiscal periods –Fiscal year calendars are defined for each DMAS company –Fiscal year may be 12 month year plus special period for year-end closing entries 13 period year of 4 weeks per fiscal period

25 24 General Ledger Enhancement 4 Fiscal Year Calendar... –Fiscal periods in 12 month year may be defined as Ending at calendar month end (EOM) Ending on a specific day of the month (i.e. 25 th ) Ending on a specific day of the week within the month (i.e. last Saturday, 4 th Friday, etc.) –Each company may have a unique fiscal year calendar –Fiscal year calendars are defined for each fiscal year and may contain month-end overrides unique to a given year

26 25 General Ledger Enhancement 4 Fiscal Year Calendar... –Fiscal calendars provide the ability For journal entry and interfaces from other DMAS applications to automatically determine the appropriate fiscal period, relative day, and year to which to post a journal based on the current job date To enter journals for fiscal periods in the “next” fiscal year prior to closing the same fiscal period in the “current” fiscal year To post a fiscal period in the “current” fiscal year even though journals may have been posted for the same fiscal period in the “next” fiscal year Be able to access and view journals and statements for previously closed fiscal years back to 2001 (if the archived data is available to be resorted)

27 26 General Ledger Enhancement 4 DMAS internal notes function integrated into many G/L functions with G/L Notes 4 G/L Recurring Entries function updated to utilize fiscal year calendars 4 Ability to restore archived G/L journal transactions during enhancement installation if data is available

28 27 General Ledger Summary (click button to view detail) Enhancements for DMAS General Ledger Back to Title Page General Journal Entry Year-End Simulation G/L Account Inquiry G/L Interface from Other Apps Chart of Account Maintenance G/L Journal Inquiry G/L Downloads to PC Statement Format Maintenance Fiscal Year Calendars

29 28 Fiscal Year Calendars 4 A user maintained calendar function that defines the user’s fiscal periods and years to be used by the G/L application 4 Each DMAS company may have its own unique fiscal calendar 4 Fiscal calendars define the beginning and end of each fiscal year as well as the beginning and end of each fiscal period within the fiscal year 4 Interfaces from other DMAS applications as well as G/L general journal entry use the fiscal calendars to determine the appropriate fiscal period and year for journals about to be posted

30 29 Fiscal Calendar Maintenance The fiscal calendar maintenance function displays a list of companies defined in DMAS and the attributes for each company’s fiscal year Each defined DMAS company may have a uniquely defined fiscal year To work with the attributes of a fiscal year, use the “A” option. To work with the details of a fiscal year, use the “2” option Calendar attributes define the number of fiscal periods in a fiscal year and when a fiscal period ends The range of defined fiscal years is displayed for each company Return to G/L Summary A=Attributes 2=Change calendar View examples

31 30 Fiscal Calendar Attributes The fiscal calendar attributes screen is used to define the specific attributes for a company’s fiscal year The calendar is either 12 or 13 periods long Return to Fiscal Calendar Maintenance For fiscal years with 12 fiscal periods, the user defines the end of a fiscal period If “DAY” is selected, the user keys which day of the month For fiscal years with 13 periods, the user defines the day of the week on which the fiscal period ends (each period is exactly 4 weeks long) The user indicates the labels to be used for each fiscal period If a day of the week is selected, the user keys which occurrence within the month

32 31 Fiscal Calendar Definition Each fiscal year has a name and a unique definition The user gives each fiscal year a year designation Once the user provides a start date for the first fiscal year for a company, subsequent fiscal period begin and end dates are automatically calculated The user may adjust the end date for any given fiscal period if necessary (due to holiday, etc.) The first fiscal period of the next fiscal year is display for the user’s benefit

33 32 Fiscal Calendar Definition G/L general journal and application interface functions determine the proper fiscal period from the job date and fiscal calendar The correct date range is found for the current job date (i.e. 6/15/08) Return to Fiscal Calendar Maintenance The fiscal year is then determined based on which fiscal year calendar the job date was found in The corresponding fiscal period is then determined for the proper date range

34 33 Fiscal Year Calendar Examples (click company name to view example) To view a specific example, click the company name Return to Fiscal Calendar Maintenance K & M Supply - 01 DMAS Plumbing - 02 Company 03 Inactive DMAS Electrical - 05 DMAS Equipment - 06 DMAS Hardgoods - 07 DMAS Foods, Inc - 08

35 34 Fiscal Calendar Attributes Example for company 01 – K & M Supply The calendar is 12 periods long The user defines the end of a fiscal period to be equal to the end of the calendar month This definition simulates the previous “monthly accounting” method with a starting month offset of 2 months (the fiscal year starts in Mar instead of Jan) The user’s first period in the fiscal year will be Mar A 13 th period with no length is provided for year-end closing entries

36 35 Fiscal Calendar Definition Example for company 01 – K & M Supply The current fiscal year for this company is 2008 Each period’s definition is equal to its corresponding calendar month The user defined the first fiscal period of the fiscal year to start on March 1 The user has defined future fiscal years through 2011 Return to Fiscal Calendar Examples

37 36 Fiscal Calendar Attributes Example for company 02 – DMAS Plumbing The calendar is 12 periods long The user defines the end of a fiscal period to be equal to the end of the calendar month This definition simulates the previous “monthly accounting” method with the fiscal year the same as the calendar year The user’s first period in the fiscal year will be Jan A 13 th period with no length is provided for year-end closing entries

38 37 Fiscal Calendar Definition Example for company 02 – DMAS Plumbing Return to Fiscal Calendar Examples The current fiscal year for this company is 2010 Each period’s definition is equal to its corresponding calendar month The user defined the first fiscal period of the fiscal year to start on January 1 The user has defined future fiscal years through 2013

39 38 Fiscal Calendar Attributes Example for company 03 – Inactive This is NOT a valid company, but fiscal calendars may be defined The calendar is 12 periods long The user defines the end of a fiscal period to always end on a Friday This definition causes each fiscal quarter to be exactly the same length The user’s first period in the fiscal year will be P01 The user has defined the fiscal periods to be 4 weeks, 4 weeks, then 5 weeks in length, and repeating that format ever quarter A 13 th period with no length is provided for year-end closing entries

40 39 Fiscal Calendar Definition Example for company 03 – Inactive Return to Fiscal Calendar Examples The current fiscal year for this company is 2009 Each period starts on a Saturday... The user defined the first fiscal period of the fiscal year to start on December 20 The user has defined future fiscal years through and ends on a Friday Number of days in periods are 28, 28, 35, then repeat

41 40 Fiscal Calendar Attributes Example for company 05 – DMAS Electrical The calendar is 12 periods long The user defines the end of a fiscal period to always end on a Friday This definition causes each fiscal period to always end on the last Friday of the calendar month The user’s first period in the fiscal year will be Jan The user has defined the fiscal periods to end on the LAST day of the week designated above (last Friday) A 13 th period with no length is provided for year-end closing entries

42 41 Fiscal Calendar Definition Example for company 05 – DMAS Electrical Return to Fiscal Calendar Examples The current fiscal year for this company is 2009 Each period starts on a Saturday... The user defined the first fiscal period of the fiscal year to start on December 27 The user has defined future fiscal years through and ends on a Friday Number of days in periods are 28 or 35, but year does not always follow “445” pattern

43 42 Fiscal Calendar Attributes Example for company 06 – DMAS Equipment The calendar is 13 periods long For this fiscal calendar, there will always be 13 periods per fiscal year, each period will be 4 weeks in length, and end on a Saturday The user’s first period in the fiscal year will be labeled “P01” The user defines the end of a fiscal period to always end on a Saturday

44 43 Fiscal Calendar Definition Example for company 06 – DMAS Equipment Return to Fiscal Calendar Examples The current fiscal year for this company is 2008 Each period starts on a Sunday... The user defined the first fiscal period of the fiscal year to start on March 2 The user has defined future fiscal years through and ends on a Saturday Number of days in periods are always 28

45 44 Fiscal Calendar Attributes Example for company 07 – DMAS Hardgoods The calendar is 12 periods long The user defines the end of a fiscal period to be on a particular day of the month This definition causes each fiscal period to close on the 25 th of each month The user’s first period in the fiscal year will be Jan The user has defined the fiscal periods to always end on the 25th of the calendar month A 13 th period with no length is provided for year-end closing entries

46 45 Fiscal Calendar Definition Example for company 07 – DMAS Hardgoods Return to Fiscal Calendar Examples The current fiscal year for this company is 2009 Each period starts on the 26 th of the month... The user defined the first fiscal period of the fiscal year to start on December 26 The user has defined future fiscal years through and ends on the 25 th of the month

47 46 Fiscal Calendar Attributes Example for company 08 – DMAS Foods, Inc The calendar is 13 periods long For this fiscal calendar, there will always be 13 periods per fiscal year, each period will be 4 weeks in length, and end on a Friday The user’s first period in the fiscal year will be labeled “P01” The user defines the end of a fiscal period to always end on a Friday

48 47 Fiscal Calendar Definition Example for company 08 – DMAS Foods, Inc Return to Fiscal Calendar Examples The current fiscal year for this company is 2009 Each period starts on a Saturday... The user defined the first fiscal period of the fiscal year to start on February 27 The user has defined future fiscal years through and ends on a Friday Number of days in periods are always 28

49 48 General Journal Entry 4 A new “work with” approach to entering G/L general journals 4 Existing journal batches are displayed in a list format 4 The user may work with an existing journal batch or create a new journal batch 4 A journal batch may be posted directly from the G/L journal batch list screen 4 Posted journal batches are kept as history for later user review and/or copying 4 Each journal batch is updated at time of posting with the resulting journal reference 4 When working with a given journal batch, all journal transactions within the batch are listed one line per transaction

50 49 G/L Journal Batches By default, only “open” journal batches are displayed initially – click “posted journal batches” to view example of open and posted batches Using the available options, the user may work with an existing open journal batch Each journal batch has a batch number and description The fiscal period and fiscal year currently assigned to each journal batch is displayed Control Totals are displayed in color if the total does not balance to the entries F9=G/L trans search View Posted batches W=Work with batch 2=Change Total Debits is displayed in color if the debits and credits do not balance Return to G/L Summary

51 50 G/L Journal Batch Header The journal batch header determines the fiscal period and year to which the journal will be posted The posting date defaults to the current job date (F4 key provided to view calendar) Return to G/L Journal Batches A control total is optional, a description is required, a comment is optional A calendar of the current fiscal year is displayed, the arrow (  ) indicates the current fiscal period, the reversed image label indicates the period to which this journal is about to be posted A special function key is provided for entering Y/E closing entries for 12 period fiscal years

52 51 G/L Journal Transactions When working with a given journal batch, the journal entries are displayed one line per entry The source and description is displayed for each journal entry Return to G/L Journal Batches The G/L accounts and amounts for debits are displayed to the left, and G/L accounts and amounts for credits to the right New, optional entry fields are available for the user when entering general journal entries When in “entry” mode, new journal entries are entered at the bottom of the screen

53 52 Posted G/L Journal Batches To view posted journal batches, either blank out the “Sts” selection field (all batches) or key an “H” (only history batches) for the Sts selection This example shows all journal batches Journal batches with a Jrnl Ref value are posted journal batches For posted journal batches, the value in the Sts column is the original DMAS batch number Journal batches that are not posted will have a blank journal reference Return to G/L Journal Batches

54 53 Journal Entry Transaction Search The G/L journal entry transaction search function displays posted journal activity at the journal transaction level For posted journals, the fiscal period, year, and relative day of when the journal was posted is displayed The source, description, and G/L account is displayed for each journal transaction The G/L account is displayed in color for any account that has at lease one G/L note All credit amounts are displayed in color DMAS batch number – I/O Journal batch number

55 54 Journal Entry Transaction Search – Alt View 2 The first of two alternate views for G/L journal entry transaction search includes the transaction comment field that the user may choose to use The user may enter and view additional comments for any given general journal transaction with it available for viewing within the G/L source search function

56 55 Journal Entry Transaction Search – Alt View 3 The second alternate view for G/L journal entry transaction search includes two data fields, a date field, and to amount fields for user use The user may enter and view additional data for any given general journal transaction with it available for viewing within the G/L source search function

57 56 Journal Entry Transaction Search – Example A number of selection fields are available, giving the user the ability to find specific journal transactions The user may search for a given fiscal period and/or year The user may look for transactions all of which have the same source The user may search for transactions that contain a specific character string in their description field The user may choose to view only transactions that have a specific G/L account Return to G/L Journal Batches The user may choose to view only debit or credit transactions The user may choose to view only history or a specific journal

58 57 Chart of Account Maintenance 4 A “work with” approach for maintaining the G/L chart of accounts 4 Existing G/L accounts are displayed in a list format 4 The user may add new G/L accounts 4 The user may work with existing current or budget records 4 The user may view existing history records

59 58 Chart of Account Maintenance The initial chart of account maintenance screen displays a list of existing current G/L account records for a given company The initial screen defaults to current records only for company 01 and lists all four account types The account number is displayed in color for G/L accounts that have at least one G/L note The total YTD debits and credits for the current fiscal year are displayed for each account The user may elect to view G/L accounts from a list of companies, all at the same time

60 59 Chart of Account Maintenance The user may use multiple selections to list only those accounts of interest The user may select to view all three records for each G/L account; current, budget and history, or a single type The user may start the list at any given G/L account The user may select a single account type, or a combination of account types The user may search for a specific character string within each account’s description Using options and function keys, the user may add a new account, a new budget record, work with an existing account, or view G/L notes N=G/L notes

61 60 Chart of Account Maintenance Adding a new G/L account is a similar process as with original DMAS maintenance The user enters an account description and the account type of AS (asset), LI (liability), IC (income), or EX (expense) After adding a new account, the user is returned to the previous account list screen Function key F23 is now available to view and/or add G/L account notes

62 61 Chart of Account Maintenance When adding a budget record, the period debit and credit fields are input capable for entering monthly budget data The user can enter period budget amounts as either debit or credit values Return to General Ledger Summary Budget records are only allowed for income and expense type of G/L accounts

63 62 G/L Account Notes Using Option N=G/L notes, the user can view existing, or enter new notes for a G/L account The user may then elect to view the details of a given note When viewing G/L notes for an account, the G/L Account Note window is displayed, listing one line per existing note The date the note was entered The user who entered or last changed the note The first line of description for the note

64 63 G/L Account Notes The user may elect to view the entire details of a given G/L account note The first 8 lines of text are displayed when viewing the details of a given note If “More...” is indicated, additional text may be viewed by using the Page Down and Page Up keys Return to Chart of Account Maintenance

65 64 Statement Format Maintenance 4 A “work with” approach for maintaining G/L statement formats 4 Existing G/L statement formats are displayed in a list format 4 The user may add new G/L statement formats 4 The user may work with an existing statement format

66 65 Statement Format Maintenance 4 When working with a given format, user may –Add, change, insert, or delete any format line –Easily determine which format lines contain one or more G/L accounts –Easily determine if entered text is acceptable for eventual statement –Easily view current line spacing and column/totaling settings –Request to view the statement containing fiscal values and formatted as a printed document

67 66 Statement Format Maintenance 4 All format maintenance is made to copies of formats that are in a “work area” 4 New formats are entered into the “work area” 4 When the user is happy with what is in the work area, the work area copy of a given format is then “transferred to production”

68 67 Statement Format Maintenance The initial statement format maintenance screen displays a list of existing formats for all companies The user can use the selection line to quickly find specific formats The two heading lines of each format are displayed The format number and format type are displayed W=Work with 2=Change A “Y” indicator designates that the format copy in the work area is also in production Use option 2=Change to change the format header record and W=Work with to work with the contents of a specific format Return to G/L Summary

69 68 Statement Format Heading The header for a given format may be easily changed When adding a new format, these three fields are entry capable A function key has been provided that automatically centers the text in the two heading fields The user enters text to appear on the top two lines of the statement Return to Statement Format Maintenance

70 69 Statement Format Lines The initial work with format screen for a specific format displays a list of format lines that make up the format The user can use the selection line to quickly find specific format lines The user can easily see how the text will appear on the financial statement The user can use this selection field to find all format lines that contain a specific G/L account F21=Show amounts 2=Change Return to Statement Format Maintenance The appearance of one account number indicates a line that has one or more accounts in it. Plus signs (+++) indicate that more than one account exists for the line

71 70 Statement Format Lines A format line may be changed by using the 2=Change option The user can change the format line text, line spacing, and the column/totaling values Department heading or 100% revenue indicators may be set This is a heading format line, therefore, no G/L accounts are allowed

72 71 Statement Format Lines Format lines that qualify to contain G/L accounts, may include up a total of 73 G/L account numbers The user indicates the primary G/L account This format line is to be used as the base to the 100% revenue calculations Up to 72 other G/L accounts may be entered for a given format line The account type and description is indicated for each G/L account

73 72 Statement Format Lines The F4=Lookup function is available for finding and selecting G/L accounts...then press function key F4 to view the G/L Selection List window Place the cursor into the G/L account input capable field... Return to Vendor Payment Selection

74 73 Statement Format-Show Amounts When requesting to view amounts in a statement format, the user is prompted for the fiscal period and year or YTD as of a fiscal period For income statements, the user enters the fiscal period, fiscal year, and whether or not YTD is desired. For balance sheets, the user indicates which fiscal period of the current fiscal year to display Income statements may be viewed for previously closed fiscal years

75 74 Statement Format-Show Amounts The financial statement is displayed in a format very similar to the actual printed report The fiscal period and year selected was 05/08 and displays YTD values Columns and totaling occur, just as they do for the printed report Text appears as it was entered in the format line Return to Statement Format Lines Options can be used to make changes to the contents of any given format line

76 75 G/L Account Inquiry 4 A revised G/L account inquiry with additional functionality 4 Utilizing a “work with” front-end 4 Allowing multiple ways of finding and search for G/L accounts 4 Including direct access to G/L Journal Inquiry to view entire journals starting with a single journal transaction

77 76 G/L Account Inquiry The initial G/L account inquiry screen displays a list of existing current G/L account records for a given company The initial screen defaults to current records only for company 01 and lists all four account types The account number is displayed in color for G/L accounts that have at least one G/L note The total YTD debits and credits for the current fiscal year are displayed for each account The user may elect to view G/L accounts from a list of companies, all at the same time

78 77 G/L Account Inquiry The user may use multiple selections to list only those accounts of interest The user may select to view all three records for each G/L account; current, budget and history, or a single type The user may start the list at any given G/L account The user may select a single account type, or a combination of account types The user may search for a specific character string within each account’s description Using the N=G/L notes option, the user may view G/L notes for a given G/L account

79 78 G/L Account Summary Using the current, budget, or history option for a given account, the respective account specific screen is displayed The option used for this example was C=Current Fiscal period labels are displayed directly from the respective fiscal calendar With option W=Work with, the user may view all journal transactions for a given period Function keys may be used to view budget, history, or comparison screens With function key F18=All periods, the user may view all journal transactions for the entire fiscal year

80 79 G/L Account Summary The G/L account inquiry comparison screen displays current, budget, and history data on one screen Current and budget data is always for the current fiscal year History data is always for the most recently closed fiscal year A function key is available that allows the user to toggle between data for individual periods and YTD data F18=All periods

81 80 G/L Account Detail Inquiry When using the W=Work with option on a period for a given account, all journal transactions for that fiscal period are displayed In this example, five journal transactions exist for this G/L account for fiscal period 11 in fiscal year 2008 To view the entire journal in which a given journal transaction was processed, use the option I=Journal Inq To view all details of a given journal transaction, use option 5=Show detail I=Journal Inq

82 81 G/L Account Detail Inquiry The details of a given journal transaction are displayed at the bottom of the list screen All details for a given journal transaction are displayed at the bottom of the screen when option 5=Show detail is used Return to G/L Summary

83 82 G/L Journal Inquiry The contents of the entire journal is displayed when the I=Journal Inq option is used in G/L Account Inquiry All journal transactions are displayed for the journal in which the one journal transaction was selected in G/L account inquiry Return to G/L Account Detail Inquiry

84 83 G/L Account Detail - All Periods All journal transactions for the year are displayed for the account when using the F18=All periods function key All journal transactions for the current G/L account within the current fiscal year are displayed Return to G/L Account Summary The user may then change the fiscal year selection option and view journal transactions for any previously closed fiscal year that is on file

85 84 G/L Journal Inquiry 4 A new function providing the ability to find a journal and view the entire journal contents 4 Utilizing a “work with” front-end 4 Allowing multiple ways of finding and search for G/L journals, regardless of their source 4 Journals may be viewed for the current fiscal year, next year, as well as previously closed fiscal years 4 If authorized, changes can be made to current fiscal year posted journals IF they have not gone through a period close

86 85 G/L Journal Inquiry The initial G/L Journal Inquiry screen displays a list of existing journal for the current fiscal year in ascending posting date sequence By using the selection line, a user can limit the list to a specific fiscal period and/or year The user may search for journals based on the first four characters of the journal reference Journals may be listed by journal reference or posting date For current fiscal year journals, the list may be limited to journals that have not yet gone through a period close

87 86 G/L Journal Inquiry Journals may be listed in journal reference ascending sequence The user may view the contents of a journal by using the W=Work with transactions If the user has the proper authority, and if the journal DOES NOT have a status of “Hist”, the posting date may be changed by using option 2=Change posting date The user may change the year selection option and view journals for any fiscal year on file 2=Change posting date F9=G/L transaction search G/L transactions may be searched across journals by using function key F9=G/L transaction search

88 87 G/L Journal Inquiry All transactions in a journal are listed when using the W=Work with transactions option By using the selection line, a user can find all transactions for a given source, search the description for a character string, or find all transactions with a given G/L account Use option 5=Show detail to see all details of a given transaction or F14 for “GJ” journals to view original entry with user comments If the user has the proper authority, and if the journal DOES NOT have a status of “Hist”, any data within a transaction may be changed by using option 2=Update 2=Update

89 88 G/L Journal Inquiry The details of a given journal transaction are displayed at the bottom of the screen if the 5=Show detail option is used Details for a given transaction are shown at the bottom of the screen Return to G/L Summary

90 89 G/L Journal Inquiry – Change Posting Date The user must be authorized to change a journal posting date When requesting to change a posting date via the 2=Change posting date option, the user must first enter the proper password The posting date may only be changed if the journal has NOT YET been processed through a period close

91 90 G/L Journal Inquiry – Change Posting Date If the user enters the correct password, a window is then displayed for changing the posting date The user may change the fiscal period, relative day in the period, and/or the fiscal year Return to G/L Journal Inquiry

92 91 G/L Journal Inquiry – Update Transaction The user must be authorized to change any details in a journal transaction When requesting to change a journal transaction via the 2=Update option, the user must first enter the proper password A journal transaction may only be changed if the journal has NOT YET been processed through a period close

93 92 G/L Journal Inquiry – Update Transaction If the user enters the correct password, a window is then displayed for changing the journal transaction The user may change any data within the designated journal transaction Return to G/L Journal Inquiry Care must be taken to make sure that any changes made do not force the journal to be out of balance

94 93 G/L Transaction Search The G/L transaction search function allows searching for G/L journal transactions across journals and multiple fiscal years Only “current” journal transactions are initially displayed The fiscal period, year, and relative day of when the journal was posted is displayed The source, description, and G/L account is displayed for each journal transaction The G/L account is displayed in color for any account that has at lease one G/L note All credit amounts are displayed in color DMAS journal reference number

95 94 G/L Transaction Search – Example A number of selection fields are available, giving the user the ability to find specific journal transactions The user may search for a given fiscal period and/or year The user may look for transactions all of which have the same source The user may search for transactions that contain a specific character string in their description field The user may choose to view only transactions that have a specific G/L account Return to G/L Journal Inquiry The user may choose to view only debit or credit transactions The user may choose to view only history or a specific journal

96 95 G/L Interface from Other Apps 4 The standard interfaces to G/L from other DMAS applications have been updated to utilize the new G/L fiscal year calendars –The interface from A/R displays the user’s job date as the default posting date –The posting date is looked up in the fiscal calendar and translated to a the correlating fiscal period, relative day, and year for the journal –User overrides are allowed

97 96 G/L Interface - Billing & A/R The current job date defaults as the posting date The default job date is used to determine a default fiscal period, relative day, and year to be used when posting billing activity For multi-company users, if each company has a different fiscal year calendar, the next screen will be displayed

98 97 G/L Interface - Billing & A/R Based on the posting date entered in the previous screen, posting periods, relative days, and years are determined for each company Each company may have a different posting period and year The user may override any posting period and/or year

99 98 G/L Interface – A/R Statements The current job date is the default for the journal entry dates when posting a late charge journal The G/L posting date defaults to the current job date Based on the current job date and the fiscal year calendars for each company, posting periods, relative days, and years are determined and displayed for each company If needed, the user may process statements for a single company at a time

100 99 G/L Interface - A/P Pur Jrnl F4=Lookup keys are available to view a calendar and select the desired posting date when posting an A/P purchasing journal The journal entry dates may be keyed or selected from a calendar The journal entry dates are translated to posting periods, relative days, and years by looking up the journal entry dates in the company’s fiscal year calendar

101 100 G/L Interface - A/P C/D Jrnl F4=Lookup keys are available to view a calendar and select the desired posting date when writing A/P checks The check payment and journal entry dates may be keyed or selected from a calendar The journal entry date is translated to a posting period, relative day, and year by looking up the journal entry date in the company’s fiscal year calendar

102 101 G/L Interface – Payroll Entry If payroll accrual tailoring is “On”, the user enters the accounting period for each time entry After entering the company number and pressing the Enter key, the period label is displayed that relates to the period number keyed The user can the verify that the correct accounting period was keyed. The account period prompt does not display is “accrual” has not been selected.

103 102 G/L Interface – Check Printing During the payroll check printing process, the user is prompted for an “entry date”, used to determine which fiscal period to use for the checks The “entry date” is equivalent to the pay period “ending date” Return to G/L Summary Using the “Entry date”, the fiscal period, relative day, and fiscal year is determined for each company for which a payroll is being processed, using the fiscal calendar for that company

104 103 G/L Downloads to PC 4 Download functions are now available for downloading G/L data to spreadsheet files 4 Downloads available are –Contents of financial statements, both income statement and balance sheet Data summarized at the statement line level Or the G/L account level found within each statement line –Contents of the Statement of Changes in Financial Position –Journal transactions 4 Each download has multiple selection options

105 104 G/L Downloads to PC 4 Download results are put in “.csv” files and placed into the IFS (Integrated File System) on the user’s AS/400 4 The user can then “drag” the file to his (or her) PC and open the file with products such as Microsoft Excel 4 The user enters the desired file name and the directory in which the file is to be placed

106 105 Financial Statement Download The user has a number of selection options when downloading financial statement data The user indicates the company and format number desired Each spreadsheet row may contain up to 4 sets of data cells, therefore one prompt line for each set of data The user indicates the directory path for where the file is to be written If detail by G/L account number is desired, a file name is keyed for Detail If summary data by format line is desired, a file name is keyed for Summary

107 106 Statement of Changes in Financial Position Statement of change downloads are limited to the current fiscal year The user may select data from up to 10 different companies The user indicates the ending period to use for the download The user enters a description that will appear as part of the heading in the spreadsheet file The user indicates the directory path for where the file is to be written The user keys the file name for the output spreadsheet file

108 107 Journal Transactions A wide range of selection options are available when downloading G/L journal transactions A range of years may be selected, including previously closed fiscal years The user may also select a range of periods...a range of journals The user indicates the directory path for where the file is to be written The user keys the file name for the output spreadsheet file...and/or a range of G/L accounts The user selects the desired company Return to G/L Summary

109 108 Year-End Simulation 4 Use this feature to leave the current fiscal year ‘open’ in G/L, but yet create a snap-shot of the G/L database in a simulation environment and simulate a year-end close 4 You are then able to –Run any G/L report against the simulation database reflecting the ‘new year’s’ numbers –Perform account and journal inquiries in the simulation database –Do G/L data downloads to PC spreadsheets from the simulation database –Refresh the simulation database at any time with a single menu option

110 109 Year-End Simulation 4 All while the standard DMAS G/L database is still in the previous fiscal year with it still being ‘open’

111 110 Year-End Simulation One menu provides all of the available function for the G/L year-end simulation Option 1 is used to refresh the simulation database and/or to perform a year-end close for a specific company All other options perform their standard functions, except here, it is against the simulation database

112 111 Year-End Simulation Menu option 1 displays the G/L Simulated Data Base screen The user id, date, and time is displayed for the last time the simulation database was refreshed Each company for which a simulated year-end close has been performed, is listed The default G/L accounts to be used for the simulated year-end close are displayed and may be changed by the user The user can do a simulated year-end close for another company Return to G/L Summary

113 112 End of Presentation For more information about the General Ledger Enhancement for iSeries 400 DMAS, call I/O International, Inc. at (914) Thank you for your interest Suite 2002 Pinewood Business Center Somers, New York Return to General Ledger Summary

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