General Ledger · The chart of accounts (COA) is a hierarchy of all accounts in the general ledger. The COA is established so that a Balance Sheet and Income Statement can be automatically

General Ledger User’s Guide JOBSCOPE ®

JOBSCOPE General Ledger Copyright, Jobscope, LLC, 1996 - 2011 JOBSCOPE® Information in this document is subject to change without notice. Jobscope LLC makes no warranty of any kind regarding this material, and shall not be held liable for errors contained herein or for damages resulting from the use and performance of this material. The information in this document is protected by copyright. No part of this manual may be reproduced in any form without the expressed written consent of Jobscope LLC.

General Ledger

JOBSCOPE Page 1

Table of Contents

Table of Contents .................................................................................................................................... 1

General Ledger ........................................................................................................................................ 5

The Basic Functions of the General Ledger .............................................................................................. 5

How It Works ....................................................................................................................................... 5

Hierarchical Chart of Accounts ......................................................................................................... 5

Account Levels ................................................................................................................................. 6

Automatic Balancing Account .......................................................................................................... 8

Account Types ................................................................................................................................. 9

Subledger Concept ............................................................................................................................ 11

Job Cost ......................................................................................................................................... 12

Date Fields in the Subledger Records ............................................................................................. 13

Batches and Posting .......................................................................................................................... 15

File Structure of Batches ................................................................................................................ 15

Arithmetic Signs ............................................................................................................................. 15

Planning Your General Ledger Implementation .................................................................................. 17

Account Numbers .......................................................................................................................... 17

Expense Account Totaling .............................................................................................................. 18

Retained Earnings Account ............................................................................................................ 18

Getting Transactions Into the Proper Period .................................................................................. 19

Assigning Batch Numbers............................................................................................................... 23

Setting Up For General Ledger ............................................................................................................... 27

Configuration Settings ....................................................................................................................... 27

Table Entries ...................................................................................................................................... 29

Company Codes (Table 0001) ......................................................................................................... 29

Account Types (Table 0002) ........................................................................................................... 30

Account Levels (Table 0003)........................................................................................................... 31

Division Codes (Table 0006) ........................................................................................................... 32

Account Category Codes (Table 0008) ............................................................................................ 32

Department Codes (Table 0009) .................................................................................................... 33

Inter-Company Accounts (Table 0015) ........................................................................................... 34

General Ledger

JOBSCOPE Page 2

Consolidated Accounts – include suffix (Table 0016) ...................................................................... 35

Consolidated Accounts (Table 0017) .............................................................................................. 36

Retained Earnings Accounts (Table 0018)....................................................................................... 37

Chart of Accounts Structure Report ............................................................................................... 38

Entering the Accounts ....................................................................................................................... 41

Entering and Posting the First Batches ............................................................................................... 42

Automatic Reversing Entry for Batches .............................................................................................. 43

Reports for Verifying Subledger Batch Totals ................................................................................. 47

Advanced Topics.................................................................................................................................... 48

Statistical Accounts ............................................................................................................................ 48

Calculation of Overhead and Burden ................................................................................................. 48

Material Overhead ......................................................................................................................... 48

Labor Burden ................................................................................................................................. 49

Work in Process Accounts .................................................................................................................. 49

Procedures for Balancing Work in Process ..................................................................................... 50

Fixed and Variable Budgets ................................................................................................................ 52

Combined Income Statements and Balance Sheets ............................................................................ 53

Income Statements for the Individual Companies and a Combined Balance Sheet ......................... 54

Income Statements and Balance Sheets for the Individual Companies with a Combined Balance

Sheet ............................................................................................................................................. 55

Both Individual and Combined Income Statements and Balance Sheets ......................................... 56

Allocations ............................................................................................................................................ 59

Features ........................................................................................................................................ 59

Allocation Batches ......................................................................................................................... 59

Statistical Accounts ........................................................................................................................ 59

Residual Amounts .......................................................................................................................... 60

Line Items With Large Numbers ..................................................................................................... 60

Examples ........................................................................................................................................... 61

Allocating Department Expenses Based Upon Fixed Percentages ....................................................... 61

Establishing the Chart of Accounts ................................................................................................. 61

Entering the Allocation .................................................................................................................. 65

Allocating Department Expenses Based Upon Share of Total Costs .................................................... 68

General Ledger

JOBSCOPE Page 3

Establishing the Chart of Accounts ................................................................................................. 68

Entering the Formulas.................................................................................................................... 69

Entering the Allocation .................................................................................................................. 70

Accounts Mode ..................................................................................................................................... 73

Chart of Accounts .............................................................................................................................. 73

Allocation Formulas ........................................................................................................................... 77

Allocations ......................................................................................................................................... 79

Account Activity................................................................................................................................. 82

Account Drill Down ............................................................................................................................ 83

Fixed Budgets .................................................................................................................................... 87

Fixed Budget Formulas................................................................................................................... 87

Distribute Across Periods ............................................................................................................... 89

Variable Budgets ............................................................................................................................... 90

Variable Budget Formulas .............................................................................................................. 92

Variable Budget Allocations ........................................................................................................... 93

Yearly Account Budgets ..................................................................................................................... 95

Adjust Period/Total Budgets .............................................................................................................. 96

Revised Budgets ................................................................................................................................ 97

Copy Budgets ................................................................................................................................. 97

Delete Budgets .............................................................................................................................. 98

Zero Budgets ................................................................................................................................. 99

Apply Multiplier ............................................................................................................................... 100

Batches Mode ..................................................................................................................................... 101

Edit Batch ........................................................................................................................................ 102

Create Subledger Batch ................................................................................................................... 105

Post Batch ....................................................................................................................................... 109

Reverse/Copy Batch ........................................................................................................................ 112

Create/Post Allocation ..................................................................................................................... 113

Batch Recovery ................................................................................................................................ 114

Post Auto Reversal Batches.............................................................................................................. 115

Reset Batch Header Status ............................................................................................................... 116

Prior Fiscal Year Mode ......................................................................................................................... 117

General Ledger

JOBSCOPE Page 4

Create/Edit Batch PFY ...................................................................................................................... 117

Post Batch PFY ................................................................................................................................. 119

Reverse/Copy Batch PFY .................................................................................................................. 120

Batch Recovery PFY ......................................................................................................................... 121

Chart of Accounts PFY ...................................................................................................................... 122

Financial Calendar Mode ..................................................................................................................... 123

Setting Up to Use the Financial Calendar ......................................................................................... 124

Using the Financial Calendar for Backdating Subledger Transactions................................................ 125

Material Issues ............................................................................................................................ 126

Accounts Payable Invoices ........................................................................................................... 127

Accounts Receivable Invoices ....................................................................................................... 128

Accounts Receivable Payments .................................................................................................... 129

Map Master ........................................................................................................................................ 130

Using Map Master for Account Budgets ........................................................................................... 130

Using Map Master for Journal Entries .............................................................................................. 137

Financials Mode in System Utilities ...................................................................................................... 144

Period End Maintenance ................................................................................................................. 144

Year End Closing Batches ................................................................................................................. 145

Year End Maintenance ..................................................................................................................... 146

Reset GL Batch Status ...................................................................................................................... 147

Store GL Data to Save Tables ........................................................................................................... 148

Year End Procedures for the General Ledger........................................................................................ 149

Batch Processes Mode for Financials in System Utilities ....................................................................... 149

A/R Invoice Deletion ........................................................................................................................ 149

A/P Invoice Deletion ........................................................................................................................ 149

Rebuild Account Edit ....................................................................................................................... 150

Recalculate Total Accounts .............................................................................................................. 150

Revalue Accounts ............................................................................................................................ 151

General Ledger

JOBSCOPE Page 5

General Ledger

This document is divided into twelve sections. The first two are “The Basic Functions of the General

Ledger”, and “Advanced Topics”. These two sections are intended to give you an understanding of how

the system works. Basic functions covers the setting up of the chart of accounts and the day-to-day

posting of transactions to the chart of accounts. Advanced Topics covers the budgeting system,

statistical accounts, and overhead calculations. You can operate the general ledger module without any

or all of these, and so they are covered in a separate section.

The third section is “Setting Up For General Ledger” which describes the things you need to do to start

your implementation.

The fourth section is “Allocations”, which describes how this sophisticated system works. You can also

operate the general ledger system without allocations.

After these four sections, the following five sections show the screens and how they work for the five

modes of operation, Accounts, Budgets, Batches, Prior Fiscal Year, and Financial Calendar.

“Map Master” is the tenth section. The Map Master module has popular functions for loading budgets

and journal entries, and it is described here.

There is a “Financial” mode in System Utilities, with a number of functions for the General Ledger. This

is the eleventh section.

Finally, the twelveth section is “Yearend Procedures for the General Ledger”.

The Basic Functions of the General Ledger

How It Works

Hierarchical Chart of Accounts

The chart of accounts (COA) is a hierarchy of all accounts in the general ledger. The COA is established

so that a Balance Sheet and Income Statement can be automatically produced. Income Statements are

produced by totaling expense accounts into cost of sales accounts and including income accounts.

Balance Sheets are automatically produced by totaling the income and cost of sales accounts into an

equity account.

JOBSCOPE allows entry of up to 12 account levels. The concept of account levels should be fully

understood before you enter the chart of accounts. Most users have a maximum of eight to ten levels in

this hierarchy. The Chart of Accounts Structure report will list up to 12 levels.

If your company’s current COA is satisfactory, you can use it as is, or as a basis for expansion, rather

than generating an entirely new COA. You may wish to retain existing account numbers for detail

accounts, and generate a totaling structure necessary to produce the financial reports.

General Ledger

JOBSCOPE Page 6

Entries in the Total Account field on the Chart of Accounts screen are the sole determinants of the

totaling structure.

Account Levels

The chart of accounts is hierarchical, meaning that it consists of levels.

The account level is 2 numeric characters; edited by table 0003. When printing statements, you can

choose certain account levels, and obtain detailed or combined reports. On reports, accounts with the

same level are indented the same amount. Levels may be numbered “top-down” or “bottom-up,”

depending on the information specified in table 0003. You may wish to initially define levels in

increments of ten or some other number, so that other levels can be inserted later if necessary.

JOBSCOPE allows for up to 11 levels of accounts in each report group. That is, you may have 12 levels for

expense accounts (those with type EX), 11 levels for income statement accounts (those with types CS

and IN), and 11 levels for balance sheet accounts (those with types AS, LI, and EQ). Typical charts of

accounts will have six or seven levels. Account levels are shown in the following chart.

Cash

(Summary)

Fixed Assets

(Summary)

Accounts

Receivable

(Summary)

Level 60

Cash

(Details)

Fixed Assets

(Details)

Accounts

Receivable

(Details)

Accrued

Taxes

(Summary)

Equity

(Summary)

Accrued

Taxes

(Details)

Accounts

Payable

(Summary)

Accounts

Payable

(Details)

Retained

Earnings

Current

Year

Earnings

Level 40

Level 50

Sales

(Summary)

Other

Income

(Summary)

Job

Cost

(Summary)

Other

Expense

(Summary)

Sales

(Details)

Other

Income

(Details)

Job

Cost

(Details)

Overhead Level 30

Administrative

Costs

(Summary)

Sales Cost

(Summary)

Production

Costs

(Summary)

Detail Expense

Account

Detail Expense

Account

Detail Expense

Account

Detail Expense

Account

Detail Expense

Account

Detail Expense

Account

Detail Expense

Account

Level 20

Level 10

Hierchical Chart of

Accounts with Levels

Notice the level numbers on the left. These numbers identify each level in the structure.

General Ledger

JOBSCOPE Page 7

Levels 50 and 60 contain balance sheet accounts (AS, LI, EQ). With this structure, you could run a

balance sheet at level 60, or, if you want more detail, at level 50.

Levels 30 and 40 contain income statement accounts (IN, CS). You could run an income statement at

level 40 or at level 30.

The two red ovals point out two very important areas of totaling. The one at the top shows the totaling

of all the level 40 income statement accounts to Current Year Earnings. The lower one shows the

totaling of expense accounts at level 20 to an Overhead account at level 30 which will show on the

income statement. The section “Automatic Balancing Account” in this document describes the

Automatic Balancing Account function, which relates very closely to this totaling.

The accounts to which postings are made directly are Detail accounts (Type code D). The accounts that

get their balances from accounts that “roll up” or total into them are Total accounts (Type code T).

General Ledger

JOBSCOPE Page 8

Automatic Balancing Account

This is a good place to talk about the Automatic Balancing Account function. In the previous section, we

talked about totaling income statement accounts into a Current Year Earnings account. This works well

if the chart of accounts at this level does not have a large number of accounts, and if you are not making

a lot of changes to the chart of accounts. Sometime you might make a change and forget to update this

totaling structure, leaving the changes out of the Current Year Earnings account.

The Automatic Balancing Account takes care of this for you. When a batch is posted that contains one

or more entries for an account of Type IN, CS, or EX, then the system updates the Automatic Balancing

Account by the amount of each of those transactions. This means that the Automatic Balancing Account

has the Current Year Earnings balance. You can do the totaling and the Automatic Balancing Account as

a check on each other if you want to.

If you want to use the Automatic Balancing Account (ABA) function, you will need an ABA account for

each company. These are defined in the Company Codes table.

The automatic balancing account is the exception to the Jobscope rule that all balances come from the

posting of batches to accounts. The automatic balancing account is simply updated when batches

containing IN, CS, or EX accounts are posted.

General Ledger

JOBSCOPE Page 9

This account was set up in the Chart of Accounts screen. Note that the Function code for this account

must be A.

You could have used the Description “Current Year Earnings”, and set it up so that it will go on the

balance sheet (Type = EQ and the appropriate Level code), or you could leave the description as you see

it above, and total it into the Current Year Earnings account. This way might be less confusing later.

Account Types

Account Type is a code which provides the system with certain information about the account. The

types are:

AS – Asset

LI – Liability

EQ – Equity

IN – Income

CS – Cost of Sales

EX - Expense

The Type determines which statements and reports include the account. The type descriptions may be

modified in table 0002; however, the type codes must be AS, LI, EQ, IN, CS, and EX.

Accounts with types of AS (asset), LI (liability), and EQ (equity) are included on the balance sheet.

Accounts with types of IN (income) and CS (cost) are included on the income statement. On both the

balance sheet and income statement, accounts are grouped together and subtotaled by Type.

General Ledger

JOBSCOPE Page 10

Budget accounts have type EX (expense). These are departmental expense accounts that are associated

with budget reports. Departmental expense accounts should total into an income statement account to

obtain a complete and accurate income statement. These accounts may total into the income statement

directly or through a higher level account.

The type code is the only way to specify the statement with which an account is associated. For

example, you may have a departmental expense account with a code of LI; it will still be included on the

balance sheet.

Assign automatic balancing accounts a type of EQ.

General Ledger

JOBSCOPE Page 11

Subledger Concept

Subledgers maintain information about transactions that affect general ledger accounts. There are four subledgers in JOBSCOPE.

Materials subledger Labor subledger Accounts Receivable subledgers Accounts Payable subledger

Each of these subledgers is made up of files in the JOBSCOPE databases. When a transaction occurs, the

system automatically writes a record in the appropriate subledger that contains the account numbers

affected by the transaction and the amount debited and credited to each account, as well as other

detailed information. The date each transaction is entered is also written in the subledger. The

transactions are not posted to the general ledger as they occur. Rather, they are accumulated in the

subledger.

Before the transactions in a subledger can be posted to the general ledger, they must be accumulated

into a batch. A batch is simply a group of transactions that are gathered and posted to the general

ledger as debits and credits. A single batch may encompass thousands of transactions.

During the initial implementation period of JOBSCOPE, all modules will not be online. Therefore, the

modules necessary for journalling transactions to the subledgers may not be operational. During this

time, you can operate the general ledger independently of the other JOBSCOPE modules and manually

create batches. When you manually create a batch, you must specify each account that should be

debited or credited, as well as the debit and credit amounts.

However, once the JOBSCOPE modules are online, you can automatically create batches from the

information contained in the subledgers. When you automatically create a batch, you simply select the

appropriate subledger and specify a date range of transactions to include in the batch.

After you create a batch, whether manually or automatically, you must post it. Posting is the process

where the appropriate general ledger accounts are actually debited and credited. (For more information

about creating and posting batches, refer to the General Ledger User Guide)

Files That Compose the Subledgers

The files that make up each subledger are listed below.

Materials subledger: IPALLOC (Allocation File)

Labor subledger: PPHRTRX (Hourly Transactions)

Accounts Receivable subledger: IPARBLL (AR Billings), IPARCOM (Billing Details), and IPARPAY (AR Payments)

Accounts Payable subledger: IPINVCE (Invoice) and IPIVADJ (Invoice Adjust)

General Ledger

JOBSCOPE Page 12

Job Cost

Job cost is made up of two subledgers: the Materials subledger and the Labor subledger.

Receipt and issue of purchase order items, issue of stock materials, and other material-related functions

generate records in the Material subledger, while labor reporting generates records in the Labor

subledger.

Costs are maintained in the subledgers in your native currency, even if a foreign currency is associated

with the job.

Costs in these subledgers are ultimately posted to the general ledger work-in-process accounts.

However, some of the detail found in the subledgers is not posted to the general ledger; it is retained in

the subledgers even after posting. This detailed information is required for providing job cost records,

efficiency information, and audit trails.

The programs that generate records in the Material and Labor subledgers write the system date into the

record; all records are marked with the date they are entered. These transactions are not automatically

posted to the general ledger when they are entered, but are posted when you create subledger batches

and post the batches to the general ledger. You select the transactions to include in a batch by a date

range or by a period or by the Financial Calender.

Job cost reports are immediately updated when you enter transactions. Therefore, because the work in

process and cost of sales accounts are only updated when batches are posted, totals on job cost reports

may not match the work in process and cost of sales account totals in the general ledger until closing at

the end of the month.

General Ledger

JOBSCOPE Page 13

Date Fields in the Subledger Records

The subledgers have a number of date fields. Some are user controlled, some are set based on the

system date, and some affect the selection for batching. The following charts provide more information

about these dates.

Table Name – IPINVCE Vouchering and Payment of Accounts Payable

Column Name System Date

of Transaction User

Controlled Selection for

Batching Comments

DATE_CHECK YES User supplied date that will print on the check

DATE_DUE YES Terms will calculate but can be manually over-written

DATE_ENTERED YES

DATE_OF_INVOICE YES Manually entered based on vendor's invoice

DATE_PAID YES YES System date of when the checks are printed

DATE_VOUCHERED YES YES Defaults to system date but user can manually adjust in accordance with Financial Calendar

Table Name – IPARBILL Accounts Receivable Invoices and Cost Applied

DATE_DUE YES Terms will calculate but can be manually over-written

DATE_ENTERED YES YES Defaults to system date but user can manually adjust in accordance with Financial Calendar

DATE_EXPECTED System calculated based on payment history

DATE_OF_INVOICE YES Can be set by system default when created by shipments

DATE_PAID YES Based on payment date

DATE_TRANSACTION YES

General Ledger

JOBSCOPE Page 14

Table Name – IPARPAY Accounts Receivable Payments

DATE_RECEIVED YES YES Manually entered based on customer's payment

DATE_TRANSACTION YES

Table Name – IPALLOC Material Transactions

DATE_ISSUED YES YES Defaults to system date but user can manually adjust in accordance with Financial Calendar

DATE_ENTERED YES

Table Name – PPHRTRX Labor Transactions

DATE_PERFORMED YES Defaults to system date but user can manually adjust in accordance with Financial Calendar

DATE_ENTERED YES

General Ledger

JOBSCOPE Page 15

Batches and Posting

General Ledger balances are updated only by the posting of batches. No values in any detail account

(Function = D) are changed except by means of a batch. Batches may be manually created or may be

automatically created by a number of different programs. The automatic balancing account is an

exception to this rule, but it’s Function value is A.

Batches

Batches are made up of two components: a single header and two or more line items. The header

contains certain general information about the batch, such as the batch date, batch type, date posted,

description, and batch total. Each batch line item contains a single amount to be posted to a single

account. Therefore, a balanced batch must contain at least two line items (a debit and a credit) in order

to balance. A batch may contain an unlimited number of line items. Credit amounts are entered as

negative numbers (a number preceded by a minus sign).

Posting

Posting is the act of actually updating account balances with a batch; it might also be called “booking.”

Batch creation does not update accounts. The actual update is made during the posting process. Posting

to actual ledger accounts requires that the batch first be in balance. This protection helps assure that

the chart of accounts remains in balance.

File Structure of Batches

Header information entered for a batch is written to the GPBHEAD (Batch Header) file. Only one record

exists in this file for each batch. Batch line items, when first entered, are in the GPBFILE (Batch File) file.

The line items remain in this file until the batch is posted. Neither Period End Maintenance or Year End

Maintenance moves line items from the GPBFILE file.

When a batch is posted, the record in the GPBHEAD (Batch Header) file is not changed, except that the

batch status is changed to P (for posted), and the date posted is updated. The GPBFILE file, however,

undergoes significant change. Records are created in another file, the GPTRANS (Transactions) file, and

the GPBFILE records are deleted. The records in the GPTRANS file will exactly match the previous

GPBFILE records, both in content and in quantity.

When Period End Maintenance is performed, all records in the GPTRANS file are moved to the GPYTRAN

(YTD Transactions) file. The records in the GPTRANS file are then deleted. Any batch line item records in

GPFILE (Batch File) for unposted batches are not affected.

Arithmetic Signs

Under normal conditions, the balance in accounts is as follows.

ASSET Positive LIABILITY Negative EQUITY Negative INCOME Negative

General Ledger

JOBSCOPE Page 16

COST OF SALES Positive EXPENSE Positive

The Balance Sheet and Income Statement reports reverse the signs of some account balances in order to

make the report conform to generally accepted accounting principles. On the Balance Sheet, the Liability

and Equity accounts will be reversed in sign, and on the Income Statement, the accounts with a type of

IN will be reversed.

General Ledger

JOBSCOPE Page 17

Planning Your General Ledger Implementation

Account Numbers

Jobscope does not use account “segments” that are recognized by the system. You simply enter each

account number as you want it to appear. For example, if you want your expense accounts to be a 4

character department number, followed by a 4 character account type, and separated by a dash, simply

enter the account number that way. If a department number is 2120, and the account type for supplies

is 8821, then enter the account as 2120-8821. You don’t need to set up the department segment and

the account segment, because there are no account segments. This account is 9 characters in length. If

your typical account is 41895, then that would be a 5 character account number.

The account number field is 28 characters in length, including all special characters. However, the last 8

characters are reserved for suffix values, which are explained in the next section. The length of the

account number is user-defined, but must be set up prior to accounts being entered in the system. After

the account number length is determined, use the System Configuration screen to define the account

number length so that the unique account number format will be recognized by the system. Once the

structure of the account is defined, and the length entered in System Configuration, the account number

structure should remain constant.

It is not mandatory that the account number structure include division, department, etc. It is helpful,

however, to include the department or cost center numbers and the account classification number, such

as travel or telephone; this makes the accounts more readily recognized.

Account Number Suffixes

Account number entry fields are 28 characters throughout the system. The system will recognize up to

20 characters as the actual account number. The specific length of account numbers in your system

depends on your System Configuration entry defining the number of characters in account numbers. If

you specify an account number length of 20 characters, then you have 8 characters that can be used for

suffix information. If you specify that account numbers are less than 20 characters, then all of the

remaining characters (28 less the number of characters in the account number) can be used for suffix

data. For example, if only 10 characters are used for account numbers, then up to 18 characters may be

used for a suffix.

Suffix Uses

You can use the suffix for a variety of purposes.

An example of suffix use is account number CC00-5240. In the Accounts Payable system, the account

might be entered with a suffix of G119 to indicate that a bill is associated with work center G119. Thus,

the entry would be CC00-5240-G119, or simply CC00-5240G119.

Establish a policy as to what is used as a connector between different parts of the account number. In

the above example, the dash is used as the connector. The connector should not be one of the following

characters:

General Ledger

JOBSCOPE Page 18

! , : { } [ . + * .

The example uses a 9 character account number with the remaining 19 characters available for suffix

use. A format for your account number should be established before beginning implementation.

Expense Account Totaling

Expense accounts may be totaled in either of two ways: by department or by type of account. Totaling

by department means that all expense accounts for a certain department total to one account that then

contains the total of department costs. If allocations are to be extensively used for allocating

department costs to other departments or cost centers, then totaling by department is preferable.

Totaling by type means that a total account exists for each type of expense, and that this total account

contains the costs for all departments. For example, all travel accounts might total to a total travel

account and all supplies to a total supplies account. You can still access total department costs by

running the Period Budget Report.

Retained Earnings Account

Conventional accounting systems require that the total of all income and cost of sales accounts be

posted to a retained earnings account, usually titled “Current Year Earnings.” The recommended way of

operating with JOBSCOPE is to make this account a total account, with all income and cost of sales

accounts totaling to it automatically. You may want to also consider the Automatic Balancing Account

function. This is described in the section “Automatic Balancing Account”.

Retained earnings can be updated in two other ways in JOBSCOPE: through the Year End Closing

Batches function and the Copy Batches to New Fiscal Year function.

Normally, the retained earnings account to be entered on the Year End Closing Batches option and the

retained earnings account entered in Table 0018 will be the same. This account must be a detail

account, and will probably have the title “Prior Year’s Earnings.”

The structure would be as follows.

Account Type Level Category Function TOTAL RETAINED EARNINGS EQ 80 SE TOTAL PRIOR YEAR EARNINGS EQ 70 SE DETAIL CURRENT YEAR

EARNINGS EQ 70 SE TOTAL

INCOME IN 60 I1 TOTAL SALES IN 50 I1 DETAIL OTHER IN 50 I1 DETAIL COST OF SALES CS 50 C1 TOTAL JOB COST CS 50 C1 DETAIL OVERHEAD CS 50 C1 TOTAL

General Ledger

JOBSCOPE Page 19

Getting Transactions Into the Proper Period

When you create a batch of transactions for posting to the general ledger, the period to which the batch

will be posted is assigned by the system. You cannot change it at that point. After the batch is created,

you can use the Edit Batch function to change the period to which it will be posted. Therefore, it is

important to consider how you will create batches so that you will get the desired period assigned from

the beginning.

The most commonly used method is the financial Calendar. The Financial Calendar is one of the five

modes of operation on the General Ledger main display. The Financial Calendar screen is shown below.

The calendar for fiscal year 2015 is displayed. You can enter a Begin Date for each month and the

system will determine the end date for the previous month. Only the subledgers that are checked on

are open. In this case, February is open for all subledgers.

General Ledger

JOBSCOPE Page 20

This is the Create Subledger Batch screen. The system has assigned a batch number, and that process

will be covered in the following section. The GL Period and FY (fiscal year) fields list the current period

and year to which the system is set. You cannot enter a period or fiscal year here.

In this case the “Date Range” option has been selected, and so the Date Range fields are lit. If a date

range is entered, all Inventory/WIP subledger records that have not been gathered into a previous batch

and are within the date will be gathered into this batch.

General Ledger

JOBSCOPE Page 21

If we had selected Period, the screen would look like this. When the system writes subledger records, it

writes the current period maintained by the system into the subledger record. The current period is 09,

and we have entered 201109 in the “Period” field to indicate the period for which we want to select

subledger records.

General Ledger

JOBSCOPE Page 22

In this case, we have selected Financial Calendar. The system knows the date range for each period

(based upon the financial calendar above), and so it will gather subledger records that have not been

previously gathered into a batch into this batch depending upon the date in the subledger record.

General Ledger

JOBSCOPE Page 23

Assigning Batch Numbers

First of all, remember that, no matter how the batch numbers are assigned, they may be no more than

six numeric characters.

How the batches are numbered may turn out to be very important to you. You can set up your own

batch numbering scheme, and assign them manually at batch creation time. On the General Ledger

configuration screen, if you leave “Assign Batch Numbers Sequentially” checked off, that part of the

screen will look like this.

General Ledger

JOBSCOPE Page 24

When you select the “Create Subledger Batch” option, this screen will display.

If you click on a Subledger Type as has been done here, you will get an error.

If we had checked “Assign Batch Numbers sequentially” and filled it out, it might look like this.

General Ledger

JOBSCOPE Page 25

Notice our batch number format, yppsxx. For September, 2011, this would be 1 for the year 2011, 09

for September, and a value of 1-4, and the last two numbers being the sequential number.

See the next page.

General Ledger

JOBSCOPE Page 26

Then the Create Subledger Batch screen might look like this. Notice the batch number, 109101.

Compare this to our setup, which was y (1 for 2011), pp (09 for September), s for the subledger (we have

selected Inventory/WIP) and the sequential number (01 meaning this is the first Inventory/WIP batch for

September, 2011).

If you decide to manually assign batch numbers, establish a numbering scheme for batches. One recommended scheme is as follows.

Use the first two characters to specify the period (01 through 13) to which the batch is to be posted.

Use the third character to indicate the type of batch, using the types set forth below.

o Inventory/WIP (Materials)

o Accounts Payable

o Accounts Receivable

o Cost Applied/Recognized Revenue

o Labor

o Manual Journal Entries

Use the last three characters to define the sequential serial number of the batch.

Maintain a formal log of all batches entered, including the description and date posted. Write down the description for the batch exactly as it was entered on the Ba tch Header screen.

General Ledger

JOBSCOPE Page 27

Setting Up For General Ledger

Setting up requires that you make the proper Configuration Settings entries, and set up the Tables for

the general ledger.

Configuration Settings

To configure the General Ledger module, click on System Utilities, System Configuration, Financials,

General Ledger. The General Ledger configuration screen displays.

Use Inventory System – This should be checked on unless you do not ever plan to use the materials

system

Use Production System - This should be checked on unless you do not ever plan to use the production

system

# of Digits in Account Numbers – See the “Account Numbers” section to get a full explanation of this

function. All of your accounts numbers should be the same length, and this entry defines that length

General Ledger

JOBSCOPE Page 28

Fiscal Year beginning period Calendar Month – This tells the system when your fiscal year begins. Select

a month from the dropdown. January is 1, February is 2, through 12 for December

Current Period – First of all, you should be very careful in setting this. Use this to set the current period

when you are first starting to use the system. Thereafter, the period end maintenance process will

implement the current period, and you should not change it here without consulting your Jobscope

project manager.

Current Year – As with the current period, you should not change this other than at the time of initial

implementation.

Period Ending Date – When the current period is initially set (at the very beginning), you can set the

period ending date here. For subsequent period closings, the period end maintenance process will

increment the current period, and require you to enter the closing date for the new period.

Assign Batch Numbers Sequentially – Checking this on allows you to have the system assign batch

numbers automatically. If you leave this checked off (not checked), the area of the screen for setting

this up will be grayed out, so that you can’t set up for automatic assignment, as shown below.

If you check it on, the area of the screen for setting this up will be lit. See the section “Assigning Batch

Numbers” in this document for details on how this works.

Use Financial Calendar to Set Valid Transaction Dates – This turns the Financial Calendar functionality on

or off. If you plan to use the Financial Calendar, check it on. Most users prefer to use the Financial

Calendar. See the section “Getting Transactions Into the Proper Period” in this document for more

information.

Allocations Residuals Account – When allocations are created by the system, it is possible that the

calculation for a debit and the calculation for the offsetting credit(s) will not match exactly, and the

small difference will leave the general ledger out of balance. If this happens, the system will post the

out of balance amount to this account, thereby keeping the general ledger in balance. If you don’t plan

to use allocations, you can leave it blank.

General Ledger

JOBSCOPE Page 29

Table Entries

Table entries are made in System Utilities, Operations, Table Maintenance.

Company Codes (Table 0001)

The first table that we want to work with is table 0001, Company Codes. A “Company” in Jobscope is an

entity represented in a single balance sheet and income statement. If you want to produce different

balance sheets and income statements for parts of your business entity, then you will need more than

one company code. Your database may already have a single entry in this table. You can either delete it

and add a new one, or change the address and other data and use that company code.

To access it, double click on it in the table list. It is shown below.

Don’t create a blank entry. Select a code, and enter the information. On the right side, where it says

Company Logo, you need to load the image that you want to appear at the top of your customer invoice.

You can click on Remove Image to get rid of the one that came with the system, and click on the browse

button and browse to the image you want to use.

It is recommended that the logo be no wider than 2.5 inches, and no taller than 1.25 inches. If it is, you

may need to manually modify reports to accommodate the larger logo. It needs to be this size first, then

added to the database. If you add it to table 0001, then reduce the size, it does not pick up the new

size.

The Auto Balancing Acct is an account to which the system will automatically post entries identical to

the entries posted to all accounts with Type code IN, CS, and EX. Thus, it represents the current year

earnings outside of the Current Year Earnings account into which you may be totaling the IN and CS

accounts (you can do both).

General Ledger

JOBSCOPE Page 30

Account Types (Table 0002)

Table 0002 defines account types. You should leave these entries as they are for now.

General Ledger

JOBSCOPE Page 31

Account Levels (Table 0003)

Account Levels are in Table 0003. The Jobscope general ledger is a hierarchical type, meaning that the

lowest level accounts (called Detail accounts) roll up into higher level (called Total accounts) accounts.

The account level codes allow you to define the various levels in the structure so that you can run

statements at selected levels. The entries below reflect a chart of accounts with the expense accounts

and their rollup accounts at levels 10 and 20, income statement accounts at level 30, and assets at levels

40 and 50. If you don’t want to think through your final scheme for these levels now, use the ones

below to get started and come back and change them later.

General Ledger

JOBSCOPE Page 32

Division Codes (Table 0006)

Division Codes are in Table 0006. They don’t do anything, so it is recommended that you use the blank

entry that should be in the table for now, or add one if it is not. To do that, click on New, leave the

Division Code field blank, put something in the description field like “Blank Entry”, and click on Apply.

This will allow you to leave the field blank when you are entering accounts.

Account Category Codes (Table 0008)

Account Category Codes (Table 0008) are used to group accounts together on balance sheets and

income statements. Until you have time to think through this, you may want to use a blank entry to get

started, then update the table later.

General Ledger

JOBSCOPE Page 33

Department Codes (Table 0009)

Department Codes are used to format expense accounts together for expense reports. You can put

them in now, or create a blank entry for now.

General Ledger

JOBSCOPE Page 34

Inter-Company Accounts (Table 0015)

If transactions occur which will cross company boundaries, such as issuing from an inventory in one

company to a job in another company, the system will recognize that an inter-company transaction is

taking place and will establish journal entries to keep both companies in balance. The system will read

the account number from the table for the appropriate company code and write the balancing

transactions for both companies.

General Ledger

JOBSCOPE Page 35

Consolidated Accounts – include suffix (Table 0016)

These accounts will be consolidated (one entry per account) when a subledger batch is created by the

“Create Subledger Batch” program. The subledger entries will be consolidated only if there is an exact

match for the suffix on the account.

General Ledger

JOBSCOPE Page 36

Consolidated Accounts (Table 0017)

The accounts in this table will be consolidated in the same manner as in Table 0016 except that the

subledger entries will be consolidated even if the suffix does not match.

General Ledger

JOBSCOPE Page 37

Retained Earnings Accounts (Table 0018)

This table is used by the system to copy a batch from the last fiscal year’s ledger into the current ledger.

Any IN, CS, or EX accounts found in the old batch are posted to the Retained Earning Account in the new

batch. A common use of this feature is for bringing auditor’s adjustments forward into the new year,

not into the same account from which they came, but into retained earnings, so that these adjustments

do not distort the current year’s balances. The equity Account entered must be a detail account, and

will normally be the same account entered when running the “Year End Closing Batches” option.

General Ledger

JOBSCOPE Page 38

Chart of Accounts Structure Report

The Chart of Accounts Structure report may be used as a debugging tool for the chart of accounts. This

report prints a listing of accounts in indented format according to the totaling structure.

A chart of accounts outline is presented below in the format of the Chart of Accounts Structure report.

This listing presents the accounts sorted by total account. However, no linkages for totaling from

expenses to cost of sales and from profit to equity have been established in this chart of accounts.

Balance Sheet Accounts

Account Type Level Category Function

ASSETS AS 90 CA TOTAL

CURRENT AS 80 CA TOTAL

CASH AS 70 CA DETAIL

FIXED AS 80 FA TOTAL

BUILDING AS 70 FA DETAIL

LIABILITIES LI 90 CL TOTAL

CURRENT LI 80 CL TOTAL

A/P LI 70 CL DETAIL

LONG TERM LI 80 LL TOTAL

NOTES LI 70 LL DETAIL

EQUITY EQ 90 SE TOTAL

CAPITAL EQ 80 SE TOTAL

STOCK EQ 70 SE DETAIL


YTD EQ 70 SE DETAIL

Income Statement Accounts

NET INCOME IN 60 I1 TOTAL

INCOME IN 50 I1 TOTAL

SALES IN 40 I1 DETAIL

OTHER IN 40 I5 DETAIL

COST OF SALES CS 50 C1 TOTAL

JOB COST CS 40 C1 DETAIL

OVERHEAD CS 40 C1 DETAIL

Expense Accounts

General Ledger

JOBSCOPE Page 39

TOTAL OVERHEAD EX 30 CX TOTAL

ADMINISTRATIVE

EX 20 E1 TOTAL

ACCOUNT EX 10 E1 DETAIL


SALES EX 20 E2 TOTAL



MANUFACTURING EX 20 E3 TOTAL



General Ledger

JOBSCOPE Page 40

After the linkages for totaling from expenses to cost of sales and from profit to equity have been

defined, this illustration appears as follows.

ASSETS AS 90 CA TOTAL

CURRENT AS 80 CA TOTAL

CASH AS 70 CA DETAIL

FIXED AS 80 FA TOTAL

BLDG AS 70 FA DETAIL

LIABILITIES LI 90 CL TOTAL

CURRENT LI 80 CL TOTAL

A/P LI 70 CL DETAIL

LONG TERM LI 80 LL TOTAL

NOTES LI 70 LL DETAIL

EQUITY EQ 90 SE TOTAL

CAPITAL EQ 80 SE TOTAL

STOCK EQ 70 SE DETAIL


YTD EQ 70 SE TOTAL

NET INCOME IN 60 I1 TOTAL

INCOME IN 50 I1 TOTAL

SALES IN 40 I1 TOTAL

OTHER IN 40 I1 DETAIL

COST OF SALES CS 50 C1 TOTAL

JOB COST CS 40 C1 DETAIL

OVERHEAD CS 40 C1 TOTAL

TOT. O/H EX 30 CX TOTAL

ADMIN EX 20 E1 TOTAL

ACCT EX 10 E1 DETAIL


SALES EX 20 E2 TOTAL



MFG EX 20 E3 TOTAL



General Ledger

JOBSCOPE Page 41

Entering the Accounts

When you initially set up the chart of accounts, you may wish to set up all accounts as detail accounts,

and not establish the linkages from detail accounts to total accounts. If you follow this procedure during

the implementation stages, you must use manual batches to post expenses to cost of sales, and to post

net profit to equity. (The batches will have to be created manually because the equity and overhead

accounts are set up as detail accounts.)

Once the above scheme is working properly, you can change the equity and overhead accounts to total

accounts, and establish the appropriate linkages by entries in the Total Account field of the necessary

accounts.

Be sure to keep the following principles in mind.

It is easy to change the chart of accounts later, so initially establish a chart of accounts that is

simple and easy to understand.

Set up the expense accounts and how they total into cost of sales first. Most of the accounts are

at this level, and once they are properly established, defining the remaining accounts is easier.

Try to initially set up the chart of accounts without consolidated statements. If you use multiple

company codes, look at each code independently from the others. You can consolidate them

later.

General Ledger

JOBSCOPE Page 42

Entering and Posting the First Batches

During the initial operation of your system, most batches will be created manually because all programs

that journal transactions to the subledgers will not be online. See the section “Assigning Batch

Numbers”. When posting these first batches, as well as initially entering account balances, the following

points should be kept in mind.

Before posting batches, run the Recalculate Total Accounts function.

WARNING: DO NOT ABORT A POSTING JOB. Aborting a posting job results in incorrect balances in the ledger accounts, and the Batch Recovery function must be used to correct the problems. If a posting job enters a loop (which is usually due to some problem in the chart of accounts), call Jobscope.

Always recover the printed output (General Ledger Posting Report) from e ach posting job and note the bottom of the printout for “BATCH POSTED” or “BATCH REJECTED.” Save this printout.

The first batches you post will be entry of account balances. When entering these balances, you may choose a block of accounts and post balances to them, rather than posting the individual transactions that resulted in these balances. If you choose the former method, you should post the balances in a single batch rather than individual batches. The single batch will be in balance. If you a ttempt to post the balances in individual batches, they will be out of balance.

Before posting historical data, you may wish to set up a “dummy” expense account that can be used to balance batches that are out of balance. This account should have a type of EX, and it should not have a total account defined. The account should have a distinctive number, such as all 0s or all Xs.

When entering beginning balances for accounts, you may enter the balance for each period of the prior year, or you may enter a lump balance for the entire previous year. If you choose the latter method, post the balance to the first period of the prior year rather than the last period.

The balance of the previous year and the current balance of an account can be displayed on the Chart of Accounts screen. If you enter the balance in the last period of the prior year, you cannot compare the current balance with the previous year’s balance until the last period of the current year. In other words, for periods 1 through 11, no previous year’s balance will exist; it will not exist until period 12 or 13. However, if you enter the balance for the previous year in the first period, you can compare the previous year’s balance to the current balance throughout the current year. The previous year’s balance will display for each period.

When you have posted all entries for the first period, you may close the period using the Period End Maintenance function, accessed from the System Utilities Module Maintenance menu. Before running Period End Maintenance, print the Trial Balance, Income Statement, and Balance Sheet reports to verify that the period is in balance. Adjusting entries can be made even after the period has been closed (batches can be posted to prior periods).

General Ledger

JOBSCOPE Page 43

Automatic Reversing Entry for Batches

There are times when you want to post a batch of transactions, usually adjustments of some kind, in the

current period, and then reverse them out in the following period. There are tools in Jobscope to make

this easier and less prone to errors.

When you create the batch initially, you will be using the Edit Batches selection in Batches mode of the

General Ledger module. The screen is shown below. In this case, we are creating batch 856930 to post

adjustments in the current period, period 9. We want to reverse these transactions in period 10. We

can use the Automatically Create Reversal Batch for Next Period when Posted function on this screen. If

we check it on, a box displays where we can enter the number for the reversing batch.

When this batch (856930) is posted, the system will create 856931 for the following period, period 10.

At this time, we are still in period 9.

General Ledger

JOBSCOPE Page 44

If we look at 856931, it will look like this.

Now, this could also have been done using the Create Copy/Reversal function, but you would have to

make the additional steps of going to that screen and creating the reversing batch, then going to the

Edit Batch screen to change the period. In addition, you would have to keep records external to the

system to remind you to post the reversing batches in the next period.

General Ledger

JOBSCOPE Page 45

Batch 856931 will remain in an unposted status until we do Period End Maintenance. The Period End

Maintenance screen is shown below.

When we click on OK, if there are any Auto Reversals for the following period, the Post Auto Reversals

screen displays. See the next page.

General Ledger

JOBSCOPE Page 46

This is the Post Auto Reversals screen. It displays in order to give us an opportunity to post all the

reversals created by the Automatically Create Reversal Batch for Next Period when Posted process as

soon as we roll over to the new period. When the screen first displays, it will be blank. Click on the Find

button ( ) and it will list all the batches created by the aforementioned process and list them in the

grid. You can select them by clicking on the box in the select column, or you can select all of them by

clicking on the Select All button at the bottom.

With the appropriate batches selected, click on OK and they will post.

This function gives you the time savings outlined earlier, plus it keeps a record of which ones need to be

reversed, and allows you to post them as a part of the Period End Maintenance process.

General Ledger

JOBSCOPE Page 47

Reports for Verifying Subledger Batch Totals

Before creating subledger batches, you may wish to run reports that verify the batch

totals. This section lists the reports that can be used to verify the batch totals for each

subledger.

Inventory/WIP subledger – In the Reports module, open Job Accounting and run the Job Charges report, and enter the same date range as that specified for the subledger batch. This report prints information for the material issued and the salaried labor collected. The Allocation Details portion of this report provides totals by debit account and by credit account.

Labor Collection subledger – One of the portions of the Job Charges report is Task Details. This portion of the report lists task information by debit account and credit account. The Labor Distribution report, accessed from the Labor Collection menu, prints all hourly labor transactions.

Accounts Payable subledger – The Check Register report lists all checks that have been generated within a specified date range (which should be the same as that entered for the subledger batch). To review vouchered invoices, use the Vouchered this Period by Vendor report, which lists all invoices within a selected date vouchered range, and the A/P Invoices by Account report, which prints informati on for selected invoices by debit account. The date ranges entered for the reports should be the same as the date range specified for the batch.

Accounts Receivable subledger – The Cash Register report lists cash receipts both by debit and credit accounts. The Sales Register report provides information for the billings generated, and lists the amount transferred from WIP to cost -of-sales. For both of these reports, enter the same date range as that specified for the subledger batch.

General Ledger

JOBSCOPE Page 48

Advanced Topics

Statistical Accounts

Statistical accounts are not true general ledger accounts; rather, they are used for informational

purposes only. These accounts are used for management reporting, and can be used in allocations and

variable budgets as well. An account is identified as being a statistical account when you enter S or any

other character in the Statistical field on the Chart of Accounts screen. If you plan to have a statistical

account which totals into another statistical account, both accounts must have the same characters in

the Statistical field. In the section on Variable Budgeting, the example uses four detail accounts which

total into one total account, all statistical accounts, for calculating fringe benefits cost distribution

among departments. All five of these accounts use the same characters in the Statistical field, in this

case, FB.

An account in the general ledger may be designated as totaling to only one other general ledger

account; this account is indicated by the entry in the Total Account field on the Chart of Accounts

screen. However, a detail account can total to any number of statistical accounts. (Total accounts may

not be totaled to statistical accounts.)

This totaling of a detail account to a statistical account is called alternate totaling. To enter an alternate

totaling account, click the Alternate Totaling button on the Chart of Accounts screen. The Alternate

Totaling screen displays; you can enter alternate total accounts on this screen.

Calculation of Overhead and Burden

JOBSCOPE provides methods for automatically calculating and charging material overhead and labor

burden.

Material Overhead

The overhead charges associated with materials are calculated as a percentage of the material cost for

each transaction. The percentage of the material transaction that is charged to overhead is determined

by the category associated with the material. Material categories are defined in table 3001.

Each time a material transaction takes place, the system reads Table 3001 for the appropriate category

and multiplies the overhead percent by the dollar value of the transaction; the result is added to the

Overhead category of the associated job.

When batches are created and posted for the Material subledger, the system posts the overhead to the

work in process account defined in Table 0012, and the overhead account defined in either Table 0011

(for inventory transactions) or Table 0012 (for “purchased for job” transactions). Since work in process is

an asset account, the system makes a debit (positive) entry to the account; therefore, the system makes

a credit (negative) entry to the overhead account.

General Ledger

JOBSCOPE Page 49

More information about material overhead can be found in the Job Accounting User Guide.

Labor Burden

Overhead charges associated with labor are referred to in JOBSCOPE as burden. The concept of burden

is that certain factory costs, while not directly attributable to a particular production run, are still a very

real part of job cost.

If your organization prepares a factory budget that includes such items as operating supplies, utilities,

maintenance, expendables, rent, indirect labor, less-than-standard efficiencies, overtime, foreman

salaries, etc., and if you forecast the anticipated direct labor hours, then you can calculate a burden rate

per hour.

You can define a burden rate per hour for each work center (this entry is made on the Work Centers

screen). The system calculates burden for each labor transaction and posts it to the labor work in

process account defined in table 0012 and to the applied burden account defined for the work center.

For hourly labor, the burden amount is calculated as the burden rate multiplied by either the earned

hours or actual hours, depending on the cost type of the job.

Additional burden can be charged to jobs through the Adjustments mode of the Job Accounting module.

This function uses the burden credit account and the burden percentage as defined in Table 2006 (Labor

Categories). Through your responses to prompts, you select Labor transactions to be used in the

calculation; the transactions for each selected category are multiplied by the percentage defined in

Table 2006 to arrive at the burden amount added to the job. The labor WIP account for the specified job

is debited by the burden adjustment, and the burden account specified in Table 2006 for each category

is credited.

For salaried labor, burden is calculated as the burden rate associated with the employee’s level in Table

4003 multiplied by the hours worked.

Additional information about Burden is in the Job Accounting User Guide.

Work in Process Accounts

All material transactions result in records written in the Material subledger. Labor transactions result in

records written in the Labor subledger.

These transactions may be automatically gathered into a batch through the Create Subledger Batch

option. In order for this process to work, the subledger record must contain both the credit and debit

account numbers for the transaction. For material transactions that are job charges, the system reads

the debit account from the material WIP account entry in Table 0012. This means that all material

charges to a job are debited to the accounts in table 0012 corresponding to the WIP code defined for

the job.

General Ledger

JOBSCOPE Page 50

For labor transactions that are job charges, the system reads the debit account from the labor WIP

account entry in Table 0012.

NOTE: Because applying cost credits the material WIP account and not the labor WIP, it is recommended

that you use the same general ledger account for material WIP and labor WIP. If you plan to expense

job costs directly (not via WIP), then this concern does not apply.

Procedures for Balancing Work in Process

The current balance for the WIP (work in process) account is derived through the following formula.

NOTE: The WIP account discussed in this section is the total account that includes both labor WIP and

material WIP.

WIP beginning balance from the previous week

+ Hourly labor charged to jobs

+ Materials issued to jobs

+ Other/special charges to jobs

+ Task labor collected against jobs

– Costs applied to cost of sales

-------------------------------------------------------------------------------------------------------------------------------------------------------- Current Balance of Work in Process

Establish as a procedure one day each week to balance WIP (work in process) and run the necessary

reports to get accurate information. The process of balancing WIP consists of these steps:

Locking users out of functions (Receiving, Issues, Labor Collection, Accounts Receivable) that effect WIP and running selected reports.

Creating the subledger batches in Material Issues, Labor Collection, and Accounts Receivable.

Using reports to verify the totals on these batches.

Calculating the balance of WIP based on report data and comparing this to the current balance of WIP in the general ledger.

In this section, Monday is used as the WIP cutoff day; however, any day is acceptable as long as it is kept

consistent from period to period.

MONDAY: At a specific time (preferably after working hours), use the Set System Access function to

“lock” users out of all functions that might affect WIP. You should restrict access to all four options

(Inventory, Job Cost, Labor Collection, and Accounts Receivable). (Set System Access is a selection in

Operations mode of System Utilities) After the access has been set, run the following reports. These

reports will be used to verify WIP totals.

Work in Process By Job – Print the report for all jobs.

Sales Register

Job Charges

Labor Distribution

General Ledger

JOBSCOPE Page 51

Should additional reports or additional copies be needed, run them at this time.

TUESDAY: “Unlock” the access to the system and allow users to continue with labor collection and

material issues.

Using the Create Subledger Batch option (accessed from the General Ledger Other menu), create

subledger batches for the Labor subledger and the Material subledger. For the beginning date, use the

prior Tuesday (one week ago), and for the ending date, use Monday’s date (yesterday).

Run the Batch List report (accessed from the General Ledger Reports menu) for the batches you have

just created.

Use the Job Charges and Labor Distribution reports to verify the batch totals. The Job Charges report

prints both salaried labor details and allocation details (including materials issued to jobs and special job

charges). The details are sorted by both debit and credit accounts; you will use the debit accounts to

balance WIP.

The Labor Distribution by Job portion of the Labor Distribution report shows each hourly labor

transaction made within a specified date range. The account to which the labor was charged is shown

for each transaction; this account should be the WIP account.

Perform the following to verify the batch totals.

To verify the debits to WIP on the Labor subledger batch, total the debits made to WIP on the

Task Detail Debit Totals portion of the Job Charges report and on the Labor Distribution by Job

report. Find the total debits for the WIP account number. Keep in mind that the Job Charges

report subtotals by category, so there are probably several subtotals for the WIP account.

Remember that job 00000000 is not considered part of WIP; therefore, exclude this from the

total.

The total debit amount for WIP should equal the debit amount for WIP on the Labor subledger batch that was created earlier on Tuesday.

To verify the debits made to WIP on the Materials subledger batch, total the WIP debits on the Allocation Details Debit Totals portion of the Job Charges report. Again, there should be numerous category breaks for this same account; do not include job 00000000 charges.

Use the ending balance for the WIP account from the previous week as your beginning balance for this

week. Add the debits made to WIP (calculated in step 5) to the beginning balance. The calculation is:

(beginning WIP balance + all debits to WIP on Job Charges and Labor Distribution by Job reports).

Review the Sales Register by Credit Account portion of the Sales Register report to see if there are any

credits to the WIP account.

If the report shows costs have been transferred to cost of sales (thereby crediting WIP), subtract the

WIP credits from the subtotal created in step six. Your running WIP calculation is: [(beginning WIP

General Ledger

JOBSCOPE Page 52

balance + all debits to WIP on Job Charges and Labor Distribution by Job reports) – (cost applied credits

to WIP)]

The final total of these calculations should equal the current balance of the WIP account in the general

ledger.

Compare the current balance of WIP in the General Ledger to the Work in Process by Job report. The

ending amount for work in process (shown on the report as the unapplied amount for the company)

should equal the balance of the WIP account in the General Ledger.

Fixed and Variable Budgets

Each account number has a budget code associated with it. The code is either F, meaning the account

has a fixed budget, or V, meaning the budget is variable based on some parameter.

Accounts with a fixed budget are linked to a fixed budget formula. This formula defines how much of the

total yearly budget for the account is distributed across each period. You enter the formula for the

budget through the Fixed Budget Formulas option, and then enter the total yearly amount of the budget

through the Yearly Account Budgets option. To determine the budget amount for each period, use the

Distribute Fixed Budgets Across Periods function.

Accounts with a variable budget are associated with a variable budget formula and variable budget

allocation. This establishes how the budget for the account is linked to the balance of a different

account. For example, the budget for account A may be 20% of the current period budget of account B.

The allocation is used to establish this relationship.

The following chart shows the sequence for setting up the budget for both fixed and variable budget

accounts.

Budgets

Fixed Variable

1. Define account number through Chart Accounts screen

1. Define account number through Chart of Accounts screen

2. Define formulas through Fixed Budget Formulas screen

2. Define formulas through Variable Budget Formulas screen

3. Define yearly budget amount through Yearly Account Budgets screen

3. Use Variable Budget Allocations screen to specify the accounts in the allocation

4. Distribute the yearly budget according to the formula through Distribute Fixed Budget Across Periods screen

4. Post the allocation to the budget through Create/Post Allocation function

5. Make changes as necessary to the period amounts through Adjust Period and Total Budgets screen

General Ledger

JOBSCOPE Page 53

Combined Income Statements and Balance Sheets

The Balance Sheet shows the financial position of a company on a particular date. The Income

Statement shows the results of operations over a period of time by calculating the profits and losses for

each company or division. Both the Income Statement and Balance Sheet may be printed for any level in

the chart of accounts.

You may set up the chart of accounts so that combined income statements and balance sheets may be

printed for multiple companies. This is done by having the accounts for each company total into higher-

level combined accounts for multiple companies.

The charts on the following pages illustrate how combined income statements and balance sheets can

be established.

As the chars illustrate, the combination of levels and company codes can be used to derive an almost

endless array of totaling structures. Within each level, category codes and subtotal codes can be used

to derive substantially different looks on the statements. Careful planning and thought when defining

the chart of accounts allows you to customize the statements so that they fit the needs of your

organization.

General Ledger

JOBSCOPE Page 54

Income Statements for the Individual Companies and a Combined Balance Sheet

The chart below shows this structure.

RevenueCost

of SalesOverhead

Level 30

Individual Income Statement

Company A

Level 30


Company B

RevenueCost

of SalesOverhead

Revenue

Cost

Of

Sales

Overhead

Assets

Liabilities

Equity

Retained

Earnings

Level 40

Combined Income

Statement

Company C

Level 50

Balance Sheet

Company C

In the chart above, individual income statements are printed for companies A and B. Each income

statement contains three accounts: revenue, cost of sales, and overhead. These accounts are all level 30

accounts. Therefore, if you print income statements for level 30 accounts and do not specify company

codes, income statements print for both company A and company B.

These income statement accounts for each company total into combined income statement accounts.

These accounts are assigned a higher level (40) and are defined for a different company (C). The

combined income statement accounts for company C then total into a combined retained earnings

account. The balance sheet accounts are assigned the highest level (50).

This structure defines the balance sheet in combined form only. It does not provide for individual

balance sheets for company A and B. To achieve that, look at the next section.

General Ledger

JOBSCOPE Page 55

Income Statements and Balance Sheets for the Individual Companies with a Combined Balance Sheet

If you need Income Statements and Balance sheets for the individual companies, and a combined

balance sheet, then the structure below should be used.

RevenueCost

of SalesOverhead

Level 40


Company A

Level 40


Company B

RevenueCost

of SalesOverhead

Assets Liabilities

Assets Liabilities EquityRetained

Earnings

Level 50

Individual Balance Sheet

Company A

Level 60

Combined Balance

Sheet

Company C

EquityRetained

Earnings


Earnings

Level 50


Company B

This structure, in the chart above, begins with the individual income statements for company A and

company B. The income statement accounts for each company are assigned the same level (40).

The income for each company then totals into a retained earnings balance sheet account. The balance

sheet accounts are assigned level 50. Separate balance sheet accounts are defined for company A and

company B, meaning that individual balance sheets can be obtained for each company.

The balance sheet accounts for each company are then totaled into combined balance sheet accounts,

thereby providing for a combined balance sheet. These accounts are defined for company C and are

assigned the highest level in the structure (60).

This structure does not provide for combined income statements for companies A and B. See the next

section for that.

General Ledger

JOBSCOPE Page 56

Both Individual and Combined Income Statements and Balance Sheets

This scheme comes in two flavors. In the first one, the combined income statement lists the revenue,

cost of sales, and overhead accounts for the individual companies on separate lines. The second one

combines them into a single line.

The chart below provides for both individual and combined income statements and individual and

combined balance sheets.

RevenueCost

of SalesOverhead

Level 40


Company A

Level 40


Company B

RevenueCost

of SalesOverhead

Assets Liabilities


Earnings

Level 60


Company A

Level 70

Combined Balance

Sheet

Company C

EquityRetained

Earnings


Earnings

Level 60


Company B

RevenueCost

of SalesOverhead

Level 50


Company C

RevenueCost

of SalesOverhead

Level 50


Company C

The level 40 accounts are individual income statement accounts, which are assigned the same level but

different company codes.

Level 50 provides for a combined income statement. These income statement accounts are assigned a

different company code (C). This statement prints a revenue line for company A and a revenue line for

General Ledger

JOBSCOPE Page 57

company B, rather than summing the revenue for the two companies into one line. Maintaining the

income statement totals in separate accounts allows individual balance sheets to be obtained at the

next level.

Level 60 prints individual balance sheets. The income statement accounts at level 50 are totaled into the

retained earnings account. These balance sheet accounts are assigned the same level (60); however, the

company code assignments return to A and B.

The final level, level 70, prints a combined balance sheet for company C. The balance sheet accounts for

company A and B are summed into the balance sheet accounts for company C.

General Ledger

JOBSCOPE Page 58

If you want to see the revenue, cost of sales, and overhead for the total company, company C, on one

line instead of several individual lines, the following chart will do that.

RevenueCost

of SalesOverhead

Level 40


Company A

Level 40


Company B

RevenueCost

of SalesOverhead

Assets Liabilities


Earnings

Level 50


Company A

Level 60

Combined Balance

Sheet

Company C

EquityRetained

Earnings


Earnings

Level 50


Company B

RevenueCost

of SalesOverhead

Level 60

Consolidated Income

Statement Derived through

Statistical Accounts and

Allocations

Company C

The chart above provides for both individual and combined income statements and individual and

combined balance sheets. The level 40 accounts are the same individual income statement accounts as

those on previous statements.

These accounts total into level 50 individual balance sheet accounts, which in turn total into higher level

consolidated balance sheet accounts defined for a single company code C.

In order to gain the combined income statement, the level 40 accounts are totaled into statistical

accounts. The income statement accounts are totaled into the statistical accounts through allocations.

(The Alternate Totaling screen could normally not be used for this because the income statement

accounts are total accounts.) For example, an allocation would set the balance of the consolidated

revenue account equal to the sum of the balance of company A’s revenue account and the balance of

company B’s revenue account.

General Ledger

JOBSCOPE Page 59

Allocations

Allocations are normally run monthly, and are used to create entries to accounts based on certain

parameters. One of the most common uses of the allocation system is to spread certain expenses over

multiple departments or divisions. As an example, you may want to spread utility costs over multiple

departments based on the square footage assigned to each department. You may want to spread

human resources department costs over divisions or departments based on head count. With sufficient

creativity, you can create almost any type of calculation.

Features

Allocations can have a number of uses in the system. The following list illustrates ways in which

allocations can be used.

Allocations based on non-monetary parameters such as square footage.

Totals to statistical accounts that cannot be done using the alternate totaling feature.

Allocations from one actual account to another using ratio of balances in either statistical or

actual accounts or a combination of both.

Routine monthly postings of amounts that are constant from month to month.

Routine monthly postings of amounts that vary from month to month. The variation may be

defined by a variety of methods.

Special posting to accounts whose balances cannot be updated through the normal totaling

structure, such as statistical accounts that are the sum of total accounts.

Allocation Batches

The Create/Post Allocation function creates a batch from an allocation and posts the batch. If the batch

does not clear the edits for posting, the batch will not be posted, but it will still exist. If the allocation is

subsequently corrected, it should be posted under a new batch number and the old, “failed” batch

deleted.

Statistical Accounts

Allocations frequently involve statistical accounts. For example, the balance in a number of actual

accounts may need to be added together to provide a number that is used in an allocation formula. A

statistical account would normally be used for collecting this sum, and the alternate totaling feature

would commonly be used for getting the actual account balances added to the statistical account.

However, alternate totaling can only be defined from a detail actual account to a total statistical

account. If the balances to be added are in total accounts or in a combination of total and detail

accounts, then the alternate totaling feature may not be used. This problem can be solved by setting up

an allocation for adding the account balances into the statistical account. Care should be taken in

establishing the posting sequence of such accounts.

General Ledger

JOBSCOPE Page 60

Residual Amounts

Sometimes an account may have its entire balance credited to zero by a series of allocations. In such

cases, a few cents may be left in the account due to the rounding process in the calculation. In order to

keep in balance, total accounts for “residual amounts” should be established so that these residual

amounts do not cause an out of balance condition. In addition, if postings to these “credit to zero”

accounts take place prior to closing, but after posting the allocations, these late postings will not be

included in the allocations. However, the “residual amounts” total accounts will reflect the condition

and keep the ledger in balance.

It is important to recognize that many combinations of allocations must be posted in the proper

sequence. Posting of allocations should be controlled by very structured and well-defined procedures.

All “actual” allocations should be set up so as to be self-balancing. Problems can arise from out-of-

balance batches created from allocations.

Line Items With Large Numbers

If allocation line items with large numbers involve multiplication, use care to ensure that very large

numbers do not result while the calculation is taking place. Use parentheses in the formula to achieve

this result. The most common example of this situation is a formula involving ratios of accounts. The

following is such a formula.

A=B*C/D

When the program performs this calculation, it multiplies B times C and divides the result by D. The

product of B times C must be stored, and may overload the internal registers of the program.

Parentheses will eliminate a possible overload.

A=B*(C/D)

Now, the division is performed first and the subsequent multiplication results in a much smaller number.

General Ledger

JOBSCOPE Page 61

Examples

This section provides different examples of how allocations are entered into the system. You should

study these examples carefully before you attempt to enter allocations of your own.

Allocating Department Expenses Based Upon Fixed Percentages

This section explains how the expenses of one department (Maintenance) are allocated to two other

departments (Technical and Sales). The percentages to be allocated are 40% to Technical and 60% to

Sales.

Establishing the Chart of Accounts

Before the data for the allocation is entered, the accounts for each department must be established.

The accounts for the Maintenance department should be established as follows.

6210-0000 (Total Maintenance Expenses) 6210-8100 (Salaries) 6210-8400 (Supplies) The Maintenance department number is 6210; you will notice that the first 4 characters for all

Maintenance department accounts is 6210. This numbering scheme is useful for distinguishing account

numbers used for specific departments.

A total expense account (6210-0000) is created for the Maintenance department, and the detail expense

accounts for the department (6210-8100 and 6210-8400) are totaled into it.

Because account 6210-0000 is allocated to the Technical and Sales departments, a credit account must

be established for the allocation. You could set up the chart of accounts such that the allocations

directly credit the expense account 6210-0000. However, the balance in this account would be a running

balance, and you would not be able to see the actual postings made to the account. Establishing the

credit account for allocations allows you to see greater detail.

The allocation credit account should not total to the expense account 6210-0000. You may wish to

assign it a different department code than the expense accounts so that it will not appear on the Period

Budget report for the department. This account can be numbered 6210-ALCR. This indicates that it

belongs to department 6210, and that it is the allocation (AL) credit (CR) account.

After allocation, the total of 6210-0000 and 6210-ALCR will give the new balance for the Maintenance

department. These accounts can be totaled into an account to give the Maintenance department net

balance after allocation. After this account is created, the final Maintenance department structure

appears as follows.

6210-NBAA (Net Balance After Allocation)

6210-0000 (Total Maintenance Expenses)

6210-8100 (Salaries)

6210-8400 (Supplies)

General Ledger

JOBSCOPE Page 62

6210-ALCR (Allocation Credit)

Next, the chart of accounts for the Technical and Sales departments must be created. The expense

accounts for these departments are set up much like those for the Maintenance department.

Technical Department 5110-0000 (Total Technical Department Expenses)



5110-ALDB (Maintenance Allocation Debit)

Sales Department 4120-0000 (Total Sales Department Expenses)



4120-ALDB (Maintenance Allocation Debit)

Accounts 5110-ALDB and 4120-ALDB are the expense accounts to which expenses are posted from the

Maintenance department.

The allocation debit accounts for the Technical and Sales departments should have the same

department code as the expense accounts, thereby including them on the Period Budget reports for the

departments.

General Ledger

JOBSCOPE Page 63

Entering the Formulas

After the chart of accounts has been entered, you are ready to enter the formulas to be used in the

allocation. These are entered through the Allocation Formulas option, in Accounts mode.

Because the Technical and Sales departments are allocated different percentages, then different

formulas will be established for allocating to each department. When entering the formula for the

Technical department, the data below should be entered on the Formulas screen.

The entered data indicates that 40% of the current period amount for account B is to be allocated to

account A. The account numbers will be defined on the Allocations screen.

General Ledger

JOBSCOPE Page 64

The formula for allocating to the Sales department would be entered as shown below.

General Ledger

JOBSCOPE Page 65

Entering the Allocation

Next, data should be entered for the allocation through the Allocations option in Accounts mode. The

heading entries for the allocation would be entered as follows.

The type for the allocation is AC because it is posted to the actual balance for a general ledger account.

Four line items must be entered for the allocation.

The first posts 40% of the Maintenance costs to Technical.

The second moves 40% of the Maintenance costs to the Maintenance allocation credit account.

The third posts 60% of the Maintenance costs to Sales.

The fourth moves 60% of the Maintenance costs to the Maintenance allocation credit account.

General Ledger

JOBSCOPE Page 66

Entry for the first line item would appear as follows.

This item posts 40% of the current period amount in account 6210-0000 (Total Maintenance Expenses)

to 5110-ALDB (Maintenance Allocation Debit).

General Ledger

JOBSCOPE Page 67

Now an item is entered to move 40% of the Maintenance costs to the allocation credit account. Entry of

this item appears below.

A negative sign is entered for this item because it is a credit. Account 6210-ALCR (Allocation Credit) is

credited with 40% of the total Maintenance costs.

The negative sign may be entered through the Amount I field as shown above, or you could have used a

separate formula for this item that contained a negative sign in the Variable E Value field on the

Formulas screen.

Entries for the Sales department are similar to those for Technical, with the exception of the different

formula and accounts. Item 003 should have the following entries.

Account A is 4120-ALDB (Maintenance Allocation Debit)

Formula is 02

Account B is 6210-0000 (Total Maintenance Expenses)

Item 004 should have the entries below.

Account A is 6210-ALCR (Allocation Credit)

Formula is 02

Account B is 6210-0000 (Total Maintenance Expenses)

General Ledger

JOBSCOPE Page 68

Amount I is -1

Allocating Department Expenses Based Upon Share of Total Costs

This section explains how the expenses of the Maintenance department are allocated to the Technical

and Sales departments based upon each department’s share of total departmental costs.

Establishing the Chart of Accounts

The chart of accounts for each department will remain the same as that in the previous section with the

exceptions noted in this section.

Because the percentage allocated to Technical and Sales depends on each department’s share of total

costs, accounts must be established for accumulating each department’s total costs and then totaling

this into a total cost account for all departments.

Accounts 5110-0000 (Total Technical Department Expenses) and 4120-0000 (Total Sales Department

Expenses) accumulate the total expenses for each department. However, these accounts include the

Maintenance expenses allocated to the departments. Therefore, accounts must be established to

accumulate expenses for the departments without including allocated Maintenance expenses.

Statistical accounts can be set up to accumulate the costs for the departments without the allocated

Maintenance expenses. Statistical accounts 5110-SS01 and 4120-SS01 can be set up with the following

totaling structure.

Technical Department 5110-SS01 (Expenses less Maintenance allocation)

5110-8100 (Salaries) 5110-8300 (Supplies)

Sales Department 4120-SS01 (Expenses less Maintenance allocation)

4120-8100 (Salaries) 4120-8300 (Supplies) The expense accounts for the departments can be totaled into statistical accounts through the Alternate

Totaling screen, provided the expense accounts are detail accounts. If they are not detail accounts, an

allocation can be set up to total account 5110-0000 (Total Technical Department Expenses) into 5110-

SS01, and to total account 4120-0000 (Total Sales Department Expenses) into account 4120-SS01. This

allocation would be posted BEFORE the Maintenance department expenses were allocated. Posting the

allocation before allocating Maintenance costs would not include the Maintenance expenses in the

statistical accounts.

After statistical accounts 4120-SS01 and 5110-SS01 are established, they can be totaled into an account

to accumulate the total costs for all departments. Statistical account 6000-SS00 can be set up to

accumulate costs for all departments. The structure for 6000-SS00 appears as follows.

6000-SS00 (Total expenses for all departments)

General Ledger

JOBSCOPE Page 69

5110-SS01 (Tech. Dept. expenses less Maintenance)

4120-SS01 (Sales Dept. expenses less Maintenance)

The percentage of total costs that belong to each department can now be calculated as follows.

For Technical: 5110-SS01 / 6000-SS00 = Technical Department %

For Sales: 4120-SS01 / 6000-SS00 = Sales Department %

The above formulas will be defined through the allocation for the Maintenance expenses.

Entering the Formulas

The formula for the allocation must determine what percentage of total departmental expenses each

department bears, then use this percentage to allocate Maintenance expenses.

The same formula can be used for both departments, and is entered as follows.

In the formula expression, C/D calculates the percentage of each department’s expenses to the total

expenses. This percentage will then be multiplied by the Maintenance department expenses to

determine the amount allocated to each department.

General Ledger

JOBSCOPE Page 70

Entering the Allocation

Now, data can be entered for the allocation. The heading for the allocation is entered as follows.

The type of the allocation is AC, meaning it is posted to the actual balance of the general ledger account.

Four line items must be entered for the allocation.

The first posts the calculated percentage of Maintenance costs to Technical.

The second moves the calculated percentage of Maintenance costs to the Maintenance allocation credit account.

The third posts the calculated percentage of Maintenance costs to Sales.

The fourth moves the calculated percentage of Maintenance costs to the Maintenance allocation credit account.

General Ledger

JOBSCOPE Page 71

Entry for the first line item appears as follows.

Based on the formula, this item calculates the percentage of total costs that belong to Technical. This

percentage is then multiplied by the total Maintenance costs (from account 6210-0000), and this

amount is posted to the Technical department’s Maintenance allocation debit account (5110-ALDB).

General Ledger

JOBSCOPE Page 72

Now an item is entered to move the same percentage of the Maintenance cost to the allocation credit

account. Entry of this item appears below.

A negative sign is entered for this item through Amount I because it is a credit account.

Entries for the Sales department should follow the same format as those for Technical with the

appropriate account numbers substituted.

General Ledger

JOBSCOPE Page 73

Accounts Mode

In Accounts mode, there are five selections on the toolbar across the top. Chart of Accounts is the one

you want to study first.

Chart of Accounts

Now for the actual entry. This is done under Financial Accounting, General Ledger, Accounts, Chart of

Accounts. The Chart of Accounts screen displays. The screen below shows an account that has been in

service for awhile. Yours will be all blank, and the “Last Year” and “Current” columns will be all zeroes.

General Ledger

JOBSCOPE Page 74

The Chart of Accounts screen displays a Toolbar at the top of the screen with different available

functions:

New: ( ) Use this function if you want to create a new account record

Delete: ( ) Use this function to delete the account record currently displayed. If the

account has a balance, it will be grayed out, and the account cannot be deleted

Add User Text: ( ) Use this function to access the User Text screen and add free form

information to the account record

User Defined Fields: ( ) Use this function to access the User Defined Fields form and enter

the desired values. The red tick indicates UDFs already have values for the selected account

record

Alternate Totaling ( )An account in the general ledger may be designated

as totaling to only one other general ledger account; this account is indicated by the entry in the

Total Account field on the Chart of Accounts screen. However, a detail account can total to any

number of statistical accounts. (Total accounts may not be totaled to statistical accounts.) This

totaling of a detail account to a statistical account is called alternate totaling. To enter an

alternate totaling account, click the Alternate Totaling button on the Chart of Accounts screen.

The Alternate Totaling screen displays; you can enter alternate total accounts on this screen.

General Ledger

JOBSCOPE Page 75

To create a new account, the following required fields need to be populated:

Account – A combination of numbers and letters up to 20 characters. See the section “Account

Numbers” for more information

Company – Select an entry from the dropdown. The dropdown lists entries in table 0001.

Description – Enter the name of the account. It may be up to 40 characters

Status – The dropdown lists three values, blank for open, R for restricted, and C for closed. The

value for an account in normal use is blank for open. R for restricted means that subledger

batches may not be created for the account, but manual batches may include the account. C for

closed means that no posting may be made to the account

Type – Enter the code indicating the type of account you are defining. See the section “Account

Types” in this document

Level – The level code identifies the level in the chart of accounts at which the account resides.

See the sections “Hierarchical Chart of Accounts” and “Account Levels” for more information

Function – Select an entry from the dropdown. The options are D for Detail, T for Total, and A

for Automatic Balancing Account. If the account is a detail (input) account to which debits and

credits can be made, enter D. Detail accounts are used for posting and budgeting. If the account

is a total (summary) account that is used for reporting purposes only, enter T. Total accounts are

used to group information for reporting. If the account is an automatic balancing account, enter

A. Income, cost of sales, and expense transactions total into the automatic balancing account

assigned to the associated company code in table 0001. Thus, this account will contain the

income for the current period, and can be used to balance equity on the balance sheet. Once

activity has been posted to an account, do not change the function code of the account

Category – Category is a 2 alphanumeric character code edited by table 0008. The category is a

further breakdown of account types. Accounts with the same category are grouped together on

the income statement and the balance sheet, and a total prints on these reports for each

category. Typical categories for an account type of IN (income) might be I1 for customer billings,

I5 for rental income, and I6 for material sales, but note that use of the letter “I” in the code is

simply for convenience. It could just as well have been any character. The category does not

affect the total account structure of the account (as defined through the Total Account field)

Currency – Even if you are not using foreign currency, you should enter a currency code

Revalue – You should only check this on if this is a foreign currency account. See the Foreign

Currency User Guide for more information

Total Account – This is an account into which the account totals. See the section “Hierarchical

Chart of Accounts” in this document

All other fields are not required but you may want to use them in your implementation:

Division – The dropdown lists entries in Table 0006. The main purpose of this field is for reports

Department – The dropdown lists entries in Table 0009. The main purpose of this field is for

reports

Language – If you are using multiple languages, you may want to select a language code

General Ledger

JOBSCOPE Page 76

English Language Description – If you are using multiple languages, you can enter the English

language description for the account

Formula – If you are using the fixed budgets functionality, you can enter the formula code that

will calculate the budget for this account.

Statistical – Statistical is a 2 alphanumeric characters field which indicates whether the account

is a statistical account or a normal general ledger account. If the account is a normal general

ledger account and not a statistical account, leave this field blank. If the account is a statistical

account, enter any characters in this field. Statistical accounts are usually total accounts used for

informational purposes only. For example, the general ledger structure of accounts may have

the supplies account for the sales departmental totaling into the total sales expense account.

However, a statistical account may be used to total supplies expenses for all departments

Budget Head – You can enter the name of the person responsible for the budget for this account

Budget Code – Budget Code is a 1 alphanumeric character field. This code indicates whether the

budgeting for this account is fixed or variable. If you have not yet settled on a budgeting

scheme, leave this field blank. If the budget is fixed, enter F. If the budget is variable, enter V. If

the budget is "semi-fixed," then enter a code of F. For example, a budget that is based on

seasonal trends might be considered as semi-fixed

Reference – This field is most often used in formatting reports, usually the balance sheet or

income statement. Your Jobscope project manager will discuss how you want these statements

to look, and work with you to develop a suitable plan

Gain/Loss Account – This field is only used for accounts in foreign currency. If you are not using

foreign currencies, leave it blank. See the Foreign Currency Users Guide for more information

To work with existing accounts, you can use the browse button beside the account field to open the

browse screen to find an account.

If you know the account number, you can enter it in the Account field and tab.

General Ledger

JOBSCOPE Page 77

Allocation Formulas

A complete allocation is made up of three things, one or more formulas, one allocation header, and two

or more allocation line items.

If you click on Allocation Formulas, the Allocation Formulas screen displays. The formula below is the

one used in the section “Allocating Department Expenses Based Upon Share of Total Costs” in this

document. Reading that section will help in understanding allocations.

The formula defines three things, the Expression, which tells the system how to make the calculation,

which value in the account to use (Current Period Amount, or Current Balance, or other value), and the

numeric value of the four variables which may be used. The actual accounts will be defined on the line

items of the allocation. The “I” value in the expression is a numeric value defined on the allocation line

item. The most common usage of the “I” value is the values 1.0 (+ 1.0) and – 1.0. This can be used to

indicate whether the entry is a debit or credit.

The fields are as follows:

General Ledger

JOBSCOPE Page 78

Allocation Formula – This must be a two character number. Each formula that you create must

have a unique number

Account A Field – Account A is the account that will be updated by the allocation line item

Account B Field – This is one of the accounts that may be used in the expression. Select a value

from the drop down. The drop down values are listed on the right of the screen in the red box

Account C Field - This is one of the accounts that may be used in the expression. Select a value


Account D Field - This is one of the accounts that may be used in the expression. Select a value


Variable E Value through Variable H Value – These are numeric values that may be used in the

expression

Expression – The Expression defines the way that the calculations will be performed

General Ledger

JOBSCOPE Page 79

Allocations

This is where you enter the allocation header and the allocation line items.

If you click on Allocations, the Allocations screen displays.

The Allocation field may be any number of numeric characters up to six. If you want to call up an

existing allocation, you can enter the Allocation number and tab and the allocation will display.

To work with existing allocations, you can click on the browse button beside the Allocation field ( )

and browse for the one you want. If you know the allocation number, you can enter it in the Allocation

field and tab.

General Ledger

JOBSCOPE Page 80

This is the allocation browse screen. The existing allocations display in the grid. Double click on the one

you want to open.

The Type field must be selected from the dropdown. The Types are AC for Actual and SA for Statistical.

Actual means that the allocation will update real general ledger accounts, and therefore must be

balanced in order to post. Statistical means that the allocation will update statistical accounts, and

therefore need not be balanced.

General Ledger

JOBSCOPE Page 81

When you click on OK or Apply on the G/L Allocation screen, the Allocation Detail screen displays. The

allocation line item shown here is from the section “Allocating Department Expenses Based Upon Share

of Total Costs” in this document. Reading that section will help in understanding allocations.

The Item field is a system assigned number for the line item. Allocation line items are normally created

in pairs, one debit and one credit, although they do not have to be.

The Formula field must be an existing allocation formula number. When you enter the Formula and tab,

the expression will display to the right.

The Account fields define the accounts to be used for this line item. Note that the same formula might

be used for a number of line items, and each line item will define the accounts to be involved.

The Amount I field may contain a numeric value if the “I” is used in the expression. The most common

use of “I” is in a pair of line items intended to create a debit and offsetting credit. The value of “I” will

be 1.0 (+ 1.0) for the debit and – 1.0 for the credit.

General Ledger

JOBSCOPE Page 82

Account Activity

Account Activity allows you to look at transactions for an account.

Enter the account or browse for it, and click on the Process Report button ( ). The

Account Activity report displays.

General Ledger

JOBSCOPE Page 83

Account Drill Down

The GL Drill Down – Account screen displays. Enter an account or browse for it, and the details for all

the periods will be displayed.

You can double click on a period, and the Journal Entries will be displayed.

General Ledger

JOBSCOPE Page 84

Then you can double click on one of these, and the batches for the journal entry will display.

Double click on one of the batches, and the transactions in the batch will be displayed.

General Ledger

JOBSCOPE Page 85

Double click on a transaction, and the transaction entry screen will display with the transaction.

On any of the drill down screens, you can click on the Restart button ( ) to go back to the

beginning and look at another account.

General Ledger

JOBSCOPE Page 86

Budgets Mode

In Budgets mode, there are six selections on the toolbar across the top. We’ll begin with Fixed Budgets.

Budgets in Jobscope come in two flavors, fixed and variable. In Fixed Budgeting, a fixed budget amount

is defined for each period for each budgeted account. In Variable Budgeting, special allocations

calculate the budget amounts for each period depending upon an array of user defined parameters.

Fixed budgeting is by far the most widely used form of budgeting. This is the way it works.

First you set up budget formulas that define a percentage of an annual budget to be assigned to

each period.

Then, on the Chart of Accounts screen, you define the accounts that are to be fixed budgeted

and which formula the account is to use.

Next, you use the Yearly Account Budgets selection to define the total budget for the year for

each account.

Finally, you run the Distribute Across Periods program to spread the annual amount across the

periods.

There is another way for entering fixed budgets that is more commonly used today. This is the Map

Master module in Engineering. There is a section on it in this manual.

You may have two budgets for each account, the actual budget and the alternate budget. An operating

budget, also called the actual budget, is the budget with which you are currently working.

An alternate budget is a sample budget. The alternate budget is often used for planning the upcoming

year. Using the Apply a Multiplier to Budgets function allows you to view the alternate budget under

different circumstances.

Both the actual budget and the alternate budget are stored in the account master record.

General Ledger

JOBSCOPE Page 87

Fixed Budgets

If you click on Fixed Budgets, you will see a dropdown with two options, Fixed Budget Formulas and

Distribute Across Periods.

Fixed Budget Formulas

Fixed budget formulas are used to spread a total annual budget across the year. The formula might do

four quarterly spreads, or a spread over all periods, or anything else.

If you select Fixed Budget Formulas, the Fixed Budget Formulas screen displays. You can select a

formula from the grid by double clicking on it. This shows a quarterly spread.

This data is stored in the GPFFORM table.

General Ledger

JOBSCOPE Page 88

This shows an equal distribution. A formula with an equal amount each period, or based on four

week/five week accounting periods is the most common.

General Ledger

JOBSCOPE Page 89

Distribute Across Periods

The other option on the dropdown menu under Fixed Budgets is Distribute Across Periods. This function

takes the annual budget amount and spreads it across periods based on the formula for each account.

The annual budget amount is set in the Yearly Account Budgets screen.

General Ledger

JOBSCOPE Page 90

Variable Budgets

Variable budgeting works like allocations in the sense that the system calculates an amount based upon

a formula and values in accounts and updates the period budget amount for the target account.

Variable budgeting has formulas, variable budget headers and variable budget line items just like

allocations. The most common use of variable budgeting is to calculate a budget each month based

upon some parameter, which is usually not a value in a regular general ledger account. A good example

is to distribute a payroll related cost such as fringe benefits across departments based upon head count

in each department. Let’s do an example in which we have four manufacturing departments, Machining

(department 3910, 13 employees), Welding (department 3920, 21 employees), Assembly (department

3960, 45 employees), and Shipping (department 3970, 12 employees).

To do this, we will set up a statistical account for each department, and total these four accounts into a single account which represents the total number of manufacturing employees (91). This account structure will look like this:

Manufacturing 3900-SS11 Machining 3910-SS11 Welding 3920-SS11 Assembly 3960-SS11

Shipping 3970-SS11

Then we will post the headcount in each department to that departments account and the totals will roll

up to the Manufacturing account, 3900-SS11. The formula will develop a ratio of each department’s

share of the fringe benefits account, which might be a regular GL account, either detail or total, or it

might be a statistical account, depending upon how our chart is structured. Preferably, it would be a

regular GL account. In our example, we’ll use account 1160-2708.

Each month, if the headcount has not changed for any department, we’ll just run the allocation and let it

do the calculations and posting. If a department has a change, we’ll create a manual, statistical batch

and post the change to the account, then run the allocation.

The regular GL accounts for fringe benefits for the departments are as follows: Machining 3910-2708 Welding 3920-2708 Assembly 3960-2708 Shipping 3970-2708

General Ledger

JOBSCOPE Page 91

Here’s a sample of one of the accounts.

In the following sections, we’ll continue the example.

General Ledger

JOBSCOPE Page 92

If you click on Variable Budgets, you will see a dropdown with two options, Variable Budget Formulas

and Variable Budget Allocations.

Variable Budget Formulas

If you select Variable Budget Formulas, the Variable Budget Formulas screen displays. This shows the

formula for the Variable Budget calculation discussed in the previous section. We want to multiply the

Current Period Amount in account 1160-2708 (Account B) by the ratio of a departmental headcount

account (Account C) by the total manufacturing headcount in account 3900-SS11 (Account D).

We could use one or more fixed numbers in the formula by utilizing Variable E through H values.

General Ledger

JOBSCOPE Page 93

Variable Budget Allocations

If we select Variable Budget Allocations, the Variable Budget Allocations header screen displays. Our

example is shown here. The value in the Type field was selected from the dropdown. The BD selection

is “use Current Period Budget”, which we will use because we want to update that field in the actual

departmental accounts. The other selection is SB, which is “use Statistical Budget”.

If you click on OK or Apply, the Variable Budget Allocation Detail screen displays. It is shown on the next

page.

To work with existing allocations, you can click on the browse button beside the Allocation field ( )

and browse for the one you want. If you know the allocation number, you can enter it in the Allocation

field and tab.

General Ledger

JOBSCOPE Page 94

Our example will have four line items, one for each department. The Machining line item is shown.

Since we are updatng budget amounts, we don’t have to worry about balancing debits and credits. For

this reason, we are not using the Amount I field.

We could have entered a Journal entry value such as 390011 to indicate where the entry came from.

General Ledger

JOBSCOPE Page 95

Yearly Account Budgets

This is where you enter the yearly budget amount for fixed budgeted accounts. You can make multiple

entries in the grid to show the budget breakdown, or a single entry in the Total Budget field.

To work with existing budgets, you can use the browse button beside the Account field ( ) and

browse for the one you want. If you know the allocation number, you can enter it in the Account field

and tab.

General Ledger

JOBSCOPE Page 96

Adjust Period/Total Budgets

You can manually enter the amounts per period, either by entering the period amounts from scratch, or

distributing and then changing some periods.

To work with existing budgets, you can use the browse button beside the Account field ( ) and

browse for the one you want. If you know the allocation number, you can enter it in the Account field.

If you have Version 15.3 or subsequent, all you have to do is tab out of the field and the account budget

will display.

General Ledger

JOBSCOPE Page 97

Revised Budgets

For each account, you can create a budget, an alternate budget, and up to 99 “Revised” budgets. This

allows you to keep multiple budgets for each account. You might use this to develop budgets for

different business plans, then copy the appropriate one into the real budget. The budget and alternate

budget are stored in the account master. The 1-99 “Revised” budgets are stored outside the account

master.

You can directly enter the Budget (B) and the Alternate Budget (A), and then develop the others by

copying the Budget or the Alternate Budget.

If you click on Revised Budgets, you will see a dropdown with three options, Copy Budgets, Delete

Budgets, and Zero Budgets.

Copy Budgets

The screen below shows a copy of the Budget (B) to the Alternate Budget (A).

The “B” budget may only be copied to the “A”, but the “A” may be copied to any of 1-99 budgets that

you want to create.

General Ledger

JOBSCOPE Page 98

If you want to create a new budget other than the Budget or Alternate, simply pick a number and name

for the new budget and enter it as the “To” budget. When you click on OK or Apply, this budget will be

created as a copy of the “A”.

Delete Budgets

You can delete budgets just as fast as you can create them.

General Ledger

JOBSCOPE Page 99

Zero Budgets

You can zero the “B” (listed below as Operating Budget) or the Alternate Budget here. The Budget Code

box allows you to select which accounts for which the budgets are to be set to zero. Fixed means

accounts with Budget Code of “F”, Variable means accounts with Budget Code of “V”, Manual means

accounts with Budget Code blank, and All means all accounts.

You can’t zero the budgets stored outside the account master (those other than B or A). Just delete

them and recreate them.

General Ledger

JOBSCOPE Page 100

Apply Multiplier

When yearend approaches and you don’t want to start from scratch on budgets, you can apply a

multiplier to the alternate budget (A) or any of the 01 to 99 trial budgets. You cannot use this on the

actual budget (B). To achieve the effect of applying the multiplier to the actual budget (B), apply the

multiplier to the alternate, check it, then copy it back into the budget (B).

This entry (102.5) would increase the budget amounts by 2.5%. As an example, $800.00 would be

increased to $820.00

General Ledger

JOBSCOPE Page 101

Batches Mode

A batch is a group of transactions that are gathered and posted to the general ledger as debits and credits. Transactions in the system, such as labor collection, material receivings and issues, Accounts Receivable invoices and payments, and Accounts Payable invoices and payments do not automatically update general ledger accounts. Instead, general ledger accounts are updated by batches that contain the debit and credit information for the above transactions. No general ledger balances are updated except by means of a batch except for the automatic balancing account. Batches can be created automatically by the system, or you can create them manually. As you can see, there are six ways batches can be created:

Manually through the Batches option

Automatically through the Create Subledger Batch option

Automatically through the Create/Post Allocation option

Automatically at year-end close out through Year End Closing Batches

By copying an existing batch to a new batch through Reverse/Copy Batches

By copying an existing batch through Copy Batches to New Fiscal Year

Batches have a Status value. This value will be one of the following:

A for Active – The batch is being accessed by another user. No other user may access it until the first user exits.

B for Balanced – The batch is in a balanced state (sum of debits equals sum of credits) and is ready for posting.

O for Open – The batch may or may not be balanced, but is not ready for posting and may be manually changed.

P for Posted – The batch has been posted to the general ledger accounts.

There are four Types of batches, Actual, Budget, Statistical, and Statistical Budget. An actual batch is a

normal batch for posting to the designated period balance of regular (non-statistical) accounts. A

budget batch is for posting amounts to the budget fields in accounts. A Statistical batch is for posting to

the period balance fields of statistical accounts, and a Statistical Budget batch is for posting to budget

fields in Statistical accounts.

In Budgets mode, there are eight selections on the toolbar across the top. We’ll begin with Create/Edit

Batch.

General Ledger

JOBSCOPE Page 102

Edit Batch

When you click on Edit Batch, the Batches screen displays. To open a batch, you can use the browse

button beside the Batch Number field ( ) and browse for the one you want. If you know the batch

number, you can enter it in the Batch Number field and tab out of the field.

This batch has a Status of Balanced. You can only change the fields that are lighted. The Debit Control

field must match the total debits in the batch, and the Credit Control field must match the total credits

in the batch. If these do not match, then the batch is not balanced, and cannot be posted. Probably the

most common change on this screen would be the Period field, which is the period to which this batch

will be posted by the system.

The box Automatically Create Reversal Batch for Next period when Posted will create a reversal batch as

stated if it is checked on. This batch may then be posted in the following period.

Another use of this option is to add, delete, or change transactions in the batch. To do this, the batch

must be in an open status. Click on the Open button and the Batch Details screen will display. If it does

not, click on the Details button ( ) at the top.

General Ledger

JOBSCOPE Page 103

The transactions in the batch are displayed in the grid at the bottom. You can double click on one to

bring it up for review or change. Transaction (Item) 000001 has been selected.

You can change a line item, but if you change an amount, then the batch may no longer be in balance, so

you will have to change an item with an opposite sign for the Amount. In other words, if you add $10 to

a debit, you must also add $10 to some credit. Then, when you click on OK to return to the Batch

Header screen, you must change the debit and credit control amounts to match the new debit and

credit totals before you can change the batch status to Balanced.

You can also change a batch item directly in the grid. The same considerations apply as for editing in the

screen area.

General Ledger

JOBSCOPE Page 104

If the account entry is a cash account for a bank code, and you are manually entering a new batch item,

then the entry will cause the bank reconciliation process to be out of balance without an offsetting

entry. When you tab out of the Account field, if the account entered is a cash account for a bank code,

then a box labeled Post to Bank Reconciliation will display, and it can be checked. You do not need to do

anything except leave it as is, unless you have some good reason that you want to uncheck it. When the

batch is posted, the system will see this checked box, and automatically create the offsetting entry so

that the bank reconciliation will be in balance.

If you are editing an entry that was previously created by the automatic batch process, and the account

is a cash account, the check box will display but it will be unchecked. You should leave it unchecked

because the automatic batch process will already have created the offsetting entry for bank

reconciliation purposes.

General Ledger

JOBSCOPE Page 105

Create Subledger Batch

Before you do anything here, be sure you have read the section “Assigning Batch Numbers” in this

document.

When you select this option, the Create Subledger Batch screen displays. You may have set up the

system to assign a batch number, or you may have assigned one yourself. Either way, the next selection

will be the Subledger Type, and you must select one.

The next selection is Select By.

Continue on the next page.

General Ledger

JOBSCOPE Page 106

If you select Date Range, the screen will look like this, and you should enter a date range.

Continue on to the next page.

General Ledger

JOBSCOPE Page 107

If you selected Period, the screen will look like this, and you should enter a period in the form 201209

for September, 2012, or 201212 for December, or whatever.

General Ledger

JOBSCOPE Page 108

If you selected Financial Calendar, the screen will look like this, and you don’t have to enter anything.

This is the recommended way of doing it.

Click on OK or Apply, and the system will proceed to create the batch. You should not need to review it

or change it, just post it.

General Ledger

JOBSCOPE Page 109

Post Batch

This is where you post the batches. You can enter up to 10 batches to post, or you can select All

Balanced Batches to post all the balanced batches. The All Balanced Batches is the most common

method. If you select Select Batches, the screen looks like this, and you must enter the batch numbers

that you want to post.

If you select All Balanced Batches, the screen looks like this.

General Ledger

JOBSCOPE Page 110

Click on OK or Apply and the Post Batch – All Balanced Batches screen will display with the balanced

batches displayed in the grid, and the Select check box checked for all of them. You can define which

ones to post by checking the box in the Select column. You can use the Select All or Unselect All buttons

to select or unselect all of them.

Click on OK and the system will post the selected batches. They must be balanced to post.

NOTE: The “All Balanced Batches” option posts all balanced batches, regardless of the period specified

in the BATCH-HEADER record. Thus, it is possible that the system will go ahead and post a batch that has

a subsequent period indicated on it. For example, you may currently be operating in period 1, and have

a balanced batch that has period 2 specified in the record. If you choose this option, the system will go

ahead and post the batch to period 2, even though you are still operating in period 1.

General Ledger Posting Report

When the Post Batch program is run, a report of the postings prints. Batch line items are grouped by batch number on the report. For each batch item posted, the data below is shown: Batch number Period to which the batch item was posted Date the batch item was entered Account number to which the batch item was posted Debit or credit amount posted to the account Journal entry associated with the batch item Batch item comment Batch line item number After the line items for the batch print, totals print for the batch

General Ledger

JOBSCOPE Page 111

Batch number Document Document date Total debit amount - the total of all debit batch items entered Total credit amount - the total of all credit batch items entered Batch description Employee ID of the person who entered the batch Control debit amount Control credit amount Description of the update that occurred during the posting of the batch - tells whether budgeted or

current fields were updated for general ledger or statistical accounts

If the batch failed to post, the report will also list the errors.

General Ledger

JOBSCOPE Page 112

Reverse/Copy Batch

Reverse/Copy Batch allows you to make an exact copy of a batch (Copy Batch), or an exact copy except

that the debit and credits are swapped (Reverse Batch). In other words, all the debits become credits

and all the credits become debits. If you posted a batch in error, you can use Reverse Batch to make a

new, offsetting batch and post it, resulting in no change to any affected accounts.

If you check the Use same period as Existing Batch entries box on, the copy or reverse process will assign

the period of the existing batch to the new batch. If you leave it unchecked, the process will assign the

current period to the new batch. The Period field is the period to which the new batch will be posted.

The system will default to the current period, but you can change it.

General Ledger

JOBSCOPE Page 113

Create/Post Allocation

The phrase “Create/Post Allocation” may be confusing. You might say that we have already created an

allocation when we created formulas, allocation headers, and allocation line items, and, in a sense, we

have. However, that allocation must be turned into a batch and the batch posted before any accounts

are updated. This process does both those things. Therefore, it is asking us the Period to which we want

to post, the Batch Number that we want to assign, and the Allocation Number.

When you click on OK or Apply, the system will ask if you want to process in the background. If you

check the box, it will process in the background and you can do something else. If you just click on OK, it

will do it online, and you will have to wait on it.

Either way the end result is the same, except that if you leave it unchecked, you will get a message

saying it is complete.

General Ledger

JOBSCOPE Page 114

Note that this is the only place in the system where a batch is created and posted in one step. Use this

to post allocations for both variable budget allocations and the allocations that affect the general ledger

and statistical accounts.

Batch Recovery

Batch Recovery is intended to help you out of a difficult situation. The text on the screen explains it’s

use. The Batch Recovery function reverses any postings made up to the point of failure. You may then

repost the batch.

General Ledger

JOBSCOPE Page 115

Post Auto Reversal Batches

Before reading about this selection, you should read the section “Automatic Reversing Entry for

Batches” in this document.

You would normally do the adjustment reversals as a part of the Period End Maintenance process, as

described in the section outlined above. However, if you didn’t do it as a part of that process, you can

do it here. Click on the Find button ( ) and the unposted reversing batches will display in the grid.

You can select them for posting as described in the referenced section.

General Ledger

JOBSCOPE Page 116

Reset Batch Header Status

This is the toolbar in Batches mode with all toolbar permissions checked. The one on the far right is

Reset Batch Header Status.

Clicking on it displays this screen.

It resets the status of a selected batch. If a program accessing a batch abnormally terminates, the batch

status will be set to A for Active, and the batch cannot be accessed. This option resets the status to O

for Open.

General Ledger

JOBSCOPE Page 117

Prior Fiscal Year Mode

The prior fiscal year general ledger data is stored in the same database as the current fiscal year

database. The current year data is in the database tables with a “GP” prefix, and the prior fiscal year

data is in the database tables with a “GS” prefix. This mode allows you to access data in the GS tables.

In Prior Fiscal Year (PFY) mode, there are five selections on the toolbar across the top. We’ll begin with

Create/Edit Batch PFY.

Create/Edit Batch PFY

This is your primary means of entering adjustments. You create a new batch header and add line items

to it. Start out with a Batch Status of Open. The Type will almost always be Actual, meaning it will post

to actual accounts. You must enter something in the Document field. You can enter the Debit and Credit

controls when you start, or wait until later.

General Ledger

JOBSCOPE Page 118

Click on OK or Apply, and then click on the Details button ( ), and the Batch Details screen

will display.

This works exactly like batches in the current year. The debit and credit totals must match, and those

amounts must be manually entered in the Debit and Credit Control fields on the header screen. In this

case, we’re entering a debit, because the amount has no sign, which means positive. If we put a

negative sign in front of the amount, then the system knows that the amount is a credit.

As always, this only creates the batch. When it is ready, and balanced, then you use the Post Batch

selection to post it.

General Ledger

JOBSCOPE Page 119

Post Batch PFY

When you click on the option, this message will display, letting you know that posting to the prior fiscal

year will automatically post to the current fiscal year.

Click on OK to proceed.

Here’s the screen. It works exactly like batch posting in the current year.

General Ledger

JOBSCOPE Page 120

Reverse/Copy Batch PFY

The screen and the functionality are exactly the same as for the current year. Remember, you may only

copy or reverse batches from the prior fiscal year, and the copy/reversal batch will be in the prior fiscal

year.

General Ledger

JOBSCOPE Page 121

Batch Recovery PFY

This is the screen and it works just like the current year, except that this works in the prior year.

General Ledger

JOBSCOPE Page 122

Chart of Accounts PFY

All the same things apply here as for an account in the current year. The most common need here is to

add an account that you needed. Whatever you add or change here, you’ll probably need to add or

change in the current year also.

General Ledger

JOBSCOPE Page 123

Financial Calendar Mode

In Financial Calendar mode, there are no multiple selections on the main screen. When you click on

Financial Calendar mode, the system goes straight to the Financial Calendar screen.

To open a year, enter the year in the Fiscal Year field. If you have Version 15.3 or subsequent, all you

have to do is tab out of the field and the year will display. In versions earlier than 15.3, you will see an

Open button ( ) to the right of the Fiscal Year field. After you enter the year, click on the Open

button and the year will display.

When you enter the Begin Date for a period, the system figures out the End Date for the prior period.

This general ledger is in period 09, and the subledgers for 09 are open. If you wanted to back date some

transactions into period 08, then you would need to open those subledgers as well.

The Post to GL column refers to manual batches (journal entries).

The Financial Calendar is the preferred way to have the system put transactions into a period based

upon the beginning and ending dates for the period.

General Ledger

JOBSCOPE Page 124

Setting Up to Use the Financial Calendar

In System Utilities, System Configuration, Financials, General Ledger, check “Use Financial Calendar to

set valid transaction dates” on.

General Ledger

JOBSCOPE Page 125

Using the Financial Calendar for Backdating Subledger Transactions

If the Financial Calendar is turned on, you can back date transactions as they occur, and the system will

put these back dated transactions into the proper period if that period is open in the Financial Calendar.

If you don’t want the users to back date transactions after a certain time, then you can turn off the

appropriate subledgers on the Financial Calendar screen, as described previously.

When a subledger transaction occurs with the Financial Calendar turned on, the system will look at the

determining date for the transaction and put the transaction into the period defined by the Financial

Calendar. For A/P invoices, this is Date Vouchered. For A/P Payments, it is Date Paid. For A/R invoices,

it is Date Entered. For A/R Payments, it is Date Received. For material transactions, it is Date Issued.

For labor transactions, it is Date Performed.

You can’t back date A/P checks.

General Ledger

JOBSCOPE Page 126

Material Issues

For material issues, the user can click on the Show Transaction Date icon ( ) at the top left of the

screen, and the Issue Date field will display (only if Use Financial Calendar is checked on in System

Configuration). The user can select the date that the system will write to the subledger record. If the

date is in a prior period, and you don’t have the Material Subledger for the prior period set to open in

the Financial Calendar, it will give the user an error message, and assign the current date. If you have

the Material Subledger for the prior period set to open, then it will write the date to the subledger

record. You should note that this transaction will now be in a prior period, and you must create a

subledger batch for that prior period in order to get the transaction to the general ledger.

General Ledger

JOBSCOPE Page 127

Accounts Payable Invoices

The date used for selecting subledger records for Accounts Payable invoices is Date Vouchered. The

user can click on the Show Date Vouchered icon ( ) at the top left and the system will display the

Date Vouchered field. The user can select the date that the system will write to the subledger record. If

the date is in a prior period, and you don’t have the Accounts Payable Subledger for the prior period set

to open in the Financial Calendar, it will give the user an error message, and assign the current date. If

you have the Accounts Payable Subledger for the prior period set to open, then it will write the date to

the subledger record. You should note that this transaction will now be in a prior period, and you must

create a subledger batch for that prior period in order to get the transaction to the general ledger.

General Ledger

JOBSCOPE Page 128

Accounts Receivable Invoices

For Accounts Receivable invoices, the user can click on the Show Date icon ( ) and the

Date Entered field will display. The user can select the date that the system will write to the subledger

record. If the date is in a prior period, and you don’t have the Accounts Receivable Subledger for the

prior period set to open in the Financial Calendar, it will give the user an error message, and assign the

current date. If you have the Accounts Receivable Subledger for the prior period set to open, then it will

write the date to the subledger record. You should note that this transaction will now be in a prior

period, and you must create a subledger batch for that prior period in order to get the transaction to the

general ledger.

General Ledger

JOBSCOPE Page 129

Accounts Receivable Payments

For A/R payments, the determining date is Date Received, and it is always available to the user. The user

can select the date that the system will write to the subledger record. If the date is in a prior period,

and you don’t have the Accounts Receivable Subledger for the prior period set to open in the Financial

Calendar, it will give the user an error message, and assign the current date. If you have the Accounts

Receivable Subledger for the prior period set to open, then it will write the date to the subledger record.

You should note that this transaction will now be in a prior period, and you must create a subledger

batch for that prior period in order to get the transaction to the general ledger.

General Ledger

JOBSCOPE Page 130

Map Master

The Map Master module may be used to enter fixed budgets for accounts and for journal entries. You

enter the data in one or more Excel spreadsheets, and then upload them using the Map Master module.

Using Map Master for Account Budgets

You can have each budget head build a spreadsheet like this and send them to you. Then you just

upload each spreadsheet using the Map Master module.

Your Excel spreadsheet should look like this.

The account number is in column A, and the period amounts are in the next 13 columns.

Using the Map Master module starts on the next page.

General Ledger

JOBSCOPE Page 131

Select Engineering, then Map Master. It will probably look like this. Click on the dropdown for Import

Style and select GL Budgets.

Now it will look like this.

Be sure the field Row Data Starts On is 1. The Row Data Ends On can be blank. The No. Data Items To

View and No. Data Cols to View just define how much of the spreadsheet you will see on the right side.

General Ledger

JOBSCOPE Page 132

Then click on Open and select Change Spreadsheet.

You will get this window. Browse to the spreadsheet location, highlight it, and click on Open.

General Ledger

JOBSCOPE Page 133

Now we’re going to tell the system where to put each row in the spreadsheet. Click and hold A and drag

it to the first data field in the Column. Continue with B, C, D, all the way through to M or N, depending

upon whether you have 12 periods or 13.

General Ledger

JOBSCOPE Page 134

When you are through, it will look like this. Click on Apply to save this map file. You won’t have to do

this again, just call up the map and select the spreadsheet in the future, but we’ll get to that later.

If the spreadsheet is still on the display on the right, click on Import and the system will import the data

into the budget fields for the accounts.

General Ledger

JOBSCOPE Page 135

When it completes, you will get this status report.

If the spreadsheet was not displayed, you can open it by clicking on Open, then Change Spreadsheet.

Browse to the spreadsheet and click on Open.

General Ledger

JOBSCOPE Page 136

Now that you have the map saved, you can do the following procedures to upload. Open Map Master

and select GL Budgets from the Import Style dropdown.

It should look like this, with your map already loaded. If it doesn’t, click on Open and then Open Map

File, highlight the one you saved, and click on Open. Now it should look like the above.

Now open the spreadsheet you want by clicking on Open, and Change Spreadsheet. Browse to the

spreadsheet you want, highlight it, and click on Open. When it displays, click on Import,

and it will import and display the Import Report. If you have another spreadsheet to upload, click on

Open and Change Spreadsheet, open the next one, upload, and keep repeating until they are all

uploaded. You can put all the spreadsheets together in Excel, of course, and just do one upload.

General Ledger

JOBSCOPE Page 137

Using Map Master for Journal Entries

Journal entries are manual entries to accounts. During startup, or during regular operations, you may

have some lengthy lists of journal entries to make that can be entered into a spreadsheet much more

quickly than typing them into the screens.

Your Excel spreadsheet should look like this. Since this one is a little more complicated than the

previous budget spreadsheet, it has column headings across the top. A little later you’ll see that we tell

Map Master that the data starts on row 2.

Notice that the first data row (row 2) is different from the others. Row 2 will be the first row that Map

Master uses, and it will be the data for the Batch Header. Row 3 and subsequent will be the batch

items.

In case the picture above is too small, here it is split in half.

General Ledger

JOBSCOPE Page 138

The column “Reversal Batch Number” will cause the batch header for the batch to be created (854637)

to be configured to create a reversal batch when it is posted. To make this more clear, this is the batch

header for 854637. Notice the fields in the box.

You can also enter the word NEW for the Reversal Batch to Create, and the system will use the

configuration setup for batch numbering to number the new batch.

General Ledger

JOBSCOPE Page 139

Now select Engineering, then Map Master. When it opens, click on the dropdown for Import Style and

select Journal Entries.

Be sure the field Row Data Starts On is 2. The Row Data Ends On can be blank. The No. Data Items To

View and No. Data Cols to View just define how much of the spreadsheet you will see on the right side.

They don’t affect the upload.

General Ledger

JOBSCOPE Page 140

Then click on Open and select Change Spreadsheet.

In the Locate Spread Sheet window, browse to the Excel file and open it.

As explained in the Map Master for budgets section, drag the letters A through I on the right over to the

column on the left headed by the word “Column”.

When you are through, it will look like this. Click on Apply at the bottom of the screen to save this map

file. You won’t have to do this again, just call up the map and select the spreadsheet in the future, but

we’ll get to that later.

General Ledger

JOBSCOPE Page 141

If the spreadsheet is still on the display on the right, click on Import and the system will import the data

into the budget fields for the accounts.

General Ledger

JOBSCOPE Page 142

When it completes, you will get this status report.

Now you can go and post the batch.

General Ledger

JOBSCOPE Page 143

Now that you have the map saved, you can do the following procedures to upload. Open Map Master

and select Journal Entries from the Import Style dropdown.

It should look like this, with your map already loaded. If it doesn’t, click on Open and then Open Map

File, highlight the one you saved, and click on Open.

Now open the spreadsheet you want by clicking on Open, and Change Spreadsheet. Browse to the

spreadsheet you want, highlight it, and click on Open. When it displays, click on Import, and it will

import and display the Import Report. If you have another spreadsheet to upload, click on Open and

Change Spreadsheet, open the next one, upload, and keep repeating until they are all uploaded. You

can put all the spreadsheets together in Excel, of course, and just do one upload.

General Ledger

JOBSCOPE Page 144

Financials Mode in System Utilities

If you go to System Utilities and click on Financials mode, you will see these options at the top.

The General Ledger dropdown lists five selections, Period End Maintenance, Year End Closing Batches,

Year End Maintenance, Reset GL Batch Status, and Store GL Data to Save Tables.

Period End Maintenance

This procedure closes the period in the General Ledger and initializes the system for the new period.

Since batches may be posted to prior periods, and reports may be run for prior periods, it is not

necessary to complete all activities prior to performing Period End Maintenance.

All users must be out of the General Ledger when this program is run.

General Ledger

JOBSCOPE Page 145

Check Perform Period End Maintenance on and enter the closing date for the new period and click on

OK.

Year End Closing Batches

This procedure creates a batch that will result in all Income, Cost of Sales, and Expense type accounts

having a zero balance. An offsetting transaction is written to the account entered on the screen. This

closing account is the Equity account from table 0018.

In order to keep you from running this accidentally, you must check the Create Closeout Batch check box

before you click on OK.

Once created, the closeout batch must be posted through the normal Post Batches procedure. Such a

closeout creation and posting must take place for each company code. See the section “Year End

Procedures for the General Ledger” in this document for additional information.

General Ledger

JOBSCOPE Page 146

Year End Maintenance

All batches should be posted, reports run, ledgers balanced, and databases stored prior to running this

program. No users are allowed in the General Ledger while maintenance is in progress.

Select the dates from the dropdowns and enter the new fiscal year.

Perform Year End Maintenance must be checked on in order for it to run. Be sure you are ready before

checking it on and clicking on OK.

General Ledger

JOBSCOPE Page 147

Reset GL Batch Status

This function serves two purposes.

First, it resets subledger records in the event a batch is deleted in the General Ledger. Unless these

records are reset, they cannot be gathered into another subledger batch.

Second, it resets the status of a selected batch. If a program accessing a batch abnormally terminates,

the batch status will be set to A for Active, and the batch cannot be accessed. This option resets the

status to O for Open.

General Ledger

JOBSCOPE Page 148

Store GL Data to Save Tables

The general ledger data for the current fiscal year is stored in database tables with a prefix of “GP”. The

prior fiscal year is stored in database tables with a prefix of “GS”. Years other than the current year and

the prior year are stored in tables that begin with the characters “GLArchive”.

When you close the first year on the system, you will not have anything in the Save (GS) files, so there is

nothing to save to the GLArchive tables, so you will not need to run this when closing the first year.

General Ledger

JOBSCOPE Page 149

Year End Procedures for the General Ledger

The procedures to be followed at Year End are contained in a separate document which you can get

from the Help Desk or from Jobscope U.

Batch Processes Mode for Financials in System Utilities

Batch Processes mode has four selections on the toolbar. Financials is the second one. These processes

run offline to update the database.

It has five options, A/R Invoice Deletion, A/P Invoice Deletion, Rebuild Account Edit, Recalculate Total

Accounts, and Revalue Accounts.

A/R Invoice Deletion

The history of this function goes back to the days when database storage capacities were drastically less

than they are today, so you may never need to run this. You certainly shouldn’t run it for a date within

the last several years.

A/P Invoice Deletion

The same holds true for this option as the A/R Invoice Deletion.

General Ledger

JOBSCOPE Page 150

Rebuild Account Edit

The general ledger database is locked by certain procedures in the accounting system. When this

occurs, the other modules cannot access the account master in order to check for valid account

numbers. For this reason, when you add or delete accounts, the system automatically writes the

account number to the account edit file, and this is where the programs check for valid account

numbers. If the account edit file ever gets out of sync with the account master, you can clear it and

rebuild it using this function.

Recalculate Total Accounts

This function will clear the balances in the Total Accounts and recalculate them from the totaling

structure. If you change the totaling structure, then this function will do the total account updates that

you need.

General Ledger

JOBSCOPE Page 151

Revalue Accounts

This has to do with using foreign currency. If you are not using foreign currencies, don’t worry about it.

If you are, you can learn more about this by reading the section “Foreign Currency in the General

Ledger” in the Foreign Currency User Guide.

The general ledger “thinks” in terms of the native currency. If you are using foreign currency, then you

will have cash accounts in the foreign currency. The balances in these foreign currency accounts are in

the foreign currency. The system maintains the value of these foreign currency accounts in native

currency, depending upon the current exchange rate. The value in native currency doesn’t matter until

you are ready to run financial statements. Before running the statements, if some of the exchange rates

have changed, you can run this option and the native currency values in the foreign currency accounts

will be updated to the current exchange rates. The foreign currency balances will not change.

When you select it, the Revalue Accounts screen displays. Enter the batch number you want to use and

select whether you want to revalue the Current Balance or the Period Balance.

When you click on OK, you will get a message asking if you want to run it in the background or online. If

you want to run it online, leave the box unchecked and click on OK.

When it finishes, this message will display.

General Ledger

JOBSCOPE Page 152

When you click on OK, this message will display. Post the batch and the accounts will be revalued.

March 21, 2019

Documents

General Ledger · The chart of accounts (COA) is a hierarchy of all accounts in the general ledger. The COA is established so that a Balance Sheet and Income Statement can be automatically