Mwillard: Mwillard moved page Glclose to Close GL Period and Year

__NOTOC__

==General Information==

'''Default Menu Location''' Transaction >> General Ledger >> Close GL Period/Year

'''URL''' GLClose_S.htm

'''Function''' The Close GL Period and Year screen is used to close a period, year or to re-close prior year. The Current GL Period and Current GL Year are stored in the CID record and are automatically loaded onto the screen.
[[File:Close_GL_Period_and_Year.jpeg]]

Closing a Period changes the current fiscal period. You can still post entries into a closed period that is not locked.

Locking a Period prevents any batches from being posted into that period.

Closing a Year will move the fiscal year's profit/loss into the Retained Earnings account that's listed on the [[Company ID Maintenance]] screen.

==FAQ==

Q: Can you post batches into a period that's been closed.

A: Yes, you can post batches into a closed period as long as the period has not been locked.

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Q: Once a period is locked, can it be unlocked?

A: Yes, go to the [[Company ID Maintenance]] screen and click the Fiscal Calendar tab. Click EDIT and then uncheck the Locked box for the corresponding period.

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Q: What kind of journal entry does 'Close Year' make? Does it have to be posted?

A: It moves the year's profit/loss into Retained Earnings. The entry is automatically created and posted.

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Q: Oh no, I closed the year, and I forgot to make one last journal entry! What do I do?

A: First, calm down. Second, unlock whichever period you need to make an entry in and enter/post the journal entry. Then come back to this screen and click the Re-Close Prior Year button.

[[Category:General Ledger]]

Close GL Period and Year

2024-12-31T22:22:59Z

Mwillard:

Close GL Period and Year

2024-12-31T22:21:16Z

Mwillard: Created page with "__NOTOC__ ===General Information=== '''Default Menu Location''' Transaction >> General Ledger >> Close GL Period/Year '''URL''' GLClose_S.htm '''Function''' The Close G..."

__NOTOC__

===General Information===

'''Default Menu Location''' Transaction >> General Ledger >> Close GL Period/Year

'''URL''' GLClose_S.htm

'''Function''' The Close GL Period and Year screen is used to close a period, year or to re-close prior year. The Current GL Period and Current GL Year are stored in the CID record and are automatically loaded onto the screen.

Closing a Period changes the current fiscal period. You can still post entries into a closed period that is not locked.

Locking a Period prevents any batches from being posted into that period.

Closing a Year will move the fiscal year's profit/loss into the Retained Earnings account that's listed on the [[Company ID Maintenance]] screen.
[[File:Close_GL_Period_and_Year.jpeg]]

===FAQ===

Q: Can you post batches into a period that's been closed.

A: Yes, you can post batches into a closed period as long as the period has not been locked.

----

Q: Once a period is locked, can it be unlocked?

A: Yes, go to the [[Company ID Maintenance]] screen and click the Fiscal Calendar tab. Click EDIT and then uncheck the Locked box for the corresponding period.

----

Q: What kind of journal entry does 'Close Year' make? Does it have to be posted?

A: It moves the year's profit/loss into Retained Earnings. The entry is automatically created and posted.

----

Q: Oh no, I closed the year, and I forgot to make one last journal entry! What do I do?

A: First, calm down. Second, unlock whichever period you need to make an entry in and enter/post the journal entry. Then come back to this screen and click the Re-Close Prior Year button.

[[Category:General Ledger]]

Inventory vs GL Dump Accounts - INVDUMP Rule

2024-12-27T19:19:38Z

Mwillard:

__NOTOC__

==General Information==
'''Default Menu Location''' Maintain >> System >> Rule Maintenance

'''Function''' The Inventory vs. GL Dump Accounts rule controls which general ledger accounts are included in the overnight inventory reporting and reconciliation features, commonly referred to as the Nite Inventory process. Each GL account set up in this rule will be processed nightly, and will have account balances and transaction details stored in the data tables used for the Nite Inventory and Nite Usage reports. This rule controls which accounts have transaction vs. GL comparison data.

The Nite Inventory process is designed to record historical data overnight each and every night to improve historical research and reconciliation activities when inventory, accounts receivable, or accounts payable GL balances get out of balance with the transaction data.

The [[GL Accts for Inventory - INVGLACCTS Rule | GL Accts for Inventory - INVGLACCTS Rule]] must also be set up with the same GL accounts as this rule in order for the Nite Inventory processes to work properly.

The [^PRINTNITEINV|Nite Inventory process] is a system service that must be set up by ABIS personnel in order to start tracking nightly inventory and GL reconciliation data. Contact your ABIS consultant if you want the Nite Inventory process set up and running.

[[File: INVDUMP_Rule_Screen.png]]

==Rule Setup – Text Fields==

'''GL Account (text1):''' Enter the general ledger (GL) accounts that should be processed as part of the Nite Inventory reporting. For each GL account entered, the Warehouse (Whse) name and the Type must be specified. The Acct? (log1) checkbox must also be checked to flag the rule entry as a GL account.

For Inventory tracking, a single stock inventory account should be entered for each warehouse. The overnight reporting assumes a single stock inventory GL per warehouse. Non-stock, consignment, or other custom inventory GL accounts should not be added to this rule. It is designed for tracking stock inventory movement.

For AR and AP tracking, enter each appropriate account and specify the Type value of AR or AP to track and report GL balance comparison data nightly.

'''Whse Name (text2):''' The warehouse name should be entered for each GL account entered. For customers operating in a single warehouse environment, this can be left blank.

'''Email Address (text3):''' Enter email addresses that should receive the Nite Inventory reports as soon as they are processed. Each email address entered must have the Email? (log2) checkbox checked to flag the entry as an email setting rather than a GL account. Multiple email addresses can be entered as separate entries with the Email? box checked for each entry.

'''Type (AR, AP, INV) (text4):''' Each GL account entry must have the Type specified as either INV (Inventory), AR (Accounts Receivable), or AP (Accounts Payable).

==Rule Setup – Number Fields==

'''No Number Fields In Use'''

==Rule Setup – Logic Fields==

'''Acct? (log1):''' This designates a rule entry as a GL account entry. Check this box for each GL added to the rule.

'''Email? (log2):''' This designates a rule entry as an email address entry. Check this box for each email address added to the rule.

'''Batch after mid (log3):''' This should be checked for each account in environments where the nightly autobatch and posting happen after midnight. The default Nite Inventory logic processes before midnight and assumes the same day's transactions and GL postings have happened before midnight.

'''Inv before mid (log4):''' This field works with the 'Batch after mid' field and should only be checked if advised by ABIS personnel. Unchecked is the most common setting for this field.

[[Category: Accounts Payable]]
[[Category: Accounts Receivable]]
[[Category: General Ledger]]
[[Category: Inventory Control]]
[[Category: Rule Maintenance]]

GL Accts for Inventory - INVGLACCTS Rule

2024-12-27T19:17:23Z

Mwillard: Mwillard moved page Inventory GL Accounts - INVGLACCTS Rule to GL Accts for Inventory - INVGLACCTS Rule

__NOTOC__

==General Information==
'''Default Menu Location''' Maintain >> System >> Rule Maintenance

'''Function''' The GL Accounts for Inventory rule controls is a companion rule with the [[Inventory vs. GL Dump Accounts Rule | Inventory vs. GL Dump Accounts (INVDUMP)]] rule. Both rules together control which general ledger accounts are included in the overnight inventory reporting and reconciliation features, commonly referred to as the Nite Inventory process. This rule controls which GL accounts have their data sent to the nightly historical tables.

Each GL account set up in this rule will be processed nightly, and will have account balances and transaction details stored in the data tables used for the Nite Inventory and Nite Usage reports. The Nite Inventory process is designed to record historical data overnight each and every night to improve historical research and reconciliation activities when inventory, accounts receivable, or accounts payable GL balances get out of balance with the transaction data.

The [[Inventory vs. GL Dump Accounts Rule | Inventory vs. GL Dump Accounts (INVDUMP)]] rule must also be set up with the same GL accounts as this rule in order for the Nite Inventory processes to work properly.

The [http://www.abiscorp.com/adjwiki/PRINTNITEINV.ashx Nite Inventory process] is a system service that must be set up by ABIS personnel in order to start tracking nightly inventory and GL reconciliation data. Contact your ABIS consultant if you want the Nite Inventory process set up and running.

[[File: INVGLACCTS_Rule_Screen.png]]

==Rule Setup – Text Fields==

'''GL Account (text1):''' Enter the general ledger (GL) accounts that should be processed as part of the Nite Inventory reporting. The GL accounts entered in this rule should match the GL accounts entered in the INVDUMP rule. The INVDUMP rule contains additional settings for how the GL comparison data is processed. This rule controls only controls which GL accounts are processed in the Nite Inventory data.

==Rule Setup – Number Fields==

'''No Number Fields In Use'''

==Rule Setup – Logic Fields==

'''No Logic Fields In Use'''

[[Category: Accounts Payable]]
[[Category: Accounts Receivable]]
[[Category: General Ledger]]
[[Category: Item Control]]
[[Category: Rule Maintenance]]

2024-10-24T16:23:34Z

Mwillard: /* Credit Card Payments */

__NOTOC__
== General Information ==

'''Default Menu Location''' Transaction >> Accounts Receivable >> Apply Cash Receipts

'''Screen Name''' CASHREC

'''URL''' CashRec_S.htm

'''Function''' The Apply Cash Receipts screen is used to enter cash receipts and apply them against open AR invoices.

==Applying Payments==
To apply cash to an invoice, click the '''New Cash Receipt''' button. Then enter the Custno (customer number) or Company (customer name). The system will automatically bring up all open invoices for that customer. Select the appropriate Cash Account and enter the Cash Amount from the customer. Then, check which invoices to apply the cash payment to, and the system will automatically allocate the amount of the payment across the invoice(s) selected. The allocated amount can be change by editing the Paid Amt column in the bottom grid.

[[File:Apply_Cash_Receipt_to_Customer_Invoices.PNG]]

To enter an open credit, enter the amount of the credit in Cash Amount and click Save. A modal window will display asking "Create Open Credit with Un-Applied Balance?" Click '''Yes'''. A second modal window will display with fields for the AR Account, Description, and Invoice Status. Fill these out and click '''OK''' to issue the unapplied amounts as an Open Credit.

[[File:Create_Open_Credit.PNG]]

[[File:Select_Account_for_Open_Credit.PNG]]

After the payment has been allocated across the selected invoices, click '''Save''' to complete the cash receipt.

===Fields===

'''Custno/Company:''' Enter/select the customer that the payment is from.

'''Invno:''' Enter/select a specific invoice to pay with the cash receipt.

'''Adjustment Account/Description:''' The number and description of the offsetting account that will be used for adjustments to the invoice (bad debt, bank fees, write-off, etc). Can be set to default to a specific account.

'''Cash Acct:''' Select the appropriate Cash account from the drop down box.

'''Currency:''' Will default based on the Cash Account selected.

'''Cash Amount:''' Enter the amount of the payment.

'''Discount Account:''' The number and description of the offsetting account that will be used for customer discounts. Can be set to default to a specific account.

'''Reference #:''' Enter a reference number for the cash receipt; this may be the check number.

'''Bank Dep #:''' Enter a reference number for the bank deposit (optional); this may be the check number, date or a sequential number of your choice.

'''Transaction Date:''' The date when the transaction will go into Adjutant. This is often referred to as a the accounting date, because this is when the transaction will show as posted to the general ledger.

'''Postmark Date:''' The PostMark Date is the 'paid' date. This is the date which is primarily used for calculating discounts.

'''Project ID:''' Use this field to tie the cash receipt to an existing project in Adjutant, if applicable.

'''Phase:''' Select the phase of the project.

'''Type:''' Select the cash receipt type.

'''Notes:''' Leave any applicable notes or comments for this cash receipt.

'''Balance:''' Displays the total balance for all invoices, including open credits and deposits.

'''Adjustment:''' Displays the total adjustments entered into the Adj Amt fields.

'''Discount:''' Displays the total discounts entered into the DisC Amt fields.

'''Unapplied:''' Displays the amount unapplied to invoices.

'''Applied:''' Displays the amount applied to invoices.

'''Paid Amt:''' The amount paid on a specific invoice. Will auto-fill when the record is selected, and can be manually overriden.

'''Disc Amt:''' Enter the amount of customer discount on a specific invoice.

'''Ajd Amt:''' Enter the amount of adjustment on a specific invoice.

'''Prepayment Type:''' Check either Open Credit or Deposit if the customer has paid in advance.

'''Payment Type:''' Select from Cash, Check, Credit Card, Other, or NSF (insufficient funds).

'''Include Paid Invoices:''' Check to display all paid invoices in the Invoice List grid.

===Credit Card Payments===
Credit cards can be accepted for payment on the Apply Cash screen by selecting Credit Card as the Payment Type in the green Setup menu on the left side of the screen, following all of the same steps listed above for accepting payments in general, and then clicking the Pay With CC button in the yellow Actions menu on the left side of the screen.

[[file:Setup_CC.png]] [[file:Pay_with_cc.png]]

This button will launch the Process Money screen defaulted to the Credit Card Money Type in the green Setup menu on the left side of the screen. Read more about the [[Process Money]] screen.

[[file:Process_money_cc.png]]

Once the payment is complete on the Process Money screen, return to the Apply Cash screen and click the Save Cash Rec button in the yellow Actions menu on the left side of the screen to complete the cash receipt in Adjutant and apply the credit card payment to an invoice or create an open credit.

[[file:Save_cash_rec.png]]

[[Category: Accounts Receivable]]

Apply Cash Receipts

2024-10-24T16:23:21Z

Mwillard: /* Credit Card Payments */

__NOTOC__
== General Information ==

'''Default Menu Location''' Transaction >> Accounts Receivable >> Apply Cash Receipts

'''Screen Name''' CASHREC

'''URL''' CashRec_S.htm

'''Function''' The Apply Cash Receipts screen is used to enter cash receipts and apply them against open AR invoices.

==Applying Payments==
To apply cash to an invoice, click the '''New Cash Receipt''' button. Then enter the Custno (customer number) or Company (customer name). The system will automatically bring up all open invoices for that customer. Select the appropriate Cash Account and enter the Cash Amount from the customer. Then, check which invoices to apply the cash payment to, and the system will automatically allocate the amount of the payment across the invoice(s) selected. The allocated amount can be change by editing the Paid Amt column in the bottom grid.

[[File:Apply_Cash_Receipt_to_Customer_Invoices.PNG]]

To enter an open credit, enter the amount of the credit in Cash Amount and click Save. A modal window will display asking "Create Open Credit with Un-Applied Balance?" Click '''Yes'''. A second modal window will display with fields for the AR Account, Description, and Invoice Status. Fill these out and click '''OK''' to issue the unapplied amounts as an Open Credit.

[[File:Create_Open_Credit.PNG]]

[[File:Select_Account_for_Open_Credit.PNG]]

After the payment has been allocated across the selected invoices, click '''Save''' to complete the cash receipt.

===Fields===

'''Custno/Company:''' Enter/select the customer that the payment is from.

'''Invno:''' Enter/select a specific invoice to pay with the cash receipt.

'''Adjustment Account/Description:''' The number and description of the offsetting account that will be used for adjustments to the invoice (bad debt, bank fees, write-off, etc). Can be set to default to a specific account.

'''Cash Acct:''' Select the appropriate Cash account from the drop down box.

'''Currency:''' Will default based on the Cash Account selected.

'''Cash Amount:''' Enter the amount of the payment.

'''Discount Account:''' The number and description of the offsetting account that will be used for customer discounts. Can be set to default to a specific account.

'''Reference #:''' Enter a reference number for the cash receipt; this may be the check number.

'''Bank Dep #:''' Enter a reference number for the bank deposit (optional); this may be the check number, date or a sequential number of your choice.

'''Transaction Date:''' The date when the transaction will go into Adjutant. This is often referred to as a the accounting date, because this is when the transaction will show as posted to the general ledger.

'''Postmark Date:''' The PostMark Date is the 'paid' date. This is the date which is primarily used for calculating discounts.

'''Project ID:''' Use this field to tie the cash receipt to an existing project in Adjutant, if applicable.

'''Phase:''' Select the phase of the project.

'''Type:''' Select the cash receipt type.

'''Notes:''' Leave any applicable notes or comments for this cash receipt.

'''Balance:''' Displays the total balance for all invoices, including open credits and deposits.

'''Adjustment:''' Displays the total adjustments entered into the Adj Amt fields.

'''Discount:''' Displays the total discounts entered into the DisC Amt fields.

'''Unapplied:''' Displays the amount unapplied to invoices.

'''Applied:''' Displays the amount applied to invoices.

'''Paid Amt:''' The amount paid on a specific invoice. Will auto-fill when the record is selected, and can be manually overriden.

'''Disc Amt:''' Enter the amount of customer discount on a specific invoice.

'''Ajd Amt:''' Enter the amount of adjustment on a specific invoice.

'''Prepayment Type:''' Check either Open Credit or Deposit if the customer has paid in advance.

'''Payment Type:''' Select from Cash, Check, Credit Card, Other, or NSF (insufficient funds).

'''Include Paid Invoices:''' Check to display all paid invoices in the Invoice List grid.

===Credit Card Payments===
Credit cards can be accepted for payment on the Apply Cash screen by selecting Credit Card as the Payment Type in the green Setup menu on the left side of the screen, following all of the same steps listed above for accepting payments in general, and then clicking the Pay With CC button in the yellow Actions menu on the left side of the screen.

[[file:Setup_CC.png]] [[file:Pay_with_cc.png]]

This button will launch the Process Money screen defaulted to the Credit Card Money Type in the green Setup menu on the left side of the screen. Read more about the [[Process Money]] screen.

Once the payment is complete on the Process Money screen, return to the Apply Cash screen and click the Save Cash Rec button in the yellow Actions menu on the left side of the screen to complete the cash receipt in Adjutant and apply the credit card payment to an invoice or create an open credit.

[[file:Save_cash_rec.png]]

[[Category: Accounts Receivable]]

Apply Cash Receipts

Process Money

2024-10-21T17:38:02Z

Mwillard: