General Ledger

User Guide
 Copyright (c) 2001 Jenzabar, Inc. All rights reserved.
You may print any part or the whole of this documentation to support installations of Jenzabar software.
Where the documentation is available in an electronic format such as PDF or online help, you may store
copies with your Jenzabar software. You may also modify the documentation to reflect your institution's
usage and standards. Permission to print, store, or modify copies in no way affects ownership of the
documentation; however, Jenzabar, Inc. assumes no responsibility for any changes you make.

Filename: uggl
Distribution date: 10/25/2000

Contact us at www.jenzabar.com

Jenzabar CX and QuickMate are trademarks of Jenzabar, Inc.

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 JENZABAR, INC.
GENERAL LEDGER USER GUIDE

TABLE OF CONTENTS

SECTION 1 - GETTING STARTED ................................................................................ 1

Overview ...................................................................................................................................................... 1
Introduction................................................................................................................................................ 1
Product Differences ................................................................................................................................... 1
Purpose of This Guide............................................................................................................................... 1
Intended Audience..................................................................................................................................... 1
Learning Objectives................................................................................................................................... 2
How to Use This Guide.............................................................................................................................. 2
Structure of Jenzabar User Guides ........................................................................................................... 2

Other Information Resources .................................................................................................................... 3

Introduction................................................................................................................................................ 3
Resource List............................................................................................................................................. 3

Before You Begin Using General Ledger ................................................................................................. 5

Introduction................................................................................................................................................ 5
Purpose of General Ledger ....................................................................................................................... 5
Prerequisite Tasks..................................................................................................................................... 5
Background Knowledge............................................................................................................................. 5
Reporting Tools ......................................................................................................................................... 6
The Chart of Accounts Report................................................................................................................... 6
The General Ledger Process .................................................................................................................... 7

Conventions Used in This Guide............................................................................................................... 8

Introduction................................................................................................................................................ 8
Style Conventions...................................................................................................................................... 8
Jenzabar-Specific Terms........................................................................................................................... 9
Keystrokes................................................................................................................................................. 9

SECTION 2 - USING THE GENERAL LEDGER SCREENS ........................................ 11

Overview .................................................................................................................................................... 11
Introduction.............................................................................................................................................. 11
Related Applications................................................................................................................................ 11
Alphabetical Organization........................................................................................................................ 12
Screen Access......................................................................................................................................... 12
Screen and Window Differences ............................................................................................................. 12
Account Numbers in the Standard Jenzabar CX Screens and Windows ............................................... 13
Commands .............................................................................................................................................. 13
Accessing the Screen Commands .......................................................................................................... 13

Account Screen......................................................................................................................................... 14
Purpose ................................................................................................................................................... 14
Access ..................................................................................................................................................... 14
Example................................................................................................................................................... 14
Fields ....................................................................................................................................................... 15
Commands .............................................................................................................................................. 15

i
Account Entry Screen............................................................................................................................... 16
Purpose ................................................................................................................................................... 16
Access ..................................................................................................................................................... 16
Example................................................................................................................................................... 16
Fields ....................................................................................................................................................... 17
Commands .............................................................................................................................................. 18

Accounting Query Parameter Screen ..................................................................................................... 20

Purpose ................................................................................................................................................... 20
Access ..................................................................................................................................................... 20
Example................................................................................................................................................... 20
Fields ....................................................................................................................................................... 21
Commands .............................................................................................................................................. 23

Accounting Query Voucher Screen ........................................................................................................ 24

Purpose ................................................................................................................................................... 24
Access ..................................................................................................................................................... 24
Example................................................................................................................................................... 24
Fields ....................................................................................................................................................... 25
Commands .............................................................................................................................................. 25

Amount Screen.......................................................................................................................................... 27
Purpose ................................................................................................................................................... 27
Access ..................................................................................................................................................... 27
Example................................................................................................................................................... 27
Fields ....................................................................................................................................................... 28
Commands .............................................................................................................................................. 28

Audit Update/Reconfigure Statement Screen ........................................................................................ 29

Purpose ................................................................................................................................................... 29
Access ..................................................................................................................................................... 29
Example................................................................................................................................................... 29
Fields ....................................................................................................................................................... 30
Commands .............................................................................................................................................. 30

Block Entry Screen ................................................................................................................................... 31

Purpose ................................................................................................................................................... 31
Access ..................................................................................................................................................... 31
Example................................................................................................................................................... 31
Fields ....................................................................................................................................................... 32
Commands .............................................................................................................................................. 32

Budget Review Screen ............................................................................................................................. 33

Purpose ................................................................................................................................................... 33
Access ..................................................................................................................................................... 33
Example................................................................................................................................................... 33
Fields ....................................................................................................................................................... 33
Commands .............................................................................................................................................. 35

Budget Transactions Screen ................................................................................................................... 37

Purpose ................................................................................................................................................... 37
Access ..................................................................................................................................................... 37
Example................................................................................................................................................... 37
Fields ....................................................................................................................................................... 37
Commands .............................................................................................................................................. 38

ii
Bursar Account Information Screen ....................................................................................................... 39
Purpose ................................................................................................................................................... 39
Access ..................................................................................................................................................... 39
Example................................................................................................................................................... 39
Fields ....................................................................................................................................................... 39
Commands .............................................................................................................................................. 40

Bursar Balance Information Screen........................................................................................................ 41

Purpose ................................................................................................................................................... 41
Access ..................................................................................................................................................... 41
Example................................................................................................................................................... 41
Fields ....................................................................................................................................................... 41
Commands .............................................................................................................................................. 42

Bursar Default Query Parameters Window ............................................................................................ 44

Purpose ................................................................................................................................................... 44
Access ..................................................................................................................................................... 44
Example................................................................................................................................................... 44
Fields ....................................................................................................................................................... 45
Commands .............................................................................................................................................. 45

Bursar Query Screen ................................................................................................................................ 46

Purpose ................................................................................................................................................... 46
Access ..................................................................................................................................................... 46
Example................................................................................................................................................... 46
Fields ....................................................................................................................................................... 47
Commands .............................................................................................................................................. 47

Bursar Session Information Screen........................................................................................................ 48

Purpose ................................................................................................................................................... 48
Access ..................................................................................................................................................... 48
Example................................................................................................................................................... 48
Fields ....................................................................................................................................................... 48
Commands .............................................................................................................................................. 50

Bursar Detail Screen................................................................................................................................. 51

Purpose ................................................................................................................................................... 51
Access ..................................................................................................................................................... 51
Example................................................................................................................................................... 51
Fields and Commands............................................................................................................................. 51

Change Title Window................................................................................................................................ 52

Purpose ................................................................................................................................................... 52
Access ..................................................................................................................................................... 52
Example................................................................................................................................................... 52
Field ......................................................................................................................................................... 53
Commands .............................................................................................................................................. 53

Closing Fund Balance Record Screen.................................................................................................... 54

Purpose ................................................................................................................................................... 54
Access ..................................................................................................................................................... 54
Example................................................................................................................................................... 54
Fields ....................................................................................................................................................... 55
Commands .............................................................................................................................................. 55

Customized Financial Statement Structure Screen .............................................................................. 57

iii
 Purpose ................................................................................................................................................... 57
Access ..................................................................................................................................................... 57
Example................................................................................................................................................... 57
Fields ....................................................................................................................................................... 58
Commands .............................................................................................................................................. 59

Definition of New Line Window................................................................................................................ 60

Purpose ................................................................................................................................................... 60
Access ..................................................................................................................................................... 60
Example................................................................................................................................................... 60
Fields ....................................................................................................................................................... 61
Commands .............................................................................................................................................. 61

Document Query Screen .......................................................................................................................... 62

Purpose ................................................................................................................................................... 62
Access ..................................................................................................................................................... 62
Example................................................................................................................................................... 62
Fields ....................................................................................................................................................... 63
Commands .............................................................................................................................................. 64

Edit Checking for Closing Program Screen ........................................................................................... 65

Purpose ................................................................................................................................................... 65
Access ..................................................................................................................................................... 65
Example (1) ............................................................................................................................................. 65
Example (2) ............................................................................................................................................. 66
Fields ....................................................................................................................................................... 66
Commands .............................................................................................................................................. 67

Financial Report Format Tables Screen ................................................................................................. 68

Purpose ................................................................................................................................................... 68
Access ..................................................................................................................................................... 68
Example................................................................................................................................................... 68
Fields ....................................................................................................................................................... 69
Commands .............................................................................................................................................. 70

Fiscal Calendar Information Window...................................................................................................... 71

Purpose ................................................................................................................................................... 71
Access ..................................................................................................................................................... 71
Example................................................................................................................................................... 71
Fields ....................................................................................................................................................... 72
Commands .............................................................................................................................................. 72

General Ledger Account Records Screen.............................................................................................. 73

Purpose ................................................................................................................................................... 73
Access ..................................................................................................................................................... 73
Example................................................................................................................................................... 73
Fields ....................................................................................................................................................... 73
Commands .............................................................................................................................................. 75

G/L Account Selection Screen................................................................................................................. 76

Purpose ................................................................................................................................................... 76
Access ..................................................................................................................................................... 76
Example................................................................................................................................................... 76
Fields ....................................................................................................................................................... 77
Commands .............................................................................................................................................. 77

iv
G/L Account Update Screen..................................................................................................................... 78
Purpose ................................................................................................................................................... 78
Access ..................................................................................................................................................... 78
Example................................................................................................................................................... 78
Fields ....................................................................................................................................................... 79
Commands .............................................................................................................................................. 79

G/L Parameter Screen............................................................................................................................... 80

Purpose ................................................................................................................................................... 80
Access ..................................................................................................................................................... 80
Example................................................................................................................................................... 80
Fields ....................................................................................................................................................... 81
Commands .............................................................................................................................................. 82

G/L Report Screen..................................................................................................................................... 83

Purpose ................................................................................................................................................... 83
Access ..................................................................................................................................................... 83
Example................................................................................................................................................... 83
Fields ....................................................................................................................................................... 84
Commands .............................................................................................................................................. 84

G/L Specific Selection Screen ................................................................................................................. 85

Purpose ................................................................................................................................................... 85
Access ..................................................................................................................................................... 85
Example................................................................................................................................................... 85
Fields ....................................................................................................................................................... 86
Commands .............................................................................................................................................. 86

Group Entry Screen .................................................................................................................................. 87

Purpose ................................................................................................................................................... 87
Access ..................................................................................................................................................... 87
Example................................................................................................................................................... 87
Fields ....................................................................................................................................................... 88
Commands .............................................................................................................................................. 89

Interactive Filepost Screen ...................................................................................................................... 90

Purpose ................................................................................................................................................... 90
Access ..................................................................................................................................................... 90
Example................................................................................................................................................... 90
Fields ....................................................................................................................................................... 91
Commands .............................................................................................................................................. 92

Item Entry Screen...................................................................................................................................... 93

Purpose ................................................................................................................................................... 93
Access ..................................................................................................................................................... 93
Example................................................................................................................................................... 93
Fields ....................................................................................................................................................... 94
Commands .............................................................................................................................................. 95

Manual/Range G/L Account Selection Window ..................................................................................... 96

Purpose ................................................................................................................................................... 96
Access ..................................................................................................................................................... 96
Example................................................................................................................................................... 96
Fields ....................................................................................................................................................... 97
Commands .............................................................................................................................................. 97

v
Post to General Ledger Screen ............................................................................................................... 98
Purpose ................................................................................................................................................... 98
Access ..................................................................................................................................................... 98
Example................................................................................................................................................... 98
Fields ....................................................................................................................................................... 99
Commands ............................................................................................................................................ 100

Recurring Entry Screen .......................................................................................................................... 101

Purpose ................................................................................................................................................. 101
Access ................................................................................................................................................... 101
Example................................................................................................................................................. 101
Fields ..................................................................................................................................................... 102
Commands ............................................................................................................................................ 102

Recurring Entry Table Screen ............................................................................................................... 104

Purpose ................................................................................................................................................. 104
Access ................................................................................................................................................... 104
Example................................................................................................................................................. 104
Fields ..................................................................................................................................................... 104
Commands ............................................................................................................................................ 105

Schedule Entry Screen ........................................................................................................................... 106

Purpose ................................................................................................................................................. 106
Access ................................................................................................................................................... 106
Example................................................................................................................................................. 106
Fields ..................................................................................................................................................... 107
Commands ............................................................................................................................................ 107

Statement Parameters Window ............................................................................................................. 108

Purpose ................................................................................................................................................. 108
Access ................................................................................................................................................... 108
Example................................................................................................................................................. 109
Fields ..................................................................................................................................................... 109
Commands ............................................................................................................................................ 110

Statement Screen.................................................................................................................................... 111

Purpose ................................................................................................................................................. 111
Access ................................................................................................................................................... 111
Example................................................................................................................................................. 111
Fields ..................................................................................................................................................... 112
Commands ............................................................................................................................................ 112

Structured Financial Statement Generation Screen............................................................................ 113

Purpose ................................................................................................................................................. 113
Access ................................................................................................................................................... 113
Example................................................................................................................................................. 113
Fields ..................................................................................................................................................... 114
Commands ............................................................................................................................................ 114

Structured Financial Statement Download File Screen ...................................................................... 115

Purpose ................................................................................................................................................. 115
Access ................................................................................................................................................... 115
Example................................................................................................................................................. 115
Fields ..................................................................................................................................................... 116
Commands ............................................................................................................................................ 116

vi
Subsidiary Account Screen ................................................................................................................... 117
Purpose ................................................................................................................................................. 117
Access ................................................................................................................................................... 117
Example................................................................................................................................................. 117
Fields ..................................................................................................................................................... 118
Commands ............................................................................................................................................ 120

Subsidiary Accounts Screen ................................................................................................................. 121

Purpose ................................................................................................................................................. 121
Access ................................................................................................................................................... 121
Example................................................................................................................................................. 121
Fields ..................................................................................................................................................... 122
Commands ............................................................................................................................................ 122

Subsidiary Balances Screen .................................................................................................................. 124

Purpose ................................................................................................................................................. 124
Access ................................................................................................................................................... 124
Example................................................................................................................................................. 124
Fields ..................................................................................................................................................... 125
Commands ............................................................................................................................................ 126

Subsidiary Entries Screen...................................................................................................................... 128

Purpose ................................................................................................................................................. 128
Access ................................................................................................................................................... 128
Example................................................................................................................................................. 128
Fields ..................................................................................................................................................... 128
Commands ............................................................................................................................................ 129

Subsidiary Query Parameter Screen..................................................................................................... 131

Purpose ................................................................................................................................................. 131
Access ................................................................................................................................................... 131
Example................................................................................................................................................. 131
Fields ..................................................................................................................................................... 132
Commands ............................................................................................................................................ 134

Subsidiary Totals Screen ....................................................................................................................... 135

Purpose ................................................................................................................................................. 135
Access ................................................................................................................................................... 135
Example................................................................................................................................................. 135
Fields ..................................................................................................................................................... 136
Commands ............................................................................................................................................ 136

Subsidiary Transactions Screen ........................................................................................................... 138

Purpose ................................................................................................................................................. 138
Access ................................................................................................................................................... 138
Example................................................................................................................................................. 138
Fields ..................................................................................................................................................... 139
Commands ............................................................................................................................................ 140

Transaction Screen................................................................................................................................. 141

Purpose ................................................................................................................................................. 141
Access ................................................................................................................................................... 141
Example................................................................................................................................................. 141
Fields ..................................................................................................................................................... 142
Commands ............................................................................................................................................ 143

vii
View Account Screen.............................................................................................................................. 144
Purpose ................................................................................................................................................. 144
Access ................................................................................................................................................... 144
Example................................................................................................................................................. 144
Fields ..................................................................................................................................................... 145
Commands ............................................................................................................................................ 145

Voucher Screen....................................................................................................................................... 146

Purpose ................................................................................................................................................. 146
Access ................................................................................................................................................... 146
Example................................................................................................................................................. 146
Fields ..................................................................................................................................................... 147
Commands ............................................................................................................................................ 148

Voucher G/L Entry Screen...................................................................................................................... 151

Purpose ................................................................................................................................................. 151
Access ................................................................................................................................................... 151
Example................................................................................................................................................. 151
Fields ..................................................................................................................................................... 152
Commands ............................................................................................................................................ 153

SECTION 3 – CREATING ACCOUNT NUMBERS..................................................... 155

Overview .................................................................................................................................................. 155
Introduction............................................................................................................................................ 155
Before You Begin .................................................................................................................................. 155

Setting Up Account Numbers ................................................................................................................ 156

Introduction............................................................................................................................................ 156
How to Enter Account Fields ................................................................................................................. 156
How to Change Account Descriptions................................................................................................... 156
How to Define Account Component Combinations ............................................................................... 156
How to Relate the Account Components .............................................................................................. 157

Activating Accounts ............................................................................................................................... 157

Introduction............................................................................................................................................ 157
How to Activate Account Numbers Within Accounting Entry ................................................................ 157
How to Activate Account Numbers as Needed ..................................................................................... 157

SECTION 4 - CREATING JOURNAL ENTRIES AND ADJUSTMENTS .................... 159

Overview .................................................................................................................................................. 159
Introduction............................................................................................................................................ 159
Before You Begin .................................................................................................................................. 159

Creating One-Time Journal Entries....................................................................................................... 160

Definition of a One-Time Journal Entry ................................................................................................. 160
Ways to Create Other Types of Journal Entries.................................................................................... 160
How to Create and Post One-Time Journal Entries .............................................................................. 160

Using Recurring Journal Entries........................................................................................................... 162

Purpose of Recurring Journal Entries ................................................................................................... 162
How to Create Recurring Journal Entries.............................................................................................. 162
How to Update Recurring Journal Entries ............................................................................................. 162

viii
 How to Post Recurring Journal Entries ................................................................................................. 163

SECTION 5 - QUERYING ACCOUNTING INFORMATION........................................ 165

Overview .................................................................................................................................................. 165
Introduction............................................................................................................................................ 165
Before you Begin ................................................................................................................................... 165
The Process .......................................................................................................................................... 165

Querying Journal Information................................................................................................................ 166

Jenzabar CX Programs for Querying Journal Information .................................................................... 166
Types of Queries ................................................................................................................................... 166
How to Use Accounting Query .............................................................................................................. 166

Querying Subsidiary Information .......................................................................................................... 168

The Jenzabar CX Program for Querying Accounting Information......................................................... 168
Examples of Subsidiaries in Jenzabar CX ............................................................................................ 168
Subsidiary Account Query Levels ......................................................................................................... 169
Direct Access to Subsidiary Account Query.......................................................................................... 169
Indirect Access to Subsidiary Account Query ....................................................................................... 169
How to Query Subsidiary Information Using Direct Access .................................................................. 170
How to Access the Account Entry Screen and Subsidiary Account Query........................................... 170
How to Access the Voucher G/L Entry Screen and Subsidiary Account Query.................................... 170
How to Query Subsidiary Information Using Indirect Access................................................................ 171

Querying Budget Information ................................................................................................................ 172

Jenzabar CX Program for Querying Budget Information ...................................................................... 172
How to Access Budget Review ............................................................................................................. 172
Pooled Budget Reviews ........................................................................................................................ 172
How to Query Budget Information ......................................................................................................... 172

Querying Student Information ............................................................................................................... 174

The Jenzabar CX Program for Querying Student Information .............................................................. 174
How to Query Student Information ........................................................................................................ 174

SECTION 6 - PRODUCING GENERAL LEDGER REPORTS.................................... 175

Overview .................................................................................................................................................. 175
Introduction............................................................................................................................................ 175
How to Generate and Print Reports ...................................................................................................... 175

Reports for General Ledger ................................................................................................................... 176

Introduction............................................................................................................................................ 176
Before you Begin ................................................................................................................................... 176
The Process .......................................................................................................................................... 176
Initializing Report Indexes ..................................................................................................................... 177

Standard Jenzabar CX Reports ............................................................................................................. 178

Introduction............................................................................................................................................ 178
Report Parameters ................................................................................................................................ 178
Accounting: Reports Menu ................................................................................................................... 186
Accounting: Financial Statement Reports Menu ..................................................................................186
Accounting: Object Reports Menu........................................................................................................ 194
Accounting: Function Reports Menu .................................................................................................... 200

ix
 Accounting: Subfund Reports Menu..................................................................................................... 208
Accounting: Associated Object Reports Menu..................................................................................... 225
Accounting: Combined Function Reports Menu................................................................................... 230
Accounting: Miscellaneous Reports Menu ........................................................................................... 236
Accounting: Subsidiary Reports Menu ................................................................................................. 240
Accounting: Journal Processing Menu ................................................................................................. 248
Accounting: General Ledger Maintenance Menu................................................................................. 249
Accounting: Check Reconciliation Menu .............................................................................................. 250
Accounting: Form 990 Reports Menu................................................................................................... 250
Accounting: General Ledger Closing Menu.......................................................................................... 251
Accounting: Subsidiary Archiving Menu ............................................................................................... 253
Accounting: Subsidiary Balance Forward Menu .................................................................................. 253
Accounting: Audit Menu........................................................................................................................ 254
Auditing: Reports Menu ........................................................................................................................ 256

Producing Customized Financial Reports............................................................................................ 261

Jenzabar CX Reporting Hierarchy......................................................................................................... 261
Before You Begin .................................................................................................................................. 261
Process.................................................................................................................................................. 261
Complying With FASB 117 Reporting Requirements............................................................................ 261
Access to Customized Reporting Options............................................................................................. 261
Four Levels in the Reporting Hierarchy................................................................................................. 262
Account Sets in the Reporting Structure ............................................................................................... 262
Relationships in the Reporting Structure............................................................................................... 262
Screens to Use ...................................................................................................................................... 263

Adding a Report Structure ..................................................................................................................... 264

Introduction............................................................................................................................................ 264
Menu Option Sequence......................................................................................................................... 264
Linking Accounts to a Structure............................................................................................................. 264
How to Add a Report Structure ............................................................................................................. 264

Notes for Adding and Maintaining a Report Structure........................................................................ 266

Note 1 How to Select Accounts....................................................................................................... 266
Note 2 How to Navigate Screens and Finish a Structure................................................................ 266
Note 3 How to Add Accounts to an Existing Structure .................................................................... 267

Modifying a Report Structure................................................................................................................. 268

Introduction............................................................................................................................................ 268
How to Change Titles in a Report Structure.......................................................................................... 268
How to Insert Additional Lines into a Structure ..................................................................................... 268
How to Delete Lines From a Structure .................................................................................................. 269
How to Delete Accounts You Have Linked to a Structure..................................................................... 270

Auditing and Reconfiguring a Report Structure ..................................................................................271

Introduction............................................................................................................................................ 271
Before you Begin ................................................................................................................................... 271
How to Audit or Reconfigure a Structure............................................................................................... 272

Using Sets and Formats in a Report Structure .................................................................................... 273

Introduction............................................................................................................................................ 273
Before You Begin .................................................................................................................................. 273
How to Define Sets................................................................................................................................ 273
How to Assign Accounts to Sets ........................................................................................................... 273
How to Define Formats for Report Structures ....................................................................................... 274
How to Modify Report Formats.............................................................................................................. 275

x
Producing Reports from Structures...................................................................................................... 276
Introduction............................................................................................................................................ 276
How to Produce Reports ....................................................................................................................... 276
Features ................................................................................................................................................ 276

Downloading Reports from Structures................................................................................................. 277

Introduction............................................................................................................................................ 277
Before you Begin ................................................................................................................................... 277
How to Download Reports..................................................................................................................... 277

SECTION 7 - PERFORMING YEAR-END PROCESSING ......................................... 279

Overview .................................................................................................................................................. 279
Introduction............................................................................................................................................ 279
Before You Begin .................................................................................................................................. 279
The Process .......................................................................................................................................... 279

Preparing for an Independent Audit...................................................................................................... 280

Introduction............................................................................................................................................ 280
Performing Queries ............................................................................................................................... 280
Confirmation Letters .............................................................................................................................. 280
Financial Auditing Reports .................................................................................................................... 280

Running General Ledger Audit .............................................................................................................. 281

How to use General Ledger Audit ......................................................................................................... 281
Example General Ledger Audit Output ................................................................................................. 282
Fields on the General Ledger Audit Output........................................................................................... 283

Running Subsidiary Account Audit ...................................................................................................... 284

How to use Subsidiary Account Audit ................................................................................................... 284
Example Subsidiary Account Audit Output............................................................................................ 285
Fields on the S/L Report........................................................................................................................ 286

Preparing for Year-End Closing ............................................................................................................ 287

Steps to Prepare for Year-End Closing ................................................................................................. 287
How to Create Account Records for the New Fiscal Period.................................................................. 287
How to Add, Review, and Edit General Ledger Closing Fund Balance Records.................................. 288
Example of the Closing Fund Balance Report ...................................................................................... 290
Fields on the Closing Fund Balance Report.......................................................................................... 291
Example of the Missing Fund Balance Report ...................................................................................... 291
Fields on the Missing Fund Balance Report.......................................................................................... 291
How to Verify the Net Asset Indicators in Closing Entries..................................................................... 292

Completing Year-End Closing ............................................................................................................... 293

Steps to Complete Year-End Closing.................................................................................................... 293
How to Create the New Fiscal Calendar Record .................................................................................. 293
How to Create Closing Entries .............................................................................................................. 294
How to Create Balance Forward Entries ............................................................................................... 294
How to Post Entries to the General Ledger........................................................................................... 295
How to Roll Subsidiary Balances Forward ............................................................................................ 296

SECTION 8 - RECOVERING ACCOUNTING JOURNALS ........................................ 297

Overview .................................................................................................................................................. 297

xi
 Introduction............................................................................................................................................ 297
Before you Begin ................................................................................................................................... 297
The Process .......................................................................................................................................... 297

Running the Voucher Recovery Process ............................................................................................. 298

The Purpose of the Voucher Recovery Process ................................................................................... 298
How to Run the Voucher Recovery Process ......................................................................................... 298

SECTION 9 - RESPONDING TO SYSTEM MESSAGES ........................................... 299

Overview .................................................................................................................................................. 299
Introduction............................................................................................................................................ 299
Four Types of Messages ....................................................................................................................... 299
Descriptions of Message Types ............................................................................................................ 299
Electronic Mail Messages...................................................................................................................... 300

Status, Warning and Error Messages ................................................................................................... 301

Messages you Might Receive ............................................................................................................... 301

Voucher Recovery Process Error Messages ....................................................................................... 308

Messages from the Voucher Recovery Process ................................................................................... 308

INDEX ......................................................................................................................... 309

xii
 SECTION 1 - GETTING STARTED

Overview

Introduction
General Ledger is an application developed by Jenzabar, Inc. that allows you to enter, maintain,
query and report accounting information. It is a component of CX.
Because accounting information comes from a variety of areas on an institution’s campus, CX
supports several products that perform accounting functions. For example, Donor Accounting
maintains accounting information from donations and alumni gifts, and Student Billing maintains
accounting information from student account activity. The General Ledger application enables
you to create general journal entries, to view the results of all the accounting activities on your
campus, to provide supporting documents to your independent auditors, and to perform year-end
processing.

Product Differences
This guide contains information for using all features developed for the General Ledger product.
Your institution may or may not have all the features documented in this guide.

Purpose of This Guide

This guide serves as a learning tool and a reference guide for the following accounting activities:
• Creating journal entries
• Reviewing the results of accounting activities for journals, subsidiaries, budgets,
and students
• Creating reporting structures for customized reports
• Performing period-end processing, including preparing for an independent audit,
preparing closing entries, and rolling balances forward to a new fiscal year
• Recovering journals after a system failure
• Producing standard CX reports
Note: For more information about the accounting activities of other campus
functions, see the user guide for the related CX module.

Intended Audience
This guide is intended for menu users in any Accounting or Controller’s office who perform data
entry operations. Independent auditors may also find this guide useful as they perform an audit.
Note: Menu users include the application coordinator, administrative
assistants, and operators. Error correction and journal recovery
procedures may require assistance from the Jenzabar coordinator at
the institution.

General Ledger 1 Getting Started

Learning Objectives
Using this guide, you will be able to:
• Create a journal and make journal entries
• Create and use recurring journal entries
• Query the contents of journals, accounts, or entries
• Query the activity in subsidiary accounts, including student accounts
• Query budgeted, actual, and encumbered amounts
• Initialize report indexes and run reports
• Create customized reports
• Create period-ending entries and prepare the accounting records for an
independent audit and/or a new fiscal period
• Recover journals after a system failure

How to Use This Guide

If you are not familiar with how your institution maintains its accounting information, read this
guide for detailed information about how to use General Ledger.
If you are familiar with how your institution maintains this information, and just need information in
a particular area, look through the table of contents or index and refer to the pages you need.

Structure of Jenzabar User Guides

Jenzabar user guides contain the following sections:
• Section 1 - An overview of general information
• Section 2 - A reference of the screens, fields and commands for the application
• Section 3 - 8 - Detailed procedures for using the application
• Section 9 - A reference of application error and warning messages
• Index

Getting Started 2 General Ledger

Other Information Resources

Introduction
This user guide contains information about the screens, options, and procedures that are specific
to General Ledger. However, some of these may be used in other CX products. Documentation
for these common features appears in the manuals or guides to which they most specifically
relate.

Resource List
The following provides references to other CX documentation for certain functions, screens, and
options that are not described in this user guide.

For more information about: See:

Accounts Payable menu options The following guides and manuals:
• RPA Technical Manual
• Using Purchasing and Accounts Payable
• Using Requisitioning
Approval menu options The following guides and manuals:
• Requisitioning Technical Manual
• Using Requisitioning
Budgeting menu options Using Financial Budgeting
Cash Receipts menu options Using Cashier
Common windows Getting Started User Guide
Detail windows Getting Started User Guide
Donor Accounting menu options Using Alumni/Development
CX menus Getting Started User Guide
CX universal commands: Getting Started User Guide
Help
ID-type
Query
Scroll
Table Lookup
Fixed Assets menu options Using Fixed Assets
General Ledger screen flow diagram General Ledger Technical Manual
General Ledger tables and table maintenance General Ledger Technical Manual
Payroll/Personnel menu options Using Payroll/Personnel
PERFORM screens: Getting Started User Guide
Common commands
General description
Ring menus
Program screens: Getting Started User Guide
Common commands
General description
Toolbars
Purchasing menu options The following guides and manuals:
• RPA Technical Manual
• Using Purchasing and Accounts Payable
• Using Requisitioning
Query tools Getting Started User Guide
QuickMate The following resources:

General Ledger 3 Getting Started

 For more information about: See:
• Installing QuickMate
• QuickMate online help
Receiving menu options The following guides and manuals:
• Purchasing and Accounts Payable
Technical Manual
• Using Purchasing and Accounts Payable
Reporting tools Getting Started User Guide
Requisitioning menu options The following guides and manuals:
• RPA Technical Manual
• Using Requisitioning
Student Billing and Receivables menu options Using Student Billing

Getting Started 4 General Ledger

Before You Begin Using General Ledger

Introduction
This section provides the following:
• A checklist of information you need to know and tasks you need to perform before using
General Ledger features
• Background knowledge you must possess to use General Ledger features
• A summary of the General Ledger process

Purpose of General Ledger

The primary purpose of General Ledger is to enable you to perform accounting functions on your
campus. Accounting functions include creating both routine and nonroutine journal entries,
reviewing the contents of the accounting records, and closing a fiscal period while preparing the
accounting records for the next fiscal period. These functions also include producing reports that
contain accounting information.

Prerequisite Tasks
Use the following checklist to ensure that you have reviewed all required tasks before you begin
using General Ledger:
• Determine that your institution’s Permission table (perm_table) includes your user ID.
• Determine that your institution’s General Ledger Permission table (glperm_table) includes, for
your user ID, the general ledger functions that you need to perform.

Background Knowledge
The following lists and describes the necessary background information that you should know.
Jenzabar CX
Know how to use the following, as described in the Jenzabar user guide Getting Started
User Guide:
• CX menu system
• CX screen toolbars, command lines, ring menus and comment lines
• CX universal commands, including:
− Help
− ID-type
− Query
− Scroll
− Table lookup
Authorized personnel
Know answers to the following questions:
• Who is authorized to enter accounting information?
• Who is authorized to access online accounting information?
Important dates
Know when the following occur:
• The valid dates for posting to each accounting month
• Session and registration beginning and ending dates
• Fiscal year-end

General Ledger 5 Getting Started

 General Ledger policies and procedures
Know answers to the following questions:
• How does your institution prepare and document journal entries?
• What is the structure of your institution’s chart of accounts?

Reporting Tools
Jenzabar provides several solutions to serve General Ledger needs. In addition to standard
reports located on the menus, your institution can choose from a variety of reporting tools. The
reporting tools are as follows:
ACE Reports
The standard reports located in the CX menu system. You can access and run ACE reports
from the menus to which they relate. For example, standard General Ledger reports appear
on the all the submenus that you access from the Accounting: Reports menu.
The initial screen that appears when you select a report prompts you to enter any required
parameters. For example, to produce the balance sheet, you can specify type of output, sort
fields, date ranges, account ranges and totaling requirements.
Note: For more information on running ACE reports, see Producing Standard and Customized
Reports in Getting Started User Guide.
PowerPlay
A PC/Windows-based executive and management data analysis tool. Using static data files
downloaded from CX, you can use PowerPlay to display and analyze data in a graphical,
multilevel, drill-down structure.
Note: For more information on using PowerPlay, see the online help provided
with the product.

The Chart of Accounts Report

One of the most useful reports that you need before you begin to use the General Ledger module
is the Chart of Accounts. The Chart of Accounts lists all the accounts that your institution uses. To
produce this report from the standard CX menus, select the following menu options from the
Fiscal Management Main menu.
1. Accounting
2. Reports menu
3. Miscellaneous menu
4. Chart of Accounts
Enter the year (e.g., 9697) and the sort sequence (e.g., fund, object and subfund), then process
the report as desired using the Output Scheduling and Parameters window.
Note: For more information about all standard General Ledger reports, see Standard Jenzabar
CX Reports in this guide.

Getting Started 6 General Ledger

The General Ledger Process
This list describes the overall process involved in using General Ledger.
Note: The process shown below is an example and is not intended as policy guidance. Your
institution's accounting process may vary.
1. Review the structure of your institution’s chart of accounts.
2. Create accounting entries in any of the following ways:
• Use the Student Billing module to create student account entries.
• Use the Donor Accounting application to create donor account entries.
• Use the Personnel/Payroll module to create salary, wage, and deduction
entries.
• Use the Purchasing and Accounts Payable module to create payable and
payment entries.
• Use the Cashier application to create cash entries.
• Use General Ledger to create entries that are not created automatically by
other CX modules.
3. Review the accounting records as needed, and produce reports according to the
policies and procedures at your institution.
4. Complete year-end processing, and prepare accounts and records for the new
fiscal period.
5. Verify that the accounting records are accurate by Getting Started User Guide audit
programs.

General Ledger 7 Getting Started

Conventions Used in This Guide

Introduction
Jenzabar has established a set of conventions to help you use this guide. The conventions
presented below are not exhaustive, but they include the more frequently used styles and terms.

Style Conventions
Jenzabar guides observe the following style conventions.

Boldface type
Represents text that you type into the system (e.g., "Type UNDG") and command names or
keys you use to execute a command or function (e.g., Finish).
Bulleted lists
Show items not ranked or without a sequential performance.
CAUTION:
Indicates a caution or warning of a potential risk or condition.
<Enter>
Represents the Enter, Return, Line Feed, or ↵ key on your keyboard.
Italic type
Is used in any of these ways:
• To represent a new or key term
• To add emphasis to a word
• To cross-reference a section of text
• To represent a variable for which you substitute another variable (e.g., substitute
filename with an appropriate filename)
<Key name>
Represents a key that you must press.
Note:
Indicates a note, tip, hint, or additional information.
Numbered lists
Show ranking of items or sequence of performance.
Parentheses
When used around a field name, indicate the field is unlabeled. The field description includes
the location of the field.
Quotation marks
Represent information written in this guide exactly as it appears on the screen (e.g., The
message, "Now Running..." appears.).

Getting Started 8 General Ledger

Jenzabar-Specific Terms
Some terms used in this guide may be unfamiliar to you, either because they are terms you have
not used before or because Jenzabar has assigned a slightly different meaning to a familiar term.
The following list identifies and explains the most common Jenzabar-specific terms used in this
guide.

Application
A group of one or more software programs that enables you to perform a particular
procedure, such as auditing general ledger information for accuracy.
Data
Specific information you enter into fields on a particular data entry screen.
Enter
To type information on a keyboard and execute by either of the following actions:
• Pressing the <Enter> key
• Clicking on the OK button
• Selecting Finish
F key
Any of the function keys located on your keyboard (e.g., <F1>).
Hot key
The capitalized and highlighted letter of a command on a ring menu.
ID
The number assigned to each student or organization associated with your institution (e.g.,
12345).
Parameter
A variable in the system that is given a constant value for a specific application (e.g., a date
can be a parameter for producing a report).
Select
To execute a command by performing the following actions:
• Performing the keystrokes
• Pressing the hot key
• Highlighting the command or option and pressing <Enter>
• Clicking the mouse
System
The Jenzabar product, CX.

Keystrokes
When you see two keys separated by a dash (e.g., <Ctrl-c>), hold down the first key (<Ctrl>)
while pressing the second (<c>).

General Ledger 9 Getting Started

Getting Started 10 General Ledger
 SECTION 2 - USING THE GENERAL LEDGER SCREENS

Overview

Introduction
The purpose of this section is to show each screen that you use in the General Ledger module
and to explain each of the fields on those screens. This section also references the commands
and options that you use when you perform procedures in General Ledger, such as: major
procedures like entering adjusting entries and performing year-end processing or more simple
procedures like querying account balances.
Refer to this section when you have questions about a specific field or command, or when you
are completing the procedures in this guide.

Related Applications
The screens for the General Ledger module relate to several different applications. The following
list associates the General Ledger screens and their related applications so that you can easily
identify the screens that you use for each specific task.
Accounting/Subsidiary Query
• Account screen
• Accounting Query Parameter screen
• Amount screen
• Document Query screen
• Account Entry screen
• Voucher G/L Entry screen
• Fiscal Calendar Information Window
• Accounting Query Voucher screen
• Statement Parameters window
• Statement screen
• Subsidiary Account screen
• Subsidiary Accounts screen
• Subsidiary Balances screen
• Subsidiary Entries screen
• Subsidiary Query Parameter screen
• Subsidiary Totals screen
• Subsidiary Transactions screen
• Transaction screen
Adjusting Entries
• Voucher screen
• Interactive Filepost screen
Budget Review
• Budget Review screen
• Budget Transactions screen
Bursar Query
• Bursar Account Information screen
• Bursar Balance Information screen
• Bursar Default Query Parameters window
• Bursar Query screen
• Bursar Session Information screen
• Bursar Detail screen

General Ledger 11 Screens

 G/L Audit
• G/L Report screen
Financial Statement Structure Entry
• Audit Update/Reconfigure Statement screen
• Block Entry screen
• Change Title window
• Customized Financial Statement Structure screen
• Definition of New Line window
• Financial Report Format Tables screen
• G/L Account Update screen
• G/L Account Search screen
• G/L Account Selection screen
• G/L Specific Selection screen
• Group Entry screen
• Item Entry screen
• Manual/Range G/L Account Selection screen
• Schedule Entry screen
• Structured Financial Statement Download File screen
• Structured Financial Statement Generation screen
• View Account screen
Year-end Processing
• Closing Fund Balance Record screen
• Edit Checking for Closing Program screen
• Post to General Ledger screen
• General Ledger Account Records screen
Recurring Entries
• Recurring Entry screen
• Recurring Entry Table screen

Alphabetical Organization
The screens, windows, field names, and commands appear in alphabetical order so that you can
locate the information quickly.

Screen Access
The access instructions for the screens and windows presume you are starting at the Accounting
menu. Access the Accounting menu by selecting the following, beginning at the Main menu:
1. Fiscal Management
2. Accounting menu

Screen and Window Differences

The screens and windows illustrated in this section represent those contained in the CX standard
product in GUI format unless otherwise noted. If your institution changes these screens and
windows to meet its specific needs or if you use the CX in character-based format, then your
screens and windows will differ from those shown in this section.

Screens 12 General Ledger

Account Numbers in the Standard Jenzabar CX Screens and Windows
In the CX standard product, the account number conforms to NACUBO (National Association of
College and University Business Officers) guidelines, including the following four components:
• Fund
• Function
• Object
• Subfund
Your institution can capture other information in the account number by changing the gl_define
macro during implementation. If your Jenzabar coordinator has modified this macro, then your
screens and reports will display different headings for the account number.

Commands
The toolbars, command lines, and menus on the CX screens and windows can change,
depending on the procedures that you perform or the commands that you have previously
selected. For example, Query mode and Update mode in any particular screen or window display
different commands. This guide describes all the commands associated with a screen or window.
Note: You can use a specific command only when it appears on the current toolbar,
command line, or menu, or when it is black (not dimmed) when you select
Commands.

Accessing the Screen Commands

On the GUI-format screens, you can access the commands in any of the following ways:
• Pressing the corresponding keys on your keyboard
• Clicking on the icons
• Selecting Command from the menu bar and then selecting the desired command from the
list of commands that appears

General Ledger 13 Screens

Account Screen

Purpose
The Account screen enables you to review a list of accounts that meet your search criteria.

Access
Access the Account screen as follows:
1. Select Accounting Query from the Accounting Menu
2. Enter the name of the printer that you use to print query output
3. Select Execute
4. Enter query information (year, month, Beg, End, Type, Status, Text, Stop after Codes)
5. Select Execute
6. Enter query information about accounts (fund, object, function, or subfund codes).
7. Select Execute.

Example
Following is an example of the Account screen.

Screens 14 General Ledger

Fields
The following is a list of fields that appear on the Account screen and their descriptions.
a-l
Letter that enables you to select an account to review for further detail.
Description
The description of the account that matches your search criteria.
Fd
The fund number of the account that matches your search criteria.
Func
The function number of the account that matches your search criteria.
Obj
The object number of the account that matches your search criteria.
Subf
The subfund number of the account that matches your search criteria.

Commands
The following is a list of commands that you can execute from the Account screen and their
purposes.

Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Amt screen
Displays the Amount screen for an account that you select.
Backward
Displays the previous screen of accounts that meet your search criteria.
Exit
Displays the Accounting Main menu.
Forward
Displays the next screen of accounts that meet your search criteria.
Output
Prints the account information on the printer that you designated when you first accessed
Accounting Query.
Parameter
Enables you to access and change the first line of the Accounting Query Parameter screen
so you can initiate another query.
Query
Enables you to access and change the second line of the Accounting Query Parameter
screen so you can initiate another query.
Re-execute query
Clears the displayed information from the system’s memory and performs the query again.
Search
Enables you to locate an account from the current query, if the results of the query occupy
more than one screen.

General Ledger 15 Screens

Account Entry Screen

Purpose
The Account Entry screen enables you view the debits and credits that support the entry in an
accounting query.

Access
Access the Account Entry screen as follows:
1. Access the Accounting Query Parameter screen.
2. Enter the query criteria
3. Select Execute
4. Select Detail of Amount

Example
Following is an example of the Account Entry screen.

Screens 16 General Ledger

Fields
The following is a list of fields that appear on the Account Entry screen and their descriptions.
Cash amount
The amount charged to the institution’s cash account, if any.
Credit
The amount credited to the account.
Debit
The amount debited to the account.
Doc
The code for the document that initiated the journal entry (e.g., PO for purchase order).
Doc id
The ID number of the entity associated with the entry (e.g., the vendor or student ID).
Ent
The number associated with the entry in the journal.
Fd
The fund for the account number.
Fscl Yr
The fiscal year in which the entry occurred.
Func
The function code for the account number.
Jnl date
The effective posting date of the journal.
Jnlno
The identifying number for the journal.
Login name
The UNIX login name (e.g., jdoe) of the person who created the entry.
Obj
The object code for the account number.
Pay Frm/no
The form of payment used (e.g., check (CK) or Visa charge card (VISA)), and the number on
the form of payment (e.g., the number on a check, or the Visa charge card number).
Prd
The fiscal period in which the transactions posted to the ledger.
R
The reconciliation status. Valid values include the following:
• C (Cleared)
• O (Open)
• R (Reconciled)
Ref
The journal code (e.g., AP for Accounts Payable, SA for Student Accounts, and AC for
Accounting).
Ref/No
The number associated with the document that initiated the journal entry.

General Ledger 17 Screens

 S
The status of the transaction. Valid values include the following:
• P (Posted)
• R (Removed)
• S (Summarized)
• V (Void)
S (first line)
The journal status. Valid values include the following:
• C (Complete)
• F (Finished)
• I (Incomplete)
• W (Work in progress)
S (second line)
The entry status. Valid values include the following:
• P (Posted)
• R (Removed)
• S (Summarized)
• V (Void)
Subf
The subfund code for the account number.
Subs
The subsidiary associated with the line of the journal entry. For example, if the entry credits
an accounts payable subsidiary account, A/P is the subsidiary.
Sys date
The date on which the entry was made to the general ledger.
Totals
The sum of debits and credits for the entry.
Type
The entry type (e.g., ADJ for adjustments, or AINV for an invoice that you are adding).

Commands
The following is a list of the commands that you can execute from the Account Entry screen and
their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Amt
Displays the Amount screen.
Acct
Displays the Account screen.
Note: You must have more than one account displayed to access the Account screen.
Bwd
Displays the previous screen of entry information.
Exit
Displays the Accounting Main menu.

Screens 18 General Ledger

 Fwd
Displays the next screen of entry information.
O/p
Prints the information on the screen, using the printer you selected when you first accessed
Accounting Query.
Param
Enables you to enter parameter information on the first line of the Accounting Query
Parameter screen.
Query
Enables you to enter query information on the second line of the Accounting Query
Parameter screen.
Requery
Clears the information from the system’s memory and performs the query again.
Search
Enables you to locate a specific subsidiary account without scrolling through all the
subsidiary records in the system’s memory.
Subs
Displays subsidiary information about the entry, if any.

General Ledger 19 Screens

Accounting Query Parameter Screen

Purpose
The Accounting Query Parameter screen enables you to define the search criteria you want to
use in an accounting query. You can use it to define search criteria for all of the following types of
queries:
• General ledger queries
• Account queries
• Journal queries
• Document queries

Access
Access the Accounting Query Parameter screen as follows:
1. Select Accounting Query from the Accounting Main menu
2. Enter the name of the printer that you use to print query output
3. Select Execute

Example
Following is an example of the Accounting Query Parameter screen.

Screens 20 General Ledger

Fields
The following is a list of fields that appear on the Accounting Query Parameter screen and their
descriptions.
(Search Type)
The code that indicates whether your search is for journals or for entries. Complete this field
for a journal or entry query. Valid codes are as follows:
• E (Indicates that your search criteria specifies entry numbers)
• V (Indicates that your search criteria specifies journal numbers)
Note: This field is not labeled on the screen. It appears between the Ent and
the Doc fields, and the system prompts you to enter the Search Type
before it begins the query.
Begin
The number of the first journal for which you want to perform a query.
Begin #
The first document number for which you want to perform a query (e.g., the first check or
receipt number).
Note: Complete this field for a document query.
Doc
The document code for which you want to perform a query (e.g., CR for a cash receipt).
Note: Complete this field for a document query.
End #
The last document number for which you want to perform a query (e.g., a check or receipt
number).
Note: Complete this field for a document query; you do not need to complete
this field if you want to review a single document.
End/Ent
Either of the following:
• The number of the last journal for which you want to perform a query (if you want
to review more than one journal)
• The number of the first journal entry for which you want to perform a query (if you
want to review entries within a single journal).
Note: Complete this field for a journal query.
Ent
The last journal entry for which you want to perform a query.
Note: Complete this field for a journal query.
Fd
The fund code associated with the entries in your query (e.g., 10 for General-Unrestricted).
Note: Complete this field for an account history query; you can mask this field if
desired (e.g., enter 1* for all fund numbers between 10 and 19).
Fiscal: Year
The fiscal year for which you want to perform a query (e.g., 9697).
Note: This field is required.

General Ledger 21 Screens

 Func
The function code associated with the entries in your query (e.g., 1002 for Biology
department).
Note: Complete this field for an account history query; you can mask this field if
desired (e.g., enter 1*** for all function numbers between 1000 and
1999, or *002 for function numbers such as 1002, 2002, 3002).
Month: Beg
The three-character month code for the first month for which you want to perform the query
(e.g., BAL, JAN, ADJ).
Note: This field is required.
Month: End
The three-character month code for the last month for which you want to perform the query
(e.g., FEB, ADJ, CLS).
Obj
The object code associated with the entries in your query (e.g., 6100 for supplies).
Note: Complete this field for an account history query; you can mask this field if
desired (e.g., enter 3*** for all object numbers between 3000 and 3999,
or *055 for function numbers such as 1055, 2055, 3055).
Ref
The Reference code (e.g., AP or SA), that defines the type of journal.
Note: Complete this field for a journal query.
Status
The status code of the records that you want to query. The system will select records that
have the status that you specify in this field. Valid status codes are as follows:
• A (All)
• D (Detail)
• O (Offsetting)
• P (Posted)
• R (Removed)
• S (Summarized and Posted)
• U (Unsummarized and Posted)
• V (Voided)
Stop after
The number of records that you want to review.
Note: If you enter a number (e.g., 100), Accounting Query will display the first
100 records that match your search criteria, then prompt you to
continue or abort the query; if you enter zero (0), Accounting Query will
display all the records that match your search criteria.
Sub
The subfund associated with your query (e.g., a construction project that is a subfund of your
endowment fund).
Note:
• Subfunds are self-balancing; when you use them, CX automatically creates due
to/due from entries related to the subfund.
• Complete this field for an account history query; you can mask this field if desired
(e.g., enter 22** for all subfund numbers between 2200 and 2299, or *062 for
subfund numbers such as 1062, 2062, 3062).

Screens 22 General Ledger

 Text
The descriptive information that you want to display for the selected entries. Valid values are
as follows:
• DESC (Displays the entry or account description)
• NAME (Displays the name of the person associated with the entry or account)
Type
The type code (e.g., ACT, BGT).

Commands
The following is a list of the commands that you can execute from the Accounting Query
Parameter screen and their purposes.
Note: You can use a specific command only when that command appears on
the current command line, toolbar, menu, or when it is black (not
dimmed) on the list that appears when you select Commands from the
menu bar.
Abort
Cancels the query, and displays the Accounting Main menu.
Execute
Enables you to proceed to the next level of processing in Accounting Query.
Help
Displays help in using Accounting Query.
Output
Prints the results of the query, using the printer that you specified when you first accessed
Accounting Query.
Query
Enables you to access the second line of query parameter information.
Saquery
Displays the Subsidiary Query Parameter screen.

General Ledger 23 Screens

Accounting Query Voucher Screen

Purpose
The Accounting Query Voucher screen enables you to view a list of journals that match your
search criteria.

Access
Access the Accounting Query Voucher screen as follows:
1. Access the Accounting Query Parameter screen.
2. Enter the desired journal search criteria. The journal search criteria includes the
following fields:
• Ref
• Begin
• End/Ent (the ending journal number)
• (Entry Type) of V
3. Select Execute.
Note: If you enter “E” in the Entry Type field (the unlabeled field between the
voucher information and the document information), the system treats
the End/Ent field as the first entry number to query, and the Ent field as
the last entry number to query. An entry query displays the Account
Entry screen.

Example
Following is an example of the Accounting Query Voucher screen.

Screens 24 General Ledger

Fields
The following is a list of fields that appear on the Accounting Query Voucher screen and their
descriptions.
a-l
The letter by which you can select a line of information.
Ent
The number of entries in the journal.
Jnl Date
The date on which someone at your institution created the journal.
Login name
The name of the user at your institution who created the journal.
No
The system-generated number that identifies the journal.
Prd
The accounting period in which someone at your institution created the journal.
S
The status of the journal. Valid codes include the following:
• C (Completed)
• F (Finished)
• I (Incomplete)
• S (Started)
• W (Working)
Sys Date
The system date on which you last updated the journal.

Commands
The following is a list of the commands that you can execute from the Accounting Query Voucher
screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Backward
Displays the previous screen of journal information that meets your search criteria.
Exit acquery
Displays the Accounting Main menu.
Forward
Displays the next screen of journal information that meets your search criteria.
Output
Prints the screen information, using the printer you specified when you first accessed
Accounting Query.
Parameter
Enables you to access and change the first line of the Accounting Query screen.
Query
Enables you to access and change the second line of the Accounting Query screen.

General Ledger 25 Screens

 Re-execute
Clears the information from the system’s memory and performs the query again.
Search
Enables you to locate a specific subsidiary account without scrolling through all the
information in the system’s memory.

Screens 26 General Ledger

Amount Screen

Purpose
The Amount screen displays month and year-to-date detail amount information about a selected
account.

Access
Access the Amount screen as follows:
1. Access the Account screen
2. Select Amt screen
3. Enter the letter for the line you want to review
You can also access the Amount screen by querying on a single account in the Accounting Query
Parameter screen.

Example
Following is an example of the Amount screen.

General Ledger 27 Screens

Fields
The following is a list of fields that appear on the Amount screen and their descriptions.
Cum Ytd
The total amount charged to the selected account up to and including the current period
(e.g., a total of $ 341.87 had been charged in the year-to-date through June).
Desc
The description of the period, from the beginning balance period (BAL) to the closing
balance (CLS).
Prd #
The period number associated with the amounts that appear on the screen.
Prd
The amount charged to the selected account during each period (e.g., $150.00 charged
during Period 1, July).

Commands
The following is a list of the commands that you can execute from the Amount screen and their
purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Acct screen
Displays the Account screen.
Detail of amount
Displays the Transaction screen for the selected entry.
Exit acquery
Displays the Accounting Main menu.
Output
Prints the screen display on the printer you selected when you first accessed Accounting
Query.
Parameter
Enables you to enter new search criteria on the first line of the Accounting Query Parameter
screen.
Query
Enables you to enter new search criteria on the second line of the Accounting Query
Parameter screen.
Re-execute query
Clears the screen display from the system’s memory and performs the query again.

Screens 28 General Ledger

Audit Update/Reconfigure Statement Screen

Purpose
The Audit Update/Reconfigure Statement screen enables you to reposition lines within a report
structure and to audit and correct corruptions in an existing structure.

Access
Access the Audit Update/Reconfigure Statement screen as follows, starting at the Customized
Financial Statements menu:
1. Select Fin Stmnt Struct Entry.
2. Enter the fiscal year, the printer, and the fund code for the reports you want to audit,
then select Finish.
3. Select Audit.

Example
Following is an example of the Audit Update/Reconfigure Statement screen.

General Ledger 29 Screens

Fields
The following is a list of fields that appear on the Audit Update/Reconfigure Statement screen and
their descriptions.
Line Titles
The text that appears on the lines of the report.
Net Asset
The Net Asset Indicator associated with the block. The use of the Net Asset Indicator with
your general ledger accounts enables you to comply with FASB 117 reporting requirements.
Valid values include the following:
• P (Permanently restricted)
• T (Temporarily restricted)
• U (Unrestricted)
Order
A numeric value that represents the order in which the lines appear on the report. Line 0
(zero) is the first line on the report. By changing the order number, you can resequence the
lines on the selected report structure.
Report
The four-character user-defined code that designates the report structure.
Title
The free-format name of the report structure that appears at the top of the printed report.

Commands
The following is a list of the commands that you can execute from the Audit Update/Reconfigure
Statement screen and their purposes.
Note: You can use a specific command only when that command appears on
the current command line, toolbar, menu, or when it is black (not
dimmed) on the list that appears when you select Commands from the
menu bar.
Cancel
Indicates that you want to abandon any changes you have made to the selected report
structure. The system prompts you to confirm that you do not want to save your changes.
After you confirm, the system displays the Customized Financial Statement Structure
screen.
Finish
Indicates that you have completed resequencing your report's lines, saves your changes,
and displays the Customized Financial Statement Structure screen.
Page Down
Scrolls forward to the next screen of statement lines, if the selected statement exceeds one
screen in length.
Page Up
Scrolls back to the previous screen of statement lines, if the selected statement exceeds one
screen in length.

Screens 30 General Ledger

Block Entry Screen

Purpose
The Block Entry screen enables you to enter the blocks that you want to use for your customized
financial reports. Make sure that you know the highest level of consolidation that your institution
wants to use for reporting before you complete this screen.

Access
Access the Block Entry screen as follows:
1. Access the Customized Financial Statement Structure screen.
2. Select Add.

Example
Following is an example of the Block Entry screen.

General Ledger 31 Screens

Fields
The following is a list of fields that appear on the Block Entry screen and their descriptions.
Block Title
The name of the block that appears on the printed report.
G/L entry
A Y/N flag that indicates whether you want to permit the linking of accounts to the structure
at this time.
Note: If you enter N in this field, the program displays the structure screens
sequentially without providing you access to the General Ledger
Account Selection screen.
G/Ls Next?
A Y/N flag that indicates whether you want to link accounts to the block at this time.
Note: You can access this field only if you enter Y in the G/L entry field.
Net Asset
The Net Asset Indicator associated with the block. The use of the Net Asset Indicator with
your general ledger accounts enables you to comply with FASB 117 reporting requirements.
Valid values include the following:
• P (Permanently restricted)
• T (Temporarily restricted)
• U (Unrestricted)
Report
The four-character user-defined code that designates the report structure.
Title
The free-format name of the report structure that appears at the top of the printed report.
Totals?
A Y/N flag that indicates whether you want to display a total of all the lines associated with
the block. For example, if you enter Y in the Totals? field associated with Revenue, a total of
all revenue will display on the report, just above the beginning of the Expense lines.

Commands
The following is a list of the commands that you can execute from the Block Entry screen and
their purposes.
Note: You can use a specific command only when that command appears on
the current command line, toolbar, menu, or when it is black (not
dimmed) on the list that appears when you select Commands from the
menu bar.
Cancel
Indicates that you have completed entering the block information, and displays the prompt
“Are you done?” When you confirm that you are done, displays the Customized Financial
Statement Structure screen.
Finish
Indicates that you have completed entering the current line of block information, and enables
you to enter account or group information.

Screens 32 General Ledger

Budget Review Screen

Purpose
The Budget Review screen enables you to review actual, encumbered, and budgeted balances
for general ledger accounts.

Access
Access the Budget Review screen by selecting Budget Review from the Accounting Main menu,
defining the fiscal year that you want to review and a printer for the output, and selecting Finish.

Example
Following is an example of the Budget Review screen.

Fields
The following is a list of fields that appear on the Budget Review screen and their descriptions.
Act
The actual number of dollars charged to the account.
Ast
The Net Asset Indicator that designates accounts for compliance with FASB 117.
Valid codes are as follows:
• P (Permanently restricted)
• T (Temporarily restricted)
• U (Unrestricted)
Bgt
The budget for the account.

General Ledger 33 Screens

 Budgetary Totals
The total budgeted and actual amounts for all the accounts represented in your budget,
including both discretionary and non-discretionary accounts.
Description
The object code description.
Discretionary Totals
The total budgeted and actual amounts for the accounts in your budget over which you have
discretionary control. For example, salaries expense usually is not discretionary, but supplies
expense usually is discretionary.
Enc
The amount encumbered for the account.
Exp %
The percentage of the budgeted amount that the function, or department, has spent, or
committed to spend. The system computes the percentage as (Act + Enc) / Bgt. You can
remove this column and display pending requisitions by selecting the Pend Req command.
Fd
The fund that you want to review.
Freq:
The frequency parameter for the information you want to review. The Freq and Prd codes
control the information that appears on the Budget Review screen. The results of completing
the two fields appear in the following table:
Note: You specify the fiscal year that you want to review when you first access
Budget Review.

Freq Description PRD Information on the Budget Review screen

value value
A All fiscal period ALL All fiscal period information for the year appears.
amounts
M Monthly amounts (e.g., Only the specified month’s (e.g., January)
JAN) information appears.
Y Year-to-date fiscal (e.g., All fiscal period information through the specified
period amounts JAN) period (e.g., January) appears.

Func
The function code that you want to review (e.g., 1001 for the Art department).
Note: You can mask this field if desired.

Screens 34 General Ledger

 Lvl
The level of pooling you want to view. Valid codes, in order of consolidation, are as follows:
• B (Block)
• G (Group)
• S (Schedule)
• I (Item)
Note: Pooling relates to the ability to view budget information about a single
account (using the (I)tem code), or a group of related accounts (using
the other three codes, where the (B)lock code produces the most
summarized information). For example, if a department has several
salary accounts and needs to hire a temporary employee to perform a
task, the department head can pool all the salary accounts (by entering
B, G or S in this field) to see if any salary dollars are available for the
temporary employee; you set up the blocks, groups, schedules and
items in the Financial Statement table.
Obj (top portion of screen)
The object code that you want to review (e.g., 6100 for Materials and Supplies).
Note: You can mask this field if desired, or leave it blank if you want to review
all the object codes for a specific function.
Obj (lower portion of screen)
The object code related to the line item on the screen.
Pend Req
The total amount of unapproved requisitions that apply to the account. You can remove this
column and display the percent of the budget that has been expended by selecting the
Percent command.
Prd:
The fiscal period that you want to review (e.g., JAN, ADJ, ALL).
Note: Enter ALL in this field if you want to review all fiscal periods; this field
works with the Freq field to define the information that appears on your
Budget Review screen.
Subf
The subfund code that you want to review (e.g., a construction project that is a subfund of
your endowment fund).
Note: Subfunds are self-balancing; when you use them, CX automatically
creates due to/due from entries related to the subfund.
Unexp
The amount remaining in the budget, computed as follows:
Bgt - (Act + Enc)
Year
The fiscal year for which you are displaying budgeted, actual, and encumbrance information.

Commands
The following is a list of the commands that you can execute from the Budget Review screen and
their purposes.
Note: You can use a specific command only when that command appears on
the current command line, toolbar, menu, or when it is black (not
dimmed) on the list that appears when you select Commands from the
menu bar.

General Ledger 35 Screens

 Abort
Restores the previous search criteria and displays the Budget Review information that
matches the search criteria.
Change display
Enables you to retrieve another Year or Prd/Freq combination only.
Execute
Initiates the search for information that matches your search criteria.
Exit
Displays the Accounting Main menu.
Help
Displays a Budget Review Help screen.
Output
Prints the results of your Budget Review query.
Pend Req
Changes the column headings on the Budget Review screen to include Pend Req (Pending
Requisitions) and to remove Exp % (Expended Percentage). This command toggles with the
Percent command.
Percent
Changes the column headings on the Budget Review screen to include Exp % (Expended
Percentage) and to remove Pend Req (Pending Requisitions). This command toggles with
the Pend Req command.
Review
Enables you to enter another Fund/Function/Object/Subfund combination for review.
Note: This command also enables you to enter another Year or Prd/Freq
combination if desired.
Scroll Down
Enables you to view the next screen of object information, if all the information does not fit
on a single screen.
Scroll Up
Enables you to view the previous screen of object information, if all the information does not
fit on a single screen.
Transactions
Places you in Selection mode, and enables you to select an amount on the Budget Review
screen for display on the Budget Transactions screen.

Screens 36 General Ledger

Budget Transactions Screen

Purpose
The Budget Transactions screen enables you to view the detail transactions that support the
summary information that appears on the Budget Review screen.

Access
Access the Budget Transactions screen as follows:
1. Access the Budget Review screen.
2. Select Transactions.
3. Select the transaction for which you want to view supporting information.
Note: The Transactions command is available only when the Level field on the
Budget Review screen contains “I” (Item).
To select a transaction, use your mouse, the <Enter> key, and your arrow keys to move the
brackets to the amount that you want to review, then select Execute. You can review actual,
encumbered, and budgeted amounts from this screen.

Example
Following is an example of the Budget Transactions screen.

Fields
The following is a list of fields that appear on the Budget Transactions screen and their
descriptions:
Amt
The dollar amount of the transaction.

General Ledger 37 Screens

 Desc/Name
The description of the transaction, or the name of the person associated with the transaction.
Doc
The document type for the transaction.
Doc Id
The ID number of the person associated with the transaction.
Journal
The journal type and number in which you entered the transaction.
Post Date
The posting date for the transaction.
Prd
The period in which you posted the transaction.
Rf/no
The number of the document (e.g., a purchase order or check number).

Commands
The following is a list of the commands that you can execute from the Budget Transactions
screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Finished
Displays the Budget Review screen.
Output
Prints the results of the budget transaction query.
Scroll Down
Enables you to view the next screen of entry information, if all the information does not fit on
a single screen.
Scroll Up
Enables you to view the previous screen of entry information, if all the information does not
fit on a single screen.

Screens 38 General Ledger

Bursar Account Information Screen

Purpose
The Bursar Account Information screen displays student account summary information. This
information resides in the student’s Subsidiary Account record.

Access
Access the Bursar Account Information screen as follows:
1. Access the Bursar Query screen
2. Choose Finished to continue
3. Select Account

Example
Following is an example of the Bursar Account Information screen.

Fields
The following is a list of fields that appear on the Bursar Account Information screen and their
descriptions.
Accumulative Accounts Total
Net amount of receivables and liabilities pertaining to the subsidiary ID.
Liability accounts
Student accounts payable for the period and subsidiary on the Bursar Query screen.
Receivable accounts
Student accounts receivable for the period and subsidiary on the Bursar Query screen.

General Ledger 39 Screens

 Total
Total amounts due to and from the selected student.

Commands
The following is a list of the commands that you can execute from the Bursar Account Information
screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Account
Not applicable for this screen.
Balance
Displays the Bursar Balance Information screen.
Defaults
Displays the Bursar Default Query Parameters window.
Exit
Displays the Fiscal Management: Auditing Main menu.
Parameters
Enables you to access the parameter information so you can display another type of
information about the student.
Query
Moves the cursor to the ID field so you can select another student for Bursar Query.
Session
Displays the Bursar Session Information screen.
Statement
Displays the Statement screen.

Screens 40 General Ledger

Bursar Balance Information Screen

Purpose
The Bursar Balance Information screen displays session balance summaries for selected
students. This information resides in the students’ Subsidiary Balance records.

Access
Access the Bursar Balance Information screen by selecting Balance from the Bursar Query
screen.
Note: The screen also appears when you first access Bursar Query and select a student’s
records.

Example
Following is an example of the Bursar Balance Information screen.
Note: When you select the Toggle command, the Actual and Adjust columns change to Stmt
Sum (statement summary) and Proj (projected).

Fields
The following is a list of fields that appear on the Bursar Balance Information screen and their
descriptions.
Actual
The actual amount of the charge or credit to the student’s account.
Adjust
The amount of an adjustment to the student’s account.

General Ledger 41 Screens

 Bal
The type of balance, usually SB for Session Balance.
Cumulative
The accumulated balance due to or from the student. If all the information appears on a
single screen, the last line on the screen contains the current balance.
Net
The amount of the balance for the session, computed as Actual - Adjust.
Period
The session to which the information applies.
Proj
The charges and payments that are projected as of the End date for each of the periods on
the screen. For example, if you specify an End date of 03/31/1997, charges or payments
posted after that date appear in this column and are subtracted from the Stmt Sum column.
Note: You can display this column by specifying an End date on the Bursar
Default Query Parameters window, and then selecting Toggle.
Stat
The status of the charge. Valid codes include the following:
• C (Closed (an old charge with a zero balance))
• O (Open)
Stmt Sum
The charges and payments as of the End date for each of the periods on the screen. For
example, if you specify an End date of 03/31/1998, charges or payments posted after that
date appear in the Proj column and are subtracted from this column.
Note: You can display this column by specifying an End date on the Bursar
Default Query Parameters window, and then selecting Toggle.
Subs
The subsidiary in which you posted the charge to the student’s account, usually S/A for
Student Accounts.

Commands
The following is a list of the commands that you can execute from the Bursar Balance Information
screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Account
Displays the Bursar Account Information screen.
Balance
Displays the Bursar Balance Information screen.
Defaults
Displays the Bursar Default Query Parameters window.
Detail Mode
Displays the Bursar Detail screen.
Exit
Displays the Fiscal Management: Auditing Main menu.

Screens 42 General Ledger

 Parameters
Enables you to access the parameter information so you can display another type of
information about the student.
Query
Moves the cursor to the ID field so you can select another student for Bursar Query.
Session
Displays the Bursar Session Information screen.
Statement
Displays the Statement screen.
Toggle
Changes the screen column headings as follows:
From: To:
Actual Stmt Sum
Adjust Proj
Note: Select Toggle again to change the screen column headings back to their
original names. Other column headings do not change when you use
this command.

General Ledger 43 Screens

Bursar Default Query Parameters Window

Purpose
The Bursar Default Query Parameters window enables you to define the defaults that you want to
use when you perform a query on a student’s account.

Access
Access the Bursar Default Query Parameters window by selecting Default from any of the Bursar
Query screens.

Example
Following is an example of the Bursar Default Query Parameters window.

Screens 44 General Ledger

Fields
The following is a list of fields that appear on the Bursar Default Query Parameters window and
their descriptions.
Balance Code
The subsidiary balance code (e.g., SB for Session Balance).
Balance Period
The balance period code to display for the query. If you leave the field blank, the default is
Last.
Begin Date
The beginning date for statement transactions.
End Date
The ending date for statement transactions.
Output Device
The printer you want to use to print bursar query information.
Subsidiary
The subsidiary code to display for the query, usually S/A for Student Accounts.

Commands
The following is a list of the commands that you can execute from the Bursar Default Query
Parameters window and their purposes.
You can use a specific command only when that command appears on the current command line,
toolbar, menu, or when it is black (not dimmed) on the list that appears when you select
Commands from the menu bar.
Cancel
Removes the Bursar Default Query Parameters window from the screen, and does not save
any changes you entered into the window.
Finish
Removes the Bursar Default Query Parameters window from the screen, saving the changes
you entered into the window.

General Ledger 45 Screens

Bursar Query Screen

Purpose
The Bursar Query screen enables you to enter a student ID number and other search criteria so
you can review the student’s account activity.

Access
Access the Bursar Query screen by:
1. Displaying the Auditing Menu
2. Selecting Bursar Query
3. Specifying the printer you want to use for printing bursar information
4. Select Execute

Example
Following is an example of the Bursar Query screen.
Note: The screen example also shows column headings that are part of the Bursar Balance
Information screen, since that is the first screen of information that appears after you
select an ID for query. For information about these column headings, refer to the pages
in this section about the Bursar Balance Information screen.

Screens 46 General Ledger

Fields
The following is a list of fields that appear on the Bursar Query screen and their descriptions.
Beg
The beginning date of the information that appears on the screen.
Code
The session balance code (e.g., SB for Session Balance).
End
The ending date of the information that appears on the screen.
ID
The ID number of the student for whom you want to view bursar information.
Name
The name of the student for whom you want to view bursar information.
Prd
The period for which you want to view bursar information.
SS No
The social security number of the student for whom you want to view bursar information.
Subs
The subsidiary that you want to display (e.g., S/A for Student Accounts).

Commands
The following is a list of the commands that you can execute from the Bursar Query screen and
their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Cancel
Changes the command ring menu, and does not save any changes to the parameters.
Display ID type
Displays the ID Type/Associated Records window when you are in Query mode.
Finished
Executes the query and displays information about the student’s account.
Query
Displays the Name/Social Security Number Query screen so you can identify the student for
whom you want to perform Bursar Query.

General Ledger 47 Screens

Bursar Session Information Screen

Purpose
The Bursar Session Information screen enables you to view the charges that appear in a
student’s account for a particular session. This information resides in the student’s Subsidiary
Total records.

Access
Access the Bursar Session Information screen by selecting Session from any Bursar Query
screen.

Example
Following is an example of the Bursar Session Information screen.

Fields
The following is a list of fields that appear on the Bursar Session Information screen and their
descriptions.
Actual
The amount due from the student for the current session.
Adjust
The amount of adjustment that someone at your institution made to the student’s account for
the current session.
Charges
Amounts due from the student for the current session.

Screens 48 General Ledger

 Cumulative
The total amount due to or from the student for all sessions on the database.
Cumulative Balance
The total amount due to or from the student for all sessions on the database.
Deferrals
Amounts paid by the student that you posted to another subsidiary (e.g., key deposits or
hold charges).
Financial Aid
Amount of financial aid applied directly to the student’s account for the current session.
Financial Clearance
A Y/N flag that indicates whether the student has financial clearance for the session.
Memos
A line containing financial aid information. If the letter “M” appears on the Financial Aid line
of the screen, then the Memos line contains the amount of an overpayment of financial aid
that the student must return to the institution. If the letter “M” does not appear on the
Financial Aid line of the screen, then the Memos line contains the amount of financial aid
granted but not yet completely processed.
Net
The amount due to or from the student for the current session, computed as Actual + Adjust.
Payments/credits
Amounts paid by the student for the current session. Any cash, check, or credit card
payments or financial aid amounts posted through Cashier appear on this line.
Previous balance
The cumulative balance of all previous sessions.
Program
The program in which the student is enrolled (e.g., UNDG (Undergraduate)).
Proj
The charges and payments that are projected as of the End date for each of the periods on
the screen. For example, if you specify an End date of 03/31/1996, charges or payments
posted after that date appear in this column and are subtracted from the Stmt Sum column.
Note: You can display this column by specifying an End date on the Bursar
Default Query Parameters window, and then selecting Toggle.
Refunds
Amount refunded to the student for the current session.
Session Balance
The computed amount due to or from the student for the session.
Stmt Sum
The charges and payments that are posted as of the End date for each of the periods on the
screen. For example, if you specify an End date of 03/31/1997, charges or payments posted
after that date appear in the Proj column and are subtracted from this column.
You can display this column by specifying an End date on the Bursar Default Query
Parameters window, and then selecting Toggle.

General Ledger 49 Screens

Commands
The following is a list of the commands that you can execute from the Bursar Session Information
screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Account
Displays the Bursar Account Information screen.
Balance
Displays the Bursar Balance Information screen.
Clearance
An invalid option for this screen and for the Bursar Detail screen.
Defaults
Displays the Bursar Default Query Parameters window.
Detail
Displays the Bursar Detail screen.
Exit
Displays the Fiscal Management: Auditing Main menu.
Next
Displays the next session’s information, based on the beginning and ending dates that you
can enter in the Default Query Parameters window.
Output
Prints the information on the screen, using the printer you selected when you first accessed
Accounting Query.
Parameters
Enables you to access the parameter information so you can display another type of
information about the student.
Previous
Displays the previous session’s information, based on the beginning and ending dates that
you can enter in the Default Query Parameters window.
Query
Moves the cursor to the ID field so you can select another student for Bursar Query.
Session
Not applicable for this screen.
Statement
Displays the Statement screen.
Toggle
Changes the screen column headings as follows:
From: To:
Actual Stmt Sum
Adjust Proj
Net Net
Cumulative Cumulative
Note: Select Toggle again to change the screen column headings back to their
original names. Other column headings do not change when you use
this command.

Screens 50 General Ledger

Bursar Detail Screen

Purpose
The Bursar Detail screen enables you to view the detailed charges to a student’s account for a
session.

Access
Access the Bursar Detail screen by selecting Detail from the Bursar Session Information screen.

Example
The following is an example of the Bursar Detail screen.

Fields and Commands

The Bursar Detail screen contains all the fields, column headings, and commands that appear on
the Bursar Session Information screen. See the description of that screen for more information.

General Ledger 51 Screens

Change Title Window

Purpose
The Change Title window enables you to modify the descriptive lines on a report structure.

Access
Access the Change Title window as follows:
1. Access the Customized Financial Statement Structure screen.
2. Select Query.
3. Locate the report with the title to change.
4. Select Modify.
5. Place the cursor on the line that you want to change.
6. Select Change.

Example
Following is an example of the Change Title window:

Screens 52 General Ledger

Field
The only field on the Change Title window is for the title. Enter up to 40 characters of description
for the line of the report structure.

Commands
The commands that you can use with the Change Title window appear on the underlying
Customized Financial Statement Structure screen. The commands are as follows:
Cancel
Removes the Change Title window from the screen, and does not save any changes you
entered into the window.
Finish
Removes the Change Title window from the screen, saving the changes you entered in the
window.

General Ledger 53 Screens

Closing Fund Balance Record Screen

Purpose
The Closing Fund Balance Record screen enables you to review and change individual Closing
Fund Balance records, to ensure that all the closing entries will be correct. To minimize your data
entry during the closing process, make sure that you use this screen after you have run the Add
Closing Fund Balances process.

Access
Access the Closing Fund Balance Record screen as follows:
1. Access the Period End Processing menu.
2. Select the General Ledger Closing menu.
3. Select the Edit Closing Fund Balances option.

Example
Following is an example of the Closing Fund Balance Record screen. Note that, since this screen
enables you to maintain a database record, it appears in a PERFORM screen format (i.e., the
type of screen used in Table Maintenance).
PERFORM: Query Next Previous View Add Update Remove Table screen ...
Searches the active database table. ** 1: clsgfb_rec table**
================================================================================

CLOSING FUND BALANCE RECORD

Fiscal Year..[ ]

Fund Balance Account

--------------------

Fd Func Obj Subf

[ ][ ][ ][ ]

Account to be Closed
--------------------

Fd Func Obj Subf

[ ][ ][ ][ ]

Screens 54 General Ledger

Fields
The following is a list of fields that appear on the Closing Fund Balance Record screen and their
descriptions.
Account to be Closed
The fund, function, object, and subfund that you want to close (e.g., the expense accounts
for each department).
Fiscal Year
The fiscal year to which the closing entries apply (e.g., 9697).
Fund Balance Account
The fund, function, object, and subfund into which you want to close the institution’s
accounts (e.g., the fund balance account).

Commands
The following is a list of the commands that you can execute from the Closing Fund Balance
Record screen and their purposes.
Note: You can use a specific command only when that command appears on the
current command line, toolbar, menu, or when it is black (not dimmed) on the list
that appears when you select Commands from the menu bar.
Add
Enables you to add a Closing Fund Balance record.
Current
Displays the current row of the current table.
Detail
You will not use this command in this PERFORM screen.
Exit
Enables you to exit from the screen.
Master
You will not use this command in this PERFORM screen.
Next
Enables you to view the next record that meets your search criteria.
Output
Enables you to route the screen contents to a file. When you use this command, the system
displays the following prompts:
• Enter output file: Enables you to specify the name of the file to which you want to
route the output.
• Append or create: Enables you to specify if you want to add the screen output to
an existing file or to create (or overwrite) a file.
• Current-list or One page: Enables you to specify if you want to route the entire
group of selected records to the file, or only the page that currently appears on the
screen.
• Unload-format or screen-format: Enables you to specify if you want the output file
to contain the screen layout and labels, or just the data that appears on the screen.

General Ledger 55 Screens

 Previous
Enables you to display the previous record that meets your search criteria.
Query
Enables you to enter search criteria and locate all the records that match your criteria (or
enter no search criteria to view all values).
Remove
Enables you to delete a record.
screen
You will not use this command in this PERFORM screen.
Table
You will not use this command in this PERFORM screen.
Update
Enables you to change the information in the record.
View
You will not use this command in this PERFORM screen.

Screens 56 General Ledger

Customized Financial Statement Structure Screen

Purpose
The Customized Financial Statement Structure screen enables you to select commands related
to adding or maintaining a financial statement reporting structure. Make sure that you know the
reporting requirements of your institution before you begin to add or maintain your reporting
structures.

Access
Access the Customized Financial Statement Structure screen as follows:
1. Select Fin Stmnt Struct Entry (Financial Statement Structure Entry) from the
Accounting: Reports: Financial Statements menu. A Parameter screen appears.
2. Enter the year to which the structure applies, the name of the printer, and the fund code
(if you want to include information from a single fund on the report), then select Finish.

Example
The following is an example of the Customized Financial Statement Structure screen.

General Ledger 57 Screens

Fields
The following is a list of fields that appear on the Customized Financial Statement Structure
screen and their descriptions.
Fscl Yr
The fiscal year to which the report applies (e.g., 9697).
Note: The accounts that you can link to the report structure are only those
accounts that are valid for the year in this field.
Line Titles
The names assigned to each part or line of the structure.
Note: The system displays the titles next to the Type codes when you perform
a query.
Net Asset
The Net Asset Indicator associated with the block. The use of the Net Asset Indicator with
your general ledger accounts enables you to comply with FASB 117 reporting requirements.
Valid values include the following:
• P (Permanently restricted)
• T (Temporarily restricted)
• U (Unrestricted)
Report
The four-character code that identifies the report structure.
Note: You complete this field when performing a query.
Title
The name of the report.
Note: The system displays the contents of this field when you perform a query.
Totals?
A Y/N flag that indicates whether you want to display a total of all the lines associated with
the line. For example, if you enter Y in the Totals? field associated with Revenue, a total of
all revenue will display on the report, immediately after the Promotional Revenue line.
Type
A code that designates the structure level. Valid codes, in the order they appear on the
screen, are as follows:
• B (Block)
• G (Group)
• S (Schedule)
• I (Item)
Note: The system displays the codes next to the appropriate lines when you
perform a query.

Screens 58 General Ledger

Commands
The following is a list of the commands that you can execute from the Customized Financial
Statement Structure screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Add
Enables you to create a new report structure.
Audit
Displays the Audit Update/Reconfigure Statement screen so you can correct or resequence
a report structure.
Cancel
In G/L Attach or Remove mode, returns you to the previous screen without saving changes.
Copy
Enables you to copy an existing report structure, prompting you to enter a unique new name
for the copy.
Exit
Enables you to exit from the program, displaying the CX menu.
Finish
In G/L Attach or Remove mode, returns you to the previous screen, saving your changes.
G/L
Displays a command option pop-up box with the following commands:
• Attach (Enables you to assign accounts to the structure, using the G/L Account
Selection screen)
• Modify (Enables you to remove accounts from the structure, using the G/L
Account Update screen)
• View (Enables you to view a list of the accounts that are attached to the structure)
Modify
Enables you to change an existing report structure.
Note: You must locate an existing report structure before you can use this
command.
Print
Enables you to print a report structure.
Note: You must locate an existing report structure before you can use this
command.
Query
Enables you to locate an existing structure.
Remove
Enables you to delete an entire report structure and all its associated lines and accounts.
Totals Updated
Enables you to access the Totals? column on the screen so you can change one or more of
the values it contains.

General Ledger 59 Screens

Definition of New Line Window

Purpose
The Definition of New Line window enables you to insert a new line in a report structure or to
assign General Ledger accounts to a line.

Access
Access the Definition of New Line window as follows:
1. Access the Customized Financial Statement Structure screen.
2. Select Query.
3. Locate the report to which you want to make changes.
4. Select Modify.
5. Place the cursor on the line that you want to change.
6. Select Insert.

Example
Following is an example of the Definition of New Line window.

Screens 60 General Ledger

Fields
The following is a list of fields that appear on the New Line window and their descriptions.
Choice
The letter corresponding to the type of line that you want to insert. Depending on the type of
line to which you moved the cursor before you selected Insert to display this window, the
types of lines you can add are as follows:

If cursor is on this structure line ... The selection choices in the window are ...
Block (B) Block (B) and Group (G)
Group (G) Group (G) and Schedule (S)
Schedule (S) Schedule (S) and Item (I)
Item (I) Schedule (S) and Item (I)

Note: If the Item is followed by another Item, then the selection choices are Item and Add G/L
accounts.
G/L entry
A Y/N field that indicates whether you want to permit or prevent account selection during this
point in the structure definition.

Commands
The commands that you can use with the Definition of New Line window appear on the underlying
Customized Financial Statement Structure screen. The following is a list of the commands that
you can execute and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Cancel
Removes the Definition of New Line window from the screen, and does not save any
changes you entered into the window.
Finish
Removes the Definition of New Line window from the screen, saving the changes you
entered in the window.

General Ledger 61 Screens

Document Query Screen

Purpose
The Document Query screen displays a list of documents that match your document search
criteria.

Access
Access the Document Query screen as follows:
1. Access the Accounting Query Parameter screen
2. Perform a document query
3. Enter search criteria
4. Choose Execute and the Document Query screen appears when several documents
match your search criteria
Note: When only one document matches your search criteria, the system
displays the Account Entry screen.

Example
Following is an example of the Document Query screen.

Screens 62 General Ledger

Fields
The following is a list of fields that appear on the Document Query screen and their descriptions.
a-l
Letters that enable you to select the corresponding document for further review.
Cash amt
The total amount of cash involved in the transaction.
Note: The amount is “0” if the cash amounts are for offsetting transactions.
Description/Name
The name of the company or person to whom the document pertains, or a description of the
purpose of the document.
Doc id
The ID number of the company or person to whom the document pertains.
Doc no
The document number (e.g., a check or purchase order number) that identifies the
information on the line.
Ent
The entry type (e.g., CASH for cash transactions, or INV for invoice transactions).
Fr
The form of payment used (e.g., check (CK) or Visa charge card (VISA)).
Pay no
The number on the form of payment (e.g., the number on a check or the VISA charge card
number).
Prd
The posting period in which the entry occurred.
S
The status of the transaction. Valid values include the following:
• P (Posted)
• R (Removed)
• S (Summarized)
• V (Void)

General Ledger 63 Screens

Commands
The following is a list of the commands that you can execute from the Document Query screen
and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Backward
Displays the previous screen of documents that meet your search criteria.
Exit acquery
Displays the Accounting Main menu.
Forward
Displays the next screen of documents that meet your search criteria.
Output
Prints the screen contents, using the printer you selected when you first accessed
Accounting Query.
Parameter
Enables you to access and change the information that appears on the first line of the
screen.
Query
Enables you to access and change the information that appears on the second line of the
screen.
Re-execute
Clears the information from the system’s memory and performs the query again.
Search
Enables you to search for information that matches your query criteria when the information
does not appear on the current screen.
Subs
Finds subsidiary transactions under a particular account.

Screens 64 General Ledger

Edit Checking for Closing Program Screen

Purpose
The Edit Checking for Closing Program screen enables you to review and correct any closing
entries that contain accounts with different Net Asset Indicators. For example, if you attempt to
close a P (Permanently Restricted) account into a U (Unrestricted) or T (Temporarily Restricted)
account, the Edit Checking for Closing Program screen displays the entry. On this screen, you
can change the account number for either account so that the Net Asset Indicators are consistent
within the entry.

Access
Access the Edit Checking for Closing Program screen as follows:
1. Choose the Period End Processing option
2. Enter password
3. Access the General Ledger Closing menu
4. Select the Edit Check for Closing Option
5. Enter the fiscal year (e.g., 9697) and the fund code
6. Select Execute.

Example (1)
Following is an example of the Edit Checking for Closing Program screen.

General Ledger 65 Screens

Example (2)

Fields
The following is a list of fields that appear in the Edit Checking for Closing Program screen and
their descriptions.
Ast
The Net Asset Indicator for the transaction.
Fd/Func/Obj/Subf
The account number fields for the entries on the screen.
From
The account that you want to close (e.g., a revenue or expense account).
Fund
The fund code for which you want to review closing entries.
To
The account into which you want to close the “From” account (e.g., a fund balance account).
Year
The fiscal year for which you want to review closing entries (e.g., 9697).

Screens 66 General Ledger

Commands
The following is a list of the commands that you can execute from the Edit Checking for Closing
Program screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Back
In Correction mode, enables you to view the previous screen of closing entries.
Cancel
In Correction mode, ignores your changes and changes the command line.
Correct
Places the program in Correction mode, so you can change the accounts in the closing
entries.
Exit
Displays the General Ledger Closing menu.
Finish
In Correction mode, saves your changes and changes the command line.
Forward
In Correction mode, enables you to view the next screen of closing entries.
Scroll down
Enables you to view the next screen of closing entries.
Scroll up
Enables you to view the previous screen of closing entries.

General Ledger 67 Screens

Financial Report Format Tables Screen

Purpose
The Financial Report Format Tables screen enables you to enter columnar information for report
structures.

Access
Access the Financial Report Format Tables screen as follows:
1. Select Fin Rpt Format Entry from the Fiscal Management: Accounting: Reports: Custom
Financial Statements menu. A parameter screen appears.
2. Specify the printer you want to use, then select Finish.

Example
Following is an example of the Financial Report Format Tables screen.

Screens 68 General Ledger

Fields
The following is a list of fields that appear on the Financial Report Format Tables screen and their
descriptions.
Atyp
The amount type you want to display in the column (i.e., ACT, BGT, or ENC).
Beg
The first accounting period you want to display in the column (e.g., JAN, ADJ, or BAL).
Col
The system-generated number associated with the column. This field is display-only.
Columns
The columns on which you want to perform the calculation in order to compute the amount to
place in the designated column. You must enter the column numbers in the order in which
the calculation is to be performed. For example, if you want the sum of columns 1 and 2 to
display in column 3, the entry for column 3 would contain 1,2 in the Columns field. However,
if you want the result of the calculation column 2 - column 1 to appear in column 3, the entry
for column 3 would contain 2,1 in the Columns field.
End
The last accounting period you want to display in the column (e.g., JAN, ADJ, or BAL). If you
want to display only one month’s accounting activity, define this period with the same value
as the Beg field.
Format
The format code (e.g., COMP) associated with the report structure and the column
definitions. You may have an unlimited number of format codes associated with a single
report structure.
(Format) Title
The name of the format (e.g., Comparative Periods).
FsYr
The fiscal year to display in the column (e.g., 9697).
Header
The ten-character title for the column.
Net
The Net Asset flag associated with the line (i.e., U, T, or P).
Opr
The mathematical operation you want to perform on the columns. The operations are
performed sequentially on the columns you specify in the Columns field. Valid operations
(and examples based on the values 1,2 in the Columns field) are:
+ Sum (e.g., to place the total of columns 1 and 2 in the designated column)
- Difference (e.g., to place the difference between columns 1 and 2 in the designated
column)
% Percentage (e.g., to compute column 1 as a percentage of column 2 and place the
value in the designated column)
d Percentage difference (e.g., to place the variance between columns 1 and 2 in the
designated column)
t total (e.g., to place the sum of all columns in the designated column)

General Ledger 69 Screens

 Report
The report code (e.g., INC) associated with the format. You define report codes and
structures in the Customized Financial Statement Structure screen.
(Report) Title
The name of the report, as defined in the Customized Financial Statement Structure screen.
This field is display-only.
Sets
The account sets you want to display in the column. You define account sets in the Financial
Set Table screen.

Commands
The following is a list of the commands you can execute from the Financial Report Format Tables
screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Add
Places the screen in Add mode so you can enter information about a new report format.
Add line
In Add or Modify mode, opens a blank line on the screen into which you can enter
information about a column.
Back
In Add or Modify mode, displays the previous screen of information.
Cancel
Exits the screen from the current mode, discarding any changes.
Delete line
In Add or Modify mode, deletes the current line on the screen.
Exit
Closes the program, and displays the Custom Financial Statements menu.
Finish
Exits the screen from the current mode, saving changes.
Forward
In Add or Modify mode, displays the next screen of information.
Modify
Places the screen in Modify mode so you can change information about an existing report
format that you have located through query.
Print
Produces printed output of the report structure and columns.
Query
Places the screen in Query mode so you can locate information about an existing format.
Remove
Deletes a specific report/format combination.

Screens 70 General Ledger

Fiscal Calendar Information Window

Purpose
The Fiscal Calendar Information Window enables you to locate a valid fiscal calendar record that
meets your specific subsidiary/year/month/date/period search criteria.

Access
Access the Fiscal Calendar Information Window screen as follows, starting from the Accounting
Query Parameter screen:
1. Select saquery. The Subsidiary Query Parameter screen appears.
2. Position the cursor in either the Beginning or Ending Date field.
3. Select Fiscal Period/date Help.
4. Enter query information.

Example
Following is an example of the Fiscal Calendar Information Window.

General Ledger 71 Screens

Fields
The following is a list of fields that appear on the Fiscal Calendar Information Window.
Amt
The amount type (e.g., ACT for Actual, or ALL for all).
Beg Date
The beginning effective date of the fiscal calendar period.
End Date
The ending effective date of the fiscal calendar period.
Look for:
The line on which you enter the search criteria you want to use for the fiscal calendar query.
Month
The month for which you are performing your query.
Per #
The accounting period in which the fiscal calendar period occurs.
Period
The fiscal period name.
Subs
The subsidiary for which you want to locate a fiscal calendar (e.g., S/A for Student
Accounts).
Year
The academic or fiscal year for which you want to locate a fiscal calendar (e.g., 9697).

Commands
The following is a list of the commands that you can execute from the Fiscal Calendar Information
Window and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Backward
Enables you to view the previous screen of entry information, if all the information does not
fit on a single screen.
Forward
Enables you to view the next screen of entry information, if all the information does not fit on
a single screen.
Param screen
Displays the Subsidiary Query Parameter screen without selecting a date from the Fiscal
Calendar Information Window.
Note: Allowing for keystroke preferences, two methods exist to execute commands.
Retry fiscal query
Enables you to enter different search criteria so you can display different Fiscal Calendar
information.

Screens 72 General Ledger

General Ledger Account Records Screen

Purpose
The General Ledger Account Records screen enables you to change the usage of the accounts
at your institution. Specifically, you can terminate the use of accounts at the end of a fiscal year
before you perform year-end processing.

Access
Access the General Ledger Account Records screen by:
1. Selecting the G/L Maintenance menu
2. Entering a password.
3. Choosing the Update G/L Accounts option

Example
Following is an example of the General Ledger Account Records screen. Note that, since this
screen enables you to maintain a database record, it appears in a PERFORM screen format (i.e.,
the type of screen used in Table Maintenance).
PERFORM: Query Next Previous View Add Update Remove Table screen ...
Shows the next page of the form. ** 1: gla_rec table**
================================================================================

GENERAL LEDGER ACCOUNT RECORDS

Fd Func Obj Subf

Account Number...[10][1003][6000][ ] Net Asset...[]

Allow Journal Entry

-------------------
Fiscal Year......[9495] AC - [Y] JC - [Y]
Cash Account.....[N] AP - [Y] PC - [Y]
Summarized Acct..[N] AR - [Y] PD - [Y]
Terminated Acct..[N] BG - [Y] PR - [Y]
Subsidiary Code..[ ] CH - [Y] PS - [Y]
Prior Acct No....[ ] CK - [Y] QC - [N]
Desc Line 1......[Current - Un/Biology Dept ] DA - [Y] SA - [Y]
Desc Line 2......[Salaries / ] FA - [Y] SB - [Y]

Fields
The following is a list of fields that appear on the General Ledger Account Records screen and
their descriptions.
Account Number
The fund, function, object, and subfund codes that compose the account number.

General Ledger 73 Screens

 Allow Journal Entry
Y/N flags that indicate whether the users at your institution can use the account in the
specified journal type. For example, if the account is valid for the Donor Accounting journal,
enter Y in the brackets next to the DA field. The pre-defined journal entry types are as
follows:
• AC (Accounting)
• AP (Accounts Payable)
• AR (Accounts Receivable)
• BG (Budget)
• CH (Cashier)
• CK (Check Posting)
• DA (Donor Accounting)
• FA (Financial Aid)
• JC (Job Counting)
• PC (Purchasing)
• PD (Payroll Cash Disbursement)
• PR (Payroll)
• PS (Personnel)
• QC (Quick Check)
• SA (Student Accounts)
• SB (Student Billing)
Note: CX does not currently use the AR, JC or PS journals. Your institution can
use these types for your own purposes.
Cash Account
A Y/N flag that indicates whether the account is a cash account.
Desc Line 1
A 24-character field that describes the account and its usage.
Desc Line 2
A second 24-character field that describes the account and its usage.
Fiscal Year
The year (e.g., 9697) to which the account applies.
Net Asset
A code that indicates whether charges to the account are permanently restricted (P),
temporarily restricted (T), or unrestricted (U), in accordance with FASB 117.
Prior Acct No
The former account number, if any.
Subsidiary Code
The subsidiary to which the account applies, if any.
Summarized Acct
A Y/N flag that indicates whether you want the account to be summarized in the last entry of
the journal.
Terminated Acct
A Y/N flag that indicates whether you terminated the account for the specified fiscal year.

Screens 74 General Ledger

Commands
The following is a list of the commands that you can execute from the General Ledger Account
Records screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Add
Enables you to add a Closing Fund Balance record.
Current
Displays the current row of the current table.
Detail
Selects a detail table of the current table.
Exit
Enables you to exit from the screen.
Master
Selects the master table of the current table.
Next
Enables you to view the next record that meets your search criteria.
Output
Enables you to route the screen contents to a file. When you use this command, the system
displays the following prompts:
• Enter output file: Enables you to specify the name of the file to which you want to
route the output.
• Append or create: Enables you to specify if you want to add the screen output to
an existing file or to create (or overwrite) a file.
• Current-list or One page: Enables you to specify if you want to route the entire
group of selected records to the file, or only the page that currently appears on the
screen.
• Unload-format or screen-format: Enables you to specify if you want the output file
to contain the screen layout and labels, or just the data that appears on the screen.
Previous
Enables you to display the previous record that meets your search criteria.
Query
Enables you to enter search criteria and locate all the records that match your criteria (or
enter no search criteria to view all values).
Remove
Enables you to delete a record.
Screen
Displays the next page of the form.
Table
Displays the current table.
Update
Enables you to change the information in the record.
View
You will not use this command in this PERFORM screen.

General Ledger 75 Screens

G/L Account Selection Screen

Purpose
The G/L Account Selection screen enables you to link accounts to a financial reporting structure.
It displays all the accounts that you use at your institution. Make sure that you know the accounts
that you want to include in the report structure before you begin to use this screen.

Access
Access the G/L Account Selection screen as follows, starting at the Customized Financial
Statement Structure screen:
1. Select Add to create a new report structure, or Query to locate an existing structure.
2. Enter Y in the G/L Entry field, then enter Y in the G/Ls Next field on one of the following
screens:
• Block Entry screen
• Group Entry screen
• Schedule Entry screen
3. Enter Y in the G/L entry field on the Block Entry screen, then complete all the parts of
the structure. When you finish entering information in the Item Entry screen, the G/L
Account Selection screen appears automatically.

Example
Following is an example of the G/L Account Selection screen.

Screens 76 General Ledger

Fields
The following is a list of fields that appear in the G/L Account Selection screen and their
descriptions.
Fd
The fund associated with the account.
Note: This field is display-only.
Func
The function code associated with the account.
Note: This field is display-only.
NtAst
The Net Asset flag associated with the account.
Note: This field is display-only.
Obj
The object code associated with the account.
Note: This field is display-only.
Slct
A Y/N flag that indicates whether you want to include an account in the selected structure.
Note: The default is N, indicating that you do not want to select the account.
Subf
The subfund code associated with the account.
Note: This field is display-only.

Commands
The following is a list of the commands that you can execute from the G/L Account Selection
screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Back
Displays the previous screen of accounts.
Cancel
Displays the prompt, “Abort previous selections? Yes/No.” If you enter Y, the program
displays the screen from which you accessed the G/L Account Selection screen. If you enter
N, the program displays the G/L Account Selection screen again.
Finish
Displays the prompt, “Update selections? Yes/No.” If you enter Y, the program links the
accounts that you selected, and displays the Customized Financial Statement Structure
screen. If you enter N, the program displays the G/L Accounts Selection screen again.
Forward
Displays the next screen of accounts.
Select
Enters a Y in the Slct field, linking it to the selected structure.

General Ledger 77 Screens

G/L Account Update Screen

Purpose
The G/L Account Update screen enables you to delete accounts from a financial report structure
by displaying all the accounts that you previously linked to the structure. From the displayed
accounts, you can mark as many accounts as desired for deletion from the report line. Make sure
that you know the name of the structure and the exact accounts that you want to remove before
you begin to use this screen.

Access
Access the G/L Account Update screen as follows, starting from the Customized Financial
Statement Structure screen:
1. Select Query to locate the report from which you want to remove accounts. The report
structure displays on the screen.
2. Select G/L. A drop-down command box appears.
3. Select Modify.
4. Select the report line from which you want to remove accounts, then choose Select.
The G/L Account Update screen appears.

Example
Following is an example of the G/L Account Update screen.

Screens 78 General Ledger

Fields
The following is a list of fields that appear on the G/L Account Update screen and their
descriptions.
Fd
The fund associated with the account.
Note: This field is display-only.
Func
The function code associated with the account.
Note: This field is display-only.
NtAst
The Net Asset Indicator associated with the account.
Note: This field is display-only.
Obj
The object code associated with the account.
Note: This field is display-only.
Slct
A Y/N flag that indicates whether you want to delete an account from the selected structure.
Note: The default is N, indicating that you do not want to remove the account.
Subf
The subfund code associated with the account.
Note: This field is display-only.

Commands
The following is a list of the commands that you can execute from the G/L Account Update screen
and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Back
Displays the previous screen of accounts linked to the structure.
Cancel
Displays the prompt, “Abort previous selections? Yes/No.” If you enter Y, the program
displays the Customized Financial Statement Structure screen. If you enter N, the program
displays the G/L Account Update screen again.
Finish
Displays the prompt, “Update selections? Yes/No.” If you enter Y, the program deletes the
accounts that you selected, and displays the Customized Financial Statement Structure
screen. If you enter N, the program displays the G/L Accounts Selection screen again.
Forward
Displays the next screen of accounts linked to the structure.
Select
Enters a Y in the Slct field, selecting it for deletion.

General Ledger 79 Screens

G/L Parameter Screen

Purpose
The G/L Parameter screen enables you to activate account numbers after your account
components have been set up.

Access
Access the G/L Parameter screen by:
1. Selecting the Accounting menu
2. Selecting the Journal Processing menu
3. Selecting Accounting Entry
4. On the Voucher screen, select the General Ledger command.

Example
Following is an example of the G/L Parameter screen.

Screens 80 General Ledger

Fields
The following is a list of fields that appear on the G/L Parameter screen and their descriptions.ppp
Ast
The Net Asset Indicator associated with the account. The use of the Net Asset Indicator with
your general ledger accounts enables you to comply with FASB 117 reporting requirements.
Valid values include the following:
• P (Permanently restricted)
• T (Temporarily restricted)
• U (Unrestricted)
Fd
The fund associated with the selected account.
First Description
The short description of the account.
Fscl Yr
The year for which you are establishing the account.
Func
The function code associated with the selected account.
Obj
The object code associated with the selected account.
Prior Account Number
The account number used by a previous accounting system to track this accounting
information.
Second Description
A continuation of the First Description, for use on reports on which more space is available
for text.
Subsidiary
The subsidiary (e.g., S/A, W/P, or A/P) to which the account relates, if applicable.
Subf
The subfund code associated with the selected account.
Summarize
A Y/N flag indicating whether all the entries in a particular journal are to be summarized inot
one entry for reporting purposes. Usually cash and studen account subsidiary entries are
summarized.
Cash Acct
A Y/N flag used to designate cash accounts for various entries and cash reports.
Acct Terminated
A Y/N flag indicating whether an account is to be terminated after you have zeroed the
balance. After an account is terminated, no one can post to it for the remainder of the year.
Journals Allowed
Y/N flags identifying which journals have permission to post to this account.

General Ledger 81 Screens

Commands
The following is a list of the commands that you can execute from the G/L Parameter screen and
their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Cancel
Displays the Accounting: Audit menu, without executing any processes.
Execute
Executes General Ledger Audit, or General Ledger Audit with Update.
Help
Displays a help screen for the General Ledger Audit process.

Screens 82 General Ledger

G/L Report Screen

Purpose
The G/L Report screen enables you to specify processing parameters for General Ledger Audit or
General Ledger Audit and Update.

Access
Access the G/L Report screen by:
1. Selecting the Accounting menu
2. Selecting the Period End Processing menu
3. Entering a password
4. Selecting the General Ledger Closing option
5. Selecting the Audit menu
6. Selecting either the G/L Report option or the G/L Report and Update option

Example
Following is an example of the G/L Report screen.
Note: The G/L Report screen is the same as the G/L Report and Update screen; only the titles
differ. However, G/L Report produces a report and G/L Report and Update changes
records. For more information about the screen and its use, see Performing Year-End
Processing in this guide.

General Ledger 83 Screens

Fields
The following is a list of fields that appear on the G/L Report screen and their descriptions.
Amount Type
The amount type for which you want to perform the General Ledger Audit (e.g., ALL, ACT).
Cash Balance
A Y/N flag that indicates whether you want the General Ledger Audit to verify the Document
table’s cash balance.
Note: You can only set this value to Y when you specify a Period of ALL.
Fiscal Year
The year for which you want to perform the General Ledger Audit (e.g., 9596).
Period
The period for which you want to perform the General Ledger Audit (e.g., ALL, JAN).
Run Claim on Cash
A Y/N flag that indicates whether you want the General Ledger Audit program to process at
the transaction level for entries generated by Claim on Cash.
Note: For more information about Claim on Cash setup, see General Ledger
Technical Manual.
Users
The login names of CX users to whom you want the program to send the audit results.
Note: General Ledger Audit sends all the results of the audit to you in
electronic mail.

Commands
The following is a list of the commands that you can execute from the G/L Report screen and
their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Cancel
Displays the Accounting: Audit menu, without executing any processes.
Execute
Executes General Ledger Audit, or General Ledger Audit with Update.
Help
Displays a help screen for the General Ledger Audit process.

Screens 84 General Ledger

G/L Specific Selection Screen

Purpose
The G/L Specific Selection screen enables you to select specific accounts for inclusion on a line
of a report structure. You can also specifically exclude some accounts from a line using this
screen.

Access
Access the G/L Specific Selection screen as follows, starting at the Customized Financial
Statement screen:
1. Select G/L.
2. Move the cursor to the desired line of the structure.
3. Click Select, then click Match.

Example
Following is an example of the G/L Specific Selection screen.

General Ledger 85 Screens

Fields
The following is a list of fields that appear on the G/L Specific Selection screen and their
descriptions.
Auto Selection
A Y/N flag indicating whether you want to select or exclude all the accounts entered on this
screen.
Fd
The fund associated with the selected account.
Func
The function code associated with the selected account.
Obj
The object code associated with the selected account.
Nt Ast
The Net Asset Indicator associated with the account. The use of the Net Asset Indicator with
your general ledger accounts enables you to comply with FASB 117 reporting requirements.
Valid values include the following:
• P (Permanently restricted)
• T (Temporarily restricted)
• U (Unrestricted)
Set
The account set you want to associate with the structure. You define account sets using the
Fin Set Table menu option.
Slct
A Y/N flag indicating whether you want to include (Y) or exclude (N) the specified account.
Subf
The subfund code associated with the selected account.

Commands
The following is a list of the commands that you can execute from the G/L Specific Selection
screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Cancel
If you have already selected some accounts, displays the prompt, “Abort previous selection?
Yes/No.” If you enter Y, the previous screen appears. If you enter N, the G/L Specific
Selection screen appears again, and displays your selections.
Finish
Saves the information you entered for this group-line and displays the previous.
Help
Displays a window showing how you can mask accounts for selection.

Screens 86 General Ledger

Group Entry Screen

Purpose
The Group Entry screen enables you to enter a name for a group in a financial reporting
structure.

Access
Access the Group Entry screen as follows, starting at the Customized Financial Statement
Structure screen:
1. Select Add to create a new report structure, or select Query to locate an existing
structure.
2. Enter the general report information, then select Finish.
3. Complete the Block Entry screen, entering N in the G/Ls Next field. The Group Entry
screen appears automatically.

Example
Following is an example of the Group Entry screen.

General Ledger 87 Screens

Fields
The following is a list of fields that appear on the Group Entry screen and their descriptions.
Block
The title for the block to which the groups are associated. For example, the asset groups of
Current assets, Non-current assets, and Due from employees are all associated with the
Assets block.
Fscl Yr
The fiscal year to which the report structure is associated.
G/L entry?
A Y/N flag that indicates whether you want to permit the linking of accounts to the structure
at this time.
Note: If you enter N in this field, the program displays the structure screens
sequentially without providing you access to the General Ledger
Account Selection screen.
G/Ls Next?
A Y/N flag that indicates whether you want to link General Ledger accounts to the group. If
you enter Y, the G/L Account Selection screen appears. If you enter N, the Schedule Entry
screen appears.
Group Title
The name for this group line in the structure.
Net Asset
The Net Asset Indicator associated with the selected block. The use of the Net Asset
Indicator with your general ledger accounts enables you to comply with FASB 117 reporting
requirements. Valid values include the following:
• P (Permanently restricted)
• T (Temporarily restricted)
• U (Unrestricted)
Report
The four-character user-defined code that designates the report structure.
Title
The free-format name of the report structure that appears at the top of the printed report.
Totals?
A Y/N flag that indicates whether you want to display a total of all the lines associated with
the group. For example, if you enter Y in the Totals? field associated with Current assets, a
total of all revenue will display on the report, just above the beginning of the Non-current
assets lines.

Screens 88 General Ledger

Commands
The following is a list of the commands that you can execute from the Group Entry screen and
their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Cancel
Displays the prompt, “Are you done? Yes/No.” If you enter Y, the previous screen appears.
If you enter N, the Group Entry screen appears again.
Finish
Saves the information you entered for this group-line and displays the Schedule Entry
screen.

General Ledger 89 Screens

Interactive Filepost Screen

Purpose
The Interactive Filepost screen enables you to select specific files of accounting transactions to
post to the general ledger. This screen is the user interface to the CX Filepost program.

Access
Access the Interactive Filepost screen by selecting the following menu options, starting at the
Fiscal Management main menu:
1. Accounting
2. Journal Processing
3. Journal Maintenance
4. Post to General Ledger
The Interactive Filepost screen appears automatically.

Example
Following is an example of the Interactive Filepost screen.

Screens 90 General Ledger

Fields
The following is a list of fields that appear on the Interactive Filepost screen and their
descriptions.
Author
The source of the files that are available for posting.
Default Posting Date
The date the system will use to record the file posting. You can override this posting date, if
desired, using the Post Date field on each detail file line.
Default Posting Period
The posting period the system will use to record the file posting. You can override this
period, if desired, using the Period field on each detail file line.
Doc no
The document type and number, if any, associated with the file to be posted.
File date
The date on which the available file was created.
Filename
The name of the available file.
Jrnl
The type of journal to which the file will be posted.
Period
If entered, the posting period the system will use to record the file posting. Otherwise, the
system will post the file using the Default Posting Period.
Post
A Y/N flag indicating whether you want to post the file during the current Filepost session.
Post Date
If entered, the date the system will use to record the file posting. Otherwise, the system will
post the file using the Default Posting Date.
Prior
The order in which the files will be posted. The lower the number, the earlier the file will be
posted.
Time
The time at which the file was created.

General Ledger 91 Screens

Commands
The following is a list of the commands that you can execute from the Interactive Filepost screen
and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Abort Filepost
Causes the Filepost program to close without posting any selected files.
Change Defaults
Activates the Default Posting Date and Default Posting Period fields so you can update
them.
Down
Moves the cursor to the next row of available files.
Execute
Saves the information you entered for this item line, and displays the G/L Account Selection
screen.
Page Backward
Moves the cursor to the previous screenful of available files.
Page Forward
Moves the cursor to the next screenful of available files.
Switch Y/N
Changes the Post flags from their current value (either Y or N) to the opposite value for all
the files on the available file list.
Up
Moves the cursor to the previous row of available files.

Screens 92 General Ledger

Item Entry Screen

Purpose
The Item Entry screen enables you to enter a name for an item in a financial reporting structure.

Access
Access the Item Entry screen as follows, starting at the Customized Financial Statement
Structure screen:
1. Select Add to create a new report structure, or select Query to locate an existing
structure.
2. Enter or update the general report information, then select Finish.
3. Complete the Block Entry screen, entering N in the G/Ls Next field. The Group Entry
screen appears automatically.
4. Complete the Group Entry screen, entering N in the G/Ls Next field. The Schedule
Entry screen appears automatically.
5. Complete the Schedule Entry screen, entering N in the G/Ls Next field. The Item Entry
screen appears automatically.

Example
Following is an example of the Item Entry screen.

General Ledger 93 Screens

Fields
The following is a list of fields that appear on the Item Entry screen and their descriptions.
Block
The title for the block with which the groups are associated. For example, the asset groups
of Current assets, Non-current assets, and Due from employees are all associated with the
Assets block.
Fscl Yr
The fiscal year to which the report structure is associated.
G/L entry
A Y/N flag that indicates whether you want to permit the linking of accounts to the structure
at this time.
Note: If you enter N in this field, the program displays the structure screens
sequentially without providing you access to the General Ledger
Account Selection screen.
Group
The title for the group with which the items are associated. For example, the asset group of
Vehicle Loans includes the Athletic Transportation schedule, as well as the items Van and
Bus.
Item Title
The name for this item line in the structure.
Net Asset
The Net Asset Indicator associated with the item. The use of the Net Asset Indicator with
your general ledger accounts enables you to comply with FASB 117 reporting requirements.
Valid values include the following:
• P (Permanently restricted)
• T (Temporarily restricted)
• U (Unrestricted)
Report
The four-character user-defined code that designates the report structure.
Schedule
The title for the schedule with which the items are associated. For example, the Van and Bus
items are associated with the Athletic Transportation schedule.
Title
The free-format name of the report structure that appears at the top of the printed report.
Totals?
A Y/N flag that indicates whether you want to display a total of all the lines associated with
the item. For example, if you enter Y in the Totals? field associated with Revenue, a total of
all revenue will display on the report, just above the beginning of the Expense lines.

Screens 94 General Ledger

Commands
The following is a list of the commands that you can execute from the Item Entry screen and their
purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Cancel
Displays the prompt, “Are you done? Yes/No.” If you enter Y, the previous screen appears.
If you enter N, the Item Entry screen appears again.
Finish
Saves the information you entered for this item line, and displays the G/L Account Selection
screen.

General Ledger 95 Screens

Manual/Range G/L Account Selection Window

Purpose
The Manual/Range G/L Account Selection window enables you to locate a range of accounts that
you want to include on customized financial statements. By entering the components of an
account number, you cause the Financial Statement Generation process to display accounts that
have similar numbers. You can then select the accounts that you actually want to include on your
report.

Access
Access the Manual/Range G/L Account Selection window as follows, starting from the
Customized Financial Statement Structure screen:
1. Select Query to locate the report to which you want to add accounts. The report
structure displays on the screen.
2. Select G/L. A drop-down command box appears.
3. Select Add.
4. Select the report line to which you want to add accounts, then choose Select. The G/L
Account Update screen appears.
5. Select Range. The Manual/Range G/L Account Selection window appears.

Example
Following is an example of the Manual/Range G/L Account Selection window.

Screens 96 General Ledger

Fields
The following is a list of fields that appear in the Manual/Range G/L Account Selection window.
Note that if your institution’s account number contains different or additional components (e.g.,
classification or type), then those components will appear in the window.
Fd
The fund number that you want to locate in the institution’s chart of accounts. Leave blank if
you want to locate all funds.
Func
The function number that you want to locate in the institution’s chart of accounts. Leave
blank if you want to locate all functions.
G/L Description
The description of the account components. The system updates this description as you
enter values in the field.
Obj
The object number that you want to locate in the institution’s chart of accounts. Leave blank
if you want to locate all functions.
Subf
The subfund number that you want to locate in the institution’s chart of accounts. Leave
blank if you want to locate all subfunds.

Commands
The following is a list of the commands that you can execute from the Manual/Range G/L Account
Selection window and their purposes. The commands actually appear on the underlying G/L
Account Selection screen.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Cancel
Removes the Manual/Range G/L Account Selection window and disregards any search
criteria you entered. The first seven lines of the institution’s complete chart of accounts
appears on the G/L Account Selection screen.
Finish
Removes the Manual/Range G/L Account Selection window and displays the accounts that
match the search criteria you entered. The first seven accounts appear on the G/L Account
Selection screen.

General Ledger 97 Screens

Post to General Ledger Screen

Purpose
The Post to General Ledger Screen you to select transaction files to post to the general ledger.
Before you access the screen to select a file, be sure you know the file that you want to post.

Access
Access the Post to General Ledger screen as follows:
1. Access the Accounting menu
2. Select the Period-End Processing option
3. Enter password
4. Select the General Ledger Closing menu.
5. Select the Post to General Ledger option.

Example
Following is an example of the Post to General Ledger screen.

Screens 98 General Ledger

Fields
The following is a list of fields that appear on the Post to General Ledger screen and their
descriptions.
Author
The name of the program that created the file (e.g., glbalfwd for General Ledger Balance
Forward).
Doc no
The first document number in the file, if applicable (this field is not applicable to the General
Ledger Balance Forward process).
File date
The date on which the system created the file.
Filename
The system-assigned name/number for the file. The first two characters of the Filename field
identify the type of journal (e.g., AC for an accounting journal).
Jrnl
The journal type (e.g., AC for an accounting journal).
Period
The posting period into which you want to post the file (e.g., BAL, JAN).
Post
A Y/N flag that indicates whether you want to post a specific file.
Post date
The date on which you want to post the file (e.g., the first day of the new fiscal period).
Prior
The priority code that controls the order in which the filepost program posts files. The lower
the number, the higher the priority (e.g., a file with a Priority of “0” posts before a file with a
Priority of “1”).
Time
The time (on a 24-hour clock) when the system created the file.

General Ledger 99 Screens

Commands
The following is a list of the commands that you can execute from the Post to General Ledger
screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Abort filepost
Cancels the file posting process, and displays the General Ledger Closing menu.
Backward
Enables you to move the cursor to the previous line on the screen.
Change defaults
Enables you to provide the posting date and posting period for transaction files that do not
contain this information.
Execute
Completes the file selection process and displays the General Ledger Closing menu.
Forward
Enables you to move the cursor to the next line on the screen.
Page bkwd
Enables you to display the previous screen of files.
Page fwd
Enables you to display the next screen of files.
Switch Y/N
Toggles the Post flag between N and Y.

Screens 100 General Ledger

Recurring Entry Screen

Purpose
The Recurring Entry screen enables you to select predefined journal entries for repetitive use. For
example, if you allocate utility bills to each department or building on your campus each month,
you can create the original journal entry using the Recurring Entry Table screen, then change the
amount on the Recurring Entry screen each month to perform the allocation and charge
automatically.

Access
Access the Recurring Entry screen as follows:
1. Select the Accounting menu.
2. Select the Journal Processing.
3. Select the Recurring Journal Entry menu.
4. Select the Recurring Journal Entries option.
5. Enter the journal type in which you want to use the recurring entry
6. Select Execute

Example
Following is an example of the Recurring Entry screen.

General Ledger 101 Screens

Fields
The following is a list of fields that appear on the Recurring Entry screen and their descriptions.
Accounts
The accounts that you want to charge in the recurring journal entry.
Ast
A code that indicates whether charges to the account are permanently restricted (P),
temporarily restricted (T), or unrestricted (U), in accordance with FASB 117.
Code
The eight-character field defining the name of the recurring entry from the Recurring Entry
table (e.g., “UTIL”).
Credit
The amount of the credit for the account, if any.
Current G/L Account # Description
The name of the account on the line on which the cursor appears.
Debit
The amount of the debit for the account, if any.
Past Posted
The date on which you last posted the recurring entry.
Row
The line of the transaction (e.g., the first of four lines in an entry).
Total
Total debits and credits for the entry.

Commands
The following is a list of the commands that you can execute from the Recurring Entry screen and
their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Add-line
Enables you to add a new account line and related debit or credit for the recurring entry.
Back
Displays the previous screen of accounts that relate to the recurring entry.
Cancel
Ignores any changes you made to the recurring entry, and displays the original ring menu of
commands.
Change amounts/accounts
Enables you to switch between the account and debit/credit areas of the screen.
Del-line
Enables you to delete an account line and related debit or credit for the recurring entry.
Exit
Displays the Recurring Journal Entry menu.

Screens 102 General Ledger

 Finish
Saves changes you made to the recurring entry, and displays the original menu of
commands.
Forward
Displays the next screen of accounts that relate to the recurring entry.
Post
Enables you to enter a posting date, and posts the recurring entry.
Recur
Enables you to select a recurring entry so you can update or post it.
Table
Displays the Recurring Entry Table screen.
Update
Enables you to change the account or amount information in a recurring entry.

General Ledger 103 Screens

Recurring Entry Table Screen

Purpose
The Recurring Entry Table screen enables you to define your institution’s recurring journal
entries.

Access
Access the Recurring Entry screen as follows:
1. Select the Accounting menu.
2. Select the Journal Processing menu.
3. Select the Recurring Journal Entry menu.
4. Select the Recurring Journal Entries option.
5. Enter the journal type in which you want to use the recurring entry
6. Select Execute.
7. Select Table

Example
Following is an example of the Recurring Entry Table screen.

Fields
The following is a list of fields that appear on the Recurring Entry Table screen and their
descriptions.

Screens 104 General Ledger

 Code
An eight-character field defining the name of the recurring entry (e.g., “UTIL”).
Description
A description of the purpose of the entry (e.g., “Allocates Utilities”).
G/L entry description
A description of the entry for general ledger purposes (e.g., “Monthly Utility Allocation”).
G/L entry type
The entry type from the General Ledger Entry table (e.g., “ADJ” for adjustment).
Last Posted
The date on which you last posted this recurring entry.
Note: This field is display-only.
Reset
A Y/N field that indicates whether you want to zero the amount fields after posting. Enter N if
you plan to use the same dollar amounts every time you post the entry; enter Y if you plan to
change the dollar amounts when you reuse the entry.

Commands
The following is a list of the commands that you can execute from the Recurring Entry Table
screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Add
Enables you to add descriptive and processing information about a new recurring entry.
Cancel
When entering or changing an entry, displays the previous command line menu without
saving any changes to the table entry.
Delete
Enables you to delete a recurring entry.
Exit
Displays the Recurring Entry screen.
Finish
When entering or changing an entry, displays the previous command line ring menu, saving
your changes to the table entry.
Next
Displays the next Recurring Entry table entry that matches your search criteria.
Previous
Displays the previous Recurring Entry table entry that matched your search criteria.
Query
Enables you to locate a specific Recurring Entry table entry, based on your search criteria.
Update
Enables you to change the descriptive and processing information about the recurring entry
(e.g., the code name for the entry, the entry type, or the Reset to Zero flag).

General Ledger 105 Screens

Schedule Entry Screen

Purpose
The Schedule Entry screen enables you to enter schedule information for a financial reporting
structure.

Access
Access the Schedule Entry screen as follows, starting at the Customized Financial Statement
Structure screen:
1. Select Add to create a new report structure, or select Query to locate an existing
structure.
2. Enter or update the general report information, then select Finish.
3. Complete the Block Entry screen, entering N in the G/Ls Next field. The Group Entry
screen appears automatically.
4. Complete the Group Entry screen, entering N in the G/Ls Next field. The Schedule
Entry screen appears automatically.

Example
Following is an example of the Schedule Entry screen.

Screens 106 General Ledger

Fields
The following is a list of fields that appear on the Schedule Entry screen and their descriptions.
Block
The title for the block with which the groups and schedules are associated. For example, the
Vehicle Loans group is associated with the Liabilities block.
Fscl Yr
The fiscal year to which the report structure is associated.
G/L entry
A Y/N flag that indicates whether you want to permit the linking of accounts to the structure
at this time.
G/Ls Next?
A Y/N flag that indicates whether you want to link accounts to the schedule at this time.
Group
The title for the group with which the schedules are associated. For example, the Trucks
schedule is associated with the Vehicle Loans group.
Schedule title
The name of the schedule that appears on the printed report.
Net Asset
The Net Asset Indicator associated with the schedule. The use of the Net Asset Indicator
with your general ledger accounts enables you to comply with FASB 117 reporting
requirements. Valid values include the following:
• P (Permanently restricted)
• T (Temporarily restricted)
• U (Unrestricted)
Report
The four-character user-defined code that designates the report structure.
Title
The free-format name of the report structure that appears at the top of the printed report.
Totals?
A Y/N flag that indicates whether you want to display a total of all the lines associated with
the schedule. For example, if you enter Y in the Totals? field associated with Athletic
Transportation, a total of all lines associated with that schedule will display on the report, just
above the beginning of the Automobile lines.

Commands
The following is a list of the commands that you can execute from the Schedule Entry screen and
their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Cancel
Indicates that you have completed entering the schedule information, and displays the
prompt “Are you done?”. When you confirm that you are done, the system displays the
Customized Financial Statement Structure screen.
Finish
Indicates that you have completed entering the current line of schedule information, and
enables you to enter account or item information.

General Ledger 107 Screens

Statement Parameters Window

Purpose
The Statement Parameters window enables you to define the contents of the subsidiary account
statement.

Access
Access the Statement Parameters window as follows:
1. Access the Bursar Query Parameter screen
2. Select Query to locate a student’s records
3. Complete the Query
4. Select Execute twice
5. Choose Display
You can also access the Statement Parameters window as follows:
1. Access the Accounting Query option
2. Select the output method
3. Select Execute
4. Select saquery
5. Change level to STM
6. Select Execute
7. Enter ID number
8. Select Execute
9. Select one of the subsidiary accounts
10. Select Display
You can select Parameters from the Statement screen to display the Statement Parameters
window, anytime you are already in the Statement screen.
Other access methods may be available depending on the CX menus you are using.

Screens 108 General Ledger

Example
Following is an example of the Statement Parameters window.

Fields
The following is a list of fields that appear on the Statement Parameters window and their
descriptions.
Academic Year
Currently not in use.
ADR Run Code
The alternate address run code for formatting the statement (e.g., SINGLEI for informal and
single).
Amount Types
The types of amounts that you want to show on the statement. Valid codes are:
• A (Display actual amounts only)
• B (Display both actual and encumbered amounts)
Balance Code
The balance code for the statement (e.g., SB for Session Balance).
Balance Period
The balance period to which any pending financial aid applies.
Beginning Date
The first date for which you want to view statement information.
Ending Date
The last date for which you want to view statement information.

General Ledger 109 Screens

 Form
The name of the statement form you want to view.
ID
The ID number associated with the subsidiary account.
Multi Subs STMT
A Y/N flag indicating whether you want to produce a statement that consolidates
subsidiaries. This parameter appears on the Statement Parameters window only if your
institution sets appropriate values in the Configuration table. For more information, see
Implementing Student Billing, Using Student Billing, and the Financial Technical Manual.
Printer
The name of the printer you want to use.
Session
The session of the school year that you want to use.
Subsidiary
The name of the subsidiary (e.g., W/P or S/A). This field is display-only.

Commands
The following is a list of the commands that you can execute from the Statement Parameters
window and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Cancel
Causes the Statement Parameters window to disappear without saving your changes to the
parameters (if any).
Finish
Causes the Statement Parameters window to disappear, saving your changes to the
parameters (if any).

Screens 110 General Ledger

Statement Screen

Purpose
The Statement screen enables you to view a sample statement for the subsidiary.

Access
Access the Statement screen as follows, starting at the Accounting Query Parameters screen:
1. Select saquery to perform subsidiary queries
2. Enter the query criteria for the subsidiary, change the level to STMT, and then select
Execute. A subsidiary screen appears
Note: The particular subsidiary screen that appears depends on the results of your
query.
3. Query an ID
4. Select a subsidiary account for that ID
5. Specify the following:
• How you want to produce the statement (printed or displayed on the screen)
• Parameters that control the appearance and contents of the statement
Note: You can also access the Statement screen by selecting Statement from any
Bursar Query screen.
6. Select Execute

Example
Following is an example of the Statement screen.
Note: The following Statement screen is an example only. You control the appearance of the
screen by changing the Form on the Statement Parameters window; the totals on the
screen may reflect charges and credits that do not appear on the current screen of
information. You can view the remaining account activity by using the screen
commands.

General Ledger 111 Screens

Fields
The following is a list of fields that appear on the Statement screen and their descriptions.
Charges
Debits to the subsidiary’s account.
Credit/Debit Balance
The computed balance in the subsidiary’s account.
Credits
Credits to the subsidiary’s account.
Date
The date of the entry to the subsidiary’s account.
Description of transaction
An explanation of the entry.
Totals
Total debits and credits to the subsidiary’s account.

Commands
The following is a list of the commands that you can execute from the Statement screen and their
purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Back
Displays the previous screen of subsidiary or student activity.
Down-line
Scrolls forward the screen of subsidiary or student activity, one line at a time.
Finish
Displays the screen from which you accessed the Statement screen.
Forward
Displays the next screen of subsidiary or student activity.
Output
Prints the information on the screen, using the printer selected on the Statement Parameters
window.
Parameters
Displays the Statement Parameters window so you can change the information that appears
on the statement.
Toggle
Changes the display from a detail transaction view to a summary.
Up-line
Scrolls backward the screen of subsidiary or student activity, one line at a time.

Screens 112 General Ledger

Structured Financial Statement Generation Screen

Purpose
The Structured Financial Statement Generation screen is a parameter screen that enables you to
control the appearance of your customized financial statements.

Access
Access the Structured Financial Statement Generation screen by selecting Struct Fin Stmt
Generation from the Custom Financial Statements menu.

Example
Following is an example of the Structured Financial Statement Generation screen.

General Ledger 113 Screens

Fields
The following is a list of fields that appear on the Structured Financial Statement Generation
screen and their descriptions.
Detail Reporting
A Y/N flag that indicates whether the report is printed in detail (Y) or summarized (N) format.
The detail report prints a balance by account for every line in the structure, and the
summarized report shows totals of all the accounts associated with each line in the structure.
Factor Dollar Amts by Neg 1
A Y/N flag that controls whether the balances that print on your report display as negative or
positive numbers. For example, if this flag is set to Y, any numbers stored in the database as
negative numbers will be multiplied by –1, and will therefore display as positive numbers.
Format Code
The code associated with the format you want to use for the report. You define format codes
by using the Fin Report Format Entry menu option.
Report
The four-character user-defined code that designates the report structure.

Commands
The following is a list of the commands that you can execute from the Structured Financial
Statement Generation screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Cancel
Abandons any changes you made to the fields on the screen and returns you to the
Customized Financial Statement menu.
Finish
Executes the process based on the values you entered on the screen.
Help
Displays an explanation of the menu option.

Screens 114 General Ledger

Structured Financial Statement Download File Screen

Purpose
The Structured Financial Statement Download File screen controls how the system creates an
output file containing the text and the balances of any report structure. The system creates the file
in the user's home directory. Files can then be transferred via your institution's protocol method to
the PC for use in other applications.

Access
Access the Subsidiary Account screen by selecting Strct Fin Stmt Download from the Customized
Financial Statement menu.

Example
Following is an example of the Structured Financial Statement Download File screen.

General Ledger 115 Screens

Fields
The following is a list of fields that appear on the Structured Financial Statement Download File
screen and their descriptions.
Delimiter
The character or value that will separate the fields in the downloaded data. The default is
<Tab>, but the system also accepts the pipe (|) or the comma (,).
Detail Reporting
A Y/N flag indicating whether you want to include balances for all the accounts (Y) or only
summary totals (N).
Download File
The name of the file you want to create. The system automatically appends a suffix of .txt on
the file, and places it in your home directory.
Factor Dollar Amts by Neg 1
A Y/N flag that controls whether the balances that appear in your download file display as
negative or positive numbers. For example, if this flag is set to Y, any numbers stored in the
database as negative numbers will be multiplied by –1, and will therefore display as positive
numbers.
Field Delimiter Used
The character you want to use to separate the fields in the download file. The default is
<Tab>. Alternatives might include a pipe (|) or a comma (,).
Format Code
The code associated with the format you want to use for the report. You define format codes
by using the Fin Report Format Entry menu option.
Report
The four-character user-defined code that designates the report structure.

Commands
The following is a list of the commands that you can execute from the Structured Financial
Statement Download File screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Cancel
Abandons any changes you made to the fields on the screen and returns you to the
Customized Financial Statement menu.
Finish
Executes the download process based on the values you entered on the screen.
Help
Displays an explanation of the menu option.

Screens 116 General Ledger

Subsidiary Account Screen

Purpose
The Subsidiary Account screen enables you to view detail information about the selected
subsidiary account. It displays the contents of the Subsidiary Account records (suba_rec) in your
database.

Access
Access the Subsidiary Account screen as follows, starting at the Accounting Query Parameter
screen:
1. Select saquery to perform subsidiary queries.
2. Enter the query criteria for the subsidiary, change the level to ACC, and then select
Execute. A subsidiary screen appears.
Note: The particular subsidiary screen that appears depends on the results of
your query.
3. Query an ID
4. Select Execute
5. Select a subsidiary account for that ID

Example
Following is an example of the Subsidiary Account screen.

General Ledger 117 Screens

Fields
The following is a list of fields that appear on the Subsidiary Account screen and their
descriptions.
(Name)
The name associated with the subsidiary account.
Account Status
A user-defined status code.
Actual
The dollar amount of the balance in the subsidiary account.
Alternate Address
The alternate address that ADR uses for sending the statement.
Archived
A Y/N flag that indicates whether the institution has archived the subsidiary.
Collection Agency
A Y/N flag that indicates whether your institution has assigned the account to a collection
agency.
Contact ID#
The ID number of the person who serves as the main contact for the organization.
Credit Rating
The subsidiary’s credit rating.
Cust Serial No
A sequential number that the system uses for accounts payable invoices.
Customer Number
The account number, if applicable.
Date
The last date on which you updated the subsidiary account.
Default Discount
The discount (if any) that a vendor offers.
Note: This field applies only to the Accounts Payable subsidiary.
Direct Deposit
A Y/N flag that indicates whether you will directly deposit the amount into the recipient’s
account.
Note: This field applies to payroll subsidiaries only.
Dunning Letter
The name of the document that your institution uses as a dunning letter.
Encumbrance
The amount of the encumbrance to the subsidiary account.

Screens 118 General Ledger

 Entry Number
The number of the last entry on the Subsidiary Accounts screen.
ID#
The ID number that identifies the subsidiary.
Interest Waived
A Y/N flag that indicates whether your institution has waived interest on the account.
Office for Check
The office on campus to which you want to distribute the check.
Payment Terms
The normal or default terms of payment that a vendor offers (e.g., net 30).
Note: This field applies only for the Accounts Payable and Student Accounts
subsidiaries.
Statement ID#
The ID number of the person who receives the statement for this account.
Subsidiary
The code that identifies the subsidiary (e.g., W/P for Wages Payable, or K/D for Key
Deposit).
Written Off
A Y/N flag indicating whether your institution has determined the account is uncollectible.

General Ledger 119 Screens

Commands
The following is a list of the commands that you can execute from the Subsidiary Account screen
and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Down
Displays the next screen of information.
Exit
Displays the Accounting Main menu.
Level
Changes the level; with Next level, enables you to access a different screen of information
about the subsidiary.
Next level
With Level, enables you to access a different screen of information about the subsidiary.
Output
Prints the information on the screen, using the printer you selected when you first accessed
Accounting Query.
Parameter
Enables you to enter parameter information on the first line of the screen.
Previous
Displays the last screen that you used.
Query
Enables you to enter query information on the second line of the screen.
Re-execute
Clears the information from the system’s memory and performs the query again.
(0-9)
Displays previous screens of information.
Note: To use this command, enter the number of screens back that you want the
system to display. For example, if you want to view the information you saw, not
on the previous screen, but the screen before that, enter 2, ↑.

Screens 120 General Ledger

Subsidiary Accounts Screen

Purpose
The Subsidiary Accounts screen enables you to view information about a subsidiary. Using this
screen, you can view information about a specific subsidiary type, ID, or time period.

Access
Access the Subsidiary Accounts screen as follows, starting at the Accounting Query Parameter
screen:
1. Select saquery to perform subsidiary queries.
2. Enter the query criteria for the subsidiary, then select Execute. If the query results
include more than one subsidiary account, the Subsidiary Accounts screen appears.
Note: Query information can include, for example, an entire subsidiary (e.g., S/A for
student accounts), an ID number (e.g., 20202), or a subsidiary type (e.g., K/D for
key deposits).

Example
Following is an example of the Subsidiary Accounts screen.

General Ledger 121 Screens

Fields
The following is a list of fields that appear on the Subsidiary Accounts screen and their
descriptions.
(a - k)
The letter by which you can select a line of information.
Bal Actual
The dollar amount already disbursed to the subsidiary account.
Bal Encumb
The dollar amount encumbered but not yet paid or billed to the subsidiary account.
Bal Total
The total dollar amount charged to the subsidiary account.
ID
The ID number that identifies the subsidiary.
Name
The name of the subsidiary account.
Subs
The name of the subsidiary in which the subsidiary account was charged.

Commands
The following is a list of the commands that you can execute from the Subsidiary Accounts
screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Backward
Displays the previous screen of subsidiary information.
Down
Currently not in use.
Exit
Displays the Accounting Main menu.
Forward
Displays the next screen of subsidiary information.
Level
Controls the level at which Accounting Query operates when you select an account. The
following levels are valid:
• ACC
• BAL
• TOT
• ENT
• STM

Screens 122 General Ledger

 Output
Prints the screen information, using the printer you specified when you first accessed
Accounting Query.
Param
Enables you to access the first line of the Accounting Query Parameter screen.
Query
Enables you to access the second line of the Accounting Query Parameter screen.
Re-query
Clears the information from the system’s memory and performs the query again.
Search
Enables you to locate a specific subsidiary account without scrolling through all the
subsidiary accounts in the system’s memory.

General Ledger 123 Screens

Subsidiary Balances Screen

Purpose
The Subsidiary Balances screen enables you to view subsidiary information for specific periods of
time. It displays the contents of the Subsidiary Balance records (subb_rec) in your database.

Access
Access the Subsidiary Balances screen as follows, starting at the Accounting Query Parameter
screen:
1. Select saquery to perform subsidiary queries
2. Enter the query criteria for the subsidiary, then select Execute. A subsidiary screen
appears
Note: The particular subsidiary screen that appears depends on the results of your
query.
3. Select Level to change the Level indicator to BAL
4. Select a subsidiary account

Example
Following is an example of the Subsidiary Balances screen.
Note: When you use the Toggle command, the Amt Enc, Amt Act and W column headings on
the Subsidiary Balances screen change to PO No, Ck Req, and Pay tms.

Screens 124 General Ledger

Fields
The following is a list of fields that appear on the Subsidiary Balances screen and their
descriptions.
a-I
Letters designating the entries that appear on the screen.
Amt Act
The actual amount related to the entry.
Amt Enc
The encumbered amount related to the entry.
Ck Req
The number associated with the check request that pays the amount.
Note: This field appears after you select the Toggle command.
Code
An identifying code that contains different values, depending on the subsidiary that you
selected. Subsidiaries and codes are as follows:
• A/P subsidiaries (a sequential number)
• S/A subsidiaries (an identifier for student balances (e.g., SB) or deposits (e.g.,
ROOM or KEY))
• W/P subsidiaries (an identifier for net pay (e.g., NPAY) or employer-paid
deductions (e.g., EMPR))
Date
The date on which the entry occurred.
Due date
The date on which you need to pay a payable, or on which payment is due to your institution.
H
For Accounts Payable, a Y/N field that indicates whether you have placed a hold on the
payment of the invoice.
Invoice No
For Accounts Payable, the number on the invoice from the vendor.
Pay tms
The terms of payment (e.g., net 30 days).
Note: This field appears after you select the Toggle command.
Period
An identifying period code that contains different values, depending on the subsidiary that
you selected. Subsidiaries and codes are as follows:
• A/P subsidiaries (always INV)
• S/A subsidiaries (a session name (e.g., FA96, SP97))
• W/P subsidiaries (a unique sequential code associated with a payroll (e.g.,
WEE001))
Po No.
For Accounts Payable, the number on the purchase order from the institution.
Note: This field appears after you select the Toggle command.

General Ledger 125 Screens

 S
The status of the invoice. Valid values are as follows:
• C (Closed)
• L (Locked for payment)
• O (Open)
Subs
The code that identifies the subsidiary.
W
A Y/N flag that indicates whether the institution waives the accrual of interest on this invoice
or balance.

Commands
The following is a list of the commands that you can execute from the Subsidiary Balances
screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Bwd
Displays the previous screen of subsidiary information.
Dwn
Enables you to select a specific line of information on the screen for further review.
Exit
Displays the Accounting Main menu.
Fwd
Displays the next screen of subsidiary information.
Lvl
Enables you to change the Level code on the screen.
Nxlvl
Enables you to view the screen corresponding to the Level code that you select.
O/p
Prints the screen information, using the printer you specified when you first accessed
Accounting Query.
Prm
Enables you to access and change the information that appears on the first line of the
Subsidiary Balances screen.
Prv
Displays the last screen that you used.
Qry
Enables you to access and change the information that appears on the second line of the
Subsidiary Balances screen.
RQry
Clears the information from the system’s memory and performs the query again.
Srh
Enables you to locate a specific subsidiary account without scrolling through all the
subsidiary accounts in the system’s memory.

Screens 126 General Ledger

 Toggle
Enables you to switch the information on the right side of the screen between the following
headings:
From: To:
Amt Enc Po No.
Amt Act Ck Req
W Pay tms
Note: Select Toggle again to change the column headings back to their original
names. Other column headings do not change when you use this command.
(0-9)
Displays previous screens of information.
Note: To use this command, enter the number of screens back that you want the
system to display. For example, if you want to view the information you saw, not
on the previous screen, but the screen before that, enter 2, ↑.

General Ledger 127 Screens

Subsidiary Entries Screen

Purpose
The Subsidiary Entries screen enables you to view the most detailed level of information about
your subsidiaries. It displays the contents of the Subsidiary Entry records (sube_rec) in your
database.

Access
Access the Subsidiary Balances screen as follows, starting at the Accounting Query Parameter
screen:
1. Select saquery to perform subsidiary queries
2. Enter the query criteria for the subsidiary, then select Execute. A subsidiary screen
appears
Note: The particular subsidiary screen that appears depends on the results of your
query.
3. Select Level to change the Level indicator to ENT
4. Select a subsidiary account

Example
Following is an example of the Subsidiary Entries screen.
Note: When you use the Toggle command, the Jnl Date, Description, and Amount column
headings on the Subsidiary Balances screen change to PO No, Ck Req, and Pay tms.

Fields
The following is a list of fields that appear on the Subsidiary Entries screen and their descriptions.

Screens 128 General Ledger

 (a - k)
The letter by which you can select a line of information.
Amount
The dollar amount of the charge against the subsidiary account.
Description
The name of the subsidiary, or a description of the entry.
Doc
The reference code of the document associated with the entry (e.g., PP for purchase
orders).
Doc Number
The system-generated number that identifies the document associated with the entry.
Ent(1)
The system-generated number that identifies the entry.
Note: This column appears on the left side of the screen between the No and Type
fields.
Ent(2)
The system-generated number that identifies the entry’s relative position within the journal in
which it is posted.
Note: This column appears on the right side of the screen between the Journal and Typ
fields after you use the Toggle command.
ID
The person or company associated with the entry. The payroll process uses this ID.
Journal
The name and number of the journal to which the subsidiary entry was posted.
Jnl Date
The date on which you made the entry.
No
The subsidiary number, usually the ID number.
S
The status of the entry. Valid codes are as follows:
• R (Removed)
• P (Posted)
• V (Void)
Sub Date
The date the subsidiary was added.
Subs
The name of the subsidiary in which you made the entries.
Typ
The type of dollar amount (e.g., ACT, BGT, or ENC).
Type
The type of entry mode.

Commands
The following is a list of the commands that you can execute from the Subsidiary Entries screen
and their purposes.

General Ledger 129 Screens

 Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Bwd
Displays the previous screen of subsidiary information.
Dwn
Enables you to select another line on the screen for further review.
Exit
Displays the Accounting Main menu.
Fwd
Displays the next screen of subsidiary information.
Gle
Enables you to display the General Ledger account information for the entry.
Lvl
Enables you to change the Level code on the screen.
Nxlvl
Enables you to view the screen corresponding to the Level code that you select.
O/p
Prints the screen information, using the printer you specified when you first accessed
Accounting Query.
Prm
Enables you to access and change the information that appears on the first line of the
Subsidiary Balances screen.
Prv
Displays the last screen that you used.
Qry
Enables you to access and change the information that appears on the second line of the
Subsidiary Balances screen.
RQry
Clears the information from the system’s memory and performs the query again.
Srh
Enables you to locate a specific subsidiary account without scrolling through all the
subsidiary accounts in the system’s memory.
Toggle
Enables you to switch the information on the right side of the screen. The Jnl Date,
Description, and Amount fields change to display the Sub Date, Id, Doc, Doc Number,
Journal, Ent, and Typ fields.
Note: Select Toggle again to change the column headings back to their original
names. Other column headings do not change when you use this command.
(0-9)
Displays previous screens of information.
Note: To use this command, enter the number of screens back that you want the
system to display. For example, if you want to view the information you saw, not
on the previous screen, but the screen before that, enter 2, ↑.

Screens 130 General Ledger

Subsidiary Query Parameter Screen

Purpose
The Subsidiary Query Parameter screen enables you to define the search criteria you want to use
in a subsidiary account query. You can use it to define search criteria for all of the following types
of queries:
• Subsidiary accounts
• Journals
• Documents

Access
Access the Subsidiary Query Parameter screen by selecting saquery from the Accounting Query
Parameter screen.
1. Select Execute
2. Select saquery
3. Select Execute

Example
Following is an example of the Subsidiary Query Parameter screen.

General Ledger 131 Screens

Fields
The following is a list of fields that appear on the Subsidiary Query Parameter screen and their
descriptions.
Amt Type
The general ledger amount type (e.g., ACT or BGT, for which you want to perform a query).
Enter ALL if you do not want to restrict the search to specific amount types.
Bal (Query Line)
The balance status of the entries that you want to query. The system will select entries that
have the status you specify in this field. Valid status codes are as follows:
• A (displays all balances)
• C (displays only closed balances)
• L (displays only locked balances)
• O (displays only open balances)
Bal (code)
The subsidiary balance code (e.g., SB for student balances).
Note: You specify student balance codes and the types of accounts that relate to the
student balance codes in the Subsidiary Association table. For example, student
balances might include tuition (a charge that pertains to a specific period and that
you want to close out at the end of the period), but might not include a key
deposit that you want to have on the student’s records until the end of the
academic year.
Beg date
The beginning date of the range for which you want to perform a query, in the format
mm/dd/yy. Enter 00/00/00 if you do not want to restrict the search to specific dates.
Begin
The first journal number for which you want to perform a query.
Doc
The document code for which you want to perform a query.
Note: Complete this field for a document query.
Doc Number
The document number (e.g., the check, purchase order, invoice, or receipt number, that you
want to query).
Note: Complete this field for a document query.
End date
The ending date of the range for which you want to perform a query, in the format mm/dd/yy.
Enter 00/00/00 if you do not want to restrict the end date of the search.
End/Ent
The last journal number for which you want to perform a query, or the first journal entry
number for which you want to perform a query.
Ent
The last journal entry number for which you want to perform a query.
Note: Complete this field for a journal query.

Screens 132 General Ledger

 Level
The system location to which the Subsidiary Account Query will take you when it locates
only one subsidiary account. Valid codes and system locations are as follows:
• ACC (Subsidiary account level)
• BAL (Subsidiary balance level)
• ENT (Subsidiary entry level)
• STM (Statement of account level)
• TOT (Subsidiary total level)
Number
The subsidiary number, usually the ID number of the vendor, student, or employee.
Note: You must complete this field for subsidiary queries.
Ref
The reference code (e.g., AP or SA, which defines the type of journal).
Note: Complete this field for a journal query.
Stop after
The number of records that you want to review.
Note: If you enter a number (e.g., 100), Subsidiary Accounting Query displays the first
100 records that match your search criteria, then prompts you to continue or
abort the query; if you enter zero (0), Subsidiary Accounting Query displays all
the records that match your search criteria.
Subs (line 1)
The subsidiary code (e.g., S/A) for which you want to perform a query. Enter ALL if you do
not want to restrict the search to specific subsidiaries.
Subs (line 2)
The subsidiary code (e.g., S/A) for which you want to perform a query.
Note: When you enter a subsidiary code on line 1, this field is display-only.
Text
The descriptive information that you want to display for the selected entries. Valid values are
as follows:
• DESC (Displays the entry or account description)
• NAME (Displays the name of the person associated with the entry or account)
Tot
The total code that you want to display (e.g., TUIT or ROOM).
Trs
The transaction status code of the entries you want to query. The system selects entries with
the status you specify in this field. Valid status codes are as follows:
• A (displays all entries and transactions)
• P (displays only posted entries and transactions)
• R (displays only removed entries and transactions)
• V (displays only voided entries and transactions)
Type
The code that indicates whether your search is for journals or entries. Complete this field for
a journal or entry query. Valid codes are as follows:
• E (indicates that your search criteria specifies entry numbers)
• V (indicates that your search criteria specifies journal numbers)

General Ledger 133 Screens

Commands
The following is a list of the commands that you can execute from the Subsidiary Query
Parameter screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Abort
Cancels the query, and displays the previous screen.
Clear All
Deletes all the information on the second line of the Subsidiary Query Parameter screen.
Execute
Enables you to proceed to the next level of processing in Subsidiary Query.
Find ID
Enables you to perform a query to locate an ID number.
Help
Displays help in using Subsidiary Accounting Query.
Output
Prints the results of the query, using the printer that you specified when you first accessed
Accounting Query.
Params
Enables you to access and change the first line on the Subsidiary Query Parameter screen.

Screens 134 General Ledger

Subsidiary Totals Screen

Purpose
The Subsidiary Totals screen enables you to view the types of charges or deductions in your
subsidiaries’ accounts. It displays the contents of the Subsidiary Total records (subt_rec) in your
database. For example, if an employee reports an error about a specific payroll deduction, begin
to look for the cause by reviewing the Subsidiary Totals screen.

Access
Access the Subsidiary Balances screen as follows, starting at the Accounting Query Parameter
screen:
1. Select saquery to perform subsidiary queries
2. Enter the query criteria for the subsidiary, then select Execute. A subsidiary screen
appears
3. Change the level to TOT
4. Select a subsidiary account
Note: The particular subsidiary screen that appears depends on the results of your
query.

Example
Following is an example of the Subsidiary Totals screen.

General Ledger 135 Screens

Fields
The following is a list of fields that appear on the Subsidiary Totals screen and their descriptions.
(a - k)
Letters designating the entries that appear on the screen.
Assoc Amount
An amount associated with the total (e.g., for W/P), the base pay is the Assoc Amount for
deduction computations.
Code
The Total code (e.g., deductions in W/P (Wages Payable), or fees and tuition in S/A (Student
Accounts).
Inv Actual
The amount of the invoice.
Inv Encumb
Currently not in use.
Pay Actual
The amount of the payment.
Pay Encumb
Currently not in use.
S
Currently not in use.
Tot prd
The fiscal period for the total.

Commands
The following is a list of the commands that you can execute from the Subsidiary Totals screen
and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Bwd
Displays the previous screen of subsidiary information.
Down
Enables you to select another line on the screen for further review.
Exit
Displays the Accounting Main menu.
Fwd
Displays the next screen of subsidiary information.
Lvl
Enables you to change the level of the information that you display on the screen.
Nxlvl
Enables you to display another subsidiary information screen, based on the contents of the
Level field.

Screens 136 General Ledger

 O/p
Prints the screen information, using the printer you specified when you first accessed
Accounting Query.
Param
Enables you to access and change the information that appears on the first line of the
Subsidiary Total screen.
Prev
Displays the previous screen that you were using.
Qry
Enables you to access and change the information that appears on the second line of the
Subsidiary Total screen.
RQry
Clears the information from the system’s memory and performs the query again.
Srh
Enables you to locate a specific subsidiary account without scrolling through all the
subsidiary accounts in the system’s memory.
(0-9)
Enables you to select another line on the screen for further review.

General Ledger 137 Screens

Subsidiary Transactions Screen

Purpose
The Subsidiary Transactions screen displays detailed information that supports the contents of
the Subsidiary Balance screen, the Subsidiary Entry screen, and the Subsidiary Transaction
screen. It displays the contents of the Subsidiary Transaction records (subtr_rec) in your
database.

Access
Access the Subsidiary Transactions screen as follows, starting at the Accounting Query
Parameter screen:
1. Select saquery to perform subsidiary queries
2. Enter the query criteria for the subsidiary, then select Execute. A subsidiary screen
appears
3. Change the level to TOT
Note: The particular subsidiary screen that appears depends on the results of your
query.
4. Select Execute
5. Select one of the lines of information that appears on the Subsidiary Totals screen.
Note: Depending on the screen from which you access the Subsidiary Transactions
screen, it displays subsidiary information in a different format.

Example
Following is an example of the Subsidiary Transactions screen when you access it from the
Subsidiary Entries screen.

Screens 138 General Ledger

Fields
The following is a list of fields that appear on the Subsidiary Transaction screen and their
descriptions.
Amount
The amount posted to this Balance or Total code, or the amount posted to the subsidiary.
Assoc Amount
Any amount associated with the Amount field (e.g., base pay for the W/P subsidiary).
Note: This field is not applicable to the Accounts Payable subsidiary.
Bal
A code that varies with the type of subsidiary, as follows:
• AP (a sequence number)
• SA (the SB balance code)
• WP (the balance code (e.g., NPAY or EMPR))
Bal Prd
A code that varies with the type of subsidiary, as follows:
• AP (INV)
• SA (the session)
• WP (the payroll period (e.g., WEE001, MON004))
Date
The system date when the transaction was entered.
S
The status of the entry (e.g., P for posted).
Tot
A code that varies with the type of subsidiary, as follows:
• AP (not applicable)
• SA (the charge or payment type (e.g., tuition or activity fees))
• WP (the deduction code)
Tot Prd
A code that varies with the type of subsidiary, as follows:
• AP (not applicable)
• SA (the session)
• WP (the calendar year)
Total credits
The total of the negative numbers in the column.
Total debits
The total of the positive numbers in the column.

General Ledger 139 Screens

Commands
The following is a list of the commands that you can execute from the Subsidiary Transactions
screen and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Bwd
Displays the previous screen of subsidiary information.
Dwn
Enables you to select another line of information from the screen for further review.
Exit
Displays the Accounting Main menu.
Fwd
Displays the next screen of subsidiary information.
Lvl
Changes the contents of the Level field so you can display another screen of subsidiary
information.
Nxlvl
Prompts you to select a line of subsidiary information, then displays another Subsidiary
screen or the Statement screen.
O/p
Prints the screen information, using the printer you specified when you first accessed
Accounting Query.
Prm
Enables you to access and change the first line on the Subsidiary Account Query screen.
Prv
Displays the last screen that you used.
Qry
Enables you to access and change the second line on the Subsidiary Account Query screen.
RQry
Clears the information from the system’s memory and performs the query again.
Srh
Enables you to locate a specific subsidiary account without scrolling through all the
subsidiary accounts in the system’s memory.
Sube
Displays subsidiary entry information for the selected transaction.
(0-9)
Enables you to select another line of information from the screen for further review.

Screens 140 General Ledger

Transaction Screen

Purpose
The Transaction screen enables you to view a list of the transactions that created the amount
balance on the Amount screen.

Access
Access the Transaction screen as follows, starting at the Accounting Query Parameter screen.
1. Enter the query criteria
2. Select Execute and the Amount screen will appear
Note: If the Amount screen does not appear, select (a-k) Amt-scr and then
choose an account.
3. Select Detail of amount
Note: This screen also appears when you perform a journal query for a journal in which only a
single entry exists.

Example
Following is an example of the Transaction screen.

General Ledger 141 Screens

Fields
The following is a list of fields that appear on the Transaction screen and their descriptions.
(a - k)
Letters designating the entries that appear on the screen.
Amt
The amount charged to the account on the indicated journal entry.
Desc/Name
The name of the person or company associated with the entry (e.g., a vendor or employee),
or a description of the entry.
Doc
The type of source document that created the entry (e.g., PO for purchase order).
Doc Id
The ID number of the person who created the entry.
Ent
The number of the entry within the journal.
Journal
The number of the journal in which you created the entry.
Prd
The period (e.g., JAN, ADJ) in which you created the entry.
R
The reconciliation status. Valid values include the following:
• C (Cleared)
• O (Open)
• R (Reconciled)
Rf/no
The reference number of the source document that created the entry.
Status
The balance status of the entries that you want to query. The system will select entries that
have the status you specify in this field. Valid status codes are as follows:
• A (All balances)
• C (Closed balances only)
• L (Locked balances only)

Screens 142 General Ledger

Commands
The following is a list of the commands that you can execute from the Transaction screen and
their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Backward
Displays the previous screen of transactions for the account.
Exit acquery
Displays the Accounting Main menu.
Forward
Displays the next screen of transactions for the account.
Output
Prints the screen contents, using the printer you selected when you first accessed
Accounting Query.
Parameter
Enables you to access and change the information that appears on the first line of the
Accounting Query Parameter screen.
Previous
Returns you to the previous screen.
Query
Enables you to access and change the information that appears on the second line of the
Accounting Query Parameter screen.
Re-execute query
Clears the information from the system’s memory and performs the query again.
Subsidiary
Enables you to review the subsidiary information about a transaction that you select by
letter.

General Ledger 143 Screens

View Account Screen

Purpose
The View Account screen enables you to see the accounts that are included on the selected line
of a report structure.

Access
Access the View Account screen as follows, starting at the Customized Financial Statement
screen:
1. Select a report. The structure for the report appears on the screen.
2. From the command line, select G/L, then select View.
3. Move the cursor to the desired line of the structure.
4. Click Select.

Example
Following is an example of the View Account screen.

Screens 144 General Ledger

Fields
The following is a list of fields that appear on the View Account screen and their descriptions.
Block
The title of the block with which the accounts are associated.
Fd
The fund associated with the account.
Fscl Yr
The fiscal year for which you created the report.
Func
The function code associated with the account.
Group
The title of the group with which the accounts are associated.
Item
The title of the item with which the accounts are associated.
Net Asset
The Net Asset indicator associated with the report.
NtAst
The Net Asset indicator associated with the account.
Obj
The object code associated with the account.
Report
The four-character user-defined code that designates the report structure.
Schedule
The title of the schedule with which the accounts are associated.
Set
The account grouping to which the account belongs, as defined in the Financial Set table.
Subf
The subfund associated with the account.
Title
The free-format name of the report structure that appears at the top of the printed report.

Commands
The following is a list of the commands that you can execute from the View Account screen and
their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Back
Scrolls the list of accounts toward the top.
Finish
Closes the View Account screen.
Forward
Scrolls the list of accounts toward the bottom.

General Ledger 145 Screens

Voucher Screen

Purpose
For General Ledger purposes, the Voucher screen’s primary function is to enable you to enter
adjusting entries to both general ledger and subsidiary accounts. While the Voucher screen does
enable you to perform a variety of other accounting tasks such as entering adjustments and
performing queries, it is recommended that you perform them on other screens and programs
which are better suited for these tasks.
Note: This section includes descriptions of all commands and fields on the Voucher screen;
where applicable, the description indicates the commands you do not need for routine
journal processing.

Access
Access the Voucher screen by:
1. Selecting the Accounting menu
2. Selecting the Journal Processing menu
3. Selecting the Accounting Entry option
Note: You can also access the Voucher screen from other menu locations within CX.
However, by accessing the screen from the above menu location, the system
automatically provides default information for adjusting entries.

Example
Following is an example of the Voucher screen.

Screens 146 General Ledger

Fields
The following is a list of fields that appear on the Voucher screen and their descriptions.
Amount
The type of amount that appears in the journal (e.g., ACT for actual).
Note: This field is display-only.
Ast
The Net Asset Indicator that shows whether the account contains permanently restricted,
temporarily restricted, or unrestricted funds.
Cash Receipts/ Disbursements
The total amount of the changes to the cash account in the entry.
Note: This field is display-only.
Credits
The amount of the credit to the account.
Note: This field is display-only.
Debits
The amount of the debit to the account.
Note: This field is display-only.
Description
A 24-character description of the entry (e.g., “Xfer from anthro to bio”).
Document
The document code and document number from the Document table and the Voucher table.
Note: This field is not applicable when you make adjusting entries.
Entry
A system-generated sequence number for the entries in the journal.
Fd
The fund number for the account (e.g., 10 for General-Unrestricted).
Fiscal Period
The fiscal period and fiscal year in which you want to post the entry (e.g., ADJ, MAR, CLS).
The current period is the default.
Func
The function number for the account (e.g., 1002 for Biology department).
G/L Account Description
The description of the account, based on the entries in the Fund table, the Function table,
the Object table, and the Subfund table.
Journal
The name of the journal type (e.g., AC for Accounting).
Mode
A system processing code.
Note: For adjusting entries, the Mode is always “2”.
Name
Your name, or the name of the person who originated the request for the journal entry.
Note: You must complete either this field or the Reference ID field.

General Ledger 147 Screens

 Obj
The object number for the account (e.g., 6100 for supplies).
Posting Date
The date on which you want to post the entry. The current date is the default.
Reference ID
Your ID number, or the ID number of the person who originated the request for the journal
entry.
Note: You must complete either this field or the Name field.
Stat (line 1)
The status of the journal. Valid codes include the following:
• C (Continued)
• I (Incomplete)
• S (Started)
• W (Working)
Note: This field is display-only.
Stat (line 2)
The posting status of the current entry.
Note: For adjusting entries, the Status is always “P”.
Subf
The subfund number for the account (e.g., a construction project that is a subfund of your
endowment fund).
Subs
The subsidiary, if any, that relates to the account that you entered.
Subs Id
The subsidiary number, if any, that relates to the account that you entered (e.g., the
student’s ID number for the Student Accounts Receivable control account).
Total
The total debits and credits for the entry.
Note: This field is display-only.
Type
The entry type for the entry that you are creating, as defined in the Entry Type table. ADJ is
the default.

Commands
The following is a list of the commands that you can execute from the Voucher screen and their
purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Abort
When selecting an incomplete journal, causes the system to ignore the Incomplete
command.
Add
Enables you to start adding an entry.

Screens 148 General Ledger

 Bye
Displays the Journal Processing menu.
Continue
Enables you to open and work with a journal that you previously started and saved as
Incomplete.
Down
Enables you to view the next screen of entry information, if all the information does not fit on
a single screen.
Drawer
Enables you to perform cashier functions.
Note: You do not need to use this command for entering adjustments.
Erase
Deletes information that you entered, as if you had never entered it.
Note: For security purposes, you can use this command only before you use
the Write command for the entry.
Finish
One of the following:
• Indicates that you have finished entering entry information, and are ready to review
and to write the entry.
• Completes the journal that you have been using.
GL
Enables you to add general ledger records.
Note: You do not need to use this command for entering adjustments.
Help
Displays the following two help screens:
• Field editing control keys (commands for accessing and moving through the fields)
• Voucher commands (descriptions of the commands on the Voucher screen)
Incomplete
Closes the journal that you have been using, and enables you to reopen it later to add
additional entries.
Note: Use the Continue command to reopen the journal.
Level
Enables you to view the transaction level of the entry, or if you are already at the transaction
level, returns you to the entry level (i.e., this command serves as a toggle between the
transaction and entry levels of detail).
Note: You do not need to use this command for entering adjustments.
New
Enables you to add subsidiary accounts, balance records, and total records.
Note: You do not need to use this command for entering adjustments.
Query
Displays a query screen so you can locate subsidiary information.
Note: Although this command enables you to access voucher’s querying logic,
acquery and saquery offer enhanced querying capabilities. Jenzabar
recommends that you use voucher for entering adjustments, and
acquery and saquery for all queries.

General Ledger 149 Screens

 Start
Opens a new journal.
Terminate
Cancels the current journal and voids all the entries you recorded in the journal.
Up
Returns you to the previous screen of information.
Update
Enables you to make changes to an entry that you have created but not yet written in the
journal.
Void
Reverses the entry.
Note: When you want to void an entry, select Void, then confirm that you want
to perform a void. The system displays an empty Voucher screen, and
the cursor appears in the Entry number field. Enter the number of the
entry that you want to void, then confirm that you want to void the entry
number that you entered.
Write
Records the entry in the journal. After you use this command, you cannot erase or change it;
you can use the Void command to reverse it.

Screens 150 General Ledger

Voucher G/L Entry Screen

Purpose
The Voucher G/L Entry screen enables you to view a list of the entries contained in a journal.

Access
Access the Voucher G/L Entry screen as follows:
1. Access the Accounting Query Parameter screen
2. Enter the query criteria
3. Select Execute

Example
Following is an example of the Voucher G/L Entry screen.

General Ledger 151 Screens

Fields
The following is a list of fields that appear on the Voucher G/L Entry screen and their descriptions.
Note: See the Accounting Query Parameter screen in this section for more information about
the top section of this screen.
Cash amt
The amount of the cash transaction in the entry, if any.
Description/Name
The explanation of the entry, or the name of the person to whom the entry relates.
Document
The type of document, and the document number (e.g., a check or receipt number).
Doc id
The ID number of the person to whom the entry relates.
Ent
The number of entries in the journal.
Ent #
The number of the entry within the journal.
Jnl Date
The posting date of the journal.
Login name
The login name of the person who created the journal.
No
The journal number.
Payment
The form of payment and associated number (e.g., CK and the related check number).
Prd
The accounting period to which the journal relates.
S (on each line)
The status of the entry. Valid statuses include the following:
• P (Posted)
• S (Summarized)
• R (Removed)
• V (Void)
S (on summary line)
The status of the journal. Valid statuses include the following:
• C (Completed)
• F (Finished)
• I (Incomplete)
• W (Work in progress)
Sys date
The system date of the journal.
Type
The type of entry that you selected (e.g., ADJ for adjusting entries).

Screens 152 General Ledger

Commands
The following is a list of the commands that you can execute from the Voucher G/L Entry screen
and their purposes.
Note: You can use a specific command only when that command appears on the current
command line, toolbar, menu, or when it is black (not dimmed) on the list that appears
when you select Commands from the menu bar.
Backward
Displays the previous screen of accounts that meet your search criteria.
Exit acquery
Displays the Accounting Main menu.
Forward
Displays the next screen of accounts that meet your search criteria.
Output
Prints the account information on the printer that you designated when you first accessed
Accounting Query.
Parameter
Enables you to enter parameter information on the first line of the Accounting Query
Parameter screen.
Query
Enables you to enter query information on the second line of the Accounting Query
Parameter screen.
Re-execute
Clears the information from the system’s memory and performs the query again.
Search
Enables you to locate a specific entry without scrolling through all the records in the system’s
memory.
Subsidiary
Enables you to select an entry to display on the Subsidiary Transactions screen.

General Ledger 153 Screens

 SECTION 3 – CREATING ACCOUNT NUMBERS

Overview

Introduction
The CX General Ledger product provides several ways to create account numbers. This section
provides information you need to complete this essential preliminary step.

Before You Begin

Before you begin to use the following procedures for creating journal entries, resolve all issues
about your account number structure. In the standard General Ledger product, the structure
consists of the following fields:
• Fund
• Function
• Object
• Subfund
In addition, the following non-standard fields can be used as part of the account number by
modifying the macros/custom/financial file:
• Location
• Sublocation
• Subfunction
• Subobject
• Class
• Subclass
• Type
• Subtype
Note: For information about customizing the structure of your account numbers, see General
Ledger Technical Manual.

General Ledger 155 Account Numbers

Setting Up Account Numbers

Introduction
The account number creation process consists of three steps:
• Entering the valid fields that make up your account numbers.
• Defining the valid combinations of the fields that make up the account.
• Activating the account number, either through the Voucher program or spontaneously while
using accounts.

How to Enter Account Fields

All components of the account number are defined in tables that are grouped under the name
“General Ledger”. To access the General Ledger menu option, select the following menu options:
1. Accounting
2. Table Maintenance Menu
3. Financial (F-I)
4. General Ledger
The screen that appears contains the standard account number components (i.e., fund, function,
object, and subfund), but you can modify this screen to contain the components your institution
uses.

How to Change Account Descriptions

You can change the descriptions for your existing account components at any time, using the
menu path described in Entering Account Fields above. However, changes in descriptions can
cause confusion when you want to compare accounting information from before the change to
data created after the change. To modify the account descriptions so they are consistent, run the
updgla script, accessed by selecting the following menu options:
1. Accounting
2. G/L Maintenance Menu
3. Update G/L Descriptions
When the parameter screen appears, indicate the year for which you want to update the
descriptions, then indicate when you want to run the process. The system will send you e-mail
when the process completes.

How to Define Account Component Combinations

After you define all the valid components of your account numbers, you must relate the
components to indicate to the system which components can be used in combination with which
other components. For example, you may want to indicate that all object codes in the 5000 or
6000 range must be used in conjunction with a function code.

Entries and Adjustments 156 General Ledger

How to Relate the Account Components
To relate the account components to each other, use the Defined Accounts record (gld_rec).
Access this record by selecting the following menu options:
1. Accounting
2. Table Maintenance Menu
3. Financial D-E
4. Defined Account
For more information about using the Defined Accounts record, see General Ledger Technical
Manual.

Activating Accounts

Introduction
You can activate accounts (i.e., create General Ledger Account records) for a particular
combination of fund/function/object/subfund in one of two ways:
• Use Accounting Entry
• Use the account within one of the accounting applications

How to Activate Account Numbers Within Accounting Entry

You can use the Accounting Entry program Voucher to activate accounts. This method is
essential if the account is a subsidiary or cash account. It is also essential if the activated account
is valid for use only within specific journal types.
1. To establish an account using Accounting Entry:
2. Select Accounting Entry from the Journal Processing menu. The Voucher screen
appears.
3. Select G/L. The G/L Parameter screen appears.
4. Enter the necessary information about the account, then select Execute. The Voucher
screen appears, and the account is established.

How to Activate Account Numbers as Needed

Activating accounts as needed is simply a matter of using the account for the first time. If an
account is valid according to the Defined Accounts record but the various account components
have not yet been used in combination with each other, the system will prompt you with the
message, “This is a new G/L account. Do you still wish to use it?” Respond Yes to cause the
system to create a General Ledger Account record for the account.
If the system returns the message “Invalid according to the table of rules”, the Defined Accounts
record does not allow for the selected account components to be used in the same account. You
must either enter a valid combination or modify the entries in the Defined Accounts record.
Note: If you activate an account as needed, it cannot be a cash account, a subsidiary account,
or be restricted for use within any journal type.

General Ledger 157 Account Numbers

 SECTION 4 - CREATING JOURNAL ENTRIES AND ADJUSTMENTS

Overview

Introduction
This section provides information and step-by-step procedures when you do the following:
• Create accounting journal entries and adjustments
• Create and use recurring accounting journal entries

Before You Begin

Before you begin to use the following procedures for creating journal entries, obtain a copy of the
institution’s Chart of Accounts for reference.
Note: For information about printing the Chart of Accounts, see Before You Begin General
Ledger in this guide.
The following phases take place before, during, and after you create journal entries.
Phase 1
Assemble the accounting information you need to prepare the entry, including the correct
accounts to use and the supporting documentation (invoices, purchase orders, subsidiary
numbers, and authorizations).
Phase 2
From the Accounting: Journal Processing menu, select the CX menu option for creating the
entry.
Note: For one-time entries, select Accounting Entry; for recurring entries, select
Recurring Jrnl Entry menu, then select Recurring Journal Entries.
Phase 3
Prepare and post the entries, using the procedures in this section.
Phase 4
If desired, review the entries that you posted, using Accounting Query.
Note: For more information about using Accounting Query, see Querying Accounting
Information in this guide.

General Ledger 159 Entries and Adjustments

Creating One-Time Journal Entries

Definition of a One-Time Journal Entry

A one-time journal entry is an entry that you make for adjustment purposes, or to correct an
unusual accounting situation that occurs at your institution. This section provides the instructions
you need to create this type of entry, and to post it to your general ledger.

Ways to Create Other Types of Journal Entries

You can create recurring journal entries by using the procedures at the end of this section.
Recurring entries include allocations of monthly charges, or such common transactions as
recording interest or depreciation expenses.
Other CX modules and applications enable you to create specific other types of entries. For
example, the Student Billing module performs the accounting you need for student accounts, and
the Human Resources/Payroll or Personnel/Payroll modules create the accounting entries for
payroll. Purchasing and Accounts Payable tracks the accounting effects of encumbrances and
payables. All of these modules interface with the General Ledger, based on the CX modules that
your institution uses and your CX setup. For more information about these accounting functions,
see the guides for each specific module.

How to Create and Post One-Time Journal Entries

Follow these steps to create and post one-time journal entries.
This procedure describes using the Accounting Entry screens. For descriptions of all Accounting
Query screen fields, see Using the General Ledger screens in this guide.
1. From the Fiscal Management: Accounting Main menu, select the Journal Processing menu.
The Journal Processing menu appears.
2. Select the Accounting Entry menu option, then select Finish. The Voucher screen appears.
3. Do you want to make entries to an existing journal, or open a new journal?
• If you want to use an existing journal, select Continue, and go to step 4. This
changes the command line, and the Voucher screen displays information about the
incomplete journal.
• If you want to open a new journal, select Start, and go to step 5. The cursor moves
to the Document field.
4. Does the journal number you want to use appear in the Journal field? If so, the command
line changes, and you are ready to add to an entry.
• If yes, select Desired Journal, and go to step 6.
• If no, select Next or Previous until the correct number appears, then select
Desired Journal, and go to step 6.
5. Enter information into the following fields, or accept the default by pressing <Tab> or by
clicking to the next field. Select Execute when you are done.
• Document
• Posting Date
• Fiscal Period
Note: In Character mode, use your <Enter> key to accept the defaults.
6. Select Add. The cursor moves to the Type field on the second line of the screen, the entry
line.

Entries and Adjustments 160 General Ledger

 7. Complete the information about the entry. The cursor moves to the lower portion of the
screen, the transaction area.
Note:
• You must enter a Reference ID or Name.
• You can use <Ctrl-t> name lookup if desired to locate the Reference ID.
8. Enter the account number and the amount for each line of the entry.
Note:
• Use <F3> to move between the Debit and Credit columns. In Character mode, use
your <Tab> key.
• If you make a mistake, use the procedure in step 11 to correct it.
• If you have enabled your General ledger Account Auto-Fill feature, parts of your
account number may fill automatically based on values in the General Ledger
Substitution table.
9. When you complete the entry, select Finish. The command line changes to enable you to
add more entries or perform other journal entry functions.
10. Do you want to change any of the information in the entry?
• If yes, go to step 11.
• If no, go to step 13.
11. Do you want to update the entry, or the transaction information?
• If you want to edit the entry line, select Update. The cursor moves to the entry line.
• If you want to move the cursor to the transaction area of the screen to edit the
transaction information, do the following:
− Select Level.
− Select Update.
12. Change the entry as desired.
13. Do you want to post the entry?
• If yes, select Write. The program posts the entry.
• If no, select Erase, then press y. The comment line displays the message,
“Transactions Erased.”
14. Do you want to make additional entries to the journal at this time?
• If yes, repeat steps 6 -13.
• If no, go to step 15.
15. Do you want to make additional entries to this journal at a later time?
• If yes, select Incomplete, then select Bye. The Journal Processing menu appears.
• If no, select Finish, then select Bye. The Journal Processing menu appears.

General Ledger 161 Entries and Adjustments

Using Recurring Journal Entries

Purpose of Recurring Journal Entries

Recurring entries include allocations of monthly charges, or such common transactions as
recording interest or depreciation expenses. When you use the CX Recurring Entry feature, you
simplify your routine journal entries.

How to Create Recurring Journal Entries

Follow these steps to create recurring journal entries.
Note: This procedure describes using the Recurring Entry screens. For descriptions of all
Recurring Entry screen fields, see Using the General Ledger screens in this guide.
1. From the Fiscal Management: Accounting Main menu, select the Journal Processing menu.
Then, select the Recurring Journal Entry menu. The Recurring Journal Entry menu appears.
2. Select the Recurring Journal Entries menu option, specify the type of journal for which you
want to create entries, then select Execute. The Recurring Entry screen appears.
3. Select Table, then select Add. The Recurring Entry Table screen appears.
4. Enter descriptive information about the entry, then select Finish. The system displays a
prompt for you to check your entry for accuracy.
5. If the entry is correct, select yes. The system displays the message, “Current row added.”
6. Select Exit. The Recurring Entry screen appears.
7. Select Recur. The cursor moves to the Code field, and the command line changes to enable
you to enter the accounts for the recurring entry.
8. Enter the name of the code that you defined in step 4. The cursor moves to the Accounts
area of the screen, and the comment line prompts you to enter account information.
9. Using <Tab>, the spacebar, arrow keys, and your mouse to move through the fields, enter
the account information, then select Finish. The system prompts you about updating the
entry.
10. Select Yes. The entry appears on the screen, and the command line changes so you can
select other Recurring Entry commands.

How to Update Recurring Journal Entries

After you have created a recurring journal entry, you can update it. Follow these steps to edit
recurring journal entries.
Note: This procedure provides you with a focused, step-by-step procedure for using the
Recurring Entry screens. For descriptions of all Recurring Entry screen fields,
see Using the General Ledger screens in this guide.
1. From the Fiscal Management: Accounting Main menu, select the Journal Processing menu.
Then, select the Recurring Jrnl Entry menu. The Recurring Journal Entry menu appears.
2. Select the Recurring Jrnl Entries menu option, specify the type of journal for which you want
to update entries, then select Finish. The Recurring Entry screen appears.
3. Select Recur. The cursor moves to the Code field, and the command line changes to enable
you to select the code that identifies the entry you want to update.

Entries and Adjustments 162 General Ledger

 4. Enter the code name of the entry that you want to update. The cursor moves to the
Debit/Credit area of the screen, and the comment line prompts you to enter amount
information.
5. Enter the account and amount information, then select Finish or press <Enter>. The system
prompts you about updating the entry.
Note: Use the following to move through the fields:
• The <Tab> key
• The mouse
• The following commands:
− Change amounts
− Delete-line
− Add-line
6. Select Yes. The entry appears on the screen, and the command line changes so you can
select other Recurring Entry commands.

How to Post Recurring Journal Entries

Follow these steps to post recurring journal entries.
Note: This procedure describes using the Recurring Entry screens. For descriptions of all
Recurring Entry screen fields, see Using the General Ledger screens in this guide.
1. From the Fiscal Management: Accounting Main menu, select the Journal Processing menu.
Then, select the Recurring Jrnl Entry menu. The Recurring Journal Entry menu appears.
2. Select the Recurring Jrnl Entries menu option, specify the type of journal in which you want
to post entries, then select Finish. The Recurring Entry screen appears.
3. Select Recur. The cursor moves to the Code field, and the command line changes to enable
you to select the code that identifies the entry you want to post.
4. Enter the code name of the entry that you want to post. The cursor moves to the Debit/Credit
area of the screen, and the comment line prompts you to enter amount information.
5. Change the amounts if desired, then select Finish. The entry appears on the screen, and
the command line changes so you can select other Recurring Entry commands.
Note: If you change the amounts, the system prompts you about updating the entry.
6. Select Post. The cursor moves to the Post Date field.
7. Change the value in the Post Date field if desired, then press <Enter>. The system posts the
entry and displays a status message.
Example: “Entry successfully posted to Journal AC-2035.”

General Ledger 163 Entries and Adjustments

 SECTION 5 - QUERYING ACCOUNTING INFORMATION

Overview

Introduction
This section provides information and step-by-step procedures for you to follow when you do the
following types of accounting information:
• Query journal information, including account detail, journals, entries, and documents
• Query subsidiary information
• Query budget information
• Query student account information

Before you Begin

Before you begin to use the following procedures for querying accounting information, obtain the
supporting documents for the journals and entries that you want to review.

The Process
The following phases take place before, during, and after you query accounting information.
Phase 1
Determine the type of information that you want to query and review, and assemble any
information you need to perform your query (e.g., posting dates, journal numbers, ID
numbers, or account numbers).
Phase 2
Select one of the following menu options from the Fiscal Management: Auditing menu:
• Accounting Query for journals and subsidiaries
• Budget Review for budget information
• Bursar Query for student account information
Note: In the standard CX, you can also access these query programs from the
following Fiscal Management menus:
• Accounting Query : Accounting, Cash Receipts, Purchase Order Approval and
Accounts Payable/Receiving
• Budget Review: Accounting, Budgeting, Purchase Order Approval and Accounts
Payable/Receiving
• Bursar Query : Cash Receipts and Student Accounts/Billing: Student Billing
Phase 3
Review the desired information, then exit from the program.

General Ledger 165 Querying

Querying Journal Information

Jenzabar CX Programs for Querying Journal Information

When you want to query about entries, accounts, or documents in any of the journals at your
institution, you use the CX program acquery, or Accounting Query. When you want to query
about activity in subsidiary accounts in any of your institution’s journals, you use the CX program
saquery, or Subsidiary Account Query. You access Subsidiary Account Query from within
Accounting Query.
Note: Although the Voucher screen in the CX program voucher enables you to query
accounting information, the Accounting Query and Subsidiary Account Query programs
offer enhanced querying capabilities. Jenzabar recommends that you use acquery and
saquery for all accounting and subsidiary queries.

Types of Queries
Using Accounting Query, you can perform the following four different types of queries. In each
case, you can specify an exact query subject, or a range of subjects that you designate by
number.
• Account queries
Enables you to review activity in a particular account, or to review a list of accounts
(within a specified range) so you can select an account for detail review.
• Document queries
Enables you to review the transactions associated with a particular document, or to
review a list of accounting documents (within a specified range) so you can select one for
detail review.
• Entry queries
Enables you to review the transactions associated with a particular entry, or to review a
list of entries (within a specified range) so you can select one for detail review.
• Journal queries
Enables you to review the detail transactions that appear in a particular journal, or to
review a list of journals (within a specified range) so you can select one for detail review.

How to Use Accounting Query

Follow these steps to use Accounting Query:
Note:
• This procedure describes using the Accounting Query screens. For
descriptions of all screen fields, see Using the General Ledger screens in this
guide.
• Wherever accounts are used for querying, you can mask the account
information using asterisks (*) to include all the accounts in a range.
Example: When you enter a Function code of 1*** , Accounting Query selects all the
function codes from 1000 - 1999 for your query.
1. Select Accounting Query, enter the name of the printer you want to use to print query output,
and select Finish. The Accounting Query Parameter screen appears with the cursor on the
first line of the screen.
Note: This line is the parameter line.

Querying 166 General Ledger

 2. Complete the parameter line, then select Execute. The cursor moves to the second line of
the Accounting Query Parameter screen.
Note: This line is the query line.
3. Enter search criteria as follows, then select Execute. The resulting screen display will vary
depending on the type of query you perform.
• For an account query (the Amount or Account screen appears):
− Fd (the fund for the query)
− Func (the function code, or department, for the query)
− Obj (the object code, or account for the query)
− Subf (the subfund, or project for the query)
Note: If you have enabled your General ledger Account Auto-Fill feature, parts
of your account number may fill automatically based on values in the
General Ledger Substitution table.
• For a document query (the Entry Detail or Document Query screen appears):
− Doc (the document code (e.g., CK for a check))
− Begin # (the first document number that you want to review (e.g., a check
number))
− End # (the last document number that you want to review; leave blank for
single document queries)
• For an entry query (the Entry Detail or Voucher G/L Entry screen will appear)
− Ref (the reference, or type of journal (e.g., AP for Accounts Payable))
− Begin (the journal number that you want to review)
− End/Ent (the first entry number within the journal number that you want to
review)
− Ent (the last entry number within the journal that you want to review; leave
blank for single entry queries)
− V/E (a code that indicates whether you are performing a journal or an entry
query; enter E)
• For a journal query (the Entry Detail, Transaction, or Accounting Query Voucher
screen will appear):
− Ref (the reference, or type of journal (e.g., AP for Accounts Payable))
− Begin (the first journal number that you want to review)
− End/Ent (the last journal number that you want to review; leave blank for
single journal queries)
− V/E (a code that indicates whether you are performing a journal or an entry
query; enter V for journal queries)
Note: For each of the above types of queries (except for the document query),
the type of screen that appears depends on the number of transactions
that the query locates.
4. Using the command line and the comment line to guide you, perform the following tasks as
desired and you will complete your query of accounting information:
• Select a line to review in detail
• Change the query information you used for the original query, then perform
another query
• Change the parameters you used for the original query, then perform another
query
• Search the selected records for a specific record
• Print the results of your query
• Exit from Accounting Query

General Ledger 167 Financial Reports

Querying Subsidiary Information

The Jenzabar CX Program for Querying Accounting Information

When you want to query about entries, accounts, or documents in any of the journals at your
institution, you use the CX program acquery, or Accounting Query. When you want to query
about activity in subsidiary accounts in any of your institution’s journals, you use the CX program
saquery, or Subsidiary Account Query. You access Subsidiary Account Query from within
Accounting Query.

Examples of Subsidiaries in Jenzabar CX

In CX, you can have as many subsidiary types as desired. Some common subsidiaries include
Wages Payable and Student Accounts. In each case, the system maintains subsidiary
information at the subsidiary number (or ID) level. For example, a student with an ID of 32323
who works on campus has records in each of these subsidiaries, and you can locate the records
for the student by querying on the subsidiary number 32323.
Examples of subsidiary information are:
• Wages Payable subsidiaries include detail information by pay period about an individual’s
earnings and withholdings.
• Student Accounts subsidiaries include detail information by session and type of charge or
activity (e.g., key deposits, fines, or tuition).
• Accounts Payable subsidiaries include detail information about invoices and payments, but
do not maintain session or period level information.

Querying 168 General Ledger

Subsidiary Account Query Levels
When you use Subsidiary Account Query, you can view these levels and types of information.
Note: The sample types of information shown here are examples only, and are not intended to
serve as policy guidance. Your institution’s accounting setup may differ.

Level Screen Name Screen Contents

Account Subsidiary Account Fields pertaining to individuals, vendors or
screen organizations who owe money to the institution (or
to whom money is owed), including credit
information and the total amount owed.
Note:
This screen contains a complete record for one
subsidiary account.
Balance Subsidiary Balances Columns pertaining to total amounts charged to a
screen subsidiary account for particular time periods that
are not yet paid. For example, in Student Accounts,
the screen shows zero balances for sessions
where the student has paid all charges, and shows
the balance due for sessions where charges are
still outstanding.
Entry Subsidiary Entries screen Columns pertaining to the subsidiary entries for the
subsidiary account, in inverse journal date order.
Statement Statement screen Fields that summarize the activity in the subsidiary
account, ending with the amount due to or from the
subsidiary.
Total Subsidiary Totals screen Columns pertaining to the subsidiary totals for a
subsidiary account, in inverse time order. For a
payroll, it displays all the components of the payroll
(earnings and deductions, as well as employer-
paid benefits) for each time period. For student
accounts, it displays all the detailed charges for the
period.

Direct Access to Subsidiary Account Query

The most direct way to access Subsidiary Account Query is from the Accounting Query
Parameter screen. Use this access method when you know the information you need to locate
exists in CX at the subsidiary level.

Indirect Access to Subsidiary Account Query

You may occasionally need to examine subsidiary information when performing an account
query. For example, if your review of your Student Accounts Receivable account reveals an
unusual balance, you may want to examine the subsidiary amounts that created the balance. In
this type of situation, you can access Subsidiary Account Query from the following two different
Accounting Query screens:
• The Account Entry screen
• The Voucher G/L Entry screen
Since you cannot locate these Accounting Query screens directly from the menu, they provide an
indirect method of accessing Subsidiary Account Query.

General Ledger 169 Financial Reports

How to Query Subsidiary Information Using Direct Access
Follow these steps to access Subsidiary Account Query directly from the Accounting Query
Parameter screen.
Note: For descriptions of all screen fields, see Using the General Ledger screens in this guide.
1. Select Accounting Query, enter the name of the printer you want to use to print query output,
and select Finish. The Accounting Query Parameter screen appears with the cursor on the
first line of the screen.
Note: This line is the parameter line.
2. Complete the first line of parameter information, then select Saquery. The Subsidiary Query
Parameter screen appears with the cursor on the Subsidiary (Subs) field on the first line of
the screen.
Note: This line is the subsidiary parameter line.
3. Referring to the comment line, enter the subsidiary parameter information you want to use to
perform the query, then select Execute. The cursor appears on the second line of the
screen.
Note: From any field on the subsidiary parameter line, you can select Query to access
the second line of the screen, the query line.
4. Referring to the comment line, enter the search criteria you want to use to perform the query,
then select Execute.
Note: You are at the ACC (Account) level when you execute this query. This level
name appears in the upper right corner of the screen.

How to Access the Account Entry Screen and Subsidiary Account Query
Follow these steps to access the Account Entry screen and then use Subsidiary Account Query.
Use this procedure when you want to view subsidiary information pertaining to an account.
1. Perform Accounting Query for an account or a range of accounts.
2. Select Amount screen.
3. Select the letter corresponding to the transaction that you want to review.
4. Select Detail of amount.
5. Select Subsidiary.
6. Select the letter corresponding to the subsidiary information that you want to review.

How to Access the Voucher G/L Entry Screen and Subsidiary Account Query
Follow these steps to access the Voucher G/L Entry screen and then use Subsidiary Account
Query. Use this procedure when you want to view subsidiary information pertaining to a specific
journal.
1. Perform Accounting Query for a single journal, where the journal has more than one
entry.
2. Select Subsidiary.
3. Select the letter corresponding to the subsidiary information you want to review.

Querying 170 General Ledger

How to Query Subsidiary Information Using Indirect Access
Follow these steps to use the subsidiary query screens. For descriptions of all screen fields, see
Using the General Ledger screens in this guide.
1. Use either of the above procedures to select the subsidiary information that you want to
review. One of the following screens appears:
• Subsidiary Entries screen
• Subsidiary Balances screen
• Subsidiary Transactions screen
Note: The screen that appears depends on your setup and your volume of
transactions.
2. Which subsidiary screen appears?
• If the Subsidiary Entries screen or the Subsidiary Balances screen appears, go to
step 3.
• If the Subsidiary Transactions screen appears, go to step 4.
3. Select an entry from the screen. The Subsidiary Transactions screen appears.
4. Review the Subsidiary Transactions screen contents, and note the contents of the Level field
in the upper right corner of the screen.
5. Do you want to display another level of transaction information about the subsidiary?
Note: For information about each level, see Subsidiary Account Query levels in this
section.
• If yes, do the following to cause the selected subsidiary screen to appear:
− Select Level to display the desired Level code.
− When the desired Level code appears, select Next level.
• If no, go to step 6.
6. Do you want to perform additional subsidiary query tasks?
• If yes, use the command line and the comment line to guide you as you perform
the following tasks as desired. You will be able to review subsidiary information at
various levels:
− Select a line to review in detail
− Change the query information you used for the original query, then perform
another query
− Change the parameters you used for the original query, then perform another
query
− Search the selected records for a specific record
− Switch to a different query screen
− Change the level, then review the resulting query screen for more information
about the subsidiary
− Print the results of your query
Note: See Using the General Ledger Screens for detailed descriptions of the
commands; see Subsidiary Account Query Levels in this section for
information about the levels of query. The screen displays the menu
from which you accessed Accounting Query.
• If no, select Exit.

General Ledger 171 Financial Reports

Querying Budget Information

Jenzabar CX Program for Querying Budget Information

When you want to query about budgeted, actual and encumbered amounts, and to view the
supporting transactions for these amounts, you use the CX program bgtreview, or Budget
Review.

How to Access Budget Review

You can access Budget Review from any of the following menus:
• Fiscal Management: Accounting Main menu
• Fiscal Management: Auditing Main menu
• Fiscal Management: Budgeting Main menu
• Fiscal Management: Purchase Order Approval menu
You can also access Budget Review from within the Requisitioning, Purchase Order Entry, and
Invoice Entry programs.

Pooled Budget Reviews

The Budget Review process enables you to view consolidated (or pooled) budget figures. For
example, a department might have the following accounts:
• Office supplies
• Laboratory supplies
• Classroom supplies
If a need for supplies arises, the department can pool all the supplies accounts into one control
account, then view the results to determine if any money remains anywhere in the supplies
budget.
You define the accounts to pool (and the control account) in the Financial Statement table, and
view the pooled results on the Budget Review screen.

How to Query Budget Information

Follow these steps to use Budget Review for querying budget information. For descriptions of all
screen fields, see Using the General Ledger screens in this guide.
Note: In Budget Review, you can display all accounts, or revenue and expense accounts only.
To change your display, you must change the value in your institution’s Configuration
table for the entry REV_EXP_ONLY_ENABLED. For more information, see the Financial
Technical Manual or the Comment field in the Configuration table.
1. Select Budget Review from any of the locations listed above, enter the fiscal year and printer
that you want to use for the query, then select Execute. The Budget Review screen appears
in Query mode.
2. Enter the account number (fund, function, object, and subfund) for which you want to
perform the query, then press <Tab>. The cursor moves to the Year field.
Note:
• You can mask the account information using asterisks (*) to include all the
accounts in a range. You can also enter just a fund and a function to see all
the objects.
• In character mode, press <Enter> to advance the cursor.
• If you have enabled your General ledger Account Auto-Fill feature, parts of
your account number may fill automatically based on values in the General
Ledger Substitution table.

Querying 172 General Ledger

 3. Either accept or overwrite the default year, then press <Tab>. The cursor moves to the
Period (Prd) field.
Note: You can change the year and other search criteria by selecting the Review
(Perform another Budget Query) command.
4. Enter the fiscal period for which you want to perform the query, (e.g., MAR, TRM3, ALL),
then press <Tab>. The cursor moves to the Frequency (Freq) field.
5. Enter the code for the frequency that you want for the query (annual, monthly, or year-to-
date), then press <Tab>. The cursor moves to the Level (Lvl) field.
6. Enter the code for the level of consolidation that you want to view, then select Execute.
Valid codes, in order of level of consolidation, are as follows:
• B (Block)
• G (Group)
• S (Schedule)
• I (Item)
The Budget Review screen displays budget, encumbrance, and actual information about the
objects that meet your search criteria.
7. Do you want to review the detail transactions that support any of the amounts on the
screen?
• If yes, select Transactions. The screen enters Selection mode, and the data area
becomes a grid in which the first cell is highlighted.
• If no, go to step 12.
8. Using your arrow keys or your mouse, highlight the amount that you want to review in more
detail, then select Execute. The system prompts you about including voided transactions in
the review.
9. Respond to the system prompt for voided transactions. The Budget Transactions screen
appears with detail information about the account you selected.
10. Scroll through the information on the screen as required, and print the screen information if
desired, then select Finished. The Budget Review screen appears, highlighting the amount
you reviewed in step 7.
11. Do you want to review detail information about other amounts on the screen?
• If yes, repeat steps 8 -10.
• If no, select Abort, and go to step 12.
12. Referring to the command and comment line as necessary, perform other Budget Review
tasks if desired, including the following:
• Performing queries for other accounts or other time periods.
• Printing the results of the Budget Review.
Note: See Using the General Ledger screens for detailed descriptions of the
commands.
13. When you are done, select Exit. The screen displays the menu from which you accessed
Budget Review.

General Ledger 173 Financial Reports

Querying Student Information

The Jenzabar CX Program for Querying Student Information

When you want to query about student accounts, you use the CX program bursar, or Bursar
Query.
You can access Bursar Query from any of the following menus:
• Fiscal Management: Auditing Main menu
• Fiscal Management: Cash Receipts Main menu
• Fiscal Management: Student Accounts/Billing: Student Billing menu

How to Query Student Information

Follow these steps to use Bursar Query for querying student information. For descriptions of all
screen fields, see Using the General Ledger Screens in this guide.
1. Select Bursar Query from any of the menus listed above, enter the name of the printer you
want to use to print the results of your queries, then select Finish. The Bursar Query screen
appears in Query mode.
2. Complete the ID field in one of these ways, then select Finish.
• Accept the default number that appears in the field.
• Enter the ID, if known.
• Perform a query to locate the student’s ID, enabling the system to complete the ID
field for you automatically.
Note:
• The top part of the screen displays the name and social security number of
the selected student, and the Bursar Balance Information screen in the
bottom part of the screen displays balance information.
• Balance information appears for every session in which the student has
financial transactions with the institution.
3. Select Defaults, and view the default information the system uses to process bursar queries.
You ensure that the query continues with the subsidiary, balance period, type of balance,
printer, and dates you want to use.
4. Using the command line and the comment line to guide you, perform other query tasks as
desired. You can view a student’s net liability or receivable on the Bursar Account
Information screen.
5. Select Exit when you are done. You complete your use of Bursar Query, and the menu from
which you accessed Bursar Query appears.
Note: See Using the General Ledger screens for detailed descriptions of the
commands. For more information about using the Bursar Query program, see the
Jenzabar guide Using Cashier.

Querying 174 General Ledger

 SECTION 6 - PRODUCING GENERAL LEDGER REPORTS

Overview

Introduction
This section provides:
• The procedure to generate and print standard CX reports
• Information about initializing indexes before running reports
• Information about the standard reports you can produce using General Ledger
• Instructions on creating customized reports

How to Generate and Print Reports

Depending on the nature of the report you want to produce, comments on the initial screen that
appears when you select the report from the menu prompt you to enter any relevant parameters
(e.g., dates, IDs, or document numbers). Successive screen comments further prompt you to
specify the type of output desired (e.g., screen, file, or printed hard copy) and when you want to
process the report. Follow theses steps to generate any of the standard CX reports.
1. Access the desired Reports menu, then select the report you want to generate. A screen
containing the processing parameters for the report appears.
2. Enter the required or relevant parameters, then select Finish. The Output Parameters and
Scheduling window appears.
3. Indicate the type of output you want to produce and the time and day you want to generate
the report. Select Finish either to generate the report or to schedule it for production on the
specified date and time.
Note:
• If you route the output to a file and do not define a name for the file, CX
places the output in a file called filename.out, where filename is the technical
name of the report. See Reports for General Ledger for the technical name
for each report.
• For more information about using the Output Parameters and Scheduling
window, see Performing Background Tasks and Scheduling Processes in
Getting Started User Guide.
• For more information about producing customized financial reports using the
Financial Statement Generation process, see Producing Customized
Financial Reports in this guide.

General Ledger 175 Financial Reports

Reports for General Ledger

Introduction
This section provides information and procedures for you to do the following:
• Initialize and review the report indexes prior to running reports
• Run G/L Journal reports
• Run Balance Sheet reports
• Run Revenue/Expense Detail reports
• Run Form 990 reports
• Run Object, Function, and Subfund reports
• Run Interfund Analysis reports
• Run Document Register reports
• Run Document Sampling reports
• Run Subsidiary Ledger (S/L) Account Balances reports
• Run S/L Balances by S/L Period reports
• Run Trial Balance reports
• Create a customized structure for financial reports
• Produce your customized financial reports

Before you Begin

Before you begin to run your financial reports, you must know the following:
• Time frames (fiscal years)
• Account numbers
• Other report parameters

The Process
The following shows the general phases that you follow to run the standard CX reports.
Phase 1
From the Fiscal Management Main menu, select either Accounting or Auditing, depending
on the type of report you want to run.
Phase 2
Select the Reports Menu option.
Phase 3
Initialize the report indexes by selecting the Initialize Report Indexes option from either the
Accounting Main menu or the Auditing Main menu.
Phase 4
Review the report indexes for accuracy by selecting the Review Report Indexes option.
Phase 5
After you initialize and review the report indexes, select the report(s) you want to run.

Financial Reports 176 General Ledger

Initializing Report Indexes
Many of the CX reports use a temporary file that helps them run faster. The Initialize Report
Indexes options on the Accounting Reports menu and the Auditing Reports menu update the
temporary file using the most recent data from the database. Use the Review Report Indexes
option to review the records in the temporary file.
CAUTION:
• The Review Report Indexes option also allows you to manually add or delete
records from the temporary file. Adding and removing records from the
temporary file will affect the information displayed in your reports.
• Initialize the report indexes at least once a month or before each major
reporting period. If you do not, the records in the temporary file will not match
the records in the database, and the report will not generate the desired
information. You must also initialize the indexes whenever you change fiscal
years.

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Standard Jenzabar CX Reports

Introduction
Because of its large number of functional areas, General Ledger offers access to various types of
standard reports in differing menu locations. This section contains descriptions of the reports by
menu location.

Report Parameters
Since reports are so important to the accounting function at every institution, you can produce the
standard CX reports in a variety of formats, simply by passing different parameters. To help you
understand your report output, most standard reports feature a cover sheet that lists the
parameters you used to produce the report. For those reports with only a few parameters, the
values you used appear at the top of the report page as part of the heading. The following pages
show how the parameters you use can change the headings on the financial reports.

Financial Reports 178 General Ledger

General Ledger 179 Financial Reports
Financial Reports 180 General Ledger
General Ledger 181 Financial Reports
Financial Reports 182 General Ledger
General Ledger 183 Financial Reports
Financial Reports 184 General Ledger
General Ledger 185 Financial Reports
Accounting: Reports Menu
The primary Reports menu in General Ledger provides access to the report index menu options,
and to submenus containing many standard reports. It also provides access to the Customized
Financial Statement options that allow you to create report formats and assign accounts to the
formats. For more information about these report creation options, see Producing Customized
Financial Reports in this guide.

Accounting: Financial Statement Reports Menu

The following reports are available from the Financial Statement Reports menu.
Balance Sheet
Menu option: Balance Sheet
Technical name: balsheet
Parameters:
Column Output: Required - Enter the code for the time frame for which to produce the
report, or use Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT.
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to subtotal at both block and group levels.
Subtotal by Schedule: Required - Enter Y to subtotal by schedule or N to omit schedule
subtotals.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays all balance sheet accounts grouped according to the contents of the
Financial Statement table, and totaled according to the parameters you specify.
Special considerations: Requires wide paper.

Financial Reports 186 General Ledger

 Balance Sheet
Menu option: Balance Sheet by Funds
Technical name: balsheetfd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field Optional - Enter the code (prim or sec) to sort the report data according to the
person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to subtotal at both block and group levels.
Subtotal by Schedule: Required - Enter Y to subtotal by schedule or N to omit schedule
subtotals.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays all balance sheet accounts by fund, grouped according to the contents
of the Financial Statement table and totaled according to the parameters you specify.
Special considerations: Requires wide paper.

General Ledger 187 Financial Reports

 Detail Report
Menu option: Revenue/Expense Detail
Technical name: revexpdtl
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT.
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to subtotal at both block and group levels.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays revenues and expenditures by fund, function, object, and subfund.
Special considerations: Requires wide paper.

Financial Reports 188 General Ledger

 Detail Report
Menu option: Rev/Exp Detail by Funds
Technical name: revexpdfd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to subtotal at both block and group levels.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays revenues and expenditures by function, object, and subfund, including
comparative amounts by fund.
Special considerations: Requires wide paper.

General Ledger 189 Financial Reports

 Revenue/Expenditure Summary Report
Menu option: Revenue/Expense Summary
Technical name: revexp
Parameters:
Column Output: Required - Enter the code for the time frame for which to produce the
report, or use Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT.
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to subtotal at both block and group levels.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays comparative time frames of summary information by fund, function,
object, and subfund.
Special considerations: Requires wide paper.

Financial Reports 190 General Ledger

 Revenue/Expenditure Summary Report
Menu option: Rev/Exp Summary by Funds
Technical name: revexpfd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to subtotal at both block and group levels.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays summarized revenues and expenditures by function, object, and
subfund, including comparative amounts by fund.
Special considerations: Requires wide paper.

General Ledger 191 Financial Reports

 Detail Report
Menu option: Trial Balance
Technical name: trialbal
Parameters:
Column Output: Required - Enter the code for the time frame for which to produce the
report, or use Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT.
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to subtotal at both block and group levels.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays comparative balances for functions by object.
Special considerations: Requires wide paper.

Financial Reports 192 General Ledger

 Detail Report
Menu option: Trial Balance by Funds
Technical name: trialbalfd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to subtotal at both block and group levels.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays summary information by function and fund within object.
Special considerations: Requires wide paper.
General Ledger Net Asset Exception Report
Menu option: G/L Net Asset Excptn Rpt
Technical name: exntast
Parameters:
Fiscal Year: Required - Enter the fiscal year for which to produce the report (e.g., 9697)
or use Table Lookup to select the desired code.
Description: Displays accounts that have invalid Net Asset indicators for the specified year.
Special considerations: None

General Ledger 193 Financial Reports

Accounting: Object Reports Menu
The following reports are available from the Object Reports menu.
Obj Detail Report
Menu option: Detail
Technical name: acctdtl
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT.
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Schedule/Group: Required - Enter S to subtotal by schedule, G to subtotal
by group, or N to omit subtotals.
Description: Displays details of object balances by function and subfund.
Special considerations: Requires wide paper.

Financial Reports 194 General Ledger

 Obj Detail
Menu option: Detail by Funds
Technical name: acctdtlfd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Schedule/Group: Required - Enter S to subtotal by schedule, G to subtotal
by group, or N to omit subtotals.
Description: Displays account information by fund and function.
Special considerations: Requires wide paper.

General Ledger 195 Financial Reports

 Monthly Obj Detail
Menu option: Detail by Month
Technical name: acctdtlmon
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT.
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays fund and object activity by month or by quarter.
Special considerations: Requires wide paper.

Financial Reports 196 General Ledger

 Obj Summary
Menu option: Summary
Technical name: acctsum
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT.
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to subtotal by both.
Subtotal by Schedule: Required - Enter Y to subtotal by schedule or N to omit subtotals
Description: Displays fund and object information for specified time periods.
Special considerations: Requires wide paper.

General Ledger 197 Financial Reports

 Obj Summary
Menu option: Summary by Funds
Technical name: acctsumfd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to subtotal by both.
Subtotal by Schedule: Required - Enter Y to subtotal by schedule or N to omit
subtotals.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays one line summary information for each object by fund.
Special considerations: Requires wide paper.

Financial Reports 198 General Ledger

 Object Transactions
Menu option: Transactions
Technical name: accttrans
Parameters:
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Transactions: Required - Enter D to include detail transactions, or S to include
summary transactions.
Subtotal by Function/Subfund: Required - Enter Y to subtotal by function and subfund.
Description: Displays fund and object balances at the transaction level by date and journal.
Special considerations: None

General Ledger 199 Financial Reports

Accounting: Function Reports Menu
The following reports are available from the Function Reports menu.
Func Detail
Menu option: Detail
Technical name: cntrdtl
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Schedule/Group: Required - Enter S to subtotal by schedule, G to subtotal
by group, or N to display no totals.
Description: Displays object and subfund activity for the specified time period, by fund and
function.
Special considerations: Requires wide paper.

Financial Reports 200 General Ledger

 Func Detail
Menu option: Detail by Funds
Technical name: cntrdtlfd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Schedule/Group: Required - Enter S to subtotal by schedule, G to subtotal
by group, or N to display no totals.
Description: Displays object and subfund information by fund, sorted by function.
Special considerations: Requires wide paper.

General Ledger 201 Financial Reports

 Monthly Func Detail
Menu option: Detail by Month
Technical name: cntrdtlmon
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays monthly activity for each object, but fund and function.
Special considerations: Requires wide paper.

Financial Reports 202 General Ledger

 Func Summary
Menu option: Summary
Technical name: cntrsum
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays one-line function information by fund.
Special considerations: Requires wide paper.

General Ledger 203 Financial Reports

 Func Summary
Menu option: Summary by Funds
Technical name: cntrsumfd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays one-line summarized information for each function, by fund.
Special considerations: Requires wide paper.

Financial Reports 204 General Ledger

 Func Transactions
Menu option: Transactions
Technical name: cntrtrans
Parameters:
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Transactions: Required - Enter D to include detail transactions, or S to include
summary transactions.
Description: Displays fund, function, and object balances at the transaction level by date
and journal.
Special considerations: None

General Ledger 205 Financial Reports

 Transaction Detail Report
Menu option: Detail/Transactions
Technical name: sortcntr
Parameters:
Output: Required - Enter the code for the type of format for the report, or use Table
Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Transactions: Required - Enter D to include detail transactions, or S to include
summary transactions.
Subtotal by Schedule/Group: Required - Enter S to subtotal by schedule, G to subtotal
by group, or N to display no totals.
Description: Displays supporting detail for transactions by function.
Special considerations: None

Financial Reports 206 General Ledger

 Profit Funcs
Menu option: Profit Center
Technical name: cntrprf
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Transactions: Required - Enter D to include detail transactions, or S to include
summary transactions.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Print Responsible Person: Required - Enter Y to print the name of the responsible
person on the report; enter N to exclude the name of the responsible person from the
report.
Description: Displays budgetary information for profit centers, with total lines for revenue,
expenditures, and net amounts.
Special considerations: Requires wide paper.

General Ledger 207 Financial Reports

Accounting: Subfund Reports Menu
The following reports are available from the Subfund Reports menu.
Subfund Summary
Menu option: Summary
Technical name: prjsum
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Transactions: Required - Enter D to include detail transactions, or S to include
summary transactions.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays budget and actual summarized totals by fund and subfund.
Special considerations: Requires wide paper.

Financial Reports 208 General Ledger

 Subfund Summary
Menu option: Summary by Funds
Technical name: prjsumfd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays revenues and expenditures by subfund within fund.
Special considerations: Requires wide paper.

General Ledger 209 Financial Reports

 Subfund Detail
Menu option: Trial Balance
Technical name: prjtrialbl
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays fund and subfund budget and actual information, including revenue
sorted by object and expenditures sorted by function.
Special considerations: Requires wide paper.

Financial Reports 210 General Ledger

 Subfund Detail by Funds
Menu option: Trial Balance by Funds
Technical name: prjtrialfd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Transactions: Required - Enter D to include detail transactions, or S to include
summary transactions.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays subfund budget and actual information by fund, including revenue
sorted by object and expenditures sorted by function.
Special considerations: Requires wide paper.

General Ledger 211 Financial Reports

 Subfund by Obj Detail
Menu option: Object Detail
Technical name: prjacctdtl
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Description: Displays budget and actual function information by fund, subfund, and object.
Special considerations: Requires wide paper.

Financial Reports 212 General Ledger

 Subfund by Object Detail
Menu option: Object Detail by Funds
Technical name: prjacctdfd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Schedule/Group: Required - Enter S to subtotal by schedule, G to subtotal
by group, or N to display no totals.
Description: Displays fund and function information sorted by subfund and object.
Special considerations: Requires wide paper.

General Ledger 213 Financial Reports

 Monthly Subfund by Obj Detail
Menu option: Object Detail by Month
Technical name: prjacctmon
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays function information by fund, subfund, object, and month.
Special considerations: Requires wide paper.

Financial Reports 214 General Ledger

 Subfund Obj Summary
Menu option: Object Summary
Technical name: prjacctsum
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Transactions: Required - Enter D to include detail transactions, or S to include
summary transactions.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Subtotal by Schedule: Required - Enter Y to subtotal by schedule, N to display no
totals by schedule.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays actual and budget information for objects, sorted by fund and subfund.
Special considerations: Requires wide paper.

General Ledger 215 Financial Reports

 Subfund Obj Summary
Menu option: Object Summary by Funds
Technical name: prjacctsfd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Subtotal by Schedule: Required - Enter Y to subtotal by schedule, or N to display no
totals by schedule.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays revenues and expenditures by subfund and fund.
Special considerations: Requires wide paper.

Financial Reports 216 General Ledger

 Subfund by Object Transactions
Menu option: Object Transactions
Technical name: prjaccttr
Parameters:
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Transactions: Required - Enter D to include detail transactions, or S to include
summary transactions.
Subtotal by Function/Subfund: Required - Enter Y to subtotal by function and subfund,
or N to display no totals.
Description: Displays detail journal entry information by fund, subfund and object.
Special considerations: None

General Ledger 217 Financial Reports

 Subfund by Func Detail
Menu option: Function Detail
Technical name: prjcntrdtl
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Schedule/Group: Required - Enter S to subtotal by schedule, G to subtotal
by group, or N to display no totals.
Description: Displays budget and actual information by object, sorted by fund, subfund, and
function.
Special considerations: Requires wide paper.

Financial Reports 218 General Ledger

 Subfund by Func Detail
Menu option: Function Detail by Funds
Technical name: prjcntrdfd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Schedule/Group: Required - Enter S to subtotal by schedule, G to subtotal
by group, or N to display no totals.
Description: Displays object information by fund, subfund, and function.
Special considerations: Requires wide paper.

General Ledger 219 Financial Reports

 Monthly Subfund by Func Detail
Menu option: Function Detail by Month
Technical name: prjcntrmon
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays monthly object information, sorted by fund and function.
Special considerations: Requires wide paper.

Financial Reports 220 General Ledger

 Subfund by Func Summary
Menu option: Function Summary
Technical name: prjcntrsum
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays one-line budget and actual function information, sorted by fund and
subfund.
Special considerations: Requires wide paper.

General Ledger 221 Financial Reports

 Subfund by Func Summary
Menu option: Function Summary by Funds
Technical name: prjcntrsfd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays function information by fund and subfund.
Special considerations: Requires wide paper.

Financial Reports 222 General Ledger

 Subfund by Function Transactions
Menu option: Function Transactions
Technical name: prjcntrtr
Parameters:
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Transactions: Required - Enter D to include detail transactions, or S to include
summary transactions.
Description: Displays detail transaction and journal information by object, sorted by fund,
subfund, and function.
Special considerations: None

General Ledger 223 Financial Reports

 Function Detail by Transaction
Menu option: Function Detail/Trans
Technical name: substot
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Transactions: Required - Enter D to include detail transactions, or S to include
summary transactions.
Subtotal by Schedule/Group: Required - Enter S to subtotal by schedule, G to subtotal
by group, or N to display no totals.
Description: Displays detail transaction and journal information by object, sorted by fund,
subfund, and function.
Special considerations: Requires wide paper.

Financial Reports 224 General Ledger

Accounting: Associated Object Reports Menu
The following reports are available from the Associated Object Reports menu.
Associated Objs Balance Sheet
Menu option: Balance Sheet
Technical name: balshtasc
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Object Association: Required - Enter the code for the type of object grouping you want
on the report, or use Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Subtotal by Schedule: Required - Enter Y to subtotal by schedule, or N to display no
schedule totals.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays actual and budget information for objects linked in the General Ledger
Association table (glas_table), including grand totals for assets, liabilities, revenues,
expenses, and net income.
Special considerations: Requires wide paper.

General Ledger 225 Financial Reports

 Associated Objs Balance Sheet
Menu option: Balance Sheet by Funds
Technical name: balshtasf
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Object Association: Required - Enter the code for the type of object grouping you want
on the report, or use Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Subtotal by Schedule: Required - Enter Y to subtotal by schedule, or N to display no
schedule totals.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays information by fund for objects linked in the General Ledger
Association table (glas_table), including grand totals for assets, liabilities, revenues,
expenses, and net income.
Special considerations: Requires wide paper.
Associated Objs Revenue/Expenditure Detail
Menu option: Revenue/Expense Detail
Technical name: revexpdasc
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Object Association: Required - Enter the code for the type of object grouping you want
on the report, or use Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Transactions: Required - Enter D to include detail transactions, or S to include
summary transactions.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays information for objects linked in the General Ledger Association table
(glas_table), including both detail lines and grand totals for assets, liabilities, revenues,
expenses, and net income.
Special considerations: Requires wide paper.

Financial Reports 226 General Ledger

 Associated Objs Revenue/Expenditure
Menu option: Rev/Exp Detail by Funds
Technical name: revexpdasf
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Object Association: Required - Enter the code for the type of object grouping you want
on the report, or use Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays information by fund for objects linked in the General Ledger
Association table (glas_table), including both detail lines and grand totals for assets,
liabilities, revenues, expenses, and net income.
Special considerations: Requires wide paper.
Associated Objs Revenue/Expenditure Report
Menu option: Revenue/Expense Summary
Technical name: revexpasc
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Object Association: Required - Enter the code for the type of object grouping you want
on the report, or use Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays budgeted and actual revenues by object and expenditures by function,
including information for objects linked in the General Ledger Association table (glas_table).
The report contains grand totals for assets, liabilities, revenues, expenses, and net income.
Special considerations: Requires wide paper.

General Ledger 227 Financial Reports

 Associated Objs Revenue/Expenditure Report
Menu option: Revenue/Expense Summary by Funds
Technical name: revexpasf
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Object Association: Required - Enter the code for the type of object grouping you want
on the report, or use Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays budgeted and actual revenues by object and expenditures by function,
including information by fund for objects linked in the General Ledger Association table
(glas_table). The report contains grand totals for assets, liabilities, revenues, expenses, and
net income.
Special considerations: Requires wide paper.
Associated Objs by Obj Transactions
Menu option: Object Transactions
Technical name: accttrasc
Parameters:
Object Association: Required - Enter the code for the type of object grouping you want
on the report, or use Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Transactions: Required - Enter D to include detail transactions, or S to include
summary transactions.
Subtotal by Function/Subfund: Required - Enter Y to subtotal by function and subfund,
or N to display no function/subfund subtotals.
Description: Displays detail transactions chronologically by associated object, including
journal, entry number, and description.
Special considerations: None

Financial Reports 228 General Ledger

 Associated Obj by Func Transactions
Menu option: Function Transactions
Technical name: cntrtrasc
Parameters:
Object Association: Required - Enter the code for the type of object grouping you want
on the report, or use Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Transactions: Required - Enter D to include detail transactions, or S to include
summary transactions.
Description: Displays detail transactions chronologically by function and associated object,
including journal, entry number, and description.
Special considerations: None

General Ledger 229 Financial Reports

Accounting: Combined Function Reports Menu
The following reports are available from the Combined Function Reports menu.
Obj Detail With Combined Func
Menu option: Object Detail
Technical name: acctdtlcom
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field Optional - Enter the code (prim or sec) to sort the report data according to the
person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Combined Function Range: Required - Enter the codes to include on the report, use
Table Lookup to select the desired codes, or accept the defaults (0000-ZZZZ) to include
all codes.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays budget and actual information by function and subfund, sorted by fund
and object.
Special considerations: Requires wide paper.

Financial Reports 230 General Ledger

 Obj Detail With Combined Func
Menu option: Object Detail by Funds
Technical name: acctdtlcmf
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Combined Function Range: Required - Enter the codes to include on the report, use
Table Lookup to select the desired codes, or accept the defaults (0000-ZZZZ) to include
all codes.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays function and subfund information by fund, sorted by object.
Special considerations: Requires wide paper.

General Ledger 231 Financial Reports

 Combined Func Detail
Menu option: Function Detail
Technical name: cntrdtlcmd
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Combined Function Range: Required - Enter the codes to include on the report, use
Table Lookup to select the desired codes, or accept the defaults (0000-ZZZZ) to include
all codes.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions
you want to include on the report; the first and last numbers can be the same; you can
use Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Schedule/Group: Required - Enter S to subtotal by schedule, G to subtotal
by group, or N to display no totals.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays budget and actual information for objects and subfunds, sorted by
fund, combined function, and function.
Special considerations: Requires wide paper.

Financial Reports 232 General Ledger

 Combined Func Detail
Menu option: Function Detail by Funds
Technical name: cntrdtlcmf
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Combined Function Range: Required - Enter the codes to include on the report, use
Table Lookup to select the desired codes, or accept the defaults (0000-ZZZZ) to include
all codes.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Schedule/Group: Required - Enter S to subtotal by schedule, G to subtotal
by group, or N to display no totals.
Description: Displays object and subfund information by fund, sorted by combined function
code.
Special considerations: Requires wide paper.

General Ledger 233 Financial Reports

 Combined Func Summary
Menu option: Function Summary
Technical name: cntrsumcom
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Combined Function Range: Required - Enter the codes to include on the report, use
Table Lookup to select the desired codes, or accept the defaults (0000-ZZZZ) to include
all codes.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays summarized budget and actual information by fund for each combined
function code.
Special considerations: Requires wide paper.

Financial Reports 234 General Ledger

 Combined Func Summary
Menu option: Function Summary by Funds
Technical name: cntrsumcmf
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Combined Function Range: Required - Enter the codes to include on the report, use
Table Lookup to select the desired codes, or accept the defaults (0000-ZZZZ) to include
all codes.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays revenues and expenditures by combined function for each fund.
Special considerations: Requires wide paper.

General Ledger 235 Financial Reports

Accounting: Miscellaneous Reports Menu
The following reports are available from the Miscellaneous Reports menu.
Cash Flow History Report
Menu option: Cash Flow History
Technical name: cashflow
Parameters:
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Fund Code: Required - Enter the number for the fund you want to include on the report;
you can use Table Lookup to select the desired code.
Totals: Required - Enter Y to print only monthly totals, or N to print detail information for
each day.
Description: Displays summary totals of debits and credits entered to cash accounts for the
specified fund and optionally for each day in the specified accounting periods.
Special considerations: None
Cash Report
Menu option: Cash/Main Funds
Technical name: cshrpt
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Fiscal Period: Required - Enter the codes for the desired accounting period (e.g., BAL
or JAN), or use Table Lookup to select the desired code.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Description: Displays all designated cash account balances by fund.
Special considerations: Requires wide paper.

Financial Reports 236 General Ledger

 Cash Report
Menu option: Cash/Specific Funds
Technical name: cashrpt
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Fiscal Period: Required - Enter the codes for the desired accounting period (e.g., BAL
or JAN), or use Table Lookup to select the desired code.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
First: Required - Enter the beginning and ending fund codes to include in the first
column, or use Table Lookup to select the desired codes.
First: Optional - Enter the heading for the first column.
Second: Optional - Enter the beginning and ending fund codes to include in the second
column, or use Table Lookup to select the desired codes.
Second: Optional - Enter the heading for the second column.
Third: Optional - Enter the beginning and ending fund codes to include in the third
column, or use Table Lookup to select the desired codes.
Third: Optional - Enter the heading for the third column.
Fourth: Optional - Enter the beginning and ending fund codes to include in the fourth
column, or use Table Lookup to select the desired codes.
Fourth: Optional - Enter the heading for the fourth column.
Fifth: Optional - Enter the beginning and ending fund codes to include in the fifth
column, or use Table Lookup to select the desired codes.
Fifth: Optional - Enter the heading for the fifth column.
Sixth: Optional - Enter the beginning and ending fund codes to include in the sixth
column, or use Table Lookup to select the desired codes.
Sixth: Optional - Enter the heading for the sixth column.
Seventh: Optional - Enter the beginning and ending fund codes to include in the seventh
column, or use Table Lookup to select the desired codes.
Seventh: Optional - Enter the heading for the seventh column.
Description: Displays cash balances for the specified period by designated fund.
Special considerations: Requires wide paper.

General Ledger 237 Financial Reports

 Chart of Accounts
Menu option: Chart of Accounts
Technical name: chartacct
Parameters:
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Primary Sort Field: Required - Enter the database name of the first field by which to
sort the report, or use Table Lookup to select the desired name.
Secondary Sort Field: Required - Enter the database name of the second field by
which to sort the report, or use Table Lookup to select the desired name.
Third Sort Field: Required - Enter the database name of the third field by which to sort
the report, or use Table Lookup to select the desired name.
Description: Displays the institution’s chart of accounts, based on the contents of General
Ledger Account records.
Special considerations: None
Object History by Document
Menu option: Document History
Technical name: dochist
Parameters:
Fund Code: Required - Enter the number for the fund you want to include on the report;
you can use Table Lookup to select the desired code.
Function Code: Required - Enter the number for the function you want to include on the
report; you can use Table Lookup to select the desired code.
Object Code: Required - Enter the number for the object you want to include on the
report; you can use Table Lookup to select the desired code.
Subfund Code: Required - Enter the number for the subfund you want to include on the
report; you can use Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Amount Type: Required - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Totals: Required - Enter Y to print a summary version of the report that includes totals
only, or enter N to print a detail report.
Description: Displays the account history for a specific general ledger account for a range of
dates, starting with General Ledger Amount records and including transactions, totals, and
running balances by day.
Special considerations: None

Financial Reports 238 General Ledger

 Document Register
Menu option: Document Register
Technical name: docreg
Parameters:
Document: Optional - Enter the type of document for which you want to produce a
listing (e.g., AP or CR), use Table Lookup to select the desired year, or leave blank to
include all document types.
Beginning Document Number: Required - Enter the number of the first document to
include on the report, or enter 0 to include all documents.
Ending Document Number: Required - Enter the number of the last document to
include on the report, or enter 0 to include all documents.
Description: Displays the documents, dates, ID, name, amount and status for the selected
document type and range.
Special considerations: None
Interfund Analysis Report
Menu option: Interfund Analysis
Technical name: duetofrom
Parameters:
Fiscal Period: Required - Enter the code for the accounting period (e.g., BAL or JAN),
or use Table Lookup to select the desired code.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Description: Displays interfund accounts and debit or credit balances for the specified
accounting period.
Special considerations: None
Journals by Date Report
Menu option: Journals by Date
Technical name: vchbydate
Parameters:
Beginning Date: Required - Enter the first date for which you want to include journals.
Ending Date: Required - Enter the last date for which you want to include journals.
Description: Displays a listing of the journals started between the specified dates, including
date, journal type and number, accounting period, number of entries, UNIX ID of the journal
preparer, status, and dollar activity.
Special considerations: None
Journals by Type Report
Menu option: Journals by Type
Technical name: vchbytype
Parameters:
Journal Reference: Optional - Enter the type of journal for which you want to produce a
listing (e.g., AP or CH), use Table Lookup to select the desired code, or leave blank to
include all journal types.
Beginning Journal Number: Required - Enter the number of the first journal to include
on the report, or enter 0 to include all journals.
Ending Journal Number: Required - Enter the number of the last journal to include on
the report, or enter 0 to include all journals.
Description: Displays a listing of all the journals of the specified type with numbers in the
designated range, including date, journal type and number, accounting period, number of
entries, UNIX ID of the journal preparer, status, and dollar activity.
Special considerations: None

General Ledger 239 Financial Reports

Accounting: Subsidiary Reports Menu
The following reports are available from the Subsidiary Reports menu.
Cash Summary Report by Account
Menu option: AC Cash by Total Code
Technical name: subtcash.AC
Parameters:
Beginning Number: Required - Enter the number of the first journal to include on the
report, or 0 for all journals.
Ending Number: Required - Enter the number of the last journal to include on the
report, or 0 for all journals.
Description: Displays total codes, descriptions, accounts charged, and dollar amounts
relating to the specified AC journals.
Special considerations: None
Subsidiary Account Balances Report
Menu option: S/L Account Balances
Technical name: subbalance
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
Date: Optional - Enter the effective date for computing balances, or leave blank to use
the current date.
Debit Balances: Required - Enter Y to include subsidiaries with debit balances, or N to
exclude them.
Credit Balances: Required - Enter Y to include subsidiaries with credit balances, or N to
exclude them.
Zero Balances: Required - Enter Y to include subsidiaries with zero balances, or N to
exclude them.
Amount Type: Required - Enter Y to include ACT amount types, or N to exclude them.
Amount Type: Required - Enter Y to include ENC amount types, or N to exclude them.
Subsidiary Information: Required - Enter Y to include additional information (e.g.,
written off accounts), or N to exclude this type of information.
Subprogram: Optional - Enter the name of the subprogram for which you want to
produce the report, or use Table Lookup to select the desired code; leave blank to
include all subprograms.
Description: Displays the requested balances (debit, credit, and/or zero) by ID and name.
Special considerations: None

Financial Reports 240 General Ledger

 Subsidiary Account Session Aging
Menu option: S/L Balances by S/L Period
Technical name: subbalprds
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
Date: Optional - Enter the date for computing balances, or leave blank to use the current
date.
First: Required - Enter the first session or period to include on the report, or use Table
Lookup to select the desired code.
Second: Optional - Enter the second session or period to include on the report, or use
Table Lookup to select the desired code.
Third: Optional - Enter the third session or period to include on the report, or use Table
Lookup to select the desired code.
Fourth: Optional - Enter the fourth session or period to include on the report, or use
Table Lookup to select the desired code.
Fifth: Optional - Enter the fifth session or period to include on the report, or use Table
Lookup to select the desired code.
Sixth: Optional - Enter the sixth session or period to include on the report, or use Table
Lookup to select the desired code.
Debit Balances: Required - Enter Y to include subsidiaries with debit balances, or N to
exclude them.
Credit Balances: Required - Enter Y to include subsidiaries with credit balances, or N to
exclude them.
Zero Balances: Required - Enter Y to include subsidiaries with zero balances, or N to
exclude them.
Subprogram: Optional - Enter the name of the subprogram for which you want to
produce the report, or use Table Lookup to select the desired code; leave blank to
include all subprograms.
Description: Displays subsidiary balances as of the specified date, allocated to the specified
sessions or to a column titled Other Prds.
Special considerations: Requires wide paper.
Subsidiary Cash Entries Report
Menu option: S/L Cash Entries
Technical name: subentcash
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
ID#: Optional - Enter the ID number for which to produce the report, or ) to select all
qualifying IDs.
Beginning Date: Required - Enter the first date to include on the report.
Ending Date: Required - Enter the last date to include on the report.
Entry Type: Optional - Enter the code for the entry type to include on the report (e.g.,
ADJ for adjustment or CHR for student account charges), or use Table Lookup to select
the desired code; leave blank to select all entry types.
Amount Type: Required - Enter the code for the amount type to include on the report
(e.g., ACT or ENC), or use Table Lookup to select the desired code.
Amount: Required - Enter the minimum amount to flag on the report, or to include in a
summarized version of the report; enter 0 to include all amounts.
Summary: Required - Enter Y to produce a summarized report, or N to produce a
detailed report only.
Description: Displays cash receipts and disbursements by ID for the specified dates).
Special considerations: None

General Ledger 241 Financial Reports

 Subsidiary Entries Report by Date
Menu option: S/L Entries by Date
Technical name: subentdate
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
ID#: Optional - Enter the ID number for which to produce the report, or ) to select all
qualifying IDs.
Beginning Date: Required - Enter the first date to include on the report.
Ending Date: Required - Enter the last date to include on the report.
Subsidiary Balance: Required - Enter the balance code (e.g., SB for session billing or
NPAY for net pay), or use Table Lookup to select the desired code; leave blank to select
all balance types.
Entry Type: Optional - Enter the code for the entry type to include on the report (e.g.,
ADJ for adjustment or CHR for student account charges), or use Table Lookup to select
the desired code; leave blank to select all entry types.
Amount Type: Required - Enter the code for the amount type to include on the report
(e.g., ACT or ENC), or use Table Lookup to select the desired code.
Summary: Required - Enter Y to produce a summarized report, or N to produce a
detailed report only.
Description: Displays subsidiary activity for the specified balance code sorted by date,
journal, and entry number.
Special considerations: None
Subsidiary Entries by G/L Period(s)
Menu option: S/L Entries by G/L Period
Technical name: subentprds
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
ID#: Optional - Enter the ID number for which to produce the report, or 0 to select all
qualifying IDs.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Subsidiary Balance: Required - Enter the balance code (e.g., SB for session billing or
NPAY for net pay), or use Table Lookup to select the desired code; leave blank to select
all balance types.
Entry Type: Optional - Enter the code for the entry type to include on the report (e.g.,
ADJ for adjustment or CHR for student account charges), or use Table Lookup to select
the desired code; leave blank to select all entry types.
Amount Type: Required - Enter the code for the amount type to include on the report
(e.g., ACT or ENC), or use Table Lookup to select the desired code.
Summary: Required - Enter Y to produce a summarized report, or N to produce a
detailed report only.
Description: Displays subsidiary activity for the specified accounting periods, sorted by ID,
journal date, and journal number.
Special considerations: None

Financial Reports 242 General Ledger

 Subsidiary Entries by Subsidiary Period
Menu option: S/L Entries by S/L Period
Technical name: subentprd
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
ID#: Optional - Enter the ID number for which to produce the report, or 0 to select all
qualifying IDs.
Balance Period: Optional - Enter the balance period (e.g., FA97 for student accounts)
or leave blank to include the entire fiscal year.
Fiscal Year: Required - Enter the year (e.g., 9798).
Subsidiary Balance: Optional - Enter the balance code (e.g., SB for session billing or
NPAY for net pay), or use Table Lookup to select the desired code; leave blank to select
all balance types.
Entry Type: Optional - Enter the code for the entry type to include on the report (e.g.,
ADJ for adjustment or CHR for student account charges), or use Table Lookup to select
the desired code; leave blank to select all entry types.
Summary: Required - Enter Y to produce a summarized report, or N to produce a
detailed report only.
Description: Displays subsidiary activity and supporting document numbers by balance
period, sorted by ID, journal date, and journal number.
Special considerations: None
Subsidiary Totals by Payment Form
Menu option: S/L Totals by Payment
Technical name: subtbypmt
Parameters:
ID#: Optional - Enter the ID number for which to produce the report, or 0 to select all
qualifying IDs.
Code: Required - Enter the type of payment to include on the report (e.g. CK for checks
or MC for Master Card), or use Table Lookup to select the desired code.
Number: Optional - Enter the check or credit card number associated with the payment.
Description: Displays total payments of the specified type for the selected ID.
Special considerations: Use ID query to locate the ID you want to include on the report.

General Ledger 243 Financial Reports

 Subsidiary Transactions by Date
Menu option: S/L Transactions by Date
Technical name: subtrdate
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
ID#: Optional - Enter the ID number for which to produce the report, or 0 to select all
qualifying IDs.
Beginning Date: Required - Enter the first date to include on the report.
Ending Date: Required - Enter the last date to include on the report.
Subsidiary Balance: Optional - Enter the balance code (e.g., SB for session billing or
NPAY for net pay), or use Table Lookup to select the desired code; leave blank to select
all balance types.
Subsidiary Total: Optional - Enter the total code (e.g., PAID or TUIT for student
accounts), or use Table Lookup to select the desired code; leave blank to select all total
types.
Entry Type: Optional - Enter the code for the entry type to include on the report (e.g.,
ADJ for adjustment or CHR for student account charges), or use Table Lookup to select
the desired code; leave blank to select all entry types.
Page Break: Required - Enter Y to create a page break for each new ID, or N to print
continuously.
Description: Displays subsidiary transactions by date, journal, and journal number.
Special considerations: None
Subsidiary Transactions by Date/Entry Type
Menu option: S/L Transactions by Entry
Technical name: subtrent
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
ID#: Optional - Enter the ID number for which to produce the report, or 0 to select all
qualifying IDs.
Balance Period: Optional - Enter the balance period (e.g., FA97 for student accounts)
or leave blank to include the entire fiscal year.
Fiscal Year: Required - Enter the year (e.g., 9798).
Subsidiary Balance: Optional - Enter the balance code (e.g., SB for session billing or
NPAY for net pay), or use Table Lookup to select the desired code; leave blank to select
all balance types.
Entry Type: Optional - Enter the code for the entry type to include on the report (e.g.,
ADJ for adjustment or CHR for student account charges), or use Table Lookup to select
the desired code; leave blank to select all entry types.
Description: Displays subsidiary activity by ID, sorted by date, journal number, entry number
and document code.
Special considerations: None

Financial Reports 244 General Ledger

 Subsidiary Transactions by Tot Type
Menu option: S/L Transactions by Total
Technical name: subtrtot
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
ID#: Optional - Enter the ID number for which to produce the report, or 0 to select all
qualifying IDs.
Balance Period: Optional - Enter the balance period (e.g., FA97 for student accounts)
or leave blank to include the entire fiscal year.
Fiscal Year: Required - Enter the year (e.g., 9798).
Subsidiary Balance: Optional - Enter the balance code (e.g., SB for session billing or
NPAY for net pay), or use Table Lookup to select the desired code; leave blank to select
all balance types.
Subsidiary Total: Optional - Enter the total code (e.g., PAID or TUIT for student
accounts), or use Table Lookup to select the desired code; leave blank to select all total
types.
Description: Displays subsidiary activity by ID, sorted by total code, journal, journal number,
and document type.
Special considerations: None
Subsidiary Charges and Payments Report
Menu option: Student Charges/Payments
Technical name: pdchgtot
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
ID#: Optional - Enter the ID number for which to produce the report, or 0 to select all
qualifying IDs.
Balance Period: Optional - Enter the balance period (e.g., FA97 for student accounts)
or leave blank to include the entire fiscal year.
Subsidiary Balance: Optional - Enter the balance code (e.g., SB for session billing), or
use Table Lookup to select the desired code; leave blank to select all balance types.
Subsidiary Total Post Code: Optional - Enter A to include the Financial Aid post code
on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter B to include the Automatic Student Billing
post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter C to include the Manual Student Billing
post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter D to include the Display Manual Student
Billing post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter I to include the Interest post code on the
report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter L to include the Loans, Other Credits
post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter M to include the Manual
Charges/Refunds post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter Y to include the Payments post code on
the report, or leave blank to exclude it.
Description: Displays charges, payments, and balances by ID for the specified subsidiary,
period, and balance code.
Special considerations: None

General Ledger 245 Financial Reports

 Subsidiary History Report
Menu option: Subsidiary History
Technical name: subtrhist
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
ID#: Optional - Enter the ID number for which to produce the report, or 0 to select all
qualifying IDs.
Beginning Date: Required - Enter the first date to include on the report.
Ending Date: Required - Enter the last date to include on the report.
Description: Displays subsidiary activity by ID and date, including journal, journal number,
and document code.
Special considerations: None
Total Code Summary by G/L Account Report
Menu option: Total Balances/GL Account
Technical name: totbal
Parameters:
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Primary Sort Field: Required - Enter the database name of the first field by which you
want to sort the report, or use Table Lookup to select the desired codes.
Secondary Sort Field: Required - Enter the database name of the second field by
which you want to sort the report, or use Table Lookup to select the desired codes.
Subsidiary Total Post Code: Optional - Enter A to include the Financial Aid post code
on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter B to include the Automatic Student Billing
post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter C to include the Manual Student Billing
post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter D to include the Display Manual Student
Billing post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter I to include the Interest post code on the
report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter L to include the Loans, Other Credits
post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter M to include the Manual
Charges/Refunds post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter Y to include the Payments post code on the
report, or leave blank to exclude it.
Description: Displays actual, budgeted, and variance information by total code for all
general ledger accounts.
Special considerations: None

Financial Reports 246 General Ledger

 Total Code Balances Report
Menu option: Total Balances/Person
Technical name: substot
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
Balance Period: Optional - Enter the balance period (e.g., FA97 for student accounts)
or leave blank to include the entire fiscal year.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Subsidiary Total: Optional - Enter the total code (e.g., PAID or TUIT for student
accounts), or use Table Lookup to select the desired code; leave blank to select all total
types.
ID#: Optional - Enter the ID number for which to produce the report, or 0 to select all
qualifying IDs.
Subsidiary Total Post Code: Optional - Enter A to include the Financial Aid post code
on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter B to include the Automatic Student
Billing post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter C to include the Manual Student Billing
post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter D to include the Display Manual Student
Billing post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter I to include the Interest post code on the
report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter L to include the Loans, Other Credits
post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter M to include the Manual
Charges/Refunds post code on the report, or leave blank to exclude it.
Subsidiary Total Post Code: Optional - Enter Y to include the Payments post code on
the report, or leave blank to exclude it.
Description: Displays invoiced encumbered, invoiced actual, associated amounts, and paid
actual amounts for every specified subsidiary and post code.
Special considerations: None

General Ledger 247 Financial Reports

Accounting: Journal Processing Menu
The following reports are available from the Journal Processing menu.
Journal by Entry
Menu option: G/L Journal Reports
Technical name: jrnlent
Parameters:
Journal Reference: Optional - Enter the type of journal for which you want to produce a
listing (e.g., AP or CH), use Table Lookup to select the desired code, or leave blank to
include all journal types.
Beginning Journal Number: Required - Enter the number of the first journal to include
on the report, or enter 0 to include all journals.
Ending Journal Number: Required - Enter the number of the last journal to include on
the report, or enter 0 to include all journals.
Output: Required - Enter the name of your printer.
Description: Displays the entries posted to the specified journal(s), sorted by journal number
and entry number. On a second report generated from the same menu option, sorts financial
data by account number.
Special considerations: None
Journal by Subsidiary Entry
Menu option: S/L Journal Reports
Technical name: jrnlslent
Parameters:
Journal Reference: Optional - Enter the type of journal for which you want to produce a
listing (e.g., AP or CH), use Table Lookup to select the desired code, or leave blank to
include all journal types.
Beginning Journal Number: Required - Enter the number of the first journal to include
on the report, or enter 0 to include all journals.
Ending Journal Number: Required - Enter the number of the last journal to include on
the report, or enter 0 to include all journals.
Output: Required - Enter the name of your printer.
Description: Displays subsidiary activity, sorted by journal and entry number.
Special considerations: None

Financial Reports 248 General Ledger

Accounting: General Ledger Maintenance Menu
The following reports are available from the General Ledger Maintenance menu.
S/L Balance Status Report
Menu option: S/L Balance Status Report
Technical name: subbstat
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
Description: Displays the number of records in the subsidiary and the number that require
updated balances.
Special considerations: The system routes this report output to your electronic mailbox. The
report consists of record counts.
FASB 117 General Ledger Mapping Report
Menu option: FASB 117 G/L Mapping Rpt
Technical name: fasbgla
Parameters:
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Only Invalid Net Assets: Required - Enter Y to list only those accounts with invalid Net
Asset Indicators, or N to list all accounts.
Description: Displays the specified accounts from your database, providing a worksheet on
which you can indicate the reporting purpose and Net Asset Indicator for each account.
Special considerations: None
General Ledger Net Asset Exception Report
Menu option: G/L Net Asset Excptn Rpt
Technical name: exntast
Parameters:
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Description: Displays a list of accounts with invalid Net Asset Indicators, sorted by account.
Special considerations: None

General Ledger 249 Financial Reports

Accounting: Check Reconciliation Menu
The following reports are available from the Check Reconciliation menu.
Reconciliation Report
Menu option: Reconciliation Report
Technical name: outdoc
Parameters:
Reconciliation Group Number: Required - Enter the number of the check group to
include on the report.
Status: Required - Enter the status (e.g., O for outstanding) for the documents you want
to include on the report.
Description: Displays a list of all documents (e.g., checks) with the specified status, sorted
by date and document number.
Special considerations: None

Accounting: Form 990 Reports Menu

The following reports are available from the Form 990 Reports menu.
Form 990, Part 1, Line 1d
Menu option: IRS Donor List
Technical name: 990donorb
Parameters:
Beginning Date: Required - Enter the first date to include on the report.
Ending Date: Required - Enter the last date to include on the report..
Amount: Required - Enter the minimum total gift amount to include on the report
Amount: Required - Enter the minimum single gift amount to include on the report.
Description: Displays gift information for donors who have contributed at least the specified
minimum amounts within the specified time period; the report provides information required
to complete Form 990, Part 1, Line 1d.
Special considerations: None
Form 990 - Schedule A - Part 1
Menu option: Schedule A - Part 1
Technical name: 990A1
Parameters:
Beginning Date: Required - Enter the first date to include on the report.
Ending Date: Required - Enter the last date to include on the report.
Amount: Required - Enter the minimum total compensation amount for consideration on
the report.
Deduction: Optional - Enter the deduction code, if any, for excluded benefits.
Runcode: Required - Enter the run code (e.g., SINGLEI) for the name and address
process.
Description: Displays the highest paid employees whose salaries exceed the specified
minimum. The report sorts the name and salary information in ascending order by total
compensation amount.
Special considerations: None

Financial Reports 250 General Ledger

 Form 990 - Schedule A - Part 2
Menu option: Schedule A - Part II
Technical name: 990A2
Parameters:
Beginning Date: Required - Enter the first date to include on the report.
Ending Date: Required - Enter the last date to include on the report.
Amount: Required - Enter the minimum total compensation amount for consideration on
the report.
Description: Displays the compensation of the five highest paid persons who provided
professional services to the institution during the specified date range.
Special considerations: None

Accounting: General Ledger Closing Menu

The following reports are available from the General Ledger Closing menu.
Detail Report
Menu option: Trial Balance
Technical name: trialbal
Parameters:
Column Output: Required - Enter the code for the type of format for the report, or use
Table Lookup to select the desired code.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Description: Displays fund budget and actual information sorted by object.
Special considerations: Requires wide paper.

General Ledger 251 Financial Reports

 Closing Fund Balance Report
Menu option: Closing Fund Bal Report
Technical name: clsgfbacct
Parameters:
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Description: Displays all the Closing Fund Balance records for the specified funds, including
the account number and the fund balance account number to which the account will close.
For more information about this report, see Performing Year-End Processing in this guide.
Special considerations: None
Missing Fund Balance Report
Menu option: Missing Fund Bal Report
Technical name: clsgfbmiss
Parameters:
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Description: Displays general ledger accounts that do not have corresponding Closing Fund
Balance records. For more information about this report, see Performing Year-End
Processing in this guide.
Special considerations: None
Journal by Entry
Menu option: G/L Journal Reports
Technical name: jrnlent
Parameters:
Journal Reference: Optional - Enter the type of journal for which you want to produce a
listing (e.g., AP or CH), use Table Lookup to select the desired code, or leave blank to
include all journal types.
Beginning Journal Number: Required - Enter the number of the first journal to include
on the report, or enter 0 to include all journals.
Ending Journal Number: Required - Enter the number of the last journal to include on
the report, or enter 0 to include all journals.
Output: Required - Enter the name of your printer.
Description: Displays the entries posted to the specified journal(s), sorted by journal number
and entry number.
Special considerations: None

Financial Reports 252 General Ledger

Accounting: Subsidiary Archiving Menu
The following report is available from the Subsidiary Archiving menu.
Subsidiary History Report
Menu option: Subsidiary History
Technical name: subtrhist
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
ID#: Optional - Enter the ID number for which to produce the report, or 0 to select all
qualifying IDs.
Beginning Date: Required - Enter the first date to include on the report.
Ending Date: Required - Enter the last date to include on the report.
Description: Displays subsidiary activity by ID and date, including journal, journal number,
and document code.
Special considerations: None

Accounting: Subsidiary Balance Forward Menu

The following reports are available from the Subsidiary Balance Forward menu.
Journal by Entry
Menu option: G/L Journal Reports
Technical name: jrnlent
Parameters:
Journal Reference: Optional - Enter the type of journal for which you want to produce a
listing (e.g., AP or CH), use Table Lookup to select the desired code, or leave blank to
include all journal types.
Beginning Journal Number: Required - Enter the number of the first journal to include
on the report, or enter 0 to include all journals.
Ending Journal Number: Required - Enter the number of the last journal to include on
the report, or enter 0 to include all journals.
Output: Required - Enter the name of your printer.
Description: Displays the entries posted to the specified journal(s), sorted by journal number
and entry number.
Special considerations: None
Journal by Subsidiary Entry
Menu option: S/L Journal Reports
Technical name: jrnlslent
Parameters:
Journal Reference: Optional - Enter the type of journal for which you want to produce a
listing (e.g., AP or CH), use Table Lookup to select the desired code, or leave blank to
include all journal types.
Beginning Journal Number: Required - Enter the number of the first journal to include
on the report, or enter 0 to include all journals.
Ending Journal Number: Required - Enter the number of the last journal to include on
the report, or enter 0 to include all journals.
Output: Required - Enter the name of your printer.
Description: Displays subsidiary activity, sorted by journal and entry number.
Special considerations: None

General Ledger 253 Financial Reports

 S/L Balance Status Report
Menu option: S/L Balance Status Report
Technical name: subbstat
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
Description: Displays the number of records in the subsidiary and the number that require
updated balances.
Special considerations: The system routes this report output to your electronic mailbox. The
report consists of record counts.

Accounting: Audit Menu

The following reports are available from the Accounting: Audit menu. These reports all contain
the results of running the CX audit programs, and can take a long time to process, depending on
the size and complexity of your database. You access this menu from the Accounting: Period
End Processing: Subsidiary Balance Forward menu.
G/L Report
Menu option: G/L Report
Technical name: none
Parameters:
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Amount Type: Optional - Enter the code for the amount type to include on the report
(e.g., ACT or BGT).
Period: Required - Enter the code for the accounting period (e.g., BAL or JAN), or use
Table Lookup to select the desired code.
Cash Balance: Required - Enter Y to cause the report process to audit the cash balance
in the Document table, or N to suppress the audit.
Users: Optional - Enter the UNIX login names of any users to whom you want the
program to route error messages via email.
Description: Displays the results of running the General Ledger Audit process. For more
information about this report, see Performing Year-End Processing in this guide.
Special considerations: The program sends email to the user, reporting the results and
designating the file location of the report output.
Audit of Subsidiary Entries
Menu option: S/L Report
Technical name: none
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
Description: Displays the results of running the Subsidiary Account Audit process. For more
information about this report, see Performing Year-End Processing in this guide.
Special considerations: The program sends the report to the user’s email.

Financial Reports 254 General Ledger

 Audit of Subsidiary Entries (for ID)
Menu option: S/L Report by ID
Technical name: none
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
ID#: Required - Enter the CX ID number of the subsidiary you want to audit. You must
know the ID number for which you want to run the audit; ID query is not available.
Description: Displays the results of running the Subsidiary Account Audit process for the
specified Ids. For more information about this report, see Performing Year-End Processing in
this guide.
Special considerations: The program sends the report to the user’s email.
Audit of Control Account
Menu option: G/L Control Account Report
Technical name: none
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
Beginning Date: Required - Enter the first date to include on the report.
Ending Date: Required - Enter the last date to include on the report.
Description: Displays the results of running the Subsidiary Account Audit process for your
institution’s control accounts. For more information about this report, see Performing Year-
End Processing in this guide.
Special considerations: The program sends the report to the user’s email.

General Ledger 255 Financial Reports

Auditing: Reports Menu
The following reports are available from the Auditing: Reports menu. You access this menu from
the Fiscal Management: Auditing Main menu.
Object Exception Report
Menu option: Object Exceptions
Technical name: cntrdtlcmp
Parameters:
Output: Required - Enter the code for the type of format for the report, or use Table
Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Underexpended Amount: Required - Enter the amount by which an account must be
underspent (budget vs. actual) to be included on the report.
Overexpended Amount: Required - Enter the amount by which an account must be
overspent (budget vs. actual) to be included on the report.
Description: Displays the accounts that are under or over budget by the specified amounts.
The report has page breaks for each function code, and a detail line for each account.
Special considerations: Requires wide paper.

Financial Reports 256 General Ledger

 Cost Function Exception Report
Menu option: Function Exceptions
Technical name: cntrsumcmp
Parameters:
Output: Required - Enter the code for the type of format for the report, or use Table
Lookup to select the desired code.
Sort Field: Optional - Enter the code (prim or sec) to sort the report data according to
the person who is responsible for each account.
Responsible Person: Optional - Enter Y to include account information even if the
account is not assigned to a responsible person.
Fiscal Period Range: Required - Enter the codes for the beginning and ending dates
(e.g., BAL or JAN), or use Table Lookup to select the desired codes.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Fund Code Range: Required - Enter the numbers for the first and last funds you want to
include on the report; the first and last numbers can be the same; you can use Table
Lookup to select the desired codes.
Function Code Range: Required - Enter the numbers for the first and last functions you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Object Code Range: Required - Enter the numbers for the first and last objects you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Subfund Code Range: Required - Enter the numbers for the first and last subfunds you
want to include on the report; the first and last numbers can be the same; you can use
Table Lookup to select the desired codes.
Output Non-Display Object: Required - Enter Y to include objects that are designated
as non-display (e.g., salaries); enter N to exclude non-display objects; enter O to create a
report containing only non-display objects.
Subtotal by Block/Group: Required - Enter B to subtotal by block, G to subtotal by
group, or Y to display both.
Summary: Required - Enter Y to create a summary report, or N to create the detail
report only.
Underexpended Amount: Required - Enter the amount by which an account must be
underspent (budget vs. actual) to be included on the report.
Overexpended Amount: Required - Enter the amount by which an account must be
overspent (budget vs. actual) to be included on the report.
Description: Displays the function codes that are under or over budget by the specified
amounts. Contains only summary amounts.
Special considerations: Requires wide paper.

General Ledger 257 Financial Reports

 Transaction Exception Report
Menu option: Transaction Exceptions
Technical name: confamt
Parameters:
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Amount: Required - Enter the amount a transaction must match or exceed to be
included on the report.
Description: Displays all transactions that exceed a specified minimum dollar amount,
including date, journal, entry number, account charged, amount, description, document
code, and name of the person who entered the transaction.
Special considerations: Requires wide paper.
Interfund Analysis Report
Menu option: Interfund Analysis
Technical name: duetofrom
Parameters:
Fiscal Period: Required - Enter the code for the accounting period (e.g., BAL or JAN),
or use Table Lookup to select the desired code.
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Description: Displays interfund accounts and debit or credit balances for the specified
accounting period.
Special considerations: None
Document Register
Menu option: Document Register
Technical name: docreg
Parameters:
Document: Optional - Enter the type of document for which you want to produce a
listing (e.g., AP or CR), use Table Lookup to select the desired year, or leave blank to
include all document types.
Beginning Document Number: Required - Enter the number of the first document to
include on the report, or enter 0 to include all documents.
Ending Document Number: Required - Enter the number of the last document to
include on the report, or enter 0 to include all documents.
Description: Displays the documents, dates, ID, name, amount and status for the selected
document type and range.
Special considerations: None

Financial Reports 258 General Ledger

 Document Sampling Report
Menu option: Document Sampling
Technical name: confdoc
Parameters:
Fiscal Year: Required - Enter the fiscal year (e.g., 9798), or use Table Lookup to select
the desired year.
Document: Required - Enter the code for the document type you want to sample (e.g.,
CR for cash receipt), or use Table Lookup to select the desired code.
Beginning Document Number: Required - Enter the first number you want to include in
the sample, or 0 to begin with the first document number for the specified fiscal year.
Ending Document Number: Required - Enter the last number you want to include in the
sample, or 0 to end with the last document number for the specified fiscal year.
Number: Required - Enter the number within the specified range on which you want to
begin the sample; for example, if the beginning and ending range of numbers is 1000 -
2000, and you enter 5 in this field, the first document selected will be 1004.
Number: Required - Enter the number by which you want to increment the first selected
document to select subsequent documents; for example, if the first document selected is
1004 and you enter 10 in this field, the next documents selected will be 1014, 1024, etc.
Description: Displays a list of all the documents that meet your sampling criteria.
Special considerations: Requires wide paper.
Subsidiary Account Balances Report
Menu option: S/L Account Balances
Technical name: subbalance
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
Date: Optional - Enter the effective date for computing balances, or leave blank to use
the current date.
Debit Balances: Required - Enter Y to include subsidiaries with debit balances, or N to
exclude them.
Credit Balances: Required - Enter Y to include subsidiaries with credit balances, or N to
exclude them.
Zero Balances: Required - Enter Y to include subsidiaries with zero balances, or N to
exclude them.
Amount Type: Required - Enter Y to include ACT amount types, or N to exclude them.
Amount Type: Required - Enter Y to include ENC amount types, or N to exclude them.
Subsidiary Information: Required - Enter Y to include additional information (e.g.,
written off accounts), or N to exclude this type of information.
Subprogram: Optional - Enter the name of the subprogram for which you want to
produce the report, or use Table Lookup to select the desired code; leave blank to
include all subprograms.
Description: Displays the requested balances (debit, credit, and/or zero) by ID and name.
Special considerations: None

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 Subsidiary Account Session Aging
Menu option: S/L Balances by S/L Period
Technical name: subbalprds
Parameters:
Subsidiary: Required - Enter the code for the subsidiary type to include on the report
(e.g., S/A for student accounts), or use Table Lookup to select the desired code.
Date: Optional - Enter the date for computing balances, or leave blank to use the current
date.
First: Required - Enter the first session or period to include on the report, or use Table
Lookup to select the desired code.
Second: Optional -Enter the second session or period to include on the report, or use
Table Lookup to select the desired code.
Third: Optional - Enter the third session or period to include on the report, or use Table
Lookup to select the desired code.
Fourth: Optional - Enter the fourth session or period to include on the report, or use
Table Lookup to select the desired code.
Fifth: Optional - Enter the fifth session or period to include on the report, or use Table
Lookup to select the desired code.
Sixth: Optional - Enter the sixth session or period to include on the report, or use Table
Lookup to select the desired code.
Debit Balances: Required - Enter Y to include subsidiaries with debit balances, or N to
exclude them.
Credit Balances: Required - Enter Y to include subsidiaries with credit balances, or N to
exclude them.
Zero Balances: Required - Enter Y to include subsidiaries with zero balances, or N to
exclude them.
Subprogram: Optional - Enter the name of the subprogram for which you want to
produce the report, or use Table Lookup to select the desired code; leave blank to
include all subprograms.
Description: Displays subsidiary balances as of the specified date, allocated to the specified
sessions or to a column titled Other Prds.
Special considerations: Requires wide paper.

Financial Reports 260 General Ledger

Producing Customized Financial Reports

Jenzabar CX Reporting Hierarchy

CX supports a flexible reporting structure you can use to consolidate, or roll up accounting
information into meaningful levels. You define a unique structure and column contents for each of
the reports that you produce, and link accounts to the structure as needed. By designing a variety
of reports, you can use this process to provide both management (internal) information and
statutory reports.

Before You Begin

Before you begin to define the structure you want to use for your financial reports, note the
following:
• You must know the levels of consolidation you need for your reports.
• You must know the accounts that comprise each level of consolidation.
• You can use the field descriptions in Using the General Ledger screens section of this guide
when you complete the fields on the screens you use for creating customized reports.

Process
The following phases take place before, during, and after you create your institution’s customized
reports.

Phase 1
Define the structure and levels you want to use for each of your institution’s reports.
Phase 2
If desired, create account sets to group non-contiguous accounts on report lines.
Phase 3
Use the Financial Format program to define the column contents for the reports.
Phase 4
Use the Financial Statement Structure Entry program to enter the structure and levels you
need for each report.
Phase 5
Use the Financial Report program to run the customized report.
Phase 6
Repeat the process for each of the reports your institution wants to produce using Financial
Statement Structure Entry.

Complying With FASB 117 Reporting Requirements

After you define the correct Net Asset Indicator ((U)nrestricted, (T)emporarily restricted, or
(P)ermanently restricted) for each account and link the accounts to your reporting structures, you
can produce your financial reports to comply with requirements established in FASB 117. You
can also use the menu option Financial Report Format Entry to customize the columnar layout of
your reports.

Access to Customized Reporting Options

All the customized reporting options appear on the Accounting: Reports: Custom Financial
Statement menu.

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Four Levels in the Reporting Hierarchy
The reporting structure provides up to four levels of reporting for each report. The broadest level
is the Block. Into a Block, you can consolidate any number of accounts or, if desired, one or more
Groups. Into a Group, you can consolidate any number of accounts or, if desired, one or more
Schedules. Into a Schedule, you can consolidate any number of accounts or, if desired, one or
more Items. Into an Item, the lowest level in the reporting hierarchy, you can consolidate any
number of accounts.
The following diagram shows how the four levels in the reporting hierarchy relate, and how
accounts can be part of the consolidation at any level.
Note:
• A block can contain zero or more groups.
• A group can contain zero or more schedules.
• A report can contain one or more blocks.
• A schedule can contain zero or more items.
• One or more accounts can consolidate into items, schedules, groups, or blocks.

Block

Group Group

Schedule Schedule Schedule Schedule

Item Item Item Item Item Item Item Item

Accounts Accounts Accounts Accounts Accounts Accounts Accounts

Account Sets in the Reporting Structure

To provide additional flexibility to your reporting structures, you can also use account sets. Sets
are groupings of accounts, regardless of their positions within your chart of accounts. Account
sets are optional.
Example: Assume you have a chart of accounts in which assets fall in the range of 1000-
1999, and contra assets and liabilities fall in the range of 2000-2999. You could
define an account set that includes a fixed asset (an account in the 1000 series)
and its associated accumulated depreciation account (an account in the 2000
series) to report net assets.

Relationships in the Reporting Structure

The following table lists and describes the elements of the reporting structure in hierarchical
order. It also lists the relationships between the elements, and provides an example of the way
you can use the elements to consolidate your accounting information for reporting purposes.

Note: The reporting structure provides maximum flexibility by enabling you to relate (or “roll
up”) either the next lower consolidation level, or individual general ledger accounts. The
example provided in the following table is only one way to use the elements of the
reporting structure; in reality, you can consolidate your accounting information in any
way desired.

Financial Reports 262 General Ledger

 Element Description Relates to ... Example
Block The first level of the One of the following: Assets
reporting structure. • Groups
• General Ledger accounts
Group The second level of the One of the following: Current
reporting structure. • Schedules Assets
• General Ledger accounts
Schedule The third level of the One of the following: Cash and
reporting structure. • Items cash
• General Ledger accounts equivalents
Item The fourth level of the General Ledger accounts Cash in
reporting structure. Second
National
Bank
General Ledger The valid account One or more of the following: 10- -1010
account numbers for the current • Blocks
year. • Groups
• Schedules
• Items

Screens to Use
Use the following screens to define your financial reporting structure:
• Block Entry screen
• Customized Financial Statement Structure screen
• G/L Account Selection screen
• Group Entry screen
• Item Entry screen
• Schedule Entry screen
Use the following screens to define columns and sets:
• Financial Report Format Tables screen
• Financial Statement Set Table screen

General Ledger 263 Financial Reports

Adding a Report Structure

Introduction
When you add a report structure, you enter all the report categories into the hierarchical structure
of blocks, groups, schedules, and items. You can link accounts to any location in the structure.

Menu Option Sequence

Use the CX menu options in the following sequence to produce customized reports with user-
defined formats and account sets. If you produce reports without account sets, you can eliminate
the use of the Fin Set Table menu option.
1. Fin Set Table
2. Fin Stmnt Struct Entry (or Fin Rpt Format Entry)
3. Fin Rpt Format Entry (or Fin Stmnt Struct Entry)
4. Struct Fin Stmnt Generation

Linking Accounts to a Structure

You must link accounts to your report structure in order to display the account balances. You can
link the accounts in either of the following ways:
• During the process of adding a report structure. To link accounts in the process of creating
the structure, enter Y in the G/L entry field and the G/Ls Next field on the Block Entry screen,
then follow the procedure, How to Select Accounts, in this section.
• After you add a report structure. To link accounts after you create the structure, enter N in the
G/L entry field and/or the G/Ls Next field on the Block Entry screen, then follow the
procedure, How to Add Accounts to an Existing Structure, in this section.

How to Add a Report Structure

The following chart shows the steps for adding a report structure. The procedure in the chart
begins after you make the following menu selections from the Fiscal Management main menu:
1. Accounting
2. Reports Menu
3. Financial Statements Menu
4. Fin Stmnt Struct Entry
On the parameter screen that displays, enter the year to which the structure applies, and the
name of your printer, then select Finish.
Repeat the procedure as needed for each of the reports that your institution requires.
Note:
• Wherever you see a circled number on the chart, a corresponding procedure or
note follows in the section Notes for Adding and Maintaining a Report Structure.
• The chart contains instructions for creating a basic report with multiple levels. For
instructions on using multiple columns and sets in your financial structures, see the
section Using Sets and Formats in a Report Structure.

Financial Reports 264 General Ledger

 Select Add.

Enter report name

and title.

Schedule Entry
Block Entry screen
Group Entry screen screen
Add G/L ------
No ------ ------
accounts now? Enter block title
Enter group title. Enter schedule
and Net Asset flag.
2 3 2 3 title.
2 3
Yes

Item Entry screen

Block Entry screen
------
------
Enter item title.
Enter Block title
and Net Asset flag. 2 3
2

G/L accounts Group Entry screen

next? No ------
Enter group title.
2

Yes

G/L Account Schedule Entry

Selection screen screen
G/L accounts
------ No ------
next?
Select accounts. Enter schedule
1 2 title.
2
Yes

G/L Account
Selection screen
Item Entry screen
------ G/L accounts
No ------
Select accounts.. next?
Enter item title.
1 2
2

Yes

G/L Account G/L Account

Selection screen Selection screen
------ ------
Select accounts. Select accounts.

1 2 1 2

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Notes for Adding and Maintaining a Report Structure

Note 1 How to Select Accounts

When the G/L Account Selection screen appears, you can select accounts to link to the
component of the report structure you are creating.
Follow these steps to select accounts.
1. On the G/L Account Selection screen, enter Y in the Select (Slct) column for every account
you want to include in the block, group, schedule or item. You can press y or <Tab> to
select an account.
2. When your account selection is complete, select Finish. A pop-up window appears with the
following prompt: “Update selections Yes No”
3. Press y or <Enter> to confirm that you want to update your selections. The screen from
which you accessed the G/L Account Selection screen appears.

Note 2 How to Navigate Screens and Finish a Structure

From within any of the screens referenced in this chart, you can return to the previous
hierarchical level and the previous screen by selecting Cancel and confirming you are done with
the current level. The system saves all your entries as you complete each line and screen, so the
Cancel command does not delete or ignore any of the data you enter.

Financial Reports 266 General Ledger

Note 3 How to Add Accounts to an Existing Structure
If you do not link accounts to your structure when you initially add it, you can link them later, at
your convenience, using the following steps:
Note: You can also use this procedure to add accounts to a structure to which you have
already linked some accounts.
1. On the Customized Financial Statement Structure screen, select Query. The screen enters
Query mode.
2. Enter the report code to which you want to link accounts. The screen displays the structure
you previously added.
3. Select G/L / Attach. The cursor will move to the Type field:
4. Move the cursor to the part of the structure to which you want to link accounts, then use the
Select command. The G/L Account Selection screen appears.
5. If desired, you can use the Search or Match commands to help you locate accounts, as
follows:
• Search - Enables you to locate a specific type of account. As you enter the
components of the account number (e.g., the fund, function, object and subfund),
the accounts that have similar components appear on the G/L Account Selection
screen.
• Match - Enables you to enter masked account values and selects all accounts that
match your search criteria. The selected accounts appear on the G/L Specific
Selection screen with the same features as the G/L Account Selection screen, and
you can choose the accounts you want to select from this screen. When you are
finished marking accounts for selection, select Finish. The G/L Account Selection
screen appears.
6. Place a Y in the Select (Slct) column for every account you want to include in the block,
group, schedule or item. You must mark the accounts you want to select.
7. When your account selection is complete, select Finish. A pop-up window appears with the
following prompt: “Update selections Yes No”
8. Press y or <Enter> to confirm that you want to update your selections. The screen from
which you accessed the G/L Account Selection screen appears.

General Ledger 267 Financial Reports

Modifying a Report Structure

Introduction
You can modify a report structure in the following ways:
• By changing the titles on the lines of the structure
• By inserting additional lines into the structure
• By deleting lines from the structure
• By deleting accounts that you have linked to the structure
This section provides the procedures for these types of changes.
Note: You can also resequence groupings (e.g., blocks and all their supporting groups,
schedules, and items) within a report structure. For more information about this type of
report structure modification, see Auditing and Reconfiguring a Report Structure in this
section.

How to Change Titles in a Report Structure

Follow these steps to change titles in a report structure:
Note: If you have just added the structure, and the Customized Financial Statement Structure
screen still displays the information about the structure, you can begin with step 3.
1. On the Customized Financial Statement Structure screen, select Query. The screen enters
Query mode.
2. Enter the report code to which you want to link accounts. The screen displays the structure
that you want to change.
3. Select Modify. The Customized Financial Statement Structure screen displays in Modify
mode.
4. Move the cursor to the part of the structure that you want to change, then select Change. A
pop-up Change Title window appears.
5. Enter the changes, then select Finish. The pop-up Change Title window disappears, and the
Customized Financial Statement Structure screen appears in Modify mode.

How to Insert Additional Lines into a Structure

As your chart of accounts changes and your reporting needs evolve, you may need to add lines
to a structure. Follow these steps to insert additional lines into an existing report structure.
Note: If you have just added the structure, and the Customized Financial Statement Structure
screen still displays the information about the structure, you can begin with step 3.
1. On the Customized Financial Statement Structure screen, select Query. The screen enters
Query mode.
2. Enter the report code that you want to change. The screen displays the structure that you
want to change.
3. Select Modify. The Customized Financial Statement Structure screen displays in Modify
mode.
4. Move the cursor to the part of the structure where you want to add a line, then select Insert.
A pop-up Definition of New Line window appears.

Financial Reports 268 General Ledger

 5. Enter the code corresponding to the type of line you want to add, then select Finish.
Note: Valid codes differ depending on the part of the structure to which you are adding
a line, and can include one or more of the following:
• A (add G/L accounts)
• B (create a block line)
• G create a group line)
• I (create an item line)
• S (create a schedule line)
6. Which code did you enter?
• If A, use the procedure Note 1
How to Select Accounts to select accounts.
• If B, G, I, or S, go to step 7.
7. Do you want to select accounts at this time?
• If yes, enter Y in the G/L Entry field, then use the procedure Note 1 How to
Select Accounts to select accounts.
• If no, enter N in the G/L Entry field.
Note: If you are adding a second (or subsequent) type of line (e.g., if you are adding
the third schedule), the system prompts you about placing the new line above or
below the line you selected in step 4.
8. Respond to the prompt, if applicable. The appropriate screen appears so you can enter the
title for the block, group, schedule or item.
9. Select Cancel when you are done.
Note: You can return to the previous screen by selecting Cancel and confirming that
you are done with the current screen. The system saves all your entries as you
complete each line and screen, so the Cancel command does not delete or
ignore any of the data you enter.

How to Delete Lines From a Structure

As your reporting needs evolve, you may need to delete lines from a structure. Follow these steps
to delete lines from an existing report structure.
Note: When you delete a line from a reporting structure, the system automatically deletes any
of the lines that relate to the deleted line. For example, if you delete a schedule line, and
that schedule line had three item lines under it, then the system deletes the three item
lines without any intervention from you; if you have just added the structure, and the
Customized Financial Statement Structure screen still displays the information about the
structure, you can begin with step 3.
1. On the Customized Financial Statement Structure screen, select Query. The screen enters
Query mode.
2. Enter the report code that you want to change. The screen displays the structure that you
want to change.
3. Select Modify. The Customized Financial Statement Structure screen displays in Modify
mode.
4. Move the cursor to the part of the structure where you want to delete a line, then select
Remove. The following prompt appears: “Delete the current line and all corresponding ones
Yes No”
5. Press Y to confirm that you want to delete the line and any other lines that relate to it.
6. Select Finish. The Customized Financial Statement Structure screen appears, displaying
the modified report structure.

General Ledger 269 Financial Reports

How to Delete Accounts You Have Linked to a Structure
If your chart of accounts changes, you must change your financial reporting structure. When you
need to change the accounts you previously linked to a reporting structure, you must delete the
obsolete or incorrect accounts from the structure and add the new, correct accounts to the
structure.
Follow these steps to delete accounts from a structure.
Note: To add new accounts to an existing structure, see the procedure Note 3 How to Add
Accounts to an Existing Structure; if you have just added the structure, and the
Customized Financial Statement Structure screen still displays the information about the
structure, you can begin with step 3.
1. On the Customized Financial Statement Structure screen, select Query. The screen enters
Query mode.
2. Enter the report code to which you want to link accounts. The screen displays the structure
that you previously added.
3. Select G/L / Remove. The cursor moves to the Type field.
4. Move the cursor to the line from which you want to delete accounts, then select Finish. The
G/L Account Update screen appears.
5. Enter Y in the Select (Slct) column for each account you want to delete, then select Finish.
The system prompts you to confirm that you want to update your selections.
6. Enter Y. The G/L Account Update screen appears.
7. Do you want to remove more accounts?
• If yes, repeat steps 4-6.
• If no, select Cancel. The Customized Financial Statement Structure screen
appears.

Financial Reports 270 General Ledger

Auditing and Reconfiguring a Report Structure

Introduction
Report structures created and modified using the Custom Financial Statements menu options can
sometimes become corrupted. Corruption occurs when the types of report components (block,
group, schedule, and item) are not in the correct order. For example, if a block is followed by a
schedule and then by a group, corruption has occurred. The Audit/Reconfigure option in Financial
Statement Structure Entry automatically corrects out of order conditions in a structure, using the
the rules defined in Four Levels in the Reporting Hierarchy in this section.
In addition, you can manually reorganize the lines in a structure. For example, if you want to
move a block of a report to a different relative position, you select only the first line in the block
and change the order number. The program will automatically select all the lines that are logically
associated with that block (i.e., its supporting groups, schedules, items, and accounts) and move
them with their block to the location specified by the order.

Before you Begin

You must know the year and the four-character report code you want to correct in order to use
this procedure.

General Ledger 271 Financial Reports

How to Audit or Reconfigure a Structure
Follow these steps to audit or reconfigure a report structure.
1. From the Custom Financial Statements menu, select Financial Statement Structure
Entry. Enter any parameters you want to use for the processing session, then select
Finish. The Customized Financial Statement Structure screen appears.
2. Select Audit. Do errors exist in the structure?
• If no, the program will display the report and associate an order number to each
line.
• If yes, the program will first display diagnostic messages that explain the errors. It
will then attempt to correct the report and to display it, including order numbers.
3. Do you want to reconfigure the structure by resequencing some of its lines?
• If no, go to step 6.
• If yes go to step 4.
4. Click on the line number associated with the line you want to move. Note that the
system will automatically move any subordinate lines associated with the line you select
(e.g., if you select a group line, the system will move its subordinate schedule and item
lines).
5. Enter the number of the line after which you want to place the selected line (and its
subordinate lines). For example, if you want to place Concession Revenue after Ticket
Revenue, and Ticket Revenue is on line 5, enter 5 as the order number for Concession
Revenue. Click anywhere in the Order column, and the system will resequence the
lines. Note that the system will prevent you from reordering lines if they will result in a
corrupted structure (e.g., you cannot place an item line between a block line and a
group line).
6. Are you done auditing or reconfiguring the statement?
• If yes, click Finished. The system prompts you about saving your changes. Click
Yes. The Audit Update/Reconfigure Statement screen disappears, and the system
displays the Customized Financial Statement Structure screen.
• If no, repeat steps 4 and 5 until the structure has the order you want, then click
Finished. The system prompts you about saving your changes. Click Yes. The
Audit Update/Reconfigure Statement screen disappears, and the system displays
the Customized Financial Statement Structure screen.

Financial Reports 272 General Ledger

Using Sets and Formats in a Report Structure

Introduction
You can use the options from the Custom Financial Statements menu to produce a variety of
report types. The simplest type is the single column report for which you select individual
accounts to display on each report line. More complex reports contain accounts that you
designate using sets, and/or multiple columns with various types of data in each column.

Before You Begin

Before you can define sets of accounts for a report, or designate the formats for a report, you
must first create the report structure using the customized reporting features described in this
section. For more information, see Adding a Report Structure.

How to Define Sets

Follow these steps to create account sets.
1. Select Fin Set Table from the Custom Financial Statements menu. The fin_set_table
PERFORM screen appears.
2. From the ring menu on the PERFORM screen, select Add.
3. Enter a one-character code name for the set. You can use both upper- and lower-case
letters, and the digits 0-9 to name the set.
4. Enter a description of the set.
5. Save your changes, then select Exit. The Custom Financial Statements menu appears.

How to Assign Accounts to Sets

Follow these steps to assign your accounts to sets.
1. Select Fin Stmnt Struct Entry from the Custom Financial Statements menu. Designate the
year for which you want to design reports, the printer you want to use, and (optionally) the
fund you want to report, then select Finish. The Customized Financial Statement Structure
screen appears.
2. Perform a query to locate the report structure that you want to use.
3. Select the G/L command. A drop-down box of additional commands appears.
4. If you want to delete accounts or change the account set designations for an existing
structure, select Modify. If you want to add accounts to a structure for the first time (or
designate additional accounts for the structure), select Attach.
5. Did you select Attach or Modify?
• If Attach, go to step 6.
• If Modify, go to step 10.
6. Move the cursor to the line on which you want to report account balances, then use the
Select command. The G/L Account Selection screen appears.
7. Enter Y in the Slct column next to the accounts that you want to report on the selected line.
The cursor moves to the Set column on the screen.
8. Enter the account set identifier you defined in the Financial Set table. When you are done,
select Finish and confirm your updates. The Customized Financial Statement Structure
screen appears.

General Ledger 273 Financial Reports

 9. Do you want to attach more accounts?
• If yes, repeat steps 6-8.
• If no, go to step 12.
10. Move the cursor to the line you want to modify, then use the Select command. The G/L
Account Update screen appears.
11. If you want to remove accounts from the structure, set the value in the Rmv column to Y. If
you want to assign accounts to sets, enter the account set identifier you defined in the
Financial Set table in the Set column. When you are done, select Finish, then confirm your
selections.
12. Select Finish from the Customized Financial Statement Structure screen, then select Exit.

How to Define Formats for Report Structures

You can define one or more formats for each report structure. For example, if you create an
income statement structure, one format may contain a prior year’s data within the structure, and
another may display the current year-to-date amounts. Each format can have an unlimited
number of columns; however, paper size can affect the number of columns you can display on a
printed report.
In each column of the format, you can designate different periods within various fiscal years and
also use different types of amounts (e.g., actual, encumbered, or budgeted, and temporarily
restricted, permanently restricted, or unrestricted). You can also use the sets of accounts that you
defined in the Financial Set table and assigned within the Financial Statement Structure Entry
menu option.
Complete the following steps to create a report structure with multiple columns and varying types
of data. For complete information about the screens that you use, see Using the General Ledger
screens in this guide.
1. Select Fin Rpt Format Entry from the Custom Financial Statements menu, designate the
printer you want to use, then select Execute. The Financial Report Format Tables screen
appears.
2. Select Add. The screen enters Add mode.
3. Enter the name of an existing report for which you want to add a structure, using Table
Lookup if necessary, then move the cursor to the Format field.
4. Enter a new name for the format, then select Finish. The cursor moves to the column
definition area of the screen.
Note: The combination of the report name and the format name must be unique.
5. Define the contents of one or more report columns, then select Finish when the format
definition is complete. Confirm that you want to save the format, then select Exit. The
Custom Financial Statements menu appears.

Financial Reports 274 General Ledger

How to Modify Report Formats
Follow these steps to change a report format. For complete information about the screens that
you use, see Using the General Ledger screens in this guide.
1. Select Fin Rpt Format Entry from the Custom Financial Statements menu, designate the
printer you want to use, then select Finish. The Financial Report Format Tables screen
appears.
2. Select Query. The screen enters Query mode.
3. Enter the name of the report and the name of the format, using Table Lookup if necessary,
then select Finish. The format information displays on the screen.
4. Select Modify, then immediately select Finish. The screen is in Modify mode, and cursor
moves to the Header field for Column 1.
5. Enter the changes you require, then select Finish. Confirm that you want to save your
modifications, then select Exit. The Custom Financial Statements menu appears.

General Ledger 275 Financial Reports

Producing Reports from Structures

Introduction
After you create your unique financial reporting structures, you can produce reports as needed.
Access the menu option for producing reports by making the following menu selections from the
Fiscal Management Main menu:
1. Accounting
2. Reports Menu
3. Financial Statements Menu
4. Struct Fin Stmt Generation (Structured Financial Statement Generation)

How to Produce Reports

Before you can generate your reports, you must provide processing parameters on the
Structured Financial Statement Generation screen. For more information about these
parameters, see Using the General Ledger Screens in this guide.

Features
The reports you produce from your unique structures can display the following types of
information:
If you enter ... And ... The result is ...
Fiscal year Comparative Fiscal A two-column report of comparative
Year information
• Fiscal year (e.g., 9697) • Beginning Fiscal A two-column report of comparative
• Comparative fiscal year Period (e.g., JUL) information for the two specified
(e.g., 9596) • Ending Fiscal Period years, and for the same fiscal
(e.g., AUG) period (e.g., July, 1996 - August
1996, and July, 1995 - August,
1995)
• Y in the Actual Amount A report with actual amounts only
Type? field.
• N in the Encumbrance
Amount Type? field
• N in the Budget Amount
Type? field
• Y in the Actual Amount A report that displays the sum of
Type? field. actual and encumbrance amounts
• Y in the Encumbrance
Amount Type? field
• N in the Budget Amount
Type? field

Financial Reports 276 General Ledger

Downloading Reports from Structures

Introduction
After you create your customized reports, you can route the output to files. The files are routed to
your home directory within the UNIX operating system, and can be downloaded to a PC
application (e.g., Microsoft Excel). From within the PC application, you can format, apply
formulas, use cut-and-paste functionality, and manipulate the data display as desired.
Access the menu option for routing reports to downloadable files by making the following menu
selections from the Fiscal Management Main menu:
1. Accounting
2. Reports Menu
3. Financial Statements Menu
4. Strct Fin Stmt Download (Structured Financial Statement Download)

Before you Begin

Before you decide to download your report output to your PC, contact your Jenzabar coordinator
for information about the downloading protocol in use at your institution.

How to Download Reports

Follow these steps to download report output:
1. On the Structured Financial Statement Download File screen, enter the processing
parameters you want. For more information about these parameters, see Using the
General Ledger Screens in this guide. Select Finish to display the Output Parameters
and Scheduling window.
2. Set the time and date for running the download process, then select Finish.
3. After the process is complete, verify that your output file contains the data you expect. If
problems occur, review your email to determine the cause.
4. Use your institution's download protocol (e.g., ftp) to transfer the data file from your
UNIX system to your PC. Since the file is saved as text, you can then open it in most
PC applications for further display modifications.

General Ledger 277 Financial Reports

]

SECTION 7 - PERFORMING YEAR-END PROCESSING

Overview

Introduction
This section provides information and procedures for you to follow when you:
• Prepare for an independent audit
• Audit your accounting records for accuracy
• Define the accounts you want to close
• Run closing reports
• Create and post the closing entries
• Roll subsidiary balances forward to the current period

Before You Begin

Before you begin to use year-end procedures, remember the following:
• All the records in your subsidiary and general ledgers must contain correct information before
you can complete year-end processing.
• You must know which account balances you need to close, and which account balances you
want to roll forward to the new accounting period.
• See the Using the General Ledger screens section of this guide when you complete the fields
on the screens you use for period-end processing.
• You can perform year-end processing whenever your fiscal year ends.

The Process
The following lists the general phases that take place before, during, and after you perform year-
end processing.

Phase 1
Prepare for an independent audit.
Phase 2
Run General Ledger Audit and Subsidiary Account Audit to ensure the accounting records
contain correct, uncorrupted information.
Phase 3
Make corrections, if necessary.
Phase 4
Identify the accounts you want to close, and the offsetting Fund Balance account you want to
use for the closing.
Phase 5
Create, validate, and post the closing entries.
Phase 6
Create the balance forward entries. The system creates entries for all accounts, but only
those with non-zero balances are posted.
Phase 7
Post the year-end entries to the general ledger. Note that closing entries must be created
and posted before the balance forward entries can be created and subsequently posted.
Phase 8
Run Balance Status Update, then roll existing subsidiary balances forward into the new
accounting period.

General Ledger 279 Year End Processing

Preparing for an Independent Audit

Introduction
Before you close accounts for a fiscal year, you or an independent auditor can use the Financial
Auditing menu to run a series of queries and reports from your database. The Financial Auditing
features also enable you to generate and print letters to confirm account balances at random.

Performing Queries
The Auditing Main menu includes querying options discussed in Querying Account Information in
this guide. To begin a query, select one of the following options from the Auditing Main menu:
• The Accounting Query option allows you to query accounting information. This option also
appears on the Accounting Main menu. For more information about Accounting Query, see
Querying Account Information in this guide.
• The Budget Review option allows you to review posted budget, encumbrance, and actual
general ledger account balances. For more information about Budget Review, see Querying
Budget Information in this guide.
• The Bursar Query option allows you to query the student accounts. This option also appears
on the Student Accounts/Billing: Student Billing Menu and Fiscal Management: Cash
Receipts Main menu. For more information about Bursar Query, see Querying Student
Information in this guide.

Confirmation Letters
The Select Confirmation Letters option allows you to generate random confirmation letters based
on the parameters you set. You can control the number of confirmation letters you generate
depending on the parameters you set for the Beginning Number, Incremental Number, and
Amount. You can print the confirmation letters you select using the Print Confirmation Letters
option.

Financial Auditing Reports

The Reports Menu contains the financial auditing reports. For more information, see Producing
Financial Reports in this guide.

Year End Processing 280 General Ledger

]

Running General Ledger Audit

How to use General Ledger Audit

The following lists the steps to follow when you use General Ledger Audit to determine if your
account balances and accounting records are correct.
Although this section contains information about year-end processing, you can and should use
General Ledger Audit frequently (e.g., weekly) to ensure you identify and correct errors on a
timely basis; this procedure provides steps for using the G/L Report screen. For descriptions of all
G/L Report screen fields, see Using the General Ledger screens in this guide.
1. Use the following menu path to locate the General Ledger Audit menu option and display the
G/L Report screen:
• Fiscal Management
• Accounting
• Period End Processing menu
• General Ledger Closing
• Audit menu
• G/L Report
Note: Use G/L Report first, to identify your errors. Use G/L Report and Update after you
have corrected errors, and want glaudit to complete the correction process.
2. Enter the parameter information you want to use to process the General Ledger Audit, then
select Finish. The Output Parameters and Scheduling window appears.
3. Enter the time of day you want to execute the General Ledger Audit, then select Finish to
schedule the General Ledger Audit, or execute the Audit immediately.
Note: Enter NOW if you want the process to run immediately, and enter Y in the
Background field if you want to perform other CX tasks while the process
executes.
4. When the process completes, do the following to correct any inconsistencies or errors in
your General Ledger records:
• Access your electronic mail to review the output.
• Resolve the audit output, correcting errors as required.
• Use G/L Report and Update to complete the corrections, if necessary.
Note: Refer to Responding to System Messages for assistance in interpreting and
resolving errors.

General Ledger 281 Year End Processing

Example General Ledger Audit Output
The following sample glaudit report contains some of the types of errors you might encounter
when you run General Ledger Audit. Note that the report contains three different sections,
reflecting the different types of errors and inconsistencies glaudit can identify.
Note: For a complete description of the audit exceptions on this report, and other messages
you may receive from the General Ledger Audit process, see Responding to System
Messages in this guide.
From: CARS Database Super User <carsu@carshp.carsinfo.com>
To: username@carshp.carsinfo.com
Subject: [a] G/L Report
Status: RO
General ledger audit run
GLAUDIT completed successfully.
The following is the GLAUDIT Report:
ACT 9293
Mnth S Journal Entry Vch_amt Trans_amt Error

BAL No Errors Found for Period

JULY No Errors Found for Period
AUG I CH001881-0000 -5000.00 0.00 Detail Amt/No Sum Amt
SEPT I CH001966-0000 0.00 -6.00 No Detail Amt/Sum Amt
I CH001984-0000 0.00 0.00 Detail Amt/No Sum Amt
OCT F AC001779-0001 200.00 0.00 Fund Debits != Credits
F AC001779-0001 0.00 -200.00 Fund Debits != Credits
F AC001780-0002 0.00 -200.00 Fund Debits != Credits
NOV F AC001177-0002 200.00 0.00 Fund Debits != Credits
F AC001177-0002 0.00 -200.00 Fund Debits != Credits
.
.
I CH002037-0000 -145.00 0.00 Detail Amt/No Sum Amt
I CH002042-0000 -1.00 0.00 Detail Amt/No Sum Amt
DEC I CH002053-0000 -1.00 0.00 Detail Amt/No Sum Amt
JAN No Errors Found for Period
FEB I CH002072-0000 -1.00 0.00 Detail Amt/No Sum Amt
I CH002074-0000 -3321.64 0.00 Detail Amt/No Sum Amt
MAR No Errors Found for Period
APR I SA000478-0000 200.00 0.00 Detail Amt != Sum Amt
MAY I CH002096-0000 -37.50 0.00 Detail Amt/No Sum Amt
I CH002097-0000 -70.00 0.00 Detail Amt/No Sum Amt
JUNE No Errors Found for Period
ADJ No Journal Exists
CLS No Errors Found for Period

Number of Errors 41

Mnth Account G/L_amt Trans_amt Error

Number of Errors 0

Doc Stn Cash Computed Error

AP 0 0.00 1937.50 Doc cash amt != computed amt

AP 0 0.00 1937.50 Doc beg bal != computed beg bal
CR 0 263.00 -4802.00 Doc cash amt != computed amt
CR 0 96.00 -4802.00 Doc beg bal != computed beg bal
CR 1 38597.55 0.00 Doc cash amt != computed amt
CR 1 -1091.50 0.00 Doc beg bal != computed beg bal
DD 0 0.00 856.51 Doc cash amt != computed amt
DD 0 0.00 856.51 Doc beg bal != computed beg bal
CR 4 350.00 0.00 Doc cash amt != computed amt
CR 18 0.00 101.00 Doc cash amt != computed amt

Year End Processing 282 General Ledger

]

Fields on the General Ledger Audit Output

The following table lists and describes the columns of information in each section of the glaudit
output:
Report
section Field Description
Section 1 Error A brief explanation of the error that glaudit detected
Journal Entry The name and number of the journal, and the entry number
within the journal, in which glaudit detected the error
Mnth The posting period for the journal, entry, or transaction
S The status of the journal. Valid statuses include the following:
• C (Continued, but terminated prematurely)
• F (Finished)
• I (Incomplete)
• S (Started)
• U (Updating)
• V (Void)
• W (Work in progress)
Note:
Journals with a status of C, S, or W are either in progress, or
exist in an abnormal processing condition because of a system
problem that occurred during their processing.
Trans_amt The sum of the transactions
Vch_amt The amount stored in the journal records
Section 2 Account The account number in which glaudit detected the error
Error A brief explanation of the error that glaudit detected
G/L_amt The amount stored in the gl_amt_rec
Mnth The numeric code for the fiscal month (e.g., 01 is the numeric
code for July for fiscal years that run from July 1 to June 30)
Note:
You define numeric codes in the Fiscal Calendar record.
Trans_amt The correct amount established by the transactions
Section 3 Cash The amount stored in the Document table
Computed The amount computed by glaudit
Doc The Document code affected
Error A brief explanation of the error that glaudit detected
Stn The station number affected

General Ledger 283 Year End Processing

Running Subsidiary Account Audit

How to use Subsidiary Account Audit

Follow these steps to use Subsidiary Account Audit to determine if your account balances and
accounting records are correct.
Note: Although this section contains information about period-end processing, you can and
should use Subsidiary Account Audit frequently (e.g., weekly) to ensure you identify and
correct errors on a timely basis.
1. Use the following menu path to locate the Subsidiary Account Audit menu option.
• Fiscal Management
• Accounting
• Period End Processing menu
• General Ledger Closing
• Audit menu
• S/L Report
Note: Use S/L Report first, to identify your errors. Use S/L Report and Update after you
have corrected errors, and want Subsidiary Audit to complete the correction
process.
2. Enter the parameter information you want to use to process the Subsidiary Account Audit,
then select Finish. The Output Parameters and Scheduling window appears.
3. Enter the time of day you want to execute the Subsidiary Account Audit, then select Finish
to schedule the Subsidiary Account Audit, or execute the Audit immediately.
Note: Enter NOW if you want the process to run immediately, and enter Y in the
Background field if you want to perform other CX tasks while the process
executes.
4. When the process completes, do the following to correct any inconsistencies or errors in
your subsidiary records.
• Access your electronic mail to review the output.
• Resolve the audit output, correcting errors as required.
Note: Refer to Responding to System Messages for assistance in interpreting errors
and resolving errors.

Year End Processing 284 General Ledger

]

Example Subsidiary Account Audit Output

The following sample report, titled S/L Report, contains some of the types of errors you might
encounter when you run Subsidiary Account Audit.
Note: For a complete description of the audit exceptions on this report, and other messages
you may receive from the Subsidiary Account Audit process, see Responding to System
Messages in this guide.

From: CARS Database Super User <carsu@carshp.carsinfo.com>

To: username@carshp.carsinfo.com
Subject: [c] S/L Report
Status: RO

Page: 1
Audit of Subsidiary Entries for 'S/A ':

Sub_no Ent Serial Code Period Amount Amount Description

------ ---- ------- ---- ------ ----------- ----------- ------------------------
2203 1761298529 SB NEWS 80.00 Trans Bal/Tot assoc error
2203 1761298624 SB STUN -1050.00 Trans Bal/Tot assoc error
13542 2 BILL 0.00 0.00 No Trans for Entry
13542 2 BILL 0.00 574.50 Sum of Trans != to Entry
13542 502.98 -71.52 Sum of Entries != to SA
.
.
.
16701 3 BILL 3120.00 3145.00 Sum of Trans != to Entry
16701 -288.59 -313.59 Sum of Entries != to SA
16802 1 BILL 0.00 0.00 No Trans for Entry
16802 1 BILL 0.00 28.90 Sum of Trans != to Entry
16802 30.62 1.72 Sum of Entries != to SA
17289 3 BILL 1265.00 3145.00 Sum of Trans != to Entry
17289 282.21 -1597.79 Sum of Entries != to SA
17291 4 BILL 3150.00 3175.00 Sum of Trans != to Entry
17291 206.72 181.72 Sum of Entries != to SA

Error count for S/A : 35

Subsidiary audit found '35' errors

General Ledger 285 Year End Processing

Fields on the S/L Report
The following lists and describes the columns of information in each section of the S/L report:
Note: Depending on the type of error, some of the columns of information may be blank or
contain somewhat different information. For example, the Period field can contain a
period code for a missing balance or total code error, or it can contain a tot code for a
balance code assignment error.
Amount (First)
The correct computed amount, based on the detail records.
Amount (Second)
The incorrect amount that appears in the records.
Code
Entry type, balance code or total code (depending on the type of error).
Description
A description of the error.
Ent
The subsidiary entry number, if applicable.
Period
The balance or total period.
Serial
The serial number of the subsidiary transaction, if applicable.
Sub_no
The subsidiary number (usually the ID number).

Year End Processing 286 General Ledger

]

Preparing for Year-End Closing

Steps to Prepare for Year-End Closing

After you reconcile the accounts and records that appear on your institution’s database, you can
prepare your accounts and database for year-end closing, and for the new period of accounting
activity. The following lists the processing phases you must complete to prepare for year-end
closing.

Phase 1
Ensure you have corrected the errors identified by General Ledger Audit and Subsidiary
Account Audit.
Phase 2
Print the trial balance to verify your account balances.
Phase 3
Create accounts for the new fiscal year.
Phase 4
Create General Ledger Closing records for the closing process.
Phase 5
Review the closing records for accuracy and for consistent Net Asset Indicators, if
applicable.
Phase 6
Create and post the closing entries.
Phase 7
Create and post the balance forward entries.
Phase 8
Review year-end reports for accuracy.

How to Create Account Records for the New Fiscal Period

Year-end closing requires that you create records for the accounts you want to carry forward to
the new fiscal period.
Follow these steps to use CX menu options to create the records you need for the new fiscal
period.
1. Do you have some accounts you do not want to carry forward to the new year?
• If yes, select the following menu options:
− Accounting Main menu
− G/L Maintenance menu
− Either of the following:
Terminate G/L Accounts
Update G/L Accounts
• If no, go to step 5.
2. Did you select Terminate G/L Accounts?
• If yes, enter the fiscal year and account number you want to discontinue, then
select Finish. The Output Parameters and Scheduling window appears. Go to step
3.
• If no, go to step 4.

General Ledger 287 Year End Processing

 3. Enter the time of day you want to terminate the account, then select Finish to schedule the
termination of the account, or execute the process immediately. Go to step 5.
Note: Enter NOW if you want the process to run immediately, and enter Y in the
Background field if you want to perform other CX tasks while the process
executes.
4. On the General Ledger Account Records screen do the following to update the records for
the accounts you do not want to use in the new fiscal period.
• Select Query to locate the account you want to terminate for the coming fiscal
period. Select Update to change the record.
• Repeat as necessary to locate and terminate the accounts.
• Select Exit when you are done.
5. Use the following menu path to locate the General Ledger Closing menu option:
• Fiscal Management
• Accounting
• Period End Processing menu
• General Ledger Closing
6. Select Add G/L Accounts, then enter the following information. The Output Parameters and
Scheduling window appears.
• The fiscal year from which you want to copy the account records, (e.g., 9495).
• The fiscal year for which you want to copy the account records, (e.g., 9596).
• Select Finish.
7. Enter the time of day you want to add the records, then select Finish to schedule the adding
of records, or execute the process immediately.
Note: Enter NOW if you want the process to run immediately, and enter Y in the
Background field if you want to perform other CX tasks while the process
executes.

How to Add, Review, and Edit General Ledger Closing Fund Balance Records
After you prepare the accounts for the next fiscal year, you are ready to add general ledger
closing fund balance records. In CX, you add records (the Closing Fund Balance record) that
become the basis of closing entries. The Closing Fund Balance report enables you to review the
records you add, and then, if necessary, you can edit the records you add.
Follow these steps to add, review, and edit the Closing Fund Balance records you need to create
closing entries.
Note: This procedure provides steps for using the Closing Fund Balance Record screen. For
descriptions of all Closing Fund Balance Record screen fields, see Using the General
Ledger screens in this guide.
1. From the Accounting: General Ledger Closing menu, select Add Closing Fund Balances.
The parameter window for adding Closing Fund Balance records appears.
2. Enter the parameter information you want to use to add the Closing Fund Balance records,
then select Finish. The Output Parameters and Scheduling window appears.
3. Enter the time of day you want to add the fund balance records, then select Finish to
schedule the process, or create the fund balance records immediately.
Note: Enter NOW if you want the process to run immediately, and enter Y in the
Background field if you want to perform other CX tasks while the process
executes.

Year End Processing 288 General Ledger

]

4. After the process completes, select Closing Fund Bal Report from the General Ledger
Closing menu, and specify the year and funds for which you want to review the newly-
created fund balance records, then select Finish. The Output Parameters and Scheduling
window appears.
5. Enter the time of day you want to produce the Closing Fund Balance Report, then select
Finish to schedule the Closing Fund Balance Report, or generate the report immediately.
Note: Enter NOW if you want the process to run immediately, and enter Y in the
Background field if you want to perform other CX tasks while the process
executes.
6. Repeat steps 4 and 5, except select Missing Fund Bal Report to schedule the Missing Fund
Bal Report, or generate the report immediately.
7. After the process completes, review the reports for accuracy and completeness. Does the
Closing Fund Balance Report list all the accounts you want to close? Does the Missing
Fund Balance Report include only the accounts you do not want to close?
• If yes, you have completed this procedure.
• If no, select Edit Closing Fund Balances from the Accounting: General Ledger
Closing menu, then select Finish and the Closing Fund Balance Record screen
appears.
8. On the Closing Fund Balance Record screen do the following to update the Closing Fund
Balance records for the accounts that were incorrect or missing on the Closing Fund
Balance Report.
• Select Query to locate the record you want to change. Select Update to change
the record.
• Repeat as necessary to locate and change the accounts.
• If you need to add records, select Add, then enter information about the records.
• Select Exit when you are done.

General Ledger 289 Year End Processing

Example of the Closing Fund Balance Report
The following report is an example of the Closing Fund Balance Report. After you add Closing
Fund Balance records, review the Closing Fund Balance Report for completeness and accuracy.

Mon Mar 13 1995 CARS College Page 1

11:53 CLOSING FUND BALANCE REPORT clsgfbacct

Fiscal Year 9495 Fund: 10-79

Account Closed To Accounts Closed From

Fd Func Obj Subf Fd Func Obj Subf
-- ---- ---- ---- -- ---- ---- ----
10 3001 10 1001 6002
10 1002 6001
10 3003 10 5001
10 5025
10 5026
10 5027
10 5028
10 5511
10 5552
10 5701
10 5713
10 9999
10 1001 6000
10 1001 6001
10 1001 6005
10 1001 6020
10 1001 6113
10 1001 6161
10 1002 6000
10 1002 6002
10 1002 6010
10 1002 6011
10 1002 6020
10 1002 6105
10 1003 6000
10 1003 6001
10 1003 6003
10 1003 6011
10 1003 6020
10 1003 6024
10 1003 6100
10 1003 6101
10 1007 6101
10 1009 6000
10 1027 6000
10 1039 6000
10 1411 6000
10 1411 6011
10 1411 6020
10 1515 6000

Location: /disk06/carsdevi/modules/accounting/reports/clsgfbacct
Revision: G.101.110.2 02/26/93 15:51:03

Year End Processing 290 General Ledger

]

Fields on the Closing Fund Balance Report

The fields on the Closing Fund Balance Report and their descriptions are as follows:
Fiscal Year
The fiscal period for which you are performing year-end processing.
Fund
The fund or funds for which you are performing year-end processing.
Account Closed to
The fund balance account to which you want to transfer the balances of the accounts you
are closing.
Account Closed From
The nominal (income and expense) accounts for which you want to transfer the balances,
(e.g., the accounts for which you want to create a zero beginning balance).

Example of the Missing Fund Balance Report

The following report is an example of the Missing Fund Balance Report. After you add Closing
Fund Balance records, review the Missing Fund Balance Report to verify that it includes only the
accounts you do not want to close.

Wed Mar 15 1995 CARS College Page 1

14:31 MISSING FUND BALANCE REPORT clsgfbmiss

Fund: 10
Fiscal Year 9394 Fund: 10-79
Fd Func Obj Subf
-- ---- ---- ----
10 5001
10 5022
10 5023
10 5024
10 5025
10 5027
10 5151
10 5211
10 5318
10 5501
10 5502
10 5551
10 5712

Fields on the Missing Fund Balance Report

The fields on the Missing Fund Balance Report and their descriptions are as follows:
Fiscal Year
The fiscal period for which you are performing year-end processing.
Fund
The fund or funds for which you are performing year-end processing.
Fd/Func/Obj/Subf
The account for which you have not created a Closing Fund Balance record.

General Ledger 291 Year End Processing

How to Verify the Net Asset Indicators in Closing Entries
If your institution complies with FASB standards (specifically FASB statement 117), then every
account at your institution contains a Net Asset Indicator that flags the account as Permanently
Restricted (P), Temporarily Restricted (T), or Unrestricted (U). To maintain compliance with the
FASB statement, you must ensure you do not close one type of account into another type of
account. The Edit Check for Closing process examines the Net Asset Indicators for all the
accounts involved in the closing process, and displays exceptions on the Edit Checking for
Closing Program screen.
Follow these steps to review and edit the entries that appear on the Edit Checking for Closing
Program screen.
1. Select the following options, beginning at the Fiscal Management Main menu to cause the
Edit Checking for Closing Program screen to appear.
• Accounting
• Period End Processing menu
• General Ledger Closing
• Edit Check for Closing
• Enter the fund number and the fiscal year, (e.g., 9697, then select Finish).
2. Select Correct. The screen enters Correct mode, and the cursor moves to the Fd (Fund)
field of the first transaction account.
3. Move the cursor to the field you want to change, then enter the correct account information.
When you have corrected every account, select Finish. The program saves your changes
and exits Correct mode.
4. Select Exit. The General Ledger Closing menu appears.

Year End Processing 292 General Ledger

]

Completing Year-End Closing

Steps to Complete Year-End Closing

After you verify that you have correct accounting information and you have identified all the
accounts you want to close, you are ready to complete your year-end processing. The following
lists the phases you must complete for year-end closing.

Phase 1
Create the Fiscal Calendar record for the new year.
Phase 2
Create and post your closing entries.
Phase 3
Create and post your balance forward entries.

How to Create the New Fiscal Calendar Record

Before you prepare the closing and balance forward entries, you should validate the Fiscal
Calendar for the coming accounting year This process need not occur before you create these
entries, but it must occur before you post the balance forward entries.
Note: While you are creating the Fiscal Calendar record, you may want to coordinate with the
Student Billing office on your campus about creating new Student Billing charge codes.
For more information about defining the new charge codes, see Preparing for a New
Billing Period in Implementing Student Billing.
Follow these steps to create the new Fiscal Calendar record.
1. Select the following menu options from the Fiscal Management Main menu to cause a
parameter window to appear.
• Accounting
• Table Maintenance
• Financial (F-I) Add Fiscal Calendar
2. Enter the following information, then select Finish. The Output Parameters and Scheduling
window appears.
• The year from which you want to copy the calendar
• The year for which you want to create the calendar
• The subsidiary(ies) you do not want to copy into the new Fiscal Calendar record
(for example, the S/A subsidiary records may have already been created before
you were ready to perform this step, and therefore do not need to be copied again)
3. Enter the time of day you want to create the Fiscal Calendar record, then select Finish to
schedule the creation of the Fiscal Calendar record, or create the record immediately.
Note: Enter NOW if you want the process to run immediately, and enter Y in the
Background field if you want to perform other CX tasks while the process
executes.

General Ledger 293 Year End Processing

How to Create Closing Entries
The General Ledger Closing process uses the information in the Closing Fund Balance records to
create your closing entries. The program adds the amounts in periods 00 through 13 (BAL
through ADJ, as defined in the Fiscal Calendar record), compares the total to the amount (if any)
that has already been posted to the period 14 (CLS period), and then posts any difference to the
CLS period. If the balance is positive, the program debits the fund balance, and credits the
account being closed. If the balance is negative, the program credits the fund balance, and debits
the account being closed. In other words, for each of the postings to an account being closed, the
system creates an offsetting posting to the Fund Balance account specified in the related Closing
Fund Balance record. Note that the system maintains debits as positive numbers, and credits as
negative numbers.
Follow these steps to create closing entries.
1. Select Create Closing Entry from the Accounting: General Ledger Closing menu. A
parameter window for creating the entries appears.
2. Enter the following information, then select Finish. The Output Parameters and Scheduling
window appears.
• The fiscal year for which you want to create the entries.
• The amount type (e.g., ACT or ENC).
• The fund for which you want to create closing entries.
• The journal type (or reference) you want to use to post the closing transactions.
Note: Use the AC journal for the ACT amount type; use the PC journal for the ENC
amount type.
3. Enter the time of day you want create the entries, then select Finish to schedule the creation
of the entries, or create the entries immediately. Enter NOW if you want the process to run
immediately, and enter Y in the Background field if you want to perform other CX tasks while
the process executes.
Note: You can run the create/post process as often as necessary until all the entries
are accurate and complete.

How to Create Balance Forward Entries

After your closing entries are posted, follow these steps to create balance forward entries.
1. Select Create Balance Forward Ent from the Accounting: General Ledger Closing menu. A
parameter window for creating the entries appears.
2. Enter the following information, then select Finish. The Output Parameters and Scheduling
window appears.
• The fiscal year from which the balances will be brought forward
• The fiscal year for which you want to create beginning balances
• The amount type for which you want to create beginning balances (e.g., ACT or
ENC)
• The fund for which you want to create beginning balances
• The journal type for which you want to create beginning balances
Note: Use the AC journal for the ACT amount type; use the PC journal for the ENC
amount type.
3. Enter the time of day you want create the entries, then select Finish to schedule the creation
of the entries, or create the entries immediately. Enter NOW if you want the process to run
immediately, and enter Y in the Background field if you want to perform other CX tasks while
the process executes.
Note: You can run the create/post process as often as necessary until all the entries
are accurate and complete.

Year End Processing 294 General Ledger

]

How to Post Entries to the General Ledger

After you create the closing and balance forward entries for the end of the fiscal period, you use
the file posting program (filepost) to post the entries to the general ledger. You can then review
the results of the posting by producing two general ledger journal reports. The first report sorts
information by general ledger entry number, and the second report sorts information by general
ledger account number.
Follow these steps to post the closing and balance forward entries, and produce the reports to
verify the posting.
1. Select Post to General Ledger from the Accounting: General Ledger Closing menu.
2. Select Finish. The Post to General Ledger appears with the cursor in the Post date field of
the first file name.
3. Use <Ctrl-f>, <Ctrl-b>, and the arrow keys to move the cursor to the file name that contains
the closing entries.
4. Do you want to use a different posting date for the closing entries?
• If yes, change the date.
• If no, press <Enter>.
5. Enter the posting period you want to use for the closing entries. The cursor moves to the
Post field.
6. Press <Tab>, y, or n to change the Post field to “Y” for the closing entries file. The cursor
moves to the Prior field.
7. Do you want to process more than one file, and control the order of processing?
• If yes, enter 0 in the Prior field of the file you want to process first, then enter
successively higher numbers for the other files you want to process.
• If no, go to step 8.
8. Select Finish. The program displays a message it will send electronic mail when the posting
process is complete.
9. After the posting process sends electronic mail, review the results of the posting by selecting
G/L Journal Reports from the Accounting: General Ledger Closing menu. A parameter
window for producing the reports appears.
10. Enter the following information, then select Finish. The Output Parameters and Scheduling
window appears.
• The journal type, or reference code, (e.g., AC or AP).
• The beginning journal number.
• The ending journal number.
• The fund for which you want to create beginning balances.
• The type of output you want, or the name of the printer you want to use to print the
report.
11. Enter the time of day you want to produce the reports, then select Finish to schedule the
creation of the reports, or create the reports immediately. Enter NOW if you want the
process to run immediately, and enter Y in the Background field if you want to perform other
CX tasks while the process executes.

General Ledger 295 Year End Processing

How to Roll Subsidiary Balances Forward
As you begin a new fiscal accounting period, it is useful to consolidate all subsidiary balances into
the new period so you can determine the exact amount owed by or to the subsidiary. For
example, if a student has a debit balance from a session two years ago, and a credit balance
from the previous session, the balance at the beginning of the current session should include the
net effect of both of these previous balances.
Follow these steps to roll your subsidiary balances forward to the current accounting period.
1. Use the following menu path to locate the options for Subsidiary Balance Forward.
• Fiscal Management
• Accounting
• Period End Processing
• Subsidiary Balance Forward
2. Depending on whether you want to use Subsidiary Balance Forward for all subsidiaries or
just one (or a few) subsidiaries, select one of the following:
• All Balances Forward
• All Balances Forward by ID
Note: Your institution's policies will determine whether you consolidate debit balances
in the current period or leave them in the original period for historical purposes.
Credit balances, however, should always be brought forward.
A parameter screen appears.
3. Complete the fields on the parameter screen as follows, then select Finish. The Output
Parameters and Scheduling window appears.
• The subsidiary you want to roll forward
• The balance period(s) you want to roll forward, (e.g., FA94 SP95 SU95 FA95
SP96)
• The balance period into which you want to roll the balances (e.g., FA96)
• The balance code, (e.g., SB)
• The total code, (e.g., PREV)
• The ID number of the subsidiary you want to roll forward (if applicable)
4. Enter the time of day you want to execute the process, then select Finish to schedule the
process, or run the process immediately. Enter NOW if you want the process to run
immediately, and enter Y in the Background field if you want to perform other CX tasks while
the process executes.

Year End Processing 296 General Ledger

 SECTION 8 - RECOVERING ACCOUNTING JOURNALS

Overview

Introduction
This section provides information and procedures for you to follow when you must recover your
accounting information after a system problem. You use the Voucher Recovery (vchrecover)
process for this important maintenance activity.

Before you Begin

Before you begin to use the procedures for recovering a journal, remember the following:
• Use the Voucher Recovery process only when you have experienced a significant system
problem or system failure, or when the voucher program (as described in section 3 of this
guide) ends abnormally.
• You cannot run the Voucher Recovery process at the same time that anyone at your
institution is using the voucher program.

The Process
The following lists the general phases that take place when you run the Voucher Recovery
process.

Phase 1
Verify that no one is using the voucher program to perform accounting tasks.
Phase 2
Run Voucher Recovery.
Phase 3
Review the mail that Voucher Recovery sends about the recovery process.
Phase 4
Correct errors or enter missing transactions as required.

General Ledger 297 Journal Recovery

Running the Voucher Recovery Process

The Purpose of the Voucher Recovery Process

The Voucher Recovery process performs the these after a system failure or an abnormal exit
from the voucher program.
• It checks the Document table to verify that no documents are reserved by a particular user
ID. If any documents are reserved, vchrecover cancels the reservation by changing the user
ID number to 0.
• It reviews the journal records to determine if any journals have a status other than (F)inished,
(I)ncomplete, or (V)oid. The vchrecover program assumes any journal that does not have one
of these statuses is in progress.
• For any journals that are in progress, vchrecover examines the last entry in the journal to
determine if it completed before the abnormal end of the voucher program.
• If the last entry is not complete, vchrecover removes the entry, along with its associated
transactions and subsidiaries. An entry is incomplete if vchrecover detects any of the
following conditions:
− If the general ledger transaction debits do not equal the credits.
− If the general ledger transaction contains a subsidiary control account with no
subsidiary entries, or if the sum of the subsidiary entries do not equal the
general ledger transaction amount.
− If the sum of the subsidiary transactions does not equal the amount in the
associated subsidiary entry.
• After the last entry is validated or removed, vchrecover changes the status for the journal to
(I)ncomplete.

How to Run the Voucher Recovery Process

Follow these steps to run the Voucher Recovery program (vchrecover).
1. Use the following menu path to locate the menu option for Voucher Recovery, then select
Finish. The Output Parameters and Scheduling window to appears.
• Fiscal Management
• Accounting
• Journal Processing
• Journal Maintenance
• Journal Recovery
2. Enter the time of day you want to execute the Voucher Recovery process, then select Finish
to schedule the Voucher Recovery process, or execute the process immediately.
Note: Enter NOW if you want the process to run immediately, and enter Y in the
Background field if you want to perform other CX tasks while the process
executes.
3. When the process completes, do the following:
• Access your electronic mail to review the results of the recovery. Your electronic
mail refers you to a file location where the program routed error messages.
• Resolve the errors and incomplete journals, re-entering data as required.
Note: Refer to Responding to System Messages for assistance in interpreting and
resolving errors.
4. Use G/L Report and Update, and S/L Report and Update to complete the corrections, if
necessary. This enables you to complete the process of recovering accounting information
after a system failure.

Journal Recovery 298 General Ledger

 SECTION 9 - RESPONDING TO SYSTEM MESSAGES

Overview

Introduction
This section provides the following:
• Descriptions of the status, warning, field error, and fatal error messages that can appear
while you are using General Ledger.
• Information you need to respond to status, warning, and error messages.

Four Types of Messages

Four types of messages can appear in General Ledger. The messages appear on the comment
line, on the error line, in a dialog box, or in your electronic mail. The types of messages are:
• Status message
• Field error message
• Warning message
• Fatal error message

Descriptions of Message Types

This list describes each of the four types of messages, by degree of severity.

Status
• Assures you the program is working properly when you select an option involving a long
pause
• Can appear after you select a command or option, type data, or press a key
• Requires no action by you
• Appears on the comment line
Example: "Opening files ..."
Field error
• Tells you of an invalid field value entered, and provides valid field values from which to
choose
• Can appear after you enter an invalid code in a field
• Requires you to select a valid code from those provided in the field error message, a table
lookup, or a query, and enter it into the field
• Appears on the error line
Example: Valid values: (A,I)
Warning
• Informs you of a condition of which you must be aware in order to continue
• Can appear after you select a command or option, type data, or press a key to begin or end a
process that requires a decision
• Requires you to act or make a decision
• Appears in a dialog box
• Instructional, does not terminate processing
Example: Are you sure you want to exit? (Y/N)

General Ledger 299 System Messages

 Fatal error
• Informs you of a serious problem occurring within the system
• Can appear when the system is missing information (such as a required table or record)
needed to continue processing, or when there is a program error
• Requires you to contact the coordinator immediately to resolve the problem
• Appears in a dialog box, or in your electronic mail, as well as in your coordinator's electronic
mail
• Terminates processing
Example: "XXXX An unrecoverable error has occurred. Contact your Jenzabar CX
coordinator."

Electronic Mail Messages

Occasionally, CX programs send status or error messages to your electronic mail, as well as to
the comment or error line. Programs do not send messages about background processes to the
comment or error line, but only to your electronic mail. Such messages tell you any of the
following information:
A process was completed successfully
You can delete or save them according to your preferences or established policy.
A process was completed successfully, and exceptions were noted (e.g., you completed a
run of General Ledger Audit and the audit located some data inconsistencies)
Save the message and use it to clear errors and inconsistencies before you process any
more information.
Information cannot be found
Try the process again with new field values.
Errors have occurred while trying to complete a process
Tell your Jenzabar coordinator about the message to resolve the problem.

System Messages 300 General Ledger

Status, Warning and Error Messages

Messages you Might Receive

The following is an alphabetical list of some of the status, field error, warning, and fatal error
messages that can appear when you are using General Ledger.
Warning errors do not affect program processing, while field error messages indicate problems
you can correct by following the directions in the message. However, fatal error messages stop
the processing of a program; if you receive a fatal error, contact your Jenzabar system
coordinator immediately.
Account ‘xx-xxxx-xxxx-xxxx’ (in gle 1) for year ‘yyyy’ has been terminated. This account
cannot be used for posting.
When running filepost or other journal programs, you receive this message when you
terminate an account and then try to use the account for balance forward entries.
Bal not found for Trans
When running saaudit, you receive this message under any of the following conditions:
• The system experienced problems after the program added the transaction to the
database, but before it added the Subsidiary Balance record.
• The Subsidiary Balance record has a corrupted index.
• The Subsidiary Balance record has been manually changed or removed.
To correct this error, run make check to locate a corrupt index. If the index is corrupt, run
make repair. If the index is not corrupt, add the Subsidiary Balance record manually, then
run saaudit with update.
Detail Amt != Sum Amt
When running glaudit, you receive this message when detail transaction amounts are not
equal to the summary transaction amount (i.e., the total amount on the summary record
(created when you finish a journal)).
Detail Amt !=Sum Amt
When running glaudit, you may receive this message when a journal had a status of
(F)inished, and was later updated to an (I)ncomplete status, and was finally finished a
second time. The system creates summary amounts each time you finish a journal, and
therefore, each journal should only be finished one time. This message indicates the
summary records are invalid. To correct this error, change the journal status to (I)ncomplete
again, then contact the Jenzabar coordinator to finish the journal (from the shell) using the
following shell command: filepost -f journalname, (e.g., filepost -f AP 100 for the accounts
payable journal number 100).
Detail Amt/No Sum Amt
When running glaudit, you receive this message for all Incomplete journals, since the system
creates summary records when you finish journals. Before you continue period-end
processing, make sure your journals are all Completed.
Doc cash amt != computed amount
When running glaudit, you receive this message when the Document table values do not
agree with the amounts in journals with a document station. Run glaudit with update to
correct this situation.

General Ledger 301 System Messages

 Entry Cash != Trans Cash
When running glaudit, you receive this message when the entry cash amount does not equal
the combined total of the cash transaction amounts. Run glaudit with update to correct this
situation.
Error file for voucher ‘xxxxxxx’ created with X error(s) found
When running vchrecover, you receive this mail message. If vchrecover detected no errors,
the message will indicate “0 errors found”. If vchrecover did detect errors, the message will
include a file reference where you can locate a detailed description of the error. For more
information about the messages that appear in the vchrecover error files, see The Voucher
Recover Process Error Messages in this section.
Filepost run completed, Day Mth xx hr:mi:sc yyyy
When running filepost, you receive this mail message when the selected file posts
successfully. This is a status message and requires no action from you.
Fund Debits != Credits
When running glaudit, you receive this message when the debit and credit entries for a fund
do not balance.
G/L amt != Subs amt
When running saaudit, you receive this message under the following conditions:
• The system experienced problems when the journal was posting to the subsidiary.
Your journal had added the subsidiary entries, but had not yet added the
subsidiary transactions. To correct the error, run the Voucher Recover process,
and review the output to ensure it includes the journal. Then run saaudit with
update.
• Your Subsidiary Entry or General Ledger records contain an index problem. This
situation usually results when a process abended while Informix was updating
indexes.
• Someone at your institution manually updated the subtr_recs (Subsidiary
Transaction records) or sube_recs (Subsidiary entry records). In this situation,
select one of the following actions:
− Reverse the manual updates
− Restore the records from backup tapes at your institution
Void the entry and re-enter it correctly
Gl_amt_rec != Trans
When running glaudit, you receive this message when the account summary records do not
equal the detail records. Jenzabar assumes the detail records are correct. Run glaudit with
update to correct this situation.
Gl_amt_rec/No Trans
When running glaudit, you receive this message when you finish a journal that has no
transactions. Run glaudit with update to correct this situation; the system updates the
account summary amount to “0.”
Invalid account according to rules in gld_rec. Account ‘xx-xxxx-xxxx-xxxx’ in gle 1 is an
invalid account.
When running filepost, you receive this message when the account does not exist or is
invalid according to the rules in your Defined Account records.
Invalid Entry Type:AAAA
When running saaudit, you receive this message when the entry type in the Subsidiary Entry
record does not appear in the Entry table. To correct this situation, make an entry for the
value in the Entry table, then rerun saaudit with update.
Note: This message is an example only; your entry type may vary.
Journal Cash Cr != Cash Cr

System Messages 302 General Ledger

 Journal Cash Dr != Cash Dr
When running glaudit, you receive this message when the voucher cash amounts do not
equal the cash transaction amounts. Run glaudit with update to correct this situation.
Missing gl_amt_rec
When running glaudit, you receive this message when shell users access the database and
change or delete records. Run glaudit with update to correct this situation; the system adds a
gl_amt_rec (General Ledger Amount record) based on the values in the gltr_rec (General
Ledger Transaction record).
Missing gla_rec
When running glaudit, you receive this message when no gla_rec exists for a transaction.
This is a rare occurrence, usually due to manual updates to the General Ledger Account
record.
No Detail Amt/Sum Amt
When running glaudit, you receive this message when an account is marked as
“summarized,” but there is no summary information in the journal.
No entry for voucher
When running glaudit, you receive this message in the unlikely situation that you finished a
journal in which there are no entries. The message requires no action or correction.
No fiscal period for year=9596 amt_type=APP fc_month=BAL
When running glaudit with an Amount Type of ALL, you receive this message for amount
types relating to the Budget module when no entries have been posted to the period. The
message requires no action or correction.
Note: This message is an example only; your year, amt_type, and fc_month may vary.
No G/L records found for subsidiary ‘S/A’
When running saaudit, the audit program did not detect any activity in the subsidiary. This
message requires no action or correction.
No specific entries in the Closing Fund Balance table. Verify program arguments: fscl yr =
9596 and fund = 10.
When running glclcked, you receive this message when the program cannot locate Closing
Fund Balance records with the specified fund and fiscal year. Check the specified values
and run the process again.
No Subs for GL Trs
When running saaudit, you receive this message when the program does not locate a
subsidiary entry for a general ledger transaction. If the entry is a balance forward entry,
ignore the message. If the voucher program experienced a problem while writing the
General Ledger Transaction record (gltr_rec) and the Subsidiary Entry record (sube_rec),
use the Voucher Recover process, then recreate the entry.
No Subsidiary Account
When running saaudit, you receive this message when the program does not detect any
subsidiary account records for this subsidiary. The message requires no action or correction,
as it results when you set up a subsidiary in your tables and records, and then do not use
the subsidiary.
No Trans for Entry
When running glaudit, you receive this message when no general ledger transactions exist
for the voucher entry record.
Note: For more information, see the explanation for the message No Subs for GL Trs.

General Ledger 303 System Messages

 No Trans for Entry
When running saaudit, you receive this message under any of the following conditions:
• A system problem occurred when General Ledger was posting an entry to the journal, at a
time between the posting of the entry and the posting of the transaction. In this situation, run
the Voucher Recovery process, then run saaudit again.
• Your subsidiary transaction records contain an index problem. This situation usually results
when a process abended while Informix was updating indexes. To resolve the problem, the
Jenzabar coordinator must run make check for the subtr_recs (Subsidiary Transaction
records). Then, run make rebuild or make repair for the corrupted subtr_recs.
• Someone at your institution manually updated the subtr_recs (Subsidiary Transaction
records) or sube_recs (Subsidiary entry records). In this situation, select one of the following
actions:
− Reverse the manual updates
− Restore the records from backup tapes at your institution
− Void the entry and re-enter it correctly
− No voucher exists
When running glaudit, you receive this message when no voucher exists for the period being
audited.
Note: This is informational only, and does not usually result from an error.
Posting Complete. ‘AC-xxxx’ journal created.
When creating journal entries, you receive this message when the program successfully
posts.
Note: This is informational only.
Processing file ‘$CARSPATH/ vchpost/filename# entries in voucher ‘journal number’
successfully posted.
When running filepost, you receive this message when the process completes running. This
is a status message and requires no action, but you should note the journal number for
future reference.
Subs not in GL
When running saaudit, you receive this message when the audit detects a subsidiary entry
with no related general ledger transaction. This condition results when someone at the
institution tries to change the subsidiary account to a non-subsidiary account. In this
situation, you must change the account back to a subsidiary account, or void the incorrectly
posted entries, reposting them with non-subsidiary entries.
Sum of Bals != SA
When running saaudit, you receive this message for a journal in which the system
encountered a problem after updating one record, but before updating the second record.
Run saaudit with update to correct this situation.
Sum of Entries != SA
When running saaudit, you receive this message when the system experienced a problem
when the journal was posting to the subsidiary, or if the Voucher Recovery process
recovered a journal. This error usually accompanies the error Sum of Trs != SA, and when
you correct this error, the Sum of Entries != SA error is also corrected.
Note: This message is an example only; your subsidiary may vary.

System Messages 304 General Ledger

 Sum of Tots != SA
When running saaudit, you receive this message under the following conditions:
• The system experienced a problem after the journal updated the Subsidiary Total
or the Subsidiary Account record, and before it updated the second record. Run
saaudit with update to correct this situation.
• Someone at the institution changed the value in the ent_inv_or_pay field in the
Entry table. Valid fields are INV or PAY. If the value changed, the system
retroactively transfers all the subsidiary total amounts made with that entry type to
another amount field in the Subsidiary Total record. To correct this situation,
restore the value in the ent_inv_or_pay field to the original value, then run saaudit
with update.
Sum of Trs !=SA
When running saaudit, you receive this message when the system experienced a problem
when the journal was posting to the subsidiary, or if the Voucher Recover process recovered
a journal. Run saaudit with update to correct this situation.
Note:
• This message is an example only; your subsidiary may vary
• This error can occur when Subsidiary Account records (suba_recs) have
been deleted. If your database does not include the correct Subsidiary
Account records, manually create the suba_recs with a 0 amount, then run
saaudit with update.
Sum of Trans != to Entry
When running saaudit, you receive this message under the following conditions:
• The system experienced a problem when the journal was posting to the subsidiary.
The journal was in the process of adding the subsidiary transactions for a
subsidiary entry, but the system problem did not allow the records to be added. To
correct this problem, use the Voucher Recover process, then review the output
from the process. If the output contains a reference to the journal, then the
Voucher Recover process corrected the problem. Complete the correction by
running saaudit with update for the subsidiary.
• Someone at your institution manually updated the subtr_recs (Subsidiary
Transaction records) or sube_recs (Subsidiary Entry records). Correct this
situation in one of the following ways:
− Reverse the manual changes that appear in your records.
− Restore the subtr_recs and the sube_recs from your backups.
− Void the entry and re-enter a correct entry.
Tot not found for Trans
When running saaudit, you receive this message when the audit program cannot locate the
Subsidiary Total record. To correct this situation, add the Subsidiary Total record manually,
then rerun saaudit with update.
Total Trans Cr != Dr
When running glaudit, you receive this message when the total credit transactions do not
equally offset the total debit transactions. To correct this situation, recover the journal,
complete the journal (resolving errors and identifying any missing transactions or entries)
and rerun saaudit with update.

General Ledger 305 System Messages

 Trans Amts != 0
When running glaudit, you receive this message when transaction debit amounts were not
offset by equal transaction credit amounts. To correct this situation, recover the journal,
complete the journal (resolving errors and identifying any missing transactions or entries)
and rerun saaudit with update.
Trans Bal/Tot assoc error
When running saaudit, you receive this message when an invalid combination of Balance
Code and Total Code appear in a transaction. The Subsidiary Association table
(subas_table) links valid Balance and Total Codes. This error occurs when you delete
Subsidiary Association table entries after using the values in the entries in posted
transactions. To correct this error, maintain the Subsidiary Association table to include the
deleted entry, or void the transactions that use the invalid combinations, and re-enter them
correctly.
Trs != Bal Amt
When running saaudit, you may receive this message with the message Sum of Bals != SA.
This error condition frequently exists after you use the Voucher Recover process. Run
saaudit with update to correct this situation.
Trs != Tot Amt (INV ENC)
Trs != Tot Amt (PAY ENC)
Trs != Tot Amt (PAY ACT)
Trs != Tot Amt (INV ACT)
When running saaudit, you receive these messages under the following conditions:
• The system experienced a problem after the journal updated the Subsidiary Total
or the Subsidiary Account record, and before it updated the second record. Run
saaudit with update to correct this situation.
• Someone at the institution changed the value in the ent_inv_or_pay field in the
Entry table. Valid fields are INV or PAY. If the value changed, the system
retroactively transfers all the subsidiary total amounts made with that entry type to
another amount field in the Subsidiary Total record. To correct this situation,
restore the value in the ent_inv_or_pay field to the original value, then run saaudit
with update.
Vch_ent_no != No_ents
When running glaudit, entries that were written during a system problem cause this
message. When the voucher program adds an entry to a journal, it updates a corresponding
entry number in the Voucher record (vch_rec). When you finish a journal, the voucher
program adds a summarizing entry with general information about the journal. This entry
number is not tracked in the Voucher record. When glaudit encounters journals that ended
normally (without system failure), it can differentiate between the actual journal entries and
the summarizing entry. If, however, you terminate a journal, glaudit cannot differentiate
between the different types of records, and it identifies a difference between the record count
and the actual number of records. Run glaudit with update to correct this situation, or ignore
these error messages as warnings.
Voucher Cr!=Trans Cr
When running glaudit, this error can occur when a journal was recovered by Voucher
Recovery (vchrecover) and then subsequently finished. Run glaudit with update to correct
this situation.

System Messages 306 General Ledger

 Voucher Status - In Progress
When running glaudit, this message occurs if journals are in progress (they have a status of
“S” that indicates they are started). To avoid this message, run glaudit only when no other
users are running the voucher program.
This message also occurs for journals with a status of “U” (updating) or “W” (work in
process). Journals with these statuses either result from a system failure during the Update
process, or from being the active journal when you ran glaudit. If the journal was active when
you ran glaudit, you can ignore the message, since completing the journal will set the status
to “F” (finished). However, if the journal was not in process during your run of glaudit, do the
following: `
1. Run vchrecover to set the status of the journal to “I” (incomplete).
2. Print the journal report, and check if the last entry posted is the last entry listed on the
report. If it is not, then continue the journal and post the missing entry again.
3. Complete the journal.
Voucher Cr != Trans Cr
Voucher Dr != Trans Dr
When running glaudit, journals you terminated using the Terminate option in voucher may
receive this message. In addition, journals you recovered after a system problem, and then
terminated, may receive this message. Run glaudit with update to correct this situation.
Voucher Status--in Progress
When running glaudit, you receive this message for all journals that have a status of
(S)tarted, (W)ork in Process, or (U)pdated.
For (S)tarted journals: Run glaudit when no users are creating or posting to journals.
For (W)ork in Process journals: Run Voucher Recovery, set the journal status to
(I)ncomplete, print the journal report and verify that the last entry posted is the last entry
listed on the report. If not, continue the journal, and post the missing entry again. Finally,
finish the journal when you have completed all the entries.
For (U)pdated journals, Run Voucher Recovery, and then complete the journal.
Note: This message occurs for (U)pdated journals if your system went down during the
update process.

General Ledger 307 System Messages

Voucher Recovery Process Error Messages

Messages from the Voucher Recovery Process

The Voucher Recovery process creates an error file that describes any errors resulting from an
abnormal exit from the voucher program. The mail message vchrecover sends you contains a file
reference so your Jenzabar coordinator can easily locate the error file.
The following lists some of the common errors and their explanations that vchrecover can detect.
There were not any subs entry records found
The following records updated to ‘R’ (removed) status:
GL Entry: Entry Number: X Status : P
GL Transactions:
Serial Fd Func Obj Subf Amount Status
.
.
.
Voucher record status changed to ‘I’ (Incomplete)
Please Finish this voucher.
Total errors: 1
One of the accounts referenced in the entry requires the use of subsidiary entries, and
vchrecover did not locate subsidiary transactions for this entry. In this case, vchrecover
changes the status of each transaction to (R)emoved, and changes the status of the journal
to (I)ncomplete. To correct this condition, you must continue the journal, re-enter the
transactions that were removed, and then finish the journal.
Note: If vchrecover detects the error on the first entry in the journal, and sets the status
on any transactions to R, it creates an empty journal. The voucher program will
not allow you to continue an empty journal. In this situation, the Jenzabar
coordinator must manually void the journal.
Voucher record status changed to ‘I’ (Incomplete).
Please Finish this voucher.
Total errors: 0
vchrecover located a journal that did not contain a status of Incomplete, Finished, or Void.
The program then examined the last entry in the journal, and determined the entry was
complete. To correct this condition, continue the journal, then finish it after you enter any
unposted transactions you had not yet entered when the system failure occurred.

System Messages 308 General Ledger

 INDEX
Voucher G/L Entry screen, 151
A Voucher screen, 146
Account Entry screen, 16
accessing account numbers
Account screen, 14 conformity with NACUBO standards, 13
Accounting Query Parameter screen, 20 in report structures, 263
Accounting Query Voucher screen, 24 modifying, 13
Amount screen, 27 account queries
Audit Update/Reconfigure Statement screen, for subsidiaries, 169
29 account queries, 166
Block Entry screen, 31 Account screen, 14
Budget Review screen, 33 account sets
Budget Transactions screen, 37 assigning accounts, 273
Bursar Account Information screen, 39 defining, 273
Bursar Balance Information screen, 41 Account sets
Bursar Default Query Parameters window, 44 in reporting, 262
Bursar Detail screen, 51 Accounting Audit menu reports, 254
Bursar Query screen, 46 Accounting Query, 166
Bursar Session Information screen, 48 in auditing, 280
Change Title window, 52 Accounting Query Parameter screen, 20
Chart of Accounts report, 6 Accounting Query Voucher screen, 24
Customized Financial Statement Structure Accounting Reports menu reports, 186
screen, 57 Accounting/Subsidiary Query
Definition of New Line window, 60 list of screens, 11
Document Query screen, 62 accounts
Edit Checking for Closing Program screen, 65 activating, 157
Financial Report Format Tables screen, 68 defining, 157
Fiscal Calendar Information Window, 71 modifying descriptions, 156
G/L Account Selection screen, 76 setup, 156
G/L Account Update screen, 78 Accounts Payable menu options
G/L Specific Selection screen, 85 additional information, 3
Group Entry screen, 87 activating
Interactive Filepost screen, 90 accounts, 157
Item Entry screen, 93 adding
Manual/Range G/L Account Selection window, accounts to an existing report structure, 267
96 report structures, 264
Post to General Ledger, 98 adjusting entries
Recurring Entry screen, 101 list of screens, 11
Schedule Entry screen, 106 adjusting entries, 159
Statement Parameters window, 108 Amount screen, 27
Statement screen, 111 Approval menu options
Structured Financial Statement Download File additional information, 3
screen, 115 Associated Obj by Func Transactions Report,
Structured Financial Statement Generation 229
screen, 113 Associated Object menu reports, 225
Subsidiary Account Query program, 169 Associated Objs Balance Sheet Report, 225,
Subsidiary Account screen, 117 226
Subsidiary Accounts screen, 121 Associated Objs by Obj Transactions Report,
Subsidiary Balances screen, 124 228
Subsidiary Entries screen, 128 Associated Objs Revenue/Expenditure Detail
Subsidiary Totals screen, 135 Report, 226
Subsidiary Transactions screen, 138 Associated Objs Revenue/Expenditure Report,
Transaction screen, 141 227, 228
View Account screen, 144 Audit of Control Account Report, 255

General Ledger 309 System Messages

Audit of Subsidiary Entries (for ID) Report, 255 Closing Fund Balance Record screen, 54
Audit of Subsidiary Entries Report, 254 Closing Fund Balance Report, 252
audit programs, 7 Combined Func Detail Report, 232, 233
auditing Combined Func Summary Report, 234, 235
features, 280 Combined Function Reports menu reports, 230
financial statement structures, 271 commands
Auditing Main menu, 280 Account Entry screen, 18
Auditing Reports menu reports, 256 Account screen, 15
Accounting Query Parameter screen, 23
B Accounting Query Voucher screen, 25
Amount screen, 28
background knowledge Audit Update/Reconfigure Statement screen,
for using General Ledger, 5 30
Balance Sheet, 186 Block Entry screen, 32
Balance Sheet Report, 186, 187 Budget Review screen, 35
balances Budget Transactions screen, 38
subsidiary queries, 169 Bursar Account Information screen, 40
Block Entry screen, 31 Bursar Balance Information screen, 42
blocks Bursar Default Query Parameters window, 45
in customized reports, 262 Bursar Detail screen, 51
in report structures, 263 Bursar Query screen, 47
Budget Review, 172 Bursar Session Information screen, 50
access, 172 Change Title window, 53
in auditing, 280 Closing Fund Balance Record screen, 55
list of screens, 11 Customized Financial Statement Structure
pooled accounts, 172 screen, 59
Budget Review screen, 33 Definition of New Line window, 61
Budget Transactions screen, 37 Document Query screen, 64
Budgeting menu options Edit Checking for Closing Program screen, 67
additional information, 3 Financial Report Format Tables screen, 70
Bursar Account Information screen, 39 Fiscal Calendar Information Window, 72
Bursar Balance Information screen, 41 G/L Account Selection screen, 77
Bursar Default Query Parameters window, 44 G/L Account Update screen, 79
Bursar Detail screen, 51 G/L Parameter screen, 82
Bursar Query, 174 G/L Report screen, 84
access, 174 G/L Specific Selection screen, 86
in auditing, 280 General Ledger Account Records screen, 75
list of screens, 11 general screen commands, 13
Bursar Query screen, 46 Group Entry screen, 89
Bursar Session Information screen, 48 Interactive Filepost screen, 92
Item Entry screen, 95
C Manual/Range G/L Account Selection window,
97
carryforwards Post to General Ledger screen, 100
subsidiary balances, 296 Recurring Entry screen, 102
Cash Flow History Report, 236 Recurring Entry Table screen, 105
Cash Receipts menu options Schedule Entry screen, 107
additional information, 3 Statement Parameters window, 110
Cash Report, 236, 237 Statement screen, 112
Cash Summary Report by Account, 240 Structured Financial Statement Download File
Cashier, 7 screen, 116
Change Title window, 52 Structured Financial Statement Generation
Chart of Accounts Report, 6, 238 screen, 114
Check Reconciliation menu reports, 250 Subsidiary Account screen, 120
closing Subsidiary Accounts screen, 122
year-end, 287 Subsidiary Balances screen, 126

Index 310 General Ledger

 Subsidiary Entries screen, 129 detail windows
Subsidiary Query Parameter screen, 134 additional information, 3
Subsidiary Totals screen, 136 document queries, 166
Subsidiary Transactions screen, 140 Document Query screen, 62
Transaction screen, 143 Document Register Report, 239, 258
View Account screen, 145 Document Sampling Report, 259
Voucher G/L Entry screen, 153 Donor Accounting, 1, 7
Voucher screen, 148 Donor Accounting menu options
common windows additional information, 3
additional information, 3
completing E
period-end processing, 293
confirmation letters Edit Checking for Closing Program screen, 65
in auditing, 280 electronic mail
consolidation for errors and messages, 300
in Budget Review, 172 elements of reporting, 262
on reports, 261 entry queries, 166
control accounts for subsidiaries, 169
in Budget Review, 172 error messages. See fatal errors, non-fatal
conventions errors, status messages
keystrokes, 9 establishing
style, 8 accounts, 157
terms, 9 example
correcting Closing Fund Balance Report, 290
financial statement structures, 271 G/L Audit output, 282
corruptions Subsidiary Account Audit output, 285
in financial statement structures, 271 examples
Cost Function Exception Report, 257 Missing Fund Balance Report, 291
creating
account sets, 273 F
accounts, 156
accounts to carry forward to new fiscal year, FASB 117, 261
287 FASB 117 General Ledger Mapping Report, 249
Fiscal Calendar records, 293 fatal errors, 300, 301
one-time journal entries, 160 features
recurring journal entries, 162 customized reports, 276
creating reports, 175 field errors, 299
Customized Financial Statement Structure fields
screen, 57 Account Entry screen, 17
customized reports Account screen, 15
features, 276 Accounting Query Parameter screen, 21
menu options, 264 Accounting Query Voucher screen, 25
Amount screen, 28
Audit Update/Reconfigure Statement screen,
D 30
Defined Accounts record, 157 Block Entry screen, 32
defining Budget Review screen, 33
account sets, 273 Budget Transactions screen, 37
accounts, 157 Bursar Account Information screen, 39
report formats, 274 Bursar Balance Information screen, 41
Definition of New Line window, 60 Bursar Default Query Parameters window, 45
deleting Bursar Detail screen, 51
accounts linked to report structures, 270 Bursar Query screen, 47
lines from a report structure, 269 Bursar Session Information screen, 48
Detail Report, 251 Change Title window, 53
Detail Report, 188, 189, 192, 193 Closing Fund Balance Record screen, 55

General Ledger 311 System Messages

 Customized Financial Statement Structure Form 990, Part 1, Line 1d Report, 250
screen, 58 formats
Definition of New Line window, 61 defining for reports, 274
Document Query screen, 63 modifying, 275
Edit Checking for Closing Program screen, 66 Func Detail Report, 200, 201
Financial Report Format Tables screen, 69 Func Summary Report, 203, 204
Fiscal Calendar Information Window, 72 Func Transactions Report, 205
G/L Account Selection screen, 77 Function Detail by Transaction Report, 224
G/L Account Update screen, 79 Function Reports menu reports, 200
G/L Parameter screen, 81
G/L Report screen, 84 G
G/L Specific Selection screen, 86
General Ledger Account Records screen, 73 G/L Account Selection screen, 76
General Ledger Audit output, 283 G/L Account Update screen, 78
Group Entry screen, 88 G/L Audit
Interactive Filepost screen, 91 list of screens, 12
Item Entry screen, 94 G/L Parameter screen, 80
Manual/Range G/L Account Selection window, G/L Report, 254
97 G/L Report screen, 83
Post to General Ledger screen, 99 General Ledger Account record, 157
Recurring Entry screen, 102 General Ledger Account Records screen, 73
Recurring Entry Table screen, 104 General Ledger Closing menu reports, 251
Schedule Entry screen, 107 General Ledger Maintenance menu reports, 249
Statement Parameters window, 109 General Ledger module
Statement screen, 112 purpose, 1
Structured Financial Statement Download File General Ledger Net Asset Exception Report,
screen, 116 193, 249
Structured Financial Statement Generation Group Entry screen, 87
screen, 114 groups
Subsidiary Account Audit output, 286 in customized reports, 262
Subsidiary Account screen, 118 in report structures, 263
Subsidiary Accounts screen, 122
Subsidiary Query Parameter screen, 132 I
Subsidiary Transactions screen, 139
Transaction screen, 142 independent audit
View Account screen, 145 preparation, 280
Voucher G/L Entry screen, 152 indexes
Voucher screen, 147 report, 177
Financial Report Format Tables screen, 68 initializing
Financial Statement Reports menu reports, 186 report indexes, 177
Financial Statement Structure Entry inserting
list of screens, 12 lines into a report structure, 268
financial statement structures intended audience
adding, 264 for guide, 1
adding lines, 268 Interactive Filepost screen, 90
auditing, 271 Interfund Analysis Report, 239, 258
changing titles, 268 Item Entry screen, 93
deleting lines, 269 items
reconfiguring, 271 in customized reports, 262
Fiscal Calendar Information Window, 71 in report structures, 263
Fiscal Calendar record, 293
Fixed Assets menu options J
additional information, 3
Form 990 - Schedule A - Part 1 Report, 250 Journal by Entry Report, 248, 252, 253
Form 990 - Schedule A - Part 2 Report, 251 Journal by Subsidiary Entry Report, 248, 253
Form 990 Reports menu reports, 250 journal entries, 159

Index 312 General Ledger

Journal Processing menu reports, 248 for customized reports, 264
journals Function Detail, 218
entries Function Detail, 232
one-time, 160 Function Detail by Funds, 219, 233
queries, 166 Function Detail by Month, 220
recovering, 297 Function Detail/Trans, 224
Journals by Date Report, 239 Function Exceptions, 257
Journals by Type Report, 239 Function Summary, 234
Function Summary, 221
K Function Summary by Funds, 222, 235
Function Transactions, 223, 229
keystrokes, 9 G/L Control Account Report, 255
G/L Journal Reports, 248, 252, 253
L G/L Net Asset Excptn Rpt, 193
G/L Net Asset Excptn Rpt, 249
learning objectives G/L Report, 254
for guide, 2 Interfund Analysis, 239, 258
levels IRS Donor List, 250
for reporting, 261 Journals by Date, 239
linking Journals by Type, 239
accounts to report structures, 264 Missing Fund Bal Report, 252
list of screens Object Detail, 212
Accounting/Subsidiary Query, 11 Object Detail, 230
adjusting entries, 11 Object Detail by Funds, 213
Budget Review, 11 Object Detail by Funds, 231
Bursar Query, 11 Object Detail by Month, 214
Financial Statement Structure Entry, 12 Object Exceptions, 256
G/L Audit, 12 Object Summary, 215
year-end processing, 12 Object Summary by Funds, 216
Object Transactions, 217, 228
M Profit Center, 207
Reconciliation Report, 250
maintaining tables Rev/Exp Detail by Funds, 189, 227
additional information, 3 Rev/Exp Summary by Funds, 191
Manual/Range G/L Account Selection window, Revenue/Expense Detail, 226
96 Revenue/Expense Summary, 190
menu options Revenue/Expense Summary, 227
AC Cash by Total Code, 240 Revenue/Expense Summary by Funds, 228
Balance Sheet, 186, 225 S/L Account Balances, 240, 259
Balance Sheet by Funds, 187 S/L Balance Status Report, 249, 254
Balance Sheet by Funds, 226 S/L Balances by S/L Period, 241, 260
Cash Flow History, 236 S/L Cash Entries, 241
Cash/Main Funds, 236 S/L Entries by Date, 242
Cash/Specific Funds, 237 S/L Entries by G/L Period, 242
Chart of Accounts, 238 S/L Entries by S/L Period, 243
Closing Fund Bal Report, 252 S/L Journal Reports, 248, 253
Detail, 200 S/L Report, 254
Detail, 194 S/L Report by ID, 255
Detail by Funds, 195, 201 S/L Totals by Payment, 243
Detail by Month, 202 S/L Transactions by Date, 244
Detail by Month, 196 S/L Transactions by Entry, 244
Detail/Transactions, 206 S/L Transactions by Total, 245
Document History, 238 Schedule A - Part 1, 250
Document Register, 239, 258 Schedule A - Part II, 251
Document Sampling, 259 Student Charges/Payments, 245
FASB 117 G/L Mapping Rpt, 249 Subsidiary History, 246, 253

General Ledger 313 System Messages

 Summary, 203 P
Summary, 197, 208
Summary by Funds, 204 Payroll/Personnel menu options
Summary by Funds, 209 additional information, 3
Summary byFunds, 198 PERFORM screens
Total Balances/GL Account, 246 additional information, 3
Total Balances/Person, 247 period-end processing. See year-end processing
Transaction Exceptions, 258 Personnel/Payroll, 7, 160
Transactions, 199 pooled accounts
Transactions, 205 in Budget Review, 172
Trial Balance, 192 Post to General Ledger screen, 98
Trial Balance, 210, 251 posting
Trial Balance by Funds, 193, 211 closing entries, 295
menus recurring journal entries, 163
additional information, 3 prerequisite knowledge
messages. See fatal errors, non-fatal errors, for creating account numbers, 155
status messages for creating journal entries, 159
Miscellaneous Reports menu reports, 236 for General Ledger module, 5
Missing Fund Balance Report, 252, 291 for period-end procedures, 279
modifying for querying accounting information, 165
report formats, 275 for recovering accounting information, 297
report structures, 268 prerequisite tasks
titles in report structures, 268 for General Ledger module, 5
Monthly Func Detail Report, 202 printing reports, 175
Monthly Obj Detail Report, 196 procedure
Monthly Subfund by Func Report, 220 creating reports, 175
Monthly Subfund by Obj Detail Report, 214 procedures
accounting queries, 166
adding report structures, 264
N auditing a report structure, 271
NACUBO completing period-end processing, 293
account numbers, 13 creating and posting one-time journal entries,
National Association of College and University 160
Business Officers, 13 creating carryforward accounts, 287
navigating creating recurring journal entries, 162
report structure screens, 266 deleting accounts linked to report structures,
Net Asset Indicators, 65 270
for FASB 117 reporting, 261 deleting lines from a report structure, 269
non-fatal errors, 299, 301 determining if accounting records are correct,
non-recurring journal entries, 160 281
downloading customized reports, 277
O inserting lines into a report structure, 268
posting closing entries, 295
Obj Detail Report, 195. See Object Detail Report posting recurring journal entries, 163
Obj Detail With Combined Func Report, 230, producing customized reports, 276
231 querying budget information, 172
Obj Summary Report, 197, 198 querying student information, 174
Object Detail Report, 194 querying subsidiary accounts, 170
Object Exception Report, 256 reconfiguring a report structure, 271
Object History by Document Report, 238 rolling forward subsidiary balances, 296
Object Reports menu reports, 194 selecting accounts for report structures, 266
Object Transactions Report, 199 updating recurring journal entries, 162
objectives updating report structures, 268
for General Ledger module, 1 using General Ledger Audit, 281
for guide, 2 using Subsidiary Account Audit, 284
one-time journal entries, 160 processes

Index 314 General Ledger

 creating customized reports, 261 reports, 175
creating journal entries, 159 ACE, 6
creating standard reports, 176 Associated Obj by Func Transactions Report,
General Ledger module, 7 229
period-end processing, 279 Associated Objs Balance Sheet Report, 225,
querying accounting information, 165 226
recovering accounting information, 297 Associated Objs by Obj Transactions Report,
year-end closing, 287 228
year-end processing, 279 Associated Objs Revenue/Expenditure Detail
Profit Funcs Report, 207 Report, 226
program screens Associated Objs Revenue/Expenditure
additional information, 3 Report, 227, 228
programs Audit of Control Account Report, 255
audit, 7 Audit of Subsidiary Entries (for ID) Report,
Purchasing and Accounts Payable, 7, 160 255
Purchasing menu options Audit of Subsidiary Entries Report, 254
additional information, 3 auditing, 280
purpose Balance Sheet Report, 186, 187
General Ledger, 1, 5 Cash Flow History Report, 236
guide, 1 Cash Report, 236, 237
Cash Summary Report by Account, 240
Q chart of accounts, 6
Chart of Accounts Report, 238
query tools Closing Fund Balance, 290. See also output
additional information, 3 Closing Fund Balance Report, 252
querying Combined Func Detail Report, 232, 233
accounting information, 165 Combined Func Summary Report, 234, 235
budget information, 172 Cost Function Exception Report, 257
from the Auditing Main menu, 280 Detail Report, 251
student account information, 174 Detail Report, 188, 189, 192, 193
subsidiary information, 168 Document Register Report, 239, 258
types of queries, 166 Document Sampling Report, 259
QuickMate FASB 117 General Ledger Mapping Report,
additional information, 3 249
Form 990 - Schedule A - Part 1 Report, 250
R Form 990 - Schedule A - Part 2 Report, 251
Form 990, Part 1, Line 1d Report, 250
Receivables menu options Func Detail Report, 200, 201
additional information, 4 Func Summary Report, 203, 204
Receiving menu options Func Transactions Report, 205
additional information, 4 Function Detail by TransactionReport, 224
reconfiguring G/L Report, 254
financial statement structures, 271 General Ledger Net Asset Exception Report,
Recurring Entries 193, 249
list of screens, 12 indexes, 177
Recurring Entry screen, 101 Interfund Analysis Report, 239, 258
Recurring Entry Table screen, 104 Journal by Entry Report, 248, 252, 253
recurring journal entries, 162 Journal by Subsidiary Entry Report, 248, 253
references Journals by Date Report, 239
other resources, 3 Journals by Type Report, 239
relationships for reporting, 262 Missing Fund Balance Report, 252, 291
report formats Monthly Func Detail Report, 202
defining, 274 Monthly Obj Detail Report, 196
modifying, 275 Monthly Subfund by Object Detail Report, 214
reporting tools Obj Detail Report, 195
additional information, 4

General Ledger 315 System Messages

 Obj Detail With Combined Func Report, 230, S
231
Obj Summary Report, 197, 198 S/L Balance Status Report, 249, 254
Object Detail Report, 194 Schedule Entry screen, 106
Object Exception Report, 256 schedules
Object History by Document Report, 238 in customized reports, 262
Object Transactions Report, 199 in report structures, 263
PowerPlay, 6 screen flow diagram
Profit Funcs Report, 207 additional information, 3
Reconciliation Report, 250 screens
Revenue/Expenditure Summary Report, 190 Account Entry screen, 16
S/L Balance Status Report, 249, 254 Account screen, 14
structures, 264 Accounting Query Parameter screen, 20
Subfund by Func Detail Report, 218, 219, 220 Accounting Query Voucher screen, 24
Subfund by Func Summary Report, 221, 222 Amount screen, 27
Subfund by Function Transactions Report, Audit Update/Reconfigure Statement screen,
223 29
Subfund by Obj Report, 212 Block Entry screen, 31
Subfund by Object Report, 213 Budget Review screen, 33
Subfund by Object Transactions Report, 217 Budget Transactions screen, 37
Subfund Detail by Funds Report, 211 Bursar Account Information screen, 39
Subfund Detail Report, 210 Bursar Balance Information screen, 41
Subfund Obj Summary Report, 215, 216 Bursar Default Query Parameters window, 44
Subfund Summary Report, 208, 209 Bursar Detail screen, 51
Subsidiary Account Balances Report, 240, Bursar Query screen, 46
259 Bursar Session Information screen, 48
Subsidiary Account Session Aging Report, Change Title window, 52
241, 260 Closing Fund Balance Record screen, 54
Subsidiary Cash Entries Report, 241 Customized Financial Statement Structure
Subsidiary Charges and Payments Report, screen, 57
245 customizing reports, 263
Subsidiary Entries by G/L Period(s) Report, Definition of New Line window, 60
242 Document Query screen, 62
Subsidiary Entries by Subsidiary Period Edit Checking for Closing Program screen, 65
Report, 243 Financial Report Format Tables screen, 68
Subsidiary Entry Report by Date, 242 Fiscal Calendar Information Window, 71
Subsidiary History Report, 246, 253 G/L Account Selection screen, 76
Subsidiary Totals by Payment Form Report, G/L Account Update screen, 78
243 G/L Parameter screen, 80
Subsidiary Transactions by Date Report, 244 G/L Report screen, 83
Subsidiary Transactions by Date/Entry Report, G/L Specific Selection screen, 85
244 General Ledger Account Records screen, 73
Subsidiary Transactions by Tot Type Report, Group Entry screen, 87
245 Interactive Filepost screen, 90
Total Code Balances Report, 247 Item Entry screen, 93
Total Code Summary by G/L Account Report, Manual/Range G/L Account Selection window,
246 96
Transaction Detail Report, 206 Post to General Ledger, 98
Transaction Exception Report, 258 Recurring Entry screen, 101
reports, 6 Recurring Entry Table screen, 104
Requisitioning menu options Schedule Entry screen, 106
additional information, 4 Statement Parameters window, 109
Rev/Exp Detail by Funds, 189 Statement screen, 111
Revenue/Expenditure Summary Report, 190 Structured Financial Statement Download File
routine journal entries, 162 screen, 115

Index 316 General Ledger

 Structured Financial Statement Generation Subsidiary Accounts screen, 121
screen, 113 Subsidiary Archiving menu reports, 253
Subsidiary Account screen, 117 Subsidiary Balance Forward menu reports, 253
Subsidiary Accounts screen, 121 subsidiary balances, 296
Subsidiary Balances screen, 124 Subsidiary Balances screen, 124
Subsidiary Entries screen, 128 Subsidiary Cash Entries Report, 241
Subsidiary Query Parameter screen, 131 Subsidiary Charges and Payments Report, 245
Subsidiary Totals screen, 135 Subsidiary Entries by G/L Period(s) Report, 242
Subsidiary Transactions screen, 138 Subsidiary Entries by Subsidiary Period Report,
Transaction screen, 141 243
View Account screen, 144 Subsidiary Entries screen, 128
Voucher G/L Entry screen, 151 Subsidiary Entry Report by Date, 242
Voucher screen, 146 Subsidiary History Report, 246, 253
sections subsidiary information
in guide, 2 indirect access, 171
Select Confirmation Letters option Subsidiary Query Parameter screen, 131
in auditing, 280 Subsidiary Reports menu reports, 240
selecting Subsidiary Totals by Payment Form Report, 243
accounts for report structures, 266 Subsidiary Totals screen, 135
sets Subsidiary Transactions by Date Report, 244
of accounts, 273 Subsidiary Transactions by Date/Entry Report,
setting up 244
accounts, 156 Subsidiary Transactions by Tot Type Report,
standard reports, 175 245
standards Subsidiary Transactions screen, 138
NACUBO, 13 system messages. See fatal errors, non-fatal
Statement Parameters window, 108 errors, status messages
Statement screen, 111
statements T
subsidiary queries, 169
status messages, 299, 301 table maintenance
structures additional information, 3
for guide, 2 tables
Student Billing, 1, 7, 160, 293 additional information, 3
Student Billing menu options term conventions, 9
additional information, 4 Total Code Balances Report, 247
style conventions, 8 Total Code Summary by G/L Account Report,
Subfund by Func Detail Report, 218, 219 246
Subfund by Func Summary Report, 221, 222 totals
Subfund by Function Transactions Report, 223 subsidiary queries, 169
Subfund by Obj Report, 212 Transaction Detail Report, 206
Subfund by Object Detail Report, 213 Transaction Exception Report, 258
Subfund by Object Transactions Report, 217 Transaction screen, 141
Subfund Detail by Funds Report, 211 types of messages, 299
Subfund Detail Report, 210
Subfund Obj Summary Report, 215, 216 U
Subfund Reports menu reports, 208
Subfund Summary Report, 208, 209 universal commands
subsidiaries additional information, 3
examples, 168 updating
Subsidiary Account Balances Report, 240, 259 financial statement structures, 271
Subsidiary Account Query, 166 recurring journal entries, 162
access, 169 report structures, 268
Subsidiary Account screen, 117 using
Subsidiary Account Session Aging Report, 241, this guide, 2
260

General Ledger 317 System Messages

 V W
viewing warning errors. See non-fatal errors
subsidiary information for a journal, 170
subsidiary information for accounts, 170 Y
Voucher G/L Entry screen, 151
Voucher program, 166 year-end
Voucher Recovery process, 297 closing, 287
error messages, 308 year-end processing
purpose, 298 list of screens, 12
Voucher screen, 146

Index 318 General Ledger