IdealWare Online Users Manual

GL4-08 G/L MAINTENANCE
28541 Grouping Codes

 

PURPOSE

 

The grouping codes maintenance program is used to add, modify or delete grouping codes. Grouping codes are used to accumulate sub-totals of one or several related accounts to print on financial statements. A description is assigned to this total.

 

For example, if your liquid asset accounts are numbered from 1100 to 1199, you may wish to set up a grouping code 1100, with the description "Liquid Assets". You then have the option of printing only the group total and description on financial statements.

 

 

The accounts that are grouped should be numbered sequentially.

 

For example, if accounts 5000 through 5004 and 5006 through 5009 are grouped into one total using group code 5000, account 5005 should not be assigned a different grouping code.

 

 

Grouping codes are grouped together under different section breaks to format your financial statements. This allows sub-totals to print within sections. Individual general ledger accounts cannot be printed on financial statements unless they are assigned an exclusive grouping code. Only these grouping codes print on the financial statements, not the individual accounts.

 

Grouping codes can also be added in the account master maintenance program when a grouping code that is not on file is specified.

 

Grouping Code Maintenance is accessed from:

  • G/L Account Maintenance menu.

PROCEDURE

 

When you select Grouping Code Maintenance from the G/L Account Maintenance menu the maintenance screen is displayed.

 

G/L GROUPING CODE MAINTENANCE DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│06/26/07                    D E M O   C O M P A N Y                             â”‚
│                         G/L GROUPING CODE MAINTENANCE                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│   COMPANY NUMBER        01  IdealWare Demo Company                             â”‚
│   GROUPING CODE         ____                                                   â”‚
│                                                                                â”‚
│1. DESCRIPTION                                                                  â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

COMPANY NUMBER

 

Displays the company you are currently working in.

 

GROUPING CODE

 

Enter the four character grouping code you wish to access or add.

 

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

 

 

[F2] to display next grouping code on file.

 

[F4] to exit and return to the menu.

 

 

ADD A CODE

 

If you enter a code which is not defined the following prompt displays.

 

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

 

[Enter] to add a new code.

 

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 CODE below.

 

 

[F4] to not add the code and return to CODE field.

 

[F2] to not add a new code.

 

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

 

 

 

MODIFY AN EXISTING CODE

 

If you enter an existing code you will be prompted whether or not you wish to modify or delete the code.

 

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

 

[Enter] to clear the display and return to the CODE 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 CODE 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 CODE field.

 

"D" to delete the code.

 

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

 

"Y" to delete the code.

 

"N" to not delete the code.

 

Example G/L Grouping Code Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/26/07                           IDEALWARE                                    â”‚
│                         G/L GROUPING CODE MAINTENANCE                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│   COMPANY NUMBER        01  IDEALWARE                                          â”‚
│   GROUPING CODE         0999                                                   â”‚
│                                                                                â”‚
│1.  DESCRIPTION           CASH FLOATS                                           â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** 'M' TO MODIFY; 'D' TO DELETE; CR TO CONTINUE:                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

FIELDS

 

COMPANY NUMBER

 

Displays the company you are currently working in.

 

GROUPING CODE

 

Enter the four character grouping code you wish to access or add.

 

Typically the grouping code is the number of the first account in the group. This group code must be entered on the GROUP field of each account in the account master maintenance program to add accounts to the group.

 

 

DESCRIPTION

 

Enter the desired group description.

 

The group description appears on financial statements. If the grouping code was previously set using the account master maintenance program then the description of the account will appear.