ManEx KB

1. General Ledger Reports

1.1. Prerequisites for the GL Reports

Prerequisites Required GENERAL LEDGER activity:

GL Setup	The account information for the General Ledger must be established in the Accounting Setup .
Accounting Security	Users MUST have full rights to the "View GL Activity/Reports" in Accounting Security . Users with “Accounting Security Supervisor” rights will automatically have access.

1.2. Introduction for GL Reports

OVERVIEW

General Ledger reports are defined in 4 main categories:

1) Static Informational Reports

2) Account Inquiry Reports

3) Summary Reports

4) Posting Reports

STATIC INFORMATIONAL REPORTS

Static Informational Reports are reports allowing the user to review information entered during the setup phase of the general ledger. Currently the only static informational report is the Chart of Accounts.

1.3. How To .... for the GL Reports

1.3.1. Chart of Accounts

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the Accounting/General Ledger/G/L Reports

The following screen will appear:

Select the Chart of Accounts report. Then depress the OK button, the following report will be displayed.

ACCOUNT INQUIRY REPORTS - Account inquiry reports are on-screen reports allowing transaction viewing from summary for a particular account through detail as posted in the associated journal.

Highlight the Account Inquiry Report from the menu.

Depress the OK button, the following screen will be displayed.

Enter the desired GL Account Number. Enter a Beginning Fiscal Year, Beginning Period, Ending Fiscal Year, and Ending Period.

Depress OK and the report will be displayed.

The following report will be displayed.

1.3.2. Journal Entries

Enter the Accounting/General Ledger/G/L Reports

The following screen will appear:

Select the Defined Journal Entries and the following selections will appear at the bottom of the screen. Defined Journal Entries provide the opportunity to view or print user defined entries made in the General Ledger Journal Entry area.

Standard Journal Entries: are used to define recurring but non-periodic General Ledger entries.
Recurring Journal Entries: are those that are recurring and periodic entries.

Automatic Distributions Journal Entries: are the defined entries responsible for all distribution of account balances or amounts on the occasion of fiscal period close.

Once user has made the selection, depress the "OK" button.

The following report will print:

1.3.3. Trial Balance

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the Accounting/General Ledger/G/L Reports Module

The following screen will be displayed:

Select the Trial Balance and the following selections will appear at the bottom of the screen.

The Trial Balance Report may be displayed and printed in 3 different formats:

1) Basic Trial Balance

2) Narrow Worksheet style, which is similar to the basic with the addition of an adjustment line following the ending balance. This format is designed for narrow carriage printers in compressed mode.

3) Wide Worksheet style, which is also similar to the basic with the addition of debit credit and ending balance areas for each line. This format is designed for wide carriage printers.

Once you have selected the print format depress the OK button.

The following option screen will appear:

Enter the desired Fiscal Year and Period and select to "Show All" or "Do not show accounts with no beginning balance, no ending balance and no activity" (which is the default).

Depress the OK Button and the following report will be displayed (Basic Trial Balance Report)

1.3.4. Balance Sheets

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the Accounting/General Ledger/G/L Reports Module

The following screen will be displayed:

Select the Balance Sheet and the following selections will appear at the bottom of the screen.

OVERVIEW

Balance Sheet reporting provides for the printout of ending balance values in a standard format as defined by the user. The Account Type, Account setup and report default definition is defined in the setup modules for the General Ledger .

Current period report provides a single column of output while the comparative reports provide for two columns of data to compare one set of data with another. For example, one may compare the current period with the prior period, current period with same period in the previous year, current period and year to date, etc. The three Consolidated reports available are for the users that have multiple divisions setup within the ManEx system. They are the same as the individual balance sheets, but these reports consolidate multiple division into one report.

Note: If the user is having problems with the totaling within the Balance Sheet, the following is the way that the accounting normal balances are established within the ManEx General Ledger Account Ranges for the printing of the financial statements.

All asset accounts must be set up with the normal balance value as DEBIT, including contra accounts.The system doesn’t distinguish between a liability and a contra asset on the balance sheet, therefore any contra asset must be identified with a normal balance of debit. This does not mean that the system will treat contra assets as normally having an accounting balance of debit. The debit in this field signifies only that it is part of the asset group and not a part of the liability group for the purpose of printing of the financial statements.

All Liability /Equity accounts must be set up with the normal balance value as CREDIT, including contra accounts. The system doesn’t distinguish between an asset and a contra liability/equity accounton the balance sheet, therefore any contra liability/equity must be identified with a normal balance of credit. This does not mean that the system will treat contra liability/equity accounts as normally having an accounting balance of credit. The credit in this field signifies only that it is part of the liability/equity group and not a part of the asset group for the purpose of printing of the financial statements.

Once you have made your selection in the detail report, depress the OK button.

Enter the desired Fiscal Year and Period. The system is defaulted to NOT "Show Zero Balance". If you need the report to show the Zero Balance accounts then you will need to select "Yes".

Depress the OK button.

The following report will be displayed (Current BalanceSheet)

Note: Your Checking amount may not always match your Bank Balance. For more detail see Article #3262 .

1.3.5. Income Statements

Enter SQLMANEX.EXE from the ManEx Root Directory
Select Accounting/General Ledger/G/L Reports

The following screen will appear:

Select the Income Statements and the following selections will appear at the bottom of the screen.

OVERVIEW

Income Statement reporting provides for the printing of a single period income statements as well as the more traditional period based reports. The Comparative reports provide for two columns of information, for comparative purposes.

Once user has selected the report, depress the OK button and the following Values screen will be displayed:

Select the desired Period and Fiscal Year. The system is defaulted to NOT "Show Zero Balance". If you want the accounts with zero balances to be displayed on the report then you must select "Yes".

Depress the OK button.

The following report will be displayed. (Current) (The numbers displayed in parenthesis are negative or Debits)

1.3.6. Posting Reports

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the Accounting/General Ledger/G/L Reports Module

The following screen will be displayed:

Select the Posting Reports and the following selections will appear at the bottom of the screen.

The Posting Reports give all transactions posted from the related underlying Journals. The reports are based on a predefined accounting period.

Once user has made their posting report selection, they may depress the OK button. The following screen will be displayed:

Enter the desired Beginning and Ending Fiscal Year and Period Range.

Depress the OK button.

The following report will be displayed:

1.3.7. Individual Transaction Inquiry

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the Accounting/General Ledger/G/L Reports Module

The following screen will be displayed:

The Individual Transaction Inquiry is a sister report to the Detailed GL Cross-Tabbed reports, it provides the full entry as referenced by the transaction number, which the user has obtained in the View G/L Activity or the Detailed GL Cross-Tabbed Reports.

Select Individual Transaction Inquire and depress the OK button. The following screen will be displayed:

Enter the desired Transaction Nunber.

Depress the OK button.

The following report will be displayed:

1.3.8. Detailed GL Cross-Tabbed Reports

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the Accounting/General Ledger/G/L Reports Module

The following screen will be displayed:

The "Detailed GL Cross-Tabbed Reports" and "Individual Transaction Inquiry" are available for the user to drill down into the source of the transaction, which was posted to the General Ledger.

The Detailed GL Cross-Tabbed Reports provides a way to trace activity posted to all accounts during a given date range based on the Transaction date NOT the Posted Date.. The report is sorted by account number so you may see what amounts were posted to the account. A reference number is provided to assist in finding the balancing entries.

NOTE: If user happens to Transfer product back and forth (for example: if user transfers 5 into FGI, then transfers the same 5 back into Stag, then transfers the same 5 back into FGI again) the Total Qty transferred on the "GL X-Tabbed w/Reference" report will reflect 15 which is how many total qty's were transferred. The transaction value itself will be for the quantity of 5, but the reference info will be reflecting the quantity of 15. If users see this on the "GL X-Tabbed Report w/Reference" report, they may want to check the transfer history by highlighting the FGI work center and depressing the "Xfer History" button located in the Shop Floor Tracking module. This will display all the transactions that happen even though it was the for the same quantity.

Highlight one of the Detailed GL Cross-Tabbed Reports from the menu.

Depress the OK, the following screen will be displayed.

Enter the desired GL Account Number, if you wish to view all GL Accct Numbers leave * as default. enter in the desired Date Range.

NOTE: The information displayed on the report will be based on the Transaction date NOT the Posted date.

Depress the OK button.

The following report will be displayed.

Note: "Missing Information" could mean that the inventory part number that was assoicated to this transaction has been deleted from the system.

1.3.9. Process for comparing Valuation reports against GL Acct balances

Before attempting to compare the GL Account Values to any of the Valuation reports (example Inventory Valuation, Unreconciled Receipt, etc. . ) throughout the system you need to make sure that the following has been done.

Have a backup data set created, that you can have restored and configured as your Test Database for Analysis.You have to do this because inventory is a moving target on your live system.
All AP Debit Memos Approved
All Invoices need to be Released to AR
All Credit Memos Approved
All AP Reconciliations transferred to AP
ALL transactions Released/Posted to the GL
At this point in time you should be able to compare the Valuation Reports to the corresponding GL Account # Values.