 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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