 General
Ledger
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I defined a
new account number, but when I use it the message "Invalid data"
displays. Why?
Check the Year
field value on this account -- it may be defined for a different year than the
transaction date. When defining a new account number, the
Year field value is displayed but no
operator entry is
allowed.
The year defaults to either the Current fiscal
year defined in the Company maintenance (CURFISCALYR Control), or whatever year was last used to enter a
transaction or print a report.
Select "Change accounting year" in the
Maintenance menu, change the year to the correct (fiscal) year, select "Chart of
accounts" maintenance, and enter the account for the proper
year.
Another possibility is that the division/department combination being
entered may not have been defined.
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"Interface file in use, try again later"
displays when I try to Interface in G/L. Why and how do I fix
this?
Interfacing requires
exclusive use of the distribution file being
interfaced.
This message appears when another operator is also accessing
the same distribution file - usually printing or
posting.
They might have a report printed to screen and have not yet Exited that
display. When the user has completed their task, try the interface again.
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When I try
to interface, the message "Data is currently in your G/L data entry file..."
displays. What does it
mean?
No interfacing is allowed if journal entries exist in the G/L
transaction
file.
Even if you' ve printed a proof list showing no transactions, another user may have transactions not yet
posted.
The security defined by
the Unique ID (UID) may be keeping you from seeing another
operator's transactions, but it may still
exist.
Or, there may be a transaction
where an operator exited incorrectly or was disconnected from their process
abruptly causing a partial transaction record.
Have all eligible operators print
a G/L proof list and either post or delete their transactions.
If necessary, clear (do not
delete) the gltran.ism data file via
the "Delete/clear file," Files menu selection, also in System Manager.
Re-try the interface function.
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What's the
best way to set up
budgets?
There are quite a few
options depending on the size of your chart, and budget dollar
patterns.
- Set up budgets based on existing budgets or account balances from a
previous year via Miscellaneous Menu >> Create budgets.
Here you'll find options to inflate up or down, by dollars or percentage and consider
values or averages.
- Setup individual accounts with an
annual value split between periods or enter individual period values (or both)
via Maintenance Menu >> Budgets.
Create up to nine revisions and analyze the
values with the Budgets report. You can also compare budgets
within your financial statement formats by defining the print position of
any of the budget amount, variance, percent, or dollar values.
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How can I get my new budgets to print on my financial
statements?
The COLumn command controls what data prints on the
financials and where. If there is
a column value (1-252) defined, that's where the amount prints for any format.
In the example below, the Current period budget amount starts to print in column 48,
the Variance % in column 69, Year To Date budget amount in column 103, and the
Variance % in column
124.
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I reopened last year to make prior year
adjustments. Now what do I do to make sure the adjustments are reflected on this
years financial
statements?
Now
you close the last month and (fiscal) year again. When you go though this procedure, answer
Yes to the question "Bring balances
forward."
This updates the beginning balance fields on all balance
sheet accounts in the new year, and transfers any P & L values to the retained earnings account.
Also, if you added new account numbers to
the previous year to make some of the adjustments,
answer Yes
to the question "Copy accounts to new year". Only
the new accounts you just defined are
copied.
NOTE: Be sure to reprint financial reports for
all periods through current. If the Balance Forward amounts were adjusted, the
previous reports are no longer accurate.
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