Option 7YTD Postings

You can use this function to edit the YTD Postings file in the unlikely event of a failure during posting.

When you use this function, a record of all entries will be printed. For additions, all new field contents are printed; for deletions, the deleted record's contents are shown; for changes, both old field contents and new field contents are shown; and in all cases, the User ID, date, and time are printed.

At any time, you select the Direct Process 1 option to momentarily suspend this function in order to exit to the "installation-wide" direct menu, or the Direct Process 2 option to exit to the "application" direct menu. Also, you can review on-line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option.

The screen presents information about YTD Postings.

The 'Keep YTD Detial' field in theChart of Accounts determines which accounts are posted to this file, and in how much detail. Also, any transactions with an Intercompany number are posted to this file, as the Intercompany Trnsactions report is printed from this data.

When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an "Access" screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing.

Data items are described below:

Account

Required Scan available

Enter an uppeer case alphanumeric field, up to 12 characters in length.

The system displays the account number to which this posting was made, along with its description.

Fiscal Month

Letters and numbers only Valid: SY, 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12, 13, EY Required

Enter an upper case alpanumeric field, up to 2 characters in length.

The fiscal month to which the posting was made is displayed.

Fiscal Year

Positive number, up to 2 digits

The fiscal year to which the posting was made is displayed.

Journal Code

Upper case, up to 4 characters

The code identifying the journal reference for the transaction is shown, if detail is being kept by journal. Some examples are APIV for Accounts Payable Invoices, ARAJ for Accounts Receivable Adjustments, and ICRC for Inventory Receipts.

Operator ID

Upper case, up to 3 characters Letters and numbers only

The operator ID is displayed, if detail is being kept by Operator ID.

Date Posted

Date (YMD)

The date the entry was posted is shown, if detail is being kept by date.

Time Posted

Enter a time (HMSH).

The time the entry was possted is shown, if full detail is being kept.

Description

Alphanumeric, up to 30 characters

The description of the transaction is displayed.

Control No

Positive number, up to 4 digits

The number of the control group which contained the origina transaction is displayed, if sufficient detail is being kept.

Source Trx No

Positive number, up to 4 digits

The transaction number from the original entry is displayed, if sufficient detail is being kept.

Transaction Date

Date (YMD)

The transaction date is displayed, if sufficient detail is being kept.

Amount

Number, up to 9 digits and 2 decimals

The transaction amount is shown.

Reference

Upper case, up to 6 characters

The reference from the original transaction is shwon, if sufficient detail is being kept.

Reversing?

Upper case, 1 character Letters only Valid: Y, N,, '*' Default N

This entry indicates whether or not this entry is to be reversed in the following month, or if it is a reversing entry. The options and their meanings are:

N: No, this is not a reversing entry Y: Yes, a record will be generated in the fiscal month following this one, to back out this entry *: This record is the posting corresponding to an entry of 'Y' in the previous month

Adjustment?

Y or N Default N Required

This entry indicates whether or not this is an adjusting entry. Adjusting transactions are entered solely for the purpose of reducing MTD Sources and Uses in the Account Balances file.

Y

Yes, this is an adjustment. N: No, this is not an adjustment.

S/U/N Override

Upper case, 1 character Valid: S, U, N

This field indicates how the entry is to be accumulated for sources, uses or neither. It is used when Statements of Changes in Financial Position are to be printed.

Blank: Credit entries are to be added to sources; debits to uses. S: Add to sources. U: Add to uses.

N

Add to neither sources nor uses.

Intercompany

Upper case, up to 3 characters Scan available

The intercompany number for the transaction is displayed, if any was entered.

Intercompany Reference

Upper case, up to 4 characters

The intercompany reference for the transaction is displayed, if appropriate.

Currency Code

Alphanumeric, up to 6 characters

If the transaction involves foreign currency, the code from the Exchange Rates file is shown.

Home Amount

Number, up to 9 digits and 2 decimals

The transaction amount is displayed in the home (domestic) currency if there is a currency code. If this is not a foreign transaction, the home amount is blank and not used.

Press ENTER to display system-supplied information and then press ENTER again to save the information on this screen.

Select the Next Record option to go the next YTD Postings record.

At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the YTD Postings file.