Throughout this document, we refer to "Lyon" because it is brief. Everything here also applies to CharterHouse.
The following are some commonly asked questions about the Accounts Payable module.
1. The first step is to Select the voucher For Payment (F2 #3).
When you select it, fill in the Partial Payment field with the amount you want to pay. Then run the Pre-Check Selection Report (F2 #4). When you print checks (F2 #5), the program will change the original voucher amount to the amount of the partial payment and create a new voucher for the remaining amount. We recommend this option even if you normally enter hand written checks. Just print the checks on plain paper; the program won't know the difference.
2. The second alternative for making a partial payment requires you to reverse the original voucher. Do so by entering an "identical" voucher for the same Vendor, but with a negative amount. The original and the negative voucher need to have a dummy check number and a check date. Then enter a voucher for the amount you want to pay and another voucher for the remaining amount you owe. Select the "partial" voucher and pay it.
The following are some commonly asked questions about the Accounts Receivable module.
The General Ledger module has an interface feature. It will take the data you've entered into the Accounts Receivable, Accounts Payable and Payroll modules and make journal entries for you. It is important to understand what you have to do to create the interface files and how the process works. You can specify whether the entries contain detail or are summarized; check in FILE MAINTENANCE for SYSTEM CONTROL and select DETAIL or SUMMARY. In Payroll, the selection is in UPDATE GENERAL INFORMATION. We like to interface immediately after a subsidiary module is closed even if some other module(s) we're going to interface aren't ready yet, so we set the left side of the GL (F2 #2) Special Journal screen to 'Y' for only one module at a time. (The right side is ALWAYS 'No'.)
Each time you close a module (run the month-end), that process creates a new file for interfacing into the General Ledger. Any existing file is destroyed, so you can't keep or accumulate entries for interfacing. Further, many things cause the temporary files to be deleted, so once you begin the month-end process, don't stop until you finish. When it is finished, don't wait to interface it. If, during the process of performing the month-end menu items, you find that you need more entries or to change existing data, you must rerun certain reports. We'll tell you which reports later.
IMPORTANT: Nobody else can be in Lyon (any module) during the close.
1. REVENUE DISTRIBUTION REPORT - Every time an invoice, credit memo or payment is posted, the program updates the Revenue Distribution (REVDIST.AR) file. This is the file that the report comes from. When the report is run, it creates a temporary file named GLREVDST.AR. During the month-end close of AR (F3 #12), GLREVDIST becomes part of INTRFACE.AR. At every month-end close, this file is written over (old file is destroyed) with a new INTRFACE.AR. Therefore it is important to interface this file into the General Ledger before closing the next month. One Special NOTE: the GLREVDST.AR file is immediately deleted from the system if a user chooses Invoice Entry, Post Payments Received or Invoice/Payment Detail File Maintenance. If you've already run the Distribution Report, then decide to post more transactions before you close, simply run the Distribution Report again before closing. This will recreate GLREVDST.AR.
2. INVENTORY VALUATION REPORT - When the Inventory Valuation Report is run from '---- to ++++' (all categories), it creates an interface file (GLIRPT7.AR) that will make inventory adjustments to the General Ledger. The program calculates how much your inventory is worth. For each item in the INVENTRY.AR file, the value of your inventory is computed by multiplying the On-Hand Quantity times the Cost. The sum of each of these extensions is accumulated; both by category and in total. The difference between the prior Beginning of Period Balance and the new balance just calculated is what gets posted to GL ("net change"). The Beginning of Period Balance is in Category Maintenance. The (F3 #12) Month End process updates the Beginning of Period Balances for next time. If you do not want your GL inventory adjusted by the program, do not run the Valuation Report for "minus to plus" (---- to ++++); instead enter the correct descriptions of your first and last categories. We suggest you set it up from "minus to plus" only at month-end, and then only when you want an interface.
The Month End (F3 #12), in addition to its normal closing steps, also creates INTRFACE.AR. Remember, INTRFACE will be written over when you close the next month, so interface to GL "now".
The AP has only one report that creates an interface file for GL, the Account Distribution Report; found in the Monthly Processing menu (F3 #2). It works much the same as the AR Revenue Distribution Report. A temporary file called APGLTRAN.AP is created when you run the report. Then, during the close, it is renamed to INTRFACE.AP. And like the AR Distribution Report, if you run this report and then need to add more activity or maintain files, you must re-run the report to recreate the file. INTRFACE.AP will be written over when you close the next month, so interface to GL "now".
HINT: you can print this to a file and then use a word processor to examine the file for three asterisks ("***"), which denote exceptions. Better HINT: Display the report and then view it using the Master Menu's "CharterHouse Menu Utility" feature. ESCape to Master Menu and hit CTRL U or F6. Select MMLIST by hitting the DOWN-ARROW key, hit ENTER. Type TEMPR*.* and MMLIST will display some file; if it isn't your VOUCHER LIST, hit CTRL PAGE-DOWN until your report is displayed. Search for the word BALANCE by hitting backslash ("\") and then type BALANCE (or balance; case does not matter). You can search for *** if you prefer. Note the voucher number in case you need to do file maintenance on it. Use the F3 function key to repeat your search. When you have a complete list of the Bad Boys, hit F10 and then ESC.
When all is well, rerun the VOUCHER LIST with the same setup, but this time enter the date of the period you are attempting to close. Go to the end of the report and note the NET CHANGE TO CASH; this is the amount that should appear at the end of the Monthly Check Register. Go back to Monthly Processing and run the (F3 #3) Monthly Check Register. Be sure you set it up as described above. Note the rightmost GRAND TOTAL. This number MUST agree with the voucher listing you just ran! If so, run the (F3 #2) Account Distribution Report. Back up NOW. Now try the (F3 #4) Monthly Closing.
The interface file for PR is created when you choose to Generate G/L Transactions (F1 #7) from the PR menu. It is important to remember that our PR program is meant to be run in the order of the selections on the Check Processing menu. In other words, you would have completed selections F1 #1 through F1 #6 before choosing to generate trx's. The program will tell you how many trx's it found from prior payrolls and ask if you would like to Erase them before creating current transactions, Delete them without creating new transactions or Keep them and add current transactions. If you've interfaced this file already, you'll want to erase them so they don't get interfaced again. If you're keeping this file all month and interfacing at the end of the month, you'll want to keep them and add the current transactions to the file. If you choose Post/Void Handwritten Checks (F1 #8) or Print Tax Deposit Checks (F1 #9), the program will ask if you want to create transactions for General Ledger; answering "Y" will add to the file you generated. We urge you to interface to GL immediately after the last payroll in the month; immediately thereafter, go back to PR and delete the interface transactions. If this is also Quarter-End, now is a grand time to increment the quarter number and set it NEW.
After you've created your interface files, you can go to the General Ledger menu and invite those files over. Choose Special Journal Processing, Journal Transaction Interface (F2 #2). You need to fill out this screen by telling GL which year, period, application and journal you want to interface. You can choose one application or all. Put a Y in the Y/N column for the interface files you want to bring over. When you hit the F1 key the program looks for the files you've asked for. At the time it interfaces the file, it flags it as having been interfaced once. So if you try to interface the same file again, it will warn you. If you choose to interface again, your GL will contain duplicate transactions, so you should 'ESCape to abort'!
General Ledger doesn't review the file before it makes journal entries. If there are any problems with what it brought over, you'll be asked to run an Error Analysis Report. This report will give detail about what is wrong, so you'll want to make sure and PRINT it.
SETTING UP GENERAL LEDGER OPENING BALANCES
The General Ledger manual briefly discusses alternative procedures (section 2-96 through 2-98) for setting up the opening balances for the General Ledger accounts. This document contains more detailed procedures for accomplishing that task.
The following discussion assumes that you have set up a valid Chart of Accounts. It is also assumed that you are setting up the opening balances for the beginning of a fiscal or calendar year. If starting at mid-year, please refer to the section entitled ENTERING OPENING BALANCES AT MID-YEAR.
The General Ledger manual suggests two alternatives for setting up opening account balances. Those alternatives are:
1. Enter opening balances directly into the Account Balance File Prior Year fields through Account Balance File Maintenance.
2. Enter opening balances as journal entries and perform a final year end close procedure.
While both of these methods will work, it is recommended that you use method 2 especially if you intend to produce comparative financial statements.
1. If you have not yet set up the Chart of Accounts, do so now before continuing. Refer to sections 2-17 through 2-86 of the General Ledger manual.
2. You will need a general ledger report, trial balance or some other report/listing which contains all of the opening account balances (essentially the closing balances of your old system). It is recommended that you add up all of the balances to be entered by adding the debit balances and subtracting the credit balances. The net of all debits and credits to be entered must be zero. If not, you cannot proceed and must seek assistance from your accountant, accounting department, Etc. to obtain the proper balances. TOTAL DEBITS MUST EQUAL TOTAL CREDITS IN YOUR OPENING BALANCES.
3. Create a journal (manual section 2-107) in which to enter your opening balances. You can choose any journal number from 1 to 89. It doesn't matter which journal number you use since this procedure ends with a final year-end close which will empty whichever journal was used. Note the exception to this in the section below entitled ENTERING OPENING BALANCES AT MID-YEAR.
4. Proceed to Journal Entry (section 3-6) and select "C" as the processing year and specify processing period 12 (or 13 if you report on a four-week basis, which is pretty rare; the most commonly used number of periods is 12). Specify any valid journal number (see above).
5. Make a journal transaction entry for each opening account balance. Be sure to enter the amount into the proper debit or credit column.
6. When an entry has been made for each and every account that has a balance, the total debits and credits indicated at the bottom of the screen should be equal and a zero difference should be displayed. Only then will you be allowed to post the session. Now, post the session.
7. Once posted, print a Working Trial Balance report (F3, #1) to verify your balances are the same as the listing of opening balances that you started with. If not, make adjusting journal entries until they do.
8. Make a data backup at this time. It is recommended that you use a tape or other similar reliable medium for backup.
9. Run the Year-End Closing (F4, #1). When prompted, enter "F" for FINAL.
10. You are now ready to begin processing General Ledger.
ENTERING OPENING BALANCES AT MID-YEAR
Most often, the General Ledger is set up during the middle of an accounting year. In this case, your procedure may differ depending on YOUR requirements:
1. If you intend to run comparative financial statements (CURRENT VS. PRIOR YEAR):
a) Perform all of the above steps to enter opening balances where the balances entered reflect the balances of the accounts as of the end of the last accounting year.
b) Enter the net changes (reflecting activity in the months since the year ended) as journal entries (F1 #1) into the period immediately preceding the period in which you intend to begin normal General Ledger processing.
EXAMPLE: You are using a calendar year and you intend to start using the system in September 1999. Follow all of the steps in the section above, entering the December 1998 ending account balances. Then, enter the net change for each account (reflecting activity for January through August) as journal entries in year "C", period "08". Normal processing can now begin with year "C", period "09".
2. If you DO NOT intend to run comparative financial statements (CURRENT VS. PRIOR YEAR):
You can simply follow steps 1 through 7 in the first section above with the following exceptions.
a) Use opening balances reflecting the period immediately preceding the period in which you intend to begin normal General Ledger processing.
b) During step 4, specify the posting period as the period immediately preceding the period in which you intend to begin normal General Ledger processing.
c) It is suggested that you set up a special journal for these entries if using this option. These entries will be maintained in detail until the first FINAL YEAR-END closing is performed. By placing them in a unique journal, they will be less likely to be confused with other routine entries.
EXAMPLE: You are using a calendar year and you intend to start using the system in September 1999. Follow all of the steps in the first section above with the August 1999 account balances. In step 4, specify year "C", period "08". Do not close the year. Since no year-end close is performed, no prior year information will be available for comparative reporting.
The COMPUTE process updates the employee earnings records. If you repeatedly COMPUTE, you keep adding this payroll to them. COMPUTE does not erase the prior results, it accumulates (adds to) them. So to run another COMPUTE, you must first undo this (bad) computation. When the computation is correct, then proceed to print checks.
1) The (F1 #1) GENERAL INFORMATION's PENSION TYPE must be set properly (usually D).
2) The EMPLOYEE MASTER file must contain a Y in PENSION.
3) There must be a MISCELLANEOUS DEDUCTION record with a RECORD TYPE 1 (pretax deduction) and a TAX / PRIORITY of either 7 or 8. Use the HELP key.
For laser and inkjet printers you'll want to specify LASER as the first part of the CONFIGURATION code. LASER-N means NORMAL, LASER-C means COMPRESS or CONDENSE (17 CPI). LASER-L means LANDSCAPE. LASER-LC means LANDSCAPE COMPRESS. Files that begin with EPS work for some Epson inkjet printers. BJEP is for some Canon Bubble Jet printers (in Epson mode).
To print "Columnar Income Statement", you must be using a laser (or a wide-carriage matrix) printer. Your laser printer will be put into landscape mode; to get back to portrait you probably will have to turn it off and back on. If you want the statement to print on legal paper use LZRLLSHD; the printer will ask you to insert legal paper. If you want the statement on letter-size paper, use LASERLCC or COLUMNAR. Unfortunately, there are some printers that do not have the "super condensed" mode which these statements require; in that case the TOTALS column will not be printed.
A matrix (impact) printer usually uses NORMAL and COMPRESS, but these codes are for IBM Proprinters. You usually must set, often using buttons on the printer, the "emulation" to be "IBM" in order to use a matrix printer with Lyon. Read your printer manual to see how this is done.
When using a laser printer, try NULL as the configuration code when printing to a form. NULL does nothing to the printer, so if it wasn't properly set to begin with, NULL certainly won't make it correct. Because the next two can cause a blank page to be ejected at the start of a print job, you need to test these before you decide to use them. RESET-F sets all laser printers into PICA mode (6 LPI by 10 CPI), which is what you need in order to print on all forms. Because it is more likely than RESET to page-eject, use it as a "last resort". RESET sets the printer into its "last power-off" state, so if you last turned it off while it was in COMPRESS mode, that's what you'll get. None of these can undo what you have done with a configuration program (or via the buttons) to your printer. Lyon expects to use Courier font. The printer should (usually) be set for 60 lines per form. If lines are drawn, ROMAN-8 will produce odd results; use PC-8 in that case. All these things are set at the printer, not by the configuration codes sent by Lyon!
All programs which are capable of printing on a laser form have to be set up to do so. In each module, go to FILE MAINTENANCE - SYSTEM CONTROL. Most programs say LASER Y/N? Your answer here is critical; and if other information about laser printing is requested here, fill in the information requested.
AP laser checks
NOLASER# where "#" corresponds to the LPT port number (1 or 2 or 3) used by the printer
When NOLASER# exists, no initialization codes for top margin are sent to the printer, and no reset codes are sent when APLASER.EXE exits. NOLASER# may contain anything because APLASER.EXE merely checks for its existence. See Knowledge Base entry SU000485.
Used by APLASER.EXE, LASER.ALN line feeds, in half-line increments, the number contained in this text file. See Knowledge Base entry SU000454.
ARCONFIG.DAT aligns invoice forms and statement forms. Note that ARCONFIG.DAT is used by both AR and OE modules when printing invoices. See Knowledge Base entry SU000166.
OECONFIG.DAT aligns work order forms. See Knowledge Base entry SU000167.
PR laser checks
PRLASER.TOP line feeds, in half-line increments, the number contained in this text file. See Knowledge Base entry SU000251.
WINDOWS, IN ALL ITS 32-BIT FLAVORS
Use the "three finger salute" (press and hold CTRL ALT and DEL) when your program stops responding; select END TASK, wait for a second END TASK and select that. You might RESTART YOUR COMPUTER, but often all that is needed is to try again. We call this "Reboot, retry".