General Ledger - Dynamics GP - Microsoft Learn

You can use General Ledger to enter a chart of accounts and post beginning balances. You can set up budgets in Dynamics GP or use Microsoft ... Skiptomaincontent Thisbrowserisnolongersupported. UpgradetoMicrosoftEdgetotakeadvantageofthelatestfeatures,securityupdates,andtechnicalsupport. DownloadMicrosoftEdge MoreinfoaboutInternetExplorerandMicrosoftEdge Tableofcontents Exitfocusmode ReadinEnglish Save Tableofcontents ReadinEnglish Save Feedback Edit Print Twitter LinkedIn Facebook Email Tableofcontents DynamicsGPGeneralLedger Article 04/01/2022 238minutestoread 5contributors Inthisarticle YoucanuseGeneralLedgertoenterachartofaccountsandpostbeginningbalances.YoucansetupbudgetsinDynamicsGPoruseMicrosoftExceltosetthemup.YoucanexportbudgetsfromMicrosoftDynamicsGPtoExcel,modifythem,ordistributeworksheetstobudgetmanagersforreviewandinput,thenimportthemodifiedbudgetsbackintoMicrosoftDynamicsGP.Ifyouuseapredefinedchartofaccounts,youcanquicklyprintfinancialstatementsormodifythemusingAdvancedFinancialAnalysisorManagementReporterforMicrosoftDynamicsERP. YoualsocanuseGeneralLedgertocompletethefollowingtasks: Enterandpoststandardorcorrectingtransactions Enterunitaccountsthatcapturenon-financialdata,andfixedorvariableallocationaccountsthatallowyoutoefficientlydistributeamountsamongmultipleaccounts SetpostingoptionsthatallowyoutoposttransactionsfromsubsidiaryledgerstoGeneralLedger,wherecanreviewandthemandmakecorrectingentries,ifnecessary,orpostthemthroughGeneralLedgerinasinglestep Voidordeleteunpostedtransactionseasily,backoutorreversepostedtransactions,andpostcorrectedentries—allwithacomplete,clearaudittrail Bringgreaterefficiencytorecurringtransactionsbydefiningquickjournaltransactionsthatcanbepostedrepeatedlywithminimalchanges Filteraccountviewsbasedonaccessgrantedforaccounts,increasingsecurityandeliminatingerrorscausedwhenentriesaremadetoinappropriateaccounts Ifyou’reusingIntercompanyProcessing,youposttransactionsacrosscompaniesandprintconsolidatedfinancialstatements.Formoreinformation,seetheIntercompanyProcessingdocumentation. IfyouareusingAnalyticalAccounting,youcansetupdimensioncodesandaccountclassesthatprovidegreaterflexibilityinanalyzingtransactiondata.Formoreinformation,seetheAnalyticalAccountingdocumentation. ThismanualisdesignedtogiveyouanunderstandingofhowtousethefeaturesofGeneralLedger,andhowitintegrateswiththeMicrosoftDynamicsGPsystem. TomakebestuseofGeneralLedger,youshouldbefamiliarwithsystem-widefeaturesdescribedintheSystemUser’sGuide,theSystemSetupGuide,andtheSystemAdministrator’sGuide. SomefeaturesdescribedinthedocumentationareoptionalandcanbepurchasedthroughyourMicrosoftpartner. ToviewinformationaboutthereleaseofMicrosoftDynamicsGPthatyou’reusingandwhichmodulesorfeaturesyouareregisteredtouse,chooseHelp>>AboutMicrosoftDynamicsGP. Themanualisdividedintothefollowingparts: Part1,Setup,describeshowtosetupGeneralLedgersothatitmeetstheneedsofyourbusinessandworkswithothermodulesthatyouuse. Part2,Budgets,describeshowtocreateanewbudgetinMicrosoftDynamicsGPorinMicrosoftExcel. Part3,Transactions,providesproceduresforcompletingGeneralLedgeraccountingtasks. Part4,Inquiries,showshowtoviewbothcurrentandhistoricalaccount,budget,andtransactioninformation. Part5,Reports,describeshowtousereportstoanalyzetransactionandaccountinformation,andhowtodisplaytheinformationonacomputerscreenoronaprintedreport,ortosaveittoafile. Part6,Utilitiesandroutines,providestheproceduresthatyouneedtomaintainyourdatainGeneralLedger.InformationaboutcreatingandmodifyingchecklistsforGeneralLedgerroutinesfortheendofamonth,quarter,oryearalsoareincluded. Part1:Setup UsethefollowinginformationtosetupGeneralLedger.Setupproceduresgenerallyneedtobecompletedonce,butyoucanrefertotheinformationatothertimesforinstructionsonmodifyingorviewingexistingentries. Thefollowinginformationisdiscussed: Chapter1,“GeneralLedgersetup,”describeshowtousethesetuproutinetocorrectlysetupGeneralLedger. Chapter2,“Understandingaccounts,”describesthetypesofaccountsthatmakeupyourchartofaccounts. Chapter3,“Postingaccounts,”describeshowtosetuppostingaccountstotrackyourassets,liabilities,revenue,expenses,andequity. Chapter4,“Unitaccounts,”describessettingupaccountstotracknonfinancialquantities. Chapter5,“Fixedallocationaccounts,”describessettingupaccountstodistributefixedamountsamongseveralaccounts. Chapter6,“Variableallocationaccounts,”describessettingupaccountstodistributevariableamountsamongseveralaccounts. Chapter7,“Retainedearningsaccounts,”describeshowtosetupretainedearningsaccountstouseduringtheyear-endclosingprocess. Chapter8,“Chartofaccounts,”containsinformationaboutsettingupachartofaccounts. Chapter9,“Beginningbalancesandhistory,”describeshowtoenterbeginningbalancesandhistory. Chapter10,“Quickjournaltransactionssetup,”describeshowtosetupquickjournalsfortime-savingjournalentry. Chapter11,“Revenue/ExpenseDeferralssetup,”providesinstructionsforsettingupRevenue/ExpenseDeferrals. Chapter1:GeneralLedgersetup OnewaytosetupGeneralLedgeristofollowthesetuproutineprovided.Itguidesyouthroughtheproceduresyouneedtocomplete,intheorderyouneedtocompletethem. Thisinformationisdividedintothefollowingsections: BeforeyoubeginsettingupGeneralLedger Settingupdefaultentriesandpreferences Understandingnetchangeandperiodbalance Settinguptransactionmatching BeforeyoubeginsettingupGeneralLedger BeforesettingupGeneralLedger,besureyou’vesetupallofthefollowingforthecompany: Accountformat Fiscalperiods Posting Sourcedocuments Audittrailcodes Formoreinformationaboutsettingupyoursystemandcompany,refertothe SystemSetupinstructions(Help>>Contents>>selectSettingUptheSystem). Settingupdefaultentriesandpreferences UsetheGeneralLedgerSetupwindowtospecifythenextjournalentrynumber,indicatehowaccountbalanceswillappearintheGeneralLedgerAccountMaintenanceandTransactionEntrywindows,aswellasotherMicrosoftDynamicsGPwindows,andselectthetypeofhistoricalinformationtosave.Youalsocanrestrictorallowspecificactions,suchaspostingtohistoricalyears,deletingsavedtransactions. TheGeneralLedgerSetupwindowalsoallowsyoutoenablebase,local,andInternationalFinancialReportingStandards(IFRS)ledgers.Afterthisprocess,userswhoareenteringGeneralLedgertransactionscanassignthetransactionstothesespecificreportingledgers. Tosetupdefaultentriesandpreferences: OpentheGeneralLedgerSetupwindow. (Financial>>Setup>>Financial>>GeneralLedger) Enterthenextjournalentryandbudgetjournalentrynumbers.AnewjournalentrynumberisassignedeachtimeyousaveanentryintheTransactionEntry,ClearingEntryorQuickJournalEntrywindows.AnewbudgetjournalentryisassignedeachtimeyousaveanentryintheBudgetTransactionEntrywindow. Thejournalentryandbudgetjournalentrynumberappearsonreportsaspartofyouraudittrail.Youcanusethesenumberstotracetransactionstotheiroriginalpointofentry. Choosewhethertodisplayaccountbalancesasnetchangeorperiodbalanceamounts. ThedisplaymethodyouselectwillappearthroughoutMicrosoftDynamicsGP.Youcanchangethemethodineachwindowwheretheaccountbalancesaredisplayed.RefertoUnderstandingnetchangeandperiodbalanceformoreinformation. Skiptheretainedearningsentries. Youneedtoenterthechartofaccountsbeforespecifyingaretainedearningsaccount.Later,afteryou’vesetuppostingandfixedallocationaccounts,youcanrefertoChapter7,“Retainedearningsaccounts,”formoreinformationaboutthisentry. Choosewhethertokeepaccounthistory,transactionhistory,budgettransactionhistory,orallthree. Accounthistoryprovidesaccountsummarybalancesonly.Transactionhistoryincludesalltransactionspostedtoanaccount.Budgettransactionhistoryretainsthehistoryofbudgetadjustments.Whenbudgettransactionsareposted,theymovedirectlytothehistorytablebecausethereisnoopentableforthesetransactions.Thus,youmustchooseanoptionhereifyouwanttodoinquiriesonbudgettransactionsaftertheyhavebeenposted. Youcankeephistoryforanunlimitednumberofyears.Thisinformationisupdatedduringtheyear-endclosingprocesswhencurrent-yearbalancesbecomeprevious-yearbalances. Ifyouchoosetokeephistory,youcanprinthistoricalinformationonfinancialstatements,comparingprevious-yearamountstocurrent-yearamounts.Youalsocancalculatebudgetsbasedoninformationfromapreviousyear. Markwhethertoenableuserstoposttohistory.Ifthischeckboxismarked,youcanposttransactionstothemostrecenthistoryyear.Forexample,youcanpostauditadjustmentsafteryouhaveclosedtheyear. MarktheDeletionofSavedTransactionsoptiontoenableuserstodeletetransactionsthataresaved,butnotposted.Ifyouunmarkthisoption,savedtransactionsmustbevoidedinsteadofdeleted. MarktheVoiding/CorrectingofSubsidiaryTransactionsoptiontoenablesavedtransactionsoriginatinginothermodulestobevoidedorpostedtransactionsoriginatinginothermodulestobebackedoutorbackedoutandcorrected.Voidingsavedtransactionsoriginatinginothermoduleswillnotupdatethetransactionsinthosemodules.Youmustvoidordeletetheoriginatingtransactionsusingtheoriginatingmodules. MarktheBackOutofIntercompanyTransactionsoptiontoenableintercompanytransactionstobebackedout. Markwhethertoupdatetheacceleratorinformation. MarktheUpdateAcceleratorInformationoptionifyouwanttoupdaterowandcolumninformationonfinancialstatementseachtimeyoumodifythelayoutofanexistingfinancialreportusingAdvancedFinancialAnalysis. Note Ifyoudon’tuseaccountrangesandwildcardcharactersinyourfinancialstatements,youdon’tneedtomarkthisoption.Formoreinformationaboutfinancialstatements,refertoChapter30,“Financialstatementreports.” Markwhethertoallowreportingledgers. Note AllowingreportingledgersisapermanentselectionafteryousaveyourchangesbyclickingOK.YoucannotunmarkAllowReportingLedgerslater. Whenyoumarkthisoption: ThereportingledgertypesBase,IFRS,andLocalbecomeavailablefortheselectedaccount.Later,transactionsforthisaccountcanbeassignedtooneofthesereportingledgertypes.Formoreinformationonassigningatransactiontoareportingledgertype,seeChapter18,“Standardandreversingtransactions.” Youcanchangethedescriptionforeachreportingledgertype. Whenyoumarkthisoption,theAccountBalanceforSubsidiaryWindowslistbecomesactive.ThislistletsyoudecidewhichreportingledgertypesareusedtocalculateaccountbalancesthatappearinMicrosoftDynamicsGPmodulesotherthanGeneralLedger. Ifyoudonotmarkthisoption,alltransactionsfortheselectedaccountareassignedtotheBaseledger. Definitionsofthereportingledgertypes: Baserepresentsthebaseledger,wherethetransactionscanbeappliedforbothlocalandIFRSaccounting.Alltransactionsoriginatingsub-ledgermodulesareappliedtothebaseledgerbydefault. IFRSrepresentstheIFRSledger,wherethetransactionscanbeappliedforIFRSaccounting. Localrepresentsthelocalledger,wherethetransactionscanbeappliedforlocalaccounting. ThelocalandIFRSledgertypesallowyoutoentersimilartransactionsandassignthemtoaspecificreportingledger,whichcanvarybecausetheaccountsoramountsmightdifferontheaccountingrulesthatareappliedwhendeterminingtheaccountingtransaction. IntheAccountBalanceforSubsidiaryWindowslist,choosethereportingledgertypesthatyouwanttousetocalculatebalancesforaccountsthatappearoutsideofGeneralLedger. Reviewthesetupoptionsyou’veenteredontheSetupListreport.Toprintthelist,chooseFile>>PrintortheprintericonbuttonwhiletheGeneralLedgerSetupwindowisdisplayed. Understandingnetchangeandperiodbalance Youcanviewthestatusofyouraccountsbynetchangeorinaperiod-by-periodformat.Somewindowsdisplaybothnetchangeandperiodbalances. Ifyouchoosenetchange,theamountdisplayedisthedifferencebetweeneachperiodandtheprecedingperiod,whetherpositiveornegative. Ifyouchooseperiodbalances,theactualbalanceforeachperiodisdisplayed.Refertothetableforanexampleofhowthesameinformationisdisplayed,dependingonthedisplaysettingyouchoose. Period Netchange Periodbalance Period1 $100.00 $100.00 Period2 $100.00 $200.00 Period3 $0.00 $200.00 Period4 $50.00 $250.00 ThedisplaymethodyouchooseintheGeneralLedgerSetupwindowwillbeusedasthedefaultthroughoutMicrosoftDynamicsGP;however,youcanchangethemethodineachwindowwhereaccountbalancesaredisplayed. Settinguptransactionmatching Transactionmatchingistheprocessoflinkingrelatedtransactiondistributionsfromdifferentjournalentries.Forexample,youcanlinkperiod-endadjustingentriestotheoriginaltransactions,orlinkasetoftransactionsassociatedwithaproject.Youcanalsocreategroupsoflinkedtransactiondistributions.Forexample,youcouldcreateagroupofthelinksforperiod-endadjustmentstoaidintheauditprocess. UsetheTransactionMatchingSetupwindowtosettheoptionsyouwanttouseforlinkingtransactions,includingwhetheryouwanttorequirethetransactionsyoulinktobalance,thenextnumbertouseforlinks,andwhetheryouwanttoenablelinkstobedeleted. Tosetuptransactionmatching: OpentheTransactionMatchingSetupwindow. (Financial>>Setup>>Financial>>TransactionMatching) Enterthedefaultnextlinknumber. Indicatewhetheryouwanttorequirelinkeddistributionstobalance. WhenyoulinktransactiondistributionsintheGeneralLedgerTransactionLinkMaintenancewindow,thecreditsanddebitsaretotaledandthebalanceisdisplayed.Ifyoumarkthisoption,linkeddistributionsmustbalance(thatis,totaldebitsmustequaltotalcredits)beforethelinkcanbesaved. Indicatewhetheryouwanttorequirelinkeddistributionstobeforasingleaccountonly. Forexample,assumeyouwanttobeabletolinkdistributionstotheaccountsforFinanceChargeIncomeandInterestIncome.Ifyoumarkthisoption,youwon’tbeabletoestablishthislink.Ifyoudon’tmarkthisoption,youcanestablishthislink. Indicatewhetheryouwanttoenablesavedlinkstobedeleted.Ifyoumarkthisoption,youcanchooseDeletionPasswordtoenterapasswordthatmustbeenteredbeforealinkcanbedeleted. ChooseOKtosaveyourentriesandclosethewindow. Chapter2:Understandingaccounts Yourchartofaccountswillincludeseveraltypesofaccounts.Thispartofthedocumentationdescribesthedifferenttypesofaccountsandhowaccountcategoriesareusedtogroupaccountsonfinancialstatements. Thisinformationisdividedintothefollowingsections: Posting,unit,andallocationaccounts Understandingaccountcategories Maintainingaccountcategories Understandingaccountaliases Usinganaccountaliasduringdataentry User-definedfieldsforaccounts Defaultchartsofaccounts(COA) Ifyouplantoloadadefaultchartofaccountswhenyoucreateanewcompany,werecommendthatyoureviewthedefaultchartsofaccountsthatareavailableinMicrosoftDynamicsGP.YoucanusethefollowingMicrosoftExcelfilesthatdescribethedefaultchartsofaccountsthatareavailableforvarioustypesoforganizations. [DynamicsGPDefaultChartofAccounts] (https://mbs2.microsoft.com/fileexchange/?fileID=166f60d5-127d-4d39-8b0f-aafed98ed617) Organizationtype COAforOrganization COAforPartnerships COAforSoleProprietorships Bookkeeping/Accounting CorpBookkeepingAccounting.xls PartnershipBookkeepingAccounting.xls SolePropBookkeepingAccounting.xls CanadianService CorpCanadianService.xls PartnershipCanadianService.xls SolePropCanadianService.xls Contractor/builder CorpContractorBuilder.xls PartnershipContractorBuilder.xls SolePropContractorBuilder.xls Legalpractice CorpLegalPractice.xls PartnershipLegalPractice.xls SolePropLegalPractice.xls Manufacturing CorpManufacturing.xls PartnershipManufacturing.xls SolePropManufacturing.xls Medical/dental CorpMedicalDental.xls PartnershipMedicalDental.xls SolePropMedicalDental.xls Non-profit CorpNonProfit.xls PartnershipNonProfit.xls SolePropNonProfit.xls Printshop CorpPrintShop.xls PartnershipPrintShop.xls SolePropPrintShop.xls Realestate CorpRealEstate.xls PartnershipRealEstate.xls SolePropRealEstate.xls Restaurant CorpRestaurant.xls PartnershipRestaurant.xls SolePropRestaurant.xls Retail CorpRetail.xls PartnershipRetail.xls SolePropRetail.xls U.S.service CorpU.S.Service.xls PartnershipU.S.Service.xls SolePropU.S.Service.xls Wholesale CorpWholesale.xls PartnershipWholesale.xls SolePropWholesale.xls Posting,unit,andallocationaccounts Achartofaccountscanincludethreetypesofaccounts:posting,unit,andallocationaccounts.Eachtypecanbeusedtomeetdifferentbusinessneeds. PostingaccountsPostingaccountsarethefinancialaccountsthattrackassets,liabilities,revenue,expenses,andequity.Transactionspostedtotheseaccountsappearonfinancialreports.ExamplesofpostingaccountsincludeCash,CostofGoodsSold,andAccountsReceivable.Formoreinformation,seeChapter3,“Postingaccounts.” UnitaccountsUnitaccountsaresimilartopostingaccounts.Likepostingaccounts,unitaccountsareusedintransactionentry.Historicalinformationandbudgetscanbemaintainedforbothtypesofaccounts.However,quantities—ratherthanamounts—arepostedtounitaccounts,andunitaccountsdon’tappearonfinancialstatements.Formoreinformation,seeChapter4,“Unitaccounts.” AllocationaccountsAllocationaccountsareusedtodistributepercentagesofasingletransactionamongseveralaccounts.Twodifferenttypesofallocationaccountsareavailable:fixedandvariable.Formoreinformation,seeChapter5,“Fixedallocationaccounts,”andChapter6,“Variableallocationaccounts.” Understandingaccountcategories Allpostingaccountsareassignedtoaccountcategories,whichareusedtogroupaccountsonfinancialstatements.Forexample,allaccountsassignedtotheCashcategory—PettyCash,Cash-Operating,CashPayroll—willappearundertheCashcategorywhenfinancialstatementsareprinted.Youalsocanchoosewhethertoprintdescriptionsforthefirstaccountinthecategoryorprintthecategorydescription. GeneralLedgerincludes48predefinedaccountcategories.TheaccountcategoriescanbedisplayedintheAccountCategorySetupwindow.TheaccountcategoriesprovidedwithGeneralLedger,theirtype(balancesheet,profitandloss,orstatementofchanges)andthefinancialstatementsthatincludeeachaccountcategoryarelistedinthefollowingtable: Category Type Appearson: Cash BalanceSheet BalanceSheetStatementofCashFlows Short-TermInvestments BalanceSheet BalanceSheetStatementofCashFlows AccountsReceivable BalanceSheet BalanceSheetStatementofCashFlows Inventory BalanceSheet BalanceSheetStatementofCashFlows NotesReceivable BalanceSheet BalanceSheetStatementofCashFlows WorkinProcess BalanceSheet BalanceSheetStatementofCashFlows PrepaidExpenses BalanceSheet BalanceSheetStatementofCashFlows Long-TermInvestments BalanceSheet BalanceSheetStatementofCashFlows Property,Plant,andEquipment BalanceSheet BalanceSheetStatementofCashFlows AccumulatedDepreciation BalanceSheet BalanceSheetStatementofCashFlows IntangibleAssets BalanceSheet BalanceSheetStatementofCashFlows OtherAssets BalanceSheet BalanceSheetStatementofCashFlows AccountsPayable BalanceSheet BalanceSheetStatementofCashFlows NotesPayable BalanceSheet BalanceSheetStatementofCashFlows CurrentMaturitiesofLong-TermDebt BalanceSheet BalanceSheetStatementofCashFlows TaxesPayable BalanceSheet BalanceSheetStatementofCashFlows InterestPayable BalanceSheet BalanceSheetStatementofCashFlows DividendsPayable BalanceSheet BalanceSheetStatementofCashFlows LeasesPayable(Current) BalanceSheet BalanceSheetStatementofCashFlows SinkingFundPayable(Current) BalanceSheet BalanceSheetStatementofCashFlows OtherCurrentLiabilities BalanceSheet BalanceSheetStatementofCashFlows Long-TermDebt BalanceSheet BalanceSheetStatementofCashFlows CommonStock BalanceSheet BalanceSheetStatementofCashFlows PreferredStock BalanceSheet BalanceSheetStatementofCashFlows AdditionalPaid-inCapital–Common BalanceSheet BalanceSheetStatementofCashFlows AdditionalPaid-inCapital–Preferred BalanceSheet BalanceSheetStatementofCashFlows RetainedEarnings BalanceSheet BalanceSheet TreasuryStock BalanceSheet BalanceSheet CommonDividends BalanceSheet BalanceSheet PreferredDividends BalanceSheet BalanceSheet Sales ProfitandLossStatement ProfitandLossStatement SalesReturnsandDiscounts ProfitandLossStatement ProfitandLossStatement CostofGoodsSold ProfitandLossStatement ProfitandLossStatement SellingExpense ProfitandLossStatement ProfitandLossStatement AdministrativeExpense ProfitandLossStatement ProfitandLossStatement SalariesExpense ProfitandLossStatement ProfitandLossStatement OtherEmployeeExpenses ProfitandLossStatement ProfitandLossStatement InterestExpense ProfitandLossStatement ProfitandLossStatement TaxExpense ProfitandLossStatement ProfitandLossStatement DepreciationExpense ProfitandLossStatement ProfitandLossStatement IncomeTaxExpense ProfitandLossStatement ProfitandLossStatement OtherExpenses ProfitandLossStatement ProfitandLossStatement OtherIncome ProfitandLossStatement ProfitandLossStatement ChargesNotUsingWorking Statementofchanges StatementofCashFlows RevenuesNotProducing Statementofchanges StatementofCashFlows Gain/LossonAssetDisposal Statementofchanges StatementofCashFlows AmortizationofIntangible Statementofchanges StatementofCashFlows NonfinancialAccounts Notapplicable Nonfinancialaccounts(unitaccounts)donotappearonfinancialstatements. StatementofCashFlows StatementofRetained Earnings StatementofCashFlows StatementofCashFlows StatementofRetained Earnings StatementofCashFlows StatementofRetained Earnings StatementofCashFlows Capital WorkingCapital Assets Maintainingaccountcategories Accountcategoriesareusedtogroupthepostingaccountsonfinancialstatements.Forexample,allaccountsintheCashcategory—willappearundertheCashcategory.ThedefaultlistincludescategoriessuchasCash,Short-TermInvestmentsandNotesReceivable. UsetheAccountCategorySetupwindowtoviewandmakechangestothedescriptionsoftheaccountcategories.Youcancustomizeanyaccountcategorybychangingitsdescription,butthefinancialstatementitappearsonwillnotbechanged.Inaddition,predefinedcategorydescriptionscannotberemoved. Youcanaddunlimitedaccountcategoriesifyourbusinesshasspecializedreportingneeds.Additionaluser-definedcategoriesappearafterthepredefinedcategoriesinthescrollingwindowandareprecededbyanasteriskintheNumbercolumn.Youcanremoveauser-definedcategory,onlyifithasnoaccountsassignedtoit. Toreverttotheoriginalsetofaccountcategoriesonceyou'vechangedthem,cleardatafromtheAccountCategoryTable. Tomaintainaccountcategories: OpentheAccountCategorySetupwindow. (Financial>>Setup>>Financial>>Category) Renameanypredefinedcategories,ifneeded. Ifyourbusinesshasspecializedreportingneeds,youcanadduser-definedcategoriesbyscrollingtothebottomofthelistandenteringacategorydescription. YoucanverifyyourchangeswithanAccountCategoryList. ToprintanAccountCategoryList,chooseFile>>PrintortheprintericonbuttonwhiletheAccountCategorySetupwindowisdisplayed. Understandingaccountaliases Anaccountaliasisa20-character“shortname”assignedtoanaccount.Youcanuseanaccountaliasinsteadoftheentireaccountinanywindowwhereyouenterorselectaccounts.Ifyou’reusingalargeaccountstructure,aliasesprovideaquickmethodofdataentry. Forexample,ifyou’vesetuptheCashOperatingaccountforyourmainbranchasaccount1200-0000-2100-0000-0000,youcouldassignanaliassuchas$-CO. YoucansetupaccountaliasesintheAccountMaintenance,UnitAccountMaintenance,VariableAllocationMaintenance,andFixedAllocationMaintenancewindows.Usingaccountaliasesisoptional.Youcanmodifyanaccountaliasatanytimeusingtheappropriateaccountmaintenancewindow. Usinganaccountaliasduringdataentry UsetheAccountEntrywindowtoenteraccountaliasesduringtransactionentry. Touseanaccountaliasduringdataentry: OpentheAccountEntrywindowusinganyofthesemethodsinatransactionentrywindow: ChoosetheAccountexpansionbutton. PressCTRL+A. ChooseAccountAliasfromtheViewmenuinanywindowwhereyoucanenteranaccount. Note TheViewmenuandkeyboardshortcutareavailableonlywhenyou’reenteringaccountaliasesintransactionentrywindows. Enterorselectanalias.Assoonasyouenterorselectanalias,theAccountEntrywindowclosesandthetransactionentrywindowisdisplayed. Note YoualsocanchooseanaliasusingtheAccountslookupwindow.AccountaliasesaredisplayedbelowtheaccounttheyrepresentintheAccountswindow.WhenyouselectanaccountandthenpressTAB,thelookupwindowclosesandtheaccountisdisplayedinthemainwindow. Continueenteringtransactioninformation. User-definedfieldsforaccounts GeneralLedgerincludesfouruser-definedfieldsfortrackingadditionalinformationabouteachaccount. Forexample,tobeabletosortgroupsofaccounts,suchasExpense-Retail,youcanenterAccountGroupasthelabelintheUser-Defined1field.IntheAccountMaintenancewindow,you’llseeAccountGroupasthelabelforthefieldthatwasUser-Defined1,andyoucanenterExpenses-Retailfortheaccountsthatareinthatgroup.YoualsowillseeAccountGroupasasortingmethodonGeneralLedgeraccountlists.Youcanusethefouruser-definedfieldstoenterandtrackinformationforeachaccount. Chapter3:Postingaccounts Postingaccountsarethefinancialaccountsusedtotrackassets,liabilities,revenue,expenses,andequity.Transactionspostedtotheseaccountsappearonfinancialreports.ExamplesofpostingaccountsincludeCash,CostofGoodsSold,andAccountsReceivable. Note Ifyoudidn’tinstallthedefaultchartofaccountswhenyoucreatedthecompanybutyouwanttousethedefaultchartofaccountsnow,youmustdeletethecompanyandrecreateit.SeetheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration)formoreinformationaboutcreatingcompanies. Thisinformationisdividedintothefollowingsections: Settingupapostingaccount Deletingorinactivatingapostingaccount Settingupapostingaccount UsetheAccountMaintenancewindowtosetupapostingaccount.Beforeyouaddaccountstoanexistingchartofaccounts,printaPostingAccountsList(Financial>>Reports>>Financial>>Account)todeterminewhetheraccountsshouldbeaddedtofitthecurrentneedsofyourbusiness. Note Asyousetupaccounts,keepinmindthatyoucancreateabasicsetofaccountsforadepartmentandusetheMassModifyChartofAccountswindowtocopythebasicsetofaccountstootherdepartments.RefertoChartofaccountsmodificationsformoreinformation. Tosetupapostingaccount: OpentheAccountMaintenancewindow. (Financial>>Cards>>Financial>>Account) Enteranaccountidentifierusinganycombinationoflettersornumbers.Youalsocanenteradescriptionandanalias.RefertoUnderstandingaccountaliasesformoreinformation. Ifyou’vesetupaccountsegmentsalreadyandyouleavethedescriptionfieldblank,Theaccountdescriptionwillbecreatedautomaticallybycombiningtheaccountsegmentdescriptions. Tomakechangestoanexistingpostingaccount,enterorselecttheaccount. Indicatewhetheryouwantuserstobeabletomanuallyenterorselectthisaccountintransactionordistributionentrywindows.Ifyouunmarkthisoption,youwillnotbeabletomanuallyenterthisaccountinatransactionordistributionentrywindow. Enterorselecttheaccountcategory. SpecifywhethertheaccounttypicallyappearsontheBalanceSheetortheProfitandLossStatement.Thisselectiondetermineswhichaccountswillbeclosedatyear-end. Note Ifyouareunsureofanaccount’spostingtype,refertoUnderstandingaccountcategoriesforinformationaboutthepostingtypeandfinancialstatementsusedwitheachoftheaccountcategories.Ifyou’reunsureoftheaccounttypeorbalance,youshouldcontactacertifiedpublicaccountant. Specifythetypicalbalance—debitorcredit.Assetandexpenseaccountsnormallyhavedebitbalances,whileliability,revenue,andequityaccountsnormallyhavecreditbalances.Forexample,yourCashaccountisanassetaccount,andittypicallyshouldhaveadebitbalance. IfthetransactionorigininthePostingSetupwindowissetuptouseaccountsettings,decidehowmuchdetailtoposttothisaccountfromeachseries. SelectDetailtopostaseparatedistributionamounttothisaccountforeachtransactioninabatch. SelectSummarytopostasummarizedtotalforanentiregroupoftransactionstothisaccount. Formoreinformationaboutpostingsetup,refertotheSystemSetupinstructions(Help>>Contents>>selectSettingUptheSystem). Selecttheserieswhereyouexpecttousethispostingaccount;theaccountwillappearinalllookupwindowsintheselectedseries.UsetheSHIFTandCTRLkeystoselectmorethanoneseries. Enteradditionalinformationintheuser-definedfieldsaboutthepostingaccountthatyou'resettingup.TheinformationwillappearonthePostingAccountsListandtheAccountsListbeneaththeheadingsthatwereenteredforuser-definedfieldsintheGeneralLedgerSetupwindow. ChooseSummarytoviewopen-yearsummaryinformationfortheaccount.ChooseHistorytoviewandenterhistoricalyearsummaryinformation.Formoreinformationonenteringaccountbalancesandhistory,seeChapter9,“Beginningbalancesandhistory.” ChooseBudgettoenterabudgetfortheaccount.Youcansetupabudgetfortheaccountnoworwaituntilallaccountshavebeenentered. ChooseAnalysistoenterdefaultMultidimensionalAnalysisinformation.Formoreinformation,refertotheMultidimensionalAnalysisdocumentation. Ifyou’reusingMulticurrencyManagement,chooseCurrencytoassigncurrenciestotheaccount. YoucanmarkRevalueAccounttorevaluetheaccountwhentherevaluationprocedureisperformed.Typically,cashaccountsforanothercurrencyarerevaluedtocalculatetheunrealizedgainorlossbasedonfluctuatingexchangerates.Youcanrevaluebasedonthenetchangeamountfortherevaluationperiodorbasedontheperiodbalance. ChooseSavetosavetheaccount.RedisplaytheaccountandchooseFile>>PrintortheprintericonbuttontoverifyyourentrieswithaPostingAccountsList. Deletingorinactivatingapostingaccount UsetheAccountMaintenancewindowtodeleteorinactivateanaccount.Ifanaccounthasbecomeobsoleteandyou’renotplanningtouseitagain,youcandeleteitfromthechartofaccounts.Inothersituations,youcaninactivateanaccountbecauseithasyear-to-dateactivityandcan’tbedeletedfromthechartofaccounts.Ifyouinactivateanaccount,youwon’tbeabletoposttothataccount. Todeleteanaccountfromthechartofaccounts,itmustfirstmeetseveralconditions: Nobalance Noactivityforanopenperiod Noaccounthistoryamounts Notpartofanallocationaccount Notpartofanunpostedtransaction Nomulticurrencydata Notransactionhistoryrecords Iftheaccounthasanyactivityforanopenyear,theaccountcan’tbedeleted.However,oncetheyearisclosedandtheaboveconditionsaremet,youcanremovetransactionhistoryfortheaccountanddeleteit.Formoreinformation,seeRemovingorprintinghistory.Whenyouremovetransactionhistory,youwon’tbeabletoviewthetransactiondetailininquiryoronreports.Whenyouchoosetodeleteanaccount,allbudgetinformationfortheaccountalsoisdeleted. Youcaninactivateapostingaccountatanytime.Inactiveaccountscontinuetoappearonthefinancialstatementsiftheyhaveyear-to-dateactivity.WhenyouprintotherreportsinGeneralLedger,suchasaccountlists,youcanincludeinactiveaccounts. Todeleteorinactivateapostingaccount: OpentheAccountMaintenancewindow. (Financial>>Cards>>Financial>>Account) Enterorselecttheaccounttodeleteorinactivate. Chapter4:Unitaccounts Unitaccountstracknonfinancialquantitiessuchasemployeeheadcount,squarefootageorthenumberofcustomerswithpastdueaccounts. Thisinformationisdividedintothefollowingsections: Aboutunitaccounts Settingupaunitaccount Postingtoaunitaccount Deletingorinactivatingaunitaccount Aboutunitaccounts Unitaccountsaresimilartopostingaccounts.Bothareusedintransactionentry,andhistoricalinformationandbudgetscanbekeptforbothtypesofaccounts. Whenyouposttounitaccounts,however,youpostquantitiesratherthanamounts.Unitaccountsdon’tappearonfinancialstatements. Youcanuseunitaccountstocomparefinancialandnonfinancialinformation.Youcanalsousethemwithpostingaccountstocalculateinformationsuchassalesperemployee.Useunitaccountswithvariableallocationaccountstoallocateamountssuchasrentexpensetoeachdepartmentbasedonitssquarefootage.Formoreinformationonvariableallocationaccounts,seeChapter6,“Variableallocationaccounts.” Settingupaunitaccount UsetheUnitAccountMaintenancewindowtosetuporaddaunitaccount.Beforeyouaddaccountstoanexistingchartofaccounts,chooseFile>>PrintortheprintericonbuttontoprintaUnitAccountsListtodeterminewhetheraccountsshouldbeaddedtofitthecurrentneedsofyourbusiness.Youalsocanusethiswindowtoviewperiodbalancesandnetchangebalancesfortheselectedaccount. Tosetupaunitaccount: OpentheUnitAccountMaintenancewindow. (Financial>>Cards>>Financial>>UnitAccount) Enteranaccountidentifierusinganycombinationoflettersornumbers.Youalsocanenteradescriptionandanalias.RefertoUnderstandingaccountaliasesformoreinformation. Ifyou’vesetupaccountsegmentsalreadyandyouleavethedescriptionfieldblank.Theaccountdescriptionwillbecreatedautomaticallybycombiningtheaccountsegmentdescriptions. Tomakechangestoanexistingunitaccount,enterorselecttheaccount. Selectthenumberordecimalplacesfortheaccount’samounts. Choosetheproductseriesthatwillusethisaccount. ChooseHistorytoviewandenterhistoricalyearsummaryinformation.Formoreinformationonenteringaccounthistory,seeChapter9,“Beginningbalancesandhistory.” YoucanchooseBudgettoenterabudgetfortheunitaccount. ChooseSavetosavetheaccount.RedisplaytheaccountandchooseFile>>PrintortheprintericonbuttontoverifyyourentrieswithaUnitAccountsList. Postingtoaunitaccount Youcanpostadjustmentstounitaccountsinthetransactionentrywindow.Theamountpostedtoaunitaccountwillnotaffectthetransactiontotalsorfinancialstatements.Unitaccountshaveadebitbalanceandareassignedtothenon-financialaccountcategory.Youcanenteraone-sidedtransactiontoadjustaunitaccountbalance. Forexample,assumeyouhavesetupaunitaccounttotracksquarefootageinabuilding.InJanuary,yousignaleasetorentanadditional10,000squarefeetinthebuilding.Youcanenteraone-sidedtransactionintheTransactionEntrywindoworaddalinetoanexistingtransactiontoincreasetheunitaccountbalance. Deletingorinactivatingaunitaccount UsetheUnitAccountMaintenancewindowtodeleteorinactivateaunitaccount.Ifanaccounthasbecomeobsoleteandyou’renotplanningtouseitagain,youmaywanttodeleteitfromthechartofaccounts.Inothersituations,youmaywanttoinactivateanaccountbecauseithasyear-to-dateactivityandcan’tbedeletedfromthechartofaccounts. Todeleteanaccountfromthechartofaccounts,itmustfirstmeetseveralconditions: Nobalance Noactivityforanopenperiod Noaccounthistoryamounts Notpartofanallocationaccount Notpartofanunpostedtransaction Nomulticurrencydata Notransactionhistoryrecords Iftheaccounthasanyactivityforanopenyear,theaccountcan’tbedeleted.However,oncetheyearisclosedandtheaboveconditionsaremet,youcanremovetransactionhistoryfortheaccountanddeleteit.Formoreinformation,seeRemovingorprintinghistory.Whenyouremovetransactionhistory,youwon’tbeabletoviewthetransactiondetailininquiryoronreports.Whenyouchoosetodeleteanaccount,allbudgetinformationfortheaccountalsoisdeleted. Youcaninactivateaunitaccountatanytime.Inactiveaccountscontinuetoappearonthefinancialstatementsiftheyhaveyear-to-dateactivity.WhenyouprintotherreportsinGeneralLedger,suchasaccountlists,youcanincludeinactiveaccounts. Todeleteorinactivateaunitaccount: OpentheUnitAccountMaintenancewindow. (Financial>>Cards>>Financial>>UnitAccount) Enterorselecttheaccounttodeleteorinactivate. ChooseDeletetodeletetheaccount.MarktheInactiveboxtoinactivatetheaccount. ChooseSavetosavethechanges. PrintaUnitAccountsListtoreviewthechangesyou’vemadetothechartofaccounts.Formoreinformationonprintinglistsandreports,seeChapter31,“GeneralLedgerreports.” Chapter5:Fixedallocationaccounts Fixedallocationaccountsareusedtodistributefixedpercentagesofasingletransactionamongseveralaccounts.Forexample,afixedallocationaccountmightbeusedtodivideutilityexpensesamongthedepartmentswithinacompany.Whenyouposttransactionstoallocationaccounts,theamountsareallocatedtodistributionaccountsbasedonpercentagesyoudefine. Allocationaccountsdon’tappearonthefinancialstatements—onlythecorrespondingdistributionaccountsareshown.Onceyou’vepostedthetransaction,thebalancesofthedistributionaccountsassignedtotheallocationaccountreflectthechangesyou’vemadeduringtransactionentry. Thisinformationisdividedintothefollowingsections: Settingupafixedallocationaccount Deletingorinactivatingafixedallocationaccount Settingupafixedallocationaccount UsetheFixedAllocationMaintenancewindowtosetupafixedallocationaccounttodistributefixedpercentagesofatransactionamongseveraldistributionaccounts.Distributionaccountscanbeeitherpostingorunitaccounts;however,alldistributionaccountsassignedtoasingleallocationaccountmustbethesameaccounttype,eitherpostingorunitaccounts.Also,anallocationaccountcan’tbeassignedasadistributionaccountforanotherallocationaccount. Tosetupafixedallocationaccount: OpentheFixedAllocationMaintenancewindow. (Financial>>Cards>>Financial>>FixedAllocation) Enteranaccountidentifierusinganycombinationoflettersornumbers.Youalsocanenteradescriptionandanalias.RefertoUnderstandingaccountaliasesformoreinformation. Ifyou’vesetupaccountsegmentsalreadyandyouleavethedescriptionfieldblank.Theaccountdescriptionwillbecreatedautomaticallybycombiningtheaccountsegmentdescriptions. Tomakechangestoanexistingfixedallocationaccount,enterorselecttheaccount. IfatransactionorigininthePostingSetupwindowissetuptouseaccountsettings,selecthowmuchdetailtoposttothisaccountfromeachseries. SelectDetailtopostaseparatedistributionamounttothisaccountforeachtransactioninabatch. SelectSummarytopostasummarizedtotalforanentiregroupoftransactionstothisaccount. Selecttheserieswhereyouexpecttousethisallocationaccount.Theaccountwillappearinalllookupwindowsintheselectedseries. Enterorselectdistributionaccountsandpercentages. Youcansaveafixedallocationaccountevenifthepercentagesfordistributiondon’tequal100%.However,youwon’tbeabletoposttransactionstotheaccountuntiltheydo. Savetheaccount.RedisplaytheaccountandchooseFile>>PrintortheprintericonbuttontoverifyyourentrieswithaFixedAllocationAccountsList. Deletingorinactivatingafixedallocationaccount UsetheFixedAllocationMaintenancewindowtodeleteorinactivateafixedallocationaccount.Allocationaccountsoftenaresetuptoaccommodateaspecificsituation,suchasasalespromotionwhereaspecifiedamountofcashisdistributedamonglocations,thenbrokendownbydepartment.Oncethesalespromotionisover,theaccountmightnolongerbeofvalueandcanbedeletedfromthechartofaccounts. Inothersituations,youmightwanttoinactivateanaccount,ratherthandeleteitfromthechartofaccounts.Inactivatinganaccountpreventspostingtotheaccount,butkeepsinformationabouttheaccount. Fixedallocationaccountscanbedeletedatanytime,unlesstheaccountisusedonanyunpostedtransactions.Whenyoudeleteafixedallocationaccount,you’llalsodeleteassociatedrecordsfordistributions.Thepostingorunitaccountsyou’veassignedasdistributionsandpostedtransactionsthatusedthefixedallocationaccountwon’tbeaffected. TheFixedAllocationAccountsListdisplaysallthefixedallocationaccountsyou’vecreated,includingdistributionaccounts.Youshouldprintthislistperiodicallytoensurethatyourchartofaccountsaccuratelyreflectsthecurrentneedsofyourbusiness.Formoreinformationonprintinglistsandreports,seeChapter31,“GeneralLedgerreports.” Todeleteorinactivateafixedallocationaccount: OpentheFixedAllocationMaintenancewindow. (Financial>>Cards>>Financial>>FixedAllocation) Enterorselecttheallocationaccountyouwanttodeleteorinactivate. ChooseDeletetodeletetheaccountormarktheInactiveoptiontoinactivatetheaccount. ChooseSavetosavethechanges. ChooseFile>>PrintortheprintericonbuttontoprintaFixedAllocationAccountsListtoreviewthechangesyou’vemadetothechartofaccounts. Chapter6:Variableallocationaccounts Variableallocationaccountsareusedtodistributepercentagesofasingletransactiontoseveraldifferentaccounts,muchlikefixedallocationaccounts.Youmightusevariableallocationaccountsinsteadoffixedallocationaccountswhenyouneedtobreakdownexpensesprecisely.Forexample,youcouldsetupanaccount,InsuranceExpense,anddistributetheexpenseamongthedistributionaccountssetupforeachdepartment.Theexpensecouldbefurtherbrokendownbythenumberofemployeesineachdepartment,ifyousetupunitaccountsthattrackeachdepartment’sheadcount. Thisinformationisdividedintothefollowingsections: Understandingvariableallocationaccounts Settingupavariableallocationaccount Deletingorinactivatingavariableallocationaccount Understandingvariableallocationaccounts Althoughvariableallocationaccountsaresimilartofixedallocationaccounts,variableallocationaccountsdon’tusefixedpercentagestocalculateamountsthatwillbepostedtothedistributionaccounts. Instead,youcanusevariableallocationaccountstodistributetransactionsbasedonadditionalfactorsthatmightchangeovertime,suchasthenumberofemployeesorthephysicalsizeofthedepartmentsinyourbusiness.Theseadditionalfactorsaretrackedbybreakdownaccounts.Breakdownaccountscanbepostingaccounts,likesalesandexpenses,ortheycanbeunitaccounts,likethenumberofemployeesperdepartment. Whentransactionsarepostedtoavariableallocationaccount,thetotalisdividedamongitsdistributionaccounts,basedonthepercentagesdeterminedbythebreakdownaccounts.Youdon’tneedtoenterthesepercentages,becausetheyarecalculatedbasedonthevaryingbalanceofeachbreakdownaccount.Eachtimeyouposttoavariableallocationaccount,thepercentagesmightvarybecausethebalancesofthebreakdownaccountsmighthavechanged. Forexample,assumeyouneedtodistributetherentexpenseforabuildingbetweenseveraldepartmentsanduseunitaccountstotrackthesquarefootageusedbyeachdepartment.Youcansetupavariableallocationaccountandusetherentexpenseforeachdepartmentasthedistributionaccountsandthesquarefootageunitaccountsforthebreakdownaccounts.Whenyoupostanamounttothevariableallocationaccount,thebalancesoftheunitaccountsareusedtodeterminetherentexpenseamounttoposttoeachdepartment. Variableallocationaccountsdon’tappearonfinancialstatementsbecausetheydon’thavebalances.Theamountspostedtovariableallocationaccountsarereflectedinthebalancesofthedistributionaccounts.Thedistributionaccountsappearonfinancialstatementsifthey’repostingaccounts. Settingupavariableallocationaccount UsetheVariableAllocationMaintenancewindowtosetupavariableallocationaccount. Distributionandbreakdownaccountscanbepostingaccountsorunitaccounts.Alldistributionaccountsassignedtoasingleallocationaccountmustbethesameaccounttype.Allbreakdownaccountsassignedtoalldistributionaccounts,forthatvariableallocationaccount,alsomustbethesameaccounttype.However,yourbreakdownaccountsdon’thavetobethesameaccounttypeasyourdistributionaccounts.Forexample,youcanenterpostingaccountsforthedistributionaccountsandunitaccountsforthebreakdownaccounts.Otherallocationaccountscan’tbeusedasdistributionorbreakdownaccounts. Tosetupavariableallocationaccount: OpentheVariableAllocationMaintenancewindow. (Financial>>Cards>>Financial>>VariableAllocation) Enteranaccountidentifierusinganycombinationoflettersornumbers.Youalsocanenteradescriptionandanalias.RefertoUnderstandingaccountaliasesformoreinformation.Ifyou’vesetupaccountsegmentsalreadyandyouleavethedescriptionfieldblank,MicrosoftDynamicsGPwillcreatetheaccountdescriptionautomaticallybycombiningtheaccountsegmentdescriptions. Tomakechangestoanexistingvariableallocationaccount,enterorselecttheaccount. Indicatewhetheryouwanttocalculatethepercentagesbasedontheyear-todatebalanceoronthetransactionperiodbalanceofeachbreakdownaccount. Thetransactionperiodbalanceisthenetamountpostedtothebreakdownaccountinaperiod.Theuserdatedetermineswhichperiodisused. IfthetransactionorigininthePostingSetupwindowissetuptouseaccountsettings,selecthowmuchdetailtoposttoGeneralLedgerfromeachseries. SelectDetailtopostaseparatedistributionamounttothisaccountforeachtransactioninabatch. SelectSummarytopostasummarizedtotalforanentiregroupoftransactionstothisaccount. Selecttheserieswhereyouexpecttousethisallocationaccount;theaccountwillappearinalllookupwindowsintheselectedseries. Enterorselectdistributionaccounts. Enterorselectbreakdownaccountsforeachdistributionaccount.Thebalancesofthebreakdownaccountsdeterminethepercentagethatwillbepostedtoeachdistributionaccount. ChooseSavetosavetheaccount.RedisplaytheaccountandchooseFile>>PrintortheprintericonbuttontoverifyyourentrieswithaVariableAllocationAccountsList. Deletingorinactivatingavariableallocationaccount UsetheVariableAllocationMaintenancewindowtodeleteorinactivateavariableallocationaccount. Variableallocationaccountscanbedeletedatanytimeunlesstheaccountisusedonanyunpostedtransactions.Whenyoudeleteavariableallocationaccount,youalsodeleteassociatedrecordsforbreakdownsanddistributions.Thepostingorunitaccountsyou’veassignedasdistributionsandbreakdownsandpostedtransactionsthatusedthevariableallocationaccountwon’tbeaffected. TheVariableAllocationAccountsListcontainsallthevariableallocationaccountsyou’vecreated,includingbreakdownanddistributionaccounts.Youshouldprintthislistperiodicallytoensurethatyourchartofaccountsaccuratelyreflectsthecurrentneedsofyourbusiness. Todeleteorinactivateavariableallocationaccount: OpentheVariableAllocationMaintenancewindow. (Financial>>Cards>>Financial>>VariableAllocation) Enterorselecttheaccounttodeleteorinactivate. ChooseDeletetodeletetheaccountormarktheInactiveoptiontoinactivatetheaccount. PrintaVariableAllocationAccountsListtoreviewthechangesyou’vemadetothechartofaccounts. ChooseSavetosavethechanges. Chapter7:Retainedearningsaccounts Retainedearningsaccountsareusedfortransferringthebalancesofcurrent-yearprofitandlossaccountsduringtheyear-endclosingprocess.Theprofitandlossaccountscanbeclosedtotwotypesofretainedearningsaccounts:asingleretainedearningsaccountordivisionalretainedearningsaccount.AnetincomeornetlossamountistransferredtotheretainedearningsaccountthatyouchooseintheGeneralLedgerSetupwindow. Thisinformationisdividedintothefollowingsections: Understandingsingleretainedearningsaccounts Settingupasingleretainedearningsaccount Understandingdivisionalretainedearningsaccounts Settingupdivisionalretainedearningsaccounts Understandingsingleretainedearningsaccounts Asingleretainedearningsaccountcanbeapostingaccountorafixedallocationaccount.Inasingleretainedearningsaccount,thenetincomeornetlossamountisclosedtoasinglepostingaccount. Youcandistributetheretainedearningstoafixedallocationretainedearningsaccount.Youcanuseafixedallocationaccounttopostamountstodistributionaccountsbasedonthefixedpercentagethatyoudefinedwhenyousetupthefixedallocationaccount. Settingupasingleretainedearningsaccount UsetheGeneralLedgerSetupwindowtosetuparetainedearningsaccount.Ifyoudecidetoclosetheprofitandlossaccountstooneretainedearningsaccount,thenetincomeornetlossamountareclosedtoasinglepostingaccountorfixedallocationaccount. Note Selectyourretainedearningsaccountbeforepostingyourbeginningbalances. Tosetupasingleretainedearningsaccount: OpentheGeneralLedgerSetupwindow. (Financial>>Setup>>Financial>>GeneralLedger) Enterorselectapostingaccountorfixedallocationaccounttouseasyourretainedearningsaccount. Savetheaccount. Understandingdivisionalretainedearningsaccounts Youcancloseyourprofitandlossaccountstodivisionalretainedearningsaccounts.Ifyouusedivisionalretainedearningsaccounts,youcanclosetheprofitandlossaccountsforeachdivisiontotheretainedearningsaccountsthatcorrespondstothedepartment.Divisionalretainedearningsaccountsalsocanbefixedallocationaccounts. Accountsegmentsareusedtodeterminehowtheretainedearningswillbedividedwhenusingadivisionalretainedearningsaccount.Youcanusedivisionalretainedearningsaccountsifthefollowingconditionsapply: Yourcompanyusesanaccountsegmenttorepresentindividualdepartmentswithinyourcompany. Aretainedearningsaccountissetupforeachdepartment. Theaccountnumberusedforretainedearningsforeachdepartmentisidentical,exceptfortheaccountsegmentusedtorepresentdepartments. Forexample,acompanyhasthreedepartmentsandthreesegmentsintheaccountformat.Thefirstaccountsegmentrepresentsthedepartment,thesecondsegmentistheaccountnumberandthethirdsegmentisasub-account.Aretainedearningsaccountmustbesetupforeachdepartmentasfollows: Department Retainedearningsaccount Administration 100-3100-00 Sales 200-3100-00 Training 300-3100-00 Ifaretainedearningsaccountwasnotsetupforthetrainingdepartment,youwon’tbeabletocompleteayearendcloseforthecompany. Settingupdivisionalretainedearningsaccounts UsetheAccountMaintenancewindowtosetupadivisionalretainedearningsaccount. Tosetupdivisionalretainedearningsaccounts: OpentheAccountMaintenancewindow. (Financial>>Cards>>Financial>>Account) Setupaseparateretainedearningsaccountforeachdivision.Eachaccountmustbeidentical,exceptforthesegmentyourdivisionwillbebasedon. Note Youmustsetuparetainedearningsaccountforeachdivisioninthecompany,otherwisetheyear-endclosewillnottakeplace. SaveyourchangesintheAccountMaintenancewindow. OpentheGeneralLedgerSetupwindow. (Financial>>Setup>>Financial>>GeneralLedger) MarkClosetoDivisionalAccountSegmentsandenterorselecttheaccountsegmentyou’lluseasthedivisionalsegment.Forexample,youmightenterthefirstsegment,Department. Enterorselectoneoftheretainedearningsaccountssetupearlier.Thisaccountwillbeusedasatemplatetofindtheretainedearningsaccountsfortheremainingdivisions. Chapter8:Chartofaccounts AchartofaccountsisalistofallaccountsinGeneralLedger.Youcanmodifyanexistingchartofaccountsordefinesegmentstoidentifyspecificbusinessunits. Thisinformationisdividedintothefollowingsections: Settingupanaccountsegmentdefinition Chartofaccountsmodifications Modifyingrangesofaccounts Settingupanaccountsegmentdefinition UsetheAccountSegmentSetupwindowtoenterorchangeaccountsegmentdefinitionsforeachaccountsegmentnumber. Tosetupanaccountsegmentdefinition: OpentheAccountSegmentSetupwindow. (Financial>>Setup>>Financial>>Segment) EnterorselectthesegmentIDtofurtheridentify. Enterorselectasegmentnumber.Forexample,ifalltheaccountsforStore1beginwith100,enter100. Enterthedescriptionforthesegment.Forexample,ifyouselectedsegmentnumber100andthatsegmentnumberisforaccountsattheNorthStore,you’denterNorthStore. ChooseSave. Repeatsteps2through5foreachaccountsegmentdefinition. ChooseFile>>PrintortheprintericonbuttontoprinttheAccountSegmentList. Chartofaccountsmodifications YoucanuseGeneralLedgertochangeorcopyrangesofaccountsinyourchartofaccounts.Forexample,youcancopyarangeofaccountscreatedforonedepartmentforuseinanotherdepartment.YoucanusetheMassModifyChartofAccountswindowtocopy,move,inactivate,delete,andupdateaccountsinachartofaccounts.Tomodifythechartofaccounts,seeModifyingrangesofaccounts. CopyUsethismethodtoduplicatearangeofaccounts.Forexample,ifthefirstsegmentofanaccountnumberidentifiesthedepartmentandyou’vecreatedarangeofaccountswith100asthefirstsegmentnumber,youcouldcopyallthoseaccountsandassignanewfirstsegmentnumber200.Thiscopiestheaccount,typicalbalance,accounttype,series,andactive/inactiveinformation.Accountdescriptionsforthecopiedaccountswillbeformedbycombiningthedescriptionsoftheaccountsegments.Spaceswillbeleftintheaccountdescriptionforanysegmentsthathaveablankdescription.Actualaccountbalancesaren’tcopied. MoveUsethismethodtomoveaccountswithinyourcompany.Youmightwanttodothisifadifferentdepartmentisnowperformingtasksassociatedwitharangeofaccounts.Accountdescriptionsforthenewaccountswillbeformedbycombiningthedescriptionsoftheaccountsegments.Spaceswillbeleftintheaccountdescriptionforanysegmentsthathaveablankdescription. Youcanmoveaccountsonlyiftheymeetthefollowingconditions: Nobalance Noactivityforanopenperiod Noaccounthistoryamounts Notpartofanallocationorunpostedtransaction Notpartofanunpostedtransaction Nomulticurrencydata Notransactionhistoryrecords InactivateUsethismethodtoinactivatearangeofactiveaccountswithzerobalancesortoinactivateallaccountsintherange.Forexample,ifyourcompanypurchasedabuildingandneededtoinactivatealltherentexpenseaccountsyou’veusedpreviously,youcouldinactivatetherangeofaccountsatonce,ratherthandoingthemoneatatime. DeleteUsethismethodtodeletearangeofaccountsfromthechartofaccounts.Allaccountinformationwillberemoved.Forexample,youmightdeletearangeofaccountsifyou’reclosingoutaproductlineandnolongerneedtheaccountsorinformationassociatedwithit.Deletingaccountspermanentlyremovesthemfromthechartofaccounts. Youcandeleteaccountsonlyiftheymeetthefollowingconditions: Nobalance Noactivityforanopenperiod Noaccounthistoryamounts Notpartofanallocationorunpostedtransaction Notpartofanunpostedtransaction Nomulticurrencydata Notransactionhistoryrecords UpdateUsethismethodtoupdatethelevelofpostingforarangeofaccountsfromthechartofaccounts.Forexample,youmightwanttochangethelevelofpostingfromsummarytodetailsothatyoucantrackadditionalinformationforthatrangeofaccounts. Modifyingrangesofaccounts UsetheMassModifyChartofAccountswindowtocopy,move,delete,inactivate,orupdaterangesofaccountsthatyou’vealreadyenteredinyourchartofaccounts. Allfouraccounttypes—posting,unit,fixedallocation,andvariableallocation—areincludedinthechartofaccountsandcanbemodifiedusingthiswindow. Note Thechangesmadeinthiswindowpermanentlyaffectthechartofaccounts,soyoumightwanttoexperimentwiththesamplecompanybeforemodifyingyouraccountingdata.Backupyourcompany’sdatadirectorybeforemakingchangestoyourcompany’saccounts,soyoucanrestorethechartofaccountsandrelatedinformationifnecessary.Formoreinformationaboutmakingbackups,seetheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration). Tomodifyarangeofaccounts: OpentheMassModifyChartofAccountswindow. (Financial>>Cards>>Financial>>MassModify) ChooseaModifyoption.RefertoChartofaccountsmodificationsformoreinformation. Selectarangeofaccounts. Ifyou’reupdatingaccounts,selectthelevelofpostingforeachseries. SelectDetailtopostaseparatedistributiontoeachaccountintherangeforeachtransactioninabatch. SelectSummarytopostasummarizedtotalforanentiregroupoftransactionstoeachaccountintherange. Ifyou’recopyingormovingaccounts,enteranaccountmask. Forexample,supposeyouhavearangeofaccountssetupforanexistingdepartment,andyouwanttocreateasimilarsetofaccountsforanewdepartment.Ifthefirstsegmentisusedtoidentifydepartments,andtheexistingdepartmentisidentifiedby100,youcouldenter200inthefirstsegmentofthenewaccountmask.Therangeofaccountsyouselectedwouldbecopiedbut200wouldbesubstitutedforthefirstsegment. ChooseModify. Ifyou’veselectedtodisplayalltheaccounts,yourentirechartofaccountsappears,andyoucanscrollthroughtheaccountlisttofindyourchanges. YoualsocandisplaythemodifiedrangeonlybymarkingSelectedRange.Onlythemodifiedaccountswillappearinthescrollingwindow. Chapter9:Beginningbalancesandhistory Unlessyourbusinessisnew,youmustenterexistingaccountingdataifyouwantittobeavailableforcomparativeanalysis.Youcanenterbeginningbalancesforanewfiscalyearorinthemiddleofafiscalyear.Youalsocanenteraccounthistory. Thisinformationisdividedintothefollowingsections: Understandingbeginningbalancesandhistory Enteringbeginningbalancesforanewfiscalyear Enteringbeginningbalancesinthemiddleofafiscalyear Enteringaccounthistory Understandingbeginningbalancesandhistory YoucankeepunlimitedyearsofaccountandtransactionhistoryinGeneralLedger.IfyouchoosetokeephistoryinGeneralLedger,youcanprinthistoricalinformationonfinancialstatementsandcomparehistorical-yearamountstoopen-yearamounts.Youalsocancalculatebudgetsbasedoninformationfromahistoricalyear. Whenyou’resettingupGeneralLedgerforthefirsttime,youcanenterthreetypesofinformation: BeginningbalancesThebeginningbalancesforallpostingaccountsandunitaccountsinyourchartofaccounts. AccounthistoryArecordofaccountsummarybalancesforpreviousperiods. TransactionhistoryAdetailedrecordofalltransactionsthathavebeenpostedtoeachaccount. Enteringbeginningbalancesforanewfiscalyear UsetheBatchEntrywindowandtheTransactionEntrywindowtoenterbeginningbalancesandhistoryatthebeginningofafiscalyear.Thebalancebroughtforwardintothefiscalyearservesasthebeginningbalancefortheaccounts. BesuretomarktheappropriateoptionsintheGeneralLedgerSetupwindowformaintainingaccountandtransactionhistoryifyouplantokeepeithertypeofhistoricalinformation.YoualsomustmarkAllowPostingtoHistory.Formoreinformationaboutsetupoptions,seeSettingupdefaultentriesandpreferences. Note Besurethatyou’vesetupthepreviousyearintheFiscalPeriodsSetupwindow(Administration>>Setup>>Company>>FiscalPeriods)andmarkeditasahistoryyear. Toenterbeginningbalancesforanewfiscalyear: OpentheBatchEntrywindow. (Financial>>Transactions>>Financial>>Batches) EnterabatchID—suchasBBAL,forbeginningbalances—andselectGeneralEntryastheorigin. Enterabatchcomment,suchas“BeginningbalanceforFY02.” SelectSingleUseasthefrequencybecauseyou’llpostbeginningbalancesandhistoricalinformationonlyonce. Note YoucanenterbatchcontroltotalsintheBatchEntrywindowtoverifythenumberofbeginningbalancetransactionsenteredorthetotalamountofthebatch.Formoreinformationonbatchcontrols,refertotheSystemUser’sGuide(Help>>Contents>>Usingthesystem). ChooseTransactionstoopentheTransactionEntrywindow,whereyoucanenterbeginningbalancetransactions. EnterajournalentrynumberandselectStandardasthetransactiontype. Enteratransactiondatethatfallswithinthehistoricalyear. WithGeneralLedgeryoucanposttothemostrecenthistoricalyear.Thetransactiondatedetermineswhichperiodinthehistoricalyearthetransactionwillbepostedto.Whenthetransactionisposted,theamountswillalsobebroughtforwardtotheopenfiscalyeartoadjustthebeginningbalanceforeachaccount. EnterorselectasourcedocumentIDandreference. Enterbeginningbalancesandhistoricalinformation. Refertothetableformoreinformationabouttheinformationyoumustenter,dependingontheamountofhistoryyou’rekeeping. Ifyouplantokeep: Enter: Accountandtransactionhistory(Detailedtransactionhistoryforeachperiod) Enterthehistoricalyear’sfirstperiodbalanceforeachaccountinthedebitorcreditcolumn,dependingontheaccount’stypicalbalanceusingthefirstdayofthehistoricalyearasthedate.Entereachtransactionfromthehistoricalyearasaseparateentryusingtheexactdateofthetransactioninthehistoricalyear.ChooseSaveaftereachtransactionentry. Accounthistoryonly(Accountsummarybalancesforeachperiod) Enterthehistoricalyear’sfirstperiodbalanceforeachaccountinthedebitorcreditcolumn,dependingontheaccount’stypicalbalance.Enterasummarytransactionforeachperiodofthehistoricalyearforeachaccountyouwantsummaryaccountinformationpostedtousingthelastdayoftheperiodasthedate. Beginningbalancesonly Enterthebeginningbalancesforeachbalancesheetaccountinthedebitorcreditcolumn,dependingontheaccount’stypicalbalance,usingthelastdayofthehistoricalyearasthedate.EachbalancesheetaccountshouldbelistedasonelineinthescrollingwindowoftheTransactionEntrywindow. Astransactionsusedtoenterhistoricalinformationarepostedtothemostrecenthistoricalyear,beginningbalancesforeachaccountwillbecalculatedautomatically. Note Ifyouenteradebitandcreditamountonthesameline,thedebitentrywillbedeletedautomaticallywhenyoumovetothefollowingline. ChooseFile>>PrintortheprintericonbuttontoverifyyourentrieswithaGeneralTransactionEditListbeforeposting. ChoosetheBatchIDexpansionbuttontoopentheBatchEntrywindow. ChoosePost. Audittrailcodesareautomaticallyassignedtothesetransactionsasthey’reposted.Youcanuseaudittrailcodestotracethepostingsequenceofatransactionbacktoitsorigin.TheaudittrailcodefortransactionspostedtohistorywillhavetheprefixGLTHSandtransactionspostedtothecurrentyearwillhavetheprefixGLTRX. Enteringbeginningbalancesinthemiddleofafiscalyear UsetheBatchEntrywindowandtheTransactionEntrywindowifyou’reenteringbeginningbalancesandhistoryduringanon-goingfiscalyear.Youmustenterbothhistoricalinformationandcurrentinformation. BesuretomarktheappropriateoptionsintheGeneralLedgerSetupwindowformaintainingaccountandtransactionhistoryifyouplantokeepeithertypeofhistoricalinformation.YoualsomustmarkAllowPostingtoHistory. Note Makesurethatyou’vesetuptheprioryearintheFiscalPeriodsSetupwindow**(Administration>>Setup>>Company>>FiscalPeriods)andmarkeditasahistoricalyear. Toenterbeginningbalancesinthemiddleofafiscalyear: OpentheBatchEntrywindow. (Financial>>Transactions>>Financial>>Batches) EnterabatchID—suchasBBAL—forbeginningbalances. SelectGeneralEntryastheorigin. Enterabatchcomment,suchas“BeginningbalanceforFY08.” SelectSingleUseasthefrequencybecauseyou’llpostbeginningbalancesandhistoricalinformationonceonly. Note YoucanenterbatchcontroltotalsintheBatchEntrywindowtoverifythenumberofbeginningbalancetransactionsenteredorthetotalcurrencyamountofthebatch.Formoreinformationonbatchcontrols,refertotheSystemUser’sGuide(Help>>Contents>>Usingthesystem). ChooseTransactionstoopentheTransactionEntrywindow,whereyouwillenterbeginningbalancetransactions. Enterajournalentrynumber. SelectStandardasthetransactiontypesinceyou’reenteringstandardtransactionstorecordyourbeginningbalances. Enteratransactiondatethatfallswithinthehistoricalyear.Thetransactiondatedetermineswhichperiodinthehistoricalyearthetransactionwillbepostedto.Whenthetransactionisposted,theamountswillalsobebroughtforwardtotheopenfiscalyeartoadjustthebeginningbalanceforeachaccount. EnterorselectasourcedocumentIDandreference. Enterbeginningbalancesandhistoricalinformationandsavethetransactions. Refertothefollowingtableformoreinformationabouttheinformationyoumustenter,dependingontheamountofhistoryyou’rekeeping. Ifyouplantokeep: Enter: Accountandtransactionhistory(Detailedtransactionhistoryforeachperiod) Enterthehistoricalyear’sfirstperiodbalanceforeachaccountinthedebitorcreditcolumn,dependingontheaccount’stypicalbalanceusingthefirstdayofthehistoricalyearasthedate.Entereachtransactionfromthehistoricalyearasaseparateentryusingtheexactdateofthetransactioninthehistoricalyear.ChooseSaveaftereachtransactionentry. Accounthistoryonly(Accountsummarybalancesforeachperiod) Enterthehistoricalyear’sfirstperiodbalanceforeachaccountinthedebitorcreditcolumn,dependingontheaccount’stypicalbalance.Enterasummarytransactionforeachperiodofthehistoricalyearforeachaccountyouwantsummaryaccountinformationpostedtousingthelastdayoftheperiodasthedate. Beginningbalancesonly Enterthebeginningbalancesforeachbalancesheetaccountinthedebitorcreditcolumn,dependingontheaccount’stypicalbalance,usingthelastdayofthehistoricalyearasthedate. EachbalancesheetaccountshouldbelistedasonelineinthescrollingwindowoftheTransactionEntrywindow. Astransactionsusedtoenterhistoricalinformationarepostedtothemostrecenthistoricalyear,beginningbalancesforeachaccountwillbecalculatedautomatically. Note Ifyouenteradebitandcreditonthesameline,thedebitentrywillbedeletedautomaticallywhenyoumovetothefollowingline. ChooseSavetosavethetransaction. Enteranotherjournalentrynumber,selectStandardasthetransactiontypeandenteratransactiondatetobeginenteringaccountsandamountsforcurrentyearactivity. Ifyouplantokeepaccountandtransactionhistory,entereachtransactionfromthecurrentyearasaseparatetransaction,usingtheexactdateofthetransaction. Ifyouplantokeeponlyaccounthistory,enterasummarytransactionfortheactivityineachpreviousperiodinthecurrentyear,usingthelastdayoftheperiodasthetransactiondate. ChooseFile>>PrintortheprintericonbuttontoverifyyourentrieswithaGeneralTransactionEditList. ChoosetheBatchIDexpansionbuttontoopentheBatchEntrywindow.ChoosePost.Thepostedamountsforthehistoricalyeararebroughtforwardtotheopenyearaseachaccount’sbeginningbalance,andthecorrecthistoricalinformationwillbeadded. Audittrailcodesautomaticallywillbeassignedtothesetransactionsasthey’reposted.AudittrailcodesenableyoutotracethepostingsequenceofagiventransactionbacktothepointitwasoriginallyenteredinMicrosoftDynamicsGP.TheaudittrailcodefortransactionspostedtohistorywillhavetheprefixGLTHSandtransactionspostedtothecurrentyearwillhavetheprefixGLTRX. Enteringaccounthistory UsetheAccountHistorywindowtoentersummaryamountsforeachaccount.Evenifyouhavehistoricalinformationforeachaccountforseveralhistoricalyears,youcanonlypostinformationtothemostrecenthistoricalyear.Toenterhistoryforearlieryears,youmustentersummaryaccountinformationinthiswindow.YoualsocanusetheAccountHistorywindowtochangeordeleteexistingaccounthistoryinformationforpostingandunitaccounts. Note Beforeenteringaccounthistoryforaparticularyear,youmustsetuptheyearandmarkitasahistoricalyearintheFiscalPeriodsSetupwindow.Formoreinformationaboutfiscalperiodsetup,refertotheSystemSetupinstructions(Help>>Contents>>selectSettingUptheSystem). Toenteraccounthistory: OpentheAccountHistorywindow. (Financial>>Cards>>Financial>>AccountHistory) Enterorselectanaccount. Selecttheyearforwhichyouwanttoenterorupdatehistoricalinformation. Enterthenetchange,eitherdebitorcredit,foreachperiodintheselectedyear.Thenetchangeandperiodbalancefieldswillbeupdatedautomatically. Ifyou’reusingMulticurrencyManagement,youcanchooseCurrencytoopentheMulticurrencyAccountHistorywindow,whereyoucanenterhistoricalmulticurrencyinformationforthisaccount. Ifyouaren’tusingMulticurrencyManagement,skiptostep7. Youcanadd,modify,ordeletebalancesforanaccountfortheselectedperiodandcurrency.Youalsocanusethewindowtocalculateafunctionalcurrencyamountfortransactionactivityfortheselectedaccountinahistoricalperiodbyenteringamountsandexchangeratesintheoriginatingcurrency. ChooseSaveandclosetheMulticurrencyAccountHistorywindowwhenyou’vefinished. ChooseSaveintheAccountHistorywindow. Note IfyouenteraccounthistorybalancesintheAccountHistorywindow,youshouldn’treconcilethehistoricalyear.Thereconcileprocesswouldlookfordetailtransactionsbutwouldnotfindany.Thesummarybalanceswouldthenbesettozero. Chapter10:Quickjournaltransactionssetup Youcanusequickjournalstoquicklyenterjournalentriesthataren’tpartofabatch.Thisdocumentdefinesquickjournalsandexplainshowtousethem. Thisinformationisdividedintothefollowingsections: Understandingquickjournaltransactions Settingupaquickjournal Deletingaquickjournal Understandingquickjournaltransactions YoucanusetheQuickJournalSetupwindowtosetupatemplateforenteringmanydifferenttypesoftransactions.Quickjournalsaremosteffectivefortransactionentrywhentheaccountsusedinthetransactionremainconstant,buttheamountsvary.YoucanmakeentriesmorequicklythanintheTransactionEntrywindowbecauseallthenecessaryaccountsarealreadysetupinthequickjournalandyou’llenteronlythetransactionamountsforeachaccount. Forexample,yourcompanymightmakemonthlycashdisbursementsforrent,utilities,telephone,andinsuranceexpenses.IntheQuickJournalSetupwindow,youcouldsetupaquickjournalentrythatincludesalltheaccountsrequiredtoenterthesedisbursements.InsteadofhavingtoreentertheaccountseverypayperiodintheTransactionEntrywindow,youenteronlytheamountsfortheselectedaccounts.Formoreinformationaboutusingquickjournals,seeChapter20,“Quickjournaltransactions.” Note Ifyou’reusingMulticurrencyManagement,youcanenterquickjournalsonlyinyourcompany’sfunctionalcurrency. Settingupaquickjournal UsetheQuickJournalSetupwindowtocreateaquickjournal,tomakechangesandaddaccountstoanexistingjournalortodeleteajournalaltogether. Tosetupaquickjournal: OpentheQuickJournalSetupwindow. (Financial>>Setup>>Financial>>QuickJournal) EnterorselectajournalIDandenteradescription. Enterorselectasourcedocumentandenterareference.Formoreinformationaboutsettingupsourcedocuments,refertotheSystemSetupinstructions(Help>>Contents>>selectSettingUptheSystem). Enterorselecttheoffsetaccount.Theentireoffsettingportionofeachtransactionenteredinthisquickjournalwillbepostedtothisaccount. MarktheAllowOverrideoptiontoenableuserstooverridethedefaultoffsetaccountwhenenteringtransactions.Don’tmarktheoptionifyouwanttousethedefaultoffsetaccounteverytimeyouenterquickjournaltransactions. Note Onlypostingaccounts,fixedallocationaccounts,orvariableallocationaccountscanbeoffsetaccounts.Unitaccountscan’tbeenteredastheoffsettingaccountinaquickjournalentrysincetheytracknonfinancialquantities. TohavebreakdownallocationsprintedontheQuickJournalEditListandQuickJournalPostingJournal,marktheBreakDownAllocationoption. Enterorselecttheaccountstowhichtransactionsenteredinthisquickjournalwillbeposted. ChooseSave. ChooseFile>>PrintortheprintericonbuttonwhiletheQuickJournalSetupwindowisdisplayedtoreviewtheoptionsyou’veselectedwiththeQuickJournalSetupList. Deletingaquickjournal UsetheQuickJournalSetupwindowtodeletequickjournals.Whenyoudeleteaquickjournal,anyunpostedquickjournaltransactionsusingthisquickjournalalsowillbedeleted.Analertmessagewillappearifthereareunpostedquickjournaltransactions. Todeleteaquickjournal: OpentheQuickJournalSetupwindow. (Financial>>Setup>>Financial>>QuickJournal) EnterorselectthejournalID. ChooseDelete. Chapter11:Revenue/ExpenseDeferralssetup BeforeyoubeginusingRevenue/ExpenseDeferrals,youneedtosettheoptionsyouwanttouseforcreatingdeferraltransactions,suchasthepostingmethodused,anduseraccessoptions. Thisinformationincludesthefollowingsections: Revenue/ExpenseDeferralsoverview Deferralpostingmethods BalanceSheetpostingexample ProfitandLosspostingexample Settinguprevenue/expensedeferrals Selectingdeferralwarningoptions Settingupadeferralprofile Settingaccesstoadeferralprofile Revenue/ExpenseDeferralsoverview Revenue/ExpenseDeferralssimplifiesdeferringrevenuesordistributingexpensesoveraspecifiedperiod.RevenueorexpenseentriescanbemadetofutureperiodsautomaticallyfromGeneralLedger,ReceivablesManagement,PayablesManagement,SalesOrderProcessing,PurchaseOrderProcessing,andInvoicing. Ifyouusedeferraltransactionsfrequently,youcansetupdeferralprofiles,whicharetemplatesofcommonlydeferredtransactions.Usingdeferralprofileshelpsensurethatsimilartransactionsareenteredwiththecorrectinformation.Forexample,ifyouroutinelyentertransactionsforservicecontractsyourcompanyoffers,andtherevenueisrecognizedovera12-monthperiod,youcouldsetupadeferralprofilefortheseservicecontracts,specifyingtheaccountstobeused,andthemethodforcalculatinghowthedeferredrevenueisrecognized. Deferralpostingmethods Youcanusetwomethodsforpostingtheinitialtransactionsandthedeferraltransactions:theBalanceSheetmethod,andtheProfitandLossmethod. BalanceSheetUsingtheBalanceSheetmethod,you’llidentifytwopostingaccounts:aBalanceSheetdeferralaccounttobeusedwiththeinitialtransactionforthedeferredrevenueorexpense,andaProfitandLossrecognitionaccounttobeusedwitheachperiod’sdeferraltransactionthatrecognizestheexpenseorrevenue.Foranillustrationofthismethod,seeBalanceSheetpostingexample. ProfitandLossUsingtheProfitandLossmethod,youcanidentifyuptofiveaccounts,whichallowsgreaterdetailinfinancialreportingthantheBalanceSheetmethod.TheseaccountsarethreeProfitandLossaccounts,andtwoBalanceSheetaccounts. ProfitandLossaccounts: Anaccountfortheinitialpostingofthefullamountoftheoriginalrevenueorexpense Anaccountusedforreversingthedeferredrevenueorexpense(thiscanbethesameastheoriginalaccount) Anaccountusedforrecognizingthedeferredrevenueorexpense(again,thiscanbethesameastheoriginalaccount) BalanceSheetaccounts: Adeferralsaccounttorecordthefulldeferredbalance(transferredfromtheoriginalrevenueorexpenseaccount) Adeferralstransfersaccount(thiscanbethesameasthedeferralsaccount) Foranillustrationofthismethod,seeProfitandLosspostingexample. Note Onceyouhaveselectedadeferralpostingmethodforaseriesandposteddeferraltransactions,werecommendthatyounotchangethedeferralpostingmethod. BalanceSheetpostingexample Assumeyouhaveatransactionfor$12,000ofrevenue,tobedeferredoveroneyear,fromJanuarytoDecember.WhenyoudeferthistransactionusingtheBalanceSheetpostingmethod,thefullsalesamountispostedtothedeferralsaccount,ratherthanthesalesaccountthatwouldbeusedfornon-deferredrevenue.Theinitialtransactionispostedasfollows: Account Debit Credit Cash $12,000 DeferralsAccount $12,000 Thedeferraltransactionsforeachmonthcreatedforthisdeferredrevenuewouldappearasfollows: Account Debit Credit DeferralsAccount $1,000 SalesRecognitionAccount $1,000 Thefullrevenueamountof$12,000willbepostedtotheProfitandLosssalesrecognitionaccountin$1,000incrementseachmonthforayear,andtheBalanceSheetdeferralsaccountisreducedbythesameamount. ProfitandLosspostingexample Assumeyouhaveatransactionfor$12,000ofrevenue,tobedeferredoveroneyear,fromJanuarytoDecember.ThreeProfitandLossaccounts,andtwoBalanceSheetaccountsarebeingusedforthedeferral.Thefullsalesamountispostedtotheusualsalesaccount,asfollows: Account Debit Credit Cash $12,000 OriginalSalesAccount $12,000 However,whenyoudeferthistransactionusingtheProfitandLosspostingmethod,asecondentryisalsocreatedthatreversestheSalesaccountentryandtransfersthefullbalancetothedeferralsaccount. Account Debit Credit DeferredSalesAccount $12,000 DeferralsAccount $12,000 Thedeferraltransactionsforeachmonthcreatedforthisdeferredrevenuewouldappearasfollows: Account Debit Credit DeferralsTransferAccount $1,000 SalesRecognitionAccount $1,000 ThebalancesfortheProfitandLossaccountsattheendofthedeferralperiodwillappearasfollows: Account Debit Credit OriginalSalesAccount $12,000 DeferredSalesAccount $12,000 SalesRecognitionAccount $12,000 ThebalancesfortheBalanceSheetaccountsattheendofthedeferralperiodwillappearasfollows: Account Debit Credit DeferralsAccount $12,000 DeferralsTransferAccount $12,000 Theoverallresultwillbeacreditbalanceof$12,000fortheProfitandLosssalesaccounts,anda$0balancefortheBalanceSheetdeferralsaccounts. Note Youcanusethesameaccountfortheoriginalsales,deferredsales,andsalesrecognitionaccounts,andforthedeferralsanddeferralstransferaccounts.However,ifyouuseadifferentaccountforeach,youcanidentifytheamountsforreportingpurposes. Settinguprevenue/expensedeferrals UsetheDeferralSetupwindowtoentertheoptionsyouwanttousewithRevenue/ExpenseDeferrals. Tosetuprevenue/expensedeferrals: OpentheDeferralSetupwindow. (Financial>>Setup>>Financial>>Deferral) Enterthenextbatchnumberyouwanttousefordeferraltransactions,thesourcedocumentcode,andthenexttransactionnumber. Selectthedefaultmethodyouwanttousetocalculatetheallocationsfordeferraltransactionamounts. TheDaysInPeriodmethodapportionstheamountbasedonthenumberofdaysinafiscalperiod. TheEqualPerPeriodmethodallocatesanequalamountperfiscalperiod. TheMiscellaneousmethodallowsyoutospecifythelengthoftheperiodsandallocatesanequalamountperperiod. IndicatewhetheryouwanttoautomaticallypostdeferraltransactionsthroughGeneralLedger,andtoclosedfutureorpreviousfiscalperiods. IndicatewhetheryouwantdeferraltransactionsfortheSalesandPurchasingseriestousetheBalanceSheetorProfitandLossmethodforpostingtheinitialanddeferraltransactions.Formoreinformation,seeDeferralpostingmethods. Note Onceyouhaveselectedadeferralpostingmethodforaseriesandposteddeferraltransactions,werecommendthatyoudon’tchangethedeferralpostingmethod. Specifywhetheryouwanttovoidtheassociatedoriginaltransactionwhenanydeferraltransactionisvoided. Indicatewhetheryouwantalluserstohaveaccesstodeferralprofiles,orifyouwanttolimitaccessbasedonuseroruserclass.Ifyourestrictaccess,you’llspecifytheusersoruserclassesthathaveaccesstoaprofilewhenyousetuptheprofile.Formoreinformation,seeSettingupadeferralprofile. Selectanoptionforoverridingdistributionaccounts. Indicatewhetheryouwantthedeferralpostingreportstobeprintedandspecifywhetheryouwantthemsenttotheprinter,displayedonscreen,orboth. ChooseWarningOptionstosetupoptionsforwarningusersaboutassigningdeferralstospecificdistributiontypes.Formoreinformation,seeSelectingdeferralwarningoptions. ChooseOKtosaveyourchangesandclosethewindow. Selectingdeferralwarningoptions UsetheDeferralWarningOptionswindowtoselectthewarningoptionsyouwanttousetohelppreventusersfromattachingdeferralstoincorrectdistributiontypes.Forexample,youcouldsetupthewarningoptionsforSalesOrderProcessingsoifauserattemptedtodefertheCASHdistribution,awarningwouldappear. Note Selectingtheseoptionsdoesnotblockauserfromattachingadeferraltransactiontoanincorrectdistributiontype.Amessagewillappearinthissituation,buttheusercanpostthetransaction. Toselectdeferralwarningoptions: OpentheDeferralSetupwindow. (Financial>>Setup>>Financial>>Deferral) ChooseWarningOptionstoopentheDeferralWarningOptionswindow. Selectthemoduleyouwanttoselectwarningoptionsforfromthelist. Markthecheckboxforthedistributiontypesyouwanttoavoidusingfordeferrals. Selectanothermoduleandcontinueselectingwarningoptions. ChooseOKtosaveyourentriesandclosethewindow. Settingupadeferralprofile UsetheDeferralProfileMaintenancewindowtosetuptemplatesofcommonlydeferredtransactions.Usingdeferralprofileshelpsensurethatsimilartransactionsareenteredwiththecorrectinformation.Forexample,ifyouroutinelyentertransactionsforservicecontractsyourcompanyoffers,andtherevenueisrecognizedovera12-monthperiod,youcouldsetupadeferralprofilefortheseservicecontracts,specifyingtheaccountstobeused,andthemethodforcalculatinghowthedeferredrevenueisrecognized. YoucansetupprofilesfortransactionsoriginatinginGeneralLedger,ReceivablesManagement,SalesOrderProcessing,PayablesManagement,andPurchaseOrderProcessing. Tosetupadeferralprofile: OpentheDeferralProfileMaintenancewindow. (Financial>>Setup>>Financial>>DeferralProfiles) Enteranameforthisprofile.Forexample,youcouldcreateaprofilecalledSERVICECONTRACT. Selectthemodulestheprofileistobeusedwithfromthelist.Forexample,youmightwanttouseaservicecontractsprofilewithReceivablesManagementandSalesOrderProcessing. Toselectmultiplemodules,holddowntheCTRLkeywhileclickingthemodules. Selectthetypesofdistributionyouwantthisprofileusedwith.Forexample,youmightselecttheSALES,MISC,andSERVICEdistributiontypes. Toselectmultipledistributions,holddowntheCTRLkeywhileclickingthedistributions. Selecttheaccountsyouwanttousetodeferandrecognizetherevenuesorexpenses.DependingontheoptionyouselectedforoverwritingdistributionaccountsintheDeferralSetupwindow,youmaybeabletomarktheoptiontoenableanaccounttobechanged. Selectthemethodtocalculatethedeferralamountsacrosseachperiod,thedateofthefirstallocation,andthenumberoffiscalperiodstoallocatethetransactionover.Ifyouleavethestartdateornumberofperiodsblank,you’llneedtoenterastartdateandnumberofperiodswhenyouusetheprofiletodeferatransactiondistribution. IfyouchosetolimitaccesstoprofilestospecificusersoruserclassesintheDeferralSetupwindow,chooseUserAccesstoselecttheusersoruserclasseswhocanusethisprofile.Youcanalsoselecttheinformationonaprofileyouwantuserstobeabletochange.Formoreinformation,seeSettingaccesstoadeferralprofile. ChooseSavetosavethisprofile. Settingaccesstoadeferralprofile UsetheProfileUserAccesswindowtolimitaccesstoaprofiletospecificusersoruserclasses.Youcanalsospecifywhichinformationonaprofileyouwantuserstobeabletochange.Forexample,youcanenablesomeuserstochangethestartdateandnumberofperiodsforadeferraltransaction,butnotthedeferralorrecognitionaccounts,andyoucanenableotheruserstochangethedeferralandrecognitionaccounts. Tosetaccesstoadeferralprofile: IntheDeferralProfileMaintenancewindow,enterorselecttheprofileyouwanttosetaccessfor,andchooseUserAccesstoopentheProfileUserAccesswindow. Indicatewhetheryouwanttograntaccesstotheprofiletotheusersyouspecify,ortotheuserclassesyouspecify. Enterorselecttheuseroruserclassyouwanttohaveaccesstotheprofileandmarktheoptiontoenableaccess. Ifyou’resettingaccessforauser,youcanalsoindicatewhetherthisprofileisthedefaultprofileforthisuser.Ifyoumarkthisoption,thisprofilewillappearautomaticallywhentheuserusesdeferralprofilesduringtransactionentry. Markthetypesofinformationyouwanttheuserormembersoftheuserclasstobeabletoeditduringdeferraltransactionentry. ChooseSavetosavetheaccessinformationforthisuseroruserclass. Tosetaccesstothisprofileforanotheruseroruserclass,repeatsteps2through5. Part2:Budgets YoucancreateabudgetinMicrosoftDynamicsGP. Thefollowinginformationisdiscussed: Chapter12,“Budgetoverview,”outlinesthefeaturesinMicrosoftDynamicsGPyoucanusetocreateandmaintainbudgets. Chapter14,“SettingupbudgetsinMicrosoftDynamicsGP,”describeshowtocreateabudgetinMicrosoftDynamicsGPusingtheBudgetMaintenancewindowortheSingle-AccountBudgetMaintenancewindow. Chapter12:Budgetoverview YoucanuseGeneralLedgertousethefeaturesofbothMicrosoftDynamicsGPandMicrosoftExceltocreateandmaintainbudgets.Youcancreateandmodifybudgets,exportthemtoExcel,orimportthemtoMicrosoftDynamicsGP. Forexample,youcanstartbuildingyourbudgetinMicrosoftDynamicsGPbasedonyouraccountframework,thenexportthebudgettoExceltoaddformulasandexploreforecastingscenarios.Finally,youcanimportthebudgetintoMicrosoftDynamicsGPtobeusedintheaccountingsystem. Thisinformationisdividedintothefollowingsections: Viewingalistofexistingbudgets Creatinganewbudget Openinganexistingbudget Deletingabudget Viewingalistofexistingbudgets YoucanusetheBudgetSelectionwindow(Financial>>Cards>>Financial>>Budgets)toviewallbudgetsinthesystem,includingbudgetscreatedinExcelandimportedintoMicrosoftDynamicsGP. TochangetheorderbudgetsarelistedintheBudgetSelectionwindow,clickthearrowinthescrollingwindowtitlebar,thenselecttosortitemsbyBudgetIDorbyDescription. Creatinganewbudget UsetheBudgetSelectionwindowtoselectwhethertocreatenewbudgetsinMicrosoftDynamicsGPorinMicrosoftExcel. Tocreateanewbudget: OpentheBudgetSelectionwindow. (Financial>>Cards>>Financial>>Budgets) DecideifthebudgetwillbecreatedinMicrosoftDynamicsGPorinExcel. TocreateabudgetinMicrosoftDynamicsGP,chooseNewandselectusingMicrosoftDynamicsGPtoopentheBudgetMaintenancewindow.RefertoChapter14,“SettingupbudgetsinMicrosoftDynamicsGP,”formoreinformation. TocreateabudgetinExcel,chooseNewandselectusingBudgetWizardforExcel.RefertoChapter13,“SettingupbudgetsinMicrosoftExcel,”formoreinformation. ChooseNewtoopentheBudgetMaintenancewindow.RefertoChapter14,“SettingupbudgetsinMicrosoftDynamicsGP,”formoreinformation. Note You’lluseadifferentmethodtosetupasingle-accountbudgetinMicrosoftDynamicsGP.RefertoCreatingasingle-accountbudgetformoreinformation. Openinganexistingbudget YoucanopenexistingbudgetsineitherMicrosoftDynamicsGPorMicrosoftExcel. Toopenanexistingbudget: OpentheBudgetSelectionwindow. (Financial>>Cards>>Financial>>Budgets) Selectabudgetinthescrollingwindow. ToopenabudgetwithExcel,chooseOpenandselectusingExcel.TheMicrosoftDynamicsGPbudgetmusthaveanExcelfileassociatedwithit. ToopenabudgetwithMicrosoftDynamicsGP,chooseOpenandselectusingMicrosoftDynamicsGP. ChooseOpen. Deletingabudget YoualsocanusetheBudgetSelectionwindowtodeleteabudget.Whenyoudeleteabudget,accountsareremovedfromthespecifiedbudgetIDandyou’llthenhaveanoptiontodeletingthebudgetIDitself. Todeleteabudget: OpentheBudgetSelectionwindow. (Financial>>Cards>>Financial>>Budgets) Highlightthebudgetinthescrollingwindow. ChooseDelete.Analertmessageappears,askingifyou’resureyouwanttodeletethebudget.ChooseYestodeletethebudgetorchooseNotocanceltheprocess. Chapter13:SettingupbudgetsinMicrosoftExcel Youcanusepre-existingbudgetsyou’vecreatedinMicrosoftExcel,oryoucancreatenewbudgetsinMicrosoftExcelusingtheBudgetWizardforExcel. Thewizardhelpsyouchoosetheframeworkforthebudget,thecalculationmethodforamounts,andtheaccounttypesandrangestoincludeinthebudget. Later,youcanimportthebudgetintoMicrosoftDynamicsGP.FormoreinformationaboutimportingbudgetsfromMicrosoftExcel,seeChapter15,“Exportingandimportingbudgets.” Thisinformationisdividedintothefollowingsections: Budgetcalculationmethods Accounttypesforbudgets Creatingabudgetwiththebudgetwizard FormatrequirementsforbudgetsinMicrosoftExcel Budgetcalculationmethods Afteryou’veidentifiedthebudget,youcanchooseacalculationmethodforthebudget.TheBudgetCalculationMethodwindowincludesfourcalculationmethods.Althougheachbudgetcalculationmethodisdifferent,thestepsforusingthewizardwillberoughlythesameforeachone. OpenYearPercentThisbudgetmethodcalculatesbudgetamountsbasedonapercentageofactualamountsinanopenyear.Forexample,youcanbuilda2006budgetbyselectinganopenyear,suchas2004,andenteringapercentagebywhichtoincreaseordecreasetheamountsforthenewbudget. OtherBudgetPercentThisbudgetmethodcalculatesbudgetamountsbasedonapercentageofamountsinanotherbudget.Tousethismethod,selectanexistingbudget,indicatewhethertheamountswillbeincreasedordecreased,andenterthepercentagebywhichtoincreaseordecreasetheamounts. HistoricalYearPercentThisbudgetmethodcalculatesbudgetamountsbasedonactualaccountbalancesofaprevious,historicalyear.Theamountscanbeincreasedordecreasedbyapercentageyouspecify. BlankBudgetThisbudgetmethodcalculatesnobudgetamountsbutprovidesyouwithablankMicrosoftExcelbudgetspreadsheet.Youcanchoosefiscalyearsfromwhichtopullactualamounts. Accounttypesforbudgets ThreetypesofaccountsareavailableforuseinMicrosoftExcelbudgets:balancesheetaccounts,profitandlossaccounts,andunitaccounts. BalancesheetaccountsBalancesheetaccountsareassets,liabilities,andowner’sequityaccounts.Theamountsintheseaccountswouldtypicallyappearonacompany’sbalancesheet. ProfitandlossaccountsProfitandlossaccountsareforrevenuesandexpenses.Theseaccountsrepresentthecashandassetsgoingintoandoutofacompany’sgeneralledger. UnitaccountsUnitaccountsdonottrackdollaramountsbuttrackotheramountssuchasthenumberofemployees.Unitaccountsareusedtoaccuratelydistributetherevenueorexpensefromanotheraccount,setuptocoveralltheemployees,departments,orotherunits,intheunitaccount. Youcanchoosetoincludeanyoralloftheseaccounttypes.Dependingonthebudgetyouwanttocreate,youmightnotwanttoincludealloftheinformation.Forexample,ifyou’recreatingabudgettodeterminethetotalvalueofabusiness,you’dwanttoincludebothbalancesheetaccountsandprofitandlossaccounts.Ifyouwanttocreateabudgetforaspecificdepartment,you’llprobablyincludeprofitandlossaccountsandunitaccounts,butnotbalancesheetaccounts. Asyouusethewizard,you’llchoosespecificaccountstoincludeinyourbudget. Creatingabudgetwiththebudgetwizard YoucanuseMicrosoftDynamicsGPtocreateanewbudgetinMicrosoftExcel.Thenewbudgetwillbeanewworksheetthatcanbepartofanexistingworkbook,oranewworkbook.YoucanaddbudgetamountsinthisworksheetandimportthebudgetintoMicrosoftDynamicsGP. Note ThisprocedureusestheOpenYearbudgetcalculationmethod.Creatingbudgetsusingotherbudgetcalculationmethodsissimilar,butdifferencesarenoted. Tocreateabudgetwiththebudgetwizard: OpentheBudgetSelectionwindow. (Financial>>Cards>>Financial>>Budgets) ChooseNewandselectusingBudgetWizardforExceltoopenthewelcomewindow. ChooseNexttoopentheNewBudgetInformationwindow. Enterbasicidentifyinginformationaboutthebudgetyouarecreating. Selectwhethertobasethebudgetonafiscalyearoradaterange.Ifyoubasethebudgetonadaterange,specifyarangethatcrossesoneormorefiscalyears.SeeCalculatingbudgetsthatoverlapfiscalyearsformoreinformation. Ifyouwanttorestrictaccesstothebudgetwithapassword,choosethepadlockiconbuttontoopentheUserPasswordSetupwindow.Ifyoudon’twanttorestrictaccesstothebudget,skiptostep7. EnterapasswordandchooseOK. ChooseNexttoopentheBudgetCalculationMethodwindow. Highlightabudgetcalculationmethodtoviewitsdescription.Whenyouhaveselectedthemethodyouwanttouse,chooseNexttoopentheOpenYearPercentwindow. ThefollowingstepsassumeyouselectedtheOpenYearPercentbudgetcalculationmethod.Allofthestepsareessentiallythesameforeachmethod,exceptBlankBudget.Differencesarenotedinthefollowingsteps. IfyouselectedabudgetmethodotherthanOpenYearPercent,thenameofthewindowwillbedifferent.Ifyou’reusingtheOtherBudgetPercentmethod,theOtherBudgetPercentwindowopens.Ifyou’reusingtheHistoricalBudgetPercentmethod,theHistoricalYearPercentwindowopens. Informationinthewindowswillbethesame,exceptyouwillselectaspecificbudgetorahistoricalyearinsteadofanopenyear.Youwon’tseethiswindowifyouchoseBlankBudget,butwillinsteadgotothenextwindow,ActualAmountsSelection. Selecttheopenyearyouwanttouseasthebasisforyournewbudget.Ifyou’reusinganothercalculationmethod,chooseanactualbudgetorhistoricalyearfortheothercalculationmethods. Selectthetypeofchangetobemadeandenterapercentageofincreaseordecrease.PressTABtoexitthisfieldandenabletheNextbutton.ChooseNexttoopentheActualAmountsSelectionwindow. Selecttheyearswiththeamountinformationtouse.AseparateMicrosoftExcelworksheetwillbecreatedforeachyearyouselect. Note WorksheetswillbeinthesameorderyouselectthemintheActualAmountsSelectionwindow,soifyouwantthemtoappearintheworkbookinaspecificorder,besuretoselecttheminorder. Whenyouhavemadeyourselections,chooseNexttoopentheAccountTypeswindow. Selecttheaccounttypestoincludeinyourbudget.ChooseNexttoopentheAccountswindow. Selecttheaccountsforthebudget.Youcanaddallaccountsoftheaccounttypeyouselected,oryoucanrestricttherangeofaccounts. Selectasegmentforsortingtheaccounts.Enterorselectthestartingandendingsegmentnumbersintherange,thenchooseInserttoaddthemtothescrollingwindow. ChooseNexttoopentheAccountVerificationwindow. Marktheaccountstoincludeinthebudget.Allaccountswillbemarked,butyoucancleartheoptionforanyaccounttoexcludeitfromthebudget. Toaddanaccountthatisn’tdisplayed,chooseAddAccount.TheAccountsLookupwindowwillopen.Selecttheaccounttoadd. ChooseNexttoopentheWorkbookSelectionwindow. Selecttheworkbookforyournewbudgetworksheet.Youcancreateanewworkbookoraddtoanexistingone.ChooseNexttoopentheCompletingtheBudgetWizardforExcelwindow. Reviewyourselections,thenchooseFinishtocompletethebudget.Thewizardwillbuildanewbudgetworksheetandfillthecolumnswithbudgetamountsfromtheaccountsyouselected,adjustedbythepercentageyouspecified. FormatrequirementsforbudgetsinMicrosoftExcel WhenaworksheetiscreatedusingthebudgetwizardorwhenanexistingbudgetisexportedtoMicrosoftExcel,theworksheetmusthavethefollowingstandardlayout: ColumnAliststheaccountsincludedinthebudget,inview-onlyformat. ColumnBliststhedescriptionsfortheaccounts,inview-onlyformat. ColumnCliststhebeginningbalancebudgetamounts. ColumnsDandcolumnsbeyondlisttheperiodbudgetamounts.Theamountsandformulasinthesecolumnscanbechanged. Thefirstcolumnafteralltheperiodamountswilltotalalloftheperiodbudgetamounts,inview-onlyformat. Thelastrowwilldisplaythetotalsforeachperiodcolumninview-onlyformat. Themaximumnumberoffiscalperiods(columns)youcanuseis252,becausethefirstfourcolumnsarerequiredfortheaccountinformationandbalanceamounts.(Excelallowsamaximumof256columnsinaspreadsheet.) Chapter14:SettingupbudgetsinMicrosoftDynamicsGP YoucanmaintainanunlimitednumberofbudgetsinMicrosoftDynamicsGPandcalculatethebudgetsusingoneofseveraldifferentcalculationmethods.Youcancreatebudgetsforrangesofpostingandunitaccounts,orforsingleaccounts.Youalsocanchangeordeleteexistingbudgetsandrecalculatebudgetamounts. Thisinformationisdividedintothefollowingsections: Budgetcalculationmethods Calculatingbudgetsthatoverlapfiscalyears Creatingabudgetforarangeofaccounts Deletingabudget Creatingasingle-accountbudget Enteringbudgettransactions CombiningbudgetsinMicrosoftDynamicsGP Budgetcalculationmethods YoucanuseoneofsevencalculationmethodsforbudgetsyoucreateinMicrosoftDynamicsGP,andapplythesemethodstopostingorunitaccounts.Youalsocanchoosewhetheryourbudgetwillincludebeginningbalances.Eachmethod’sdescriptionincludesinformationabouttheentriesneeded.Thesamecalculationmethodsareavailablewhetheryou’recalculatingabudgetforafiscalyearorforarangeofdates;however,therearesomedifferencestobeawareof.SeeCalculatingbudgetsthatoverlapfiscalyearsformoreinformation. OpenYearPercentThisbudgetmethodcalculatesbudgetamountsbasedontheactualbalancesofanyyearthathasn’tbeenclosed,increasingordecreasingthembyaspecifiedpercentage.Actualaccountbalanceswon’tbeaffected. Tousethismethod,youmustselecttheyeartobasethecalculationson.Enterthepercentagetoincreaseordecreasetheamountsorenter0%tousetheexistingaccountbalances. OtherBudgetPercentThisbudgetmethodcalculatesbudgetamountsbasedonanotherbudget.Youcancopyamountsfromanotherbudgetandthenincreaseordecreasethembyapercentageyouspecify. Tousethismethod,youmustentertheIDforthesourcebudgetandthepercentagetoincreaseordecreasetheamounts.Youcanenter0%tousetheexistingbudgetamounts. PercentChangeThisbudgetmethodcalculatesbudgetamountsbasedonamountsinacurrentbudget.Youcanincreaseordecreasetheamountsbyapercentageyouspecify. Forexample,supposeyourbudgetforanaccountincludes$100forthebeginningbalanceand$200foreachbudgetperiod.Todecreasethebudgetby20percent,youcanchoosePercentChange,enterthepercentageandindicatethatyouwanttheamountsdecreased.Thenewbudgetamountswillincludeabeginningbalanceof$80andperiodamountsof$160. AmountChangeThisbudgetmethodcalculatesbudgetamountsbasedonamountsinacurrentbudget.Youcanincreaseordecreasetheamountsbyadollaramount(forpostingaccounts)orquantity(forunitaccounts)youspecify. Tousethisbudgetcalculationmethod,enterthespecifiedamountandindicatewhetherthecurrentbudgetamountsshouldbeincreasedordecreased. SetAmountThisbudgetmethodcalculatesbudgetamountsbasedonafixedamountforeachperiodincludedinthebudget. Entertheamountandindicatewhichperiodsyouwanttoinclude.Toincludebeginningbalanceamountsinthebudgetcalculation,marktheoptiontoincludethebeginningbalances.Ifyoumarkthisoption,beginningbalancesforallbalancesheetaccountswillbeincluded. YearlyBudgetAmountThisbudgetmethodcalculatesbudgetamountsanddividesthemequallyamongallperiodsinthebudget. Tousethismethod,entertheamountandspecifytheperiodstobeincludedinthecalculation.Toincludebeginningbalanceamountsinthebudgetcalculation,marktheoptiontoincludethebeginningbalances.Ifyoumarkthisoption,beginningbalancesforallbalancesheetaccountswillbeincluded. HistoricalYearPercentThisbudgetmethodcalculatesbudgetamountsbasedonahistoricalyear’sactualbalances,whichcanbeincreasedordecreasedbyapercentageyouspecify.Actualaccountbalancesaren’taffected.Youcanusethismethodonlyifyouarekeepingaccounthistory. Tousethismethod,chooseayearandenterthepercentageincreaseordecrease. Enter0%ifyouwanttousetheexistingaccountbalances. Calculatingbudgetsthatoverlapfiscalyears Youcancreatebudgetsforarangeofdatesthatdon’tmatchyourfiscalyear.Thiscanbeusefulifyourorganizationreceivesgrantsthatspanmultipleyears,orthatcoveraperiodoftimethat’sdifferentfromyourfiscalyear.Budgetsbasedonarangeofdatescanbecreatedforeitherasingleaccountorarangeofaccounts. Tobaseabudgetonarangeofdates,fiscalperiodsmustbesetupforthefullperiodthat’scoveredbythedaterangeofthebudget.Forexample,ifyoucreateabudgetforMarch1,2007toAugust31,2009,youcan’tsavethebudgetifyouhaven’tcreatedfiscalperiodsthroughAugust31,2009. Afteryou’vesavedabudget,youcan’tchangethetimeperiodthatit’sbasedon,norcanyouchangethestartingandendingdateswhenyou’rebasingthebudgetonadaterange. Thecalculationmethodsthatareavailableforbudgetsbasedonfiscalyearsalsoareavailableforbudgetsbasedadaterange.Somecalculationmethodsinvolvecopyingbudgetamountsfromonebudgettoanother.Thefollowingtabledescribeshowthisprocessworkswhenyou’rebasingabudgetonarangeofdates. Calculationmethod Notes Openyearpercent Thesecalculationmethodscopyamountsfromanexistingbudgettothebudgetyou’resettingup,andthencalculateaspecifiedincreaseordecrease.Thefirstperiodoftheexistingbudgetiscopiedtothefirstperiodofthebudgetyou’resettingup.Thesecondperiodoftheexistingbudgetiscopiedtothesecondperiodofthenewbudget,andsoon.Iftherearemoreperiodsinthebudgetyou’resettingupthanintheexistingbudgetbeingcopiedfrom,theadditionalperiodsinthenewbudgetwillhaveabalanceof$0. Yearlybudgetamount Thiscalculationmethodallocatesamountsevenlyoverallthebudgetperiods.Ifyou’rebasingabudgetonadaterange,thenumberofperiodsmightbemoreorlessthanthenumberofperiodsinyourfiscalyear.Theyearlybudgetamountisallocatedevenlyamongtheperiodsinthedaterangeregardlessofthenumberofperiodsinyourfiscalyear. Otherbudgetpercent Historicalyearpercent Creatingabudgetforarangeofaccounts UsetheBudgetMaintenancewindowtocreateabudgetforarangeofpostingandunitaccounts.Youcanviewhowthecalculationhasaffectedtheaccountsincludedintherange,oneaccountatatime.Youcandisplaythecalculatedamountsforeachaccountifyouwanttoviewthebudgetcalculationforasingleaccount. Tocreateabudgetforarangeofaccounts: OpentheBudgetMaintenancewindow. (Financial>>Cards>>Financial>>Budgets>>New>>usingMicrosoftDynamicsGP) EnterorselectabudgetID. Note UseonlyalphanumericcharactersinthebudgetID. Selectwhethertobasethebudgetonafiscalyearoradaterange.Ifyoubasethebudgetonadaterange,specifyarangethatcrossesoneormorefiscalyears.SeeCalculatingbudgetsthatoverlapfiscalyearsformoreinformation. Choosethebudgettype:actualorpreliminary. ChooseActualifyouknowthatthebudgetwillbecalculatedcorrectlyandthatyouwillnotbemakingchangestothebudget. ChoosePreliminarytoexperimentwithbudgets.Youcanchangepreliminarybudgetsandthenreverttotheoriginalversionofthebudget,butwhenyouchangeanactualbudget,thechangeispermanent. Note Ifyou’recalculatingapreliminarybudgetandyou’vedecidedthatyou’dliketosaveit,makethechangespermanentbychoosingActualandsavethebudget. Torestrictaccesstothebudget,choosethepasswordpadlockiconbuttontoopentheUserPasswordSetupwindow.Ifyoudon’tneedtorestrictaccesstothebudget,skiptostep6. EnterapasswordandchooseOK. Chooseabudgetyear.Ifyou’veselectedanexistingbudgetandyouchangebudgetyears,someperiodsmaynotappearinthescrollingwindow.Recalculatethebudgetbeforecontinuing. ChooseRangestoopentheAccountSegmentRangeswindow. Note Ifyoudon’tdefinearange,allyourcompany'saccountswillbeincludedinthebudgetcalculation. EnterorselectthesegmentIDtherangewillbebasedon.Enterorselectbeginningandendingaccountsegments. ChooseInserttoinserttherangeintotheRestrictionsbox.Allaccountsthatmeetallrestrictionsyou’veenteredwillbeincludedinthebudget. Note Tocalculateactualbudgetsforsingleaccounts,youmightfinditeasiertousetheSingle-AccountBudgetMaintenancewindow.(Preliminarybudgetscan’tbecalculatedusingtheSingle-AccountBudgetMaintenancewindow.)Formoreinformation,seeCreatingasingle-accountbudget. ChooseOKtoreturntotheBudgetMaintenancewindow. ChoosetheMethodsbuttontodisplaytheBudgetCalculationMethodswindow. Selectacalculationmethod,enterthenecessaryinformationandindicateifthebudgetshouldincludethebeginningbalanceamounts.Formoreinformationaboutcalculationmethods,seeBudgetcalculationmethods. ChooseCalculatetobeginthecalculationprocess.Ifarangehasn’tbeendefined,allyourcompany’saccountswillbeincludedinthecalculation. Note Tomodifytheamountsforanindividualaccount,simplytypeoverthecalculatedamountsforeachperiod. Ifyouwanttosavethebudgetinformation,chooseSave. Ifyou’recalculatingapreliminarybudgetandyou’vedecidedthatyou’dliketosaveit,chooseActualbeforesavingthebudgetinformation. Ifyouwanttocombinethisbudgetwithanother,opentheCombineBudgetswindowbychoosingtheCombineBudgetsbutton.Formoreinformation,seeCombiningbudgetsinMicrosoftDynamicsGP. Ifneeded,chooseFile>>PrintortheprintericonbuttontoviewaBudgetList. Deletingabudget YoucanusetheBudgetMaintenancewindowtodeleteabudget. Todeleteabudget: OpentheBudgetMaintenancewindow. (Financial>>Cards>>Financial>>Budgets>>New>>usingMicrosoftDynamicsGP) EnterorselectabudgetID. ChooseDelete. Creatingasingle-accountbudget UsetheSingle-AccountBudgetMaintenancewindowtocalculate,modifyordeletebudgetsforindividualaccounts,oneaccountatatime.Youcan’tcalculatepreliminarybudgetsusingthiswindow. Note Onlypostingandunitaccountscanbeusedwhencalculatingbudgets.Youcan’tcreatebudgetsforvariableandfixedallocationaccounts, Tocreateasingle-accountbudget: OpentheSingle-AccountBudgetMaintenancewindow. (Financial>>Cards>>Financial>>Account>>Budgetbutton) (Financial>>Cards>>Financial>>UnitAccount>>Budgetbutton) EnterorselecttheaccountandbudgetID. Selectwhethertobasethebudgetonafiscalyearoradaterange.Ifyoubasethebudgetonadaterange,specifyarangethatcrossesoneormorefiscalyears.SeeCalculatingbudgetsthatoverlapfiscalyearsformoreinformation. Note Ifyou’veselectedanexistingbudgetandyouchangebudgetyears,someperiodsmightnotappearinthescrollingwindow.Recalculatethebudgetbeforecontinuing. Torestrictaccesstothebudget,choosethepasswordpadlockiconbuttontoopentheUserPasswordSetupwindow.Ifyoudon’tneedtorestrictaccesstothebudget,skiptostep6. EnterapasswordandchooseOK. Selectacalculationmethodandindicateifthebudgetshouldincludetheaccount’sbeginningbalance.Formoreinformationaboutcalculationmethods,seeBudgetcalculationmethods. ChooseCalculatetobeginthecalculationprocess.Whenthebudgethasbeencalculated,theamountswillbedisplayed. Tomakechangestothebudgetamountswithoutrecalculating,typeovertheexistingamounts. Tosavethebudget,chooseSave. Toremovetheselectedaccountfromthebudget,chooseDelete. ChooseFile>>PrintortheprintericonbuttontoviewaDetailedBudgetreport. Enteringbudgettransactions UsetheBudgetTransactionEntrywindowtocreatetransactionsthat,whenposted,increaseordecreasethebudgetforoneormoreaccountsforspecificperiods.Amountsaredisplayedonaperiod-by-periodbasis.Youcanalsochoosetoviewperiodbalanceamounts,whichdisplaysthecumulativebudgetandbudgettransactionforeachperiodandallpreviousperiods.Asinglejournalentrycancontainadjustmentstomultipleaccounts. Toenterasinglebudgettransaction: OpentheBudgetTransactionEntrywindow. (Financial>>Transactions>>Financial>>BudgetTransactions) Enterorselectabudgetjournalentry. EnterorselectabatchIDforthejournalentry. Enterorselectatransactiondateforthejournalentry. EnterorselectabudgetID. Enterareferenceforthejournalentry.Referencescanbeanycombinationofalphanumericsymbolstohelpyouidentifythejournalentry. Enterorselectanaccountforwhichyouwanttoadjustthebudget. Entertheadjustmentamountforeachperiod. ChooseFile>>PrintortheprintericonbuttontoviewaBudgetTransactionEditListreport. Toentermultiplebudgettransactions: PerformthestepsinToentermultiplebudgettransactions:. ChooseRangestoopentheAccountSegmentRangeswindow. Note Ifyoudon’tdefinearange,onlythesingleaccountthatisdisplayedwillbeincludedinthebudgetcalculation.ForinformationontheAccountSegmentRangeswindow,choosetheHelpbuttoninthatwindow,orseeCreatingabudgetforarangeofaccounts. Selectamethodforcalculatingadjustmentsandindicateifthebudgetshouldincludethebeginningbalanceamounts.Formoreinformationoncalculationmethods,seeBudgetcalculationmethods. ChooseCalculatetobeginthecalculationprocess. CombiningbudgetsinMicrosoftDynamicsGP UsetheCombineBudgetswindowtosimplifytheprocessofcombiningGeneralLedgerbudgets.Thisisusefulwhenmultipledepartmentsinyourorganizationcreatetheirownbudgets,whicharethenconsolidatedintoasinglebudget.Youcancombineonlytwobudgetsatatimewiththiswindow,butyoucanrepeattheprocesssothatmanybudgetsarecombinedintoone. Tocombinemultiplebudgets,firstcombinetwobudgets,andthenmergeothersintothenew,consolidatedbudget. Anybudgetthatisaddedtothenew,consolidatedbudgetmusthaveadaterangethatmatchestheconsolidatedbudget. Tocombinetwobudgets: OpentheCombineBudgetswindow. (Financial>>Cards>>Financial>>Budgets>>CombineBudgetsbutton) EnterorselectamasterbudgetID.ThisistheIDfortheconsolidatedbudgetthatwillreceiveotherbudgets. IfthebudgetIDdoesn’texist,youmustcreateitintheBudgetMaintenancewindow.YoucannotcreateabudgetintheCombineBudgetswindow. EnterorselectabudgetIDtocombinewiththemasterbudget. Ifyouwanttodeletethebudgetyouaremergingintothemasterbudget,marktheDeleteBudgetafteritiscombinedcheckbox. Tocombinethetwobudgets,chooseProcess. Chapter15:Exportingandimportingbudgets IfyoualreadyhavecreatedabudgetinMicrosoftDynamicsGP,youcanexportittoMicrosoftExceltotakeadvantageofthecalculationsandformulasavailableinthatapplication.YoucanthenimportthebudgetintoMicrosoftDynamicsGPwhenyou’vefinishedmakingchanges.WithMicrosoftDynamicsGP,youcanimportabudgetyou’vecreatedfromscratchinMicrosoftExcel,providedthebudget’scolumnsareformattedcorrectly.RefertoFormatrequirementsforbudgetsinMicrosoftExcelformoreinformation. Thisinformationisdividedintothefollowingsections: ExportingabudgettoMicrosoftExcel PreparingabudgetforimportfromMicrosoftExcel ImportingabudgetfromMicrosoftExcel ExportingabudgettoMicrosoftExcel ExportingbudgetstoMicrosoftExceltransfersdatafromthefollowingMicrosoftDynamicsGPbudgetfieldstoanExcelworksheet: BudgetID Budgetdescription Accountnumbers Accountdescriptions Periods Budgetamountforeachperiodforeachaccount Theinformationwillbearrangedinaworksheet.Thenameoftheworksheetwillbethebudgetdescription. Whenyouexportthebudgettoanexistingworkbook,thenameoftheworksheettabwillbebudgetID.Whenyouexporttoanewworkbook,thedefaultfilenamewillbethebudgetID.ThecolumnheaderswillbeautomaticallycreatedandbasedonthenumberofperiodscreatedduringFiscalPeriodSetup.Alloftheperiodamountswillbefilledintothecolumns,aswell. Oncethebudgetisexported,youcanadjustthelayoutoftheworksheet,aswellasthebudgetamounts. ToexportabudgettoMicrosoftExcel: OpentheBudgetSelectionwindow. (Financial>>Cards>>Financial>>Budgets) Highlightabudget.ChooseExcelandselectExporttoExceltoopentheExportBudgettoExcelwindow. Selectadestinationforthebudget.Thedestinationcanbeanewworkbookoranexistingone.Ifyouselectanexistingworkbook,thebudgetwillbeaddedonanewworksheetintheworkbook. Note Ifyourworksheethasthesamename—thesameBudgetID—asanexistingworksheetintheworkbookyou’reexportingto,theexistingworksheetwillbeoverwritten.Youwon’tbeabletocanceltheexportprocess. ChooseOKtocompletetheexportprocess. Ifyouexportthebudgettoanewworkbook,you’llbepromptedtoenteranameandlocationfortheworkbook.Whentheprocessiscomplete,thebudgetwillbedisplayedinMicrosoftExcel. PreparingabudgetforimportfromMicrosoftExcel BeforeyoucanimportaMicrosoftExcelbudgetintoMicrosoftDynamicsGP,itmustbeproperlyformatted.RefertoFormatrequirementsforbudgetsinMicrosoftExcelformoreinformation. Note TocreateaMicrosoftExcelworksheetwiththecorrectformat,youcanusethebudgetwizardtocreateablankworksheetwiththeaccountsyouspecify. TheimportprocesscreatesabudgetwithperiodscorrespondingtotheperiodcolumnsintheMicrosoftExcelbudget.IfthenumberofperiodsintheMicrosoftDynamicsGPbudgetdoesn’tmatchthenumberofperiodsintheMicrosoftExcelbudget,you’llbepromptedtoaddperiodstotheMicrosoftExcelbudgetbeforecompletingtheimport.TheamountfromeachperiodcellinMicrosoftExcelwillbetransferredtoMicrosoftDynamicsGP.Oncethebudgetisimported,youcanadjusttheamountsasneeded. ImportingabudgetfromMicrosoftExcel YoucanimportMicrosoftExcelbudgetinformationintoanexistingMicrosoftDynamicsGPbudget,orintoanewlycreatedMicrosoftDynamicsGPbudget. Note IfyouchoosetoimporttheMicrosoftExcelbudgetworksheetintoanexisting*MicrosoftDynamicsGPbudget,alloftheamountsintheMicrosoftDynamicsGP*budgetwillbeoverwrittenwiththeamountsfromtheworksheet. Whenyoustartthebudgetimportprocess,aseriesofwindowswillopeninwhichyoucanspecifyinformationaboutthebudgetbeforeitiscreated.Thewindowsarebasicallythesamewhetheryouchoosetoimportintoaneworexistingbudget. However,ifyouchoosetoimportintoanewbudget,you’llseeoneadditionalwindow,theNewBudgetInformationwindow.UsethatwindowtoenterthebudgetID,description,andfiscalyearinformation. Thefollowingprocedureassumesyou’reimportingtocreateanewbudget.Thestepswillremainthesamewhenyouchoosetoimporttoanexistingbudget,exceptthatyouwillskipstep5. ToimportabudgetfromMicrosoftExcel: OpentheBudgetSelectionwindow. (Financial>>Cards>>Financial>>Budgets) ChooseExcelandselectImportfromExceltoopentheWelcometotheBudgetWizardforExcelwindow. ChooseNexttoopentheImportBudgetwindow. Decideiftheimportedbudgetshouldbeanewbudgetorifitshouldoverwriteanexistingbudget. ToimporttheMicrosoftExcelbudgetworksheettoanewbudget,selectAnewMicrosoftDynamicsGPbudgetandchooseNext. Tooverwriteanexistingbudget,markAnexistingMicrosoftDynamicsGPbudgetandenterorselectthebudget.ChooseNextandcontinuewithstep8. Ifyou’recreatinganewbudget,theNewBudgetInformationwindowopens.Enterbasicidentifyinginformationaboutthebudgetyou’recreating. Torestrictaccesstothebudgetwithapassword,choosethepadlockiconbuttontoopentheUserPasswordSetupwindow.Ifyoudon’twanttorestrictaccesstothebudget,skiptostep8. EnterapasswordandchooseOK. ChooseNexttoopentheExcelFileSelectionwindow. EnterorselectthenameoftheExcelfiletoimport,thenselectthespecificworksheettoimport.ChooseNexttoopentheCompletingtheBudgetWizardforExcelwindow. ChooseFinishtocompletetheimportprocess. Part3:Transactions Transactionproceduresprovidestep-by-stepinstructionsforcompletingGeneralLedgeraccountingtaskswithMicrosoftDynamicsGP. Thefollowinginformationisdiscussed: Chapter16,“Multicurrencytransactions,”explainshowtochoosethecurrencyforenteringtransactions. Chapter17,“Batches,”explainshowtogrouptransactionsintobatches. Chapter18,“Standardandreversingtransactions,”explainsstandardandreversingtransactions,themostcommontransactionsinyoursystem. Chapter19,“Clearingtransactions,”definesandexplainshowtouseclearingtransactions. Chapter20,“Quickjournaltransactions,”explainsquickjournals,atime-savingjournalentrythatdoesn’trequirebatches. Chapter21,“Transactiondeferrals,”describesthemethodsavailablefordeferringrevenuesordistributingexpensesoveraspecifiedperiod. Chapter22,“Posting,”describesposting,theprocessoftransferringyourtemporarytransactionstothecompany’spermanentrecords. Chapter23,“Correctingtransactions,”explainshowtocorrecttransactions,whetherornotthetransactionhasbeenposted. Chapter24,“Matchingtransactions,”describestheprocessoflinkingrelatedtransactiondistributionsfromdifferentjournalentries. Chapter16:Multicurrencytransactions* Ifyou’reusingMulticurrencyManagementwithGeneralLedger,youcanchoosethecurrencyyouwanttousewhenenteringtransactions. Forinformationaboutsettingupyourfinancialsystemtousemultiplecurrencies,includingtheeuro,refertotheMulticurrencyManagementdocumentation. Thisinformationisdividedintothefollowingsections: Viewingmultiplecurrencies Exchangerateanddocumentdate Multicurrencyaccountdistributions Viewingmultiplecurrencies Youcanchoosetoviewmulticurrencytransactionsintheoriginatingorthefunctionalcurrency.ChooseView>>Currency>>FunctionalorOriginatingwhileenteringatransaction.Theoptionwillbesavedonaperuser,perwindowbasis. YoualsocanusetheCurrencylistbuttoninthewindowsthatsupportchangingthecurrencyview. TheViewmenuandcurrencylistbuttonareavailableinthefollowingwindows: TransactionEntry SummaryInquiry DetailInquiry JournalEntryInquiry HistorySummaryInquiry HistoryDetailSummary ThefirsttimeyouopenthesewindowsafterregisteringMulticurrencyManagement,allthetransactionswillbedisplayedintheoriginatingcurrency.Ifyouchangethecurrencyview,thatoptionwillbethedefaultviewthenexttimeyouopenthatwindow. Exchangerateanddocumentdate Ifatransaction’scurrencyIDisnotinthefunctionalcurrency,aratetypeandassociatedexchangeratetableareassignedtothetransaction.TheratetypeisthedefaultratetypefortheFinancialseriesspecifiedintheMulticurrencySetupwindow.YoualsocanchoosethecurrencyexpansionbuttontoopentheExchangeRateEntrywindowtoviewormodifythedefaultexchangerate. Thedocumentdateassignedtoatransactiondetermineswhichexchangerateisused,basedonthecurrencyIDandassociatedratetypethat’senteredforthetransaction.Eachtimeyouchangethedocumentdateonamulticurrencytransaction,thesystemsearchesforavalidexchangerate.Ifavalidratedoesn’texist,youcanenteranexchangerateusingtheExchangeRateEntrywindow.Ifyou’veenteredaGeneralLedgerpostingdatethat’sdifferentfromthedocumentdate,theexchangerateexpirationdatemustbeafterthepostingdate. Multicurrencyaccountdistributions Formulticurrencytransactions,distributionamountsaredisplayedinboththefunctionalandoriginatingcurrencies.However,youcanchangeonlytheoriginatingamounts. Whenyou’reenteringamulticurrencytransaction,theoriginatingdebitandcreditamountsmustbalance.Ifthefunctionalequivalentsdon’tbalance,thedifferenceispostedautomaticallytoaRoundingDifferenceaccountandadistributiontypeofRoundidentifiesthedistributionamount. Forexample,assumeyou’veenteredatransactionintheeurocurrency,withapurchaseamountof28,755.42EUR,atradediscountof586.84EUR,adiscountavailableof1544.33EURandtheexchangerateis1.0922.Thedistributionswouldbecalculatedasfollows: Account Eurodebit Eurocredit USDollarsdebit USDollarscredit AccountsPayable 28,755.42EUR $31,406.67 TradeDiscount 586.84EUR $640.95 Discount 1544.33EUR $1686.72 Accrued 30,886.59EUR $33,734.33 Totals 30,886.59EUR 30,886.59EUR $33,734.34 $33,734.33 Rounding $0.01 Totals 30,886.59EUR 30,886.59EUR $33,734.34 $33,734.34 Available Purchases Difference Chapter17:Batches GeneralLedgertransactionscanbeenteredindividuallyorinbatches.Abatchisagroupoftransactionsidentifiedbyauniquenameornumber.Byenteringandpostingtransactionsinbatches,youcangroupsimilartransactionsduringdataentryandreviewthembeforeposting.Morethanonepersoncanentertransactionsinthesamebatch,butnotatthesametime.Also,abatchcan’tbepostedifanyoneismakingchangestoit. Thisinformationisdividedintothefollowingsections: Creatingabatch GeneralLedgerbatchapprovalworkflow Modifyingordeletingabatch Creatingabatch UsetheBatchEntrywindowtocreatebatches.Abatchisagroupoftransactionsidentifiedbyauniquenameornumber.Ifyou’vedecidedtoentertransactionsinbatches,theycanbepostedusingthebatch,series,ormasterpostingprocedures. Formoreinformationaboutbatchposting,seeChapter22,“Posting.” Tocreateabatch: OpentheBatchEntrywindow. (Financial>>Transactions>>Financial>>Batches) EnterorselectabatchIDtoidentifythebatch.BatchesenteredindifferenttransactionentrywindowsmighthavethesameID.Ifyouaren’tsurewhichbatchtoselect,youcanusetheBatchIDlookupwindowtoviewtheoriginsoftransactionswithineachbatch. Selectabatchorigin.YoucanselectGeneralEntry,ClearingEntry,orBudgetTransactions.Onceyou’vesavedthebatch,youcan’tchangetheorigin. Enterabatchcomment,suchasabriefdescriptionofthetransactionsthatwillbeenteredinthebatch. Selectafrequency.IfyouchoseafrequencyotherthanSingleUse,enterthenumberofrecurringpostings.Ifyouwantthebatchtoremaininthesystemindefinitely,enterzerointheRemainingPostingfield. Ifyouchooseafrequencyofmiscellaneous,enterthenumberofrecurringpostingsandthedaystoincrement. Toprintthebreakdownallocationaccountsontheeditlists,marktheBreakDownAllocationoption. Toclearthedistributionamountsforrecurringbatchesafterposting,marktheClearRecurringAmountsAfterPostingoption. Youcandefinebatchentryrequirements.RefertotheSystemUser’sGuideforinformationaboutbatchrequirementsandapprovals. Note IftheAllowNegativeDebitsandCreditsinGeneralLedgeroptionismarkedintheCompanySetupOptionswindow,youcanenternegativeamountsinthebatchcontroltotalfield. ChooseSavetosavethebatchorchooseTransactionstoopentheTransactionEntrywindow,whereyoucanentertransactionsinthebatch. YoucanchooseFile>>Printortheprintericonbuttontoverifytheaccuracyofthetransactionsyou’veenteredbeforeposting. Ifyou’reusingWorkflow,submitthebatchforapprovalifneeded.SeeGeneralLedgerbatchapprovalworkflowformoreinformation. GeneralLedgerbatchapprovalworkflow IfyourcompanyusestheWorkflowfeatureamongitsbusinesscontrols,batchesmighthavetobeapprovedbeforeposting.Therulesforapprovingbatchescandefinedtofityourorganization’sneeds.Multipleapproversmightberequired,orapprovalmightnotberequiredforbatcheswithfewtransactionsorsmallcurrencyamounts.Whenabatchisreadytobeapproved,approverscanbenotifiedandthebatchescanbeapproved,usingOutlook®,MicrosoftDynamicsGP,orInternetExplorer®.Afterabatchisapproved,itcanbeposted.FormoreinformationaboutWorkflow,seetheSystemSetupGuide(Help>>PrintableManuals>>selectSystem>>selectSystemSetupGuide)ortheWorkflowAdministrator’sGuide(Help>>PrintableManuals>>selectSystem>>selectWorkflowAdministrator’sGuide). BeforeyoucanusethebatchapprovalworkflowforGeneralLedger,youmustturnofftheRequireBatchApprovalfeatureinMicrosoftDynamicsGP.Todoso,openthePostingSetupwindow(Administration>>Setup>>Posting>>Posting)andselecttheFinancialseries.UnmarktheRequireBatchApprovaloptionfortheGeneralLedgerandClearingEntryorigins. Modifyingordeletingabatch UsetheBatchEntrywindowtomodifyordeleteabatch.Youcanchangeordeleteunpostedbatchesatanytime.RecurringbatchesaredeletedafterthebatchhasbeenpostedthenumberoftimesyouspecifyintheRecurringPostingfield. IfyouareusingWorkflowyoumustresubmitthebatchifyoumodifyordeleteanytransactionsinanapprovedbatch. SeeCorrectinganunpostedtransactionforinformationaboutchangingthetransactionsinabatch. Tomodifyordeleteabatch: OpentheBatchEntrywindow. (Financial>>Transactions>>Financial>>Batches) Tomodifythebatch,replacetheincorrectinformationwithcorrectinformation.ChooseSavetosavethechangesorresubmitthebatchforapproval,ifyouareusingWorkflow. Todeletethebatch,chooseDeleteandclosethewindow. Tomodifyabatchusingtheactionpane: Inthenavigationpane,choosetheFinancialbutton,thenchoosetheGeneralLedgerBatcheslist. Markabatchtomodify. Inthenewgroup,chooseEdittoopentheBatchEntrywindow. Todeleteabatch,chooseDelete. Tocorrectthebatch,replacetheincorrectinformationwiththecorrectinformation.Choosesavetosavethechangesorresubmitthebatchforapproval,ifyouareusingWorkflow. Chapter18:Standardandreversingtransactions Standardtransactionsareenteredandpostedonce.Iftheyareassignedtoarecurringbatch,standardtransactionscanbepostedperiodically,suchasweeklyormonthly,oronaspecificdate,andthenautomaticallyormanuallydeletedfromMicrosoftDynamicsGP. Areversingtransactionreversesthedistributions—debitandcreditentries—ofaprevioustransaction.Generallyspeaking,entriesthatinvolvetheaccrualofassets(suchasunbilledrevenues)ortheaccrualofliabilities(suchassalaries)mightbereversedbecausetheyresultinafuturecashreceiptorpayment.Examplesofsuchaccrualsincludesalariesthathaven’tbeenpaidorrevenuesthathaven’tbeenbilled. Whenenteringtransactions,transactioninformationiscollectivelyreferredtoasaudittrailinformation.Forexample,thejournalentrynumber,transactiondate,sourcedocumentcode,andreferenceappearoncross-referencereports.Thisinformationhelpstotracethehistoryofaspecifictransactionandmightbeusedbyexternalauditorstoverifytheaccuracyofyourrecordsandrecord-keepingprocesses. Thisinformationisdividedintothefollowingsections: Enteringastandardorreversingtransaction Voidingordeletingasavedstandardorreversingtransaction UnderstandingValue-AddedTaxes Calculatinganddistributingtax Enteringastandardorreversingtransaction UsetheTransactionEntrywindowtoenterstandardandreversingtransactions.Formoreinformationaboutposting,seeChapter22, “Posting.” Toenterastandardorreversingtransaction: OpentheTransactionEntrywindow. (Financial>>Transactions>>Financial>>General) Enterajournalentrynumberoracceptthedefaultnumber. Ifyou’reusingbatches,enterorselectabatch.IfyouareusingWorkflowandarenotallowedtoapprovebatches,don'tassignthecashreceipttoabatchthatispendingapproval.Ifyoudo,youwon'tbeabletoentercashreceiptinformation. Enteratransactiontype:standardorreversing. Enterthetransactiondate,sourcedocumentcode,reference,andcurrencyID.Ifthetransactionisreversing,alsoenterareversingdate. Selectthereportingledgertypetowhichthetransactionshouldapply:Base,IFRS,orLocal.NotethatthereportingledgertypeisavailableonlywhenyouchoosetoallowreportingledgersintheGeneralLedgerSetupwindow. Enteraccountsandtransactionamounts. Transactionscancontaineitherpostingorunitaccounts.Ifyouenteraunitaccount—whichtracksnonfinancialamountssuchasheadcountorsquarefootage—onatransaction,adebitentrywillincreasethebalanceoftheselectedunitaccountandacreditentrywilldecreasethebalance.Amountspostedtounitaccountswon’thaveanyeffectonthetransactiontotal. Note IftheAllowNegativeDebitsandCreditsinGeneralLedgeroptionismarkedintheCompanySetupOptionswindow,youcanenternegativetransactionamounts. Ifyourtransactionsincludetax,refertoUnderstandingValue-AddedTaxesandCalculatinganddistributingtaxformoreinformation. Ifyou’reenteringtransactionsindividually—withoutabatch—choosePost. Note Werecommendthatyoubackupcompanydatabeforeposting.Ifpowerfluctuatesorsomeotherproblemoccurs,youcanrestoreyourdataandbeginthepostingprocessagain.Formoreinformationaboutmakingbackups,refertotheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration). WhenyouclosetheTransactionEntrywindow,theGeneralPostingJournalmightbeprintedforalltransactionspostedusingthetransaction-levelmethod,dependingonhowyousetupyoursystem. Ifyou’reenteringtransactionsinabatch,chooseSave. Voidingordeletingasavedstandardorreversingtransaction YoucanusetheTransactionEntrywindowtovoidordeletetransactionsthathavebeensaved,butnotposted. Bydefault,youcandeletesavedtransactions.However,youcanchangedefaultsettingssothatyoumustvoidsavedtransactionsinsteadofdeletingthem.SeeSettingupdefaultentriesandpreferencesformoreinformation. YoucanvoidtransactionsoriginatinginothermodulesifyoumarkedtheVoiding/CorrectingofSubsidiaryTransactionsoptionintheGeneralLedgerSetupwindow.SeeSettingupdefaultentriesandpreferencesformoreinformation. Tovoidordeleteasavedstandardorreversingtransaction: OpentheTransactionEntrywindow. (Financial>>Transactions>>Financial>>General) Enterorselectthejournalentrynumberforthetransactionyou’revoidingordeleting. ChooseVoidtovoidthetransactionorDeletetodeletethetransaction. Closethewindow. UnderstandingValue-AddedTaxes GeneralLedgeraccommodatesthedifferenttaxratesongoodsandservicessoldindifferentcities,states,provinces,andcountries/regions.ThesetaxationmethodsincludeValue-addedTaxes(VAT).VATisasystemofinputtaxesdueonpurchasesandoutputtaxesdueonsales. Eachcountry/regionthatusesVAThasitsownrateoftaxationandoftenhasdifferentratesfordifferentgoodsorzones.VATiscollectedonsales.Anycreditfortaxpaidonpurchasesalsoistracked.Thedifferenceisremittedtothetaxationauthority. VATentriesinGeneralLedgertransactionsareusedtocompiletheDetailTaxReport,whichdisplaysthetotalsaleorpurchaseamount,thetotaltaxamount,thetotalEUsaleorpurchaseamount,andthetotalEUtax. Thegoodsvalueisthesameasthenetpurchaseamount,whichincludesfreightandmiscellaneouscharges,iftaxable,andanytradediscount.Ifseveraldifferenttaxdetailsareusedforatransaction,youmustdistributethetotalgoodsvalueamounttoallappropriatetaxdetailsandenterthetaxintheTaxAmountfield.Thisrequirementappliesevenifnotaxwillbepaidontheentiretransactionoronindividualitemsincludedonthetransaction. Forexample,you’reenteringapurchaseamountof£500.However,£250ofthispurchaseisexemptfromtax.Todistributetheexemptportionofthetransaction,enterorselecttheappropriatetax-exemptdetail.Then,enteragoodsvalueof£250forthetax-exemptdetailandtheremainingtaxablegoodsvalueof£250fortheinputtaxdetail.Thetaxamountautomaticallywillbeadjustedtoreflectthereductioninthetaxablegoodsvalue. ForinformationaboutsettingupyoursystemtocalculateVAT,seetheSystemSetupinstructions(Help>>Contents>>selectSettingUptheSystem). Calculatinganddistributingtax UsetheTaxEntrywindowtoentertaxinformationforastandardGeneralLedgertransactionifyou’vemarkedtheCalculateTaxesinGeneralLedgeroptionintheCompanySetupOptionswindow. UseGeneralLedgertoentertaxabletransactionsthatcan’tbeenteredinthePayablesManagement,ReceivablesManagement,PurchaseOrderProcessing,Invoicing,orSalesOrderProcessingmodules. Forexample,ataxableexpensereimbursementtoanemployeeshouldbeenteredinGeneralLedger.YoucouldenterthistransactioninPayablesManagement,butitwouldrequirethattheemployeebesetupasavendor.GeneralLedgeralsocanbeusedtomakecorrectionstotaxtransactionsfromothermodules. Ifyou’veregisteredMulticurrencyManagement,usetheViewmenuorCurrencylistbuttonintheTransactionEntrywindowtochoosetoviewtransactionsintheoriginatingorthefunctionalcurrency. Tocalculateanddistributetax: OpentheTransactionEntrywindow. (Financial>>Transactions>>Financial>>General) Enterthetransaction. Note BesuretoselectatransactiontypeofStandard.YoucannotentertaxinformationforIntercompany,Reversing,Clearing,orQuickJournalentries. Ajournalentrythatcontainstaxrecordscanbesavedinasingle-useorrecurringbatch. Whenajournalentrythatcontainstaxrecordsisdeleted,alltaxinformationassociatedwiththetransactionisremoved. ChooseTaxEntrytoopentheTaxEntrywindow. Decideifthetransactionisadebitoracredit. Enterorselecttheaccountnumberoftheaccount. Enteranamountforthetransaction.Thisisthesalesorpurchaseamountthattaxcalculationsarebasedon.Eachtimetheamountischanged,thetaxablesales/purchasesamountandtaxamountarerecalculated. Enterorselectataxdetail.Ataxablesales/purchasesamountandtaxamountareautomaticallycalculatedwhenthetaxdetailisselected,basedontheamountentered,thetaxtype,andtaxpercentforthetaxdetail.Eachtimethetaxdetailischanged,thetaxablesales/purchasesamountandtaxamountarerecalculated. Anyofthesixtypesoftaxdetailscanbeselected,butonlypercentofsale/purchase,percentofsale/purchasewithtaxabletax,andtaxincludedwithitempricetaxdetailscalculateataxamount.Taxdetailsthatusethepercentofcost,flatamount,orpercentofanothertaxdetailcanbeselected,butwillcalculateataxof$0.00.Thetaxablesales/purchasesamountissettotheamountifoneofthesetaxdetailsisselected. IntheDistributionReferencefield,youcanenteradescriptionforthenewGeneralLedgerdistributions.TheReferenceentryfromtheTransactionEntrywindowisthedefaultDistributionReference. ChooseCreatetocreatetaxdistributions.TheTaxEntrywindowcloses,andtheTransactionEntrywindowisupdated. TwodistributionsarecreatedinTransactionEntry.Thefirstdistributionisthetaxablesales/purchasesamountportionofthetaxrecord,andthesecondisthetaxamountportion.Onlytheaccountnumbersanddistributionreferencescanbeeditedforthedistributions;youcan'teditthedebitorcreditamounts. Note Thedebitorcreditamountsforthetaxablesales/purchasesamountandtaxamountdistributionscanbenegative.IfnegativeamountsareenteredintheTaxEntrywindow,thetaxablesales/purchasesamountandtaxamountdistributionsalsowillbenegative. Chapter19:Clearingtransactions Clearingtransactionsareusefulwhenaccountsareobsoletebutcan’tbedeletedbecausetheyhaveactivityforopenperiods. Thisinformationisdividedintothefollowingsections: Understandingclearingtransactions Enteringaclearingtransaction Voidingordeletingasavedclearingtransaction Understandingclearingtransactions Whenyou’renolongerusinganaccountandwanttotransferitsbalancetoanotheraccount,youneedtomakeaclearingtransaction.Withaclearingentry,theaccountbalancewillbetransferred,thetransactionactivitywillremainwiththeoriginalaccountandtheaccountremainsactive. Note Ifyou’reusingMulticurrencyManagement,youcannotuseclearingtransactions. Youalsocanuseclearingtransactionsforaccountswithbalancesthatperiodicallyareclearedtootheraccounts,suchasdepartmentalsalesaccounts,whichareclearedtocontrollingsalesaccountsattheendofeachaccountingperiod.You’llstillhavearecordoftheaccount’sactivity,andyoucanreusetheaccountlaterforthenextperiod. Whenenteringclearingtransactions,ifyouselecttheyear-to-datebalance,thesystemtransferstheyear-to-datebalancethroughtheperiodinwhichthetransactiondateoccurs.Forexample,ifthetransactiondateisJanuary15,2004,alloftheJanuarytransactionsarecleared,eveniftherearetransactionsafterJanuary15,2004,inthatperiod.Ifyouselecttheperiodbalance,thesystemtransferstheentirebalancefortheperiodinwhichthetransactiondatefalls.Youcanpostclearingtransactionsonlytoopenyears.Youcan’tpostclearingtransactionsthatfallwithinahistoricalyear. Iftheaccountyouenterisapostingaccount,theoffsettingaccountalsomustbeapostingaccountorapostingallocationaccount.Thesameprincipleappliestounitaccounts:iftheaccounttobeclearedisaunitaccount,theoffsettingaccountmustbeaunitaccountorunitallocationaccount. Enteringaclearingtransaction UsetheClearingEntrywindowtoenterclearingtransactions.Youcanpostclearingtransactionsonlytoopenyears.Youcan’tenterclearingtransactionsforahistoricalyear. Toenteraclearingtransaction: OpentheClearingEntrywindow. (Financial>>Transactions>>Financial>>Clearing) Enterajournalentrynumberoracceptthedefaultnumber. Ifyou’reusingbatches,enterorselectabatch. Enterthetransactiondate,sourcedocumentcode,andreference. MarkYear-to-DateorTrxPeriodtoindicatewhichperiods’accountbalanceswillbeclearedduringposting. Enterorselectanaccounttoclearandanoffsetaccountthatwillreceivetheclearedaccount’sbalance. Ifyou’reenteringtransactionsindividually,choosePost. Note Werecommendthatyoubackupcompanydatabeforeposting.Ifpowerfluctuatesorsomeotherproblemoccurs,youcanrestoreyourdataandbeginthepostingprocessagain.Formoreinformationaboutmakingbackups,refertotheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration). WhenyouclosetheClearingEntrywindow,theClearingPostingJournalwillbeprintedforalltransactionspostedusingthetransaction-levelmethod. SeeChapter22,“Posting,”forinformationaboutpostingtransactionsinabatch. Ifyou’reenteringtransactionsinabatch,chooseSave. Voidingordeletingasavedclearingtransaction YoucanusetheClearingEntrywindowtovoidordeletetransactionsthathavebeensaved,butnotposted. Bydefault,youcandeletesavedtransactions.However,youcanchangedefaultsettingssothatyoumustvoidsavedtransactionsinsteadofdeletingthem.SeeSettingupdefaultentriesandpreferencesformoreinformation. Tovoidordeleteasavedclearingtransaction: OpentheClearingEntrywindow. (Financial>>Transactions>>Financial>>Clearing) Enterorselectthejournalentrynumberforthetransactionyou’revoidingordeleting. ChooseVoidtovoidthetransactionorDeletetodeletethetransaction. Closethewindow. Chapter20:Quickjournaltransactions Quickjournalsprovideamethodoftime-savingjournalentrythatdoesn’trequirebatches. Thisinformationisdividedintothefollowingsections: Understandingquickjournaltransactions Enteringaquickjournaltransaction Voidingordeletingasavedquickjournaltransaction Understandingquickjournaltransactions Transactionsthatrequiremanydifferententriescanbesimplifiedusingthequickjournalmethod.Forexample,payrolltransactionsoftenrequiremanyentries,suchasdebitstoemployer’staxexpenseandwagesexpense,brokendownbydepartment.Insteadofenteringnearlyadozenaccounts,youcansetupaquickjournalandenteronlythetransactionamounts.ThetotaloftheamountsyouenterwillbeoffsettotheCashaccount.Fortransactionsthatrecurandaffectmanyaccountsbutareoffsettoasingleaccount,QuickJournalEntrycansavedataentrytime. QuickjournalsaresetupintheQuickJournalSetupwindow.SeeChapter10,“Quickjournaltransactionssetup,”formoreinformation. Ifyou’reusingMulticurrencyManagement,youcanenterquickjournalsonlyinyourcompany’sfunctionalcurrency. Theamountsenteredinaquickjournalcanbebothdebitsandcredits.Thedifferencebetweentotaldebitsandcreditsistheamountappliedtotheoffsetaccount.Unlikestandardtransactionsenteredindividuallywithoutabatch,quickjournaltransactionscanbesavedandpostedatalaterdate. Youalsocanenteracontrolbalanceatanypointduringthedataentryprocesstodouble-checktotals.Thecontrolbalanceyouenterwillbecomparedwiththetotalofalldebitandcreditamountsenteredforthedistributionaccounts.Ifthetwobalancesdon’tmatch,youwon’tbeabletopostthequickjournaltransaction. Quickjournalentriescanbepostedindividually,orbyusingtheSeriesPostingorMasterPostingwindow.Ifyouselectseriesormasterposting,thequickjournalIDwillbeusedasanidentifier,similartobatchID;alljournalentriesforasinglequickjournalarepostedwhenyouselectthequickjournalandchoosePost. Enteringaquickjournaltransaction UsetheQuickJournalEntrywindowtoentertransactionsyou'veidentifiedasgoodcandidatesforquickjournalentry.QuickjournaltransactionsalwaysareassignedtotheBasereportingledger.Formoreinformationonreportingledgers,seeSettingupdefaultentriesandpreferences. Toenteraquickjournaltransaction: OpentheQuickJournalEntrywindow. (Financial>>Transactions>>Financial>>QuickJournal) Enterajournalentrynumberoracceptthedefault. EnterorselectaquickjournalID. Onceyou’vechosenaquickjournal,thedescription,reference,offsetaccount,sourcedocumentcode,breakdownallocations,andaccountsyouenteredduringthesetupprocessappearasdefaults. Note Ifyouenteronlyunitaccountsinthescrollingwindow,theoffsetaccount’sbalanceisn'tupdatedwhenyoupostthetransaction. Youcanaddordeleteaccountsthatappearasdefaultaccounts,buttopermanentlychangethequickjournalsetup,youmustusetheQuickJournalSetupwindow. Adefaultoffsetaccountisdisplayed,butyoucanselectanotheroffsetaccountifyoumarkedtheAllowOverrideoptionduringthesetupprocess.RefertoSettingupaquickjournalformoreinformation. Enteroracceptthedefaulttransactiondate,sourcedocumentcode,reference,andoffsetaccount. Ifyouwanttoconfirmyourentries,enteracontrolbalance.Thecontrolbalancewillbecomparedwiththetotalofalldebitandcreditamountsenteredforthedistributionaccounts.Ifthetwobalancesdon’tmatch,youwon’tbeabletopost. Enterdebitsandcreditsanddouble-checkthebalance. Note Youdon’thavetoenteramountsforallaccountslistedintheQuickJournalEntrywindow.Accountscanhavezerobalancesandthetransactionwillstillbeposted.However,theactualamountsmustequalthecontroltotalyou’veenteredbeforeyoucanpostthetransaction. ChooseFile>>PrintortheprintericonbuttontoverifyyourentrieswithaQuickEntryEditList,beforeposting. Note Werecommendthatyoubackupcompanydatabeforeposting.Ifpowerfluctuatesoranotherproblemoccurs,youcanrestoreyourdataandbeginthepostingprocessagain.Formoreinformationaboutmakingbackups,refertotheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration). Saveorposttheentry. Dependingonthewayyoursystemhasbeensetup,theQuickJournalPostingJournalmightbeprintedautomaticallywhenyoupost.SeeChapter22,“Posting,”forinformationaboutpostingtransactions. Voidingordeletingasavedquickjournaltransaction YoucanusetheQuickJournalEntrywindowtovoidordeletetransactionsthathavebeensaved,butnotposted. Bydefault,youcandeletesavedtransactions.However,youcanchangedefaultsettingssothatyoumustvoidsavedtransactionsinsteadofdeletingthem.SeeSettingupdefaultentriesandpreferencesformoreinformation. Tovoidordeleteasavedquickjournaltransaction: OpentheQuickJournalEntrywindow. (Financial>>Transactions>>Financial>>QuickJournal) Enterorselectthejournalentrynumberforthetransactionyou’revoidingordeleting. ChooseVoidtovoidthetransactionorDeletetodeletethetransaction. Closethewindow. Chapter21:Transactiondeferrals YoucandefertransactiondistributionsfortransactionsoriginatingfromGeneralLedger,ReceivablesManagement,SalesOrderProcessing,PayablesManagement,orPurchaseOrderProcessing.Youcanentertheinformationforeachdeferraltransactionindividually,oryoucanusedeferralprofilestospeeddataentrybyapplyingthesamedefaultsettingstosimilardeferraltransactions. Thisinformationincludesthefollowingsections: Deferringatransactiondistribution Deferringatransactiondistributionusingaprofile EnteringaGeneralLedgerdeferraltransaction EnteringaGeneralLedgerdeferraltransactionusingaprofile Creatingaretroactivedeferraltransaction Postingdeferraltransactions Voidingadeferraltransaction Deferringatransactiondistribution UsetheDeferralEntrywindowtodeferatransactiondistributionfortransactionsoriginatingfromReceivablesManagement,PayablesManagement,SalesOrderProcessing,Invoicing,orPurchaseOrderProcessing.ForinformationaboutdeferringGeneralLedgertransactions,seeEnteringaGeneralLedgerdeferraltransactionandEnteringaGeneralLedgerdeferraltransactionusingaprofile. WhenyouusetheDeferralEntrywindow,youwillspecifythedeferralandrecognitionaccountstouse,thebeginningandenddatesforthedeferral,andthemethodforcalculatingthedeferredamounts.Ifyouwanttoensurethatsimilartransactionsareenteredwithconsistentinformation,youcanuseadeferralprofile.Formoreinformation,seeDeferringatransactiondistributionusingaprofile. YoucanopentheDeferralEntrywindowfromthefollowingdistributionentrywindows. Module Distributionentrywindow Navigation ReceivablesManagement SalesTransactionDistributionEntry Sales>>Transactions>>TransactionEntry>>EnterorselectacustomerID>>Distributionbutton SalesOrderProcessing SalesDistributionEntry Sales>>Transactions>>SalesTransactionEntry>>Enterorselectadocumentnumberforaninvoiceorreturn>\ Invoicing InvoiceDistributionEntrywindow Sales>>Transactions>>InvoiceEntry>>Enterorselectadocumentnumber>>Distributionsbutton PayablesManagement PayablesTransactionEntryDistribution Purchasing>>Transactions>>TransactionEntry>>Enterorselectavouchernumber>>Distributionsbutton PurchaseOrderProcessing PurchasingDistributionEntry Purchasing>>Transactions>>ReceivingsTransactionEntry>>Enterorselectareceiptnumber>>Distributionsbutton Distributionsbutton Todeferatransactiondistribution: Enterorselectatransactionandopentheappropriatedistributionwindow.Forexample,ifyouwantedtodefertherevenuefromatransactionenteredintheReceivablesTransactionEntrywindow,youwouldenterthetransactionamounts,andchooseDistributiontoopentheSalesTransactionDistributionEntrywindow. Inthedistributionentrywindow,selectthedistributionyouwanttodefer. Dependingonhowyourdefaultpostingaccountsaresetup,youmayneedtochangetheaccounttoadeferralaccount.Forexample,ifyou’redeferringtherevenueforaprepaidmaintenancecontract,youcouldchangetheSALESpostingaccounttotheaccountyouusefordeferredrevenue. FromtheAdditionalmenu,chooseDeferraltoopentheDeferralEntrywindow. Enterthebeginningandendoftheperiodandselectthemethodtouseforapportioningthedeferredamountsoverthatperiod. TheDaysInPeriodmethodapportionstheamountbasedonthenumberofdaysinafiscalperiod. TheEqualPerPeriodmethodallocatesanequalamountperfiscalperiod. TheMiscellaneousmethodallowsyoutospecifythelengthoftheperiodsandallocatesanequalamountperperiod. Ifyou’reusingtheBalanceSheetdeferralpostingmethod,enterorselecttherecognitionaccountforthedeferral.Ifyou’reusingtheProfitandLossdeferralpostingmethod,enterorselecttheadditionaldeferralandrecognitionaccounts. Whenyou’veenteredthisinformation,theindividualdeferraltransactionswillbecalculatedandappearinthelowerscrollingwindow.Ifnecessary,youcaneditthedate,description,andamountforeachdeferraltransaction. ChooseSaveAccountwhentheinformationiscorrect,thenchooseOKtoclosethewindow. Ifyouneedtodeferanotherdistributionforthistransaction,repeatsteps2through6. Closethedistributionentrywindowandsaveorpostthetransaction.Ifyouprintaneditlistforabatchthatincludesdeferredtransactions,theDeferralEditListwillalsobeprinted,showinghowthedeferralswillbeposted. Deferringatransactiondistributionusingaprofile UsetheDeferralProfileSelectionwindowtodeferatransactiondistributionusingadeferralprofile.Adeferralprofileprovidesdefaultentriestohelpensurethatsimilartransactionsareenteredwithconsistentinformation.Forexample,ifyouroutinelyentertransactionsforservicecontractsyourcompanyoffers,andtherevenueisrecognizedovera12-monthperiod,youcoulduseadeferralprofilefortheseservicecontracttransactions. Theprofilespecifiestheaccountstobeused,andthemethodforcalculatinghowthedeferredrevenueisrecognized.Forinformationonsettingupprofiles,seeSettingupadeferralprofile. YoucanopentheDeferralProfileSelectionwindowfromthefollowingdistributionentrywindows. Module Distributionentrywindow Navigation ReceivablesManagement SalesTransactionDistributionEntry Sales>>Transactions>>TransactionEntry>>EnterorselectacustomerID>>Distributionbutton SalesOrderProcessing SalesDistributionEntry Sales>>Transactions>>SalesTransactionEntry>>Enterorselectadocumentnumberforaninvoiceorreturn>> Invoicing InvoiceDistributionEntrywindow Sales>>Transactions>>InvoiceEntry>>Enterorselectadocumentnumber>>Distributionsbutton PayablesManagement PayablesTransactionEntryDistribution Purchasing>>Transactions>>TransactionEntry>>Enterorselectavouchernumber>>Distributionsbutton PurchaseOrderProcessing PurchasingDistributionEntry Purchasing>>Transactions>>ReceivingsTransactionEntry Distributionsbutton >>Enterorselectareceiptnumber>>Distributionsbutton Todeferatransactiondistributionusingaprofile: Enterorselectatransactionandopentheappropriatedistributionwindow.Forexample,ifyouwantedtodefertherevenuefromatransactionenteredintheReceivablesTransactionEntrywindow,youwouldenterthetransactionamounts,andchooseDistributiontoopentheSalesTransactionDistributionEntrywindow. Inthedistributionentrywindow,selectthedistributionyouwanttodefer. Dependingonhowyourdefaultpostingaccountsaresetup,youmayneedtochangetheaccounttoadeferralaccount.Forexample,ifyou’redeferringtherevenueforaprepaidmaintenancecontract,youcouldchangetheSALESpostingaccounttotheaccountyouusefordeferredrevenue. FromtheAdditionalmenu,chooseDeferralProfiletoopentheDeferralProfileSelectionwindow. Enterorselecttheprofileyouwanttousetodeferthisdistribution. Dependingonhowyouhavesetupthedeferralsfeatureandtheoptionsforaccesstothisprofile,youmaybeabletochangethedeferralandrecognitionaccounts,thecalculationmethodandperiodinformation,andeachperiod’stransactioninformation. ChooseAllocatetosavethisdistributiondeferralandclosethewindow. Ifyouneedtodeferanotherdistributionforthistransaction,repeatsteps2through5. Closethedistributionentrywindowandsaveorpostthetransaction.Ifyouprintaneditlistforabatchthatincludesdeferredtransactions,theDeferralEditListwillalsobeprinted,showinghowthedeferralswillbeposted. EnteringaGeneralLedgerdeferraltransaction UsetheDeferralDocumentEntrywindowtoenteradeferraltransactiondirectlyinGeneralLedger.Forexample,youcanusethiswindowtocreatethedeferraltransactionsforanamountthathasbeenpostedtoadeferralaccount. WhenyouusetheDeferralDocumentEntrywindow,youwillspecifythedeferralandrecognitionaccountstouse,thebeginningandenddatesforthedeferral,andthemethodforcalculatingthedeferredamounts.Ifyouwanttoensurethatsimilartransactionsareenteredwithconsistentinformation,youcanuseadeferralprofile.Formoreinformation,seeEnteringaGeneralLedgerdeferraltransactionusingaprofile. ToenteraGeneralLedgerdeferraltransaction: OpentheDeferralDocumentEntrywindow. (Financial>>Transactions>>Financial>>FinancialDeferral>>DeferralDocumentEntry) Enterthebeginningandendoftheperiodandselectthemethodtouseforapportioningthedeferredamountsoverthatperiod. EnteraGLReferenceandenterorselectabatch. Entertheamounttobedeferred,andtherecognitionanddeferralaccounts.Ifnecessary,youcanchangewhichaccountwillbedebitedorcreditedbyclickingtheDr/Crbuttonsnexttotheaccountfield. Theindividualdeferraltransactionswillbecalculatedandappearinthelowerscrollingwindow.Ifnecessary,youcaneditthedate,description,andamountforeachdeferraltransaction. ChooseSavetosavethetransaction. EnteringaGeneralLedgerdeferraltransactionusingaprofile UsetheDeferralProfileDocumentEntrywindowtoenteradeferraltransactiondirectlyinGeneralLedgerusingaprofile.Adeferralprofileprovidesdefaultentriesthatcanhelpensurethatsimilartransactionsareenteredwithconsistentinformation.Forexample,ifyouroutinelyentertransactionsforassetdepreciation,youcoulduseadeferralprofileforthesedepreciationtransactions.Theprofilespecifiestheaccountstobeused,andthemethodforcalculatinghowthedeferredrevenueisrecognized.Forinformationonsettingupprofiles,seeSettingupadeferralprofile. ToenteraGeneralLedgerdeferraltransactionusingaprofile: OpentheDeferralProfileDocumentEntrywindow. (Financial>>Transactions>>Financial>>FinancialDeferral>>DeferralProfiles) Enterorselecttheprofileyouwanttouseforthisdeferraltransaction. Entertheamounttobedeferred,thebatchforthistransaction,andareference. Dependingonhowyouhavesetupthedeferralsfeatureandtheoptionsforaccesstothisprofile,youmaybeabletochangethedeferralandrecognitionaccounts,thecalculationmethodandperiodinformation,andeachperiod’stransactioninformationforthisdistributiondeferral. ChooseSavetosavethetransaction. Creatingaretroactivedeferraltransaction UsetheRetroactiveDeferralTransactionEntrywindowtocreatedistributiondeferralstoapplytopreviouslypostedtransactionsoriginatingfromtheSalesorPurchasingseries. Note RetroactivedeferraltransactionsshouldusetheProfitandLossdeferralpostingmethod.ThisallowsthepostedamounttobereversedfromtheProfitandLossaccountitwasoriginallypostedtoandtransferredtoadeferralsaccount.Ifyouneedtochangethedeferralpostingmethodforaseries,youmustfirstpostallunposteddeferraltransactions.Formoreinformationonchangingthedeferralpostingmethod,seeSettinguprevenue/expensedeferrals. Tocreatearetroactivedeferraltransaction: OpentheRetroactiveDeferralTransactionEntrywindow. (Forsalestransactions:Financial>>Transactions>>Financial>>SalesRetroactive>>RetroactiveDeferral) (Forpurchasetransactions:Financial>>Transactions>>Financial>>PurchasingRetroactive>>RetroactiveDeferral) EnterorselectthecustomerIDorvendorIDforthetransactionyouwanttodefer. Enterorselectabatchforthedeferraltransactions. Ifnecessary,youcanrestrictthenumberoftransactionsthatappearinthescrollingwindowbyenteringarangerestrictionorbydisplayingonlyopenorhistoricaltransactions.ChooseRedisplaytoupdatethelistoftransactions. SelectthetransactionyouwanttoenterdeferralsagainstandclicktheDocumentNumberlinktoopentheDistributionDeferralInformationwindow. SelectthedistributionyouwanttodeferandchooseExtras>>Additional>>DeferraltoopentheDeferralEntrywindoworchooseExtras>>Additional>>DeferralProfiletoopentheDeferralProfileSelectionwindow. Enterandsavethenecessarydeferralinformation.Formoreinformation,seeDeferringatransactiondistributionandDeferringatransactiondistributionusingaprofile. Ifyouneedtodeferanotherdistributionforthistransaction,repeatsteps6through7.Otherwise,chooseOKtoclosetheDistributionDeferralInformationwindow. Ifyouneedtodeferanothertransactionforthiscustomerorvendor,repeatsteps5through8.Otherwise,chooseSavetosavethedeferraltransactions. Postthebatch.Formoreinformation,seePostingdeferraltransactions. Postingdeferraltransactions Youcanpostdeferraltransactionbatchesindividually,orseveralatatime.You’llusedifferentwindowstopostdeferraltransactions,dependingonwhethertheyareGeneralLedgerdeferraltransactions,orretroactivedeferraltransactionsfortheSalesorPurchasingseries. Topostindividualdeferraltransactionbatches: OpentheDeferralBatchEntrywindow. (ForGeneralLedgerdeferrals:Financial>>Transactions>>Financial>>FinancialDeferral>>DeferralBatches) (ForretroactiveSalesdeferrals:Financial>>Transactions>>Financial>>SalesRetroactive>>RetroactiveBatches) (ForretroactivePurchasingdeferrals:Financial>>Transactions>>Financial>>PurchasingRetroactive>>RetroactiveBatches) Enterorselectthebatchyouwanttopost. ChoosePost. Topostmultipledeferraltransactionbatches: OpentheDeferralPostingwindow. (ForGeneralLedgerdeferrals:Financial>>Transactions>>Financial>>FinancialDeferral>>DeferralPosting) (ForretroactiveSalesdeferrals:Financial>>Transactions>>Financial>>SalesRetroactive>>DeferralPosting) (ForretroactivePurchasingdeferrals:Financial>>Transactions>>Financial>>PurchasingRetroactive>>DeferralPosting) Marktheavailablebatchesthatyouwanttopost. ChoosePost. Voidingadeferraltransaction UsetheVoidDeferralTransactionswindowtovoidaposteddeferraltransaction.Voidingadeferraltransactionwillpostjournalentriesreversingtheoriginaldeferraljournalentries.Dependingonhowyousetuptheoptionforvoidingdeferrals,theoriginaltransactionassociatedwiththedeferralsmayalsobevoided.Formoreinformation,seeSettinguprevenue/expensedeferrals. Tovoidadeferraltransaction: OpentheVoidDeferralTransactionswindow. (Financial>>Transactions>>Financial>>FinancialDeferral>>VoidDeferralTransactions) Selecttheseriesofthetransactionyouwanttovoid. Enterorselectthecustomerorvendorforthetransaction,andifnecessary,restrictthenumberoftransactionsthatappearinthescrollingwindowbyenteringarangerestriction.ChooseRedisplaytoupdatethelistoftransactions. SelectthedocumentyouwanttovoidandchooseVoid. Chapter22:Posting Postingistheprocessoftransferringtransactionstothecompany’spermanentrecords. Thisinformationisdividedintothefollowingsections: Postingoverview Transaction-levelposting Postinganindividualbatch Postingbatchesusingtheactionpane Postingtoahistoricalyear Postingoverview Postingmakestransactionspartofyourcompany’spermanentrecords.Untilthey’reposted,transactionscanbemodified,voided,ordeleted.Oncethey’vebeenposted,theycan’tbealtered,thoughyoucanentercorrectingtransactions. You’llnoticetheeffectsofpostingonmostreports,whichdisplayupdatedamountseverytimetransactionsrelatedtothereportsareposted. YoucanposttothemostrecenthistoricalyearortoanyopenyearinGeneralLedger.Historicalyearsincludeyearsthathavebeenclosedusingthefiscalyearendclosingroutine,andalsoyearsforwhichtheHistoricalYearoptionhasbeenmarkedintheFiscalPeriodsSetupwindow.SeetheSystemSetupinstructions(Help>>Contents>>selectSettingUptheSystem)formoreinformationaboutusingtheFiscalPeriodsSetupwindow. Postingtohistoryisvaluableif,forexample,anauditshowsdiscrepanciesinthepreviousyear’saccountbalanceandyoumustmakeanadjustingentry.Whenyouposttoahistoricalyear,thesystemupdatestheaccountbalancesinhistoryandaddsarecordforeachlineitemineachtransaction.Thebeginningbalanceoftheretainedearningsaccountorthebeginningbalancebroughtforwardaccountalsoisadjusted,dependingonthetypeofaccounts(profitandloss,orbalancesheet)affected.SeePostingtoahistoricalyearformoreinformation. Postingjournalsareprintedwhenyoupostatransactionorabatchandprovidearecordandanaudittrailforthetransactions.Whenyouclosethetransactionentrywindowafterpostingtransactionsindividually,thepostingjournalisprintedforalltransactionsthathavebeenposted. Dependingonthesetup,thepostingjournalmightbeprintedautomaticallywhenyoupostbatches.Formoreinformationaboutpostingsetup,seetheSystemSetupinstructions(Help>>Contents>>selectSettingUptheSystem). Youcanusetwotypesofposting:transaction-levelpostingandbatchposting. Transaction-levelposting Ifyouusetransaction-levelposting,youmustposteachtransactionasitisentered.Youalsocanusetransaction-levelpostingforatransactionthatispartofabatchintheTransactionEntrywindow(Transaction>>Financial>>General)byclearingtheBatchIDandchoosingPost. TransactionscanbepostedindividuallyintheTransactionEntryorClearingEntrywindows.QuickjournalentriescanbeposteddirectlyfromtheQuickJournalEntrywindow.Ineithercase,thepostingdateisthesameasthetransactiondate.Alltransactionspostedindividuallyinasingledataentrysessionhavethesameaudittrailcode. Theindividualtransactionpostingmethodisusefulifatransactionwon’tberepeated.Forexample,youmightneedtoenteranadjustingentryatmonth’sendtoassignrevenuesorexpensestotheperiodinwhichtheywereeitherearnedorincurred.Also,individualtransactionentrywouldbeusefulifyouneedtomakeanadjustingentrytocorrectapreviouserrormadeinrecordingatransaction. Postinganindividualbatch UsebatchpostingtopostonebatchatatimefromtheBatchEntrywindow.Withbatchposting,youcanpostbatchesindividuallyoringroups.Youcanusethesemethodsinanycombinationtoupdateyourrecordsinatimelyandefficientmanner.IfyouareusingWorkflow,thebatchmustbeapprovedbeforeyoucanpostthebatch.Youalsocanpostbatchesthatdon’tneedapproval. Note Werecommendthatyoubackupcompanydatabeforeposting.Ifpowerfluctuatesoranotherproblemoccurs,youcanrestoreyourdataandbeginthepostingprocessagain.Formoreinformationaboutmakingbackups,refertotheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration). Topostanindividualbatch: OpentheBatchEntrywindow. (Financial>>Transactions>>Financial>>Batches) Enterorselectabatchtobeposted. ChooseFile>>Printortheprintericonbuttontoverifythetransactionsincludedinthebatchwithaneditlist. Note IftheAllowNegativeDebitsandCreditsinGeneralLedgeroptionismarkedintheCompanySetupOptionswindow,negativetransactionamountsorbatchtotalsmightbeincluded. CheckyourselectionsintheBatchEntrywindowforaccuracy,includingbatchrequirementsandapprovaloptions. ChoosePosttopostthebatch. Postingbatchesusingtheactionpane Youcanview,printaneditlist,mark,andpostoneormorebatchesusingtheGeneralLedgerBatcheslistviewandthebuttonsintheactionpane.IfyouareusingWorkflow,thebatchmustbeapprovedbeforeyoucanpostthebatch.Youalsocanpostbatchesthatdon’tneedapproval. Topostbatchesusingtheactionpane: OpentheGeneralLedgerBatcheslistview.Fromthenavigationpane,choosetheFinancialbutton>>GeneralLedgerBatches. Printaneditlistforeachbatchtopostandreviewthetransactionsinthatbatch.Toprinttheeditlist,intheReportsgroup,choose>>PrintEditList. Reviewthetransactions,makeanychangesthatarenecessaryandprinttheeditlistagaintoverifythem.Formoreinformation,seeChapter23,“Correctingtransactions.” SaveyourchangesandclosetheTransactionEntryandBatchEntrywindows. Makeabackupofyourcompany’sdata.SeetheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration)forinformationaboutmakingbackups. IntheGeneralLedgerBatcheslist,markthebatchestopost. Choosetoposttheselectedbatches. Printpostingjournalsanddistributionbreakdownregisters.UsingthePostingSetupwindow,youcanselectpostingjournalstoprintaccordingtoyourpreferences. Postingtoahistoricalyear Youcanposttransactionstothemostrecenthistoricalyear.Historicalyearsincludeyearsthathavebeenclosedusingthefiscalyear-endclosingroutine,andalsoyearsforwhichtheHistoricalYearoptionhasbeenmarkedintheFiscalPeriodsSetupwindow.SeetheSystemSetupinstructions(Help>>Contents>>selectSettingUptheSystem)formoreinformationaboutusingtheFiscalPeriodsSetupwindow. Postingtoanhistoricalyearisusefulifyouhavetoenterauditadjustmentsafteryouhaveclosedtheyear.Whenyoupostanadjustmenttoaclosedyear,thebeginningbalancesoftheaffectedaccountsforthenextyearareadjustedautomaticallyandyouwillseebothentriesonthepostingjournal. YoumusthaveAllowPostingtoHistorymarkedintheGeneralLedgerSetupwindowifyouwanttoposttoahistoryyear.Also,theperiodcan’tbemarkedasclosedintheFiscalPeriodSetupwindow. Forexample,assumeyouhaveclosedfiscalyear2003.Infiscalyear2004,youdeterminethatanadjustmentneedstobemadetofiscalyear2003.Whenyouposttheadjustmentwithapostingdatethatfallsinfiscalyear2003,youwillseetwotransactionsonthepostingjournal,onetoadjusttheaccountactivityforthehistoricalyearandtheothertoadjustthebeginningbalancesfortheopenyear.Forexample,ifthetransactionaffectedtwobalancesheetaccounts,thepostingjournalwouldlooklikethis: Account Date Debit Credit AccountsPayable 12/15/03 100 Cash 12/15/03 100 AccountsPayable 12/31/03 100 Cash 12/31/03 100 Iftheadjustmentaffectedabalancesheetaccountandanincomestatementaccount,thepostingjournalwouldlooklikethis: Account Date Debit Credit TravelExpense 12/15/03 100 AccountsPayable 12/15/03 100 RetainedEarnings 12/31/03 100 AccountsPayable 12/31/03 100 Thefirsttransactionadjuststheaccountbalancesforthefiscalyear2003.Thesecondtransactionadjuststhebeginningbalancethatwassetupforfiscalyear2004whenfiscalyear2003wasclosed.Thus,youdon’tneedtoclosefiscalyear2003againtorollforwardthechanges;thebeginningbalancesareupdatedautomatically. Chapter23:Correctingtransactions Transactionerrorscanandshouldbecorrectedtokeepyouraccountingdataaccurate.Thewayyoucorrecttheerrordependsonwhetherornotthetransactionhasbeenposted. Thisinformationisdividedintothefollowingsections: Correctinganunpostedtransaction Backingoutapostedtransaction Backingoutandcorrectingapostedtransaction Copyingapostedtransaction Correctinganunpostedtransaction Ifyou’veenteredbuthaven’tpostedanincorrecttransaction,theerrorshouldappearonthetransactioneditlist.Iftheerrorinvolvesanunbalancedtransaction,you’llreceiveanalertmessagethatthetransactioncan’tbepostedbecauseitcontainsunequaldebitandcreditentries. Tocorrectanunpostedtransaction: Openthewindowinwhichthetransactionwasoriginallyentered. (TransactionEntry,ClearingEntry,orQuickJournalEntry) Enterorselectthejournalentrynumberassignedtotheerroneoustransaction.Thisnumbershouldbelistedonthetransactioneditlist,nexttoorabove(dependingonthereportlayout)theerroneoustransaction. Edittheincorrectinformation. Toinsertanewdistributionrow,chooseEdit>>InsertRow.Todeletearow,selecttherowtodeleteandchooseEdit>>DeleteRow. ChooseFile>>Printortheprintericonbuttontoprintatransactioneditlisttocheckyourwork. Saveandpostthecorrectedtransaction. Backingoutapostedtransaction YoucanusetheTransactionEntrywindowtobackoutapostedtransaction.Whenyoubackoutatransaction,anewtransactioniscreated,andthedebitsandcreditsoftheoriginaltransactionarereversedwhenyoupostthenewtransaction.Anytaxdistributionsandmultidimensionalanalysisinformationalsowillbereversed.Thesourcedocumentcode,currencyID,andtransactiondatearecopiedfromtheoriginaltransaction. Youcanbackoutthefollowingtypesofpostedtransactions. Standard Reversing Clearing Quickjournal Youcanbackouttransactionsthatwerepostedduringanopenyearorthemostrecenthistoricalyear. Youcan’tbackoutthefollowingtypesoftransactions. Voidedtransactions Consolidatedtransactions Transactionsthatwerecreatedduringtheyear-endclosingprocess Transactionsthatwerepostedtoahistoricalyear Clearingentriesthatusemultiplecurrencies Clearingentriesthatuseasinglecurrencyotherthanthefunctionalcurrency Transactionsthatalreadyhavebeenbackedout Transactionsthatwereenteredtobackoutaprevioustransaction Whenyoubackoutatransaction,youalsohavetheoptiontocreateanew,correctingtransactionusingthedebitsandcreditsoftheoriginaltransaction.SeeBackingoutandcorrectingapostedtransactionformoreinformation. YoucanbackouttransactionsoriginatinginothermodulesifyoumarkedtheVoiding/CorrectingofSubsidiaryTransactionsoptionintheGeneralLedgerSetupwindow.YoualsocanbackoutintercompanytransactionsifyoumarkedtheBackOutofIntercompanyTransactionsoptioninthewindow.SeeSettingupdefaultentriesandpreferencesformoreinformation. Tobackoutapostedtransaction: OpentheTransactionEntrywindow. (Financial>>Transactions>>Financial>>General) ChooseCorrect.TheCorrectJournalEntrywindowwillopen. IntheCorrectJournalEntrywindow,selecttheBackOutaJournalEntryoption. Selecttheyearthatthetransactionyou’rebackingoutwasposted.Selectthejournalentrynumberforthetransaction. ChooseOK.TheCorrectJournalEntrywindowwillcloseandthenewtransactionwillappearintheTransactionEntrywindow.Thedebitsandcreditsfromtheoriginaltransactionwillbereversedwhenyoupostthenewtransaction. ChoosePosttopostthetransactionorenterorselectabatchIDnumberandchooseSavetosavethetransactioninabatch. Closethewindow. Backingoutandcorrectingapostedtransaction YoucanusetheTransactionEntrywindowtobackoutandcorrectapostedtransaction.Whenyoubackoutandcorrectatransaction,anewtransactioniscreated,andthedebitsandcreditsoftheoriginaltransactionarereversedwhenyoupostthenewtransaction.Anytaxdistributionsandmultidimensionalanalysisinformationalsowillbereversed.Thesourcedocumentcode,currencyID,andtransactiondatearecopiedfromtheoriginaltransaction. Youalsocreateanew,correctingtransactionusingthedebitsandcreditsoftheoriginaltransaction.Thesourcedocumentcode,taxinformation,currencyID,transactiondate,andmultidimensionalanalysisinformationalsoarecopiedfromtheoriginaltransaction. Youcanbackoutthefollowingtypesofpostedtransactions. Standard Reversing Clearing Quickjournal Youcanbackouttransactionsthatwerepostedduringanopenyearorthemostrecenthistoricalyear. Youcan’tbackoutthefollowingtypesoftransactions. Voidedtransactions Consolidatedtransactions Transactionsthatwerecreatedduringtheyear-endclosingprocess Transactionsthatwerepostedtoahistoricalyear Clearingentriesthatusemultiplecurrencies Clearingentriesthatuseasinglecurrencyotherthanthefunctionalcurrency Transactionsthatalreadyhavebeenbackedout Transactionsthatwereenteredtobackoutaprevioustransaction Youcanbackoutatransactionwithoutcreatinganew,correctingtransaction.SeeBackingoutapostedtransactionformoreinformation. YoucanbackoutandcorrecttransactionsoriginatinginothermodulesifyoumarkedtheVoiding/CorrectingofSubsidiaryTransactionsoptionintheGeneralLedgerSetupwindow.YoualsocanbackoutintercompanytransactionsifyoumarkedtheBackOutofIntercompanyTransactionsoptioninthewindow.SeeSettingupdefaultentriesandpreferencesformoreinformation. Tobackoutandcorrectapostedtransaction: OpentheTransactionEntrywindow. (Financial>>Transactions>>Financial>>General) ChooseCorrect.TheCorrectJournalEntrywindowwillopen. IntheCorrectJournalEntrywindow,selecttheBackOutaJournalEntryandCreateaCorrectingEntryoption. Selecttheyearthatthetransactionyou’rebackingoutandcorrectingwasposted.Selectthejournalentrynumberforthetransaction. ChooseOK.TheCorrectJournalEntrywindowwillclose,andthenewtransactionwillappearintheTransactionEntrywindow.Thedebitsandcreditsfromtheoriginaltransactionwillbereversedwhenyoupostthenewtransaction. ChoosePosttopostthetransactionorenterorselectabatchIDnumberandchooseSavetosavethetransactioninabatch. ThecorrectingtransactionwillappearintheTransactionEntrywindow.Thetransactionwillincludethedebitsandcreditsoftheoriginaltransaction.Modifythetransaction,asnecessary. ChoosePosttopostthecorrectingtransactionorenterorselectabatchIDnumberandchooseSavetosavethetransactioninabatch. Closethewindow. Copyingapostedtransaction YoucanusetheTransactionEntrywindowtocopyapostedtransaction.Whenyoucopyatransaction,youusethedebitsandcreditsoftheoriginaltransactiontocreateanewtransaction.Thesourcedocumentcode,taxinformation,currencyID,transactiondate,andmultidimensionalanalysisinformationalsoarecopiedfromtheoriginaltransaction. Youcancopythefollowingtypesofpostedtransactions. Standard Reversing Clearing Quickjournal Youcancopytransactionsthatwerepostedduringanopenyearorthemostrecenthistoricalyear. Youcan’tcopythefollowingtypesoftransactions. Voidedtransactions Consolidatedtransactions Transactionsthatwerecreatedduringtheyear-endclosingprocess Transactionsthatwerepostedtoahistoricalyear Clearingentriesthatusemultiplecurrencies Clearingentriesthatuseasinglecurrencyotherthanthefunctionalcurrency Tocopyapostedtransaction: OpentheTransactionEntrywindow. (Financial>>Transactions>>Financial>>General) ChooseCopy.TheCopyJournalEntrywindowwillopen. IntheCopyJournalEntrywindow,selecttheyearthatthetransactionyou’recopyingwasposted. Selectthejournalentrynumberforthetransactionthatyou’recopying. ChooseOK.TheCopyJournalEntrywindowwillclose.ThenewtransactionwillappearintheTransactionEntrywindow.Thetransactionwillincludethedebitsandcreditsoftheoriginaltransaction.Modifythetransaction,asnecessary. ChoosePosttopostthetransactionorenterorselectabatchIDnumberandchooseSavetosavethetransactioninabatch. Closethewindow. Chapter24:Matchingtransactions* Transactionmatchingistheprocessoflinkingrelatedtransactiondistributionsfromdifferentjournalentries.Forexample,youcanlinkperiod-endadjustingentriestotheoriginaltransactionsorlinkasetoftransactionsassociatedwithaproject. Afteryouhavecreatedlinks,youcanalsocreategroupsoflinkedtransactiondistributions.Forexample,youcouldcreateagroupofthelinksforperiod-endadjustmentstoaidintheauditprocess. Thisinformationincludesthefollowingsections: Linkingtransactiondistributions Modifyingtransactiondistributionlinks Creatingamatchedtransactiongroup Linkingtransactiondistributions UsetheGeneralLedgerTransactionLinkMaintenancewindowtolinkdistributionsfrommultiplepostedtransactions.Dependingonhowyousetuptransactionmatching,youcanlinkdistributionstoasingleaccountormultipleaccounts.Also,linkeddistributionsmayberequiredtobalance(thatis,totaldebitsmustequaltotalcredits)beforethelinkcanbesaved.Formoreinformationabouttransactionmatchingsetupoptions,seeSettinguptransactionmatching. Tolinktransactiondistributions: OpentheGeneralLedgerTransactionLinkMaintenancewindow. (Financial>>Transactions>>Financial>>TransactionMatching) Enteradescriptionforthedistributionsyouwanttolink.Forexample,ifyou’relinkingsomemonth-endadjustingentriestotheoriginaltransactions,youcouldenter“Januaryadjustingentries.” Acceptthedefaultlinkdateorenterthedateyouwanttouseforthislink.Thedateyouenterwillbeusedtodeterminewhethertoarchivealink.Formoreinformation,seeArchivingmatchedtransactions. Enterorselectanaccountthathasdistributionsyouwanttoincludeinthislink,thenselecttheyearforthetransactionsyouwanttoinclude.Alltransactionspostedtothisaccountandyearwillappearinthescrollingwindow. Ifnecessary,enterrangerestrictionstoreducethenumberoftransactionsdisplayedandchooseRedisplay. Youcanalsochoosewhethertodisplaydebitorcreditdistributionsorboth,andwhethertodisplayonlythosedistributionsthathavenotpreviouslybeenincludedinotherlinks. Markthelinkoptionforeachdistributionyouwanttoinclude.Asyoumarkdistributions,thedifference(thatis,thedebitorcreditbalance)andthenumberofdistributionsincludedwillbeupdated. Ifyouwanttoincludedistributionstoadifferentaccount,enterthataccountandanyrangerestrictions.Thetransactionspostedtothataccountwillappear,andyoucanmarkthedistributions. ChooseSavetosavethelink. Modifyingtransactiondistributionlinks UsetheGeneralLedgerTransactionLinkMaintenancewindowtomodifytransactiondistributionlinks.Youcanlinkadditionaldistributionsorremovedistributionlinks.Dependingonhowyousetuptransactionmatchingyoucanaddlinkstodistributionstoadditionalaccounts. Tomodifytransactiondistributionlinks: OpentheGeneralLedgerTransactionLinkMaintenancewindow. (Financial>>Transactions>>Financial>>TransactionMatching) Enterorselectthelinknumberyouwanttomodify. MakethenecessarychangesandchooseSave. Creatingamatchedtransactiongroup UsetheTransactionMatchingGroupMaintenancewindowtocreateandmodifygroupsoftransactiondistributionlinks.Forexample,youcouldcreateagroupofthelinksofmonth-endadjustingentries. Tocreateamatchedtransactiongroup: OpentheTransactionMatchingGroupMaintenancewindow. (Financial>>Transactions>>Financial>>TransactionMatchingGroups) Enteranameforthegroup.Amessagewillappearaskingifyouwanttocreatethisgroup.ChooseYes. Markthelinksyouwanttoincludeinthisgroup.Youcanincludelinksthathavebeenincludedinothergroups,aswellasarchivedlinks. ChooseSave. Part4:Inquiries Youcanuseinquiriestodisplayandanalyzeaccountandtransactioninformation. InGeneralLedger,youcanuseinquiriestoquicklyviewbothcurrentandhistoricalaccount,budget,andtransactioninformation.Youcanreviewinformationinsummaryordetailedform,withtheoptionofprintingtheinformationinthewindowbychoosingFile>>Print. Thefollowinginformationisdiscussed: Chapter25,“Accountinquiries,”describeshowtoviewaccountactivityforopenorhistoricalyears. Chapter26,“Transactioninquiries,”describeshowtoviewpostedtransactionsforopenperiodsorhistoricalyears. Chapter27,“Transactionmatchinginquiries,”describeshowtoviewinformationaboutlinkedtransactiondistributions. Chapter28,“Budgetinquiries,”describeshowtoviewbudgetsummaryinformationsoyoucancomparebudgetamountstoactualamountsforaselectedaccountandbudget. Chapter29,“Accountrollupinquiries,”describeshowtouseaccountrollupinquiriestocreatesegment-basedinquiriesforanyrangeofaccountsegments. Chapter25:Accountinquiries Youcanviewaccountactivityforopenorhistoricalyears.Inaddition,youcananalyzenetchangestoaccountsforopenperiods. Thisinformationisdividedintothefollowingsections: Viewingmultiplecurrencies Aboutreportingcurrency Viewingasummarizedaccountbalanceforanopenfiscalyear Viewingasummarizedaccountbalanceforahistoricalyear Viewingchangestoanaccountbalance Viewingmultiplecurrencies IfyouareusingMulticurrencyManagement,youcanchoosewhethertoviewmulticurrencyamountsintheoriginating,functional,orreportingcurrency. ChooseView>>Currency>>Functional,Originating,orReportinginaninquirywindow.Theoptionwillbesavedonaperuser,perwindowbasis. Youalsocanusethecurrencylistbuttoninwindowsthatsupportchangingthecurrencyview.TheViewmenuandcurrencylistbuttonareavailableinthefollowinginquirywindows: SummaryInquiry DetailInquiry JournalEntryInquiry HistorySummaryInquiry HistoryDetailInquiry Note Theoriginatingcurrencyviewisn’tavailableintheSummaryInquirywindoworHistorySummaryInquirywindowbecausetheamountsmightbeformultiplecurrencies. ThefirsttimeyouopeneachofthesewindowsafterregisteringMulticurrencyManagement,allthetransactionswillbedisplayedintheoriginatingcurrency.Ifyouchangethecurrencyview,itwillbethedefaultviewthenexttimeyouopenthatwindow. Aboutreportingcurrency Areportingcurrencyisusedtoconvertfunctionalororiginatingcurrencyamountstoanothercurrencyoninquiriesandreports.Forexample,iftheU.S.dollaristhefunctionalcurrencyforacompany,youcansetuptheeuroasyourreportingcurrencytoviewaninquirywindowwithcurrencyamountsdisplayedintheeurocurrency. WhenyousetupthereportingcurrencyinMulticurrencyManagement,youenteradefaultexchangerateandratecalculationmethod.Dependingonhowyoursystemissetup,youmightbeabletooverridethedefaultreportingcurrencyexchangerateorratecalculationmethodoninquiriesandreports. Tochangethedefaultreportingcurrencyexchangerate,chooseView>>Currency>>ModifyReportingRatetoopentheModifyReportingRatewindow. Formoreinformationaboutthereportingcurrency,seetheMulticurrencyManagementdocumentation. Viewingasummarizedaccountbalanceforanopenfiscalyear UsetheSummaryInquirywindowtoviewaccountbalancesinanetchangeandperiodbalanceformat.Thewindowalsodisplaystheaccounttotal(thesumofthebeginningbalanceandallperiodbalances). TheSummaryInquirywindowcanbehelpfulifyouwanttoverifytheamountsforanopenyear.Todoso,printadetailedtrialbalanceandcomparethedetailonthereportwiththesummaryamountdisplayedinthiswindow.Iftheamountsdiffer,youshouldreconciletheyear.Duringthereconcileprocess,thesummarybalancewillbeadjustedtomatchthetransactiondetail.Formoreinformationaboutreconciling,seeReconcilingfinancialdata. Toviewasummarizedaccountbalanceforanopenfiscalyear: OpentheSummaryInquirywindow. (Financial>>Inquiry>>Financial>>Summary) Enterorselectanaccount. Enterorselectayear. Note YoucanclicktheAccountfieldlinktoopentheAccountMaintenancewindow,whereyoucanviewaccountdetails.YoucanclicktheDebit,Credit,NetChange,orPeriodBalancefieldlinkstoopentheDetailInquirywindowtoviewtransactionspostedtospecificaccountsinopenfiscalyears YoucanchooseCurrencytoopentheMulticurrencySummaryInquirywindow,whereyoucanviewsummarizedaccountbalancesandmulticurrencyinformation. YoucanprintaSummaryInquiryReportbychoosingFile>>Printortheprintericonbuttonwhiletheinformationyou'dliketoprintisdisplayed. Viewingasummarizedaccountbalanceforahistoricalyear UsetheHistorySummaryInquirywindowtoviewsummarizedaccountbalancesinanetchangeandperiod-by-periodformatforahistoricalfiscalyear.ThiswindowissimilartotheSummaryInquirywindow,exceptthatitshowshistoricalamounts. Toverifytheamountsforahistoricalyear,printadetailedhistoricaltrialbalanceandcomparethedetailonthereportwiththesummaryamountdisplayedinthiswindow.Iftheamountsdiffer,youshouldreconciletheyear.Duringthereconcileprocess,thesummarybalancewillbeadjustedtomatchthetransactiondetail.Formoreinformationaboutreconciling,seeReconcilingfinancialdata. Toviewasummarizedaccountbalanceforahistoricalyear: OpentheHistorySummaryInquirywindow. (Financial>>Inquiry>>Financial>>HistorySummary) Enterorselectanaccount,thenselectayear. Period-by-periodbalancesforthespecifiedyearwillbedisplayed,alongwiththebeginningbalanceoftheaccount,debits,credits,netchange,andthetotalsofeachcategoryforeachperiod. Note YoucanclicktheAccountlinktoopentheAccountMaintenancewindow,whereyoucanviewaccountdetails.YoucanhighlightaperiodandclicktheDebit,Credit,NetChange,orPeriodBalancelinktoopentheHistoryDetailInquirywindow,whereyoucanviewtransactionspostedtospecificaccountsinhistoricalyears.YoualsocanchoosetheCurrencybuttontoopentheMulticurrencySummaryInquirywindow,whereyoucanviewsummarizedaccountbalancesandmulticurrencyinformation. YoucanprintaSummaryInquiryReportfromthiswindowbychoosingFile>>Printortheprintericonbuttonwhiletheinformationyou'dliketoprintisdisplayed. Viewingchangestoanaccountbalance UsetheNetChangeInquirywindowtoviewchangesforaselectedyear—thedebitandcreditamountsandoverallnetchange—tothebalanceofaselectedaccount.Thiswindowdisplaysthedescription,beginningbalance,totaldebitsandcredits,netchange,andendingbalancefortheselectedaccount. Toviewchangestoanaccountbalance: OpentheNetChangeInquirywindow. (Financial>>Inquiry>>Financial>>NetChange) Enterorselectanaccount. Enterorselectayear. Whenyou’vefinishedviewinginformation,closethewindow. Chapter26:Transactioninquiries Youcanviewpostedtransactionsforopenperiodsorhistoricalyearsusingtransactioninquiries.Youcanalsoviewinformationaboutdeferraltransactions. Thisinformationisdividedintothefollowingsections: Viewingbudgettransactionandhistorysummaryinformation Viewingtransactionspostedtoanopenyear Viewingtransactionspostedtoaspecificaccountinahistoricalyear Viewingpostedtransactionsduringanopenfiscalyear Viewingdeferraltransactions Viewingbudgettransactionandhistorysummaryinformation UsetheBudgetTransactionInquirywindowtoviewbalancesandbudgetamountsornetchangeforopenorhistoricalperiods.Thisinformationcanbeusedtocompareactualaccountactivitywithbudgetedamounts. TheBudgetTransactionInquirywindowisusefulifyou’reinterestedinviewingbudgetfigures,butdon’twanttochangeanycalculations. UsetheBudgetSummaryHistorywindowtoviewperiodbalances,netchange,andtotalamountsforanaccountandbudgetID.Thisinformationcanbeusedtoviewthehistoryofbudgettransactionsforaparticularaccountovermultipleperiods. Toviewbudgettransactionsummaryinformation: OpentheBudgetTransactionInquirywindow. (Financial>>Inquiry>>Financial>>BudgetJournalEntryInquiry) Selectbudgetjournalentry. Enterorselectanaccount. Choosehowyouwanttodisplaythebudgetinformation:NetChangeorPeriodBalances. Whenyou’vefinishedviewinginformation,clickOKtoclosethewindow. Toviewbudgethistorysummaryinformation: OpentheBudgetSummaryInquirywindow. (Financial>>Inquiry>>Financial>>BudgetSummary) Enterorselectanaccount. EnterorselectabudgetID. Choosehowyouwanttodisplaythebudgethistoryinformation:NetChangeorPeriodBalances. Choosehowyouwanttosorttheresults:byalias,description,accounttype,category,account,ormainsegment. Toreturnallfieldstotheirdefaultvaluesandremainworkinginthewindow,clickClear. Viewingtransactionspostedtoanopenyear UsetheJournalEntryInquirywindowtoviewtransactiondetailforGeneralLedgerpostedjournalentriesinanopenfiscalyear. Multiplejournalentrieswiththesamenumbermightexistifarecurringtransactionispostedorareversingtransactionisposted.Ifyouenterajournalentryforwhichmultipleentriesexist,thejournalentrywiththeoldestpostingdateintheopenyearisdisplayed.IfyouusetheJournalEntrylookupbutton,alluniquejournalentriesaredisplayed,andyoucanselectthejournalentryyou’dliketoview. Note TheIntercompanybuttonisenabledonlyifthecurrentlydisplayedjournalentryoriginatedfromanintercompanytransaction. TheJournalEntryInquirywindowdisplayspostedjournalentriesinanyopenyearinGeneralLedger,soyoudon’tneedtokeeptransactionhistorytobeabletoviewjournalentriesinthiswindow. Toviewtransactionspostedtoanopenyear: OpentheJournalEntryInquirywindow. (Financial>>Inquiry>>Financial>>JournalEntryInquiry) Enterorselectthejournalentrynumber.Youcanviewanypostedjournalentrynumber,aslongasthejournalentryhasnotbeenmovedtohistory.Audittrailcode,transactiondate,sourcedocument,batchID,reference,currencyID,account,debit,credit,distributionreference,anddifferenceinformationaredisplayed. YoualsocanclicktheSourceDocumentlinktoopenawindowcontainingdetailedinformationaboutthejournalentryifitoriginatedinamoduleotherthanGeneralLedger. YoucanprintaJournalInquiryReportbychoosingFile>>Printortheprintericonbuttonwhiletheinformationyou’dliketoprintisdisplayed. Whenyou’vefinishedviewingtheinformation,closethewindow. Viewingtransactionspostedtoaspecificaccountinahistoricalyear UsetheHistoryDetailInquirywindowtoviewthetransactionspostedtospecificaccountsinhistoricalyears.Youalsocanlimitthedetailthatisdisplayed,bysettingarangeofdates,sourcedocuments,orcurrencyIDs.Eachtransaction’sdate,journalentrynumber,audittrailcode,sourcedocument,reference,currencyID,anddebitorcreditisdisplayed. Toviewtransactionspostedtoaspecificaccountinahistoricalyear: OpentheHistoryDetailInquirywindow. (Financial>>Inquiry>>Financial>>HistoryDetail) Enterorselectanaccount. Selectayear. Enterrangesofdates,sourcedocuments,andcurrencyIDsthatwillappearinthewindow,andchooseRedisplay. Note YoucanhighlightajournalentryandclicktheJournalEntrylinktoopentheTransactionEntryZoomwindow,whereyoucanviewinformationaboutapostedorhistoricaltransaction.YoualsocanclicktheCurrencyIDlinkforajournalentrynotenteredinthefunctionalcurrency,toopentheFinancialExchangeRateEntryZoomwindow,whereyoucanviewcurrencies,exchangerates,andoriginatingandfunctionalcurrencyamountsforpostedmulticurrencytransactions. YoucanprintaHistoryDetailInquiryReportbychoosingFile>>Printortheprintericonbuttonwhiletheinformationyou’dliketoprintisdisplayed. Whenyou’vefinishedviewinginformation,closethewindow. Viewingpostedtransactionsduringanopenfiscalyear UsetheDetailInquirywindowtodisplaydetailedinformationabouttransactionspostedduringanopenfiscalyear.Whenyouselectanaccount,transactionsfortheaccountaredisplayed.Youalsocanlimitthedetailbysettingarangeofdates,sourcedocuments,orcurrencyIDs.Eachtransaction’sdate,journalentrynumber,audittrailcode,sourcedocument,reference,anddebitorcreditisdisplayed. Forexample,youmightusetheDetailInquirywindowifyoususpectanerroronthesummarytrialbalance.Iftheaccountinquestion,theCashaccount,showsa$5,000balance,displaytheCashaccountinthiswindow.Theamountsdisplayedhereforanopenperiodshouldmatchthetotalonthesummarytrialbalance. Toviewpostedtransactionsduringanopenfiscalyear: OpentheDetailInquirywindow. (Financial>>Inquiry>>Financial>>Detail) Enterorselectanaccount. Selectayear. Enterrangesofdates,sourcedocuments,andcurrencyIDsthatwillappearinthewindow,andchooseRedisplay. Note YoucanselectajournalentryandclicktheJournalEntrylinktoopentheTransactionEntryZoomwindow,whereyoucanviewinformationaboutapostedorhistoricaltransaction.YoualsocanclicktheCurrencyIDlinkforajournalentrynotenteredinthefunctionalcurrencytoopentheFinancialExchangeRateEntryZoomwindow,whereyoucanviewcurrencies,exchangerates,andoriginatingandfunctionalcurrencyamountsforpostedmulticurrencytransactions. YoucanprintaDetailInquiryReportbychoosingFile>>Printortheprintericonbuttonwhiletheinformationyou’dliketoprintisdisplayed. Whenyou’vefinishedviewinginformation,closethewindow. Viewingdeferraltransactions UsetheDeferralInquirywindowtoviewthedeferraltransactionsforaselectedmodule. Toviewdeferraltransactions: OpentheDeferralInquirywindow. (Financial>>Inquiry>>Financial>>Deferral) Usingthelistatthebottomofthewindow,selectthemoduleyouwanttoviewdeferraltransactionsfor. Ifnecessary,enterarangetorestrictthenumberoftransactionsthatappearinthewindow,thenchooseRedisplay. Toviewmoreinformationaboutaspecificdeferral,selectthetransactionandclickontheDocumentNumberlinktoopentheDeferralInquiryZoomwindow. Chapter27:Transactionmatchinginquiries Youcanviewandprintinformationaboutlinkedtransactions,includingspecificlinks,allthelinksforaspecificaccount,orthelinksinatransactionmatchinggroup. Thisinformationincludesthefollowingsections: Viewingtransactiondistributionlinksbynumber Viewingtransactiondistributionlinksbyaccount Viewingmatchedtransactionsbygroup Viewingtransactiondistributionlinksbynumber UsetheTransactionMatchingbyLinkNumberInquirywindowtoviewdetailedinformationaboutanindividualtransactiondistributionlinkrecord. Toviewtransactiondistributionlinksbynumber: OpentheTransactionMatchingbyLinkNumberInquirywindow. (Financial>>Inquiry>>Financial>>TransactionMatchbyLinkNumber) Enterorselectthelinknumberyouwanttoview. Toviewmoreinformationaboutaspecificdistribution,highlighttherecordandclickontheJrnlNo.linktoopentheTransactionEntryZoomwindow. Ifthelinkisamemberofoneormorematchedtransactiongroups,youcanviewmoreinformationaboutthegroupbyselectingthegroupandclickingontheGrouplinktoopentheTransactionMatchingGroupInquirywindow. YoucanchoosethePrintbuttontoprinttheTransactionMatchingbyLinkNumberreportfortheinformationdisplayedintheinquirywindow. Viewingtransactiondistributionlinksbyaccount UsetheTransactionMatchingbyAccountInquirywindowtoviewthetransactiondistributionsforanaccountthathavebeenlinkedwithotherdistributions. Toviewtransactiondistributionlinksbyaccount: OpentheTransactionMatchingbyAccountInquirywindow. (Financial>>Inquiry>>Financial>>TransactionMatchbyAccount) Enterorselecttheaccountyouwanttoviewlinkinformationfor,thenchoosetheyearforthetransactiondistributionsyouwanttoview. Indicatewhetheryouwanttoviewonlylinkedorunlinkeddistributions,oralldistributions. Indicatewhetheryouwanttoviewsavedlinksorarchivedlinks. Indicatewhetheryouwanttoviewalllinks,orlinksinaparticulartransactionmatchinggroup. Toviewmoreinformationaboutthejournalentry,link,orcurrencyforadistribution,highlighttherecordandclickthelinkfortheinformationyouwanttoview. Youcanusethefollowingwindowstoviewadditionalinformation: Link Windowthatopens JournalNo. TransactionEntryZoom Link DistributionLinksInquiryZoom CurrencyID FinancialExchangeRateEntryZoom YoucanchoosethePrintbuttontoprinttheTransactionMatchingbyAccountNumberreportfortheinformationdisplayedintheinquirywindow. Viewingmatchedtransactionsbygroup UsetheTransactionMatchingGroupInquirywindowtoviewthetransactiondistributionlinksthathavebeenassignedtoagroup. Toviewmatchedtransactionsbygroup: OpentheTransactionMatchingGroupInquirywindow. (Financial>>Inquiry>>Financial>>TransactionMatchingGroups) Enterorselectthegroupyouwanttoview. Toviewmoreinformationaboutaparticularlink,highlightthelinkinthescrollingwindowandclicktheLinkNumberlinktoopentheTransactionMatchingbyLinkNumberInquirywindow. Chapter28:Budgetinquiries Youcanusebudgetinquiriestoviewbudgetsummaryinformationandtocomparebudgetamountstoactualamountsforaselectedaccountandbudget. Thisinformationisdividedintothefollowingsections: Viewingbudgetsummaryinformation Viewingbudgetedversusactualexpenditures Viewingbudgetsummaryinformation UsetheBudgetSummaryInquirywindowtoviewbalancesandbudgetamountsornetchangeforopenorhistoricalperiods.Thisinformationcanbeusedtocompareactualaccountactivitywithbudgetedamounts. TheBudgetSummaryInquirywindowisusefulifyou’reinterestedinviewingbudgetfigures,butdon’twanttochangeanycalculations. Toviewbudgetsummaryinformation: OpentheBudgetSummaryInquirywindow. (Financial>>Inquiry>>Financial>>BudgetSummary) Enterorselectanaccount. EnterorselectabudgetID. Choosehowyouwanttodisplaythebudgetinformation:NetChangeorPeriodBalances. Note YoucanselectaperiodandclicktheAccountlinktoopentheAccountMaintenancewindow,whereyoucanviewdetailedaccountinformation. Whenyou’vefinishedviewinginformation,closethewindow. Viewingbudgetedversusactualexpenditures UsetheBudgetvsActualInquirywindowtoviewbudgetandactualamountsornetchangeforaparticularaccountandbudgetIDbyperiod.Youcanalsoviewthevarianceandvariancepercentage,soyoucananalyzehowcloselyyouractualamountsmatchthebudgetedamountsfortheselectedaccount. Toviewbudgetedversusactualexpenditures: OpentheBudgetvsActualInquirywindow. (Financial>>Inquiry>>Financial>>Budgetvs.Actual) Enterorselectanaccount. EnterorselectabudgetID. Choosehowtodisplaythebudgetinformation:NetChangeorPeriodBalances. Note YoucanhighlightaperiodandclicktheActuallinktoopentheDetailInquirywindow,whereyoucanseealltransactionsintheperiod. YoucanprintaBudgetvsActualInquiryReportbychoosingFile>>Printortheprintericonbuttonwhiletheinformationyou'dliketoprintisdisplayed. Whenyou’vefinishedviewinginformation,closethewindow. Chapter29:Accountrollupinquiries Youcancreatesegment-basedinquiriesforanyrangeofaccountsegmentswithinGeneralLedger. Thisinformationincludesthefollowingsections: Accountrollupinquiryoverview Creatinganaccountrollupinquiryoption Settingupacalculatedcolumn Modifyinganaccountrollupinquiryoption Viewinganaccountrollupinquiry Accountrollupinquiryoverview TheAccountRollupInquirywindowdisplayssummarizedperiodbalancesforrangesofaccounts.Youcreateaccountrollupinquiryoptionstodefinetheseaccountrangesbyselectingsegmentrangesthatincludetheinformationyouwanttosummarize.Forexample,assumeyourchartofaccountsissetupwithfoursegments:Division,Department,Account,andSub-Account.Youcouldcreateanaccountrollupinquiryoptiontosummarizetravelexpensesforagroupofdepartmentsacrossseveraldivisions.Oryoucouldsummarizethecostofgoodssoldaccountsforthesalesdepartmentofasingledivision,orofalldivisions. Youcansetupanaccountrollupinquiryoptionthatincludesmultiplerangesforeachsegment.Forexample,youcouldcreateanoptionthatincludedinformationfordepartments100,200,400,and700,andaccounts1000through1400,and2700through2900. TheAccountRollupInquirywindowcandisplayuptofourcolumnsofinformation.Youcansetupanoptiontodisplayactualamounts(inthereportingcurrency),previousyearbalances,othercurrencybalances,andbudgetamounts.Youcanalsodisplaycolumnsthatshowtheresultsofsimplecalculations;forexample,thedifferencebetweenactualamountsandbudgetedamounts. Forinformationaboutsettingupinquiryoptions,seeCreatinganaccountrollupinquiryoption.Forinformationaboutcalculatedcolumns,seeSettingupacalculatedcolumn. Creatinganaccountrollupinquiryoption UsetheAccountRollupInquiryOptionswindowtodefinethesegmentrangesandtypesofinformationyouwanttoviewintheAccountRollupInquirywindow. Tocreateanaccountrollupinquiryoption: OpentheAccountRollupInquirywindow. (Financial>>Inquiry>>Financial>>AccountRollup) ChooseModifytoopentheAccountRollupInquiryOptionswindow. Enteranamefortheoptionyouarecreating. Selectthesegmentyouwanttousetosorttheinformation.TheselectionyoumakeherewillcontrolhowtheinformationissortedintheAccountRollupDetailInquiryZoomwindow. Selectthenumberofcolumnsofinformationyouwanttodisplay. Foreachcolumnofinformation,enterthecolumnheadingyouwanttouse,andthetypeofinformationyouwanttodisplay.IfyouselectedBudgetorOtherCurrencyforthetype,enterorselectthebudgetorcurrencyyouwanttodisplay.IfyouselectedthetypeCalculated,choosetheSelectionlookupbuttontoopentheAccountRollupInquiryCalculatedColumnwindow.Formoreinformation,seeSettingupacalculatedcolumn. Note Acalculatedcolumnmustfollowthecolumnsitisperformingitsoperationson.Forexample,assumeyousetupaninquiryoptionwithcolumn1asActual,column2asBudget,column3asCalculated,andcolumn4asPreviousYear.Inthiscase,thecalculatedcolumncouldnotincludethepreviousyearamountsinitscalculationsbecauseitislistedafterthecalculatedcolumn. Enterrestrictionstodefinethesegmentrangesyouwanttocreatethisinquiryoptionfor.Youcansetupmultiplerangesforasinglesegment. ChooseSavetosavetheaccountrollupinquiryoption. Settingupacalculatedcolumn UsetheAccountRollupInquiryCalculatedColumnwindowtocreateamathematicalformulaforanaccountrollupinquiryoptionthatdisplaystheresultsofsimplecalculations.Forexample,ifyoucreateaninquiryoptionthatdisplaystheactualexpensesofadepartmentandthebudgetedexpenses,youcancreateaformulatocalculatethedifferencebetweentheactualamountsandthebudget. Note Acalculatedcolumnmustfollowthecolumnsitisperformingitsoperationson.Forexample,assumeyousetupaninquiryoptionwithcolumn1asActual,column2asBudget,column3asCalculated,andcolumn4asPreviousYear.Inthiscase,thecalculatedcolumncouldnotincludethepreviousyearamountsinitscalculationsbecauseitislistedafterthecalculatedcolumn. Tosetupacalculatedcolumn: IntheAccountRollupInquiryOptionswindow,selectthetypeCalculatedforoneofthecolumns,andclicktheSelectionlookupbutton.TheAccountRollupInquiryCalculatedColumnwindowappears. Enterthecolumns,constants,andoperatorsforthecalculationyouwanttocreate. Forexample,tocalculatethedifferencebetweencolumn1,Actuals,andcolumn2,PreviousYear,selecttheActualscolumnfromthelistandclicktheColumnbutton.Thenclickthe-operatorbutton.ThenchoosePreviousfromthelistandclicktheColumnbuttonagain.Asyoucreatethecalculation,theexpressionisdisplayedinthewindow:inthiscase,C1-C2. Youcancreatemorecomplexexpressions,suchasthedifferencebetweentwocolumnsasapercentage.Thiswouldbe((C1-C2)/C1)*100. ChooseOKtosavetheexpressionandclosethewindow. Modifyinganaccountrollupinquiryoption UsetheAccountRollupInquiryOptionswindowtomodifyasavedaccountrollupinquiryoption.Youcanchangethesortingorder,addorremovecolumnsofinformation,changetheformulaforacalculatedcolumn,andaddorremovesegmentrestrictions. Tomodifyanaccountrollupinquiryoption: OpentheAccountRollupInquirywindow. (Financial>>Inquiry>>Financial>>AccountRollup) ChooseModifytoopentheAccountRollupInquiryOptionswindow. Enterorselecttheoptionyouwanttochange. Makethenecessarychangestotheoption. Tochangetheformulaforacalculatedcolumn,clickintherowforthatcolumnandclicktheSelectionlookupbutton. ChooseSavetosavetheaccountrollupinquiryoption. Viewinganaccountrollupinquiry UsetheAccountRollupInquirywindowtoviewsegment-basedinquiriesusingoptionsyoucreatedintheAccountRollupInquiryOptionswindow.Youcanviewforopenorhistoricalyears. Toviewanaccountrollupinquiry: OpentheAccountRollupInquirywindow. (Financial>>Inquiry>>Financial>>AccountRollup) Enterorselectanoption.(Forinformationoncreatingoptions,seeCreatinganaccountrollupinquiryoption.) Selecttheyearyouwanttoviewandindicatewhetheryouwanttoviewthenetchangeforeachperiod,orperiodbalances. ChooseRedisplaytodisplaytheinformation.ToprintareportoftheinformationdisplayedintheAccountRollupInquirywindow,chooseFile>>Print. Toviewdetailedinformationabouttheamountsshownforeachperiod,selectaperiodandclickononeofthecolumnheadinglinkstoopentheAccountRollupDetailInquiryZoomwindow. Part5:Reports Youcananalyzetransactionandaccountinformationanddisplaytheinformationonthecomputerscreenoronaprintedreport.Youalsocansaveittoafile. Thefollowinginformationisdiscussed: Chapter30,“Financialstatementreports,”describesfinancialstatements,thesummarizedoutcomeofallthestepsintheaccountingcycle. Chapter31,“GeneralLedgerreports,”showshowtousereportstoanalyzeaccountactivityandidentifyerrorsintransactionentry. Chapter30:Financialstatementreports GeneralLedgerfinancialstatementshelpyouanalyzeyourbusinessactivity.Financialstatementsarethesummarizedoutcomeofallthestepsintheaccountingcycle.Youcanusefinancialstatementstogainabetterunderstandingofyourcompany'sfinancialposition. Thisinformationisdividedintothefollowingsections: Understandingfinancialstatements Typesoffinancialstatements Settingupaquickfinancialstatement Printingfinancialstatements Understandingfinancialstatements Inanybusiness,theaccountingcycleconsistsofprocessesforrecording,summarizing,reporting,andanalyzingfinancialinformation.However,theultimatepurposeofalltheseactivitiesistogeneratethefinancialstatements.YoucanthinkofthefinancialstatementsprintedinGeneralLedgerasthesummarizedoutcomeofallthestepsintheaccountingcycleandusetheinformationtogainabetterunderstandingofyourcompany’sfinancialposition. Thereareseveralwaystoprintfinancialstatements: YoucansetupfinancialstatementsintheQuickFinancialSetupwindow.Inthiswindow,youcanquicklysetupabasicfinancialstatementandchoosewhichcolumnstoincludeinthefinancialstatement.Afteryousavethestatement,youcanprintitusingtheFinancialStatementReportOptionswindow. YoucancreateanunlimitednumberoffinancialstatementlayoutsusingAdvancedFinancialAnalysis.ForinformationoncreatingandmodifyingfinancialstatementsusingAdvancedFinancialAnalysis,refertotheAdvancedFinancialAnalysisdocumentation. YoucanuseManagementReporterforMicrosoftDynamicsERPtoprintfinancialstatements.FormoreinformationaboutprintingfinancialstatementsusingManagementReporter,refertotheManagementReporterdocumentation. Ifyou’rekeepinghistory,youcanuseMicrosoftDynamicsGPreportingcapabilitiestocompareopen-andhistorical-yearfigures.Youalsocanprintfinancialstatementsforanyopen-yearperiodorhistorical-yearperiod. Note Untiltheyear-endcloseiscompletedforGeneralLedger,youwon’tgetaccuratefinancialstatementsforthenewyear.Beginningbalancesforthenewyeararenotcreateduntiltheyear-endcloseprocessiscompleted.Therefore,thefinancialstatementsforthenewyearwillreflectonlycurrentyearactivityuntiltheyear-endclosingprocessiscompleted.ThisappliestobothAdvancedFinancialAnalysisandManagementReporter. Typesoffinancialstatements Youcandefineandprintfourtypesoffinancialstatements: BalanceSheetTheBalanceSheetreflectsthesolvencyandfinancialpositionofyourcompanyataspecificpointintime,listingtheassets,andliabilitiesofyourcompany.Thisstatementshowsyourcompany’sabilitytopayitsdebtsastheybecomedue. ProfitandLossStatementAProfitandLossStatementincludesyourcompany’srevenuesandexpenses,reflectingtheprofitabilityofyourcompanyforaspecifictimeperiod,suchasamonthorayear. StatementofCashFlowsTheStatementofCashFlowsprovidesinformationaboutyourcompany’scashreceiptsandcashpaymentsoveraspecifiedperiodoftime.Youalsocandeterminetheamountofcashyourcompanyhasavailableatanygiventime. Note TheindirectmethodisusedforcalculatingandprintingtheStatementofCashFlows.Thismethodcalculatestheamountofnetcashflowfromoperatingactivitiesbyreconcilingnetincometonetcashflow. StatementofRetainedEarningsTheStatementofRetainedEarningsshowstheitemscausingchangestoyourretainedearnings,includingnetincomeanddeclareddividends,forastatedperiodoftime. Eachfinancialstatementincludesanumberofrequiredcolumns,whichwillappearintheSelectedColumnslist.Inadditiontotheserequiredcolumns,youcaninsertoptionalcolumnsforeachfinancialstatement.OntheProfitandLossStatement,StatementofRetainedEarnings,andStatementofCashFlows,youcanuseatotalofsixrequiredandoptionalcolumns.OntheBalanceSheet,youcan useatotaloffivecolumns. Therowsinthefinancialstatementaredefinedautomatically,usingGeneralLedger’saccountcategoriestogrouptheaccountsonthestatements.UnderstandingaccountcategoriesshowstheaccountcategoriesprovidedwithGeneralLedger,theiraccounttype,andwhichfinancialstatementswillcontaineachoftheaccountcategories. Settingupaquickfinancialstatement UsetheQuickFinancialSetupwindowtodefinethelayoutforfinancialstatements.UnlikeotherMicrosoftDynamicsGPreports,financialstatementsmustbesetupbeforeyoucanprintthem. Eachfinancialstatementincludesanumberofrequiredcolumns,whichwillappearintheSelectedColumnslist.Inadditiontotheserequiredcolumns,youcaninsertoptionalcolumnsforeachfinancialstatement.OntheProfitandLossStatement,StatementofRetainedEarnings,andStatementofCashFlows,youcanuseatotalofsixrequiredandoptionalcolumns.OntheBalanceSheet,youcanuseatotaloffivecolumns. Therowsinthefinancialstatementaredefinedautomatically,usingGeneralLedger’saccountcategoriestogrouptheaccountsonthestatements.UnderstandingaccountcategoriesshowstheaccountcategoriesprovidedwithGeneralLedger,theiraccounttype,andwhichfinancialstatementswillcontaineachoftheaccountcategories. Note IfyoucreateanewfinancialstatementusingAdvancedFinancialAnalysis,youcan’tusethenewfinancialstatementwithQuickFinancials. YoucanusetheAdvancedFinancialReportLayoutwindowtocustomizethefinancialstatementsprovidedwithMicrosoftDynamicsGP.Forexample,youcanaddreportcolumns,rows,andheaderstothesestatementsforreportingdetailedfinancialinformationspecifictoyourbusiness. Note Ifyoumodifyanexistingquickfinancialstatementandclosethewindow,analertmessagewillappearandaskifyouwanttosaveyourchanges.IfyouchooseDelete,theentirefinancialstatementwillbedeleted. Tosetupaquickfinancialstatement: OpentheQuickFinancialSetupwindow. (Financial>>Reports>>Financial>>QuickFinancial) Enterorselectafinancialstatementnameandselectastatementtype. Ifyou’redefiningthelayoutforaBalanceSheet,StatementofCashFlows,orStatementofRetainedEarnings,identifytheProfitandLossaccountthatwillprovidethenetincomeornetlosssourceamountforthestatement. YoucanselectadditionalcolumnsfromtheOptionalColumnslisttoincludeonthefinancialstatement.SelectanadditionalcolumnandchooseInserttoaddittotheSelectedColumnslist.Youcanhaveuptosixcolumnsforaprofitandlossstatement,anduptofivecolumnsforabalancesheet. ChooseInserttoinserttheadditionalcolumnsintotheSelectedColumnslist. Note Youcanaddoptionalcolumnsonlybelowarequiredcolumn;youcan’tinsertanoptionalcolumnbetweentwootheroptionalcolumnsoratthetopofthelist.However,ifyou’reusingAdvancedFinancialAnalysis,youcanaddreportcolumnslaterormovecolumnstonewlocations. Toremoveacolumnfromthelayout,highlightitandchooseRemove.Youcanremoveonlyoptionalcolumnsfromthelayout. EnterabudgetIDifyou'veincludedeitherayear-to-datebudgetcolumnorcurrentbudgetcolumnonthefinancialstatement. Enterorselectanopenyearandahistoricalyearifyou’veincludedacolumnforHistoryYTDorHistoryCurrencyonthefinancialstatement. Note Tousemorethanonebudgetonareportormorethanoneyearonahistorycolumn,usetheAdvancedFinancialReportLayoutwindowtoaddmoreinformationforreportingdetailedfinancialinformationspecifictoyourbusiness. ChooseSave. Printingfinancialstatements UsetheFinancialStatementReportwindowtoprintfinancialstatements.Beforeprintingafinancialstatement,youmustcreateareportoption. Note Ifyou’reprintingaStatementofRetainedEarningsandwanttoenterapriorperiodadjustment,enteradescriptionandamountfortheadjustmentusingthePriorPeriodAdjustmentswindow(Financial>>Reports>>Financial>>PriorPeriodAdjustments).ThedescriptionandamountoftheadjustmentthatyouenterwillappearasanadjustmenttothebeginningbalanceoftheRetainedEarningsaccountwhenyouprintthestatement. Toprintafinancialstatement: OpentheFinancialStatementReportwindow. (Financial>>Reports>>Financial>>FinancialStatements) ChoosethereportyouwanttoprintandchooseNewtoopentheFinancialStatementReportOptionswindowandtocreateanewreportoption. Enteranameforthereportoption. Choosethelevelofdetailtoprintfortheamounts.IfyouchooseDetailwithRollups,Summary,orSummarywithRollups,selectwhetheryouwantthefirstaccountdescriptionortheaccountcategorydescriptiontoprintfortherows. Marktoincludeunitaccountsandaccountswithzerobalances. Ifyouareupdatingtheacceleratorfileandwanttousethisupdatedinformationwhenprintingthisfinancialstatement,marktheUseAcceleratoroption. SelectorenterasegmentIDtoprintafinancialstatementforarangeofaccountsegments.Forexample,youcanprintafinancialstatementfordepartments100to400byenteringarestrictiononthesegmentthatrepresentsthedepartment. IfyouselectasegmentID,youcanchoosetoprintanindividualreportforeachsegmentwithintherangeyoudefine.Ifthisboxisnotmarked,asinglereportwillbeprintedthatincludesallaccountsintheselectedrange. Ifyouhavecolumnsinthefinancialstatementthatcontainuser-definedcalculations,youcanchoosetobasethecalculationonallaccountsinthedefinedrangeorontheamountsontheindividualreports.Formoreinformation,seetheAdvancedFinancialAnalysisdocumentation. Ifyouwanttomodifyacolumnonthefinancialstatement,chooseAdjusttoopentheTemporaryFinancialColumnAdjustmentwindow.ChangesmadeinthiswindowwillberemovedwhenyouclosetheFinancialStatementReportwindow.Ifyouwanttomakeapermanentchangetothefinancialstatement,usetheAdvancedFinancialReportLayoutwindow.Formoreinformation,seetheAdvancedFinancialAnalysisdocumentation. ChooseRevertifyoumadeatemporarycolumnadjustmentandwanttoremoveitbeforeprinting. ChooseDestinationtoselectaprintingdestination.Reportscanbeprintedtothescreen,totheprinter,toafile,ortoanycombinationoftheseoptions.IfyouselectAskEachTime,youcanselectprintingoptionseachtimeyouprintthisreportoption. Toprintthereportoptionfromthereportoptionswindow,choosePrintbeforesavingit.Ifyoudon’twanttoprinttheoptionnow,chooseSaveandclosethewindow.Thereportwindowwillberedisplayed. Chapter31:GeneralLedgerreports YoucanuseGeneralLedgerreportstoanalyzeaccountactivityandidentifyerrorsintransactionentry.Usethisinformationtoguideyouthroughprintingreportsandworkingwithreportoptions.Formoreinformationaboutcreatingandprintingreports,andthevariousreportingtoolsthatyoucanusewithMicrosoftDynamicsGP,refertoyourSystemUser'sGuide(Help>>Contents>>selectUsingTheSystem). Thisinformationisdividedintothefollowingsections: GeneralLedgerreportsummary SpecifyingaGeneralLedgerreportoption GeneralLedgerMicrosoftSQLServer®ReportingServicesreports GeneralLedgerreportsummary YoucanprintseveraltypesofreportsusingGeneralLedger.Somereportsautomaticallyareprintedwhenyoucompletecertainprocedures;forexample,postingjournalscanautomaticallybeprintedwhenyouposttransactions,dependingonhowyourpostingoptionsaresetup.Youcanchoosetoprintsomereportsduringprocedures;forexample,youcanprintaneditlistwhenenteringtransactionsbychoosingthePrintbuttoninthebatchentrywindow. Inordertoprintsomereports,suchasanalysisorhistoryreports,youmustsetupreportoptionstospecifysortingoptionsandrangesofinformationtoincludeonthereport.Formoreinformation,refertoSpecifyingaGeneralLedgerreportoption. ThefollowingtableliststhereporttypesavailableinGeneralLedgerandthereportsthatfallintothosecategories.(ReportsprintedusingBankReconciliationareprintedusingmanyofthesamewindows.RefertotheBankReconciliationdocumentationforinformationaboutreportsprintedinthatmodule.) Reporttype Report Printingmethod Setupreports SetupList*AccountCategoryListAccountSegmentListQuickJournalSetupListDeferralSetupListDeferralProfileSetup ChooseFile>>PrintinthesetupwindowsorcreatereportoptionsintheSetupReportsorDeferralReportswindow. ChartofAccountlists AccountsListPostingAccountsListUnitAccountListFixedAllocationAccountsListVariableAllocationAccountsListCategoryList CreatereportoptionsintheChartofAccountsReportwindow. Postingreports GeneralPostingJournal*†ClearingEntryPostingJournal†QuickJournalPostingJournal† ChooseFile>>Printinthewindowyouusetocompletetheprocedure,orsomewillbeprintedautomaticallywhenyoucompletetheprocedure. Editlists GeneralTransactionEditList* ChooseFile>>Printinthewindowyouusedtocompletetheprocedure. Revenue/Expense DeferralProfileReport CreatereportoptionsintheDeferralReportswindow. Transactionmatchingreports TransactionMatchingbyAccount CreatereportoptionsintheTransactionMatchingReportOptionswindow. Historyreports TransactionHistory ChooseFinancial>>Utilities>>Financial>>RemoveHistoryandmarktheprintoptionbeforeremovinghistory. Utilityreport ReconcileReport Thisreportwillbeprintedwhenyoucompletethecorrespondingprocedure. Cross-Referencereports Cross-ReferenceReportbyJournal Createreportoptionsinthe Budgetreports BudgetList CreatereportoptionsintheBudgetReportwindow. Inquiryreports SummaryInquiryReport ChooseFile>>PrintinthecorrespondingInquirywindow. TrialBalancereports DetailedTrialBalance*† CreatereportoptionsintheTrialBalanceReportwindow. *Indicatesreportsthatcanbeprintedwithmulticurrencyinformationdisplayed.†Indicatesreportsthatcanbeassignedtonamedprinters.SeetheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration)formoreinformation. ClearingEntryEditList QuickJournalEditList DeferralGeneralLedgerEditList* DeferralEditList* Deferralsreports DeferralReport Number* TransactionMatchingbyLinkDate* TransactionMatchingbyLink Number* TransactionMatchingbyUserID* AccountHistory Entry† Cross-ReferenceReportbySource Document† Cross-ReferenceReportbyAudit TrailCode† Cross-ReferenceReportwindow. DetailInquiryReport JournalInquiryReport HistoryDetailInquiryReport BudgetvsActualInquiryReport TransactionMatchingbyAccount Inquiry TransactionMatchingbyLink NumberInquiry TrialBalanceSummary*† TrialBalanceWorksheet*† QuickDetailedTrialBalance*† QuickTrialBalanceSummary*† †Indicatesreportsthatcanbeassignedtonamedprinters.SeetheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration)formoreinformation. Reporttype Report Printingmethod PeriodandYear-endreports PeriodConsolidationReportYear-EndClosingReport Thesereportswillbeprintedwhenyoucompletethecorrespondingprocedure. FinancialStatements BalanceSheet†ProfitandLossStatement†StatementofRetainedEarnings†StatementofCashFlows† CreatealayoutforthereportintheQuickFinancialSetupwindow.Formoreinformationaboutprintingfinancialstatements,seeChapter30,“Financialstatementreports.” *Indicatesreportsthatcanbeprintedwithmulticurrencyinformationdisplayed.†Indicatesreportsthatcanbeassignedtonamedprinters.SeetheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration)formoreinformation. SpecifyingaGeneralLedgerreportoption Reportoptionsincludespecificationsforsortingoptionsandrangerestrictionsforaparticularreport.InordertoprintseveralGeneralLedgerreports,youmustfirstcreateareportoption.Eachreportcanhaveseveraldifferentoptionssothatyoucaneasilyprinttheinformationyouneed.Forexample,youcancreatereportoptionsfortheTrialBalanceReportthatshoweitherdetailedorsummaryinformation. Note Asinglereportoptioncan’tbeusedbymultiplereports.Ifyouwantidenticaloptionsforseveralreports,youmustcreatethemseparately. UsetheFinancialreportoptionswindowstocreatesorting,restriction,andprintingoptionsforthereportsthathavebeenincludedwithGeneralLedger. TospecifyaGeneralLedgerreportoption: OpenaFinancialreportswindow.Thereareseparatewindowsforeachreporttype. (Financial>>Reports>>Financial>>Account) (Financial>>Reports>>Financial>>Setup) (Financial>>Reports>>Financial>>FinancialStatements) (Financial>>Reports>>Financial>>Budget) (Financial>>Reports>>Financial>>Cross-Reference) (Financial>>Reports>>Financial>>TrialBalance) (Financial>>Reports>>Financial>>Deferral) SelectareportfromtheReportslist. ChooseNewtoopenthereportoptionswindow.Yourselectioninstep2determineswhichreportoptionswindowappears. Nametheoptionandenterinformationtodefinetheoption.Thenameyouchoosefortheoptionwon’tappearonthereport.Theselectionsavailablefordefiningreportoptionsvary,dependingonthereporttypeyou’veselected. Enterrangerestrictions.TheRangeslistshowstheavailableoptionsforeachreport.Theavailablerangesvary,dependingonthetypeofreport. Note Youcanenteronlyonerestrictionforeachrestrictiontype.Forinstance,youcaninsertoneaccountsegmentIDrestriction(1100to1104)andoneaccountdescriptionrestriction(Cash-OperatingAccounttoCashinBank-SouthAfrica). ChooseInserttoinserttherangeintheRestrictionsList.Toremoveanexistingrangefromthelist,selecttherangeandchooseRemove. ChooseDestinationtoselectaprintingdestination.Reportscanbeprintedtothescreen,totheprinter,toafile,ortoanycombinationoftheseoptions.IfyouselectAskEachTime,youcanselectprintingoptionseachtimeyouprintthisreportoption. Toprintthereportoptionfromthereportoptionswindow,choosePrintbeforesavingit.Ifyoudon’twanttoprinttheoptionnow,chooseSaveandclosethewindow.Thereportwindowwillberedisplayed. GeneralLedgerMicrosoftSQLServer®ReportingServicesreports YoucanviewGeneralLedgerReportingServicesreportsfromtheReportingServicesReportslist.IfyouareusingReportingServices2008,financialmetricsforyourhomepagealsoappearintheReportingServicesReportslist.YoucanaccesstheReportingServicesReportslistfromthenavigationpaneorfromanareapageintheMicrosoftDynamicsGPapplicationwindow.ThisreportlistappearsifyouspecifiedthelocationofyourReportingServicesreportsusingtheReportingToolsSetupwindow.SeeyourSystemSetupGuide(Help>>Contents>>selectSettinguptheSystem)formoreinformation. ThefollowingReportingServicesreportsareavailableforGeneralLedger. JournalEntryReportSourceCrossReference TrialBalanceDetailTrialBalanceSummary ToprintaGeneralLedgerReportingServicesreport: Inthenavigationpane,choosetheFinancialbutton,andthenchoosetheReportingServicesReportslist. MarktheGeneralLedgerreportthatyouwanttoprint. IntheActionsgroup,chooseViewtoopentheReportViewer. IntheReportViewer,selectthespecificationsforthereportandchooseViewReport. Afterviewingthereport,selectaformatandprintthereport. Part6:Utilitiesandroutines UtilitiesaretheproceduresyouneedtomaintainyourdatainGeneralLedger. Routinesarethesetsofproceduresyouneedtocompleteperiodically.YoucanusethechecklistsprovidedwithGeneralLedger,youcancustomizethosecheckliststosuityourneeds,oryoucancreateyourownchecklists. Thefollowinginformationisdiscussed: Chapter32,“Checklists,”describeshowyoucancreatecustomizedchecklistsofGeneralLedgerroutinesormodifyexistingchecklists. Chapter33,“Periodandyear-endroutines,”providesprocedurestoconsolidateandcloseaperiod,aswellascloseayear. Chapter34,“Accountutilities,”showshowtomaintainyourdatainGeneralLedger. Chapter32:Checklists YoucancreatecustomizedchecklistsofGeneralLedgerroutinesormodifyexistingchecklists.Forexample,youcansetupachecklisttoensurethatyourmonth-endreportsareprintedconsistentlyeachmonth. Checklistinformationiscontainedinthefollowingsections: UsingaGeneralLedgerchecklist Addingormodifyingachecklistitem UsingaGeneralLedgerchecklist UsetheFinancialChecklistswindowtocompleteaGeneralLedgerchecklist.Asyouselecteachstepintheroutinelist,theappropriatewindowusedtocompletethatprocedureappears.Youcanenterthenecessaryinformationinthewindow,referringtotheproceduresintheprintedmanualortotheonlinedocumentationwhenevernecessary. TouseaGeneralLedgerchecklist: OpentheFinancialChecklistswindow. (Financial>>Routines>>Financial>>Checklists) SelectafrequencyfromtheFrequencylist.Thelistoftasksappears. Selectataskinthechecklist. ChooseOpen.Theappropriatewindowopensfortheselectedtask. Performtherequiredtask,thenclosethewindow. IntheFinancialChecklistswindow,selectthenexttask. Whenyousavetheinformation,thewindowcloses,andtheFinancialChecklistswindowbecomesactive,displayingthedatetheprocedurewascompletedandtheIDoftheuserwhocompletedit. Addingormodifyingachecklistitem UsetheFinancialChecklistswindowtoaddormodifychecklistsoffinancialroutines.Youcanselectthefrequencywithwhicheachsetofroutinesshouldbecompleted.Thefollowingfrequenciesareavailable: Daily Onpayday Attheendofaperiod,month,quarter,fiscalyear,orcalendaryear Duringsetup Userdefined Toaddormodifyachecklistitem: OpentheFinancialChecklistswindow. (Financial>>Routines>>Financial>>Checklists) Selectafrequency. ChooseAddtoaddanitemorselectanitemandchooseModifytomodifyanitem.TheAdd-ModifyFinancialRoutineswindowwillopen. Entertheiteminformation. ChooseOKtosavetheinformation.TheFinancialChecklistswindowisredisplayed,whereyoucanadjustthepositionoftheiteminthechecklist. Chapter33:Periodandyear-endroutines Thispartofthedocumentationdescribesroutinesyoumaycompleteattheendofaperiodandattheendofayear.ThischapterdescribesaspreadsheetthatyoucangeneratetohelpyoumatchtransactionsinGeneralLedgerwiththecorrespondingtransactionsintheoriginalmodule.Youcanalsofindinformationtohelpyouprepareandcloseaperiodandtoprepareandcloseayear.AprocedureforprintingaVATreturnisalsoincluded. Thisinformationisdividedintothefollowingsections: ReconcilingtoGeneralLedger Understandingthereconciliationspreadsheet Consolidatingaperiod Closingaperiod Understandingclosingayear Preparingtocloseayear Closingafiscalyear PrintingaVATReturn ReconcilingtoGeneralLedger Duringnormalbusinessoperations,thousandsoftransactionscanbeprocessed.Whenworkingwiththisvolumeoftransactions,standardprocessesmightbeinadvertentlychanged,orunintendedentriesmadeandposted.Asaresult,thebalancesonaGeneralLedgertrialbalancereportmightnotmatchthecorrespondingbalanceontrialbalancereportsprintedintheoriginalmodule.Somespecificexamplesmightincludethefollowing. Atransactionispostedto—butnotthrough—GeneralLedgerandisdeletedbeforeit’spostedinGeneralLedger. AtransactionispostedtoGeneralLedger,buttheamountsarechangedbeforeit’spostedinGeneralLedger. UsetheReconciletoGLwindowtosettherestrictionsforgeneratingaMicrosoftExcelspreadsheetthatcanhelpyoumatchtransactionsinGeneralLedgerwiththeoriginaltransaction.Thisspreadsheetprovidesinformationthathelpsyouenteradjustingtransactionsthatreconcileanydiscrepancies.Forinformationabouthowtransactionsarematched,refertoUnderstandingthereconciliationspreadsheet. Transactionsaredisplayedonthespreadsheetusingthefunctionalcurrency.Tobeincludedinthespreadsheet,transactionsmustbepostedandexistineitheranOpenorHistorytable. ThereconcileroutinecanhelpyouanalyzetransactionsinGeneralLedger,butitdoesn’tchangedataautomatically,evenifunmatchedtransactionsareidentified.Adjustmentsarenotautomaticallycreatedorposted,noraretransactionsmarkedoridentifiedasbeingreconciledwithinGeneralLedger.ForinformationaboutenteringreversingorcorrectingtransactionsinGeneralLedger,refertoChapter23,“Correctingtransactions.” Usethefollowingprocedurestohelpyoureconcilethefollowingmodules: ToreconcilePayablesManagementtoGeneralLedger ToreconcileReceivablesManagementtoGeneralLedger: ToreconcileInventoryControltoGeneralLedger ToreconcileBankReconciliationtoGeneralLedger ToreconcilePayablesManagementtoGeneralLedger OpentheReconciletoGLwindow. (Financial>>Routines>>Financial>>ReconciletoGL) EnterorselecttheReconciliationnumber.ThisnumberisusedaspartofthedefaultfilenamefortheExcelspreadsheet.Youcanenterandsavetheinformationforthereconciliationandprocesslater. Enterthedateforthisreconciliation.Theuserdateisthedefaultdate. Enterthedaterangeforthetransactionstoincludeinthisreconciliation.Typically,reconcilingtoGeneralLedgerisprocessedonceamonth,buttransactionscanbereconciledmoreorlessoftendependingonthenumberoftransactionsinthemodule.ThePayablesManagementtransactionswithatransactiondatethatisonorbetweenthedaterangewillbeincludedinthereconcile. SelectPayablesManagementtoreconcilewithGeneralLedger. SelectafilelocationfortheExcelspreadsheetthatwillbecreated.Theoutputfileandlocationismodule-specific.Afterthefirsttimeyoureconcile,themostrecentlyusedlocationforPayablesManagementreconciliationswillbethedefaultlocation. ThedefaultfilenameiscreatedfortheExcelspreadsheetbyusingthemoduleabbreviation,reconciliationnumber,anddate.Thisnamecanbechanged,however,werecommendthatyouuseaconsistentnamingconventionandfolderforallreconciletoGeneralLedgerspreadsheets. EntertheaccountstousetomatchPayablesManagementtransactionstoGeneralLedgerdistributions.ThiswouldmostoftenbetheAccountsPayableorDiscountAvailableaccounts.TheaccountsthatwereonthepreviousreconciliationforPayablesManagementaredisplayed,ifthisisnotthefirstreconciliationforthismodule. ChooseProcess.Thematchingprocessbeginsandthefollowingoccurs: TransactionsfromPayablesManagementarematchedwithGeneralLedgerdistributionsusingthetransactionsourcecode,vouchernumber,postingdate,andtransactionamount.Thisprocessmaytakesometime,dependingonthenumberoftransactionsbeingprocessed. Transactionsarepotentiallymatchedifsome,butnotall,oftheinformationmatches.Forexample,ifthesourcecodeanddateforthetransactionmatchesthecodeanddateinGeneralLedger,butthetransactionamountsdon’tmatch,thetransactionsareconsideredpotentiallymatchedandwillappearinthatsectionofthespreadsheet. IfthetransactionexistsinPayablesManagementbutnotinGeneralLedgerorviceversa,thetransactionisunmatchedandwillappearintheUnmatchedsectionofthespreadsheet. ThesubledgerandGeneralLedgerbalancesarecalculatedanddisplayedinthewindow. TheExcelspreadsheetiscreatedandsavedintheoutputfilelocationthatyouspecifiedinstep6.Aftertheprocessingiscomplete,thespreadsheetwillopen. Youcanusethespreadsheettodeterminewhich,ifany,nextstepsyouneedtomake. ToreconcileReceivablesManagementtoGeneralLedger: OpentheReconciletoGLwindow. (Financial>>Routines>>Financial>>ReconciletoGL) EnterorselecttheReconciliationnumber.ThenumberisusedaspartofthedefaultfilenamefortheExcelspreadsheet.Youcanenterandsavetheinformationforthereconciliationandprocesslater. Enterthedateforthisreconciliation.Theuserdateisthedefaultdate. Enterthedaterangeforthetransactionstoincludeinthisreconciliation.Typically,reconcilingtoGeneralLedgerisprocessedonceamonth,buttransactionscanbereconciledmoreorlessoftendependingonthenumberoftransactionsinthemodule.TheReceivablesManagementtransactionswithatransactiondatethatisonorbetweenthedaterangewillbeincludedinthereconcile. SelectReceivablesManagementtoreconcilewithGeneralLedger. SelectafilelocationfortheExcelspreadsheetthatwillbecreated.Theoutputfileandlocationismodule-specific.Afterthefirsttimeyoureconcile,themostrecentlyusedlocationforReceivablesManagementreconciliationswillbethedefaultlocation. ThedefaultfilenameiscreatedfortheExcelspreadsheetusingthemoduleabbreviation,reconciliationnumber,anddate.Thisnamecanbechanged,however,werecommendthatyouuseaconsistentnamingconventionandfolderforallreconciletoGeneralLedgerspreadsheets. EntertheaccountstousetomatchReceivablesManagementtransactionstoGeneralLedgerdistributions.ThiswouldmostoftenbetheAccountsReceivableorDiscountAvailableaccounts.TheaccountsthatwereonthepreviousreconciliationforReceivablesManagementaredisplayed,ifthisisnotthefirstreconciliationforthismodule. ChooseProcess.Thematchingprocessbeginsandthefollowingoccurs: TransactionsfromReceivablesManagementarematchedwithGeneralLedgerdistributionsusingthetransactionsourcecode,documentnumber,postingdate,andtransactionamount.Thisprocessmaytakesometime,dependingonthenumberoftransactionsbeingprocessed. Transactionsarepotentiallymatchedifsome,butnotall,oftheinformationmatches.Forexample,ifthesourcecodeanddateforthetransactionmatchesthecodeanddateinGeneralLedger,butthetransactionamountsdon’tmatch,thetransactionsareconsideredpotentiallymatchedandwillappearinthatsectionofthespreadsheet. IfthetransactionexistsinReceivablesManagementbutnotinGeneralLedgerorviceversa,thetransactionisunmatchedandwillappearintheUnmatchedsectionofthespreadsheet. ThesubledgerandGeneralLedgerbalancesarecalculatedanddisplayedinthewindow. TheExcelspreadsheetiscreatedandsavedintheoutputfilelocationthatyouspecifiedinstep6.Aftertheprocessingiscomplete,thespreadsheetwillopen. Youcanusethespreadsheettodeterminewhich,ifany,nextstepsyouneedtomake. ToreconcileInventoryControltoGeneralLedger TheHistoricalInventoryTrialBalance(HITB)tableisusedtoreconcileInventorytoGeneralLedger.DependingontheversionofMicrosoftDynamicsGPyou’reusing,thistablemaynotbeincludedinyoursystem.YoumustcontactMicrosoftDynamicsGPTechnicalSupporttoseeiftheHistoricalInventoryTrialBalancereportandtheHITBInventoryResetToolfitsyourcurrentbusinessprocess. OpentheReconciletoGLwindow. (Financial>>Routines>>Financial>>ReconciletoGL) EnterorselecttheReconciliationnumber.ThisnumberisusedaspartofthedefaultfilenamefortheExcelspreadsheet.Youcanenterandsavetheinformationforthereconciliationandprocesslater. Enterthedateforthisreconciliation.Theuserdateisthedefaultdate. Enterthedaterangeforthetransactionstoincludeinthisreconciliation.Typically,reconcilingtoGeneralLedgerisprocessedonceamonth,buttransactionscanbereconciledmoreorlessoftendependingonthenumberoftransactionsinthemodule.TheInventorytransactionswithatransactiondatethatisonorbetweenthedaterangewillbeincludedinthereconcile. Note IfanydatesintherangearepriortothedateyouinstalledaversionofMicrosoftDynamicsGPthatincludesHITBorupdatedyoursystemusingtheInventoryResetTool,youwon’tbeabletoreconcileInventorytoGeneralLedger. SelectInventorytoreconcilewithGeneralLedger. SelectafilelocationfortheExcelspreadsheetthatwillbecreated.Theoutputfileandlocationismodule-specific.Afterthefirsttimeyoureconcile,themostrecentlyusedlocationforInventoryreconciliationswillbethedefaultlocation. ThedefaultfilenameiscreatedfortheExcelspreadsheetusingthemoduleabbreviation,reconciliationnumberanddate.Thisnamecanbechanged,however,werecommendthatyouuseaconsistentnamingconventionandfolderforallreconciletoGeneralLedgerspreadsheets. EntertheaccountstousetomatchInventorytransactionstoGeneralLedgerdistributions.ThiswouldmostoftenbetheInventoryaccounts.TheaccountsthatwereonthepreviousreconciliationforInventoryControlaredisplayed,ifthisisnotthefirstreconciliationforthismodule. ChooseProcess.Thematchingprocessbeginsandthefollowingoccurs: TransactionsfromInventoryarematchedwithGeneralLedgerdistributionsusingthejournalentry,transactionsourcecode,documentnumber,postingdate,andextendedcostamount.Thisprocessmaytakesometime,dependingonthenumberoftransactionsbeingprocessed. Transactionsarepotentiallymatchedifsome,butnotall,oftheinformationmatches.Forexample,ifthesourcecodeanddateforthetransactionmatchesthecodeanddateinGeneralLedger,butthetransactionamountsdon’tmatch,thetransactionsareconsideredpotentiallymatchedandwillappearinthatsectionofthespreadsheet. IfthetransactionexistsinInventorybutnotinGeneralLedgerorviceversa,thetransactionisunmatchedandwillappearintheUnmatchedsectionofthespreadsheet. ThesubledgerandGeneralLedgerbalancesarecalculatedanddisplayedinthewindow. TheExcelspreadsheetiscreatedandsavedintheoutputfilelocationthatyouspecifiedinstep6.Aftertheprocessingiscomplete,thespreadsheetwillopen. Youcanusethespreadsheettodeterminewhich,ifany,nextstepsyouneedtomake. ToreconcileBankReconciliationtoGeneralLedger OpentheReconciletoGLwindow. (Financial>>Routines>>Financial>>ReconciletoGL) EnterorselecttheReconciliationnumber.ThisnumberisusedaspartofthedefaultfilenamefortheExcelspreadsheet.Youcanenterandsavetheinformationforthereconciliationandprocesslater. Enterthedateforthisreconciliation.Theuserdateisthedefaultdate. Enterthedaterangeforthetransactionstoincludeinthisreconciliation.Typically,reconcilingtoGeneralLedgerisprocessedonceamonth,buttransactionscanbereconciledmoreorlessoftendependingonthenumberoftransactionsinthemodule.TheBankReconciliationtransactionswithatransactiondatethatisonorbetweenthedaterangewillbeincludedinthereconcile. SelectBankReconciliationtoreconcilewithGeneralLedger Selectthecheckbookthatcontainsthetransactionstoreconcile.ReconciliationinformationforBankReconciliationissavedandprocessedonacheckbook-bycheckbookbasis. SelectafilelocationfortheExcelspreadsheetthatwillbecreated.Theoutputfileandlocationismodulespecific.Afterthefirsttimeyoureconcile,themostrecentlyusedlocationforBankReconciliationreconciliationswillbethedefaultlocation. AdefaultfilenameiscreatedfortheExcelspreadsheetusingthecheckbook,reconciliationnumberanddate.Thisnamecanbechanged,however,werecommendthatyouuseaconsistentnamingconventionandfolderforallreconciletoGeneralLedgerspreadsheets. Thecashaccountforthecheckbookthatyou’rereconcilingwithGeneralLedgerappearsasadefaultaccountintheAccountlist.InBankReconciliation,eachcheckbookisassignedonlyoneaccount,therefore,onlyoneaccountshouldbeenteredinthiswindow. ChooseProcess.Thematchingprocessbeginsandthefollowingoccurs: TransactionsfromBankReconciliationarematchedwithGeneralLedgerdistributionsusingthetransactionsourcecode,documentnumber,transactiondate,andpaymentordepositamount.Thisprocessmaytakesometime,dependingonthenumberoftransactionsbeingprocessed. Transactionsarepotentiallymatchedifsome,butnotall,oftheinformationmatches.Forexample,ifthesourcecodeforthetransactionmatchesthecodeinGeneralLedger,butthetransactionamountsdon’tmatch,thetransactionsareconsideredpotentiallymatchedandwillappearinthatsectionofthespreadsheet. IfthetransactionexistsinBankReconciliationbutnotinGeneralLedgerorviceversa,thetransactionisunmatchedandwillappearintheUnmatchedsectionofthespreadsheet. ThesubledgerandGeneralLedgerbalancesarecalculatedanddisplayedinthewindow. TheExcelspreadsheetiscreatedandsavedintheoutputfilelocationthatyouspecifiedinstep7.Aftertheprocessingiscomplete,thespreadsheetwillopen. Youcanusethespreadsheettodeterminewhich,ifany,nextstepsyouneedtomake. Understandingthereconciliationspreadsheet TheExcelspreadsheetthatiscreatedthroughthereconciliationprocesscanbeusedtoidentifytheunmatchedorpotentiallymatchedtransactionstohelpyoufindthetransactionsthatyoumayneedtocorrect.Matchedtransactionswillalsobeprintedonthespreadsheetsasareference. Therearelinksfromseveralcellsonthespreadsheettotheentryorinquirywindowsintheoriginalmodule,soyoucanseedetailsthataren’tavailableonthespreadsheet. TheinformationusedtomatchtransactionswithGeneralLedgerdiffersdependingonwhichmoduleyou’rereconciling.Inaddition,somemodulesdisplayadditionalinformationonthespreadsheettohelpyouidentifythetransactionintheoriginalmodule.ThefollowingtableshowswhichfieldsareusedtomatchthecorrespondingGeneralLedgerfieldineachmodule. GeneralLedger Inventory Receivables Management Payables Management BankReconciliation TransactionDate GLPostDate PostedDate PostingDate Date JournalEntry JournalEntry Orig.Transaction TransactionSource TransactionSource TransactionSource TransactionSource Orig.Control DocumentNumber DocumentNumber VoucherNumber DocumentNumber DR/CR ExtendedCost OnAccountAmount OnAccountAmount Payment/Deposit CustomerNumber VendorID TransactionNumber DocumentNumber Type Source Number Aftertheinformationisprocessed,youwillseethreesectionsontheExcelspreadsheetthatopens. Unmatched ThissectionofthespreadsheetliststhetransactionsinwhichnofieldsinthesubledgerandGeneralLedgermatch.Thismayoccur,forexample,iftransactionsarenotpostedinGeneralLedger,orifsubledgerhistoryhasbeenremoved. PotentiallyMatched Ifsomesubledgerfields,butnotall,matchthecorrespondingfieldsinGeneralLedger,thetransactionsareconsideredPotentiallyMatchedandarelistedinthatsectionofthespreadsheet. Potentiallymatchedtransactionsmayoccurif,forexample,aReceivablesManagementtransactionisenteredandpostedbutthecorrespondingGeneralLedgertransactionisdeleted.IftheGeneralLedgertransactionisre-enteredandpostedbecausethecorrectionhasbeenmade,thetransactionamountsandpostingdatesarethesame,buttheaudittrailanddocumentnumberentrieswillbedifferent. Matched WhenallfieldsinthesubledgermatchthecorrespondingfieldsinGeneralLedger,thetransactionsareconsideredMatchedandarelistedinthatsectionofthespreadsheet. IftherearetransactionsthatarematchedthatdonothaveanentryintheGeneralLedgerOriginatingControlNumbercolumnonthespreadsheet,verifywhethertheywerepostedinsummarytoGeneralLedger.Controlnumberinformationisnotusedwhenpostinginsummary. YoumayhavemultiplesubledgertransactionsmatchedtooneGeneralLedgertransactionandviceversa.Forexample,tworeceiptsareenteredinPurchaseOrderProcessingandarepostedinsummarytoGeneralLedger.OnedistributionlineisusedtorecordtheextendedcostofthetworeceiptsintheInventoryaccountinGeneralLedger.Or,ifonereceiptisenteredinPurchaseOrderProcessingcontainingtwoitems,eachusingadifferentInventoryaccount.TwoentrieswouldbepostedinGeneralLedgerandyou’llseetwoentriesifbothaccountswereselectedtoreconcileintheReconciletoGLwindow. Additionalinformation VoidedtransactionsWhentheoriginaltransactionandthevoidedtransactionarebothwithinthedaterangeyouselected,boththeoriginalandvoidedtransactionwillappearonthespreadsheet.Thevoidedtransactionwillbeindicatedassuchwithanasterisk.However,ifthereversingentryoccursoutsideofthedaterange,theoriginaltransactionwillappearasitdidoriginally,anditwillnotbeindicatedasavoidedtransaction. BankReconciliationdepositgroupmatchingAdepositgroupismadeupofthereceiptsassociatedwithadepositrecord.Allreceiptsfoundinthegrouparedisplayedtogetheronthespreadsheet,whethermatched,potentiallymatchedorunmatched.Forexample,iftheGeneralLedgerdateofoneofthereceiptsinthedepositgroupdoesn’tmatchthereceiptdateinBankReconciliation,allreceiptsinthegrouparepotentiallymatched.Additionally,ifthesumofthereceiptsinthedepositgroupdoesnotmatchthedepositamount(andallotherfieldsarematched)thegroupisconsideredpotentiallymatchedandappearsinthatsectionofthespreadsheet. LinkstoinquirywindowsfromExcelClickanyfielddataindicatedwithcoloredtexttoopentheentryorinquirywindowdisplayingtheinformationasitwasoriginallyentered. Note Usetheproceduresinthesubledgermoduledocumentationtohelpyoumakecorrectionstoexistingtransactions. Consolidatingaperiod Consolidatingaperiodcombinesthetransactiondetailintoasinglesummarytransactionbalanceforeachaccountcarriedforwardtothenextperiod.Consolidatingisoptionalandcanbeusedifyounolongerneeddetailedinformationfortheperiodinquestion. Note Oncetheconsolidationiscomplete,thedetailedtransactionswillnolongerbeavailableforreportingorinquirypurposes.YoucannolongerposttransactionstotheperiodandasingletotalwillappearontheDetailedTrialBalanceforeachconsolidatedaccount. Ifyouareusingmultipleledgers,whenyouconsolidateaperiod,informationisconsolidatedbyreportingledger.Thismeansthataperiodtransactioniscreatedforeachreportingledgerforeachaccountthathasoneormoretransactionsassignedtoareportingledger.Notethatatransactioncanhaveonlyonereportingledger,butanaccountcanhavemultipletransactions,eachwithadifferentreportingledger. Forexample,inJune,Account1100hassixtransactionsinthebasereportingledgerandfourinthelocalreportingledger.WhentheJuneperiodisconsolidated,Account1100willhaveonetransactionforbaseandoneforlocal. Whenaperiodhasbeenconsolidated,youcanmarkitasclosedtopreventtransactionsfrombeingpostedtoit.Youalsocanclosefiscalperiodswithoutconsolidatingthemfirst.Formoreinformationaboutclosingfiscalperiods,seeClosingaperiod. Beforeconsolidatingaperiod,enterandpostalladjustingentriestocorrecttransactiondetailfortheperiodyouwanttoconsolidate.Adjustingentriesincludeallentriesthatcorrecterrorsmadeinrecordingtransactions,andjournalentriesthatassignrevenuesorexpensestotheperiodinwhichtheywereearnedorincurred.Afteryou’veenteredadjustingentries,printaneditlisttoverifytheaccuracyofthedatayou’veenteredandpostthetransactions. Youalsoshouldprintfinancialstatementsandatrialbalancebeforeandimmediatelyafterconsolidatingaperiod.Then,youcancomparethedetailedinformationprintedbeforetheconsolidationwiththesummaryinformationprintedimmediatelyafterconsolidatingaperiod.YoucansetupagroupofperiodendreportsintheFinancialGroupswindowthatcanbeusedtoprintallthefinancialstatementsandtheTrialBalanceeachtimeyouconsolidateaperiod. Note Beforeconsolidatingtheperiod,makeacompletebackupofyourcompany’saccountingdata.Ifyouhaveacurrentbackup,informationcanberestored,ifnecessary. Toconsolidateaperiod: OpenthePeriodConsolidationwindow. (Financial>>Routines>>Financial>>PeriodConsolidation) Choosewhetheryouwanttoconsolidateaperiodfromanopenyearorahistoricalyear. Enterorselecttheyearthatcontainstheperiodyouwanttoconsolidate.Youcanonlyselectayearthatcontainstransactions. Enterorselectaperiod. ChooseRangestodisplaytheAccountSegmentRangeswindow.Youcanrestrict—byaccountsegment—theaccountsthatwillbeconsolidated.Whenyou’vefinished,closetheAccountSegmentRangeswindow. Note Ifyourestricttheconsolidationprocessbyaccountsegments,yourreportsmightnotbalance.Forexample,ifyoupostacreditof$100totheCashaccountandadebitof$100totheAccountsPayableaccountinPeriod1andthenconsolidatetheCashaccountforPeriod1only,theCross-ReferenceReportbyJournalEntrywillbeoutofbalanceby$100. ChooseOKtoconsolidatetheselectedperiod. Closingaperiod UsetheFiscalPeriodsSetupwindowtomarktheperiodasbeingclosedfortheFinancialseries.Whenyoucloseaperiod,youcan’tposttransactionstotheperiod.Thisisusefulifyouwanttopreventauserfromaccidentlypostingatransactiontoaperiod.TheperiodmaybereopenedatanytimeandthetransactiondetailswillprintontheDetailedTrialBalance. Beforeclosingaperiod,enterandpostalladjustingentriestocorrecttransactiondetailsfortheperiodyouwanttoclose.Adjustingentriesincludeallentriesthatcorrecterrorsmadeinrecordingtransactions,andjournalentriesthatassignrevenuesorexpensestotheperiodinwhichtheywereearnedorincurred.Afteryou’veenteredadjustingentries,printaneditlisttoverifytheaccuracyofthedatayou’veentered. Tocloseaperiod: OpentheFiscalPeriodsSetupwindow. (Administration>>Setup>>Company>>FiscalPeriods) Enterorselectayear. Marktheperiodyouwanttoclose. Note Withintheopenandhistoricalyears,youcancloseperiodsforaMicrosoftDynamicsGPseries.Forexample,ifyouclosetheSalesseriesforthefirstperiodofanopenfiscalyear,youwon’tbeabletopostfromanytransactionentrywindowinReceivablesManagement,Invoicing,orSalesOrderProcessingtothatclosedperiod. IfyouwanttocloseindividualtransactionoriginswithineachMicrosoftDynamicsGPseries,chooseMassClosetoopentheMassCloseFiscalPeriodswindow.Forexample,ifyou’vedecidedyounolongerwanttoposttransactionsforthesaleofmerchandisetotheperiodyou’veconsolidated,youcanclosetheReceivablesTransactionEntrywindow. ChooseOKtoclosethewindowandsaveyourentries. Understandingclosingayear Closingtheyeartransfersallcurrent-yearinformationforeachaccountinthechartofaccountstoaccountandtransactionhistory(ifyou’rekeepinghistoryrecords)andpreparestheaccountingsystemforanewfiscalyear. YoucanenterGeneralLedgertransactionsforthenextfiscalyearwithoutclosingthecurrentyear,leavingfiscalyearsopenuntilalladjustingentrieshavebeenenteredandpostedtothecorrectperiods.Youcansetupandposttounlimitedopenyears. Inadditiontotransferringopen-yearamountstotransactionandaccounthistory,theyear-endclosingprocess: ReconcilesandsummarizestheGeneralLedgerbalancesthathaveaccumulatedthroughouttheyear. Transfersopen-yearprofitandlossamountstotheRetainedEarningsaccount. Zerosallprofitandlossaccountbalancesafterthey’vebeenclosedtotheRetainedEarningsaccount. Note Ifyoufindyouneedtoenteradjustmentstoaprofitandlossaccountafteryou’veclosedtheyear,thesystemwillautomaticallyupdatethecorrespondingretainedearningsaccount.Youwon'tneedtodoanythingfollowingtheadjustments. Summarizesbalancesheetaccounts,bringingthebalancesforwardastheaccounts’beginningbalancesinthenewfiscalyear. Untiltheyear-endcloseiscompletedforGeneralLedger,youwon’tgetaccuratefinancialstatementsforthenewyear.Beginningbalancesforthenewyeararenotcreateduntiltheyear-endcloseprocessiscompleted.Therefore,thefinancialstatementsforthenewyearwillreflectonlycurrentyearactivityuntiltheyear-endclosingprocessiscompleted.ThishappenswhetherthefinancialstatementsareprintedfromAdvancedFinancialAnalysisorManagementReporter. Consolidatesinformationbyreportingledger.Thismeansthatatransactioniscreatedasofthelastdayofthepreviousfiscalyearforeachaccountthathasoneormoretransactionsassignedtoareportingledger.Aretainedearningstransactioniscreatedforeachreportingledgerbasedontheconsolidationoftheprofitandlossaccounts.Notethatatransactioncanhaveonlyonereportingledger,butanaccountcanhavemultipletransactions,eachwithadifferentreportingledger. PrintstheYear-EndClosingReport. Preparingtocloseayear Beforeyoucloseayear,youmustcompletethefollowingtasks: Completemonth-endandperiod-endproceduresforallmodules,exceptGeneralLedger. Usenormalpostingprocedurestopostfinaltransactionsinallmodules,exceptGeneralLedger. Afteralltransactionshavebeenpostedsuccessfully,completeyear-endproceduresforallmodules,inthefollowingorder:Inventory,ReceivablesManagement,andPayablesManagement. Payrollyear-endproceduresareindependentofthoseinothermodulesandarealwaysperformedatthecalendaryear-end. PostfinaladjustingentriesinGeneralLedger. Ifyouneedtomakeanyadjustingentriestoallocaterevenue,expenses,ordepreciationtotheyearyou’regoingtoclose,usetheTransactionEntrywindowortheQuickJournalEntrywindowtoenteradjustingentriesinGeneralLedger. ManyoftheseadjustingentriesweremadeautomaticallyifyoumarkedthemasreversingintheTransactionEntrywindow.Entriesthatincreasedassetsorliabilitiescouldbeenteredasautomaticallyreversingsincetheywouldresultinafuturecashreceiptorpayment. Youcanclosethelastperiodofthecurrentfiscalyear. UsetheFiscalPeriodsSetupwindowtocloseanyfiscalperiodsthatarestillopenforthecurrentfiscalyear.Thiskeepstransactionsfromaccidentallybeingpostedtothewrongperiodoryear. Note Besureyou'vepostedalltransactionsfortheperiodandyearforallmodulesbeforeclosingfiscalperiods.Ifyoulaterneedtoposttransactionstoafiscalperiodyou'vealreadyclosed,you'llneedtoreturntotheFiscalPeriodsSetupwindowtoreopentheperiodbeforeyoucanpostthetransaction. YoucanprintanAccountListtoverifythepostingtypeforthepostingaccounts.ToprintanAccountList,chooseFinancial>>Reports>>Financial>>AccountstoopentheChartofAccountsReportwindowandselectAllAccountsintheReportslist.Usethisreporttoverifythatallbalancesheetandprofitandlossaccountshavethecorrectpostingtype.Thepostingtypeisusedtodeterminewhichpostingaccountsshouldbeclosedtoretainedearningsandwhichaccountsshouldhavethebalancebroughtforwardtothenextyear. Ifthepostingtypeisincorrectforanaccount,youcanchangeitintheAccountMaintenancewindow(Financial>>Cards>>Financial>>Account)beforeclosingtheyear. Ifyouwanttokeephistoricalrecords,verifythatMaintainHistoryforAccountsandforTransactionsaremarkedintheGeneralLedgerSetupwindow(Financial>>Setup>>Financial>>GeneralLedger).Ifyoumaintainaccounthistory,youcanprintfinancialstatementsandcalculatebudgetsfromhistoricalyears.Ifyoumaintaintransactionhistory,youcandrilldowntotransactiondetailandprinthistoricaldetailtrialbalances. Iftheseboxesaren’tmarked,thetransactionoraccountinformationfortheyearwillbedeletedoncetheyearendcloseprocessiscompleted. ChecklinksforallFinancialtables. Backupyourcompanydata. UsetheTrialBalanceReportwindowtoprintayear-enddetailedtrialbalance. Note Besureyou'vepostedalltransactionsfortheperiodandyearforallmodulesbeforeprintingtheDetailedTrialBalance.Ifyoulaterneedtoposttransactions,youshouldprintanewDetailedTrialBalance. Printanyyear-endfinancialstatementsrequired. Setupanewfiscalyear. Beforeyoucanperformayear-endclosing,anewfiscalyearmustbesetupusingtheFiscalPeriodsSetupwindow.Forexample,ifyou’reclosing2004,besurethat2005hasbeencreated. Closingafiscalyear UsetheYear-EndClosingwindowtocloseayearandpreparetheaccountingsystemforanewfiscalyear. Afteryoucloseayear,youcancontinuetoposttransactionswithintheyearaslongastheyearremainsthemostrecenthistoricalyearandaslongastheperiodyou’repostingtransactionswithinhasn’tbeenmarkedclosedintheFiscalPeriodsSetupwindow(Administration>>Setup>>Company>>FiscalPeriods).Historicalyearsincludeyearsthathavebeenclosedusingthefiscalyear-endclosingroutine,andalsoyearsforwhichtheHistoricalYearoptionhasbeenmarkedintheFiscalPeriodsSetupwindow. SeetheSystemSetupinstructions(Help>>Contents>>selectSettingUptheSystem)formoreinformationaboutusingtheFiscalPeriodsSetupwindow. Postingtoanhistoricalyearisusefulifyouhavetoenterauditadjustmentsafteryouhaveclosedtheyear.SeePostingtoahistoricalyearformoreinformation. Tocloseafiscalyear: OpentheYear-EndClosingwindow. (Financial>>Routines>>Financial>>YearEndClosing) Enterorselectaretainedearningsaccounttowhichtheyear’sprofitorlosswillbeclosed.Ifyouareclosingtodivisionalretainedearnings,enterorselectoneofthedivisionalretainedearningsaccounts. Enterastartingjournalentrythatwillbeusedasthefirstjournalentrynumberinthenextfiscalyear. MarktheRemoveUnusedSegmentNumbersoptiontoautomaticallyremoveaccountsegmentnumbersthatarenotusedinanyaccount. Specifyhowtohandleinactiveaccountswithzerobalancesduringtheyear-endclose. Tokeepinactiveaccountswithzerobalancesthathavebudgetamounts,markMaintainInactiveAccounts,andthenselectWithBudgetAmounts.Inactiveaccountswithzerobalancesandnobudgetamountswillbedeletedduringtheyear-endclose. Tokeepallinactiveaccountswithzerobalances,markMaintainInactiveAccounts,andthenselectAllInactiveAccounts. Todeleteallinactiveaccountswithzerobalances,unmarkMaintainInactiveAccounts. ChooseCloseYeartobegintheclosingprocess. AstatusbarintheYear-EndClosingwindowappears,displayingthestepsthatarecompleted. Step Description Step1 Transactionsandtheretainedearningsaccountareverified. Step2 Accountbalancesareverified. Step3 Fiscalyearinformationisverified.Postingnumbersandtransactionsarereconciled. Step4 Beginningbalancesbroughtforwardandretainingearningsarecreatedanddistributionsaremovedtohistory. Step5 Divisionalretainedearningsaccountisclosed. Step6 Postingnumbersusedduringtheyear-endcloseareupdated. Step7 Thepreviousyearisremovedfromtheaccountsummary. Note Step3andstep4maytakealongtimetocomplete.Don’ttrytocloseMicrosoftDynamicsGPorrestartthecomputer.Lettheprocesscontinue. Whenclosingiscomplete,theYear-EndClosingReportisprinted.Thisreportliststheaccountsthathavebeenclosedandthetransactionscreatedtoclosethem.TheYear-EndClosingReportispartoftheaudittrailandshouldbesavedwithyourcompany’spermanentrecords. Note Youshouldnotcompletestep6untilyou'resurethatadjustingtransactionswon’tbeneededfortheyear. YoucancloseallfiscalperiodsforallseriesusingtheFiscalPeriodsSetupwindow. Thisstepwillpreventtransactionsfrombeingpostedfromanymoduletoanyperiodintheyearyouclosed.Onceaperiodhasbeenmarkedasclosed,youcan’tposttransactionstoit,unlessitisreopenedintheFiscalPeriodsSetupwindow. AdjustbudgetfiguresforthenewyearusingtheBudgetMaintenanceorSingleAccountBudgetMaintenancewindowsandprintfinancialstatements. Afterclosingtheyear,updateallTrialBalanceandCross-Referencereportoptionsifyouwanttoprintthemforanotheropenyear. Note Afteryoufinishclosingayear,makeacompletebackupofyourcompany’saccountingdata. PrintingaVATReturn UsetheVATReturnwindowtoprintVATreportsyoumustsubmittothegovernment.YoucanprintsummaryanddetailedVATinformationforaspecifiedperiod.YoucansaveVATreportIDsandreprintreportsatalatertime. ToprintaVATReturn: OpentheVATReturnwindow. (Administration>>Routines>>Company>>VATReturn) EnterorselectaVATreportIDanddescription. Enterstartingandendingdatesforthereport. EachVATReportIDyoucreatemusthaveauniquestartingdate.Youcan’tusethesamestartingdateonmorethanonereportID. ChooseCalculate.VATReturninformationisdisplayedintheVATReturnwindow. Tosavethereport,chooseSave.YoumustcalculateVATinformationbeforeyoucansavethereportID. Toprintthereport,choosePrint.TheVATReturnPrintOptionswindowwillopen.Markthereportsyouwanttoprint.Youcanprintsummary,detail,taxdetail,orexceptionreports. ChoosePrint.AReportDestinationwindowwillappear,whereyoucanselecttoprinttoafile,tothescreen,ortoaprinter. Chapter34:Accountutilities Thefollowingproceduresremovehistoricaldatafromyoursystem,sobesuretobackupyouraccountingdatabeforeperforminganyoftheseprocedures. Thisinformationisdividedintothefollowingsections: Reconcilingfinancialdata Removingorprintinghistory Archivingmatchedtransactions Checkinglinksfordeferralrecords Reconcilingfinancialdata UsetheReconcileFinancialInformationwindowtoresetaccounttotalsinthechartofaccountssotheymatchthepostedtransactionamounts.ReconcilinganopenyearensuresthatamountsonthefinancialstatementsarethesameasthetotalsprintedontheDetailedTrialBalance.Reconcilingrecalculatesaccountsummaryamountsfortheopenperiods. Youalsocanreconcileaccountbalancesforahistoricalyear,ifyou’rekeepingbothaccountandtransactionhistory.Thiscanbeusefulforcomparinghistorical-yearamountstoopen-yeartotalsandbudgetamounts.Forexample,reconcilingahistoricalyearisvaluableifyouraccountingperiodsforahistoricalyearandanopenyeararesetupdifferently.Byreconcilingaccounts,youcanredistributehistorical-yeartransactionstoperiodsthatparalleltheopenyear;transactionsaredistributedaccordingtotheirpostingdates.Then,youcouldcomparehistoricalyearandopen-yearamounts. Note Beforereconcilingaccounts,backupallyourcompany’saccountingdata.Formoreinformationaboutmakingbackups,refertotheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration). Toreconcilefinancialdata: OpentheReconcileFinancialInformationwindow. (Financial>>Utilities>>Financial>>Reconcile) Youcanindicateifallallocationaccountsshouldbereconciled. Ifyoureconcileallocationaccounts,thesystemverifiesthevalidityofallallocationaccounts,distributionandbreakdownaccounts,andaccounttypes.Iftheallocationaccountscontainerrors,theReconcileReportisprinted.Thereconciliationprocessdoesn'tcorrectallocationaccounterrors,youmustenterthosecorrectionsmanually. Selectayeartoreconcile. Youcanreconcileeitheranopenyearorahistoricalyearthatcontainstransactions.Youmustbemaintainingbothaccounthistoryandtransactionhistorytoreconcilerecordsforahistoricalyear. Indicatewhetheryouwanttoreconcilebatches. Ifyoureconcilebatches,thesystemverifiesthatalltheidentifyinginformationfortheunpostedbatchesiscorrect.Ifyoureconcilebatchesandidentifyingrecordsareadded,theReconcileReportisprinted. ChoosePostingNumberstoopentheReconcilePostingNumberswindow,whereyoucanreconcilepostingnumberssothatnogapsinthepostingnumbersequenceexist. ThePostingNumbersbuttonsappearsonlyifyouhavemarkedtheEnablePostingNumbersinGeneralLedgeroptionintheCompanySetupOptionswindow.SequentialpostingnumbersarealegalrequirementinsomeEuropeancountries. ChooseReconciletoreconcileaccounttotals,batchinformation,orboth. Removingorprintinghistory UsetheRemoveHistorywindowtoremoverangesofaccountortransactionhistorythatarenolongeruseful.Ifyou’rekeepingaccountandtransactionhistory,thoserecordscanbemaintainedforhistoricalyears.Whenyouclosetheyear,thesystemtransferstherecordsfortheyearbeingclosed,thencreatesnewhistoryrecords. TransactionhistoryisarecordofallGeneralLedgertransactionstransferredfromanopenyeartohistoryduringtheyear-endclosingprocess.Accounthistoryisarecordofthebeginningandperiodbalancesforthehistoricalyearforallaccountsinthechartofaccounts. Afterremovinghistory,youwon’tbeabletoprinttheTransactionandAccountHistoryreportsorreprintsourcedocumentreportsforthedatesoraccountrangesthatyou’veremoved. Note Beforeremovinghistory,backupyourcompany’saccountingdata.FormoreinformationaboutmakingbackupsinMicrosoftDynamicsGP,seetheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration). Toremoveorprinthistory: OpentheRemoveHistorywindow. (Financial>>Utilities>>Financial>>RemoveHistory) Indicatewhethertoremoveorprinttransactionandaccounthistories. Ifyou’vedecidedtoremovetransactionhistory,marktheRemoveoption.IfyoumarkPrint,theTransactionHistoryReportisprintedfortherangeofaccountsyou’llspecifylaterinthisprocedure. Toremoveaccounthistory,marktheappropriateoptionandchoosetoprintthisinformationontheAccountHistoryReport.Thereportsyou’veselectedwillbeprintedwhentheprocedureiscompleted. Note YoucanprinttheAccountHistoryReportorTransactionHistoryReportwithoutremovinghistory.Todoso,markonlythePrintoptionsandchooseProcess. Selectayearforwhichyouwanttoremovehistoryandselectarangeofinformationtoremove.Youwillbeabletoselectonlyayearthatcontainstransactions. YoucanremovealltransactionsandaccountbalancesfromtheselectedyearbymarkingAll.Ifyoudon’twanttoremoveallrecords,youcanremovearangeoftransactionsbyperiodordate.Ifyou’reremovingaccounthistory,selectperiodrangesinceaccounthistoryiskeptperiod-by-period. Ifyouselecttoremovebothaccountandtransactionhistoryandenteraperiodordaterange,accounthistoryfortheentireyearwillberemoved.However,transactionhistorywillberemovedonlyforthedaterangeyou’veentered.Toremovebothaccountandtransactionhistoryforarangeofdates,werecommendyoucompletetheprocedureforeachtypeofhistoryseparately. Enterabeginningandanendingperiod,orabeginningandanendingdate,ifyou’veselectedtoremovehistoryforaperiodordaterange. ChooseRangestoopentheAccountSegmentRangeswindowtoentertheaccountsegmentsforwhichhistorywillberemoved.Whenyou’veenteredtheappropriaterestrictionsintheRestrictionslist,chooseOKtoclosetheAccountSegmentRangeswindow. ChooseProcessintheRemoveHistorywindowtoremovehistory. Archivingmatchedtransactions UsetheArchiveMatchedTransactionswindowtomovetransactiondistributionlinkstohistory.Youcanstillviewthehistoricallinksininquiriesandreports,butyouwon’tbeabletomodifythem. Toarchivematchedtransactions: OpentheArchiveMatchedTransactionswindow. (Financial>>Utilities>>Financial>>ArchiveMatchedTransactions) Marktheoptiontoarchivelinksandenterthearchivedate.Transactiondistributionlinkswithadatepriortothisdatewillbemovedtohistory. Indicatewhetheryouwanttomovelinkswithazerobalancetohistory. ChooseOK. Checkinglinksfordeferralrecords UsetheDeferralCheckLinkswindowtoverifythatyourtransactiondistributiondeferraldataisaccurate.Checkinglinksexaminesasetofrecordsandcomparesthemtorelatedinformation. Tochecklinksfordeferralrecords: OpentheDeferralCheckLinkswindow. (MicrosoftDynamicsGPmenu>>Maintenance>>DeferralCheckLinks) SelecteachtableyouwanttochecklinksforandchooseInsert. ChooseOK. AdditionalFunctionalityaddedtoGeneralLedger Toreviewdetailedinformationabouteachfeature,choosetherelevantlinkbelow. WebClientExcelCopyandPasteGeneralLedgerJournal Thiswasoneofthemostrequestedfeaturesfromthecustomercommunity,andbecauseofthecomplexityoftheWebClient,ittooksometimebeforeitbecameavailable,butit'sfinallyhere. Withthenewrelease(18.2),youcannowimportjournalentrylinesfromanexcelfileusingthePastebuttononthemenubaroftheGeneralLedgerTransactionEntrywindow.Justlikethedesktopclient,theformatofthedatainyourexcelfileisthesamewiththeexceptionthatyoumustnothaveaheaderlineonyourfile.Intheexampleintheblogpostthatislinkedtoabove,thefirstrowcontainsheadersthatdescribeeachcolumn. DisplayuserwhopostedonJournalEntryInquiry HaveyoueverwonderedwhopostedanoutoftheordinaryJournalEntrytransaction,andthenyouhadtoaskyourITtolookattheSQLtablestofindoutwhoitwas?Well,notanymoreintheGeneralLedgerwith18.2. TheJournalEntryInquiryandTransactionEntryZoomwillbothnowdisplaytheuserwhopostedthetransactionintheGeneralLedger.InpreviousversionsSQL,SmartList,oracustomreportwouldhavebeenrequiredtodisplaythisinformation. ThenewUserWhoPostedfieldwilldisplaythedatafromtheUSWHPSTDcolumnintheGL20000forcurrentyeartransactions,orGL30000forhistoricyeartransactions. GotoInquiry,pointtoFinancial,andthenchooseJournalEntryInquiry. TransactionLevelPostThroughGeneralLedger WiththereleaseofDynamicsGP2018R2,userscannow'PostThroughGeneralLedger'atthetransactionlevelinseveralwindows.InpreviousversionsofDynamicsGP,usershavetheoptionto'PostThroughGL'fortransactionsthataresavedtobatchesonly(exceptforBankReconciliation).Inpreviousversions,anytransactionpostedfromasub-modulethatwasnotsavedtoabatchwouldautomaticallycreateabatch'waitingtobeposted'inGeneralLedger. GeneralLedgerAccountWorkflowApproval InDynamicsGP2018,wehaveanewworkflow,GeneralLedgerAccountApprovalwhichprovidesanapprovalprocessforaddingoreditingpostingaccounts.Ifanaccountispendingapprovalorrejectedthenitcannotbepostedagainst. ToaccesstheWorkflowMaintenance,fromtheAdministrationnavigationpane,underSetup,chooseCompany,expandWorkflow,chooseWorkflowMaintenance,andthenselectFinancialfromthedropdown. Glossary Accountcategories GeneralLedgerprovidesaccountcategoriesthatareusedforgroupingaccountsonfinancialstatements.Accountcategoriesalsocanbeusedasasortingmethodforviewingthechartofaccounts.ExamplesofaccountcategoriesincludeCash,ShortTermInvestments,andNotesReceivable. Accounthistory Arecordofsummarizedaccountbalancesforhistoricalyears. Accountsegment Aportionoftheaccountformatthatcanbeusedtorepresentaspecificaspectofabusiness.Forexample,accountscanbedividedintosegmentsthatrepresentbusinesslocations,divisions,orprofitcenters. Accountsegmentnumber Anumberthatrepresentsaparticularareaofabusinessoranaccountcategory.Usingaccount01-200-1100,forexample,accountsegmentnumber01mightrepresentaparticularsite,200mightrepresentadepartmentlocatedatthatsite,and1100mightrepresenttheCashaccountforthatsiteandthatdepartment.DescriptionscanbeenteredforeachaccountsegmentnumberandappearonGeneralLedgerreports. Accrualbasisaccounting Thereportingofallaccountingactivityintheperiodinwhichitoccurs,regardlessofwhethercashhasbeenpaidorreceived. Accruedexpense Anexpensethatincreasesfromdaytoday,butisrecordedonlywhencashispaid.SalaryExpenseisanexampleofanaccruedexpense,becausetheamountacompanyowesincreasesdailybutcashpaymentscommonlyaremadeonabiweeklyormonthlybasis.SeealsoAccruedliability. Accruedliability Anaccruedexpensethatremainsunpaidattheendofanaccountingperiod.SeealsoAccruedexpense. Accruedrevenue Revenuereceivedduringanaccountingperiodthathasn'tbeenrecordedattheendofanaccountingperiod.Insuchcases,therevenueshouldberecordedbydebitinganassetaccountandcreditingarevenueaccount. Accumulateddepreciationaccount Anassetaccountusedtorecordanasset'stotaldepreciationtodate. Adjustingentries End-of-periodjournalentriesthatassignrevenuesandexpensestotheperiodinwhichtheywereearnedandincurred.Adjustingentriesalsocanbeusedtocorrecterrorsinrecordingtransactions.##Alertmessage Amessagethatappearswheninappropriate,inadequate,oruncleardataorinstructionsareissued,whendataisnotaccessible,orwhenaconfirmationissought.AdditionalinformationaboutsomealertmessagesandtheircausescanbeviewedbychoosingtheHelpbuttoninthealertmessagedialogbox. Allocationaccount Anaccountthatisusedtodistributepercentagesofasingletransactiontoseveralotheraccounts.Forexample,anallocationaccountcanbeusedtodistributerentexpensetoeachofthesitesaffectedbytheexpense. Audittrail Aseriesofpermanentrecordsusedtotrackatransactiontothepointwhereitwasoriginallyenteredintheaccountingsystem.Theaudittrailcanbeusedtoverifytheaccuracyoffinancialstatementsbyoutsideaccountantsorauditors. Audittrailcode AseriesofalphanumericcharactersprovidingapreciserecordofeachtransactionandwhereithasbeenpostedwithinMicrosoftDynamicsGP. Backgroundprocessing Aprocessingsystemthatallowsuserstocontinueworkingwhiletransactionsarepostingorreportsareprinting. Batch Agroupoftransactionsidentifiedbyauniquenameornumber.Batchesareusedincomputerizedaccountingtoconvenientlygrouptransactions,bothforidentificationpurposesandtospeedupthepostingprocess. Batchcontrols Valuesforboththenumberoftransactionsinabatchandthetotalcurrencyamountofthebatch.Astransactionsareentered,theactualtotalsaredisplayed.Thesetotalscanbeverifiedperiodicallyastransactionsareenteredtoensuretherequirednumberandamountoftransactionsmatchtheactualnumberandamountthatwasentered. Batchfrequency AselectionintheBatchEntrywindowthatdetermineshowoftenarecurringbatchwillbeposted,suchasweekly,monthly,orquarterly.SeealsoRecurringbatch. Batchposting Apostingmethodthatallowstransactionstobesavedinbatchesandpostthebatchwheneverconvenient.Therearethreetypesofbatch-levelposting:batchposting,seriesposting,andmasterposting. Breakdownaccounts Accountswhosebalancesareusedtodeterminethepercentagesthatwillbepostedtothedistributionaccountsassignedtoavariableallocationaccount. Chartofaccounts Alistofallaccountsthatabusinessmaintainsinitsgeneralledger. Chartofaccountsreports AGeneralLedgerreporttypefromwhichreportoptionscanbecreatedforanAccountsList,PostingAccountsList,UnitAccountsList,FixedAllocationAccountsList,VariableAllocationAccountsList,andCategoryList. Clearingtransaction Transactionusedtotransferthebalanceofanaccounttoanotheraccountwithoutdeletingtheaccount.Clearingtransactionsarealsousefulwhenaccountsareobsolete,butcan’tbedeletedbecausetheyhavecurrent-yearactivitythatshouldappearonthefinancialstatements. Closingentries Entriesmadetocloseandcleartemporaryaccounts,suchasanIncomeSummaryaccount.TheeffectofaclosingentryisanetincreaseoranetdecreasetotheRetainedEarningsaccount. Comma-delimitedfields AstandardASCII,orcharacter,fileformatusedwhenexportingareportsothatitcanbereadbyprogramsthatusethisformat. Cross-referencereports AGeneralLedgerreporttypefromwhichreportoptionscanbecreatedforcrossreferencereportsbysourcedocument,audittrailcode,orjournalentrynumber.Thecross-referencereportsareusedtotracetheaudittrailofacompany'stransactionactivity. Currencysymbol Thesymbolthathasbeenselectedtodesignatecurrencyamountsonreports.Mostinformationabouthowcurrencyamountsaredisplayedcanbespecifiedintheoperatingsystemdocumentation. Defaultvalue Avaluethatisdisplayedinawindowautomatically,andthatwillbeusedunlessadifferentvalueisentered. Deferral Delayingtherecognitionofrevenueorexpense.Usually,deferredrevenueorexpenseisrecognizedatspecificintervalsoveraperiodoftime.Forexample,acustomermaymakeasinglepaymentforayearlyservicecontract,andaportionoftherevenueisrecognizedeachmonth. Department Abusinessdivisionthatincurscostsand/orgeneratesrevenue.InGeneralLedger,anaccountsegmentcanbeusedtoidentifyadepartmentordivisionofabusiness. Detailedreport Areportthatdisplaysdetailedtransactioninformationforeachaccount. Distributionaccounting Thepracticeofallocatingtransactionstotheirdepartmentsoforigin. Distributionaccounts Accountsassignedtoafixedorvariableallocationaccountthatwillreceiveapercentageoftransactionamountswhenthejournalentryisposted. Divisionalretainedearningsaccounts Twoormoreaccountsamongwhichthenetincomeornetlossamounthasbeendivided. Double-entryaccounting Anaccountingprocesswherebyequalcreditanddebitamountsareenteredforeachtransaction. Editlist Alistoftransactionsinanunpostedbatchthatcanbeprintedtoverifytheaccuracyoftransactionsbeforeposting.EditlistscanbeprintedfromtheBatchEntrywindoworanytransactionentrywindowaslongasabatchIDhasbeenentered. Financialseries AgroupofMicrosoftDynamicsGPmodulesincludingGeneralLedgerwithAdvancedFinancialAnalysisandothermodulesinwhichtransactioninformationfromothermodulesiscollectedandmaintained. Financialstatements InGeneralLedger,atermthatreferscollectivelytotheBalanceSheet,ProfitandLossStatement,StatementofCashFlows,andStatementofRetainedEarnings. Financingsection ThesectionofaStatementofCashFlowsthatincludestransactionamountsforobtainingresourcesforownersandprovidingthemwithareturnontheirinvestments,alongwithobtainingresourcesfromcreditorsandrepayingtheamountsborrowed. Fiscalperiod Divisionofthefiscalyear,usuallymonthly,quarterly,orsemiannually,whentransactioninformationissummarizedandfinancialstatementsareprepared. Fiscalyear Anaccountingcyclecomposedofupto54consecutiveperiods,spanningthenumberofdaysinayear.Thefiscalyearmayalsobereferredtoasafinancialyear. Fixedallocationaccount Accountsusedtodistributespecifiedpercentagesofasingletransactionamongseveraldistributionaccounts. Fixedallocationretainedearningsaccount Accountsusedtodistributespecifiedpercentagesofretainedearningsamongseveraldistributionaccounts. Groupprinting Creatingandprintingreportoptionsingroups.Forexample,areportgroupcouldbeusedtoprintallthefinancialstatementsandtheTrialBalancebeforeclosingamonth,quarter,orfiscalyear. HTMLfile Afileformatthatallowsyoutoplacefinancialinformationonyourcompany’sintranetorwebsite. Inquiry Afeaturethatallowsuserstoviewinformationforopenandhistoricalyears. Investingsection ThesectionofaStatementofCashFlowsthatincludesamountsfortransactionsinvolvinglendingmoneyandcollectingontheloans,acquiringandsellinginvestments,andacquiringandsellingpropertyandequipment. Journalentry Atransactionrecordedinaformalizedmannerbyenteringanaccountanddebitandcreditamounts. Lookupwindow Awindowthatdisplaysalistofaccounts,customers,jobs,orotheritemsintheMicrosoftDynamicsGPsystem.Lookupwindowsforaspecificfieldaredisplayedbychoosingthelookupbuttonnexttothefield. Macro Aseriesofactionsperformedwithinanapplicationthathavebeenrecordedforplaybackatanothertime.Macroscanbeusedtoautomaterepeatedtasks,suchasmonth-endproceduresorprintingreports. Mainsegment Thesegmentofpostingaccountsthathasbeendesignatedasthesortingoptionforaccountsonfinancialstatements.Typically,themainsegmentisusedtoindicatewhethertheaccountisanasset,liability,owners’equity,revenue,orexpenseaccount. Massmodify Aprocessinwhichrangesofaccountsarecopied,moved,deleted,orinactivated. Masterposting Apostingprocessinwhichmarkedbatchesfromdifferentseriescanbepostedsimultaneously. Module AgroupofMicrosoftDynamicsGPapplicationsthatcanbeusedtoperformaspecificsetoftasks.Modulesarecombinedtoformaseries.Forexample,theGeneralLedgerwithAdvancedFinancialAnalysisisamemberoftheFinancialseries.SeealsoSeries. Netincome/losssource TheProfitandLossStatementusedtocalculatethenetincome/lossonanotherfinancialstatement. Offsetaccount Indouble-entryaccounting,thesecondaccountusedtobalanceatransaction,makingdebitsequalcredits. Operatingsection ThesectionofaStatementofCashFlowsthatincludestransactionamountsforacquiring,selling,anddeliveringgoodsforsale,alongwithprovidingservices. Origin AtransactionwindowwithinaspecificMicrosoftDynamicsGPmodule.Certainoptions,suchasverifyingbatchcontrolsandclosingfiscalperiods,canbeselectedforeachtransactionorigin.Also,thetransactionoriginwillappearaspartoftheaudittrailcodeonallpostingreportsinMicrosoftDynamicsGP. Password Acombinationofdistinct,user-definedcharactersusedtogainaccesstotheMicrosoftDynamicsGPsystemortoaselectedapplicationwithinMicrosoftDynamicsGP. Periodconsolidation Aprocedurethatwilltotaltransactiondetailintoasinglesummaryamounttobecarriedforwardtothenextperiod.Thisprocedureisoptional,andcanbeusedifdetailedinformationisnolongerneededforaspecificperiod. Posting Aproceduretomaketemporarytransactionsapartofabusiness’spermanentrecords;toupdateaccountsbytransactionamounts.Inmanualaccounting,postingtransfersjournalentriestotheproperaccountsinageneralledger. Postingaccount Afinancialaccountthattracksassets,liabilities,revenue,orexpenses.Theseaccountswillappearonthefinancialstatementsandotherreportscreatedinthefinancialseries. Postingjournal Areportprintedfollowingthepostingprocessthatshowsthedetailforeachtransactionthathasbeenposted.Postingjournalsalsoincludetheaudittrailcode,whichisapreciserecordofwhereeachtransactionhasbeenpostedwithinMicrosoftDynamicsGP. Priorperiodadjustment Anadjustmentforanerrorthatwasnotdiscoveredduringthefiscalperiodinwhichitoccurred. Priorperiodadjustmentsshouldbereportedasanadjustmenttotheretainedearningsbalanceatthebeginningoftheperiodinwhichthecorrectionwasmade. Profitandlossaccount Revenueorexpenseaccountswhosebalances–whichdeterminethenetincomeornetlossfortheyear–willbetransferredtoaretainedearningsaccountattheendofafiscalyear. ProfitandLossStatement Afinancialstatementshowingrevenueearnedbyabusiness,theexpensesincurredinearningthatrevenue,andtheresultingnetincomeornetloss. Quickfinancialsetup Amethodofcreatingfinancialstatementlayouts.Oncethelayoutshavebeencreated,theycanbeusedtocreatereportoptions. Quickjournal AGeneralLedgerjournalthatcanbeusedtospeeddataentryforroutinelyrecordedtransactions.Alltheaccountstypicallyusedinaparticularquickjournalareselectedwhenthequickjournalissetup;asaresult,onlyamountsmustbeenteredwhentransactionsarerecorded. Ratio Thequotientwhenoneamountisdividedbyanother,suchaswhenthebalanceinacolumnisdividedbythebalanceofaunitaccount. Reconciling AprocedureusedtorecalculateaccounttotalsintheChartofAccountssothey'llmatchtransactionamountsthathavebeenposted. Record Acollectionofrelatedfieldswithinatable.Recordstypicallycomprisemostorallofthedataenteredinthefieldsinagivenwindow.Forinstance,alltheinformationenteredaboutaspecificaccountintheAccountMaintenancewindowmakesupasinglerecord.AsingletransactionenteredintheTransactionEntrywindowalsoconstitutesarecord. Recurringbatch Abatchthatwillbepostedrepeatedly,accordingtotheselectedfrequency.Anexampleofarecurringbatchwouldbeonetorecordmonthlyrentexpense.InAustraliaandNewZealand,transactionsenteredinarecurringbatcharereferredtoasstandingtransactions. Removinghistory Aprocedureusedtoeraserangesofaccountortransactionhistory.Removinghistorywillremoverangesofhistorythatarenolongeruseful,makingadditionalharddiskspaceavailable. Reportoption Acollectionofentriesthatspecifytheamountofinformationorthetypeofinformationthatwillappearonareport.Multiplereportoptionscanbecreated. Retainedearnings Thebalanceoftheowners’equitythatisbeingretainedinthebusinessorcorporation. Retainedearningsaccount(s) Account(s)towhichthebalancesofcurrentyearprofitandlossaccountswillbetransferredduringtheyear-endclosing. Reversingentry Atransactionthatreversesthedebitandcreditentriesofapreviouslypostedadjustingentry.Reversingentriesalsocanbeusedtocorrectanerroneoustransactionthatalreadyhasbeenposted. Sampledata DatathatcanbeusedtopracticeMicrosoftDynamicsGPproceduresbyenteringtheinformationlistedintheonlinelessons.Sampledatacanbeaccessedusingthelessoncompany. Series AgroupofMicrosoftDynamicsGPmodulesthatformaninterrelatedsetofapplications.TheFinancialseries,forexample,containsGeneralLedger,AdvancedFinancialAnalysis,andothermodulesthatcollectandanalyzetransactioninformationfromothermodules. Seriesposting Apostingprocessinwhichmarkedbatchesfromthesameseriescanbepostedsimultaneously. Setupreports AGeneralLedgerreporttypethatcanbeusedtocreatereportoptionsforanAccountCategoryList,AccountSegmentList,SetupList,andQuickJournalSetupList.TheinformationonthesereportsisenteredwhentheGeneralLedgermoduleissetupinitially. Setuproutine Aseriesofproceduresthatcanbeusedtoopenthewindowswhereoptionsanddefaultsforaspecificmodulearemodifiedorsetup. Single-usebatch Abatchthatiscreated,postedonceandthendeletedfromthesystemautomatically. Sorting Amethodofarrangingdatabasedontheorderofspecifiedinformation.Forexample,recordssortedbyclasswouldlistallrecordswithinaclassbeforemovingtorecordsinthenextclass. Sortingsegment SegmentsofpostingaccountsthatcanbeusedforMicrosoftDynamicsGPreports.Sixteensortingsegmentscanbeused:sevenarepredefinedandtheremainingninecanbeselectedbytheuser. Sourcedocumentcode Acodethatidentifiesthetypeofjournalorentrythatcanbeexaminedformoreinformationaboutaspecifictransaction.Forexample,thesourcedocumentcode,GJ,couldbeusedforgeneraljournalentries,whileBBALcouldbeusedforbeginningbalanceentries. StatementofCashFlows Afinancialstatementthatprovidesinformationaboutthecashreceiptsandcashpaymentsofabusinessoveraspecifiedperiodoftime.ThesystemusestheindirectmethodforcalculatingandprintingtheStatementofCashFlows.Thismethodindirectlyreportstheamountofnetcashflowfromoperatingactivitiesbyreconcilingnetincometonetcashflow. StatementofRetainedEarnings Afinancialstatementthatprovidesananalysisofretainedearnings,includingnetincome,declareddividends,andtheendingbalanceoftheretainedearningsaccountfortheperiodbeingreported. Subsidiaryledger AgroupofaccountsotherthanGeneralLedgeraccountsthatshowthedetailsunderlyingthebalanceofacontrollingaccountintheGeneralLedger.Examplesofsubsidiaryledgersarecustomeraccountsandvendoraccounts. Summarizedreport Areportwheretheamountsfromanaccountrangeorcategoryareprintedinasingleline.SeealsoDetailedreport. Tab-delimitedfields Atab-separatedASCIIcharacterfileformatusedwhenexportingareportsothatitcanbereadbyprogramsthatusethisformat. Text-onlyformat Afileformatthatsavesreportsastextwithoutformatting.ThisformatisusedwhenexportingreportstoapplicationsthatareunabletoreadotherformatsavailableinMicrosoftDynamicsGP. Transaction Aneventorconditionthatisrecordedinasset,liability,expense,revenue,and/orequityaccounts.Salestocustomersorpurchasesfromvendorsareexamplesoftransactions. Transactionhistory Arecordoftransactionsforahistoricalyear. Transactionmatching Theprocessoflinkingrelatedtransactiondistributionsfromdifferentjournalentries.Forexample,youcanlinkperiod-endadjustingentriestotheoriginaltransactions,orlinkasetoftransactionsassociatedwithaproject. Transaction-levelposting Apostingmethodinwhichtransactionscanbeenteredandpostedwithouthavingtocreateabatch.Alsoknownasreal-timeposting.SeealsoBatchposting. Trialbalancereports AGeneralLedgerreporttypefromwhichreportoptionsforadetailedtrialbalance,summarytrialbalance,ortrialbalanceworksheetcanbecreated.Trialbalancesareusedtoillustratethatdebitsequalcreditsforarangeofaccounts. Typicalbalance Thetypeofbalance,eitherdebitorcredit,thatanaccounthasunderordinarycircumstances.Assetandexpenseaccountsnormallyhavedebitbalances,whileliability,revenue,andequityaccountsnormallyhavecreditbalances. Unitaccount Anaccountthattracksstatisticalornonfinancialquantities,suchasthenumberofcustomerswithpast-duebalancesorthenumberofinvoicesgeneratedoveraspecifictimeperiod. Variableallocationaccount Anaccountusedtodistributefluctuatingpercentagesofasingletransactiontoseveraldifferentaccounts. Variance Thedifferencebetweentwoamounts,suchasbalancesintwocolumns,whenoneissubtractedfromtheother.Acommonvariancecomparesbudgetedamountstoactualbalances. Year-endclosing Aprocessusedtocalculateretainedearningsfortheyear,transferallcurrent-yearinformationforeachaccountinthechartofaccountstoaccountandtransactionhistoryandtopreparetheaccountingsystemforanewfiscalyear. Feedback Submitandviewfeedbackfor Thisproduct Thispage Viewallpagefeedback Inthisarticle