Initial Setup

Fiscal Periods

(GL-SU-1 also GL-24)
Fiscal periods define the ending date of an accounting period. The most current date is at the end of the list. All dates for at lease one fiscal year should be always beentered.

You can set all dates initially to the open status. They are closed automatically when the period is closed through the menus.

Generally there are 12 periods in a year. You should never need more because you can reopen and close a period multiple times.

Generlly there are 4 quarters in a year.

Account Status (GL-SU-21)

There are 3 account status codes.
A – Active (Open for posting and entry)
I – Inactive (Open for posting if already entered in a Journal Entry that is not
H – Header Used for Chart of Accounts report heading.

Account Category (GL-SU-22)

Set up as many account categories as you like.
These are generally such things as Assets, Liabilities, Sales Revenue, Sales
Expenses, etc.

Bank Codes (GL-SU-23)

Set up a bank code for each bank where you deposit or withdraw money.

Journal Codes (GL-SU-24)

Journal codes are used for classifying journal entries.
You should have the following codes and more if desired:

• GJ – General Journal
• POS – Sales Journal
• AP – Accounts Payable Journal
• AR – Accounts Receivable Journal

Account Master (GL-2)

Set up your chart of accounts. Use any formating structure you desire but be consistent. We find it best if you choose to use a fixed number of numbers for the accounts. This is not necessary as long as you remember that all sorting is done from the left (even though most people choose to use numbers). You can use letters if you want. You can also use periods or dashes if you desire.

One method to use is 6 numbers. Enter the headers first so that you have a feel for the accounts. One structure that you can use is:

10000 – Assets
13000 – Inventory
17000 – Other Assets
20000 – Current Liabilities
30000 – Capitol
40000 – Revenue
50000 – Cost of Goods Sold
60000 – Operating Expenses
80000 – Other Income

Account type is D for debit and C for credit. This is to identify the accounts normal balance.

Income Statement or Balance Sheet. Enter an I or B depending on the type of account.

All Income Statement type accounts need to have a Closing Account. This closing account is where the account balance is transferred to at the end of the year/beginning of a new year. Balance Sheet accounts do not get transferred.

Journal Entries

The journal entry process is the only process that updates the general ledger. From here you review, create, and post entries into the general ledger.

Regular Journal Entry

Enter a valid journal code – the default is GJ. Enter ?? for a list of journal codes.

Enter a journal number. The system will automatically assign a number if you enter a period.

Enter a type.

• M – is for manual entry.
• S – is for system generated entry (filled in automatically by A/P, POS, etc.)
• R – is to reverse a previous entry.
• B – is to create beginning balances.

Enter a valid accounting period.

Enter the date the entry is for.

Enter any comments. These will be seen on reports so be very descriptive.

Enter all of the account numbers, projects, references, debit amounts and credit amounts. Leave fields blank if there is not value for them.

Either save or post the entry when you are done. If debits don’t equal credits you cannot post the entry. You can save entries that are out of balance to be corrected and posted later.

Beginning Balance Journal Entry

Do everything like a regulary journal entry but use “B” for the type field. This will post to the beginning balance fields in the database.

Reverse a Journal Entry

Heaven forbid you might make a mistake!
Enter an “R” for type.
You will be prompted for the entry to reverse.
The entry will be something like GJ*1655. This is the journal code and asterisk and the journal number of the entry you want to reverse.
The debits and credits are displayed in the opposite way that they were entered.
Just press enter through every field and post it.

Disbursements (Checks)

If you are using TCS A/P then in the A/P module choose option 21 (end of period) and post your checks to G/L. This process updates the GL.CD file (CashDisbursements).

Enter/Modify Checks

Enter the check number and the bank that it is drawn on.
Enter the date, payee, amount, and any comments.
Enter the Account (G/L) distribution. It is not wise to enter the same account as the
bank that is drawn on, rather enter an account(s) for expenses, inventory, etc.

Cleared Check Entry

Enter the bank code that the checks are drawn on.
Enter the beginning check and ending check using your bank statement as a guide.
Any gaps on the bank statement should be a gap in your entry.
You can use the same check number for both beginning and ending check.

If you make a mistake you can use Cleared Check Reversal.
The input is identical to cleared check entry only when the record is updated the “clear bank” flag is set to indicate that the check has not cleared.

Outstanding Check List

Once you have entered the cleared check list you can run the outstanding check list report. This report is a list of all of your outstanding (uncashed) checks.

Miscellaneous Receipts

Use this option to enter receipts that were not taken at the cash register or though A/R.
Inputs are nearly identical to checks.

End of Period (Month or Year)

There are 4 things that happen here.

1. Post Cash Disbursements (usually pushed here from A/P).
2. Post Miscellaneous Receipts (manually entered in G/L).
3. Close a Month (Months 1-11).
4. Close a Year

(When we say month it is synonymous with fiscal period.)

Before you close a month be sure to print your income and balance sheets to make certain that there are no more journal entries to be made.

Post Cash Disbursements

Enter the bank code you are posting.
Enter the check date range to use for posting.
Enter the accounting period to use.
Indicate if you will be posting detail or summary. Most people post summary.
When you choose detail posting then if there were 1,000 checks to post there would be 1,000 line items on the journal entry.

Post Miscellaneous Receipts

Same criteria as Cash Disbursements

Close a Month

This process creates beginning balances for the next period. It updates year-to-date, quarter-to-date and project-to-date values for both financial activity and for budgets.

Go to the Transfers Menu.

• TX-22 for Text
• GM-24 for GM

Both an Outbound Transfer and an Inbound Transfer must be done.

Outbound Transfers are created by the store sending items to another store. This decrements the inventory of the sending store (This does not increment inventory of receiving store.)

Inbound Transfers are created by the store receiving items from another store. This increments the inventory of the receiving store. (This does not decrement inventory of sending store.)

Transfers proceed as follows:

The sending store follows the steps for Outbound Transfers:

1. Create New Outbound Transfer
2. Print Pick/Pack Slip
3. Pull Textbooks to be Shipped
4. Complete Outbound Transfer

The store receiving the items follows the steps for Inbound Transfers:

1. Create New Inbound Transfer
2. Pull In Transfer Record
3. Complete the Transfer

This document is split into sections for Outbound Transfers and Inbound Transfers.

Outbound Transfers

These steps are explained in detail:

Create Transfer

Choose menu option 1

Enter store number you are transferring to

• Enter “.” in the Document field
• Enter “L” in the Local/Remote field
• Fill out the rest of the fields appropriately, entering each ISBN/SKU to be transferred in the ISBN/SKU field. Use the help messages to assist you.
• Enter the quantity to be shipped in the SHQTY field
• Now write down the document number (found in the Document field) and save the document

Print Pick/Pack Slip

In the Transfers menu choose Print Pick/Pack Slip Outbound, menu option 21

• Leave Entry Date and Status Date fields blank
• Enter the document number (that you wrote down) in the Document Number field
• Hit “Y” to run report and choose a printer in Output Options

This will allow you to look over the list of textbooks that you entered into the transfer document. You can go back into Outbound Transfers and make modifications to the transfer if necessary.

Pull Items to be Shipped

Simply pull the items on the Pick/Pack Slip from the shelf and prepare them to be shipped.

Complete Outbound Transfer

Go back into Outbound Transfers, menu option 1 in the Transfers menu.

• Enter the receiving store’s number in the To Store field
• Enter the document number in the Document field
• Hit “C” to complete the Transfer

This window appears:

Fill in the information as needed.

At this point the inventory will be decremented from the masterfile of the outbound store. Send the pack slip (step 3) with the inventory. When the other store receives the inventory, it must follow the steps for an inbound transfer.

Inbound Transfers

These steps are explained in detail:

Create New Inbound Transfer

Choose menu option 2 from the Transfers menu.

• Enter Store numbers
• Enter “.” in the Document field
• Enter the rest of the fields appropriately

Pull in Transfer Record
After hitting Enter in the Entry Comments you will be asked:

Choose Yes

Now this window will come up:

• Enter the document number on the packing slip that came with the inventory (created by the outbound transfer)
• Hit “Y”

The ISBNs will come in automatically.

Enter the quantity you received for each item in the RCVQTY field

Complete the Transfer

You can hit “>” and then hit Enter to advance to the options at the bottom.

• Hit “C” to complete

The Inbound Transfer is now finished and the inventory is updated.

Matrix Receiving is essentially done the same way as receiving regular items. The Parent or Master SKU is what you will see in the line items of the main receiving screen. If you go to one of these Matrix Master SKUs and hit enter you will encounter an additional screen that is used for matrix members only.

Enter your receiving log as you normally would.

• When you get to a SKU that is a Parent SKU for a matrix, hit enter.

You will be taken to a new screen that looks like this:

• Enter unit of measure code in the UOM field, (EA is the default.)
• Enter the quantity received in the RC QTY field.
• The vendor list, sell price, and vendor cost will all be posted to the masterfile as they appear on this screen. Verify these to be correct.
• Save this information by hitting enter.

Now you finish the receiving log as you normally would. If you need to go back into this matrix screen, you must select the Parent SKU again from the first screen and hit enter. You will be taken back into this screen to make any further modifications needed until you post the receiving log.

The “unkit” option in the GM (General Merchandise) module was designed to allow you to order items that contain many sub-items in it. An example of this is a display case containing highlighters of several colors.

Setup & Maintenance

Step 1. Setup the UNKIT SKU. This is the SKU that defines the bulk order unit.
Step 2. Assign the SKUs that will be received when he UNKIT SKU is received.

Enter each SKU that will be received/sold.

Field Definitions

Distribution SKU Enter the SKU or use the XREF look up to locate each individual item.

Description This is a display of the item.

Qty to Receive Enter the number of units to be received at time of receiving.

Item Cost Enter the Cost value that will be used when this item is received.

Total Cost This is a display of the total of the extended costs.

QOH This is a display of the current QOH of the SKU

Receiving

When the UNKIT is received each SKU on the list will be updated based on the QRcv and the Cost specified in the UNKIT screen.

If 10 of the UNKIT SKU are received then the QRcv values will be multiplied by 10.

Each Distribution SKU will be updated with the receiving quantity and the costs will also be updated.

Unpost Receiving

If you unpost a receiving then the distribution SKU will be updated appropriately.

Auto Orders

Do not set up auto order/replenishment values for the UNKIT SKU. If you will be selling the UNKIT SKU then you are not using this feature how it was intended.

Preparing for rush can always be a challenge, especially for general merchandise. One of the reports that we have is the Pre-Order Worksheet (GM-01-28) report in GM. This report will look at the sales from a previous date range and show you how many you need to purchase to stock the quantity needed if you meet the same sale figures.

Enter the information; Beginning Date and Ending Date are the sales dates for the comparison. Enter the desired sort sequence. If you wish to limit the report to only certain vendors or for certain classes then enter in the filter criteria information as needed, enter as many vendors and/or classes as desired.

Select “R” to run. Keep in mind that you can run this report as many times as needed with different filter criteria to meet your needs.

The report will show the quantity sold during the dates entered, current quantity on hand, current quantity on order, quantity that you are over compared to the previous sales and the quantity that you need to order to meet the previous sales. Adjust your orders based on what you feel you will sell this term.

1. From the Accounts Receivable master menu, choose option 1 for Customer Maintenance.
2. Enter a period “.” to let the system assign the next available sequential number for the Customer #.
   1. To enter your own number, type an ‘A’ into the Customer # field and then enter your customer number
3. Enter the customer’s First Name and Last Name in the appropriate fields.
4. All the fields up to the Status field are optional, though it is recommended to fill in the Soc Sec Num field. You may come back and Modify the customer record at any time.
5. Enter an A for Active in the Status field.
6. Enter in the Customer Type for this customer.
   1. This is the Customer Type you have already created, or as discussed in the Accounts Receivable Training Guide.
7. If the Customer Type that you have selected for this customer requires an Agent / Bill Code, enter in the appropriate Agent code.
8. Enter a Y or N to both the Charge Interest, and Send Statement fields.
9. Enter a Credit Limit if required by Customer Type.
   1. To create an unlimited account fund, type in a limit of 999,999.99
10. The Opening Date will default to the current date, but you may change it if you wish.
11. The Closing Date is a date in the future as chosen by you.
12. The Statement Cycle field may be left blank, as well as the Miscellaneous Information field.
13. If you had wanted only Authorized persons available to charge toward this account, enter the names of the Authorized People in the Authorized Persons list.
14. Choose the Save option to save the customer record.

1. The first step in creating an Agent is that you must have an Agency To do this, choose option 5 for Agent Processing in the Accounts Receivable main menu.
2. Next choose option 22 for Agency Maintenance.
3. Enter in the Agency Code you wish to assign.
   1. This Agency Code may be either alpha or numeric.
      1. If you want the system to assign the numeric code, simply enter a period “.” to let the system assign the next sequential number available.
   2. If the Agency Code is a new code you are adding to the system, you will receive the prompt that the item is not on file. Choose the Add option to add the item.
   3. Type in the description for the Agency.
   4. Choose the Update option to finish adding the item.
   5. Next, choose option 21 from the Agent Processing menu for Agent Maintenance.
   6. Enter a period “.” to let the system assign the next sequential number for the Agent #.
   7. You must fill in all the required fields in the Agent Maintenance The required fields are:
      1. Last Name
      2. Status
         1. Use A for active
      3. Agency Code
         6. This is the Agency Code as described in steps 1-6.
      4. Statement Format
         1. Enter a double question mark (??) and choose from the list.
      5. All other fields are optional and may be filled in later if you choose by Modifying the record.
      6. Make sure you choose the Save option to save the Agent you created.

Overview

Background Processing allows you to run recurring reports as background processes to be run immediately or at scheduled times. This tool can be used to schedule your daily and weekly recurring reports to run after hours.

Background Processing Menu

(POS-UU-3)

1. Job Parameters – Each background process is called a job. Each job has certain parameters consisting of the job name, the times and days to run, etc. You will set all parameters necessary for each job using this menu option.

2. List Jobs – Compiles a list of jobs that are setup to process. You may output this list to printer, terminal or file.

3. List Job History – Compiles a history of jobs that have been processed, giving the dates and times that the job1 started.

21. Background Control – Gives you the ability to stop or start processes. This is where you will start and stop the background processor.

Note – There is a flag that can be set to notify you if the background processor is on. The menu path is System Administration Menu and then option 1) User Maintenance. Set the flag in User Maintenance to ‘Y’ and when you log on, the program will pause for a seconds after you enter your password to display the status.

There are two parts to background processing. The first part is to start the background processor through background control. The second part is to set up and specify the job parameters.

Managing the Background Process (BG-21)

There should be a background process running in each account that has a job to run. You will have to start the processor in each account. This can be set up to start automatically if your system is rebooted.

This screen is where you control jobs.

Start a Job – This will start a new occurrence of BG.PROCESSOR. It can start any job on the list.

Stop a Job – This will stop the job you specify. In GUI mode you must highlight the job to stop. In non-GUI mode you are prompted for the line number to stop.

Refresh List – This will remove all jobs from the JOBS file that have a status other than RUNNING or ABORT. See the following screen.

JOB SETUP

You can setup a background report in one of two ways.

You can create your report through the Report Menu by choosing the report you wish to run then entering the report parameters and selecting <R>=Run Procedure followed by G= Background Processor in the Output Options menu then <S>=Schedule and entering a name for the process. This will then put you in the Job Parameters screen with the fields populated from your report parameters where you can change any parameters as needed.

2. You can create your report manually by going directly to the Backgrounds menu and choosing Job Parameters and entering the information for your report.

JOB PARAMETERS

(POS-BG-1)

Background ID: Enter the id (alpha/numeric without spaces) to identify your background process. For example, if this was my nightly tender report then I might give it the id of TENDER.REPORT.

Account: Enter the account name the background will run in. All files used by the process must exist in the specified account.

Sender Port: This is the port that starts this process. If this process was made and started from another process, this port is automatically entered. The field serves no purpose at this time.

Notify Sender: Set this flag to ‘Y’ if you want to notify the sender every time that the process runs.

Run Status: Your options here are ‘I’ (Immediate), ‘R’ (Repeat), or ‘X’ (Cancel).

I = Run immediately, once the process has ran once, this changes to a status of ‘R’ and repeats according to intervals.

R = Repeat according to the time and day intervals that you set up. daily, weekly, monthly, hourly or any interval type of process.

X = Cancel, and stop running.

Start Date: Enter the date to start this process. (Only valid with status ‘R’)

Start Time: Enter the start time for the process to start. (Only valid with status ‘R’)

Day Intervals: Enter the interval as ‘1’ for daily, ‘7’ for weekly, etc. If run status is ‘I’, and you only want this process to run once then leave this interval blank.

Exclude Days: Enter any days that you do not want this process to run. For example, if this were a daily sales report, and the store is not open on Sundays, then you would enter ‘SUN’ to exclude the report from running on Sundays. Enter each day one at a time.

Time Interval: Enter the time interval 24:00:00 for once a day, 1:00:00 for hourly, etc…

Exclude Times: Enter the time that you do not want this process to run. This works similar to excluding days. If you run this process hourly, then you may want to exclude the hours that you are closed.

Group Code: Some processes require running a program then reporting on the outcome. For example a batch closing, you close the batches and then run the batch detail or summary reports. Here you can enter some unique code that will group the batch closing process together with the batch summary reports.

Sequence in Group: If you have entered a group code, then you will want to designate which process will run first, second, etc. (i.e. Batch closing would be sequence of ‘1’, report would be ‘2’, etc.)

Process Type: Enter P for Proc or T for TCL.

P = Proc (usually from the reports menu)

T = TCL. A cataloged program or anything else you can run from TCL with standard Pick INPUT statements. This uses a Pick DATA statement.

TD = TCL. Same as T except the inputs would come from a standard TCS input. (This populates DATA.LIST and is processing by CHAR.INPUT.)

I = ISD processsor (entry screen). Requires release 5.3 or Patch 1237.

Process ID: Enter the process id for the process you are going to run. If this is a report, enter the report id. If this is a program, enter the program name.

Output Tag: Enter here where you want the output to go. The valid options are:

T= Terminal, ‘T132’ for 132 column output to the terminal (this is like entering ‘TW’ in the reports)

P,a,b,c,d,e,f,g = Printer

a – printer number

b – L=landscape, P=Portrait

c – number of copies

d – D=Direct, H=Hold (suspend printing)

e – lines per inch (6 or 8)

f – characters per inch

g – lines per page

It is easy to set the values for a-g; simply enter P in the field and the printer assignment box will pop up, enter the values you want and they will automatically populate this field.

Inputs: Enter any parameters here that you would as if you were running the process from a menu. This means you must know the order of the parameters.

Acceptable values include:

“” = blank

DATE-n or DATE+n = Today –n days, or today +n days.

Other data is accepted as entered. I.E. “[sam]”, 05.22.03, 001, etc.

This document describes the history process for:

1. Removing old invoices and payments from the active lookup and placing them into an index for each year.
2. Purging old invoices and payments from the system to never be accessed again.
3. Looking up inactive invoices and payments.

Setup

Prior to running the history process you should enter your history preferences in the General Parameters screen found in AR-SU-03 (General Parameters).

There are two fields.

1. Months to keep on-line. This is to designate how many months of data will be in the active index. This should probably be about a year although it can be as small as 1 month.
2. Months in history files. This is the maximum number of months to keep the invoices and payments on your system. Anything older than this is purged and no longer available. This could be for as many years as necessary, perhaps somewhere between 3 and 5 years depending on your needs.

There are 12 months in a year. So for 5 years enter 60 for the value.

The Process

(Main Menu # 6)

When you want to move invoices & payments to the annual indexes then choose this menu option. Also, when you want to purge invoices and payments completely from your system this is where you do it. You can run this option as often as desired.

After you make your selections you will see the following screen.Range of Process and Purge

The range is based on the data you entered in the General Parameters setup screen.As the process runs and is completed you will see the follow screen.

Accessing the History Data

Customer Inquiry (Main Menu #2 and CI), select IH for Invoice History.

You will then be prompted for the year to search.

If there are any invoices in the year you selected they will appear at the bottom of the screen.

You can then access the invoice by choosing clicking on the line number or entering it in the entry box.

Accessing Payment History

From the main inquiry screen choose “P” for payments then choose “PH” for payment history. You will be prompted for the year to use after which the Payment history screen will appear.

You may choose a payment line number to look at the payment detail.

This document describes how to use the specialized report for special formatting of invoice data to be “normalized” and exported into an Excel spreadsheet.

Step 1. Select AR-RP-02-08

Step 2. Enter the reporting criteria you want for the report.

Step 3. Click on the save Icon and save the report.

1. Save the report in any folder you wish.
2. Give it name that will be meaningful.
3. Save it as a Text File

Step 4. Click “Save”
Step 5. Open the item with Excel.
The import Wizard will come up automatically.
Make the following adjustments

Click “Next”

Click “Next”

Highlight the column over the SSN/Contract and flag it as “Text”

Click “Finish”

With a little Excel magic you can now create sub totals and sort the report anyway that you like.