旼컴컴컴컴컴컴컴컴컴컴� 쿐T ENTER TRANSACTIONS� 읕컴컴컴컴컴컴컴컴컴컴� a) description ET is used to record general transactions not recorded in the specific modules (Accounts Payable/Accounts Receivable). When added, modified or deleted the transaction is posted to the General Ledger Transaction file and the Trial Balance immediately. ET transactions can only be entered for a the signon company during a given session. At the start of each update function, a special security flag is set to assure only balanced batches are posted. During the normal exit of the ET function an automatic file backup is executed if the AUTO RESTORE flag is set on in the company's setup file. In the case of an abnormal termination, such as a power loss, an automatic file recovery is conducted during the sign on process. This effectively restores the General Ledger and Trial Balance to the point prior to the aborted function. 22:34:08 * PRACTICE AAA COMPANY * 06/06/90 General Ledger Transactions Period:10 F1 Help ESC Exit F6 Calculator F10 Window 旼컴컴컴컴컴컴컴�<< Batches >>컴컴컴컴컴컴컴컴커 � � 쿎omp Code Period Batch Date Batch Number � 쳐컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴캑 � AAA CSD 10 06/06/90 2 � � AAA JE 10 06/06/90 3 � � AAA INV 10 06/06/90 10 � � AAA RE 10 07/31/89 999 � 읕컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴켸 F3 print report F4 select batch F5 transaction register A Add E Edit D Delete <> to move Esc to exit b) Operations 1) Add and Edit The Add, Edit and Delete functions deal with the batch group record. Add and Edit provide the means to add new batch header records and change existing ones, respectively. The batch date and batch number must be unique for the given company when entered. In the case of Edit, only the Code, Batch date and Batch Number can be changed. If any of these values are changed the change is also reflected in each of the transaction records composing the batch. For instance if we were to change the source code in the first batch listed, from CSD to CSR then all those transactions in the batch would be changed accordingly. 2) Delete In the delete mode, all records associated with the batch will be deleted and the Trial Balance updated. This powerful command has a warning message displayed at time of selection. Furthermore, precautions have been placed in the system to allow the disabling of this function through the Company Setup file (ST). F3 Print Report This option will list all batches in the system giving a total transaction count and dollar amount for each. Please refer to the Report Example appendix for an example of the report layout. F4 select batch This option opens a particular batch for viewing and/or modifications. 22:34:08 * PRACTICE AAA COMPANY * 06/06/90 General Ledger Transactions Period:10 F1 Help ESC Exit F6 Calculator F10 Window 旼컴컴컴컴컴<< Batch Records >>컴컴컴컴컴컴컴커 쿎omp: AAA Source : RE � 쿍atch Date: 07/31/89 Batch Numb: 999 � 쿟ransactions: 2 Total: 0.00 � 旼컴컴컴좔컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴좔컴� 쿌ccount Dept TransDate Amount Reference Descr � 쳐컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴� � 1130 15 06/06/90 100.00 cash deposit mellon � � 1120 15 06/06/90 -100.00 transfer � � 1210 15 06/06/90 1000000.00 � � 1220 15 06/06/90 1000000.00 sales to dt � � 4200 16 06/06/90 -2000000.00 � 읕컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴컴� A Add E Edit D Delete <> to move Esc to exit 1) Add and Edit a) Description A batch consists of a number of transaction records which together net to the balance of zero. If the Change and Delete flag is set in the Company Setup record, records may be changed for Accounts, Departments and Amounts. When exiting the batch, the balance must be equal to zero or the individual will be stuck in the process until the batch is in balance. Turning off the computer or 'rebooting' to avoid balancing will be recognized during the next signon process and depending on the security measure selected, an online restore will be automatically performed to assure data integrity. This option is controlled in the Setup function. Assuming the batch is balanced the trial balance is updated during the exit process and the user is returned to the Batch listing screen. Several Edits are in place to assure intergrity and to avoid costly keying errors. Besides forced balancing, account and departments must be validated for the selected company while amounts entered in the transaction amount field must be within the range determined in the General Ledger for that particular account number. In particularly the range function helps control common mistakes with debit and credits by allowing the specification of negative and positive dollar amounts. For instance, a sales account number may be set up to handle transaction amounts in the range of - 999,999.99 to -9.99. If the keyer were to erroneously enter a positive figure recognition would be immediate. b) operations As in most multi-record display screens desired records are selected by highlighting them and pressing enter. In the case of Add a blank record appears. Fields may be navigated by using the navigation keys described in the appendix. CTrl W saves the changes made or adds a new record if that be the case. The ESC key aborts the process and restores the batch back to the state prior to selecting the record. 2) Delete The current highlighted record may be deleted by pressing the delete key (D). A confirmation message will appear before the record is actually deleted and the batch balance reduced. F5 Transaction Register This option provides the ability to create various reports by allowing the operator to chose an Account and Transaction Date range, and by selecting specific Source Codes. Default values exist in the fields in order to facilitate the process. A source code window is provided by hitting the F10 key. The screen body appears below: 旼컴컴컴컴컴컴컴컴컴컴컴커 � Source Codes: � � � ENTER START TRANS DATE 07/02/86 쿎SD - cash disbursements� ENTER END TRANS DATE 07/02/86 쿎SR - cash receipts � 쿕E - journal entry � 쿝JE - reverse journal � 쿛PA - prior period adj � ENTER SOURCE CODE(S) 읕컴컴컴컴컴컴컴컴컴컴컴켸 ENTER ACCOUNT # -- START 0 (To cancel enter 0) END 9999 Any combination of the above fields may be used to select records from the General Ledger transaction file. Please note only those transactions pertaining to the company selected will be displayed. To cancel a request and return to the GL menu, enter a zero in the END account number field or press the ESC kay. The Transaction register may also be used to print all records within a given batch. As the function is selected a prompt will appear asking whether or not a single batch list is desired. By entering the Batch Date and Batch number the entire batch is printed. * * NOTE: This idea came from several users who desired an easy way to see an entire batch of transactions. Report Examples Some common report examples from the Transaction Register function may include the following: Request: Find all cash receipt transactions entered during the month. Selection criteria: Enter "CSR" in the first source code field and the first and last dates of the month 07/01/86 - 07/31/86. Request: Get all cash account entries regardless of source code. Selection Criteria: Enter the cash account range in the START and END account fields and leave Source Code fields blank. Request: List all transactions for the current period. Selection Criteria: Simply enter the date parameters that assure all records will be selected 01/01/80 - 12/31/87 and leave the other fields at default values. Request: List all cash transactions with "CSD" and "CSR" source codes. Selection Criteria: Enter "CSR" and "CSD" into the first 2 source code fields and the appropriate account range for cash accounts based on the Chart of Accounts. The above examples may or may not be useful for your particular needs but they do show the possible selection criteria available. As you become more familiar with the software and the application, requests will be tailored to specific needs. More specifity is available through the Report Writer option described in Chapter 5.