General Ledger

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Financial reporting is the most critical function of any general ledger system. The ability to create what you need, when you need it, is what we had in mind when we developed our general ledger package. This system comes with all the features you would expect from a fully integrated general ledger package. Whether you do financial reporting for one company or fifty, you will appreciate the flexibility of our system’s financial reporting capabilities.

G/L System Design
Most of the entries coming into the G/L system will be from other modules. This system will pool all these entries for posting. Users can edit and post these entries as often as desired. The system will verify all entries before posting. Entries can be posted to the current or prior year. Users wanting to interface outside software packages can drop transactions into this file and the system will do the rest.

User Friendly and Efficient
Our system comes with several features that will save you considerable time each month. Our recurring entry allows you to setup standard monthly batches that can be loaded and posted quickly each month. You don’t have to key in the same entries every month. Just select the batch, load it and go. The system will also handle accruals, reversals and account distributions on demand. This system does not require a month end close. You may post to any period in the current or prior year at any time. Balances will be rolled automatically.

Financial Reporting
A general ledger system is only as good as the financial statements it produces. This general ledger system will provide all the tools you need to maintain a complete set of financial statements by allowing user defined financial statements and formats. Statements can be run at any time, for any period, this year or last. You are not limited to end of month reporting. Financial statements can be updated and printed daily if desired. This system offers a full range of statements including monthly and YTD income statements, balance sheet and trial balance reports. The system features an online financial statement with the option to drill down to the transaction detail level for each entry.

Faxing, Emailing and Archiving
One of the best features of the General Ledger system is the ability to fully integrate with our other modules. Often times, important information such as trial balances and financial statements need to be quickly distributed to managers or even bank officers or auditors. By adding our faxing and email modules, you can get your information to the people that need it in a quick, efficient and secure manner. This integrated package provides the ability to email any G/L report generated by the system. It will be sent as a PDF attachment. You may also fax reports without leaving your desk. The archive system will allow you to automatically save reports such as trail balances, general ledgers and financials statements to a folder on your iSeries™ that can be backed up in you nightly save routine.

Multiple companies Company department and sub-account reporting Consolidated financial statements Online financial statements with drill down to detail level Accommodates 100 user-defined financial statements Extensive comparative reporting capability 12 or 13 accounting periods Additional period for year end adjustments Recurring journal entries Accrual setup and reversal procedure On-line general ledger account inquiry Current and future budgeting capability Three year account history, two year detail activity Multiple periods open simultaneously Automatic redistribution of account activity Current year and previous year open simultaneously User level security, with company/location permissions Ability to archive reports, post listings or selected reports Ability to email all reports On-line technical support Toll-free telephone support during warranty Source code included Three month warranty

All CSS software is currently compatible with OS/400 V4R5M0 – V6R1M0. As new releases are installed older ones will be replaced. CSS will always ensure that our software remains compatible with any OS/400 operating system IBM is shipping.

There are several features in our software that will not work on machines below V5R3M0. Some of these features include:

Advanced output options Archiving reports in PDF format Emailing reports

While the General Ledger system will work fine in a stand-alone environment, it was designed to be integrated with the other modules in our system. Clients wanting to interface this module with existing in-house systems can do so easily. Contact our office for more information.

The General Ledger will stand-alone and does not require additional modules

Optional modules you may want to consider:

Accounts Payable Fixed Assets Accounts Receivable Cash Reconciliation Faxing, Email and Archiving

Here is a summary of how this module interfaces with our other modules:

Accounts Receivable	The general ledger transaction file will be updated with entries made from several programs within the A/R system. The system will create records in the GLTRX file.
Accounts Payable	The general ledger transaction file will be updated with entries made from several programs within the A/P system. The system will create records in the GLTRX file.
Cash Reconciliation	The general ledger transaction file will be updated with entries made from several programs within the C/R system. The system will create records in the GLTRX file.
Payroll System	The general ledger transaction file will be updated with entries made from several programs within the P/R system. The system will create records in the GLTRX file.
Fixed Assets	The general ledger transaction file will be updated with entries made from several programs within the F/A system. The system will create records in the GLTRX file.
Inventory Control	The general ledger transaction file will be updated with entries made from several programs within the I/C system. The system will create records in the GLTRX file.
Human Resources	The H/R module does not update the general ledger.
Inventory Purchasing	The general ledger transaction file will be updated with entries made from several programs within the I/P system. The system will create records in the GLTRX file.
Order Entry	The general ledger transaction file will be updated with entries from several programs within the O/E system. The system will create records in the GLTRX file.
Point of Sale	The general ledger transaction file will be updated with entries made from several programs within the POS system. The system will create records in the GLTRX file.
Sales Analysis	The S/A module does not update the general ledger.
Manufacturing	The general ledger transaction file will be updated with entries made from several programs within the manufacturing system. The system will create records in the GLTRX file.
Faxing System	CSS has integrated our faxing software with the G/L module to allow faxing of any system generated reports. The faxing is outbound only and requires a dedicated phone line.
Email System	CSS has integrated our emailing software with the G/L module to allow emailing of any system generated reports. The document will be sent as a PDF attachment. This email system is for outbound emailing only.
Archiving System	Interfacing with this module will allow the ability to archive all G/L reports and postings to the iSeries™ IFS.

The General Ledger System has two menus. The first or main menu contains the most used programs. They include the G/L manual entry, G/L posting procedure, recurring entry and the chart of accounts maintenance. The following is a summary of each menu option available to the general ledger user. You can find more detailed information for each option in our software users manuals.

GENMENU1              General Ledger Select one of the following:    1. Enter G/L Transactions          13. Update Chart of Accounts    2. Print G/L Transactions          14. Print Chart of Accounts    3. Close G/L Transaction Batch     15.    4. Journal Transaction Maintenance 16. Update Financial Formats    5. Post G/L Transactions           17. Print Financial Formats    6.                                 18.    7. Close Prior Accounting Period   19. End-Of-Year Close    8. Summarize G/L Entry Batch       20.    9.                                 21. Build Consolidation File   10. Enter Recurring Transactions    22. Company Master Maintenance   11. Print Recurring Transactions    23.   12. Load Recurring Transactions     24. Additional G/L Procedures                                       30. Display G/L Documentation Selection or command                  90. Signoff ===> ___________________________________________________

G/L Menu 1 Option 1 – Enter G/L Transactions
This option allows entry of all manual transactions that affect the financial statement. This procedure will allow the user to enter G/L transactions to be posted later to the G/L system. The program allows users to be entering entries simultaneously, through the use of batches.

G/L Menu 1 Option 2 –Print G/L Transactions
This option allows the user to list manual transactions previously keyed using option one. The user may select one particular batch, or all batches that have been keyed but not closed. After listing the transactions, corrections can be made and then listed again. When the manual transactions are listed, additional editing is performed and any appropriate error messages will be displayed beside the entries in error.

G/L Menu 1 Option 3 – Close G/L Transaction Batch
After keying manual transactions, the batch of entries must be closed in preparation for posting. You may close transactions by selecting a batch number to be closed, or close all open batches. Before closing, the transactions will be edited to ensure there are no errors. If errors are found, an error message will display and the job will cancel. Errors can be located by listing the transactions using option two above. Corrections must be made using option one from this menu, and then the transaction close must be run again. After a successful close the transactions will no longer be available for maintenance. Corrections must then be made using adjusting journal entries.

G/L Menu 1 Option 4 – Journal Transaction Maintenance
This procedure will allow maintenance to the transactions file in case you have errors when posting.

G/L Menu 1 Option 5 – Post G/L Transaction Batch
After closing the manual transactions, the transactions must be posted. It is at this time that the G/L master files will be updated. Prior to the posting, account balances have not been changed. During the posting, all manual transactions that have been closed along with all computer-generated transactions will be posted to the chart of accounts. The operator may post by module, or post all transactions that have been closed. An option is given to the operator to select a “proof only” run. This will generate an edit listing without updating any files. The operator is also given the option to summarize the accounts by date. If selected, this option will create only one entry per account per date.

G/L Menu 1 Option 7 – Close Prior Accounting Periods
This procedure will allow the user to “close” out certain periods by entering the beginning and ending period of the current period. If this option is used, the system will change any dates outside the parameters to either the beginning date or the ending date of the current period. This option is optional and does not have to be used. Likewise, the user may enter a beginning date without an ending date and vice versa. This procedure can be ran at any time and can be used to reopen previously closed periods.

G/L Menu 1 Option 8 – Summarize G/L Entry Batch
This option will allow you to summarize all the entries contained in a selected batch. The program will allow you to summarize by account number or date.

G/L Menu 1 Option 10 – Enter Recurring Transactions
Transactions that recur on a regular basis may be keyed once, and then posted repeatedly from month to month or week to week without the necessity of having to continually re-key them. For ease of use, these transactions are keyed in a similar fashion to the manual transactions from option one. Monthly transactions should be assigned one batch number and may then be selected at the end of the month by this corresponding batch number. Transactions recurring at other times may be selected by their corresponding batch number. Later, these transactions may be selected, assigned the correct transaction date and a new batch number for maintenance, and then added to the other correct manual transactions.

G/L Menu 1 Option 11 – Print Recurring Transactions
This option will list the recurring transactions. The operator has the option of selecting one batch of recurring transactions, or selecting all transactions. Editing will be performed and any errors will display a message beside the transaction in error.

G/L Menu 1 Option 12 – Load Recurring Transactions
After keying the recurring transactions, the operator may select batches of these transactions to be loaded into the manual transaction file. One batch number may be selected at a time. The batch can be assigned a new transaction date and a new batch number to be referenced in the manual transaction file. These transactions can then be maintained and listed using options 1 and 2 above. They must then be closed and posted in the same fashion as the other manual transactions.

G/L Menu 1 Option 13 – Update Chart of Accounts
The chart of accounts must be entered before the G/L system can be used. This option allows the initial entry and subsequent maintenance to all G/L accounts. All transaction entries are validated using this master file. This program will also allow for the entering of all budgeting information for the account.

G/L Menu 1 Option 14 – Print Chart of Accounts
After entering the chart of accounts, the master file may now be listed. The accounts will be sorted by account number and then printed along with the account title and type.

G/L Menu 1 Option 16 – Update Financial Formats
Before printing the financial statement, a financial statement format must be entered describing the financial statement. These formats select which accounts will be printed, define the headings that will be used and the order in which the accounts will be sequenced, and define the totals to be calculated. Complete control of column spacing, line spacing, and page spacing is given to the user. As many as 100 different formats may be entered and selected when printing financial statements.

G/L Menu 1 Option 17 – Print Financial Formats
After entering the financial formats, the formats may be listed for future reference and to help with maintenance. The formats will be sorted by format number and by sequence within the format.

G/L Menu 1 Option 19 – End-Of-Year Close
Prior to beginning the next fiscal year, the current fiscal year must be closed. This will move all current year transactions into the prior year. When this option is selected, the operator will be prompted for the current year ending date to be closed. The date that is selected will be verified with the current year ending date in the system control file to ensure the same fiscal year is not accidentally closed twice, and that a previous end-of-year close was not omitted.

G/L Menu 1 Option 21 – Build Consolidation File
This option allows the user to build a consolidation file that will then be used by the financial statement reporting programs. This procedure allows multiple companies, departments and sub-accounts to be consolidated for the purposes of financial statement printing.

G/L Menu 1 Option 22 – Company Master Maintenance
The G/L system requires at least one company record to be set up into the system. Each company to be used should first be set up using this procedure.

G/L Menu 1 Option 23 – G/L Parameter Maintenance
There are several parameters that are used by the G/L system. Each of these parameters affects how the system will perform. This procedure will allow the user to enter these parameters into the system.

G/L Menu 1 Option 24 – Additional G/L Procedures
This option will display the second G/L menu. This menu contains most of the G/L reporting and other miscellaneous procedures.


This is the second General Ledger menu. It contains all the financial reporting options. You may run trial balances, income statements and balance sheets all from this menu. The following is a summary of each menu option available to the general ledger user. You can find more detailed information for each option in our software users manuals:

GENMENU2              Additional G/L Menu Select one of the following:    1. Period to Date Financial Stmts   13. Print Comparative Financials    2.                                  14.    3. Account Trial Balance            15. Display Financial Statements    4.                                  16.    5. Print Summary Per G/L Period     17. Misc COA and Format Activities    6.                                  18.    7. Print Detail For One Account     19.    8. Print Detail For All Accounts    20.    9.                                  21. Reverse Accrual Entries   10. Print Detail By Journal Number   22. Create Redistribution Entries   11.                                  23.   12. Inquiry G/L Account Detail       24. G/L System Parameters                                        30. Display G/L Documentation Selection or command                   90. Signoff ===> ___________________________________________________

G/L Menu 2 Option 1 – Period to Date Financial Stmts
This option will print period-to-date and year-to-date financial statements. Options available include the selection of one company, or all companies, one department or all departments, one sub-account or all sub-accounts. Any previously defined format can be used to print this statement, and the year-to-date will be printed automatically on a separate page. Separating the period-to-date and year-to-date statements allows flexibility in column spacing as defined in the selected format. This particular report may easily be printed on 8.5 X 11 paper. When selecting this report, the period number to be printed must be entered as well as the option of printing current year or prior year amounts.

G/L Menu 2 Option 3 – Account Trial Balance
This option will print the summary of changes per selected period for each account number in the chart of accounts. The account number, title, period-to-date amount, prior year period-to-date amount, year-to-date amount, and prior year-to-date amounts will be listed. Options include selection of company number or all companies, selection of department or all departments, selection of sub-accounts or all sub-accounts, and selection of period to be printed.

G/L Menu 2 Option 5 – Print Summary Per G/L Period
The summary per G/L period allows reviewing of each account summarized by period. The complete year-at-a-glance will be shown. Options include selections of one company or all companies, one department or all departments, one sub-account or all sub-accounts. Additional options include the ability to print actual amounts, prior year amounts, or budgeted amounts.

G/L Menu 2 Option 7 – Print Detail For One Account
After posting the transactions, a completed history of all transactions affecting a particular account may be printed. The operator may enter the account number to be printed, and select the beginning and ending period to be included. The operator even has the option of selecting the history of transactions from the prior year.

G/L Menu 2 Option 8 – Print Detail For All Accounts
For more extensive auditing purposes, a complete history of all posted transactions can be printed. Transactions will be summarized by account, and beginning and ending balances per account will be printed. The beginning and ending period to be included may be selected, and prior year transactions can also be selected.

G/L Menu 2 Option 10 – Print Detail By Journal Number
You may enter a specific journal number or see all transactions printed and summarized by journal number. The requested transaction for the current and prior year will be printed.

G/L Menu 2 Option 12 – Inquiry G/L Account Detail
Detail transactions from any account for any period this year or last may be viewed on the screen without having to be printed. The beginning balance is displayed followed by all the detail transactions for the period. The ending balance for the end of the period is displayed at the bottom of the screen.

G/L Menu 2 Option 13 – Print Comparative Financial Stmts
This option will display a list of available comparative financial statements that can be run at anytime.

G/L Menu 2 Option 15 – Display Financial Statements
This option will display the selected financial statement on the screen. Users may drill down on any line item of the statement to see all activity that made up an entry on the statement.

G/L Menu 2 Option 17 – Misc COA and Format Activities
This procedure will display several utilities to allow maintenance on the chart of accounts and the format file. User may duplicate a company or department in the chart of accounts or re-sequence a financial format.

G/L Menu 2 Option 21 – Reverse Accrual Entries
The system supports automatic reversal of accruals. This option allows the user to select a period number for the reversing of previously entered accrual G/L transactions.

G/L Menu 2 Option 22 – Create Redistribution Entries
The system allows for automatic redistribution of account activity. This procedure will use the distribution within the general ledger account record to redistribute the activity to other accounts.

G/L Menu 2 Option 24 – G/L System Parameters
This procedure will allow entry and updating of the general ledger system parameters. These fields must be populated before using the system.