Program Description
This program can be found on the Accounts Payable File Maintenance menu (AP-3-2) and the General Ledger File Maintenance menu (GL-3-1). It allows you to add, change, delete accounts in the current system, which can include assets, liabilities, capital, income, or expense accounts.
Rev 14 Changes
Whenever an operator brought up a chart of account record with the change option, the date last changed for that account would be updated to the current system date. This would occur even if the operator did not change anything. This has been corrected, so the date last changed in the Chart Of Account File (CHART) will only be updated if the operator changed one of the fields in the Chart Of Account File Maintenance screen. If the operator chooses to change a field and enters the same information in the new data prompt that was previously in the field, the date last changed will not be updated.
Logic was added to the Chart Of Account File to check the GL Repeating Entries File (GLREP.DT) and GL Reversing Entries File (GLREV.DT). These are new files that were added in Revision 14.
When an operator tries to delete an account, the program will check to see if the account is used in the GL Repeating and/or GL Reversing files. If the account is used in those files, a message stating “Account Number Is Used In GL Repeating Entry File”, “Account Number Is Used In GL Reversing Entry File”, or “Account Number Is Used In Repeating Entry and Reversing Entry Files” will display. The program will then display a message stating “Delete Is Not Allowed. Press 'CR' To Continue”.
When an operator tries to change the account type on an account, the program will check to see if the account is used in the GL Repeating and/or GL Reversing files. The account type is D for debit account, C for credit account, or H for header account. If the account is used in those files, a message stating “Account Number Is Used In GL Repeating Entry File”, “Account Number Is Used In GL Reversing Entry File”, or “Account Number Is Used In Repeating Entry and Reversing Entry Files” will display. The program will then display a message stating “Change Of Account Type Is Not Allowed. Press 'CR' To Continue”.
Rev 13 Changes
This program was modified so that if the operator chooses to change fields 5 through 17 or fields 31 through 45, the following message will display: This Is A System Generated Number. Are You Sure You Want To Change (Y/N). If N is entered, the program will return to field. If Y is entered, there will be a prompt for new data. This change was made since it is very easy to change the wrong field in this program and there is no easy way to get those figures back once they are changed.
Rev 12 Documentation
Chart Of Accounts File Maintenance is found on the Accounts Payable File Maintenance menu, 3-2 and the General Ledger File Maintenance menu, 3-1. A new feature has been added in Rev 12.
Budget figures can be added to the chart. These figures are used by the financial statements and the Expense And Budget Analysis Report, to provide a comparison of actual expense versus budgeted amount. A budget dollar amount for each of the 12 months in the year is added to the chart in Chart of Accounts File Maintenance. Budget figures are entered in fields 18 through 29. Field 18 is the amount in the first month of your fiscal year. Field 29 is the last month. The majority of companies calculate the yearly budget amount and divide that by 12 and come up with a monthly amount. Thus the norm is that fields 18 through 29 have the same figure in each field. Different figures are allowed but the norm is that they are normally the same for each month for an individual chart of account.
Because the 12 month budget figures are normally the same, entering a dollar amount in the first month, field 18 will now produce a prompt to have that figure automatically written into the other 11 budget amount fields. If a yes is input the number is written. If a no is entered the number is not written. Selecting fields 19 through 29 also displays as a default what is entered for month 1 in field 18. These features are only available in the change mode. This is basically a time saving feature. If you want all months to have the same budget amount select field 18, month 1, and let the program write in the rest of the months.
Enter Data
When accessing an account in the change mode, the following prompt displays when field 18 is selected. The prompt appears after entering the amount for field 18. Field 18 is fiscal month 1 for the budget amount.
Would You Like Fields 19-29 To Equal ###### (Y/N)
2/10/97 Chart Of Accounts 10:49
Enter Procedure Type A'dd C'hange D'elete E'nd C
Account No. 612300 1-Description OFFICE EXPENSE
2-Company No. 3-Div. No. 4-Type Acct (D/C/H).D
Fld Per# This Year Fld Budgets Fld Dist. Last Year
5 1 18 1 125.00 31 1
6 2 19 2 32 2
7 3 20 3 33 3
8 4 21 4 34 4
9 5 22 5 35 5
10 6 23 6 36 6
11 7 24 7 37 7
12 8 25 8 38 8
13 9 26 9 39 9
14 10 27 10 40 10
15 11 -500.00 28 11 41 11
16 12 49.33 29 12 42 12
EOY 17 13 30 13 43 13
O/B 44 .00 45 .00
YTD 46 -450.67 47-Last Maint. 2/04/97
Fld 18 New Data 12500
Would You Like Fields 19-29 To Equal 125.00 (Y/N)
The dollar amount entered for field 18, month 1 is displayed in the message. Enter a Y for yes to have this budget dollar amount written to the rest of the months in the year, fields 19 to 29. As soon a Y is input the figures are changed on the screen. Enter N for no to not write this amount into fields 19 to 29.
The prompt only appears when field 18 is selected. Selecting fields 19 through 29, through the change mode, displays whatever is in field 18 as the default. A carriage return accepts the default. This can be overridden if desired.