How To: Setting up the Control Record (15-01)

Overview

This tutorial describes how to setup the G/L Control Record.

IMPORTANT: The fields on this screen will be blank the first time you access this selection. Since the screen is locked after information is entered, it is critical that it is entered correctly the first time.

Step-by-Step

Click image to enlarge.

  1. Complete the fields as described below.

    2. Field
    Description

    Accounting Month
    Enter the numerical value of the fiscal accounting month. Valid entries are 1 through 12.

    For example, if your company is operating in the fourth month of the current fiscal year, enter “4”.

    Offset
    Enter the numerical value of the last month of the fiscal year. Valid entries are 01 through 12.

    For example, if the fiscal year ends at the end of June, enter “6” in this field.

    NOTE: For calendar year corporations, the system will change an entry of ’12’ to ‘0’.

    Calendar Year
    Enter the last two digits of the calendar year in which the General Ledger is currently operating.

    For example, if the general ledger is currently in July of 2016, enter “16” in this field.

    EXAMPLES:

    The fiscal year ends in November and the G/L is presently in April 2016.

      Accounting Month: 4
      Offset: 11
      Calendar Year: 16

    The fiscal year ends in December and G/L is presently in June 2016.

      Accounting Month: 6
      Offset: 0
      Calendar Year: 16

    Lock-out-flag
    (S/R/W/X/U)

    Enter “R” when entering the General Ledger Control Record for the first time. After that, this field is for inquiry purposes only and is automatically controlled by the General Ledger system.

    • S – Month-End successful, G/L in balance.
    • R – Allows posting of Journal Entries (normal status)
    • W – Journal Entry Update in progress.
    • X – Month-End closing in progress (Phase One)
    • U – Month-End closing in progress (Phase Two)

  1. Click ‘Accept’ to save the General Ledger Control Record.

Click image to enlarge.

  1. When this selection is accessed after the initial set up procedures, the fields are grayed out and the ‘Exit’ button appears since the General Ledger Control Record can only be set up once.
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