Ideal Online Documentation

28543 G/L MAINTENANCE
GL4-10 Section Breaks

 

PURPOSE

 

The section breaks maintenance program is used to add, modify or delete section breaks. Where the division master maintenance program defines broad parameters for financial statement formatting, the section breaks maintenance program defines the detailed parameters.

 

After divisional and consolidated section breaks are set up, financial statements can be printed for a company, a division, all divisions or a range of divisions within the company.

 

Setting up grouping codes and section breaks is easier when all general ledger accounts are set up in a logical order and numbered sequentially. Section breaks must be set up by division. For multiple divisions, a "Consolidated Company" set of section breaks also needs to be set up.

 

The account range of a section break must not overlap the account range of other section breaks. All section ranges must be defined the same for each division, including the consolidated division. Otherwise, the consolidated statements and company statements will be incorrect.

 

It is necessary to set at least five section breaks, one for each major section of the chart of accounts: assets, liability, equity, revenue and expense. The last asset, last liability, last equity, last sales, last cost of sales, last expense and last other income account are used as the highest account numbers within their respective section breaks.

 

When setting up the section ranges, no available account numbers should be skipped. Accounts added later that are not within the defined section ranges will cause the financial statements to be out of balance. Section breaks will then have to be modified to include the new accounts.

 

Section Breaks Maintenance is accessed from:

  • G/L Statement Formatting menu.

PROCEDURE

 

When you select Section Breaks Maintenance from the G/L Statement Formatting menu the maintenance program is displayed.

 

G/L SECTION BREAKS MAINTENANCE DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│06/26/07                    D E M O   C O M P A N Y                             â”‚
│                           SECTION BREAKS MAINTENANCE                           â”‚
│                                                                                â”‚
│    COMPANY#                  01  IdealWare Demo Company                        â”‚
│    DIVISION#                 __                                                â”‚
│    STARTING ACCOUNT                                                            â”‚
│                                                                                â”‚
│ 1. SECTION TITLE                                                               â”‚
│ 2. ENDING ACCOUNT                                                              â”‚
│ 3. PRINT HEADING (Y/N)                                                         â”‚
│ 4. PRINT TOTAL (Y/N)                                                           â”‚
│ 5. CLEAR TOTAL (Y/N)                                                           â”‚
│ 6. INDENT GROUPS (Y/N)                                                         â”‚
│ 7. PRINT GROUPS (Y/N)                                                          â”‚
│ 8. NEW PAGE AFTER (Y/N)                                                        â”‚
│ 9. UNDERLINE (-,=,N)                                                           â”‚
│10. SPACE AFTER (Y/N)                                                           â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

COMPANY#

 

Displays the company you are currently working in.

 

DIVISION#

 

Enter the desired two character division code.

 

STARTING ACCOUNT

 

Enter the starting account number of the section you wish to access or add.

 

To add a new section see ADD A SECTION. To modify or delete an existing section see MODIFY AN EXISTING SECTION.

 

 

[F4] to exit and return to the menu.

 

ADD A SECTION

 

If you enter a starting account which is not defined as the beginning of a section the following prompt displays.

 

** NOT ON FILE. DO YOU WANT TO ADD ? (CR=YES/F2=NO):

 

[Enter] to add a new section.

 

The program will step you through each field (see FIELDS below). Once all fields have been entered, the following prompt is displayed:

 

 

** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept and update.

 

[F2] to modify.

 

See MODIFY AN EXISTING SECTION below.

 

 

[F4] to not add the section and return to STARTING ACCOUNT field.

 

[F2] to not add a new section.

 

You may enter a different NEW account code, an existing account code or press [F4] to exit.

 

 

 

MODIFY AN EXISTING SECTION

 

If you enter the starting account of an existing section you will be prompted whether or not you wish to modify or delete the section.

 

** 'M' TO MODIFY; 'D' TO DELETE; CR TO CONTINUE:

 

[Enter] to clear the display and return to the STARTING ACCOUNT field.

 

"M" to modify data fields.

 

** FIELD NUMBER (CR TO CONTINUE):

 

Enter the number of the field you wish to modify.

 

Once you have modified the field data (see FIELDS below) press [Enter] to return to this prompt where you may enter the number of additional fields to modify or press [Enter] again to end modifications.

 

 

[Enter] for modifications complete.

 

** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept changes and update the file.

 

The file is updated and you are returned to the STARTING ACCOUNT field.

 

 

[F2] to make additional modifications to the fields.

 

You are returned to the FIELD NUMBER prompt above.

 

 

[F4] to cancel all changes and return to STARTING ACCOUNT field.

 

"D" to delete the section.

 

** OK TO DELETE? (Y/N):

 

"Y" to delete the section.

 

"N" to not delete the section.

 


Example G/L Section Breaks Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/26/07                           IDEALWARE                                    â”‚
│                           SECTION BREAKS MAINTENANCE                           â”‚
│                                                                                â”‚
│    COMPANY#                  01  IDEALWARE                                     â”‚
│    DIVISION#                 **  ***** COMPANY CONSOLIDATION *****             â”‚
│    STARTING ACCOUNT          1500                                              â”‚
│                                                                                â”‚
│ 1.  SECTION TITLE             FIXED ASSETS (NET)                               â”‚
│ 2.  ENDING ACCOUNT            1799                                             â”‚
│ 3.  PRINT HEADING (Y/N)       Y                                                â”‚
│ 4.  PRINT TOTAL (Y/N)         Y                                                â”‚
│ 5.  CLEAR TOTAL (Y/N)         Y                                                â”‚
│ 6.  INDENT GROUPS (Y/N)       Y                                                â”‚
│ 7.  PRINT GROUPS (Y/N)        Y                                                â”‚
│ 8.  NEW PAGE AFTER (Y/N)      N                                                â”‚
│ 9.  UNDERLINE (-,=,N)         -                                                â”‚
│10.  SPACE AFTER (Y/N)         Y                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** 'M' TO MODIFY; 'D' TO DELETE; CR TO CONTINUE:                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

COMPANY#

 

Displays the company you are currently working in.

 

DIVISION#

 

Enter the desired two character division code.

 

STARTING ACCOUNT

 

Enter the starting account number you wish to access or add.

 

It's a good idea to print the Section Breaks Listing before adding or modifying sections (see 28559 SECTION BREAKS LISTING). Starting account and ending account define the range of the section. The range must not conflict with other section ranges.

 

 

[F4] to exit and return to the menu.

 

SECTION TITLE

 

Enter the desired section title.

 

The title is included in financial statements. The label "TOTAL" will precede the section title. Enter "*" if a title is not necessary. Enter "*" as the first character of the section title to exclude the addition of "TOTAL " on statements. Press [Enter] to insert the name of the section's beginning G/L account code.

 

 

ENDING ACCOUNT

 

Enter the desired ending account number.

 

This is the last account to be included in the section. It should be sequentially one less than the starting account number of the next section. Ideal recommends that you do not skip account numbers, even if you are not currently using all numbers in a range. You can then add accounts within a range without having to redefine your section breaks.

 

 

PRINT HEADING (Y/N)

 

"Y" to print the section break heading as the section title.

 

"N" to print no heading for the section.

 

PRINT TOTAL (Y/N)

 

"Y" to print the sum of account balances within the section.

 

"N" to print no total for the section.

 

CLEAR TOTAL (Y/N)

 

"Y" to clear the section total after printing.

 

The section total will not be added to the next section total.

 

 

"N" to not clear the section total after printing.

 

The section total will be added to the next section total.

 

 

INDENT GROUPS (Y/N)

 

"Y" to indent the section group relative to the section heading.

 

"N" to not indent, instead align with the section heading.

 

PRINT GROUPS (Y/N)

 

"Y" to print each group within the section range.

 

"N" to print only the section title and section total.

 

NEW PAGE AFTER (Y/N)

 

"Y" to start a new page after the section total.

 

"N" to start the next section without a page advance.

 

UNDERLINE (-,=,N)

 

"-" to precede the section total by a single line.

 

"=" to precede the section total by a double line.

 

"N" for no line preceding the section total.

 

SPACE AFTER (Y,N)

 

"Y" to add a blank line after the section total.

 

"N" to not add a blank liine after the section total.