The Month End General Ledger function allows for the posting of transaction detail to the General Ledger accounts. In addition, the process moves transaction totals from current to opening.
Enter Period #
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Enter the accounting period where 'YYYY' is the year, and 'PP' is the accounting period for which the report is to be produced.
Batches are out of balance For Period ???
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No response necessary.
This appears if, in preliminary checking, the system finds batches which are not balanced. The program will display that it is running an Out of Balance Batch Report and send it to your system printer.
Processing Future Period' or 'Processing Prior Period Will appear
Proceed
This message appears as a warning only. If your master profile is set at a different period than the one you are processing, either:
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Enter 'Y' if period entered is correct
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Enter 'N' if period entered is incorrect.
Is This A Month End Run?
This prompt follows the Enter Period # prompt when the system does not detect any out-of-balance batches for the accounting period to be updated.
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Enter 'Y' to update the GL and journal entry files and produce the month-end update report.
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Enter 'N' if you want the month-end update report, but do not want to update the GL and journal entry files. This is sometimes used as a mid-month or pre-month-end closing report.
Use the Dictionary
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Enter 'Y' so that the system will extract the descriptions to be printed for the levels of the account number from the dictionary and print them on the report. The system will also use the dictionary Skip BEF and Skip AFT characteristics set up in the profile record for each level of the account code when dictionary access is selected.
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Enter 'N' to cause the system to use the descriptions as included on the general ledger records within the GL. This uses the description stored in the general ledger record that was built during GL account maintenance. It is built using the abbreviations from the dictionary. The advantage of selecting this option is the speed of reporting. The system merely extracts the description from the general ledger record instead of having to reconstruct it by accessing the dictionary for each element of the GL code.
Is This A Rerun
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Enter 'N' if this is not a month-end run or, if this is the first time the month-end has been run for this accounting period.
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Enter 'Y' if this is a second or third rerun of the month-end process for this accounting period. Note: The rerun function of month-end allows the customer the ability to produce a new month-end update document including all journal entries for the month. This is particularly useful if entries have to be made to a prior accounting period, and the customer wants to rerun the month-end reports so that the proper opening and closing balances are shown, and all journal entries for the period are shown on a single output report.
Note: If this is a rerun of a previously closed month, you must rerun ALL subsequent month ends.
General Ledger Sub-Totals
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Enter 'Y' to run a report with sub-totals for each level break. The report produced will list all journal entries for the month selected and provide an opening and closing balance for each general ledger account number. Totals for each level break of your general ledger number will also be produced.
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Enter 'N' to produce a report listing all journal entries for the month selected with an opening and closing balance for each GL account number. Choosing this option will NOT produce any totals for level breaks of GL.