activant acclaim

Activant Acclaim

Posting Batch Options and Preparing Budgets

General Ledger suite: course 2 of 4

This class is designed for…

Acclaim users responsible for setting up and maintaining the general ledger accounts for your company

Objectives

Review Posting OptionsCreate and maintain posting batchesExplain AutobatchingExplain the Sales Tax AutobatchExplain the Retained Earnings AutobatchReview budget optionsCreate a budget

This course will NOT cover…

Financial ReportingGeneral Ledger Reporting and Closing Procedures

Figures are not batched

Enter Transactions

Manual Journal EntriesPosting Batch Options

Batch Created

Edit Batch

Posting Journal

NoYes

No

Yes

Report Set to

Autobatch?

Post Batches

Print Batch Report

Posting Process

System Generated Journal Entries

Autobatch Defaults

Ready to Post?

Autobatch

“Holding cell” of information

Autobatch

Autobatch

Autobatch

Benefits of Autobatching

Ease of use

Limits the chance for errors

Saves time

Autobatch set up and activated

Autobatching Flow

Report/Register Printed and

Committed/Cleared

Figures “captured”

Journal Entry updated with

figures

Autobatch Defaults

Retained EarningsCash DisbursementsNS Item Cost ChangesA/P Expense

NS Inventory AdjustmentAsset DepreciationUninvoiced Material AccrualPayroll

PO Cost DiscrepancySalesman CommissionsReceived Value of TransfersExternal Receipts

Cost Edit VariancesCash ReceiptsItem Cost ChangesService ChargeCost of Goods SoldSales Tax

Inventory AdjustmentsA/R Revenue (Cylinders)External DisbursementsA/R Revenue (Rentals)

Voided ChecksA/R Revenue (Sales)

Autobatch Example

INVOICE 1000545

TOTAL $106.00

Daily Invoice Register

Invoice # Sales Amt Sales Cost Tax A/R Amount1000545 100.00 85.00 6.00 106.00

Daily Invoice Register 7/31

Daily Invoice Register 7/1

Autobatch Example

Batch Report

A/R Balance01-120-001$2,986.85Sales Tax

01-250-009-$22.28

Stock Sales01-310-100- $2,964.57

Autobatch Screen

Default Level

Branch/Group

Autobatch

Exclude?

Batch Number

Source

Description

Marker

Markers%DATE% %TIME%%YEAR%%PER%%USER%

August 15, 2002Autobatch created %DATE%Autobatch created 08/15/02

Accounts

Autobatch While Invoicing

Notes on Autobatching

Once an autobatch is created, it is just like a journal entry that you manually createdYou can:

Edit the entryDelete the entryPost the entry

Special Autobatches

Sales tax schedule autobatching Autobatching by product groupAutobatching by codeRetained Earnings Autobatch

Sales Tax Schedule Autobatching

Accounts Receivable Revenue default autobatchSales tax is usually batched as one lump sum

When there are several different sales tax schedules

Track each one separately for reporting purposes

Example

Tax Schedule 6 Tax Schedule 7 Tax Schedule 8

01-250-069 01-250-079 01-250-089

Timely Supply

PA NJ NY

Example

PA SALES TAX AUTOBATCH

01-250-069

NY SALES TAX AUTOBATCH

01-250-089 NJ SALES TAX AUTOBATCH

01-250-079

Timely Supply

Sales Tax Clearing Account

Must be the same account number!

Accounts Receivable Revenue Autobatch

Sales Tax Autobatch

Schedule 6 - PACredit 01-250-069 Schedule 7 - NJ

Credit 01-250-079

Schedule 8 -NYCredit 01-250-089

Example

INVOICED SALESTAX REPORT

SCHEDULE 6 TOTAL

SCHEDULE 7 TOTAL

SCHEDULE 8 TOTAL

Creating Autobatches please wait…

PA SALES TAXAUTOBATCH

01-250-069CR $200

Sales Tax AutobatchDefault Clearing Account

01-250-009$900 Debit

NJ TAX $50

PA TAX $75NJ

TAX $25

PA TAX$25NJ

TAX $25

NJ TAX $150

PA TAX $50

PA TAX$50

NY TAX $100

NY TAX $150

NY TAX $150

NJ SALES TAX AUTOBATCH 01-

250-079CR $300

NY SALES TAX AUTOBATCH

01-250-089CR $400

NY SALES TAXAUTOBATCH

01-250-089CR $400

PA SALES TAXAUTOBATCH

01-250-069CR $200 NJ SALES TAX

AUTOBATCH01-250-079CR $300

Sales Tax Autobatch

Default Clearing Account

01-250-009$900 Debit

$0

Sales Tax AutobatchDefault Clearing

Account01-250-009$900 Credit

Autobatching by Sales Tax Rule

NEVER edit the “Period to Date Sales Tax Charged” amounts in any sales tax schedule

Will cause sales tax clearing account to have a non-zero balance when invoice register and sale tax autobatches are posted to the ledger

Autobatching by Product Group

Allows you to track sales for individual product groups by autobatching their data in separate accountsProduct groups not needing separate tracking are autobatched together in a default income account

Product Group100 - Industrial

Product Group200 - Electrical

Product Group400 - Medical

Product Group300 - Plumbing

Product Group 100Autobatch Default

01-310-101

Product Group 300Autobatch Default

01-310-103

Default Income Account

01-310-100

Timely Supply

Sales Product Group Summary

Autobatch by Product Group

Product Group 100 Autobatch

Product Group 300 Autobatch

Autobatching by Code

Set up on a more specific level than existing default autobatchesAllows you to link different types of transactions to specific general ledger accounts

Example

STOCK ADJUSTMENT CODE 50: DAMAGED GOODS

$20 each

INVENTORY - STOCK - - 20.00COST OF GOODS SOLD - 20.00

Autobatch by Adjustment Code

Inventory Stock/Finished Goods

50

Damaged Merchandise

Autobatch Default Report Sample

Calculation Date

Located in the Session DefaultsPlays a very important role in posting ledger activityThe setting determines the default period to which a posting is madeAlways set the Calculation Date before you proceed with any ledger activity

Batch Posting Options

New Posting Batch Screen

Fiscal Year

Defaults to current year in Session Defaults

Fiscal Period

Defaults to current period in Session Defaults

Batch Number

Must be unique!

Source

Identifies batch’s point of origin

AJE - Adjusting Journal EntrySRE- Standard Recurring Entry

Posting Sequence

Labels multiple posts made to the same batch within a given month

Each time a posting is made, the posting sequence is increased by one

Posting Sequence

Fiscal year label

2002-08-1200001-003

Post Sequence #

Batch #

Fiscal Period #

Description

Recurring?

Entry posted multiple times during a period or within a

fiscal year

Reset Amounts?

Indicates whether the posting amounts will be

cleared after posting

Recurring Posts Options

Posts Per Period

Allows you to set the maximum number of postings

that can be made for this batch within a period

Maximum Posts

Allows you to limit the number of posts that can

be made

Determines the number of postings that can be

made within the fiscal year

Posts this Period / Post to Date

Each tracks the number of posts made within the

period and for the fiscal period respectively.

Each of these fields increments by one.

Once they match maximums, they are deleted.

Reversal Batch Options

Reversal Batch Example

Utility Account- Electric

Estimated 500Amount

Actual 450 500Bill

JUNE

Create Reversing Batch

Periods to Skip

Periods to Skip Example

Utility Account- Electric

JUNE JULY

Estimated 500Amount

500Actual 450Bill

Reversal Batch Number

Must be unique!

Exclude?

Prevents individual batches from automatically being posted

Allows questionable batches to be reviewed before being posted

Account Distribution Screen

Account Distribution Screen

Account Distribution Options

Editing a Posting Batch

Editing a Posting Batch

Can edit a posting batch as long as it has not yet been posted

Batch Edit Screen

Edit Account Distribution Screen

Copying a Posting Batch

Copying a Posting Batch Methods

Same Keep the batch detail amounts the same

Reverse Reverse the batch detail amounts

Zero Zero the batch detail amounts

Deleting a Posting Batch

Deleting a Posting Batch

Print a Batch Report

Batch Report Sample

Not Ready to Post Reasons

Batch is out of balanceBatch is excluded from postingBatch has All 0.00 AmountsMissing accountReversal batch already existsRecurring batch already existsBatch has no distribution accounts

Posting Batches

Posted Batch Report

Posting Batch Rules

Once a batch is posted, no edits can be madeIf edits are necessary, create reversing entry and then a new batch

Posting Journal Sample

GENERAL LEDGER 08/15/02 17:03 PAGE 1POSTING JOURNAL

POSTING ENTRY DESCRIPTION SOURCE USER ID DATE TIMEACCOUNT NUMBER ACCOUNT NAME DEBITS CREDITS

2002-08-1200000-001 CORRECTION AJE RAJ 08/10/02 14:1001-440-760 BRANCH 1 TELEPHONE -200.0001-440-160 BRANCH 1 ELECTRIC 200.00

--------- --------TOTAL: 200.00 -200.00

2002-08-1200080-001 A/R REVENUE(SALES) AUTOBATCH CREATED 08/10/02 INV activant 08/10/02 10:5901-120-001 ACCOUNTS RECEIVABLES 2,986.8501-080-004 CASH- STOCK SALES -2,964.5701-250-009 SALES TAX -22.28

--------- ---------TOTAL: 2,986.85 -2,986.85

2002-08-2200100-001 AJE RAJ 08/10/02 13:1202-440-280 BRANCH 2 ADVERTISING -750.0002-440-001 BRANCH 2 ACCOUNTS PAYABLE 750.00

--------- ---------750.00 -750.00

Autobatching Retained Earnings

Posting batches to income/expense accounts creates and updates the Retained Earnings Autobatch

General Ledger

Stock SalesIncome-$50,000

Telephone Expense$1,000

PayrollExpense$25,000

Interest Earned-$5,000

Cost of Goods Sold

$8,000

Non Stock Sales

Income- $7,000

Retained Earnings Autobatch

COGS Acct Ret. Earnings Acct

8,000

8,000

Non Stock Sales -7,000

Retained Earnings Autobatch

7,000

7,000

NS Sales Acct Ret. Earnings Acct

Retained Earnings Autobatch

Net Income: $29,000

RETAINED EARNINGS

COGS EARNED NS SALES INTEREST

8,000

PAYROLL EXPENSE STOCK SALES INCOME

7,000 5,000

25,000 50,000

7,0005,000

50,000

8,00025,000

Retained Earning Posting Rules

Retained Earnings Autobatch cannot be posted using the regular Posting Batch OptionsWhen enabled, this autobatch is automatically placed in Period 14 of the fiscal year

Must be batched and posted during the close of the fiscal year

What is a Budget Category?

Basic unit of storage for budget informationAn unlimited number of budget categories can be definedEach budget category includes:

The net period budget amounts for each accountDefault and overriding account-specific calculation options used to calculate the budget amounts

Steps to Set Up a Budget

1. Define Budget Category information2. Define account-specific calculation options3. Copy calculation options to accounts

Budgeting

Budget Calculation Entry

Budget Calculation Entry

Example

110-01Budget

CalculationsBased on 110-02

110-02Budget

CalculationsBased on 110-01

Budget Category Edit

Budget Category Delete

Deletion Rules

Cannot be deleted if the budget: Is used as a basis for another budgetHas budget amountsIs used in a report

An alert box confirms the budget category deletionAutomatically deletes all budget amounts and account-specific calculation options for each account

Remove Range of Calculations

Remove Rules

All account-specific calculation options for the specified accounts are removedThe default calculation options for the budget category and actual budget amounts are notremovedQ-MODE must be enabled to remove a range of calculation options

Budget Calculation Copy

Copy Calculation Options to Range

Copy Range Rules

Existing account-specific calculation options for accounts in the destination range or that match the destination mask are not overwrittenThe system does not allow specification of a ‘circle’ of budget bases

This is done to prevent the ‘circle’ of budget bases that would result from accounts 110-02 and 110-03 being based on each other

Example

110-01Budget

CalculationsBased on 110-02

110-02Budget

CalculationsBased on 110-03

110-03Budget

CalculationsSelf-based

Copy

Apply Budget Calculations

Displaying Budget Information

Budget Category information can be easily displayed on a financial reportWhen setting up a Format Definition (Column) you can specify a budget column to be included on the reportCan specify any existing budget category in one or more columns

Displaying Budget Information

Complete control over the time periods to be displayedCan calculate variance between budget and fiscal columnsPre-defined formats available

Budget Information Display

Print Budget Category List

Budget Category List Sample

DISTRIBUTORS INC. GENERAL LEDGER 07/29/02 17:11 PAGE 1BUDGET CATEGORIES

BUDGET ID BUDGET DESCRIPTIONBUDGET ACCOUNT NUMBER ACCOUNT NAME

BASIS ACCOUNT NUMBER ACCOUNT NAME TYPE YEAR/ID AVG? BASE% ADDED AMOUNT DIST? PRIOR% AUTO? CLOSE?

UTILITIES ELECTRIC, GAS, WATER Budget UTILITIES Yes 100.00 0.00 No 0.00 No No01-440-591 COST CENTER 1 UTILITIES

01-440-591 COST CENTER 1 UTILITIES Budget UTILITIES Yes 100.00 0.00 No 0.00 No No

Summary

Review Posting OptionsCreate and maintain posting batchesExplain AutobatchingExplain the Sales Tax AutobatchExplain the Retained Earnings AutobatchReview budget optionsCreate a budget

For More Information…

Acclaim Help FilesVisit Activant on the web: www.activant.com

Submit a web caseBrowse Documentation

General Ledger ManualSearch the Solutions databaseView activant University course offerings

Email Professional Services Sales: pss@activant.com

General Ledger suite

Financial ReportingDescribe and set up the three basic components of financial statements

Section DefinitionFormat DefinitionReport Definition

Generate and print a financial report

Reporting and Closing ProceduresView historical posting dataReview the various reports and journals available in the Ledger modulePerform the procedures used to close a fiscal period and a fiscal year