Manuals. Product Documentation. General Ledger. Includes features to Version Xyntax Systems #2, 118 Railway Street West Cochrane, AB, T4C 2B5

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1 Manuals Product Documentation Copyright 2006 Xyntax Group Inc. All rights reserved. Includes features to Version This manual, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Xyntax Group Inc. Xyntax Group Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this documentation. Xyntax Native Systems and Xyntax Systems is a wholly owned division and Trade-name of Xyntax Group Inc., Calgary, Alberta, Canada. These pages are for reference material only and are not intended for training purposes. Xyntax makes no representation or guarantee as to the validity or accuracy of the material contained herein. Xyntax Systems #2, 118 Railway Street West Cochrane, AB, T4C 2B5

2 Manuals Product Documentation GL Account Code Setup Copyright 2006 Xyntax Group Inc. All rights reserved. This manual, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license.the content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Xyntax Group Inc. Xyntax Group Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this documentation.xyntax Native Systems and Xyntax Systems is a wholly owned division and Trade-name of Xyntax Group Inc., Calgary, Alberta, Canada. These pages are for reference material only and are not intended for training purposes. Xyntax makes no representation or guarantee as to the validity or accuracy of the material contained herein. Xyntax Systems #2, 118 Railway Street West Cochrane, AB, T4C 2B5

3 New System Installation and Setup GL Account Code Scheme/Terminology Xyntax Synonyms Description Coding Scheme Terminology Company Balance Sheet entity Requires it s own Balance sheet 4 digits (fixed length) Profit Center Department, Program, Fund, Usually associated with Revenue 3 digits (fixed length) Project, Branch and Expense accounts only GL Account Code Ledger code, Line item code (ie: Asset, Liability 5 digits (fixed length) Equity, Revenue or Expense code) Sub-account Sub-Code, Fund Code Detailed account code attached to a 7 alpha-numeric (variable length) specific GL code and Profit Center Sub-code are rolled up into GL codes * These are not the same as Sub-Ledgers Xyntax Account Code Structure and Scheme HRDC/05 Company GLCode Dept. Sub-code (optional) As shown in the above example, the sub-code is an optional item in the overall account structure. The sub-code rolls-up into the GL code, however, reporting on individual or groupings of sub-codes is also available. Company Often referred to as the Nation or any other corporate or non corporate entity that requires it s own separate Balance Sheet. Every Xyntax system requires at least 1 Company entity Company Example of single entity First Nation setup. (Figure 0-1) Company No. Departments (Any number (4 digits) Administration 0010 Summer First Nation Education Health Social Services Child Welfare Services Public Works Housing In the example above, the balance sheet amounts would represent a consolidation of all departments under the main entity/company Operating or Income statements could be produced by individual or combined departments. Reporting of departmental assets could be done using sub-account code feature only.

4 Example of multi-entity First Nation setup. (Figure 0-2) Company No. Departments 0010 Summer First Nation Administration Social Services Child Welfare Heath Department 0020 SFN Education Administration Elementary School High School Post Secondary 0030 SFN Economic Development Administration Sawmill 0040 SFN Housing Administration Phase Phase 2 The example above shows several separate Company entities, each having several distinct departments (Profit Centers). NOTE: Each Company must have at least 1 departmental entity which is department 000. This department is reserved for Balance sheet account postings, however, postings to department 000 revenue and expense accounts can be activated or deactivated. Depending on user preferences and your corporate structure, any combination of the previous examples (Figure 0-1 and Figure 0-2) can be setup. Departments (Profit Centers) The Xyntax system uses the term Profit Centers (Departments) as specialized entities that are part of a larger entity (Company). These entities usually only require an Operating Statement for financial reporting purposes. The Operating Statement, also referred to as P&L (Profit and Loss) statement or Income Statement contains Revenue and Expense accounts only. For the remaining text of this document, the term Departments and Operating Statement will be used Department (Profit Center) Departments are used in any situation where the Revenue and Expense accounts refer to a very specific area or type of business operation. However, this specific area is not limited to a type of business operation (ie: heath center or education department). The specific area could represent a geographical location (Figure 1-1) or an individual project or funding source (Figure 1-2). Note: These areas could also be represented using sub-codes (discussed later in this document) Examples of Department Structures and Uses (Figure 1-1) Summer First Nation - Surveys - Reserve # Summer First Nation - Wages (Students) - Reserve # Summer First Nation - Surveys - Reserve #27 (Figure 1-2) SFN Housing - Wages (Students) - Phase 1 Housing Project SFN Housing - Wages (Students) - Phase 2 Housing Project SFN Housing - Utilities - Phase 2 Housing Project SFN Housing - Legal Fees - CMHC Funding Departments within Xyntax can be restricted and assigned to individuals, thereby limiting access of the financial information to individual (ie: Manager) responsible for this area. Note: Recommend grouping departments by areas of operation or Manager responsibility. Financial reports can be generated on individual departments or consolidated with other departments. Departmental reports can be also generated across year-ends (using alternate year-end feature). Departments could also be setup as Programs, depending on the complexity of the source funding.

5 Additional settings for departments include: Restrict department postings - prevents posting from any individual to this department Inactive department - will not be included in financial reporting (providing no postings in current year) Delete department - providing no postings at any time has be made to this department Account (GL Account Code) The chart of accounts is a listing of all the accounts in the general ledger, each account accompanied by a reference number GL Account Code To set up a chart of accounts, one first needs to define the various accounts to be used by the business. Each account should have a number to identify it. An example of how the digits/account codes could be setup. Account Numbering Balance Sheet Accounts : asset accounts : liability accounts : equity accounts Operating Statement Accounts : revenue accounts : cost of goods sold : expense accounts By separating each account by several numbers, many new accounts can be added between any two while maintaining the logical order. There is a trade-off between simplicity and the ability to make historical comparisons. Initially keeping the number of accounts to a minimum has the advantage of making the accounting system simple. Starting with a small number of accounts, as certain accounts acquired significant balances they would be split into smaller, more specific accounts. However, following this strategy makes it more difficult to generate consistent historical comparisons. For example, if the accounting system is set up with a miscellaneous expense account that later is broken into more detailed accounts, it then would be difficult to compare those detailed expenses with past expenses of the same type. In this respect, there is an advantage in organizing the chart of accounts with a higher initial level of detail. Account Order Balance sheet accounts tend to follow a standard that lists the most liquid assets first. Revenue and expense accounts tend to follow the standard of first listing the items most closely related to the operations of the business. For example, rental revenue within the housing department would be listed before non-operating income. In some cases, part or all of the expense accounts simply are listed in alphabetical order. Additional settings for GL Account codes include: Attach Sub-code - sets GL code as a roll-up account for subaccount codes - prevents posting to GL account code only. (Discussed in following section of this document) Restrict GL code - prevents posting from any individual to this GL code Inactive GL code - will not be included in financial reporting (providing no postings in current year) Delete GL code - providing no postings at any time has be made to this GL code Sub-Account Codes (Sub-codes) Sub-codes serve to identify more specific types of activity within a GL Account code. Sub-codes can be set with varying lengths (1-7 characters) and unlike GL Account codes and Department Codes, can be alpha-numeric. For the purpose of this document Sub-account codes and Sub-codes are the same HRDC/05 Sub-Account (Sub-code)

6 Examples of Sub Account code scheme: (Figure 2-1) PHASE A A PHASE9 Not allowed, previous example shows only 2 characters allowed for GL Account Code (Regardless of Department No.) The relationship between GL account codes and Sub-account codes is Many-to-Many. That is, any single GL account code can use an entire range of Sub-account codes or a single Sub-account code can be applied to many GL account codes The GL account code determines the presence and length of the sub-account code attached to it. If the GL account code specifies that a sub-account code is attached, you can no longer post only to the GL account code. A subsequent department code and sub-account code must be entered. The GL account code is often referred to as the parent account and the sub-account code as the child account. Therefore if the child accounts exists, you must select both the parent and appropriate child when posting any entry. You can specify that a GL account code has a sub-account code attached to it at any time providing the parent GL account code has a 0 (Zero) balance. Examples of balances contained in GL account code without Sub-account codes (Figure 2-2) $24, Examples of balances contained in GL account code with Sub-account codes (Figure 2-3) HRDC/02 - $4, HRDC/03 - $5, HRDC/03 - $6, HRDC/03 - $7, Inquiring on GL account 85100, department 205 in Figure 2-2 would show a balance of $24, whereas, if a sub-code was attached to the GL account code and department code, the sum of the sub-codes would represent the total in this GL account. Detailed sub-code balance inquiry could be obtained as shown in Figure 2-3. IMPORTANT: Although the GL account code specifies if a sub-account code is attached, the system looks at the GL account code and department code for validation of the sub-account code. Using Sub-account codes has both benefits and drawbacks. Although, a more detailed financial transaction history can be generated, it also involves more setup time and possible data entry time. If department managers are responsible for coding requisitions and supplier invoices, they now need specify within their department code, GL account code (usually revenue or expense code) and the corresponding sub-account code. The data entry clerk also has the extra keystrokes for input in the system. However, if more specific, detailed, or further breakdown of transactions within a GL account code is required, sub-account codes are the way to go, especially if Fund Accounting is involved. For example, the GL account codes normally provides the resources required to operate the department on a day-by-day basis. The wages of employees, building maintenance, and general office expenses are items that are posted to a GL account code. Specific employees under wages GL account code, specific buildings under building maintenance GL account code or specific grants or funding sources under a revenue GL account code are examples of uses for Sub-account codes.

7 Examples of Sub-account code uses: (Figure 2-4) SFN Housing - Utilities - Reserve #1 - House No SFN Housing - Utilities - Reserve #1 - House No A SFN Housing - Utilities - Reserve #1 - House No. 257A SFN Housing - Maintenance - Reserve #1 - House No SFN Housing - Maintenance - Reserve #1 - House No A SFN Housing - Maintenance - Reserve #1 - House No. 257A SFN Housing - Sewer - Reserve #1 - House No SFN Housing - Sewer - Reserve #1 - House No A SFN Housing - Sewer - Reserve #1 - House No. 257A You could select a report showing all expenses for GL account codes with Sub-account code #257 OR ELEC Summer First Nation - Utilities - Administration - Electricity GAS Summer First Nation - Utilities - Administration - Natural Gas SEWER Summer First Nation - Utilities - Administration - Sewer ELEC Summer First Nation - Utilities - Health Department - Electricity GAS Summer First Nation - Utilities - Health Department - Natural Gas SEWER Summer First Nation - Utilities - Health Department - Sewer You could select a report showing all expenses for Sub-account code GAS regardless of department code. OR EMPL Summer First Nation - Basic Needs - Social Services - Employable UNEMPL Summer First Nation - Basic Needs - Social Services - Un-Employable DISAB Summer First Nation - Basic Needs - Social Services - Disabled You could select a report showing detail posting to a single account per department. Similar to department codes, inquires on sub-account codes can report across year-ends. This is particularly useful for Fund Accounting sources which do not follow the organization s year end (Ie: March 31st)

8 # 1 Post Journal Entries Journal entries are the method of recording every transaction in the Xyntax system. There are various types of journals used for different types of transactions. Some journals are created automatically by the Xyntax system when posting in other Xyntax modules (A/P, A/R, Payroll). Some journals are manually created. This is an introduction to the manual journal entry system. You may ONLY post G/L entries to open periods. Preparation When posting a manual journal entry, we recommend that the journal entry be written up on a journal entry record. (Xyntax is able to provide these forms) Write up your debits and credits, line by line in the entry record. In the double entry bookkeeping system, all debits and credits will balance out to zero. At the top of the entry record, note the reason for the journal entry. It could be for bank reconciliation, to correct a posting error, to record a bank deposit, transfer revenue/expenses from one department to another. It is important to attach all documentation that verifies the reason for the journal entry to the journal entry record. It is also important that the person authorizing the journal entry sign the form. Your auditors may want to review this documentation. Types of Journals There are many types of journals for posting in the Xyntax system. A listing and short description of each type of journal follows: GJ - General Journal. This is the journal type used most often when posting journals in GL-1. Anything that does not fit any following description will be posted in a general journal. CD - Cash disbursement journal. This type of journal is produced by the system every time a cheque is issued from the A/P module. It credits the bank and debits an A/P supplier sub-ledger. SJ - Sales journal. This journal is produced by the system when sales are recorded in the A/R module. If you do not have the A/R module, and you are posting sales receipts, this is the type of journal that should be used. It credits a revenue account and debits the A/R customer sub-ledgers. PJ - Purchase journal. This journal is produced when posting invoices in the A/P module. It credits the A/P supplier sub-ledgers and debits an expense account. CR - Cash Receipts journal. This journal is produced when posting funds received (bank deposit) in the A/R module. It debits the bank and credits the customer account in the A/R sub-ledgers. BJ - Bank Statement journal. This journal is used when reconciling the bank statement to the system ledgers. It is used to record service charges, automatic bank transactions, and transfers between accounts. MM - Memo Accounts entry. This journal is used to post notes and memos to GL accounts. It does not post financial information. PR - Payroll journal. This journal is produced by the system when payroll is run. It debits all payroll expense accounts, and credits the bank. This journal also calculates and posts the payroll liabilities payable from each payroll run. AD - Auditors journal. This journal is used to post auditor year end adjustments. Posting Journal Entry GL-1 Enter your company number, then date. If the date is not accepted, it may be a closed period (See MA 6). If your date is accepted, the system will ask you to confirm the date of the posting. Enter (Y) for yes, the date is correct, or enter (N) for no, and re-enter the required date again. You are then required to enter a description. You may not leave this field blank. This should be the note that you have written on the bottom of your journal entry record, the reason for the journal entry. Select the journal type. For a General Journal press <Enter>, for all other types, enter the two letter code as listed above. It is important that the appropriate type be entered. Journals can be printed by type. (GL-12) Your cursor will be on line one (1) of your journal entry. The company number will already be entered by the system. To change the company number, press F3 to go back one field, enter the new company number, and press <Enter>. Insert the first general ledger code, then the profit center, and sub-account code (if applicable). The Xyntax system will assign the next available journal entry number to this journal. Note this journal entry folio number on your written journal entry record. This code is two letters and then three numbers. The next blank field is for a description. You must

9 enter a description, as this field cannot be left blank. A good description is cc (for correct coding) and then the journal entry that you are correcting. (E.g.. CC - PJ 0532). Next enter the value amount. Remember, if you are entering a credit value, a minus (-) sign must be entered first, before any numbers. After entering an amount in the debit or credit column, the cursor will move to the next line. At the top right, just above where you have entered the amount, you will see Balance:. This is the balance of the journal to apply. This is the difference between the debits and credits that you have entered. Before ending your journal entry, this balance must be zero. On the next line, enter your new general ledger code. If you are posting to the same code, press <Enter>, and the system will automatically enter the same information that was in the same field on the previous line. The system will repeat the same profit center, the same description, and/or the same amount by repeatedly pressing <Enter>. Or, in the alternative, type a new code, value or description. When you have finished making all your journal entries F4 to exit. At the bottom of your screen you will see the following choices: (A) to Accept. If your journal entry is finished, and you know that there are no errors in the entry, then type (A) to accept your journal entry and post it. If you are out of balance, if there is a value in the balance to apply field, then this option will not appear. You will have to review, edit, or add more entries to your journal. (R) to Review. If you have entered a long journal entry, and you wish to review it to ensure that there are no errors before posting (if your balance does not come out to 0 ) then type (R) to review your journal entry. Your entry will appear on your screen starting with the first line. Pressing <Enter>will move down lines. (E) to Edit. If you have entered a long journal, but your balance does not come to zero (0), then when you are finished type (E) to edit. Your journal entry will appear on your screen as you have entered it. Line numbers will appear on the left side. When you see the line where you have made your error, enter the line number. Your cursor will jump to just below that line. Press <Enter> to input the same information in the field, or enter the new information in the field. At the end of the line, pressing <Enter> will return your cursor to the bottom of the screen to continue editing or to accept the journal entry. Note - Selecting (E) to edit the batch will also allow you to move ( MOV ) or delete ( DEL ) a line. Choosing MOV, you can either insert it into a new location or replace an existing line with it. Press <Enter> to add more lines. When you are finished your journal entry, and you have reviewed the entry, you may find that you missed some lines. To add these lines to the journal entry, press <Enter>. Your cursor will now be in the next line field. Continue adding lines. After you have accepted your journal entry as correct and complete, Choose your printer. We recommend that you print this document to the Xyntax Spooler as it is an audit trail, and should be maintained as such. Related Documents Journal Registers (GL12) Enter/Edit Active Periods (MA 6)

10 # 2 Post Accrual Journal Entry Post Accrual Journal Entry An example accrual journal entry is an entry that is made on the last day of a month, and reversed on the first day of the next month (off-set date). It is usually made at year-end. It posts such things as unearned revenue (revenue received in the month prior to when it was supposed to be received) debiting the revenue account and crediting a liability account. As this liability is cleared in the next month, the entry is automatically reversed. Another example is cheques paid to suppliers before the actual date of the invoices. The accrual will credit the supplier account (AP) and debit a prepaid expense asset account. This entry will be reversed at the beginning of the next month, when the actual invoice is showing in the supplier account. Both of these are common examples. The system will make the reverse journal entry for you. This saves you time and effort. Most accrual journal entries are entered by the auditors. The same methods and rules apply to accrual journal entries as apply to general journal entry (GL-1). The difference is that you are requested to enter an offset date. This is the date that the system will reverse your entry. The offset date will be the first day of the next month. Press <Enter> to accept this date. Now continue as above from the point of entering the description. Maintaining Journal Entry Records All journal entries are audit trails. As such the supporting documentation is very important. It is recommend that all journal entries have a written record with supporting documentation attached. The reason for the journal entry must also be explained on this written report. It should also have a signature of the person who authorized the journal entry, and the signature of the person who did the actual journal entry in the system. The back up documentation for journal entries will be filed in numerical order in a binder or box binder. All journal entry print outs are your actual records and audit trails. These documents should be filed in a separate box or binder in numerical order. If your filing system is not complete, and in order, it makes it very difficult for auditors or others to find documentation. This can be costly. Related Document Post Journal Entry (s) (GL1)

11 # 3 Post Recurring Entry Often it is necessary to post the same general journal entry to general ledger every month. Examples of this are allocated overhead costs (charging each department an administrative overhead expense) and/or mortgage or lease payments. See GL 99-5 for information to setup database. Posting Recurring J/E s GL-3 After you have created your recurring journal entry in GL 99-5, the entry will be posted under the main menu, program No. 3. We recommend that you have a copy of the Recurring Journal Entry that you wish to post for reference. Enter the company number, <Enter>, then the posting date for the general journal, <Enter>, and the recurring J/E code. At this point you must know the J/E code that you wish to post. There will be a list of all J/E codes that are currently on file. If you wish to post all of the recurring J/E s, type ALL in the field for the recurring J/E code. Then you will have two choices: Verify each line as it appears? (Y/N) Choose (N) for No if your journal entry is the same every month, including the same monetary values. After pressing Enter, the system will automatically post all the lines of the requested recurring journal. When you choose (N) for No verification, then you do not have the opportunity to edit the journal entry. Verify each line as it appears? (Y/N) Choose (Y) for Yes. This option gives you the opportunity to accept or change each line of the journal, one at a time, while it is posting. When the first line appears, your cursor will be just left of the value field. Enter a new numeric value, press <Enter> to accept the recurring J/E value. You will note that the journal entry reference will be the recurring journal entry code. Other journal entries are assigned a sequential numeric code reference. (See GL-10, Posting Journal Entries) On recurring journal entries the only variance will be the date of the posting, as they will all have the save reference. After the system has completed the recurring J/E, you have the following choices: A - Accept the batch - this will post the journal entry Enter - More entries - pressing <Enter> will allow you to add more entries to this recurring journal entry. C - Cancel batch - this will cancel the recurring journal entry. After accepting your journal entry, choose your printer. We recommend that you print this to (S) for Xyntax Print Spooler. It is that easy. As you can see, using the recurring journal entry program will save you much time and effort. Maintaining Recurring J/E Records This recurring journal entry is referred to as an audit trail. This is the original record of the posting. The originating documentation will have authorizing signatures endorsed on it, and any verification of the reasons for posting. All audit trails should be printed to (S) for Xyntax Print Spooler. This will maintain a copy of the original entry until printed to a printer and then deleted. These recurring J/E s will be filed in two places. The document with the verifying information and authorizing signatures will be filed in a reference binder, by type of journal, and by date, with a copy of the posted recurring J/E. The audit trail copy of the posted recurring J/E, will be filed with audit trail records. This will be in a separate binder or binding box by date order. Other journal entries are filed in numerical order. It is very important that two separate records be maintained. One authorizing the posting and the other, of the actual posting entries. Related Documents Enter/Edit Recurring J/E File

12 # 4 Post Redistribution of Invoice It may be necessary to adjust the distribution (GL account coding) on an existing AP invoice. The distribution may have been entered incorrectly or recorded into the wrong accounting period. This program allows you make the adjusting Journal entry by selecting the applicable invoice. Note - This program does not change the original invoice distribution. The Journal entry is appended to the original Invoice distribution for auditing purposes. Also, the posting date will affect all invoices recorded in this batch. If you wish to adjust other invoices into other accounting periods, separate batches must be created. After selecting the company and the posting date of this batch, enter the supplier code or band member number. This will be immediately followed by a search screen for this vendor. Select the invoice to use for the Journal entry. The program will show you the original distribution on this invoice. Select the appropriate line. The system will fill-in the original entry including the reversing amount. After making the adjustment, accept batch to post. # 4

13 # 5 Edit/Update Provisional Items Edit/Update Provisional Items Provisional Journal entries allow you to enter a manual journal into the without actually posting the journal. The entries will appear on all financial reports and statements, however, the journal does not become permanent until in balance and Updated. Creation of this type of entry allows the user to view the effect of a journal entry on the financial statements without making the entry permanent. This is ideal for year end entries or for entering a very large journal which you wish to key-in over several days as time permits. To update or post the journal to the GL, you must select GL #5 from the GL main menu. After selecting the company where the journal was recorded, press <F5> to display the temporary journals on file. The screen will display all available journals which can be edited, appended, cancelled or updated. The Journal batch Note - (A) - Accept batch prompt is not the same as updating or posting the batch on a permanent basis to the GL. The option to update the batch is only available if you have re-entered the program after initially created the journal and the journal batch is in balance. Note - Selecting (E) to edit the batch will also allow you to move ( MOV ) or delete ( DEL ) a line. Choosing MOV, you can either insert it into a new location or replace an existing line with it. # 6 Import External Payroll Update This program will import text files from selected third party payroll packages and convert the text file into a journal entry as a payroll update. Packages Supported: Canpay EasyPay Accpac 6.0

14 # 10 Trial Balance The trial balance is a listing of all the codes, showing the total debits and credits posted to each account. To print a trial balance, enter your company number. There are five options Option 1 Trial Balance from period s transactions. This prints a trial balance giving the total of the period s transactions. It will include all postings made to that company for that month. Option 2 Trial Balance from period end balances. The balances shown come from the latest G/L report or preliminary update. This prints the year to date total postings. Option 3 Trial Balance work sheet. This prints a trial balance of period end balances with a work sheet for adjustment entries. Option 4 Consolidated Period End Balances. This prints a trial balance with consolidated companies and/or profit centres/departments. Option 5 Trial Balance from Opening Balances. This prints a trial balance from the opening of the accounting period. For which month? Enter the month and year. Option 1 trial balance will print only the transaction totals that occurred during that month. Option 2 trial balance will print the totals for the year to date amounts. A similar message to the following may appear. There have been postings made to: Apr/2000 You should run G/L reports from Apr/2000 onwards Continue anyway? (Y/N) To ensure that your trial balance has the correct figures, we recommend that you enter (N) for No, and exit the trial balance program (F4 to exit). Run GL-20 to update the monthly balance forwards. (Then run the trial balance.) Setting for Automatic updating is done in MA 1-50 Option 2 Screen Print a combined trial balance and an Individual trial balance to compare. You will notice that the total debits and credits are not the same even though it is for the same company and same period. The individual profit center trial balance will have more lines (for separate expense accounts to each profit center) and accordingly, the total debits and total credits will be different. Option 3 This is the option to print a trial balance worksheet. The report will be the same as option two, however it will include a worksheet to allow for adjusting entries. Option 4 This option for Trial Balances allows you to consolidate profit centers/departments across companies or consolidate groups of profit centers/departments within a company. The following example would consolidate P/C 100 and 200 together 1. Combined/Individual Profit Centres Individual 2. Selected Companies Selected Profit Centres 2 Selected Profit Centres 4. Consolidate Companies Yes 5. Consolidate Profit Centres Yes

15 The following example would show P/C 100 and 200 separate: 1. Combined/Individual Profit Centres Individual 2. Selected Companies Selected Profit Centres 2 Selected Profit Centres 4. Consolidate Companies Yes 5. Consolidate Profit Centres NO Option 5 This options will print an opening trial balance from the start of the accounting period. Choose if you would like a combined or Individual (by department) report. If you wish to edit any lines for the report type in the line, and make changes. Related Documents Update for Preliminary Statements (GL20) Enter/Edit/List Company File (MA 1)

16 # 11 Report The report will print a detailed report showing opening and closing balances and all postings and transactions that occurred during the month requested. This report may be sorted by profit center or expense codes. See GL 32 for the yearly annual general ledger report. Enter your company number, then the month for which you want the report. Sort by Expense/Pr.Centre: (E/P, Enter=E) Pressing <Enter> will sort the report by expense code. Enter a (P) for profit centers, if you want the transactions sorted by profit center. Transactions for profit center 010 will print before postings for profit center 020 when you choose (P). Expense Accts Only (N/Y, Enter=N) Pressing <Enter> will print all accounts. If you enter (Y) for Yes, then only the expense accounts will print (this will leave out such accounts as accounts payable control and the bank accounts. Profit Centre(s) Pressing <Enter> to include all Profit Centres, or you may enter specific profit center(s). When you are finished listing your specific Profit Centres, pressing <Enter> will continue. #12 Journal Registers In the Xyntax system every posting will have a journal. Every audit trail has a specific journal type and number assigned when posted. This program allows you to reprint those journals. You may reprint a specific journal; all the journals, or all the journals of a specific type. The time frame is also variable. You may search one specific month, a range of months, or a full year for your journal. It is recommend that all audit trails be filed by journal type and number. This will help to facilitate your auditor s year-end inquiries. In the event that you have misplaced a journal, this program may be used to reprint that journal. To print a specific journal, you must know the journal type and number. To find the journal type and number (if unknown) follow the instructions below. Start Date - This program accepts a beginning and an ending date. If you know the month of your journal you may enter the same month as the start date and the ending date. Journal Codes - To print a specific journal, press <Enter> for all types of journals. To print all the journals of a specific type, for a specific time period, enter a specific type of code such as GJ for general journal or PJ for purchase journal. You may select more than one type of journal. The type of journal that you have chosen will appear on the screen in the middle left. When you are finished entering your journal types, press F2 for the next step. Selecting Number 1, prints only a range of journal numbers within a date range instead of all. All or Single Journal? (Enter/S) To print a single journal entry, type (S) for single. Then enter your journal type and number. F5 is available for a search for journal numbers and types. This will be similar to CD0352 (for cash disbursements journal number 0352) or PJ4231 (for purchase journal 4321). Print all single sided journals. (Out of Balance condition) Original listings of journals are the same, but printing of a single journal now prints all portions of the journal including those portions in a different company. Choosing to print the out of balance journals offers to select from a journal type, from a range of actual journal numbers, or all journals. Selection is within a date range. Only journals that do not balance are displayed or printed with this option. Choose your printer. How to find a specific Journal using GL-12. If your trial balance is out of balance, and you are searching for the specific journal entry that is in error and put your trial balance out, we recommend that you follow these steps. At journal type, press <Enter> for all journal types, Again do not choose a specific journal, press <Enter> for all journals, then choose the Xyntax Spooler as your printer. Go to PRT (UT31) to view your printout. Look at the hash on the right hand side of the terminal. This should always balance to zero. When you find the journal entry that is out of balance, write down the type and number. Go to GL 12 and print the specific journal.

17 # 20 Update for Preliminary Statements Update for Preliminary Statements After you have designed your financial statements, you will want to print them out. The first step is to ensure that all monthly totals are carried forward. This is done in GL 20, update for Financial Statements. Enter your company number, pressing <Enter>, will automatically choose the earliest month when a posting occurred. Most systems are set to automatic update, however, it is always wise to ensure that the database has been updated prior to running financial statements. Enter the suggested months to update, and press <Enter>. The system will then ask you if it is ok to update the information. Enter (Y) for yes. The system has now been up dated for all financial reports. If you choose ALL companies, the system will process all the available companies starting at the first required date up to the To date selected for the first company. Any errors found during initial setup of the companies will stop adding them to the update list. Note - If a fiscal year end is passed, the program will automatically create the multiple entries required for as many year ends as are passed. Note - Companies are made available in MA 1 under special options.

18 # 21 Print Financial Statements This program prints the financial reports which have been setup and designed in GL 99-6 (Financial Statement Presentation). This is the main program used for printing financial statements besides the Management Reporting system. All reports printed using this program must first be setup and designed in GL If you require the reports to reflect partial accounting periods or alternate year end dates, press F2. Partial Period Reporting By default the system reports all financials based on period (monthly) end dates (ie: Sept 30th, Dec 31st, Jan 31st, etc). However this option allows reporting to be done based on a specific day within a posting period (ie: up to Dec 12th). This options requires that automatic update be set up in company master to generate the partial month amounts for the report. Partial month figures only apply to actual and year to date amounts. Budget and committed funds are not adjusted. Warning will display to indicate that columns using budgets or committed funds will still report the full month. Disclaimer will appear at bottom of each page if budgets or committed funds are used in any of the selected reports. Alternate Year End Reporting This option allows reports to be printed on a one time basis using a different fiscal year end. The reports require that automatic update is turned on (MA #1-50) before the option will appear. A temporary copy of month end totals and budget amounts is created by the automatic update and used to print the report. Budget years are based on date selected. Committed funds have not been included in the temporary file at this time. Regular Reporting After the date selection, you will be asked to select the reports setup and created in GL The system will ask you for the number of your financial statement that you want to print. If you do not know the number, F5 will bring up a select box with a listing of all financial statements. Choose the number of your statement, then press <Enter>. You may print more than one statement at a time. When you have finished listing your financial statement numbers, press F2. When a report number is selected, the screen will indicate the report type (see below), the defined width of the report and the Profit Centers involved in the report. Report Types BS - Balance Sheet CP - Company P&L Statement DP - Individual Profit Centers GD - Group of Profit Centers SP - Specific Profit Centers This is the first program prepared to use the new Custom Print options now available in the Printer Selection Window. If To be selected appears in the Profit Center column, you will be asked to select which Profit Center are to be included in the report. Group codes to print on your statement. Statement format is based on your account GROUP coding (setup in GL 99-2). Group codes usually match your GL account codes, however, not always is this the case. If the statements are for presentations to Directors, Councils and/or Boards, you may not want the codes to print. The default is NO, however, if the statements are for managers, you may want the codes to print. Type Y for yes. Note: If this company is set to automatically update (MA 1-50), it replaces the need to run GL 20. The Update for Preliminary Statements using G/L #20 is required if the selected report date requires updating (postings are found in prior periods). The Automatic update must be set up in company master for this to occur. This eliminates having to stop and go back to #20 to pick up recent postings. The printer select box will appear. You will note at the bottom of the printer screen the Printer Settings will indicate the orientation of the paper (ie: landscape or portrait). By pressing <F2>, you enter the custom printer settings which are available. Remember to highlight your printer first before pressing <F2>. Important: A disclaimer also appears at the bottom of all reports if the period being reported on is available for posting or if the update is skipped for the period. This should eliminate confusion over reports printed at slightly different times having different amounts (caused by ongoing posting in a multi user system). No disclaimer appears if all periods covered by the report are closed to posting and have been updated either manually or automatically.

19 # 22 Combined Financial Statements Combined Financial Statements This program will print a balance sheet and a profit and loss statement, showing each company requested as well as a combined total. It is used in those companies with a consistent group code structure. This program may save your auditor much work. The program can also produce a comma delimited output for exporting into spreadsheet when a file printer is selected. There will be two selections available. One for companies with identical year ends and 100% ownership and another for companies with different year ends and/or partial ownership. CAUTION: Because the system formats statements based on account Group coding, it uses the first selected companies coding for consolidation of the remaining companies. Example: If the first company #0010 has a group code for Wages (e.g ) and the same code is used in the remaining companies, however, their code represents Office Supplies, the system will consolidate the amounts into one and label the amount as Wages. This is another important reason that account and group coding remain consistent across all entities. Select (1) for companies with the same year end. You may press F4 at any time to exit the program, press F3 to backup one step. Enter the company numbers that you wish to include in this statement. Press F2 when you have listed all your companies. Select your date. The financial statements printed will include a column for each company chosen, and the last column will be the total for all companies. Select (2) for corporations with different year end s. Enter the company numbers, and requested information. Press F2 when you are finished. Choose your printer.

20 # 23 Profit & Loss Spread Sheets Profit & Loss Spread Sheets This program will print a twelve-month spreadsheet for your profit and loss statement. It will print statements for the whole company, or for specific profit centres. The first column may be the first month of the year, or the last month of the year. This information is used for month to month performance comparisons. Enter your company number. By company or profit centre? (C/P) Type (C) for the spreadsheet to include all information posted to the company. Type (P) if you want information for specific profit centres. Enter your profit centre numbers, press F2 when you are finished listing all profit centres required. Insert the date. This will be a month and a year. This date will be the date of the last month for this report. If your year end is March 31, the date you will enter is March. How many copies? Choose the number of copies required, press <Enter> for one copy. Reverse months? (Enter=N) If you want the last month printed in the first column, press <Enter> for No. If you want the first month (April) printed in the first column, enter (Y) for Yes. Select your printer. # 24 Detailed Financial Analysis Detailed Financial Analysis This program will print a balance sheet and profit and loss using the general ledger account codes, not the group codes. It is a seven column report, with the first three columns being month information, the middle column is the description, and the last three columns is the year to date information. It includes actual postings, budget information, and last years financial information for comparison purposes. Enter the company number, and date. This is a month and year date. Which profit center? Pressing <Enter> includes all profit centers, and produce a company financial statement. Or you may enter one specific profit center. Select your printer.

21 # 30 G/L Account Inquiry (Monthly) G/L Account Inquiry (Monthly) This program displays details of a month s transactions for selected accounts and profit centers. It also will display : The account opening balance The account closing balance Details of all transactions during the month The account budget funds Variance between actual and budget funds; and If you have the purchase order system, this program will show committed funds. Enter your company number, then month and year you want to view. Select your printer. You may choose to have the information viewed on the Terminal or you may print the information to a hard copy printer. Next enter the GL account number you wish to view. Press <Enter>. Now insert the profit center that you wish to view. For all profit centers, press <Enter>, for a range of profit centers, enter the first profit center number, a (,) then the number of last profit center. (E.g.. 100,150). When you have finished listing your accounts and profit centers, press F2. Your first account will appear on screen (if you have chosen T for Terminal). At the top right, you will see the date (month and year) of the inquiry. At the top left, you will see the general ledger account number of the inquiry. At the left you will also see the group account code number and description. The detail information appears in columns. From the left to the right side, these are first - profit center number, then the date of the transaction, then the type of journal entry, the journal number, and then a description. The right column will contain the opening balance, the amount of the journal entries, and the closing balance. Journal Entry Descriptions GJ - General Journal - usually created from direct postings in GL 1 SJ - Sales Journal - created from the AR module when an Accounts Receivable Invoice is created. PJ - Purchase Journal - created from the AP module when an Accounts Payable Invoice is entered from a supplier or band member. CR - Cash Receipts Journal - created when a payment is received on an outstanding AR invoice. PR - Payroll Journal - created from the Payroll system. Note - All types of entries can be created using GL 1 Below this information will be the monthly, YTD and total year actual, budget and variance information. Note - This information will only show for revenue and expense accounts. At the lower right will be the balance of the budget funds available for that specific expense code. If you have chosen one profit center, it will show the budget remaining for that profit center, if you have chosen all profit centers, it will show the budget remaining for all profit centers with that expense code. If you have the purchase order program and have this company set to committed funds in PO 50, at the bottom of this section, you will see the Total and YTD of committed funds. This is the total of all purchase orders posted to that account and profit center. Related Documents Post Journal Entry (s) (GL 1) Applicable up to Version