In the normal course of operation, the functions used are described under Regular and Maintenance Functions. There are other functions that need to be performed from time to time but only under controlled circumstances. i.e. by a System Manager.
These have been assembled on a special menu called MANAGE. This menu is not linked into the standard menu set as a security measure. The functions are implemented on the principle that if the user can initiate them (i.e. has access to the MANAGE menu), so no further access control is necessary.
The flexibility of the General Ledger is implemented at two levels - system configuration, and system parameters. The system parameters are controlled by the user manager through this update.
This function defines the periods for a year. The system automatically assumes that there is 12 periods, but this number may be changed to more or less according to the company's needs.
Selection Screen
Data Entry Screen
These are general code tables used by the General Ledger. These include tables to define what codes can be used in the prts of the Account Number.
When disk space is short and a particular G/L is rarely used, or for security reasons, we may want to have that G/L stored off the computer. To do this, the standard backup function is used. The System Manager can then remove the database from the disk. Note that this removes the entire General Ledger database so that it is no longer accessible for account code editing in subledgers. To accommodate this editing, there is a function provided to reload only the Chart of Accounts. The reloading of the database is integrated into the startup when the General Ledger is selected. If the Chart of Accounts is loaded, it raises an error condition that can be overridden.
There are three units of the data base that would be merged:
The merge is implemented to combine a second General Ledger that has no duplicating account codes. Each unit is merged separately. The Chart of Accounts merge adds the second Chart of Accounts record for record.
The merge of the Transaction History (which can be detailed or in summary format) has two special features. First, in doing the merge only one transaction is created in the receiving General Ledger for each active account in a period in the source General Ledger. Second, the range of periods to merge can be defined at run time. This way we can do a recreating merge, or just bring in the latest period.
The Financial Statement merge is not frequently used because the reports from the detail level are not often reused at the combined level. Care must be taken that report names are not duplicated or the results can be quite confused.