Help:GL1-GL Account Maintenance
The File pull down menu is used to set up and maintain the various files used by the General Ledger Manager module and to perform various file maintenance and utility functions. Following are the functions on this pull-down menu:
G/L Accounts Maintenance This option is used to maintain the General Ledger Accounts Name File (GL1D01) and Fiscal Year YTD Amounts File (GL1D02).
Batch Control This option is used to view and print all of the financial journals produced by the system. It maintains which batches have and have not been posted and/or printed.
Reports Configuration This option is used to maintain the user-definable General Ledger Financial Reports. You can define as many different financial reports as you wish.
G/L Standard Settings File This option maintains the Fiscal Year Beginning Month and the Last Month/Year Closed to Posting in the general ledger. The Fiscal Year Beginning Month should be set up when the IBS software is initially installed and this field cannot be changed by the user once it has been set.
NOTE: The IBS General Ledger Manager 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.
If the Fiscal Year Beginning Month has been set up incorrectly or if this field has a -0- (zero), please call Technical Support at 804-320-2040 IMMEDIATELY. This error must be corrected before you begin posting any financial transactions in your system to ensure that your transactions post correctly.
If you find an error in the Fiscal Year Beginning Month after financial transactions have been posted in your system, then our Technical Support staff will download the appropriate data files from your system, run the required utility programs to correct your data files, and we will then upload the corrected data back to your system. Please keep in mind, however, that you must cease processing transactions in your IBS system while our staff is working on your data files.
Close G/L Year This option will prepare the beginning balances in the Balance Sheet accounts (assets, liabilities, equity) for the next fiscal year from the ending balances in the current fiscal year. Since the IBS system continuously posts to the General Ledger Master File, the next fiscal year can have entries long before the prior fiscal year is closed. This does not pose any problems for IBS. You can use this option as many times as you wish without distorting any of your current work.
You should prepare the next fiscal year for the first time just before you print the first financial statements for that fiscal year. After the prior fiscal year has been officially closed, you should run this option one more time to refresh the beginning balances of the now current fiscal year with the ending balances of the prior fiscal year.
Budget File This menu option will open a sub-menu with several options that enable you to produce a budget file for the fiscal year. The budget file is fiscal year sensitive so multiple budget years can exist simultaneously. The options available on this Budget File sub-menu are:
Prepare Budget File There is a separate budget file for each fiscal year in IBS. This option enables you to prepare a new budget file from either the budget file from a prior year or the actual financial amounts from a prior year.
Edit Revenue Accounts This option is used to edit any or all revenue account budget amounts.
Edit Expense Accounts This option is used to edit any or all expense account budget amounts.
Budget Worksheet This option is used to print a budget worksheet for a specified fiscal year. This worksheet includes all revenue and expense accounts with the currently budgeted amounts for each of those accounts. The worksheet also includes blank lines where the customer can denote any changes they wish to make to these currently budgeted amounts.
Budget Listing This option is used to print a listing of the revenue and expense account budget amounts for a specified fiscal year.
Budget Margin Analysis This option will use your Configured Margin Analysis Report format and generate a Budget Margin Analysis Report based upon budgeted revenue and expense amounts.
Maintenance This menu option will open a sub-menu with options that allow you to purge historical data or to re-index files. The options available on this Maintenance sub-menu are:
Purge Journal Entry Journal This option will remove historical journal entries from the Journal Entry Transaction Journal file (GL1D05) based on the Calendar Month/Year you designate. Please note that you can keep historical information in the Journal Entry Transaction Journal file for as long as you wish, based upon how long you need to be able to access such historical data on-line or in report format.
Purge G/L Detail File This option will remove historical general ledger detail entries from the General Ledger Detail History file (GL1D04) through the Fiscal Month/Year you designate. Please note that you can keep historical data in the General Ledger Detail History File for as long as you wish, based upon how long you need to be able to access such historical data on-line or in report format.
Purge G/L YTD Amounts This option will remove historical General Ledger YTD Amounts entries from the Fiscal Year YTD Amounts file (GL1D02). The information in this file is the basis for all of the financial reports. Please note that you can keep the historical information in the Fiscal Year YTD Amounts File for as long as you wish, based upon how long you need to be able to access such historical data on-line or in report format.
Purge Budget Amounts This option will remove historical data from the Fiscal Year Budget Amounts file (GL1D08) through the fiscal year you designate. The information in this file is the basis for your budget reports. Please note that you can keep the historical information in the Fiscal Year Budget Amounts file for as long as you wish, based upon how long you need to be able to access such historical data on-line or in report format.
Re-Index Files The data files should be re-indexed periodically. The TopSpeed file driver which these programs use is self-maintaining. However, it is good to periodically check the structural integrity of your data files. This program option will re-index these files as well as remove any deleted records.
Utilities This menu option will open a sub-menu with options for several different utilities to analyze the Fiscal Year YTD Amounts (GL1D02) and General Ledger Detail History (GL1D04) files. There are occasions, as with system crashes, that the General Ledger Detail History and Fiscal Year YTD Amounts files can become out of sync. These utility programs can be used to analyze and resolve problems. The options on this Utilities sub-menu are:
Compare G/L Master with Detail This option will generate a report for the specified month/year which compares the totals in the Fiscal Year YTD Amounts File (GL1D02) for each general ledger account to the totals in the General Ledger Detail History File (GL1D04). This report can be printed with all general ledger accounts, with only the general ledger accounts which were used in that month/year, or with only the accounts that have a difference in amount between these two files. The totals at the bottom of this report should all be zeros. If the totals are not zeros, then the amounts in the Difference column indicate which account(s) are out of balance.
NOTE: If the total for the Detail column does not equal zero, then one or more batches are out of balance. The Balances of Batches--One Month option should be run to determine which batch or batches are out of balance. Then call Technical Support for assistance in fixing the out-of-balance batch or batches.
Compare G/L Detail with Master This option will generate a report for the specified month/year which compares the totals in the General Ledger Detail History file (GL1D04) for each general ledger account to the totals in the Fiscal Year YTD Amounts file (GL1D02). This report can be printed with all general ledger accounts, with only the general ledger accounts which were used in that month/year, or with only the accounts that have a difference in amount between these two files. (Please note that this report will read the General Ledger Detail History file first and will skip any account which has no entries in the General Ledger Detail History file for the specified month/year.) The totals at the bottom of this report should all be zeros. If all totals are not zero, then the amount(s) in the Difference column indicate which account(s) are out of balance.
NOTE: If the total for the Detail column does not equal zero, then one or more batches are out of balance. The Balances of Batches--One Month option should be run to determine which batch or batches are out of balance. Then call Technical Support for assistance in fixing the out-of-balance batch or batches.
Merge G/L Accounts This option enables you to merge the contents of one general ledger account with another general ledger account. It is used if you wish to consolidate two accounts into one, and not lose the YTD comparisons with previous years. It will merge the amounts in the General Ledger Detail History file (GL1D04), Fiscal Year YTD Amounts file (GL1D02), Fiscal Year Budget Amounts file (GL1D08) and Recurring Journal Entries file (GL1D10).
You can choose to merge entries for one specific month/year, for one specific year, or for all years. Please note, however, that this process will merge ALL entries for the specified time frame (month, year, or all years) from one account to the other account. NOTE: If you need to move only selected entries from one general ledger account to another general ledger account, then you must do so by posting a journal entry.
Change Posting Code for Batch This option is used to change the Posting Month/Year used in a specific batch when the Posting Month/Year was entered incorrectly. It will search the entire batch selected for the Posting Month/Year specified and replace it with the new Posting Month/Year. It will make this change in the General Ledger Detail History file (GL1D04) and the Fiscal Year YTD Amounts file (GL1D02).
Please note, however, that if a batch has several entries with the same Posting Month/Year, you cannot selectively change only one of those entries to another Posting Month/Year. This process will change ALL entries with the specified Posting Month/Year to the designated new Posting Month/Year.
Analyze Balances of Batches This option is used to analyze a single batch or a range of batches to determine if the total debits equal the total credits in the batch.
NOTE: If any batch is out-of-balance, then please call Technical Support for assistance in correcting this problem.
Balances of Batches -- One Month This option is used to analyze all batches for a specified Posting Month/Year to determine if the total debits equal the total credits in each batch.
NOTE: If any batch is out-of-balance, then please call Technical Support for assistance in correcting this problem.
File Redirection File This option is used to edit the file which tells the program the location of the data files. In the IBS system, programs do not have to reside in the same location as the data files.
Passwords This option is used to edit the Password file. New passwords can be added, existing passwords can have their permissions modified, or existing passwords can be deleted. Any user must have a password before he/she can use this program.
Log On This option enables the user to "log-on" to the Bank Account Manager program using another password.
Print Setup This option is used to select the Default Printer.
Exit Select this option to exit this module and return to the Main IBS Menu.
