Date Driven General Ledger

Date Driven General Ledger

This programming was developed to allow for the Date to drive the selection of the General Ledger Accounting Posting Period in the system. Most of the setup will be completed by a RollMaster Trainer prior to customers using the new functionality. Below is a brief synopsis of Account Management that may or may not need to be performed, depending on how clients choose to run their systems. Beyond that, the changes to day-to-day operations, explained at the end of this document, will be minimal. Please Note: these changes do not impact the physical closings of G/L accounting periods. Each General Ledger Period will still need to be closed via the End of Month Processing module in the General Ledger menu, as well as the End of Year Processing module, when ready. A/PA/R, and InventoryEnd of Month/Year” modules DO NOT close G/L Periods.

Account Management:

Once the Enable G/L Driven By Date control has been enabled in the Company Control GL/AP level screen by a RollMaster Trainer, one other User Control 6 control should be enabled for at least one Accounting Professional within the company. That control appears as follows: Allowed To Use G/L Period Mtc. That User (or Users) will then have access to an option in the General Ledger Account Maintenance/Inquiry module that relates to this new functionality. That screen option appears as follows:

The G/L Period Date Mtc option will prompt the following G/L Period Table Setup screen:

As stated in the illustration above, the left side of the screen will be completed, based on your company’s fiscal year, by your RollMaster Trainer. The right side, however, can be set and adjusted by authorized Users. The Date Driven functionality will still allow you to post to any open period in the system, unless you select a Period/Date under the Allow Posting column above, thereby, preventing G/L postings to any previous open period from any of the listed modules. For example, in the illustration above, even though Period 13 of 2015, and Period 1 of 2016 are still open, by selecting Period 02 2016 next to Accounts Payable, you are “cutting off” any data from A/P to those open periods. The Grace Period Active checkboxes can be enabled or disabled (uncheck) to allow for a number of days beyond the Period Date to still send G/L data. The Allow Posting column fields can be changed anytime if an item truly belongs in a prior open period, or these fields can be adjusted forward at the end of every month. The Inventory option is different, in that it uses the dates for non-G/L (inventory adjustments) as well as the Inventory Purge, which does produce a G/L entry. 

At the top left of this screen, you will see two additional items as follows: Settings and Short Year Mtc. The Settings option allows you to set/adjust the Grace Period for the fiscal year. This will primarily be used by customers who choose to leave the entire year open, and then begin to get into a situation at the end of the year, when Period 01 is still open, but data is being processed for the new year. The Grace Period will allow a few additional days of G/L Data accumulation (that will not post to the G/L) to give accounting time to “hard close” those periods. The Short Year Mtc option is not currently available. Please Note: Tax related EOY changes can be complicated and involved, therefore, please notify RollMaster Support to seek guidance once you’re aware of any changes needed. 

System Changes To Accounting Functions:

Once the Date Driven Period Based Accounting System functionality is active in your system, you will note that the Period fields are now greyed, or unavailable, based on whether the screens are graphical or text. This means they can only be updated by changing the item Date. Using A/P Open Item Maintenance module as a graphical example, when you enter that screen, the system will skip the Period field and both the Date and Period fields will default to the current date. The Period field will be greyed and will not grant access to the User as follows:

The cursor flow will move from Invoice Type to Invoice Number to Invoice Date. When you change the Invoice Date field, the Posting Period will remain unchanged in the display screen until you enter another available field. For example, if the date above is changed to 7/31/2016, the Posting Period field will continue to display “8” until you click in the P.O. Number field, or click the Accept button, at which time the Posting Period field will automatically change to “7”. If a date is selected that is Invalid or Unavailable, the system will prompt the following:

You will not be able to move forward until the date/period issue is corrected. 

The few remaining accounting modules that have not yet been updated to graphical screens (text programs) will have similar functionality. Using the Post Customer Payment module as an example, when the cursor moves to the Posting Period field, the system will now prompt an Item/GL Posting Date box as follows: 

In the Item/GL Posting Date box, the current date will default in the Posting Date field, and the Period field, while displayed in this box, will not be available to change. Select the applicable date for the Period, and that date will display as both the Posting Date and the Open Item Date field—one date drives both the G/L and the Aging reports. In order to enable the Continue button, you must first select a date and then click outside of the Posting Date box. The same rules apply for Unavailable and Invalid dates in the text versions as described above. 

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