Help:GL1-G/L Standard Settings
This window titled Set Up G/L Standard Setting File is used to set up the basic information required by the General Ledger Manager module. This file should be set up before you begin posting any financial transactions in the IBS System.
Fiscal Year Beginning Month: The IBS General Ledger Manager module maintains its year-to-date amounts information in a fiscal year format. However, all of the data is entered using the calendar date. The program needs to know in which month your fiscal year begins in order to properly translate the calendar date for you. Enter that month in this field (January=01, February=02, March=03, April=04, May=05, June=06, July=07, August=08, September=09, October=10, November=11, & December=12).
THE FISCAL YEAR BEGINNING MONTH SHOULD HAVE BEEN SET UP WHEN YOUR IBS SOFTWARE WAS INSTALLED OR THE FIRST TIME THAT THE GENERAL LEDGER WAS USED BY ANY PROGRAM THAT CAN PRODUCE FINANCIAL INFORMATION. ONCE THIS FIELD HAS BEEN SET UP, YOU CANNOT CHANGE IT. IF YOU DISCOVER THAT THE FISCAL YEAR BEGINNING MONTH IS INCORRECT OR SET AS -00- (ZERO), PLEASE CONTACT TECHNICAL SUPPORT IMMEDIATELY FOR ASSISTANCE IN RESOLVING THIS PROBLEM. YOU SHOULD NOT POST ANY FINANCIAL TRANSACTIONS IN YOUR SYSTEM UNTIL THIS ERROR HAS BEEN CORRECTED!
Last Month/Year Closed to Posting: Enter in these fields the last Posting Month and Year which has been closed to posting. This will prevent any program which produces financial information from being able to post to this Month/Year or any prior Month/Year. Posting to a prior closed Month/Year could make any previously printed financial reports for that Month/Year incorrect.
Please note that the IBS System does NOT automatically update the information in these fields. YOU must update these fields, as appropriate, when each accounting month should be closed to the posting of transactions.
Directly Post These Journals to the General Ledger Files: There are eleven transaction journals maintained by the IBS System (as displayed in this window). Any of all of these journals can be posted directly through to the general ledger at the time they are initially entered (auto-posting) or you may choose to post the journals at a given time (manual posting), such as the end of each day.
Auto-Posting: If you choose to post all journals directly to the general ledger files, then your general ledger balances will always be up-to-date. However, it takes approximately twice as long to post the information straight through to the general ledger files as it does to merely post to the transaction journals. Also, the system will NOT automatically print the batches as they are posted. In order to get a printout of the batches which have been posted, you must print each batch individually using the Batch Control File option on the File Pull-Down Menu and each batch will print on a separate page of paper.
Manual-Posting: If you choose to manually post the journals at a given time (such as the end of the day) then everyone must be out of the IBS system at the time the journals are posted to ensure that the general ledger files will be available for posting. When you manually post the journals, the system will automatically print a report of all batches that were posted which is a valuable document to be kept with your financial records. The manual posting option will save you time (and paper) in printing batches; however, it does require the users to be off the system while the journals are posting.
You need to evaluate the advantages and disadvantages mentioned above when deciding whether it would be better for you to choose the auto-posting or manual-posting option. If you have further questions about this issue, please feel free to call our Technical Support Staff.
Check each Journal that you wish to Directly Post to the General Ledger files. Un-Check each journal that you do NOT wish to Directly Post to the General Ledger files. Please note that you will use the Post Journals option on the Transactions Pull-Down Menu to post any journals which you did NOT check for direct posting. For additional information on manually posting journals, please see Post Transaction Journals.
[ OK ] Press this button to record the information on this window into the General Ledger Parameters File (GL1D03.TPS).
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
