CITADEL COMPUTER SYSTEMS · CITADEL BUSINESS SYSTEM DOCUMENTATION GENERAL LEDGER TRAINING REFERENCE NOTES v10.2 . Table of Contents ... Standard journal maintenance DD.STDJNLMAINT

CITADEL BUSINESS SYSTEM DOCUMENTATION

GENERAL LEDGER

TRAINING REFERENCE NOTES v10.2

Table of Contents General ledger code DD.GLDEFNMAINT 4 GL financial report layout maintenance DD.GLFINMAINT 7 General ledger department maintenance DD.GLDEPTMAINT 9 GL account maintenance DD.GLACCTMAINT 10 General ledger suffix code maintenance DD.GLSUFMAINT 13 Company defined GL interface accounts DD.GLCOCTLMAINT1:A 14 DD.GLCOCTLMAINT2:A 14 Branch defined GL interface accounts DD.GLBRCTLMAINT1 19 DD.GLBRCTLMAINT2 19 Define locked accounts DD.GLLOCKMAINT 26 Chart of account additions (validation) DD.CAADD 27 Chart of account deletions (validation) DD.CADEL 29 Standard journal maintenance DD.STDJNLMAINT 30 GL distribution journal maintenance DD.GLDISTDEFNMAINT 32 General ledger group definition DD.BFILEMAINT 34 Branch Recharge Code Maintenance DD.RECHARGEMAINT 35 General Ledger expense definition DD.GLAEMAINT 36

GENERAL LEDGER PROCESSING 38 General journal entry DD.GLJNLENTRY 39 Standing journal entry DD.GLSJENTRY 41 General distribution journal entry DD.GLDISTJNLENTRY 43 Miscellaneous cash receipts DD.MISCASHREC 44 Branch recharge DD.RECHARGE 46 Branch recharge reprint DD.RECHARGEREPRINT 48

GENERAL LEDGER UPDATES 49 General ledger detail update DD.GLDETAILUPDATE 51 General ledger transaction update DD.GLUPDATE 52 Consolidate system accounts DD.GLCACON 54 Merge selected CA items DD.CAMERGE 55 Merge general ledger currency accounts DD.CACURRMERGE 56 Write one legged journal to DD.GLTRANS DD.ONELEG 57

GENERAL LEDGER ENQUIRIES & REPORTS 59 General ledger enquiry DD.GLENQ 60 General ledger journal enquiry DD.GLJNLENQ 62 General ledger all period enquiry DD.GLMONTHENQ 63 GL detail reference enquiry DD.GLDREFENQUIRY 64

MASTER FILE REPORTS 65 General ledger account master list DD.GLACCOUNTLIST 66 General ledger account list by report line DD.GLALIST 67 Base financial report layouts DD.GLFINLIST 68 Standard journal lists DD.STDJNLLIST 69 Chart of accounts audit lists DD.CALISTING 70

PROCESSING REPORTS 71 Journal audit DD.GJAUDIT 72 Journal history list DD.GLJNLLIST 73 Journal history list by GL account DD.GLJNLLIST1 74 Detail transaction list DD.GLDETAILLIST 75 Trial balance DD.GLTB 77 Trial balance by branch DD.BRGLTB 79 Trial balance list DD.GLTBLIST 80 Detail GL listing DD.GLCALIST1 81 Detail GL listing by account DD.GLCALIST2 82 General Ledger detail for selected branches and accounts DD.GLCALIST5 83

FINANCIAL REPORTS - BASE 84

Printed on 26/3/04 General Ledger i TrainingReference Notes v10.2

Profit and loss print DD.GLPLPRAMS 85 GL balance sheet print DD.GLBSPRINT 87 Financial report detail list DD.CALIST 88 Auto profit & loss DD.GLPLAUTOMAINT 89 Auto balance sheet DD.GLBSAUTOMAINT 90

FINANCIAL REPORTS 91

- USER DEFINED BY GL CODE 91 GL User report maintenance DD.GLURPTMAINT 92 Report layout maintenance DD.GLUFINMAINT 93 Report definition DD.GLUFINLINK 95 GL user reports - audit report DD.GLURPTAUDIT 96 Report layout list DD.GLUFINLIST 97 Profit and loss print DD.GLUPLPRINT 98 Balance sheet print DD.GLUBSPRINT 100 Budget print DD.GLUBUDLIST 102

FINANCIAL REPORTS 104

- USER DEFINED GL LISTINGS 104 GL report name maintenance DD.GLRLMAINT1 105 GL report list maintenance DD.GLRLMAINT2 106 GL report enquiry DD.GLRLENQ 107 Report detail list DD.CALIST1 108 GL User report maintenance DD.GLURPTMAINTA 110 Report layout maintenance DD.GLUFINMAINTA 111 Report definition DD.GLUFINLINKA 113 GL user reports - audit report DD.GLURPTAUDITA 114 Report layout list DD.GLUFINLISTA 115 Profit & loss print DD.GLUPLPRINTA 116 Balance sheet print DD.GLUBSPRINTA 118 Budget print DD.GLUBUDLISTA 120 Auto profit & loss GL code DD.GLUPLAUTOMAINT 124 Auto profit & loss GL account DD.GLUPLAUTOMAINT 125 Bank adjustments DD.BANKADJ 127 Bank statement entry DD.BANKRECENTRY 129 Bank statement entry by line DD.BANKSTATENTRY 131

LISTINGS AND ENQUIRIES 133 Bank enquiry DD.BANKRECLIST 133 Enquiry showing source detail DD.BANKRECRPT 133

Printed on 26/3/04 General Ledger ii TrainingReference Notes v10.2

General ledger code DD.GLDEFNMAINT Structure and Definition Testing & Development Pty Ltd 16 DEC 00 11:13 DD.GLDEFNMAINT Mail Kyocera 51 bertw DD 1023 GL code length = 99 characters From Length CA dictionary Alpha Mandatory Validation file Branch 99 11 ____________ _ _ _________________________ Dept 99 11 ____________ _ _ _________________________ Account 99 11 ____________ _ _ _________________________ Suffix 99 11 ____________ _ _ _________________________ Trailing characters for central GL accounts ____________ GL account validation length 99 ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The general ledger definition maintenance screen is used to define the length and the structure of the chart of accounts code. The length nominated must tie up with the addition of the individual file lengths (branch + dept + account + suffix). If a component is not required a zero can be entered. Both branch and account are critical and should be entered. General ledger code length: Define the length of the General Ledger code by entering the number of characters for the code. Length of branch indicator: Define the length of the branch code within the general ledger code. Dictionary file name: Define the general ledger branch dictionary. This must be defined as GLBRANCH. Alpha: Select whether the branch code can contain alpha in addition to numeric characters. Mandatory: Select whether the branch code is a mandatory code. By definition the branch should be mandatory as customers are attached to branches and stock is held in branch locations. Validation file: Enter the validation file name. This is DD.BRANCH. Length of department indicator: Define the length of the department code within the general ledger code.

Printed on 26/3/04 General Ledger Page 4 Training Reference Notes v10.2

Dictionary file name: Define the General Ledger dictionary. This must be defined as GLDEPT. Alpha: Select whether the dept code can contain alpha in addition to numeric characters. Mandatory: Select whether the department code is mandatory. Validation file: Enter the validation file name. This is DD.DEPT. Length of account indicator: Define the length of the account code within the general ledger account code. Dictionary file name: Define the general ledger dictionary name. This must be defined as GLACCOUNT. Alpha: Select whether the account code can contain alpha in addition to numeric characters. Mandatory: Select whether the account code is a mandatory code. By definition the account should be mandatory. Validation file: Enter the validation file name. This is DD.ACCOUNT. Length of suffix indicator: Define the length of the suffix code within the general ledger code. Dictionary file name: Define the suffix dictionary name. This must be defined as GLSUFFIX. Alpha: Select whether the suffix code can contain alpha in addition to numeric characters. Mandatory: Select whether the suffix code is a mandatory code. Validation file: Enter the validation file name. This is DD.SUFFIX.

Printed on 26/3/04 General Ledger 5 TrainingReference Notes v10.2

Trailing characters for central GL accounts: This option is applicable only for companies operating with central and divisional chart of accounts. Enter the trailing characters that determine the central GL account. This must be entered on both the central and divisional general ledger code definitions. This will distinguish between and central GL account and a sub account that exists within a division. GL account validation length: This option is applicable only for companies operating with central and divisional chart of accounts. It will be accessed if the company parameter to validate against a central file is set to “Yes” (as it will be for divisional companies). Enter the length of the base GL account. The sum of the GL account validation length and the number of trailing characters must equal the GL account length specified.


GL financial report layout maintenance DD.GLFINMAINT Citadel Service, Distribution & Financial systems 27 MAR 01 09:25 TCL MAIL =Kyocera (Slaved) 84 bertw DD 1023 (P)rofit & loss or (B)alance sheet _ _____________ Sign Print Add to totals Line space Ln# Description rev tot# 1-2-3-4-5-6-7-8 before ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ____ ______________________________ _ 9 _ _ _ _ _ _ _ _ 99 ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

This process is used to define the format of the base financial report by specifying, for each report line, the headings to be used, whether amounts appear as positive or negative, where underlines and blank lines appear, where line values are to be added to totals, where totals are to be printed and which line is to be used for the calculation of percentage to sales figures. A “base” financial report must be set up so that each general ledger account can be referenced to a “base” report line. (P)rofit & loss or (B)alance sheet: Specify whether the profit and loss report or the balance sheet report is being established. Line #: The line number defaults based on the last line number entered plus the number of lines to skip that is defined in the program parameters. This allows spaces for future lines to be added without the whole report being changed. A space will allow exit from the process. The line number that defaults may be overridden. Description: Enter the description of the line as it is to appear on the financial report ie. 5 REVENUE 10 Sales 15 Commission income.


Sign reversal: Specify if the value on the report is to have its sign changed. Values are taken from the CA (chart of accounts) file so accounts like sales will go on the report as a credit value unless their sign is changed. Print total #: Specify which column is to total. If the line being entered is not a total line then RETURN through the field. Add to totals 1-2-3-4-5-6-7-8: Specify which columns are to include the values of the accounts attached to the report line. If the column is not required RETURN. Line space before: Specify how many lines are to be missed on the report before the line being defined is to print.


General ledger department maintenance DD.GLDEPTMAINT GL department maintenance Citadel Service, Distribution & Financial systems 26 MAR 01 12:09 TCL MAIL Kyocera 39 bertw DD 1023 GL department ___ Description ______________________________ Short description ______ ** DEVELOPMENT ** COPYRIGHT (C) 1989 2001 Citadel Computer Systems V14.1a

The general ledger department maintenance screen is used to establish and maintain the database of departments. The length of the department code must be the same as that defined in general ledger code definition maintenance. Departments are used to further subdivide branches. If departments are being used each product level analysis must be given a department code in order sales and cost of sales general ledger entries can be split. (the branch is nominated via the customer) Expenses etc are coded to the branch / department through accounts payable voucher entry or via general journal entry. General ledger department code: Enter the general ledger department code. This should comply with the general ledger account definition ie. the length of the code and whether it can contain alpha characters as well as numeric characters. Department description: Enter the description of the department code. Abbreviated description: Enter an abbreviated description for the department code.


GL account maintenance DD.GLACCTMAINT Testing & Development Pty Ltd 23 MAY 01 10:13 GL account maintenance Kyocera 32 bertww DEV.DD 1072 Account number 1301 Description SUNDRY DEBTORS Abbreviation (P)&L or (B)alance Sheet B Type A Asset Balance sheet reference 20 sundry debtors Prepayment account Y/N N ACCOUNT GROUP ACCOUNT EXPENSE DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT] (B)ypass (C)hange or (U)pdate :

The general ledger account maintenance screen is used for the establishment and maintenance of general ledger accounts. It consists of an account number and its description. In addition each account must be referenced to either the balance sheet or the profit and loss. The line number of either the balance sheet or profit and loss into which the account must add must also be entered. This ensures all accounts are taken into the base financial reports. At year end balances in the profit and loss accounts are posted to the profit and loss appropriation account as part of the GL EOM roll. Companies operating central and divisional chart of accounts: If the company parameter to validate against a central file is set to “No”, when a GL account number is entered, the trailing characters must equal those as defined in GL definition code maintenance. If the company parameter to validate against a central file is set to “Yes” (as it will be for divisional companies), when a GL account number is entered, the local GL account file (DD.GLACCOUNT) is checked.

If the GL account number exists and the trailing characters do not match those specified in GL definition maintenance, maintenance is allowed except for the PB flag.

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• If the GL account number exists and the trailing characters match those specified, maintenance is allowed except for the description and the PB flag.


If the GL account does not exist in the local file, the central GL account file (as defined in company parameters) is checked.

If the full account codes is found, then the details from the central GL account file will be displayed. Maintenance is allowed to the reporting line reference and the prepayment flag.

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If there is a match on the first nn digits of the central GL account number (nn = validation length specified in GL definition maintenance), the system will allow the code. The details will default from the central GL account file. Maintenance is allowed except for the PB flag. If no match is found with the validation component of the GL account, the account number will not be allowed.

On update the local DD.GLACCOUNT file is updated. Account number: Enter an account code. Searches can be performed to select existing codes. If the account code entered exists on file, the details will be displayed. Options are displayed to: (C)hange - change details of the account (D)elete - allows deletion of the account. Note that if there are existing transactions for the account, the account cannot be deleted. <RETURN> - to enter another account code. Description: Enter the description of code. Abbreviated description: Enter an abbreviated description for the code. P&L or B/S: Enter either a P or a B depending on whether the account is a profit and loss account or a balance sheet account. Type: Enter the type of account. General Ledger accounts can be defined as either: (R)evenue or (E)xpense (profit and loss) (A)sset or (L)iability (balance sheet) These definitions are used in conjunction with Citadel CORVU reporting. Profit & loss/balance sheet reference: Enter the line number the account is to be printed on in either the base P&L report or the base B/S report. Prepayment account Y/N:


Enter “Y” if the account is a prepayment account. Prepayment accounts are accounts that hold payment detail until the appropriate period for the payment to be expensed ie. Insurance prepaid. When “prepayment” accounts are nominated in the accounts payable voucher entry process the operator is prompted for the periods and accounts that the entry is to be cleared in. The prepayment release process is used to transfer the amounts held in the prepayment file when the appropriate period is reached.


General ledger suffix code maintenance DD.GLSUFMAINT Citadel Service, Distribution & Financial systems 27 MAR 01 09:28 TCL MAIL =Kyocera (Slaved) 84 bertw DD 1023 Suffix number ___ Description _________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The GL suffix code maintenance process is used to enter and maintain suffix codes and descriptions. These must agree with the definition specified in the general ledger code definition (DD.GLDEFNMAINT). These codes can optionally form part of the chart of accounts codes. The suffix codes allow each general ledger code to be further defined but also add another level of complexity and the user should carefully consider whether enough detail can be recorded without use of the suffix. Suffix number: Enter the suffix code. Description: Enter the description of the suffix code.


Company defined GL interface accounts DD.GLCOCTLMAINT1 Testing & Development Pty Ltd 02 JUL 01 16:28 Company defined GL interface accou Kyocera 32 bertww DEV.DD 1072 Company general ledger account controls Sales tax AR 001A2307 SYD*DEPARTMENT A*Wholesale sales Unpaid PO receipts 001A2401 SYD*DEPARTMENT A*PURCHASE ORDERS Unit cost change 001A2352 SYD*DEPARTMENT A*AVE COST CHANGE Accounts payable 001A2409 SYD*DEPARTMENT A*ACCOUNTS PAYABL P&L appropriation 001A2760 SYD*DEPARTMENT A*CURRENT YEAR PR Asset clearing 001A1692 SYD*DEPARTMENT A*ASSET CLEARING* Asset reval reserve 001A2450 SYD*DEPARTMENT A*REVALUATION RES Capital profits 001A4139 SYD*DEPARTMENT A*CAPITAL PROFITS Shipment creditors 001A2501 SYD*DEPARTMENT A*SHIPMENT CREDIT Unrealised exchange 001A4155 SYD*DEPARTMENT A*UNREALISED EXCH Realised exchange 001A4156 SYD*DEPARTMENT A*REALISED EXCHAN Customs clearing 001A2216 SYD*DEPARTMENT A*CUSTOMS CLEARIN Discount taken 001A4146 SYD*DEPARTMENT A*DISCOUNTS TAKEN Sales tax AP 001A1305 SYD*DEPARTMENT A*GST (PAID TO SU FC rounding 001A1512 SYD*DEPARTMENT A*ROUND* Vendor returns 001A1307 SYD*DEPARTMENT A*VENDOR RETURNS* Foreign curr conv. 001A1002 SYD*DEPARTMENT A*FC CONV* Sales tax 001A1997 SYD*DEPARTMENT A*7.5CONSTC* DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT] (C)hange (D)elete (U)pdate or (B)ypass or (N)ext screen :

DD.GLCOCTLMAINT2 Testing & Development Pty Ltd 02 JUL 01 16:31 Company defined GL interface accou Kyocera 32 bertww DEV.DD 1072 Company general ledger account controls Screen #2 Provn for rebate 001A2270 SYD*DEPARTMENT A*PROVREB* Std cost variance 001A4711 SYD*DEPARTMENT A*STD COST VARIAN Accrued warranty 001A2213 SYD*DEPARTMENT A*COMPUTER ACCRUA Exchange rate variance 001A4157 SYD*DEPARTMENT A*EXCH VAR* Clawback suspense 001A1402 SYD*DEPARTMENT A*c/backsusu* Sales Tax Clawback 001A1403 SYD*DEPARTMENT A*s/tax c/ba* Unpaid PRO receipts 001A2400 SYD*DEPARTMENT A*UNPPROC* GST Output Tax (Sales) 001A2306 SYD*DEPARTMENT A*AUST GST* GST Input Tax (Purch) 001A1306 SYD*DEPARTMENT A*GST INPUT (CUST GST Consol invoice susp 001A1308 SYD*DEPARTMENT A*GST SUS* DEVELOPMENT COPYRIGHT(C) 1989-2001 Citadel Computer Systems V11.1a [FEDIT] (C)hange (P)revious screen :

The company general ledger account code maintenance screen is used to establish which general ledger accounts interface entries are to be put to. This is for interface entries that relate to the company as a whole as opposed to branch related accounts. Examples are tax, trade creditors, asset clearing, etc. The account code should be entered in the format specified in the general ledger code definition facility.


General ledger account number: Enter the general ledger account number that the interface entry is to be put to. The format is as defined in the general ledger code definition function. Sales Tax AR: This account represents amounts charged to customers for tax through the sales invoicing process. This account represents tax collected for the government and should be represented as a liability account in the balance sheet. Unpaid purchase order receipts: This account represents the liability arising from the receipt of goods and services in the purchase order receipt process and procure entry. The liability built up in this account is decreased as the receipt liability is acknowledged in the accounts payable voucher entry process. The account nominated forms the control account for the unpaid purchase order receipt report and the unpaid procure report. Unit cost change: If the average cost of inventory is changed in the manual average cost change process then the gain or loss resulting from the change is reflected in this account. Accounts payable: This account represents the value of vendor invoices held in the system awaiting payment. The liability is accrued through input of vendor invoices in the accounts payable voucher entry process. The liability is automatically decreased when cheque payments are made to vendors in the accounts payable cheque processes. P & L appropriation: The P & L appropriation account represents prior financial years’ profits/losses of the organisation. A posting to this account is generated in the general ledger month end roll at each financial year end. This posting also clears the revenue and expense accounts in order they start with zero balances at the start of each year. Asset clearing: The asset clearing account is used as the offset account when fixed assets are either added to the system or disposed of. The account is cleared through payment for the assets or on receipt of the proceeds for the sale of assets. These entries are coded to this account in the accounts payable voucher entry process and miscellaneous cash receipts process. Asset revaluation reserve: If assets are revalued automatic entries are created to a revaluation account nominated on the asset record plus the asset revaluation reserve account. This account represents the reserve account.


Capital profits: Profits generated on the sale of assets that represent a recovery above the cost of the asset are classified as capital profits. This account receives the postings for all capital profits generated from the sale of assets. These are calculated automatically in the fixed asset disposal process. Shipment creditors: This account represents part of the liability arising from the receipt of goods in the process shipment receipting. The liability reflects only the supplier's liability (the balance of the shipment receipt liability is held in the shipment cost type accounts). The liability is decreased as the vendor are paid. This is done through the accounts payable process. Shipment receipts are cleared and values posted to the shipment creditors account. Note: Shipment receipts do not appear on the unpaid purchase order receipt report. The

liability is held on the shipment summary file which should be balanced to the shipment creditors general ledger account.

Unrealised exchange gains and losses: Unrealised exchange gains/losses arise when amounts are held on customer/debtors accounts and vendor accounts in foreign currency and the exchange rates are changed. These are transferred to the realised exchange gains/losses account as the balance owing is paid by the debtor or paid to the creditor. Realised exchange gains and losses: Realised exchange gains/losses occur as amounts are transferred from the unrealised gains/losses account when customers held in foreign currency pay their account and an unrealised gain/loss is held or payments are made to vendors and an unrealised gain/loss is held. In addition if amounts are held in foreign currency bank accounts and the exchange rate is changed, a realised gain/loss entry is generated. Customs clearing: Discount taken: The settlement discount taken account records the settlement discounts taken in the accounts payable cheque run process. It is an expense recovery and should be classified as a profit and loss account. Tax elements of discounts taken are recognised in the general ledger posting entries. The net amount of the discount is posted to the discount taken account and the tax element to the tax (GST) suppliers’ payments account. (refer tax (GST) supplier payments.) The discounts are calculated based on the settlement discount percentage specified on the vendor master file.


Sales tax AP: The wholesale sales tax on supplier payments account records the wholesale sales tax element of settlement discounts taken in the cheque run process. This is calculated based on the wholesale sales tax percentage held on the company master file and the discount amount as calculated in the cheque run process. The account specified is likely to be the account that is used when coding the wholesale sales tax element of vouchers entered in the accounts payable process. Foreign currency rounding: The foreign currency rounding account is used to record small rounding errors caused by exchange rate changes done and applied to foreign currency transactions held. These are only to round the transactions to the cent so values posted are minor. Vendor returns: The vendor returns account represents the asset for the return of product to a vendor through the vendor returns facility and in particular the vendor returns entry process (DD.VENDORRETURN). This facility allows a return of product to be made to a vendor without reference to a purchase order or shipment file. An independent return file is created for each return made in order that remuneration detail can be matched to the items returned. Values held are at the average cost of the items at the time of the return. Foreign currency conversion: The foreign currency conversion account is referenced and receives posting entries if foreign currency vendor invoices are paid from a local currency bank account. This can only occur in the manual cheque payment process (DD.MANCHQPAY). A debit and a credit posting is made to the base CA file (which contra), a debit posting in the local currency CA file (foreign currency exchange rate) and a credit posting in the foreign currency CA file (foreign currency). These entries are needed to enable double entry postings to be done in the respective currency CA files when two different currency files are referenced for one transaction. See accounts payable - manual cheque payments. Sales tax: The sales tax account is used to record the liability generated in the card net process (NZ only). Provision for rebate: The provision for rebates account is used to accrue rebates owing to customers based on sales made to them – see customer rebates. Standard cost variance: The standard cost variance account is used for variances between the standard cost and the receipt cost (purchase order receipting) if the p.p. is set in DD.POREC to receipt at standard. Accrued warranty: The accrued warranty fees account is used to accrue warranty fees that are to be paid to a 3rd party (vendor) – see warranty fees. Warranty fees are payable on sales made of specified products.


Exchange rate variance: Used when exchange variations are charged to customers (the difference between the exchange rate when the order was taken and when it was invoiced). Clawback suspense: Used when a charge is put on a call that is tax exempt and tax is stripped from the price (held inclusive of tax) Sales tax clawback: Used to define the account for tax to be clawed back when “exempt” service calls are invoiced (clearing the clawback suspense file) Unpaid procure receipts: Procure receipts are separated from purchase order receipts GST Output Tax (sales) (Australia): Amounts charged to customers for Australian GST through the sales invoicing process. This account represents GST collected on behalf of the government. It should be represented as a liability account in the balance sheet. GST Input Tax (purchasing) (Australia): The tax on supplier payments account records the tax element of settlement discounts taken in the cheque run process. This is calculated based on the tax percentage held on the company master file and the discount amount as calculated in the cheque run process. The account specified is likely to be the account that is used when coding the tax element of vouchers entered in the accounts payable process. GST consolidated invoice suspense (Australia): Used when pseudo invoices are raised in call close and when the pseudo invoices are consolidated into a real invoice (see consolidated invoicing for service calls)


Branch defined GL interface accounts DD.GLBRCTLMAINT1 Citadel Service, Distribution & Financial systems 27 MAR 01 09:37 TCL MAIL =Kyocera (Slaved) 84 bertw DD 1023 Branch general ledger account controls Sales __________ ______________________________ Debtors __________ ______________________________ Cost of goods sold __________ ______________________________ Stock __________ ______________________________ Stock adjustment __________ ______________________________ Negative stock cost adj __________ ______________________________ Year to date profit __________ ______________________________ Service jobs in progress __________ ______________________________ Contract revenue suspense __________ ______________________________ Installment debtors __________ ______________________________ Customer settlement disc __________ ______________________________ Indent stock __________ ______________________________ AS commission income __________ ______________________________ Project jobs in progress __________ ______________________________ Freight recharge __________ ______________________________ Surcharges __________ ______________________________ Project revenue suspense __________ ______________________________ AR roundings __________ ______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

DD.GLBRCTLMAINT2 Testing & Development Pty Ltd 16 DEC 00 11:42 DD.GLBRCTLMAINT2 Mail Kyocera 51 bertw DD 1023 Branch general ledger account controls (screen#2) Progress Billing Suspense __________ ______________________________ Unbilled Receivables __________ ______________________________ Sales orders confirmed uninvoiced __________ ______________________________ Stock in transit between branches __________ ______________________________ Stock on loan __________ ______________________________ Stock in transit branch & project __________ ______________________________ SPARE __________ ______________________________ Stock under repair for customers __________ ______________________________ Backordered procures __________ ______________________________ Warranty fees cost of sales __________ ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The branch general ledger account code maintenance screen is used to establish which general ledger accounts interface entries are to be put to for accounts held at a branch level. Examples are sales, debtors, cost of sales, stock, etc. General ledger account number: Enter the general ledger account number that interface entries are to be put to. The format is "xxxx" and the account must be a valid general ledger account code.


Sales: This account represents where the amount charged to customers for goods and services is posted if the product analysis keys held on the invoiced items do not specify a posting code – ie. this account represents the default account for sales. Postings to this account do not include tax charged. Trade debtors: This account represents where the asset generated in the invoicing process is posted. The total invoice value is posted to this account. It also reflects the account that accounts receivable cash receipts are posted to. The trade debtors account should be balanced with the accounts receivable trial balance or ageing report. Cost of goods sold : This account reflects the cost of goods and services invoiced if the items invoiced have analysis keys that do not specify the cost of sales account. Costs are taken from the product file, from procure data entered during invoicing and the miscellaneous charge file. The account represents the default account for cost of sales. Stock: The stock account represents the account that holds the inventory valuation in the general ledger. It receives entries from a number of sources including: • Invoicing • Purchase order receipting • Shipment receipting • Stock adjustments • Stock average cost changes The stock account should be balanced with the stock valuation reports (by branch). Stock adjustment: This account receives the postings from all stock adjustments done unless a specific posting account has been specified on the stock adjustment referenced for the adjustment. As the code that is nominated in this file receives the postings from the adjustments done in the stocktake update process it should be represented by a fairly generic stock discrepancy account - ie. it should reflect stock gains or losses rather than adjustments done for reasons like sample use, own use, etc.


Negative stock cost adjustment: This account is used to post the values generated when cost changes are done that impact on branches that are holding negative quantities of inventory at the time of the cost change. In effect the account should reflect a cost of sales account because the incorrect cost of sales value would have been used when the stock was driven into negative. Year to date profit: The year to date profit account should receive entries only at the time the balance sheet process is being run. The record is built for the balance sheet report being generated and then automatically cleared. The account must however be a valid account in order that it can be included in the balance sheet formatting function and used when the profit or loss is calculated at specific points in time. Service jobs in progress: The service jobs in progress account is used to hold the cost of service calls until such time as they are charged or invoiced. The account is then cleared of any costs associated with the service call. The account is debited as inventory, procures or miscellaneous charges are costed to service jobs. The cost is taken from the appropriate file. The credit to the account is done when the call is invoiced to the customer or closed. Cost of sales is then appropriately debited. Contract revenue suspense: The contract revenue suspense account holds all service contract revenue not yet released to sales. Entries are credited to this account during the service contract billing process. All the revenue from the billing run is put to the revenue suspense account. The account is cleared (debited) in the release contract revenue process. This process releases the appropriate revenue for the period nominated. Installment debtors: Entries are posted to the installment debtors account as amounts are transferred to installment debtors from trade debtors using the installment transfer process. The transfer process moves specific invoices to an installment debtors file. The installment is given a reference and a due date. The installments can later be transferred back to debtors using the installment release process and cleared from the installment account. The account should be balanced with the installment debtors report. Customer settlement discount: The discount allowed account picks up amounts nominated as settlement discounts in the accounts receivable cash receipts process. To activate the settlement discount process the program parameter in ARCASHREC must be switched on. The account should be reflected as an expense account in the general ledger.


Indent stock: The indent stock account is used to hold indent stock receipted via the purchase order receipt process or the shipment receipt process (for purchase order lines that reference an indent sales order line). The account is cleared as the stock is invoiced to the customer in the indent invoice process. Agency sales commission income: This account reflects commissions generated from the agency sales module. The commission income is recognised when the agency sales shipment receipt process is used (this is also when the principal is invoiced for commission owing). The agency sales commission income account should be a different account to "sales". It reflects commission only on a sale and not the gross value of the sale. No cost of sale account relating to commissions earned is necessary. Freight recharges: The freight recharge account is used to charge the receiving branch for any freight costs that are incurred when stock is transferred between branch locations. The freight is recharged as stock is put in-transit to the receiving branch. This occurs as the transfer is raised in the one step process and as pick slips are confirmed in the two step process. The branch receiving the stock has its freight recharge account debited and the sending branch has its account credited. Surcharges: The surcharge account receives the posting for any surcharges invoiced to customers. The amounts are the invoiced values. The values can come from the surcharge file if the surcharge was invoiced automatically (ie. it was a mandatory charge) or can come from an entered amount if the surcharge was entered as an invoice line item. In effect the account represents an additional sales account. It may be, however, that items invoiced as surcharges will need to be credited at some point in time. If this is the situation the account may be classified as a balance sheet account (ie. surcharge liability suspense). If classified as a balance sheet account the balance held in the account should be monitored. Project revenue suspense: The project revenue suspense account is used to hold billed revenue that has not been released to sales – see project costing manual.


AR roundings: The accounts receivable roundings account is used to post entries created if sales invoices are rounded rather than being printed for the exact sales amounts. Rounding can be either up, down or either up or down (nearest value) to a specified amount which means the entry can be either a debit or a credit. eg. If rounding was down to the nearest 5 cents and the sale was for $15.62 the posting

entries would be: debit trade debtors 15.60 debit AR roundings .02 credit sales 15.62 If the rounding was done up to the nearest 5 cents the entries would be: debit trade debtors 15.65 credit AR roundings .03 credit sales 15.62 The rounding specification is set in the process customer rounding maintenance DD.CUSTROUNDMAINT. It is set by customer. Progress billing suspense: The progress billing suspense account defines the liability for progressive billed sales orders invoiced in advance of their deliveries. The account is only accessed if the progressive billing facility is being used. Orders to be progressively billed rather than invoiced as part of the delivery process must be flagged as progressive billed orders on the order header and then billed using the progressive billing invoicing process DD.PROGRESSINV. The unbilled receivables account is used in conjunction with the progress billing suspense account. Unbilled receivables: The unbilled receivables account is used to record the asset for deliveries made on progressive billed orders where the invoicing has not been done. Like the progress billing suspense account this account is only accessed if the progressive billing facility is being used. As deliveries are made for the order this account is debited rather than the trade debtors account. It is cleared as invoices are raised and trade debtors debited (from progress billing). The account is used in conjunction with the progress billing suspense account. Sales orders confirmed uninvoiced: Orders can be flagged as delayed invoicing orders. This account holds the invoicing detail until such time as the order is approved for invoicing and the invoicing done in the delayed invoicing process DD.DELAYEDINV. The delayed invoicing facility is similar to the progressive billing facility but is quite separate. It simply allows deliveries of orders to be invoiced as and when required and, until they are invoiced, for the stock value to be held in another asset account.


Stock in transit between branches: The stock in transit between branches account records the asset of stock intransit between branches. This account can be defined as the inventory account if no distinction is required in the general ledger between stock on hand and stock in transit between branches. Entries are posted to the account when transfer orders are put into intransit and cleared from the account as intransit receipting is done. Having a separate intransit account means that all stock transactions for transfers have a corresponding general ledger transaction. Stock on loan: Stock placed on loan with customers can be posted to a separate account to inventory even though it is still owned by the branch and is in effect still part of its inventory. This allows loan stock transactions to all have a corresponding general ledger transaction. If a separate general ledger account is not required for stock out on loan to customers this account should be defined with the same code as the inventory account. Stock in transit branch & project: The stock in transit between branches and projects account is used to record the value of stock transferred from a branch to a project that has not been receipted to the project. Spare: Stock under repair for customers: Backordered procures: If procures are recorded in the order entry to pick process and in effect placed on backorder, the asset that is created is posted to the backordered procures account. The value is cleared as the backorder is picked and despatched. The entry to record procures entered in the order entry to pick process is: debit backordered procures credit unpaid purchase order/procure receipts


The entry to clear backordered procures is done in the invoicing process: debit trade debtors credit sales debit cost of sales credit backordered procures Posting the initial entry allows the unpaid procure receipt liability to be recorded at the time the procure is recorded. Warranty fees – cost of sales: The warranty fees cost of sales account records the cost of warranty fees accrued on sales made for specified products – see warranty fees.


Define locked accounts DD.GLLOCKMAINT To be impacted only by interface entries Citadel Service, Distribution & Financial systems 26 MAR 01 12:15 TCL MAIL Kyocera 39 bertw DD 1023 The following G/l accounts are limited to interface entries (eg Debtors Stock Creditors Pre payments suspense Current year profit Bank) __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ ** DEVELOPMENT ** COPYRIGHT © 1989 2001 Citadel Computer Systems V14.1a

The GL account lock process is used to specify general ledger accounts that are to receive entries only if the subsidiary record is also being updated. This forces the subsidiary records to be kept in balance with the general ledger control accounts ie. debtors, stock. If an account is nominated in the GL account lock file, general ledger journals will not be able to be done to the account. If they are required to be done the lock must first be removed. General ledger code: Enter general ledger account number. The format is “xxxx”. The account must be a valid general ledger account code. To remove accounts, space out the account number.


Chart of account additions (validation) DD.CAADD Citadel Service, Distribution & Financial systems 14 APR 97 15:38 TCL MAIL Kyocera 68 bertw DD 1023 GL account __________ ______________________________ Suffix ___ ______________________________ Department ___ ______________________________ Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ** DEVELOPMENT ** COPYRIGHT © 1989-2001 Citadel Computer Systems V14.1a

The system can be run using all chart of account combinations or using only specified combinations. This is determined by the setting of the program parameter in DD.GLCODENTRY. If the system is set to only accept entry of specified combinations these must be established using this process. Specified accounts for specified branches should be established and updated in bulk. Note: Using the validation facility will not stop interface postings to invalid combinations.

It stops manual entry only of invalid account combinations. It is therefore important to ensure the interface definitions are correct.

GL account: Enter the general ledger account code that is required on the chart of accounts. It is necessary to then nominate which departments and branches are to be linked to the code and, if required, the suffixes. Suffix: Enter the suffix for the general ledger code that is required on the chart of accounts. If the suffix is not linked to the general ledger code the code will be valid only for branch – account combinations.


Department: Enter the departments that are required to be linked to the general ledger account nominated. Only those departments linked to the general ledger code will be able to be used for the account. If all departments are required to be linked to the code RETURN. Branches: Enter the branches that are required to be linked to the general ledger account nominated. If all branches are required RETURN. Only those branches linked to the general ledger account will be valid.


Chart of account deletions (validation) DD.CADEL Citadel Service, Distribution & Financial systems 14 APR 97 15:41 TCL MAIL Kyocera 68 bertw DD 1023 GL code ______________________ ___________________________________________________________________________ ** DEVELOPMENT ** COPYRIGHT © 1989-2001 Citadel Computer Systems V14.1a

The chart of accounts deletion screen is used to delete chart of account codes that are no longer considered valid combinations. General ledger code: Enter the chart of accounts code that is to be deleted. This is the full code as defined. This can only be deleted if no financial data is held on file.


Standard journal maintenance DD.STDJNLMAINT Citadel Service, Distribution & Financial systems 14 APR 97 15:46 TCL MAIL Kyocera 68 bertw DD 1023 Std journal ______ Description ______________________________ Search key ________ Balance 9999999.99 Ln# G/L code Amount Detail 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ 999 ______________________ 99999999.99- ______________________________ ** DEVELOPMENT ** COPYRIGHT © 1989-2001 Citadel Computer Systems V14.1a

The standard journal maintenance screen is used to establish a file of journals that can be referenced in the journal entry process. Maintenance on this file can also be done as required. Creation of this file does not create entries into the general ledger. The normal journal entry process is used to post these journals as required into the general ledger. In the journal entry process the standard journal required is referenced, changed if necessary, and posted to the specified period. Any changes done in the journal entry process do not update the standard journal file. They apply only for the posting being done. Standard journal number: A standard journal number can be allocated by selecting (N)ew from the command line or a number entered if an existing record is being maintained or a preset numbering convention is being used. If maintaining an existing record, enter the standard journal number that maintenance is required for. Search facilities can be used to select an existing record. Description: Enter a narrative description for the standard journal. This description will appear on the journal audit trail and in the general ledger if no journal detail is entered. The narrative description should describe what the journal is for. Search key: Enter a search key reference for the standard journal. The journal will be able to be accessed by this reference or its reference number. General ledger code: Enter the general ledger code required. The general ledger code must be entered in the defined format.


Amount: Enter the amount to be posted to the general ledger code nominated. If a credit amount is required the amount should be entered as negative. Detail: Enter narrative detail for the journal line. This detail will print on the journal audit and in the general ledger. The detail entered should describe the journal line.


GL distribution journal maintenance DD.GLDISTDEFNMAINT Citadel Service, Distribution & Financial systems 14 APR 97 16:32 TCL MAIL Kyocera 68 bertw DD 1023 GL code __________________ ______________________________ Percentage to distribute 111.11 Pg 999 Ln# GL code Description Split% 999 ______________________ ______________________________ 999.99- 999 ______________________ ______________________________ 999.99- 999 ______________________ ______________________________ 999.99- 999 ______________________ ______________________________ 999.99- 999 ______________________ ______________________________ 999.99- 999 ______________________ ______________________________ 999.99- 999 ______________________ ______________________________ 999.99- 999 ______________________ ______________________________ 999.99- 999 ______________________ ______________________________ 999.99- 999 ______________________ ______________________________ 999.99- 999 ______________________ ______________________________ 999.99- 999 ______________________ ______________________________ 999.99- 999 ______________________ ______________________________ 999.99- Total percentage 999.99 ** DEVELOPMENT ** COPYRIGHT © 1989-2001 Citadel Computer Systems V14.1a

The GL distribution journal maintenance process allows a table of GL accounts and percentages associated with a particular GL account to be set up that will be used in the GL distribution journal entry facility. Maintenance on this file can be done as required. Records can be added, deleted or maintained. Percentage to distribute: This field is a display only field and shows the percentage that has still to be distributed on the journal. GL code: Enter the principal general ledger code. Search facilities are available to access the required GL code. Once the GL code has been entered the command line options are displayed to allow entry of percentage splits. Negative % splits cannot be entered and the split must always equal 100%. If the record exists, the GL codes attached are displayed. These can be maintained as required. Options allowed are as follows:

(A)dd/change GL codes - This option allows GL codes to be entered or changed. Enter the line number or “RETURN” to proceed through each line.

(D)elete - This option allows the journal to be deleted.


GL code: Enter the general ledger code that is to receive a percentage of the split. Split %: Enter the percentage of the split that the general ledger code is to have. The % splits must total 100% before the administration journal can be updated.


General ledger group definition DD.BFILEMAINT Testing & Development Pty Ltd 16 DEC 00 11:48 DD.BFILEMAINT Mail Kyocera 51 bertw DD 1023 Reference type ___________________________________________________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The general ledger group facility is used for grouping general ledger codes for user-defined reports. Reference code: Enter the required reference code.

Description: Enter description to describe code. Abbrev desc: Enter abbreviated description.


Branch Recharge Code Maintenance DD.RECHARGEMAINT Testing & Development Pty Ltd 05 JAN 01 15:25 DD.RECHARGEMAINT Kyocera 32 bert DEV.DD 1072 Recharge code Description Abbrev description Unit of measure Unit cost Recovery G/L account Charge G/L account DEVELOPMENT COPYRIGHT(C)1989-2001 Citadel Computer Systems V11.1a [FEDIT] <Enter recharge code or ? to display all codes>

The recharge maintenance process allows a branch recharge code file to be set up and maintained. The file is used in the branch recharge process DD.RECHARGE. Code: Enter the preferred code Description: Enter a description for the code Abbrev description: Enter an abbreviated description for the code Unit of measure: Enter a unit of measure description (reference purposes only) Unit cost: Enter the unit cost of the recharge Recovery G/L account: Enter the general ledger account code for recharge recovery to be posted to Charge G/L account: Enter the general ledger account code for the recharge to be posted to


General Ledger expense definition DD.GLAEMAINT Citadel Service, Distribution & Financial systems 16 APR 97 11:26 TCL MAIL Kyocera 39 bertw DD 1023 Reference type ___________________________________________________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ____________________ ______________________________ _______________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

Reference code: Enter the required reference code.

Description: Enter description to describe code. Abbrev desc: Enter abbreviated description.



GENERAL LEDGER PROCESSING


General journal entry DD.GLJNLENTRY Testing & Development Pty Ltd 16 DEC 00 11:50 DD.GLJNLENTRY Mail Kyocera 51 bertw DD 1023 Posting period 999999 ______________ Balance to distribute 9999999999.99- Date ________ Currency ___ ______________________________ Type _ _________ Reversing period 999999 ______________ Std journal ______ Description ______________________________ Batch reference ________ Ln# GL code/Detail Amount 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The journal entry screen is used to input journal entries to the general ledger. Journals can be either normal journals or reversing to a period in the future. The journal must be in balance before it is able to be updated to the general ledger. The journal register is used as the audit report for all journals entered. The update to the general ledger of the journals entered is done at the time of the general ledger update which is normally a day-end function.

Standard journals may also be recalled and entered into the system for a nominated period. Posting period: The posting period determines which month the journal will be posted to in the general ledger. This can be in the form of yyyymm or yymm. The display format is yyyymm. To exit from the journal screen enter the space key. Date: This field will default to the current date but may be overwritten in the format of dd.mm (the current year will default) or dd.mm.yy. The date has no impact on which period the transaction will be posted to in the general ledger. Currency: Enter the currency code for the journal. The currency code from the company maintenance screen can be defaulted if the appropriate program parameter has been set.


Type: Enter the type of journal entry in the form of "N" normal or "R" reversing. If "R" is selected the user is prompted for the period for the reversal with the next period being the default. Reversing period: If the journal is a reversing journal, enter the period the journal is to be reversed in. This can be in the form of yyyymm or yymm. The display format is yyyymm. Standard journal number: This field is only used if a standard journal template is to be referenced. Enter the appropriate standard journal number to be referenced. Search facilities are available for selection.

Description: Enter the description to describe the total journal. This will print in the general ledger unless overridden by an entry in line detail. Batch ref: General ledger code: Enter the general ledger code in the defined format. Search facilities are available to select the correct code. Amount: Enter the amount. This may be either positive (debit) or negative (credit). Detail: Enter detail line narrative comment. This will override the main journal description and print in the general ledger. Detail entered will appear on subsequent lines of the journal automatically but may be overwritten or cleared using the space bar. A line number is allocated for each general ledger code entry. This line number can be used to maintain the journal before update. When all general ledger codes and amounts have been entered, space out the line number to return to the command line. On update, a journal number is displayed. This journal number should be recorded on the source document for enquiry access at a later stage. If the journal is a reversing journal two reference numbers are given (one for each period).


Standing journal entry DD.GLSJENTRY Testing & Development Pty Ltd 16 DEC 00 11:52 DD.GLSJENTRY Mail Kyocera 51 bertw DD 1023 Date ________ Balance to distribute 9999999999.99- Currency ___ ______________________________ Batch reference ________ Std journal ______ Description ______________________________ Posting period 999999 ________________________ Ln# G/L code Amount Detail 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ 999 ______________________ 9999999999.99- ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The standing journal entry screen allows the user to input general journals to the general ledger for multiple periods. The user is asked for the period he wishes to update and on update is returned to the period field for a further choice. He may alter the journal or enter and update as it stands. The journal is audited through the journal entry audit report and is updated to the general ledger on the running of the general ledger update. Standard journals may also be recalled and entered into the system for nominated periods. Date: This field will default to the current date but may be overwritten in the format of dd.mm (the current year will default) or dd.mm.yy. The date has no impact on which period the transaction will be posted to in the general ledger. To exit from this process, enter the space key. Currency: Enter the currency code for this journal. The currency code from the company maintenance screen can be defaulted if the appropriate program parameter has been set. Batch ref: Standard journal number: This field is only used if a standard journal template is to be referenced. Enter the appropriate standard journal number to be referenced. Search facilities are available for selection. Description: Enter in narrative form the description that applies to the entire journal. This will print in the general ledger unless line detail is entered.


Posting period: The posting period determines which month the journal will be posted to in the general ledger. This can be in the form of yyyymm or yymm. The display format is yyyymm. The user will be returned to this point after the update in order that he can re-enter the journal for additional periods. To exit from the process space the period and RETURN. General ledger code: Enter the general ledger code in the defined format. Search facilities are available to select the correct code. Amount: Enter the amount the general ledger account nominated is to be updated by. This maybe either positive (debit) or negative (credit). Detail: Enter specific line detail in narrative form. This will appear in the general ledger and override the journal description. Detail entered will appear on subsequent lines of the journal automatically but may be overwritten or cleared using the space bar. A line number is allocated for each general ledger code entry. This line number can be used to maintain the journal before update. When all general ledger codes and amounts have been entered, space out the line number to return to the command line. On update, a journal number is displayed. There will be a journal number for each month that is updated. This journal number should be recorded on the source document for enquiry access at a later stage.


General distribution journal entry DD.GLDISTJNLENTRY Citadel Service, Distribution & Financial systems 17 APR 97 13:39 TCL MAIL Kyocera 53 bertw DD 1023 Posting period 999999 ______________ Date ________ Currency ___ ______________________________ Description ______________________________ Ln# GL code/Detail % Split Amount ______________________ 9999999999.99- 999 ______________________ 99.99 9999999999.99- 999 ______________________ 99.99 9999999999.99- 999 ______________________ 99.99 9999999999.99- 999 ______________________ 99.99 9999999999.99- 999 ______________________ 99.99 9999999999.99- 999 ______________________ 99.99 9999999999.99- 999 ______________________ 99.99 9999999999.99- 999 ______________________ 99.99 9999999999.99- 999 ______________________ 99.99 9999999999.99- 999 ______________________ 99.99 9999999999.99- 999 ______________________ 99.99 9999999999.99- 999 ______________________ 99.99 9999999999.99- 999 ______________________ 99.99 9999999999.99- ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The distribution journal entry screen allows amounts held in one general ledger account to be transferred to other accounts via a preset table of accounts and percentages. The journal is audited through the journal entry audit report and is updated to the general ledger on the running of the general ledger update. Posting Period: Enter the required period in the form YYYYMM. Date: Enter the date in the form dd.mm.yy. This defaults to the system date but may be overwritten Currency: Enter the currency code or “?” to display all codes. If the appropriate parameter is set, the currency code will default from the company record but may be overwritten. Description: Enter narrative description for the journal. GL code/detail: Enter the GL code to be split. Only GL codes with preset accounts and percentage splits can be entered using this facility. On update, a journal number is displayed. This journal number should be recorded on the source document for enquiry access at a later stage.


Miscellaneous cash receipts DD.MISCASHREC Citadel Service, Distribution & Financial systems 17 APR 97 14:00 TCL MAIL Kyocera 53 bertw DD 1023 Bank number __ ______________________________ Batch total 9999999.99- Period 999999 ______________ Cheque amount 9999999.99- Cheque number __________ Applied 9999999.99- Drawer ______________________________ Balance 9999999.99- Bank ______ Branch ______________________________ Cheque amount 9999999.99- Date ________ G/L code Amount Detail ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The miscellaneous cash receipts process allows cash received that does not relate to trade debtors to be banked and posted to the general ledger. Each cheque is entered and coded for general ledger analysis. Cheques entered are printed on a bank deposit schedule. The general ledger interface is:

DR Bank account CR Nominated general ledger codes

The debit to the bank account is for the total deposit. The deposit is posted to the nominated bank file for bank reconciliation purposes. Bank number: The default bank account if entered on the appropriate program parameter will be displayed. This can be over written if necessary. A "?" will display existing codes. The bank code nominated will determine which general ledger bank account will receive the interface entry. Enter a space to exit from this process. Period: The posting period determines which month the miscellaneous cash receipt will be posted to in the general ledger. This can be in the form of yyyymm or yymm. The display format is yyyymm. Cheque number: Enter the cheque number. This will print on the bank deposit schedule. Drawer: Enter the drawer of the cheque. This will print on the bank deposit schedule and form the reference in the general ledger.


Bank: Enter the name of the bank on the cheque. This will print on the bank deposit schedule. Branch: Enter the name of the branch of the bank. This will print on the bank deposit schedule. Cheque amount: Enter the amount of the cheque. This will appear on the bank deposit schedule. The total value of the cheque must be coded for general ledger purposes before it can be updated. Date: The date will default to the current date but may be overwritten in the format of dd.mm (the current year will default) or dd.mm.yy. The date has no impact on which period the transaction will be posted to in the general ledger. General ledger code: Enter a general ledger code in the defined format. Search facilities are available to select the required code. Amount: Enter the amount to be coded to the general ledger account nominated. These amounts will appear in the general ledger as either a debit or credit depending on how they are entered. For credit entries use "-". Note that the cheque amount will be posted to the bank account as a debit so credit amounts will need to be nominated to general ledger codes to balance the entry. The entry to the bank account in the general ledger is for the total banking. Detail: Enter the detail that is to print in the general ledger against this transaction. On update, a journal number is displayed. This prints on the general journal audit trail. This journal number should be recorded on the source document for enquiry access at a later stage. A bank deposit schedule can be printed as you exit the screen, or accumulated and printed at a later stage using DD.BANKDEPRINT. This is determined by program parameters. Printing of the bank deposit schedule will also post the detail to the bank reconciliation file, so it is important that the deposit schedule is printed daily.


Branch recharge DD.RECHARGE Testing & Development Pty Ltd 13 OCT 00 11:37 DD.RECHARGESUB Kyocera 47 bertww DEV.DD 1072 From Branch MUD MUDGEE Department D DAN'S DEPARTMENT To Branch 001 SYDNEY Department A DEPARTMENT A Operator Date 13/10/00 Posting period 200010 October Attention to Code 2 test recharge Quantity 1.00 Unit measure Unit cost 1.0000 Ext cost 1.0000 Comments # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V10.2a [FEDIT] (B)ypass (C)hange or (U)pdate :

The branch recharge facility allows a branch to charge another branch for costs incurred on their behalf i.e. for freight costs incurred. A financial journal generates entries to the general ledger. A recharge docket with a unique reference number is printed for each recharge. From Branch/Department: Enter the branch and department (if required) the recharge originates from To Branch/Department: Enter the branch and department (if required) the recharge is to post to Operator: Enter the required operator code Date: Enter the date for the posting Period: Enter the posting period in the format yyyymm Attention to: Enter text for the “to” branch (reference purposes only) Code:


Enter the required recharge code Quantity: Enter the quantity of recharges required Unit measure: Enter the unit of measure (reference purposes only) Unit cost: Overwrite the unit cost if necessary Comments: Add relevant comments


Branch recharge reprint DD.RECHARGEREPRINT Testing & Development Pty Ltd 09 OCT 00 11:28 DD.RECHARGEREPRINT Kyocera 35 bert DEV.DD 1072 Recharge ID Journal number Date (P)rinter or (S)creen # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V10.2a [FEDIT] <Enter recharge ID or ? to display all IDs>

Recharge dockets can be reprinted using this reprint process. Recharge ID Enter the recharge ID (P)rinter or (S)creen Enter required output format


GENERAL LEDGER UPDATES


The general ledger is totally integrated with the other CITADEL modules. Apart from general ledger journal entries and miscellaneous cash receipts processing all other entries or general ledger transactions are generated from the processing modules. These include: • Sales order processing/invoicing • Accounts receivable • Purchasing • Shipment Costing • Accounts Payable • Inventory Transfer Processing • Inventory Management • Fixed Assets • Service Management • Manufacturing • Agency Sales The transactions that are generated from within these modules update the general ledger either in detail or in summary form. If the postings are done in detail form each transaction becomes a general ledger transaction. If they are done in summary form the transactions are consolidated before they are posted to the general ledger. The update is therefore handled in two steps: • General ledger detail update (to consolidate the transactions) • General ledger update (to post the transactions)


General ledger detail update DD.GLDETAILUPDATE Citadel Service, Distribution & Financial systems 17 APR 97 14:06 TCL MAIL Kyocera 53 bertw DD 1023 Convert GL details into GL transactions ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The general ledger detail update process consolidates many of the transactions generated in the processing modules. These are consolidated by posting account. This limits the number of entries actually held in the general ledger. Transactions that are consolidated include detail from sales invoices and stock transactions.

eg. A sales invoice would normally include posting detail for: • Trade debtors • Tax • Sales • Cost of sales • Inventory

In addition posting detail for a sales invoice could be held for creditors, freight (G/L codes), surcharges and miscellaneous codes. For each general ledger code the posting detail is consolidated for the postings to the general ledger. This process should be run before the general ledger update process.


General ledger transaction update DD.GLUPDATE Citadel Service, Distribution & Financial systems 17 APR 97 14:08 TCL MAIL Kyocera 53 bertw DD 1023 Update the chart of accounts with GL transactions ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The general ledger update process posts the consolidated entry, and the transactions that are to be posted direct, into the general ledger. This creates an interface journal which is printed for audit purposes. It is important that the journal entry or audit report that is printed balances to zero (double entry accounting) and is kept for audit trail purposes. Transactions that are posted individually to the general ledger include general journals and accounts payable entries (accounts payable entries can be consolidated through the use of the program parameters if required). The general ledger update processes can be run as often as required and is normally included within the EOD tasks to ensure it is done on a regular basis. If not done daily the consolidated entry is still posted on a daily basis based on the transaction date. General Ledger Updates in Foreign Currencies The general ledger update process allows both a native currency CA file (DD.CA) and a currency CA file (DD.CACURR) to be updated. This is dependent on the program parameter settings in DD.GLUPDATE: - update foreign currency chart of accounts - update local chart of account (default) It is essential that at least one chart of accounts file is updated in order that the posting entries are recorded.


The base CA file holds the accounts as per the account definition eg. branch/account. The currency CA file holds the currency on the account as well eg. branch/account/currency. If updates are made to the foreign currency chart of accounts entries are posted in the appropriate currency for each transaction. For example, for a system operating in Australian dollars, if an invoice was raised in USA dollars for $100 from sales/supply branch 10 and cost $60 Australian, entries would be: debit 10 1401 USD Trade debtors 100 credit 10 3700 USD Sales 100 debit 10 4700 AUD Cost of sales 60 credit 10 1501 AUD Inventory 60 If the update was also made to the local currency chart of accounts entries would also be processed for: debit 10 1401 Trade debtors 125 credit 10 3700 Sales 125 debit 10 4700 Cost of sales 60 credit 10 1501 Inventory 60 This example assumes an exchange rate was held on file of 0.80 for USD. If only local currency processing is being done by the organisation it is normal not to process transactions to the foreign currency chart of accounts. This avoids the duplication of all the records (AUD records as well as base file records). If transactions are being processed in foreign currency (ie. sales orders, accounts payable transactions) then it is usual to process the transactions to both ledgers. Balancing the control accounts ie. debtors, can then be done more readily.


Consolidate system accounts DD.GLCACON Citadel Service, Distribution & Financial systems 17 APR 97 14:12 TCL MAIL Kyocera 53 bertw DD 1023 Ensure you are processing in the system GL consolidation account. Clear chart of accounts file and consolidate from nominated system accounts : ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ____________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The consolidate system accounts process allows the user to perform a company consolidation of as many system accounts as they wish. It is important that the process is run in the system account that is to hold the consolidation. Each system account nominated should have the same general ledger structure as the consolidated account. The system accounts to be consolidated are specified in the program parameters.


Merge selected CA items DD.CAMERGE Citadel Service, Distribution & Financial systems 17 APR 97 14:15 TCL MAIL Kyocera 53 bertw DD 1023 Merge selected CA items Merge GL code ______________________ into ______________________ ______________________ will be deleted ___________________________________________________________________________ ______________________ will remain ___________________________________________________________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The merge CA accounts allows CA accounts to be merged together. Merging of accounts should only be done where the detail of one account is no longer required. All transactions held are transferred to the nominated account. Merge GL code: Enter the code that is to be merged. GL code into: Enter the code that is to receive all the transactions of the GL code no longer required.


Merge general ledger currency accounts DD.CACURRMERGE Testing & Development Pty Ltd 09 OCT 00 11:29 DD.CACURRMERGE Kyocera 35 bert DEV.DD 1072 Merge selected CA items Merge GL code into Currency to GL code will be deleted will remain # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V10.2a [FEDIT]

Merging of currency accounts should only be done where the detail of one account is no longer required. All transactions held are transferred to the nominated currency account. Merge GL code: Enter the currency code that is to be merged. GL code into: Enter the currency code that is to receive all the transactions of the currency code no longer required.


Write one legged journal to DD.GLTRANS DD.ONELEG Testing & Development Pty Ltd 18 DEC 00 11:39 DD.ONELEG Mail Kyocera 58 bertw DD 1023 Write ONE legged journal to DD.GLTRANS Date ________ Period 999999 Currency ___ ______________________________ GL code ______________________ _______________________________________ Amount 99999999.99- Source __________ Reference __________ Description ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The one leg journal process allows entry of one sided general journal entries. Use of this program should be restricted as it can potentially cause an imbalance in the general ledger. Care should be taken when exiting this program as the details of the previous transaction is retained on the screen. To exit, blank out the date. Date: Enter the date of the transaction. Period: Enter the general ledger period the transaction is to be posted to. Currency: Enter the currency for foreign currency transactions. Leave blank if updating the base general ledger. GL code: Enter the general ledger code for the transaction. Amount: Enter the amount of the transaction. Source: This is the source of the transaction. The default will be DD.ONELEG. This can be overwritten if required.


Reference: Enter the reference for the transaction. Description: Enter a description for the transaction. This is narrative text and will be displayed when enquiring on the GL code in GL enquiry.


GENERAL LEDGER ENQUIRIES & REPORTS


General ledger enquiry DD.GLENQ Citadel Service, Distribution & Financial systems 17 APR 97 14:19 TCL MAIL Kyocera 53 bertw DD 1023 GL code ______________________ Description ________________________________________________________________ Currency ___ _____________________________ From period 999999 _________________ To period 999999 _________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The general ledger enquiry allows on-line enquiry of a selected general ledger account for nominated periods. Once selected, then all postings and their references are displayed along with amounts and dates. From the general ledger enquiry drill down options are available to individual transactions eg journals and general ledger detail. These options are: (E)xplode This allows you to view the consolidated transactions of summary

transactions. A summary transaction will have as its source “DETAIL.UPD”. Upon selection of this option, you are required to enter the date of the transaction you want to view.

Note: All transactions for the date nominated will be displayed ie. if a number of general

ledger detail updates have been run on the same day, all of these will be displayed with this option.

(J)ournal This option will take you to the general ledger journal enquiry. This enquiry is

also available as a menu option. (V)oucher This option will take you to the accounts payable voucher enquiry. This

enquiry is also available as a menu option. A hard copy of the enquiry can be obtained.


General ledger code: Enter the general ledger code in the defined format. Currency: Enter the currency code required for the enquiry. If the base CA file is required RETURN (leave the field blank). From period: Enter the general ledger period that the enquiry is required from. This can be in the form of yyyymm or yymm. The display format is yyyymm. To period: Enter the financial period that the enquiry is required to. This can be in the form of yyyymm or yymm. The display format is yyyymm.


General ledger journal enquiry DD.GLJNLENQ Citadel Service, Distribution & Financial systems 17 APR 97 14:32 TCL MAIL Kyocera 53 bertw DD 1023 Journal number 999999 Posting period 999999 ______________ Date ________ Currency ___ ______________________________ Type _ ________________ Entered by ______________________________ Description ______________________________ G/L code Amount Detail ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The journal enquiry screen is used to redisplay general journal detail. The journal may be viewed on screen or printed. Journal number: Enter the journal number that the enquiry is required for. The journal will display on the screen.


General ledger all period enquiry DD.GLMONTHENQ Citadel Service, Distribution & Financial systems 17 APR 97 14:34 TCL MAIL Kyocera 53 bertw DD 1023 GL code ______________________ ____________________________________________ Currency ___ ______________________________ (T)his year (L)ast year _ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The general ledger all period enquiry displays opening balance, movement and closing balance for each period for either the current year or last year for a nominated general ledger account. General ledger code: Enter the general ledger code in the defined format. Currency: Enter the currency code required for this enquiry. If the base CA file is required RETURN (leave the field blank). (T)his year (L)ast year: Specify whether this year or last year detail is to display.


GL detail reference enquiry DD.GLDREFENQUIRY Citadel Service, Distribution & Financial systems 17 APR 97 14:36 TCL MAIL Kyocera 53 bertw DD 1023 Reference ____________________ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The GL detail reference enquiry facility displays the general ledger postings of a specified transaction. Example: Invoice Ref. 123:1 Debit Trade Debtors 100.00 Credit Sales 90.00 Credit Tax 10.00 Debit Cost of Sales 60.00 Credit Inventory 60.00 Reference: Enter the reference of the transaction. This is the reference against an entry on the detailed transaction list (or as seen when using the (E)xplode option with General ledger enquiry).


MASTER FILE REPORTS


General ledger account master list DD.GLACCOUNTLIST Citadel Service, Distribution & Financial systems 17 APR 97 14:39 TCL MAIL Kyocera 53 bertw DD 1023 Print the G/L account master (S)creen or (P)rinter _ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The account master list provides a listing of the general ledger accounts and their descriptions. This list should be used by the operators for reference purposes when coding accounts payable vouchers, journals etc. The list should also be run to check that each account has a valid financial report line held against it. It can be displayed on the screen or a hard copy printed. (S)creen or (P)rinter: Specify where the report is to print.


General ledger account list by report line DD.GLALIST Citadel Service, Distribution & Financial systems 17 APR 97 14:41 TCL MAIL Kyocera 53 bertw DD 1023 (B)alance sheet or (P)rofit & loss _ _______________ Line numbers ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The general ledger account by report line list provides a listing of which accounts are included on each line of the base financial reports. It should be run during the set up process to ensure each financial report line includes only the accounts relevant to it. (B)alance sheet or (P)rofit & loss: Specify if the report line required is on the balance sheet report or the profit and loss report. Line numbers: Specify the report line numbers the detail is required for. If all lines are required RETURN. (P)rinter or (S)creen: Specify where the report is to print.


Base financial report layouts DD.GLFINLIST Citadel Service, Distribution & Financial systems 17 APR 97 14:43 TCL MAIL Kyocera 53 bertw DD 1023 This process lists the financial report layouts (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The base financial report layout report shows the layout of the base balance sheet report and the base profit and loss report. This report should be run to check the set up of the financial reports with particular reference to the addition of the report lines. The report shows the detail of each report line, for example:

Rpt type

Line Description % Sign rev

Print total

T 1 T 2 T 3 Line space before

P 5 Revenue P 10 Sales Y X P 15 Commission X P 20 Total revenue % 1 2

(P)rinter or (S)creen: Specify where the report is to print.


Standard journal lists DD.STDJNLLIST Citadel Service, Distribution & Financial systems 17 APR 97 14:46 TCL MAIL Kyocera 53 bertw DD 1023 (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The standard journal list displays the templates that are held in the standard journal file. Full journal detail is provided including account, value and journal description. (P)rinter or (S)creen: Specify where the report is to print.


Chart of accounts audit lists DD.CALISTING Citadel Service, Distribution & Financial systems 17 APR 97 14:57 TCL MAIL Kyocera 53 bertw DD 1023 Sequenced by (A)ccount or (B)ranch _ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The chart of accounts audit list should be used in conjunction with the chart of accounts addition and chart of accounts deletion processes. It provides a record of all valid chart of accounts records. Detail covers the CA code, branch name, account description and suffix description. The chart of accounts audit report is only required if the chart of accounts validation process is being used. This is driven through a program parameter in the program DD.GLCODENTRY (for further information see chart of accounts validation). Sequence by: Specify if the report is to be sequenced by account number or branch. (P)rinter or (S)creen: Specify where the report is to print.


PROCESSING REPORTS


Journal audit DD.GJAUDIT

(NO SCREEN) The journal audit report lists journals that have been entered into the system. Each journal is listed once and then cleared from the report file. The audit reports should be kept to show the complete history of all journals posted to the general ledger although journal history reports can be run and used for the audit purposes. It is important that the journal sequence is intact. The report is normally included in the end of day job stream to ensure it is run on a regular basis. Detail covers: Jnl reference Posting period Transaction date Description GL code Amount Currency Detail


Journal history list DD.GLJNLLIST Citadel Service, Distribution & Financial systems 23 MAR 01 16:18 TCL MAIL =Kyocera (Slaved) 78 bertw DD 1023 Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ Departments ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ Accounts __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ From GL period 999999 ____________ to 999999 ____________ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The journal history report is an audit trail of general journals posted to the general ledger. The report should be run for system audit purposes. Branches: Enter the branch code that is required. If all branches are required RETURN. Departments: Enter the department code or RETURN to select all departments. A "?" will display all departments. General ledger accounts: Enter a general ledger account in the defined format. Search facilities are available for selection of the general ledger accounts. GL period range: Enter the period range the report is to cover. (P)rinter or (S)creen: Specify where the report is to print.


Journal history list by GL account DD.GLJNLLIST1 Citadel Service, Distribution & Financial systems 23 MAR 01 16:23 TCL MAIL =Kyocera (Slaved) 78 bertw DD 1023 Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ Departments ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ Accounts __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ From GL period 999999 ____________ to 999999 ____________ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The journal history report by general ledger account lists journals by account number. The journal history report is an audit trail of general journals posted to the general ledger. The report should be run for system audit purposes. Branches: Enter the branch code that is required. If all branches are required RETURN. Departments: Enter the department code or RETURN to select all departments. A "?" will display all departments. General ledger accounts: Enter a general ledger account in the defined format. Search facilities are available for selection of the general ledger accounts. GL period range: Enter the period range the report is to cover. (P)rinter or (S)creen: Specify where the report is to print.


Detail transaction list DD.GLDETAILLIST Citadel Service, Distribution & Financial systems 23 MAR 01 16:28 TCL MAIL =Kyocera (Slaved) 78 bertw DD 1023 Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ Departments ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ GL accounts __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ GL suffixes ___ ______________________________ ___ ______________________________ Currency ___ ______________________________ Date range from ________ to ________ (D)isk, (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The detail transaction list provides a breakdown of the "detail updates" posted to the general ledger. “Detail updates” are the general ledger interface journals. The detail transaction list can be run for nominated branches and accounts for a nominated date range. Detail covers: Source Reference Amount Description Date Branches: Enter the branch code that is required. If all branches are required RETURN. Departments: Enter the department code or RETURN to select all departments. A "?" will display all departments. General ledger accounts: Enter a general ledger account in the defined format. Search facilities are available for selection of the general ledger accounts. General ledger suffixes: Enter the suffix that is required. Currency: Enter the currency code required. If the base CA file is required RETURN.


Date Range: Enter the range of dates the report is required for. (P)rinter or (S)creen: Specify where the report is to print.


Trial balance DD.GLTB Citadel Service, Distribution & Financial systems 23 MAR 01 16:33 TCL MAIL =Kyocera (Slaved) 78 bertw DD 1023 General Ledger trial Balance. From period 999999 ____________ ____________ To period 999999 ____________ ____________ From account __________ ______________________________ To account __________ ______________________________ Branches _____ ______________________________ _____ ______________________________ _____ ______________________________ _____ ______________________________ Departments _____ ______________________________ _____ ______________________________ _____ ______________________________ _____ ______________________________ Heading __________________________________________ Currency ___ _____________________________________ Sort by (A)ccount (B)ranch (D)ept or (L)ine _ (S)creen or (P)rinter: _ ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The general ledger trial balance reports provide a summary of the general ledger for a range of periods. Only balances held in each account are displayed. The report should total to zero but only if all accounts, branches and departments are selected. If run in batch mode the current A/R period is used instead of nominating a from and to period. Period range: Enter the period range for the report. The report will show the opening balance of the first period, the closing balance of the last period and the movement between the two periods. General ledger accounts: Enter a general ledger account range in the defined format. Search facilities are available for selection of the general ledger accounts. If all accounts are required RETURN. Branches: Enter the branch code that is required. If all branches are required RETURN. Departments: Enter the department code or RETURN to select all departments. A "?" will display all departments. Heading: Enter the required heading for the report. Currency: Enter the currency code required. If the base CA file is required RETURN (leave the field blank).


Sort by account, branch, dept or line: Specify how the report is to be sequenced. The line reference refers to the standard financial reports layouts. (S)creen or (P)rinter: Specify where the report is to print.


Trial balance by branch DD.BRGLTB Testing & Development Pty Ltd 16 DEC 00 11:53 DD.BRGLTB Mail Kyocera 51 bertw DD 1023 From period 999999 ______________ _____________ To period 999999 ______________ _____________ Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ Heading ______________________________ Currency ___ ______________________________ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The general ledger trial balance by branch report provides a summary of the general ledger for a range of periods by branch. The report is totaled by branch. Period range: Enter the period range for the report. The report will show the opening balance of the first period, the closing balance of the last period and the movement between the two periods. Branches: Enter the branch code that is required. If all branches are required RETURN Heading: Enter the required heading for the report. Currency: Enter the currency code required. If the base CA file is required RETURN (leave the field blank). (P)rinter or (S)creen: Specify where the report is to print.


Trial balance list DD.GLTBLIST Citadel Service, Distribution & Financial systems 27 MAR 01 09:04 TCL MAIL =Kyocera (Slaved) 84 bertw DD 1023 From period 999999 ______________ _____________ To period 999999 ______________ _____________ Heading ______________________________ Currency ___ ______________________________ (P)rinter or (S)creen ** DEVELOPMENT ** COPYRIGHT (C) 1989-2001 Citadel Computer Systems V14.1a

The trial balance list provides a summary of the general ledger for the selected period range. The report is sequenced in account order and displays just the opening balance for the first period selected and a closing balance for the last period. Period range: Enter the period range for the report. The report will show the opening balance of the first period, the closing balance of the last period and the movement between the two periods. Heading: Enter the heading required for the report. Currency: Enter the currency code required. If the base CA file is required RETURN (leave the field blank).


Detail GL listing DD.GLCALIST1 Testing & Development Pty Ltd 16 DEC 00 09:51 DD.GLCALIST1 Mail Kyocera 51 bertw DD 1023 General ledger detail listing by branch From period 999999 ______________ _____________ To period 999999 ______________ _____________ Heading text __________________________________________________ Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ Accounts __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ Currency ___ ______________________________ Page break by branch Y/N _ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The detail general ledger listing by branch screen initiates a report of the general ledger, for the periods nominated, by branch. The general ledger will print in the sequence of account code by branch. From period: Enter period general ledger print is to start from. To period: Enter period general ledger is to print to. Heading text: Enter narrative heading text. Branches: Enter the branch code or a "?" to display all branches. If the general ledger is to be printed for all branches RETURN through this field. Accounts: Enter the accounts that are to be included on the report. If all accounts are required RETURN. Currency: Enter the currency that the report is for. If the base general ledger is required RETURN. Page break by branch: Specify if the report is to page break by branch. (P)rinter or (S)creen: Specify where the report is to print.


Detail GL listing by account DD.GLCALIST2 Testing & Development Pty Ltd 16 DEC 00 09:55 DD.GLCALIST2 Mail Kyocera 51 bertw DD 1023 General ledger detail listing by account From period 999999 ______________ _____________ To period 999999 ______________ _____________ Heading text __________________________________________________ Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ Accounts __________ ______________________________ __________ ______________________________ __________ ______________________________ __________ ______________________________ Currency ___ ______________________________ Page break by account Y/N _ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The detail general ledger listing by account screen initiates a report of the general ledger, for the periods nominated, by account. All accounts are included for all branches nominated. From period: Enter period general ledger print is to start from. To period: Enter period general ledger is to print to. Heading text: Enter narrative heading text. Branches: Enter the branch code or a "?" to display all branches. If the general ledger is to be printed for all branches RETURN through this field. Accounts: Enter the accounts that are to be included on the report. If all accounts are required RETURN. Currency: Enter the currency that the report is for. If the base general ledger is required RETURN. Page break by branch: Specify if the report is to page break by branch.


General Ledger detail for selected branches and accounts DD.GLCALIST5 Testing & Development Pty Ltd 09 OCT 00 11:27 DD.GLCALIST5 Kyocera 35 bert DEV.DD 1072 General ledger detail listing by branch From period To period Heading text From branch To branch From account To account Currency Page break by branch Y/N # DEVELOPMENT # COPYRIGHT(C) 1989-2000 Citadel Computer Systems V10.2a [FEDIT] <Enter GL period in form YYYYMM> The detail general ledger listing by branch screen initiates a report of the general ledger, for the periods nominated, by branch. All nominated accounts are included for all nominated branches. Period: Enter starting and ending period Heading text: Enter heading text as required Branch: Enter branches required Account: Enter accounts required Currency: Enter the form of currency Page break by branch: (Y)es or (N)o


FINANCIAL REPORTS - BASE


Profit and loss print DD.GLPLPRAMS Testing & Development Pty Ltd 18 DEC 00 11:54 DD.GLPLPARMS Mail Kyocera 58 bertw DD 1023 Branch consolidation _ Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ Department consolidation _ Departments ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ Fiscal period (yymm) 999999 ______________ (B)udget (L)ast year or (BO)th __ ______________________________ Group last year month/YTD figures _ Budget number ___ ______________________________ %Sales (Y)es or (N)o _ %Comparatives (Y)es or (N)o _ Currency ___ ______________________________ Heading ______________________________ ______________________________ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The print profit and loss screen initiates the printing of the profit and loss statement in the format as laid down in the financial report list. The profit and loss reports may be run for selected branches, all branches or consolidated. The period for which it is to run must be nominated. A choice of budget comparisons or last year comparisons is available. Branch or consolidated: Select option. On selection a further selection is required of branch, or a range of branches is required in the next field. The consolidated option will consolidate the branches nominated. Branch: Enter branch code or return to select all branches. A "?" will display all branches. Department consolidation: Select option. On selection a further selection of department, or a range of departments is required in the next field. The consolidated option will consolidate all departments selected. Departments: Enter the department code or RETURN to select all departments. A "?" will display all departments. Fiscal period: Enter the fiscal period the report is to run for. The format is yy.mm. Budget or last year comparison: Select option.


% of sales: Enter if percentage figures are required on the report. All percentages are to the sales figure. The sales line number on the financial report must be specified in the function parameter maintenance screen in order to have % figures in the report. Heading: Enter narrative detail for the heading of the report. (P)rinter or (S)creen: Specify where the report is to print.


GL balance sheet print DD.GLBSPRINT Testing & Development Pty Ltd 16 DEC 00 09:14 DD.GLBSPRINT Mail Kyocera 51 bertw DD 1023 Branch consolidation _ Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ Department consolidation _ Departments ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ Fiscal period (yymm) 999999 ______________ Heading ______________________________ ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The print balance sheet screen initiates the printing of the balance sheet in the format as laid down in the financial report list. The balance sheet may be run for selected branches, all branches or consolidated. The period for which it is to be run must be nominated. Budget comparisons, month movement and last year comparisons are shown on the report. Branch or consolidated: Select option. If the branch option is selected a further selection of a branch or all branches is required in the next field. The consolidated option will consolidate all branches nominated in the branch field. Branch: Enter branch code or RETURN to select all branches. A "?" will display all branches. Department consolidation: Select option. The next field will determine which departments are printed or which departments are included in the consolidation. Departments: Enter department codes for departments to be reported or included in the consolidation if this option was chosen in the previous field. A "?" will display all departments. Fiscal period: Enter the fiscal period the report is to be run for in the format mm.yy. Heading: Enter a heading for the report.


Financial report detail list DD.CALIST Testing & Development Pty Ltd 18 DEC 00 11:57 DD.CALIST Mail Kyocera 58 bertw DD 1023 (B)alance sheet or (P)rofit & loss _ Line 999 ______________________________ 999 ______________________________ 999 ______________________________ 999 ______________________________ Branch ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ As at period 999999 ______________ _____________ Currency ___ ______________________________ Budget number ___ ______________________________ Heading __________________________________________________________________ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The financial report detail list provides a breakdown of the data included on the report line and the balances held in each account. (B)alance sheet or (P)rofit & loss: Specify which report the line required is on. Line: Enter the line number that is required. If all lines are required RETURN. Branch: Enter the branch code that is required. If all branches are required RETURN. As at period: Enter the period the report is to run for. This can be in the form of yyymm or yymm. This display format is yyyymm. Currency: Enter currency code required for this report. Budget number: Enter the budget number that is to be used for comparisons. Search facilities are available to select existing records. Heading: Enter a heading for the report. This will print on the report. (P)rinter or (S)creen: Specify where the report is to print.


Auto profit & loss DD.GLPLAUTOMAINT Testing & Development Pty Ltd 18 DEC 00 13:46 DD.GLAUTOMAINT Mail (Slaved) bertw DD 1023 Rp# Headings for ______________ - Page 99 of 99 Run Copies 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V14.1a []

The auto profit & loss process allows a job stream to be set up and run for the base profit & loss reports. The front screen allows the job stream to be specified. The back screen allows the job to be defined. Heading: Enter a narrative heading for the report. This can be two lines long. Run: Enter “Y” if the report is to run in the run being set up. The default is Y. If the report is to be excluded from the run enter N. Copies: Enter the number of copies of the report that are to print.


Auto balance sheet DD.GLBSAUTOMAINT Testing & Development Pty Ltd 18 DEC 00 13:46 DD.GLAUTOMAINT Mail (Slaved) bertw DD 1023 Rp# Headings for ______________ - Page 99 of 99 Run Copies 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V14.1a []

The auto balance sheet process allows a job stream to be set up and run for the base balance sheet reports. The front screen allows the job stream to be specified. The back screen allows the job to be defined. Heading: Enter a narrative heading for the report. This can be two lines long. Run: Enter “Y” if the report is to run in the run being set up. The default is Y. If the report is to be excluded from the run enter N. Copies: Enter the number of copies of the report that are to print.


FINANCIAL REPORTS - USER DEFINED BY GL CODE


GL User report maintenance DD.GLURPTMAINT Testing & Development Pty Ltd 16 DEC 00 09:20 DD.GLURPTMAINT Mail Kyocera 51 bertw DD 1023 Financial report# __ Financial report name ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The report name maintenance screen allows a file of reports and their names to be established and maintained. The detail the reports are to contain is entered via the report layout maintenance screen and the report definition screen. Financial report number: Enter the financial report code. A "?" will display all report codes established. Financial report name: Enter the name of the financial report. If the report exists the report name can be changed or it can be deleted. Deletion of a report also clears the account linkages established.


Report layout maintenance DD.GLUFINMAINT Testing & Development Pty Ltd 16 DEC 00 09:22 DD.GLUFINMAINT Mail Kyocera 51 bertw DD 1023 Report number ___ ______________________________ (P)rofit & loss or (B)alance sheet _ _____________ Sign Print Add to totals Line space Ln# Description rev tot# 1-2-3-4-5 before ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The report layout maintenance screen allows the user to format his own profit and loss reports and balance sheets. The report that is going to be formatted is nominated and each line is entered as it is required to be shown. General ledger accounts are attached to report lines using the report definition screen.

Lines are totaled by the selection of column one to five and if the line is nominated in the column it will be included in the total. Once totaled the column starts again for totaling purposes. Report number: Enter the report number that the layout is to be maintained for. A "?" will display all reports. Profit and loss or balance sheet: Enter a "P" or a "B" depending on the type of report being formatted. Line number: Either enter a line number or RETURN to accept the line number displayed. The lines will print in sequence on the report. To end out enter a space. Description: Enter the description of the line as it is to be displayed on the report. For example the lines can be in upper case for headings and lower case for actual description. Lines can be indented for better presentation. Sign reverse: General ledger accounts will appear in the report as either positive or negative (debit or credit). For presentation purposes it maybe necessary to change the sign in which case a "Y" should be entered.


Print total: Enter the column number that is required to be totaled. This will then clear this column but allow it to be used for future subtotaling. The column number selected must be one of the five displayed adjacent. All lines from the previous total for that column marked with an "X" will be added.

Add to total: Enter an "X" under the respective lines 1 to 5 that the line on the report is to be picked up in a total. If it is not to be added into a total then RETURN to move to the next field. Line space before: Enter the number of lines to be skipped on the printed report before the line being entered is printed. If it is to be printed immediately after the previous one RETURN to move to the next line.


Report definition DD.GLUFINLINK Testing & Development Pty Ltd 16 DEC 00 09:25 DD.GLUFINLINK Mail Kyocera 51 bertw DD 1023 Financial report# ___ ______________________________ (P)&l or (B)alance sheet _ _______________ Line number 9999 ______________________________ GL code ______________________ ____________________________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The report definition screen is used to link general ledger accounts to report lines. The report and its line are nominated. General ledger account codes are then entered and become linked to the report line. The general ledger code is entered in the defined format.

It is possible to enter multiple chart of account codes to one line of the report to produce a report that consolidates branches or departments within the report. Financial report number: Enter the financial report code that is to have general ledger codes linked to the report lines. A "?" will display all financial report codes. Profit and loss or balance sheet: Select option on report type. Line number: Enter the line number from the report selected that is to have general ledger codes linked to it. General ledger codes: Enter general ledger codes that are required to be linked to the report line nominated. The format is as defined. The total general ledger code must be input which could include branch, department and general ledger account.


GL user reports - audit report DD.GLURPTAUDIT Testing & Development Pty Ltd 16 DEC 00 09:27 DD.GLURPTAUDIT Mail Kyocera 51 bertw DD 1023 Report number __ ______________________________ (B)alance sheet or (P)&l _ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The report definition audit is used to determine which accounts are not linked to the report specified. The report lists the chart of accounts codes that are valid accounts for the report type nominated that are not linked to any line on the report layout. Report number: Enter the report number that the report definition audit is required for. Balance sheet or profit and loss: Select the option of whether the report is a profit and loss report or a balance sheet report. (P)rinter or (S)creen: Specify where the report is to print.


Report layout list DD.GLUFINLIST Testing & Development Pty Ltd 16 DEC 00 09:29 DD.GLUFINLIST Mail Kyocera 51 bertw DD 1023 This process lists the financial report layouts Report number ___ ______________________________ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The report layout list screen is used to initiate a printout of the report lines and the general ledger accounts that are linked to them. A report is nominated and its construction can be displayed on screen or printed. Report number: Enter the financial report number. A "?" will display all codes. (P)rinter or (S)creen: Select option on where the report layout list is to display.


Profit and loss print DD.GLUPLPRINT Testing & Development Pty Ltd 16 DEC 00 09:30 DD.GLUPLPRINT Mail Kyocera 51 bertw DD 1023 Report number ___ ______________________________ Branch consolidation _ Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ Department consolidation _ Departments ___ ______________________________ ___ ______________________________ ___ ______________________________ Fiscal period (YYyymm) 999999 ______________ (B)udget (L)ast year or (BO)th __ ______________________________ Group last year month/YTD figures _ Budget number ___ ______________________________ %Sales (Y)es or (N)o _ %Comparatives (Y)es or (N)o _ Currency ___ ______________________________ Heading ______________________________ ______________________________ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The print profit and loss report screen initiates the printing of the profit and loss report in the format as established in the report layout maintenance screen. The profit and loss reports maybe run for selected branches, all branches, consolidated by selected branches or consolidated. The period for which the report is to be run is nominated and a choice of budget or last year comparisons made. Report number: Enter the report code. A "?" will display all report codes. Branch or consolidated: Select option on print requirement. If the option is taken to print individual branch reports, specific branches can be selected to be included in the print run. If the consolidation option is chosen either a total consolidation or a selected branch consolidation can be done. Branch: Enter the branch codes. Branch reports or a consolidation report of the branches specified will be produced. If all branches are required RETURN . Department consolidation: Select option on the print requirement. If the department option is taken specific departments can be printed. If the consolidation option is taken a total consolidation or a selected department consolidation can be done. Departments: Enter department codes to select the departments required. Department reports or a consolidated report of the departments specified will be produced. Fiscal period: Enter the fiscal period that the report is required for.


Group last year month/YTD figures: Specify whether last years figures are to be grouped on the report. If grouped the report headings are:

Month YTD Last Year Actual Budget Actual Budget Month YTD Budget or last year comparison: Select option of budget or last year comparisons on the report. Sales percentage: Select whether percentages are to be displayed on the report. Comparative %: Specify whether percentages are to be displayed on the report as a comparison to actual. Currency: Enter the currency that the report is for. Heading: Enter a narrative heading for the report. This heading will apply to this printing of the profit and loss report. (P)rinter or (S)creen: Specify where the report is to print.


Balance sheet print DD.GLUBSPRINT Testing & Development Pty Ltd 16 DEC 00 09:33 DD.GLUBSPRINT Mail Kyocera 51 bertw DD 1023 Report number ___ ______________________________ Branch consolidation _ Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ Department consolidation _ Departments ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ Fiscal period (YYyymm) 999999 ______________ Budget number ___ ______________________________ Currency ___ ______________________________ Heading ______________________________ ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The print balance sheet report screen initiates the printing of the balance sheet for the report nominated. The report maybe run for selected branches, all branches, consolidation of selected branches or a total consolidation. The period for the report is nominated. Budget comparisons, month movement and last years comparisons are shown on the report. Report number: Enter the financial report code. A "?" will display all codes. Branch or consolidated: Select option on print requirement. If the option is taken to print individual branch reports, specific branches can be selected to be included in the print run. If the consolidation option is chosen either a total consolidation or a selected branch consolidation can be done. Branches: Enter the branch codes. Branch reports or a consolidated report of the branches specified will be produced. If all branches are required RETURN. Department consolidation: Select option on the print requirement. If the department option is taken specific departments can be printed. If the consolidation option is taken a total consolidation or a selected department consolidation can be done. Departments: Enter department codes to select the departments required. Department reports or a consolidated report of the departments specified will be produced.


Fiscal period: Enter the fiscal period that the report is required for. Budget number: Enter the budget the report is to show. Currency: Enter the currency the report is for. Heading: Enter a narrative heading for the report. This heading will apply to this printing of the balance sheet report.


Budget print DD.GLUBUDLIST Testing & Development Pty Ltd 16 DEC 00 09:36 DD.GLUBUDLIST Mail Kyocera 51 bertw DD 1023 Report number ___ ______________________________ (B)alance sheet or (P)&l _ _____________ Branch consolidation _ Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ Department consolidation _ Departments ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ (L)ast (T)his or (N)ext year _ _________ Budget number ___ ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The print budget screen initiates the printing of the budgets in the user designed formats. The user defined report is nominated along with the branches required and the budget year. Consolidated reports can also be printed for all branches or a selection of branches. Report number: Enter the user defined report number that a budget print is required for. A "?" will display all user defined report codes. Balance sheet or profit and loss: Select option on which budget is to print. Branch or consolidated: Select option on whether branch reports or a consolidated report is required. The next field determines which branches are to print or be included in the consolidation. Branches: Enter branch codes required in the print run. A "?" will display all branch codes. If all branches are required RETURN. Department consolidation: Select option on the print requirement. If the department option is taken specific departments can be printed. If the consolidation option is taken a total consolidation or a selected department consolidation can be done.


Departments: Enter department codes to select the departments required. Department reports or a consolidated report of the departments specified will be produced. Last year, this year or next year: Select option on which years budgets are to print. Budget number: Enter the budget the report is for.


FINANCIAL REPORTS - USER DEFINED GL LISTINGS


GL report name maintenance DD.GLRLMAINT1 Testing & Development Pty Ltd 16 DEC 00 09:42 DD.GLRLMAINT1 Mail Kyocera 51 bertw DD 1023 Report# ___ Report name ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The general ledger report name maintenance screen allows a file of reports and their names to be established and maintained.

The detail the reports are to contain is entered via the report list maintenance screen. Report code: Enter a numeric code or "?" to display all codes. Description: Enter the description of the report code.


GL report list maintenance DD.GLRLMAINT2 Testing & Development Pty Ltd 16 DEC 00 09:44 DD.GLRLMAINT2 Mail Kyocera 51 bertw DD 1023 Report# ___ ______________________________ GL account __________ ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The report list maintenance screen allows detail to be entered for the reports established under the report name maintenance screen.

The detail entered is a selection of general ledger codes. Reports can then be generated for any branch in this format. The information is taken from the general ledger as at a specified period. Detail entered can be seen using the report enquiry option. Report code: Enter the report code or a "?" to display all report codes. General ledger codes added will be included in this report. General ledger account code: Enter the general ledger account codes that are to be included in the report nominated. If the account is already present a delete option will be prompt. Accounts entered can be viewed using the report enquiry.


GL report enquiry DD.GLRLENQ Testing & Development Pty Ltd 16 DEC 00 09:46 DD.GLRLENQ Mail Kyocera 51 bertw DD 1023 Report# ___ ______________________________ Acc# Description __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The general ledger report enquiry details all the general ledger accounts that are included in the report nominated. Report code: Enter the report code or a "?" to display all report codes.


Report detail list DD.CALIST1 Testing & Development Pty Ltd 16 DEC 00 09:47 DD.CALIST1 Mail Kyocera 51 bertw DD 1023 (B)alance sheet or (P)rofit & loss _ Report# ___ ______________________________ Branch ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ Department ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ As at period 999999 ______________ _____________ Currency ___ ______________________________ Budget number ___ ______________________________ Heading __________________________________________________________________ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The report detail list initiates the printing of the reports as established under the general ledger report list maintenance screen. The user specifies the report code, the branches the report is to be run for, and the period.

The report maybe printed or viewed on the screen. Its format is by month and ytd with budget comparisons. All accounts specified display with subtotals as per the financial report lines. Balance sheet or profit and loss: Select option. Report code: Select report code required or "?" to display all report codes. Branch: Enter the branch code for the branch that the report is required for. A "?" will display all branch codes. Multiple branch codes may be entered. Department: Enter the department code for the department that the report is required for. A " ?" will display all department codes. As at period: Enter the period that the report is to go to. The format is yy.mm. Heading: Enter a narrative heading for the report run. (P)rinter or (S)creen: Select option on where the report is to display.


FINANCIAL REPORTS - USER DEFINED BY GL ACCOUNTS


GL User report maintenance DD.GLURPTMAINTA Testing & Development Pty Ltd 16 DEC 00 09:20 DD.GLURPTMAINT Mail Kyocera 51 bertw DD 1023 Financial report# __ Financial report name ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The report name maintenance screen allows a file of reports and their names to be established and maintained. The detail the reports are to contain is entered via the report layout maintenance screen and the report definition screen. Financial report number: Enter the financial report code. A "?" will display all report codes established. Financial report name: Enter the name of the financial report. If the report exists the report name can be changed or it can be deleted. Deletion of a report also clears the account linkages established.


Report layout maintenance DD.GLUFINMAINTA Testing & Development Pty Ltd 16 DEC 00 09:22 DD.GLUFINMAINT Mail Kyocera 51 bertw DD 1023 Report number ___ ______________________________ (P)rofit & loss or (B)alance sheet _ _____________ Sign Print Add to totals Line space Ln# Description rev tot# 1-2-3-4-5 before ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ___ ______________________________ _ 9 _ _ _ _ _ 9 ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The report layout maintenance screen allows the user to format his own profit and loss reports and balance sheets. The report that is going to be formatted is nominated and each line is entered as it is required to be shown. General ledger accounts are attached to report lines using the report definition screen.

Lines are totaled by the selection of column one to five and if the line is nominated in the column it will be included in the total. Once totaled the column starts again for totaling purposes. Report number: Enter the report number that the layout is to be maintained for. A "?" will display all reports. Profit and loss or balance sheet: Enter a "P" or a "B" depending on the type of report being formatted. Line number: Either enter a line number or RETURN to accept the line number displayed. The lines will print in sequence on the report. To end out enter a space. Description: Enter the description of the line as it is to be displayed on the report. For example the lines can be in upper case for headings and lower case for actual description. Lines can be indented for better presentation. Sign reverse: General ledger accounts will appear in the report as either positive or negative (debit or credit). For presentation purposes it maybe necessary to change the sign in which case a "Y" should be entered.


Print total: Enter the column number that is required to be totaled. This will then clear this column but allow it to be used for future subtotaling. The column number selected must be one of the five displayed adjacent. All lines from the previous total for that column marked with an "X" will be added.

Add to total: Enter an "X" under the respective lines 1 to 5 that the line on the report is to be picked up in a total. If it is not to be added into a total then RETURN to move to the next field. Line space before: Enter the number of lines to be skipped on the printed report before the line being entered is printed. If it is to be printed immediately after the previous one RETURN to move to the next line.


Report definition DD.GLUFINLINKA Testing & Development Pty Ltd 16 DEC 00 09:25 DD.GLUFINLINK Mail Kyocera 51 bertw DD 1023 Financial report# ___ ______________________________ (P)&l or (B)alance sheet _ _______________ Line number 9999 ______________________________ GL code ______________________ ____________________________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The report definition screen is used to link general ledger accounts to report lines. The report and its line are nominated. General ledger account codes are then entered and become linked to the report line. The general ledger code is entered in the defined format.

It is possible to enter multiple chart of account codes to one line of the report to produce a report that consolidates branches or departments within the report. Financial report number: Enter the financial report code that is to have general ledger codes linked to the report lines. A "?" will display all financial report codes. Profit and loss or balance sheet: Select option on report type. Line number: Enter the line number from the report selected that is to have general ledger codes linked to it. General ledger codes: Enter general ledger codes that are required to be linked to the report line nominated. The format is as defined. The total general ledger code must be input which could include branch, department and general ledger account.


GL user reports - audit report DD.GLURPTAUDITA Testing & Development Pty Ltd 16 DEC 00 09:27 DD.GLURPTAUDIT Mail Kyocera 51 bertw DD 1023 Report number __ ______________________________ (B)alance sheet or (P)&l _ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The report definition audit is used to determine which accounts are not linked to the report specified. The report lists the GL accounts that are not linked to any line on the report layout. Report number: Enter the report number that the report definition audit is required for. Balance sheet or profit and loss: Select the option of whether the report is a profit and loss report or a balance sheet report. (P)rinter or (S)creen: Specify where the report is to print.


Report layout list DD.GLUFINLISTA Testing & Development Pty Ltd 16 DEC 00 09:29 DD.GLUFINLIST Mail Kyocera 51 bertw DD 1023 This process lists the financial report layouts Report number ___ ______________________________ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The report layout list screen is used to initiate a printout of the report lines and the general ledger accounts that are linked to them. A report is nominated and its construction can be displayed on screen or printed. Report number: Enter the financial report number. A "?" will display all codes. (P)rinter or (S)creen: Select option on where the report layout list is to display.


Profit & loss print DD.GLUPLPRINTA Testing & Development Pty Ltd 16 DEC 00 09:30 DD.GLUPLPRINT Mail Kyocera 51 bertw DD 1023 Report number ___ ______________________________ Branch consolidation _ Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ Department consolidation _ Departments ___ ______________________________ ___ ______________________________ ___ ______________________________ Fiscal period (YYyymm) 999999 ______________ (B)udget (L)ast year or (BO)th __ ______________________________ Group last year month/YTD figures _ Budget number ___ ______________________________ %Sales (Y)es or (N)o _ %Comparatives (Y)es or (N)o _ Currency ___ ______________________________ Heading ______________________________ ______________________________ (P)rinter or (S)creen _ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The print profit and loss report screen initiates the printing of the profit and loss report in the format as established in the report layout maintenance screen. The profit and loss reports maybe run for selected branches, all branches, consolidated by selected branches or consolidated. The period for which the report is to be run is nominated and a choice of budget or last year comparisons made. Report number: Enter the report code. A "?" will display all report codes. Branch or consolidated: Select option on print requirement. If the option is taken to print individual branch reports, specific branches can be selected to be included in the print run. If the consolidation option is chosen either a total consolidation or a selected branch consolidation can be done. Branch: Enter the branch codes. Branch reports or a consolidation report of the branches specified will be produced. If all branches are required RETURN . Department consolidation: Select option on the print requirement. If the department option is taken specific departments can be printed. If the consolidation option is taken a total consolidation or a selected department consolidation can be done. Departments: Enter department codes to select the departments required. Department reports or a consolidated report of the departments specified will be produced. Fiscal period: Enter the fiscal period that the report is required for.


Group last year month/YTD figures: Specify whether last years figures are to be grouped on the report. If grouped the report headings are:

Month YTD Last Year Actual Budget Actual Budget Month YTD Budget or last year comparison: Select option of budget or last year comparisons on the report. Sales percentage: Select whether percentages are to be displayed on the report. Comparative %: Specify whether percentages are to be displayed on the report as a comparison to actual. Currency: Enter the currency that the report is for. Heading: Enter a narrative heading for the report. This heading will apply to this printing of the profit and loss report. (P)rinter or (S)creen: Specify where the report is to print.


Balance sheet print DD.GLUBSPRINTA Testing & Development Pty Ltd 16 DEC 00 09:33 DD.GLUBSPRINT Mail Kyocera 51 bertw DD 1023 Report number ___ ______________________________ Branch consolidation _ Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ Department consolidation _ Departments ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ Fiscal period (YYyymm) 999999 ______________ Budget number ___ ______________________________ Currency ___ ______________________________ Heading ______________________________ ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The print balance sheet report screen initiates the printing of the balance sheet for the report nominated. The report maybe run for selected branches, all branches, consolidation of selected branches or a total consolidation. The period for the report is nominated. Budget comparisons, month movement and last years comparisons are shown on the report. Report number: Enter the financial report code. A "?" will display all codes. Branch or consolidated: Select option on print requirement. If the option is taken to print individual branch reports, specific branches can be selected to be included in the print run. If the consolidation option is chosen either a total consolidation or a selected branch consolidation can be done. Branches: Enter the branch codes. Branch reports or a consolidated report of the branches specified will be produced. If all branches are required RETURN. Department consolidation: Select option on the print requirement. If the department option is taken specific departments can be printed. If the consolidation option is taken a total consolidation or a selected department consolidation can be done. Departments: Enter department codes to select the departments required. Department reports or a consolidated report of the departments specified will be produced.


Fiscal period: Enter the fiscal period that the report is required for. Budget number: Enter the budget the report is to show. Currency: Enter the currency the report is for. Heading: Enter a narrative heading for the report. This heading will apply to this printing of the balance sheet report.


Budget print DD.GLUBUDLISTA Testing & Development Pty Ltd 16 DEC 00 09:36 DD.GLUBUDLIST Mail Kyocera 51 bertw DD 1023 Report number ___ ______________________________ (B)alance sheet or (P)&l _ _____________ Branch consolidation _ Branches ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ ______ ______________________________ Department consolidation _ Departments ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ ___ ______________________________ (L)ast (T)his or (N)ext year _ _________ Budget number ___ ______________________________ ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V10. [FEDIT]

The print budget screen initiates the printing of the budgets in the user designed formats. The user defined report is nominated along with the branches required and the budget year. Consolidated reports can also be printed for all branches or a selection of branches. Report number: Enter the user defined report number that a budget print is required for. A "?" will display all user defined report codes. Balance sheet or profit and loss: Select option on which budget is to print. Branch or consolidated: Select option on whether branch reports or a consolidated report is required. The next field determines which branches are to print or be included in the consolidation. Branches: Enter branch codes required in the print run. A "?" will display all branch codes. If all branches are required RETURN. Department consolidation: Select option on the print requirement. If the department option is taken specific departments can be printed. If the consolidation option is taken a total consolidation or a selected department consolidation can be done.


Departments: Enter department codes to select the departments required. Department reports or a consolidated report of the departments specified will be produced. Last year, this year or next year: Select option on which years budgets are to print. Budget number: Enter the budget the report is for.


AUTOMATED GENERAL LEDGER REPORTING


The base financial reports and both versions of the user defined report options can be put into a process to automatically run various options of the reports. This saves re-keying the report parameters each time the set of financial reports are required. The processes are used to both maintain the report options that are required and to run the reports. These options are provided each time the programs are selected.


Auto profit & loss GL code DD.GLUPLAUTOMAINT Testing & Development Pty Ltd 18 DEC 00 15:23 DD.GLAUTOMAINT Mail (Slaved) bertw DD 1023 Rp# Headings for ______________ - Page 99 of 99 Run Copies 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V14.1a []

The auto profit & loss by GL code process allows a job stream to be set up and run for user defined P&L reports by GL code. The front screen allows the job stream to be specified. The back screen allows the job to be defined. Heading: Enter a narrative heading for the report. This can be two lines long. Run: Enter “Y” if the report is to run in the run being set up. The default is Y. If the report is to be excluded from the run enter N. Copies: Enter the number of copies of the report that are to print.


Auto profit & loss GL account DD.GLUPLAUTOMAINT Testing & Development Pty Ltd 18 DEC 00 15:23 DD.GLAUTOMAINT Mail (Slaved) bertw DD 1023 Rp# Headings for ______________ - Page 99 of 99 Run Copies 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 999 ______________________________ ______________________________ _ 999 ** DEVELOPMENT ** COPYRIGHT(C) 1989-2001 Citadel Computer Systems V14.1a []

The auto profit & loss by GL account process allows a job stream to be set up and run for user defined P&L reports by GL account. The front screen allows the job stream to be specified. The back screen allows the job to be defined. Heading: Enter a narrative heading for the report. This can be two lines long. Run: Enter “Y” if the report is to run in the run being set up. The default is Y. If the report is to be excluded from the run enter N. Copies: Enter the number of copies of the report that are to print.


BANK RECONCILIATION PROCESSING


Bank adjustments DD.BANKADJ Citadel Distribution & Financial systems 09 DEC 96 15:44 TCL Kyocera (slaved) 26 frances REL.TEST 1011 Bank number __ ______________________________ Period 999999 ______________ Detail ______________________________ Date ________ Bank account amount 9999999.99- ___ Posting amount 9999999.99- ___ Applied 9999999.99- ___ Balance 9999999.99- ___ G/L code Amount Detail ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ ______________________ 9999999.99- ______________________________ COPYRIGHT (C) 1989-1995 Citadel Computer Systems V6.1

The bank adjustment screen allows miscellaneous entries to be made to the bank accounts. Entries would include things like bank fees, cheque book charges, interest etc that are put directly onto the bank statement and have not gone through accounts payable or cash receipts entry. The entry is the same as a journal entry except that the bank file is referenced. A journal reference is generated for each transaction. Bank number: The default bank account if entered on the appropriate program parameter will be displayed. This can be over written if necessary. A "?" will display existing codes. The bank code nominated will determine which general ledger bank account will receive the interface entry. Enter a space to exit from this process. Period: The posting period determines which month the bank adjustment will be posted to in the general ledger. This can be in the form of yyyymm or yymm. The display format is yyyymm. Detail: Enter narrative detail for the bank adjustment. This will print on the journal entry and in the general ledger. Detail must be entered for each adjustment. RETURN at this field (without entering detail) will back tab to the previous field. Date: This field will default to the current date but may be overwritten in the format of dd.mm (the current year will default) or dd.mm.yy. The date has no impact on which period the transaction is posted to in the general ledger.


Bank account amount: Enter the amount that is to be posted to the bank account. This can be as a debit or credit (using the “-” sign for credits). General ledger code: Enter a general ledger code in the defined format. Search facilities are available for selection of the general ledger code. Amount: Enter the amount to be coded to the general ledger account nominated. These amounts will appear in the general ledger as either a debit or credit depending on how they are entered. For credit entries use "-". Detail: Enter the detail that is to print in the general ledger against this transaction. On update, a journal number is displayed. This prints on the general journal audit trail and is the reference in the bank reconciliation file for the adjustment. This journal number should be recorded on the source document for enquiry access at a later stage.


Bank statement entry DD.BANKRECENTRY Citadel Distribution & Financial systems 09 DEC 96 15:21 TCL Kyocera (slaved) 26 frances REL.TEST 1011 Bank number __ ______________________________ Total nett 99999999.99- (A)ll transactions or (B)alance only _ Entry date ________ Trn Ref# Date Vendor/user Amount Nett Applied B/S date ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ ______________________________________________________ ___________ ________ COPYRIGHT (C) 1989-1995 Citadel Computer Systems V6.1

The bank statement entry process displays all items held on the bank file and allows the bank statement amounts to be entered along side the transactions. The amount entered can vary from the bank file amount. A balance is then shown for the bank file transaction. The bank account transactions show the type of transaction and its reference and date. Deposits also show the operator code and payments the cheque number and the vendor to whom payment was made. Bank account: Enter the bank account. This will default to the account entered in the parameter file. Search facilities are available to select existing records. (A)ll transactions or (B)alance only: Enter the selection criteria. Selection of (A)ll transactions will display all transactions including reconciled items. Entry date: If the program parameter has been set to allow entry of this field, enter the date that the transactions were presented. As each item is reconciled, the date is defaulted but can be overwritten. This date will display in enquiries. Applied: Enter the amount to be matched with the transaction. A full stop will pick up the “nett” amount as the applied amount. If there is no amount to apply, then RETURN through the field. NOTE: If the amount is a deposit the applied amount should be entered as a positive.

If the amount is a payment the applied amount should be entered as a negative. B/S date:


Enter the bank statement date. This will default from the “Entry date” but can be over written.


Bank statement entry by line DD.BANKSTATENTRY Citadel Distribution & Financial systems 09 DEC 96 15:3 TCL Kyocera (slaved) 26 frances REL.TEST 101 Bank account __ ______________________________ Total amt 99999999.99- Transaction type _ __________ Presentation date ________ Reference ____________________ Original amount 99999999.99- Bank statement amt 99999999.99- COPYRIGHT (C) 1989-1995 Citadel Computer Systems V6.1

The bank statement entry by line process allows amounts appearing on the bank statement to be matched with transactions in the bank account by reference to the transaction. The process requires each bank statement line to be keyed as a transaction. On exit from this process, a bank statement entry audit report is produced. This should be balanced to the bank statement to ensure all items have been keyed correctly. Note: To ensure the bank statement has been entered correctly, the total of the audit

report should represent the difference between the opening balance and the closing balance on the bank statement entered.

Bank account: Enter the bank account. This will default to the account held in the parameter file. Search facilities are available to select existing records. Transaction type: Depending on the transaction being reconciled, enter • (A)djustment • (C)heque • (D)eposit Presentation date: If the program parameter has been set to allow entry of this field, enter the date that the transactions were presented. The system date will default, but can be overwritten. This date will display in enquiries.


Reference: Enter the reference number for the transaction. • For cheques, enter the cheque number. • For deposits, enter the bank schedule number. • For adjustments, enter the journal number. The bank file amount is displayed for reference purposes. Bank statement amt: This amount will default but can be over written.


LISTINGS AND ENQUIRIES

Bank enquiry DD.BANKRECLIST The enquiry on the bank reconciliation file is a listing of transactions for a nominated bank account plus entries applied against them. Selection criteria include: • GL period range • Report type ie. cheques, adjustments, deposits or all, • Whether all transactions are required or only transactions with balances. The items left in this file represent the transactions that make up the difference between the balance for the bank account in the general ledger and the bank statement (if all transactions that have appeared on the bank statement have been entered). To complete a reconciliation between the two, the listings of unpresented cheques, deposits, and adjustments should be run. Note: Ensure the general ledger update has been run in order that the general ledger

is reflecting the same figures as the bank reconciliation file.

Enquiry showing source detail DD.BANKRECRPT This enquiry works in the same way as the bank enquiry (DD.BANKRECLIST) but also displays/prints source detail ie. deposit date etc.


Documents

CITADEL COMPUTER SYSTEMS · CITADEL BUSINESS SYSTEM DOCUMENTATION GENERAL LEDGER TRAINING REFERENCE NOTES v10.2 . Table of Contents ... Standard journal maintenance DD.STDJNLMAINT