CASELLE ® Classic
General Ledger
User Guide
Copyright
Copyright © 2009 Caselle, Inc. All rights reserved.
This manual has been prepared by the Caselle QA documentation team for use by customers and licensees of Caselle
software.Information in this document is subject to change without notice. The software described in this document is furnished
under license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the items of
those agreements. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or any
means electronic or mechanical, including photocopying and recording for any purpose other than the purchaser’s personal use
without the written permission of Caselle, Inc.
Caselle, Inc.
1570 North Main Street
P.O. Box 100
Spanish Fork, UT 84660-0100
♦ www.caselle.com
Trademarks
Caselle® and Caselle General LedgerTM are trademarks of Caselle, Inc. in the U.S.A. and other countries. Other brands and
their products are trademarks or registered trademarks of their respective holders and should be noted as such.
Revision 11/17/09, J:\QA\documents\general ledger\user guide cslalpha\glw front matter.fm
Table of Contents
CHAPTER 1
Welcome
Getting Started.......................................................................................... 2
Buttons and Shortcuts............................................................................... 3
Document Conventions ............................................................................ 5
Getting Help ............................................................................................. 5
CHAPTER 2
Getting Started
CHAPTER 3
Checklist
Daily Checklist ........................................................................................ 10
Month-End Checklist ............................................................................. 11
Year-End Checklist ................................................................................ 12
CHAPTER 4
Accounts
Account Setup ......................................................................................... 20
Adding a new account .............................................................................. 20
Adding a new account mask default......................................................... 23
Defining an account code ......................................................................... 24
Creating header accounts.......................................................................... 24
Adding notes to an account ...................................................................... 25
Changing the GL account......................................................................... 25
Account Reports ..................................................................................... 26
Account List ............................................................................................. 26
Chart of Accounts..................................................................................... 26
Report by Category................................................................................... 27
Account Summary Report ........................................................................ 28
Trial Balance ............................................................................................ 29
Working Trial Balance ............................................................................. 30
State Finance Report................................................................................. 30
Account Inquiry...................................................................................... 33
CHAPTER 5
Automatic Allocations
What are Automatic Allocations?......................................................... 36
Setup Automatic Allocations ................................................................. 38
Run Automatic Allocations.................................................................... 40
Defining Automatic Allocations............................................................... 40
Setting up an account to receive Automatic Allocations.......................... 41
Checking the Accounts Payables balance ................................................ 42
Running Automatic Allocations ............................................................... 43
Automatic Allocation Reports ............................................................... 45
Allocation Accounts Detail Ledger .......................................................... 45
Troubleshooting...................................................................................... 46
About Period Zero (0/YY)........................................................................ 46
About Periods 13 & 14 (13/YY, 14/YY).................................................. 46
Sharing allocation funds ........................................................................... 47
General Ledger User Guide
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Warrant allocation errors .......................................................................... 48
Alternative allocations .............................................................................. 48
Interest Allocations................................................................................. 51
What are Interest Allocations? ................................................................. 51
Interest Allocations Steps Checklist ......................................................... 53
Determining the amounts to be allocated to the “To Accounts” .............. 54
Setting up Allocation Maintenance .......................................................... 54
Running Automatic Allocations for Interest Allocations ......................... 56
Average Daily Balance Detail Ledger – Interest Allocations .................. 57
CHAPTER 6
Budget Entry
How to Navigate Budget Entry.............................................................. 60
Budget Entry Options ............................................................................ 62
Viewing or changing the budget level ...................................................... 62
Entering a state budget code/title.............................................................. 62
Adding budget notes ................................................................................. 63
Budget Entry ........................................................................................... 64
Creating a budget entry............................................................................. 64
Computing an annualized budget ............................................................. 65
Copying to a projected budget.................................................................. 66
Copying a budget to a single period ......................................................... 66
Copying period budgets to the following year ......................................... 67
Copying period actual amounts to the following year.............................. 67
Modifying the YTD budget to equal the projected budget....................... 68
Copying actual amounts to a single period............................................... 68
Closing a budget level .............................................................................. 69
Deleting budget transactions .................................................................... 69
Budget Reports ....................................................................................... 71
Budget by Levels Report .......................................................................... 71
Budget Proof Report ................................................................................. 72
Budget Worksheet .................................................................................... 72
Utah Report Format Setup ........................................................................ 73
Utah State Budget Report ......................................................................... 73
Generic Report Format Setup ................................................................... 74
Generic State Budget Report .................................................................... 74
State Budget Report Setup List ................................................................ 75
CHAPTER 7
Checkout and Recalculate
Checkout ................................................................................................... 78
Running Checkout .................................................................................... 79
Running Recalculate................................................................................. 80
CHAPTER 8
Control Table
Launch Control Maintenance ................................................................... 82
General Information ................................................................................. 82
Activity Reporting .................................................................................... 82
Grant Accounting ..................................................................................... 82
Department Passwords ............................................................................. 82
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General Ledger User Guide
Table of Contents
Missing GL Accounts............................................................................... 82
Project Management Interface.................................................................. 82
GL Default Dates...................................................................................... 83
Budget Levels........................................................................................... 83
History ...................................................................................................... 83
Accounts ................................................................................................... 83
Allocations................................................................................................ 85
User-Defined Fields.................................................................................. 86
Passwords ................................................................................................. 86
Notes......................................................................................................... 86
CHAPTER 9
Financial Statements
Setup Financial Statements ................................................................... 88
Adding a financial statement .................................................................... 89
Adding sections ........................................................................................ 89
Editing or deleting sections ...................................................................... 90
Adding columns ....................................................................................... 91
Editing columns........................................................................................ 92
Deleting columns...................................................................................... 92
Setting financial statement default formats .............................................. 93
Financial Statement Reports ................................................................. 94
Financial Statement .................................................................................. 94
Including budget notes ............................................................................. 95
Including only grant accounts .................................................................. 96
Working with overlapping accounts......................................................... 97
Combined Financial Statement ................................................................ 97
Financial Statement Variables .............................................................. 99
Headings ................................................................................................... 99
Data Variables .......................................................................................... 100
Commands................................................................................................ 103
CHAPTER 10
Funds, Departments, and Banks
Funds ....................................................................................................... 106
Defining fund types .................................................................................. 106
Departments............................................................................................ 107
Adding a department ................................................................................ 107
Editing department information ............................................................... 107
Deleting a department............................................................................... 107
Enabling department passwords ............................................................... 107
Banks ....................................................................................................... 109
Adding a bank........................................................................................... 109
Editing bank information.......................................................................... 110
Deleting a bank......................................................................................... 110
Setting or clearing a bank number that is tied to a
transaction................................................................................................. 110
Creating a positive pay file....................................................................... 111
General Ledger User Guide
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Table of Contents
CHAPTER 11
GASB 34 Reporting
Setting up “Report Only” journals............................................................ 116
Entering transactions in “Report Only” journals ...................................... 116
Closing “Report Only” transactions ......................................................... 116
Including “Report Only” transactions on reports ..................................... 116
Exporting “Report Only” amounts ........................................................... 116
Using GASB 34 variables on Financial Statements ................................. 117
CHAPTER 12
GL Periods
About Default GL Periods ........................................................................ 120
Setting the current period, current year-end, and last period closed ........ 120
Accessing a closed GL Period .................................................................. 120
Changing the current GL period ............................................................... 121
Closing the GL Period .............................................................................. 121
CHAPTER 13
GL Activities
Defining an activity .................................................................................. 124
Entering an activity number ..................................................................... 124
Viewing transactions by GL Activity ....................................................... 125
Reporting transactions by GL Activity..................................................... 125
CHAPTER 14
Grants
Enabling or disabling Grant Accounting .................................................. 130
Adding a grant .......................................................................................... 130
Editing grant information ......................................................................... 131
Deleting a grant ........................................................................................ 131
Entering a grant adjustment ...................................................................... 131
Grant Reports............................................................................................ 132
CHAPTER 15
Investments
Setup Investments................................................................................... 134
Setting up the Investment, Cash, Interest, and Expense GL Accounts .... 134
Setting up the Investment Agency............................................................ 134
Setting up the investment records............................................................. 137
Modifying investment records.................................................................. 140
Investment Redemption ......................................................................... 142
Entering an investment redemption .......................................................... 143
Using the Manual Investment Redemption form ..................................... 145
Investment Report .................................................................................. 146
Investments by Agency Report................................................................. 146
Investments by Type Report..................................................................... 147
Investment Register .................................................................................. 147
Investment Inquiry ................................................................................. 148
Investments Tab........................................................................................ 148
Agency Tab............................................................................................... 148
Launch Investment Inquiry....................................................................... 148
Investments Glossary ............................................................................. 149
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Table of Contents
CHAPTER 16
Journals
Setup Journals ........................................................................................ 152
Adding a journal code .............................................................................. 152
Adding missing accounts during Journal Entry........................................ 153
Changing the journal activity status ......................................................... 153
Journal Entry.......................................................................................... 155
What is Journal Entry? ............................................................................. 155
Entering checks manually......................................................................... 157
Entering cash receipts, deposits, and transfers ......................................... 158
Entering returned checks and other bank reconciliation entries............... 158
Entering additional non-checking account adjusting entries.................... 158
Entering a recurring or reversing entry .................................................... 159
Entering returned checks and other bank reconciliation entries............... 160
Entering additional non-checking account adjusting entries.................... 160
Deleting financial or non-budget type transactions.................................. 160
Importing amounts ................................................................................... 161
Journal Reports ...................................................................................... 163
Journals..................................................................................................... 163
Detail Ledger ............................................................................................ 163
Combined Detail Ledger .......................................................................... 165
Segment testing ........................................................................................ 167
CHAPTER 17
Other
Dates......................................................................................................... 170
Other Maintenance................................................................................. 171
Beginning Balances................................................................................. 172
Import Payments .................................................................................... 173
Importing payments from a non-Caselle Cash Receipting program ........ 173
CHAPTER 18
Project Management
Enabling the Project Management Interface ............................................ 176
Using job numbers.................................................................................... 176
Updating General Ledger transactions to Project
Management ............................................................................................. 176
CHAPTER 19
Bank Reconciliation
Reconciliation Tasks............................................................................... 178
Importing cleared check amounts............................................................. 178
Reconciling the checking account ............................................................ 179
Reconciliation Reports ........................................................................... 181
Bank Reconciliation Statement ................................................................ 181
Check List................................................................................................. 181
Check Register.......................................................................................... 182
Deposit List .............................................................................................. 182
Deposit Register ....................................................................................... 183
Receipt Register........................................................................................ 183
General Ledger User Guide
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Table of Contents
CHAPTER 20
Subsystem Update
Verifying subsystem updates.................................................................... 186
Information updated to General Ledger ................................................... 186
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General Ledger User Guide
CHAPTER 1
Welcome
The Caselle General Ledger program will help you manage your accounting and
reporting tasks with ease and efficiency. This robust software is designed for government organizations who require true fund-type accounting, automatic allocations, budget worksheets, and bank reconciliation.
The capacity to manage fund accounting is the biggest difference between government accounting software and standard accounting software. Fund Accounting is unique to government organizations.
Type
Fund
Example
Governmental Funds
General
Major operations
Special Revenue
Museums
Capital Projects
New streets, construction projects
Debt Service
Payment for capital projects and
other projects
Enterprise
Utilities and billed services
Internal Service
City garage or maintenance
Trust & Agency
Many held by the city that is used
to provide a service.
Proprietary
Fiduciary
Perpetual care for a cemetery, a
redevelopment agency
Account Groups
General Fixed Assets
Belongs to the General Fund.
General Long-term
Debt
Belongs to the General Fund.
General Ledger User Guide
1
Welcome
Applications that interface with the General Ledger program:
•
•
•
•
•
•
Accounts Payable
Accounts Receivable
Asset Management
Cash Receipting
Check on Demand
Improvement Districts
•
•
•
•
•
•
Materials Management
Payroll
Project Management
Requisitions and PO’s
Timekeeping
Utility Billing
In this chapter:
•
•
•
•
Getting Started
Buttons and Shortcuts
Document Conventions
Getting Help
Getting Started
Launch General Ledger by clicking the Caselle Applications icon on your desktop. Select General Ledger from the Financial menu on the Caselle Applications Main Menu.
Selecting General Ledger from the Financial Menu on the
Caselle Applications Main Menu.
FIGURE 1.
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General Ledger User Guide
Welcome
Buttons and Shortcuts
When the General Ledger main menu appears, select the Maintenance menu and
choose Control. The Maintenance toolbar is shown below.
Launch Application Help.
Click these buttons to select a
different mode.
Displays active
mode and notes.
View field help.
There are different toolbars for the data entry, reports, and miscellaneous menus,
but every toolbar will be located at the top of the screen and every button you
will encounter in General Ledger, is listed in the table below. When you open a
form, the New button or the Edit button will be pressed in. To switch to a different data entry mode, click another button. Active buttons are displayed to the far
right on the toolbar.
Button
Name and Shortcut
Description
Close
Exit and returns you to the Main Menu
or Previous Screen.
CTRL+F12
Edit
CTRL+E
Modify a record. A Control password
is required to edit a primary field.
New
Add a new record.
CTRL+N
Delete
Delete a record.
CTRL+D
View
CTRL+Q
View a record. You can’t make any
changes to the record using this button.
Save
Save a new record or report.
CTRL+S
Undo
CTRL+Z
Search
Reverse all changes to the current
record since the last save. Note: There
is no undo for deleted records.
F9
Click Search and click a field. You
can sort the data that appears.
Inquiry
Launch Inquiry.
CTRL+I
Print
Send a record or a report to the printer.
CTRL+P
Preview
View a report before you print it.
CTRL+Q
General Ledger User Guide
3
Welcome
Button
Name and Shortcut
Description
Walk Previous
F2
Return to the previous record after the
last field is entered.
Walk Next
Advance to the next record after the
last field is entered.
F3
Fields
SHIFT+F2
Copy
SHIFT+F7
Options
F12
Set temporary or permanent settings to
stop at fields that require data entry.
Copy data from one record to another
record.
Select special options that only apply
to the screen you are using.
Range
Select a range of checks or deposits to
clear.
Clear Screen
SHFT+CTRL+F1
Clear all checks or deposits on the current screen.
Clear All
Clear all checks or deposits.
SHFT+CTRL+F2
Maintenance
Open the Maintenance menu.
CTRL+T
Whole Dollar
CTRL+A
Enter amounts in whole dollar
amounts. Key the decimal if you are
entering cents.
Redisplay
Redisplay transactions.
SHFT+CTRL+F1
Recalculate Hash
Totals
Recalculate a new hash total.
Clear Hash Totals
Set the hash total to zero in Budget
Entry.
View Detail
View detail for one transaction at a
time in.
Account Notes
Add notes to a GL account from.
Data Entry
Open without closing Bank Reconciliation Entry.
Load Change File
Load all GL accounts to a temporary
database when changing account numbers.
GO
Print a report or run a routine.
CTRL+G
Stop
SHFT+F12
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General Ledger User Guide
Stop printing a report or running a routine.
Welcome
Button
Name and Shortcut
Description
Application Help
View General Ledger tasks, frequently
asked questions, and troubleshooting
tips.
“What’s This?”
CTRL+W
Learn what to do or what to enter by
clicking “What’s This?” and then
clicking on the field.
Document Conventions
This manual follows conventions like those found in other Window applications.
Menu names and options are printed in bold type. For example, to save a record
the instructions will read “Open File | Save,” which means that you should click
the File menu and select the menu item titled Save.
Convention
Example
Open menu items.
Open File | Save.
Click [button name].
Click Save.
Click the [tab name] Tab.
Click the General Tab.
Press [key name].
Press Enter.
Select the [check box name] check box.
Select the Activate check box to...
Select drop-down list.
Select an item from the drop-down list.
Getting Help
If you need more help using the General Ledger program, you can use following
resources.
“What’s This?”... click the “What’s This?” button then click the field
you need more help with, a popup box will appear with instructions
that will tell you what to do.
Application Help... click this button to access the online reference
manual, complete with table of contents and index, so you can find
answers fast.
General Ledger User Guide
5
Welcome
6
General Ledger User Guide
CHAPTER 2
Getting Started
If this is the first time using the General Ledger program, you need to set up the
tables, listed below, before you can start using the program to create transactions
and reports. If the tables have already been set up, you can skip this chapter and
begin using the program.
Do This
Guidelines
Do This
1. Setup the Date table.
See “Dates” on page 170.
2. Setup the Control table.
See “Control Table” on page 81.
3. Add accounts.
See “Adding a new account” on page 20.
4. Add banks.
See “Adding a bank” on page 109.
5. Add journal codes.
See “Adding a journal code” on
page 152.
6. Add departments.
See “Adding a department” on page 107.
7. Add financial statements.
See “Adding a financial statement” on
page 89.
8. Add grants (optional).
See “Adding a grant” on page 130.
General Ledger User Guide
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Getting Started |
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General Ledger User Guide
CHAPTER 3
Checklist
The General Ledger Daily Checklist contains tasks that need to be completed
before you begin the Month-End Checklist. However, the tasks in this checklist
do not need to be completed in the order listed below.
General Ledger User Guide
9
Checklist |
Daily Checklist
You may want to add or delete tasks from the list to customize the Daily Checklist to meet your organization’s unique requirements.
Do This
10
General Ledger User Guide
Task
Instructions
Perform journal entry.
See “Journal Entry” on page 155.
Enter checks manually.
See “Entering checks manually” on
page 157.
Enter cash receipts, bank deposits, and
transfers.
See “Entering cash receipts, deposits, and
transfers” on page 158.
Enter returned checks and other bank reconciliation entries.
See “Entering returned checks and other
bank reconciliation entries” on page 158.
Enter additional non-checking account
adjusting entries.
See “Entering additional non-checking
account adjusting entries” on page 158.
| Checklist
Month-End Checklist
Use this checklist to complete the Caselle General Ledger Month-end Checklist.
These steps should be completed once a month at the appropriate time.
Step
Do This
1. Verify the General Ledger has
received updates from subsystems.
See “Verifying subsystem updates” on
page 186.
2. Reconcile the checking account(s).
See “Reconciling the checking
account” on page 179.
3. Print a bank reconciliation statement.
See “Bank Reconciliation Statement”
on page 181.
4. Check the account balance for Cash,
AR (Accounts Receivable), and
Payables.
See “Checking the Accounts Payables
balance” on page 42.
5. Run Automatic Allocations.
See “Running Automatic Allocations”
on page 43.
6. Run Checkout.
See “Running Checkout” on page 79.
7. Print financial statements.
See “Financial Statement” on page 94.
8. Print journals.
See “Journals” on page 163.
9. Print Detail Ledger.
See “Detail Ledger” on page 163.
10. Review printed reports for errors.
Review the Financial Statements, Journals, and Detail Ledger for errors.
To review the printed reports
• Review the journals, the Financial
Statements, and the Detail Ledger for
errors.
• If the reports are error-free, skip
to Step 12: Close the GL period.
• If error exist, correct them.
• Open Data Entry | Automatic Allocations and run Automatic Allocations.
• Re-print the corrected reports.
• All journals
• Financial Statements
• Detail Ledger
11. Change the current GL period.
See “Changing the current GL period”
on page 121.
12. Close the GL period.
See “Closing the GL Period” on
page 121.
13. Backup the General Ledger database.
We recommend you backup the General Ledger database (GLW.MDB) regularly to assist in data recover if the
need arises.
General Ledger User Guide
11
Checklist |
Year-End Checklist
At the end of the fiscal year, complete this checklist to print journals, financial
statements, and prepare the General Ledger program for the future year.
Year-End Checklist
Step
Do This
1. Print all journals.
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General Ledger User Guide
2. Finish Daily Checklist and MonthEnd Checklist.
IMPORTANT: Make sure the Daily and
Monthly Checklist have been completed
before you continue the Year-end
Checklist.
3. Run Checkout for Period 14/YY.
Run Checkout to search Period 14/YY for
errors.
To run Checkout for Period 14/YY
1. Open Miscellaneous | Checkout.
2. Select 14/YY from the Check
Through Period drop-down list.
3. Select all of the check boxes for Bank
Reconciliation, Transaction Information, and Budget Transaction Information.
4. Click GO.
5. Review the Checkout Report for errors.
6. Correct all errors.
Repeat these steps until you can run an
error-free Checkout Report.
4. Run Automatic Allocations (Cash
ONLY) for Period 14/YY.
Use Automatic Allocations to make cash
allocations to Period 14/YY.
To run the routine
1. Open Data Entry | Automatic
Allocations.
2. Type “14/YY” for the current year in
the Period field.
3. Select the Payables Allocation check
box.
4. Set up the Payables Allocations
options.
5. Click GO.
5. Run Checkout for Period 14/YY.
Rerun Checkout for Period 14/YY of the
current year. Repeat Step 3: Run Checkout
for Period 14/YY.
When the Checkout Report is error-free,
continue to Step 6: Print a Working Trial
Balance.
| Checklist
Step
Do This
6. Print a Working Trail Balance.
Print a working trial balance for the current
GL period.
To print a Working Trial Balance
1. Open Reports | Working Trial Balance.
2. Verify Current GL Period is selected
in the GL Period field.
3. Click Print.
4. Click GO.
7. Print a Detail Ledger for 0/YY 14/YY.
Print a Detail Ledger for periods 0 – 14 for
the current year. Review the Detail Ledger
for errors.
To print the ledger
1. Open Reports | Detail Ledger.
2. Select a Report Title.
3. Under GL Period: Change the date
range to 0/YY – 14/YY.
•Click the ellipsis button next to the
GL Period selection field.
•Click the Dates button on the
top row.
•Select “0/YY” from the list.
•Click the Dates button on the
bottom row.
•Select “14/YY” from the list.
•Click Accept.
8. Print a financial statement for the last
month of the year.
4.
Click Print.
5.
Click GO.
Print a financial statement for the last
month of the current year.
To print the financial statements
1. Open Reports | Financial Statement.
2. Select a Report Title.
3. Change the beginning and ending date
range to last month of the year.
Instructions on how to change a date
range can be found in Step 7: Print a
Detail Ledger for 0/YY – 14/YY.
4. Click Print.
5. Click GO.
General Ledger User Guide
13
Checklist |
Step
Do This
9. Print all journals for 0/YY - 14/yy
(optional).
If you like to maintain journals in a hardcopy format, now would be the appropriate
time to print journals to be archived.
To print journals
1. Open Reports | Journals.
2. Select a Report Title.
3. Change the beginning and ending GL
period to 0/YY – 14/YY.
4. Change the date range to select the 0/
YY – 14/YY for the current year.
5. Click Print.
6. Click GO.
10. Backup the General Ledger
program.
Copy the GLW.MDB file to backup media.
This is your last backup of the GLW.MDB
files for the current year.
11. Run Year-End Closing.
Running the Year-End Closing will check
for closed accounts, add a year of future
dates to Date Maintenance, compute beginning balances and create beginning transactions, update the current year date, and
auto-increment dates for grants. DO NOT
run Year-End Closing without completing
Step 10: Backup the General Ledger
Database.
To close the year
1. Open Miscellaneous | Year-End
Closing.
2. Click GO.
12. Run Checkout for Period 0/YY of
the new year.
Run Checkout for Period 0/YY of the new
year to ensure it is error-free.
To run Checkout for Period 0/YY of the
new year
1. Open Miscellaneous | Checkout.
2. Select 0/YY for the new year from the
Check Through Period drop-down
list.
3. Click GO.
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General Ledger User Guide
| Checklist
Step
Do This
13. Print a financial statement for
Period 0/YY of the new year.
Print a financial statement for Period 0 of
the new year.
To print the financial statement
1. Open Reports | Financial Statement.
2. Select a Report Title.
3. Change the beginning and ending GL
Period to 0/YY of the new year.
4. Click Print.
5. Click GO.
14. Review the financial statement.
Review the financial statement for Period 0
of the new year. Check for accuracy and
content.
15. Review the financial statement
budget amounts.
Review the budgeted amounts on the financial statement for Period 0. Check for accuracy and content.
General Ledger User Guide
15
Checklist |
Finish these steps after the audit is completed.
Step
Do This
16. Enter audit adjustments in the
After the audit is completed, record the
audit adjustments in the Audit journal.
Audit journal in Period 14/YY.
To enter adjustments
1. Open Data Entry | Journal Entry.
2. Select the Audit journal code from the
Journal Code drop-down list.
3. Verify the GL Period selected is correct.
4. Click Accept.
5. Enter the audit adjustment entry.
17. Run Automatic Allocations
(Cash ONLY) for 14/YY of the
prior year.
Make cash allocations for Period 14/YY of
the prior year.
To run Automatic Allocations
1. Open Data Entry | Automatic Allocations.
2. Type 14/YY for the prior year in the
Period field.
3. Set up the Payables Allocations
options.
4. Click GO.
18. Run Checkout for Period 14/YY
of the prior year.
Run Checkout to search Period 14/YY of
the prior year for errors.
To run Checkout for prior year
1. Open Miscellaneous | Checkout.
2. Select 1 from the Number of Prior
Years to Check drop-down list.
3. Click GO.
19. Print a financial statement for
Period 14/YY of the prior year.
Print a financial statement to archive for
Period 14/YY of the prior year.
To print the financial statement
1. Open Reports | Financial Statement.
2. Select a Report Title.
3. Change the beginning and ending GL
Period to “14/YY” of the prior year.
4. Click Print.
5. Click GO.
16
General Ledger User Guide
| Checklist
Step
Do This
20. Print a Detail Ledger for Period
14/YY of the prior year.
Print a Detail Ledger for Period 14/YY of
the prior year. Review it for accuracy.
To print the ledger
1. Open Reports | Detail Ledger.
2. Select a Report Title.
3. Change the date range to “14/YY” of
the prior year.
4. Click Print.
5. Click GO.
21. Print the opening Trial Balance
for Period 0/YY of the new year.
Print an review the opening Trial Balance
for Period 0/YY of the new year.
To print the opening Trial Balance for
Period 0/YY
1.
Open Reports | Trial Balance.
2. Click the ellipsis button next to the GL
Period field.
3. Click Dates to change the selected date
to 0/YY of the new year.
4. Click Print.
5. Click GO.
22. Review the Trial Balance.
Review the opening trial balance for accuracy.
General Ledger User Guide
17
Checklist |
18
General Ledger User Guide
CHAPTER 4
Accounts
Caselle General Ledger stores user-defined accounts in Account Maintenance
while Control Maintenance stores the account mask and account code. Several
examples of different types of accounts have been included in this chapter.
In this chapter:
• Account Setup
• Account Reports
• Account Inquiry
General Ledger User Guide
19
Accounts | Adding a new account
Account Setup
Use these tasks to set up or modify accounts.
In this section:
•
•
•
•
•
•
Adding a new account
Adding a new account mask default
Defining an account code
Creating header accounts
Adding notes to an account
Changing the GL account
Adding a new account
Account Maintenance stores the account setup for each account that will be used
in General Ledger. It includes the account number, title, and code, normal balance, account options, allocation setup, activation and termination dates, cross
reference account number, state budget code and title, expanded account title,
reporting categories, account notes, and budget notes.
To define the account code
1.
Open Maintenance | Account.
2.
Click New.
The Account Code dialog box displays.
3.
Use the Account Code drop-down list to select the account code type. Click
Accept.
FIGURE 1.
Selecting the account code type.
4.
Enter the account number in the Account No. field. Omit symbols, such as
hyphens and decimals. General Ledger will insert the symbols for you based
on the account mask in Control Maintenance.
5.
Enter an account name, description, or title in the Title field.
6.
To enter a longer title that will print on the Chart of Accounts and Financial
Statement reports: Enter the title in the Expanded Title field.
7.
Use the Account Code drop-down list to select an account code.
To add an account code, open Control Maintenance.
8.
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General Ledger User Guide
The account code is displayed in the Account Code field.
Adding a new account | Accounts
9.
Select the account’s normal balance from the Normal Balance drop-down
list.
TABLE 1. Account
Types and Normal Balances
Account Types
Normal Balance
Asset
Debit
Liability
Credit
Equity
Credit
Revenue
Credit
Expenditure
Debit
When you view the account in Inquiry, parenthesis will enclose amounts that
are opposite of the account’s normal balance. The normal balance also controls the Auto Sign tool in Budget Entry.
Example: An asset that displays as (5934.00) shows a balance of –5934.00,
which is opposite of the normal balance for an asset.
10.
To make this account a header account, complete these steps:
• Select the Header check box.
• Select the mask character that represents the header account segment from
the Mask Char drop-down list.
Note: Transactions cannot be attached to a Header account.
11.
To copy the account title when you create a new account with a matching
account type and ending segment: Select the Default Title check box.
If you do not select a default title for an account, the system will copy the
title from the first account that matches the type and ending segment of the
new account.
Example: In this example, GL Account 01-10100 and 10-10100 already exist
in the chart of accounts. If you add GL Account 40-10100, to the chart of
accounts, here are two options that involve the Default Title check box.
GL No.
Type
Title
01-10100
A
Cash Allocated to Other Funds
10-10100
A
Cash – Combined Fund
If you select the Default Title check box for account 10-10100, the system
will copy the title from 10-10100 to the new 40-10100 account.
GL No.
Type
Title
01-10100
A
Cash Allocated to Other Funds
10-10100
A
Cash – Combined Fund
40-10100
A
Cash – Combined Fund
If the Default Title check box is not selected for 01-10100 or 10-10100, the
system will copy the first account title that matches the fund ending segment
General Ledger User Guide
21
Accounts | Adding a new account
and type. In this example, it will copy the title from 01-10100 to the new 4010100 account.
GL No.
12.
Type
Title
01-10100
A
Cash Allocated to Other Funds
10-10100
A
Cash – Combined Fund
40-10100
A
Cash Allocated to Other Funds
To post the year-end net revenue and expenditure balance to this account
when you run the Year-end Closing routine: Select the Closing check box.
Note: Only one account per fund can be selected as the closing account.
To cause a balance sheet to close its balance at year-end to the closing account
with the revenue and expenditure accounts: Select the Zero check box.
14. To allow the entry of budget transactions for this account and include the
account in budget reporting: Select the Allows Budget check box.
13.
7969, 18 nov 2003
15.
To set up the account to receive funds during automatic allocations: Use the
Allocations drop-down list to select the allocation type.
Each fund that has money in the combined cash fund should have one account
set up as a cash allocation account. For other allocations, such as Payroll
accounts payable or Warrants payable, you should only identify one account
in the common fund as the allocation account.
16.
To begin using the account on a designated date: Enter the start date in the
Activation Date field.
Transactions cannot be posted to the account prior to the activation date.
17.
To stop using the account on a designated date: Enter the stop date in the
Termination Date field.
Transactions cannot be posted to the account following the termination date.
18.
To define specific reporting categories for the account: Enter the specific
reporting categories in the Reporting Categories 1-5 fields.
To select an existing reporting category, click the ellipsis
button.
19.
Click the General 2 Tab.
20.
To cross reference this account to another account or code: Complete these
steps.
• Enter the account or code in the Cross Ref Account field.
• Enter the cross reference account description in the Cross Ref Title field.
Note: Using a Cross Reference Account allows you to print a trial balance
using the cross-referenced account.
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General Ledger User Guide
21.
In the State Budget Code field: Enter the state budget code. State budget
codes group accounts together to calculate a summary balance total for the
state budget report.
22.
In the State Budget Title field: Enter the state budget title for the state budget
code. When a new state budget code appears on the state budget report, the
state budget title will print on the same line.
23.
Click Close.
Adding a new account mask default | Accounts
Adding a new account mask default
General Ledger uses an account mask for each account type to determine how an
account should be displayed after it is entered. Each block of letters in an account
mask represents a segment. You must define the segments that will be used in the
account mask before you can set up the account mask default.
The table contains three different account types and the account mask. When an
unformatted account is entered in General Ledger, the account mask for the specified account type is applied. The account that is formatted with the account mask
is shown in the Display column.
TABLE 2. Examples
of account masks and values that will be displayed.
Account Types
Mask
Enter
Display
Balance Sheet
FF-AAAAA
1234567
12-34567
Revenue
FF-SS-RRR
1234567
12-34-567
Expenditure
FF-DD-OOO
1234567
12-34-567
To set the default
1.
Open Maintenance | Control.
2.
Click the Accounts Tab.
3.
If the segments have not been defined: Click the Segments button.
FIGURE 2.
4.
Clicking the Segments button on the Accounts Tab.
Set up the account segment in Segment Maintenance.
FIGURE 3.
Setting up a segment.
5.
Click Close to return to Control Maintenance.
6.
Enter the maximum number of digits for an account in the Accounts No.
Digits field.
7.
Use the example in Figure 4 on page 24, to set up the balance sheet mask in
the Balance Sheet field. Repeat this step to set up masks for revenues and
expenditures.
8.
Click Close.
General Ledger User Guide
23
Accounts | Defining an account code
Defining an account code
Each segment is composed of individual units called an account code. An
account code is a one character code that represents one digit in a specific type of
account. For example, if “A” is the account code for an asset, then using “AAA”
represents three digits in the account mask.
To define a code
1.
Open Maintenance | Control.
2.
Click the Accounts Tab.
3.
Click the Types Tab at the bottom of the screen.
4.
To define the account code: Click the Account Codes button.
FIGURE 4.
5.
Set up the account code in Account Code Maintenance.
FIGURE 5.
6.
Accessing Account Codes.
Setting up an account code.
Click Close to return to Control Maintenance.
Creating header accounts
Set up “header” accounts to help you organize the chart of accounts and define
reporting categories. When you set up a header account, you can (1) select the
mask character that represents the segment selected for the header account, and
(2) assign a sequence number that controls the account display order.
If you assign more than one header account to the same account number and
mask character, the General Ledger program will treat it as a multiple line header.
Example: In this example, account no. 0110099 is a header account. The remaining 0110100, 0110200, and 0110300 accounts are all non-header accounts. Transactions are only posted to non-header accounts.
24
General Ledger User Guide
Acct No
Title
0110099
CASH
Acct Code
A
Yes
Header Acct
0110100
CASH - Allocated to Other Funds
A
No
0110200
CASH - Checking 1st State Bank
A
No
0110300
CASH - Savings 1st State Bank
A
No
Adding notes to an account | Accounts
To create a header
1.
Open Maintenance | Account, and set up a new account.
2.
When you reach the Header check box, select it.
Note: You cannot post transactions to Header accounts.
Adding notes to an account
Account Notes are tied to the account number. You can use Account Maintenance
to add a note to an account.
To add notes
1.
Open Maintenance | Account.
2.
Enter an account in the Lookup bar. Press Enter.
3.
Click the Account Notes Tab.
4.
Click the large notes field and beginning typing.
5.
Click Close.
Changing the GL account
Use Change GL Account Numbers to move a GL account to a different area,
department, or combine two or more accounts. General Ledger will check the
existing GL accounts to see if the new GL account is already in use. You will be
making your changes in a temporary file location. Clicking GO will update
changes in the GL temporary database to the actual General Ledger database.
To update an account
1.
Open Miscellaneous | Change GL Account Numbers.
2.
Click the Change Single Account Number option.
Note: The Change Multiple Accounts option will be available in the future.
3.
Enter the GL account you will be changing in the Old Account No. field. You
can Search this field.
4.
Enter the new GL account in the New Account No. field.
5.
Click GO.
General Ledger User Guide
25
Accounts | Account List
Account Reports
Use these reports to review account information.
In this section:
•
•
•
•
•
•
•
Account List
Chart of Accounts
Report by Category\
Account Summary Report
Trial Balance
Working Trial Balance
State Finance Report
Account List
Print the Account List to view a list of General Ledger accounts that include the
account termination and activation date.
To print the list
1.
Open Reports | Account List.
2.
Select a Report Title.
3.
Click Print.
4.
Click GO.
Chart of Accounts
Print the Chart of Accounts to list accounts with section or segment headings.
You can choose to exclude terminated accounts and select a specific General
Ledger fiscal year.
To print the chart
1.
Open Reports | Chart of Accounts.
2.
Select a Report Title.
3.
Do you want to print the full account title? Select the Replace Account Title
with Expanded Title check box.
4.
Do you want to exclude inactive accounts? Select the Active Accounts Only
check box.
5.
Do you want to print the Standard Chart of Accounts? Select the Standard
Chart of Accounts check box.
A Standard Chart of Accounts includes the account number and title for each
account in the General Ledger.
6.
Do you want to print a Grant List? Select the Grant List check box.
A Grant List includes the grant number and title.
7.
Do you want to print an Activity List? Select the Activity List check box.
An Activity List includes the activity number and title.
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General Ledger User Guide
Report by Category | Accounts
8.
Click the Current Year option to print the report for the current year. Click
the Next Year option to print the report for the future year.
9.
Click Print.
10.
Click GO.
Report by Category
Print the Report by Category to view category codes assigned to each General
Ledger account in Account Maintenance. The report can also be set up to ignore
the categories and print the current period, year-to-date, or quarterly totals for
each account.
Example: If you wanted to print Cash Accounts using the Report by Category,
you would open Accounts Maintenance and assign a category code to all cash
accounts. Then you would set up the Report by Category to list the balances for
each cash account by category code.
To print the report
1.
Open Reports | Report by Category.
2.
Select a Report Title.
3.
Verify the GL Period.
4.
Under Report Format, select an option: Single Column – Period Amount,
Single Column – YTD, or Quarterly – 3 Months and Total.
5.
Under Amount Option, select an option: Actual, Encumbrance, or Budget.
6.
Do you want to include active and inactive GL accounts? Select the All
Accounts check box.
7.
Which categories do you want to include? Click the Miscellaneous Tab, and
select the categories that will print on the report. Double-click the Category
Codes field or click Field Selection
8.
.
Do you want to print a report for grants only? Complete these steps.
•
•
•
•
Click the Miscellaneous Tab.
Select the Grant Accounts Only check box.
Enter the grant number range in the Grant No. Range field.
To override the selected date range and print grant amounts for the fiscal
year instead: Select the Fiscal Year Only check box.
9.
Do you want to include “Report Only” transaction types? Select the Include
Report Only Transactions check box on the Miscellaneous Tab.
10.
To report categories by account segment:
• Click the Segment Selection Tab.
• To include an account, double-click Include and type in the account number(s) to include. To include more than one account, use a comma to separate each account. To include a range of accounts, use a hyphen to
separate the beginning account number from the ending account number.
• To exclude an account, double-click Exclude and type in the account
number(s) to exclude. To exclude more than one account, use a comma to
separate each account. To exclude a range of accounts, use a hyphen to
separate the beginning account number from the ending account number.
General Ledger User Guide
27
Accounts | Account Summary Report
• To insert a page break when a new segment is printed, double-click No
under Pag to change it to Yes. To not insert a page break, double-click Yes
under Pag to change it to No.
• To insert a total when a new segment is printed, double-click No under
Tot to change it to Yes. To not insert a total when a new segment is
printed, double-click Yes under Tot to change it to No.
11.
Click Print.
12.
Click GO.
Account Summary Report
9711, 23 Apr 2004
The Account Summary Report will print the account beginning balance, a summary of all debit entries and credit entries made during the period, and the
account ending balance.
To print the report
1.
Open Reports | Account Summary.
2.
Select the Report Title.
3.
Verify the correct dates display in the GL Period(s) area.
4.
Under Amount Option:
• Click the Actual option to print actual amounts.
• Click the Encumbrance option to print encumbrance amounts. Balance
sheet accounts with a zero-amount will be omitted.
• Click the Budget option to print budget amounts. All balance sheet
account will be omitted.
5.
To only print fund totals: Select the Summary Totals Only check box.
OR
To print a line-item detail: Clear the Summary Totals Only check box.
6.
To only print accounts with a balance: Select the Suppress Accts with ZeroBalance check box.
7.
To print the Grant Account Summary: Complete this section.
• Click the Miscellaneous Tab.
• Select the Grant Accounts Only check box.
• Click Filter
next to the Grant No. Range field to enter the grant
account numbers to include on the report.
• To print the amounts for the current fiscal year: Select the Fiscal Year
Only check box. A Fiscal Year is based on the selected period(s). This
option only prints accounts tied to the selected grants. Grant amounts will
print the same as normal amounts. Clear the check box to print grant
amounts based on the grant beginning date and grant ending date.
8.
To include Report Only transactions: Complete this section.
• Click the Miscellaneous Tab.
• Select the Include Report Only Transactions check box.
9.
To report categories by account segment: Complete these steps.
• Click the Segment Selection Tab.
• To include an account, double-click Include and type in the account number(s) to include. To include more than one account, use a comma to sepa28
General Ledger User Guide
Trial Balance | Accounts
rate each account. To include a range of accounts, use a hyphen to
separate the beginning account number from the ending account number.
• To exclude an account, double-click Exclude and type in the account
number(s) to exclude. To exclude more than one account, use a comma to
separate each account. To exclude a range of accounts, use a hyphen to
separate the beginning account number from the ending account number.
• To insert a page break when a new segment is printed, double-click No
under Pag to change it to Yes. To not insert a page break, double-click Yes
under Pag to change it to No.
• To insert a total when a new segment is printed, double-click No under
Tot to change it to Yes. To not insert a total when a new segment is
printed, double-click Yes under Tot to change it to No.
10.
Click Print.
11.
Click GO.
Trial Balance
Print the Trial Balance use this report to view the trial balance for an account for
a GL Period.
To print a Trial Balance
1.
Open Reports | Trial Balance.
2.
Select a Report Title.
3.
Verify the correct GL period is displayed in the GL Period field.
4.
Under Amount Option, select an option: Actual, Encumbrance, Budget.
5.
To summarize sub-accounts, select the Summarize Sub-Accounts check
box. To show the sub-account detail, clear the check box.
6.
To print the summary totals only, select the Summary Totals Only check
box. To print a line-item detail, clear the check box.
7.
To suppress accounts with a zero balance, select the Suppress Accounts with
Zero Balance check box. To include accounts with a zero balance, clear the
check box.
8.
To verify the field formats that will be used to print data on the report, complete these steps:
• Click the Formats Tab.
• To change a field format, click a field and enter the new field format.
• To use the Caselle default field formats, click the Reset Formats button.
9.
To report categories by account segment: Complete these steps.
• Click the Segment Selection Tab.
• To include an account, double-click Include and type in the account number(s) to include. To include more than one account, use a comma to separate each account. To include a range of accounts, use a hyphen to
separate the beginning account number from the ending account number.
• To exclude an account, double-click Exclude and type in the account
number(s) to exclude. To exclude more than one account, use a comma to
General Ledger User Guide
29
Accounts | Working Trial Balance
separate each account. To exclude a range of accounts, use a hyphen to
separate the beginning account number from the ending account number.
• To insert a page break when a new segment is printed, double-click No
under Pag to change it to Yes. To not insert a page break, double-click Yes
under Pag to change it to No.
• To insert a total when a new segment is printed, double-click No under
Tot to change it to Yes. To not insert a total when a new segment is
printed, double-click Yes under Tot to change it to No.
10.
Click Print.
11.
Click GO.
Working Trial Balance
Print the Working Trial Balance to view the working trial balance for each
account for any GL Period. Use the blank columns that print on the Trial Balance
Report to write in adjustments and notations.
To print the report
1.
Open Reports | Working Trial Balance.
2.
Select a Report Title.
3.
Click Print.
4.
Click GO.
State Finance Report
The State Finance Report was developed for the State of New Mexico to fulfill
the quarterly reporting of financial information to the Department of Finance and
Administration (DFA).
Report Types
•
•
•
•
Exception Report
Setup List
Summary Report
Detail Report
Electronic File
Generate a State Finance Report in a comma-delimited electronic file.
Preparation
Set up the Cross Reference Account in the Accounts Table to use the State
Finance Report to print GL accounts by Cross Reference Account.
30
General Ledger User Guide
State Finance Report | Accounts
Cross Reference Account Format
Group–Fund–Detail–Type
Use a hyphen “–” to separate each segment. The length of the Group, Fund, and
Detail segment are variable.
Group
The Group segment summarizes the collection of accounts.
Fund
The Fund segment accumulates individual funds into a single
reporting fund.
Detail
The Detail segment follows the state’s designation and groups
accounts for “line-item” reporting on the Detail Report.
Type
The Type segment is a single character designating the type of
information contained in the account. This list contains valid
characters:
•R = Revenue
•E = Expense
•T = Transfer
•C = Cash
•I = Investments
•B = Balance Sheet
•F = Fund (Title Only)*
•G = Group (Title Only)*
* Type F and G organize the account information and designate the title of a
group or fund. The other types report a revenue type.
The State Finance Report will use the Cross Reference Title from the first
account. For example, if there are multiple Type G accounts, the report will use
the group title from the first account on the report.
To print the report
1.
Open Reports | State and select State Finance.
2.
Select a Report Title.
3.
Under GL Period: Click the ellipsis button to change the GL Period.
A Quarter is the period selected plus the two prior periods. A quarter cannot
include periods that occur after the year-end. If Periods 13 and 14 are
selected, Periods 13 and 14 are included with Periods 10, 11, and 12.
4.
Do you want to print an Exception Report? Select the Exception check box.
The Exception Report always prints. Every account that is missing a crossreference account will be included on the Exception Report.
5.
Do you want to print a Setup List? Select the Setup List check box.
The Setup List prints accounts by cross reference account.
6.
Do you want to print a Summary Report? Select the Summary check box.
The Summary Report summarizes cash balances and includes a list of investment account balances. Amounts are reported as period-to-date amounts
based on the selected report date. The distribution of bank reconciliation
amounts is based on the GL account assigned to each bank in the Bank Table.
7.
Do you want to print a Detail Report? Select the Detail check box.
General Ledger User Guide
31
Accounts | State Finance Report
The Detail Report shows revenues/receipts compared to budget expenses/disbursements, encumbrances compared to budget, and a list of transfer
amounts. Any revenue or expense account without a cross reference account
will be reported as an unclassified revenue or expense. If multiple detail lines
for a fund exist, a fund subtotal will print.
8.
Do you want to create a comma-delimited electronic file? Select the
Electronic File check box and enter a filename.
If you enter a filename, the electronic file is saved in the CSLDATA directory.
If you would like to create the electronic file in a different directory, enter the
driver letter and path. Example: A:\TEMP
32
General Ledger User Guide
9.
Click the Formats 1 and Formats 2 Tabs to set up the field formats.
10.
Click Print.
11.
Click GO.
State Finance Report | Accounts
Account Inquiry
Account Inquiry displays information from Account Maintenance and Transaction Maintenance. The type of information that is displayed on each tab is summarized below.
Single Account Tab
Displays the debits, credits, and balance by period
date.
Detail Tab
Displays the transactions for the selected period. Use
the options at the bottom of the screen to change the
display order, type, and so on.
Multiple Accounts Tab
Displays amounts for a GL account range.
Budget Tab
Displays budget information by level, budget comparison, and budget notes.
Account Tab
Displays information stored in Account Maintenance.
Journal Tab
Displays journal entries.
Miscellaneous Tab
Displays information by segment or category. Use the
options to the right of the grid to modify the displayed
information.
To open Account Inquiry
1.
Open Inquiry or click the Inquiry
button.
General Ledger User Guide
33
Accounts | State Finance Report
34
General Ledger User Guide
CHAPTER 5
Automatic Allocations
Automatic Allocations gathers data to determine each fund’s portion of cash and
liability requirements. It allocates money from a common fund (a generic holding
fund) for cash and payable items to the appropriate individual funds. These liability transactions are based on transactions from Payroll or Accounts Payable.
Without Automatic Allocations, it’s up to you to manually figure out the cash and
liability requirements, allocate amounts, and track transactions. Automatic Allocations simply does it for you.
In this chapter:
•
•
•
•
•
•
What are Automatic Allocations?
Setup Automatic Allocations
Run Automatic Allocations
Automatic Allocation Reports
Troubleshooting
Interest Allocations
General Ledger User Guide
35
Automatic Allocations | What are Automatic Allocations?
What are Automatic Allocations?
The basic premise behind Automatic Allocations may sound simple enough, but
the steps that occur behind the scenes are a little more complex. Allocating funds
automatically is actually a three-part process that begins with a pre-scan of the
General Ledger accounts; allocates funds for Accounts Payable, Payroll, and
Warrants; and uses Cash Allocations to balance funds. Let’s take a look at each
step in the Automatic Allocation process:
1. Pre-scan General Ledger Accounts
Determine if any out-of-balance journals exist in the General Ledger. When the
General Ledger, as a whole, is out-of-balance, there is usually a general ledger
journal that does not balance to zero. The pre-scan is successful if all of the journals balance. Now, the system will begin allocating funds for Payables.
2. Payables Allocations
Make entries in the PA (Payables Allocations) journal for the following three
allocation types:
• Accounts Payable Allocations looks for unpaid items in Accounts Payable.
(These are the same items that are identified on the Unpaid Invoice Report.) It
determines the dollar amount each fund receives and uses the corresponding
General Ledger fund to record the allotment.
When the Accounts Payable account in the General Ledger does not balance
with the unpaid items, the allocation routine looks at the unpaid items to calculate the percentage of dollars to assign to each fund. It uses the calculated
percentage to distribute the remaining General Ledger Accounts Payable balance to the appropriate funds.
If all invoices are paid for the period being allocated, the system looks at the
last allocation entries to establish an allocation percentage for each fund.
• Payroll Payables Allocations looks at the debit (+) transactions in the PCxxx
journals to determine the portion of the payroll costs each fund receives. The
system analyzes the range of Payroll Payable accounts to determine the total
year-to-date balance and distributes that balance to each fund based on the
PCxxx percentage calculations.
If no PCxxx journals exist for the period being allocated, the system looks at
the last allocation entries to establish an allocation percentage for each fund.
• Warrant Payables Allocations looks at outstanding warrants, which are documents giving the treasurer authority to pay a specific amount on demand.
Payment for a warrant may be as flexible as a bank check or it may be
attached to certain revenue accounts that restrict payment until money is
available. Until a payment is made, a warrant represents an outstanding liability amount in the General Ledger.
36
General Ledger User Guide
What are Automatic Allocations? | Automatic Allocations
There are three types of warrants that will impact Warrant Payables
Allocations:
• Accounts Payable (AP) Warrants
Allocations for AP Warrants look for outstanding items in the CDAxxx
journals. It develops a fund ratio based on the related invoice fund number
and transaction amount.
• Payroll Warrants
Allocations for Payroll Warrants creates a fund ratio using the PCxxx
journals (similar to the Payroll Allocations process) to distribute outstanding items found in the CDPxxx journals to the proper fund.
• Manual Warrants
A Manual (CDxxx) Warrant is an amount that is not an Accounts Payable
(CDAxxx) Warrant or a Payroll (CDPxxx) Warrant. The actual fund associated with these outstanding items will determine the distribution
method.
3. Cash Allocations
When all of the Payables allocations are complete, the system performs Cash
Allocations. This is a simple way to balance funds. Cash Allocations will total
the debit (+) and credit (-) column for each fund. The difference between the columns (debits minus credits) for each fund determines the fund’s allocation
amount. Cash Allocations are recorded in the CA (Cash Allocations) journal.
General Ledger User Guide
37
Automatic Allocations | Setup Automatic Allocations
Setup Automatic Allocations
This section will give you an overview about the function and purpose of the
tools used by Automatic Allocations to allocate funds automatically.
1. Setting up Payables Allocations
General Ledger’s Control Maintenance contains account information that is
essential for the allocation process (open Maintenance | Control, and click the
Allocations Tab).
Important Note: Do not include the “Allocation To Other Funds” account in the
allocation range for each payable allocation type.
The Accounts Payable Allocation Range is the General Ledger account that
Accounts Payable uses to record amounts due. (In Accounts Payable, open
Maintenance | Control, and click the GL Info Tab. Look for the Accounts Payable Acct field.) The account range may also include other Accounts Payable
account numbers, the usual setup will only have one Accounts Payable account.
The main allocation account is the “Allocation To Other Funds” account and it is
the only account that uses an allocation type of “Accounts Payable” in Account
Maintenance. The allocation account in each fund must mirror this account.
Example: If the main allocation account is 02-202000, the allocation account
for fund 10 must be 10-202000. Notice how “202000” in the fund mirrors
“202000” in the main allocation account.
The Payroll Payable Allocation Range includes all of the liability accounts that
represent the payroll amounts owed. These accounts can occur in several maintenance tables in the Payroll module. Pay Code Maintenance is the controlling
table, but you can override Pay Code General Ledger accounts in Employee Pay
Code Maintenance and/or Workers Compensation Maintenance.
The “Allocations To Other Funds” account is the main allocation account. It is
the only account that uses the allocation type of “Payroll” in Account Maintenance. The allocation account in each fund must mirror this account.
Example: If the main allocation account is 03-24000, the allocation account
for fund 10 must be 10-24000. The 24000 in the fund mirrors the 24000 in the
main allocation account.
The Warrants Payable Allocation Range can include multiple accounts, but
normally only uses the account that is used by the CDxxx journals.
The “Allocations To Other Funds” account is the main allocation account. It is
the only allocation type of “Warrants Payable” in Account Maintenance. The
allocation accounts in each fund must mirror this account.
Example, if the main allocation account is 02-25000, fund 10’s allocation
account must be 10-25000. The 25000 in the fund mirrors the 25000 in the
main allocation account.
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General Ledger User Guide
Setup Automatic Allocations | Automatic Allocations
2. Setting up Additional Payables Allocations
General Ledger’s Control Maintenance contains additional information that is
essential for the allocation process. Funds designated as an Allocation fund type
will not receive payables allocations.
You should establish an Allocation Fund Type for each Payables allocation fund.
For example, if Account Payable Allocations are performed from fund 02 and
Payroll Allocations are fund 03, the Allocation Fund Type should show “02,03”.
3. Setting up Cash Allocations
Typically, Cash Allocations will not use a range. Instead, Cash Allocations will
rely on the cash accounts range such as the 01 fund. Select the cash allocations
account in each fund with an allocation type of “cash” in Account Maintenance.
You can only have one Cash Allocation account in each fund.
General Ledger User Guide
39
Automatic Allocations | Run Automatic Allocations
Run Automatic Allocations
The previous sections defined what an Automatic Allocation is and how it works.
This section is dedicated to the actual set up and use of Automatic Allocations.
Automatic Allocations will gather data to determine each fund’s balance or portion of cash and debt requirements. Based on transactions, such as Payroll or
Accounts Payable, the system will create entries to show distribution or ownership from the common fund (a generic holding fund) for cash and payable items
to the appropriate individual funds. Normally, you would be the one to figure out
the cash and debt requirements, allocate, and track the transactions. Automatic
Allocations simply does it for you.
In this section:
•
•
•
•
Defining Automatic Allocations
Setting up an account to receive Automatic Allocations
Checking the Accounts Payables balance
Running Automatic Allocations
Defining Automatic Allocations
Before you start running Automatic Allocations you need to (1) activate Automatic Allocations in Control Maintenance and (2) select the GL accounts that
will be used to determine the amount allocated to individual funds.
FIGURE 1.
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General Ledger User Guide
Selecting accounts to allocate amounts in the Control Table.
Run Automatic Allocations | Automatic Allocations
To select GL Accounts
1.
Open Maintenance | Control.
2.
Click the Allocations tab.
3.
To activate automatic allocations, select the Allocations check box.
4.
Click the ellipsis button in the Accounts Payable, Payroll, or Warrants Payable area to enter the GL accounts that will be used to determine the amount
allocated to the individual funds.
5.
Click Close.
Setting up an account to receive Automatic Allocations
Each account that will receive Automatic Allocations must be set up to accept
Automatic Allocation funds in Account Maintenance.
Select the allocation type from
the drop-down list.
Selecting the allocation type from the Allocations drop-down
list in Account Maintenance.
FIGURE 2.
To set up GL accounts
1.
Open Maintenance | Account.
or
If Account Maintenance is running, click Edit to switch to Edit mode.
2.
Enter an account number in the Lookup bar.
3.
Press Enter to display the account.
4.
Select an allocation type from the Allocations drop-down list to enable the
account to receive funds from Automatic Allocations.
5.
Click Close.
General Ledger User Guide
41
Automatic Allocations | Run Automatic Allocations
Checking the Accounts Payables balance
Open Inquiry | Account Inquiry to verify the amounts updated from the interfaced subsystems have been updated correctly.
Check for the following information:
• Cash balances match the ending Bank Balance and the ending Book Balance
on the bank reconciliation statement.
• Accounts Receivable balances match amounts stored in Accounts Receivable
and Utility Billing.
• Accounts Payable balances match amounts on the Unpaid Invoice Report
from Accounts Payable.
• Payroll liability amounts are within normal expectations.
Example: Check the account used to record the liability for health insurance.
After you pay the health insurance premium, you should be able to check this
amount and make sure the account is clearing correctly.
To check the account balance for Cash, Accounts Receivable, and
Payables
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General Ledger User Guide
1.
Open Inquiry
.
2.
Select Account Inquiry.
3.
Check if Accounts Payable balances match amounts on the Unpaid Invoice
Report from Accounts Payable.
4.
Check if Payroll liability amounts are within normal expectations.
Run Automatic Allocations | Automatic Allocations
Running Automatic Allocations
There are five types of Automatic Allocations: Cash, Accounts Payable, Payroll,
Warrant, and Interest. Run Automatic Allocations each month to determine each
fund’s cash and debt requirements and to allocate money to the appropriate
individual fund.
Allocating funds monthly has its benefits:
• You can base fund-related decisions on actual fund status.
• You help the auditor by making adjustments each month, instead of making
one adjustment at the end of the year.
A
B
C
FIGURE 3.
(A) Allocation entry fields. (B) Display screen. (C) Status bar.
To run the routine
10217, 23 Apr 2004
1.
Open Data Entry | Automatic Allocations.
2.
Verify the correct period is displayed in the Period field.
3.
Select a journal code from the Journal Code drop-down list.
To create Payables Allocations: Complete these steps.
4.
• Select the Payables Allocation check box.
• Select the journal code to be used to post Payables Allocation entries from
the Journal Code drop-down list.
• Select the check box next to the type(s) of Payables Allocations to create:
Accounts Payable, Payroll Payable, Warrants Payable.
General Ledger User Guide
43
Automatic Allocations | Run Automatic Allocations
5.
To create daily cash allocation entries:
• Select the Allocate Cash Daily check box.
Note: Selecting the Allocate Cash Daily option will disable the Interest
Allocation option.
OR
To create interest allocation entries:
• Select the Interest Allocation check box.
• Select the frequency to create interest allocation transactions from the
Frequency drop-down list.
Note: Selecting the Interest Allocation option will disable the Cash Daily
Allocation option.
6.
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General Ledger User Guide
Click GO.
Automatic Allocation Reports | Automatic Allocations
Automatic Allocation Reports
Allocation Accounts Detail Ledger
Use the Allocation Accounts Detail Ledger to review the cash allocation
accounts. This report is an easy way to find errors when cash allocations are out
of balance.
To print the report
1.
Open Reports | Detail Ledger and select Allocation Accts Detail Ledger.
2.
Select a Report Title.
3.
Verify the correct period is displayed in the Period field.
4.
Click the Miscellaneous Tab.
5.
Do you want to omit accounts with a zero balance? Select the Exclude Zero
Balance Accounts check box.
6.
Do you want to print a running balance for each detail record? Select the
Print Running Balance check box.
Note: To set the balance to zero at the fiscal year end, select the Zero the
Balance at Fiscal Year End check box.
7.
Do you want to include comments? Select the Include Comments check box,
and then select the comment types to add to the report.
8.
Do you want to include “Report Only” transaction types? Select the Include
Report Only Transactions check box.
9.
Do you want to print the transaction in order by date? Select the Print
Transactions in Date Order check box.
10.
Click the Segment Selection Tab.
11.
Review the segments to include and exclude. Double-click the value in the
grid to change it.
12.
Review the Pag options. Double-click the value to change it. Select Yes to
start printing the segment on a new page. Select No to continue printing the
segment on the same page.
13.
Review the Tot options. Double-click the value to change it. Select Yes to
total the segment. Select No to not print a total.
14.
Click Print.
15.
Click GO.
General Ledger User Guide
45
Automatic Allocations | Troubleshooting
Troubleshooting
This section contains a few tips to help you use Automatic Allocations.
In this section:
•
•
•
•
•
About Period Zero (0/YY)
About Periods 13 & 14 (13/YY, 14/YY)
Sharing allocation funds
Warrant allocation errors
Alternative allocations
About Period Zero (0/YY)
The pre-scan will verify balances in the zero period (e.g., 0/99) to determine if
the funds at the beginning of the year are in balance. If an out-of-balance condition exists, the allocations process will stop and display an error. Zero period outof-balance errors indicate prior year out-of-balance conditions.
To resolve out-of-balance conditions in a prior year, run Checkout for the prior
year. Correct any errors that exist, then run Cash Allocations for Period 14 (14/
YY) of the prior year.
About Periods 13 & 14 (13/YY, 14/YY)
Automatic Allocations can be a little challenging if you are posting adjustments
that will affect Payables Allocations in Period 13. Automatic Allocations in
Accounts Payable will look for unpaid items in the same period, Payroll will look
for items in the PCxxx (Payroll Costing) journal, and Warrants will look for outstanding items in the CDxxx journals.
Out-of-Balance Warning
You may receive an out-of-balance message from Accounts Payable allocations
if you post adjustments to Periods 13 & 14, even if there are no unpaid items.
Payroll allocations won’t run without a PC journal. The PC journal is critical
because it contains the fund information and dollar figures the system will use to
calculate Payroll Allocations.
Cash Allocations in Period 14
Automatic Allocations will attempt to create Cash and Payables allocations in
Period 13. Automatic Allocations will only perform Cash allocations (not payables allocations) in Period 14. If you must make an adjustment to Periods 13 or
14 that will affect the Payables Allocations, you may need to manually allocate
amounts to the appropriate funds.
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General Ledger User Guide
Troubleshooting | Automatic Allocations
“In Balance”
The system believes that it is in balance when the Allocation Range matches the
Allocation To Other Funds account. This is a simplified example that will help
you understand how the system determines if an allocations balance exists:
Description
1
General Ledger Account
Balance
Allocation Range Total
02-20100
-200.00
Allocation to Other Funds Total
02-21100
200.00
Total
0.00
Allocation Accounts in Funds
2
Fund 10
10-21100
-75.00
Fund 20
20-21100
-35.00
Fund 50
50-21100
-90.00
Total
-200.00
200.00
Total
00.00
This example illustrates how balancing allocations is a two-step process:
1. Add the Allocation Range total to the Allocation To Other Funds total. The
sum should equal zero.
2. Add the Allocation Accounts in Funds total to the Allocation To Other
Funds total. The sum should equal zero.
Sharing allocation funds
If you are using Accounts Payable to pay Payroll liabilities and a liability
remains unpaid at the end of the month, you have inadvertently created a scenario
that will increase the chance of receiving an Accounts Payable Allocation error.
This problem occurs when an Accounts Payable account and a Payroll Payable
account share the same fund. You can use one fund for Accounts Payable and
Payroll Payable and take special precautions to ensure that every Payroll liability
is paid at the end of each month.
There are two ways that you can resolve this problem:
• Use separate funds for Accounts Payable and Payroll Payable.
To create separate funds, such as the 01 fund for General Ledger’s Cash Allocation accounts, the 02 fund for the Accounts Payable Allocation accounts,
and the 03 fund for Payroll Payable Allocation accounts.
General Ledger User Guide
47
Automatic Allocations | Troubleshooting
• Prevent allocations to a fund.
To prevent Automatic Allocations to a specific fund, open Control Maintenance in General Ledger. Click the Accounts Tab and click the Types Tab.
Establish an Allocation Fund Type for each of the Payables allocation funds.
Example: If Accounts Payable allocations use fund 02 and Payroll allocations
use fund 03, the Allocation Fund Type should show “02,03”.
Warrant allocation errors
There are two types of Warrant Allocation errors:
• Error “Outstanding Warrants with no GL Fund Designation”
If an error appears during Warrants Allocations that says, “Outstanding warrants with no GL fund designation exist,” then you should enter a fund number at the prompt. After you enter a fund number, you will receive this
message, “Would you like to load the GL fund information from the Accounts
Payable system?” Click Yes and the system will assign the proper fund designation to the CDxxx transactions.
Note: You can use the General Fund number or you can use a different fund
number.
• Error “GL Account for the Hand-cut Warrant Matches…”
This error message will appear if an account associated with a Manual Warrant is the same as an allocation range. The error message will read, “GL
Account for the hand-cut warrant matches…” To fix the error, correct the
Manual Warrant’s General Ledger account.
Alternative allocations
Using a single account to record accounts payables and a single fund to collect
payroll liabilities is advantageous because it creates a single location for reconciling account balances. The alternative to running Automatic Allocations is using
partial accounts in a Caselle subsystem. In general, the partial account mask
searches the initial transaction for values that are missing in the account structure. Payroll relies on partial account masks for many of its accounts. Partial
accounts are also available in Accounts Payable.
There are two alternative allocations in Payroll and Accounts Payable:
• Payroll... Partial accounts are used throughout the application and the payroll
process is time critical. Pay codes determine which line item to charge in the
General Ledger. If Payroll creates paycheck information that contains a partial account mask, it searches the Employee Allocation table for the information required to complete the partial account mask. If a benefit transaction
contains a partial account mask, Payroll searches the GL accounts in paycheck transactions to identify the missing account information. Errors occur
when this substitution process creates an invalid account.
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General Ledger User Guide
Troubleshooting | Automatic Allocations
Example: Joe Smith works for the Parks Department. His employee record
contains this information:
Description
Account
Pay code for wages is a debit account
FF-DD-110
Allocation account
25-40-OOO
Notice “OOO” is the letter O and
not the number zero.
When you enter Joe’s hours for his paycheck, the system identifies a pay code
that uses a partial account mask. The system searches Joe’s allocation record
and replaces “FF-DD” in Joe’s pay code for wages account with “25-40” from
Joe’s allocation account. Joe’s new pay code for wages GL account is 25-40110.
When Joe’s paycheck is complete, the system calculates employer paid benefits, for example, insurance and retirement. The pay code for insurance contains this information:
Pay Code Description
Account
Benefit debit account
FF-DD-140
Benefit credit account
FF-22400
During the benefit calculation process, the system uses the actual paycheck
transaction that contains the account 25-40-110 to complete the partial
account mask. The system replaces “FF” and “DD” with “25”and “40” from
the transaction that completed Joe’s pay code for wages. Now, the pay code
for Joe’s insurance looks like this:
Pay Code Description
Account
Benefit debit account
25-40-140
Benefit credit account
25-22400
If Joe’s wages are divided equally between two funds, then benefits will also
be assigned equally between the two funds.
• Accounts Payable... Partial accounts are less common in Accounts Payable.
You can set up partial accounts for Accounts Payable and Encumbrance
Reserve in the Control table on the GL Info Tab.
To set up partial accounts in Accounts Payable, open Maintenance | Control.
Click the GL Info Tab. In the Accounts Payable Acct or Encumbrance
Reserve Acct fields, enter a partial account mask.
When an Accounts Payable account contains a partial account mask, the system searches the Invoice and Purchase Order transactions to identify the missing account information. Errors occur when this substitution process creates
an invalid account.
General Ledger User Guide
49
Automatic Allocations | Troubleshooting
Example 1: Jane’s Accounts Payable Acct field contains FF-21100. Her
Reserve for Encumbrance Acct field contains FF-21200. She receives a purchase order that contains encumbrance items to record to accounts 10-54-610,
20-45-710, and 52-45-430. The system creates the offset encumbrance in 1021200, 20-21200, and 52-21200.
Example 2: Jane receives an invoice that contains accounts 10-45-410 and 2044-310. The system creates the offset payable in 10-21100 and 20-21100,
respectively.
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General Ledger User Guide
Interest Allocations | Automatic Allocations
Interest Allocations
Entities often receive a single payment of interest for an investment from several
participants. Interest Allocations provide the ability to redistribute the interest
accumulations back to the contributing groups. Distributions and allocations can
be based on account balances or fixed percentages. For example, interest may be
allocated to funds based on the average daily balance of funds that each fund has
set aside for investment purposes.
Begin by setting up interest allocations in Allocation Maintenance and then use
Automatic Allocations in Data Entry to create the distribution.
In this section:
•
•
•
•
•
•
What are Interest Allocations?
Interest Allocations Steps Checklist
Determining the amounts to be allocated to the “To Accounts”
Setting up Allocation Maintenance
Running Automatic Allocations for Interest Allocations
Average Daily Balance Detail Ledger – Interest Allocations
What are Interest Allocations?
When you set up an Interest Allocation record in the Allocation Table, you
should use the terms and definitions in Table 1 to set up the appropriate fields.
TABLE 1. Terms
used to defined Interest Allocations
Term
Description
From Accounts
Also known as clearing accounts.
Partial GL Accounts are allowed. The From Account finishes masking partial GL accounts using accounts in the
Use GL Accounts for Amount.
To Accounts
Where the allocated amounts will be created when amounts
are distributed.
Partial GL Accounts are allowed. The To Account uses the
accounts in the Allocation Ratio accounts to mask its
accounts.
Accounts for Amounts
These accounts contain the dollar amount to be distributed.
Multiple or single accounts can be entered.
Choose Prompt to prompt the user to enter the amount to
be allocated.
Choose Fixed to use the allocation stored in the Allocation
Table as the amount to be allocated.
General Ledger User Guide
51
Automatic Allocations | Interest Allocations
TABLE 1. Terms
used to defined Interest Allocations
Term
Description
Allocation Ratio
These accounts determine the portion of the distributed
amount that will be received for each range or account.
Allocation Ratio accounts do not need to be existing
accounts. This option enables entry for a range that encompasses future accounts.
Example: In this scenario, the GL Begin Account is
1000000 and the GL End Account is 1099999. The account
10-00000 exists as a header account in the general fund.
The account 10-99-999 does not exist. If you wanted to add
the account 10-99-998, it would be included in the allocation computation without making any additional changes to
the allocation record.
Override GL Account
This account redirects amounts to a different account while
still considering the amounts from the GL account range
(begin GL account - end GL account) to determine the
percentage.
Method
Determines the interval for the allocation ratio amounts.
See Running Automatic Allocations.
Allocation Order
Identifies the sequence the allocation will be included in
the Automatic Allocations routine.
Also known as clearing
accounts. Partial GL Accounts
are allowed.
Where the allocated amounts will
be created when amounts are
distributed. Partial GL Accounts
are allowed.
Where the dollars to be distributed have been accumulating.
FIGURE 4.
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General Ledger User Guide
Setting an allocation record for interest allocations.
Interest Allocations | Automatic Allocations
Click this button to add, modify,
or delete the Allocation Ratio list
Displaying the begin and end GL Accounts for allocation
number one on the Allocation Ratio Tab.
FIGURE 5.
Interest Allocations Steps Checklist
Use this steps checklist to set up and allocate interest.
Step
Do This
1. Determine the amounts to be allocated.
• See “Determining the amounts to be
allocated to the “To Accounts”” on
page 54.
2. Setup the Allocation table.
• See “Setting up Allocation Maintenance” on page 54.
3. Run Automatic Allocations for Interest
Allocations.
• See “Running Automatic Allocations
4. Review the allocated amounts.
• See “Average Daily Balance Detail
for Interest Allocations” on page 56.
Ledger – Interest Allocations” on
page 57.
General Ledger User Guide
53
Automatic Allocations | Interest Allocations
Determining the amounts to be allocated to the “To
Accounts”
1.
Find the current year’s amount in the Accounts for Amounts.
2.
Determine the balance expected for each To Account.
3.
Determine the actual current year’s balance in each To Account.
4.
Create an entry that will make the To Accounts the “expected” balance.
5.
Offset the entries using the From Accounts.
6.
Verify the year-to-date (YTD) total in the Accounts for Amounts and From
Accounts net to zero.
Note: An error is created if the accounts do not balance.
Setting up Allocation Maintenance
Use Allocation Maintenance to set up interest allocations.
To set up an interest allocation
1.
Open Maintenance | Allocation.
2.
Click New.
3.
Enter the allocation number in the Allocation No. field.
The Allocation No. is used for identification. It is not significant to the allocation process.
4.
The Allocation Order provides the ability to arrange the sequence in which
the interest allocations will run. Click the ellipsis button to update the allocation order.
5.
To group and control allocations for data entry, select an option from the
Frequency drop-down list.
• Select Daily to identify interest allocations that will run on a daily basis.
• Select Monthly to identify allocations that will normally be performed
once a month.
The options will not restrict the selection of allocations during data entry. It
will provide the option to select allocations based on frequency.
6.
Enter the allocation title in the Description field.
7.
To print a report when the Automatic Allocations routine runs, select the
Print Report check box.
8.
Select the method to use to calculate the entries on the Allocation Ratio Tab
from the Method drop-down list.
• Select Average Daily Balance Ratio to start allocations with the year-todate balance at the beginning of the period and add the account balance
for each day of the period. The total accumulation during the period is
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General Ledger User Guide
Interest Allocations | Automatic Allocations
divided by the number of days in the period to find the average daily
balance.
• Select Period Beginning Balance Ratio to use the year-to-date beginning-balance amounts to determine the percentage represented by each
allocation ratio entry.
• Select Period Ending Balance Ratio to use the year-to-date ending-balance amounts to determine the percentage represented by each allocation
ratio entry.
• Select Fixed Percentage to indicate that each entry in the allocation ratio
contains a designated percentage and no analysis is performed.
9.
To indicate the amounts for the Allocation Ratio accounts to be retrieved from
a prior GL period, select the Use Prior GL Period check box. This is typically one period prior to the GL period selected.
10.
Enter the journal that will receive the allocation entries in the Journal Code
field.
11.
In the GL Acct to Distribute From field: Enter a complete or partial GL
account.
If a partial GL account is entered, the masked, non-numeric part of the
account is completed using the accounts listed in the Use GL Accounts for
Amount field. This account will receive the balancing or offsetting entry for
the allocations.
12.
In the GL Acct to Distribute To field: Enter a complete or partial GL
account.
If a partial account is entered, the masked, non-numeric part of the account is
completed using the accounts listed in the accounts listed in the allocation
ratio entries. This account will receive the allocation amounts.
13.
The Allocation Options tells the system where to search for the amount to be
allocated. Select an option:
• Click Prompt for Amount to request the amount to be entered each time
the allocation is performed. The amount is added to any existing balance
in the accounts receiving the allocation amounts.
• Click Use Fixed Amount to apply the amount entered in the Fixed
Amount field each time the allocation is performed. The amount is added
to any existing balance in the accounts receiving the allocation entries.
• Click Use GL Accounts for Amount to use the current year amount of
the accounts listed in this field for the amount to be distributed at the time
the allocation is performed. Only the current year amounts are included.
The year’s beginning balances are excluded. The accounts receiving the
allocation entries will be adjusted to match this calculated balance.
14.
Click the Allocation Ratio Tab.
The Allocation Ratio Tab shows all of the accounts used to determine percentages for the selected allocation. This screen will show certain fields based on
the Method selected on the General Tab.
15.
Double-click a specific line item, or click Maintenance
right corner to add, change, or delete items from the list.
in the lower-
Each allocation record may have more than one allocation ratio record. An
Allocation Record represents a portion of the whole allocation ratio. The GL
Acct to Distribute To account controls the discrete allocation division.
General Ledger User Guide
55
Automatic Allocations | Interest Allocations
For example, if the GL Acct to Distribute To is “FF-22900,” then sequences 1
through 8 will begin with “10,” and they will be treated as a single collection.
The allocation will be made to 10-22900.
Some fields on the Allocation Ratio Account Maintenance screen will be
accessible or inaccessible based on the Method selected on the General Tab of
the Allocation Table.
16.
If Fixed Percentage was selected as the Method:
• The GL Begin Acct and GL End Acct fields will be disabled.
• The Override GL Acct is the GL account that will receive the allocation
amounts. You must use a valid GL account.
• The Percentage field establishes the portion of the allocation deposited
into the Override GL account.
17.
For all other Methods:
• The GL Begin Acct identifies the starting account in a range. The GL
account (1) may or may not be a valid GL account and (2) must include
the whole account length.
• The GL End Acct identifies the ending account in a range. The GL
account (1) may or may not be a valid GL account and (2) must include
the whole account length.
• The Override GL Acct is used to redirect the allocation amount to
another account. A complete GL account is not required. If a partial
account is entered, use an adequate number of digits to substitute the override GL account for the GL Acct to Distribute To account. Clicking the
ellipsis button allows you to completely mask the partial account.
• The Percentage field is disabled when the Method selected is not Fixed
Percentage.
Running Automatic Allocations for Interest Allocations
Interest Allocations are created using the Automatic Allocations routine in the
Data Entry menu. There are several fields on the Automatic Allocations screen
that are specific to Interest Allocations.
• The Period controls the GL Period that will be used to post all allocation
transactions. When you enter Automatic Allocations, the period will always
begin with the Current GL Period.
• The Journal Code is the journal that will be used to post cash allocations.
• The Transaction Date is the date that will be assigned to all allocation transactions. The GL Period Ending date is the default. Use Specific Date to enter
an explicit date.
• If the Payables Allocation check box is selected, the Accounts Payable, Payroll Payable, and Warrants Payable allocations can be processed. The Journal
Code is the journal that will be used to post Payables Allocations.
• The Interest Allocations check box is only active when record have been
created in Allocation Maintenance. If this check box is selected, allocations
that have been set up in Allocation Maintenance can be processed. The journal that will be used to post interest allocations is found in the individual allocation records. Select a frequency to only process allocation records with the
frequency option set in the allocation record. Use All to process all allocation
records regardless of their individual frequency setting.
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General Ledger User Guide
Interest Allocations | Automatic Allocations
• Click the Save Defaults button to save the current setting as the default for
future sessions. The Transaction Date and Period will not be saved.
• Click the Print
button to print a report of the items displayed in the grid.
Average Daily Balance Detail Ledger –
Interest Allocations
Use the Average Daily Balance Detail Ledger to calculate a summary total and
ratio for the GL accounts.
You can:
• Print the report
• Export the report
To print the report
1.
Open Reports | Detail Ledger.
2.
Select Average Daily Balance.
3.
Select a Report Title.
4.
Verify the GL Period, or click the ellipsis button to change the date range.
5.
Click the Miscellaneous Tab.
6.
Do you want to omit accounts with a zero balance? Select the Exclude Zero
Balance Accounts check box.
7.
Do you want to print a running balance for each detail record? Select the
Print Running Balance check box.
Note: To set the balance to zero at the fiscal year end, select the Zero the
Balance at Fiscal Year End check box.
8.
Do you want to include “Report Only” transaction types? Select the Include
Report Only Transactions check box.
9.
Do you want to print the transaction in order by date? Select the Print Transactions in Date Order check box.
10.
Enter the number of GL account digits in the Include [ _ ] Digits of Account
Number of Average Daily Ratio field.
The average daily balance will be calculated using the number of digits specified in this option. The following example shows how accounts would be
summarized and calculated if four digits were included.
GL Account
Amount ($)
10-31-100
100.00
10-31-200
150.00
1031
10-32-100
250.00
Percent (%)
8.33%
175.00
10-32-200
115.00
10-32-400
160.00
1032
450.00
10-40-110
800.00
10-40-120
400.00
15.00%
General Ledger User Guide
57
Automatic Allocations | Interest Allocations
GL Account
Amount ($)
1040
10-44-210
1,200.00
Percent (%)
40.00%
1,100.00
1044
1,100.00
36.67%
Grand Total
3,000.00
100%
11.
Click the Segment Selection Tab.
12.
Review the segments to include and exclude. Double-click the value in the
grid to change it.
13.
Review the Pag options. Double-click the value to change it. Select Yes to
start printing the segment on a new page. Select No to continue printing the
segment on the same page.
14.
Review the Tot options. Double-click the value to change it. Select Yes to
total the segment. Select No to not print a total.
15.
Click Print.
16.
Click GO.
To export the report
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General Ledger User Guide
1.
Set up the report information as usual.
2.
Set up the Export options on the Miscellaneous Tab.
3.
Enter the file name in the Export Filename field. Example: export.txt
4.
Next to Field Delimiter: Select the field delimiter that is used by the program
receiving the export file.
5.
Enter the character to be used to surround text fields in the Character to Surround Text Fields field. Try to use a character that will not be used in the
exported file. Example: “ ”
6.
To include the field names as the first row in the export file: Select the
Include Field Names as first row of export file check box.
7.
Click Print.
8.
Click GO.
CHAPTER 6
Budget Entry
Use Budget Entry to perform a variety of tasks. You can create a new budget,
close an old budget, copy the working budget to a future year, copy a live budget
to a work area to see what might happen, and so much more.
In this chapter:
•
•
•
•
How to Navigate Budget Entry
Budget Entry Options
Budget Entry
Budget Reports
General Ledger User Guide
59
Budget Entry | How to Navigate Budget Entry
How to Navigate Budget Entry
When you open Budget Entry from the Data Entry menu, you will be able to
select the Budget Entry Options and then the screen shown below displays.
C
A
B
(A) The journal code, description, period, and budget level
display at the top of the screen. (B) Use the middle of the screen to record
budget entries. View the budget entry for each month in the fields at the
bottom of the screen. (C) Some tools and fields are specific to Budget
Entry. They are explained in the section below.
FIGURE 1.
Mode
You can change between Year-to-Date and Normal mode at any time.
Year-to-Date
Use the entered amount as the current budgeted amount.
The amount needed is added or subtracted from the previous budget entries to make the current budgeted amount
match the new amount.
Normal
Increase or decrease the budgeted amount by the amount
entered.
Comments
Click this button to document changes to the budget.
Sign
Select this option to use the normal balance field in Account Maintenance to
determine which sign to use for the entered amount. For example, Revenue
accounts will default a (-) sign and expenditure accounts will default a (+) sign if
Auto sign is enabled.
Display Options
When you select a single period, you can select the display options for the screen.
First, click summary or detail. To view debit and credit amounts in separate columns, select the Debit/Credit check box. To view all entries for the selected
period, select the All Entries check box.
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How to Navigate Budget Entry | Budget Entry
Allocation Options
When you select multiple periods, the Allocation Options will appear.
Split
To divide an amount evenly between the selected periods.
Duplicate
To copy the amount to the selected periods.
Manual
To allocate the amount by hand to the selected periods.
Clear Hash Totals
Click Hash Totals
to clear the current hash total. This can be helpful if you
are entering and balancing each department’s budget as you go.
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61
Budget Entry | Budget Entry Options
Budget Entry Options
The Budget Entry Options tells General Ledger how to set up budget levels,
store your state’s budget code and title, and enter notes tied to a specific budget period.
In this section:
• Viewing or changing the budget level
• Entering a state budget code/title
• Adding budget notes
Viewing or changing the budget level
Budget levels are available for you to use to structure Budget Entry. Using a budget level for each step in the budget approval process helps you keep things organized. Closing each budget level when it is completed ensures that you are
always working on the current budget level when you enter Budget Entry.
To view or change a budget level
1.
Open Maintenance | Control.
The Current Year field shows the budget level you are using for the current
year. The Future Year field shows the budget level you are using for the future
year.
2.
To reopen a prior budget level for the current year: Enter the budget level in
the Current Year field.
3.
To reopen a prior budget level for the future year: Enter the budget level in the
Future Year field.
4.
Click Close.
Entering a state budget code/title
The default state budget code and title are stored in Account Maintenance. The
State budget code groups accounts together to calculate a summary balance total
for the State Budget Report.
To enter codes and titles
1.
Open Maintenance | Account.
or
Click Edit to switch to Edit mode.
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General Ledger User Guide
2.
Enter an account number in the Lookup bar. Press Enter.
3.
Click the General 2 Tab.
4.
Enter the state budget code in the State Budget Code field.
5.
Enter the state budget title for the state budget code entered in the previous
field in the State Budget Title field.
6.
Click Close.
Budget Entry Options | Budget Entry
Adding budget notes
Budget Notes are stored on the Budget Notes Tab in Account Maintenance. Budget notes use a tilde (~) followed by the GL Period to tie budget notes to a specific GL Period. Omitting the ~MMYY or ~YYYY annotation will save the note
as a “general note” that is not associated with a specific GL Period.
Enter...
To print budget notes for...
~06/99
Fiscal year 07/98 – 06/99
~12/99
Calendar year 01/99 – 12/99
To add a note
1.
Open Maintenance | Account.
or
Click Edit to switch to Edit mode.
2.
Enter an account number in the Lookup bar. Press Enter.
3.
Click the Budget Notes Tab.
4.
Click the large white notes field.
FIGURE 2.
5.
Entering a note on the Notes Tab in the Account Table.
Enter a tilde (~) followed by a specific GL period (use MMYY or YYYY).
Example: ~06/99
6.
Type in the budget note. Press Enter to start a new line.
7.
Click Close.
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63
Budget Entry | Budget Entry
Budget Entry
The routines in Budget Entry are listed in the order they can be used to create a
budget, copy it to a future year, and modify the current year budget. You do not
have to use the Budget Entry routines in the order listed. They have been
included in this order to get you started.
In this section:
•
•
•
•
•
•
•
•
•
•
Creating a budget entry
Computing an annualized budget
Copying to a projected budget
Copying a budget to a single period
Copying period budgets to the following year
Copying period actual amounts to the following year
Modifying the YTD budget to equal the projected budget
Copying actual amounts to a single period
Closing a budget level
Deleting budget transactions
Creating a budget entry
Use Budget Entry to create a budget entry transaction for the current year. To create a budget entry for next year or another year, simply substitute “Next Year” or
“Other Year” for “Current Year” in the steps below.
To create enter a budget transaction
1.
Select an option.
Task
Do This
Create a budget entry in the current
year.
Open Data Entry.
Select Budget.
Select Current Year.
Select Entry.
Create a budget entry in the future
year.
Open Data Entry.
Select Budget.
Select Next Year.
Select Entry.
Create a budget entry in a different
year.
Select Data Entry.
Select Budget.
Select Other Years.
A Budget Entry Options dialog box displays.
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General Ledger User Guide
Budget Entry | Budget Entry
2.
Select a journal code from the Journal Code drop-down list.
3.
Enter a GL period in the Period field. To select a different period, click the
button next to this field.
We recommend using Period 14 as the temporary work area. Budget amounts
entered in Period 14 will only print on reports that select the projected budget
option.
FIGURE 3.
Budget Entry Options
Tip! Click the Select All Periods button to distribute the budget entry evenly
between all of the periods. Or, select a period. Or, select the zero period (0/99)
to place the budget on the first day of the selected year.
4.
Select the budget level from the Budget Level drop-down list.
5.
Click Accept.
If you selected one period, a Default Mode Options dialog box displays. If
you selected multiple periods, you will only be able to use Normal mode.
6.
Click Yes to use Year-to-Date mode as the default.
The Budget Entry form will appear.
7.
Complete the form.
Budget entries will appear in the display at the bottom of the form.
8.
Enter another budget entry or click Close.
Computing an annualized budget
The annualized budget is a system-generated budget that uses the balance from
the current year to estimate the balance at the end of the year. It is stored in
Period 13 for the year it is calculated. Computing an annualized budget is helpful
if your expenditures are distributed evenly throughout the year.
Example: If you are in April 2000 and want to estimate your budget to the end of
December 2000, the system will find the average balance per month and multiply
by 12.
Avg. per Month = [Month 1 + Month 2 + Month 3 + ...] / Number of Months
Annualized Budget = Avg. per Month x 12 Months per Year
To compute the annualized budget
1.
Open Data Entry | Budget and select Budget Routines.
2.
Select Compute Annualized Budget (13/YY).
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65
Budget Entry | Budget Entry
3.
Enter the last month or period for the year that the system will use to compute
the average per month in the Period field.
Example: In the example above, you would enter 04/00.
4.
Use the Journal Code drop-down list to select the journal that will store the
annualized budget.
A transaction description displays in the Transaction Desc field.
5.
Click GO.
6.
To make changes to the calculated estimate, copy the annualized budget to
Period 14.
The next section tells you how to copy the annualized budget to the projected
budget in Period 14.
Copying to a projected budget
Use Copy to Projected Budget to copy budget data to the work area in Period 14.
None of the changes you make in Period 14 will affect the working budget.
Note: The Utah State Budget Report uses the projected budget from Period 14 to
complete the report.
To copy the calculated annualized budget (Period 13) to the Projected
Budget (Period 14)
1.
Open Data Entry | Budget and select Budget Routines.
2.
Select Copy to Projected Budget (14/YY).
3.
Enter Period 13 in the Beginning Period and the Ending Period fields.
4.
Enter the default description in the Transaction Desc field.
5.
Click Filter
Accounts.
6.
Use the Journal Code drop-down list to select the journal that will store the
projected budget.
7.
Click GO.
next to the GL Accounts field to modify the selected GL
Copying a budget to a single period
Often the future budget is very similar to the current budget. Copying a budget to
a single period will give you a starting point to begin planning the future budget.
This routine will copy a range of months or an entire year to a single month in a
new budget year.
To copy to a single period
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General Ledger User Guide
1.
Open Data Entry | Budget and select Budget Routines.
2.
Select Copy Budget to Single Period.
3.
Enter the period to begin copying data in the Copy From Beginning Period
field.
4.
Enter the period to stop copying data in the Copy From Ending Period field.
5.
Enter the period you want to copy the data to in the Copy to Period field.
Budget Entry | Budget Entry
6.
Enter the percent to increase or decrease the amounts copied into the new
period in the % to Increase/Decrease Amt field. Use a (-) sign to indicate a
decrease.
OR
To copy actual amounts, leave this field blank.
A dialog box will appear to confirm a change in amount.
7.
Click Yes to continue.
8.
Use the Journal Code drop-down list to select a journal code to store the
budget.
9.
Enter the default description in the Transaction Desc field.
10.
Click Filter
are included.
11.
Click GO.
next to the GL Accounts field to limit which GL accounts
Copying period budgets to the following year
For those of you who budget on a monthly basis, this routine will copy a monthly
budget to the same month in the following year. For example, running this routine will copy Jan. 1999 to Jan. 2000, Feb. 1999 to Feb. 2000, and so on.
To copy period budgets
1.
Open Data Entry | Budget and select Budget Routines.
2.
Select Copy Period Budgets to Next Year Budget.
3.
Enter the period to begin copying data in the Copy From Beginning Period
field.
4.
Enter the period to stop copying data in the Copy From Ending Period field.
5.
Use the Journal Code drop-down list to select a journal code to store the
budget.
6.
Enter the default description in the Transaction Desc field.
OR
Press Enter to accept the description displayed in the Transaction Desc field.
7.
Click Filter
are included.
8.
Click GO.
next to the GL Accounts field to limit which GL accounts
Copying period actual amounts to the following year
This routine allows you to copy the actual revenues and expenditures as the budgeted amounts for the corresponding month of the future year.
Note: To copy actual amounts to the work area in Period 14, use Copy Actual
Amounts to a Single Period.
To copy period actual amounts
1.
Open Data Entry | Budget and select Budget Routines.
2.
Select Copy Period Actuals to Next Year Budget.
3.
Enter the period to begin copying data in the Copy From Beginning Period
field.
4.
Enter the period to stop copying data in the Copy From Ending Period field.
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67
Budget Entry | Budget Entry
5.
Use the Journal Code drop-down list to select a journal code to store the
budget.
6.
Enter the default description in the Transaction Desc field.
OR
Press Enter to accept the description displayed in the Transaction Desc field.
7.
To round the budget amount for next year: Select the Rounded Amounts
check box.
8.
Click Filter
are included.
9.
Click GO.
next to the GL Accounts field to limit which GL accounts
Modifying the YTD budget to equal the projected budget
After you are satisfied with the budget in Period 14, use this routine to amend the
actual budget so it reflects your latest changes.
To modify the YTD budget
1.
Open Data Entry | Budget and select Budget Routines.
2.
Select Modify Y-T-D Budget to Equal Projected Budget.
3.
Enter the period that will be modified in the Modify Period field.
4.
Use the Journal Code drop-down list to select a journal code to store the
budget.
5.
Enter the default description in the Transaction Desc field.
OR
Press Enter to accept the description displayed in the Transaction Desc field.
6.
Click GO.
Copying actual amounts to a single period
Copy the actual revenues and expenditures for the selected period(s) to the budget amounts for a single period.
To copy to a single period
1.
Open Data Entry | Budget and select Budget Routines.
2.
Select Copy Actual Amounts to Single Period.
3.
Enter the period to begin copying data in the Copy From Beginning Period
field.
4.
Enter the period to stop copying data in the Copy From Ending Period field.
5.
Enter the period you want to copy the data to in the Copy to Period field.
6.
Enter the percent to increase or decrease the amounts copied into the new
period in the % to Increase/Decrease Amt field. Use a (-) sign to indicate a
decrease.
• To copy actual amounts, leave this field blank.
• Click Yes to confirm a change in amount and continue.
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General Ledger User Guide
Budget Entry | Budget Entry
7.
Use the Journal Code drop-down list to select a journal code to store the
budget.
8.
Click Filter
are included.
9.
Enter the default description in the Transaction Desc field.
next to the GL Accounts field to limit which GL accounts
OR
Press Enter to accept the description displayed in the Transaction Desc field.
10.
Click GO.
Closing a budget level
Closing a Budget Level will prevent you from making changes to the closed budget level. After a budget level is closed, the next budget level becomes the default
for Budget Entry.
To close a level
1.
Open Data Entry | Budget.
2.
Select Current Year or Next Year and click Close Budget Level.
3.
Use the New Budget Level drop-down list to select the next budget level.
4.
Click GO.
5.
Click OK to confirm the budget level has changed.
6.
Click Close.
Deleting budget transactions
Before you delete a budget transaction, backup the General Ledger database. If
you delete the wrong budget transactions, you can use the backup file to restore
prior budget transactions if needed.
Run Delete Budget Transactions to perform the following tasks:
• Summarize the transaction detail into a single transaction for each account in
each period for the specified years.
• Summarize the period summaries into a single annual transaction for each
account for the specified years.
• Delete transactions prior to the first date listed in the Years of Annual
Summary to Keep field.
• Summarize transactions tied to each grant if the transaction period falls within
the specified grant dates.
• Summarize transactions tied to projects.
To change the years of detail to keep, years of period summary to keep, or years
of annual summary to keep, open Control Maintenance. Changing the settings in
the History box will update the dates in the Delete Budget Transactions routine.
To delete budget transactions
1.
Backup the General Ledger database (GLW.MDB).
2.
Open Miscellaneous | Delete Budget Transactions.
The system will pull the years of history to delete from Control Maintenance.
3.
Click GO.
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Budget Entry | Budget Entry
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General Ledger User Guide
4.
Click Yes to begin deleting transactions.
5.
Click OK to confirm the transactions have been deleted.
6.
Click Close.
Budget Reports | Budget Entry
Budget Reports
Budget Reports provide a quick way to view information recorded in
Budget Entry.
In this section:
•
•
•
•
•
•
•
•
Budget by Levels Report
Budget Proof Report
Budget Worksheet
Utah Report Format Setup
Utah State Budget Report
Generic Report Format Setup
Generic State Budget Report
State Budget Report Setup List
Budget by Levels Report
User-defined options allow you to compare changes that have taken place at each
budget level or phase. Printing each budget level helps you compare past, current, and future budget phases.
To print the report
1.
Open Reports | Budget Reports and select Budget by Levels.
2.
Verify the correct GL Period is displayed in the Period field.
3.
Select a Report Title.
4.
Under Detail Option, select an option:
• Click the Account Detail option to print the account detail.
• Click the Source/Dept totals option to sub-total and print budget amounts
summarized by each department or revenue source.
• Click the Fund Totals option to check for fund segments and sub-total
and print budget amounts summarized by fund.
5.
Under Budget Levels: Select the beginning budget level in the Beginning
field and select the ending budget level in the Ending field.
Tip! To only print one budget level, select the same budget level in the Beginning and the Ending drop-down lists.
6.
Click Print.
7.
Click GO.
General Ledger User Guide
71
Budget Entry | Budget Reports
Budget Proof Report
This budget report prints by budget year. Print the detail to list each transaction
separately. You can verify data entry to ensure each reference and sequence number is hitting the correct account. Print the summary to omit all detail and print a
total for each account in the journal.
To print the report
1.
Open Reports | Budget Reports and select Budget Proof.
2.
Verify the correct GL Period is displayed in the Period field.
3.
Use the Journal Code drop-down list to select a budget journal.
4.
Select an option: Summary or Detail.
5.
Click Print.
6.
Click GO.
Budget Worksheet
The Budget Worksheet will help you view changes to the selected budget. It’s
also very helpful as a worksheet for next year’s budget. User-defined amount columns allow you to print amounts from prior, current, and future years. You can
apply calculations to the columns and print the result of those calculations in a
separate column. Printing blank lines on the report gives you space to record your
own amounts and make notations.
To print the worksheet
1.
Open Reports | Budget Reports and select Budget Worksheet.
2.
Select a Report Title.
3.
Select the month from the Month for Year-To-Date Amounts drop-down
list. Example: Select “1” for January, “2” for February, “3” for March, and so
on.
4.
Under Detail Option, select an option:
• Click the Account Detail option to print the account detail.
• Click the Source/Dept totals option to sub-total and print budget amounts
summarized by each department or revenue source.
• Click the Fund Totals option to check for fund segments and sub-total
and print budget amounts by summarized fund.
5.
Do you want to round all amounts to the nearest whole dollar amount? Select
the Round to Full Amounts check box. Clear the check box to print dollars
and cents.
6.
Do you want to print grand totals? Select the Grand Totals check box.
7.
Do you want to omit the date and time from printing on the report? Select the
Suppress Date and Time check box.
8.
To print budget notes, complete these steps:
• Click the Miscellaneous Tab.
• Select the Print Budget Notes check box.
• Enter the year-end periods in the Year-End Period(s) field (MM/YY or
MMYY or YYYY). Separate each period with a comma (,).
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General Ledger User Guide
Budget Reports | Budget Entry
9.
To define the columns that will print on the worksheet, complete these steps:
• Click the Fields Tab.
• To add a column to the report, click the New button at the bottom of the
screen. Select the field amount and year. Click Accept.
• To delete a column from the report, select the field and click the Delete
button at the bottom of the screen.
• To change the column header, double-click a column heading and enter a
new header.
• To change the column position, select a column and use the ↑ and ↓ buttons at the bottom of the screen.
10.
Click Save.
11.
Enter a report name and click the Save button.
12.
Click Print.
Utah Report Format Setup
The state budget code is the first character of the report type, report fund, and
report line-item number. Example: G10-3110, E51-4010.
To print the report
1.
Open Data Entry | Budget | State Budget Report Setup and select Utah
Report Format.
2.
Select the report type from the Report Type drop-down list.
3.
Select the report fund from the Report Fund drop-down list.
4.
Enter the four-digit report line-item number in the Report Line Item No.
field.
5.
Enter the state budget title for the report line-item number in the State Budget
Title field.
6.
Enter the GL accounts to include in the GL Accounts field.
The GL accounts assigned to the state budget code and title display in the
large white field.
7.
Click Print to print the report.
Utah State Budget Report
To print the report
1.
Open Reports | State Reports | State Budget and select Utah.
2.
Select the Report Title.
3.
Select the reporting period from the date drop-down list.
4.
Select an option.
Option
Description
1 Prior Year
Print the report with one prior year of
history.
3 Prior Years
Print the report with three prior years of
history.
General Ledger User Guide
73
Budget Entry | Budget Reports
5.
Under Errors: Select an option.
Option
Description
Error Report Only
Only print the error report.
Error and State Budget Report
Print the error report and the state
budget report.
6.
Click Field Selection
next to the Report Types field to select the
reports to include in the state budget report.
7.
To include “Report Only” transaction types: Select the Include Report Only
Transactions check box.
8.
Click Print.
9.
Click GO.
Generic Report Format Setup
To print the report
1.
Open Reports | State Reports | State Budget and select Generic.
2.
Select the Report Title.
3.
Select the reporting period from the drop-down list.
4.
Do you want to show totals for the second report level? Select the Show
Totals for Second Report Level check box.
In a line-item number, the second report level is the first segment after the
first non-alpha./numeric character. A hyphen (-) is an example of a non-alpha/
numeric character. Example: In “1-A-1” the letter A is the second report level
because it occurs after the hyphen.
5.
Do you want to include “Report Only” transaction types? Select the Include
Report Only Transactions check box.
6.
Click Print.
7.
Click GO.
Generic State Budget Report
To print the report
1.
Open Data Entry | Budget | State Budget Report and select Generic.
2.
Enter the report line-item number in the Report Line Item No. field (up to 15
characters).
To create report levels: Enter a hyphen (-) to separate the report levels. All
alpha characters will be converted to uppercase letters.
Example: 1-A-1, 2-B-3
3.
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General Ledger User Guide
Enter the state budget title for the report line-item number in the State Budget
Title field.
Budget Reports | Budget Entry
4.
Enter the GL accounts to assign to the state budget code and title in the GL
Accounts field.
The GL accounts assigned to the state budget code and title display in the
large white field.
5.
To print the report: Click Print.
State Budget Report Setup List
To print the list
1.
Open Reports | State Reports | State Budget and select Setup List.
2.
Select the Report Title.
3.
Click Print.
4.
Click GO.
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Budget Entry | Budget Reports
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General Ledger User Guide
CHAPTER 7
Checkout and Recalculate
Checkout will check the current year for everything except the balance budget
journals. If you want to check another year or budget journal balances, you must
choose these options manually. Otherwise, just accept the default setup and click
GO to run Checkout.
In this chapter
• Checkout
• Running Checkout
• Running Recalculate
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77
Checkout and Recalculate | Checkout
Checkout
You can check GL accounts for the current, prior, or future year for errors in bank
reconciliation, transaction information, and budget transaction information.
Checkout Options
This table summarizes the Checkout option, description, and fix. The fix tells you
how to fix the error if it is included on the Checkout report.
TABLE 1. Checkout
Options, Descriptions, and Fixes
Checkout Option
Description
Fix
Bank Reconciliation
Search bank reconciliation transactions for errors.
Not applicable.
Beginning/Ending Book Balance
Search the beginning and ending book
balance for errors.
Ending Balance to GL Acct Balance
Verify the ending bank balance
matches the General Ledger account
balance.
Outstanding Check/Deposit Totals
Search transactions for outstanding
checks and deposits.
Receipt/Disbursement Totals
Verify the receipt/disbursement totals
match.
Partially Cleared Checks/Deposits
Search transactions for checks and
deposits that have not finished the
clearing process.
Run Recalculate to clear partially
cleared checks and deposits.
Transaction Information
Search transactions for errors.
Not applicable.
Validate GL Account Number
Verify a valid GL account is used in
each transaction.
Run Recalculate to reformat invalid
GL accounts.
OR
Replace the invalid GL account with a
valid GL account.
Validate Period Dates and Numbers
Verify a valid period date and number
are used in each transaction.
Replace the invalid period date or
number with a valid period date or
number.
Validate Journal Code and Type
Verify a valid journal code and type
are used in each transaction.
Replace the invalid journal code and
type with a valid journal code and
type.
Check for Out-of-Balance Journals
Search the transaction table for out-ofbalance journals.
Include Report Only Transactions
Option to include “Report Only”
transaction types in the routine.
Check for Out-of-Balance Journals
Search “Report Only” transaction
types for out-of-balance journals.
Budget Transaction Information
Search budget transactions for errors.
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General Ledger User Guide
Not applicable.
Not applicable.
Running Checkout | Checkout and Recalculate
TABLE 1. Checkout
Options, Descriptions, and Fixes
Checkout Option
Description
Fix
Validate GL Account Number
Verify a valid GL account is used in
each budget transaction.
Run Recalculate to reformat invalid
GL accounts.
OR
Replace the invalid GL account with a
valid GL account.
Validate Period Dates and Number
Verify a valid period date and number
are used in each budget transaction.
Replace the invalid period date or
number with a valid period date or
number.
Validate Journal Code and Type
Verify a valid journal code and type
are used in each budget transaction.
Replace the invalid journal code and
type with a valid journal code and
type.
Check for Out-of-Balance Journals
Search Budget Transaction journals
for out-of-balance journals.
Check for lowercase letters in Journal
Codes
Search the journal code titles for
uppercase letters.
Run Recalculate to replace uppercase
letters with lowercase letters.
Current Year
Checkout will search the General Ledger database through the period selected for
the current year.
Prior/Future Year(s)
You can set up Checkout to search prior years and future years. Selecting this
option will increase the time needed to run Checkout.
Running Checkout
1.
Open Miscellaneous | Checkout.
2.
Click GO.
3.
Click Print.
4.
Review the Checkout Report for errors.
5.
If errors exist on the Checkout Report, fix the errors.
• If the Checkout Report says, “Recalculate,” open Miscellaneous | Recalculate. Click GO.
• If funds need allocations to balance, run Automatic Allocations.
6.
Run Checkout again.
• If, “No Errors Found” prints on the Checkout Report, continue to Step 7:
Print Financial Statements.
• If errors are found, correct the errors and run Checkout again.
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Checkout and Recalculate | Running Recalculate
Running Recalculate
If the Checkout Report lists “Recalculate,” complete these steps.
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General Ledger User Guide
1.
Open Miscellaneous | Recalculate.
2.
Refer to the Checkout Report to determine which option(s) need to be
selected.
3.
Click GO.
4.
Run Checkout again to verify the errors have been fixed.
5.
Repeat these steps until there are no errors on the Checkout Report.
CHAPTER 8
Control Table
Control Maintenance stores the organization’s name, address, and telephone
numbers as well as critical field defaults. Account masks and types, automatic
allocations, passwords, and user-defined fields are all stored in this table.
Control Maintenance stores the organization’s information, default settings, and
passwords.
In this chapter
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Launch Control Maintenance
General Information
Activity Reporting
Grant Accounting
Department Passwords
Missing GL Accounts
Project Management Interface
GL Default Dates
Budget Levels
History
Accounts
Allocations
User-Defined Fields
Passwords
Notes
General Ledger User Guide
81
Control Table | Launch Control Maintenance
Launch Control Maintenance
1.
Open Maintenance | Control.
General Information
2.
Enter the organization’s information in these fields:
•
•
•
•
•
•
•
Name 1
Name 2
Address 1
Address 2
City, State, Zip Code
Telephone 1
Telephone 2
Activity Reporting
Activity Reporting allows other people using other Caselle Applications to assign
a GL activity number to a transaction. You can track and report transactions
assigned to a GL activity number after the transaction has been updated to General Ledger.
3.
Do you want to enable Activity Reporting? Select the Activity Reporting
check box.
Grant Accounting
Grant Accounting allows you to set up, maintain, and report the grant amount,
adjustments, contact information, etc., in General Ledger.
4.
Do you want to enable Grant Accounting? Select the Grant Accounting
check box.
Department Passwords
Department Passwords allow you to restrict access to GL accounts by department. You can enter a Control or System password to override a department
password.
5.
Do you want to use department passwords? Select the Restrict Account
Access by Department check box.
Missing GL Accounts
If an invalid GL account is entered and this option is enabled, you will be
prompted to add the account.
6.
When you add a new account in Data Entry, do you want to display a message
if the GL account is missing or invalid? Select the Prompt to Add Missing
Accounts check box.
Project Management Interface
This option enables the Project Management fields and options in the General
Ledger program. You will not be able to select this option if the Project Management program is not installed in the same directory as the General Ledger
program.
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General Ledger User Guide
GL Default Dates | Control Table
7.
Do you want to enable the Caselle Project Management interface? If the
Caselle Project Management program is installed, select the Project Management check box.
GL Default Dates
8.
Select the current GL period from the Current Period drop-down list.
9.
Confirm the current year (MM/DD/YYYY) is displayed in the Current Year
End field.
10.
Select the GL Period prior to the beginning trial balance period from the Last
Period Closed drop-down list.
11.
Enter the number of future open periods allowed in the Future Open Periods
field (0-99).
You will receive a warning if a period beyond the final future period specified. Use”0” or “99” if there is no restriction on the number of future periods.
Budget Levels
If you are using the budgeting routines, set up the current and future year.
12.
Enter the current budget level for the current year in the Current Year field.
13.
Enter the current budget level for the future year in the Future Year field.
History
Enter the number of years to save transactions.
14.
Enter the number prior years to keep the detail in the Years of Detail field.
15.
Enter the number of prior years to keep the period summary in the Years of
Period Summary field.
16.
Enter the number of prior years to keep the annual summary in the Years of
Annual Summary field.
Accounts
Set up the account mask and define the segments and types.
FIGURE 1.
17.
Example of the Account Mask Setup in the Control Table.
Click the Accounts Tab.
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83
Control Table | Accounts
18.
Enter the maximum number of digits allowed in the account number in the
Account No. Digits field.
19.
Enter the maximum number of segments allowed in a fund in the Segments
in Fund field.
20.
Under GL Account Masks: Enter a GL Account Mask in the Balance Sheet,
Revenue, and Expenditure fields.
When a user enters a GL account, the system uses the GL account field to
determine which GL account mask should be applied. Using a GL account
mask allows faster data entry because you can key the GL account without
including separators.
Mask
Mask Description
A
Asset
D
Department
F
Fund
O
Object
R
Revenue
S
Source
Z
Sub-account Activity
Separators: period (.), dash (-)
Recommendation: We recommend using a different character to separate the
sub-account segment from the account number. For example, FF-SS-RR.ZZZ
21.
Define the Segments.
A segment is a portion of the GL Account which is designated by type and
position within the account number.
• Click the Segments button to open Segment Maintenance and define the a
segment type. Click Close
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General Ledger User Guide
to return to this screen.
Allocations | Control Table
22.
Click the Types sub-tab to set up the Fund Types and Account Codes.
• Click the Fund Types button to define the fund name and account.
• Click the Account Codes button to define the account code, title, and
type.
Examples of Fund Type and Account Code Setup in the
Control Table.
FIGURE 2.
Allocations
If you are using Automatic Allocations to allocate funds, set up the options on the
Allocations Tab.
FIGURE 3.
Example of Allocation Accounts in the Control Table.
23.
Click the Allocations Tab and select the Allocations check box.
24.
Click the ellipsis button next to the Allocation Range field to define the allocation range for Accounts Payable, Payroll, and Warrants Payable.
Note: Only GL accounts in the Allocation Range will be included in Automatic Allocations.
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85
Control Table | User-Defined Fields
User-Defined Fields
If you wish to add additional fields to the Account, Budget, Grant, or Activity
Tables, set up the options on the User-Defined Tabs.
The User-Defined Fields are
displayed in the Table on the
User-Defined Tab.
Set up user-defined field titles and
formats in the Control Table.
Example of creating a user-defined field in the Control Table
and viewing it on the User-Defined Tab in the Account Table.
FIGURE 4.
25.
Click the User-Defined Tab.
26.
Select a location to create the user-defined field. Click the Account, Budget,
Grant, or Activity sub-tab.
For example, to create a user-defined field that will appear on the UserDefined Tab in Account Maintenance, select the Account Tab.
27.
What type of user-defined field do you want to create? Click the Text/Date,
Number/Currency, or Yes/No sub-tab.
28.
For each user-defined field: Enter a Title (required), Length, or Format.
Passwords
If you want to restrict access to the Control Table and routines that modify transactions, set up the Passwords Tab.
29.
Do you want to enable passwords in General Ledger? On the Passwords Tab,
enter a Control password in the Control Password field. Enter an Authorization password in the Authorization Password field.
A Control Password protects Control Maintenance and other programs or
routines which modify or delete transactions. Recommended.
An Authorization Password allows users to run a routine which would normally require a Control Password. Optional.
Notes
30.
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General Ledger User Guide
On the Notes Tab, you can enter notes that can only be viewed in Control
Maintenance. To enter a note, click the white space on the Notes Tab and
begin typing.
CHAPTER 9
Financial Statements
Financial statements present as accurately and objectively as possible the financial position of a company and the progress it is making toward its goals. The
Caselle General Ledger program contains several predefined financial statements. You can modify the predefined financial statements or you can build
your own.
In this chapter:
• Setup Financial Statements
• Financial Statement Reports
• Financial Statement Variables
General Ledger User Guide
87
Financial Statements | Setup Financial Statements
Setup Financial Statements
Financial Statements, like the example shown below, allow you to define the type
of information that will appear on the financial statement. A financial statement
can be divided into sections and the information displayed in each section is
organized by column.
AnyCity Corporation
Combined Cash Investment
March 31, 2001
Section Heading
Combined Cash Accounts
01-10200
Cash – Checking 1st State Bank
01-10210
Cash – Savings 1st State Bank
01-10300
Cash – St Treasurer Investement
01-10400
Petty Cash
159,702.26
30,203.66
307,639.10
50.00
01-10800
Returned Check Clearing
.00
01-10750
Cash Clearing – Utilities
3,474.50
01-10760
Cash Clearing – Spec Improv
.00
01-10770
Cash Clearing – Accounts Rec
.00
501,069.52
Total Combined Cash
Total Unallocated Cash
(468,917.89)
32,151.63
Section
Cash Allocation Reconciliation
2
Allocation to Cash – Combined Fund
.00
10
Allocation to Cash – Combined Fund
188,908.48
51
Allocation to Cash – Combined Fund
35,530.85
52
Allocation to Cash – Combined Fund
24,681.08
53
Allocation to Cash – Combined Fund
215,475.46
79
Allocation to Cash – Combined Fund
4,322.02
Total Allocations to Other Funds
Allocation from Combined Cash Fund – 0110100
468,917.89
(468,917.89)
Zero Proof if Allocations Balance
.00
For Administration Use Only 75% of the Fiscal Year has Elapsed 11/01/2001 5:02 PM Pg 1
Footer
Column 1
Column 2
Column 3
There are several tasks involved in setting up a financial statement. The tasks
have been included in this section, to create a new financial statement begin with
the first task and continue through the list.
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General Ledger User Guide
Setup Financial Statements | Financial Statements
In this section:
•
•
•
•
•
•
•
Adding a financial statement
Adding sections
Editing or deleting sections
Adding columns
Editing columns
Deleting columns
Setting financial statement default formats
Adding a financial statement
You can add a new financial statement or edit an existing financial statement and
save your changes as a new financial statement.
To add a statement
1.
Open Maintenance | Financial Statement.
2.
Click New.
The GL Financial Statement Maintenance dialog box displays.
3.
Click Yes to copy an existing financial statement and use it as the base of the
new financial statement. Enter a financial statement name and click Save.
OR
Click No to start with an empty financial statement. Enter the new financial
statement name and click Save.
4.
Enter the financial statement report title that will appear on the printed report
in the Description field.
5.
Add, edit, or delete sections, columns, or defaults. The instructions that follow contain more instruction on how to complete this step.
Adding sections
A financial statement can contain several sections. For example, the Cash and
Payables Allocations financial statement contains the sections: Combined Cash,
Accounts Payables Allocations, and Payroll Payables Allocations.
To add a section
1.
From an open financial statement, click the Add Section button under the
Sections area.
2.
Under the Section Detail area: Enter the section name in the Section Name
field.
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89
Financial Statements | Setup Financial Statements
3.
Enter the section title that will appear on the printed report in the Heading
field.
FIGURE 1.
4.
Entering the Section Detail.
To reposition the order the section is printed on the financial statement:
• Under Sections: Click the section name to be repositioned. Make sure a
“>” appears next to the section. If the “>” does not appear next to the section, click the section to select it.
FIGURE 2.
Entering the Section Name.
• Click the Up or Down button to change the printing order.
Editing or deleting sections
You can modify or delete a section from a financial statement.
To modify a section
1.
From an open financial statement, click the section name to edit under
Sections.
2.
To edit a section:
• To edit a Name or Heading, click the Section Name or Heading field on
the General Tab.
• To edit a column, click the Columns Tab.
3.
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General Ledger User Guide
To delete a section: Click the Delete Section button.
Setup Financial Statements | Financial Statements
Adding columns
Set up the type of information selected and displayed in each section on the
financial statement. For example, on the section of the financial statement shown
below, Column 1 displays the account number, Column 2 displays the account
title, and Column 3 displays the current year-to-date amount.
Column 1
Column 2
Column 3
Combined Cash Accounts
Section heading.
01-10200
Cash – Checking 1st State Bank
159,702.26
01-10210
Cash – Savings 1st State Bank
01-10300
Cash – St Treasurer Investement
30,203.66
01-10400
Petty Cash
01-10800
Returned Check Clearing
.00
01-10750
Cash Clearing – Utilities
3,474.50
01-10760
Cash Clearing – Spec Improv
.00
01-10770
Cash Clearing – Accounts Rec
.00
307,639.10
50.00
501,069.52
Total Combined Cash
(468,917.89)
Total Unallocated Cash
32,151.63
To add a column
1.
From an open financial statement, click the Columns Tab.
2.
Under Columns: Click a section name to add a column to it.
3.
Click the Add Column button.
4.
Enter a column name in the Column Name field. The column name appears
in the Columns grid on the left of the screen.
5.
Enter the column heading that will print on the report in the Heading field. If
the column heading is not desired, leave this field blank.
6.
Click the ellipsis
button next to the Data Variable field to set up the column to print a variable. Select a variable that will print in the column. Click
Accept.
7.
Click the ellipsis
button next to the Data Special field to clarify the Data
Variable selected. Select a variable from the Get Special Options list. Click
Accept.
8.
Click the ellipsis
button to next to the Data Format field to select column format. Select a format from the Get Column Format list. Click Accept.
9.
To not print the column on the financial statement: Select the Suppress Col
check box.
10.
To shift the next column in the section into the open space left by the suppressed column: Select the Shift Columns check box.
11.
To use a formula to calculate a total: Select the Use Formula for Totals
check box. The column must calculate a value to use this option.
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91
Financial Statements | Setup Financial Statements
12.
To change the appearance of printed values: Change the Justification, Font,
or Case options.
13.
To move the column to a different section: Complete these steps.
• Click the Change Section button.
The Get Section dialog box displays.
• Select the section to add to the column.
• Click Accept.
14.
To change the order the column is printed on the report: Click the Up or
Down buttons.
The print order displays in the Columns grid in the No. column. The first column is “1”, the second column is “2”, the third column is “3”, and so on.
Editing columns
You can edit the columns on the financial statement.
To edit a column
1.
From an open financial statement, click the Columns Tab.
2.
Click a column in the Columns grid to select it.
The column setup is displayed in the Column Detail area.
3.
Click a field or click the ellipsis
button to edit the field value.
For more information about editing field content, see the previous section on
adding a column.
Deleting columns
You can delete a column from a financial statement.
To delete a column
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General Ledger User Guide
1.
From an open financial statement, click the Columns Tab.
2.
Click a column in the Columns grid to select it.
3.
Click the Delete Column button.
Setup Financial Statements | Financial Statements
Setting financial statement default formats
The Get Formats list contains several field formats that are commonly used on
financial statements. You can set up a custom field format on the Defaults Tab.
Field format defaults are specific to each financial report.
Text
Date
Amount/Numbers
5 characters
Default
Default
10 characters
MM/DD/YY
##,###,###.00
15 characters
MM/DD/YYYY
##,###,###.00; (##,###,###.00)
20 characters
###,###,##0
25 characters
###,###,##0; (###,###,##0)
30 characters
50 characters
60 characters
100 characters
To set the default formats
1.
From an open financial statement, click the Defaults Tab.
2.
Click a field.
3.
Enter the new format
4.
Click Save.
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93
Financial Statements | Financial Statement Reports
Financial Statement Reports
Printing financial statements helps other departments and organizations review
your financial information.
In this section:
• Financial Statement
• Including budget notes
• Including only grant accounts
• Working with overlapping accounts
• Combined Financial Statement
Financial Statement
Printing financial statements required by other departments and organizations.
List the financial statements that your organization needs to print:
•
•
•
•
•
________________________________
________________________________
________________________________
________________________________
________________________________
To print financial statements
1.
Open Reports | Financial Statement.
2.
Verify the correct range is displayed in the Report Date(s) field.
3.
To verify the General Ledger is in balance before the financial statement
prints: Select the Check GL Proof Before Printing check box.
4.
If the account structure has overlapping account types: Select the Use
Overlapping Account Option check box.
Warning! Selecting this option will make the report run significantly slower.
5.
To include “Report Only” transaction types: Select the Include Report Only
Transactions check box.
6.
Select a report definition from the Financial Statement Definition dropdown list.
7.
To modify the definition: Complete these steps.
• Click the ellipsis
button next to the Financial Statement Definition
field.
The definition displays in Financial Statement Maintenance.
• Update the definition and click Close to save your changes and return to
the Financial Statement Report.
• Click the Check Financial Statement Definition button to search the
modified definition for errors.
8.
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General Ledger User Guide
If the financial statement definition is set up to print budget notes: Enter the
year-end periods in the Year-End Period(s) for Budget Notes field (MM/YY
or MMYY or YYYY). Separate each period with a comma (,).
Financial Statement Reports | Financial Statements
OR
Click the ellipsis
tion form.
9.
button to display the Budget Year-End Periods selec-
To only include grant accounts on the financial statement: Complete these
steps.
• Select the Grant Accounts Only check box.
• Enter the grant numbers to include on the report in the Grant No. Range
field or click Filter
10.
.
Click the Segment Selection Tab.
This screen displays the segments in the account mask. Use this screen to filter the GL accounts to include on the report.
11.
For each segment: Complete these steps.
• Double-click the Include column to select the segments to include on the
report.
• Double-click the Exclude column to select the segments to exclude from
the report.
• To start printing the segment on a new page: Double-click the Pag column
and select Yes.
• To print the segment sub-total: Double-click the Tot column and select
Yes.
12.
To test all previous segments and the current segment as one unit: Select the
Test All Segments for Total Breaks check box.
OR
To only test segments with the Tot column set to Yes: Clear the Test All Segments for Total Breaks check box.
13.
Click Print.
14.
Click GO.
Including budget notes
Print notes from Budget Entry on a financial statement. Only budget notes that
use the “~MM/YY” or “~MM/YYYY” or “~YYYY” notation will be included.
To add a note
1.
Open Reports | Financial Statement.
2.
To add budget notes to a financial statement: Click the ellipsis
next to the Year-end Period(s) for Budget Notes field.
button
General Ledger User Guide
95
Financial Statements | Financial Statement Reports
The Budget Year-End Period(s) dialog box displays.
FIGURE 3.
3.
Entering the year-end period to append the budget notes.
Enter the Year-End Periods to print the budget notes in the Enter Year-End
Period(s) for Budget Notes field. If you are entering more than one option,
use a comma (,) to separate the entries.
• Enter the year-ending period(s) as MM/YY or MMYY or YYYY.
• Click the ALL button to print all budget notes.
• To print the budget notes for a specific year, click the Current Year,
Prior Year, or Future Year button.
• Enter your own identifiers (optional).
4.
Click Accept.
Including only grant accounts
Print a financial statement that only includes grant accounts.
To select grants
1.
Open Reports | Financial Statement.
2.
Select a Report Title.
3.
Select the Grant Accounts Only check box.
4.
Enter a grant number in the Grant No. Range field. Click the ellipsis button
to search for a grant number.
Click the Filter button to search for the grants to include on
the report.
FIGURE 4.
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General Ledger User Guide
5.
Click Print.
6.
Click GO.
Financial Statement Reports | Financial Statements
Working with overlapping accounts
If account types overlap in the GL Chart of Accounts, you can ensure all
accounts, including overlapping account types, print on the financial statement.
WARNING! Using the option to print overlapping accounts on the financial
statement may slow system performance.
To print overlapping accounts
1.
Open Reports | Financial Statement.
2.
After you set up the report options: Select the Use Overlapping Accounts
Option check box.
3.
Run the report.
Combined Financial Statement
10238, 25 May 2004
Use the new Combined Financial Statement to print a columnar-style balance
sheet for each defined fund type. The fund types can be selected and ordered for
printing in separate columns. The balance sheet sections for assets, liabilities, and
equities will be printed on the report. You can define account codes to group
accounts within each of the assets, liabilities, and equities sections.
To print the report
1.
Open Reports | Combined Financial Statement.
2.
Select the Report Title.
3.
Verify the correct GL period is displayed in the GL Period field.
4.
To not print the report header: Select the Suppress Report Header check
box.
5.
To not print the page number and date and time stamp: Select the Suppress
Report Page Number check box.
6.
Click the Options Tab.
7.
To select the fund types or modify the printing order: Click the button next to
the Fund Types field.
8.
In the Net Revenue Title field: This field will print the net revenue as a separate row at the end of the Equity section. Use the default title displayed in this
field or enter a different title.
9.
To print a financial statement for the Revenue/Expenditure section after the
Combined Balance Sheet is finished printing: Select the financial statement
report definition from the Revenue/Expenditure Financial Statement dropdown list.
10.
In the Asset Section field: This field displays the items to be included in the
Asset section. Click the button next to the field to change the printing order.
11.
In the Liability Section field: This field displays the items to be included in
the Liability section. Click the button next to the field to change the printing
order.
To start printing the Liability section on a new page: Select the Print New
Page check box.
12.
In the Equity Section field: This field displays the items to be included in the
Equity section. Click the button next to the field to change the printing order.
To start printing the Equity section on a new page: Select the Print New Page
check box.
General Ledger User Guide
97
Financial Statements | Financial Statement Reports
13.
Click the Formats Tab.
14.
In the Amount field: Enter the amount format for positive amounts, negative
amounts, and zero amounts. Use a semicolon (;) to separate the different formats. The column width is determined by the first format entered in this field.
Example: ####,###,###.00;(####,###,###.00);0
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General Ledger User Guide
15.
Click Print.
16.
Click GO.
Financial Statement Variables | Financial Statements
Financial Statement Variables
When you create a financial statement, you can use the variables below to format
the financial statement data. Use Financial Statement Maintenance to set up and
define a financial statement.
In this section:
• Headings
• Data Variables
• Commands
Headings
You can use these variables to format column headings that appear in each section on the financial statement.
Variable
Description
Group
Address1
Organization Address 1
General
Detailed Description
Address2
Organization Address 2
General
AmtTitle
Title for Amount Columns
General
The title for trend analysis
amount columns of MM/YY,
PartQtr, PartSum, or PartYr.
This title is based on the
amount type.
AmtType
Amount Type Title
General
The trend analysis amount type
title of Monthly, Quarterly,
Semi-Annual, Annual, or
Range.
BegPeriod
Beginning Period
General
The beginning report period in
the format MM/YY
CityStZip
Organization City, State,
and Zip Code
General
EndPeriod
Ending Period
General
The ending report period in the
format MM/YY.
FiscalDate
Fiscal Year Date
Date
Fiscal year date for the selected
year. This is a combination of
two dates. The format must use
the dash (-) to separate the format.
FSName
Financial Statement
Name
General
The saved name of the financial statement definition.
GrantNo
Grant Number
Number
The grant number.
GrantTitle
Grant Title or Description
General
The grant title or description.
Months
Number of months.
Number
Number of months printing in
the format “## months”.
Name1
Organization Name 1.
General
Name2
Organization Name 2.
General
PageNo
Current Page Number.
Number
PerDateCur
Current Period Date
Date
Current period date for the
selected year.
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Financial Statements | Financial Statement Variables
Variable
Description
Group
Detailed Description
PerDateFut
Future Period Date
Date
Future period date for the
selected year.
PerDatePri
Prior Period Date
Date
Prior period date for the
selected year.
SecHead
Section Heading
General
SystemDate
System Date
Date
Current system date.
SystemTime
System Time
Date
Current system time.
Total
Total Value
Amount
The total value for the specified total level and column.
TrendDate
Trend Analysis Period
Date.
Date
Trend period date for the
selected period.
YearPcnt
Percent of Year
Number
Percent of year that has elapsed
based on the report ending
date.
Data Variables
You can insert a data variable to define the type of data that appears in a column
on the financial statement.
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General Ledger User Guide
Variable
Description
Group
Detailed Description
AcctNo
Formatted GL account
General
GL account with formatting
mask as specified in the Control table.
AcctNoUnfr
Unformatted GL account
General
GL account without the formatting mask.
AcctTitle
GL Account Title
General
GL account title.
Blank
Blank Column
General
A blank column for creating
space between columns or column for manually entered values. A heading may be
specified.
Calculated
Calculated Value
Amount
The calculated value that has
been selected.
ChgAmt
Changed Amount
Amount
The change in the account balance for the selected value.
ChgBgt
Changed Budget
Amount
The change in the account balance for the selected year.
ChgEnc
Changed Encumbrance
Amount
The change in the encumbrance balance for the selected
year.
EstBgt
Estimated Budget
Amount
The estimated (annualized)
budget amount for the selected
year.
ExpTitle
GL Expanded Account
Title
General
The General Ledger expanded
titles.
Financial Statement Variables | Financial Statements
Variable
Description
Group
Detailed Description
GrntPerAmt
Grant Period Amount
Amount
The period amount for the
grant for the report date range
specified.
GrntPerBgt
Grant Period Budget
Amount
The period budget amount for
the grant for the report date
range specified.
GrntPerEnc
Grant Period Encumbrance
Amount
The period encumbrance
amount for the grant for the
report date range specified.
GrntTDAmt
Grant-to-Date Amount
Amount
The account balance for the
grant as the ending report date
since the inception of the grant.
GrntTDBgt
Grant-to-Date Budget
Amount
The budget balance for the
grant as the ending report date
since the inception of the grant.
GrntTDEnc
Grant-to-Date Encumbrance
Amount
The encumbrance balance for
the grant as the ending report
date since the inception of the
grant.
GrntTotAmt
Grant Total (Annual)
Amount
Amount
The annualized account
amount for the grant.
GrntTotBgt
Grant Total (Annual)
Budget
Amount
The annual budget amount for
the grant.
GrntTotEnc
Grant Total (Annual)
Encumbrance
Amount
The annualized encumbrance
amount for the grant.
PerBgtLvl
Period Budget Level
Amount
The budget level amount for
the report period range specified for the selected year and
budget level.
PeriodAct
Period Actual Amount
Amount
The actual account amount for
the report period range specified for the selected year.
(Does not include “Report
Only” transactions.)
PeriodAmt
Period Amount
Amount
The account amount for the
report period range specified
for the selected year.
PeriodBgt
Period Budget
Amount
The budget amount for the
report period range specified
for the selected year.
PeriodEnc
Period Encumbrance
Amount
The encumbrance amount for
the report period range specified for the selected year.
PropBgt
Proposed Budget
Amount
The proposed budget amount
for the year selected.
SegNo
Segment Number
Number
The segment number of the
selected segment.
SegTitle
Segment Title
General
The title of the selected segment.
Stored
Stored Value
General
The stored value selected.
General Ledger User Guide
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Financial Statements | Financial Statement Variables
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General Ledger User Guide
Variable
Description
Group
Detailed Description
TotalAct
Total Actual Amount
Amount
The total actual account
amount for the selected year.
(Does not include “Report
Only” transactions.)
TotalAmt
Total Amount
Amount
The total account amount for
the selected year.
TotalBgt
Total (Annual) Budget
Amount
The total budget amount for the
selected year.
TotalEnc
Total (Annual) Encumbrance
Amount
The total encumbrance amount
for the selected year.
TotBgtLvl
Total (Annual) Budget
Level
Amount
The total budget level amount
for the selected year and budget level.
TrendAmt
Trend Analysis Period
Amount
Amount
The account amount for the
period selected based on the
report period range.
TrendBgt
Trend Analysis Period
Budget
Amount
The budget amount for the
period selected based on the
report period range.
TrendEnc
Trend Analysis Period
Encumbrance
Amount
The encumbrance amount for
the period selected based on
the period range.
YearBegAmt
Year Beginning Amount
Amount
The beginning account balance for the selected year.
YearBegBgt
Year Beginning Budget
Amount
The beginning budget balance
for the selected year.
YearBegEnc
Year Beginning Encumbrance
Amount
The beginning encumbrance
balance for the selected year.
YTDAct
Year-to-Date Actual
Amount
Amount
The year-to-date actual amount
for the selected year through
the report ending date. (Does
not include “Report Only”
transactions.)
YTDAmt
Year-to-Date Amount
Amount
The year-to-date account
amount for the selected year
through the report ending date.
YTDBgt
Year-to-Date Budget
Amount
The year-to-date budget
amount for the selected year
through the report ending date.
YTDBgtLvl
Year-to-Date Budget
Level
Amount
The year-to-date budget level
amount through the report ending date for the selected year
and budget level.
YTDEnc
Year-to-Date Encumbrance
Amount
The year-to-date encumbrance
amount for the selected year
through the report ending date.
Financial Statement Variables | Financial Statements
Commands
You can insert a command to perform an action.
Command
Description
/Loop AcctCode=L
Find all liability accounts
/Loop AcctCode=Q
Find all equity accounts.
/Loop AcctCode=E
Find all revenue accounts.
/Loop AcctCode=R
Find the net revenue.
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Financial Statements | Financial Statement Variables
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General Ledger User Guide
CHAPTER 10
Funds, Departments, and Banks
Other areas of Caselle General Ledger include user-defined Funds, Departments,
and Banks.
In this chapter:
• Funds
• Departments
• Banks
General Ledger User Guide
105
Funds, Departments, and Banks | Funds
Funds
A fund type identifies the nature of a fund. For example, a debt service fund type
may be used to track the payment of debt.
In this section:
• Defining fund types
Defining fund types
Fund Types are defined in Fund Type Maintenance. The only way to access Fund
Type Maintenance is through Control Maintenance.
To define a type
1.
Open Maintenance | Control.
2.
Click the Accounts Tab.
3.
Click the Types sub-tab.
4.
Click the Fund Types button.
FIGURE 1.
Clicking the Fund Types button to open the Fund Type Table.
The Fund Type Maintenance form displays.
5.
Select a fund type from the Fund Type drop-down list.
FIGURE 2.
106
Defining the fund type in the Fund Type Table.
6.
Click the ellipsis button next to the Funds field to select the fund numbers.
7.
Click Close.
General Ledger User Guide
Departments | Funds, Departments, and Banks
Departments
Department Maintenance stores the department name, default GL account, and
password. Department Maintenance is protected by a Control password.
In this section:
•
•
•
•
Adding a department
Editing department information
Deleting a department
Enabling department passwords
Adding a department
Use Department Maintenance to set up departments that are used in other Caselle
Applications that are interfaced to General Ledger. Department Maintenance
stores the department name, default GL account, and password.
To add a department
1.
Open Maintenance | Department.
2.
Click New.
3.
Enter a department name in the Department field.
4.
Enter the default GL account or click the ellipsis button to use a partial GL
account in the Default GL Account field.
5.
To require a password to access this department’s information: Enter a password in the Password field.
6.
Click Close.
Editing department information
Edit the department code setup.
To edit a record
1.
Open Maintenance | Department.
2.
Enter a department name in the Lookup bar, and press Enter.
3.
Click a field to edit it.
4.
Click Close.
Deleting a department
Remove a department code from the Department Table.
To delete a record
1.
Open Maintenance | Department.
2.
Click Delete.
3.
Enter a department name in the Lookup bar, and press Enter.
4.
Click Yes.
Enabling department passwords
Enabling department passwords will restrict access to a specific department’s
information. Users who do not have the department’s password will not be able
to view information for the password protected department.
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Funds, Departments, and Banks | Departments
When the Department restriction is active, users will be prompted to select a
department and enter the Department Password.
Selecting a department name and entering a Department
Password before accessing department-specific GL Accounts.
FIGURE 3.
In Data Entry, Inquiry, Reports, Miscellaneous, and Maintenance, a Filter
icon will be displayed next to the toolbar. Search will be limited to the GL
accounts available in the selected department.
Step 1: Enable Department Passwords
1.
Open Maintenance | Control.
2.
Select the Restrict Account Access by Department check box.
3.
Click Close.
Step 2: Set the Department Password and GL Accounts
1.
Open Maintenance | Department.
2.
Enter a department name in the Lookup bar. Press Enter.
3.
Enter the department password in the Password field.
4.
Click the GL Accounts Tab.
5.
Click on white area and enter the GL Accounts the department can access.
You can enter a GL Account, use a hyphen to separate a range, or use a
comma to separate a series.
108
Single Account
1000000
Range
1000000–1099999
Series
1000000, 1055555–1099999
6.
Click Close.
7.
Give the department password to users who will be accessing the department
information in General Ledger.
General Ledger User Guide
Banks | Funds, Departments, and Banks
Banks
Bank Maintenance stores the bank number and name, account description, bank
account number, GL Cash Account, and GL Void Check Account.
FIGURE 4.
An example of a bank record in the Bank Table.
In this section:
•
•
•
•
•
Adding a bank
Editing bank information
Deleting a bank
Setting or clearing a bank number that is tied to a transaction
Creating a positive pay file
Adding a bank
Bank Maintenance stores the bank number, name, account description, bank
account number, and the GL Cash and Void Check accounts.
To add a bank
1.
Open Maintenance | Bank.
2.
Click New.
3.
Assign a bank number in the Bank No. field.
4.
Enter the bank name in the Name field.
5.
Enter the type of bank account in the Account Description field.
Example: First State Bank Checking Account or General Fund Savings
Account
6.
Enter the bank account number in the Bank Account No. field (optional).
7.
Enter the GL cash account in the GL Cash Account field.
8.
Enter the GL account you will use to record void alignment checks in the GL
Void Check Account field. This can be the GL cash account.
9.
Click Close.
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Funds, Departments, and Banks | Banks
Editing bank information
Modify the bank setup.
To edit a record
1.
Open Maintenance | Bank.
2.
Enter a bank number in the Lookup bar. Press Enter.
3.
Click a field to edit it.
4.
Click Close.
Deleting a bank
Delete a bank code from the Bank table. You will not be able to delete a bank
code if transactions exist.
To delete a record
1.
Open Maintenance | Bank.
2.
Click Delete.
3.
Enter a bank number in the Lookup bar. Press Enter.
4.
Click Yes.
Setting or clearing a bank number that is tied to a
transaction
Set a bank number to tie a transaction to the correct bank number. Clear the bank
number if the transaction was set to the wrong bank number. Here are a few scenarios of when you might need to use this routine:
• Scenario 1: The bank number wasn’t set up correctly and you need to tie the
transaction to a new bank number to fix the problem. Normally, the transaction would automatically be assigned to the appropriate bank number. Under
certain circumstances, you may need to use this routine to assign the transaction the to a new bank number.
• Scenario 2: Transactions are tied to a bank account that you do not intend to
reconcile on the computer. Later you decide to reconcile the bank account
using Reconciliation Entry.
Note: If the bank account changes, it’s much easier to skip this routine and set up
a new bank record in Bank Maintenance.
Setting a bank number tied to a transaction
1.
Open Miscellaneous | Set/Clear Transaction Bank Number.
2.
Under Options: Click the Set Bank Numbers option.
3.
Enter a GL Period in the Period field (MM/YY).
4.
Accept the default to update all journals in the Journal Code(s) field.
or
Click the Journal Code(s) field to select the journals to update.
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General Ledger User Guide
Banks | Funds, Departments, and Banks
5.
Accept the default to update all banks in the Bank(s) field.
or
Click the Bank(s) field to select the banks to update.
6.
Click GO.
7.
Click Close.
Clearing a bank number tied to a transaction
1.
Open Miscellaneous | Set/Clear Transaction Bank Number.
2.
Under Options: Click the Clear a Bank Number option.
3.
Enter a GL Period in the Period field (MM/YY).
4.
Accept the default to update all journals in the Journal Code(s) field.
or
Click the Journal Code(s) field to select the journals to update.
5.
Accept the default to update all banks in the Bank(s) field.
or
Click the Bank(s) field to select the banks to update.
6.
Click GO.
7.
Click Close.
Creating a positive pay file
csr12450, 9jan06
You can create a positive pay export file that incorporates payroll, accounts payable, or manual checks. If you have more than one bank/bank account, you can
select the bank to process. You can select the individual journals to process. Tip:
Contact the bank receiving the Positive Pay File to get the Export File name.
Available Positive Pay Formats:
•
•
•
•
•
•
•
•
Bank One
Colorado Business Bank
Delimited File
Metavante MICASH
Union Colony Bank
United Missouri Bank
US Bank
Wells Fargo
To create the file
1.
Open Reports | Bank Reports and select Positive Pay.
2.
Select the Report Title.
3.
Verify the Report Date(s).
General Ledger User Guide
111
Funds, Departments, and Banks | Banks
Miscellaneous Tab
If you are creating an electronic file, set up the options on the Miscellaneous Tab.
4.
Click the Miscellaneous Tab.
5.
Select the bank format to use to create the electronic file from the Bank
Format drop-down list.
•
•
•
•
•
•
•
•
6.
Bank One
Colorado Business Bank
Delimited File
Metavante MICASH
Union Colony Bank
United Missouri Bank
US Bank
Wells Fargo Bank
If you selected Wells Fargo Bank as the Bank Format: Complete this
section.
Field
Description
Remote ID (RID)
Enter the Remote ID number (eight
characters).
Batch ID (BID)
Enter the Batch ID number (up to 26
characters) assigned by Wells Fargo
Bank.
Include Confirmation Record
Select the check box to include the
optional transmission confirmation
record in the electronic file.
Header Format
Select the header format required by
your Wells Fargo Bank.
Bank ID
If the *03 (Star Zero Three) Format
is selected as the Header Format, enter
the Bank ID provided by your Wells
Fargo Bank.
csr 10975, csr 11221, 30 nov
2004
7.
If you selected Metavante MICASH, or United Missouri Bank, as the Bank
Format: Complete these steps.
• In the Bank Number field: Enter the bank number (up to 3 digits) provided by your bank.
8.
If more than one bank/bank account exists, accept the default to create a positive pay file for all banks or click Field Selection
to change the bank selection.
9.
To create a positive pay file for all journal codes, accept the default or click
Field Selection
code selection.
10.
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General Ledger User Guide
next to the Bank field
next to the Journal Code field to change the journal
Enter the export drive and filename in the Export File field. Enter only a filename to create the positive pay file in the CSLDATA directory.
Banks | Funds, Departments, and Banks
Formats Tab
Based on the requirements from the bank receiving the Positive Pay File, select
the file format.
11.
Click the Formats Tab.
12.
Verify the bank formats.
13.
Click Print.
14.
Click GO.
General Ledger User Guide
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Funds, Departments, and Banks | Banks
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General Ledger User Guide
CHAPTER 11
GASB 34 Reporting
Set up “Report Only” journals, transaction types, reports, and variables for
GASB 34 Reporting.
In this chapter:
•
•
•
•
•
•
Setting up “Report Only” journals
Entering transactions in “Report Only” journals
Closing “Report Only” transactions
Including “Report Only” transactions on reports
Exporting “Report Only” transactions
Using GASB 34 variables on Financial Statements
General Ledger User Guide
115
GASB 34 Reporting | Setting up “Report Only” journals
Setting up “Report Only” journals
You can set up a journal to record transactions for reporting purposes only.
To create a “Report Only” journal
1.
Open Maintenance | Journal Code.
2.
Click New to set up a new journal code or enter a journal code in the Lookup
bar to display an existing journal code.
3.
In the Type drop-down list, select Report Only.
4.
If this is a new journal code, complete the remaining fields.
Entering transactions in “Report Only” journals
To enter a transaction in a “Report Only” journal, open Data Entry and select
Journal Entry. When the Journal Entry Options appear, select a “Report Only”
journal code from the drop-down list. Using a “Report Only” journal code will
automatically set the transaction type to “Report Only”.
Closing “Report Only” transactions
Running the Year-end Closing will not close “Report Only” transactions.
Including “Report Only” transactions on reports
You can include “Report Only” transactions on the following reports:
•
•
•
•
•
•
•
•
Activity Account Detail
Detail Ledger
Financial Statement
Generic State Budget Report
Utah State Budget Report
Report by Category
Trial Balance
Working Trial Balance
When you set up the report options, select the Include Report Only Transactions check box to print “Report Only” type transactions on the report.
Exporting “Report Only” amounts
You can create an export file that includes “Report Only” type transactions.
To export amounts
1.
Open Miscellaneous | Export Amounts.
The Export Amounts report displays.
116
2.
Click the Miscellaneous Tab.
3.
Enter the export file name in the Export Filename field.
General Ledger User Guide
Using GASB 34 variables on Financial Statements | GASB 34 Reporting
4.
To create a fixed-length text file: Select the Fixed-Length Text File option.
OR
To create a delimited text file: Complete these steps.
• Click the Delimited Text File option.
• Set the Field Delimiter: Comma, Semicolon, Space, Tab.
• Enter the character that is used in the file to surround text fields in the
Character to Surround Text Fields field.
5.
Do you want to include column headings as the first row in the export file?
Select the Include Column Headings check box.
6.
Select the Include Report Only Transactions check box.
7.
Click GO.
Using GASB 34 variables on Financial Statements
Update the Financial Statement setup in Financial Statement Maintenance.
To exclude Report Only transactions:
• Period Actual Amount
• Total Actual Amount
• Year-to-Date Actual Amount
To include Report Only transactions
• Period Amount
• Total Amount
• Year-to-Date Amount
General Ledger User Guide
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GASB 34 Reporting | Using GASB 34 variables on Financial Statements
118
General Ledger User Guide
CHAPTER 12
GL Periods
In this chapter:
•
•
•
•
•
About Default GL Periods
Setting the current period, current year-end, and last period closed
Accessing a closed GL Period
Changing the current GL period
Closing the GL Period
General Ledger User Guide
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GL Periods | About Default GL Periods
About Default GL Periods
The General Ledger program organizes transactions by period. Each GL Period
is saved as a separate record. Date Maintenance allows you to view the period
information for an entire year. When you run the Year-end Closing routine, it will
create the dates for the future year.
FIGURE 1.
Viewing the dates stored in the Date Table.
Setting the current period, current year-end, and last
period closed
The current period, current year-end, and last period closed default dates are
stored in Control Maintenance.
To set the default dates
1.
Open Maintenance | Control.
2.
To change or set the current year-end date: Enter the GL closing date in the
Current Year-End field.
Example: 12/31/00 is a Standard GL Close Date, 06/30/00 is a Fiscal GL
Close Date.
3.
Click Close.
Accessing a closed GL Period
Use these instructions to open a prior GL Period that has been closed.
To open a closed GL Period
1.
Open Maintenance | Control.
2.
To open a closed prior GL Period: Select the GL Period prior to the closed GL
Period from the Last Period Closed drop-down list.
Example: If you wanted to reopen the closed prior GL Period 11/99, you
would select 10/99 from the Last Period Closed drop-down list.
120
3.
Click Close.
4.
Modify the closed GL Period.
5.
After entering changes in the GL Period, complete the Month-End Checklist
again. Begin with Step 5: Automatic Allocations. Completing the Month-End
Checklist will ensure the modified GL Period is closed correctly.
General Ledger User Guide
Changing the current GL period | GL Periods
Changing the current GL period
Run the Change Current GL Period routine to update the current GL period to
the new GL period. Changing the current GL period tells General Ledger to use
the new current period as the default period when you open Data Entry or print
reports.
To change the period
1.
Open Miscellaneous | Change Current GL Period.
Note: The next GL Period will appear automatically in the Change Current
GL Period To field. If the GL Period that appears isn’t correct, you can use
the drop-down list to select a different GL Period.
2.
Click GO.
3.
Click OK.
4.
Click Close.
Closing the GL Period
Run the Close GL Period routine to prevent a user from making changes to transactions in the closed period. DO NOT close the GL Period until you have completed bank reconciliation and the month-end checklist.
To close the period
1.
Open Miscellaneous | Close GL Period.
2.
If the Department Access dialog box displays:
• Select a department code from the Department drop-down list.
• If a password is required: Enter it in the Password field.
The Close GL Period screen displays.
3.
The default will close GL periods through the current GL period. To select a
different GL Period, select an option from the Close GL Periods Up To and
Including drop-down list.
4.
Click GO.
5.
Click OK.
6.
Click Close.
General Ledger User Guide
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GL Periods | Closing the GL Period
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General Ledger User Guide
CHAPTER 13
GL Activities
GL Activity Numbers allow you to track and report transactions that are entered at
different times using different Caselle programs. You can set up a GL Activity
number in Activity Maintenance which can be assigned to various transactions in
Accounts Payable, Accounts Receivable, Cash Receipting, Payroll, Project Management, Materials Management, Timekeeping, and of course, General Ledger.
When the transactions with GL Activity numbers are updated from each subsystem to General Ledger, you can review transactions that reference a GL Activity
number by printing a report or using Activity Inquiry.
In this chapter:
•
•
•
•
Defining an activity
Entering an activity number
Viewing transactions by GL Activity
Reporting transactions by GL Activity
General Ledger User Guide
123
GL Activities | Defining an activity
Defining an activity
Add an activity to the Activity Table. An activity number allows you to track
transactions in the General Ledger program and other Caselle subsystems that
interface with General Ledger.
FIGURE 1.
Example of an activity in the Activity Table.
To define an activity
1.
Open Maintenance | Activity.
2.
Click New.
3.
Enter an activity number in the Activity No. field.
4.
Enter an activity title in the Title field.
5.
Select the starting period for the activity from the Start GL Period dropdown list. The activity number cannot be entered before the selected GL
Period.
6.
Select the ending period for the activity from the End GL Period drop-down
list. The activity number cannot be entered after the selected GL Period.
7.
Do you want to automatically increment the Start and End GL Period dates as
part of the General Ledger Year-end Closing? Select the Auto-Increment
Dates check box.
8.
Click Save.
Entering an activity number
In General Ledger, you can link a GL Activity to a transaction in Budget or Journal Entry. If the interface to Caselle General Ledger is enabled, you can enter GL
Activity numbers in Accounts Payable, Accounts Receivable, Asset Management, Cash Receipting, Materials Management, Payroll, Project Management,
and Timekeeping.
To link a transaction to an activity
1.
When you enter a transaction in Journal Entry or Budget Entry, click the GL
Activity field and type in a GL Activity number. Only valid GL Activity
numbers will be accepted by the field.
or
Click Search to display a GL Activity List.
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General Ledger User Guide
Viewing transactions by GL Activity | GL Activities
Viewing transactions by GL Activity
You can view transactions that reference a GL Activity number in Activity
Inquiry. You can select the display criteria.
To view transactions
1.
Open Inquiry | Activity Inquiry.
Note: To select the journal codes to display, click Options
.
2.
Enter an activity number in the Lookup bar, and press Enter. You can search
this field.
3.
To view transactions, click the Period, Detail, Budget, or Activity Tab.
Reporting transactions by GL Activity
You can report the Activity Account Detail, Activity Account Summary, Activity
Budget, Activity Summary, and Activity Transaction Register. Select the activity
report that best suits your needs.
Printing an Activity Account Detail
1.
Open Reports | Activity and select Activity Account Detail.
2.
Select a Report Title.
3.
Verify the GL Period. Click the ellipsis button to change the GL Period
selection.
4.
Set the Amount Option.
Option
Description
Actual
Include balance sheet accounts and
print actual amounts.
Encumbrance
Omit balance sheet accounts and print
encumbrance amounts.
Budget
Omit balance sheet accounts and print
budget amounts.
General Ledger User Guide
125
GL Activities | Reporting transactions by GL Activity
5.
Select the report options.
Field
Description
Summary Totals Only
Select the check box to print summary
totals.
Do not select the check box to print the
transaction detail and summary totals.
Summarize Payroll Detail
Select the check box to summarize the
monthly payroll detail and print a total
for each account.
Do not select the check box to print the
monthly payroll detail and total each
account.
Grand Totals
Select the check box to print grand
totals at the end of the report.
Do not select the check box to omit
grand totals.
6.
Click the Miscellaneous Tab.
7.
Do you want to print the balance after each record? Select the Print Running
Balance check box.
8.
Do you want to include additional information about the transaction? Select
the Include Comments check box, and select the type of information to
include in the comment section: vendor number, invoice number, description,
invoice date, and/or purchase order number.
9.
Do you want to include “Report Only” transactions? Select the Include
Report Only Transactions check box. A Report Only transaction is specific
to GL Activity reporting.
10.
Click Print.
Printing an Activity Account Summary
126
1.
Open Reports | Activity Reporting and select Activity Account Summary.
2.
Select a Report Title.
3.
Verify the GL Period. Click the ellipsis button to change the GL Period
selection.
4.
Set the Amount Option.
General Ledger User Guide
Option
Description
Actual
Include balance sheet accounts and
print actual amounts.
Encumbrance
Omit balance sheet accounts and print
encumbrance amounts.
Budget
Omit balance sheet accounts and print
budget amounts.
Reporting transactions by GL Activity | GL Activities
5.
Do you want to include “Report Only” transactions? Select the Include
Report Only Transactions check box. A Report Only transaction is specific
to GL Activity reporting.
6.
Click Print.
Printing an Activity Summary
1.
Open Reports | Activity Reporting and select Activity Summary.
2.
Select a Report Title.
3.
Verify the GL Period Range. Click the ellipsis button to change the GL
Period selection.
4.
Set the Amount Option.
Option
Description
Actual
Include balance sheet accounts and
print actual amounts.
Encumbrance
Omit balance sheet accounts and print
encumbrance amounts.
Budget
Omit balance sheet accounts and print
budget amounts.
5.
Do you want to include “Report Only” transactions? Select the Include
Report Only Transactions check box.
6.
Click Print.
Printing an Activity Transaction Register
1.
Open Reports | Activity Reporting and select Activity Transaction
Register.
2.
Select a Report Title.
3.
Verify the GL Period. Click the ellipsis button to change the GL Period
selection.
4.
Do you want to include comments about the transaction? Select the Include
Comments check box.
5.
Click Print.
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GL Activities | Reporting transactions by GL Activity
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CHAPTER 14
Grants
Grant Maintenance stores the grant number, title, start and end dates, funding
source information, and GL Accounts. You can use the grant tracking option to
record total revenue and expenditures for a grant.
In this chapter:
•
•
•
•
•
•
Enabling or disabling Grant Accounting
Adding a grant
Editing grant information
Deleting a grant
Entering a grant adjustment
Grant Reports
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Grants | Enabling or disabling Grant Accounting
Enabling or disabling Grant Accounting
All of the fields related to Grant Accounting will be disabled unless you enable
tracking for Grant Accounting.
To enable Grant Accounting
1.
Open Maintenance | Control.
2.
To track the expenditure of grant funds, select the Grant Accounting check
box. Selecting this check box will enable all fields and reports related to
Grant Accounting.
3.
To disable Grant Accounting: Clear the Grant Accounting check box.
4.
Click Close.
Adding a grant
Grant Maintenance stores the grant number, title, and date range, funding source
and agency information, original grant amount, adjustment amounts, and GL
accounts.
FIGURE 1.
Example of a grant record for and education grant.
To add a grant
130
1.
Open Maintenance | Grant.
2.
Click New.
3.
Enter a grant number in the Grant No. field.
4.
Enter a grant title in the Title field.
5.
Enter the start and end date in the Start Date field (required).
6.
Enter the grant end date in the End Date field (required).
7.
To automatically increment the grant start and end dates when the Year-end
Closing is performed: Select the Auto-increment Dates check box.
General Ledger User Guide
Editing grant information | Grants
8.
Enter the information about the funding source:
• Enter the name of the organization that provided the grant in the Funding
Source field.
• Enter the funding source identification number in the Agency ID No.
field.
• Enter the name of the contact in the Contact Name field.
• Enter the contact’s telephone number in the Contact Phone field.
9.
Enter the GL period you will use to report grant information in the Reporting
Period field.
10.
Enter the method you will use to repay the grant (user-defined) in the
Reimbursement Type field.
11.
Enter the initial grant amount at the time the grant is set up in General Ledger
in the Original Amount field.
12.
Click the GL Accounts Tab.
13.
Enter the default GL accounts for the grant in the large white space (optional).
Click Filter
14.
to search for GL accounts.
Click Close.
Editing grant information
You can modify the grant setup to update, for example, the contact information
and adjustment amount.
To edit a record
1.
Open Maintenance | Grant.
2.
Enter a grant number in the Lookup bar, and press Enter.
3.
Click a field to edit it.
4.
Click Close or display a different record to save your changes.
Deleting a grant
You can delete a grant from the Grant table. You cannot delete a grant if transactions exist.
To delete a record
1.
Open Maintenance | Grant.
2.
Click Delete.
3.
Enter a grant number in the Lookup bar, and press Enter.
4.
Click Yes.
Entering a grant adjustment
Over the life span of a grant, the original grant amount may be adjusted several
times. You can enter the grant adjustment amount in Grant Maintenance. General
Ledger will calculate the adjustment and display the new grant amount.
To adjust an amount
1.
Open Maintenance | Grant.
2.
Enter a grant number in the Lookup bar.
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Grants | Grant Reports
3.
Press Enter.
The original grant amount is displayed in the Original Amount field.
4.
Enter the adjustment amount in the appropriate adjustment field to add the
adjustment amount to the Original Amount. Or enter the adjustment amount
followed by a minus (-) sign to subtract the adjustment amount from the original amount.
Displays the original grant amount.
Displays the adjustment amount(s).
Displays the adjusted total amount.
FIGURE 2.
Entering an Adjustment Amount.
For example, if this is the second adjustment you are receiving for the grant,
you would enter the amount in the field labeled Adjustment 2.
5.
Verify the amount displayed in the Final Amount field is correct.
6.
Click Close.
Grant Reports
You can use these reports to report grant information. Usually, choosing the grant
option on a report means only grant information will be included.
•
•
•
•
•
•
•
•
•
•
•
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Budget by Levels Report
Budget Proof Report
Budget Worksheet
Chart of Accounts – Grant List
Combined Detail Ledger
Detail Ledger
Financial Statement
Journal
Report by Category
Trial Balance Report
Working Trial Balance Report
CHAPTER 15
Investments
The General Ledger program can track investments through the purchasing and
redemption process. Use the program to record costs and monies from investments to the appropriate GL accounts, then use Investment Inquiry or run the
Investment reports to review investment information by agency or type.
List of typical investments:
•
•
•
•
•
•
Bonds issued by a local agency.
US Treasury notes, bonds, bills, or certificates of indebtedness.
Registered state warrants or treasury notes, or state bonds.
Bonds, notes, warrants, or certificates of indebtedness of local agencies.
Obligations issued by banks.
Bills of exchange or time drafts drawn on and accepted by a commercial
bank, also known as banker’s acceptances.
• Commercial paper of “prime” quality.
• Negotiable certificates of deposits issued by a national or state-chartered
bank, state, or federal association.
In this chapter:
•
•
•
•
•
Setup Investments
Investment Redemption
Investment Report
Investment Inquiry
Investments Glossary
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Investments | Setup Investments
Setup Investments
If this is the first time you will be setting up the Investment tables and routines in
the General Ledger program, begin by setting up the GL accounts in Account
Maintenance.
When that step is completed, you can add investment agencies to the Investment
Agency Table using Investment Agency Maintenance or the Investment Purchase
Data Entry form, both options are explained later in this section. The Investment
Purchase form offers the benefit of allowing you to add a new investment agency
and investment.
In this section:
•
•
•
•
Setting up the Investment, Cash, Interest, and Expense GL Accounts
Setting up the Investment Agency
Setting up the investment records
Modifying investment records
Setting up the Investment, Cash, Interest, and Expense
GL Accounts
Before you begin setting up the investment agency or add an investment you
need to add the GL accounts that will be used for investments, cash, interest, and
expense to Account Maintenance.
GL Account
Description
Investments
Records investment money.
Cash
Records the money used to pay for the investment.
Interest
Records the interest earned on the investment.
Expense
Records the costs associated with the purchase or sale of
investments.
Setting up the Investment Agency
There are two methods to add the agency information to the Investment Agency
Table. The agency information includes the agency name, address, contact information, default notification period, and default GL accounts.
What can I do in Investment Agency Maintenance:
• Add new information about an investment agency
• Set the agency’s default GL accounts for investment, cash, interest, and
expense.
• Set the agency’s default Report/Notify [ _ ] Days Before Maturity.
• Edit or delete investment records. Use Investment Purchase (Data Entry) to
add a new investment to the Investments grid.
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Setup Investments | Investments
When should I use the Investment Purchase routine instead of Investment
Agency Maintenance:
• Add new investments. You can set the investment information, GL accounts
specific to the investment, maturity options, and purchase information.
• Add new investment agency. You can set the default agency information,
notification period, and GL accounts.
• Print the Investment Purchase Report.
To add an Investment Agency
1.
Open Maintenance | Investment.
The Investment Maintenance screen displays.
2.
Click New.
General Tab
Enter the agency’s name, address, contact information, and Report/Notify Days
Before Maturity setting.
FIGURE 1.
Displaying the Investment Agency General Tab.
3.
Enter the investment agency number in the Agency No. field.
4.
Enter the description for the investment agency in the Name field.
5.
Enter the agency’s address, telephone, fax, and e-mail address.
6.
Enter the default number of days in the Report/Notify [_] Days Before
Maturity field.
This is the default setting for the investment agency. You can override the
default setting in the individual investment record.
The Report/Notify setting is used to flag investments when the investment
reaches the specified number of days before the investment maturity date.
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Investments | Setup Investments
This time can be used to finish procedures and reports that need to be completed before the investment maturity date.
GL Accounts Tab
Set up the default GL accounts for the investment agency. You can Search the
fields on the GL Accounts screen.
FIGURE 2.
Viewing the Investment Agency Default GL Accounts.
TABLE 1. Description
of Investment GL Accounts
GL Account Title
Description
GL Investment
Special GL accounts created specifically for
investment monies and to avoid commingling
spendable and non-spendable monies.
GL Cash
Records checking transactions.
GL Revenue
Records interest transaction.s
GL Expense
Records costs associated with the purchase or
redemption of an investment.
7.
Click the GL Accounts Tab.
8.
Enter the GL account that will record investment money in the GL
Investment Acct field.
9.
Enter the GL account that will record the money used to pay for the investment in the GL Cash Acct field.
10.
Enter the GL account that will record interest earned on the investment in the
GL Interest Acct field.
11.
Enter the GL account that will record costs associated with the purchase or
sale of investments in the GL Expense Acct field.
12.
Click Save.
The investment agency and default GL accounts are saved and a screen with
blank fields displays.
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Setup Investments | Investments
Setting up the investment records
Use the Investment Purchase routine to add new investments to an existing
investment agency or add new investments to a new investment agency.
To add an investment
1.
Open Data Entry | Investments, and select Investment Purchase.
The Investment Purchase Options dialog box displays.
FIGURE 3.
Investment Purchase dialog box.
2.
Enter the GL period in the Period field.
3.
Enter your name or initials in the Created By field.
4.
Click Accept.
The Investment Purchase screen displays.
FIGURE 4.
Example of the Investment Purchase form in Data Entry.
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Investments | Setup Investments
5.
Select an option.
• To add investments to an existing investment agency: Enter the agency
number in the Agency No. field. You can Search this field.
OR
• To add investments to a new investment agency: Click New at the end of
the Agency No. field. Complete the form and click Close to return to the
Investment Purchase screen.
For instructions about adding an investment agency, see the previous section on Setting Up an Investment Agency.
6.
Enter the reference number or code in the Reference ID field.
7.
Enter the investment type in the Type field (optional).
8.
Select the investment status from the Status drop-down list.
Option
Description
Active
The investment has been purchased but
not redeemed.
Redeemed
The investment has been cashed.
Flagged
The Days Before Maturity setting has
been reached and the investment maturity date will occur in the near future.
Note: Use “Active” for new investments. Use “Redeemed” or “Flagged”
when you are transferring investment records from an existing source into the
Caselle database.
9.
Select the journal code to be used to post transactions for the investment from
the Journal Code drop-down list.
10.
Click the Next button.
The investment agency’s default GL accounts are displayed in the GL account
fields.
FIGURE 5.
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General Ledger User Guide
Viewing the investment’s GL account setup screen.
Setup Investments | Investments
11.
If the GL accounts for the investment are different from the GL accounts for
the investment agency, click on the GL account field and type in the appropriate GL account. You can Search these fields.
12.
Click the Next button.
The form to enter the investment purchase information displays.
FIGURE 6.
Displaying the investment purchase information screen.
13.
Enter the date the investment was purchased in the Purchase Date field.
14.
Enter the date the investment matures in the Maturity Date field.
The Life (Days) field displays the number of days from the Purchase Date to
the Maturity Date.
15.
Enter the number of days in the Report/Notify [ _ ] Days Before Maturity
field.
The Report/Notify setting is used to flag an investment when the investment
reaches the specified number of days before the investment maturity date.
This time can be used to finish procedures and reports that need to be completed before the investment maturity date.
16.
Do you want an additional warning displayed when the investment is thirty
days from maturity? Select the Notify When 30 Days Before Maturity
check box.
17.
Do you want to redeem the investment when the investment reaches
maturity? Select the Automatic Process check box.
18.
Do you want to automatically calculate the Par Value and Computed Interest?
Select the Enable Interest Calculations check box.
Clear the check box to enable users to manually enter the Par Value. The Par
Value is the total value of the investment at maturity.
19.
Enter the interest rate for the investment on the purchase date in the Interest
Rate field.
20.
Enter the amount used to purchase the investment in the Purchase Amount
field.
21.
The value displayed in the Computed Interest field is the Purchase Amount
minus the Par Value. If the value is not correct, click on the field and type in
the correct amount.
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Investments | Setup Investments
22.
Enter the amount used to purchase the investment in the Purchase Cost field.
Press Enter.
The Recompute Computed Interest dialog box displays.
23.
Click Yes to recompute the Computed Interest by deducting the Purchase
Cost from the Computed Interest value. Click No to use the current values.
IMPORTANT! The value in the Proof field must equal zero to continue.
24.
To print or preview the information entered for this investment: Click the
Review button.
• When the Printer Form displays, click Print to print the report or click
Preview to view the report on the screen.
Review the Purchase Review Report for errors entered during the entry
process. Reviewing the investment information at this point gives you the
opportunity to ensure the investment information is correct.
• If the investment information needs to be modified, click the Back button.
25.
Click the Finish button to save the investment record.
Modifying investment records
After the investment record is saved in the Investment Purchase forms, the only
way to modify the investment record is using the Investments Tab in Investment
Agency Maintenance.
To edit investment records
1.
Open Maintenance | Investment.
OR
Click Edit if Investment Maintenance is currently open.
2.
Enter the agency number in the Lookup bar. Press Enter.
FIGURE 7.
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General Ledger User Guide
Entering an agency number in the Lookup bar.
Setup Investments | Investments
Investments Tab
3.
Click the Investments Tab.
The Investments grid displays.
FIGURE 8.
4.
Viewing the Investment grid on the Investments Tab.
In the grid, double-click the investment record to modify.
The Investment Maintenance screen displays. The investment agency number
defaults into the Agency field and the sequence number displays in the
Sequence No. field.
FIGURE 9.
5.
Displaying Investment Maintenance.
Click on a field and type in the updated information.
All changes to the investment record are saved immediately.
6.
Click Close to return to the grid on the Investments Tab.
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Investments | Investment Redemption
Investment Redemption
Redeeming an investment will move the money from the investment account to
the cash account. The interest earned on the investment will be recorded in the
interest account and additional redemption costs will be recorded in the expense
account. Run the Investment Redemption routine to redeem an investment and let
the system create the “normal” entries in the appropriate GL accounts.
There are two methods to redeem an investment:
• Automatic redemption
• Manual redemption
Automatic Redemption
When an investment reaches its maturity date and the option to automatically
process the investment has been selected:
• The investment record status will be updated to “Redeemed.”
• An Investment Notification dialog box will be displayed. You can click the
Print Details button to print the Redemption Report for the investment being
redeemed.
Manual Redemption
If the investment record is set up for manual redemption, you will need to run the
Investment Redemption routine to redeem the investment and change the investment record status to “Redeemed.” Manual redemption is useful if you would
like to retain more control over the redemption process or more information
needs to be added to the investment record prior to redemption.
In this section:
• Entering an investment redemption
• Using the Manual Investment Redemption form
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Investment Redemption | Investments
Entering an investment redemption
Run the Investment Redemption routine to select investments to be redeemed
based on the agency number, period, and maturity date.
To redeem an investment
1.
Open Data Entry | Investments and select Investment Redemption.
The Investment Redemption Options dialog box displays. The default setting
will select all investments to be redeemed on the current date.
FIGURE 10.
2.
Displaying the Investment Redemption Options dialog box.
To use the Investment Redemption Options, click Accept. To modify the
options, click on a field to update it and then click Accept.
The Investment Redemption screen displays the investments for redemption
in the grid. To modify the selection criteria, click Options
FIGURE 11.
.
Viewing the Investment grid.
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Investments | Investment Redemption
3.
Set the Redeem column for each investment.
Option
Description
No
Do not redeem the investment.
Manual
Add information to the investment and
then redeem it.
Automatic
Redeem the investment.
OR
Set the Redeem column for the investments on the current screen: Select the
redemption status from the Default field and click Select Screen
.
OR
Set the Redeem column for investments on all screens: Select the redemption
status from the Default field and click Select All
4.
.
Click GO.
The Redeem value that was selected on the Investment grid will determine
which the next steps. Instructions about Manual Investment Redemption are
included in the following section.
The system prints the Redemption Report.
5.
Review the Redemption Report.
The Redemption Report prints the investment information and the redemption
detail. Use it to ensure the redemption transaction was recorded correctly.
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Investment Redemption | Investments
Using the Manual Investment Redemption form
If Manual was selected as the investment redemption status, follow these instructions to complete the Manual Investment Redemption form that will be displayed
after clicking GO.
FIGURE 12.
The Manual Investment Redemption form.
Use the Manual Investment Redemption form to modify:
•
•
•
•
•
•
•
Redemption Date
Redemption Amount
Debit and Credit GL account for the purchase amount
Interest earned
Debit and Credit GL account for interest earned
Redemption costs
Debit and Credit GL account for redemption costs
To complete a manual redemption
1.
After clicking GO on the Investment Redemption form, the Manual Investment Redemption form displays.
The current investment information displays in the fields.
2.
Click on the field(s) to be modified and enter the appropriate information.
3.
Click Accept.
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Investments | Investment Report
Investment Report
Print the Investment Reports to review investment information and transactions
by agency or type.
In this section:
• Investments by Agency Report
• Investments by Type Report
• Investment Register
Investments by Agency Report
Sort investments by the investment agency. Print the investment information and
calculate totals for GL Accounts, Agency Totals, and Report Totals.
To print the report
1.
Open Reports | Investments and select Investments by Agency.
2.
Select the Report Title.
3.
Under Status: Select the check box next to the status type(s) to include on the
report.
Option
Description
Active
Include investment records with the
Status field set to Active or Flagged.
Redeemed
Include investment records with the
Status field set to Redeemed.
Flagged
Include investment records with the
Status field set to Flagged.
The status changes to Flagged when the
investment has reached the Days
Before Maturity setting.
4.
146
Under Options: Select the report type.
Option
Description
Summary
Summarize amounts based on agency
or investment type.
Detail
Print detailed information based on
agency or investment type.
5.
Click Print.
6.
Click GO.
General Ledger User Guide
Investment Report | Investments
Investments by Type Report
Sort investments by type. The Type is the user-defined value entered in the Type
field during Investment Purchase entry. Some examples of types are Certificates
of Deposits, US Treasuries, and Bonds.
To print the report
1.
Open Reports | Investments and select Investments by Type Report.
2.
Select the Report Title.
3.
Under Status: Select the check box next to the status type(s) to include on the
report..
Option
Description
Active
Include investment records with the
Status field set to Active or Flagged.
Redeemed
Include investment records with the
Status field set to Redeemed.
Flagged
Include investment records with the
Status field set to Flagged.
The status changes to Flagged when the
investment has reached the Days
Before Maturity setting.
4.
Under Options: Select the report type.
Option
Description
Summary
Summarize amounts based on agency
or investment type.
Detail
Print detailed information based on
agency or investment type.
5.
Click Print.
6.
Click GO.
Investment Register
Print the Investment Register to print the information in the investment record
and calculate totals for Par Value, Computed Interest, Redeemed Amount, and
Interest Realized. The Investment Register pulls information from the Agency
Table and the Investment Table.
To print the register
1.
Open Reports | Investments, and select Investments Register.
2.
Select the Report Title.
Caselle Master Reports: Investment Register – By Agency, Investment
Register – By Type.
3.
Click Print.
4.
Click GO.
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Investments | Investment Inquiry
Investment Inquiry
Use Investment Inquiry to view the investment information using the summary or
detail display format.
In this section:
• Investments Tab
• Agency Tab
• Launch Investment Inquiry
Investments Tab
The Investments Tab displays the GL investment information.
Display Type
Select the Summary option to display a one-line summary and agency totals for
the columns on the grid. Select the Detail option to display the investment summary and investment detail at the bottom of the screen. If investment notes exist,
the Notes button will be enabled.
Status
Select the check box next to a status to include it in the grid.
• Active: Include investment records with the Status field set to Active or
Flagged.
• Redeemed: Include investment records with he Status field set to Redeemed.
• Flagged: Include investment records with the Status field set to Flagged. The
status changes to Flagged when the investment reaches the Days Before
Maturity setting.
Agency Tab
The Agency Tab displays the investment agency information. The agency name
and number displays in the grid. The agency name, address, contact information,
and Days Before Maturity display at the bottom of the screen.
Existing notes about the agency are displayed on the Notes sub-tab. To add a note
to the agency record, click the Add Notes button.
Launch Investment Inquiry
1.
Open the Inquiry menu and select Investment Inquiry.
OR
Click Inquiry
2.
.
Enter the agency number in the Lookup bar. Press Enter.
You can Search this field.
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Investments Glossary | Investments
Investments Glossary
Active (A)
The investment is maturing.
Amount
The amount spent to purchase the investment.
Automatic Process
The option to automatically redeem the investment when the specified number of
days before maturity is reached.
Cashed (C)
See Redeemed.
Computed Interest
Computed Interest = Purchase Amount – PAR Value.
Due Date
The date the investment matures.
Enable Interest Calculations
Calculates the PAR Value and Computed Interest automatically.
Flagged
The investment has reached the Number of Days Before Maturity. This is a good
time to check the investment for missing information, etc.
GL Cash Account
Records money that will be used to purchase the investment.
GL Expense Account
Records costs associated with the purchase or sale of the investment.
GL Interest Account
Records interest earned on the investment.
GL Investment Account
Records money from the investment.
Interest Rate
The percentage for the certificate.
Investment Purchase
Records the purchase of new investments.
Investment Redemption
Records the redemption and sale of investments.
LIFE
The period of days the investment will be held by the organization.
Maturity Date
The date the investment reaches its full value.
Notification
Displays a warning when the investment reaches the specified number of days
before maturity.
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Investments | Investments Glossary
PAR Value
The total value of the investment at maturity.
Purchase Date
The actual date the investment was purchased.
Redeemed
The investment has been redeemed for cash.
Reference ID
The investment identification number or code assigned to the investment record
for tracking and reporting.
Report [ _ ] Days Before Maturity
This is the number of days before the investment matures the system will use to
flag investments. A warning will be displayed when the investment record is
accessed and on specific reports.
Type
A self-validating field that allows the user to create investment types that can be
used to report investment information.
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CHAPTER 16
Journals
The Caselle General Ledger program contains user-defined journals in Journal
Maintenance. Once set up, individual journals are accessible through Data Entry
or Journal Maintenance. Transactions that are created by journal entries are
recorded in Transaction Maintenance.
In this chapter:
• Setup Journals
• Journal Entry
• Journal Reports
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Journals | Setup Journals
Setup Journals
Journal Maintenance stores user-defined journal codes. It contains the journal
code, title, type, active status, default bank number, and offset reference number,
account number, and description.
In this section:
• Adding a journal code
• Adding missing accounts during Journal Entry
• Changing the journal activity status
Adding a journal code
Journals codes in General Ledger are used to group transactions together. For
example, the CD journal may record cash disbursements and checks.
An example of the Cash Disbursements Accounts Payable
journal code with offset options selected.
FIGURE 1.
Journal Code Maintenance stores the journals that will be used in General Ledger. The information that is stored includes the journal code, title, and type.
To add a code
1.
Open Maintenance | Journal Code.
2.
Click New.
3.
Enter a journal code in the Journal Code field (1-6 characters).
This field allows letters or numbers.
4.
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General Ledger User Guide
Enter a journal code name in the Title field.
Setup Journals | Journals
Select the type of information stored by the journal code from the Type dropdown list.
5.
To...
Choose this type...
Record Checks
Check
Record Deposits
Deposit
Plan an Obligation Against the General
Ledger or Budget.
Encumbrance
Not Record Checks, Deposits, or Encumbrances.
Not Applicable
Record Budget Entries
Budget
6.
To define the default sign on amounts entered in journal entry, use the Debit
or Credit drop-down list.
• To automatically add the minus sign to the amount entered, use the Debit
or Credit drop-down list and select Credit.
Example: 25.00 will appear in the journal as –25.00
7.
To post transactions to the journal: Select the Active Journal check box.
8.
In the Default Bank No. field: Enter the bank number that corresponds to the
journal for reconciliation purposes.
9.
Enter the number you will use to start numbering automatic offset
transactions in the Offset Reference No. field.
10.
To use a default GL account when you create an automatic offset transaction:
Enter the account in the Offset Account No. field.
11.
To create a default description for automatic offset transactions: Enter the
description in the Offset Description field.
12.
If this is a budget journal: Select the Budget Level check box.
13.
Click Save.
Adding missing accounts during Journal Entry
Set up the defaults to prompt a user to add a missing account.
To add missing accounts
1.
Open Maintenance | Control.
2.
Select the Prompt to Add Missing Accounts check box.
3.
Click Close.
Changing the journal activity status
Journals are classified as active or not active. You can post journal entries to
active journals while entries cannot be posted to non-active journals.
To change the activity status
1.
Open Maintenance | Journal Code.
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Journals | Setup Journals
or
If Journal Code Maintenance is running, click Edit to switch to Edit mode.
154
2.
Enter a journal code in the Lookup bar. Press Enter.
3.
To enable transactions to be posted to the journal: Select the Active Journal
check box.
4.
To stop transactions from posting to the journal: Clear the Active Journal
check box.
General Ledger User Guide
Journal Entry | Journals
Journal Entry
Use Journal Entry to enter checks, cash receipts, bank deposits, transfers, bank
reconciliation entries, adjustment entries, etc. You can also import amounts from
an outside source to a journal in the General Ledger program.
In this section:
•
•
•
•
•
•
•
•
•
•
What is Journal Entry?
Entering checks manually
Entering cash receipts, deposits, and transfers
Entering returned checks and other bank reconciliation entries
Entering additional non-checking account adjusting entries
Entering a recurring or reversing entry
Entering returned checks and other bank reconciliation entries
Entering additional non-checking account adjusting entries
Deleting financial or non-budget type transactions
Importing amounts
What is Journal Entry?
All of the daily tasks use the Journal Entry form. When you select Data Entry
and choose Journal Entry. The Journal Entry Options dialog box displays.
FIGURE 2.
Setting up the Options.
Selecting a journal allows you to make entries in the selected journal. Verify the
journal entries will be made in the appropriate GL period, and then press Accept
to begin using Journal Entry.
Tip: When Journal Entry is open, you can click Options
nal code and period.
to change the jour-
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Journals | Journal Entry
A screen, like the one shown below, is displayed. In New Mode, you can create
journal entries by entering the transaction date, reference number, description,
activity number, GL account, and amount. If the check box next to a field is
selected, the cursor will stop at the field during data entry.
Select the check box next to a
field to stop and wait.
View completed transactions
in the grid.
FIGURE 3.
Viewing the screen.
You can select the Mode and Sign options to streamline data entry based on the
journal entry type.
Mode
Normal
Select Normal Mode to enter amounts as they appear.
Year-to-Date
Select Year-to-Date Mode to enter an amount to calculate the
difference between the amount entered and the total year-todate amount. The transaction will record the difference.
Sign
156
Normal
Select Normal to record the amount as is. Example: If you
enter 100, the system will record 100.
Reverse
Select Reverse to record the amount with the opposite sign.
Example: If you enter 100, the system will record -100.
General Ledger User Guide
Journal Entry | Journals
Click an option to select the
data entry mode.
Click an option to record
amounts.
Select the options to display
transactions in the grid.
FIGURE 4.
Selecting entry mode and display options in.
Display Options
Summary
Display a one-line transaction summary.
Detail
Display all of the transaction information in the grid.
Debit/Credit
Select the check box to display credit and debit amounts in separate columns. Clear the check box to display credit and debit
amounts in the same column.
All Entries
Select the check box to display all entries for the current journal and period selected. Clear the check box to only display
entries for the current journal and calendar date.
Entering checks manually
You can and should enter checks using Manual Check Entry in Caselle Payroll or
Accounts Payable. If there are any handwritten or typed checks, that have not
been entered, follow these steps to record the checks in the General Ledger
program.
To enter checks
1.
Open Data Entry | Journal Entry.
The Journal Entry Options dialog box displays.
2.
Select CD from the Journal Code drop-down list.
3.
Verify the correct GL Period is displayed in the Period field.
4.
Click Accept.
The Journal Entry form displays.
5.
Enter the check date in the Trans Date field.
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Journals | Journal Entry
6.
Enter the check number in the Reference No. field.
7.
Enter the payee and additional information in the Description field.
8.
Enter the GL Account in the GL Account field.
9.
Enter the check amount in the Amount field.
10.
Repeat these steps to enter another manual check entry.
Entering cash receipts, deposits, and transfers
Follow these steps to enter bank direct deposits, transfers, and other bank items.
You can enter cash receipts in General Ledger.
To enter cash receipts, bank deposits, and transfers
1.
Open Data Entry | Journal Entry.
The Journal Entry Options dialog box displays.
2.
Select CR from the Journal Code drop-down list.
3.
Verify the correct GL Period is displayed in the Period field.
4.
Click Accept.
The Journal Entry form displays.
5.
Enter the transaction date in the Trans Date field.
6.
Enter the receipt number in the Reference No. field.
7.
Enter the GL account in the GL Account field.
8.
Enter the amount in the Amount field.
9.
Repeat steps 5 – 8 to enter another cash receipt, bank deposit, or transfer.
Entering returned checks and other bank reconciliation
entries
Other bank reconciliation entries are items you receive after you receive your
bank statement. In addition to returned checks, you should enter interest, bank
service fees, and other charges, including fees for direct deposit.
To enter other bank reconciliation entries
1.
Open Data Entry | Journal Entry.
The Journal Entry Options dialog box displays.
2.
Click a journal code.
• To enter returned checks, service fees, and other charges: Select CD from
the Journal Code drop-down list.
• To enter interest, direct deposits, and other credits: Select CR from the
Journal Code drop-down list.
3.
Verify the correct GL Period is displayed in the Period field.
4.
Click Accept.
The Journal Entry form displays.
5.
Complete the form.
Entering additional non-checking account adjusting
entries
Non-checking account adjusting entries include transactions that don’t affect the
checking or cash account. For example, accrued interest or a transfer between
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Journal Entry | Journals
funds. Non-checking account adjusting entries can be omitted from bank reconciliation because reconciliation only examines the check or deposit type journals.
To enter additional adjusting entries
1.
Open Data Entry | Journal Entry.
The Journal Entry Options dialog box displays.
2.
Select JE from the Journal Code drop-down list.
3.
Verify the correct GL Period is displayed in the Period field.
4.
Click Accept.
The Journal Entry form displays.
5.
Complete the form.
Note: For the journal to balance, you may need to enter an offsetting entry.
Entering a recurring or reversing entry
If you are using a separate journal to post recurring or reversing entries, this routine will copy those entries to a selected period. Recurring Entries are copied
exactly as they appear. Reversing Entries are copied with the opposite sign.
Example: Reversing Entry
An auditor can use a reversing entry to push an expense recorded in the current
year to the prior year.
To enter an entry
1.
Open Data Entry | Recurring/Reversing Entry.
2.
To enter a recurring entry, select the Recurring option.
OR
To enter a reversing entry, select the Reversing option.
3.
Under Copy From, complete these steps:
• Enter the period to copy from in the Period field.
• Select the journal code to be copied from the Journal Code drop-down
list.
4.
Under Copy To, complete these steps:
• Enter the period to copy to in the Period field.
• Select the journal code to copy to from the Journal Code drop-down list.
5.
Click GO.
The General Ledger Data Entry dialog box displays.
6.
Click OK.
7.
Click Close.
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159
Journals | Journal Entry
Entering returned checks and other bank reconciliation
entries
Other bank reconciliation entries include items you receive after you receive your
bank statement. In addition to returned checks, you should enter interest, bank
service fees, and other charges, including direct deposit fees.
To enter other reconciliation entries
1.
Open Data Entry | Journal Entry.
The Journal Entry Options dialog box displays.
2.
Click an option:
• To enter returned checks, service fees, and other charges, select CD from
the Journal Code drop-down list.
• To enter interest, direct deposits, and other credits, select CR from the
Journal Code drop-down list.
3.
Verify the GL Period selected is correct.
4.
Click Accept.
5.
Complete the form.
Entering additional non-checking account adjusting
entries
Non-checking account adjusting entries include transactions that don’t affect the
checking or cash account. For example, accrued interest or a transfer between
funds. Non-checking account adjusting entries can be omitted from bank reconciliation because it only examines check and deposit type journals.
To enter adjusting entries
1.
Open Data Entry | Journal Entry.
The Journal Entry Options dialog box displays.
2.
Select JE from the Journal Code drop-down list.
3.
Verify the correct GL Period is displayed in the Period field.
4.
Click Accept.
5.
Complete the form.
Note: You may need to enter an offsetting entry to balance the journal.
Deleting financial or non-budget type transactions
This routine will delete the financial (actual or encumbrance) or non-budget type
transactions that are stored separately from the budget transactions.
What happens to transactions when you run this routine:
• Summarize the transaction detail into a single period for each account for
each period in the specified year(s).
• Summarize period summaries into a single annual transaction for each
account for the specified year.
• Delete transactions prior to the specified year-end.
• Bank transactions that have not been cleared as of the specified dates will not
be summarized or deleted.
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Journal Entry | Journals
• Bank reconciliations prior to the value entered in the Years of Detail to Keep
field will be deleted.
• Summarize transactions tied to grants if the transaction period falls within the
grant dates. Note: Use the Delete Grants routine to remove grants and related
transactions.
• Summarize transactions tied to activities. Note: Use the Delete Activity
option to remove activities and related transactions.
To delete transactions
1.
Backup the General Ledger database (GLW.MDB).
2.
Open Miscellaneous | Delete Transactions.
3.
Click GO.
4.
Click Yes to begin deleting transactions.
The Finished dialog box displays.
5.
Click OK.
6.
Click Close.
Importing amounts
Import amounts into General Ledger from a comma-delimited file. Make sure the
file contains a GL account and an amount. (In Excel, select .csv as the file extension from the Save As Type drop-down list). Data from the first row of the
import file appears as the column headings in the Import Fields Display. Use
Type, Period(s), Split, Rounded, and Auto Sign to define the field content.
FIGURE 5.
Viewing the Import file Fields Setup.
You can import a Reference/Check Number and Transaction Date. A transaction
will not be created if a transaction already exists.
To import amounts
1.
Open Miscellaneous | Import Amounts.
2.
Enter the import file name in the Import Filename field or click the Browse
button.
3.
Press Enter.
The first line of the import file will appear in the Import File Fields display.
4.
Use the Journal Code drop-down list to select the journal that will receive
the imported entries.
5.
If the import file does not contain a description: Enter a description in the
Default Description field.
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Journals | Journal Entry
6.
Enter the number of lines to skip in the Lines to Skip field. For example, if
the first line of the import file contains column headings instead of raw data
you can enter 1 to skip the first line.
7.
To exclude a data field: Double-click Type and select Skip.
This option allows you to identify what a field in the file represents, such as a
GL account, an amount, a description, and so on.
8.
To post the imported amount or balance to a specific GL period, double-click
Period(s). You may post data to more than one GL period.
9.
To divide the amount equally between more than one posting period: Doubleclick the cell under Split to change it to Yes. Double-click the cell again to
select No to copy the amount into each posting period.
10.
To indicate amounts are already rounded to the nearest whole dollar: Doubleclick the cell under Rounded to select Yes. Double-click the cell again to
select No to import amounts/balances exactly as they appear.
11.
To use the normal account to determine the sign: Double-click the cell under
Auto Sign to select Yes. Double-click the cell again to select No to use the
actual sign tied to each imported amount/balance.
This is similar to the Auto Sign option in Budget Entry. For example,
amounts tied to revenue accounts will be imported as credits and amounts tied
to expenditure accounts will be imported as debits.
12.
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Click GO.
Journal Reports | Journals
Journal Reports
You can view transactions that are entered in by printing the journal or Detail
Ledger.
In this section:
•
•
•
•
Journals
Detail Ledger
Combined Detail Ledger
Segment testing
Journals
First, printing a journal gives you an opportunity to review items and transactions
posted in each journal. Second, you can file the hardcopy just in case you need to
restore data.
To print journals
1.
Open Reports | Journals.
2.
Verify the correct GL Period is displayed in the Period field.
3.
Select a Report Title.
4.
To only print summary totals by GL account, select the Summary Totals
check box.
5.
To print transaction comments after each transaction prints, select the Include
Comments check box.
6.
To include only grant accounts on the report, complete these steps:
• Click the Miscellaneous Tab.
• Select the Grant Accounts Only check box.
• Enter the grant numbers to include in the Grant No. Range field.
7.
Click Print.
8.
Click GO.
Detail Ledger
A Detail Ledger prints the journal entries for each account for a specified date
range. Printing a Detail Ledger helps you (1) ensure amounts are posted to the
correct account and (2) view transactions by account.
To print the ledger
1.
Open Reports | Detail Ledger and select Detail Ledger.
2.
Verify the correct GL period is displayed in the GL Period field.
3.
Set an Amount Option.
• Click the Actual option to print actual amounts.
• Click the Encumbrance option to print encumbrance amounts. Balance
sheet accounts with a zero balance will be omitted.
• Click the Budget option to print budget amounts. All balance sheet
accounts will be omitted.
4.
Do you want to print summary totals without printing the transaction detail?
Select the Summary Totals Only check box.
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163
Journals | Journal Reports
5.
Do you want to include all periods regardless of transaction activity? Select
the Include Periods with No Activity check box. All periods, including periods with no transactions, will be included. The ending period always prints.
6.
Do you want to summarize the monthly payroll detail and print a total for
each account? Select the Summarize Payroll Detail check box. Clear the
check box to print the monthly payroll detail for each account.
7.
Do you want to include grand totals? Select the Grand Totals check box.
To select options
8.
Click the Miscellaneous Tab.
9.
Do you want to exclude accounts with a zero balance? Select the Exclude
Zero Balance Accounts check box.
10.
Do you want to exclude accounts with no activity during the report range?
Select the Exclude Accounts with No Activity check box.
11.
Do you want to print a balance for each detail record? Select the Print
Running Balance check box.
• Do you want to zero the running balance at the end of the fiscal year?
Select the Zero the Balance at Fiscal Year End check box.
12.
Do you want to print transaction comments? Select the Include Comments
check box and select the comment types to include: Vendor No., Invoice No.,
Description, Invoice Date, PO No.
13.
Do you want to list transactions by date instead of journal code? Select the
Print Transactions in Date Order check box.
14.
Do you want to print the Detail Ledger for grants? Select the Grant Accounts
Only check box. None of the other accounts will be included.
• To select the grant number range: Click Filter
next to the Grant No.
Range field to select the grants to include on the report.
• Do you only want to include data for the current fiscal year? Select the
Fiscal Year Only check box.
15.
Do you want to include “Report Only” transaction types? Select the Include
Report Only Transactions check box.
To select formats
16.
Click the Formats Tab.
17.
Check the field formats. Click a field to modify a format or click the Reset
Formats button to use the default formats.
Important! Deleting a format will cause the field with the deleted format to
not print on reports.
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Journal Reports | Journals
To select Segment Selection
18.
Click the Segment Selection Tab.
19.
Select the segments to include, exclude, start printing on a new page, and
total.
• Double-click a cell in the segment row to change the segment selection
criteria.
A
B
C
D
E
FG
(A) Segment Code. (B) Segment Title. (C) Valid selection range
for each segment. Only segments within the valid range may be selected.
(D) Segment values to include. (E) Segment values to exclude. (F) Option
to begin printing segment on a new page. (G) Option to total the segment.
FIGURE 6.
20.
Do you want to test all previous segments and the current segment as a unit?
Select the Test All Segments for Total Breaks check box.
21.
Click Print.
22.
Click GO.
Combined Detail Ledger
The Combined Detail Ledger is a modified version of the Detail Ledger that will
show columns for the Actual, Encumbrance, and Budget amounts, as well as a
running balance for unexpended budget in the Year-to-Date Budget column. All
options on the Detail Ledger, with the exception of the Amount Option, are available on this report.
To print the ledger
1.
Open Reports | Detail Ledger | Combined Detail Ledger.
2.
Select a Report Title.
3.
Verify the GL Period. Click the ellipsis button to change the period selected.
4.
Do you only want to print summary totals? Select the Summary Totals Only
check box. If you want to print the transaction detail and summary totals,
leave the check box blank.
5.
Do you want to include a period if the period does not have any activity?
Select the Include Periods with No Activity check box. If you only want to
include a period if it has activity, leave the check box blank.
Note: The ending period, regardless of activity, will always print.
6.
Do you want to summarize the monthly payroll detail and print a total for
each account? Select the Summarize Payroll Detail check box. If you want
to print the monthly payroll detail without printing a total for each account,
leave the check box blank.
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Journals | Journal Reports
7.
Do you want to include grand totals? Select the Grand Totals check box.
8.
Click the Miscellaneous Tab.
9.
Do you want to exclude accounts with a zero balance? Select the Exclude
Zero Balance Accounts check box.
10.
Do you want to exclude accounts with no activity? Select the Exclude
Accounts with No Activity check box.
11.
Do you want to print a balance after the record detail prints? Select the Print
Running Balance check box.
12.
To zero the running balance at the end of the fiscal year, select the Zero the
Balance at Fiscal Year-End check box.
13.
Do you want to include additional information from Accounts Payable?
Select the Include Comments check box, and select the type of information
to include: vendor number, invoice number, description, invoice date, purchase order number.
14.
Do you want to print transactions by date instead of journal code? Select the
Print Transactions in Date Order check box.
15.
Do you want to print a Combined Detail Ledger for grant accounts only?
Select the Grant Accounts Only check box, and then enter the grant account
range to include by clicking Filter
.
16.
To print grant accounts for the fiscal year, select the Fiscal Year Only check
box. Only accounts tied to the selected grants will be included on the report.
Clear the check box to print grant amounts based on the grant’s beginning and
ending dates.
17.
Do you want to include Report Only transactions? Select the Include Report
Only Transactions check box.
18.
Click the Segment Selection Tab. This tab displays the segments selection
criteria and report options.
• Double-click Include: Select the segment to include.
• Double-click Exclude: Select the segments to exclude.
• Double-click Pag: Select Yes to begin printing segment on a new page, or
select No to print segments without a page break.
• Double-click Tot: Select Yes to print a sub-total after the segment prints,
or No to omit the segment sub-total.
166
19.
Click Print.
20.
Click GO.
General Ledger User Guide
Journal Reports | Journals
Segment testing
You can test a segment to determine when a total prints on the report. You have
two options:
• Test all of the previous segments as one unit and print a total each time the
unit changes, or
• Test the selected segments separately and print a total each time a selected
segment changes.
Example: Several reports give you the option of using the Segment Selection Tab
to include or exclude accounts based on specific segment values. You also have
the option to total and/or start a new page when a segment changes.
Assume the General Ledger expenditure account structure is: FF-CCDD-XXOOO. You select values 10 and 20 for the X segment to print on the report. To
print a total each time the “X” or “C” segment changes, select the Test All Segments for Total Breaks check box. Now the system will combine all segments
to the left of the segment being tested (XX). It will test the combined segments as
a single segment.
FF – CCDD – XX – OOO
Printing the report with the check box selected will generate the following
results:
10-4110-10-200 Supplies
10-4120-10-200 Supplies
10-4120-20-200 Supplies
10-4130-20-200 Supplies
10-4210-10-200 Supplies
10-4220-10-200 Supplies
10-4230-10-200 Supplies
100.00
Total:
100.00
Total:
450.00
Total:
225.00
Total:
200.00
Total:
975.00
Total:
400.00
Total:
150.00
Total:
100.00
Total:
650.00
450.00
225.00
200.00
400.00
150.00
100.00
General Ledger User Guide
167
Journals | Journal Reports
If you clear the check box, you will get the following results:
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General Ledger User Guide
10-4110-10-200 Supplies
100.00
10-4120-10-200 Supplies
450.00
10-4120-20-200 Supplies
225.00
10-4130-20-200 Supplies
200.00
10-4210-10-200 Supplies
400.00
10-4220-10-200 Supplies
150.00
10-4230-10-200 Supplies
100.00
Total:
550.00
Total:
425.00
Total:
975.00
Total:
650.00
CHAPTER 17
Other
Some tasks have not been included in the Steps Checklist because they do not
need to be run regularly.
In this chapter:
•
•
•
•
Dates
Other Maintenance
Beginning Balances
Import Payments
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169
Other |
Dates
Date Maintenance automatically updates when you run the Year-End Closing
routine at the end of the year. It stores the current GL Period, period date, period
number, and shows you if the detail for that period has been deleted.
First, run the Setup GL Period Dates routine
1.
Open Miscellaneous | GL Setup Routines and select Setup GL Period
Dates.
2.
Enter the current fiscal year ending date in the Current Year Ending Date
field.
3.
Click GO.
Second, add dates to the Date Table
1.
Open Maintenance | Date.
2.
Click New.
FIGURE 1.
170
Viewing dates set up in the Dates Table.
3.
Enter the GL Period (MM/YY) in the GL Period field.
4.
Enter the beginning calendar date for the GL Period in the Period Date field.
5.
Select the type of date from the Period No. drop-down list.
6.
Click Save.
General Ledger User Guide
| Other
Other Maintenance
Other Maintenance is one area of the General Ledger program that you should
only access with the assistance of customer support. Transactions, budget transactions, and reconciliation entries are stored in Other Maintenance. Modifying
the data in Other Maintenance may cause unexpected results.
General Ledger User Guide
171
Other |
Beginning Balances
You should recompute beginning balances if you receive a, “Beginning balances
does not equal the prior year ending balance,” error on the Checkout Report.
To recompute
1.
Open Miscellaneous | Recompute Beginning Balances.
2.
Click GO.
The General Ledger program will recompute and replace the beginning balances for the current year.
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Importing payments from a non-Caselle Cash Receipting program | Other
Import Payments
Importing payments from a non-Caselle Cash Receipting
program
Run this routine to import payments from a non-Caselle Cash Receipting program into the General Ledger database.
To run the routine
1.
Open Miscellaneous | Other CR Interface and select Import Payments.
2.
Enter the drive letter and file name in the Import Filename field. Example:
a:\import.txt. If the import file is located in the default CSLDATA directory,
omit the drive letter. Example: import.txt
3.
Select the journal code that will be used to create payment entries from the
Journal Code drop-down list.
4.
Enter the GL Period (MM/YY) that will be used to create payment entries in
the Period field.
5.
Select the GL account to be used to create the offset entry (deposit) for payments. To enter a Consolidated Cash Account, click the ellipsis
button.
Entering this GL account allows the system to create an offset entry for each
fund if the account that was set up in the Distribution Cash Account list
matches the fund account. If the Distribution Cash Account list does not contain a matching account, the system will use the Consolidated Cash Account
for that fund.
Note: All of the GL accounts entered in this field will be saved for importing
future payments.
6.
Enter the GL accounts that will be used to create the offset entry (deposit) for
each fund in the Distributed Cash Account(s) field. To separate multiple GL
accounts: Press Enter or insert a comma (,).
The system will use the GL accounts in this field to search for a matching
fund. If a matching fund is found, the system will use the corresponding GL
account from this list. If a matching fund is NOT found, the system will use
the Consolidated Cash Account.
Note: All of the GL accounts entered in this field will be saved for importing
future payments.
7.
Click GO.
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Other | Importing payments from a non-Caselle Cash Receipting program
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General Ledger User Guide
CHAPTER 18
Project Management
If the Caselle Project Management program is installed, you can enable the Project Management fields and options in the General Ledger program. These
options allow you to assign job numbers to transactions and update General Ledger transactions to Project Management.
In this chapter:
• Enabling the Project Management Interface
• Using job numbers
• Updating General Ledger transactions to Project Management
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175
Project Management | Enabling the Project Management Interface
Enabling the Project Management Interface
You can update General Ledger transactions that are tied to a job number to the
Caselle Project Management program if the Project Management interface is
enabled. The Project Management program must be installed and the interface
enabled in General Ledger to access Project Management-related fields.
To enable the interface
1.
Open Maintenance | Control.
2.
Select the Project Management check box.
Using job numbers
You can enter a job number to enter an adjustment transaction. When you enter a
valid job number in journal entry the GL account for the job number will be displayed in the GL account field. You will not be able to modify the GL account
that belongs to the job number.
Updating General Ledger transactions to Project
Management
You can update General Ledger transactions to Project Management if the transaction uses a valid job number and the Project Management interface is enabled.
Transactions that are updated to Project Management are saved as “Direct
Charge” type transactions in the Project Management database.
To update transactions
1.
Open Miscellaneous | Project Management Update.
2.
Select the GL period to update from the GL Period drop-down list.
3.
Do you want to print a Project Management Update Report? Select the Print
Project Management Update Report check box.
Choose this option if you only want to print a report of the transactions to
update to Project Management.
4.
Do you want to update transactions to Project Management? Select the
Update Project Management check box. Transactions that have not been
updated to Project Management will be updated.
If you need to update transactions that have already been updated, you need
to begin by deleting the transactions that will be updated again from the Project Management database. Then, run the Project Management Update with
the Update Transactions That Have Already Been Updated check box
checked on.
IMPORTANT! Running the Project Management Update to update transactions that have already been updated will create duplicate transaction entries
in the Project Management database.
5.
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Click GO.
CHAPTER 19
Bank Reconciliation
Bank Reconciliation allows you to check the bank reconciliation statement
generated by the General Ledger program against the bank statement from the
bank and the ledger. You can use Inquiry or print the Detail General Ledger
on the GL Account.
In this chapter:
• Reconciliation Tasks
• Reconciliation Reports
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177
Bank Reconciliation | Importing cleared check amounts
Reconciliation Tasks
In this section:
• Importing cleared check amounts
• Reconciling the checking account
Importing cleared check amounts
Run the Import Cleared Check Amounts routine to import cleared check information from an import file into the General Ledger database for use in bank
reconciliation.
To run this routine
1.
Open Miscellaneous | Import Cleared Checks.
2.
Enter the file name in the Import Filename field.
3.
Select the GL Period to receive the imported amounts from the GL Period
drop-down list.
4.
Enter or select the bank number for the bank providing the cleared amounts
from the Bank No. drop-down list.
5.
If one or more rows of the import file contain column headers: Enter the number of rows used by the header information in the Lines to Skip field.
6.
To print a report of the cleared amounts, click the Report Only option.
OR
To update cleared amounts and print a report, click the Import Cleared
Check Amounts option.
7.
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Click GO.
Reconciling the checking account | Bank Reconciliation
Reconciling the checking account
Use Reconciliation Entry to balance the bank statement to the latest journal
entries. If you don’t balance, verify the cleared deposits/check total match the
deposit/check total on the bank statement. If the totals don’t match, you need to
find the missing item and record it or clear it. Make sure the correct ending bank
balance has been recorded. Run Recalculate if you make any changes.
FIGURE 1.
Viewing the Reconciliation Entry Options and Entry screen.
To reconcile the checking account
1.
Open Data Entry | Reconciliation Entry.
A Reconciliation Entry Options dialog box displays.
2.
Verify the GL Period and Bank No. is correct.
3.
Click Accept.
If this message appears, “GL Period does not exist, is it okay to create it?”
Click Yes.
4.
Enter the ending balance shown on the bank statement in the Ending Bank
Balance field.
5.
Click the Outstanding Deposits
button.
The Cleared Deposit Entry grid displays.
6.
Clear the outstanding deposits by entering the cleared amount in the Cleared
Amount column.
• To clear a deposit: Press C on the keyboard or enter the deposit amount.
• To undo a cleared deposit: Select the deposit and press U on the keyboard.
• To clear all of the deposits shown on the screen: Click Clear Screen
• To clear all deposits: Click Clear ALL
.
.
• To clear a range of deposits: Click Range
.
Note: You will only be able to clear the exact amount for a deposit. If the
deposit amount is incorrect, edit the entry in the appropriate journal or record
a bank adjustment (if it’s a bank error).
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Bank Reconciliation | Reconciling the checking account
7.
Click Accept.
The Reconciliation screen displays.
8.
Click the Outstanding Checks
button.
The Cleared Check Entry grid displays.
9.
Clear the outstanding checks by entering the cleared amount in the Cleared
Amount column.
• To clear a check: Press C on the keyboard or enter the check amount.
• To undo a cleared check: Select the check and press U on the keyboard.
• To clear all of the checks shown on the screen: Click Clear Screen
• To clear all checks: Click Clear ALL
.
.
• To clear checks by check number: Click Range
.
Note: You will only be able to clear the exact amount for a check. If the check
amount is incorrect, edit the entry in the appropriate journal or record a bank
adjustment (if it’s a bank error).
10.
Click Accept.
The Reconciliation screen displays.
11.
Verify the Bank Balance total equals the Book Balance total.
FIGURE 2.
12.
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Totals on Outstanding Checks Screen
The Proof (Bank Balance less Book Balance) should equal zero.
Bank Reconciliation Statement | Bank Reconciliation
Reconciliation Reports
In this section:
•
•
•
•
•
•
Bank Reconciliation Statement
Check List
Check Register
Deposit List
Deposit Register
Receipt Register
Bank Reconciliation Statement
Print the bank reconciliation for use in Step 4: Checking the account balance for
Cash, Accounts Receivable, and Payables of the Monthly Checklist. Then, file
the bank reconciliation for your records.
Print the bank reconciliation for use in Step 4: Checking the Account Balance for
Cash, Accounts Receivable, and Payables.
You can print a bank reconciliation statement from:
• Reconciliation Entry, or
• Bank Reconciliation Report
To print from Reconciliation Entry
1.
Before you close Bank Reconciliation, click Print.
2.
Enter 1 to print a reconciliation statement.
3.
Click OK.
4.
Click Print.
5.
Click GO.
To print a bank reconciliation statement later
1.
Open Reports | Bank Reports and select Bank Reconciliation.
2.
Verify the GL Period selected is correct.
3.
Select a bank from the Bank drop-down list.
4.
Click Print.
5.
Click GO.
Check List
You can print a Check List which includes outstanding checks, cleared checks,
and check with zero amounts.
To print the list
1.
Open Reports | Bank Reports and select Check Lists.
2.
Select a Report Title.
3.
Verify the GL Period.
Only checks with transaction dates in the selected GL Period will be included.
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Bank Reconciliation | Check Register
4.
Select the checks to include by bank code in the Bank field. Click Field
Selection
5.
to update the selection list.
Select an option: Summary List or Detail List.
Option
Description
Summary List
Prints check numbers and amounts.
Detail List
Includes check period, transaction date,
description, account number, check
number, and amount.
6.
Do you want to include outstanding checks? Select the Outstanding Checks
check box.
7.
Do you want to include cleared checks? Select the Cleared Checks check
box.
8.
Do you want to include checks with a zero amount? Select the Checks with
Zero Amounts check box.
9.
Click Print.
10.
Click GO.
Check Register
You can print a Check Register to view the check sequence summary or detail.
To print the register
1.
Open Reports | Bank Reports and select Check Register.
2.
Select a Report Title.
3.
Verify the GL Period.
4.
Do you want to include the detail and summary for each sequence? Select the
Print Check Sequence Detail check box.
5.
Click Print.
6.
Click GO.
Deposit List
You can print a Deposit List to view a summary, detail, outstanding deposits, and
cleared deposits.
To print the list
1.
Open Reports | Bank Reports and select Deposit List.
2.
Select a Report Title.
3.
Verify the GL Period.
4.
Select the deposits to include by bank code in the Bank field. Click Field
Selection
5.
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General Ledger User Guide
to update the selection list.
Select an option: Summary List or Detail List.
Summary List
Prints a deposit number and amount.
Detail List
Includes a deposit period, transaction date, description,
account number, journal, deposit number, and amount.
Deposit Register | Bank Reconciliation
6.
Do you want to include outstanding deposits? Select the Outstanding
Deposits check box.
7.
Do you want to include cleared deposits? Select the Cleared Deposits check
box.
8.
Click Print.
9.
Click GO.
Deposit Register
Print the Deposit Register to view the transaction detail or summary for each
sequence.
To print the register
1.
Open Reports | Bank Reports and select Deposit Register.
2.
Select a Report Title.
3.
Verify the GL Period.
4.
Do you want to include the detail and summary for each sequence? Select the
Print Deposit Sequence Detail check box.
5.
Click Print.
6.
Click GO.
Receipt Register
Print the Receipt Register to view the receipt transactions for the selected date
range.
To print the report
1.
Open Reports | Bank Reports and select Receipt Register.
2.
Select a Report Title.
3.
Verify the correct range is displayed in the GL Period field or click the
ellipsis
button to select a different date range.
4.
Do you want to print the sequence detail? Select the Print Receipt Sequence
Detail check box. Leave the check box blank to print one line per receipt and
a summary total.
5.
Click Print.
6.
Click GO.
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Bank Reconciliation | Receipt Register
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General Ledger User Guide
CHAPTER 20
Subsystem Update
You can update information from subsystems that interface to General Ledger.
The information that updates varies so each subsystem with a General Ledger
interface and the information that will be updated is listed in this chapter. In addition, Project Management is unique because transactions created in General Ledger can be updated to Project Management. To learn the steps that need to be
completed before updating the subsystem’s information to General Ledger, refer
to the steps checklist in that program’s user guide.
In this chapter:
• Verifying subsystem updates
• Information updated to General Ledger
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185
Subsystem Update
Verifying subsystem updates
There are two ways to check to see if you have received subsystem updates:
1.
View updates to the General Ledger. Open Inquiry | Account Inquiry,
click the Journals Tab, and visually check each journal to see that each subsystem has posted an update for the current month.
2.
Print updates to the General Ledger. Open Reports | Journals and print
each journal.
View or print each journal to ensure you have received the latest update from
each subsystem. Use the printed journals to check for missing updates. If an
update is missing, open the appropriate subsystem and run the General Ledger
Update (Miscellaneous | GL Update) to update the missing transactions to General Ledger.
Interfaced Subsystem
Journal
Accounts Payable
AP, CDA, EN
Payroll
CDP, PB, PC
Utility Billing
UM
Accounts Receivable
AR
Check on Demand
CDC or CD
Cash Receipting
CR
Information updated to General Ledger
You can update the Caselle Accounts Payable, Accounts Receivable, Asset Management, Cash Receipting, Check on Demand, Improvement Districts, Materials
Management, Project Management, Payroll, Service Orders, Utility Billing, and
Utility Direct Pay.
ACCOUNTS PAYABLE
Account
Debit (+)
Credit (-)
Invoices
Expense
Accounts Payable
Checks
Accounts Payable
Cash
Purchase Orders
Expense (Encumbrance)
Reserve for Encumbrance
Invoice Adjustment
Accounts Payable
Expense
Void Check (Misc)
Cash
Accounts Payable
Close Open PO (Misc)
Reserve for Encumbrance
Expense (Encumbrance)
See Reports: GL Reconciliation Summary and Detail, Invoice Report by GL, Check
Register, and Unpaid Invoice Report.
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Subsystem Update
ACCOUNTS RECEIVABLE
Account
Debit (+)
Credit (-)
Invoice
Receivable
Revenue
Payment
Cash Clearing
Receivable
Deposit/Refund (unapplied)
No Update
No Update
Payment Adjustment (by
category)
Receivable
Cash Clearing
Deposit/Refund (applied)
Liability
Receivable
See Reports: Accounts Receivable by Category
See Reports: Payroll Register by GL, Benefits Register by GL, Check Register
ASSET MANAGEMENT
Account
Debit (+)
Acquisition
Credit (-)
Supplied by calling
program.
Not updated from Asset
Management.
Capitalization
Capitalization
Acquisition
Depreciation
Depreciation Expense
Accumulated
Depreciation
Junked
Accumulated
Depreciation / Disposition
Capitalization
Sale
Disposition
Capitalization
Trade
Capitalization – New
Asset
Capitalization – Old Asset
Transfer
Capitalization – New
Asset / Accumulated
Depreciation – Old Asset
Capitalization – Old Asset
/ Accumulated Depreciation – New Asset
CASH RECEIPTING
Account
Debit (+)
Credit (-)
Receipts (not updated to
subsystems)
Cash
Revenue
Receipts (updated to subsystems)
Cash
Cash Clearing
See Reports: Receipt Register, Payment Register
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Subsystem Update
PAYROLL
Account
Debit (+)
Credit (-)
Employee Information
Generally...
Expense
Wages Payable
Wages Payable
Cash
Expense
Liability
See pay code - paycheck GL account
Paychecks
Employer Information
Generally...
See pay code - benefit debit and credit
GL accounts
See Reports: Payroll Register by GL, Benefits Register by GL, Check Register
PROJECT MANAGEMENT
Account
Debit (+)
Record Adjustments
WIP Asset
Credit (-)
WIP Asset
SERVICE ORDERS
Account
Service Orders
ALL
Debit (+)
No Update
Credit (-)
No Update
UTILITY BILLING
Account
Debit (+)
Credit (-)
Billing
Receivable
Revenue
Payment
Cash Clearing
Receivable
Billing Adjustment
Revenue
Receivable
Payment Adjustment
Receivable
Cash Clearing
Deposits (Unapplied)
No Update
No Update
Write-off
Expense
Receivable
Deposit (Applied)
Liability
Receivable
See Reports: Accounts Receivable by Service, Transaction Summary, Transaction Register
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General Ledger User Guide
Subsystem Update
UTILITY DIRECT PAY
Account
Debit (+)
Payments
Cash
Credit (-)
Cash Clearing
See Utility Billing Reports: Accounts Receivable by Service, Transaction Summary,
Transaction Register
General Ledger User Guide
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Subsystem Update
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General Ledger User Guide
Index
A
Account
Activation Date 22
Add to Automatic Allocations 22
Balances 42
Cross Reference 22
Normal Sign 162
Notes 25
Termination Date 22
Account Notes 4
Accounts 19
Account Code 24
Account List 26
Change GL Acct No. 25
Chart of Accounts 26
Header Account 24
Maintenance 20
Mask 23
Notes 25
Report by Category 27
Trial Balance 29
Working Trial Balance 30
Adding
Budget Entry 64
Adjusting Entry 160
Allocate Cash Daily 44
Application Help 5
Automatic Allocations 35
Account Selection 41
Adding an Account 22
Cash Allocations in Period 14 46
Defining 40
Interest Allocations 51
Out-of-Balance Warning 46
Running 43
B
Bank
Ending Balance 179
Maintenance 109
Reconciliation Entry 160
Bank Deposit Entry 158
Bank Reconciliation 177
Statement 181
Bank Reconciliation Entry 158
Banks 109
Set/Clear Bank Numbers 110
Budget
Actual Amounts 68
Allocation Options 61
Annualized 65
Budget by Levels 71
Budget Proof 72
Budget Worksheet 72
Clear Hash Total 61
Close Budget Level 69
Close Level 69
Comments 60
Compute Annualized 65
Copy Actual Amounts 67
Copy Actuals to Single Period 68
Copy to Following Year 67
Copy to Single Period 66
Deleting Transactions 69
Display Options 60
Entering 64
Entry 59
Levels 62
Mode 60
Modify YTD 68
Modify YTD to Projected Budget 68
Notes 63
Open Prior 62
Period Actuals 67
Period Budget 67
Projected 66
Reports 71
Sign 60
Single Period 66
State Budget Code/Title 62
Buttons 3
C
Cash Allocations 37
Setup 39
Cash Receipts Entry 158
Check
Reconcile Checking Acct 179
Returned Check Entry 160
Checklist 11
Daily 9
Month-end 11
Checkout 78
Checks
Non-checking Acct Adjusting Entry 158
Clear All 4, 179, 180
Clear Hash Totals 4
Clear Screen 4, 179, 180
Close 3
Colorado Business Bank, positive pay format 111
Combined Detail Ledger 165
Combined Financial Statement 97
Control Maintenance 81
Copy 4
Budget 66
Default Title 21
D
Daily Cash Allocation 44
Daily Checklist 9
Data Entry 4
Date
Account Activation 22
Account Termination 22
Default
Bank No. 153
Offset Account No. 153
Title 21
Delete 3
Deleting
Budget Transactions 69
Financial Transactions 160
Non-budget Type Transactions 160
Delimited File, creating a positive pay file 111
Detail Ledger
Combined 165
Document Conventions 5
General Ledger User Guide
191
Index
E
Edit 3
Expanded Title Field 20
F
Fields 4
Financial Statement
Adding 89
Budget Notes 95
Columns 91
Default Format 93
Default Formats 93
Grant Accounting 96
Printing 94
Sections 89
Financial Statements 87
Printing 94
Funds
Defining Fund Types 106
G
General Ledger
Cash Account 109
GL Period
Changing 120
Changing Current 121
Closing 121
Opening a Closed Period 120
Period 13 (13/YY) 46
Period 14 (14/YY) 46
Setup 120
Zero (0/YY) 46
GO 4
Grants 129
Enabling Grant Accounting 130
Grant Adjustments 131
H
Hash Total
Clear 61
Header 21
Help 5
I
Icons 3
Importing Amounts 161
Inquiry 3
Interest Allocation 44
Interest Allocations
Setup 51
Interfaced Applications 2
J
Journal Code Maintenance 152
Journal Entry
Navigating 155
Journals 151
Active Status 153
Adding Journal Codes 152
Adding Missing Accounts 153
Detail Ledger 163
Entry 155
Printing 163
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General Ledger User Guide
L
Load Change File 4
M
Maintenance 4
Manual Check Entry 157
Month-end Checklist 11
N
New 3
Notes
Account 25
Budget 95
O
Opening
Prior Budget Level 62
Options 4
Other Maintenance 171
P
Payables Allocations 36
Setup 38
Preview 3
Print 3
R
Range 4, 179, 180
Recalculate Hash Totals 4
Recommended Steps 11
Recomputing Beginning Balances 172
Reconcile
Bank Statement 160
Reconciliation
Checking Acct 179
Reconciliation Statement 181
Recurring Entry 159
Redisplay 4
Report Categories 22
Returned Check Entry 158
Reversing Entry 159
Round Amounts 162
S
Save 3
Search 3
Segments 23
Testing 167
Shortcuts 3
Split Amounts 162
State
Budget Code 22
Budget Title 22
Steps Checklist 11
Stop 4
Subsystems 2
Update GL 186
T
Testing Segments 167
Transfer Entry 158
U
Undo 3
Index
Union Colony Bank, positive pay format 111
V
View 3
View Detail 4
W
Walk 4
Next 4
Previous 4
What’s This? Help 5
Whole Dollar 4
General Ledger User Guide
193
Index
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General Ledger User Guide