ACCOUNTING – GENERAL LEDGER

THE ACCOUNTING SYSTEM SUPPORTS MULTIPLE COMPANIES. AND MULTIPLE DIVISIONS

WITHIN A COMPANY.(LIMIT OF 999 DIVISIONS WITHIN A COMPANY.) DIVISIONAL

ACCOUNTING PERMITS AN INCOME STATEMENT FOR EACH DIVISION BUT MAINTAINS THE

ABILITY TO COMBINE THE INFORMATION INTO AN INCOME STATEMENT FOR THE ENTIRE

COMPANY.

**SCREEN DISPLAY**

JOURNAL ENTRY (8.1)

THE "JOURNAL ENTRY" PROGRAM IS USED TO ENTER TRANSACTIONS OUTSIDE THE SCOPE OF THE MDS SYSTEM OR ADJUSTING ENTRIES TO AUTO ENTRIES MADE BY MDS.

GENERAL JOURNAL. MDS MODULES MAKE GENERAL JOURNAL ENTRIES AUTOMATICALLY.

THE TYPES OF ENTRIES MADE BY EACH OF THE MODULES ARE DISCUSSED LATER IN THIS MANUAL.

WHEN YOU MAKE A GENERAL JOURNAL ENTRY, THE GENERAL LEDGER ACCOUNT IS NOT

AFFECTED UNTIL THE JOURNAL IS POSTED TO THE GENERAL LEDGER.

WHEN YOU ENTER THE PROGRAM, A JOURNAL ENTRY SCREEN DISPLAYS:

SCREEN FIELDS DESCRIPTION

G/L ACCOUNT # THE GENERAL LEDGER ACCOUNT NUMBER YOU WISH DEBITED OR

CREDITED FOR THE AMOUNT OF THE TRANSACTION.

AMOUNT # THE AMOUNT OF THE TRANSACTION.

DEBIT OR CREDIT WHETHER THE AMOUNT ABOVE IS TO BE DEBITED OR CREDITED TO

THE GENERAL LEDGER ACCOUNT NUMBER ENTERED ABOVE. PRESS

{C} THEN {ENTER} FOR CREDITS. PRESS {D} THEN {ENTER} FOR

DEBITS. THE FIELD ACCEPTS NO OTHER LETTERS.

DATE DEFAULT IS THE SYSTEM DATE. THIS IS THE DATE OF THE

TRANSACTION. IF THE DATE IS CORRECT, PRESS {ENTER} OR

THE {DOWN ARROW} KEY TO SKIP THE FIELD. IF YOU CHANGE

THIS DATE, THE NEW DATE ENTERED BECOMES THE DEFAULT DATE

FOR THE NEXT TRANSACTION.

REFERENCE NO THIS FIELD PROVIDES AN AUDIT TRAIL FOR THE TRANSACTION.

THE FIELD MAY BE SET TO A CHECK OR INVOICE NUMBER OR ANY

REFERENCE YOU DESIRE. NOTE: THE NUMBER MUST BE LESS THAN

32767 OR AN ERROR WILL OCCUR.

COMMENT FIELD PROVIDED FOR ANY NOTES ABOUT THE TRANSACTION.

TYPICAL COMMENTS MIGHT BE THE PERSON A CHECK IS MADE OUT

TO, THE CUSTOMER AN INVOICES IS TO, OR AN EXPLANATION OF

A CORRECTING JOURNAL ENTRY.

TYPE DEFAULT IS "GL". YOU MAY CHANGE THIS FIELD IF YOU WISH

TO REFLECT THE SOURCE OF THE DOCUMENT. OTHER MDS SYSTEM

SET THE TYPE IDENTIFIER AUTOMATICALLY TO INDICATE THE

SECTION OF THE OVERALL SYSTEM THE ENTRY WAS MADE FROM.

CODES USED BY THE DIFFERENT SECTIONS OF THE MDS SYSTEM

ARE:

GL GENERAL LEDGER

AR ACCOUNTS RECEIVABLE

AP ACCOUNTS PAYABLE

PR PAYROLL

IN INVENTORY

IV INVOICING

RT ROUTING

RN RENTAL

ET EQUIPMENT TRACKING

VN VENDING

THESE ARE NOT THE ONLY CODES WHICH ARE VALID. ANY TWO

LETTER CODE MAY BE USED IN THE GENERAL JOURNAL SYSTEM TO

HELP ISOLATE TRANSACTIONS. THE MDS SYSTEM USES THE CODES

DEFINED ABOVE. NOTE: FUTURE ENHANCEMENTS TO THE MDS

SYSTEM MAY DEFINE ADDITIONAL CODES.

G/L ACCOUNT # THIS FIELD AND THE "AMOUNT" FIELD ARE REPEATED 13 TIMES.

THIS ALLOWS THE JOURNAL ENTRY AMOUNT ENTERED ABOVE TO BE

DEBITED OR CREDITED TO SEVERAL DIFFERENT GENERAL LEDGER

ACCOUNTS. IF A "C" IS ENTERED IN THE "DEBIT OR CREDIT"

FIELD, THE AMOUNTS ENTERED BELOW ARE DEBITED TO THESE

ACCOUNTS. IF A "D" IS ENTERED IN THE "DEBIT OR CREDIT"

FIELD, THE AMOUNTS ENTERED BELOW ARE CREDITED TO THESE

ACCOUNTS.

AMOUNT THE AMOUNT TO BE DEBITED OR CREDITED TO THE GENERAL

LEDGER ACCOUNT ENTERED ABOVE.

IF YOU HAVE AN INVALID DATE ON A TRANSACTION, THE TRANSACTION IS NON-POSTABLE

UNTIL THE DATE IS CORRECTED. IF YOU DO NOT HAVE VALID GENERAL LEDGER ACCOUNT

CODES FOR THE DEBIT AND CREDIT, THE ENTRY IS NON-POSTABLE UNTIL CORRECTED.

WHEN FINISHED, PRESS {PF2} AT A BLANK JOURNAL ENTRY SCREEN TO EXIT THE

PROGRAM. JOURNAL ENTRIES ARE NOT POSTED TO THE GENERAL LEDGER UNTIL THE

"POST JOURNAL" PROGRAM IS RUN.

PRINT JOURNAL (8.2)

IN MOST CASES JOURNALS ARE RUN BY SUMMARY, RUNNING A DETAILED LISTING IS FOR ARCHIVE OR BALANCING. A DETAIL LISTING WILL NORMALLY BE MANY PAGES LONG.

THE SCREEN DISPLAYS A SERIES OF QUESTIONS TO ANSWER.

ONCE ALL QUESTIONS ARE ANSWERED, THE SYSTEM PROCESSES THE JOURNAL REQUESTED.

ONCE THE PROCESS IS COMPLETE, THE "REPORT SELECTIONS MENU" APPEARS.

PRINT JOURNAL PROGRAMS ARE IN MOST OF THE MODULES. ALL THE PRINT JOURNAL

PROGRAMS ARE EXACTLY THE SAME.

8.3 ADD/EDIT CHART OF ACCOUNTS

THE "ADD/EDIT CHART OF ACCOUNTS" PROGRAM CREATES, EDITS OR DELETES ACCOUNTS

FROM THE CHART OF ACCOUNTS.

WHEN YOU ENTER THE PROGRAM, AN INPUT SCREEN DISPLAYS WITH ACCOUNT TYPES

DISPLAYED AT THE BOTTOM. IF YOU ARE EDITING AN ACCOUNT, USE THE {ENTER} OF

UP/DOWN ARROW KEYS TO SKIP ANY FIELDS YOU DO NOT WISH TO CHANGE.

**SCREEN DISPLAY**

#############################################################################

SCREEN FIELDS DESCRIPTION

#############################################################################

ACCOUNT # TYPE IN AN EIGHT CHARACTER NUMBER AND PRESS {ENTER}.

THIS IS THE NUMBER ASSIGNED TO THE ACCOUNT. THE COMPUTER

SEARCHES THE CHART OF ACCOUNTS TO SEE IF THE NUMBER

ALREADY EXISTS. IF THE NUMBER DOES NOT EXIST, THE OTHER

FIELDS REMAIN BLANK. IF THE COMPUTER FINDS THE NUMBER,

IT DISPLAYS THE PREVIOUS INFORMATION ENTERED ABOUT THE

ACCOUNT AND PERMITS EDITING.

DESCRIPTION IF YOU ARE ENTERING A NEW ACCOUNT OR WISH TO CHANGE THE

NAME OF THE ACCOUNT, TYPE IN THE NAME YOU WISH TO GIVE

THE ACCOUNT AND PRESS {ENTER}. THIS NAME IS PRINTED ON

THE FINANCIAL STATEMENT. EXAMPLES: CASH IN BANK, CASH

IN BANK - FIRST TEXAS

TYPE THE TYPE NUMBER FOR THIS GENERAL LEDGER ACCOUNT. TYPE IN

THE TYPE NUMBER AND PRESS {ENTER}. IF YOU ARE DELETING

AN EXISTING ACCOUNT, CHANGE THE TYPE TO "0" AND PRESS

{ENTER}.

WARNING! DO NOT DELETE AN ACCOUNT WITH A BALANCE.

IF YOU DO, THE GENERAL LEDGER IS THROWN OUT OF

BALANCE. THE BALANCE MUST BE TRANSFERRED TO

ANOTHER ACCOUNT VIA JOURNAL ENTRIES. AFTER THE

BALANCE IS TRANSFERRED YOU MAY DELETE THE ACCOUNT.

TYPES ARE DISPLAYED AT THE BOTTOM OF THE SCREEN. AN

EXPLANATION OF TYPES IS INCLUDED AT THE END OF THIS

SECTION.

BEGINNING BALANCE FIELD FOR SETTING THE INITIAL BALANCE OF THE ACCOUNT.

TYPE IN THE BEGINNING BALANCE AND PRESS {ENTER}.

NOTE: IF THE BEGINNING BALANCE ON THE ACCOUNT IS A

CREDIT BALANCE, IT MUST BE ENTERED AS A NEGATIVE

AMOUNT. ALSO THE COMPUTER DOES NOT ACCEPT THE

"$"(DOLLAR SIGN) OR ","(COMMA).

FOR BALANCE SHEET ACCOUNTS, TYPES 1-9, THIS IS THE

BALANCE OF THE ACCOUNT SINCE THE START OF THE BUSINESS.

FOR OTHER ACCOUNTS, TYPES 10-16, THIS IS THE BALANCE

SINCE THE START OF THE FISCAL YEAR. AFTER SETTING THESE

BALANCES, IT IS IMPORTANT THAT YOU RUN A "TRIAL BALANCE"

TO CHECK THAT THE LEDGER BALANCE IS ZERO. IF YOU ARE

USING MULTIPLE DIVISIONS, AN INTENT TO SET DIVISIONAL

BALANCES ON THE ACCOUNT DO NOT SET THIS BALANCE.

WHEN FINISHED ENTERING OR EDITING, PRESS {PF2}. YOU MAY ENTER OR EDIT

ANOTHER ACCOUNT OR PRESS {PF2} TO EXIT. BEFORE YOU EXIT THE PROGRAM, THE

SCREEN DISPLAYS:

SORT CHART OF ACCOUNTS (Y/N)

ANYTIME YOU ADD A NEW ACCOUNT OR CHANGE THE TYPE, ANSWER THE QUESTION BY

PRESSING {Y} THEN {ENTER}. IF YOU ONLY CHECKED A BALANCE OR CHANGED THE

DESCRIPTION, YOU MAY PRESS {N} THEN {ENTER}. TO SIMPLIFY THINGS, YOU MIGHT

MAKE A HABIT OF SORTING EACH TIME YOU EXIT THE PROGRAM.

+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

DESCRIPTION TYPE NUMBER AND EXPLANATION

+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

CURRENT ASSETS 1 - ASSETS THAT CHANGE FREQUENTLY. SUCH AS CASH,

ACCOUNTS RECEIVABLE, OR INVENTORY.

FIXED ASSETS 2 - ASSETS THAT HAVE A LONG LIFE. SUCH AS OFFICE

EQUIPMENT, BUILDING, TRUCKS AND COMPUTER EQUIPMENT.

OTHER ASSETS 3 - ANY OTHER ASSETS SUCH AS DEPOSITS FOR UTILITIES,

LEASE SPACE AND SIMILAR ITEMS. ALSO INCLUDED ARE ASSETS

KNOWN AS "CONTRA-ASSETS WHICH REDUCE THE VALUE OF AN

ASSET. SUCH AS ACCUMULATED DEPRECIATION ON FIXED ASSETS.

CURRENT LIABILITIES 5 - LIABILITIES THAT CHANGE FREQUENTLY. SUCH AS ACCOUNTS

PAYABLE, FEDERAL WITHHOLDING PAYABLE, OR FICA PAYABLE.

LONG TERM LIABIL- 6 - LIABILITIES WITH A LONG LIFE. SUCH AS BANK LOANS.

ITIES

EQUITY 9 - ACCOUNTS REFLECTING THE WORTH OF THE BUSINESS. SUCH

AS COMMON STOCK, RETAINED EARNINGS, YEAR-TO-DATE PROFIT

& LOSS, AND PROPRIETARY DRAW ACCOUNTS.

OPERATING INCOME 10 - VARIOUS INCOME ACCOUNTS FOR THE BUSINESS. SUCH AS

WATER SALES, COFFEE SALES ETC.

COST OF SALES 11 - GENERAL LEDGER ACCOUNTS THAT REFLECT THE COST OF

MAKING A SALE, SUCH AS COST OF A PRODUCT OR FREIGHT.

OPERATING EXPENSES 12 - ACCOUNTS WHICH ARE NOT COST OF SALES BUT DO REDUCE

YOUR INCOME. GENERALLY REFERRED TO AS OVERHEAD. SUCH AS

RENT, UTILITIES, AND TRUCK GAS.

OTHER REVENUE 15 - ACCOUNTS REFLECTING INCOME NOT PRODUCED AS A NORMAL

PART OF THE BUSINESS, SUCH AS SALE OF AN ASSET OR

INTEREST ON A SAVINGS ACCOUNT.

FEDERAL INCOME TAX 16 - ACCOUNTS USED FOR FEDERAL INCOME TAX ON THE

BUSINESS.

8.4 EDIT JOURNAL

THE EDIT JOURNAL PROGRAM IS USED TO MODIFY JOURNAL ENTRIES BEFORE THEY ARE

POSTED TO THE GENERAL LEDGER. THE PRIMARY PURPOSE OF THE PROGRAM IS RECOVERY

FROM NON-POSTABLE JOURNAL ENTRIES.

THERE MAY BE CASES WHEN THE DATE OF A JOURNAL ENTRY IS INVALID OR INCORRECT,

OR WHEN EITHER THE ACCOUNT TO DEBIT, THE ACCOUNT TO CREDIT, OR BOTH ARE

INCORRECT OR INVALID. THIS IS THE PRIMARY USE FOR THIS PROGRAM.

THE SCREEN DISPLAYS:

ENTER JOURNAL ENTRY NUMBER TO EDIT?

TO CORRECT A NON-POSTABLE ENTRY, YOU USE THE JOURNAL ENTRY NUMBER INDICATED

ON THE "NON-POSTABLE ENTRIES REPORT"(PRINTS OUT AFTER "POST JOURNAL" (8.6)

PROGRAM) OR THE JOURNAL ENTRY NUMBER INDICATED ON THE JOURNAL LISTING.("PRINT

JOURNAL"(5.B.1)) TYPE IN THE NUMBER AND PRESS {ENTER}. AN "EDIT" PAGE IS

DISPLAYED.

**SCREEN DISPLAY**

######################################################################

SCREEN FIELDS DESCRIPTION

###########################################################################

CREDITED THIS IS THE GENERAL LEDGER ACCOUNT CODE FOR THE ACCOUNT

CREDITED BY THE AMOUNT SHOWN ON THE "AMOUNT" LINE.

ACC DEBITED THE GENERAL LEDGER ACCOUNT CODE FOR THE ACCOUNT DEBITED

BY THE AMOUNT SHOWN ON THE "AMOUNT" LINE.

AMOUNT THE AMOUNT OF THE TRANSACTION. THE AMOUNT IS ATTACHED AS

A CREDIT TO THE ACCOUNT CREDITED AND AS A DEBIT TO THE

ACCOUNT DEBITED.

DATE THE DATE THAT THIS PARTICULAR JOURNAL ENTRY WAS MADE. IF

THIS FIELD IS BLANK, OR IF THE DATE IS NOT IN VALID MDS

DATE FORMAT, THE ENTRY WILL NOT POST.

REFERENCE NO. THIS NUMBER IS USED IN DEVELOPING AN AUDIT TRAIL FOR THE

JOURNAL ENTRY. IF THE ENTRY IS PRODUCED BY PAYROLL, THE

FIELD CONTAINS THE NUMBER OF THE CHECK WHICH PRODUCED THE

ENTRY.

COMMENT COMMENT ATTACHED TO THE JOURNAL ENTRY.

TYPE IDENTIFIES THE SYSTEM THAT PRODUCED THIS PARTICULAR

JOURNAL ENTRY.

GL - GENERAL LEDGER

AR - ACCOUNTS RECEIVABLE

AP - ACCOUNTS PAYABLE

PR - PAYROLL

IN - INVENTORY

IV - INVOICING

RT - ROUTING

RN - RENTAL

ET - EQUIPMENT TRACKING

ENTRY NO THE JOURNAL ENTRY NUMBER FOR THIS PARTICULAR JOURNAL

ENTRY. THE NUMBER IS USED IN IDENTIFYING THE JOURNAL

ENTRY TO EDIT.

WHEN YOU FINISH EDITING THE SCREEN, PRESS {PF2}. YOU ARE RETURNED TO THE

FIRST SCREEN OF THE PROGRAM. YOU MAY EDIT ANOTHER JOURNAL ENTRY OR PRESS

{PF2} TO EXIT THE PROGRAM.

8.5 PRINT CHART OF ACCOUNTS

THE "PRINT CHART OF ACCOUNTS" PROGRAM GENERATES A LISTING OF THE CURRENT

CHART OF ACCOUNTS. THE LIST IS SORTED FIRST BY ACCOUNT TYPE AND THEN

ALPHABETICALLY BY ACCOUNT WITHIN AN ACCOUNT TYPE. THIS MEANS THAT ALL

"CURRENT ASSETS" ARE GROUPED TOGETHER EVEN IF TWO "CURRENT ASSETS" ARE

NUMBERED "1000" AND "5000" AND A "CURRENT LIABILITY" NUMBERED "2000". A

COPY OF THIS LISTING IS HANDY AS A REFERENCE WHEN CODING TRANSACTIONS.

ANY ACCOUNT WITH AN INVALID "TYPE" IS PRINTED AS "UNKNOWN".

THE LISTING BEGINS PROCESSING WHEN YOU SELECT THIS PROGRAM. AS SOON AS THE

LISTING HAS FINISHED PROCESSING, THE "REPORT SELECTIONS MENU" APPEARS.

8.6 POST JOURNAL

THE "POST JOURNAL" PROGRAM POSTS THE GENERAL JOURNAL TO THE GENERAL LEDGER.

THIS PROGRAM MUST BE RUN BEFORE YOU CAN PRINT AN INCOME STATEMENT, BALANCE

SHEET, LEDGER LIST, OR A TRIAL BALANCE.

THE SCREEN DISPLAYS A SERIES OF QUESTIONS THAT MUST BE ANSWERED TO RUN THE

PROGRAM.

ENTER TYPE (AR, AP,PR, IV, VN, ... OR <ENTER> OR ALL)

ENTER MONTH (1 - 12) OR <ENTER> FOR ALL

ENTER DAY (1 - 31) OR <ENTER> FOR ALL

START POSTING JOURNAL ?

MOST OF THE QUESTIONS ARE SELF-EXPLANATORY. THE ONLY QUESTION YOU MIGHT NEED

HELP WITH IS THE FIRST. THE TYPES ARE:

GL GENERAL LEDGER

AR ACCOUNTS RECEIVABLE

AP ACCOUNTS PAYABLE

PR PAYROLL

IN INVENTORY

IV INVOICING

RT ROUTING

RN RENTAL

ET EQUIPMENT TRACKING

WHEN YOU ANSWER THE FINAL QUESTION WITH "Y" THEN PRESS {ENTER}, THE JOURNAL

BEGINS POSTING. AS THE PROGRAM BEGINS TO RUN, THERE ARE TWO PHASES OR PASSES

ACROSS THE GENERAL JOURNAL ENTRIES. IN THE FIRST PASS, THE SYSTEM CHECKS

EACH JOURNAL TRANSACTION TO DETERMINE WHETHER THE ENTRY IS VALID TO POST. IF

AN INVALID ENTRY IS DETECTED, IT WILL BE PRINTED ON A "NON-POSTABLE ENTRIES"

REPORT. THE SYSTEM ALWAYS CHECKS EACH OF THE SELECTED MONTHS TRANSACTIONS

FOR VALIDITY. EACH INVALID OR NON-POSTABLE ENTRY PRODUCES A LINE ON THE

"NON-POSTABLE ENTRIES" REPORT. IF ANY ERRORS ARE DISCOVERED, THE SYSTEM DOES

NOT ATTEMPT TO PERFORM PASS 2 BUT INSTEAD, RETURNS TO THE ACCOUNTING MENU.

IF NO ERRORS ARE DETECTED, THE SYSTEM ENTERS PHASE TWO AND POSTS EACH

TRANSACTION TO THE GENERAL LEDGER.

WHEN THE PROGRAM COMPLETES, YOU ARE RETURNED TO THE ACCOUNTING PROGRAM MENU.

8.7 PRINT INCOME STATEMENT

"PRINT INCOME STATEMENT" PRINTS THE PROFIT OR LOSS REPORT FOR THE COMPANY.

THE REPORT HAS TWO COLUMNS. THE FIRST IS THE AMOUNT FOR THE SELECTED MONTH,

AND THE SECOND IS FOR THE "YEAR-TO-DATE" TOTALS. THE REPORT CAN BE PRINTED

WITH PERCENTAGES OR WITHOUT.

NOTE: BEFORE RUNNING THIS PROGRAM, THE GENERAL JOURNAL MUST BE POSTED

TO THE GENERAL LEDGER.

**SCREEN DISPLAY**

PRESS {1} THEN {ENTER} TO SELECT A REPORT FORMAT WITHOUT A "PERCENTAGE"

COLUMN.

PRESS {2} THEN {ENTER} TO SELECT A REPORT FORMAT WITH A "PERCENTAGE" COLUMN.

IF YOU ENTER THE PROGRAM IN ERROR, OR DO NOT WISH TO PRINT THE REPORT, PRESS

{PF2} TO EXIT THE PROGRAM.

AFTER SELECTING A FORMAT OPTION, THE PROGRAM ADDS A DISPLAY LINE:

ENTER MONTH NUMBER

TYPE IN THE NUMBER OF THE MONTH YOU WISH TO PRINT(1-12) AND PRESS {ENTER}.

IF YOU HAVE NOT DEFINED DIVISIONS, THE PROGRAM PRINTS THE INCOME STATEMENT.

IF DIVISIONS ARE DEFINED, THE PROGRAM ASKS:

SELECT DIVISION (1-XX, OR 0 FOR ALL)

TYPE IN THE NUMBER OF THE DIVISION YOU WISH TO PRINT AND PRESS {ENTER} OR

SELECT ALL DIVISIONS COMBINED BY PRESSING {0} THEN {ENTER}.

AFTER THE INCOME STATEMENT RUNS, THE "EARNINGS YTD" ACCOUNT IS UPDATED TO

REFLECT PROFIT OR LOSS ON THE BALANCE SHEET. SINCE THE INCOME STATEMENT

UPDATES THIS ACCOUNT, IT IS IMPORTANT THAT AN INCOME STATEMENT IS RUN BEFORE

THE BALANCE SHEET OR THE BALANCE SHEET WILL BE OUT OF BALANCE.

NOTE: IF YOU ARE USING DIVISIONAL ACCOUNTING, THE YEAR-TO-DATE EARNINGS

ARE NOT UPDATED UNTIL AN OVERALL DIVISION O INCOME STATEMENT IS RUN.

8.8 PRINT BALANCE SHEET

THE "PRINT BALANCE SHEET" PROGRAM PRODUCES THE BALANCE SHEET. THE INCOME

STATEMENT MUST BE RUN BEFORE THE BALANCE SHEET SO THAT THE YEAR-TO-DATE

EARNINGS CAN BE UPDATED.

WHEN YOU ENTER THE PROGRAM THE SCREEN DISPLAYS:

ENTER DATE HEADING

TYPE IN THE DATE HEADING YOU WANT ON THE BALANCE SHEET THEN PRESS {ENTER}.

WHEN THE BALANCE SHEET FINISHES PROCESSING, THE "REPORT SELECTIONS MENU"

APPEARS.

8.9 PRINT GENERAL LEDGER

THE "PRINT GENERAL LEDGER" PROGRAM HAS TWO FUNCTIONS. THE FIRST IS TO PRINT

THE DETAIL TRANSACTIONS OF EACH GENERAL LEDGER ACCOUNT. THE SECOND IS TO

CLOSE THE GENERAL LEDGER.

WHEN YOU ENTER THE PROGRAM THE SCREEN DISPLAYS:

LIST MODE (ACCOUNT # OR 'ENTER' FOR ALL) ?

PRESS {ENTER} IF YOU WISH TO PRINT THE DETAIL OF ALL OF THE LEDGER ACCOUNTS.

TYPE IN AN ACCOUNT NUMBER AND PRESS {ENTER} IF YOU WANT DETAIL ON ONLY ONE

ACCOUNT.

THE DISPLAY ADDS A LINE:

ENTER MONTH (1-12 OR 0 FOR Y-T-D) ?

PRESS {0} THEN {ENTER} TO PRINT THE YEAR-TO-DATE DETAIL OR TYPE IN THE NUMBER

OF A MONTH AND PRESS {ENTER} TO PRINT DETAIL FOR THAT MONTH.

ENTER FISCAL YEAR START (1 - 12)

TYPE IN THE MONTH THE COMPANY'S FISCAL YEAR (ACCOUNTING YEAR) STARTS WITH AND

PRESS {ENTER}. FOR MOST COMPANIES, THIS IS "1".

THE DISPLAY THEN ADDS:

DO YOU WANT TO CLOSE THE LEDGER (Y/N)

PRESS {N} THEN {ENTER} IF YOU DO NOT WANT TO DELETE THE MONTHLY DETAIL AFTER

A LISTING IS PRODUCED, OR PERFORM A YEAR-END CLOSE.

PRESS {Y} THEN {ENTER} IF YOU WISH TO CLOSE THE GENERAL LEDGER. A MONTHLY

CLOSE OF THE LEDGER PURGES DETAIL OF THE ACCOUNTS, BUT KEEPS THE MONTHLY

BALANCES.

AFTER PRINTING A DETAIL LISTING, LARGE COMPANIES MAY WANT TO PERFORM A

MONTHLY CLOSE TO MAINTAIN INFORMATION ON THE COMPUTER IN A MORE MANAGEABLE

VOLUME. IT IS NOT NECESSARY TO CLOSE THE GENERAL LEDGER MONTHLY UNLESS AN

EXCESSIVE AMOUNT OF DISK SPACE IS BEING USED BY THE SYSTEM.

??CANT GET THE YEAR CLOSE QUESTION

THE YEARLY GENERAL LEDGER CLOSE, UNLIKE THE MONTHLY GENERAL LEDGER CLOSE, IS

REQUIRED FOR THE CORRECT OPERATION OF THE SYSTEM. AT YEAR END CLOSE, SEVERAL

ADJUSTING ENTRIES ARE MADE BY THE SYSTEM. IN ADDITION, THE CLOSE PREPARES

THE GENERAL LEDGER FOR USE DURING THE NEW YEAR.

8.A CASH DISBURSEMENTS

THE "CASH DISBURSEMENTS" PROGRAM IS FOR INPUT OF CASH DISBURSEMENTS??ASK JACK

IF THIS IS ONLY PETTY CASH OR WHAT FOR

**SCREEN DISPLAY**

######################################################################

SCREEN FIELDS DESCRIPTION

###########################################################################

ACC CREDITED DEFAULTS TO THE CASH ACCOUNT NUMBER. THIS ACCOUNT IS

CREDITED FOR THE AMOUNT OF THIS DISBURSEMENT.

ACC DEBITED THE ACCOUNT TO BE DEBITED FOR THE AMOUNT OF THIS

DISBURSEMENT.

AMOUNT THE AMOUNT OF THE DISBURSEMENT.

DATE DEFAULTS TO THE SYSTEM DATE. THE DATE OF THE

DISBURSEMENT. IF THIS DATE IS CORRECT, PRESS THE {ENTER}

OF DOWN ARROW KEY TO SKIP THE FIELD. IF THE DATE IS

CHANGED, THE NEW DATE ENTERED BECOMES THE DEFAULT DATE

FOR THE NEXT TRANSACTION.

CHECK NO. THE NUMBER OF THE CHECK.

COMMENT A FIELD FOR A NOTE ABOUT THE TRANSACTION. A TYPICAL

COMMENT WOULD BE THE NAME OF THE PERSON THE CHECK IS MADE

OUT TO.

TYPE DEFAULTS TO "GL". ??ASK JACK ABOUT CHANGING

8.B CASH RECEIPTS

THIS PROGRAM IS INTENDED TO ASSIST YOU IN ENTERING CASH TRANSACTIONS WHICH

INVOLVE THE RECEIPT OF CASH.

**SCREEN DISPLAY**

######################################################################

SCREEN FIELDS DESCRIPTION

###########################################################################

ACC CREDITED THE ACCOUNT TO BE CREDITED FOR THE AMOUNT OF THIS

RECEIPT.

ACC DEBITED DEFAULTS TO THE CASH ACCOUNT NUMBER. THIS ACCOUNT IS TO

BE DEBITED FOR THE AMOUNT OF THIS RECEIPT.

AMOUNT THE AMOUNT OF THE RECEIPT.

DATE DEFAULTS TO THE SYSTEM DATE. THE DATE OF THE RECEIPT.

IF THIS DATE IS CORRECT, PRESS THE {ENTER} OF DOWN ARROW

KEY TO SKIP THE FIELD. IF THE DATE IS CHANGED, THE NEW

DATE ENTERED BECOMES THE DEFAULT DATE FOR THE NEXT

TRANSACTION.

CHECK NO. THE NUMBER OF THE CHECK.

COMMENT A FIELD FOR A NOTE ABOUT THE TRANSACTION. A TYPICAL

COMMENT WOULD BE THE NAME OF THE PERSON THE CHECK IS

FROM.

TYPE DEFAULTS TO "GL". ??ASK JACK ABOUT CHANGING

8.C DEFINE DIVISIONS

THE "DEFINE DIVISIONS" PROGRAM IS ONLY USED IF THE COMPANY WISHES TO TRACK

MULTIPLE PROFIT CENTERS WITHIN THE COMPANY. THIS PROGRAM IS PRIMARILY

INTENDED FOR USE WHEN THE GENERAL LEDGER SYSTEM IS USED IN ITS STAND-ALONE

MODE, RATHER THAN USED IN CONJUNCTION WITH THE REMAINDER OF THE MDS SYSTEMS.

DIVISIONAL ACCOUNTING ALLOWS AN INDIVIDUAL INCOME STATEMENT TO BE PRODUCED

FOR EACH DIVISION AND AN OVERALL COLLECTIVE INCOME STATEMENT FOR ALL

DIVISIONS (DIVISION 0) TO BE PRODUCED FOR THE COMPANY. DIVISIONAL

ACCOUNTING, AS IMPLEMENTED ON THE MDS GENERAL LEDGER SYSTEM, ONLY AFFECTS THE

INCOME STATEMENT. ALL OTHER REPORTS, SUCH AS BALANCE SHEETS, ARE NOT BROKEN

DOWN BY DIVISION.

A DIVISION NUMBER IS AN INTEGER NUMBER BETWEEN 1 AND 999. DIVISION NUMBERS

ARE GENERATED SEQUENTIALLY STARTING WITH 1. THE FIRST DIVISION IS ALWAYS

DIVISION "1" THE SECOND IS ALWAYS DIVISION "2", AND SO ON.

A DIVISIONAL ACCOUNT NUMBER IS A STANDARD GENERAL LEDGER ACCOUNT NUMBER WHICH

HAS A "."(PERIOD) AND THE DIVISION NUMBER APPENDED TO IT. FOR EXAMPLE: IF

THE CASH ON HAND ACCOUNT IS "1000", THE ACCOUNT NUMBER FOR CASH ON HAND FOR

DIVISION 4 IS "1000.4".

NOTE: DO NOT CREATE THESE ACCOUNTS USING THE "ADD/EDIT CHART OF

ACCOUNTS PROGRAM.

WHEN YOU ENTER THE PROGRAM, THE "NEXT DIVISION" NUMBER IS DISPLAYED AT THE

TOP OF THE SCREEN.

**SCREEN DISPLAY**

#############################################################################

SCREEN FIELDS DESCRIPTION

#############################################################################

DIVISION NO. TO ADD A NEW DIVISION, TYPE IN THE "NEXT DIVISION" NUMBER

DISPLAYED AND PRESS {ENTER}. IF YOU ARE EDITING AN

EXISTING DIVISION, TYPE IN THE NUMBER OF THE DIVISION AND

PRESS {ENTER}.

NAME THE NAME OF THE DIVISION TO BE PRINTED ON THE DIVISION'S

INCOME STATEMENT.

PERCENTAGE 1-5 FIELDS PROVIDED FOR FUTURE PROGRAMMING ENHANCEMENTS.

WHEN FINISHED ADDING OR EDITING THE DIVISION, PRESS {PF2}. THE COMPUTER

CREATES THE DIVISIONAL CHART OF ACCOUNTS. DURING THIS PHASE, A DIVISIONAL

CHART OF ACCOUNTS ENTRY IS CREATED FOR EACH OF THE ACCOUNTS IN THE MAIN CHART

OF ACCOUNTS. WHEN THE COMPUTERS FINISHES, YOU ARE RETURNED TO THE FIRST

SCREEN. YOU MAY ENTER OR EDIT ANOTHER DIVISION OR PRESS {PF2} TO EXIT THE

PROGRAM.

NOTE: ANYTIME YOU CHANGE A PRIMARY CHART OF ACCOUNTS LEDGER ACCOUNT,

YOU MUST USE THIS PROGRAM TO UPDATE THE DIVISIONAL CHART OF ACCOUNTS.

THIS ASSURES THAT A DIVISIONAL LEDGER ACCOUNT EXISTS FOR EACH OF THE

PRIMARY CHART OF ACCOUNTS LEDGER ACCOUNTS.

8.D PRINT TRIAL BALANCE

THE "TRIAL BALANCE" PROGRAM PRODUCES A LISTING MUCH LIKE THE "LIST CHART OF

ACCOUNTS" PROGRAM, WITH THE ADDITION OF THE GENERAL LEDGER ACCOUNT BALANCE.

THE PROGRAM PRINTS A GENERAL LEDGER TOTAL WHICH MUST ALWAYS EQUAL "ZERO". IF

THE GENERAL LEDGER TOTAL DOES NOT EQUAL "ZERO", THERE IS AN ERROR IN THE

BEGINNING BALANCE OF ONE OF THE CHART OF ACCOUNTS ITEMS.

WHEN YOU ENTER THE PROGRAM YOU ARE ASKED TO:

ENTER MONTH NUMBER (1-12 OR 0 FOR BEGINNING BALANCES)

TYPE IN THE NUMBER OF THE MONTH TO PRINT THE TRIAL BALANCE FOR AND PRESS

{ENTER}, OR PRESS {0} THEN {ENTER} TO PRINT A TRIAL BALANCE ON THE BEGINNING

BALANCES.

WHEN THE REPORT FINISHES PROCESSING, THE "REPORT SELECTIONS MENU" APPEARS.

8.E PRINT DIVISIONS

"PRINT DIVISIONS" PRODUCES A PRINTED LISTING OF THE DIVISIONS CURRENTLY

DEFINED FOR THE COMPANY.

THE PROGRAM BEGINS PROCESSING WHEN SELECTED.

WHEN THE LISTING FINISHES PROCESSING, THE "REPORT SELECTIONS MENU" APPEARS.

8.F VIEW JOURNAL ACCOUNT

THE "VIEW JOURNAL ACCOUNT" PROGRAM SHOWS THE CURRENT STATUS OF A GENERAL

JOURNAL ACCOUNT. THIS PROGRAM SHOWS THE TOTALS ON THE ACCOUNT, NOT THE

DETAIL.

THE FIRST SCREEN OF THIS PROGRAM ASKS YOU TO:

ENTER JOURNAL ACCOUNT NUMBER TO VIEW:

TYPE IN THE NUMBER OF THE JOURNAL ACCOUNT YOU WISH TO VIEW AND PRESS {ENTER}.

**SCREEN DISPLAY**

THE SELECTED JOURNAL'S ACCOUNT NUMBER, NAME, TOTAL DEBITS POSTED TO THE

ACCOUNT, TOTAL CREDITS POSTED TO THE ACCOUNT, ACCOUNT TOTAL, AND CURRENT

GENERAL LEDGER BALANCE DISPLAYS.

PRESS {PF2} WHEN FINISHED VIEWING THE INFORMATION. YOU MAY SELECT ANOTHER

JOURNAL ACCOUNT FOR VIEWING, OR PRESS {PF2} TO EXIT THE PROGRAM.

8.G SET DIVISION BALANCES

THE "SET DIVISION BALANCES" PROGRAM SETS BEGINNING BALANCES ON THE DIVISIONS

GENERAL LEDGER ACCOUNTS. IF YOU SET A BALANCE ON THE MASTER CHART OF

ACCOUNTS ACCOUNT CODE, THIS DOES NOT AFFECT THE DIVISIONAL BEGINNING BALANCE.

YOU CAN ONLY SET A BEGINNING BALANCE ON A DIVISIONS ACCOUNT USING THIS

PROGRAM.

WHEN YOU ENTER THE PROGRAM THE SCREEN DISPLAYS:

UPDATE MAIN COA BALANCES (Y/N)

IF YOU WANT THE COMPANY ACCOUNT BALANCES UPDATED, PRESS {Y} THEN {ENTER}.

THE BEGINNING BALANCES FOR THE MASTER CHART OF ACCOUNTS IS CHANGED TO REFLECT

BALANCES SET FOR DIVISIONS.

IF YOU DO NOT WANT THE COMPANY ACCOUNT BALANCES UPDATED, PRESS {N} THEN

{ENTER}. THE BEGINNING BALANCES FOR THE MASTER CHART OF ACCOUNTS ARE NOT

CHANGED TO REFLECT BALANCES SET FOR DIVISIONS.

**SCREEN DISPLAY**

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SCREEN FIELDS DESCRIPTION

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ACCOUNT # TYPE IN THE ACCOUNT NUMBER OF THE GENERAL LEDGER ACCOUNT

YOU WISH TO ENTER A DIVISIONAL BEGINNING BALANCE FOR AND

PRESS {ENTER}. THE DESCRIPTION IS PULLED AND DISPLAYED

ABOVE THE "ACCOUNT #" FIELD.

NOTE: THIS IS NOT A DIVISIONAL CHART OF ACCOUNTS

NUMBER (1001.1) BUT A MASTER CHART OF ACCOUNTS

NUMBER (1001).

DIVISION NO. TYPE IN THE NUMBER OF THE DIVISION AND PRESS {ENTER}.

THE PROGRAM PULLS THE DESCRIPTION OF THE DIVISION AND

DISPLAYS IT BELOW THE "BEGINNING BALANCE" FIELD.

MONTH TYPE IN THE NUMBER OF THE MONTH YOU WISH TO SET THE

BALANCE FOR AND PRESS {ENTER}. BECAUSE THE BALANCES

CONTAINED ON DIVISIONAL CHART OF ACCOUNT ITEMS ARE BROKEN

DOWN INTO MONTHLY TOTALS, THIS TELLS THE COMPUTER WHICH

MONTH TO USE.

BEGINNING BALANCE TYPE IN THE BALANCE FOR THE ACCOUNT AND PRESS {ENTER}.

REMEMBER, CREDIT BALANCES MUST BE ENTERED AS NEGATIVE

AMOUNTS.

PRESS PF2 TO ACCEPT THE BALANCE ENTERED. YOU MAY ENTER ANOTHER DIVISION

BALANCE, OR PRESS {PF2} TO EXIT THE PROGRAM.

YOU MAY ENTER ANOTHER DIVISION BALANCE OR PRESS {PF2} TO EXIT THE PROGRAM.

8.H SET MAPPING CODES

THE "SET MAPPING CODES" PROGRAM DEFINES THE WAY THE DIFFERENT MODULES OF THE

SYSTEM COMMUNICATE WITH EACH OTHER AND FEED INFORMATION TO THE ACCOUNTING

MODULE. INFORMATION IS TRANSFERRED TO THE ACCOUNTING JOURNAL IN THE FORM OF

"TRANSACTIONS". EVEN THOUGH THE ACCOUNTING CHART OF ACCOUNTS IS SET UP IN

THE COMPUTER, TH