Infor Infinium FMS General Ledger

Guide to Processing and Reporting

Copyright © 2016 by Infinium® Software, Inc. and/or its affiliates
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Publication Information
Release: Infor Infinium FMS General Ledger 14.1.0.1
Publication date: June 29, 2016
Document code: INFGL1_ALL_03
Table of Contents

About This Guide ................................................................................................................................. 1

Chapter 1 Infinium GL: An Overview .............................................................................................. 1-1

Product information....................................................................................................................... 1-2
Application overview ..................................................................................................................... 1-3
Terminology and concepts............................................................................................................ 1-8

Chapter 2 Entering, Proofing, and Posting Journals .................................................................... 2-1

Overview of entering, proofing, and posting journals ................................................................... 2-2
Entering new journals ................................................................................................................... 2-3
Updating existing journals...........................................................................................................2-18
Deleting existing journals ............................................................................................................2-24
Copying/reversing existing journals ............................................................................................2-25
Copying existing journals to recurring journals........................................................................... 2-28
Loading journal batches from Infinium PY..................................................................................2-31
Proofing journals .........................................................................................................................2-35
Accepting and posting journals...................................................................................................2-38

Chapter 3 Using Mass Journal Entry .............................................................................................. 3-1

Overview of mass journal entry .................................................................................................... 3-2
Entering a new journal in a new batch using mass journal entry ................................................. 3-3
Updating an existing mass journal entry batch............................................................................. 3-9
Entering a new journal in an existing mass journal entry batch ................................................. 3-16
Copying an existing journal to a recurring journal ...................................................................... 3-19
Using the mass journal entry services menu.............................................................................. 3-23
Copying and reversing journals using mass journal entry.......................................................... 3-25
iv | Table of Contents

Chapter 4 Creating and Using Recurring Journals ....................................................................... 4-1

Overview of recurring journals ...................................................................................................... 4-2
Creating and updating recurring journals ..................................................................................... 4-5
Copying a recurring journal into a batch.....................................................................................4-14
Displaying recurring journals ......................................................................................................4-27
Printing recurring journals ...........................................................................................................4-31

Chapter 5 Using Intercompany Processing ................................................................................... 5-1

Overview of intercompany processing.......................................................................................... 5-2
Activating intercompany processing in company controls ........................................................... 5-6
Authorizing accounts to use intercompany processing ................................................................ 5-8
Creating intercompany table code values ..................................................................................5-10
Defining intercompany tables .....................................................................................................5-12
Using intercompany tables in journals ........................................................................................5-17
Using extra pairs .........................................................................................................................5-20
Defining intercompany table groups ...........................................................................................5-24

Chapter 6 Using Intracompany Processing ................................................................................... 6-1

Overview of intracompany processing.......................................................................................... 6-2
Defining intracompany processing controls.................................................................................. 6-3
Using intracompany processing in Journal Processing................................................................ 6-7

Chapter 7 Using Transcoding .......................................................................................................... 7-1

Overview of transcoding ............................................................................................................... 7-2
Activating transcoding in entity controls ....................................................................................... 7-8
Setting up transcoding in company controls............................................................................... 7-11
Defining account relationships....................................................................................................7-16
Creating transcoded journals......................................................................................................7-20
Transcoding posted journals ......................................................................................................7-23

Chapter 8 Using Allocation Processing ......................................................................................... 8-1

Overview of allocation processing ................................................................................................ 8-2
Establishing allocation posting controls ........................................................................................ 8-4
Defining the origin ......................................................................................................................... 8-6
 Table of Contents | v

Defining the ratio .........................................................................................................................8-12

Defining the target ......................................................................................................................8-18
Defining the set ...........................................................................................................................8-25
Submitting the allocation.............................................................................................................8-29
Printing allocation information ....................................................................................................8-34

Chapter 9 Performing Year End Processing .................................................................................. 9-1

Overview of year end processing ................................................................................................. 9-2
Creating year end closing journals ............................................................................................... 9-4
Updating year end closing journals .............................................................................................. 9-7
Proofing and printing year end closing journals ......................................................................... 9-10
Posting year end closing journals and closing the year ............................................................. 9-13

Chapter 10 Processing Budgets ...................................................................................................10-1

Overview of budget processing ..................................................................................................10-2
Creating budgets interactively ....................................................................................................10-3
Updating budgets interactively .................................................................................................10-12
Making global changes to interactive budgets .........................................................................10-16
Defining and changing budget creation codes .........................................................................10-23
Working with budget journals ....................................................................................................10-31
Proofing budget journals ...........................................................................................................10-42
Posting budget journals ............................................................................................................10-45
Working with budget inquiries and reports ...............................................................................10-48

Chapter 11 Using Analytical Inquiries and Reports .................................................................... 11-1

Overview of analytical inquiries and reports ...............................................................................11-2
Displaying a trial balance interactively .......................................................................................11-3
Displaying processed journals ..................................................................................................11-34
Displaying journal audit logs .....................................................................................................11-36
Overview of standard reports ...................................................................................................11-39
Printing a month-to-date or year-to-date trial balance..............................................................11-40
Printing a year-to-date general ledger ......................................................................................11-43
Printing a processed journals report .........................................................................................11-46
Printing a journal audit log report..............................................................................................11-49
vi | Table of Contents

Printing a comparative ledger report ........................................................................................11-51

Printing a job costing analysis report ........................................................................................11-53

Chapter 12 Using Query Interface Reports ..................................................................................12-1

Overview of Query Interface reports...........................................................................................12-2
Defining and maintaining sequence codes.................................................................................12-3
Printing a Query Interface Trial Balance report .......................................................................... 12-6
Printing a Query Interface General Ledger report ....................................................................12-10
Printing a Query Interface Job Cost Analysis report ................................................................12-14
Printing a Query Interface Budget Variance report ..................................................................12-17
Printing sequence codes ..........................................................................................................12-21

Chapter 13 Uploading and Downloading Infinium GL Data ....................................................... 13-1

Overview of uploading and downloading Infinium GL data ........................................................ 13-2
Uploading input journals .............................................................................................................13-3
Uploading budget journals ........................................................................................................13-10
Downloading information ..........................................................................................................13-16

Chapter 14 Accessing Infinium GL Data for Infinium QY Reporting......................................... 14-1

Overview of Infinium GL data for Infinium QY reporting............................................................. 14-2
Terminology and concepts..........................................................................................................14-3
Naming conventions for files and fields ......................................................................................14-4
Commonly used Infinium GL files ...............................................................................................14-6

Chapter 15 Using Weekly Reporting .............................................................................................15-1

Overview of weekly reporting .....................................................................................................15-2
Setting up weekly controls ..........................................................................................................15-3
Initializing weekly balances ........................................................................................................15-8
Setting weekly controls in Journal Processing .........................................................................15-11
Using weekly reporting in Budget Processing ..........................................................................15-14
Using weekly reporting in Query Interface Reports..................................................................15-20

Chapter 16 Using Sequential Numbering .....................................................................................16-1

Overview of sequential numbering .............................................................................................16-2
Creating and maintaining calendars ...........................................................................................16-4
 Table of Contents | vii

Defining and updating a number series......................................................................................16-8

Defining and working with document types ..............................................................................16-12
Creating and working with number series assignments ...........................................................16-16
Working with sequential numbering through Infinium GL.........................................................16-20

Chapter 17 Maintaining Debit and Credit Balances .................................................................... 17-1

Overview of debit/credit balances...............................................................................................17-2
Enabling debit/credit balances for your system .......................................................................... 17-3
Defining company controls for debit/credit balances.................................................................. 17-5
Enabling debit/credit entry for users ...........................................................................................17-7
Using debits and credits in journals ............................................................................................17-9
viii | Table of Contents
About This Guide

This section focuses on the following information:

 Intended audience
 Purpose of this guide
 Organization of this guide
 Conventions used in this guide
 Related documentation

Intended audience

This guide is for the Infinium General Ledger (GL) users who are responsible
for creating and maintaining Infinium GL information.

Purpose of this guide

Use this guide as a reference at your site and also to complement the
instructor’s presentation during a portion of the Infinium GL Currency
Processing course.
2 | About This Guide

Organization of this guide

This guide is task oriented. We have group related tasks into chapters. Each
chapter contains overview information and step-by-step instructions to lead
you through the tasks.

Conventions used in this guide

This section describes the following conventions we use in this guide:

 Fonts and wording

 Function keys
 Character-based and graphical-based screens
 Prompt and selection screens
 Promptable fields
 Infinium applications and abbreviations

Fonts and wording

Convention Description Example

Italic typeface Menu options and field Work with company

names controls
The guide uses the Use Max Lnth to specify
same abbreviations as the maximum length of
the screen. alpha user fields.
Bold Used for notes, cautions Caution: You must ensure
standard and warnings that all Infinium GL users are
typeface signed off before reorganizing
and purging. If there are jobs
in the queue, those files will
not be reorganized.

Bold Characters that you type Type A to indicate that the

monospaced and messages that are position is alphanumeric
typeface displayed and type N to indicate that
the position is numeric.
The following message is
displayed:
Company not found
 About This Guide | 3

Convention Description Example

F2 through Keyboard function keys Press F2 to display a list of

F24 used to perform a variety available function keys.
of commands.
F13 through Function keys higher Press F21 to perform an
F24 than F12 require you to override.
hold down the Shift key
and press the key that
has the number you
require minus 12.
Select Choose a menu option Select Work with journals
or choose a record or and press Enter.
field value after
Select M (monetary
prompting.
account), S (statistical
account), B (both), N (non-
posting account), U (user
fields) as the Account use
value.
Press Enter Provide information on a Press Enter to save your
screen and when you changes and continue.
have finished, press
Enter to save your
entries and continue.
Exit Exit a screen or function, Press F3 to return to the
usually to return to a main menu.
prior selection list or
menu. May require
exiting multiple screens
in sequence.
Cancel Cancel the work at the Press F12 to cancel your
current screen or dialog entries.
box, usually to return to
the prior screen.
4 | About This Guide

Convention Description Example

Help To access online help for Press Help for more

the current context information about the
(menu option, screen or current field.
field), press Help (or the
function key mapped for
help).
To move through the
other applicable levels of
help, press Enter at each
help screen. To return
directly to the screen
from which you
accessed help, exit the
help screen by clicking
Exit or by pressing F3.
[Quick Quick access codes Select Work with company
Access provide direct access to controls [WWCC].
Code] functions. Most quick
access codes in Infinium
GL consist of the first
letter of each word of the
menu option name.
Quick access codes are
listed on the Menu Tree
and in the path for each
task next to the
executable function.
Publication Unless otherwise stated, Infinium General Ledger
and course titles refer to Infinium Guide to Controls is
titles applications and use referred to as Infinium GL
standard name and Guide to Controls.
abbreviations.

Function keys

Infinium AM function keys and universal Infinium GL function keys for the
IBM System i are described in the following table. All Infinium GL function
keys are identified at the bottom of each screen.

Function key Name Description

F1 Help Displays help text

 About This Guide | 5

Function key Name Description

F2 Function keys Displays window of valid

function keys
F3 Exit Returns you to the main
menu
F4 Prompt Displays a list of values
from which you can select
a valid entry
F10 Quick Access Enables you to access
another function from any
screen
Type the quick access
code in Level. You can
change the application
designator, such as PA,
GL, IC and so forth, by
selecting another
application.
F12 Cancel Returns you to the previous
screen
F22 Delete Deletes selected item(s)
F24 More keys Displays additional function
keys at the bottom of the
screen
6 | About This Guide

Character-based and graphical-based screens

Figure 1: Sample character-based screen for Infinium FM suite

Figure 2: Sample graphical-based screen for Infinium FM suite

 About This Guide | 7

Prompt and selection screens

A prompt screen as in Figure 3 lets you access a record or subset of records

in a file. A selection screen as in Figure 4 lets you select one or more records
for an action.

When we first explain a task in this guide, we fully document how to access
and use the applicable prompt and selection screens. For related tasks, we
include the prompt and selection screen steps but we do not repeat the
screen images.

Figure 3: Work With Recurring Journals prompt screen

8 | About This Guide

Figure 4: Work With Recurring Journals selection screen

Promptable fields

A plus sign displayed next to a field indicates that you can choose your entry
from a list of possible values. Place the cursor in the field and press F4 to
display a list of values.

To select an entry perform one of the following:

 Position the cursor at the desired value, type 1 and press Enter.
 Type the value in the appropriate field.

Infinium applications and abbreviations

The following table lists Infinium names and the corresponding product
abbreviations that are associated with this product.

Application Abbreviation

Infinium Application Manager Infinium AM

Infinium Application Manager Extended Infinium AM/X
Infinium Financial Management Suite Infinium FM
Infinium Accounts Receivable Infinium AR
Infinium Currency Management Infinium CM
 About This Guide | 9

Application Abbreviation

Infinium Financial Products Infinium FP

Infinium Fixed Assets Infinium FA
Infinium General Ledger Infinium GL
Infinium Global Taxation Infinium GT
Infinium Income Reporting Infinium IR
Infinium Payables Ledger Infinium PL
Infinium Project Accounting Infinium PA
Infinium Purchasing/Payables Exchange Infinium PX
Infinium ReportWriter Infinium RW
Infinium Human Resources Suite Infinium HR
Infinium Flexible Benefits Infinium FB
Infinium Human Resources Infinium HR
Infinium Human Resources/Payroll Infinium HR/PY
Infinium Human Resources International Infinium HR/UK
Infinium Payroll Infinium PY
Infinium Training Administration Infinium TR
Infinium Materials Management Suite Infinium MM
Infinium Cross Applications Infinium CA
Infinium Electronic Exchange Infinium EX
Infinium Inventory Control Infinium IC
Infinium Journal Processor Infinium JP
Infinium Order Processing Infinium OP
Infinium Purchase Management Infinium PM
Infinium Process Manufacturing Suite Infinium PR
Infinium Advanced Planning Infinium MP
Infinium Formula Management Infinium PF
Infinium Laboratory Management Infinium LA
Infinium Manufacturing Control Infinium MC
Infinium Regulatory Management Infinium RM
10 | About This Guide

Related documentation

For additional information about Infinium GL, refer to the following:

 Infinium GL Guide to Controls

 Infinium GL Guide to Currency Processing
 Infinium GL Guide to ReportWriter
 Infinium GL Technical Guide
 Activating the Infinium GL to Infinium PY Walkback
 Infinium GL Mass Journal Entry Quick Reference Card
 Infinium GL Menu Tree
 Online help text

Installation instructions and release notes are available on Infor365.

Chapter 1 Infinium GL: An Overview
1

This chapter includes Infinium GL system overview information.

The chapter consists of the following topics:

Topic Page

Product information 1-2

Application overview 1-3
Terminology and concepts 1-8
1-2 | Chapter 1 Infinium GL: An Overview

Product information

Infinium GL is a software application that provides you with such features as:
free-format chart of accounts; chart of reporting, masking, intercompany and
intracompany processing, allocations, multicurrency processing, weekly
reporting, account-level security, and interactive inquiries.

All other Infinium Financial Management applications are integrated with

Infinium GL.
 Application overview | 1-3

Application overview

Controls

Infinium GL provides you with several functions that enable you to customize
your system to meet your processing needs.

Through control file functions, you define system-wide and company specific
values that manage your system. Entity controls contain system wide
information such as your system date format and internal counters used by
Infinium GL. Company controls contain accounting period data, budget
information, the account number structure, report totaling specifications, and
posting data.

Chart of accounts

To define your account number structure for each company, you can use a
maximum of 36 alphanumeric characters and 9 components. Additional chart
of accounts features provide you with further control. For example, you can
define maximum debit or credit amounts to specific accounts, or you can
restrict specific accounts to certain journals.

Processing

Computer processing is either batch or interactive. In batch processing, the

system performs a predefined group of processing actions submitted to the
system with little or no interaction between the user and the system. In
contrast, interactive processing requires the user to interact with the system
by entering data for the system to process and respond to immediately.

Journal processing

You enter journals in Infinium GL in a batch. A batch can contain only

monetary entries or only statistical entries.

The system provides a recurring journal function. You can repeatedly select
these journals to include in a batch and update the entries as needed. In
addition, you can perform intercompany or intracompany processing, create
1-4 | Chapter 1 Infinium GL: An Overview

transcoded journals, and create allocation journals within Infinium GL. You
can also create journals in Infinium ReportWriter or upload journals from a
spreadsheet.

Once the journals have been entered, you should proof the batch to check
the accuracy of the data. After proofing, you accept and post the batch to the
general ledger. You are not required to run a separate proof of the batch
because the system automatically runs a proof when you post the batch.

Budget processing

Infinium GL provides budgeting functions to create budgets based on actual

data, ratios or other budget accounts. You can create budget journals in
Infinium ReportWriter or upload journals from a spreadsheet.

Year end processing

This function generates a year end closing journal that creates reversing
entries to set the income and expense accounts to zero with the net balance
posted to Retained Earnings. In addition the system carries the asset and
liability balances forward to the following year.

Currency processing

In combination with Infinium CM, Infinium GL provides you with the ability to
process and report financial information in foreign currencies. The system
provides functions that you can use to revalue financial balances and
translate your financial data.

Reports

Infinium GL provides system-generated reports. In addition you can create

your own reports using Infinium RW.

Standard reports

You can run month-to-date and year-to-date reports and inquiries within
Infinium GL. The system includes functions for selective or comparative
ledgers, selected journals, and job costing analysis. These reports can be run
in batch or through on-line inquiries.
 Application overview | 1-5

Infinium ReportWriter

Infinium ReportWriter uses definitions at the column, line and cell levels. You
can define the format and content of financial reports specific to your
organization. Infinium ReportWriter allows you to create report definitions for
multiple companies, divisions and departments. Once you define the reports,
you can run them as often as you like.

Infinium Financial Manager Powered by Cognos® Finance

If you are using Infinium Financial Manager powered by Cognos® Finance to

generate reports, please refer to the Infinium Financial Manager Powered by
Cognos® Finance Guide to Integration.

Infinium Reporting Manager

If you are using Infinium Reporting Manager to generate reports, please refer
to the Guide to Infinium Reporting Manager.

Infinium Analysis Manager

If you are using Infinium Analysis Manager to generate reports, please refer
to the online help text.

Figure 1-1 illustrates the controls, processing, and reporting areas of Infinium
GL.
1-6 | Chapter 1 Infinium GL: An Overview

Infinium General Ledger Application

Overview

Control
Processing Reports
Files

Journal S tandard
E ntity
P rocessing Reports

B udget Infinium
C odes
P rocessing Report W riter

A llocation
C ompany Infinium Query
P rocessing

C ompany C urrency Infinium

Groups P rocessing Financial
Manager

C hart of Intracompany
Infinium
A ccounts P rocessing
Reporting
Manager
P arent Intercompany
A ccounts P rocessing Infinium
A nalytics
Manager
Generic P eriod E nd
C omponents P rocessing

Year E nd
S ecurity
P rocessing

Transcoding

Figure 1-1: Infinium GL Application Overview

 Application overview | 1-7

Conventions used in Infinium GL

Field size

The length of all database currency amount fields is 17 digits in Infinium GL

with a decimal precision of two (17,2). Screen and report currency amount
fields, however, are 13,2. The system displays zero decimal currency
amounts on screens and reports with 13,0 as the maximum size. The
maximum integer length stored in the database is 15 for both two decimal
and zero decimal currency amounts.

Zero decimal point precision

Infinium GL retrieves the decimal precision of the currency from the Implied
decimal precision field in the currency record in Infinium CM. If you specify
zero decimal precision for the currency, you cannot enter decimals in an
amount field.

Infinium GL also supports zero decimal place rounding and truncating in

calculations. Entity controls in Infinium CM contain a Round or truncate?
field. If the value in this field is 2, the system assumes that the rounding
factor is zero and it truncates the decimal portion of the number. If the value
in this field is 1, the system assumes that the rounding factor is five. If the
decimal portion of the result is greater than or equal to .50, the system
rounds this number up.
1-8 | Chapter 1 Infinium GL: An Overview

Terminology and concepts

This section contains Infinium and Infinium GL terminology that you should
understand before you continue to the detail chapters. These concepts are
used throughout the entire system.

Entity

Entity refers to information and controls that are applicable to the entire
Infinium GL system. For example, an entity control that you define is the date
format that your system uses. Because this control is at the entity level, all
companies use the same date format. Entity controls are defined once.

Code types and code values

Code types and code values define validation tables. A code type is a three-
character designator defined by the system, which names the table. For each
code type, you assign a list of values; these values are called code values.
For example, code type AYR defines accounting years. You define code
values for this code type such as 2007, 2008, and 2009.

Ranges

Ranges are used to select a consecutive grouping of account numbers.

Infinium GL selects the first account specified in the From field up to and
including the last account specified in the To field.

For example, Company 001 has the following account structure:

Company-Division-Department-Account-Sub Account

To select all expense accounts for Company 001, Division 100 and
Department 10, you specify the following account range:

From: 001-100-010-5000-001

To: 001-100-010-5000-999

Another way to specify the above range follows. This method is referred to as
a smart range.

From: 001-100-010-5000
 Terminology and concepts | 1-9

To: 001-100-010-5000

Masks

Masking is a technique used to select multiple account numbers. Unlike

ranges, Infinium GL selects all account numbers that match the mask that
you entered. You specify specific values to delimit your selection and use the
asterisk (*) as a wild card.

For example, Company 001 has the following account structure:

Company-Division-Department-Account-Sub Account

Expense accounts begin with 5 in the account component. To select all

expense accounts for Company 001, specify the following account mask:

001-***-***-5***-***

A shorter way to specify the above mask is to use a keying shortcut.

001.*.*.5***.*

Keying shortcuts

Your account numbers can be very lengthy numeric or alphanumeric

combinations. To make it easier to specify account numbers, Infinium GL
provides you with several keying shortcuts.

Short name
You can assign a unique name for each account number. You then can use
this name in place of typing the full account number for which it is assigned.
For example, if you assign the short name “Cash” to a particular account, you
can specify “Cash” in place of the full account.

Period
Regardless of the break character you use in your account structure, you can
use a period to delimit components when typing an account number.

Default account number

You can assign an account number in the Work with user security controls
option to be used as a default account number for a specific user. For
example, if the account 001-001 is defined as your default account number,
you can specify the following for the account 001-001-003:
1-10 | Chapter 1 Infinium GL: An Overview

..3

The periods denote the use of the two components defined as your default
account.

Justify & fill

You define justification and fill characters in company controls. The system
uses them to expand an account number when it is entered using a key
shortcut. For example, Company 001 defines all of its components as right
justified with the fill character zero. You specify an account number using the
period key shortcut as follows:

001.1.3

Using justification and fill characters, the system expands the account
number to the proper number of characters and length of each component as
shown below.

001.001.003
Chapter 2 Entering, Proofing, and
Posting Journals
2

This chapter includes information about entering, proofing, and posting

Infinium GL journals.

The chapter consists of the following topics:

Topic Page

Overview of entering, proofing, and posting journals 2-2

Entering new journals 2-3
Updating existing journals 2-18
Deleting existing journals 2-24
Copying/reversing existing journals 2-25
Copying existing journals to recurring journals 2-28
Loading journal batches from Infinium PY 2-31
Proofing journals 2-35
Accepting and posting journals 2-38
2-2 | Chapter 2 Entering, Proofing, and Posting Journals

Overview of entering, proofing, and posting journals

In this chapter you learn about the various methods that you can use to enter
and post journals. The Journal Processing menu contains the options you
use to enter, update, proof, accept, and post your general ledger
transactions.

The Work with journals and Work with mass journal entry functions allow you
to enter and update journals. These functions have many similar features for
entering journals. However, they differ in the following ways:

Work with mass journal entry Work with journals

For a large volume of transactions For individual transactions

Allows processing of a journal Does not allow processing of a
created in Work with journals. journal created in the Work with
mass journal entry function.
Allows processing of journals with Allows processing only of journals
more than one processing currency with a single processing currency
Allows up to three different Uses only the processing currency;
currency amounts for each all conversions take place in the
transaction through on-line proof
currency conversion

Note: For more information on the Work with mass journal entry function,
refer to the “Using Mass Journal Entry” chapter of this guide.

Objectives

Upon completion of this chapter, you should be able to perform the following
tasks:

 Enter journals using the Work with journals function

 Create auto-accrual journals
 Proof journals
 Accept and post journals
 Entering new journals | 2-3

Entering new journals

Overview

You define journals within a batch. Each batch can contain multiple journals.
Each journal consists of header and detail information. The entries or
updates that you make through journal processing determine the transaction
detail and account summary balances generated throughout the Infinium GL
system.

Figure 2-1 illustrates the process for creating a batch of journals.

2-4 | Chapter 2 Entering, Proofing, and Posting Journals

Work with Journals Flow

F6

Company, Monetary
Year, Period Batch Control or
and Week Statistical

F7 F5

?
Copy
Recurring Journal Copy Reverse

F6 Accepted/
Fixed or
Prorational Accepted and Posted

New Journal

Journal Header

Enter -Validate Journal

F16 - Save Journal/Batch
F3 - Exit Batch
Journal Details

Figure 2-1: Work with Journals Flow Diagram

Controls that affect journal entry

Entity controls can affect journal entry as follows:

 Entering new journals | 2-5

 Transaction user fields can be defined and required at journal entry.

 If debit/credit balances are maintained separately, you enter normal debit
and credit amounts as positive. Entering negative amounts is considered
a correcting entry.

Note: You can disable this feature on a company-by-company and user-by-

user basis.

Company controls can affect journal entry as follows:

 The current accounting year and period for the company are defaults in
the batch header. These fields control the period and year to which the
journals in the batch are posted. You can override these fields if your
user security allows you to do so. If weekly processing is activated in the
entity controls, the current week is also a default in the batch header.
 You can create intercompany journal entries only if intercompany
processing is allowed for the companies.

Steps to enter new journals

To enter new journals within a batch, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Work with journals [WWJ]. The system displays a screen similar to
Figure 2-2.
2-6 | Chapter 2 Entering, Proofing, and Posting Journals

Figure 2-2: Work With Journals Batch List screen

This screen lists all journal entry batches that have not been accepted or
posted. Use this screen to create a new batch or update an existing batch.
For more information on updating an existing batch, refer to the “Updating
existing journals” topic later in this chapter.

4 Press F6 to create a new batch. The system displays a screen similar to

Figure 2-3.
 Entering new journals | 2-7

Figure 2-3: Work With Journals Batch Header screen

You use this screen to enter or modify batch control information and batch
proof data.

5 Use the following information to complete the fields on this screen:

Company

Specify the company to which this batch will be posted. This company is the
default value for any journal you create within this batch. You can override
the company for each journal in the batch.

Batch type

Select either Monetary or Statistical. You cannot have monetary and

statistical entries in the same batch.

Reference

Assign a name to identify the batch. The system displays the reference on
batch selection screens.

Accounting year, Period

The accounting period and year specified in company controls is the default
value if you press Enter. These fields control the period and year to which the
journals in the batch will be posted. You can override these fields within the
2-8 | Chapter 2 Entering, Proofing, and Posting Journals

tolerance specified in accounting period security within the Work with user
security controls option.

Manual tape
Infinium GL provides your journal entry operators with two optional methods
for checking the journal entry task. At the batch level you indicate the total
number of journals and the total dollar amount expected for the batch. At the
journal header level you indicate the total number of distributions (line items)
and the total dollar amount per journal.

If you enter manual tape information, the system compares these values with
the system-generated values to verify that the values are equal. If the values
are not equal, Infinium GL indicates that the batch is in error.

Total journal

This field is optional. You can specify the expected number of journals for this
batch. The system validates the total only if you specify an amount.

If this number does not match the system-calculated total, the system places
the batch in error, and the batch is not available for posting.

Dr/Cr totals

This field is optional. You can specify the expected debit or credit total for this
batch. The system validates the total only if you specify an amount.

If this amount does not match the system-calculated total, the batch is placed
in error and is not available for posting.

Numeric user fields

These fields are optional. You can specify the expected total amount for each
numeric transaction user field in this batch. The system validates the total
only if you specify an amount.

If this amount does not match the system-calculated total, the batch is placed
in error and is not available for posting.

The example shown in Figure 2-4 illustrates the use of batch and journal
manual tape totals.
 Entering new journals | 2-9

Use of Manual Tapes

Batch Tape

Total Journals
Batch
2
Control
DR/CR Total
$20,000

Header Tape Header Tape

Total Total
Journal Distributions Journal Distributions
Header 2 Header 2

Debit Total Debit Total

$15,000 $5,000

Journal Details Journal Details

Debit Credit Debit Credit

$15,000 $15,000 $5,000 $3,000

$2,000

Figure 2-4: Manual Tape Totals

6 Press Enter. The system displays a screen similar to Figure 2-5.

2-10 | Chapter 2 Entering, Proofing, and Posting Journals

Figure 2-5: Work With Journals Journal List screen

Defining journals

This screen allows you to either select an existing journal or add a new
journal to the batch. Refer to the following topics within this chapter for
additional information:

 “Updating existing journals”

 “Deleting existing journals”
 “Copying/reversing existing journals”
 “Copying existing journals to recurring journals”

Refer to the “Creating and Using Recurring Journals” chapter of this guide for
information on how to add a recurring journal to a batch.

7 Press F6 to create a new journal. The system displays a screen similar to

Figure 2-6.
 Entering new journals | 2-11

Figure 2-6: Work With Journals Journal Header screen 1

Defining journal header information

Use this screen to enter journal header information for the journal that you
are creating.

The top portion of this screen contains the batch and journal numbers
assigned by the system and other information that you specified at the
previous screens.

8 Use the following information to complete the fields on this screen:

Company

The company specified in the batch header is the default. If this journal is for
a different company than you selected on the batch header, you can specify
the company for which to post the journal.

Reference

You must specify a journal reference to identify this journal header

throughout the system.

Description

You must specify a journal description. This description can be up to 30

characters. The system prints this description on Infinium GL system reports.
2-12 | Chapter 2 Entering, Proofing, and Posting Journals

Source code

Select a valid source code value for this journal to identify the source of entry
of this journal.

Intercompany table

Specify the name of the intercompany table that the system uses to balance
companies if this journal contains intercompany transactions. For more
information on intercompany processing refer to the “Using Intercompany
Processing” chapter of this guide.

Transcode?

Specify 1 for the system to create a transcoded journal from this journal. For
more information on transcoding journals, refer to the “Using Transcoding”
chapter of this guide.

Date

The default is the system date, which you can override. This date is the
transaction date of the journal and has no effect on the period in which this
journal will be posted.

You can use the Interactive trial balance function to display account balances
and activity by this date.

Auto accrual?

Specify 1 in this field for the system to automatically create a reversing entry
to the same accounts for the next period.

The system creates auto-accrual journals when this batch is accepted. The
reversing auto-accrual journal is automatically accepted into the following
period and must be posted using the Post journals & close period function.

If the Post auto-accrual reversals automatically? field on the entity controls is

set to yes, the reversal journal will be accepted and posted. You do not have
to run the Post journals & close period function.

Transfer to PA

Specify 1 in this field to pass the journal to Infinium PA in the form of a

miscellaneous transaction. Miscellaneous transactions are created in Infinium
PA when journal lines containing project-related information are posted in
Infinium GL. For more information, see the Infinium PA Guide to Setup and
Processing.
 Entering new journals | 2-13

Currency related fields

The following fields are related to currency processing. For more information
on these fields, refer to the Infinium GL Guide to Currency Processing.

 Processing currency
 Exchange date
 Single ledger journal?
 Base currency
 Secondary currency

Long Description

Press F17 to create a detailed journal description. The maximum number of

characters for this description is 800. The system prints this description on
the Proof Input Journals report and the Accepted Journals report.

9 Press Enter. The system displays a screen similar to Figure 2-7.

Figure 2-7: Work With Journals Journal Header screen 2

Maintaining manual totals

You use this screen to enter manual tape totals for the total number of
distributions for this journal as well as the debit totals on this screen. The
system does not perform an edit check if you do not enter amounts. The
system does, however, ensure that a monetary journal is in balance.
2-14 | Chapter 2 Entering, Proofing, and Posting Journals

10 Use the following information to complete the fields on this screen:

Total distributions

You can specify the manual tape total for the number of expected
distributions for this journal.

Dr/Cr total

You can specify the expected dollar amount for this journal. For monetary
type batches, debits and credits must be equal.

Transaction User Fields

You can specify the expected amount for this journal for any of the numeric
transaction user fields.

11 Press Enter. The system displays a screen similar to Figure 2-8.

Figure 2-8: Work With Journals Journal Details screen

Defining journal details

Use this screen to enter or update the account distribution data for this
journal. For more information on updating an existing detail line or deleting an
account detail line, refer to the “Updating existing journals” topic later in this
chapter.
 Entering new journals | 2-15

12 Use the following information to complete the fields on this screen:

Account

To add an account to the journal, specify the account number on the blank
line under the account template. You can use any of the keying shortcuts
available, such as a short name, a default account number, or a period. You
can also select a single account or press F23 to select multiple accounts (up
to 99) from a list of account numbers.

If you specify an account number using a keying shortcut, you can press F14
to expand the account number.

Debit Amount, Credit Amount

Specify a positive amount for this account in either the Debit Amount or
Credit Amount field. If you are using the debit credit feature, refer to the
“Maintaining Debit Credit Balances” chapter in this guide.

The system does not allow you to specify negative amounts if either of the
following is true:

 The value in the Allow debit/credit entry? is not activated in the entity
controls.
 Allowing debit/credit entry is not activated in the user security control.

Transaction description

If you leave this field blank, the system supplies the description from the
journal header during the proof.

Job code field (with variable field label, such as PROJECT)

The label displayed for this field, such as PROJECT, is defined in the Job
code name field in the Infinium GL company controls base data. For more
information, refer to the Infinium GL Guide to Controls.

 If the project accounting controls in the Infinium GL entity controls are not
activated, use job codes defined in Infinium GL to track projects.
 If project accounting controls in Infinium GL entity controls are activated,
the system accepts only project IDs and related project values that are
valid in Infinium PA.

If you press F4 in the job code field or specify a project ID that is invalid in
Infinium PA, the system displays a project data window that requires you
to specify a valid project ID and allows you to specify additional project-
related information. The selection lists include values from Infinium PA.
2-16 | Chapter 2 Entering, Proofing, and Posting Journals

Caution: Once you activate the interface with Infinium PA, Infinium GL uses
project identifiers (job code values) only from Infinium PA and no longer uses
any existing Infinium GL job code values. In addition, project related data that
you enter or update in an Infinium GL journal is not passed back to Infinium
PA unless you specify 1 in the Transfer to PA field located on the journal
header. If you associate a transaction with a project, ensure that the
transaction currency is the same as the Infinium GL company’s base
currency.

Figure 2-9: Project data window

Transaction user fields

The system displays the transaction user-defined fields below the
Transaction description field. You define these fields in entity controls. When
you created each account in the chart of accounts, you designated whether
or not each user-defined field is required for each account.

13 Press Enter. The system adds the transaction to the journal at the bottom of
the screen.

The system may display a warning message if you specified an account that
belongs to a company other than the journal company. You can press F21 to
override the warning message depending on your user security.

If the interface with Infinium PA is active and you specified a value in the job
code field without displaying the list of valid project IDs, the system displays
the project data window when you press Enter in this step. Complete
applicable fields, press Enter again to return to the Journal Details screen,
and then repeat step 13 to add the transaction to the list at the bottom of the
screen.

14 Repeat steps 12 and 13 until you enter all accounts into the journal.

Notes:

 Press F5 (Fold/Unfold) to display the account description for each

transaction displayed in the subfile. If you prefer to always display the
account description on each transaction, specify yes in the Display
account description journal entry? field for each user preferring to always
display the account description. Use Work with user security controls to
update those user profiles.
 Entering new journals | 2-17

 You can press F20 at any time to display the debit/credit totals for the
journal.

15 Press F16 to save your changes when you have finished entering all journal
details. The system returns you to the journal list screen as shown in Figure
2-5. From the journal list screen, you can enter another journal, update an
existing journal, or exit the batch.

Caution: If you cancel this screen instead of pressing F16, the system
returns you to the journal header without saving the journal details. If you exit
this screen instead of pressing F16, the system displays a warning message
that it will not save the current journal and will return you to the main menu.

When you complete entry of the journal, you can proof and post the batch to
Infinium GL. For more information on proofing and posting, refer to the
“Proofing journals” and “Accepting and posting journals” topics later in this
chapter.
2-18 | Chapter 2 Entering, Proofing, and Posting Journals

Updating existing journals

Steps to update existing journals

To update an existing batch of journals, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Work with journals [WWJ]. The system displays a screen similar to
Figure 2-10.

Figure 2-10: Work With Journals Batch List screen

Locating a batch to update

To limit the display of batches, you can specify values in any of the Scn fields
at the top of the screen and press Enter. For example, to display batches for
only Company 001, specify 001 in the Co scan column. You can press F5 to
display the entire batch list.
 Updating existing journals | 2-19

Batch

Internal batch number assigned by Infinium GL.

Co

The company for which the batch was created.

Reference

The name that you assigned to identify the batch.

User

The user that last accessed the batch.

Journal count

The total number of journals in this batch.

Year Pd

The year and period to which this batch will be posted.

M/S

The batch type, monetary or statistical.

Sts

The batch’s status as follows:

Blank Available for update

ACT Active (in use)

SBM Submitted for proof or accept

Err?

If your batch is out of balance, does not equal the manual tape totals, or does
not contain entries, the system displays ERR, meaning errors, in the last
column. You cannot accept and post any batch with errors.

4 Select a batch. Specify 5 in the Opt column and press Enter. The system
displays a screen similar to Figure 2-11.

Other valid entries for the Opt field are as follows:

2-20 | Chapter 2 Entering, Proofing, and Posting Journals

3 If the batch contains only one journal, you can use the
fast path method. This method brings you directly to the
distribution entry screen for the journal.

4 You can delete empty batches only. You cannot delete a

batch that contains journals until you delete all of the
journals. When you use this option, the system takes you
to the last journal in the batch

Figure 2-11: Work With Journals Batch Header screen

5 Make necessary data changes to the fields on the batch header as described
in the “Entering new journals” topic earlier in this chapter.

If this batch is in error (manual tape totals do not match system calculated
totals), you can correct the error on this screen.

 If the system calculated totals are correct, you can adjust the manual
tape totals to equal the system calculated totals.
 If the manual tape totals are correct, you must correct the error in the
journals.

6 Press Enter. The system displays a screen similar to Figure 2-12.

 Updating existing journals | 2-21

Figure 2-12: Work With Journals Journal List screen

For information on how to delete or copy/reverse a journal, refer to the

“Deleting existing journals” and “Copying/reversing existing journals” topics
later in this chapter.

7 Select a journal.

8 Specify 5 in the Opt column and press Enter. You can select only journals
that were created in the Work with journals function.

9 Change general information about the journal on this screen.

For detailed field information, refer to the “Entering new journals” topic earlier
in this chapter.

10 Press Enter. The system displays the Work With Journals Header screen 2.

11 You can change manual tape totals for the total number of debit and credit
distributions for this journal on this screen. You can also change the total
amount.

For detailed field information, refer to “Entering new journals” topic earlier in
this chapter.

12 Press Enter. The system displays a screen similar to Figure 2-13.

2-22 | Chapter 2 Entering, Proofing, and Posting Journals

Figure 2-13: Work With Journals Journal Details screen

Locating detail lines

You can specify values in the following two fields to locate existing detail
lines:

 Use the Loc Account/Mask field to search and display existing detail lines
at the bottom portion of the screen. Specify the account number or
account mask and press Enter. The system displays the detail line or
lines containing the matching account or accounts on the bottom portion
of the screen.
 Use the Loc Seq field to locate a detail line on the bottom portion of the
screen (subfile). Specify the sequence number of an existing detail line
and press Enter. The system displays that detail line as the first line in the
subfile.

13 Select a detail line. Specify 5 in the Opt column and press Enter.

The system copies the detail line information to the top portion of the screen
for you to make your changes.

To delete a detail line from the journal, select the line. Specify 4 in the Opt
column and press Enter.

14 Change the detail line as needed. For detailed field information, refer to the
“Entering new journals” topic earlier in this chapter.
 Updating existing journals | 2-23

15 Press Enter. The system updates the detail line at the bottom of the screen.

Note: Press F5 (Fold/Unfold) to display the account description for each

transaction displayed in the subfile. If you prefer to always display the
account description on each transaction, specify yes in the Display account
description journal entry? field for each user preferring to always display the
account description. Use Work with user security controls to update those
user profiles.

16 When you have finished updating the journal, press F16. The system returns
you to the journal list screen shown in Figure 2-12. From the journal list
screen, you can enter another journal, update an existing journal, or exit the
batch.

Caution: If you cancel the Journal Details screen instead of pressing F16 the
system returns you to the journal header without saving the journal details. If
you exit the Journal Details screen instead of pressing F16, the system
displays a warning message that it will not save the current journal and will
return you to the main menu.
2-24 | Chapter 2 Entering, Proofing, and Posting Journals

Deleting existing journals

Steps to delete an existing journal

To delete an existing journal, perform the following steps:

1 Complete steps 1 through 7 in the “Updating existing journals” topic earlier in

this chapter.

2 Select the journal.

3 Specify 4 in the Opt field and press Enter.

You can delete empty batches and batches that contain journals. If you
delete a batch that contains journals, all journals for that batch are also
deleted.

Caution: If a batch does not contain journals, no confirmation window is

displayed before the batch is deleted. Once you specify 4 and press Enter
you cannot regain the batch; it is immediately marked deleted. If a batch
contains journals, a confirmation window is displayed. Press Enter to delete
the batch and the related journals.

4 Exit to return to the main menu.

 Copying/reversing existing journals | 2-25

Copying/reversing existing journals

Overview

You can copy or copy and reverse the dollar amounts of a journal into a
batch. However, the journal must have been previously accepted or posted.

Steps to copy/reverse an existing journal

To copy/reverse an existing journal, perform the following steps:

1 Complete steps 1 through 7 as outlined in the “Updating existing journals”

topic earlier in this chapter. The system displays the Work With Journals List
screen.

2 Press F5. The system displays a screen similar to Figure 2-14.

Figure 2-14: Work With Journals Copy/Reverse screen

3 Select the journal to copy or copy/reverse.

2-26 | Chapter 2 Entering, Proofing, and Posting Journals

4 Press Enter. The system displays the journals matching your selection
criteria in a screen similar to Figure 2-15.

Figure 2-15: Work With Journals Copy/Reverse screen

5 Select the journals to copy, or copy and reverse by typing one of the
following values in the Option column:

3 Copy a journal.

5 Copy and reverse a journal. This option changes debits to

credits and credits to debits.

When the debit/credit support feature is off at the entity

and/or user level, the system indicates debits and credits
are reversed by reversing the signs.

8 Display journal detail.

To use option 7, refer to the “Maintaining Debit and Credit Balances” chapter
in this guide.

6 Press Enter after making your selections. The system copies one journal at a
time. Continue to press Enter until the system has copied all the selected
journals into the batch.

7 Press F12 twice to return to the Work With Journals Journal List screen.
 Copying/reversing existing journals | 2-27

To update the copied journal, specify 5 in the Opt column and press Enter.
Refer to the “Updating existing journals” topic in this chapter for more
information on updating a journal.

8 Exit to return to the main menu.

2-28 | Chapter 2 Entering, Proofing, and Posting Journals

Copying existing journals to recurring journals

Overview

You can copy an unposted journal to a recurring journal. The system uses
the values from the journal you copy as default values for the recurring
journal. You can change these values. In addition, you must complete fields
that are unique to recurring journals.

Steps to copy an existing journal to a recurring journal

To copy an existing journal to a recurring journal, perform the following steps:

1 Complete steps 1 through 7 as outlined in the “Updating existing journals”

topic earlier in this chapter. The system displays the Work With Journals List
screen.

2 Specify 7 in the Opt field and press Enter. The system displays a screen
similar to Figure 2-16.
 Copying existing journals to recurring journals | 2-29

Figure 2-16: Work With Journals Copy To Recurring Journal screen

3 Change any of the values, if necessary, that the system used as default
values from the journal you copied. You must also complete the required
recurring journal fields below.

Recurring journal reference

Enter a reference for this recurring journal. The system uses this ten-
character reference to identify and select recurring journals in input batches.

Allocation type

Specify one of the following values:

F A fixed recurring journal has monetary amounts.

P A proration recurring journal has ratio values. The ratio is

not a percentage and, therefore, does not need to equal
100.

Next due year / period

Specify the account year and period when the system will process this
recurring journal. After a recurring journal in a batch is accepted, you cannot
use it again in another batch in the same period. The system updates the
next due year and period based on the frequency when you accept a batch
containing a recurring journal.
2-30 | Chapter 2 Entering, Proofing, and Posting Journals

4 Press Enter. The system returns you to the Work With Journals - Journals
List screen and displays the following message where xxxxxxx represents
the number of the journal and yyyyyyy represents the number of the recurring
journal:

Journal XXXXXXX copied to recurring journal YYYYYYY.

 Loading journal batches from Infinium PY | 2-31

Loading journal batches from Infinium PY

Overview

You use this option to bring the input journals created by the Infinium PY
system into Infinium GL. Before you perform this task, you must perform a
close to Infinium GL from within Infinium PY.

Steps to load journal batches from Infinium PY

To load input journals from Infinium PY, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Load input batch from PY. The system displays a screen similar to
Figure 2-17.
2-32 | Chapter 2 Entering, Proofing, and Posting Journals

Figure 2-17: Load Input Batch from PY2000 screen 1

4 Specify the name of the Infinium PY database.

5 Press Enter. The system displays a screen similar to Figure 2-18.

Note: You must have the Infinium HR database and libraries in your library
list to perform this function.
 Loading journal batches from Infinium PY | 2-33

Figure 2-18: Load Input Batch from PY2000 screen 2

6 Use the following information to complete the fields on this screen:

Batch type to load

Valid entries for this field are as follows:

M Create a monetary batch. Load payroll monetary

information into the amount fields and put hours into
Numeric user field 2.

S Create a statistical batch and load head counts into the

amount fields.

Recovery options

Valid entries for this field are as follows:

0 Perform a normal close.

1 Recover information if the previous attempt to use this

option ended abnormally.

2 Load all payroll information that has been closed in

Infinium PY.
2-34 | Chapter 2 Entering, Proofing, and Posting Journals

Restrict to employer

Specify a valid employer to restrict the selection of payroll information to that

employer.

Leave this field blank to load information from all employers.

Intercompany table name

Specify a valid intercompany table if you are closing multiple companies and
perform intercompany balancing of the payroll journals.

Leave this field blank if it is not necessary to balance companies.

Source company

If you specified a value in the Intercompany table name field, you must
specify a source company. The system balances all other companies against
the source company.

Leave this field blank if you did not specify a value in the Intercompany table
name field.

Purge records after load

Select Successful transactions are purged (or type 1) to purge the closed
information from the payroll files after it has been successfully loaded into
Infinium GL.

7 Press Enter. The system creates the batch of Infinium PY journals in Infinium
GL.

Once the system creates the Infinium PY batch of journals in Infinium GL,
you can make changes to the batch through the Work with journals option.
Otherwise, you can proof and post the batch to Infinium GL. For more
information on proofing and posting, refer to the “Proofing journals” and
“Accepting and posting journals” topics in this chapter.
 Proofing journals | 2-35

Proofing journals

Note: Authorization to accept, proof, and post journals that you created may
be restricted. See the “Performing Supervisor Tasks” chapter in the Infinium
General Ledger Guide to Controls for information on using the Work with
security controls function to change authorization levels, or consult your
Infinium GL administrator.

Overview

The Proof input journals option allows you to print a detailed proof report for
selected batches to verify that data is correct and that all journals are in
balance.

You can perform this task before you accept batches that you created using
Work with journals or Work with mass journal entry.

Note: This feature of Infinium GL is a tool that helps you verify your data
entry. Proofing journals is not a required part of the journal entry process.
When you use Accept and post journals, the system automatically proofs
journals and produces a proof report as part of the accept and post process.
If a batch of journals passes all Infinium GL proofing checks inherent in the
accept and post process, the system automatically posts the batch.
Therefore, if you do not make changes before you accept and post, you must
create an adjusting entry to make corrections.

Controls that affect proofing

If suspense handling is enabled in entity controls, you must have a suspense

account created in your chart of accounts that has an account type of B (both
monetary and statistical). You create accounts in the Work with chart of
accounts option.

You must assign the suspense account to the company for which you are
proofing batches of journals. You assign suspense accounts to companies in
the Work with company controls option.
2-36 | Chapter 2 Entering, Proofing, and Posting Journals

Note: If suspense handling is not enabled in entity controls and the batch you
proof contains errors, the system places the entire batch in error until you
correct the errors.

Caution: When a slash (/), hyphen (-), or period (.) separator character is
used in a journal entry, the substitution to the suspense account cannot be
done and the proof will fail.

Steps to proof journals

To proof journals, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Posting.

3 Select Proof input journals [PIJ]. The system displays a screen similar to
Figure 2-19.

Figure 2-19: Proof Input Journals screen

This screen shows all batches that are currently not accepted. You can
correct those batches with errors through either the Work with journals or the
Work with mass journal entry options.

4 Use the following information to complete the fields on this screen:

 Proofing journals | 2-37

SCN

To limit the display of batches, you can specify values in any of the SCN
fields at the top of the screen and press Enter. For example, to display
batches for only company 001, specify 001 in the Co scan column.

Opt

Specify 1 to select one or more batches.

Note: To quickly select multiple batches, select one batch and press F13.
The system selects all batches below the batch that you selected.

5 Press Enter. The system displays a confirmation screen similar to Figure 2-

20.

Figure 2-20: Proof Input Journals Confirmation Display screen

6 Press Enter to submit the batches for proof or cancel this screen. If you press
Enter, the system submits the batch for proof, produces the Proof Input
Journal report, and returns you to the main menu.

If there are no errors on the Proof Input Journal report and you are satisfied
with the journal entries, you can post the journals to Infinium GL. For more
information on posting journals, refer to the “Accepting and posting journals”
topic in this chapter.

Otherwise, you can correct errors and make changes to the journals in the
Work with journals or Work with mass journal entry options.
2-38 | Chapter 2 Entering, Proofing, and Posting Journals

Accepting and posting journals

Note: Authorization to accept, proof, and post journals that you created may
be restricted. See the “Performing Supervisor Tasks” chapter in the Infinium
General Ledger Guide to Controls for information on using the Work with
security controls function to change authorization levels, or consult your
Infinium GL administrator.

Posting options

Infinium GL provides you with two ways to post your journals.

 Accept and post journals in a single step

 Accept journals only and then post the journals and close the period as a
separate step

Both methods are discussed below.

Method 1

The Accept & post journals option proofs, accepts, and posts the journal
through this one option. The system updates your month-to-date (transaction
history) and year-to-date totals (summary balance totals). The system also
increments by one the value in the Direct Postings field for the company.

The system never rolls the current period forward as a result of this option;
you must roll the period forward manually in company controls.

You can run the Accept & post journals option as many times as necessary in
a given period.

Method 2

This method uses two options: Accept input journals and Post journals &
close period.

1 Accept input journals

You use this option to proof and accept journals into the system without
posting them. Once a journal is accepted, you cannot delete it. When the
 Accepting and posting journals | 2-39

system runs the Accept input journals option, Infinium GL updates the
transaction history only; summary balance totals are not updated.

Journals that have been accepted but not posted are not reflected in the
balances accessed by Infinium RW.

The only way to post accepted journals is through the Post journals & close
period option.

Caution: Once the system accepts a journal, you cannot update it. The only
way you can make corrections is to create an adjusting journal.

2 Post journals & close period

You must use this option to post journals accepted through the Accept input
journals option. The system then updates the summary balance totals. The
transaction history totals were updated when the journals were accepted.

The system increments by one the value in the Postings to Date field in
company controls every time you run the Post journals & close period option.
If the value in the Postings to Date field is equal to the value in the Posting
Per Period field in company controls, then the system automatically rolls the
period forward.

The diagram shown in Figure 2-21 illustrates the two posting methods.
2-40 | Chapter 2 Entering, Proofing, and Posting Journals

Journal Posting Flow

Enter journal

Proof journal

Posting
decision

Accept & post

Accept input journals
journals

MTD & YTD totals MTD totals updated

updated

Post journals &

close period

Roll period forward in Post. per

Company Controls period = post. to date
Yes

No

YTD totals
updated

Figure 2-21: Journal Posting Flow

 Accepting and posting journals | 2-41

Controls that affect posting

If suspense handling is enabled in entity controls, you must have a suspense

account created in your chart of accounts that has an account type of B (both
monetary and statistical). You create accounts in the Work with chart of
accounts option.

You must assign the suspense account to the company for which you are
posting batches of journals. You assign suspense accounts to companies in
the Work with company controls option.

Note: If suspense handling is not enabled in entity controls and the batch you
post contains errors, the system places the entire batch in error until you
correct the errors.

Caution: When a slash (/), hyphen (-), or period (.) separator character is
used in a journal entry, the substitution to the suspense account cannot be
done and the proof will fail.

Steps to accept and post journals in a single step

For an overview of this method of posting, refer to the “Posting options”

section earlier in this topic.

To accept and post journals, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Posting.

3 Select Accept & post journals [AAPJ]. The system displays a screen similar
to Figure 2-22.
2-42 | Chapter 2 Entering, Proofing, and Posting Journals

Figure 2-22: Accept & Post Journals screen

The system displays all batches that are not accepted or in error.

4 Select one or more batches by typing 1 in the Opt field to the left of the batch
or batches to accept and post.

You can select multiple batches; however, Infinium GL posts only those
batches with the same year and period as the first batch that you selected on
the display.

Note: To quickly select multiple batches, select one batch and press F13.
The system selects all batches below the batch that you selected.

5 Press Enter. The system displays a confirmation screen similar to Figure 2-

23.
 Accepting and posting journals | 2-43

Figure 2-23: Accept & Post Journals Confirmation Display screen

6 Press Enter to submit the batches for posting or cancel this screen. If you
press Enter, the system first runs a proof. If no errors exist in the proof, the
system accepts and posts the journals and returns you to the main menu.

The system prints the following reports:

 Proof Input Journals

 Accepted Journals
 Posting Report

Steps to accept journals only and then post them later

This method of posting requires you to first accept the journals and then post
the journals at a later time. For an overview of this method of posting, refer to
the “Posting options” section earlier in this topic.

Accepting journals (step 1)

To accept journals, perform the following steps:

1 From the main menu select Journal Processing.

2-44 | Chapter 2 Entering, Proofing, and Posting Journals

2 Select Journal Posting.

3 Select Accept input journals [AIJ]. The system displays a screen similar to
Figure 2-24.

Figure 2-24: Accept Input Journals screen

The system displays all batches that are not accepted or in error.

4 Select one or more batches or type 1 in the Opt field to the left of the batch or
batches to accept.

You can select multiple batches. However, Infinium GL accepts only those
batches with the same posting year and period as the first batch that you
selected on the display.

Note: To quickly select multiple batches, select one batch and press F13.
The system selects all batches below the batch that you selected.

5 Press Enter. The system displays a screen similar to Figure 2-25.

 Accepting and posting journals | 2-45

Figure 2-25: Accept Input Journals Confirmation Display screen

6 Press Enter to accept the batches or cancel this screen. If you press Enter,
the system first runs a proof. If no errors exist in the proof, the system
accepts the journals and returns you to the main menu.

The system prints the following reports:

 Proof Input Journals

 Accepted Journals

To post these journals, you can run the Post journals & close period option at
any time.

Post journals and close period (step 2)

If you do not automatically post your accrual reversals, you must run this
function at least once a month.

To post previously accepted journals and close the period, perform the
following steps:

1 From the main menu select Journal Processing.

2 Select Journal Posting.

2-46 | Chapter 2 Entering, Proofing, and Posting Journals

3 Select Post journals & close period [PJACP]. The system displays a screen
similar to Figure 2-26.

Figure 2-26: Post Journals & Close Period screen

Use this screen to post journals that have been accepted. The system does
not display a confirmation screen for this option.

4 Use the following information to complete the fields on this screen:

Company

Specify the company for the accepted journals to post. If you leave the
company blank, the system posts all journals with the accounting year and
period you specify.

Accounting year/period

You must specify the accounting year and period for the accepted journals to
post.

5 Press Enter. The system posts the journals that you selected and prints the
Posting Report.

Note: Remember that this option rolls the period forward for your company
only if the value in the Postings to Date field equals the value in the Postings
Per Period field in company controls.
Chapter 3 Using Mass Journal Entry
3

This chapter contains information about using the Work with mass journal
entry functions.

The chapter consists of the following topics:

Topic Page

Overview of mass journal entry 3-2

Entering a new journal in a new batch using mass journal entry 3-3
Updating an existing mass journal entry batch 3-9
Entering a new journal in an existing mass journal entry batch 3-16
Copying an existing journal to a recurring journal 3-19
Using the mass journal entry services menu 3-23
Copying and reversing journals using mass journal entry 3-25
3-2 | Chapter 3 Using Mass Journal Entry

Overview of mass journal entry

Mass journal entry is another way you can enter journals into the Infinium GL
system. For more information on entering journals into the system, refer to
the “Entering, Proofing, and Posting Journals” chapter of this guide.

Mass journal entry uses one screen to enter journals. At this screen, you can
access batch, journal header, and transaction detail information as well as
perform miscellaneous functions. Also, you can enter a large number of
transactions quickly and easily.

Like the Work with journals function, you can select existing batches to work
with, or you can create a new batch within the Work with mass journal entry
function. Also, you can create multiple journals within a batch.

The mass journal entry function does the following:

 Perform any functions that are also available in the Work with journals
function
 Work with a batch created in the Work with journals function
 Validate accounts in journals that you upload from your PC or that
originate external to Infinium GL.
 Enter journals that contain more than one currency
 Perform currency conversion on-line interactively

Note: You cannot access journals that you create in the Work with mass
journal entry function in the Work with journals function.

Note: Authorization to accept, proof, and post journals that you created may
be restricted. See the “Performing Supervisor Tasks” chapter in the Infinium
General Ledger Guide to Controls for information on using the Work with
security controls function to change authorization levels, or consult your
Infinium GL administrator.

Objectives

After you complete this chapter of the guide, you should be able to enter and
copy journals using the Work with mass journal entry function.
 Entering a new journal in a new batch using mass journal entry | 3-3

Entering a new journal in a new batch using mass

journal entry

Overview

This topic explains how to enter a new journal into a new batch using the
Work with mass journal entry function.

You can enter a new journal in a new batch using two different methods as
follows:

 You can enter the batch and journal header information first and then
enter the journal details, the accounts and amounts.
 You can enter the journal details first and then enter the batch and
journal header information.

This topic explains the method of entering the journal details first.

Steps to enter a new journal in a new batch

To enter a new journal in a new batch, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Work with mass journal entry [WWMJE]. The system displays a
screen similar to Figure 3-1.
3-4 | Chapter 3 Using Mass Journal Entry

Figure 3-1: Work with Mass Journal Entry screen

Entering your transactions

Mass journal entry has only one screen. You use this screen to enter your
transactions. Use the function keys to display windows from which you can
perform additional tasks. You can press F2 from within any window in mass
journal entry to display the list of function keys that you can use.

The Batch/Co field at the top of the screen indicates the batch number and
batch company for the batch in which you are currently working.

The Journal/Co field displays the journal number and journal company for the
journal in which you are currently working.

If you are creating a new journal in a new batch, these fields are blank until
you enter that information.

Note: If the Display account description in journal entry? field on the user’s
security profile is set to yes, five transactions rather than ten are displayed. If
you prompt, multi-select, or validate the journal, the account description for
each transaction will be displayed automatically.

4 Use the following information to complete the fields on this screen:

 Entering a new journal in a new batch using mass journal entry | 3-5

Account Number

Specify accounts in these fields. You can press F23 to select multiple
accounts to include in the journal. You can select up to 99 accounts at a time.
In addition, all of the account keying shortcuts for specifying accounts are
available.

Amount

If you pressed F23 and selected multiple accounts, you can press F11 to
work with only the Amount fields. To make all fields accessible again, press
F11 again.

The procedure you use to specify amounts depends on whether the Allow
debit/credit entry? field in your user security controls permits you to use the
debit/credit feature. This feature enables you to specify normal entries as
positive amounts, and correcting entries as negative amounts. Refer to the
“Maintaining Debit and Credit Balances” chapter in this guide for information
on entering amounts using the debit/credit feature.

If your user security control does not allow you to use the debit/credit feature,
use the procedure below to specify debit and credit amounts.

 Specify debits as positive amounts in the Amount field and press either
Field+ or FieldExit to make the amount you specified a debit.
 Specify credits as negative amounts in the Amount field and press either
Field- or type a minus sign after the amount and press FieldExit. When
you specify credit amounts, Infinium GL displays a character in the last
position of the Amount field. The system displays the trailing minus sign
when you press Enter or roll the screen up or down.

Note: If you press F13 in the Account or Amount field, the system copies the
account or amount from the previous line.

5 If you specify a tenth transaction and press Field Exit to right-justify the tenth
amount value, the system automatically validates the transactions. If there
are no errors, the system scrolls to the next page for more entries. You can
press Page Up to return to the prior page if necessary.

Press Enter when you have finished entering transactions to display the
Work With Autobatch window.

If you are entering the first new journal in a new batch, the system displays a
window similar to Figure 3-2.
3-6 | Chapter 3 Using Mass Journal Entry

Figure 3-2: Work with Autobatch window

Defining controls for batch and journal header

Use the Work with Autobatch window to define controls that pertain to both
the batch header and the journal header. These fields are the same fields
that you define in the Work with journals option.

If you prefer, you can create or modify the batch header and journal header
separately as you do in the Work with journals function.

 Press F5 to work with the batch header to modify the information you
defined for the batch.
 Press F6 to work with the journal header to override the controls that you
define in the autobatch window for each journal within the batch.

6 Use the following information to complete the fields on this window:

Batch type

The default is Monetary. If this is a statistical batch, change the value to

Statistical.

Company

Specify the company to which this batch will be posted. The default is the
journal company for any journal that you create within this batch.
 Entering a new journal in a new batch using mass journal entry | 3-7

Year/Period

Specify the accounting year and period to which the journals in this batch will
be posted. If weekly processing is enabled, specify the week also. If you
leave these fields blank, the system defaults the current year, period, and
week from company controls.

Auto accrual?

Specify 1 to automatically reverse the entries for the journal into the next
accounting period. The default is 0.

Transcode?

Specify 1 for the system to create transcoded journals from the journals
within this batch. Otherwise specify 0. The default for this field is 1 if
transcoding is enabled for the journal header company.

For more information on transcoding, refer to the “Using Transcoding”

chapter of this guide.

Reference

Specify a reference to identify this batch. The system also defaults this
reference into the Reference field for all journals within this batch. Therefore,
you may want to change the reference on each journal header.

Source

Specify a source code to identify the source of entry of the journals within this
batch. The system defaults this value into all journals for this batch.
Therefore, you may want to change the source on each journal header.

Intercompany Table

Specify the intercompany table name to use if you are creating cross-
company distributions. The system enters this value into all journals that you
create within this batch.

Description

Specify a description of this batch. The system also enters this value into the
Description field for all journals that you create within this batch.

Processing currency

Specify a currency to use as the default currency for the transactions in this
journal. You can override the processing currency for a specific transaction
by typing a different currency next to the account in the Cur field on the Work
with Mass Journal Entry screen.
3-8 | Chapter 3 Using Mass Journal Entry

For more information on the currency related fields, refer to the Infinium GL
Guide to Currency Processing.

Transfer to PA

Specify 1 in this field to pass the journal to Infinium PA in the form of a

miscellaneous transaction.

7 Press Enter. The system creates the batch and journal header and returns
you to the Work with Mass Journal Entry screen. The system also updates
the fields at the top of the screen.

8 Press Enter. The system validates the journal and displays any error
messages at the bottom of the screen. The system verifies that:

 The account is valid and active; if so, the system permits posting
 An amount exists for each account
 An account exists for each amount
 A debit/credit total is in balance if this is a monetary journal
 Any optional edits that you have established on the chart of accounts or
transaction user fields are met
 A journal header exists for this journal

9 Press F16 to save your changes and exit the journal. The system clears the
Account and Amount fields so you can enter another journal in this batch.

For more information on entering new journals in an existing batch, refer to

the “Entering a New Journal in an Existing Mass Journal Entry Batch” chapter
of this guide.

Caution: If you do not press Enter before you press F16 the system saves
the journal without validating it. Consequently, you can save a journal that
contains errors.

10 Press F16 again to update and exit the batch.

If the batch does not contain any errors and your security permits
autoposting, when you press F16 the system displays a window for you to
specify whether to automatically post this batch of journals. If your user
profile does not have a record set up in the GL User Security File, you are
not authorized to autopost, and this window is not displayed.
 Updating an existing mass journal entry batch | 3-9

Updating an existing mass journal entry batch

Overview

This topic explains how to make the following changes to an existing mass
journal entry batch:

 Update the batch header

 Delete the batch
 Update an existing journal
 Update the journal header
 Update the journal details
 Delete the journal

Steps to update an existing mass journal entry batch

To update an existing batch, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Work with mass journal entry [WWMJE]. The system displays the
Work with Mass Journal Entry screen.

4 Press F8 when you are not currently working in a batch. The system displays
a window similar to Figure 3-3.
3-10 | Chapter 3 Using Mass Journal Entry

Figure 3-3: Work With Input Batch List window

5 Select a batch. Specify 5 in the Opt column to access all journals in the
batch.

Other valid options are as follows:

2 The system displays the Work with Batch Header window.

You change information on the batch header and press
Enter to return to the Work With Input Batch List window.

You can also update the batch header by pressing F5

once you are in a batch.

3 The system automatically loads the first journal in the

batch into the Work With Mass Journal Entry screen.

4 The system asks you to confirm the deletion. You must

press Enter again for the system to delete the batch and
all the journals within the batch.

8 The system displays the errors associated with the batch

at the bottom of the window. If there are multiple errors,
the system displays + next to the error line. You can place
your cursor on the error message and scroll through them.

6 Press Enter. The system displays a window similar to Figure 3-4.

 Updating an existing mass journal entry batch | 3-11

Note: You can also access a window similar to Figure 3-4 by pressing F8
from within a batch.

Figure 3-4: Work with Journal Lists window

7 Select an existing journal. Specify 5 in the Opt column and press Enter to
update the journal details.

Other valid options are as follows:

2 The system displays the Work with Journal Header

window. You change information on the journal header
and press Enter to return to the Work with Journal Lists
window.

You can also update the journal header by pressing F6

once you are in a journal.

4 The system asks you to confirm the deletion. You must

press Enter again for the system to delete the journal.

8 The system displays the errors associated with the journal

at the bottom of the screen. If there are multiple errors,
the system displays + next to the error line. You can place
your cursor on the error message and scroll through
them.
3-12 | Chapter 3 Using Mass Journal Entry

8 Press Enter. The system loads the journal details into the Work With Mass
Journal Entry screen as shown in Figure 3-5.

Figure 3-5: Work With Mass Journal Entry screen

Locating transactions

Mass journal entry provides two ways of locating your journal transactions in
a journal:

 By sequence number

Specify the sequence number in the Locate field and then press Enter;
the sequence number must be right justified. The system displays and
highlights the sequence you requested and places the cursor in the Opt
field.

 By account number or account mask

Specify an account number or account mask in the Find account/mask

field. Press F14 to expand the account number or account mask. Then
press either F19 to search backward or F20 to search forward. Infinium
GL locates and highlights the first occurrence of the account you
specified.

Updating transactions

On this screen you can do the following:

 Updating an existing mass journal entry batch | 3-13

 Change the accounts, currencies, and amounts by typing over the

existing values
 Add a new detail line by typing the account and amount information on a
new line
 Delete a detail line by blanking out the Account, Cur, and Amount fields
 Update detail information by selecting a line with 2

9 Select an account with 2 in the Opt field to update the transaction description,
job code, and transaction user fields. You can select several transactions at a
time.

10 Press Enter. The system displays a window similar to Figure 3-6.

Note: You can also press F7 to access the window similar to Figure 3-6.

Figure 3-6: All Fields window

11 Specify the appropriate detailed data.

Job Code Field, such as Project

The label displayed for this field, such as PROJECT, is defined in the Job
code name field in the Infinium GL company controls base data. For more
information, refer to the Infinium GL Guide to Controls manual.

 If the project accounting controls in the Infinium GL entity controls are not
activated, use job codes defined in Infinium GL to track projects.
3-14 | Chapter 3 Using Mass Journal Entry

 If project accounting controls in Infinium GL entity controls are activated,

the system accepts only project IDs and related project values that are
valid in Infinium PA.

If you press F4 in the job code field, or if you specify a project ID that is
invalid in Infinium PA, the system displays a project data window that
requires you to specify a valid project ID and allows you to specify additional
project-related information. The selection lists include values from Infinium
PA.

Caution: Once you activate the interface with Infinium PA, Infinium GL uses
project identifiers (job code values) only from Infinium PA and no longer uses
any existing Infinium GL job code values. In addition, project related data that
you enter or update in an Infinium GL journal is not passed back to Infinium
PA. If you associate a transaction with a project, ensure that the transaction
currency is the same as the Infinium GL company’s base currency.

Figure 3-7: Project Data screen

To return to the All Fields window, press Enter.

12 Press Enter in the All Fields window to return to the Mass Journal Entry
screen.

Updating multiple transactions

If you accessed this window by pressing F7 or if you selected several

accounts, the system displays each account consecutively. Press Enter after
 Updating an existing mass journal entry batch | 3-15

updating each account. You can press F12 to interrupt the sequence at any
time and return to the Work With Mass Journal Entry screen.

13 Make your changes in any of the fields.

You can press F13 to save the information that you specify in this window to
copy to other transactions. To copy the stored information, press F14.

14 Press Enter. The system saves your changes and returns you to the Work
With Mass Journal Entry screen.

15 Press Enter. The system validates your entries.

16 Press F16. The system updates the journal within the batch.

17 Press F16. The system updates the batch.

3-16 | Chapter 3 Using Mass Journal Entry

Entering a new journal in an existing mass journal

entry batch

Overview

This topic explains how to enter a new journal into an existing batch using the
Work with mass journal entry function.

Similar to entering a new journal in a new batch, you can enter a new journal
in an existing batch using two different methods.

 You can enter the journal header information first and then enter the
journal details, the accounts and amounts.
 You can enter the journal details first and then enter the journal header
information.

This topic explains the first method of entering the journal header information
first.

Steps to enter a new journal in an existing batch

To enter a new journal in an existing batch, perform the following steps:

1 Complete steps 1 through 6 in the “Updating an existing mass journal entry

batch” topic previously in this chapter. The system displays the Work with
Journal List window.

2 Press Enter. The system displays the Work With Mass Journal Entry screen.

3 Press Enter or F6. The system displays a window similar to Figure 3-8.
 Entering a new journal in an existing mass journal entry batch | 3-17

Figure 3-8: Work with Journal Header window

The system defaults many values from the batch header into the fields on
this window.

4 Make the necessary changes to any of the fields in this window. For more
information about these fields, refer to the “Entering a new journal in a new
batch using mass journal entry” topic discussed earlier in this chapter.

5 Press Enter. The system displays a screen similar to Figure 3-9.

3-18 | Chapter 3 Using Mass Journal Entry

Figure 3-9: Work With Mass Journal Entry screen

6 Specify the accounts and amounts for this journal. For more information on
these fields, refer to the “Entering a new journal in a new batch using mass
journal entry” topic earlier in this chapter.

Note: If the Display account description in journal entry? field on the user’s
security profile is set to yes, five transactions rather than ten are displayed. If
you prompt, multi-select, or validate the journal, the account description for
each transaction will be displayed automatically.

7 Press Enter. The system validates the journal.

8 Press F16. The system saves the journal in this batch.

9 Press F16. The system updates and exits the batch.

 Copying an existing journal to a recurring journal | 3-19

Copying an existing journal to a recurring journal

Overview

You can copy an unposted journal to a recurring journal. The system uses
the values from the journal you copy as default values for the recurring
journal. You can change these values. In addition, you must complete fields
that are unique to recurring journals.

Steps to copy an existing journal to a recurring journal

To copy an existing journal to a recurring journal, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Work with mass journal entry [WWMJE]. The system displays the
Work with Mass Journal Entry screen.

4 Press F8 when you are not currently working in a batch. The system displays
a window similar to 3-10.
3-20 | Chapter 3 Using Mass Journal Entry

Figure 3-10: Work With Input Batch List window

5 Select a batch. Specify 5 in the Opt column to access all journals in the
batch.

6 Press Enter. The system displays a window similar to Figure 3-11.

Note: You can also access a window similar to Figure 3-11 by pressing F8
from within a batch.
 Copying an existing journal to a recurring journal | 3-21

Figure 3-11: Work with Journal Lists window

7 Select an existing journal. Specify 7 in the Opt column and press Enter. The
system displays a screen similar to Figure 3-12.

Figure 3-12: Work with Mass Journal Entry - Copy To Recurring Journal screen
3-22 | Chapter 3 Using Mass Journal Entry

8 Change any of the values, if necessary, that the system used as default
values from the journal you copied. You must also complete the required
recurring journal fields below.

Recurring journal reference

Enter a reference for this recurring journal. The system uses this ten-
character reference to identify and select recurring journals in input batches.

Allocation type

Specify one of the following values:

F A fixed recurring journal has monetary amounts.

P A proration recurring journal has ratio values. The ratio is

not a percentage and, therefore, does not need to equal
100.

Next due year / period

Specify the account year and period when the system will process this
recurring journal. After a recurring journal in a batch is accepted, you cannot
use it again in another batch in the same period. The system updates the
next due year and period based on the frequency when you accept a batch
containing a recurring journal.

9 Press Enter. The system returns you to the Work with Journal Lists window
and displays the following message where xxxxxxx represents the number of
the journal and yyyyyyy represents the number of the recurring journal:

Journal XXXXXXX copied to recurring journal YYYYYYY.

 Using the mass journal entry services menu | 3-23

Using the mass journal entry services menu

Overview

The services menu within mass journal entry provides you with additional
time saving functions that you can perform with the Work with mass journal
entry function.

Steps to use the services menu

To access the services menu, perform the following steps:

1 Complete steps 1 through 3 in the “Updating an existing mass journal entry

batch” topic discussed previously in this chapter.

2 Press F15 from the Work with Mass Journal Entry screen. The system
displays a window similar to Figure 3-13.

Figure 3-13: Services window

3-24 | Chapter 3 Using Mass Journal Entry

3 Select an option from the list of additional services as described below.

Change default account

Change the account number to a new default account number.

Clear current page

Erase all data displayed on the Work With Mass Journal Entry screen.

Copy previous page

Copy all of the data from the previous page to the current page. If any data is
on the current page, you receive a warning message that the system will
overwrite this data. You can confirm or cancel the option.

Sort accounts

Sort all accounts in a journal in either ascending or descending account

number order.

Save screen as default

Store data from a screen to copy to other screens. In addition, you can use
this service to copy journal or batch headers.

Insert defaults

Copy the stored information into the journal or batch that you saved using the
Save screen as default service.

Currency services
The three remaining services are related to currency processing. These
services are discussed in the Infinium GL Guide to Currency Processing.

4 Press Enter. The system performs the service you selected.

 Copying and reversing journals using mass journal entry | 3-25

Copying and reversing journals using mass journal

entry

Overview

In this topic you learn how to create a new journal in mass journal entry by
copying a journal that has been accepted or accepted and posted. You can
also copy a journal and reverse the signs of each transaction to correct a
journal that was posted in error.

You can copy journals into new or existing batches.

Steps to copy or copy and reverse journals

To copy or copy and reverse journals, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Work with mass journal entry [WWMJE]. The system displays the
Work With Mass Journal Entry screen.

4 Press F5 to create a new batch. The system displays the Work With Batch
Header window.

5 Complete the batch header fields. For more information on these fields, refer
to the “Entering a new journal in a new batch using mass journal entry” topic
discussed earlier in this chapter.

6 Press Enter. The system displays the Work With Mass Journal Entry screen.

7 Press F8. The system displays a window similar to Figure 3-14.

Note: You can also access the window in Figure 3-14 if you press F8 when
you first come in to mass journal entry and then select an existing batch with
5 at the Work With Input Batch List window.
3-26 | Chapter 3 Using Mass Journal Entry

Figure 3-14: Work with Journal Lists window

8 Press F5 to work with the copy journals function. The system displays a
screen similar to Figure 3-15.

Figure 3-15: Work With Mass Journal Entry Copy/Reverse screen

 Copying and reversing journals using mass journal entry | 3-27

9 Specify the necessary selection criteria to locate the journal to copy or

copy/reverse.

10 Press Enter. The system displays the journals that match your selection
criteria.

11 Select the journals that you want to copy or copy and reverse by typing one
of the following values in the Option column:

3 Copy an accepted or posted journal.

5 Copy a journal with the debit and credit amounts

reversed. The system creates a journal containing
debit entries for the original credit amounts and a
journal containing credit entries for the original debit
amounts.

Note: If the debit/credit feature is enabled for the system and your user
security allows you to use the debit/credit feature, you can make another
selection. Refer to the “Maintaining Debit and Credit Balances” chapter in this
guide for more information.

12 Press Enter. The system copies in one journal at a time. Continue to press
Enter until the system has copied all the selected journals into the batch.

13 Press Cancel twice to return to the Work with Journals List window.

To update the copied journal or journals, select them by typing 5 in the Opt
column. Refer to the “Updating an existing mass journal entry batch” topic in
this chapter for more information on updating a mass journal entry journal.

14 Press Enter. The system returns you to the Work With Mass Journal Entry
screen.

15 Press F16 to update the batch.

3-28 | Chapter 3 Using Mass Journal Entry

Notes
Chapter 4 Creating and Using Recurring
Journals
4

This chapter includes information about creating and using recurring journals.

The chapter consists of the following topics:

Topic Page

Overview of recurring journals 4-2

Creating and updating recurring journals 4-5
Copying a recurring journal into a batch 4-14
Displaying recurring journals 4-27
Printing recurring journals 4-31
4-2 | Chapter 4 Creating and Using Recurring Journals

Overview of recurring journals

Infinium GL provides you with the option to use recurring journals. A recurring
journal is a journal you define that contains regularly occurring, standard
transactions.

You can select one or more of these pre-defined journals at journal entry time
to include them in a batch. You can either post them as defined or modify
them prior to posting. If you modify a recurring journal prior to posting, your
modifications apply to the journal in that batch only. You must use the Work
with recurring journals option to make any permanent changes.

Some of the reasons to use recurring journals follow:

 To avoid repetitious data entry

 To automate standard journal entries
 To distribute dollar amounts on a prorational basis

To implement recurring journals, you must complete the following two tasks:

1 Create and Update Recurring Journals

2 Copy a Recurring Journal into a Batch

 Method 1: Using the Work with journals option

 Method 2: Using the Work with mass journal entry option

The diagram in Figure 4-1 illustrates the tasks you perform to implement
recurring journals.
 Overview of recurring journals | 4-3

Recurring Journals Overview

Fixed Prorational
Fixed or
Prorational

Enter Enter
Accounts Accounts

Enter DR/CR Enter DR/CR

Optional
Amounts Ratios
Exit Recurring
Journals

Journal Entry

F7

Fixed Prorational
Select
Recurring
Journal
Select
Journal
Enter DR/CR
(if needed)
Amounts
Enter
Proration
Amount
Exit

Figure 4-1: Recurring Journals Overview

4-4 | Chapter 4 Creating and Using Recurring Journals

Objectives

After completing this chapter, you should be able to:

 Create a fixed recurring journal

 Create a prorational recurring journal
 Use fixed and prorational recurring journals
 Creating and updating recurring journals | 4-5

Creating and updating recurring journals

Overview

The two types of recurring journals are fixed and prorational. The journals
can contain monetary or statistical information.

For example, you can set up a fixed recurring journal for a fixed car loan
monthly payment. Within the recurring journal, you identify the account
numbers and dollar amounts to post on a monthly basis.

Also, you have the option to define prorational recurring journals. For
example, you can set up a recurring journal for a utility bill in which you
specify the accounts and define a ratio. You can base the ratio on the square
footage occupied by each department for the distribution of a dollar amount.
The dollar amount of the bill varies each month and the accounts and ratios
remain the same.

Steps to create and update recurring journals

You can create a recurring journal by copying a regular journal to a recurring

journal in the Work with journals or Work with mass journal entry function, or
you can create the recurring journal directly in Work with recurring journals.

To create or update recurring journals using Work with recurring journals,

perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Work with recurring journals [WWRJ]. The system displays a screen
similar to Figure 4-2.
4-6 | Chapter 4 Creating and Using Recurring Journals

Figure 4-2: Work With Recurring Journals prompt screen

4 Use the following information to complete the fields on this screen:

Company

Select the company from the list of valid companies.

Journal type

Specify the journal type of the recurring journals with which you want to work.

Note: This example illustrates defining a prorational recurring journal for a

standard electricity expense entry. The accounts and ratios represent the
square footage by department. This ratio determines how the monthly
expense is distributed.

5 Press Enter. The system displays a screen similar to Figure 4-3.

 Creating and updating recurring journals | 4-7

Figure 4-3: Work With Recurring Journals selection screen

Locating recurring journals

To locate one or more recurring journals for this company, specify a mask in
the RJ reference/mask field and press Enter. The system displays only those
recurring journals that match your selection.

Deleting recurring journals

To delete a recurring journal, specify 4 in the Option column and press Enter.
The system displays a message prompting you to confirm the deletion. To
confirm deletion of the message or messages, press Enter.

To return to the prompt screen without deleting the selected message or

messages but save other changes you made, press F12.

Copying recurring journals

To copy a recurring journal, specify 3 in the Option column and press Enter.
The system displays a screen similar to Figure 4-4 that contains a new
journal number and uses the information from the journal you are copying as
default information for the new recurring journal. You can change the default
information on the Recurring Journal Header screen and on the Recurring
Journal Detail screen.
4-8 | Chapter 4 Creating and Using Recurring Journals

6 Press F6 to create a new recurring journal. To select an existing recurring

journal, specify 5 from the displayed list and press Enter. The system
displays a screen similar to Figure 4-4.

Figure 4-4: Work With Recurring Journals Recurring Journal Header screen

7 Use the following information to complete the fields on this screen:

Recurring journal reference

Use this field to name the recurring journal. Use this name to identify and
select the recurring journal you want to copy into an input batch for
processing.

Description

Specify a meaningful description to further identify the contents of this

recurring journal. This description defaults to the transaction description, but
you can override it there.

Allocation type

Indicate whether this journal is fixed or prorational. A fixed journal has

monetary amounts. A proration journal has ratio values. The ratio is not a
percentage and therefore does not have to add up to 100.
 Creating and updating recurring journals | 4-9

Currency code

Specify a processing currency or select from the list of valid currencies. All
transaction amounts you enter must be in this currency.

Frequency

Indicate if you want to process this journal monthly or quarterly. Leave this
field blank to process this journal in any frequency other than monthly or
quarterly.

Starting year/period

Specify the first year and period for which this journal is to be processed.

Ending year/period

Specify the last year and period for which this journal is to be processed.

Next due year/period

Specify the next year and period for which this journal is to be processed.

The system updates the Next due year/period field based on the frequency
when a batch containing a recurring journal is accepted. Infinium GL prevents
you from bringing in a recurring journal into a batch where the period is
different from the period in the Next due year/period field.

Reference

When you copy a recurring journal into a batch, the system uses the value
you specify in this field as the reference on the input journal header.

Source code

Specify a source code for this recurring journal or select from a list of valid
source codes. The entry you specify becomes the source code when this
journal is brought into an input batch.

Source codes must exist as code values for code type SRC. You use source
codes to identify the source of a journal entry.

Intercompany table

Specify the intercompany table to be used to balance the companies within

this journal.
4-10 | Chapter 4 Creating and Using Recurring Journals

Auto-accrual?

This field allows the automatic reversal of a journal in the next period. You
can use this field to reverse month-end adjustments, prepayments and
accrual journals.

The following values are valid entries for this field:

0 No, do not reverse this journal.

1 Yes, reverse this journal in the next period.

When you accept this journal, the system creates the

reversing journal and accepts it in the next period.

Transfer to PA

Specify 1 in this field to pass the journal to Infinium PA in the form of a

miscellaneous transaction.

8 Press Enter. The system displays a screen similar to Figure 4-5.

Figure 4-5: Work With Recurring Journals Recurring Journal Detail screen

On this screen you can add, delete, or update detail lines for this recurring
journal.
 Creating and updating recurring journals | 4-11

Deleting detail lines

To delete a detail line, specify 4 and press Enter. The system immediately
deletes the line.

Updating detail lines

To update a detail line, specify 5 in the Option column and press Enter.

The system copies it to the top portion of the screen where you can change
the fields as described below.

9 Use the following information to complete the fields on this screen to add a
detail line:

Account number

This field is located below the example of your account structure. Specify an
account number or select from the list of valid accounts. You can also press
F23 to select up to 99 accounts at once.

Dr Ratio, Cr Ratio

If you are creating a fixed recurring journal, these fields display as Debit
Amount and Credit Amount. Specify a debit or credit amount.

You can leave the amounts blank when you are creating the recurring
journal. You can specify the amounts after you have copied the recurring
journal into an input batch.

If you are creating a prorational recurring journal, these fields display as Dr

Ratio and Cr Ratio. Specify a debit or credit ratio. Because the ratio is not a
percentage, the ratios do not have to add up to 100.

To calculate the percentage for an account, the system divides each debit or
credit ratio by the total debit or credit ratio amount respectively.

Transaction description

Use this field to provide a comment to explain this transaction.

Job code field (with variable field label, such as PROJECT)

The label displayed for this field, such as PROJECT, is defined in the Job
code name field in the Infinium GL company controls base data. For more
information, refer to the Infinium GL Guide to Controls.

 If the project accounting controls in the Infinium GL entity controls are not
activated, use job codes defined in Infinium GL to track projects.
4-12 | Chapter 4 Creating and Using Recurring Journals

 If project accounting controls in Infinium GL entity controls are activated,

the system accepts only valid Infinium PA project IDs and related project
values.

If you press F4 in the job code field or specify a project ID that is invalid in
Infinium PA, the system displays a project data window that requires you
to specify a valid project ID and allows you to specify additional project-
related information. The selection lists include values from Infinium PA.

Caution: Once you activate the interface with Infinium PA, Infinium GL uses
only Infinium PA project identifiers (job code values) and no longer uses any
existing Infinium GL job code values. In addition, project related data that you
enter or update in an Infinium GL journal is not passed back to Infinium PA
unless you specify 1 in the Transfer to PA field located on the journal header.

If you associate a transaction with a project, ensure that the transaction

currency is the same as the Infinium GL company’s base currency.

Figure 4-6: Project data window

User-defined fields
If required, specify valid values for the user-defined fields.

Since controls for these fields are specific to your needs, user fields can be
either required or optional at your site.
 Creating and updating recurring journals | 4-13

In this example, the system displays the user-defined fields INVOICE,

VENDOR, CONTRACTDT, CUSTOMER, SALESPERSN, UNITS, and
COMMISSION.

10 Press Enter. The system creates the detail line and displays it on the bottom
portion of the screen. Continue to enter accounts and amounts or ratios until
you have completed entering the journal.

11 Press F16. The system saves the recurring journal and returns you to the
selection screen as shown in Figure 4-3 where you can create or update
another recurring journal.
4-14 | Chapter 4 Creating and Using Recurring Journals

Copying a recurring journal into a batch

Overview

Once you have set up a recurring journal, you can copy the recurring journal
into an input batch at a later date. This saves you time and keystrokes in
typing repetitious data. After you copy the recurring journal into a batch, you
can modify the information, if necessary. If you modify the journal in the
batch, your modifications apply to the journal in that batch only. You must
use the Work with recurring journals option to make any permanent changes.

This topic contains the steps for copying the recurring journal into a Work
with journals batch and a Work with mass journal entry batch.

Steps to copy a recurring journal using Work with journals

To copy a recurring journal into a batch using the Work with journals option,
perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Work with journals [WWJ]. The system displays a screen similar to
Figure 4-7.
 Copying a recurring journal into a batch | 4-15

Figure 4-7: Work With Journals Batch List screen

4 Press F6 to create a new batch. The system displays a screen similar to

Figure 4-8.

You can also update an existing batch. Specify 5 in the Option column and
press Enter.
4-16 | Chapter 4 Creating and Using Recurring Journals

Figure 4-8: Work With Journals Batch Header screen

The batch header screen does not directly relate to recurring journals.

5 Complete or change the fields on this screen as necessary.

6 Press Enter. The system displays a screen similar to Figure 4-9.

 Copying a recurring journal into a batch | 4-17

Figure 4-9: Work With Journals Journal List screen

7 Press F7 to display a list of recurring journals. The system displays a screen

similar to Figure 4-10.

Figure 4-10: Work With Journals Recurring Journals List screen

8 Select a recurring journal.

4-18 | Chapter 4 Creating and Using Recurring Journals

You can select multiple recurring journals.

To bring a recurring journal into the batch, the general ledger company of the
batch must be the same as the general ledger company for which the
recurring journal was created.

9 Specify 1 in the Opt field and press Enter to bring it into the batch. Infinium
GL copies the recurring journal into the batch where you can update it as
needed. The system displays a screen similar to Figure 4-11.

Figure 4-11: Work With Journals Journal List screen

The recurring journal now displays on the Journal List screen.

If you select a prorational recurring journal, the system displays the journal
number in reverse image with a status of ERRORS. This indicates that you
must select the prorational journal to enter an amount.

10 Select the recurring journal.

11 Specify 5 in the Opt field and press Enter. The system displays a screen
similar to Figure 4-12.
 Copying a recurring journal into a batch | 4-19

Figure 4-12: Work With Journals Journal Header screen 1

The system copies the information from the recurring journal to this first
journal header screen.

12 Update any information on this screen as necessary.

13 Press Enter. The system displays a screen similar to Figure 4-13.

4-20 | Chapter 4 Creating and Using Recurring Journals

Figure 4-13: Work With Journals Journal Header screen 2

14 Specify an amount in the Proration base quantity field if you selected a

prorational recurring journal. This amount is the total amount to be multiplied
by each ratio in the journal.

If you selected a fixed recurring journal, the system does not display this
field.

15 Press Enter. The system displays a screen similar to Figure 4-14.

 Copying a recurring journal into a batch | 4-21

Figure 4-14: Work With Journals Journal Details screen

For prorational recurring journals, Infinium GL allocates the amount based on

the ratio you defined in the recurring journal.

Any additions, deletions or changes you make here do not affect the original
recurring journal.

16 Press F16. The system saves your changes and returns you to the Journal
List screen where you can add another journal, update an existing journal, or
exit the batch.

Steps to copy a recurring journal using Work with mass journal

entry

To copy a recurring journal into a batch using the Work with mass journal
entry option, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Work with mass journal entry [WWMJE]. The system displays the
Work With Mass Journal Entry screen.
4-22 | Chapter 4 Creating and Using Recurring Journals

4 Press F5 to create a batch header for a new batch in which you want to copy
a recurring journal. The system displays a window similar to Figure 4-15.

You can also include recurring journals in an existing mass journal entry
batch by pressing F8 and then selecting a batch.

Figure 4-15: Work with Batch Header window

The batch header window does not directly relate to recurring journals;
however, you must create the batch header before you can create journals in
the batch.

5 Complete the batch header fields. Refer to the “Using Mass Journal Entry”
chapter in this guide for more information on these fields.

6 Press Enter. The system creates the batch and returns you to the Work With
Mass Journal Entry screen.

7 Press F8 from within the batch. The system displays a window similar to
Figure 4-16.
 Copying a recurring journal into a batch | 4-23

Figure 4-16: Work with Journal Lists window

8 Press F7 to display a list of recurring journals. The system displays a screen

similar to Figure 4-17.

Figure 4-17: Work With Mass Journal Entry Recurring Journals screen

9 Select a recurring journal with 1 to bring it into the batch.

4-24 | Chapter 4 Creating and Using Recurring Journals

You can select multiple recurring journals.

To use a recurring journal, the general ledger company of the input batch
must be the same as the general ledger company for which the recurring
journal was created.

10 Press Enter. Infinium GL copies the recurring journal into the batch where
you can update it as needed. The system displays a window similar to Figure
4-18.

Figure 4-18: Work with Journal Lists window

The recurring journal now displays in the Journal List window.

If you select a prorational recurring journal, the system displays the journal
number in reverse image. This indicates that you must select the prorational
journal to enter an amount.

11 Select the recurring journal.

12 Specify 5 in the Option field and press Enter. The system displays a window
similar to Figure 4-19.
 Copying a recurring journal into a batch | 4-25

Figure 4-19: Work with Journal Header window

13 Specify the amount in the Base prorate amount field if you selected a
prorational recurring journal. The system does not display this field again.
You can press F23 to display this field if you need to update the amount.

If you selected a fixed recurring journal, the system does not display this
field.

14 Press Enter. The system displays a screen similar to Figure 4-20.

4-26 | Chapter 4 Creating and Using Recurring Journals

Figure 4-20: Work With Mass Journal Entry screen

Infinium GL allocates the amount based on the ratio you defined in the
recurring journal. You can update the journal transactions as needed.

15 Press Enter to validate the journal.

16 Press F16 to save the journal before you exit the batch.
 Displaying recurring journals | 4-27

Displaying recurring journals

Overview

You can view recurring journals that are already defined in the system using
the Display recurring journals option. You set the parameters of the journals
you want to display. You can then select individual journals to review in
greater detail.

You cannot use this option to make changes to recurring journals. To create
or change recurring journals, refer to the “Creating and updating recurring
journals” topic discussed earlier in this chapter of the guide.

Steps to display recurring journals

To display a recurring journal, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Display recurring journals [DRJ]. The system displays a screen similar
to Figure 4-21.
4-28 | Chapter 4 Creating and Using Recurring Journals

Figure 4-21: Display Recurring Journals screen

4 Specify values in the selection fields to limit the display of recurring journals.
You must specify a value in at least the Company and Journal type fields.

5 Press Enter. The system displays a screen similar to Figure 4-22.

Figure 4-22: Display Recurring Journals selection screen

 Displaying recurring journals | 4-29

The system displays the recurring journals on the bottom of the screen that
match your selection criteria.

6 Display the recurring journal.

7 Specify 5 in the Opt field and press Enter. The system displays a screen
similar to Figure 4-23.

Figure 4-23: Display Recurring Journals Recurring Journal Header screen

8 Press Enter. The system displays a screen similar to Figure 4-24.

4-30 | Chapter 4 Creating and Using Recurring Journals

Figure 4-24: Display Recurring Journals Recurring Journal Detail screen

The system displays the account and amount or ratio information for the
journal.

9 Press Enter. The system returns you to the selection screen where you can
select another journal to view.
 Printing recurring journals | 4-31

Printing recurring journals

Overview

You can use the Print recurring journals option to print a list of recurring
journals for a specific company.

Steps to print recurring journals

To print a recurring journal, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Print recurring journals [PRJ]. The system displays a screen similar to
Figure 4-25.

Figure 4-25: Print Recurring Journals screen

4-32 | Chapter 4 Creating and Using Recurring Journals

4 Specify values in the selection fields to limit the report of recurring journals.
You must specify a value in at least the Company and Journal type fields.

5 Press Enter. The system submits the report and returns you to the main
menu.
Chapter 5 Using Intercompany
Processing
5

This chapter includes information on using intercompany processing.

The chapter consists of the following topics:

Topic Page

Overview of intercompany processing 5-2

Activating intercompany processing in company controls 5-6
Authorizing accounts to use intercompany processing 5-8
Creating intercompany table code values 5-10
Defining intercompany tables 5-12
Using intercompany tables in journals 5-17
Using extra pairs 5-20
Defining intercompany table groups 5-24
5-2 | Chapter 5 Using Intercompany Processing

Overview of intercompany processing

Intercompany processing allows you to define intercompany relationships for

the purpose of creating journal entries that keep your companies in balance.
You do this by creating a table of accounts that the system uses to generate
offset entries for companies that are not balanced within a journal.

For example, if Company 001 pays an expense for Companies 002 and 003,
these companies would not be in balance. However, by using intercompany
processing, you can create a table that generates the correct receivable and
payable entries to bring these companies into balance. The system
processes these balancing entries during posting, and the journal proof lists
the balancing components.

Intercompany processing can be carried out between companies that have

different base currencies.

Before you can use an intercompany table in journal processing, you must
complete the following tasks:

1 Activate intercompany processing in company controls

2 Authorize accounts to use intercompany processing

3 Create code values for intercompany tables and intercompany table groups

4 Set up account relationships in intercompany tables

You set up the specific accounting relationship between companies for which
you need to create intercompany transactions.

5 Authorize users to make intercompany entries in the Work with user security
controls option. For more information on this topic, refer to the “Performing
Supervisor Functions” chapter in the Infinium GL Guide to Controls.

Within journal processing, you specify the intercompany processing table.

Based on the relationships that you defined in the intercompany table,
Infinium GL automatically creates the journal entries needed to keep your
companies in balance.
 Overview of intercompany processing | 5-3

Intercompany example

In the example used throughout this chapter, Company 001 pays an

advertising bill for advertisements that were created for Company 002. You
make the entry to debit Company 002’s advertising expense and credit
Company 001’s accounts payable. Infinium GL automatically generates the
balancing entries based on controls that you previously defined.

Figure 5-1 illustrates entries that the user and the system make.

User entries

Company 002 Company 001

Advertising Expense Accounts Payable

50,000 50,000

Company 002 Company 001

Intercompany Payable to 001 Intercompany Receivable from 002

50,000 50,000

Figure 5-1: Intercompany Entries Example

The diagram in Figure 5-2 illustrates the tasks that you must perform to use
intercompany processing.
5-4 | Chapter 5 Using Intercompany Processing

In t e r c o m p a n y P r o c e s s i n g
O ve rvie w

P e r m it in te r c o m p a n y p r o c e s s in g a t
Com pany
c o m p a n y le v e l
C o n t r o ls

P e r m it in te r c o m p a n y p r o c e s s in g a t
C h a rt o f
a c c o u n t le v e l
A c c o u n ts

N a m e in te r c o m p a n y ta b le
C o d e V a lu e s

C r e a te in te r c o m p a n y ta b le to d e fin e
In t e r c o m p a n y
in te r c o m p a n y r e la tio n s h ip s
T a b le

A u th o r ize u s e r s to m a k e
A u t h o r iz e
in te r c o m p a n y e n tr ie s
U s e rs

U s e p r e d e fin e d in te r c o m p a n y ta b le to
J o u rn a l
c r e a te b a la n c in g e n tr ie s
P r o c e s s in g

Figure 5-2: Intercompany Processing Overview

Controls that affect intercompany processing

The controls that affect intercompany processing are as follows:

 Companies
 Chart of accounts
 Code values
 Overview of intercompany processing | 5-5

 Intercompany tables
 Intercompany groups

For more information on these controls, refer to the individual topic

explanations in this chapter of the guide.

Objectives

At the conclusion of this chapter of the guide, you should be familiar with the
following:

 Using extra pairs in an intercompany table

 Creating intercompany groups
5-6 | Chapter 5 Using Intercompany Processing

Activating intercompany processing in company

controls

Overview

As with most functions, before you can perform the processing tasks, you
must first set up controls that define the processing environment.

In Infinium GL’s intercompany processing module, the first control that you
must define is at the company level. You must enable intercompany
processing for each company that processes intercompany journal entries.

Steps to activate intercompany processing in company controls

To activate intercompany processing for a company, perform the following

steps:

1 From the main menu select Control File Functions.

2 Select Companies.

3 Select Work with company controls [WWCC]. The system displays the Work
with Company Controls prompt screen.

4 Specify the company to update in the Company field.

5 Press Enter. The system displays the Work with Company Controls selection
screen.

6 Select the Base data attribute. Specify 5 in the Opt column.

7 Press Enter. The system displays the screen shown in Figure 5-3.
 Activating intercompany processing in company controls | 5-7

Figure 5-3: Work With Company Controls Base Data screen

8 Specify yes in the Intercompany processing? field to allow intercompany

processing for this company.

Specify yes in this field for every company for which the system generates
intercompany transactions.

9 Press Enter. The system saves your entry and returns you to the Work With
Company Controls selection screen.

10 Exit this screen. The system returns you to the main menu.

After you specify at the company level to use intercompany processing, you
must authorize the accounts for that company to be used in intercompany
processing.
5-8 | Chapter 5 Using Intercompany Processing

Authorizing accounts to use intercompany

processing

Overview

All accounts that you use for intercompany entries must be authorized to do
so. You enable intercompany processing for an account in the chart of
accounts.

Steps to authorize accounts for intercompany processing

To authorize accounts for intercompany processing, perform the following

steps:

1 From the main menu select Control File Functions.

2 Select Chart of Accounts.

3 Select Work with chart of accounts [WWCOA]. The system displays a screen
similar to Figure 5-4.
 Authorizing accounts to use intercompany processing | 5-9

Figure 5-4: Work With Chart Of Accounts screen

Infinium GL verifies that you have permitted an account to be used in

intercompany processing.

4 Select the account. Specify 5 in the Op column.

5 Press Enter. The system copies the account information to the top portion of
the screen.

6 Set the Permit Intercompany? field to 1 to use an account in a journal in

which the account company differs from the journal company. Accounts in
which this field is set to 0 cannot be used in an intercompany processing
table or in an intercompany journal.

7 Press Enter. The system updates the account on the bottom portion of the
screen.

Note: To permit intercompany processing for large numbers of accounts, use

the Mass change chart of accounts option.

8 Exit this screen. The system returns you to the main menu.
5-10 | Chapter 5 Using Intercompany Processing

Creating intercompany table code values

Overview

Before you set up the intercompany relationships within a table, you must
create a code value or name for the intercompany table.

Once you have created the table names, you can then set up the specific
accounting relationship between companies for which you need to create
intercompany transactions. You define these relationships in an
intercompany account table.

Steps to create intercompany table code values

To create intercompany table code values, perform the following steps:

1 From the main menu select Control File Functions.

2 Select Codes.

3 Select Work with code values [WWCV]. The system displays the Work With
Code Values prompt screen.

4 Specify IAT in the Code type field and leave the Company field blank.

5 Specify the name of the intercompany table in the Code value field.

6 Press Enter. The system displays a screen similar to Figure 5-5.

 Creating intercompany table code values | 5-11

Figure 5-5: Work With Code Values screen

7 Specify a description for the intercompany table and whether or not it is

active.

1 The intercompany table is active.

0 The intercompany table is inactive.

8 Press Enter. The system saves the code value and returns you to the Work
With Code Values prompt screen.

9 Create an intercompany code value for each intercompany table you will
create.

After you establish the proper code values, you can begin defining the
intercompany tables that determine the pairs of companies and the
receivable and payable relationship of the accounts within those companies.
5-12 | Chapter 5 Using Intercompany Processing

Defining intercompany tables

Overview

In this step, you define the account relationships between each company that
you want to use to create intercompany entries. You set up these account
relationships in an intercompany table by defining intercompany pairs.

An intercompany pair consists of a source company and a target company.

The source company is the journal company; the target company is any other
company that is used within the intercompany journal.

Within the intercompany pair definition, you specify the intercompany

receivable account and the intercompany payable account to use for the
source company. In addition, you must specify the intercompany receivable
account and the intercompany payable account to use for the target
company. These are the accounts that Infinium GL uses when creating the
balancing entries between the source company and target company.

Intercompany processing table

Pair Account description

Source: 001 Company 001 Receivable from Company 002
Company 001 Payable to Company 002
Target: 002 Company 002 Receivable from Company 001
Company 002 Payable to Company 001

When creating a debit balancing entry, the system uses the receivable
account. When creating a credit balancing entry, the system uses the
payable account. If you prefer, you can use the same account for both the
receivable and payable entries.

Steps to define intercompany tables

To define intercompany tables, perform the following steps:

1 From the main menu select Control File Functions.

 Defining intercompany tables | 5-13

2 Select Intercompany Tables.

3 Select Work with intercompany tables [WWIT]. The system displays a screen
similar to Figure 5-6.

Figure 5-6: Work With Intercompany Tables prompt screen

4 Specify the name of the intercompany table in the Intercompany table field.

Note: You can work only with a table that you defined a code value for in the
Work with code values option.

To copy the information from one table into a new table, you can specify an
existing intercompany table in the Copy like table field. Otherwise, leave the
Copy like table field blank.

5 Press Enter. The system displays a screen similar to Figure 5-7.

5-14 | Chapter 5 Using Intercompany Processing

Figure 5-7: Work With Intercompany Tables selection screen

The purpose of this screen is to display or work with previously defined

intercompany pairs that are listed on the lower portion of the screen. You can
also create new intercompany pairs.

To delete an entire intercompany table, press F22. You cannot delete an

intercompany table that is attached to an input journal. Option 4 allows you to
delete individual intercompany pairs (relationships) within the table as long as
the table has not been used in a journal.

For more information on defining extra pairs, refer to the “Using extra pairs”
topic.

6 Press F6 to create an intercompany pair. The system displays a screen

similar to Figure 5-8.
 Defining intercompany tables | 5-15

Figure 5-8: Work With Intercompany Tables create pair screen

7 Use the following information to complete the fields on this screen:

Source company

Specify the source company in the Source company field. The source
company is the journal company.

Source receivable, Source payable

Specify the receivable and payable accounts for the source company.

Target company

Specify the target company in the Target company field. The target company
is any other company that is used within the intercompany journal.

Target receivable, Target payable

Specify the receivable and payable accounts for the target company.

Reverse pair?

To define the reciprocal relationship for this pair, specify 1 in the Reverse
pair? field. The reciprocal relationship allows you to use the table in a journal
where the journal company is the target company.
5-16 | Chapter 5 Using Intercompany Processing

8 Press Enter to create this intercompany pair. The system returns you to the
Work With Intercompany Tables selection screen shown in Figure 5-7.

9 Repeat steps 6 through 8 until you have created or modified all the
intercompany pairs for this table.

10 Exit this screen to return to the main menu.

After you define an intercompany table, you can use the intercompany table
in a journal.
 Using intercompany tables in journals | 5-17

Using intercompany tables in journals

Overview

Once you create an intercompany table, you can use it in journal processing.
You specify the intercompany table name on the journal header for Infinium
GL to use for the purpose of balancing your companies.

Within journal processing, you specify the intercompany processing table to

use. Based on the relationships that you defined in the intercompany table,
Infinium GL automatically creates the journal entries needed to keep your
companies in balance.

The table below illustrates the entries that Infinium GL creates to balance the
companies used in the example.

Journal company: 001 Input journal I/C table: Table001

User entries Balancing entries

Company Debit Credit Account Debit Credit

001 50,000 Company 001 50,000

Receivable
from Company
002
002 50,000 Company 002 50,000
Payable to
Company 001

Steps to use intercompany tables in journals

To use intercompany tables in journal processing, perform the following

steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

5-18 | Chapter 5 Using Intercompany Processing

3 Select Work with mass journal entry [WWMJE]. The system displays the
Work With Mass Journal Entry screen.

4 Press Enter to create a new batch. The system displays a window similar to
Figure 5-9.

Figure 5-9: Work with Autobatch window

5 Specify the name of the intercompany table that the system uses in the
Intercompany Table field. Be certain that the journal company exists as a
source company within the table you specify in this field or as the target
company in a table that has the Reverse pair? field set to 1.

You can also use the Work with journals option to create intercompany
journals.

6 Complete the remaining fields in this window as applicable for your batch.
For more information on the remaining fields, refer to the “Using Mass
Journal Entry” chapter of this guide.

7 Press Enter.

8 Specify accounts and amounts for the intercompany journal entry, provided
those companies exist in the intercompany table.

9 Press Enter for the system to validate the journal.

 Using intercompany tables in journals | 5-19

10 Press F17 to preview the balancing entries that the system generates when
you proof the journal.

11 Press Enter to return to the Work With Mass Journal Entry screen.

For more information on using mass journal entry, refer to the “Using Mass
Journal Entry” chapter of this guide.
5-20 | Chapter 5 Using Intercompany Processing

Using extra pairs

Overview

In addition to defining receivable and payable accounts for the source and
target companies, Infinium GL provides you with the option to define extra
pairs of offset accounts. These extra pairs are attached to the receivable
accounts for both the source and target companies.

If you set up extra pairs, when you use the intercompany table in journal
processing, the system automatically generates additional offsetting entries.

In this modified example, Company 003 is a holding company that is used to

recognize intercompany relationships between its subsidiary (Company 002)
and the parent company (Company 001).

The diagram in Figure 5-10 and the table that follows illustrate the
intercompany extra pairs example.
 Using extra pairs | 5-21

Intercompany Processing
Extra Pairs

Company 003
(holding company)

Company 001 Company 002

(parent company) (subsidiary company)

Figure 5-10: Extra Pairs Example

Intercompany processing table

Pair Account description Extra pairs

Source: 001 Company 001 Receivable from Company 002 Dr Company 003 Account A
Cr Company 003 Account B
Company 001 Payable to Company 002
Target: 002 Company 002 Receivable from Company 001 Dr Company 003 Account B
Cr Company 003 Account A
Company 002 Payable to Company 001

Steps to define extra pairs

1 From the main menu select Control File Functions.

2 Select Intercompany Tables.

5-22 | Chapter 5 Using Intercompany Processing

3 Select Work with intercompany tables [WWIT]. The system displays the Work
with Intercompany Tables prompt screen.

4 Specify the name of the intercompany table to work with in the Intercompany
table field.

5 Press Enter. The system displays the Work With Intercompany Tables
selection screen, which shows the intercompany relationships for this table.

6 Select the intercompany pair for which you want to define extra pairs (specify
5 in the Opt field).

7 Press Enter. The system displays a screen similar to Figure 5-11.

Figure 5-11: Work With Intercompany Tables extra pairs selection screen

8 Specify 5 in the Option field to select an extra pair to define or update.

Additional pairs exist behind the primary pair. While the system uses primary
pairs to balance the journal, the system uses the secondary pairs to make
additional entries. You can create up to eight sets of extra pairs.

9 Press Enter. The system displays a screen similar to Figure 5-12.

 Using extra pairs | 5-23

Figure 5-12: Work With Intercompany Tables extra pairs definition screen

10 Specify the offset accounts that the system debits and credits when a journal
contains the receivable account for the source company or the target
company. The amount that the system uses for the entry is from the
receivable of either the source or target company.

11 Press Enter. The system saves the extra pair and returns you to the Work
With Intercompany Tables extra pairs selection screen where you can create
or update another extra pair.

Note: The following table illustrates the entries that Infinium GL creates to
balance companies when you use extra pairs.

Journal company: 001 Journal entries I/C table: Table001XP

User entries Balancing entries Extra pairs

Co. Dr Cr Account Dr Cr Account Dr Cr

001 500 Co. 001 500 Co. 003 500
Receivable from Account A
Co. 002
Co. 003 500
Account B
002 500 Co. 002 Payable 500
to Co. 001
5-24 | Chapter 5 Using Intercompany Processing

Defining intercompany table groups

Overview

An intercompany table group includes one or more intercompany tables. You

use an intercompany table group for security purposes; once you define an
intercompany table group, you attach the group to a user profile. When using
intercompany processing, the user can access only the tables specified in the
intercompany table group.

Defining an intercompany table group is a two step procedure.

1 You must first create the code value (name) for the intercompany table group
(ITG) code type.

2 You then specify which intercompany tables to include in the intercompany

table group.

Steps to create intercompany table group code values

To create the code value or name for an intercompany table group, perform
the following steps:

1 From the main menu select Control File Functions.

2 Select Codes.

3 Select Work with code values [WWCV]. The system displays the Work With
Code Values prompt screen.

4 Specify ITG in the Code type field and leave the Company field blank.

5 Specify the name of the intercompany table group in the Code value field.

6 Press Enter. The system displays a screen similar to Figure 5-13.

 Defining intercompany table groups | 5-25

Figure 5-13: Work With Code Values screen

7 Specify a description for the intercompany table group and whether or not it
is active.

8 Press Enter. The system saves the code value and returns you to the Work
With Code Values prompt screen.

9 Exit this screen to return to the main menu.

Steps to include intercompany tables in an intercompany group

To include intercompany tables in a group, perform the following steps:

1 From the main menu select Control File Functions.

2 Select Groups.

3 Select Work with intercompany groups [WWIG]. The system displays a

screen similar to Figure 5-14.
5-26 | Chapter 5 Using Intercompany Processing

Figure 5-14: Work With Intercompany Groups prompt screen

4 Specify the intercompany table name in the Group name field. You can press
F4 to display a list of intercompany group values.

5 Press Enter. The system displays a screen similar to Figure 5-15.

Figure 5-15: Work With Intercompany Groups screen

 Defining intercompany table groups | 5-27

This screen displays the intercompany tables included in this group. To

remove a table from a group, specify 4 in the Opt field.

6 Press F23, the multi-select function key, to display a list of intercompany

tables.

7 Double click the tables to include in the group or specify 1 in the Opt field.

8 Press Enter. The system copies the tables into the intercompany group.

9 Exit this screen to return to the main menu.

After you create an intercompany table group, you attach the group to a user
profile. For more information on securing a user to an intercompany table
group, refer to the Infinium GL Guide to Controls.
5-28 | Chapter 5 Using Intercompany Processing

Notes
Chapter 6 Using Intracompany
Processing
6

This chapter includes information about using intracompany processing.

The chapter consists of the following topics:

Topic Page

Overview of intracompany processing 6-2

Defining intracompany processing controls 6-3
Using intracompany processing in Journal Processing 6-7
6-2 | Chapter 6 Using Intracompany Processing

Overview of intracompany processing

Intracompany processing supports divisional accounting within your

organization. You can use this feature to create a balanced set of books for a
unit within an Infinium GL company.

You establish intracompany processing by:

 Identifying the unit or account component for which the system performs
intracompany processing.
 Specifying the intracompany payable and receivable accounts that the
system uses to create balancing entries for each of the units in the
journal.
 Ensuring that a suspense account exists for the company. The system
uses the suspense account when the payable or receivable accounts are
invalid or inactive.
 Ensuring that a retained earnings account exists for the company. The
system uses the retained earnings account to create the balancing
entries for the year end journal.

Unlike intercompany processing, you do not need to define account

relationships in tables. You cannot perform intracompany processing if you
perform intercompany processing.

Note: If you use intracompany processing, the system maintains a net

receivable and a net payable amount for each unit. Therefore, you will not be
able to track the unit that the receivable or payable amount is due to or due
from. If you require this level of detail, you should use intercompany
processing.

Objectives

Upon completion of this chapter, you should be able to:

 Set up the proper controls to perform intracompany processing

 Create a journal that invokes intracompany processing
 Preview the balancing entries that the system generates during the proof
process
 Defining intracompany processing controls | 6-3

Defining intracompany processing controls

Overview

In company controls you define controls for intracompany processing. First,

you specify the unit or account component for which the system performs
intracompany processing, for example, the division component.

Next, you can choose to either create the balancing entries yourself or elect
for the system to automatically create the balancing entries. If you choose to
create the entries manually, the system does not automatically create the
entries, but still performs the edit and displays a message at journal entry
time. This message warns you if your books are out of balance for the
intracompany balancing component.

Steps to define intracompany processing controls

Only the fields that pertain to intracompany processing are discussed. For
more information on company controls, refer to Infinium GL Guide to
Controls.

To define intracompany processing controls, perform the following steps:

1 From the main menu select Control File Functions.

2 Select Companies.

3 Select Work with company controls [WWCC]. The system displays the Work
With Company Controls prompt screen.

4 Specify the company for which you want to implement intracompany

processing.

5 Press Enter. The system displays the Work With Company Controls selection
screen.

6 Select Intracompany controls.

6-4 | Chapter 6 Using Intracompany Processing

7 Specify 5 in the Opt field and press Enter. The system displays a screen
similar to Figure 6-1.

Figure 6-1: Work With Company Controls Intracompany Controls screen

Use this screen to:

 Determine whether the system generates intracompany balances for a

company.
 Specify the payable and receivable accounts that the system uses to
balance the intracompany units.

8 Use the following information to complete the fields on this screen:

Intracompany processing

You use this field to indicate whether the system performs intracompany
processing. In addition, this field specifies whether balancing entries are
created manually or automatically. Valid values for this field follow:

1 Do not perform any intracompany processing.

2 Perform intracompany processing manually. At journal

entry time the system displays a warning message if this
journal will cause your intracompany books to become out
of balance.
 Defining intracompany processing controls | 6-5

3 Perform intracompany processing and have the system

automatically create balancing entries.

Intracompany balancing component

Select the account component for which the system creates and maintains a
balanced set of books. All components, except the company component, are
available for selection.

Intracompany receivable and payable accounts

Specify the model receivable and payable accounts. When the system
performs intracompany balancing for the component you selected, it uses the
appropriate values needed to create the balancing entries.

For example, assume the balancing component is division.

At journal entry time the system subtotals the amounts you entered for each
division in the journal. For each division the system creates a single
balancing entry as needed.

If the system needs a debit to balance the division, it resolves the account to
use as follows:

 Uses the model intracompany receivable account as a basis

 Substitutes the division that is being balanced into the balancing
component

If the system needs a credit to balance the division, it resolves the account to
use as follows:

 Uses the model intracompany payable account as a basis

 Substitutes the division that is being balanced into the balancing
component

If the derived balancing account does not exist, the system creates it by
copying the attributes of the corresponding model account. You must
manually add model accounts to the chart of accounts.

Remaining fields
The intracompany suspense accounts and intracompany retained earnings
accounts default from the company’s base data. The system masks the
balancing components. These accounts are also model accounts.

If the suspense and retained earnings accounts do not exist, the system
creates them by copying the attributes of the corresponding model accounts.
You must manually add model accounts to the chart of accounts.
6-6 | Chapter 6 Using Intracompany Processing

If currency processing is enabled, the system displays the exchange

rounding account that you specified in the company’s currency controls and
masks the balancing component.

9 Press Enter twice, once to accept your changes and once to confirm your
changes. The system returns you to the selection screen where you can exit
the company or update another attribute.
 Using intracompany processing in Journal Processing | 6-7

Using intracompany processing in Journal

Processing

Overview

Depending on how you decide to implement intracompany processing in

company controls, the following occurs at journal entry:

 If you select option 2 for the intracompany processing method in

company controls, you must manually create balancing entries for each
unit. When you exit and save your journal, the system checks that the
units are balanced. If the units are not individually balanced, the system
generates a warning message but does not place the journal in error.
 If you select option 3 for the intracompany processing method in
company controls, the system automatically creates balancing entries
during the proof process for each unit that is not balanced.

You can view the intracompany balances for a unit of a company during the
journal entry process.

Entering an intracompany journal

The steps in this section are based on company controls that are set to have
the system automatically generate the intracompany balancing entries.

To enter an intracompany journal, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Work with mass journal entry [WWMJE]. The system displays the
Work With Mass Journal Entry screen.

4 Access an existing batch or create a new batch. For more information, refer
to the “Using mass journal entry” topic in this guide.

5 Specify the detail lines for the journal. The system displays a screen similar
to Figure 6-2.
6-8 | Chapter 6 Using Intracompany Processing

Figure 6-2: Work With Mass Journal Entry screen

6 Press F17. The system displays a window similar to Figure 6-3.

Figure 6-3: Intracompany Balancing Entries Display window

Because the intracompany processing controls for Company 007 are defined
to automatically create the balancing entries, you can preview the balancing
 Using intracompany processing in Journal Processing | 6-9

entries that the system will generate. The system actually creates the entries
during the proof process.

7 Press Enter. The system returns you to the Work With Mass Journal Entry
screen where you can save the journal.

Your next step

After you create the intracompany journal, you must proof and post it. The
proof report lists the balancing entries that the system created.

If the system needs to create balancing entries that use accounts that do not
exist, it creates the accounts. To create the new accounts, the system copies
the attributes from the model intracompany receivable account or
intracompany payable account specified in company controls.

If the system finds an invalid account and suspense posting is enabled, it

creates an entry to that division’s suspense account. The system resolves
which suspense account to use by substituting the invalid account’s division
into the model suspense account in company controls. If the derived
suspense account does not exist, the system creates the account by copying
the attributes of the model suspense account.
6-10 | Chapter 6 Using Intracompany Processing

Notes
Chapter 7 Using Transcoding
7

This chapter includes information on using transcoding.

The chapter consists of the following topics:

Topic Page

Overview of transcoding 7-2

Activating transcoding in entity controls 7-8
Setting up transcoding in company controls 7-11-
Defining account relationships 7-16
Creating transcoded journals 7-20
Transcoding posted journals 7-23
7-2 | Chapter 7 Using Transcoding

Overview of transcoding

Transcoding is the process that allows you to post financial information from
one or more companies to a single company that may or may not have a
different account structure. The system transcodes this information by
copying transactions from one or more companies to another company. This
allows you to use transcoding to maintain two sets of books for one
company.

You can use transcoding to perform:

 Legal, government or regulatory reporting

 Consolidation of several general ledger companies

The diagram in Figure 7-1 shows the different ways in which you can use
transcoding.
 Overview of transcoding | 7-3

Transcoding Examples

Legal Reporting

Management - 001 Legal - 004

004-1000
001-1001
001-1002
001-1003

Consolidation

GL - 001

001-1000-001
001-1000-002
Transcode - 004

004-1000

GL - 002

002-1000-001
002-1000-002

Period Mapping

001 004

Period 10 Period 1
1996 1995

Figure 7-1: Examples of Using Transcoding

7-4 | Chapter 7 Using Transcoding

Controls

In order to use transcoding, you must set up controls within entity controls,
company controls, and your chart of accounts.

To perform transcoding, you must set up two types of companies.

 GL company

A GL company is a company in which you enter your original journal

transactions. GL companies contain the highest level of detail.

 Transcoded company

A transcoded company is a company in which the financial information is

primarily obtained from one or more GL companies through the
transcoding process.

The GL and transcoded companies do not have to have the same account or
period structures and both companies can operate in a different accounting
year and period. Both companies must have the same number of periods and
at least one currency in common between their base and secondary
currencies.

After you define these controls, you must set up the specific account
relationships between the chart of accounts for the GL company and the
chart of accounts for the transcoded company.

Each account in the GL company references a corresponding account in the

transcoded company. A number of GL accounts can reference the same
account in the transcoded company.

Processing

At journal entry time you specify the journals you want to transcode. During
the accept process for the original journal, the system creates the transcoded
journal. Depending on the selections you make in entity controls and
company controls, the system performs one of the following:

 Creates the transcoded journal as an input journal

 Creates and automatically accepts the transcoded journal
 Creates and automatically accepts and posts the transcoded journal

Alternatively, if you do not want to transcode automatically, you have the

option to manually submit an accepted or posted GL journal for transcoding.
 Overview of transcoding | 7-5

Because a transcoded company is defined as a separate company in

Infinium GL, you can use a transcoded company in every function on the
system that accesses companies.

Transcoding example

In the example used in this guide, Company 001 and Company 002 are GL
companies that transcode journals to Company 004. In this case Company
004 is used for consolidation purposes.

The diagram shown in Figure 7-2 illustrates the controls and processing
steps you must perform to implement transcoding.
7-6 | Chapter 7 Using Transcoding

Transcoding Process

Assign transcoded company to GL company

Transcoded
GL Company
Company

Assign transcode accounts to GL accounts

Transcode
GL COA
Accounts

Enter GL Enter
Journal Journal

Submit Accept Submit Accept

No

Yes
Create
Auto
Transcode? Transcoded
Accept ?
Journal

No
Yes

Accept Accept

Post Post

Figure 7-2: Implementing Transcoding Flow

 Overview of transcoding | 7-7

Objectives

Upon completion of this chapter, you should be able to:

 Define criteria for setting up and using transcoding

 Set up transcoding criteria
 Create transcoded journals automatically
 Transcode previously posted journals
7-8 | Chapter 7 Using Transcoding

Activating transcoding in entity controls

Overview

Before you can use transcoding, you must first specify in entity controls that
you plan to use transcoding. Once transcoding is available at this level, you
can create transcoded companies and accounts as required.

Steps to activate transcoding in entity controls

To activate transcoding in entity controls, perform the following steps:

1 From the main menu select Control File Functions.

2 Select Entity.

3 Select Work with entity control [WWEC]. The system displays the Work With
Entity Control GL System Definition screen.

4 Select Transcoding controls.

5 Specify 5 in the Opt field and press Enter. The system displays a screen
similar Figure 7-3.
 Activating transcoding in entity controls | 7-9

Figure 7-3: Work With Entity Control Transcoding Controls screen

6 Use the following information to complete the fields on this screen:

Enable transcoding?

Specify yes in this field to allow transcoding in the system.

1 Transcoding is active.

0 Transcoding is inactive.

Post to transcoded suspense account?

Specify yes to use the suspense account for the transcoded company if an
error occurs when the system creates a transcoded journal.

Specify no to not use suspense posting when the system creates the
transcoded journal. When an error occurs with a transcoded account, the
system places the journal in error.

1 Uses the suspense account for the transcoded company if

an error occurs when the system creates a transcoded
journal.

0 Does not use suspense posting when the system creates

the transcoded journal.
7-10 | Chapter 7 Using Transcoding

Transcoded journal option

Select the option that you want the system to use when transcoding journals.
The valid values for this field follow:

0 Do not use transcoding.

1 Have the system automatically create transcoded journals

for the transcoded company. In order to change a
transcoded journal before it is accepted or posted, you
must select option 1. You must manually select these
transcoded journals to proof and post.

2 Have the system automatically create and accept

transcoded journals for the transcoded company. You
must manually select these transcoded journals to post.

3 Have the system automatically create, accept and post

transcoded journals for the transcoded company.

7 Press Enter. The system returns you to the GL System screen where you
can update another entity attribute or exit to the main menu.
 Setting up transcoding in company controls | 7-11

Setting up transcoding in company controls

Overview

After you have defined transcoding controls in entity controls, you must
further define transcoding in company controls.

Remember that you must set up two types of companies to use transcoding:
a GL company and a transcoded company.

You define each of these companies separately within company controls.

 GL Company

This is the company you will use to enter the original journals. Within the
company controls for the GL company, you specify the transcoded
company for which the system will create transcoded journals.

 Transcoded Company

This is the company for which the system creates transcoded journals.

After you define the transcoded and GL companies, you link them together.
The GL company and the transcoded company must have the same number
of accounting periods.

You cannot transcode from a transcode company.

The base or secondary currency of the GL company must match the base or
secondary currency of the transcoded company.

Steps to define a GL company

To define a GL company, perform the following steps:

1 From the main menu select Control File Functions.

2 Select Companies.
7-12 | Chapter 7 Using Transcoding

3 Select Work with company controls [WWCC]. The system displays the Work
With Company Controls prompt screen.

4 Specify the company for which you are defining transcoding controls.

5 Press Enter. The system displays the Work With Company Controls selection
screen.

6 Select Transcoding controls.

7 Specify 5 in the Opt field and press Enter. The system displays a screen
similar to Figure 7-4.

Figure 7-4: Work With Company Controls Transcoding Controls screen

You use this screen to define transcoding controls for either a GL company
or a transcoded company.

Once you have defined the company as either a GL company or a

transcoded company, the system displays only those fields that pertain to
that company type.

8 Use the following information to complete the fields on this screen:

Transcoded company?

To define a GL company, select GL company or specify 0 in this field.

 Setting up transcoding in company controls | 7-13

Transcode to company

The company you specify in this field must have the same number of
accounting periods as this GL company. However, the accounting periods do
not require the same structure.

The base or secondary currency of both the GL company and the transcode
company must match.

Relative transcoding period (or week)

You use this field if the GL company and the transcoded company have
different accounting years.

For example, January is Period 1 in Company 007, but in Company 009,

January is Period 4. For the system to transcode entries from Period 1 in
Company 007 to Period 4 in Company 009, you would specify +03 in this
field.

You can specify values from -13 to 13 in this field. To specify a negative
value, type a minus sign after the number (13-).

The system adds the value you specify in this field to the value of the current
period for the GL company. The system uses the resulting value to determine
the batch period for the transcoded journal.

If the accounting year for the GL company and the transcoded company are
the same, leave this field blank.

If weekly processing is enabled in entity controls, the system displays and

processes this field as Relative transcode week.

Transcoded journal information

You use the remainder of the fields on this screen to specify the source code,
reference and description that you want the system to use on the journal
header when creating transcoded journals.

If you leave the Transcoded journal source code, Transcoded journal

reference, and Transcoded journal description fields blank, the system
defaults these values from the original journal.

9 Press Enter. The system returns you to the selection screen where you can
exit the company or update another attribute.
7-14 | Chapter 7 Using Transcoding

Steps to define a transcoded company

To define a transcoded company, perform the following steps:

1 Complete steps one through seven in the “Steps to define a GL company”

section of this topic. The system displays a screen similar to Figure 7-5.

Figure 7-5: Work With Company Controls Transcoding Controls screen

2 Use the following information to complete the fields on this screen:

Transcoded company?

Specify yes in this field to define a transcoded company.

Purge transcoded journals?

You should specify yes in this field only if you do not require transaction
details in the transcoded company. If you specify yes in this field, the system
purges all of the transactions in the transcoded journals during the posting
process. The system maintains only balances for the transcoded company.

1 The system purges all of the transactions in the

transcoded journals during the posting process. The
system maintains only balances for the transcoded
company.
 Setting up transcoding in company controls | 7-15

0 The system does not purge all of the transactions in the

transcoded journals during the posting process.

Summarize transcoded journals?

If you specify yes in this field, the system consolidates multiple occurrences
of an account in a transcoded journal into one entry that contains the net
amount.

3 Press Enter. The system returns you to the selection screen where you can
exit the company or update another attribute.
7-16 | Chapter 7 Using Transcoding

Defining account relationships

Overview

After you have defined the company controls for both the GL company and
transcoded company, you can create the chart of accounts for each
company. The account structures for the GL and the transcoded company do
not have to be the same.

Next, you assign a transcode account to a GL company account for each

account that you want to transcode. You can assign the same transcode
account to several GL company accounts; however, you cannot assign
several transcode accounts to the same GL company account.

The diagram in Figure 7-6 shows the account relationships between two GL
companies and one transcoded company and how the system makes the
transcoded entry.
 Defining account relationships | 7-17

Transcoding
Account Relationships

GL - 001

Cash 1 $200
Cash 2 $300

Sales 1 <$200>
Sales 2 <$300> Transcode - 004

Cash $1000

Sales <$1000>

GL - 002

Cash 1 $100
Cash 2 $400

Sales 1 <$100>
Sales 2 <$400>

Figure 7-6: Transcoding Account Relationships

Steps to define account relationships

To define account relationships, perform the following steps:

1 From the main menu select Control File Functions.

2 Select Chart of Accounts.

7-18 | Chapter 7 Using Transcoding

3 Select Work with chart of accounts [WWCOA]. The system displays a screen
similar to Figure 7-7.

Figure 7-7: Work With Chart Of Accounts screen

4 Select a GL company’s account to update.

5 Specify 5 in the Opt field and press Enter. The system copies the account
information to the top of the screen.

6 Specify the transcode account in the Transcode acct field that you are
assigning to the GL account that you are updating. The GL company account
and the transcoded company account must be compatible in the following
areas:

 Account use

For example, if the GL company account is monetary, the transcode

account you assign must have an account use of either monetary or both.
If the GL company account is both, the transcode account must also be
both.

 Currency

If a GL company account is denominated in a foreign currency, the

corresponding transcode account must be denominated either in the
same foreign currency, base currency or secondary currency of the
transcoded company.
 Defining account relationships | 7-19

Note: You must create the transcode account before you can assign it to a
GL company account.

7 Press Enter. The system updates the account.

8 Continue to assign account relationships or exit to the main menu.

Note: You can use the Mass change chart of accounts option to assign the
same transcode account to multiple GL company accounts.
7-20 | Chapter 7 Using Transcoding

Creating transcoded journals

Overview

Within journal entry you specify on the journal header whether you want the
system to create transcoded journals from the journal you are entering. You
can use either the Work with journals option or the Work with mass journal
entry option.

Steps to create transcoded journals

To create transcoded journals, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Work with mass journal entry [WWMJE]. The system displays the
Work With Mass Journal Entry screen.

4 Press Enter to create a new batch. The system displays a screen similar to 7-
8.
 Creating transcoded journals | 7-21

Figure 7-8: Work with Autobatch window

You can indicate whether you want to create a transcoded journal from either
the Autobatch window or the Journal Header window.

5 Specify yes in the Transcode? field to create transcoded journals in this

batch. All journals you create within this batch will automatically have the
Transcode? field set to yes. To create non-transcoded journals in this batch,
you must change this field to no on the journal header of those journals. If
you have transcoding enabled for this company, the system defaults to yes.

The system creates the transcoded journal when the journal is accepted.

6 Press Enter. The system saves the batch and journal header and returns you
to the Work With Mass Journal Entry screen where you can enter your
journals.

After you create your journals, you must proof and post them. One of the
following occurs when you submit a batch containing GL journals marked for
transcoding for accept and/or post:

 If the Transcoded journal field in entity controls is set to 1, the system

creates journals for the transcoded company. You must manually accept
and post these journals.
 If the Transcoded journal field in entity controls is set to 2, the system
creates journals for the transcoded company and automatically accepts
them. You must manually post the journals.
7-22 | Chapter 7 Using Transcoding

 If the Transcoded journal field in entity controls is set to 3, the system

automatically creates, accepts, and posts journals for the transcoded
company.

If the system automatically accepts and posts transcoded batches, the

transactions will be purged if the Purge transcoded batches? field in
company controls is set to 1.
 Transcoding posted journals | 7-23

Transcoding posted journals

Overview

Infinium GL provides you with the ability to transcode journals that have been
previously posted to the GL company but not automatically transcoded. This
option is useful at month end to ensure that all journals have been
transcoded.

Steps to transcode posted journals

To transcode posted journals, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Posting.

3 Select Transcode journals [TJ]. The system displays a screen similar to

Figure 7-9.
7-24 | Chapter 7 Using Transcoding

Figure 7-9: Transcode Journals screen 1

4 Specify the search criteria for the posted journals to transcode. You must
specify values in the Company, Year, Period, and Journal type fields.

Infinium GL ensures a journal is transcoded only once.

5 Press Enter. The system displays a screen similar to Figure 7-10.

 Transcoding posted journals | 7-25

Figure 7-10: Transcode Journals screen 2

6 Select the journals to transcode.

The system calculated the transcoded year and period on this screen using
the value from the Relative transcoding period field. You can modify this as
necessary.

7 Press Enter. The system displays a confirmation screen.

8 Press Enter to confirm the selections that you made. The system transcodes
the journals and returns you to the main menu.

If the journal contains non-transcoded accounts, the journal will not be in

proof. You must update the journal to resolve any errors. If you want to post
the journal without adding the offsetting transcode accounts, enter the journal
as is. If you want to offset the non-transcoded accounts, enter the
appropriate additional lines to the journal.

You can press F12 to cancel this screen.

7-26 | Chapter 7 Using Transcoding

Notes
Chapter 8 Using Allocation Processing
8

This chapter includes information about using allocation processing.

The chapter consists of the following topics:

Topic Page

Overview of allocation processing 8-2

Establishing allocation posting controls 8-4
Defining the origin 8-6
Defining the ratio 8-13
Defining the target 8-20
Defining the set 8-28
Submitting the allocation 8-33
Printing allocation information 8-38
8-2 | Chapter 8 Using Allocation Processing

Overview of allocation processing

You use allocation processing to allocate or distribute expenses to different

profit centers in your organization. You can generate a journal entry through
allocation processing to update actual amounts or budget amounts.

For every allocation you must establish an origin, ratio, target, and set as
follows:

1 Determine the amount to allocate (Origin).

2 Define the distribution of the origin amount (Ratio).

3 Determine the accounts to which the amounts will be distributed (Target).

4 Link the origin to the ratio and target (Set).

For every origin, ratio and target, you define control and detail information.

Control information specifies the type of accounts that can be included in the
detail information. In addition, the control information designates the year and
period for balances used to calculate the origin and ratio.

The detail information specifies the amount to allocate (origin), how to

allocate the amount (ratio) and which accounts to use in the allocation entries
(target).

Once you have established the above controls, you can then create the
allocation journal. Depending on the allocation posting controls that you
select in entity controls, the system performs one of the following when
creating allocation input journals:

 Creates the journal only; does not automatically perform an accept or

post
 Creates and automatically accepts the journal
 Creates, accepts and posts the journal

Allocation example

The example in this chapter illustrates the creation of an allocation journal

that allocates MIS expenses to other departments based on fixed
percentages.
 Printing allocation information | 8-3

The diagram in Figure 8-1 illustrates the creation of the allocation origin,
ratio, target, and set.

Infinium GL Allocation Processing

Origin X Ratio = Target = Sequence

Amount Joining of Origin,

Account Balances Destination
to be Ratio & Target
or and
Allocated
Percentages Offset Accounts

One Sequence
Set =
or
Multiple Sequences

Figure 8-1: Infinium GL Allocation Processing

Objectives

Upon completion of this chapter, you should be able to:

 Define origin information

 Create ratio information
 Set up target information
 Specify set information
 Submit the allocation
 Understand the allocation controls in entity controls
8-4 | Chapter 8 Using Allocation Processing

Establishing allocation posting controls

Overview

In entity controls you establish controls that determine how the system
handles the posting of allocation journals.

Steps to establish allocation posting controls

To establish allocation posting controls, perform the following steps:

1 From the main menu select Control File Functions.

2 Select Entity.

3 Select Work with entity control [WWEC]. The system displays the Work With
Entity Control GL System Definition screen.

4 Select Allocation controls.

5 Specify 5 in the Opt field and press Enter. The system displays a screen
similar to Figure 8-2.
 Printing allocation information | 8-5

Figure 8-2: Work With Entity Control Allocation Controls screen

6 Indicate whether the system automatically accepts and/or automatically posts

allocation journals.

1 Automatically accepts and/or automatically posts

allocation journals.

0 Does not automatically accept and/or automatically post

allocation journals.

If you specify no in both fields on this screen, the system only creates the
allocation journal. The system does not accept or post the allocation journal.

If you specify yes in both fields, when you submit the allocation for
processing, the system automatically accepts and posts the allocation
journal.

When you are testing your allocations, set these fields to no to prevent
incorrect posting to your accounts.

7 Press Enter. The system updates allocation controls and returns you to the
GL System Definition screen where you can update another entity attribute or
exit.
8-6 | Chapter 8 Using Allocation Processing

Defining the origin

Overview

You define the origin by setting up control and detail information. The control
information designates the following:

 Company or reporting company

 Year and periods that the system uses to obtain balances
 Account use: monetary or statistical
 Budget or actual balances

When defining the origin detail, you determine what amount or account
balances to allocate.

As you will see, you can use any origin with any ratio.

You can create allocations based on any combination of the following:

 Individual account balance

 Total balance of account range
 Total balance of account mask
 Chart of reporting balance
 Budget account balances
 Fixed amounts

Once you specify the amounts to use, the system totals those amounts and
uses that total as the origin (the amount to be allocated).

The diagram in Figure 8-3 illustrates the information contained in the origin
controls and details.
 Printing allocation information | 8-7

The Origin: What amounts?

Company or Reporting Company

Origin Control Year/Period System Uses to Obtain Balances

Monetary or Statistical

Budget or Actual Balances

Individual Account

Origin Detail Account Mask

Account Range

Chart of Reporting

Budget Balances

Figure 8-3: Origin Controls and Details

Steps to define the origin

To define the origin, perform the following steps:

1 From the main menu select Allocation Processing.

2 Select Work with origin [WWO]. The system displays a screen similar to
Figure 8-4.
8-8 | Chapter 8 Using Allocation Processing

Figure 8-4: Work With Origin prompt screen

3 Specify the name of the origin in the Origin id field.

You can also create the origin by copying from an existing origin.

4 Press Enter. The system displays a screen similar to Figure 8-5.

 Printing allocation information | 8-9

Figure 8-5: Work With Origin - Origin Control screen

5 Use the following information to complete the fields on this screen:

Company and Reporting company

You must specify a company or a reporting company.

If you specify a company, you are not restricted to only accounts in the
company you specified.

If you specify a reporting company, you are restricted to all of the companies
in the reporting company.

Currency

Specify the currency of the balances to retrieve when calculating the origin
amount. The system displays this field only if the Enable currency
processing? field is enabled in entity controls.

For more information on currency processing, refer to the Infinium GL Guide

to Currency Processing.

Year and Period - From/To

You can specify the year and periods from which the system obtains
balances. If you specify a company in the Company field and leave the Year
and Period From/To fields blank, the system uses the current year and period
8-10 | Chapter 8 Using Allocation Processing

from company controls for both the From and To fields when you submit the
allocation.

Budget code

To allocate amounts based on a budget, specify a Budget code; otherwise,

the system uses actual amounts.

6 Press Enter. The system displays a screen similar to Figure 8-6.

Figure 8-6: Work With Origin - Origin Detail screen

Defining origin details

Use this screen to create, display, or modify detail items of the origin. The
information displayed in the bottom half of this screen differs depending on
whether the origin is based on a chart of reporting company or a GL
company.

You can specify an account in the Loc field and press F5 to locate items that
are listed in the lower half of the screen.

If you select an existing detail item by typing 8 in the Opt field and pressing
Enter, the system displays the accounts within that mask.

7 Press F6 to create a new detail item or select an existing detail. Specify 5 in

the Opt field and press Enter. The system displays a screen similar to Figure
8-7.
 Printing allocation information | 8-11

Figure 8-7: Work With Origin create screen

Defining chart of reporting

If you specified a chart of reporting company on the origin’s controls, this

screen displays different fields. You must specify the chart of reporting
component and summarization component to use for the reporting balances.

Defining accounts

Use this screen to define the accounts or amounts to be allocated. You can
specify amounts from any of the following:

 Single account
 Account mask
 Account range
 Fixed amount

8 Use the following information to complete the fields on this screen:

Account - from/mask and To

You can specify either a single account, account mask, or a range of

accounts.
8-12 | Chapter 8 Using Allocation Processing

If you are using an account mask, specify the masked expression in normal
sequence order, even if you are using an alternate sequence to resolve the
masked expression.

Company masked?

If you specify 1 in this field, the system selects all companies that have the
same account structure as the account that you specified in the previous two
fields. If you specify 0, the system selects only the accounts of the company
entered.

Account mask alternate sequence

If you are using an account mask, and you have an alternate sequence that
reorders the components so that the masked components are to the right,
specify that alternate sequence in this field. This results in quicker account
resolution. For example, if division is masked and this is your second
component, typing an alternate sequence here that reorders division to be
your third or greater component results in quicker account resolution.

Restrict to Company group

You can restrict the accounts to those belonging to the companies within a
company group. To use a company group, you must set the Company
masked? field to 1.

Origin amount

If you did not specify an account, account range, or mask, you must specify a
fixed amount.

9 Press Enter. The system returns you to the Origin Detail screen and displays
the new or updated line at the bottom of the screen.

10 Repeat steps seven through nine to add or update additional detail lines as
needed.

11 Press F16 to save the detail lines. The system returns you to the prompt
screen.
 Printing allocation information | 8-13

Defining the ratio

Overview

The ratio determines the distribution of the origin. Once you define the
amounts in the origin to allocate, the ratio allows you to define how to
allocate those amounts.

As you learned in setting up the origin, control and detail information must be
set up in order to define the ratio. The control information designates the
following:

 Company
 Year and periods that the system uses to obtain balances
 Account use: monetary or statistical
 Budget or actual balances
 Absolute value

You can divide the origin amount using any, several, or all of the following:

 Total balance of an account mask

 Single account balance
 Percentages

For example, a series of expense accounts make up the origin total and you
want to apply the total expense based on balances in various profit centers.
To do this, you express each profit center’s balances as a percentage of the
total profit. The system uses these percentages to allocate the origin total.

The diagram in Figure 8-8 illustrates the information contained in the ratio
controls and details.
8-14 | Chapter 8 Using Allocation Processing

The Ratio: How to distribute the origin?

Company

Ratio Control Year/Period System Uses to Obtain Balances

Monetary or Statistical

Budget or Actual Balances

Account Mask

Ratio Individual Account

Detail
Percentage

Figure 8-8: Ratio Controls and Details

Steps to define the ratio

To define the ratio, perform the following steps:

1 From the main menu select Allocation Processing.

2 Select Work with ratio [WWR]. The system displays a screen similar to Figure
8-9.
 Printing allocation information | 8-15

Figure 8-9: Work With Ratio prompt screen

3 Specify the name of the ratio in the Ratio id field.

You can also create a ratio by copying an existing ratio.

4 Press Enter. The system displays a screen similar to Figure 8-10.

8-16 | Chapter 8 Using Allocation Processing

Figure 8-10: Work With Ratio - Ratio Control screen

5 Use the following information to complete the fields on this screen:

Company

You must specify a company.

Year and Period - From/To

You can specify the year and periods from which the system will obtain
balances. If you specify a company in the Company field and leave the Year
and Period - From/To fields blank, the system uses the current year and
period from company controls for both the From and To fields when you
submit the allocation.

Budget code

To allocate amounts based on a budget, specify a Budget code; otherwise,

the system uses actual amounts.

Absolute value ratio?

To calculate the denominator of the ratio using its absolute value, specify yes
in this field; otherwise, specify no.

6 Press Enter. The system displays a screen similar to Figure 8-11.

 Printing allocation information | 8-17

Figure 8-11: Work With Ratio - Ratio Detail screen

Defining ratio details

Use this screen to create, display, or modify detail items of the ratio.

You can specify an account in the Locate account field and press F5 to
locate items that are listed in the lower half of the screen.

If you select an existing detail item that contains a mask with 8 and press
Enter, the system displays the accounts within that mask.

7 Press F6 to create a new detail item or select an existing detail item. Specify
5 in the Option field and press Enter. The system displays a screen similar to
Figure 8-12.
8-18 | Chapter 8 Using Allocation Processing

Figure 8-12: Work With Ratio create screen

Distributing the origin amount

Use this screen to define how to distribute the origin amount.

You can specify the ratio distribution based on balances from any
combination of the following:

 Single account
 Account mask
 Fixed percentage not greater than 100

8 Specify an account, account mask, or percentage.

Infinium GL calculates the distribution in the following ways:

 If you specify only a percentage, the system uses that percentage as the
ratio.
 If you specify only single account numbers and account masks, the
system:
 Totals the account balances for all detail items (every account mask or
single account specified) and uses that total amount as the denominator.
 Totals the account balances for each individual detail item (each account
mask or single account) and uses that total as the numerator.
 Printing allocation information | 8-19

 If you specify account numbers or account masks and a fixed

percentage, the system calculates the distribution using the following
steps:

a Infinium GL performs all of the fixed percentage calculations based on

the entire origin.

b The system calculates the remainder of the distribution, that is, the origin
less the amounts calculated in the previous step, as follows:

 The system totals the account balances for all detail items (every
account mask or single account specified) and uses that total amount
as the denominator.
 The system totals the account balances for each individual detail item
(each account mask or single account) and uses that total as the
numerator.

The following table illustrates how the system resolves the ratio when you
have three ratio detail items, of which one is a fixed percentage and two are
account masks. In this example the origin amount is $100.

Variable ratio resolution

Ratio detail item Ratio resolution Target

10% .10 * $100 = $10 $10
Mask 1 = $15 15/45 *$90 = $30 $30
Mask 2 = $30 30/45 * $90 = $60 $60

9 Press Enter. The system returns you to the Ratio Detail screen and displays
the new or updated line at the bottom of the screen.

10 Repeat steps seven through nine to add or update additional detail lines as
needed.

11 Press F16 to save the detail lines. The system returns you to the prompt
screen.
8-20 | Chapter 8 Using Allocation Processing

Defining the target

Overview

The target specifies the accounts for which the allocation journal entries are
created. You attach a ratio, how the amount is to be allocated, to the target.
You can attach one ratio to more than one target, but a target can have only
one ratio.

Because the target is based on a specific ratio, there is a one-to-one

correspondence between the accounts and/or percentages set up in the ratio
definition and those used in the target definition.

Before you can set up detail information for the target, you must set up the
target control information. Infinium GL uses the target control information
when you create an allocation journal. This information includes:

 Journal company
 Year and period for the batch
 Journal source
 Journal reference
 Budget code
 Account use: monetary or statistical
 Offset information
 Corresponding ratio

In setting up the detail information, the system copies the items from the
ratio. You update each ratio item with a target account. The system creates
the journal entries from the accounts you enter.

The diagram in Figure 8-13 illustrates the information contained in the target
controls and details.
 Printing allocation information | 8-21

The Target: To which accounts?

Journal Company

Target Control Batch Year/Period

Journal Source

Journal Reference

Monetary or Statistical

Offset Information

Based on Ratio

Individual Account

Target Detail Account Mask

Offset Account

Figure 8-13: Target Controls and Details

Steps to define the target

To define a target, perform the following steps:

1 From the main menu select Allocation Processing.

2 Select Work with target [WWT]. The system displays a screen similar to
Figure 8-14.
8-22 | Chapter 8 Using Allocation Processing

Figure 8-14: Work With Target prompt screen

3 Specify the name of the target in the Target id field.

You can also create the target by copying an existing target.

4 Press Enter. The system displays a screen similar to Figure 8-15.

 Printing allocation information | 8-23

Figure 8-15: Work With Target - Target Control screen

The system uses the following fields to create the journal header for the
allocation journal:

 Company
 Year and period
 Journal source code
 Journal reference
 Journal type
 Intercompany table
 Auto accrual?
 Single ledger journal? This field indicates whether the system converts
amounts between base and secondary currencies.

5 Use the following information to complete the remaining fields on this screen:

Budget code

To create a budget journal, specify a budget code in this field. The system
posts the allocation to the budget you specify.
8-24 | Chapter 8 Using Allocation Processing

Offset account

You must specify an account to use as the offset account for the allocation
journal if the journal is monetary. You can leave this field blank for statistical
and/or budget targets.

When the allocation is processed, the system uses the offset account on the
target to balance the journal. If this field is blank, then the system does not
generate an offset.

Offset booked

You have the option of booking the offset in summary or detail.

 Summary

If you choose to book the offset amount in summary, the system uses the
account you specified in the Offset account field to book the net amount
as an offset.

You cannot override the offset account within the target detail if you are
booking in summary.

 Detail

If you choose to use multiple offset accounts, you must book in detail.

For every unique offset account, the system calculates and books the net
offsetting balance.

If you are booking in detail, you can override the default offset account for
each entry in the target detail. If you do not override the offset account,
the default offset account is the account you specified in the Offset
account field.

Based on ratio id

You can use a target with only one ratio. You specify the ratio to use for the
target you are defining. The system then links the target to the ratio you
specified.

6 Press Enter. The system displays a screen similar to Figure 8-16.

 Printing allocation information | 8-25

Figure 8-16: Work With Target - Target Detail screen

Updating target details

Because the target is linked to a specific ratio, the system displays the ratio
items that you previously defined.

7 Select each item to specify a target account for the item that you defined in
the corresponding ratio.

8 Press Enter. The system displays a screen similar to Figure 8-17.

8-26 | Chapter 8 Using Allocation Processing

Figure 8-17: Work With Target account screen

9 Specify an account or mask in the Account number/mask field as described

below.

If you selected the summary option for the offset account, specify only the
account to which you want to post the amount. The system uses the offset
account that you specified on the Target Control screen.

If you selected the detail option for the offset account, you can specify both
the:

 Account to which you want to post the amount

 Offset account if it is different from the default offset account you
specified on the Target Control screen

Note: The Offset account field displays only if you select to offset in detail
on the Target Control screen.

If you specified a mask in both the ratio and the target, the same number of
accounts that fall within the masked expression must be in the ratio and
target. The system matches the masked field in each to identify the ratio
percentage for each target account.

10 Press Enter. The system returns to the Target Detail screen and displays the
updated line at the bottom of the screen.

11 Repeat steps seven through nine to update additional detail lines.

 Printing allocation information | 8-27

12 Press F16 to save the detail lines. The system returns you to the prompt
screen.
8-28 | Chapter 8 Using Allocation Processing

Defining the set

Overview

Once you have defined the control and detail information for the origin, ratio
and target, you must link the three pieces together to create your allocation
journal. Because Infinium GL provides you with the ability to use an origin
with a ratio/target combination, you group an origin with a target. These
groupings are called sequences.

You do not specify the ratio because every target is already linked to a
specific ratio.

You can define multiple allocation journals to be generated within one set by
defining multiple sequences. Each grouping or combination is assigned a
sequence number that determines the order in which the system processes
combinations within the set. Sequences can be dependent on a previous
sequence; that is, one sequence number cannot run until the sequence on
which it is dependent has successfully completed.

When you submit a set for processing, you can have the system produce
audit reports that list the accounts and balances contained in an origin, ratio,
and target.

Steps to define the set

To define the set, perform the following sets:

1 From the main menu select Allocation Processing.

2 Select Work with set [WWS]. The system displays a screen similar to Figure
8-18.
 Printing allocation information | 8-29

Figure 8-18: Work With Set prompt screen

3 Specify the name of the set in the Set ID field.

You can also create a set by copying an existing set.

4 Press Enter. The system displays a screen similar to Figure 8-19.

8-30 | Chapter 8 Using Allocation Processing

Figure 8-19: Work With Set sequence selection screen

Defining sequences in a set

This screen displays all of the sequences defined in this set. Each sequence
represents one allocation journal. You can define several allocation journals
in each set by creating several sequences.

5 Press F6 to create a sequence or select an existing sequence to update and

press Enter. The system displays a screen similar to Figure 8-20.
 Printing allocation information | 8-31

Figure 8-20: Work With Set create sequence screen

6 Use the following information to complete the fields on this screen:

Sequence

The Sequence field groups an origin, ratio and target together to create an
allocation journal. You can specify a number in the Sequence field or you can
use the system default. The system uses the sequence number to determine
the order in which to create the allocations. When you submit the set or
sequences, the system runs each sequence in numerical order.

Origin ID and Target ID

Specify the origin and target that you want to use to create the allocation
journal. Because the ratio is linked directly to a specific target, Infinium GL
retrieves and displays the corresponding ratio when you press Enter.

Depends on Sequence

Use this field to specify the sequence that must successfully complete before
the system executes this sequence. This field defaults to the previous
sequence you defined in the set.

If the results of the sequence you are defining are independent from the
results of previous sequences in the set, specify 0000 in this field. This
ensures that if the previous sequence contains an error, the system
continues processing other sequences that are not dependent on the set that
contains an error.
8-32 | Chapter 8 Using Allocation Processing

Note: To use the Depends on Sequence feature, you must enable the
Automatic accept allocation journal? and Automatic post allocation journal?
fields in entity controls.

7 Press Enter. The system returns you to the Sequence Selection screen and
displays the new or updated sequence at the bottom of the screen.

8 Repeat steps five through seven to add or update additional sequences as

needed.

9 Press F16 to save the sequences. The system returns you to the prompt
screen.
 Printing allocation information | 8-33

Submitting the allocation

Overview

After you have defined a set, you can then submit the entire set or individual
sequences within the set to create input journals or budget journals.

Determining sequences eligible for submission

You use the Successful Completion flag in the Allocation Set Definition
record, GLPSD, for each sequence in the Set ID, along with the
dependencies defined for the Set ID, to determine which sequences are
eligible for processing in an allocation submission run.

The Successful Completion flag is set to 0 for all sequences in a Set ID when
all sequences have been processed successfully. This can include any
combination of dependent and independent sequences. The Successful
Completion flag is also set to 0 when a Set ID with no dependencies within its
definition is submitted, regardless of whether all sequences are processed
successfully. The next time that the Set ID is submitted, all sequences are
processed again. This is true whether the Create Allocation Journal
(GLGAJR) step is completed successfully for each sequence.

However, when a Set ID with dependencies within its definition is submitted

and one of the sequences upon which another sequence is dependent fails,
processing stops for the Set ID and no sequences after the dependent
sequence are processed for this submission run. When this happens, the
Successful Completion flag is set to one of two values for each sequence:

1 For any sequences that were processed successfully

0 For those sequences not processed, including the one for

which the processing failed

The next time this Set ID is submitted, only those sequences set to 0 are
processed and the sequences set to 1 are skipped. Any independent
sequences are also processed if dependencies are found for sequences with
a Successful Completion flag set to 0. If all sequences are completed
successfully, the Successful Completion flag is set to 0 for all sequences.
The next time the Set ID is submitted, all sequences are once again
processed.
8-34 | Chapter 8 Using Allocation Processing

Until all sequences for a specific Set ID are successfully processed , that is,
where the Successful Completion flag is set to 0, only those sequences that
have not yet been processed successfully are processed when the Set ID is
submitted.

The last submitted date/time and last completed date/time are not used in
determining which sequences are processed. They reflect when each
sequence in a Set ID is submitted for processing and when each sequence is
completed successfully. Whenever a sequence is processed, either
submitted individually or included in a submission for a Set ID, the last
submitted date and time are updated.

Only when a sequence is successfully processed is the last completed

date/time updated.

Steps to submit the allocation

To submit the allocation, perform the following steps:

1 From the main menu select Allocation Processing.

2 Select Submit allocation [SA]. The system displays a screen similar to Figure
8-21.

Figure 8-21: Submit Allocation set selection screen

 Printing allocation information | 8-35

3 Select an allocation set to display sequences within the set from which you
can select particular sequences for processing. Specify 8 in the Option field
and press Enter. The system displays a screen similar to Figure 8-22.

You can also select an allocation set to submit the entire set for processing.
Specify 1 in the Option field and press Enter. The system displays the
Allocation Submitter window as shown in Figure 8-23.

Figure 8-22: Submit Allocation sequence selection screen

4 To select individual sequences for processing, specify 1 in the Opt field and
press Enter.

If you select a sequence that depends on the successful completion of prior

sequences, the system automatically includes those sequences in the
submission and processes them first.

5 Press Enter. The system displays a window similar to Figure 8-23.

8-36 | Chapter 8 Using Allocation Processing

Figure 8-23: Allocation submitter window

6 Use the following information to complete the fields on this screen:

Create allocation journal

Indicate whether you want the system to create the journal or just print
reports.

You can print an audit report only if you set this field to 1. To print only a
proof report, you must specify 0 in this field.

Print audit report

Indicate whether the system prints an audit report. The audit report lists the
control information defined for the allocation, the accounts and balances for
the origin, and the accounts and amounts for the ratio.

If you set up entity controls to automatically accept or accept and post

allocation journals, you will not be able to verify the audit report before the
system posts the journal.

Print proof report

Indicate whether the system prints a proof report. The proof report lists the
origin, ratio, and target for each sequence submitted. The report also lists
any errors associated with the allocation.

7 Press Enter. The system displays a screen similar to Figure 8-24.

 Printing allocation information | 8-37

Figure 8-24: Submit Allocation confirmation screen

8 Press Enter to confirm your selections. Otherwise press F12 to cancel.

If the Post to suspense? field is not activated in entity controls and the
system stops processing due to an error, such as an invalid account, you can
resubmit your selection after correcting the error. The system continues
processing from the point at which the processing stopped.
8-38 | Chapter 8 Using Allocation Processing

Printing allocation information

Overview

Infinium GL allows you to print both control and detail information for the
origin, ratio, and target. You can use the reports to ensure that the
information you set up for an allocation is correct before you create or submit
an allocation set.

Steps to print allocation information

Because printing allocation information is very similar for the origin, ratio, and
target, this section describes the steps for printing only the target.

To print a target definition, perform the following steps:

1 From the main menu select Allocation Processing.

2 Select Print target [PT]. The system displays a screen similar to Figure 8-25.
 Printing allocation information | 8-39

Figure 8-25: Print target screen

3 Specify the name of the target you want to print in the Target ID field;
otherwise, leave this field blank to receive a report that includes all targets.

4 Press Enter. The system submits the report and returns you to the main
menu.
8-40 | Chapter 8 Using Allocation Processing

Notes
Chapter 9 Performing Year End
Processing
9

This chapter includes information about using year end processing.

The chapter consists of the following topics:

Topic Page

Overview of year end processing 9-2

Creating year end closing journals 9-4
Updating year end closing journals 9-7
Proofing and printing year end closing journals 9-10
Posting year end closing journals and closing the year 9-13
9-2 | Chapter 9 Performing Year End Processing

Overview of year end processing

The purpose of the year end processing task is to create, update, proof and
post your year end closing journals to close the year. You perform monetary
and statistical year end closes separately.

Infinium GL performs the following:

 Creates year end journal entries that set the income and expense
account balances to zero
 Updates the retained earnings account balance for monetary journals
only to post the net income (loss) for each company
 Rolls forward the asset and liability account balances to the next year

To ensure that the system rolls the account balances, you must use the
options within the Year End Processing menu to generate and post the year
end closing journals.

Infinium GL allows you to keep more than one year active at a time. That is,
you can work in one year without having closed the previous year. However,
the year that you are working in contains starting balances for only those
accounts that have had activity in that year. Therefore, to have starting
balances rolled forward from the previous year, you should close the
previous year.

You can close more than once. Infinium GL does not have a hard close in
year end processing. To make adjustments, you can run year end processing
more than once to reflect those adjustments as long as you make the current
year consistent with the year that you are closing.

Perform the following tasks in the order listed to close the year:

1 Create the year end closing journal

2 Update the year end closing journal (optional)

3 Proof the year end closing journal (optional)

4 Set the next accounting year to active

5 Post the year end closing journal

6 Define period ending dates for the new accounting year for all companies
closed
 Overview of year end processing | 9-3

Objectives

After completing this chapter, you should be able to perform a year end
close.
9-4 | Chapter 9 Performing Year End Processing

Creating year end closing journals

Overview

The Create year end closing journal option generates your year end closing
journals. This option generates a journal transaction for each income and
expense account with the offset to your Retained Earnings account.
Regardless of the number of periods in your year, the system uses Period 14
to close the year. You can create a separate year end journal for monetary
and for statistical balances.

You must create and post all year end journals through the Year End
Processing menu options.

Before running this function, be sure that you have attached a retained
earnings account in company controls for the companies that you closing.

Steps to create year end closing journals

To create year end closing journals, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Year End Processing.

3 Select Create year end closing journal [CYECJ]. The system displays a
screen similar to Figure 9-1.
 Creating year end closing journals | 9-5

Figure 9-1: Create Year End Closing Journal screen

For each company that displays, the system indicates the current year and
period, and the total number of periods in the fiscal year.

4 Use the following information to complete the fields on this screen:

Year to close

You can close only the current year in company controls for a company.

Journal type

For each company that you select, Infinium GL creates a year end closing
journal for the journal type that you specify.

Reference and Source code

The system uses the values that you specify in the Reference and Source
code fields as the reference value and source code value of the journal
header for the year end journal.

The system always places YE JRN in the Reference field of the batch.

Opt

Select the company or companies to close.

5 Press Enter. The system displays a screen similar to Figure 9-2.

9-6 | Chapter 9 Performing Year End Processing

Figure 9-2: Create Year End Closing Journal Confirmation Display screen

If any unposted journals exist for the year that you are closing, the system
displays a warning message.

6 Press Enter to continue creating the year end closing journal for the selected
companies. You can cancel and return to the previous screen.

After you create the year end closing journal, you should proof it before you
post it. Refer to the “Proofing and printing year end closing journals” topic in
this chapter for more information.

Occasionally you may need to make adjustments to the year end journal.
Refer to the “Updating year end closing journals” topic in this chapter for
more information.
 Updating year end closing journals | 9-7

Updating year end closing journals

Overview

You use the Update year end closing journal option to make adjustments to
the year end closing journal that the system generated through the Create
year end closing journal option. You can update the journal as many times as
necessary. This option accesses mass journal entry.

If you created a year end closing journal but have not yet posted it and you
post any batches to the year that you are closing, you can delete the year
end closing batch and then recreate it to incorporate the updated information.

However, if you have already posted the year end closing journal and then
post any batches to the year that you are closing, create another year end
closing journal and close the year again.

Steps to update year end closing journals

To update year end closing journals, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Year End Processing.

3 Select Update year end closing journal [UYECJ]. The system displays a
screen similar to Figure 9-3.
9-8 | Chapter 9 Performing Year End Processing

Figure 9-3: Update Year End Closing Journal screen

4 Press F8. The system displays a window similar to Figure 9-4.

Figure 9-4: Work With Input Batch List window

The system displays a list of all available batches.

 Updating year end closing journals | 9-9

5 Select the year end batch to update.

6 Specify 3 in the Opt field and press Enter. The Reference field is always YE
JRN for year end closing batches. The system returns you to the Update
Year End Closing Journal screen.

7 Update the journal as needed. Refer to “Using Mass Journal Entry” chapter
of this guide for information on how to update a journal.

8 Press F16 to save your changes in the journal.

9 Press F16 again to save the batch.

10 Press F16 to exit the batch.

The system displays the autopost window when exiting the batch if autopost
is enabled for your user profile. We recommend that you print and verify the
year end closing journal before posting it. If your user profile does not have a
record set up in the GL User Security File, you are not authorized to
autopost, and this window is not displayed.

After you update the year end closing journal, you should proof it before you
post it. Refer to the “Proofing and printing year end closing journals” topic in
this chapter for more information.
9-10 | Chapter 9 Performing Year End Processing

Proofing and printing year end closing journals

Overview

This function prints a proof listing of the year end closing journals you select.
Check the listing carefully before posting the batch. To make changes to year
end closing journals, refer to the previous section “Updating year end closing
journals.”

Steps to proof and print year end closing journals

To proof and print year end closing journals, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Year End Processing.

3 Select Proof year end closing journal [PYECJ]. The system displays a screen
similar to Figure 9-5.
 Proofing and printing year end closing journals | 9-11

Figure 9-5: Proof Year End Closing Journal screen

4 Select the year end batch to proof.

5 Specify 1 in the Opt field and press Enter. You can scan in the Reference
field for SECURITY. The system displays a screen similar to Figure 9-6.

Figure 9-6: Proof Year End Closing Journal Confirmation Display screen
9-12 | Chapter 9 Performing Year End Processing

6 Press Enter to continue proofing the year end closing batch. You can cancel
this screen and return to the previous screen.

Once the system prints the journal, be certain that you carefully review it to
confirm your entries.

After you proof the year end closing journal, you must set the next accounting
year to be a valid active accounting year. You can then post the year end
closing journal. Refer to the “Posting year end closing journals and closing
the year” topic in this chapter for more information.
 Posting year end closing journals and closing the year | 9-13

Posting year end closing journals and closing the

year

Overview

The Post y/e journal & close year option posts year end closing journals in
Period 14 and closes the year. The system automatically changes the current
year and period to the new accounting year for the selected companies.

As discussed in the “Overview of year end processing” topic in this chapter,

the system rolls forward the asset and liability account balances and sets the
income and expense account balances to zero.

Note: To ensure that the system changes the current year and period and
updates account balances, you must post the year end closing journals
through this option only.

Before selecting this option, be sure to set the next year as a valid, active
accounting year in Control File Functions as follows:

1 Select the code type AYR in the Work with code values option.

2 Define the code value for the next accounting year by its four character
designation, for example 1998. The system then requests a description of
that year and a designation as active or inactive. Specify yes to indicate that
this is an active accounting year.

When you confirm that the next accounting year is a valid year and is set to
active, you can proceed to the Post y/e journal & close year option.

The system closes statistical accounts only if they are income or expense
accounts.

If you make adjustments to your company after you post the year end closing
journal, you must perform the entire year end process again.

If, however, your adjustments do not affect your retained earnings, such as a
reclassification entry of an asset, you have to run only the Post y/e journal &
close year option to roll the new balances forward.
9-14 | Chapter 9 Performing Year End Processing

Steps to post year end closing journals and close the year

To post year end closing journals and close the year, perform the following
steps:

1 From the main menu select Journal Processing.

2 Select Year End Processing.

3 Select Post y/e journal & close year [PYEJACY]. The system displays a
screen similar to Figure 9-7.

Figure 9-7: Post Y/E Journal & Close Year screen

4 Specify the year you are closing in the Year to close field.

5 Select the companies to close from the displayed list. The Y/E Jrnl column
indicates whether a year end journal exists for each company.

6 Press Enter. The system displays a screen similar to Figure 9-8.

 Posting year end closing journals and closing the year | 9-15

Figure 9-8: Post Y/E Journal & Close Year Confirmation Display screen

7 Press Enter to continue posting the year end closing batch. You can cancel
this screen and return to the previous screen.

After you post the year end closing journal, you must define the period
controls for the new accounting year for each company that is closed. If
weekly processing is enabled, you must also define weekly controls.

You can perform the above change using one of the following options:

 Work with company controls (for individual companies)

 Mass change company controls (for all companies or a company group)

Refer to the “Defining and Maintaining Companies and Codes” chapter in the
Infinium GL Guide to Controls for information on how to update period ending
dates.
9-16 | Chapter 9 Performing Year End Processing

Notes
Chapter 10 Processing Budgets
10

This chapter includes information about processing budgets.

The chapter consists of the following topics:

Topic Page

Overview of budget processing 10-2

Creating budgets interactively 10-3
Updating budgets interactively 10-12
Making global changes to interactive budgets 10-16
Defining and changing budget creation codes 10-23
Working with budget journals 10-31
Proofing budget journals 10-42
Posting budget journals 10-45
Working with budget inquiries and reports 10-48
10-2 | Chapter 10 Processing Budgets

Overview of budget processing

Infinium GL allows you to create and maintain an unlimited number of

budgets for each company. You can designate which accounts are permitted
in a budget.

Budget balances are available through system reports and Infinium RW. You
can view budget balances on-line through the budget display options and
also the Interactive trial balance option.

You can copy account numbers and actual data or other budget data into a
budget. You can use creation codes to set up ratios to allocate yearly
budgeted amounts over specific periods.

Infinium GL provides two ways to create and maintain budgets.

 Interactive budgeting, which is a flexible and efficient way to enter

budgets
 Journal budgeting, which uses batch processing so you can proof the
batch and post it to a budget balance file

Objectives

After you complete this chapter, you should be able to do the following:

 Enter budgets interactively

 Define creation codes
 Use copy/change budgets
 Maintain budget journals
 Proof budget journals
 Post budget journals
 Display budget journals
 Print budget worksheets
 Creating budgets interactively | 10-3

Creating budgets interactively

Overview

The Work with budgets option allows you to enter budgets interactively. You
enter data for specific weeks, periods, quarters, or for an entire year.

You can specify an annual budget amount for each account and have the
system automatically spread that amount over the periods specified in a
predefined ratio. Entering data through interactive maintenance automatically
updates budget files.

The diagram below illustrates the budget flow process for interactive budgets.

Work with Budgets

Flow

F6
Create
Budget

Copy F5 F6 Creation
Budget
or Code
Header
Change as needed
F7

Enter

Budget
Detail
Account #/Amount
Account #/Amount
Account #/Amount

Figure 10-1: Work With Budgets Flow diagram

10-4 | Chapter 10 Processing Budgets

Steps to create a new interactive budget

To enter data through interactive budgeting, perform the following steps:

1 From the main menu select Budget Processing.

2 Select Work with budgets [WWB]. The system displays the Work With
Budgets prompt screen.

3 Specify an existing company code in the Company field to create or update a

budget. You must assign a budget to a specific company.

4 Press Enter. The system displays a screen similar to Figure 10-2.

Figure 10-2: Work With Budgets Budget List screen 2 of 6

If budgets exist for this company, the system displays a list of the budgets
you are authorized to use by year, budget type and currency (if currency is
active).

At this point you can either create a new budget or you can select an existing
budget to work with from the list on the screen. To work with an existing
budget see the “Steps to update budgets interactively” topic discussed later
in this chapter.

5 Press F6. The system displays a screen similar to Figure 10-3.

 Creating budgets interactively | 10-5

Figure 10-3: Work With Budgets Create Budget screen 3 of 6

6 Use the following information to complete the fields on this screen:

Budget code

Specify the budget name using a maximum of ten characters. The budget
name is unique by budget type, year and currency. You can use the same
budget name to define budgets for monetary, statistical, numeric user field 1,
and numeric user field 2. Also, a budget in one company can have the same
name as a budget in another company. You can display a list of existing
budget codes.

Year

Specify the year of the budget you want to create.

Budget type

To designate the type of budget, specify one of the following values:

M Monetary

S Statistical

1 Numeric user field 1

2 Numeric user field 2

10-6 | Chapter 10 Processing Budgets

You cannot define a budget with a type of B (Both).

The budgeting of numeric user fields simplifies budget reporting in Infinium

RW. You can learn more about this benefit in the Infinium GL Guide to
ReportWriter.

Currency

Specify the currency of the budget you are creating. The currency can be any
one of the following:

 The base currency of the budget company

 The secondary currency of the budget company, if one is defined
 Any foreign currency if multi-currency is enabled for the budget company

Only use currency when creating a monetary budget; leave this field blank for
statistical or numeric user field budget types.

The system displays this field only if Enable Currency Processing? is

activated in entity controls and company controls.

The system accepts any currency you enter; it does not validate currency.
You can learn more about currency related information by consulting the
Infinium GL Guide to Currency Processing.

7 Press Enter. The system displays a screen similar to Figure 10-4.

Figure 10-4: Work With Budgets Budget Header screen 4 of 6

 Creating budgets interactively | 10-7

8 Use the following information to complete the remaining fields on this screen:

Creation code

This field displays the budget creation code that is currently in effect for this
budget. Creation codes control the proration of annual budget amounts to
periods, as well as rounding of the period amounts. Press the creation code
function key F6 to update this field.

Display quarters

Specify Q to indicate that the creation code on this screen displays the
quarterly fields for update. If selected, quarterly amount fields display after
the entry of the annual amount for an account, but before the display of the
monthly fields.

Description

You can use a maximum of thirty characters to describe this budget.

Freeze from update?

Specify yes to prohibit interactive updates to this budget.

Caution: When you freeze a budget from update, you cannot update it using
the interactive method. To perform all future updates to a frozen budget, you
must use the Work with budget journal option. Because you cannot reverse
the freeze option, you must complete your budget before you set the Freeze
from update? field to 1.

Management Security

Designate the level of security for updating this budget.

Blank Private budget; only the user who created this budget can
update it.

0-9 The highest level of security (with the exception of a

private budget) is 0, while the lowest is 9.

Operational Security

Designate the level of security for viewing this budget.

Blank Private budget; only the user who created the budget can
display it.

0-9 The highest level of security (with the exception of a

private budget) is 0, while the lowest is 9.
10-8 | Chapter 10 Processing Budgets

9 Press Enter. The system displays a screen similar to Figure 10-5.

Figure 10-5: Work With Budgets Budget Details screen 5 of 6

10 Use the following information to complete the fields on this screen:

Account number

Specify an account number to include in the budget.

You can add an account number to a budget only if the Permit budgets? field
is set to yes in the chart of accounts. Additionally, a monetary budget can
contain only account use of monetary, both, or nonposting (M, B, or N), and a
statistical budget can contain only an account use of statistical, both or non-
posting (S, B, or N).

You can use any of the short-cut methods for entering accounts, for example,
short names, translation tables, generic accounts or account number
abbreviations. Press F4 to select from a list of valid account numbers or
press F23 to add multiple accounts to your budget.

Add/Replace amounts?

You can indicate whether to add or replace amounts for existing accounts in
the budget.

A Add
 Creating budgets interactively | 10-9

Blank Replace

11 Press Enter. The system displays a screen similar to the top half of Figure
10-6.

Figure 10-6: Work With Budgets Period Amounts screen 6 of 6

12 Specify an Annual amount to spread over the quarter, periods, or weeks of

the year. If you do not want to specify in the annual amount, leave this field
blank and press Enter to specify in period amounts.

If you have defined a budget creation code, the system uses the ratios
specified to determine how to spread the annual amount.

You can specify an annual budget amount in whole currency units for the
account specified.

13 Press Enter to display the amount fields.

14 Use the following information to complete the remaining fields on the screen:

Round factor

Specify a value to specify the power of ten to which the system rounds the
period amounts. The default for this field is 0. Valid rounding factors are as
follows:

0 Rounds to nearest unit of 1 (3.667 rounds to 4.00)

10-10 | Chapter 10 Processing Budgets

1 Rounds to nearest unit of 10 (16.26 rounds to 20.00)

2 Rounds to the nearest unit of 100 (160.26 rounds to

200.00)

3-9 Rounds to the nearest unit of 1,000, 10,000, and so forth

P Rounds to two decimal positions (3.667 rounds to 3.67)

Period/week mode?

This field is valid if you enabled weekly processing in the entity control.

The default value is 1 for period mode. The system displays 12 or 13 periods
and spreads the annual amount over those periods.

Specify 2 to change to week mode. The system displays 52 or 53 weeks and

spreads the annual amount over those periods.

15 Press Enter. Depending on yours settings, the system displays the quarters,
periods or weeks for the years at the bottom portion of the screen.

16 Use the following information to complete the fields on this screen:

Override description

Specify a description to override the account description for this account in

this budget. The system displays this description on all displays and reports
for this budget.

Period Amounts

Depending on your settings, the system displays the quarters, periods or

weeks for the years at the bottom portion of the screen.

If you have not used a creation code and you specified an amount in the
Annual amount field, the system spreads the amount evenly throughout the
fields at the bottom portion of the screen. Use this screen to manually alter
the amounts of this budgeted account. The system automatically updates the
annual amount when you change an amount in any period. This affects no
other periods.

If you use a creation code, Infinium GL distributes the annual amount

according to the creation code.

If the system cannot evenly divide an annual amount, it includes the

remainder in Period 1.
 Creating budgets interactively | 10-11

17 Press Enter. The system adds the account to the budget and returns you to
the Work with Budgets Budget Details screen. From this screen you can add
more accounts or exit the budget.
10-12 | Chapter 10 Processing Budgets

Updating budgets interactively

Overview

In addition to creating new budgets, you can update an existing budget. More
than one user can access a budget at the same time to allow updating of the
same budget by different divisions.

Steps to update or delete an existing budget

To update or delete an existing budget, perform the following steps:

1 Follow steps 1 through 4 as outlined in the “Creating budgets interactively”

topic earlier in this chapter. The system displays a screen similar to Figure
10-2.

Note: The highlighted budgets are frozen and, therefore, cannot be

interactively updated.

2 Perform one of the following actions to update a budget:

 Specify values in all four selection criteria fields at the top of the screen.
 Select a listed budget.

Note: To delete a budget, specify 4 in the Opt field and press Enter. You
cannot delete a budget if it is defined as the current budget, current plan, or
current forecast in your company controls.

3 Press Enter. The system displays the Budget Header screen 4 of 6 with the
following information:

 The user profile that created this budget

 The user profile that last updated this budget and the date and time of the
last update
 The creation code currently in use for this budget

The creation code determines the distribution of budget amounts. For

more information, refer to the “Defining and changing budget creation
codes” topic discussed later in this chapter.
 Updating budgets interactively | 10-13

4 Change any of the following fields as necessary:

 Description
 Security
 Freeze from update?

Caution: When you freeze a budget from update, you cannot update it using
the interactive method. To perform all future updates to a frozen budget, you
must use the Work with budget journal option. Because you cannot reverse
the freeze option, you must complete your budget before you set the Freeze
from update? field to 1.

From this screen you can also perform the following:

 Change the creation code

Refer to the section “Changing a budget creation code within a budget” in

the “Defining and changing budget creation codes” topic.

 Copy multiple accounts into the budget or globally change amounts for
the budget.

Refer to the “Making global changes to interactive budgets” topic.

5 Press Enter to change individual account information. The system displays a

screen similar to Figure 10-7.
10-14 | Chapter 10 Processing Budgets

Figure 10-7: Work With Budgets Budget Detail screen 5 of 6

On this screen you can add a new account to the budget by typing the
account in the account number field and then typing an amount. You can also
update an existing account line.

You can locate an account to update by typing the account in the locate
account field and pressing Enter.

6 Specify one of the following values in the Opt field to update an account line:

Opt

You can select detail lines in the subfile to:

1 Update the period amounts for that account.

2 Update the year and/or period amounts for that account.

3 Update the weekly amounts for that account.

4 Delete the detail line.

Note: More than one user can access a budget at the same time to allow
updating of the same budget by different divisions. However, multiple users
are restricted from accessing the same account. If you select an account to
update and it is in use by another user, you will not be allowed access. You
can continue to select the account until the account becomes available.
 Updating budgets interactively | 10-15

7 Press Enter. The system displays the Work With Budgets screen 6 of 6.

8 Specify the annual amount, period amounts, or weekly amounts.

If you selected a budget with 2, or if you are adding a new account, you can
specify an annual budget amount in whole currency units. If you are using a
character-based interface, press Field- to enter credit amounts.

You can press F6 to recalculate the amounts. This means you are entering
the same annual amount, but you want to redistribute the amount based on a
different creation code.

9 Press Enter. The system saves your change and returns you to the Work
With Budgets Budget Detail screen.
10-16 | Chapter 10 Processing Budgets

Making global changes to interactive budgets

Overview

Infinium GL provides a feature to make global additions or changes to a

budget. These features are accessed through function keys.

 Copy actual or budget data

You can copy from another budget or from your actual balances. This
procedure eliminates the task of typing account numbers. You can
optionally replace accounts already in the budget or only copy accounts
that do not already exist in the budget.

You can specify accounts and/or amounts to include in the budget

currently accessed. You can copy data from actual data or an existing
budget.

At the bottom of the copy screen you can indicate which periods to
include or exclude. If you are only copying certain periods of information,
the annual amount is adjusted accordingly.

 Change budget amounts

You can change budget amounts for selected periods or the entire year.
You can change selected accounts or all accounts by:

 Increasing or decreasing budget amounts by a factor

 Setting budget amounts equal to actual data
 Increasing or decreasing the budget amount by a specified dollar
amount
 Change a budget creation code

Before copying or changing a budget, you can change the creation code
and round factor of a budget. The system applies the budget creation
code you specify here to all subsequent account entries. For more
information on creation codes, refer to the “Defining and changing budget
creation codes” topic discussed later in this chapter.
 Making global changes to interactive budgets | 10-17

Steps to copy actual or budget data

To copy actual or budget data, perform the following steps:

1 From the main menu select Budget Processing.

2 Select Work with budgets [WWB]. The system displays the Work With
Budgets prompt screen.

3 Specify a company and press Enter. The system displays the Work With
Budgets Budget list screen.

4 Select a budget and press Enter. The system displays the Work With
Budgets Budget Header screen 4 of 6.

5 Press F5. The system displays a screen similar to Figure 10-8.

Figure 10-8: Work With Budgets Copy Budgets screen

6 Specify yes in the Copy? field and then use the following information to
complete the remaining fields.

New crtn code

You can specify a predefined creation code or select from a list of valid
creation codes. You can use a new creation code when entering budget
amounts interactively or when copying a budget using the copy feature.
10-18 | Chapter 10 Processing Budgets

Round factor

You can specify a rounding factor. This factor specifies the power of ten to
which the system rounds the period amounts. Valid rounding factors are as
follows:

0 Rounds to nearest unit of 1 (3.667 rounds to 4.00)

1 Rounds to nearest unit of 10 (16.26 rounds to 20.00)

2 Rounds to the nearest unit of 100 (160.26 rounds to

200.00)

3-9 Rounds to the nearest unit of 1,000, 10,000, and so forth

P Rounds to two decimal positions (3.667 rounds to 3.67)

A Rounds to 0 decimal positions and spreads the annual

amount evenly over periods or weeks (3.667 rounds to
4.00)

To have the annual amount spread the same as the budget being copied, be
sure that P is the value in the Round factor field.

Budget/actual

Indicate whether to copy from budget or actual data or the chart of accounts.

B Budget

A Actual

C Accounts only (no amounts copied)

To copy a budget exactly as it exists, you must specify P in the Round factor
field.

Budget code

Specify the code for the budget if you are copying an existing budget. If not,
leave this field blank.

Budget type

Specify the type for the budget if you are copying an existing budget.
 Making global changes to interactive budgets | 10-19

Year

Specify the year if you are copying budget or actual accounts. The year must
be valid for the budget code entered above.

Currency

The system displays this field only if you enabled currency processing in the
entity control.

Include amounts?

Specify 1 to copy the amounts and accounts into this budget. If you are
copying from the chart of accounts, you cannot copy amounts.

Use

You can specify the type of accounts to copy.

M Copy monetary accounts only

S Copy statistical accounts only

B Copy both accounts

If the budget you are copying information from has an account use of M on
the budget header and you set the account use to B on this screen, the
system copies both M (monetary) and B (both) type accounts.

Similarly, if the budget you are copying information from has an account use
of S on the budget header and you set the account use to B on this screen,
the system copies both S (statistical) and B (both) type accounts.

Scale factor

Specify a percentage to increase or decrease the copied amounts. For

example, to increase all balances by 5%, specify 1.05; to decrease all
balances by 5%, specify .95.

Replace amount

Specify 1 in this field to replace existing budget amounts for the accounts that
already exist in this budget. Specify 0 to ignore the accounts that already
exist in this budget.

Period number

Specify 1 for each accounting period to include in the copy function.

10-20 | Chapter 10 Processing Budgets

7 Specify the appropriate account in the From/mask and To fields. If you leave
these fields blank, the system copies all accounts.

8 Press Enter. The system copies the requested information and displays the
number of accounts copied under the Copy? field.

9 Cancel to return to the budget header.

Steps to change budget amounts in interactive budgets

To update amounts in the budget, perform the following steps:

1 Complete steps 1 through 4 as outlined in the “Copying actual or budget

data” section earlier in this topic.

2 Press F7 from the Budget Header screen. The system displays a screen
similar to Figure 10-9.

Figure 10-9: Work With Budgets Change Budgets screen

3 Specify yes in the Change? field to invoke a change.

4 Use the following information to complete the remaining fields:

 Making global changes to interactive budgets | 10-21

New crtn code

You can specify a predefined creation code or select from a list of valid
creation codes. You can use a new creation code when entering budget
amounts interactively.

Round factor

You can specify a rounding factor. This factor specifies the power of ten to
which the system rounds the period amounts. Valid rounding factors are as
follows:

0 Rounds to nearest unit of 1 (3.667 rounds to 4.00)

1 Rounds to nearest unit of 10 (16.26 rounds to 20.00)

2 Rounds to the nearest unit of 100 (160.26 rounds to

200.00)

3-9 Rounds to the nearest unit of 1,000, 10,000, and so forth

P Rounds to two decimal positions (3.667 rounds to 3.67)

A Rounds to 0 decimal positions and spreads the annual

amount evenly over periods or weeks (3.667 rounds to
4.00)

Scale factor

Specify a percentage by which to increase or decrease the copied amounts.

For example, to increase all balances by 5%, specify 1.05; to decrease by
5%, specify 0.95.

Add amount

Specify a fixed dollar amount to be added to each period in the current

budget. You enter a negative amount by pressing Field- to decrease a
budget amount.

Set to actual

You can indicate whether to set the budget amounts equal to the month-to-
date actual amounts for each account in a given year.

1 Set to actual amounts. You must use the actual balances

of the same currency as in the budget header screen.

0 Do not set to actual amounts.

10-22 | Chapter 10 Processing Budgets

Account mask

Specify an account mask to limit the accounts to change in the budget. Only
those accounts selected by the Account mask field are included in the
change.

Period number

You can indicate whether to include specific periods in this change.

5 Press Enter to record the change. The system displays the number of
accounts changed under the Change? field.

6 Cancel to return to the budget header.

 Defining and changing budget creation codes | 10-23

Defining and changing budget creation codes

Overview

Infinium GL provides an option to determine the distribution of budget

amounts through the use of creation codes. Budget creation codes contain
information related to monthly prorated amounts and the degree of rounding
for budgeted amounts. You can define how to prorate annual budget
amounts over specific periods of the year.

You can predefine creation codes using the Work with budget creation codes
option or you can define the creation code on an as needed basis by
pressing F6 from within a budget. You can also change a creation code in
affect for the budget by typing a new creation code from within the Budget
Header screen.

You can distribute annual amounts in the following two ways:

 Prototype accounts
 Ratios

Using a prototype account

When you specify an account and a specific year, the system creates ratios
based on actual amounts. The system uses these ratios to spread a budget
amount. For example, you may use the sales account activity for a previous
year as a ratio to spread the expected sales budget for the current year.

Using a ratio

You can specify the desired ratio in each period. For example, to spread by
days of the month using a calendar year, specify the ratios shown in the table
below.

Period Ratio Period Ratio

Period 1 31 Period 7 31

Period 2 28 Period 8 31

Period 3 31 Period 9 30
10-24 | Chapter 10 Processing Budgets

Period Ratio Period Ratio

Period 4 30 Period 10 31

Period 5 31 Period 11 30

Period 6 30 Period 12 31

This example distributes 8.5% (31/365) of the annual amount into Period 1.

Note: If you do not use a creation code, the system always defaults to an
even spread.

Steps to define a creation code

To define budget creation codes, perform the following steps:

1 From the main menu select Budget Processing.

2 Select Creation Codes.

3 Select Work with budget creation codes [WWBCC]. The system displays the
creation code prompt screen.

4 Specify a name for the new creation code in the Creation code field. You can
select an existing code from a list of valid budget creation codes.

Note: The creation code works with the copy function but not with the change
function.

5 Press Enter. The system displays a screen similar to Figure 10-10.

 Defining and changing budget creation codes | 10-25

Figure 10-10: Work With Budget Creation Codes screen

You can use this screen to define your new creation code or view the details
of an existing creation code.

6 Use the following information to complete the fields on this screen:

Display quarters

Specify Q to display quarterly amount fields for budgets that use this creation
code.

If you specify Q in this field, when you enter budget information into an
account, the system displays the quarterly amount fields after the annual
amount field but before the monthly or weekly amount fields.

Description

Specify up to 30 alphanumeric characters to describe the distribution defined

by this creation code. The description displays with the creation code when
you press F4.

Round factor

Specify a value that specifies the power of ten to which the budget amounts
will be rounded. The valid values for the Round factor field on this screen are
0 through 9 and the value P. The values A and Blank are not valid round
factor values on this screen.
10-26 | Chapter 10 Processing Budgets

Using prototype accounts

You define the use of a prototype account for the creation code by typing
values in the Year/currency, Account, and Type fields. The system uses that
account’s activity for the specified year, currency, and type of balance to
create period ratios.

You must leave this section blank if you define a ratio.

To set the ratios in this creation code equal to the month-to-date actuals in a
specific account number, define the fields below. Otherwise, skip to the
“Using ratios” topic.

Year/Currency

Specify the year and the currency of the balance to retrieve for the
distribution.

Account

Specify the account number to use for the distribution.

Type

You use the Type field only with the prototype account. Specify a valid
account balance type to indicate the type of activity to use for the prototype
account.

The system performs the following activities:

 The system uses the prototype account, year, currency, and type of
balance together to identify a particular set of data.
 The system uses that set of data to create a budget ratio for the
accounting periods. The system fills in the Period fields with the annual
amounts it retrieves.
 The system will use this ratio when you enter annual budget amounts for
a new budget, spreading the annual amounts across the periods.

In this way you use actual historical activity trends to predict the budget
levels for a new budget by quarter, month, and week.

For example, if you are in the process of setting up the budget for the 1996
sales account, you can use the 1995 sales account as a prototype account.
The system uses the 1995 sales activity as a ratio to prorate the 1996 annual
budget amount over specific quarters, months, and weeks (if weekly
processing is active).
 Defining and changing budget creation codes | 10-27

Using ratios

Use this section of the screen to define specific period ratios to prorate
budget amounts.

There is a specific order in which each piece of the period-by-period

calculations takes place. There are four steps in the calculation, as shown
below.

1 Calculate each period's amount by using the budget total and ratios, rounded
to the nearest dollar.

2 After calculating each period, determine any remainder/adjustment and apply

any shortage/overage to period 1.

3 After adjusting period 1, apply the rounding factor from the creation code to
each period's budgeted amount.

4 After the above calculations are performed on periods, adjust the starting
balance of the budget to reflect the total of all periods.

Example
1 Create a new budget and apply a creation code that specifies a round factor
of 2 (round to the nearest hundred) and uses ratios such as the following:

Period 01: 23
Period 02: 20
Period 03: 21
Period 04: 22
Period 05: 23
Period 06: 20
Period 07: 23
Period 08: 22
Period 09: 21
Period 10: 23
Period 11: 21
Period 12: 22

2 Add an account as an annual amount of $1,800,000.00. Accounts will be

prorated as described below.
10-28 | Chapter 10 Processing Budgets

a Calculate each period's amount by using the budget total and ratios,
rounded to the nearest dollar:

In this example, periods 1, 5, 7, 10 use the same ratio and calculate the
same amount (23/261 * $1,800,000 = $158,621.68, rounded =
$158,621.00)

b After calculating each period, determine any remainder/adjustment and

apply the overage/shortage to period 1:

Starting budget of 1,800,000 less the sum of periods 2 through 12 = the

remaining amount

Apply this amount to period 1, in effect, adjusting period 1 to now contain

$158,619.00

c After adjusting period 1, apply the rounding factor from the creation code
to each period's budgeted amount:

Period 1 $158,619.00 becomes $158,600.00

Period 2 $137,931.00 becomes $137,900.00

See details in the table below for how all periods change. Note that the
second column reflects the amounts after steps 1 and 2. The third column
represents the amounts after step 3.

Factor Amount before rounding Amount after rounding

23 158,619.00 158,600.00
20 137,931.00 137,900.00
21 144,828.00 144,800.00
22 151,724.00 151,700.00
23 158,621.00 158,600.00
20 137,931.00 137,900.00
23 158,621.00 158,600.00
22 151,724.00 151,700.00
21 144,828.00 144,800.00
23 158,621.00 158,600.00
21 144,828.00 144,800.00
22 151,724.00 151,700.00
 Defining and changing budget creation codes | 10-29

Factor Amount before rounding Amount after rounding

261.00 1,800,000.00 1,799,700.00

d When the above calculations are performed on periods, adjust the

starting balance of budget to reflect the total of all periods:

$1,800.00.00 becomes $1,799,700.00

You must leave this section blank if you defined a prototype account in the
previous section.

Period 1-13

Specify the portion of the ratio total to be allocated for each period.

When you enter annual budget amounts later, the system determines the
amount to allocate to each period by dividing each period’s portion by the
total of the ratio.

For example, to allocate annual budget amounts based on the number of

days in each month, you specify the number of days for each month (31 for
the period relating to January, and so on). January’s allotment of the annual
budget would be 31/365 of the annual amount.

Notes:

 Any overage/shortage caused by the rounding effect will be placed in

Period 1.
 If you use the 13th accounting period for adjustments, set up a creation
code for 12 even periods. The system budgets only the first 12 periods.

Saving the creation code

3 Press Enter. The creation code is now available for use in the Work with
budgets option.

Steps to change a budget creation code within a budget

To change a budget creation code before copying or changing a budget,

perform the following steps:

1 From the main menu select Budget Processing.

10-30 | Chapter 10 Processing Budgets

2 Select Work with budgets [WWB]. The system displays the Work With
Budgets prompt screen.

3 Specify a company and press Enter. The system displays the Work With
Budgets Budget List screen.

4 Select a budget with 5 and press Enter. The system displays the Work With
Budgets Budget Header screen 4 of 6.

5 Press F5 or F7 from the Budget Header screen from within a budget. The
system displays the Copy Budgets screen or the Change Budgets screen.

Specify a value in the New crtn code field to change the existing budget
creation code in effect for this budget. Press F4 for a list of valid codes.

Note: You can press F6 to enter a new creation code. Refer to the “Defining
a creation code” topic discussed earlier in this chapter for help in entering the
fields.

6 Press Enter. The system applies the budget creation code to all subsequent
account entries and does not affect previously entered accounts.

7 Press F12. The system returns you to the budget header.

Note: To recalculate the spread based on a new creation code for previously
entered accounts, specify 2 (year) to select the account and press Enter. On
Page 6 of 6 of the Annual Amount Screen, press F6.
 Working with budget journals | 10-31

Working with budget journals

Overview

You can enter budget amounts through budget journals. Budget journals
provide a posting report of updates to your budgets. You can modify budgets
that are frozen from interactive update only through the use of budget
journals.

You can also use this option to upload budget information from a PC
spreadsheet. When the system uploads the budgets, the system creates a
budget journal. You must proof and post the budget journal to update the
budget balance file.

To create and update a budget using budget journals, begin by defining the
budget header interactively using the Work with budgets option. For a
detailed description of this option, refer to the previous topic, “Creating
budgets interactively.”

Steps to update a budget using budget journals

To update a budget using budget journals, perform the following steps:

1 From the main menu select Budget Processing.

2 Select Budget Journals.

3 Select Work with budget journals [WWBJ]. The system displays a screen
similar to Figure 10-11.
10-32 | Chapter 10 Processing Budgets

Figure 10-11: Work With Budget Journals screen 1 of 5

Use this screen to create a new batch or update an existing batch.

You can also locate a batch or batches by using any of the column headings
on the screen in conjunction with the F7 key.

4 Specify a valid company on the budget batch listing screen or select an

existing batch. The system displays a screen similar to Figure 10-12.

To delete a budget batch, specify 4 and press Enter. You can delete empty
budget batches and budget batches that contain journals. If you delete a
budget batch that contains journals, all journals for that budget batch are also
deleted.

Caution: If a budget batch does not contain journals, no confirmation window

is displayed before the budget batch is deleted. Once you specify 4 and
press Enter, you cannot regain the budget batch; it is immediately marked
deleted. If a budget batch contains journals, a confirmation window is
displayed. Press Enter to delete the budget batch and the related journals.
 Working with budget journals | 10-33

Figure 10-12: Work With Budget Journals screen 2 of 5

The system displays the following batch control information:

 The internal number assigned to the batch

 The date and time the batch was last updated
 The user profile that last updated the batch
 The company to which the batch is to be posted

5 Use the following information to complete the fields on this screen:

Batch use

Specify a valid entry to indicate the type of budget balance to update for this
budget journal.

Reference code

You can specify a reference code for the batch. The reference code displays
on the selection screens to identify the batch throughout the system.

Description

You can specify up to 30 alphanumeric characters to describe this journal.

This description displays on all reports.
10-34 | Chapter 10 Processing Budgets

Accounting year

Specify the accounting year to which the batch is to be posted.

Period

Specify the period to which the batch is to be posted. Budget journals are
specific to a period.

Week

If you use weekly reporting, designate the week to which the batch is to be
posted. The week must fall within the period specified as determined in your
weekly controls.

The system displays this field only if you enabled weekly reporting in entity
and company controls.

Batch proof control totals

These fields are optional. The system compares the expected number of
totals with the actual calculated amounts.

Number journals

Indicate the number of journals you expect to create in this batch.

Debit totals

Specify the total debits expected for this batch.

Credit totals

Specify the total credits expected for this batch.

Note: Debits and credits do not need to balance; however, if you use manual
tape totals, your actual budget totals must equal the manual tape totals. If the
amounts do not match, the system places the batch in error. The batch
cannot be posted until the error is corrected.

6 Press Enter. The system displays a screen similar to Figure 10-13.

 Working with budget journals | 10-35

Figure 10-13: Work With Budget Journals screen 3 of 5

Because you are creating a new budget journal, the system displays no
journal for this batch.

7 Press Enter to create a new journal. The system displays a screen similar to
Figure 10-14.

You can select an existing journal to update or delete an existing journal. If

you are deleting a journal, a confirmation message displays on the bottom of
the screen before the journal is deleted.
10-36 | Chapter 10 Processing Budgets

Figure 10-14: Work With Budget Journals screen 4 of 5

8 Use the following information to complete the fields on this screen to identify
your journal:

Budget code

You must indicate the budget to which this journal is to be posted. The
budget code must have been previously defined. You can select from a list of
valid budget codes.

Currency

Specify the currency of the budget that this journal is to update. If the budget
is monetary, this is a mandatory field.

For more information on currency refer to the Infinium GL Guide to Currency

Processing.

Reference

You must indicate a reference to identify the journal. This reference prints on
the proof report for this budget journal.

Source code

You must indicate a source code value for this journal or you can use F4 to
select from a list of previously defined values.
 Working with budget journals | 10-37

Date

The default for this field is today’s date. You can override the value by typing
another date.

Company

The default for this field is the budget batch company. If you override the
default company, you must specify a valid company for the budget code.

Description

Specify up to 30 alphanumeric characters to describe this budget journal.

This description prints on the proof report for this budget journal.

Expanded description

This is an optional field. You can specify up to 800 alphanumeric characters

describing specific details regarding this journal. This description prints on
the proof report for this budget.

Journal controls

You can specify the expected number of distributions (number of journal

entries) and totals for this budget journal. The system compares these totals
with the actual calculated amounts. Journal controls are optional.

If the actual amounts calculated by the system do not match the amounts you
specified in these fields, the system places the journal in error. The journal
cannot be posted until the error is corrected.

9 Press Enter. The system displays a screen similar to Figure 10-15.

10-38 | Chapter 10 Processing Budgets

Figure 10-15: Work With Budget Journals screen 5 of 5

To locate an account to update in the subfile, specify the account in the

Locate mask field and press Enter.

10 Use the following information to complete the fields on this screen:

Description

Specify a description of the accounts to be included in the distribution listing

of those accounts debited or credited in this budget journal entry. This serves
as a descriptive comment to explain this distribution allotment and only
displays as part of informational displays regarding this budget journal. It is
not attached to the account number for any other purpose.

COM-DIV-DEP-ACCT-SUB

You can enter accounts into a budget journal using one of the following
methods:

 Specify the account number in the COM-DIV-DEP-ACCT-SUB field, if

you already know the account to use for this journal. The account
template displays the account structure for the company.
 To select account numbers from the chart of accounts, place the cursor in
the COM-DIV-DEP-ACCT-SUB field and either display the chart of
accounts and select one account or press F23 to select several accounts.
When you multi-select, you can select up to 99 accounts to bring into the
journal.
 Working with budget journals | 10-39

 While the cursor is in the account number field, you can use any of the
following keying shortcuts to enter an account:
 Specify a short name
 Use a translation table
 Use a generic account
 Specify an account number abbreviation

Note: The accounts you enter in a budget journal do not have to already
exist in the budget.

Debit Amount or Credit Amount

Specify the debit or credit amount for this account.

11 Press Enter. The system moves the account and amount to the lower portion
of the screen. The system displays error messages in the message line, if
necessary. You must correct any error before the system moves the
information.

12 Press F16 to update the journal when you have finished entering accounts
and amounts and all budget journal information.

When you press F16, the system saves all of the data you entered and
returns you to the Work With Budget Journals screen 3 of 5. Now you can do
one of the following:

 Create another budget journal for this batch

 Copy or reverse a previously entered budget journal
 Exit from the batch and return to the main menu

Steps to copy and/or reverse budget journals

To copy or copy and reverse budget journals, perform the following steps:

1 Perform steps 1 through 6 in the “Updating a budget using budget journals”

topic.

2 Press F5. The system displays a screen that allows you to specify details
about the budget journals you want to copy/reverse.

The system defaults in the Company, Year/period/week (week if weekly

processing is active), and Type fields from the Batch Header. You can
change any of this information except the company.
10-40 | Chapter 10 Processing Budgets

3 Use the following information to complete the remaining fields on this screen.
All fields are optional and intended to narrow the selection of budget journals.

Budget

Specify a valid budget code or select from the list of valid budget codes.

If you specify a valid budget in this field, the system displays the list of budget
journals posted to this budget code.

Reference/*

Valid entries for this field are as follows:

 Leave the field blank to display all budget journals.

 Specify a specific reference name to display the budget journals with that
particular reference.
 Specify any combination of characters and asterisks (*) to include budget
journals that contain a reference that matches the non-asterisk
characters.

For example, if you specify AP**S**/84, the system would display journal
references such as AP25S08/84, APMTS12/84, and APL9SY1/84.

Source/*

Valid entries for this field are as follows:

 Leave the field blank to display all budget journals.

 Specify a specific source name to display the budget journals from that
particular source.
 Specify any combination of characters and asterisks (*) to include budget
journals that have a source name that matches the non-asterisk
characters.

For example, if you specify NO*TH*****, the system would display journal
sources such as NORTHWEST, NORTHEAST, and NO5TH00510.

4 Press Enter. The system displays a list of previously entered and posted
budget journals that match the selection criteria you entered.

5 Specify one of the following values in the Opt field:

1 Review
The system displays all header information, accounts, and
amounts for this budget journal. You can use review to verify
this is the budget journal you want to copy.
 Working with budget journals | 10-41

3 Copy journal
The system copies all budget journal data for the selected
journal into the current batch.

5 Copy with amounts reversed

The system copies all budget journal data for the selected
journal with the amounts reversed into the current batch.
Debits are copied as credits and credits as debits.

6 Press Enter. If you select more than one journal, you must press Enter for
each journal selected to complete the function. A confirming message
displays on the bottom of the screen each time you press Enter.

7 Exit this screen after reviewing, copying, or reversing all journals. The system
returns to the Work With Budget Journals screen 3 of 5.

If you copied or reversed any budget journals, the system displays those
budget journals on the lower portion of the screen.

To review any budget journal and all of its detail, select the budget journal.
10-42 | Chapter 10 Processing Budgets

Proofing budget journals

Overview

As you learned in journal processing, you should check a proof listing to

ensure that all information is accurate before posting a batch. Infinium GL
also provides this option for budget journals.

When you submit a budget journal batch for proofing, the system produces a
report listing all information for each budget batch. The report includes the
following:

 Budget journal batch header information

 Budget journal header information for each journal in the batch
 Budget journal detail information for each journal in the batch
 Any error that may be in each journal or batch

Steps to proof budget journals

To proof budget journals, perform the following steps:

1 From the main menu select Budget Processing.

2 Select Budget Journals.

3 Select Proof budget journals [PBJ]. The system displays a screen similar to
Figure 10-16.
 Proofing budget journals | 10-43

Figure 10-16: Proof Budget Journals selection screen

The selection screen displays a list of all unposted budget batches in the
system.

4 Select one or more batches and press Enter. The system displays a screen
similar to Figure 10-17 so you can verify the batches you selected.
10-44 | Chapter 10 Processing Budgets

Figure 10-17: Proof Budget Journals Confirmation Display screen

5 Press one of the following:

 Enter to submit the batches for proofing

 Cancel this screen to return to the selection screen to change your
selection
 Posting budget journals | 10-45

Posting budget journals

Overview

Unlike journal processing, the system provides only one option to post your
budget journals. The Proof and post budgets option posts the selected
budget journals after it automatically proofs the budget journal batch. The
system produces a report listing all information for each budget batch
proofed. The report includes the following:

 Budget journal batch header information

 Budget journal header information for each journal in the batch
 Budget journal detail information for each journal in the batch
 Any error that may be in each journal or batch

When you post the journals, the system updates the budget balance file for
the budget, currency, year, period and week specified in the budget journal
batch header. The system updates the currency and week only if currency
and weekly processing are active in entity controls.

For more information on journal processing, refer to the chapter “Entering

and Posting Journals” in this guide.

Steps to posting budget journals

To post budget journals, perform the following steps:

1 From the main menu select Budget Processing.

2 Select Budget Journals.

3 Select Proof and post budgets [PAPB]. The system displays a screen similar
to Figure 10-18.
10-46 | Chapter 10 Processing Budgets

Figure 10-18: Post Budgets selection screen

This screen shows a list of all budget batches that are eligible for posting.
Budget batches containing errors are not eligible.

4 Specify in the Adjust/Replace field whether the amounts in the budget should
be adjusted or replaced by the amounts in the budget journal. This option is
in effect for all batches selected in each submission.

Specify 1 to replace the existing amount in the budget with the amount from
the budget journal.

Specify 0 to adjust the amount in the budget by the amount in the budget
journal.

5 Select a batch or batches and press Enter. The system displays a screen
that shows you a list of the batches you select for posting similar to Figure
10-19.
 Posting budget journals | 10-47

Figure 10-19: Post Budgets confirmation screen

6 Press one of the following:

 Enter to submit the batches for posting

 Cancel this screen to return to the previous screen to change your
selection.

When you submit batches for posting, the system not only updates the
budget balance file, but it also produces a report that lists all posted budget
journals.
10-48 | Chapter 10 Processing Budgets

Working with budget inquiries and reports

Overview

The Budget Inquiries & Reports option contains several options that you can
use to display and further work with budgets within your company. The
following options are available:

 The Display budgets option allows you to look at budgets by company

and year. You cannot enter or change budget data with this option.
 The Display posted budget journals option allows you access to budget
journals after they have been posted. You cannot enter or change budget
data with this option.
 The Print budget worksheets option provides a budget listing for your
review, including fields where you can specify new ratios or add amounts
or replace existing amounts. Use this report as a basis for creating a new
budget.
 The Print budget listing option provides a printed copy of a budget for
your review. Use this option after you have entered or updated budgets.
 The Print budget vs actual option provides a report that shows a budget
in comparison to the actual data within the system. This report lists
budgeted amounts, actual postings, the differences, and percentages.

Steps to display budgets

To view budgets, perform the following steps:

1 From the main menu select Budget Processing.

2 Select Budget Inquiries & Reports.

3 Select Display budgets [DB]. The system displays the Display Budgets
screen 1 of 3.

4 Specify a valid company code in the Company field and a valid account year
in the Year field. You can select from the list of valid codes.
 Working with budget inquiries and reports | 10-49

5 Press Enter. The system redisplays the Display Budgets prompt screen and
includes a list of budgets defined for the company and year you specified.

6 Select a budget with one of the following values:

1 Displays accounts included in the budget

2 Displays budget header information

7 Press Enter. If you selected a budget with 1, the system displays a screen
similar to Figure 10-20.

Figure 10-20: Display Budgets screen 2 of 3

8 Select the account to display the amounts associated with that account.

9 Press Enter. The system displays a screen similar to Figure 10-21.

10-50 | Chapter 10 Processing Budgets

Figure 10-21: Display Budgets screen 3 of 3

Use this screen to view the distribution of amounts over the periods
associated with the selected accounts.

10 Press Enter to return to the Display Budgets screen 2 of 3 where you can
select another account to display.

Steps to display posted budget journals

To view posted budget journals, perform the following steps:

1 From the main menu select Budget Processing.

2 Select Budget Inquiries & Reports.

3 Select Display posted budget journals [DPBJ]. The system displays a screen
similar to Figure 10-22.
 Working with budget inquiries and reports | 10-51

Figure 10-22: Display Posted Budget Journals prompt screen

4 Use the following information to complete the fields on this screen to narrow
the list of budget journals to display:

Company

Specify a valid company code or select from the list of valid companies.

Type

Specify a valid budget type or leave this field blank to include all budget
types.

Year/Period/Week

Specify a valid accounting year or select from the list of valid years. The
system defaults the company's current year, defined at the company's control
level.

Specify a valid period for which to display processed budget journals. Leave
the period blank to display all periods in the year.

Specify a valid week for which to display processed budget journals. Leave
the week blank to select all weeks in the period and/or year.
10-52 | Chapter 10 Processing Budgets

Budget journal number

Specify a seven character journal number of a posted budget journal to

directly display its transaction details after you press Enter. Leave this field
blank to display a listing of budget journals from which to choose.

Budget code

Specify a valid budget code or select from the list of valid budget codes.

Press F17 to display additional selection fields. Specify a Source, Reference,

and/or Budget currency to include in the selection criteria for displaying
posted budget journals.

5 Press Enter. The system redisplays the Display Posted Budget Journals
prompt screen and includes a list of budgets based on the budget information
you defined.

6 Select the budget journal you want displayed.

7 Press Enter. The system displays a screen similar to Figure 10-23.

Figure 10-23: Display Posted Budget Journals Transaction Detail screen

Use this screen to view the budget journal transactions. If the accounts fill
more than one screen, you can use the Locate account field to find the
details for a specific account.
 Working with budget inquiries and reports | 10-53

8 Cancel this screen to return to the Display Posted Budget Journals prompt
screen.

Steps to print budget worksheets

To print a budget worksheet, perform the following steps:

1 From the main menu select Budget Processing.

2 Select Budget Inquiries & Reports.

3 Select Print budget worksheets [PBW]. The system displays a screen similar
to Figure 10-24.

Figure 10-24: Print Budget Worksheets screen

4 Use the following information to complete the fields on this screen:

Company group and Company

Specify a valid company group or company or select from the list of valid
company groups or companies.

These fields are mutually exclusive: you cannot specify a value in both fields.
10-54 | Chapter 10 Processing Budgets

Account - From/To

Specify the account number or mask to enter a range of accounts to print.

You can select from the list of valid accounts.

Accounting year

Specify a valid accounting year on which to base the report. You can select
from the list of valid years.

Budget code

Use this field to specify a budget code using the following information:

 Specify a budget code or select from the list of valid budget codes.
 Specify *Current for the current budget specified in company controls.
 Specify *COA to list worksheets based on accounts in the chart of
accounts designated as budget accounts, that may or may not have
posted activity. The system prints all budget accounts.
 Specify *ACT to list worksheets based on accounts in the chart of
accounts designated as budget accounts that also have posted activity.
The system displays COA, not a specific budget.

Account use

Specify a valid account use or leave this field blank to include all account
types.

Currency code

Specify a valid currency. This field displays only if you enabled currency
processing in the entity control.

5 Press Enter to submit the report.

Steps to print budget listings

To print a budget listing, perform the following steps:

1 From the main menu select Budget Processing.

2 Select Budget Inquiries & Reports.

3 Select Print budget listing [PBL]. The system displays a screen similar Figure
10-25.
 Working with budget inquiries and reports | 10-55

Figure 10-25: Print Budget Listing screen

4 Use the following information to complete the fields on this screen:

Company group and Company

Specify a valid company group or company or select from the list of valid
company groups or companies.

These fields are mutually exclusive: you cannot specify a value in both fields.

Account - From/To

Specify the account number or mask to enter a range of accounts to display.

You can select from the list of valid accounts.

Accounting year

Specify a valid accounting year on which to base the report. You can select
from the list of valid years.

Budget code

Use this field to specify a budget code using the following information:

 Specify a budget code or select from the list of valid budget codes.
 Specify *Current for the current budget specified in company controls.
10-56 | Chapter 10 Processing Budgets

Budget type

Specify a valid account type or leave this field blank to include all account
types.

Currency code

Specify a valid currency. The system displays this field only if you enabled
currency processing in the entity control.

5 Press Enter to submit the report.

Steps to print budget and actual amount comparisons

To print a report that lists budget amounts compared to actual amounts,

perform the following steps:

1 From the main menu select Budget Processing.

2 Select Budget Inquiries & Reports.

3 Select Print budget vs actual [PBVA]. The system displays a screen similar to
Figure 10-26.

Figure 10-26: Print Budget Vs Actual screen

 Working with budget inquiries and reports | 10-57

4 Use the following information to complete the fields on this screen:

Company group and Company

Specify a valid company group or company or select from the list of valid
company groups or companies.

These fields are mutually exclusive: you cannot specify a value in both fields.

Budget code

Use this field to specify a budget code using the following information:

 Specify a budget code or select from the list of valid budget codes.
 Specify *Current for the current budget specified in company controls.

Account number/mask

Specify a valid account number on which to base the report. You can select
from the list of valid accounts.

Accounting year

Specify a valid accounting year on which to base the report. You can select
from the list of valid years.

Period - From

Specify the period number that is the beginning of a range of periods within
the specified year.

Period - To

Specify the period number that is the end of a range of periods within the
specified year.

Budget type

Specify a valid budget type or leave this field blank to include all account
types.

Restrict to Budget?

Specify 1 to select and report only accounts that exist in the budget that you
specified in the Budget code field and fit the account number/mask.

Specify 0 to include accounts that fit the account number/mask, even if they
are not in the budget. N type accounts will be included if the Permit budgets?
field is set to yes in the chart of accounts.
10-58 | Chapter 10 Processing Budgets

5 Press Enter to submit the report.

Chapter 11 Using Analytical Inquiries
and Reports
11

This chapter includes information about Infinium GL analytical inquiries and

reports.

The chapter consists of the following topics:

Topic Page

Overview of analytical inquiries and reports 11-2

Displaying a trial balance interactively 11-3
Displaying processed journals 11-34
Displaying journal audit logs 11-36
Overview of standard reports 11-39
Printing a month-to-date or year-to-date trial balance 11-40
Printing a year-to-date general ledger 11-43
Printing a processed journals report 11-46
Printing a journal audit log report 11-49
Printing a comparative ledger report 11-51
Printing a job costing analysis report 11-53
11-2 | Chapter 11 Using Analytical Inquiries and Reports

Overview of analytical inquiries and reports

Infinium GL provides several standard reports, query interface reports, and

inquiry options that you can use to analyze your financial data. You can also
use Infinium RW to create your own reports.

Objectives

After you complete this chapter, you should be able to:

 Display a month-to-date trial balance interactively

 Display a year-to-date trial balance interactively
 Compare balances for two periods, quarters, or years
 Optionally add budget information to each of these displays
 Display information about processed journals
 Print standard reports
 Display and print journal audit logs
 Displaying a trial balance interactively | 11-3

Displaying a trial balance interactively

Overview

You can use the Interactive trial balance function to display up-to-date
account data. You can display information such as month-to-date net
balances, year-to-date net balances, and comparisons of balances between
specified months, quarters or years for specified accounts.

From an initial display, depending on the view, you can drill down for
additional details such as the following for any selected account:

 Company currency control information for a listed account

 Monthly activity for a selected account within a year-to-date view (each
month’s starting balance, posted activity, and ending balance)
 Journals for a listed month

This list is accessible from a monthly activity display or for a listed

account from a month-to-date or comparative view’s account list display.

 Posted or accepted transactions for a listed journal

From the list of transactions, you can also display journal header
information including journal audit details such as who created the
journal, updated the journal, and accepted the journal, and when.

If the information is from Infinium AR, Infinium PL, Infinium FA, Infinium
PY, Infinium PA, or Infinium JP, you can also display the subledger
information.

Quick reference overview of using selection criteria

The Interactive trial balance function provides an initial selection criteria

screen and a Subset details screen, accessed by pressing F17 at the initial
screen. The following table provides quick reference summary information for
selections that you can make at these screens. Refer to the steps for sample
views and more details.
11-4 | Chapter 11 Using Analytical Inquiries and Reports

Selection type Fields and their uses

Time periods and Choose one of the following field combinations for the following views:
resulting columns
 Month-to-date: Specify both year and period in the Year/period field at
the top left of the screen. You can further limit the time period by
specifying a transaction date range on the F17 Subset details screen.
This view displays net month-to-date balances and year-to-date
cumulative balances for specified accounts.
 Year-to-date: Specify only a year in the Year/period field at the top left.
This view displays posted debit and credit balances for the accounts.
 Comparison of a specified period with the same period of the previous
year: Specify both year and period in the Year/period field at the top left
of the screen, and specify 1 in the Comparative view field.

The resulting Month column displays the specified accounts’ balances

for posted and unposted journals for this period. The Prior Year’s Month
column displays the balances for the same period the previous year.

 Comparison of a specified quarter with the same quarter the previous

year: Specify both year and period in the Year/period field at the top left
of the screen, and specify 2 in the Comparative view field.

The resulting Quarter column displays the accounts’ journal balances for
the period and two prior periods. The Prior Year’s Quarter column
displays the balances for the same months of the prior year.

 Comparison of a specified year with the preceding year: Specify only a

year in the Year/period field, and specify 3 in the Comparative view field.

The resulting Year column displays the posted journal balances for the
specified year for the specified accounts. The Prior Year column displays
the journal balances for the year before the specified year.

 Custom comparison between any two specified periods: Leave the

Year/period field at the top left of the screen blank. Specify 4 in the
Comparative view field and then specify the years and periods of the two
months to be compared in the two unlabelled year/period fields after the
Comparative view field near the bottom right of the selection criteria.

The resulting First Period column displays the accounts’ balances for the
year and period specified in the first of the two unlabelled fields. The
Second Period column displays the balances for the other period.
 Displaying a trial balance interactively | 11-5

Selection type Fields and their uses

Accounts Use Account/mask, Macro name (restrict to accounts in that macro), Zero
balance? (include or exclude zero balance accounts), and Active accts?
(inactive, active, or both) to restrict the display to certain accounts and kinds
of accounts. See also the information about budgets later in this table.

You cannot mask the company component in the Account/mask field. To

include other companies in the display, specify 1 in the Company masked
field. If you specify a single account in Account/mask, the account display
begins at that account, but does not limit the display to that account.

A comparative view excludes zero balance accounts only if the accounts

have zero balances in both specified time periods.

You can also use the Subset details screen’s Account currency field to limit
the display to accounts that meet the other criteria and are denominated in a
specified currency. To use this field, exclude zero balance accounts.

Balance type Specify a balance type to limit the display to monetary only, statistical only,
or both monetary and statistical data. You can also include user field data in
the display. If you include two or more types, and you do not specify a
budget, you can press F5 to display additional lines with the additional
balance types.

Subtotaling You can use Subtotal mask to indicate component levels at which to display
subtotals, and Subtotal option (off, detailed, or summary) to specify the level
of detail to display for subtotaling.
Budget information If you specify a budget in the Budget code field, you can press F5 at the
account list in many views to display the budgeted amounts on additional
lines for comparison with the actual amounts and the variances.
If you also specify 1 in the Subset details screen’s Restrict to budget field,
the account list includes only accounts included in this budget.
Currency in which to You can use the subset details Amount currency field to select the currency
display balances in which to display the accounts’ balances.
Alternative order of You can use the subset details Alternate sequence field to choose to display
accounts in the the accounts in sequence A or sequence B rather than in normal order.
display Subtotals for alternate sequences reflect the alternate sequence.

Viewing additional lines of information

As indicated above for including budget information and multiple balance

types, a view can display additional lines of information when you press F5
11-6 | Chapter 11 Using Analytical Inquiries and Reports

(Fold/unfold). The information displayed depends upon the selection criteria

you used. For example, if you do not specify a budget or multiple kinds of
balances, pressing F5 can display account descriptions on an extra line.

Similarly, you can press F5 at a transaction list to view account description,

transaction description, and transaction user field data.

In some cases, you can press F5 again to display still more information.

Viewing debit/credit balance information

This topic illustrates screens that the system displays if you have disabled
the credit/debit support feature. For more about the feature, refer to the
“Maintaining Credit and Debit Balances” chapter of this guide.

If the controls specify maintaining debit/credit balances, the system displays

posted debits, posted credits, and ending balance information on the monthly
activity display at the top right of the screen.

If debit/credit information is activated for the current user, the journal list
display includes debit/credit data next to the usual amount data.

Clearing the account list to define a different view

After you specify selection criteria and display an initial list of accounts with
their net balances, you cannot change your selection criteria without clearing
the account list. Press F12 to clear the account list.

The remainder of this topic provides step-by-step instructions for sample

month-to-date, year-to-date, and comparative views.

The year-to-date and comparative view steps describe only screens and
steps that differ from the basic month-to-date view. For information about
other screens, fields, and steps that apply, refer to the month-to-date steps.

Displaying a month-to-date trial balance

To display a month-to-date trial balance, perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

 Displaying a trial balance interactively | 11-7

2 Select Interactive trial balance [ITB]. The system displays a screen similar to
Figure 11-1.

Figure 11-1: Interactive Trial Balance month-to-date selection criteria

Defining interactive trial balance criteria

You use this screen to specify the criteria to run an interactive trial balance.
To display the Subset details screen where you can specify additional
criteria, press F17 as described later in these steps.

Note: This example illustrates the screens that the system displays if you
have disabled the debit/credit support feature.

3 Use the following information to complete the fields on this screen:

Account/mask

Specify either a specific account number or a mask. If you specify an account

number, the system begins the display of accounts at that account number. If
you specify a mask, the system limits the display to only those accounts that
meet the mask criteria.

You cannot mask the company component. Use the Company masked field
described below to include matching accounts from all companies.
11-8 | Chapter 11 Using Analytical Inquiries and Reports

If you also specify a budget on this screen and restrict the display to
accounts in that budget on the Subset details screen, you must specify only
the company in the Account/mask field.

Balance type

Specify one of the following to specify the type of balance you want to view:

M To show only monetary data

S To show only statistical data

B To show both monetary and statistical data

Press F5 (Fold/unfold) at the displayed listing to view

monetary data on line 1 and statistical data on line 2.

This value is invalid when you specify a budget code.

1 To show only user field 1 data for the listed accounts

Press F5 (Fold/unfold) at the displayed listing to view

numeric user field 1 balances.

2 To show only user field 2 data for the listed accounts

Press F5 (Fold/unfold) at the displayed listing to view

numeric user field 2 balances.

U To show monetary, user field 1 and user field 2 data

Press F5 (Fold/unfold) at the displayed listing to view user

field 1 data on line 2 and user field 2 data on line 3.

This value is invalid when you specify a budget code.

Year/period

For a month-to-date view of balances that reflect accepted and posted

journals for the specified accounts, specify an accounting year and a period.

To display the year-end closing adjustments, specify Period 14.

Macro name

A macro is a grouping of accounts that you use in Infinium ReportWriter. You

can only use direct macros, user field macros and multi-select macros here.
 Displaying a trial balance interactively | 11-9

If you specify a macro name, the display excludes accounts that are not
included in that macro.

Zero balance?

Specify one of the following:

 Include accounts with zero balances. The system displays the view faster
if you include zero balance accounts.
 Exclude accounts with zero balances. This specification is required if on
the Subset details screen you limit the display to accounts denominated
in a specific currency.

Budget code

If you specify a budget code, you can press F5 (Fold/unfold) at the displayed
listing to view budgeted, actual, and variance amounts as follows:

 Line 1 displays the actual balances as usual.

 For listed accounts included in this budget, line 2 displays the budgeted
amounts and line 3 displays the variances between the budgeted and
actual amounts.

If you specify a budget code here, the following additional information applies
to these related fields:

 You can exclude accounts that are not in this budget by specifying yes in
the Subset details screen’s Restrict to budget? field.
 You must specify M, S, 1, or 2 in the Balance type field.

Subtotal mask

For each component position, indicate whether you want to display subtotals.
This field is nine characters long, corresponding to the nine possible account
components.

For example, if your chart of accounts for each company has a structure of
COM-DIV-DEP-ACCT-SUB, specify 101000000 to subtotal the balances for
each department and each company.

If you later choose an alternate sequence at the Subset screen described

next in this chapter, the system automatically maps the appropriate subtotal
mask to the alternate sequence.

The system displays a view faster if you minimize the subtotaling.

Subtotal option

Specify the level of detail to display.

11-10 | Chapter 11 Using Analytical Inquiries and Reports

0 Off: Display account detail only

1 Detail: Display account detail and subtotals

2 Summary: Display subtotals only

Company masked?

If you specify yes, the system identifies accounts to display as follows:

 Identifies all companies with the same account structure as the company
specified in the first component of the Account/mask value.
 For each of these companies, identifies the accounts that match the
Account/mask field’s mask for the remaining components.

Active accts?

Specify one of the following:

0 Display only inactive accounts

1 Display only active accounts

2 Display all accounts, active and inactive

Comparative view

Specify 0. This field does not apply for month-to-date and year-to-date views.

4 Press F17 to specify more criteria. The system displays a screen similar to
Figure 11-2.
 Displaying a trial balance interactively | 11-11

Figure 11-2: Interactive Trial Balance Subset details screen

5 Use the following information to complete the fields on this screen:

Alternate sequence

Specify A or B to display accounts in an alternate sequence, or leave the

field blank for the normal sequence. If you are using an alternate sequence in
conjunction with subtotaling, the calculated subtotals correspond to the
alternate sequence selected.

Transaction date - From

Transaction date - To

These fields are available only for this month-to-date view. They are not
available for year-to-date or comparative views.

 If you specify only a From date, the system displays transactions from
that date through the end of the period.
 If you specify only a To date, the system displays transactions from the
beginning of the period through that date.
 If you specify the same date in both the From and To fields, the system
displays transactions for only that one day.

Restrict to budget?

Specify yes to display information for only those accounts that are in the
budget you specified in the Budget code field.
11-12 | Chapter 11 Using Analytical Inquiries and Reports

If you specify yes, you must specify only the company component in the
Account/mask field on the initial selection criteria screen.

Amount currency

You can use this field to specify the currency in which to display amounts.

Account currency

You can specify a currency to limit the display to accounts that are
denominated in that currency. Otherwise, leave this field blank.

If you specify a currency here, also specify excluding accounts with zero
balances in the Zero balance? field on the initial selection criteria screen.

To learn more about currency fields, refer to the Infinium GL Guide to

Currency Processing.

6 Press Enter. The system displays account balances on the bottom portion of
the screen similar to Figure 11-3.

Figure 11-3: Interactive Trial Balance month-to-date account balances screen

In a month-to-date view, the system displays the net account activity for the
period and the year-to-date cumulative balance for the accounts you
specified in your selection criteria. These balances reflect accepted and
posted transactions as well as accepted only transactions.
 Displaying a trial balance interactively | 11-13

You can view additional information on this screen as follows, depending on

the selection criteria you specified for this view:

 Press F5 to display additional information on one or two additional lines

for each account. The information may be account descriptions, budget
information, or additional types of balances such as multiple lines of user
field balance types, depending on your selections.

Refer to the Balance type and Budget code field descriptions earlier in
these steps for additional details.

If pressing F5 displays account descriptions and you have activated

project accounting, pressing F5 a second time displays project data.

 If applicable, press F11 to view the balances in the secondary currency. If

base, secondary, and foreign currency all apply, continue to press F11 to
toggle the display of the balances in each of these three. The system
displays column headings to indicate whether the display is for the base,
the secondary, or the foreign currency.
 Press F13 to display security information.

You can also press F15 to download information to a PC. For details, refer to
the “Uploading and Downloading Infinium GL Data” chapter of this guide.

To view payables invoices and payments for an account in Analytical Inquiry

in Infinium PL, select an account with 9 in the Opt field and press Enter. The
system displays the Accounts Subset screen in Infinium PL.

To view company information, select an account with 8 in the Opt field and
press Enter. The system displays company-level currency information.

7 To display a list of journals included in an account balance, specify 5 in the

Opt field and press Enter. The system displays a screen similar to Figure 11-
4.
11-14 | Chapter 11 Using Analytical Inquiries and Reports

Figure 11-4: Interactive Trial Balance Journals selection screen

The journals listed on this screen contain transactions for the account you
selected on the previous screen. The system highlights the journal number of
each journal that is accepted only, that is, is not yet posted.

If your user security controls allow debit/credit processing, the system

displays the D/C column next to the Amount column.

Press F5 to display numeric user field information on additional lines. Press

F6 to display a window with accounting year and period, balance type, and
period end information. Press F11 to display additional currency information
such as an exchange rate for each journal. Press 14 to toggle the displayed
entries from the oldest to the most recent journal activity.

8 To display a list of the transactions included in a listed journal, specify any

character such as 5 in the O field next to the journal and press Enter.

The system displays a screen similar to Figure 11-5.

 Displaying a trial balance interactively | 11-15

Figure 11-5: Interactive Trial Balance Transaction details screen

This screen displays a list of the transactions included in the journal you
selected. If your user security controls allow debit/credit processing, the
system displays the D/C column next to the Amount column.

The following actions are available at this screen:

 If the journal came from an Infinium subledger, select a listed transaction

with any character and press Enter to walk back to the subledger source.
 To display additional information such as account and transaction
descriptions, transaction user fields, and if applicable, project information,
press F5 (Fold/unfold).
 To display the journal header, press F6.

9 Press F6. The system displays a screen similar to Figure 11-6.

11-16 | Chapter 11 Using Analytical Inquiries and Reports

Figure 11-6: Interactive Trial Balance Journal header screen

This screen displays journal header data including audit details and certain
fields that are displayed only when applicable, along with other information.

Journal audit details fields

Created by user / date/ time
Last updated by user / date/ time
Accepted by user / date/ time

The system automatically displays journal audit information in these fields.

The system updates the Last updated by user / date/ time value when you
change either header or detail information.

Blank values or zeroes in these fields indicate activity performed before the
addition of the fields to the Infinium GL database.

Fields displayed only when applicable

The system displays certain fields only when applicable as follows:

Reverses journal number

The system displays this field only if this journal was created by reversing
entries from another journal that was an auto accrual journal. The number in
this field is the journal number from which the system created this journal.
 Displaying a trial balance interactively | 11-17

Transcoded from journal

The system displays this field only if this journal was created through
transcoding. The number that displays in this field is the journal number from
which the system created this journal.

Transcoded to journal

The system displays this field only if this journal created a transcoded journal.
The number that displays in this field is the journal number of the transcoded
journal that was created from this journal.

10 Exit to the main menu or cancel to return to the previous screens.

Displaying a year-to-date trial balance

Overview

To select a year-to-date view, specify a year in the Year/period field, leaving

the period blank, and leaving the default 0 in the Comparative view field.

The year-to-date view differs from the month-to-date view as follows:

 The year-to-date view displays Posted Debits and Posted Credits

columns at the account list.
 The year-to-date view provides an additional monthly activity screen.
From this screen, you can drill down to the journals and transactions.
 The transaction date range fields on the Subset details screen are not
available in the year-to-date view.

This topic describes year-to-date screens and fields that differ from the
month-to-date view. For details about fields and screens not illustrated and
described in this topic, refer to the preceding month-to-date topic.

Steps

To display a year-to-date trial balance, perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Interactive trial balance [ITB]. The system displays a screen similar to
Figure 11-7.
11-18 | Chapter 11 Using Analytical Inquiries and Reports

Figure 11-7: Interactive Trial Balance year-to-date selection criteria

Use this screen to specify the criteria to run a year-to-date interactive trial
balance. You can also press F17 to display the Subset details screen to
specify additional criteria.

Note: This example illustrates the screens that the system displays if you
have disabled the debit/credit support feature.

3 Specify a year in the Year/period field and leave the period blank. Use the
information in the “Displaying a month-to-date trial balance” topic earlier in
this chapter to complete other view criteria.

4 Press Enter. The system displays account balances on the lower portion of
the screen similar to Figure 11-8.
 Displaying a trial balance interactively | 11-19

Figure 11-8: Interactive Trial Balance posted debits and credits screen

The system displays the balance for every account that meets the selection
criteria. If the net monetary balance is positive, the system displays the
balance in the Posted Debits column. If the net monetary balance is negative,
the system displays the balance in the Posted Credits column.

If the Maintain debit/credit balances? field is activated in Work with company

controls for a particular company, the system displays the debit and credit
balance, rather than the monetary balance for an account.

For more information on debit and credit balances refer to the “Maintaining
Debit and Credit Balances” chapter of this guide.

Additional information available at this screen

You can display additional information at this screen as follows:

 Press F5 to display additional information on a second or on a second

and third line for each account. The information may be account
descriptions, budget information, or additional types of balances such as
multiple lines of user field balance types, depending on your selections.

Refer to the Balance type and Budget code field descriptions in the
month-to-date steps in the previous topic for additional details.

If pressing F5 displays account descriptions and you have activated

project accounting, pressing F5 a second time displays project data.
11-20 | Chapter 11 Using Analytical Inquiries and Reports

 Press F11 to view the balances in the secondary currency. If base,

secondary, and foreign currency all apply, continue to press F11 to toggle
the display of the balances in each of these three. The system displays
column headings to indicate whether the display is for the base, the
secondary, and the foreign currency.
 Press F13 to display security information.

Additional screens available from this screen

The following actions are available at this screen:

 To display company currency control information for an account, specify

8 in the Opt field and press Enter, as in the month-to-date view.
 To display payables invoices and payments for an account in Analytical
Inquiry in Infinium PL, select an account with 9 in the Opt field and press
Enter.
 To display a listed account’s journals, specify 3 (Yearly activity) in the Opt
field and press Enter. You can also access the list of journals from the
Monthly activity screen as indicated later in these steps.

As in the month-to-date view, you can display additional information from

the list of journals. You can display a journal’s transactions, the journal
header, and, if applicable, walk back to subledger source information.

 To display a listed account’s monthly activity, specify 5 in the Opt field

and press Enter. The system displays a screen similar to Figure 11-9.

You can also press F15 to download information to a PC. For details, refer to
the “Uploading and Downloading Infinium GL Data” chapter of this guide.

5 Specify 5 next to a listed account and press Enter. The system displays a
screen similar to Figure 11-9.
 Displaying a trial balance interactively | 11-21

Figure 11-9: Interactive Trial Balance Monthly activity screen

This screen displays the selected account’s starting balance, posted activity
and ending balance for each of the year’s periods.

If the company controls specify debit/credit maintenance, the columns display

the posted debits, posted credits, and ending balance.

You can display additional information on this screen as follows:

 Press F6 (More information) to display additional information such as the

accounting year, balance type, and currency information.
 Press F11 to toggle the amount columns between base, secondary, and,
if applicable, foreign currency.

6 To display the posted journals for a listed period’s balances, specify 5 in the
Opt field next to that period and press Enter. The system displays the
Journals selection screen as in the month-to-date view.

From the Journals selection screen, you can display a journal’s transactions
and the journal header. From the transactions list you can, if applicable, walk
back to subledger information.

From each displayed screen, you can exit to the main menu or cancel to
return to the previous screens.
11-22 | Chapter 11 Using Analytical Inquiries and Reports

Comparing balances for two periods, quarters, or years

Overview of view selection

Month-to-month, quarter-to-quarter, and year-to-year views

Use the Year/period with the Comparative view field to do the following:

 Compare a specified period with the same period of the previous year

Specify the year and period in the Year/period field and specify 1 (month-
to-month) in the Comparative view field.

 Compare a specified quarter with the same quarter of the previous year

Specify a year and period in the Year/period field and specify 2 (quarter-
to-quarter) in the Comparative view field. The system totals the balances
for the specified month plus the preceding two months and compares
these totals with totals for the same quarter of the preceding year.

For example, if you specify 2006 03 in the Year/period field, the system
displays the balance totals for periods 1 though 3 of 2006 in the first
column of the resulting view and the corresponding totals for periods 1
through 3 of 2005 in the second column.

 Compare an entire specified year with the preceding year

Specify the year in the Year/period field, leave the period blank, and
specify 3 (year-to-year) in the Comparative view field.

The balances in a year-to-year comparison include the totals from posted

journals. The balances do not include journals that are only accepted.

Custom comparison of any two periods

Leave the Year/period field blank. Specify 4 in the Comparative view field.
Specify the first period in the first unlabeled time period field after the
Comparative view field. Specify the second period in the second unlabeled
time period field after the Comparative view field.

Overview of comparative views displays

The following characteristics apply to all comparative views:

 When determining whether an account is to be included in the view, the

system looks for account data in the first time period. If there is no data
for that time period, the system omits the account from the view.
 Displaying a trial balance interactively | 11-23

For example, suppose you compare period 2006/3 with period 2005/3. If
an account has no data for 2006/3, the account is excluded even if it has
data for 2005/3. Similarly, suppose you define a custom view to compare
2006/3 with 2006/2. If an account has no data for 2006/3, the account is
excluded even if it has data for 2006/2.

 Time period to time period amount differences

If you do not specify a budget code but do specify a monetary or

statistical balance type, when you press F5 the system displays the
difference between the first time period amount and the second amount–
that is, between the amount in column 1 and the amount in column 2.

 Budgeted amounts and variances

If you specify a budget code and press F5 to display budget information,

the system displays the information time period by time period.

For example, if you compare 2006/3 with 2005/3, the system displays the
budgeted amounts and variances between budgeted and actual amounts
for 2006/3 in column 1. The system displays the budgeted amounts and
variances between budgeted and actual amounts for 2005/3 in column 2.

The following pages illustrate each of the four comparative views.

Note: The following examples illustrate the screens that the system displays
if you have disabled the debit/credit support feature.

Comparing a specified period with the previous year’s corresponding period

This example compares balances from 2006 period 1 to balances for 2005
period 1. The balances for a period to period view include journals that are
only accepted along with journals that are both accepted and posted.

To display a comparison between balances for a period and the previous

year’s corresponding period, perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Interactive trial balance [ITB]. The system displays a screen similar to
Figure 11-10.
11-24 | Chapter 11 Using Analytical Inquiries and Reports

Figure 11-10: Interactive Trial Balance month-to-month comparison selection

Except as otherwise noted below, use the selection criteria fields on this
screen and the Subset details screen as you use them for a month-to-date
view.

3 Use the following information to complete the fields on this screen:

Year/period

To compare a period’s balances with balances for the same period of the
preceding year, specify a year and period in the Year/period field.

Comparative view

Specify 1.

4 Use the initial selection criteria screen and Subset details screen fields to
define which accounts to display and which data to include in the view. Refer
to the month-to-date steps earlier in this topic for details about the uses of
individual fields.

The subset details transaction date range is not available for this view.

5 Press Enter. The system displays a screen similar to Figure 11-11.

 Displaying a trial balance interactively | 11-25

Figure 11-11: Interactive Trial Balance month-to-month comparison account list

The Month column displays the specified accounts’ balances for posted and
unposted journals for the specified period. The Prior Year’s Month column
displays the balances for the same period the previous year.

Pressing F5 differs in this view from the month-to-date view as follows:

 If you specified a budget code and press F5, the system displays the
budget information for each period in that period’s column.
 If you did not specify a budget code but did specify a monetary or
statistical balance type and press F5, the system displays the difference
between the column 1 and column 2 amounts.

6 Press a function key or specify a value in the O field next to a listed account
to perform additional actions or to display additional screens as in the month-
to-date view.

When you drill down to journal and transaction information, the displayed
information is for the balances in the Month column. To view details for the
balances in the Prior year’s month column, press F12 to clear the account list
and display a month-to-date view for that month.

From each displayed month-to-month comparative view screen, you can exit
to the main menu or cancel to return to the previous screens.
11-26 | Chapter 11 Using Analytical Inquiries and Reports

Comparing a specified quarter with the previous year’s corresponding quarter

This example compares balances from 2006 periods 1 through 3 to balances

for 2005 periods 1 through 3. The balances for a quarter to quarter view
include journals that are only accepted and journals that are both accepted
and posted.

To display a comparison between balances for a quarter and the previous

year’s corresponding quarter, perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Interactive trial balance [ITB]. The system displays a screen similar to
Figure 11-12.

Figure 11-12: Interactive Trial Balance quarter-to-quarter comparison selection

Except as otherwise noted below, use the selection criteria fields on this
screen and the Subset details screen as you use them for a month-to-date
view.

3 Use the following information to complete the fields on this screen:

Year/period

To compare balances for a quarter with balances for the same quarter of the
preceding year, specify a year and the last period in the quarter in this field.
 Displaying a trial balance interactively | 11-27

Comparative view

Specify 2 (quarter to quarter).

4 Use the other selection initial selection criteria screen and Subset details
screen fields to define which accounts to display and which data to include in
the view. Refer to the month-to-date steps earlier in this topic for details
about the uses of individual fields.

The subset details transaction date range is not available for this view.

5 Press Enter. The system displays a screen similar to Figure 11-13.

Figure 11-13: Interactive Trial Balance quarter-to-quarter account list

The Quarter column displays the accounts’ journal balances for the specified
period and the two preceding periods. The Prior Year’s Quarter column
displays the balances for the same three months of the prior year.

Pressing F5 differs in this view from the month-to-date view as follows:

 If you specified a budget code and press F5, the system displays the
budget information for each quarter in that quarter’s column.
 If you did not specify a budget code but did specify a monetary or
statistical balance type and press F5, the system displays the difference
between the column 1 and column 2 amounts.
11-28 | Chapter 11 Using Analytical Inquiries and Reports

6 Press a function key or specify a value in the O field next to a listed account
to perform additional actions or to display additional screens as in the month-
to-date view.

When you drill down to journal and transaction information, the displayed
information is for the balances in the Quarter column.

From each displayed quarter-to-quarter comparative view screen, you can

exit to the main menu or cancel to return to the previous screens.

Comparing a specified year with the previous year

This example compares balances from the entire year 2006 to balances for
the entire year 2005. The balances for a year to year view include only
posted journals.

To display a comparison between balances for a year and the previous year,
perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Interactive trial balance [ITB]. The system displays a screen similar to
Figure 11-14.

Figure 11-14: Interactive Trial Balance year-to-year comparison selection

 Displaying a trial balance interactively | 11-29

Except as otherwise noted below, use the selection criteria fields on this
screen and the Subset details screen as you use them for a month-to-date
view.

3 Use the following information to complete the fields on this screen:

Year/period

To compare balances for a year with the balances for the preceding year,
specify a year in the Year/period field. Leave the period value blank.

Comparative view

Specify 3.

4 Use the other selection initial selection criteria screen and Subset details
screen fields to define which accounts to display and which data to include in
the view. Refer to the month-to-date steps earlier in this topic for details
about the uses of individual fields.

The subset details transaction date range is not available for this view.

5 Press Enter. The system displays a screen similar to Figure 11-15.

Figure 11-15: Interactive Trial Balance year-to-year comparison account list

The Year column displays the posted journal balances for the specified year
for the specified accounts. The Prior Year column displays the posted journal
11-30 | Chapter 11 Using Analytical Inquiries and Reports

balances for the year proceeding the specified year. This view does not
included amounts from journals that have not been posted.

Pressing F5 differs in this view from the month-to-date view as follows:

 If you specified a budget code and press F5, the system displays the
budget information for each year in that year’s column.
 If you did not specify a budget code but did specify a monetary or
statistical balance type and press F5 the system displays the difference
between the column 1 and column 2 amounts.

6 Press a function key or specify a value in the O field next to a listed account
to perform additional actions or to display additional screens as in the year-
to-date view.

When you drill down to journal and transaction information, the displayed
information is for the balances in the Year column. To view details for the
balances in the Prior year column, press F12 to clear the account list and
display a year-to-date view for that year.

From each displayed year-to-year comparative view screen, you can exit to
the main menu or cancel to return to the previous screens.

Comparing balances for any two specified periods (custom view)

This example compares balances from 2006 period 3 to balances for 2006
period 2. The balances for this custom comparison include journals that are
only accepted and journals that are both accepted and posted.

To display a comparison between balances for two specified periods, perform

the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Interactive trial balance [ITB]. The system displays a screen similar to
Figure 11-16.
 Displaying a trial balance interactively | 11-31

Figure 11-16: Interactive Trial Balance custom comparison selection

Except as otherwise noted below, use the selection criteria fields on this
screen and the Subset details screen as you use them for a month-to-date
view.

3 Use the following information to complete the fields on this screen:

Year/period

Leave both year and period blank in this field at the top left of the screen.

If you specify a year or year and period in this field and specify a custom
comparative view by specifying 4 in the Comparative view field, the system
clears this field when the system displays the account balances. This
ensures that the top portion of the screen accurately reflects the settings
used for account selection and account information.

Comparative view

Specify 4 and then specify the two periods to be compared in the two
unlabeled year/period fields to the right of the Comparative view field. For
example, to compare 2006 period 3 with 2006 period 2, specify 2006 3 in the
first unlabeled field and specify 2006 2 in the second unlabeled field.

4 Use the other selection initial selection criteria screen and Subset details
screen fields to define which accounts to display and which data to include in
11-32 | Chapter 11 Using Analytical Inquiries and Reports

the view. Refer to the month-to-date steps earlier in this topic for details
about the uses of individual fields.

The subset details transaction date range is not available for this view.

5 Press Enter. The system displays a screen similar to Figure 11-17.

Figure 11-17: Interactive Trial Balance custom comparison account list

The column headings on this screen refer to the two periods you are
comparing. They do not refer to accounting periods.

The First Period column displays the accounts’ balances for the period
specified in the first of the two unlabelled fields, in this example 2006 period
3. The Second Period column displays the balances for the other period, in
this example, 2006 period 2.

Pressing F5 differs in this view from the month-to-date view as follows:

 If you specified a budget code and press F5, the system displays the
budget information for each period in that period’s column.
 If you did not specify a budget code but did specify a monetary or
statistical balance type and press F5, the system displays the difference
between the column 1 and column 2 amounts.

6 Press a function key or specify a value in the O field next to a listed account
to perform additional actions or to display additional screens as in the month-
to-date view.
 Displaying a trial balance interactively | 11-33

When you drill down to journal and transaction information, the displayed
information is for the balances in the First period column. To view details for
the balances in the Second period column, press F12 to clear the account list
and display a month-to-date view for that month.

From each displayed custom comparative view screen, you can exit to the
main menu or cancel to return to the previous screens.
11-34 | Chapter 11 Using Analytical Inquiries and Reports

Displaying processed journals

Overview

This option allows you to display the transaction detail of processed journals
for a specific company. This option is helpful in determining the status of
journals for reporting purposes because you can view accepted only journals
as well as accepted and posted journals.

Displaying processed journals

To display a processed journal, perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Display Processed Journals [DPJ]. The system displays a screen

similar to Figure 11-18.

Figure 11-18: Display Processed Journals prompt screen

 Displaying processed journals | 11-35

You use this screen to specify selection criteria for displaying processed
journals. You can press F17 to further define the journal listing by specifying
source code, reference code, status and currency.

3 Use the following information to complete the fields on this screen:

Company

Specify a valid company code to display the processed journals for that
company.

Type

Select Monetary or Statistical, or leave blank to select both.

Year/period

Specify a valid year and period for which to display processed journals.
Leave blank for all periods in the year. The current year is the default value.

Journal number

Specify the number of a journal that has been accepted or posted to directly
display its transaction details. Leave blank for a listing of all journals
associated with a company.

If you are using a System i screen, use the FieldExit key to right justify the
journal number.

4 Press Enter. The system displays a list of journals. You can press F11 to
toggle between the Description column and the Reverses and Currency
columns. You can also press F14 to toggle between the Journal and
Reference columns.

Journals displayed in green are “accepted only” journals. These are usually
the result of monthly accruals. To post these journals, run the Post journals
and close period option.

5 Display transaction detail. Specify 5 in the Opt field and press Enter.

If currency is activated, you can press F11 to toggle to a display of the base
and secondary amounts.

If the journal entry was transferred from Infinium PA, you can select a
transaction with 5 to view more information from the subledger.
11-36 | Chapter 11 Using Analytical Inquiries and Reports

Displaying journal audit logs

Overview

This option allows you to display the changes that were made to an input or
budget journal. Journal auditing must be turned on at the entity level to use
this function.

You can select the journals to display using various selection criteria
including company, batch, journal number, and user. You can display input
journals and budget journals.

This option is helpful in determining what additions, changes, and deletions

were made to journals and who made those changes.

Displaying a journal audit log

To display a journal audit log, perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Display Journal Audit Logs [DJAL]. The system displays a screen
similar to Figure 11-19.
 Displaying journal audit logs | 11-37

Figure 11-19: Display Journal Audit Logs prompt screen

You use this screen to specify which journal audit logs you want to display.
You must specify whether to display an input journal audit log or a budget
journal audit log.

3 Use the following information to complete the fields on this screen:

Company

Specify a valid company code to display the journal audit log for that
company. Leave this field blank to display journal audit logs for all
companies.

Batch

Specify a valid batch number for which you want to display journal audit logs.
Leave this field blank to display journal audit logs for all batches.

Journal

Specify a valid journal for which you want to display journal audit logs. Leave
this field blank to display journal audit logs for all journals.

User

Specify a valid user for which you want to display journal audit logs. Leave
this field blank to display journal audit logs for all users.
11-38 | Chapter 11 Using Analytical Inquiries and Reports

Type of journal

You must specify whether to display journal audit logs for input journals or for
budget journals.

4 Press Enter. The system displays a list of journal header records that meet
your selection criteria. You can select a journal to display the journal header
audit information or to display journal detail information.

5 Select a journal with 5 to display journal header audit information or select a

journal with 8 to display journal detail audit information.
 Overview of standard reports | 11-39

Overview of standard reports

Infinium GL provides several standard reports that you can use to analyze
your account activity and balances. These reports include:

 Trial Balance
 General Ledger
 Processed Journals
 Selective Ledger
 Comparative Ledger
 Job Costing Analysis

You can run the trial balance and general ledger reports for month-to-date or
year-to-date account information. You can run the month-to-date reports to
include accepted and/or posted transactions depending upon your selection
criteria. The year-to-date reports reflect only accepted and posted
transactions for the accounts that meet your selection criteria.

The Processed Journals report allows you to print selected journals for a
specific period, reference code, source code, or for a specific journal number.

Infinium GL provides the ability to print a partial general ledger report by

running a Selective Ledger report. You can compare activity or balances for
different years for either a single month, range of months or entire year by
running the Comparative Ledger report.

You can use the Job Costing Analysis report to analyze account balances
that are grouped by job code. You attach job codes to the transaction at
journal entry time.
11-40 | Chapter 11 Using Analytical Inquiries and Reports

Printing a month-to-date or year-to-date trial balance

Overview

Infinium GL provides the ability to print month-to-date (MTD) or year-to-date

(YTD) trial balance information. This example illustrates printing a MTD trial
balance. YTD differences are noted.

Note: Depending on the size of your data, these reports may take an
extended period of time to complete and, perhaps, should be run during off-
peak hours.

Printing a month-to-date or year-to-date trial balance

To print a month-to-date or year-to-date trial balance, perform the following

steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Print trial balance MTD [PTBMTD]. The system displays a screen
similar to Figure 11-20.
 Printing a month-to-date or year-to-date trial balance | 11-41

Figure 11-20: Print Trial Balance MTD screen

3 Use the following information to complete the fields on this screen:

Company group, Company

Specify either a valid group or company name. To print a trial balance for all
companies or the entire chart of accounts, leave this field blank.

Note: If you specify a company group, the system prints a trial balance for
each company separately and a total page for all companies. The system
does not print a consolidated month-to-date trial balance.

Account - From/mask, To

You can specify either a mask or a range of accounts to select the accounts
for this report. Use in combination with the Account - To field to limit accounts
to a specific range for inclusion in the month-to-date trial balance report. To
select all accounts for the specified company or company group, leave these
fields blank.

Accounting year/period

Specify a valid accounting year and period. These are required fields.

Consolidation level

Infinium GL consolidates the reporting to the account component level you

specify in this field. Consolidation level numbers correspond to the
11-42 | Chapter 11 Using Analytical Inquiries and Reports

components of a company’s account number. You can use this field when
you run reports that use the normal sequence only.

Journal status

To indicate the journal status, specify one of the following values:

1 Journals that have been accepted only

2 Journals that have been accepted and posted

Blank Journals that have been either accepted or posted

The system does not display the Journal status field on the Print Trial
Balance YTD submission screen because the YTD balances reflect only
accepted and posted transactions; otherwise the submission screens are
identical.

Print sub-totals

Specify yes to include subtotals using the controls you established in the
Work with company controls option.

4 Press Enter to submit report.

 Printing a year-to-date general ledger | 11-43

Printing a year-to-date general ledger

Overview

The YTD General Ledger report prints a beginning balance, all account
activity for the period or range of periods requested and a calculated ending
balance.

In addition to the MTD General Ledger report, you can use this report for
monthly account analysis. You can run the YTD General Ledger report with
detail information through the current period, and have the report summarize
transactions for previous periods.

The General Ledger Month-to-Date and Year-to-Date screens are essentially

the same. The difference is that the Journal status field displays only in the
MTD report, while the Summarize through period field displays only in the
YTD report.

Printing a year-to-date general ledger

To print a year-to-date general ledger, perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Print general ledger YTD [PGLYTD]. The system displays a screen
similar to Figure 11-21.
11-44 | Chapter 11 Using Analytical Inquiries and Reports

Figure 11-21: Print General Ledger YTD screen

3 Use the following information to complete the fields on this screen:

Company group or Company

Specify either a valid group or company name. To print a general ledger for
all companies or the entire chart of accounts, leave this field blank.

If you specify a company group, the system prints a general ledger for each
company separately and a total page for all companies. The system does not
print a consolidated year-to-date general ledger.

Account - From/mask, To

You can specify either a mask or a range of accounts to select the accounts
for this report. Use in combination with the Account - To field to limit accounts
to a specific range for inclusion in the month-to-date trial balance report. To
select all accounts for the specified company or company group, leave this
field blank.

Accounting year/period

Specify a valid accounting year and period. You can display a list of valid
accounting years. These are required fields.
 Printing a year-to-date general ledger | 11-45

Summarize thru Period

Specify the period through which to summarize the report. The system
summarizes and prints totals of all previous periods with a detailed listing of
the current period. For example, if you specify Accounting year/period
2007,05 and the Summarize thru Period is 04, the system prints only totals
for periods 1 through 4 and prints journal details for period 5.

Specify 0 to submit the report without summarization.

The Journal status field displays on the Print general ledger MTD screen, but
not on the submission screen above. Only accepted and posted transactions
are reflected in the YTD general ledger balances.

Include project details?

The system displays this field only if Use Infinium Project Accounting is
activated in entity controls. Specify yes to include the project number, activity
code, and cost code in the report. If you specify no, only the project number
is included. The default is no.

4 Press Enter to submit report.

11-46 | Chapter 11 Using Analytical Inquiries and Reports

Printing a processed journals report

Overview

Use this report to print your accepted and/or posted journals. You can select
journals to print based on any combination of the following:

 Accounting year/period
 Reference code
 Source code
 Journal number

Printing a processed journals report

To print a Processed Journals report, perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Print processed journals [PPJ]. The system displays a screen similar
to Figure 11-22.
 Printing a processed journals report | 11-47

Figure 11-22: Print Processed Journals screen

3 Use the following information to complete the fields on this screen:

Company

Specify a valid company if you wish to print processed journals for a specific
company. To print processed journals for all companies, leave this field
blank.

Accounting year/period

Specify a valid accounting year and period. These are required fields.

Reference code/mask

Specify a valid journal reference to select only those journals with a matching
reference. Reference codes assist in identifying journals. You can specify a
portion of the code and mask the remainder. Leaving this field blank allows
selection of all journals, regardless of reference code.

Journal source code

Specify the source code (or portion with mask) for the journals to print. Note
that this code is assigned to a journal through the Journal Entry functions for
the purpose of identifying the origin of the journal, for example AP (A**) or PY
(PY****), and is intended to allow related journals to be grouped. Leaving this
field blank allows selection of all journals.
11-48 | Chapter 11 Using Analytical Inquiries and Reports

Journal number - From-To

Specify a specific journal number, or specify the first journal number of a

range of journals to be selected for the report.

Sort order

Specify 1 to order the report first by source and then by reference. Specify 2
to order the report first by reference and then by source. This is a required
field.

Journal status

Specify 1 to select only those journals with accepted activity. Specify 2 to

select only those journals with posted activity. Leave the field blank to select
journals with both accepted and posted activity.

4 Press Enter to submit report.

 Printing a journal audit log report | 11-49

Printing a journal audit log report

Overview

Journal auditing must be turned on at the entity level to use this function. You
can print audit information for input journal changes or for budget journal
changes. You can specify a starting date, end date, or a range of dates. You
can print the report for a specific user’s changes or include the changes
made by all users. You can include additions, changes, and deletions.

Printing a journal audit log report

To print a journal audit log report, perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Print journal audit log [PRJAD]. The system displays a screen similar
to Figure 11-23.
11-50 | Chapter 11 Using Analytical Inquiries and Reports

Figure 11-23: Print Journal Audit Logs prompt screen

3 Use the following information to complete the fields on this screen:

From date
To date

You can specify a date range, specify only a beginning date, only an end
date, or you can leave the date fields blank to include all journals on the
journal audit log report.

The program compares the dates you specify to the dates on the audit log,
not the date associated with the journal.

User

Specify a valid user for which you want to print the journal audit log report.
Leave this field blank to print journal audit logs for all users.

Journal

You must specify whether to print journal audit logs for input journals or for
budget journals.

Include Additions, Changes, Deletions

Specify whether to include add, change, or delete audit information.

4 Press Enter to submit this report.

 Printing a comparative ledger report | 11-51

Printing a comparative ledger report

Overview

Infinium GL provides this report to compare balance amounts or activity for

different years for either a single month, range of months or entire year.

Printing a comparative ledger report

To print a Comparative Ledger report, perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Print comparative ledger [PCL]. The system displays a screen similar
to Figure 11-24.

Figure 11-24: Print Comparative Ledger screen

3 Use the following information to complete the fields on this screen:

11-52 | Chapter 11 Using Analytical Inquiries and Reports

Company group

Specify a valid company group. To print a comparative ledger for an account

or range, or the entire chart of accounts, leave this field blank.

Account number/mask

You can specify an account or mask to select the accounts for this report. To
select all accounts for the specified company group, leave this field blank.

Accounting year/period

Specify a valid accounting year and period.

Compared to

Specify a valid accounting year to which the Comparative Ledger report will
compare the previously specified year.

Accounting year and Compared to are required fields. To print general ledger
information for a single year and/or period, use the Selective Ledger report.

Accounting period

Specify the period for which to start the report if you are comparing a range
of periods for different years. If you are comparing an individual period for
different years, specify that period. Leave this field blank if you are comparing
activity or balances for an entire year.

Through period

Specify the period for which to end the report if you are comparing a range of
periods. Leave this field blank if you are comparing for a single period or the
entire year.

Balance/activity

To compare account balances, specify B. To compare transaction activity,

specify A.

4 Press Enter to submit this report.

 Printing a job costing analysis report | 11-53

Printing a job costing analysis report

Overview

Use this report to analyze account balances grouped by job code. For this
report to be meaningful, you must create job codes in the Work with code
values option for the code type JOB and attach them to the transaction at
journal entry time.

Printing a job costing analysis report

To print a Job Costing Analysis report, perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Print job costing analysis [PJCA]. The system displays a screen
similar to Figure 11-25.

Figure 11-25: Print Job Costing Analysis screen

11-54 | Chapter 11 Using Analytical Inquiries and Reports

3 Use the following information to complete the fields on this screen:

Company

Specify a valid company. To print a report for all companies, leave this field
blank.

Accounting year/period

Specify an accounting year and period to select information for a specific

period. Leave the period blank to select information for the entire accounting
year.

Job costing code/mask

Specify a single job code or a mask to run a job costing analysis for multiple
job codes. You can select from the valid listing of your job codes.

Account type

Specify a valid account type to indicate the type of account amounts to

include in the Job Costing Report.

M Select monetary amounts.

S Select statistical amounts.

Journal status

Specify a valid status value to select only journals of a specific status.

Specify 1 to select only those journals with accepted activity. Specify 2 to
select only those journals with posted activity. Leave the field blank to select
journals with both accepted and posted activity.

Currency code

Specify a valid currency code to select the currency balance in which you
want to print the Job Costing Report.

A valid currency is determined by a combination of entity and company

controls:

 If only currency processing is enabled at the entity level and you specify a
single company on this display, only the company's base currency code
is allowed.
 If both currency processing and dual currency processing are enabled at
the entity level and you specify a single company on this display, only the
company's base or secondary currency code is allowed, provided that
dual currency is activated for this company.
 Printing a job costing analysis report | 11-55

 If both currency processing and multi-currency processing are enabled at

the entity level and you specify a single company on this display, any
valid currency code is allowed, provided that multi-currency is activated
for this company.

4 Press Enter to submit this report.

11-56 | Chapter 11 Using Analytical Inquiries and Reports

Notes
Chapter 12 Using Query Interface
Reports
12

This chapter includes information about customizing standard reports.

The chapter consists of the following topics:

Topic Page

Overview of Query Interface reports 12-2

Defining and maintaining sequence codes 12-3
Printing a Query Interface Trial Balance report 12-6
Printing a Query Interface General Ledger report 12-10
Printing a Query Interface Job Cost Analysis report 12-14
Printing a Query Interface Budget Variance report 12-17
Printing sequence codes 12-21
12-2 | Chapter 12 Using Query Interface Reports

Overview of Query Interface reports

Infinium GL provides the ability to customize the output of Trial Balance and
GL reports through the use of sequence codes in Query Interface Reports.

You define sequence codes to use for these reports to determine the
following:

 Sort order of the components of your chart of accounts

 Printing of headings
 Printing of totals
 Page breaks

You can run the same report many times with different sequence codes,
which changes the display of the information each time.

Infinium GL provides the ability to print Infinium AP and Infinium PL detail on

your vouchers or invoices in your query interface GL report.

A Budget Variance report is also available. You can run this report for a
combination of the following:

 Variances over a single amount

 Variances over a single percentage
 Defining and maintaining sequence codes | 12-3

Defining and maintaining sequence codes

Overview

The codes defined here are attached to Query Interface reports to customize
sorting and printing.

Steps to define and maintain sequence codes

To define and maintain a sequence code, perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Query Interface Reports.

3 Select Work with sequence codes [WWSC]. The system displays a screen
similar to Figure 12-1.

Figure 12-1: Work With Sequence Codes screen 1

12-4 | Chapter 12 Using Query Interface Reports

4 Specify a value in the Sequence code field to create or maintain a sequence

code. You can display a list of valid codes. If the code you specify does not
already exist, the system creates a new code.

You can also create a sequence code by copying an existing sequence code.

5 Press Enter. The system displays a screen similar to Figure 12-2.

Figure 12-2: Work With Sequence Codes screen 2

Use this screen to define a new sequence code or make changes to an

existing code.

6 Use the following information to complete the fields on this screen:

Description

Specify a description to define your sequence code and to distinguish it from

other sequence codes.

Component order

You use this field to change the order of your account components for this
sequence code. The 123456789 on the screen represents the normal
sequence of your account components. For each component, specify the
new position.
 Defining and maintaining sequence codes | 12-5

This example illustrates how the system uses this field. Specify 345126789 in
the Component order field to sort the accounts for Company 001 in the
following order:

Account-Sub Account-Company-Division-Cost Center

Normal 1 2 3 4 5
Sequence: Company-Division-Cost Center-Account-Sub Account

Component 3 4 5 1 2
Order: Company-Division-Cost Center-Account-Sub Account

This order will print the report with the account number as the primary sorting
component.

Print headers? and Print totals?

Specify 1 below the component for which the system is to print the account
component headings and totals. The system prints headers and totals when
the account component changes.

Note: The print headers and totals format matches the original component
order, not the new component order.

Number of Blank Lines

You can designate the number of blank lines to print before and after the
headings and totals. The maximum number of blank lines is 2. A report run
with the above sequence code skips one line before and after the headings.
Totals print at the account levels.

Blank lines do not show on your spooled file; they show only on your printed
report.

Page Break

Designate where the report is to start a new page when run with this
sequence code. This option is useful to run separate reports for companies,
divisions or cost centers if these components exist in your chart of accounts
structure.
12-6 | Chapter 12 Using Query Interface Reports

Printing a Query Interface Trial Balance report

Overview

In addition to the Print Trial Balance MTD and Print Trial Balance YTD
reports, Infinium GL provides this report to print a trial balance. You can run
this report for month-to-date, year-to-date or week-to-date information.

Use this report to print a trial balance for either a company, company group,
account mask or account range.

Steps to print a Query Interface Trial Balance report

To print a Query Interface Trial Balance report, perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Query Interface Reports.

3 Select Print trial balance report [PTBR]. The system displays a screen similar
to Figure 12-3.
 Printing a Query Interface Trial Balance report | 12-7

Figure 12-3: Print Trial Balance Report screen

4 Use the following information to complete the fields on this screen:

Mask company?

If you specify yes in this field, the system selects all companies that have the
same account structure as the account you specified in the Account -
From/mask field above. If you use company group, you must set the Mask
company? field to yes.

If you select no, the system selects only the accounts for the company
specified in the Account - From/mask field.

If you run this report for a company group and you use a sequence code with
the primary sort on a component other than company, you produce a
consolidated trial balance.

Year/period

Specify a valid accounting year. This is a required field.

Specify a valid period of the year to print this report for a specific period.
Leave blank to print the report for all periods in the year.
12-8 | Chapter 12 Using Query Interface Reports

Account type

You can include or exclude accounts in your report based on their account
type. To include all accounts, specify ALIE. You can include any combination
of assets, liabilities, income and expense accounts in your report.

Report type

Specify one of the following values to determine the report format:

1 Month-to-date

2 Week-to-date

You can only request a week-to-date report if Enable weekly reporting? is set
to 1 in the Work with entity controls option. A month-to-date report includes
year-to-date balances as well as that month’s activity.

Journal status

Specify 1 to select only those journals with accepted activity.

For MTD report, the MTD amounts include only accepted activity but YTD
amounts include both accepted and posted activity. For YTD report, the YTD
amounts include both accepted and posted activity.

Specify 2 to select only those journals with posted activity.

For MTD report, both MTD and YTD amounts include only posted activity.
For YTD report, YTD amounts include only posted activity.

Leave blank to include both accepted and posted activity in the MTD report.

Status Value

Accepted 1

Posted 2

Both Blank

Report format

Specify 1 for a standard report or 2 for an extended report. An extended

report contains additional information on numeric user fields.
 Printing a Query Interface Trial Balance report | 12-9

ZERO activity

To include accounts with zero balances, specify 1. To exclude accounts with

zero balances, specify 2.

Sequence code

Specify your sequence code. If you leave this field blank, the system uses
your normal sequence.

5 Press Enter to submit report.

12-10 | Chapter 12 Using Query Interface Reports

Printing a Query Interface General Ledger report

Overview

This report is similar to the general ledger report previously discussed with
the exception that you can print voucher detail from Infinium PL in this query
interface report. This feature allows you to view detailed information from
Infinium AP or Infinium PY in a general ledger report when you close to
Infinium GL in a summary format.

Use this report to print a general ledger for either:

 A company, company group, and an account mask

 An account range

Steps to print a Query Interface General Ledger report

To print a Query Interface General Ledger report, perform the following

steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Query Interface Reports.

3 Select Print general ledger report [PGLR]. The system displays a screen
similar to Figure 12-4.
 Printing a Query Interface General Ledger report | 12-11

Figure 12-4: Print General Ledger Report screen

4 Use the following information to complete the fields on this screen:

Mask company?

If you specify 1 in this field, the system selects all companies that have the
same account structure as the account you specified in the Account -
From/mask field above. If you specify 0, the system selects only the accounts
for the company specified in the Account - From/mask field.

To use a company group, you must set the Mask company? field to 1.

Report type

Indicate whether the report is to print period or weekly amounts.

This is a required field and is used in conjunction with the Period or Week
from/to field; however, it is only available if weekly reporting has been turned
on at the entity level.

Year

Specify a valid accounting year. This is a required field.

Period or week from/to

This field is used in conjunction with the Report type field. If a value of 1 is
specified in the Report type field, the numeric value specified here will
12-12 | Chapter 12 Using Query Interface Reports

represent a period. If a value of 2 is specified in the Report type field, the

numeric value specified here will represent a week. To include all periods or
weeks of the year, leave this field blank.

Summarize to period

Specify a period (or week) up to which you require a period by period

summary. The system will summarize and print totals of previous periods
(weeks) with a detailed listing of the current period (week). For no summary,
specify 00.

Account type

You can include or exclude accounts in your report based on their account
type. To include all accounts, specify ALIE. You can include any combination
of assets, liabilities, income and expense accounts in your report.

Journal status

Specify 1 to select only those journals with accepted activity.

For MTD report, MTD amounts include only accepted activity but YTD
amounts include both accepted and posted activity. For YTD report, the YTD
amounts include both accepted and posted activity.

Specify 2 to select only those journals with posted activity.

For MTD report, both MTD and YTD amounts include only posted activity.
For YTD report, YTD amounts include only posted activity.

Leave blank to include both accepted and posted activity in MTD report’s
MTD activity amounts.

Report format

Specify 1 for a standard report or 2 for an extended report. An extended

report contains additional information on numeric user fields.

Zero Activity

Specify 1 to include accounts with zero balances. Specify 2 to exclude

accounts with zero balances.

Expand to Payables?

Use the following information to select a value to determine whether to

include or exclude Infinium PL payables detail in this report:
 Printing a Query Interface General Ledger report | 12-13

1 To expand a transaction back to Infinium PL and include

invoice detail

0 For no detail to print

Sequence code

Specify a sequence code. If you leave this field blank, the system uses your
normal sequence.

5 Press Enter to submit report.

12-14 | Chapter 12 Using Query Interface Reports

Printing a Query Interface Job Cost Analysis report

Overview

This report is similar to the Job Cost Analysis report previously discussed,
but is enhanced to further specify the information to include in your report by
using any combination of the following:

 Account number or mask

 Source
 Reference

You can run this report for a single job, all job codes or a mask.

Steps to print a Query Interface Job Cost Analysis report

To print a Query Interface Job Cost Analysis report, perform the following
steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Query Interface Reports.

3 Select Print job cost analysis report [PJCAR]. The system displays a screen
similar to Figure 12-5.
 Printing a Query Interface Job Cost Analysis report | 12-15

Figure 12-5: Print Job Cost Analysis Report screen

4 Use the following information to complete the fields on this screen:

Mask company?

If you specify yes in this field, the system selects all companies that have the
same account structure as the account you specified in the Account -
From/mask field above. If you use company group, you must set the Mask
company? field to yes.

If you select no, the system selects only the accounts for the company
specified in the Account - From/mask field.

Year

Specify a valid accounting year.

Period or week

This field is used in conjunction with the Report type field. If you specify a
value of 1 in the Report type field, the numeric value you specify here
represents a period. If you specify a value of 2 in the Report type field, the
numeric value you specify here represents a week. To include all periods or
weeks of the year, leave this field blank.

Report type

Indicate whether the report is to print period or weekly amounts.

12-16 | Chapter 12 Using Query Interface Reports

This field is only available if weekly reporting has been turned on at the entity
level. This is a required field and is used in conjunction with Period or week
field.

Source

Specify a valid source code or select from the valid listing of available source
codes. To run this report for all source codes, leave this field blank.

Reference

Specify a valid reference code to select only those journals with a matching
reference.

If you do not specify a source or reference, the system includes all journals in
your report.

Summary?

Specify summary or detail report.

1 Include only account balances.

2 Include transaction details.

5 Press Enter to submit report.

 Printing a Query Interface Budget Variance report | 12-17

Printing a Query Interface Budget Variance report

Overview

Run this report to compare budgeted account balances to actual account

balances. You can print all budgets and their variance amounts or budgets
that have variance amounts over a single amount, percentage or
combination. You can run this report for a company, company group or
account mask.

Steps to print a Query Interface Budget Variance report

To print a Query Interface Budget Variance report, perform the following

steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Query Interface Reports.

3 Select Print budget variance report [PBVR]. The system displays a screen
similar to Figure 12-6.
12-18 | Chapter 12 Using Query Interface Reports

Figure 12-6: Print Budget Variance Report screen

4 Use the following information to complete the fields on this screen:

Budget code

Specify a valid code to limit processing to this specific code. Specify *C or

*CURRENT for the current budget specified for the company. Specify *F or
*Forecast for the current forecast specified for the company. Specify *P or
*Plan for the current plan specified on the company control record. This is a
required field.

Budget type

Indicate the type of the budget to include in this report. This is a required field
and works in combination with the budget code and currency (if activated)
fields.

Mask company?

If you specify yes in this field, the system selects all companies that have the
same account structure as the account you specified in the Account -
From/mask field above. If you use company group, you must set the Mask
company? field to yes.

If you select no, the system selects only the accounts for the company
specified in the Account - From/mask field.
 Printing a Query Interface Budget Variance report | 12-19

Report type

Specify a valid report type value to identify whether the report is to print
period or weekly amounts.

This field is only available if weekly reporting has been turned on at the entity
level. This is a required field and is used in conjunction with Period or week
field.

Year

Specify a valid accounting year.

Period or week

This field is used in conjunction with the Report type field. If you specify a
value of 1 in the Report type field, the numeric value you specify here
represents a period. If you specify a value of 2 in the Report type field, the
numeric value you specify here represents a week. To include all periods or
weeks of the year, leave this field blank.

Variance amount and Variance percentage

Specify a “from” variance amount and/or percentage to use as a starting

point for the report and a “to” variance amount and/or percentage to use as
an ending point for the report. The system compares the amount you specify
to the difference between the budgeted amount and actual amount for the
period range selected. If a variance amount falls within the range specified,
the account prints on your report.

If you specify a range for both a Variance amount and Variance percentage,
the system prints the account only if the variance amount falls within both
ranges specified.

To list all variance amounts, leave the fields as zero.

Zero budget balances and Zero actual balances

Specify one of the following values to include or exclude zero budget

balances and zero actual balances:

1 Include all balances, zero or nonzero that meet your

selection criteria

2 Exclude only budgets and/or accounts with zero balances

3 Include only budgets and/or accounts with zero balances

12-20 | Chapter 12 Using Query Interface Reports

Zero actual and budget balances can be used in combination with the
exception of options 2 and 3. You cannot run a report that excludes zero
actual balances but includes zero budget balances.
 Printing sequence codes | 12-21

Printing sequence codes

Overview

Sequence codes are defined and maintained in the Work with sequence
codes option and are used with Query Interface report submissions. This
option prints a report listing of sequence codes by:

 Single sequence code

 All sequence codes
 Sequence code mask

Steps to print sequence codes

To print sequence codes, perform the following steps:

1 From the main menu select Analytical Inquiries & Reports.

2 Select Query Interface Reports.

3 Select Print sequence codes [PSC]. The system displays a screen similar to
Figure 12-7.
12-22 | Chapter 12 Using Query Interface Reports

Figure 12-7: Print Sequence Codes screen

4 Complete the fields on this screen to print a listing of codes.

5 Press Enter to submit report.

Chapter 13 Uploading and Downloading
Infinium GL Data
13

This chapter includes information about uploading and downloading Infinium

GL data.

The chapter consists of the following topics:

Topic Page

Overview of uploading and downloading Infinium GL data 13-2

Uploading input journals 13-3
Uploading budget journals 13-10
Downloading information 13-16
13-2 | Chapter 13 Uploading and Downloading Infinium GL Data

Overview of uploading and downloading Infinium GL

data

Infinium GL provides the ability to upload and download financial information.

With the proper hardware and software configuration, you can:

 Upload input journals and budget journals from your PC to the System i
 Download financial data from the Interactive trial balance option or the
Infinium ReportWriter display options.

Caution: Before performing any of the tasks in this chapter, confirm with your
technical staff that your work environment has been properly set up to
transfer information between your PC and the System i using IBM PC
Support, IBM Client Access, or another communications software package
and Infinium GL. For more information, refer to the Infinium GL Technical
Guide.

Objectives

After you complete this chapter, you should be familiar with:

 Uploading input journals and budget journals

 Downloading financial information from the Interactive trial balance option
and in the Infinium ReportWriter options.
 Uploading input journals | 13-3

Uploading input journals

Overview

You can create and upload input journals to Infinium GL using any PC
spreadsheet application that creates a file in the DIF (Data Interchange
Format) or CSV (Comma Delimited Format) format. You can upload input
journal transaction user fields as well as the job code field. The procedure is
as follows:

1 Create journal entries in a spreadsheet

2 Save and upload the spreadsheet data

3 Transfer the journal to Infinium GL

The example in this chapter uses Excel, but you can use other spreadsheet
applications.

Steps to create and save input journal spreadsheet data

To create journal entries in a spreadsheet, perform the following steps:

1 Create an Excel spreadsheet as displayed on a screen similar to Figure 13-1.

13-4 | Chapter 13 Uploading and Downloading Infinium GL Data

Figure 13-1: Excel Spreadsheet screen

2 Define the columns to create your input journal spreadsheet as follows:

Note: You must have data in the first three columns of the spreadsheet.

Column Format Description

A 36 alphanumeric positions Account number (Required)

B 17 numeric positions Amount
including 2 decimal places To specify a credit amount,
type the amount preceded by a
minus sign. (Required)
C 30 alphanumeric positions Transaction Description
(Required)
D 30 alphanumeric positions User Field Alpha 1
E 30 alphanumeric positions User Field Alpha 2
F 30 alphanumeric positions User Field Alpha 3
G 30 alphanumeric positions User Field Alpha 4
H 17 numeric positions User Field Numeric 1
including 2 decimal places
I 17 numeric positions User Field Numeric 2
including 2 decimal places
 Uploading input journals | 13-5

Column Format Description

J 6 numeric positions with 2 Date User Field

place holders
K 10 alphanumeric positions Job Code
L 24 alphanumeric positions Project Activity
with no break characters
M 6 alphanumeric positions Project Cost Code

You must define the first column size as 36 positions for the account number
regardless of the number of positions in your actual account number.

Although the spreadsheet format allows entry of a number up to 17 digits

long, all reports and displays within Infinium GL are limited to only 13 digits.
Therefore, any numbers exceeding 13 digits in the spreadsheet, including the
decimal precision, will be truncated within Infinium GL.

Caution: The format for budget journals differs from the format for input
journals. Refer to the “Uploading budget journals” topic discussed later in this
chapter for a description of the budget column format.

If Infinium PA is activated in Infinium GL, the system processes the

information in columns K through M as project information. The system
validates the job code as a project and adds leading zeros if necessary to
conform to Infinium PA masking. If the project fails validation, the system
does not format the value with leading zeros.

The journal proof process executed as part of the upload also identifies
errors in the project information.

3 Specify a file name for your .DIF or .CSV file before saving it.

 When you transfer the journal to Infinium GL for the upload procedure,
you must specify the file name and extension of the file you want to
upload.
 The file name can be up to 8 characters in length and the extension
should be DIF for a data interchange format (DIF) file or CSV for a
comma delimited format (CSV) file.

4 Save the file in the DIF or CSV format to upload spreadsheet information to
Infinium GL.

5 Place the file on your virtual drive for uploading to Infinium GL.
13-6 | Chapter 13 Uploading and Downloading Infinium GL Data

A virtual drive is a drive designator on your PC that is defined by your

technical staff for your use when transferring files to or from the System i. For
example, the virtual drive designator used in this chapter is G.

A virtual drive links your PC to a folder on the System i. You store documents
in the shared folder on the System i, similar to a directory on your PC. You
must use the folder GL2KFLR/GLPVD within your virtual drive to transfer files
to or from Infinium GL.

When using Client Access/95 with Windows/95, use Network Neighborhood

to save your spreadsheet to the shared folder. Select the System i from
Network Neighborhood, followed by library QDLS, followed by folder
GL2KFLR, followed by subfolder GLPVD.

Use the following information to save files to a virtual drive:

 If your spreadsheet application is in a DOS environment

Save the .DIF or .CSV file to your local hard drive and then copy the file
to your virtual drive.

 If your spreadsheet is in a Windows or OS/2 environment, you can use

one of two methods to save your file.

In Method 1 you save the file directly to the virtual drive.

a Start IBM PC Support or Client Access on your PC.

b Copy the file directly to the drive associated with the virtual drive.

In Method 2 you save the file to your local hard drive and then copy it to
the virtual drive.

a Start IBM PC Support or Client Access on your PC.

b Save the .DIF file to your local hard drive.

c Copy the file to the virtual drive using your file management utility.

Note: We recommend that you use Method 1 to eliminate the copying

step.

Steps to transfer the spreadsheet data to Infinium GL

Now you are ready to upload input journals from your spreadsheet to Infinium
GL.
 Uploading input journals | 13-7

To transfer the journal to Infinium GL, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Load input batch from PC. The system displays a screen similar to
Figure 13-2.

Figure 13-2: Load Input Batch From PC screen

On this screen you specify the batch header and journal header information
for the journal being uploaded by typing a company, batch type, year/period.
If currency is enabled, specify a currency and exchange date.

4 Use the following information to complete the additional fields on this screen:

Journal date

Specify the date to be used as the journal date for this journal. The system
uses the current date as the default date. The user can change this default
value.

Intercompany Table

Specify the table to balance the companies within this journal. This is not a
required field. The system uses this field for batches that process
intercompany transactions only.
13-8 | Chapter 13 Uploading and Downloading Infinium GL Data

Transcode

Specify yes to transcode this journal during the posting process.

Auto accrual

Specify yes for the system to automatically reverse this journal in the
following period. When this journal is accepted, the system creates and
accepts the reversing journal in the following period.

This may be used to reverse month-end adjustments, prepayments, and

accrual journals.

Single ledger journal

Specify one of the following options:

1 Create a journal in only the processing currency for dual and

multi-currency companies.

0 Create a journal using normal currency as defined in Infinium

CM and company currency controls.

Source

Specify a code to assist users in identifying the source of entry of a journal.

Reference

Specify a reference to allow the user to identify and select their journals on
screens and reports. The journal reference is optional here. A blank
Reference defaults to GLGGHUL.

Description

Specify a journal description to further describe the contents of the journal.

This is an optional field.

Transfer to Project Accounting

If you included project information in the spreadsheet, specify yes.

Autopost

Specify yes to automatically post the input journals after passing the proof
process.

Note: Authorization to accept, proof, and post journals that you created may
be restricted. See the “Performing Supervisor Tasks” chapter in the Infinium
General Ledger Guide to Controls for information on using the Work with
 Uploading input journals | 13-9

security controls function to change authorization levels, or consult your

Infinium GL administrator.

Specify no to not post automatically when the upload process completes.

Use the Accept and post journals option to post these input journals at a later
date.

Caution: If your user profile does not have a record set up in the GL User
Security File, you are not authorized to autopost, and, therefore, cannot set
Autopost to yes.

Load from folder

Specify yes if you have previously uploaded your spreadsheet using PC

Support or Client Access into a System i Shared Folder - GL2KFLR/GLPVD.

Specify no in this field only if you have loaded flat file GLP23 through some
other vehicle. This entry by-passes the System i Shared Folder and works
strictly from the flat file GLP23.

An entry of no in this field is specifically for a customized setup in which a

customized vehicle is used to load the flat (work) file rather than PC Support
or Client Access. It requires customization on your part.

5 Press Enter. The system displays the Transfer PC Document from the
Shared Folder window.

6 Specify the file name of the file created from the spreadsheet function. For
PC upload, data must be in either DIF or CSV format.

The PC File must have been previously saved into the shared folder
GL2KFLR/GLPVD through PC Support or Client Access.

Once you submit your transfer request, the system automatically runs an
input journals proof report.
13-10 | Chapter 13 Uploading and Downloading Infinium GL Data

Uploading budget journals

Overview

You can upload budget journals to Infinium GL using any PC spreadsheet

application that creates a file in the DIF or CSV format. Additionally, you have
the ability to upload multiple periods of budget information with varying
amounts in each period in a single upload process.

Any blank cells in the spreadsheet are interpreted as zero amounts. For
example, if you enter amounts in a spreadsheet for columns corresponding to
three periods and you perform an upload for four periods, the blank cells
corresponding to period four are considered zero amounts.

The example in this chapter uses Excel, but you can use other spreadsheet
applications.

Steps to create and save spreadsheet budget journals

To create budget entries in a spreadsheet, perform the following steps:

1 Create an Excel spreadsheet as displayed on a screen similar Figure 13-3.

 Uploading budget journals | 13-11

Figure 13-3: Excel Spreadsheet screen

2 When you create your spreadsheet, define the columns as follows:

Column Format Description

A 36 alphanumeric positions Account number

B-N 17 numeric positions Amount.
including 2 decimal places Specify an amount for each
of the 13 periods. To specify
a credit amount, type the
amount preceded by a minus
sign.
O 17 numeric positions Total
including 2 decimal places Column not uploaded
P 30 alphanumeric positions Transaction Description

You must define the first column size to be 36 positions for the account
number regardless of the number of positions in your actual account number.

Although the spreadsheet format allows entry of a number up to 17 digits

long, all reports and displays within Infinium GL are limited to only 13 digits.
Therefore, any numbers exceeding 13 digits in the spreadsheet, including the
decimal precision, will be truncated within Infinium GL.
13-12 | Chapter 13 Uploading and Downloading Infinium GL Data

You can load 13 separate budget periods, columns B through N, with

different amounts in each period. You must establish all of the columns in the
spreadsheet even if you are not loading 13 periods of information.

3 Specify a file name for your .DIF or .CSV file before saving it.

 When you transfer the journal to Infinium GL for the upload procedure,
you must specify the file name and extension of the file you want to
upload.
 The file name can be up to 8 characters in length and the extension
should be DIF for a data interchange format (DIF) file or CSV for a
comma delimited format (CSV) file.

4 Save the file in the .DIF or .CSV format to upload spreadsheet information to
Infinium GL.

5 Place the file on your virtual drive for uploading to Infinium GL.

A virtual drive is a drive designator on your PC that is defined by your

technical staff for your use when transferring files to or from the System i. For
example, the virtual drive designator used in this example is G.

A virtual drive links your PC to a folder on the System i. You store documents
in the shared folder on the System i, similar to a directory on your PC. You
must use the folder GL2KFLR/GLPVD within your virtual drive to transfer files
to or from Infinium GL.

When using Client Access/95 with Windows/95, use Network Neighborhood

to save your spreadsheet to the shared folder. Select the System i from
Network Neighborhood, followed by library QDLS, followed by folder
GL2KFLR, followed by subfolder GLPVD.

Use the following information to save files to a virtual drive:

 If your spreadsheet application is in a DOS environment

Save the .DIF or .CSV file to your local hard drive and then copy the file
to your virtual drive.

 If your spreadsheet is in a Windows or OS/2 environment, you can use

one of two methods to save your file.

In Method 1 you save the file directly to the virtual drive.

a Start IBM PC Support or Client Access on your PC.

b Copy the file directly to the drive associated with the virtual drive.
 Uploading budget journals | 13-13

In Method 2 you save the file to your C drive and then copy it to the
virtual drive.

a Start IBM PC Support or Client Access on your PC.

b Save the .DIF file to your local hard drive.

c Copy the file to the virtual drive using your file management utility.

Note: We recommend that you use Method 1 to eliminate the copying

step.

Steps to transfer the spreadsheet budget journal to Infinium GL

To upload budget journals, perform the following steps:

1 From the main menu, select Budget Processing.

2 Select Budget Journals.

3 Select Load budget journals from PC [LIBFPC]. The system displays a

screen similar to Figure 13-4.

Figure 13-4: Budget Upload screen

13-14 | Chapter 13 Uploading and Downloading Infinium GL Data

4 Use this screen to specify the budget company, year, budget code, and
currency for the uploaded budget transaction. Before you can upload budget
journals, the budget header must exist in Infinium GL.

5 Use the following information to complete the remaining fields on this screen:

Budget period - from/to

Specify a range of periods from 1 to 12 (or 13 for companies that use 13

period accounting) for the budget transactions. You can upload a range of
periods or a single period. If you are uploading only a single period of
information, specify that period number in both the From field and the To
field.

Source

Specify a code to assist users in identifying the source of entry of a journal.

Reference

Specify a reference to allow the user to identify and select their journals on
screens and reports. The journal reference is optional here. If you leave this
field blank, the system defaults to GLGGHUL.

Description

Specify a journal description to further describe the contents of the journal.

This is an optional field.

Autopost

Specify yes to automatically post the budget journals when the budget upload
process completes. The budget post program allows you to process batches
for multiple periods; therefore, all batches created can be submitted into a
single post.

Note: Authorization to accept, proof, and post journals that you created may
be restricted. See the “Performing Supervisor Tasks” chapter in the Infinium
General Ledger Guide to Controls for information on using the Work with
security controls function to change authorization levels, or consult your
Infinium GL administrator.

Specify no to not automatically post the budget journals when the budget
upload process completes. Use the Proof and post budgets option to post
these budget journals.

Caution: If your user profile does not have a record set up in the GL User
Security File, you are not authorized to autopost, and, therefore, cannot set
Autopost to yes.
 Uploading budget journals | 13-15

Adjust/Replace

The Adjust/Replace field allows you to specify whether amounts from the
upload are to adjust (add to) or replace the amounts in the budget.

Specify 1 to replace amounts in the budget with the amounts in the uploaded
budget journal.

Specify 0 to adjust amounts in the budget by the amounts in the uploaded

budget journal.

This option is used only when the Autopost field is set to 1.

Load from folder?

Specify 1 if you have previously saved your spreadsheet into the System i
Shared Folder GL2KFLR/GLPVD.

Specify 0 in this field only if you have loaded flat (work) file GLP22 using
Client Access, PC Support, or a similar tool. This entry bypasses the System
i Shared Folder and works strictly from the flat file GLP22.

6 Press Enter. The system displays the Transfer PC Document from the
Shared Folder window after you complete the Budget Upload screen.

7 Specify the name of the file created from the spreadsheet function. For PC
upload, data must be in either .DIF or .CSV format. The PC file must have
been previously saved into the shared folder GL2KFLR/GLPVD through PC
Support or Client Access.

Note: The system transfers all account numbers including any invalid
numbers.

Once you submit your transfer request, the system automatically runs a
budget journal proof and prints the budget journal proof report.
13-16 | Chapter 13 Uploading and Downloading Infinium GL Data

Downloading information

Overview

From within Infinium GL you can download information to a shared folder,

GL2KFLR, on the System i. Then, using the PC Support/400 utility, you can
copy the files to a PC and import them into a PC spreadsheet application.

This ability is available in the Interactive Trial Balance option and in various
Infinium ReportWriter report display options. The procedure is as follows:

1 Download the data

2 Copy the downloaded file

3 Load the data into a spreadsheet

Steps to download Interactive trial balance data

Caution: You should exit the Interactive trial balance function between
downloading files to ensure that the PRN file is cleared between downloads.
Otherwise, the PRN file may contain leftover entries.

To download the data, perform the following steps:

1 From the main menu select Analytical Inquiries and Reports.

2 Select Interactive trial balance [ITB].

3 Run a trial balance. The system displays the data that you want to download.

4 Press F15. The system displays a screen similar to Figure 13-5.

 Downloading information | 13-17

Figure 13-5: Interactive Trial Balance Download window

5 Specify the name of the file to which you want the system to download the
data. Do not specify an extension. The system automatically assigns the
extension PRN.

6 After you receive the message Copy complete to virtual disk, exit the
function.

7 When the transfer is complete, select PC Support 400 PC System tasks to

Work With PC Document Folders.

Copying the downloaded file

A virtual drive is a drive designator on your PC that is defined by your

technical staff for your use when transferring files to or from the System i.

A virtual drive links your PC to a folder on the System i. You store your
documents in the folder on the System i, similar to a directory on your PC.
You must use the folder GL2KFLR/GLPVD within your virtual drive to transfer
files to or from Infinium GL.

1 Select one of the methods listed below to copy the file:

 Type the DOS command to copy the file from the virtual drive to your
local hard drive.
13-18 | Chapter 13 Uploading and Downloading Infinium GL Data

 If your PC is operating in a Windows environment, use your file

management utility to copy the file.

Loading data into a spreadsheet

In this example the user imported the downloaded file into an Excel
spreadsheet as displayed on the screen similar to Figure 13-6.

Your spreadsheet application may look different. Refer to that application’s

documentation for instructions on importing a PRN type file.

Figure 13-6: Imported data screen

Before importing the downloaded file, you must adjust the size of the
spreadsheet columns to display the information correctly. Adjust the size of
the columns as indicated in the following table:

Column Format Description

A 36 alphanumeric positions Account number

B 17 numeric positions with 2 decimal Amount

places MTD or posted debits
C 17 numeric positions with 2 decimal Amount
places YTD or posted credits
D 30 alphanumeric positions Account description
 Downloading information | 13-19

Import the .PRN file into your spreadsheet application.

Steps to download information from Infinium RW

Follow the steps outlined below to download information from Infinium RW.

1 From the main menu select the Infinium ReportWriter option from the main
menu.

2 Select Report Printing.

3 Select Work with macro reports, Work with COR reports, or Work with report
groups depending on the location of the report output you want to download.

4 Select the desired report or report group. Specify 8 and press Enter to
display the stored output.

5 From the list of stored reports, select the report you want to download.
Specify 5 and press Enter.

6 Press F15 to download the report to a file in the GL2KFLR folder and FNPVD
subfolder. The system displays a window similar to Figure 13-7.

Figure 13-7: Transfer PC Document to Shared Folder window

13-20 | Chapter 13 Uploading and Downloading Infinium GL Data

7 Specify a valid file name. If you plan to import this file to Microsoft Excel, you
must use the default . PRN file extension.

8 Press Enter to actually download the file. After you receive the message
Copy complete to virtual disk, press F3 to exit the function.

Copying the downloaded file

A virtual drive is a drive designator on your PC that is defined by your

technical staff for your use when transferring files to or from the System i.

A virtual drive links your PC to a folder on the System i. You store your
documents in the folder on the System i, similar to a directory on your PC.
You must use the folder GL2KFLR/FNPVD within your virtual drive to transfer
Infinium RW files to or from Infinium GL.

1 Select one of the methods listed below to copy the file:

 Type the DOS command to copy the file from the virtual drive to your
local hard drive.
 If your PC is operating in a Windows environment, use your file
management utility to copy the file.

2 The next step is to import the downloaded file into a spreadsheet program.
Refer to the spreadsheet application documentation for instructions on
importing a PRN type file.

Before importing the downloaded file, you must adjust the size of the
spreadsheet columns to display the information correctly. Adjust the size of
the columns as indicated in the following table:

Column Format Description

A 30 alphanumeric positions Account number

B-M 13 numeric positions with 2 decimal Amount

places

The download from Infinium RW allows only the first column to be alpha and
assumes that the other columns are numeric.
Chapter 14 Accessing Infinium GL Data
for Infinium QY Reporting
14

This chapter includes information about accessing Infinium GL data for

Infinium QY reporting.

The chapter consists of the following topics:

Topic Page

Overview of Infinium GL data for Infinium QY reporting 14-2

Terminology and concepts 14-3
Naming conventions for files and fields 14-4
Commonly used Infinium GL files 14-6
14-2 | Chapter 14 Accessing Infinium GL Data for Infinium QY Reporting

Overview of Infinium GL data for Infinium QY

reporting

You use Infinium QY to create a variety of Infinium GL reports. Some reports,

such as those that print data from your transaction user fields, can be used to
supplement your standard reports and Infinium RW reports.

General ledger Infinium QY reports are also useful for a variety of diagnostic
purposes. This chapter introduces you to the Infinium GL files that are
commonly used to generate Infinium QY reports; it is not intended to teach
you how to use the Infinium QY product.

Objectives

After you complete this chapter, you should be familiar with:

 File and field naming conventions

 Files commonly used in General Ledger Infinium QY reports
 Critical join fields
 Useful selection criteria
 Terminology and concepts | 14-3

Terminology and concepts

Library

In Infinium QY, library is another word for database.

Joining

Joining is the process of connecting the records from separate files with a
common field for use in a report.

Primary file

In an Infinium QY report you must select one file as the primary file. Infinium
QY reads every record of the primary file and makes selections based upon
the join fields specified in the secondary files.

Secondary files

All other files selected in an Infinium QY report are called secondary files.
14-4 | Chapter 14 Accessing Infinium GL Data for Infinium QY Reporting

Naming conventions for files and fields

Infinium follows a file/field naming convention. Familiarity with this convention

enables you to use Infinium QY most effectively.

File names

Within your Infinium GL database, accounts and all account related data are
stored in files that start with the prefix “GL.” The table below lists Infinium GL
files named in accordance with this convention that are commonly used to
generate Infinium QY reports.

File Description

GLPCT Chart of accounts file

GLPGL Account balance file
GLPTX Accepted transaction file

Field names

Field names within each record in a file also follow a naming convention. The
last two characters of the file name are the first two characters of the field
name. Examples follow:

File Field Description

GLPCT CTPAGE Internal account number (internal page number)
CTACCT Account number
CTDESC Account description
PAPACT Parent account
GLPTX TXPAGE Transaction account (internal page number)
TXFAMT Transaction amount
TXMNTH Transaction period
TXJRNL Transaction journal number

Your Infinium GL database contains a number of data files that start with
“FN” rather than “GL.” These files relate to Infinium RW and contain
information such as report headers, line definitions, column definitions,
 Naming conventions for files and fields | 14-5

macros, and runtime variables. You do not generally use Infinium RW files to
generate Infinium QY reports.
14-6 | Chapter 14 Accessing Infinium GL Data for Infinium QY Reporting

Commonly used Infinium GL files

Infinium QY allows you to report on virtually any file in your Infinium GL

database, subject only to security restrictions placed by the system
administrator.

This section explains Infinium GL files and fields central to the Infinium QY
process. Use this information to create a variety of Infinium QY reports.

Chart of Accounts file, GLPCT

The GLPCT file provides the account number and description for each of
your accounts. Accounts are identified in the GLPCT file as monetary,
statistical, non-posting, inactive, budgetary, transcoding, and foreign
denominated accounts. This file is the only file to contain these account
identifiers. Therefore, the GLPCT file is required in many General Ledger
Infinium QY reports and is also frequently used as the primary file. The
GLPCT file contains no financial data. Balances are contained in other files.

An example of this is the Accepted Transaction file, GLPTX that contains the
page number reference, TXPAGE. To list transactions in account number
order, you must join records in the GLPCT file to related records in the
GLPTX file. The page number fields CTPAGE and TXPAGE are the only
common fields you can use to join these two files.

Note: Records in the chart of accounts file are almost always joined to
related records in other files. You accomplish this join by using the page
number field, CTPAGE. Corresponding page number fields exist in all
account-related files.

The following are fields in the GLPCT file that are often printed in Infinium QY
reports:

Field Description

CTACCT Account
CTDESC Account description
CTACK Account short name
CTPACT Parent account

The following are fields in the Chart of Accounts file that are useful for
sorting:
 Commonly used Infinium GL files | 14-7

Field Description

CTALT1 Appearance of account for

alternate sequence A
CTALT2 Appearance of account for
alternate sequence B
CTUFxx Account user field xx
(where xx is equal to the account (where xx is equal to the account
user field number 01-04) user field number 01-04)
CTRCxx Segment or component xx
(where xx is equal to the (where xx is equal to the segment/
segment/component number 01-09) component number 01-09)

The following are fields in the Chart of Accounts file and valid values for
these fields. These are useful as selection criteria in your Infinium QY
reports.

Field Description/valid values

CTMORS Account Use:

M = Monetary
S = Statistical
B = Both (either) allowed
N = No postings allowed
CTALIE Account type:
A = Asset
L = Liability
I = Income account
E = Expense Account
CTUSED Account used:
1 = Account has been used
0 = Account has not been used
CTSEGN Number of segments in this
account (can be 1-9)
CTCUR Currency denomination

The fields that follow are in the Chart of Accounts file that other files
frequently have in common. These fields provide join capability with other
files.

Field Description

CTPAGE Page number

14-8 | Chapter 14 Accessing Infinium GL Data for Infinium QY Reporting

Field Description

CTLPG Related transcoded account (if any)

CTCO Company

The Accepted Transaction file contains detailed debit and credit transactions
that have been processed in the Accept Journals option.

The following are fields in the Accepted Transaction file that are often printed
in reports:

Field Description

TXFAMT Transaction amount

TXDESC Transaction description
TXNF01 User field quantity 1
TXNF02 User field quantity 2
TXDF18 Transaction user date field

The following are fields that are useful for sorting:

Field Description

TXBNBR Batch number

TXJRNL Journal number
TXJOB Associated job or project (if any)
TXAF01 Alpha transaction user field 1
TXAF02 Alpha transaction user field 2

The fields that follow are in the Accepted Transaction file and possible valid
values for these fields. These are useful as selection criteria in your Infinium
QY reports.

Field Description/valid values

TXYEAR Year
TXMNTH Period
TXMORS Journal type:
M = Monetary transaction
S = Statistical transaction
TXCO Company
 Commonly used Infinium GL files | 14-9

The page number field, TXPAGE, is commonly used for joining.

Currency Distributions GLPCD

The GLPCD file contains all of the amounts associated with a journal
transaction. The GLPCD file consists of transaction detail along with any
associated currency conversion records. Each transaction may have 1, 2, or
3 GLPCD records.

The GLPCD file contains both accepted and unaccepted data and is directly
related to the Accepted Transaction file, GLPTX, and Input Journal Detail,
GLPGX, files. The GLPGX file contains unaccepted data only. Once the
information is accepted, the data is deleted from the GLPGX file and written
to the GLPTX file.

The following are fields in the Currency Distributions file that are often printed
in Infinium QY reports:

Field Description

CDAMT Amount
CDTCUR Currency

The fields that follow are in the Currency Distributions file and possible valid
values for these fields. These are useful as selection criteria in your Infinium
QY reports.

Field Description/valid values

CDYEAR Year
CDMNTH Period
CDSTS Journal Status:
0 = Unaccepted
1 = Accepted
2 = Posted
CDCO Transaction company

The Journal Number field, CDJRNL, is useful for sorting.

The fields that follow are in the Currency Distributions file that other files
frequently have in common. These fields provide join capability with other
files.
14-10 | Chapter 14 Accessing Infinium GL Data for Infinium QY Reporting

Field Description

CDPAGE Page number

CDJRNL Journal number
CDSEQ Sequence number

The Account Balance file contains six primary types of summary balances
that are maintained by the Journal Posting option. They are:

M Monetary balances

S Statistical units balances

1 Numeric user field 01 quantity balances

2 Numeric user field 02 quantity balances

C Credit balances

D Debit balances

Other types of balances are contained in other files. Examples include the
Budget Balance file, GLPBX, and the Chart of Reporting Balance file,
GLPRB. You can use Infinium QY as well as Infinium RW to access
information in these files.

The following are fields in the Account Balance file that are often printed in
Infinium QY reports:

Field Description

GLSTRT Starting balance

GLMNxx Net activity during period xx
(where xx is equal to the periods (where xx is equal to the periods
01-14) 01-14)
GLBAL Current (YTD) balance

The following are fields in the Account Balance file that are useful for sorting:

Field Description

GLYEAR Accounting year

GLCUR Balance currency
 Commonly used Infinium GL files | 14-11

The following are fields in the Account Balance file and valid values for these
fields. These are useful as selection criteria in your Infinium QY reports.

Field Description/valid values

GLYEAR Accounting year

GLMORS Balance type:
M = Monetary balance
S = Statistical balance
1 = Numeric User Field
01 balance
2 = Numeric User Field
02 balance
C = Credit
D = Debit
GLCUR Balance currency

The fields that follow are in the Account Balance file that other files frequently
have in common. These fields provide join capability with other files:

Field Description

GLPAGE Page number

GLCO Company

The Journal Header file contains a record that documents each accepted
journal in the system. Several journals are related to the same batch number
if they are posted together in the same batch.

The following are fields in the Journal Header file that are often printed in
Infinium QY reports:

Field Description

THDESC Journal description

THREF Journal reference
THACRU Auto accrual
THCO Journal company

The following are fields in the Journal Header file that are useful for sorting:

Field Description

THMNTH Journal period

14-12 | Chapter 14 Accessing Infinium GL Data for Infinium QY Reporting

Field Description

THSRC Journal source code

The following are fields in the Journal Header file that are useful as selection
criteria:

Field Description

THYEAR Accounting year

THMORS Journal type:
M = Monetary balance
S = Statistical balance

The fields that follow are in the Journal Header file that other files frequently
have in common. These fields provide join capability with other files.

Field Description

THJRNL Journal number

THBNBR Batch number
THREVJ Reverses journal number

For additional information on Infinium QY, refer to the Guide to Infinium

Query.
Chapter 15 Using Weekly Reporting
15

This chapter includes information about using weekly reporting.

The chapter consists of the following topics:

Topic Page

Overview of weekly reporting 15-2

Setting up weekly controls 15-3
Initializing weekly balances 15-8
Setting weekly controls in Journal Processing 15-11
Using weekly reporting in Budget Processing 15-14
Using weekly reporting in Query Interface Reports 15-20
15-2 | Chapter 15 Using Weekly Reporting

Overview of weekly reporting

Weekly reporting allows you to maintain balances for each week in your fiscal
year. Weekly reporting is available in the following Infinium GL options:

 Journal Processing
 Budget Processing
 Infinium ReportWriter
 Query Interface Reports

Objectives

After you complete this chapter, you should be familiar with the following:

 Defining the proper controls to perform weekly reporting in entity and

company controls
 Initializing weekly balances
 Entering journals by week
 Allocating budget amounts to weeks
 Running Query Interface Reports to obtain weekly information
 Setting up weekly controls | 15-3

Setting up weekly controls

Overview

To have weekly reporting fields and prompts display throughout Infinium GL,
you must define weekly reporting controls at the entity and company levels. If
weekly reporting is active, the system maintains period and weekly balances
for each general ledger company.

This section explains the three levels to defining weekly reporting controls
using the following options:

 Work with entity control

 Work with weekly controls
 Work with company controls
 Initialize weekly balances

Steps to define weekly reporting controls at the entity level

To define weekly controls at the entity level, perform the following steps:

1 From the main menu select Control File Functions.

2 Select Entity.

3 Select Work with Entity Control [WWEC].

4 Select Weekly reporting controls. Specify 5 in the Opt field and press Enter.
The system displays a screen similar to Figure 15-1.

Note: You can also access the Weekly reporting controls attribute by
selecting the General Ledger Initial Setup and the Create entity control
options.
15-4 | Chapter 15 Using Weekly Reporting

Figure 15-1: Work With Entity Control Weekly Reporting Controls screen

Use this screen to set weekly reporting at the entity level.

5 Specify yes to use weekly reporting. The system displays weekly fields and
prompts throughout Infinium GL.

Specify no if you are not using weekly reporting. The system does not display
weekly fields throughout the system.

6 Press Enter. The system returns you to the selection screen.

Steps to define weekly controls at the company level

Use this option to define the week and period relationships of the current
year, specified in the Base data attribute, for a specific company.

Note: You must define the period controls of the current year before you can
define the weekly controls for the company.

To define weekly controls at the company level, perform the following steps:

1 From the main menu select Control File Functions.

2 Select Companies.
 Setting up weekly controls | 15-5

3 Select Work with company controls [WWCC].

4 Specify a code that identifies the company.

5 If you are creating a new company, you must define the Base data attribute
before you can access any other company controls.

6 Select Weekly controls. Specify 5 in the Opt field and press Enter. The
system displays a screen similar to Figure 15-2.

Figure 15-2: Work With Company Controls Weekly Controls screen

Use this screen to assign a pre-defined sequence of weeks to the periods of

the current year. You can also copy the weekly reporting attributes of another
company.

7 Specify a valid value in the Week type field or leave this field blank to
manually assign the weeks.

1 Allocate the weeks in a sequence of 4,4,5 over the year.

Period 1 will consist of four weeks, period 2 will consist of
four weeks, period three will consist of five weeks, and so
on until all of the weeks are assigned.

2 Allocate the weeks in a sequence of 4,5,4 over the year.

3 Allocate the weeks in a sequence of 5,4,4 over the year.

15-6 | Chapter 15 Using Weekly Reporting

4 Allocate the weeks in a sequence of 4,4,4 over the year.

8 Specify the number of the period to which this week belongs if you have
chosen to assign weeks to periods manually.

9 Press Enter to update the weekly controls.

Steps to define weekly controls

Use this option to define the weekly controls of a company for a specific year
or to define system-wide weekly controls that will be applied to all companies
that do not have weekly controls defined for them.

To define weekly controls, perform the following steps:

1 From the main menu select Control File Functions.

2 Select Companies.

3 Select Work with weekly controls [WWWC]. The system displays a screen
similar to Figure 15-3.

Figure 15-3: Work With Weekly Controls screen 1 of 2

 Setting up weekly controls | 15-7

To define weekly controls globally for all companies, leave the Company field
blank.

4 You use the Week type field to assign the weeks to periods by either:

 Selecting a value from the displayed list

 Leaving this field blank to manually assign weeks or to copy weekly
controls from another company

If you establish system-wide weekly controls for a 13 period year, ensure that
you only use these controls for companies who also use 13 accounting
periods. Likewise, you should only use system-wide weekly controls for a 12
period year for companies that use 12 accounting periods.

You may assign a pre-defined sequence of weeks to the periods in a year or

copy the weekly attributes of another company.

Figure 15-4: Work With Weekly Controls screen 2 of 2

5 Press Enter. The system displays a screen similar to Figure 15-4.

If you selected a week type on the previous screen, Infinium GL assigns a

period to each week based on your selection. In the above example, weeks
1-4 are in period 1.

If you did not enter a week type, you must assign the weeks manually.

6 Press Enter to update the weekly controls.

15-8 | Chapter 15 Using Weekly Reporting

Initializing weekly balances

Overview

You must run this option to update your weekly balances for any history
stored in Infinium GL. The system calculates a weekly balance by dividing
the period balance by the number of weeks defined in the period.

You can convert the balances of a specific company or all companies in the
system. If you run the conversion process for a single company, you must
ensure that you do not include the company in any subsequent initialization
process of all companies for the same year.

Steps to initialize weekly balances

To initialize weekly balances, perform the following steps:

1 From the main menu select Supervisor Functions.

2 Select GL Functions.

3 Select Initialize weekly balances [IWB]. The system displays a screen similar
to Figure 15-5.
 Initializing weekly balances | 15-9

Figure 15-5: Initialize Weekly Balances screen

Use this screen to determine which weekly balances to update.

4 Use the following information to complete the fields on this screen:

Convert actuals?

Specify yes to create weekly balances for actual balances. Specify no if you
do not want to initialize your actual balances.

Convert budgets?

Specify yes to create weekly balances for budget period balances. Specify no
to exclude your budget balances from the initialization process.

Replace existing weekly records?

Specify one of the following values:

1 To replace any weekly balance records that might already

exist. This response is appropriate if you have used this
option before and balances exist.
15-10 | Chapter 15 Using Weekly Reporting

0 To indicate that you do not want to replace existing weekly

balances. This response is appropriate if you have already
run this option for a specific company and you now want to
run it for all companies. The company for which the option
has already been run will be excluded from the process.

The system prints an exception report to indicate companies that are not
included in the initialization.

When you initialize the balances of the current year, the system creates
weekly balances up to and including the current period and week. Actual
balances for subsequent periods will be assigned to the first week of those
periods. Budget balances for subsequent periods will be distributed over the
number of weeks in those periods.

5 Press Enter to update weekly balances.

 Setting weekly controls in Journal Processing | 15-11

Setting weekly controls in Journal Processing

Overview

After weekly reporting is enabled, the system displays a new field during
journal processing in which you specify a valid week within a period and year.
The system displays the prompt on the batch header in both the Work with
mass journal entry option and the Work with journals option. Infinium GL
updates both the weekly balances and period balances during the posting
process.

Additionally, the setting of the weekly reporting feature has an effect on auto-
accruals, year end processing, and other sub-systems in Infinium GL.

Auto-accruals

Auto-accruals are performed on a period basis only. Therefore, if you enter

an accrual journal, the journal will be reversed in the first week of the
following period, regardless of the week number.

For example, if you enter an accrual journal for the last week of a period, the
journal will be reversed in the first week of the next period.

Year end processing

When the year end journal is created, the current period and week in
company controls will be converted to period number 14 and week number
54. This means that the year end journal is created for week 54 and period
14.

Other systems

If you are using sub-systems to create batches in Infinium GL, for example,
Accounts Payable or Accounts Receivable, ensure that the systems transfer
a valid year, period, and week number to Infinium GL. Otherwise, an
incorrect week number may be created on the batch header.

To avoid this problem, you should close the sub-systems to Infinium GL at

the end of each week.
15-12 | Chapter 15 Using Weekly Reporting

Steps to set the weekly control in Working with Mass Journal

Entry

To set the weekly control in enter and post journals, perform the following
steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Work with mass journal entry [WWMJE]. The system displays the
Work with Mass Journal Entry screen.

4 Press Enter without typing anything in any field. The system displays a
screen similar to 15-6.

Figure 15-6: Work With Mass Journal Entry Autobatch screen

The weekly controls for the batch company, journal company, and companies
that you use within the journal must be the same.

5 Use the following information to complete the Week field:

If you specify a week and do not specify a period and year, the system uses
the current year and the period associated with that week in Company
Controls.
 Setting weekly controls in Journal Processing | 15-13

If you specify only the current year and period, the system uses the current
week defined in Company Controls.

If you specify a period other than the current period and year and do not
enter a week, the system uses the first week defined for that period in
Company Controls.

If weekly controls are not defined for the company and year you specified,
the system uses the system-wide weekly controls that were defined through
the Work with weekly controls option.

6 Press Enter to submit changes.

15-14 | Chapter 15 Using Weekly Reporting

Using weekly reporting in Budget Processing

Overview

When you enable weekly reporting, you can allocate budget amounts equally
for all weeks within a company. In addition, you can base budgets on weekly
balances using the Copy/Change feature in the Work with budgets option.

You can use two methods to apportion a budget amount: the period mode
and the week mode. The period mode initially apportions the budget amount
over the periods defined in a year and then calculates the weekly budget
amounts.

In contrast, the week mode initially apportions the budget amount over the
weeks defined in a year and then calculates the budget amounts for the
periods.

Steps to use budget processing with period mode

To use budget processing with the period mode, perform the following steps:

1 From the main menu select Budget Processing.

2 Select Work with budgets [WWB].

3 Specify the appropriate information to access the Budget Details screen. For
more information on budget fields and how to access the Budget Details
screen, refer to the “Processing Budgets” chapter in this guide. The system
displays a screen similar to Figure 15-7.
 Using weekly reporting in Budget Processing | 15-15

Figure 15-7: Work With Budgets Budget Details screen 5 of 6

4 Specify the Account number of the account for which budget amounts are to
be added or changed.

An account number can be added to a budget only if the account is defined in

the chart of accounts to permit budgets. Also, a monetary budget can contain
only accounts of type M, B, or N, and a statistical budget can contain only
accounts of type S, B, or N.

5 Specify one of the following values in the Opt field to change the weekly
amounts of an account already included in this budget:

2 Update yearly amount and reallocate the amount to each

week.

You select this value to recalculate the spreading of a new

amount or the changing of the Round factor or
Period/week mode? values. The system displays the fields
on screen 6.

3 Update weekly amounts directly.

6 Press Enter. The system displays a screen similar to Figure 15-8.

15-16 | Chapter 15 Using Weekly Reporting

Figure 15-8: Work With Budgets budget mode selection screen 6 of 6

Follow the steps below if you specified in the previous screen that you want
to update the yearly amount and reallocate the amount to each week. To
apportion budget amounts equally over the weeks, refer to the next section
“Steps to use budget processing with weekly mode” in this chapter.

7 Use the following information to complete the fields on the screen:

Annual amount

Specify the annual budget amount for this account. This amount will then be
divided by the system into quarterly, monthly, and weekly amounts
depending on the budget creation code.

Round factor

Specify a rounding factor to specify the power of ten to which the budget
amounts are to be rounded when the annual amount is prorated to weekly
amounts.

0 rounds to the nearest unit of 1 (3.667 becomes 4.00)

1 rounds to the nearest unit of 10 (16.26 becomes 20.00)

2 rounds to the nearest unit of 100 (160.26 becomes 200.00)

 Using weekly reporting in Budget Processing | 15-17

9 rounds to the nearest unit of 1000000000 (1900000000

becomes 2000000000)

P rounds to 2 decimal positions (3.667 becomes 3.67)

Period/week mode?

This field displays if you specified in the previous screen that you want to
update the yearly amount and reallocate the amount to each week.

Specify yes to spread the annual amount over accounting periods.

Recalculate using the F6 function key to spread the new amount.

Specify a week to spread the annual amount over weeks.

The budget amounts assigned to each period are displayed in the bottom half
of the screen.

8 Press Enter. If you specified a week in the Period/week mode? field, the
system displays a screen similar to Figure 15-9. Use this screen to view and
update the system-generated budget amounts assigned to each week. You
can modify the budget amounts as required.

Figure 15-9: Work With Budgets Weekly Amounts screen 3 of 6

9 Press Enter to update the budget.

15-18 | Chapter 15 Using Weekly Reporting

The system returns to the Work With Budget Details screen. To display
amounts, continue to the next step.

Work with assigned budget amounts

To work with the budget amounts assigned to each week in a period, perform
the following steps:

1 Select the required account in the Work with Budget Details screen. Specify
3 in the Opt field and press Enter. The system displays a screen similar to
the Work With Budgets Period Amounts screen in the “Steps to create a new
interactive budget” topic in this chapter.

Use this screen to display and update the budget amounts assigned to each
week in a period. If you modify a weekly amount, the change will be reflected
in the budget amount for the associated period and in the annual budget
amount.

2 Select the required account in the Work with Budget Details screen. Specify
1 in the Opt field and press Enter. The first screen is displayed.

Use this screen to display and update the budget amounts assigned to each
period in a year. If you modify a budget amount, the change will be reflected
in the weekly budget amounts associated with the period and in the annual
budget amount.

3 Press Enter to update the budget.

Steps to use budget processing with weekly mode

This method apportions a budget amount equally over the weeks defined for
the company and year. The budget amount for a period is calculated by
totaling the weekly amounts contained in that period.

To apportion a budget using the weekly mode, perform the following steps:

1 Complete steps 1 through 6 as outlined in “Steps to use budget processing

with period mode” previously in this chapter.

2 Specify the budget amount into the Annual amount field.

3 In the Period/week mode? field, specify that you want to spread the annual
amount over weeks if weekly controls are used. The budget amounts for
each week are displayed in the bottom half of the screen.
 Using weekly reporting in Budget Processing | 15-19

Use this screen to view and update the system-generated weekly budget
amounts. You can modify the budget amounts for each week as required.

4 Press Enter to update the budget.

The budget amounts for each period are now calculated by totaling the
weekly budget amounts contained in the individual periods.

The system returns to the Work With Budget Details screen. You may now
want to see the budget amounts that were assigned to the weeks defined for
the company and year. Refer to the section on “Displaying assigned budget
amounts” discussed earlier in this section.

If you press Enter on this screen, the system recalculates the budget
balances. Cancel this screen to return to the previous screen if you do not
want to recalculate.

The weekly reporting considerations for budget journal entry are the same as
those applied to normal journal processing. Refer to the “Setting weekly
controls in Journal Processing” topic for more information.
15-20 | Chapter 15 Using Weekly Reporting

Using weekly reporting in Query Interface Reports

Overview

You can obtain weekly information through the following Query Interface
Reports:

 Trial Balance Report

 General Ledger Report
 Job Costing Analysis Report
 Budget Variance Report

Trial Balance Report

The Print Trial Balance Report screen has two prompts that are related to
weekly reporting:

 Year/period or week
 Report type

General Ledger Report

The Print General Ledger Report screen has two prompts that are related to
weekly reporting:

 Report type
 Period or week from/to

Job Cost Analysis Report

The Print Job Cost Analysis Report screen has two prompts that are related
to weekly reporting:

 Report type
 Period or week
 Using weekly reporting in Query Interface Reports | 15-21

Budget Variance Report

The Budget Variance Report screen has two prompts that are related to
weekly reporting:

 Report type
 Period or week

For more detailed information on running these reports, refer to the section
on Query Interface Reports discussed earlier in this guide.
15-22 | Chapter 15 Using Weekly Reporting

Notes
Chapter 16 Using Sequential
Numbering
16

This chapter includes information about how to set up the sequential

numbering module in the Infinium FP system when you number specific
documents sequentially in the Infinium GL system.

This chapter also contains information about the sequential numbering tasks
that you perform in the Infinium GL system.

The chapter consists of the following topics:

Topic Page

Overview of sequential numbering 16-2

Creating and maintaining calendars 16-4
Defining and updating a number series 16-8
Defining and working with document types 16-12
Creating and working with number series assignments 16-16
Working with sequential numbering through Infinium GL 16-20
16-2 | Chapter 16 Using Sequential Numbering

Overview of sequential numbering

Infinium FP is a system that allows you to set up sequential numbering of

documents across Infinium GL and Infinium PL. You use sequential
numbering to generate an internal audit number for certain financial
documents, such as journals and invoices. Infinium GL provides you with the
ability to sequentially number monetary journals for auditing purposes.

You can also use Infinium FP to establish and maintain financial calendars
that identify your accounting years and periods.

This chapter is divided into a series of tasks that you perform to:

 Set up the sequential numbering module in Infinium FP

 Work with sequential numbering through Infinium GL

A sequence number, which is unique within a number series, consists of 15

digits and is automatically generated by the system. Gaps within a number
series do not occur except those natural gaps that result when there is a
change in the accounting year and/or period. You assign the number series
to facilitate auditing.

The process of setting up sequential numbering in Infinium FP involves more

than setting up a number series. If you define a number series to include the
year or period, you can define a specific calendar the system must follow to
assign the period. In order for the financial applications to use the number
series, you must assign the series to a document.

Setting up sequential numbering can be separated into the following tasks:

 Creating and maintaining calendars

 Defining and updating a number series
 Working with documents
 Assigning number series to documents

Objectives

After you complete this chapter, you should be able to understand the
purpose of sequential numbering as well as how the system assigns
sequential numbers.
 Overview of sequential numbering | 16-3

You should also be familiar with how to do the following:

 Create, update, and delete financial calendars

 Define, update, and delete a number series
 Define, update, and delete document types using the Infinium FP and
Infinium GL systems
 Create, update, and delete number series assignments using the Infinium
FP and Infinium GL systems
16-4 | Chapter 16 Using Sequential Numbering

Creating and maintaining calendars

Overview

Infinium FP gives you the option to incorporate the year and period as a
prefix within a sequence number for a series. If you do incorporate the year
and period, define the year and period by one of the following two methods:

1 The year and period are identified by the transaction.

2 The year and period are determined by a financial calendar associated with
the number series.

Financial calendars support daily accounting with up to 999 accounting

periods per year (regular and adjustment).

Steps to create a calendar

To create a calendar, perform the following steps:

1 From the Infinium FP main menu select Controls.

2 Select Work with calendars [WWCAL]. The system displays the Work with
Calendars selection screen.

3 Press F6 to create a new calendar. The system displays the Work with
Calendars entry screen.

You can also create a new calendar by selecting an existing calendar with 3
to copy it and pressing Enter. You must type the new calendar’s name in the
Calendar field and the year in the Year field. Press Enter to access the
remaining fields to change as explained in the next step.

4 Use the following information to complete the fields on this screen:

Calendar

Specify the name of the calendar to create. You can use up to ten characters
or numbers.
 Creating and maintaining calendars | 16-5

Year

Identify the year for which you are creating the calendar. The year must be
between 1901 and 2069.

Description

You must type a description.

Starting date, Ending date

Specify the starting and ending dates for the calendar.

Number of periods

Indicate the total number of periods (regular plus adjusting). If the number of
periods includes 12 regular periods, the system provides the names of the 12
calendar periods (months) and their ending dates on the next screen.

Number of adjustment periods

If you use adjustment periods, specify the number of adjustment periods in

the calendar. The system defaults in the ending date of the calendar year,
which is the ending date of the last regular period. The system also defaults
in the ending date of the last or only adjustment period.

5 Press Enter. The system displays the Work with Calendars period definition
screen.

Calendar period information

Infinium provides one entry for each period within the calendar year based on
the calendar definition you entered on the previous screen. The system lists
regular periods first followed by any adjustment periods.

Regular and adjustment periods are independent of each other. The system
does not treat them as sequential in system processing or in editing.

6 Use the following information to complete the fields on this screen:

Name

You can change the name of each period in the accounting year. If the
number of regular periods equals 12, the system defaults in the names of the
12 months into the period name fields. You can change these. If the number
of regular periods is a number other than 12, the system defaults in the
period number as the name of the regular and the adjustment periods.
16-6 | Chapter 16 Using Sequential Numbering

End date

You can type or change each period’s ending date. If the number of regular
periods equals 12, the system defaults in the ending dates of the 12 months
into the end date fields. You can change these. If the number of regular
periods is a number other than 12, the system defaults in only end date of the
last regular period, which you can change. You must type the end date of
each period.

The system defaults in the ending date of the calendar year, which is the
ending date of the last regular period. The system also defaults in the ending
date of the last or only adjustment period.

Maximum Closings

Specify the maximum number of closings for each period. This is an optional
field.

7 Press Enter. The system creates the calendar and returns you to the Work
with Calendars selection screen.

Steps to update a calendar

To update a calendar, perform the following steps:

1 From the Infinium FP main menu select Controls.

2 Select Work with calendars [WWCAL]. The system displays the Work with
Calendars selection screen.

Locating a calendar

You can press F17 (subset) to restrict the listing to a specific calendar and/or
year and/or active status. You can also use the locate fields to position the
listing to a specific calendar and/or year.

3 Select an existing calendar. Specify 2 in the Opt field.

To deactivate a calendar, type 9 in the Opt field and press Enter. The system
changes the value in the Active column from Y to N.

4 Press Enter. The system displays the Work with Calendars entry screen.

5 Change any of the calendar controls except the calendar name and year.
 Creating and maintaining calendars | 16-7

6 Press Enter. The system displays the Work with Calendars period definition
screen.

7 Change any of the period information.

8 Press Enter. The system updates the calendar and returns you to the Work
with Calendars selection screen.

Steps to delete a calendar

To delete a calendar, perform the following steps:

1 From the Infinium FP main menu select Controls.

2 Select Work with calendars [WWCAL]. The system displays the Work with
Calendars selection screen.

Locating a calendar

You can press F17 (subset) to access the screen that allows you to restrict
the listing to a specific calendar and/or year and/or active status. You can
also use the locate fields to position the listing to a specific calendar and/or
year.

3 Select a calendar with 4 to delete.

4 Press Enter. The system displays a confirmation screen.

5 Press Enter to continue and delete the calendar, or cancel the deletion and
return to the previous screen. You can also exit this screen to cancel the
deletion and return to the main menu.
16-8 | Chapter 16 Using Sequential Numbering

Defining and updating a number series

Overview

A number series is a set of numbers that you define for the system to
automatically increment. You can define the series to include years and
periods within each number. Documents, applications, and companies can
share a number series in any manner you prescribe.

You must define at least one number series to use sequential numbering.

Steps to create a number series

To create a number series, perform the following steps:

1 From the Infinium FP main menu select Controls.

2 Select Work with number series [WWNS]. The system displays the Work with
Number Series selection screen.

3 Press F6 to create a new number series. The system displays the Work with
Number Series entry screen.

You can also create a new number series by selecting an existing number
series with 3 to copy it and pressing Enter. You must type a unique name for
the new number series in the Number series field. Press Enter to access the
remaining fields.

4 Use the following information to complete the fields on this screen:

Number series

Specify the name of the number series that you are creating. You can use up
to ten characters or numbers.

Description

You must type a description.

 Defining and updating a number series | 16-9

Include year in sequence number

If you type Y in this field, the first four digits of the number are the year and a
new sequence is started for each year. Also, you must type a value in the
Source for year/period field.

If you type N in this field, the first four digits of the number are zeroes, and
the system does not reset the number sequence based on the year.

Include period in sequence number

Use this field only if you type Y in the Include year in sequence number field.

If you type Y in this field, the fifth, sixth and seventh digits of the number are
the period, and a new sequence is started for each period.

If you type N in this field, the fifth, sixth and seventh digits are zeroes, and
the system does not reset the number sequence based on the period.

Source for year/period

This field is required only when you type Y in the Include year in sequence
number field. The valid entries are as follows:

1 Year and period are determined by transaction year and

period.

2 The system uses the transaction creation date and a

calendar.*

3 The system uses the transaction accepted date and a

calendar.*

* The system uses the accounting calendar specified in the Calendar field to
establish the year and period.

Calendar

You must type a value in this field only if you type 2 or 3 in the Source for
year/period field. The calendar identifies the accounting year and period.

Starting sequence number

The default value for this field is 1. The system uses the value in this field
when a number series is first used and whenever a new accounting year or
period is encountered if year and period are included in the sequence
number.
16-10 | Chapter 16 Using Sequential Numbering

5 Press Enter. The system displays the Work with Number Series systems
screen.

6 Change the default value Y to N for any Infinium product that should not use
the number series.

7 Press Enter. The system creates the number series and returns you to the
Work with Number Series selection screen.

Steps to update a number series

To update a number series, perform the following steps:

1 From the Infinium FP main menu select Controls.

2 Select Work with number series [WWNS]. The system displays the Work with
Number Series selection screen.

3 Select an existing number series with 2 to change.

You can deactivate a number series by selecting it with 9 and pressing Enter.
The system changes the value in the Active column from Y to N.

4 Press Enter. The system displays the Work with Number Series entry screen.

5 Change any of the number series controls except the name of the number
series.

6 Press Enter. The system displays the Work with Number Series systems
screen.

7 Change any of the values on this screen.

8 Press Enter. The system updates the number series.

Steps to delete a number series

To delete a number series, perform the following steps:

1 From the Infinium FP main menu select Controls.

2 Select Work with number series [WWNS]. The system displays the Work with
Number Series selection screen.
 Defining and updating a number series | 16-11

3 Select the number series. Specify 4 in the Opt field.

You cannot delete a number series that is used within a document

assignment.

4 Press Enter. The system displays a confirmation screen.

5 Press Enter to continue and delete the number series or cancel the deletion
and return to the previous screen. You can also exit this screen to cancel the
deletion and return to the main menu.
16-12 | Chapter 16 Using Sequential Numbering

Defining and working with document types

Overview

You use Infinium FP to assign numbers to document types. Document types

are classifications of documents associated with internal transaction types. A
document in Infinium FP is equivalent to a receipt, invoice, or journal in other
applications. For example, a document defined for Infinium GL is a monetary
journal.

Infinium defines the Infinium GL document that it can number sequentially, as

well as Infinium AR and Infinium PL documents. You can also create non-
Infinium documents.

In Infinium GL monetary journals are the only transactions that you can use
for sequential numbering. Monetary journals are identified as document type
MJRNL.

You can define document subtypes to further classify Infinium transactions.

The monetary journal document, MJRNL, is the only document that supports
subtypes. You can use subtypes in Infinium GL, for example, to
accommodate different types of monetary journals. Use the Source code field
to designate journal subtypes.

Not all Infinium documents support subtypes. The document controls

delivered by Infinium indicate which documents support subtypes.

You cannot create Infinium documents or change their definition. You can
change only their user controls.

As a default, the user controls that are shipped with all Infinium documents
specify that sequential numbering is not used. You can modify the user
controls by selecting them for updating.

Steps to create a non-Infinium document type

Infinium predefines the documents delivered to you. You cannot create

Infinium documents or change their definition.
 Defining and working with document types | 16-13

To create a non-Infinium document type, perform the following steps:

1 From the Infinium FP main menu select Controls.

2 Select Work with documents [WWDOC]. The system displays the Work with
Documents selection screen.

3 Press F6 to create a new document type. The system displays the Work with
Documents entry screen.

You can also create a document type by selecting and copying an existing
document type. Specify 3 in the Opt field and press Enter. You must
complete the Application origin, Application designator, and Document type
fields. Press Enter to access the remaining fields as explained in the next
step. You can change only the Document User Controls portion of the
screen.

4 Use the following information to complete the fields on this screen:

Application origin

Specify the origin of the document. You must specify 2 to indicate that the
document originates in a non-Infinium system.

Application designator

This field identifies the application to which the document type belongs. Use
up to three characters as designators for non-Infinium systems.

Document type

This field identifies the type of transaction document for which you are
defining controls.

Document description

Specify a description of the document type.

Use document subtype

Specify whether document subtypes are used for document type.

Document file name

This field identifies the database file that contains the sequence number
issued for this document. The system provides it for reference purposes and
you can use it for sequence number audit reporting.
16-14 | Chapter 16 Using Sequential Numbering

Use sequential numbering

Specify whether this document uses sequential numbering. If you specify Y in

this field, you must specify a value in the Default number series field to be
used for the document.

Default number series

Specify the name of the number series that the system uses as its default.

If you are not assigning a number series by company, you have completed
the setup of sequential numbering for this document after you specify a value
in this field.

When the document type requires a sequential number, the system uses any
series defined by company for this document type. When you use subtypes,
the system assigns the number series by subtype for a company. If there is
no company assignment, the system uses any series assigned by subtype. If
there is no company or subtype, the system uses the default number series
identified here.

The system uses the Work with document assignments option to make
company and subtype assignments.

Allow assignment by company

Specify whether the system assigns a number series at the company level for
this document. You must specify a value in this field only if sequential
numbering is used for this document.

If the value in this field is Y, you can assign a series by company using the
Work with document assignments option. You must specify a value in this
field only if sequential numbering is used for this document.

Allow assignment by division

This field does not apply to the Infinium GL system.

5 Press Enter. The system creates the document type.

Steps to update a document type

You can modify only the user controls of Infinium documents. When shipped
to you, the user controls for all Infinium documents specify that sequential
numbering is not used.

To update a document type, perform the following steps:

 Defining and working with document types | 16-15

1 From the Infinium FP main menu select Controls.

2 Select Work with documents [WWDOC]. The system displays the Work with
Documents selection screen.

3 Select a document type to update.

4 Specify 2 in the Opt field and press Enter. The system displays the Work with
Documents entry screen.

5 Make changes as necessary. You can change all of the controls for non-
Infinium document types. You can change only the Document User Controls
for Infinium document types.

6 Press Enter to update the document type.

Steps to delete a non-Infinium document type

To delete a non-Infinium document type, perform the following steps:

1 From the Infinium FP main menu select Controls.

2 Select Work with documents [WWDOC]. The system displays the Work with
Documents selection screen.

3 Select a document type to delete.

You can delete only non- Infinium document types.

4 Specify 4 in the Opt column and press Enter. The system displays a
confirmation screen.

5 Press Enter to continue and delete the document type, or cancel the deletion
and return to the previous screen. You can also exit this screen to cancel the
deletion and return to the main menu.
16-16 | Chapter 16 Using Sequential Numbering

Creating and working with number series

assignments

Overview

You must link each document type to a number series for which sequential
numbers are used. You can also assign a number series to each document
type based on the document subtype and company.

When a transaction requires a sequence number, the number series

assignment is based on a hierarchy in which a company assignment is
attempted first, followed by subtype assignment and document assignment.
The system searches for the applicable series in the following sequence:

1 Document type, subtype, company

2 Document type, company

3 Document type, subtype

4 Document type

Steps to create a document assignment

To create a document assignment, perform the following steps:

1 From the Infinium FP main menu select Controls.

2 Select Work with document assignments [WWDA]. The system displays the
Work with Document Assignments selection screen.

You can also make document assignments in the Work with documents
option by selecting a document with 5 and pressing Enter.

3 Press F6 to create a new document assignment. The system displays the

Work with Document Assignments entry screen.
 Creating and working with number series assignments | 16-17

You can also create a new document assignment by selecting and copying
an existing document assignment. Specify 3 in the Opt field and press Enter.
The system displays the copy from fields in the top half of the screen.

4 Use the following information to complete the fields on this screen:

Application origin

Specify the origin of the document for which you are making this assignment.

If the document originates in the Infinium GL system, specify 1 in this field.

Specify 2 if the document originates in a non-Infinium system (billing system).

Application designator

Specify the application (system) identifier of the document. Specify GL for

Infinium GL.

You can use up to three characters as designators for non-Infinium systems.

Document type

Specify the document type. Specify MJRNL for the Infinium GL document
type.

The combination of application origin, application designator, and document

type must match an existing document. The combination of application origin,
application designator, document type, subtype, and company must be
unique and not match any existing document assignment entry.

Document subtype

For document type MJRNL, you can specify a journal source code for the
subtype.

Specify a user-defined value if you are assigning a number series by the

subtype of a non-Infinium document.

To prompt on this field, you must specify the application of origin and the
application designator.

Company

Specify the company for the document assignment you are creating to assign
a number series by company for a document. If you allow company
assignment for a document type but you make no company assignment, the
system uses a document subtype assignment if one is available; otherwise, it
uses the default assignment for the document type.
16-18 | Chapter 16 Using Sequential Numbering

Division

This field does not apply to the Infinium GL system.

Number series

You must specify a valid number series in this field that the system will use to
assign sequence numbers for the origin, application, document, subtype, and
company combination you enter.

5 Press Enter to create the document assignment.

Steps to update document assignments

To update a document assignment, perform the following steps:

1 From the Infinium FP main menu select Controls.

2 Select Work with document assignments [WWDA]. The system displays the
Work with Document Assignments selection screen.

3 Select a document assignment to update. Specify 2 in the Opt field and press
Enter.

4 Press Enter. The system displays the Work with Document Assignments
entry screen.

5 Change the value in the Number series field if applicable.

6 Press Enter. The system updates the document assignment.

Steps to delete document assignments

To delete a document assignment, perform the following steps:

1 From the Infinium FP main menu select Controls.

2 Select Work with document assignments [WWDA]. The system displays the
Work with Document Assignments selection screen.

3 Select a document assignment to delete. Specify 4 in the Opt field.

4 Press Enter. The system displays the confirmation screen.

 Creating and working with number series assignments | 16-19

5 Press Enter to continue and delete the document assignment, or cancel this
screen to cancel the deletion and return to the previous screen. You can also
exit this screen to cancel the deletion and return to the main menu.
16-20 | Chapter 16 Using Sequential Numbering

Working with sequential numbering through Infinium

GL

Overview

This section contains sequential numbering tasks that you can perform
through Infinium GL. We recommend that you set up sequential numbering in
Infinium FP before performing the tasks through the Infinium GL system.

This section includes how to perform the following tasks through Infinium GL:

 Updating a document type

 Updating a number series assignment

After you have set up all required information for sequential numbering, the
system assigns sequential numbers. In Infinium GL the only documents that
use sequential numbers are monetary journals.

When Infinium GL accepts monetary journals, the system:

1 Retrieves the next sequential number from Infinium FP

2 Records the number in Infinium GL in the GLPSN file

The key to this file is the journal number. The system does not generate a
report for this file; however, you can use Infinium QY for reporting this
information.

Steps to update a document type through Infinium GL

To update an Infinium GL document, perform the following steps:

1 From the Infinium GL main menu select Control File Functions.

2 Select Entity. The system displays the Work With Entity GL System Definition
screen.

3 Select Work with sequential numbering [WWSN]. The system displays the
Work with Documents selection screen.
 Working with sequential numbering through Infinium GL | 16-21

You are in the Infinium FP system as if you selected the Work with
documents option directly from Infinium FP. However, when you access
Infinium FP from Infinium GL, you see only Infinium GL documents.

Refer to the “Defining and working with document types” topic earlier in this
chapter for information on how to create and update document types.

When you have finished working with document types, the system returns
you to the Work With Entity GL System Definition screen.

Steps to update a number series assignment through Infinium GL

To update an Infinium GL number series, perform the following steps:

1 From the Infinium GL main menu select Control File Functions.

2 Select Companies.

3 Select Work with company controls [WWCC]. The system displays the Work
with Company Controls prompt screen.

4 Specify a valid company code in the Company field.

5 Press Enter. The system displays the Work With Company Controls selection
screen.

6 Select Sequence number relationship controls.

7 Specify 5 in the Opt column and press Enter. The system displays the Work
with Document Assignments selection screen.

When you complete these steps, you are in the Infinium FP system as if you
selected the Work with document assignments option directly from Infinium
FP. However, when you access Infinium FP from Infinium GL, you see only
Infinium GL document assignments.

Refer to the “Creating and working with number series assignments” topic
earlier in this chapter for information on how to create and update document
assignments.

When you have finished working with document assignments, the system
returns you to the Work With Company Controls selection screen.
16-22 | Chapter 16 Using Sequential Numbering

Notes
Chapter 17 Maintaining Debit and Credit
Balances
17

This chapter includes information about how to set controls and enter
amounts for the system to maintain debit and credit balances.

The chapter consists of the following topics:

Topic Page

Overview of debit/credit balances 17-2

Enabling debit/credit balances for your system 17-3
Defining company controls for debit/credit balances 17-5
Enabling debit/credit entry for users 17-7
Using debits and credits in journals 17-9
17-2 | Chapter 17 Maintaining Debit and Credit Balances

Overview of debit/credit balances

Infinium GL allows you to maintain debit and credit balances in addition to

monetary balances for each account set up to track actual monetary data.
The debit/credit feature is an international requirement where users enter
negative debit amounts to correct debit entries and positive credit amounts to
correct credit entries.

When you use the debit/credit balance feature, the system stores debit
balances separate from credit balances enabling you to print separate debit
and credit columns on reports.

By activating the debit/credit feature in entity controls, you determine the

following:

 Whether you can maintain debit and credit balances for one, some, or all
companies through the Work with company controls option
 How a user enters debits and credits and whether the user can make
correcting debit/credit entries in the journal entry options through the
Work with user security controls option

Objectives

Upon completion of this chapter, you should be familiar with the following:

 Controls you set to enable the debit/credit feature

 How to enter journals using the debit/credit feature
 What happens when you proof and post debit/credit journals
 Enabling debit/credit balances for your system | 17-3

Enabling debit/credit balances for your system

Overview

To maintain debit/credit balances for any companies, you must enable

debit/credit balances in entity controls for your entire system.

Steps to enable debit/credit balances for your system

To enable debit/credit balances, perform the following steps:

1 From the main menu select Control File Functions.

2 Select Entity.

3 Select Work with entity control [WWEC]. The system displays the Work With
Entity Control GL System Definition screen.

4 Select Balance controls.

5 Specify 5 in the Opt field and press Enter. The system displays the Work
With Entity Control Balance Controls screen.

6 Specify yes in the Maintain debit/credit balances? field to enable debit/credit

balances.

1 Debit/credit balances are enabled.

0 Debit/credit balances are not enabled.

After you enable debit/credit balancing, you cannot disable it if at least one
company has enabled debit/credit balancing.

7 Press Enter. The system saves your change and returns you to the Work
With Entity Control GL System Definition screen.

The system now includes the corresponding fields in company controls and
user profile controls.
17-4 | Chapter 17 Maintaining Debit and Credit Balances

8 Exit or cancel this screen to return to the main menu.

 Defining company controls for debit/credit balances | 17-5

Defining company controls for debit/credit balances

Overview

You can decide on a company-by-company basis which companies maintain

debit/credit balances.

You can enable the debit/credit feature for a company only if you have
enabled it for the entire system in entity controls.

Steps to define company controls for debit/credit balances

To establish debit/credit balance maintenance for companies, perform the

following steps:

1 From the main menu select Control File Functions.

2 Select Companies.

3 Select Work with company controls [WWCC]. The system displays the Work
With Company Controls prompt screen.

4 Specify a valid company in the Company field.

5 Press Enter. The system displays the Work With Company Controls selection
screen.

6 Select the Journal controls attribute. Specify 5 in the Opt field and press
Enter.

7 Press Enter. The system displays the Work With Company Controls Journal
Controls screen.

8 Specify yes in the Maintain debit/credit balances? field to enable debit/credit

balances for this company.

1 Debit/credit balances are enabled.

0 Debit/credit balances are not enabled.

17-6 | Chapter 17 Maintaining Debit and Credit Balances

Caution: You should enable this feature only at the beginning of a fiscal
year. Enabling debit/credit balances at any other time creates inconsistent
entries in the GLPGL balance file, which could affect year end processing
and reporting.

The system will now maintain balance record types D (debit) and C (credit)
as well as M (monetary) for the accounts of this company when you post
monetary journals.

If you leave 0 in the Maintain debit/credit balances? field, the system

maintains balance record type M for amounts posted from monetary journals
only.

After you enable debit/credit balancing for a company, you cannot disable it if
any D or C balance records exist for this company in the GLPGL balance file.

9 Press Enter. The system saves your change and returns you to the Work
With Company Controls selection screen.

10 Exit or cancel this screen to return to the main menu.

 Enabling debit/credit entry for users | 17-7

Enabling debit/credit entry for users

Overview

For each user you can establish user security controls that determine:

 How the user enters debit/credit amounts in the Work with mass journal
entry option and the Work with journals option
 Whether the user can make correcting debit/credit entries

You can enable the debit/credit feature for a user only if you have enabled it
for the entire system in entity controls.

Steps to enable debit/credit entry for users

To enable debit/credit entry for a specific user, perform the following steps:

1 From the main menu select Supervisor Functions.

2 Select User Security.

3 Select Work with user security controls. The system displays the Work With
User Security Controls user selection screen.

4 Select an existing user profile to update. Specify 5 in the Opt field and press
Enter.

You can also press F6 to create user security for a new user profile.

5 Press Enter. The system displays the Work With User Security Controls
selection screen.

6 Select the Journal security attribute. Specify 5 in the Opt field and press
Enter.

7 Press Enter. The system displays the Work with User Security Controls
journal entry screen.
17-8 | Chapter 17 Maintaining Debit and Credit Balances

8 Specify yes in the Allow debit/credit entry? field to enable debit/credit in

journal processing for this user profile.

1 Debit/credit balances are enabled.

0 Debit/credit balances are not enabled.

When you enable debit/credit entry for a user:

 The D/C field allows the user to specify whether an entry is either a debit
or a credit by typing D or C, respectively, in the Work with mass journal
entry option.
 The system displays D or C to indicate debit or credit next to each
transaction the user has entered in the journal subfile in the Work with
journals option.
 Both the Work with mass journal entry and Work with journals options
allow the user to specify normal debit and credit entries as positive
amounts and correct debit and credit entries as negative amounts. In the
Work with mass journal entry option, the value the user specifies in the
D/C field determines if the amount is stored as a debit or a credit.

If you leave 0 in the Allow debit/credit entry? field:

 The system does not display the D/C field in the Work with mass journal
entry option. The system interprets a positive amount as a debit and a
negative amount as a credit.
 The system does not allow negative entries in the Work with journals
option. Debit and credit transactions are indicated by a positive value and
a negative sign, respectively.

The system still maintains debit/credit balances for the company if:

 The Maintain debit/credit balances? field in entity controls is enabled.

 The Maintain debit/credit balances? field in company controls is enabled.
 The Allow debit/credit entry? field for a user is disabled.

9 Press Enter. The system saves your change and returns you to the Work
With User Security Controls selection screen.

10 Exit this screen to return to the main menu.

 Using debits and credits in journals | 17-9

Using debits and credits in journals

Overview

This task applies to Infinium GL systems that have the following:

 The Maintain debit/credit balances? field in the entity control is enabled.

 The Allow debit/credit entry? field in user security controls is enabled.

When the debit/credit balances feature is not enabled:

 You must type a positive amount for a debit and a negative amount for a
credit.
 When you press Enter to validate a journal, the system fills the database
field with D for positive amounts and C for negative amounts.

The system does not maintain debit and credit balances for statistical
accounts.

This topic explains how to make debit/credit entries in the Work with mass
journal entry and Work with journals options as well as what the system does
when you proof and post debit/credit journals.

Steps to use the debit/credit feature in mass journal entry

To use the debit/credit feature in mass journal entry, perform the following
steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Work with mass journal entry [WWMJE]. The system displays the
Work With Mass Journal Entry screen.

The D/C field displays next to the Amount column on this screen if each of
the following is true:

 The Maintain debit/credit balances? field in entity controls is enabled.

17-10 | Chapter 17 Maintaining Debit and Credit Balances

 The Allow debit/credit entry? field in security controls for this user is
enabled.

4 Specify a positive amount in the Amount field for a normal debit or a normal
credit. If you type a negative amount, the system works with that entry as a
correcting or exception entry.

Use the following procedure to specify debit and credit amounts:

a Specify the amount in the Amount field.

b Indicate whether the amount is positive or negative.

 To specify a positive amount for normal entries, the amount must be

right justified.
 To specify a negative amount for correcting entries, the amount must
be right justified.
 Specify D to specify a debit or C to specify a credit in the D/C column.

When you specify credit amounts, Infinium GL displays a character in the last
position of the Amount field. The system displays the trailing minus sign
when you press Enter or scroll the information on the screen.

The tables below describe the results of using the D/C field with positive and
negative entries in the Amount field.

Your action If D/C field is D If D/C field is C

Type a positive System stores amount as System stores amount as
amount a positive value a negative value
System displays amount System displays amount
as a positive value as a positive value
Normal debit Normal credit
Type a negative System stores amount as System stores amount as
amount a negative value a positive value
Type a negative System displays amount System displays amount
amount as a negative value as a negative value
Correcting debit Correcting credit

Leaving the D/C field blank

If you do not specify a value in the D/C field, the system automatically fills in
the value from the previous entry when it edits the journal.
 Using debits and credits in journals | 17-11

For example: You specify D in the D/C field in line 1, leave the D/C field in
lines 2 through 12 blank, and specify C in the D/C field in line 13. When the
system edits the journal, it fills in the blank D/C fields (lines 2 through 12) with
D. If you make any entries after line 13 leaving the D/C field blank, the
system fills those fields with C.

If the D/C field is blank for the first line, the system displays an error
message.

5 Complete the remainder of the fields on this screen to create the journal.
Refer to the “Using Mass Journal Entry” chapter in this guide for more
information.

Steps to use the debit/credit feature in Journal Entry

To use the debit/credit feature in journal entry, perform the following steps:

1 From the main menu select Journal Processing.

2 Select Journal Entry.

3 Select Work with journals [WWJ]. The system displays the Work With
Journals Batch List screen.

4 Create or update a journal as described in the “Entering and Posting

Journals” chapter in this guide.

The Work With Journals Journal Details screen displays separate Debit and
Credit fields. The system interprets the entries in these fields as described in
the table below.

Your action If amount is in Debit field If amount is in Credit field

Type a positive System stores amount as System stores amount as
amount a positive value a negative value
System displays amount System displays amount
as a positive value as a positive value
Normal debit Normal credit
Type a negative System stores amount as System stores amount as
amount a negative value a positive value
System displays amount System displays amount
as a negative value as a negative value
Correcting debit Correcting credit
17-12 | Chapter 17 Maintaining Debit and Credit Balances

Differences in authority when updating journals

Two situations exist when the user updating a journal has different authority
for entering debit and credit balances than the user who created the journal.
The two situations are as follows:

1 The user who creates a journal is not authorized to make debit/credit entries
and the user who updates the journal is authorized to make debit/credit
entries.

The system displays the same journal differently for these users as follows:

 The creating user sees debits as positive amounts and credits as

negative amounts and does not see the D/C field.
 The updating user sees both debits and credits as positive amounts
differentiated by either D or C in the D/C field.

2 The user who creates a journal is authorized to make debit/credit entries and
the user who updates the journal is not authorized to make debit/credit
entries.

The system displays the same journal differently for these users as follows:

 The creating user sees both debits and credits as positive amounts
differentiated by either D or C in the D/C field.
 The updating user sees debits as positive amounts and credits as
negative amounts and does not see the D/C field.

The system can deny the updating user access to the journal depending
on whether negative balances (correcting entries) exist as follows:

 If negative debits or credits do not exist for this journal, the system
allows the updating user to access the journal.
 If negative debits or credits exist, the system does not allow the
updating user to access the journal. The system displays the
following error message:

Maintenance not allowed-Journal contains correcting debit/credit

entries
 Using debits and credits in journals | 17-13

Copy/reverse and recurring journals

Copying/reversing journals

When you choose to copy or reverse a journal, specify 5 in the Opt field and
press Enter. The system displays the Work With Journals Copy/Reverse
screen. If the Allow debit/credit entry? field for your user profile is enabled,
you can perform a copy/reverse using one of the following two options:

5 Copy with D/C reversed

Use this option to copy and reverse a journal. This option
changes debits to credits, and vice versa.

7 Copy with signs reversed

This option is available only when debit/credit balancing is
enabled. Use this option to reverse an entire journal to
undo the debit and credit entries. This option does not
change the D and C values. It changes only the positives
to negatives, and vice versa.

Using recurring journals

Because the system does not make correcting entries on a recurring basis,
recurring journals do not allow correcting debits and credits.

When you enter an amount in a fixed recurring journal in the Work with
recurring journals option, the system automatically sets the D/C field to D for
positive amounts and C for negative amounts. If you leave the Amount field
as a zero amount, the system leaves the D/C field blank.

Proof and post reports and process

The proof, accept, and post reports contain two columns for debit and credit
amounts. The system indicates a transaction’s D or C value by the column in
which it displays an amount.

Proofing journals

When you proof journals, the system validates the D/C field for all transaction
records, whether a user or the system generates them.

 If the value for the D/C field is anything other than D or C, the system
designates it as an error.
17-14 | Chapter 17 Maintaining Debit and Credit Balances

 Before the journal proof, a blank value may be true for some non-Infinium
subledgers. If the value is blank, the system defaults D for positive
amounts and C for negative amounts.

Posting journals

When you post journals, the system updates balances. If the system
maintains debit and credit balances for the company of the account being
posted, the system updates the appropriate D or C balance along with the
monetary balance with the transaction amount.

If a transaction is statistical, the system maintains S (statistical) balances

only.