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eSTELPLAN

eSTEL/GL

Release 4.0a

February 15, 2016

Copyright 2016 Invera Inc. All Rights Reserved.

Invera Inc. (hereinafter referred to as Invera) has prepared this document for use by its personnel, licensees and

customers. The information contained herein is the property of Invera and shall not be reproduced in whole or in

part without prior written approval from Invera.

Invera reserves the right to make changes in specifications and other information contained in this document without

prior notice, and the reader should in all cases consult Invera to determine whether any such changes have been

made.

The terms and conditions governing the licensing of Invera software consist solely of those set forth in the

written contracts between Invera and its customers. No representation or other affirmation of fact contained

in this document, including but not limited to statements regarding capacity, response-time performance,

suitability for use, or performance of products described herein shall be deemed to be a warranty by Invera

for any purpose or give rise to any liability of Invera whatsoever.

eSTELPLAN is a Trademark of Invera Inc.

Web: www.invera.com

Email: [email protected]

Phone: (514) 935-3535

Fax: (514) 935-3850

Invera Corp. 6125 Luther Lane, #425

Dallas, TX 75225

U.S.A.

Invera Inc. 4333 St. Catherine Street West,

Westmount, Quebec H3Z 1P9

Canada

Table of Contents

1. INTRODUCTION .................................................................................................................................. 1 OVERVIEW ............................................................................................................................................. 1 GENERAL REFERENCE INFORMATION ........................................................................................... 2 FEATURES............................................................................................................................................... 3

Budget Control ...................................................................................................................................... 4 Audit and Security ................................................................................................................................. 4

REPORTS ................................................................................................................................................. 5 REFERENCE FILES REQUIRED ........................................................................................................... 6

2. JOURNAL ENTRY PROCESSING ..................................................................................................... 7 OVERVIEW ............................................................................................................................................. 7 JOURNAL ENTRY POSTING PROCEDURES...................................................................................... 8

Overview ............................................................................................................................................... 8 Recommended Input Control Procedures .............................................................................................. 8

JOURNAL ENTRY POSTING .............................................................................................................. 12 Normal and Reversing Journal Entries ................................................................................................ 12 Standard and Accrual Journal Entries ................................................................................................. 12 Journal Entry Posting Header Screen .................................................................................................. 16

Title .................................................................................................................................................. 17 GENERAL LEDGER DISTRIBUTION ................................................................................................ 19

GL Posting Detail ................................................................................................................................ 19 Distribution Description ...................................................................................................................... 19 Debit/Credit Defaults ........................................................................................................................... 21 Debit/Credit Amount ........................................................................................................................... 21 Exchange Conversion Calculator ........................................................................................................ 21 Deleting a GL Distribution Line .......................................................................................................... 23 GL Proof .............................................................................................................................................. 23

STANDARD/ACCRUAL JOURNAL ENTRIES .................................................................................. 24 Standard/Accrual Journal Entry List ................................................................................................... 24 Update Standard and Accrual Journal Entries ..................................................................................... 26

3. SELECTION ENTRIES ....................................................................................................................... 27

4. BUDGETS ............................................................................................................................................. 33 BUDGET ENTRY .................................................................................................................................. 33

Account Budget Entry Screen ............................................................................................................. 33 Current Year Budget ............................................................................................................................ 34

Entering a Percentage Change ......................................................................................................... 35 Entering an Annual Budget ................................................................................................................. 35 Entering a Specific Period Budget Amount......................................................................................... 36

COPYING BUDGETS ............................................................................................................................ 37 BUDGET LISTING ................................................................................................................................ 39

Budget (For 12 Periods) ...................................................................................................................... 39 Budget (For 13 Periods) ...................................................................................................................... 40

5. INQUIRY AND ANALYSIS FUNCTIONS ....................................................................................... 43 OVERVIEW ........................................................................................................................................... 43

Table of Contents Page ii

GENERAL LEDGER INQUIRY FUNCTIONS .................................................................................... 44 Journal Entry Inquiry ........................................................................................................................... 44

Account History Transaction Window ............................................................................................. 45 Distribution Description Window .................................................................................................... 45

Journal Entry Look-Up ........................................................................................................................ 45 Account Balance Inquiry ..................................................................................................................... 47 Account History Inquiry ...................................................................................................................... 48 Account History Transaction Window ................................................................................................ 49 Distribution Description Window ........................................................................................................ 50

Description ....................................................................................................................................... 50 Journal Entry Inquiry ........................................................................................................................... 50 Selections Window .............................................................................................................................. 51

GL TRIAL BALANCE ........................................................................................................................... 52 Title ...................................................................................................................................................... 52 Detail Information................................................................................................................................ 52 Sorting .................................................................................................................................................. 52 Profit/Loss ............................................................................................................................................ 52

GENERAL LEDGER DETAIL REPORT .............................................................................................. 55 General Ledger Detail .......................................................................................................................... 55 General Ledger Detail for a Specific Source Journal .......................................................................... 57

GENERAL LEDGER SUMMARY REPORT ........................................................................................ 59 General Ledger Summary for a Specific Source Journal ..................................................................... 59

ACCOUNT ACTIVITY HISTORY ........................................................................................................ 61 Account Activity History (for 13 Periods) ........................................................................................... 63

COST CENTER HISTORY .................................................................................................................... 65 GL Cost Center History Report ........................................................................................................... 65

GENERAL LEDGER HISTORY REPORT OPTIONS ......................................................................... 68 Entry Description ................................................................................................................................. 68 Exchange Rate ..................................................................................................................................... 68 Report Totals ....................................................................................................................................... 68 Title ...................................................................................................................................................... 68

6. PERIODIC PROCEDURES ................................................................................................................ 71 OVERVIEW ............................................................................................................................................ 71

Temporary Close (Optional) ................................................................................................................ 71 Permanent Close (Mandatory) ............................................................................................................. 72 File Handling ....................................................................................................................................... 72

GL Company Info ............................................................................................................................ 72 Account Balance .............................................................................................................................. 72

User Month End Closing Procedures ................................................................................................... 73 Year End Closing Processing .............................................................................................................. 73 User Year End Closing Procedures...................................................................................................... 73

GL ACCOUNT PURGE UTILITY ......................................................................................................... 75 Overview .............................................................................................................................................. 75 Timing .................................................................................................................................................. 75 Conditions for Deletion ....................................................................................................................... 75 Action .................................................................................................................................................. 75 Session Log .......................................................................................................................................... 76

7. GENERAL LEDGER INTERFACE ................................................................................................... 77 OVERVIEW ............................................................................................................................................ 77

Chart of Accounts ................................................................................................................................ 77 Customer Options ................................................................................................................................ 78 Branch Control Logic .......................................................................................................................... 79 Branch Identification by Transaction................................................................................................... 79

Inventory Receipts ........................................................................................................................... 80

Table of Contents Page iii

Inventory Reconciliation Purging .................................................................................................... 80 Invoices and Credit Notes ................................................................................................................ 80 Inventory Adjustments ..................................................................................................................... 80 Inventory Processing ........................................................................................................................ 80 eSTELpro/eSTELtoll Production ..................................................................................................... 80 Inter-Branch Transfers ..................................................................................................................... 80 Accounts Receivable Cash Receipts ................................................................................................ 80 Late Charge Invoicing ...................................................................................................................... 81 eSTEL/AP Voucher Entry ............................................................................................................... 81 eSTEL/AP Checks ........................................................................................................................... 81 eSTEL/AP Cash Check Reversals ................................................................................................... 81 eSTEL/GL Normal Journal Entries.................................................................................................. 81 eSTEL/GL Standard Journal Entries ................................................................................................ 81 eSTEL/GL Reversing Journal Entries.............................................................................................. 81 eSTEL/GL Year-End Closing Entries .............................................................................................. 81

Examples of Branch Transactions ....................................................................................................... 82 Inventory Transactions ..................................................................................................................... 82 Invoice Transactions ........................................................................................................................ 83

GENERAL LEDGER INTERFACE FILES ........................................................................................... 84 Reference File GL Account Validations ............................................................................................. 84 Transaction Entry GL Account Validations ........................................................................................ 84 Inventory Control General Ledger Accounts ...................................................................................... 84 Inventory Adjustment Reasons ............................................................................................................ 86 General Ledger Update Logic ............................................................................................................. 86 Transaction Definition ......................................................................................................................... 87

eSTELPLAN GENERAL LEDGER TRANSACTIONS ....................................................................... 89 eSTELPLAN Transaction – Office Receipts ....................................................................................... 89

GL History Information ................................................................................................................... 89 GL Acct Distribution (excluding non-steel purchases) .................................................................... 90

eSTELPLAN Transaction – Inventory Processing .............................................................................. 91 GL History Information ................................................................................................................... 91 GL Acct Distribution ....................................................................................................................... 91

eSTELPLAN Transaction – eSTELpro Job Update ............................................................................ 92 GL History Information ................................................................................................................... 92 GL Acct Distribution ....................................................................................................................... 92

eSTELPLAN Transaction – Inventory Adjustment ............................................................................ 93 GL History Information ................................................................................................................... 93 GL Acct Distribution ....................................................................................................................... 93

eSTELPLAN Transaction – Purchase Cost Adjustments .................................................................... 94 GL History Information ................................................................................................................... 94 GL Acct Distribution ....................................................................................................................... 94 Distribution with Inventory Cost Reconciliation ............................................................................. 95

eSTELPLAN Transaction – On-Line Cost Reconciliation.................................................................. 95 GL History Information ................................................................................................................... 95 GL Acct Distribution ....................................................................................................................... 96

eSTELPLAN Transaction – Automatic Cost Reconciliation .............................................................. 96 GL Acct Distribution ....................................................................................................................... 97

General Ledger Transaction – Invoice Update .................................................................................... 98 GL Acct Distribution ....................................................................................................................... 99

General Ledger Transactions – Cash Receipts Update ...................................................................... 100 GL Acct Distribution ..................................................................................................................... 100

General Ledger Transaction – Cash Disbursements Update ............................................................. 102 GL Acct Distribution ..................................................................................................................... 102

General Ledger Transaction – Voucher Entry ................................................................................... 104

Table of Contents Page iv

GL Acct Distribution (excluding non-steel purchases) .................................................................. 104 GL Acct Distribution – Non-Steel Purchases................................................................................. 105

General Ledger Transaction – Journal Entry Posting ........................................................................ 106 GL Acct Distribution ...................................................................................................................... 106

General Ledger Transaction – Inter-Branch Immediate Transfers .................................................... 107 GL Acct Distribution ...................................................................................................................... 108

eSTELPLAN Transaction – Physical Inventory Update ................................................................... 109 GL History Information ................................................................................................................. 109 GL Acct Distribution ...................................................................................................................... 110

eSTELPLAN Transaction – Inventory Write-Up/Down Adjustments .............................................. 110 GL History Information ................................................................................................................. 110 GL Acct Distribution ...................................................................................................................... 111

General Ledger Transaction – GL History Compression .................................................................. 111 GL Acct Distribution ...................................................................................................................... 112

APPENDIX A .......................................................................................................................................... 113 INITIALIZE GENERAL LEDGER APPLICATION ........................................................................... 113

Possible Error Messages .................................................................................................................... 114

APPENDIX B .......................................................................................................................................... 115 INITIAL LOADING OF GENERAL LEDGER OPENING BALANCES .......................................... 115

Prerequisites for Initial General Ledger Loading .............................................................................. 116 Entering Initial General Ledger Journal Entry ................................................................................... 116

Accounts Payable Control Account ............................................................................................... 117 Accounts Receivable Control Account .......................................................................................... 117 Inventory Control Account............................................................................................................. 117

APPENDIX C .......................................................................................................................................... 119 USER MENU OPTIONS ...................................................................................................................... 119

Index ......................................................................................................................................................... 121

eSTEL/GL – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry

1. INTRODUCTION

OVERVIEW

eSTEL/GL is an information system designed for computerizing the General Ledger operations portion of

your accounting function. The system encompasses all the functions required to create journal entries,

post them into the General Ledger and produce various accounting-related reports based on the financial

transactions of your company.

eSTEL/GL was designed with the functional requirements of an accounting department in mind. Hence,

the features are tailored to individual needs such as budgeting analysis, journal entry posting, and so on.

The design of eSTEL/GL allows for a great measure of flexibility in adapting to the needs of various

financial reporting methods.

The product is designed for on-line interactive operation from workstations. The system has the ability to

accommodate simultaneous processing of a variety of application functions from several workstations.

The system also accommodates batch processing as well as hard copy report generation. System features

are designed to minimize or eliminate redundant processing of data. Because of the integration of internal

databases, the system has the ability to verify and validate the data entry operation interactively.

This manual has been prepared in order to provide an overall view of the major features in the General

Ledger system as well as to give detailed explanations of the individual functions and their use. The

manual describes in detail precisely what the General Ledger system’s capabilities are and how it may be

used for maximum effectiveness.

No prior background in computer-related procedures is assumed, however, you should possess some

familiarity with basic accounting concepts in order to effectively utilize this manual. Wherever possible

the explanations and examples have been written with a minimum of ‘computer jargon’ so that all office

personnel can refer to the manual in order to obtain guidance or information about the different functions

they are required to use.

The eSTEL/GL module is a powerful but easy to use system for recording the financial transactions of a

company in an organized fashion. The module can be used as a stand-alone product or can be integrated

with the following modules:

eSTELPLAN

eSTEL/AP

1. Introduction Page 2


GENERAL REFERENCE INFORMATION

The overall application is supported by extensive reference files that control the operation and determine

some of the functional characteristics of a specific accounting department. These reference files are set

up at the time of eSTEL/GL installation taking into account the needs of the specific installation. Using

this reference file methodology, customization of the programs is avoided, while enhancing flexibility of

long-term application maintenance. Some of the reference files cover the following information:

Account Class

Basic GL Account

Fiscal Calendar



FEATURES

The eSTEL/GL module provides flexible processing capability while maintaining certain key controls as

well. You may create journal entries manually, or alternatively, may record GL Distributions from other

accounting modules using a special General Ledger Interface file. An effective audit trail is produced by

using detailed input registers. With the budget maintenance and reporting facilities provided, tight

management controls can be implemented for any type of account.

In addition to the standard journals and reports which are provided (e.g., General Journal, Trial Balance,

etc.), the system possesses a GL Extraction facility which can be used to down-load GL Transactions and

balance information to a Personal Computer to produce special one-time reports and/or standard financial

statements.

Other features include:

A GL Account structure that can accept a maximum of eight alphanumeric characters, enabling you

to effectively define accounts at the cost/responsibility center level if required.

Optional Branch account designations.

Optional Cost Center account designations.

System prevention against deletion of GL Account information unless the balance is nil and no

related account activity exists.

Automatic prevention of posting to specific accounts that are designated as being ‘inactive’.

Ability to automatically handle the Year end closing accounting entry process.

Automatic interfacing with AR, AP and Inventory modules.

Built-in fiscal calendar allowing 12 or 13 periods for the fiscal year within the eSTEL/GL module.

Retention of standard journal entries.

Retention of accrual journal entries.

Processing of reversing journal entries.

Detailed history of all transactions written to the General Ledger.



Budget Control

Processing of the company budget is based on a period unit, with options for the following budget

allocations:

an equal dollar amount each period.

a varying percentage each period.

a specific amount per period.

A related management report is available which provides details concerning amounts budgeted for the

current and subsequent years.

Audit and Security

eSTEL/GL provides the means for producing an effective audit trail, involving the following:

the system provides for automatic assignment of consecutive numbering for journal entries.

regarding journal entries, a General Journal is produced which contains full details concerning each

entry recorded.

the system automatically prevents unbalanced accounting entries from being made.

eSTEL/GL also provides considerable flexibility concerning accounting periods. Multiple fiscal periods

can be processed for entry transactions, as long as they have been properly pre-defined in the system.



REPORTS

eSTEL/GL produces a General Journal in standard accounting format with provision for a daily/monthly

option.

In addition to the standard source journal that is provided, various reports are made available to

management for analysis purposes:

Budget Listing.

GL Trial Balance with opening account balances, period debits and credits, net changes, and ending

balances.

Detailed General Ledger Report showing account history.



REFERENCE FILES REQUIRED

The General Ledger function described in this manual requires that certain Reference files be set up. The

information is used to control and process transactions.

The Reference files must be set up in the following order:

1. Country

2. Branch

3. Account Class

4. Cost Center Type

5. Cost Center

6. Basic GL Accounts

7. General Company Information

8. Fiscal Calendar

9. GL Company Information

The above basic eSTELPLAN reference files are used in eSTEL/GL. You may already have these files

set up. However, you should review the use and contents of each for its application in eSTEL/GL

functions.

Refer to the eSTELPLAN Reference manual for information on how to set up these files.

To maintain the eSTEL/GL Reference files use the standard Add/Change/Delete/Rename/ Alter

procedure. For details, refer to the User’s Guide.

Once the system setup phase has been completed, you may proceed to the initial installation of balances.


2. JOURNAL ENTRY PROCESSING

OVERVIEW

The journal entry processing function provides the ability to record financial transaction information via

the GL Posting cycle. Most companies perform the posting function to the General Ledger on a monthly

basis, although posting can be done more frequently if desired. This chapter covers the functions of

processing entries that record financial transactions. Each function is covered in a separate section of this

chapter for ease of reference.

General Ledger Information flowchart

Journal

Voucher Form

Journal Entry

Posting

General

Journal

General

Ledger History

GL Trial

Balance

General

Ledger Report

2. Journal Entry Processing Page 8


JOURNAL ENTRY POSTING PROCEDURES

Overview

The Journal Entry posting function provides for the following types of Journal Entries: Normal,

Reversing, Standard and Accrual. Normal and Reversing entries are posted immediately to the Account

Balances and General Ledger History files. Standard and Accrual entries are stored in a Standard Journal

Entry Header file and are updated once a month in each Accounting Period specified for the entry.

A Session number is assigned for control of each posting session. A Session can include one or many

Journal Entries. The Session ID number is used to trace the Journal Entries by the Branch and User

entering the transaction for audit control.

As Journal Entries are posted into eSTEL/GL, the system verifies the entries in the following way:

1. Determines if the Basic GL Account requires a Branch number and/or a Cost Center number and, if

so, requests entry of a valid Branch or Cost Center.

2. That the General Ledger Account number is not left blank.

3. That the Accounting Period is not 0, that it exists in the Fiscal Calendar, that it is an open period,

and that it is not more than the final period of the next fiscal year.

4. Verifies that Debit and Credit amounts are in balance, that there are no negative amounts and that

Debit and Credit amounts (for Normal or Reversing entries) are not both 0.

5. Ensures that a valid Journal Entry number is available.

The Journal Entry is updated and given a Journal Entry number only if it passes all of the above

verifications. If it does not, you are given the opportunity to correct the error or to cancel the transaction.

Recommended Input Control Procedures

Since the Journal Entry Posting updates the General Ledger on-line, tight controls over what is posted

into the General Ledger must be maintained.

The most common method of verifying Journal Entries is to use a Journal Entry Voucher form (see the

following sample). The originator of the entry must indicate the nature of the entry, the Journal Entry

Type, the Activity Date, Accounting Period, the General Ledger Account numbers being affected and the

Debit and Credit distributions and then initial the form. This then serves as a valid input form and a

means of tracing the entries back to the source of the entry.



Often, the General Ledger posting is done on a monthly basis. Many of the entries are also repetitive.

Therefore, a good means of retaining control over the entries posted is to separate Standard and Accrual

entries from Normal and Reversing entries. This will highlight any entries that are not normally initiated

by the originator and help ensure that no entries are missed or duplicated.

The Journal Entry Voucher form should be initiated for approval by an authorized individual. The

Posting of Journal Entries must be restricted in order to retain control over posting going into eSTEL/GL.



Page of ___

Journal Entry Voucher Form

Session Number: Journal Entry Number: ____________

Accounting Period: Activity Date: ____________

Entry Type: _______

Description: _________________________________________________________________________

_________________________________________________________________________

General Ledger Account Distribution

Ln Account Cd. Branch Cost Center Debit Credit

Voucher Initiated by: Date: ________

Voucher Approved by: Date: ________

Voucher Posting by: Date: ________



The Journal Entry Posting function is used to input each Journal Entry transaction. If the entry passes the

internal verification, it will be updated to the General Ledger. The individual entering the Journal Entry

should indicate the Session number and the Journal Entry Reference number on the Journal Entry

Voucher form, and initial and date the form as entered.

NOTE: For Standard and Accrual Entries the number assigned at the time of entry is not a Journal

Entry number, it is a Standard/Accrual Entry Reference number. You use this number to call

up the entry to modify or delete it. Each month when the Standard or Accrual Entry is

updated it is assigned a unique Journal Entry number. This ensures that all Journal Entries

have a unique number within the system.

The Journal Entry Voucher form for Normal and Reversing Entries is filed by Journal Entry Reference

number. The vouchers for Standard and Accrual Entries should be filed separately by Standard/Accrual

Entry Reference number so they can be retrieved for modification when required. Different Types of

Journal Entries cannot be input in the same Session, in order to facilitate the matching of the session

detail to the appropriate input forms.

If the Journal Entry was posted incorrectly and needs to be corrected you must prepare another Journal

Entry Voucher form for the adjusting Journal Entries. The session detail serves as backup to the adjusting

entry.

If the validation phase of the original entry encountered an error, the transaction update is aborted with an

appropriate error message on the screen. You must then review the error and print the screen for

reference and determine the cause of the problem and take the necessary corrective action. (See General

Ledger Posting for details.)

At the end of an Accounting Period the General Journal or General Ledger Report can be printed to obtain

a list of all Journal Entries (or entries from any other source) posted during the period. This report is used

to trace transactions in the General Ledger back to the source accounting applications and documentation.



JOURNAL ENTRY POSTING

Normal and Reversing Journal Entries

The Journal Entry Posting function within eSTEL/GL updates the GL files on-line as these entries are

made. This eliminates the redundancy of having a separate Journal Entry Update step and permits the

immediate assignment of the Journal Entry number as the posting is being done.

Standard and Accrual Journal Entries

Note that Standard and Accrual Journal Entries are also maintained via the Posting function. These

entries are kept in a separate Standard/Accrual Journal Entry Header file, so that they can be called up by

the Journal Entry Posting function to be added, changed or deleted as required. Open transactions for

subsequent months can be referenced with an Edit Reference number and do not have a Journal Entry

number assigned until they are actually updated in a period (see section on Update Standard and Accrual

Journal Entries).

Journal Entry Posting

Session Information

Login Date Time

cathyd 05/25/04 9:54

Session Branch.. PHI

Session I.D..... 23

Jrnl Entry Type. N

Acctng Per...... 0405

Normal Journal Entry Pop-up window

Field Name Default Validation Description

Session Branch SECUR User

Branch

Branch

Session I.D. System

Assignment

Provides subsequent tracing of transactions by

Session, Login ID or Branch.

Journal Entry Type N N, S, R, A Options are:

N Normal

A Normal Journal Entry is an Entry to be

posted once only for a single specified

period. This is the most frequently used

Journal Entry Type and is used as the default

during Journal Entry Processing.

Example: Re-allocating entries.

S Standard

Standard Journal Entries are repetitive type

transactions which occur once per accounting

period. These are posted regularly, for a

pre-determined range of periods. In order to

avoid missing or duplicating an Entry, a

Standard Journal Entry can be prepared for a

range of accounting periods specified within

the current fiscal year.




Example: Depreciation calculations.

R Reversing

A Reversing Journal Entry is an Entry to be

posted in both Normal and Reverse form during

two contiguous periods.

Example: Estimated year-end accruals.

A Accrual

An Accrual Journal Entry is an Entry to be

posted regularly, once each period, for a pre-

determined range of periods specified within

the current fiscal year. Each Entry results

in a transaction posted in both Normal and

Reverse form during two contiguous periods.

This Journal Entry Type combines the features

of both Standard and Reversing Journal

Entries.

Example: Repetitive payroll accruals.

The Journal Entry Type cannot be modified once the

Session Information window is completed.

Accounting Period If the Journal Entry Type is ‘N’ or ‘R’, an

Accounting Period entry is required. If it is ‘S’

or ‘A’, no period is required here as it is

recorded subsequently as part of the entry

transaction itself.

This defaults to the Current GL Period. It can be

overridden.

If you change the Accounting Period in the middle

of an entry or posting session, the Session ID is

changed automatically.

Ssn Id 23 Journal Entry - Normal

Ref No JE- 24 Acctng Per From 0405 To 0405 Act Dt 05/25/04

Desc CORRECTIONS TO JE00020 MAY 2004 Last Per

-- G/L Distribution -- Proof

Acc/Desc Brh Cst Ctr Debit Credit

8300 PHI 85.00

OFFICE SUPPLIES

8300 CHI 85.00

OFFICE SUPPLIES

Total 85.00 85.00

Acc Brh Cst Ctr

1-Desc

Normal Journal Entry screen




Session Information

Login Date Time

cathyd 05/25/04 10:28

Session Branch.. PHI

Session I.D..... 24

Jrnl Entry Type. R

Acctng Per...... 0105

Reversing Journal Entry Pop-up window

Ssn Id 24 Journal Entry - Reversal


Desc ACCRUED PAYROLL FOR WEEK OF May 25th,2004 Last Per



6110 PHI 2,500.00

SALARIES

6110 CHI 1,300.00

SALARIES

6110 MTL 1,000.00

SALARIES

2100 4,800.00

ACCRUED WAGES PAYABLE

Total 4,800.00 4,800.00

Acc Brh Cst Ctr

1-Desc

Reversing Journal Entry screen


Session Information

Login Date Time

cathyd 05/25/04 10:10

Session Branch.. CHI

Session I.D..... 2

Jrnl Entry Type. S

Acctng Per......

Standard Journal Entry Pop-up window



Ssn Id 2 Journal Entry - Standard

Ref No SE- 6 Acctng Per From 0401 To 0412 Act Dt

Desc Depreciation of Delivery Trucks - PHI Last Per 9999



7630 PHI 2,500.00

DEPN - AUTO & TRUCK

1750 2,500.00

ACCUM DEPN - AUTOS & TRUCKS

Total 2,500.00 2,500.00

Acc Brh Cst Ctr

1-Desc

Standard Journal Entry screen


Session Information

Login Date Time

cathyd 05/25/04 10:10

Session Branch.. CHI

Session I.D..... 64

Jrnl Entry Type. A

Acctng Per......

Accrual Journal Entry Pop-up window



Ssn Id 64 Journal Entry - Accrual

Ref No AE- 4 Acctng Per From 0401 To 0412 Act Dt

Desc MONTHLY PAYROLL ACCRUAL Last Per 9999



6110 PHI 4,500.00

SALARIES

6120 PHI 625.00

SALARIES

2100 5,125.00

ACCRUED WAGES PAYABLE

Total 5,125.00 5,125.00

Acc Brh Cst Ctr

1-Desc

Accrual Journal Entry screen

Journal Entry Posting Header Screen

The following format is used whenever a Journal Entry is being recorded via Journal Entry Posting.


Ref No JE- Acctng Per From 0405 To 0405 Act Dt 05/25/04

Desc CORRECTIONS TO JE00020 May 2004 Last Per

1-Repeat Hdr

Journal Entry Posting Header screen



Action Bar Action

Repeat Header A Repeat Header feature is provided in Journal Entry Posting so that when multiple

entries are done for certain transactions, such as end of period adjustments, the

Activity Date and Description information are defaulted from the previous Journal

Entry rather than having to re-enter them for each entry.

Example: A worksheet page has 20 Journal Entries to be done. The accountant may

write them all up on one sheet with the heading ‘End of Period Adjustments’,

but has separate Account Number/Debit/Credit distributions to do.

Title

The first line displays one of the following, depending on your Journal Entry Type:

Normal

Standard

Reversal

Accrual


Acctng Per

From: To:

For Normal/Reversing Journal Entries, this

defaults from the Session Information. It cannot

be changed.

For Standard/Accrual Journal Entries, enter the

range of periods that the Standard/Accrual Journal

Entry is to be posted against.

Act Dt For Normal/Reversing Journal Entries, enter the

Activity Date. This defaults to the System Date.

The field can be overridden.

For Standard/Accrual Journal Entries, the Activity

Date is assigned by the system automatically

during the Standard Journal Update function.

Reference Prefix For Normal/Reversing Journal Entries, the Prefix

is JE.

For Standard Journal Entries, an Edit Prefix of SE

(Standard Entry Reference) is assigned. Note that

corresponding JE Prefixes are assigned during the

Standard Journal Update function.

For Accrual Journal Entries, an Edit Prefix of AE

(Accrual Entry Reference) is assigned. Note that

corresponding JE Prefixes are assigned during the

Standard Journal Update function.

The Reference Prefix cannot be overridden.

Ref No For Normal/Reversing Journal Entries, the

Reference Number is only assigned subsequent to

committing the transaction.

For Standard/Accrual Journal Entries, this

represents an Edit Reference number. A

Standard/Accrual Journal Entry can be controlled

by either having a new Edit number assigned, or by

entering an existing Edit number and modifying the

Standard/Accrual Journal Entry. Note that the

ability to do the latter is only provided for

accounting periods that have not yet been updated

against the Standard/Accrual Journal Entry.




For each new Standard/Accrual Journal Entry, an

Edit Reference number is automatically assigned

immediately. Create a new Standard/Accrual

Journal Entry by pressing <Enter>.

Desc Enter the descriptive remarks for your Journal

Entry.

Last Per Only applicable to Standard/Accrual Journal

Entries. This indicates the last Accounting

Period that has been updated via the

Standard/Accrual Journal Update function. It

cannot be changed. This field is displayed for

reference only.



GENERAL LEDGER DISTRIBUTION

GL Posting Detail

The following standard format is used whenever a GL screen distribution is made in any eSTELPLAN

application (such as Accounts Receivable Cash Receipts, eSTEL/AP Voucher Entry, eSTEL/AP Cash

Disbursements, eSTEL/GL Journal Entry Posting, etc.).

This format is used in all functions that require screen entry of GL Debit/Credit Posting distributions.



Desc CORRECTIONS TO JE00020 May 2004 Last Per



8300 PHI 85.00

OFFICE SUPPLIES

8300 CHI 85.00

OFFICE SUPPLIES

Total 85.00 85.00

General Ledger Distribution screen

If Branch Required is Y-Yes for an account, then whenever you enter a GL Distribution in eSTEL/AP,

Accounts Receivable or eSTEL/GL, you must distribute the amount entered by Branch.

If Cost Center Type is not applicable for an account, then no Cost Center is required. If it is not blank

then all GL Distributions made in eSTEL/AP, Accounts Receivable and eSTEL/GL Journal Entry Posting

request an entry of the Cost Center and distribute the amount.

Distribution Description

eSTELPLAN provides an optional facility on the GL Distribution screen to enter a fixed length

description against an individual distribution line. Note that this is available as a standard function

available to all GL Posting functions.

You can access the Distribution Description window, via the Desc action bar option, from any of the

following fields:



Basic Account Code

Debit

Credit

For existing GL Distributions, you can access the Distribution Description window by selecting the action

bar option while pointing to a specific distribution line.

The action bar option is available only with the following functions:

eSTEL/GL Journal Entry Posting

eSTEL/AP Voucher Entry

eSTEL/AP Cash Disbursements Entry

Accounts Receivable Cash Receipts Entry

Note that any automatically system-controlled GL Distribution lines generated within a given transaction

are not accessible, and therefore cannot carry a description.

Ssn Id 24 Journal Entry Normal


Desc Last Per



Total

Acc Brh Cst Ctr

1-Desc

General Ledger Distribution screen

When the action bar option Desc is selected, a pop-up window is displayed with the following

information:




XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

Distribution Description window

The Distribution Description is manually entered for each distribution line individually, where required.

The following function is valid within the Distribution Description window:

<Insert> Defaults the previously entered description into the window.

Debit/Credit Defaults

The column default for each Journal Entry line is controlled by the Normal Debit/Credit code in the Basic

GL Account information. You can switch between Debit and Credit columns. You may enter both a

Debit and a Credit amount on the same Journal Entry line.

There is no default amount for Journal Entry lines.

Debit/Credit Amount

The ability to enter a zero amount in both the Debit and Credit amount fields is supported with the

following Journal Entry Types:

Standard

Accrual

This provides for the creation of journal entry ‘templates’ so that only figures would need to be entered at

the appropriate time as required.

Exchange Conversion Calculator

eSTELPLAN provides an optional facility on the GL Distribution screen to enter a foreign currency

amount and have the system convert it to the Base Currency for distribution to the GL Debit or Credit

using the Exchange Rate of the transaction. Note that this is available as a standard function to the

eSTELPLAN GL Posting functions listed below.

You can call up the Exchange Conversion Calculator by accessing the Ex Calc action bar option from

either the Debit or Credit column.

The action bar option is available only with the following functions:




eSTEL/AP Cash Disbursements Entry

Accounts Receivable Cash Receipts Entry

When the action bar option Ex Calc is accessed, a pop-up window is displayed with the following

information:

Exchange Conversion Calculator

Ex Rate. 0.87840000

Amt...

Total. 0.00 Converted.. 0.00

Exchange Conversion Calculator window


Ex Rate The exchange rate is displayed for reference only,

based on the transaction exchange rate.

Amt The Exchange Conversion Calculator provides for a

fixed ‘tape’ of 15 amounts to be added together.

To add an amount to the tape, key in the amount

and press <Enter>.

Total Totals are provided for foreign and converted base

currency equivalents. Totals are automatically

re-calculated based on Amounts entered. Total is

the sum of the Amounts.

Converted Total = Total x Ex Rate.

The following functions are valid within the Exchange Conversion Calculator window:

Function Key Function

<Enter> Adds amount on the line. Moves down one line.

<F4> Cancels entire calculation. Returns to GL Distribution screen.

<F1> Returns ‘Converted Total’ to GL Distribution screen.





Desc Last Per



Total

TRAVEL EXPENSES/PHILADELPHIA/LARRY SMITH

Acct 6170 Brh PHI Cst Ctr LS

Journal Entry Posting screen

Deleting a GL Distribution Line

The standard <F6> function key is provided to delete an individual GL Distribution line.

GL Proof

The GL Proof is defined as follows:

GL Proof = (GL Debits) - (GL Credits)

You can only commit a transaction if the GL Proof is zero, otherwise the transaction is considered to be

incomplete.



STANDARD/ACCRUAL JOURNAL ENTRIES

Standard/Accrual Journal Entry List

This report provides a detailed listing of all Standard/Accrual Entries on file. The report is based on

information contained in the Standard/Accrual Journal Entry Header file.

The report is used as a reference to assist in determining the current status of each Standard/Accrual Entry

still open in the system. For a detailed trace of transactions already updated in eSTEL/GL, please see the

General Ledger History Report.

There are no selection options available for this report.

The ‘Entry Total’ calculation represents the total debits and the total credits of the individual entries. The

‘Grand Total’ represents the total debits and total credits on the report.



RUN: 06Jun04 16:27 eSTELPLAN METAL COMPANY glrsje001449 PAGE: 1

Standard Journal Entries

Brh Ssn ID Typ Entry No Fr Per To Per Last Per Posted Entry Description

Login ID Ln Bsc G/L Acct Brh Cst Ctr Account Description Acct Class Debit Credit

PHI 59 AE 1 95/01 95/02 99/99 Acc

bob 1 1010 BANK - CHASE MANHATTAN CA 10.00 0.00

2 1010 BANK - CHASE MANHATTAN CA 0.00 10.00

Entry Total 10.00 10.00

PHI 58 SE 1 95/01 95/02 99/99 Standard 02/28/00

bob 1 1010 BANK - CHASE MANHATTAN CA 10.00 0.00

2 1010 BANK - CHASE MANHATTAN CA 0.00 10.00


Report Total 20.00 20.00

*** End of Report ***

Standard/Accrual Journal Entry List



Update Standard and Accrual Journal Entries

A Standard/Accrual Journal Entry Update function is used to ‘post’ the entries to the GL Account Balance

and GL History information once per month, and controls the update and keeps a history of the entries.

Standard Journal Entry Update

Utility Program: GLUSJU

1. Selection Entry No.. 364

2. One-Time/Permanent.. [O]

3. Accounting Period... 0405

4. Branch.............. [Y] PHI

5. Session I.D......... [N] From: To:

6. Reference Prefix.... [N] __

7. Reference No........ [ ] From: To:

Item No :

1-Alter 2-Copy

Standard Journal Entry Update

MFX

Example: 0612 entry – the reserving Journal Entry is posted into 0701


3. SELECTION ENTRIES

The following report and form printing selections are provided for functions in the eSTEL/GL system.

Not all selections are available in all reports. The following describes the selection fields.

Account Class ............................ [_] XXXX

Allows you to select a specific Account Class.

Options are:

N - (Default.) No selection

Y - Select a specific class. If Y-Yes, you must enter a specific Account Class.

Accounting Period .................... [_] From: To:

Select the range of accounting periods that are required. The starting accounting period must be either in

the current or immediately preceding fiscal year. The ending accounting period must be equal or greater

than the starting accounting period. These periods must be defined in the Fiscal Calendar.

Options are:

N - (Default.) For ALL.

Y - to select one.

Account Totals Level ................ [_] (For future implementation)

Account Type ............................ [_] X

Allows you to select a specific Account Type.

Options are:

N - (Default.) No selection.

Y - Select a specific Account Type only. If Y, you must enter a specific Account Type.

3. Selection Entries Page 28


Account Sequence ................... [_]

Allows you to sequence GL Accounts on a report by one of three primary methods: 1-by Account

number, 2-by Account Class then Account number, or 3-by Account Type then Account number. Other

sequencing criteria such as Accounting Period or Cost Center Type and Number may come before or

after, depending on the specific report.

Options are:

A - (Default.) By Account number

C - By Account Class then Account number

T - By Account Type then Account number

Activity Date ........................ [_] From: To:

Select the range of activity dates that are required. The ending activity date must be equal or greater than

the starting activity date.

Options are:


Y - to select a specific activity date or a range of dates.

Basic G/L Acct .......................... [_] From: To:

Allows you to select the Basic GL Account range for which the report is required.

Options are:

N - (Default.) For All Accounts.

Y - To select a range.

Branch ........................................ [_] XXX

This allows you to enter a valid branch. Your default is your login branch. It can be changed if you have

access to other branches.

Options are:

N - For ALL Branches.

Y - (Default.) To select a Branch.

Note that the Branch selection option must be N-No to access the Region selection option available in the

GL Trial Balance and GL Detail reports.



Cost Center Type ...................... [_]

Cost Center ................................ [_] From: To:

The Cost Center Type (One or All) and Cost Centers for which the report is required. The default is all

Cost Center Types and all Cost Centers.

You cannot select a range of Cost Centers if you do not select a Cost Center Type.

Options are:


Y - To select one.

One-Time/Permanent ............... [_]

Allows you to save the report selections so that it can be run again at End of Day, End of Month or as

required.

Options are:

O - (Default.) One-Time.

P - Permanent.

Print Cost Centers .................... [_]

Allows you to print or suppress the individual Cost Centers for a Basic GL Account.

Options are:

N - Do no print Cost Center Detail.

Y - (Default.) Print Cost Center Detail.

By default, all accounts that have an account balance/history record containing a Cost Center will be

printed on the report.

If the selection is set to N-No, then any account that has a Cost Center is totaled by Basic Account and

Branch and then printed rather than being printed individually on the report.

Example: Basic Account 5100 is a Travel Expense account. This is designated as a Branch and Cost

Center required account. The Cost Center is the Salesperson.

If the Print Cost Centers selection is Y-Yes, the accounts for Montreal are printed below:

5100 MTL 101 Travel – John Smith 1,200.00

5100 MTL 102 Travel – Larry Stevens 575.00

5100 MTL 103 Carol Little 825.00

5100 Travel Expenses 2,600.00

If Print Cost Centers is N-No, then each account is totaled and only the Account Total



account 5100 is printed.

5100 Travel Expenses 2,600.00

Print Zero Ending Balances [_]

Specify:

N - do not print accounts with zero balance.

Y - print accounts with zero balance.

Note that this refers to accounts with 0 Closing Balances.

Reference No ............................. [_] From: 999999 To: 999999

Used to select a range of Reference numbers.

Options are:

N - (Default.) ALL.

Y - to select a range.

Reference Prefix ....................... [_] XX

Allows you to select a specific Reference Prefix.

Options are:


Y - to select one.

Reference Prefix ....................... [_]

For this selection function, the Reference Prefix can be one of the following:

SE (Standard Entry Reference)

AE (Accrual Entry Reference)

The Reference Prefix defaults to all valid selections for the update.



Region ......................................... [_]

Used to run the report for a given Region that can combine several Branches. To access the option, the

Branch selection option must be N-No.

Options are:

N - (Default.) The report is created for a specific Branch or all Branches.

Y - Enter a valid Region. The report is created for the Branches belonging to the selected

Region.

Report Type ............................... [_]

This option allows you to select a Detail or Summary format.

D for a Detail,

or S for a Summary

Session I.D. ................................. [_] From: To:

Used to select those transactions that were entered in a specific session.

Options are:

N - (Default.) ALL session.

Y - to select a Session I.D. range.

Sort by Brh or Acct .................. [_]

This determines if data for a report is sorted by Branch by Account Number, or by Account Number by

Branch. This selection is secondary to the sequence selected by the option ‘Account Sequence’.

Options are:

A - for Account.

B - (Default.) For Branch amounts.

Source Journal .......................... [_] XXX

Allows you to select a specific Source Journal.

Options are:

N - (Default.) ALL.

Y - to select one.



Summary ................................... [_]

This selection will print the report by basic GL Account number.

If a Corporate report is selected and Y-Yes is entered in the entry, the report will show the basic GL

Accounts for each branch and cost center consolidated by basic GL Account number.

If a Branch report is selected and Y-Yes is entered in the entry, the report will show the basic GL

Accounts for each branch basic GL Account number (consolidating only the cost centers).

The default is N-No.

Sub-Account Number ............. [_]

Allows the selective printing of GL transaction information for a particular Vendor or Customer Account

number.

Options are:

N - (Default.) Transactions are selected regardless of the Sub-Account number.

Y - Allows you to enter a specific Sub-Account number. Only those transactions matching the

entered Sub-Account number are selected.

NOTE: The Sub-Account number is not validated. It can be either a Vendor or a Customer number,

depending on other transaction selections provided.

Transaction Amount ................ [_] From: To:

To select transactions within a designated range.

Options are:

N - (Default.) ALL.

Y - to enter a range.

Year ............................................ [_]

The selections include the year of the budget report.

C - (Default.) Current year.

N - Next year.


4. BUDGETS

BUDGET ENTRY

eSTEL/GL provides a facility to enter budget amounts for any valid combination of Basic Account Code,

Branch and/or Cost Center.

The Budget information is stored in the General Ledger Account Balance File so that the budgeted figures

can be extracted with the Account Balances and the actual to budget figures compared on a PC financial

analysis.

Account Budget Entry Screen

There are 2 major options that may be used:

1. Current Year Budget: Budget amounts for any valid combination of Basic Account Code, Branch

and/or Cost Center can be entered. If there is no account with this combination already in

existence, it is created as long as the Basic Account code has Branch Required and a Cost Center

Type setup. This option is used to update the current year budget.

2. Next Year Budget: This function is identical to the processing of the current year budget, except

that the budget figures are identified as ‘Next Year Budget’ in the system. The screens are

identical except for the display at the top left-hand corner of the screen indicating ‘Next Year’

(‘Current Year’ is displayed if option 1 is selected).

4. Budgets Page 34


Current Year G/L Budget

G/L Acc Brh Cst Ctr

Acctng Per Bud on File Pres Rev

1-Cur Yr 2-Nxt Yr

Account Budget Entry selection screen

NOTE: If you are entering an amount that is different than the normal balance of the account (as per

the chart of accounts) you must enter a negative sign (-) next to the amount budgeted for the

account. For example, enter -1000.00 in the cash account to budget an amount in this

account different to the normal balance set up in the chart of accounts (in this case the

normal balance for cash is a debit).

Current Year Budget

The budget maintenance screen is displayed, and you enter the GL Account number to process. The

Basic Account Code must already exist in the Chart of Accounts.

When the GL Account number is entered, the current budget information for the account is displayed.

The ‘Budget on File’ is the budget currently on record. The ‘Present Revision’ is the budget that will be

on record after all changes are made. All changes to amounts are initially displayed in this column for

reference validation. The budget on record is not actually changed until <F12> is pressed.

A budgeted amount may be recorded for a GL Account using the following methods:

An ‘annual’ dollar amount budgeted for a GL Account can be specified, and the function will disperse

an equal amount to each accounting period. If the number of periods does not divide equally into the

annual amount, the remainder is added on to the final accounting period.

A unique dollar amount can be entered for each individual accounting period.

4. Budgets Page 35


Entering a Percentage Change

To adjust the budget amount for a single period, arrow up () or down () to the required period,

press <Enter>, press the down arrow () and enter the percentage of change. Press <F1> to accept

the change.

To adjust the budget for a period entered and all of the following periods, enter <F8> 1, press the

down arrow () and enter the percentage. Press <F1> to accept the change.

A ‘percentage’ decrease from a previous amount recorded can also be specified. This is done by

placing a negative sign in front of the percentage change amount.

Current Year G/L Budget

G/L Acc 6180 Brh PHI Cst Ctr

AUTOMOBILE LEASE & MAINT/eSTELPLAN PHILADELPHIA BRANCH

Acctng Per Bud on File Pres Rev

04/01 3,000.00 3,000.00

04/02 3,000.00 3,000.00

04/03 3,000.00 3,000.00

04/04 2,000.00 2,000.00

04/05 2,000.00 2,000.00

04/06 1,000.00 1,000.00

04/07 1,000.00 1,000.00

04/08 1,000.00 1,000.00

04/09 2,000.00 2,000.00

04/10 2,000.00 2,000.00

04/11 2,000.00 2,000.00

04/12 2,000.00 2,000.00

Total 24,000.00 24,000.00

1-Rng Of Per 2-Tot Even 3-Wkly Bas 4-Qrtly Bas 0-Update

Account Budget Entry – completed screen

Entering an Annual Budget

To enter a budget amount that will be dispersed automatically among the periods, enter <F8> to get to

the action bar options, and then select 2. Enter the budget amount that you want distributed among

the periods.

If you wish to enter a budget amount for a range of periods, arrow down () to the period that you

wish to start to budget. Press <F8> 1, and enter the budget amount. The budget will be recorded

automatically among the periods in the range.

To enter a budget amount based on the number of weeks contained in an accounting period, enter

<F8> 3, and then the amount. The calculation is weighted based on the weeks in the period.

4. Budgets Page 36


To enter a budget amount on a quarterly basis, enter <F8> 4, and the budget amount for each quarter.

Quarters are defined in the Fiscal Calendar.

In each of the above cases press <F1> to accept the budget amounts.

Entering a Specific Period Budget Amount

Arrow up () or down () to that period, press <Enter>, enter the budget amount and <F1> to accept.

To change a budgeted amount, arrow up () or down () to the period you wish to change, press

<Enter>, enter the new budgeted amount and <F1> to accept.

4. Budgets Page 37


COPYING BUDGETS

This function allows you to copy various amounts which have been previously recorded in the system and

‘copy to’ the Current Year Budget (CYB) or the Next Year Budget (NYB) information.

NOTE: You cannot copy into the ‘CYA’ or ‘LYA’ information.

The selection entry include selections by Basic GL Account number, Branch, Cost Center Type and Cost

Center common throughout the GL system. The ‘Copy From’ selections determine the source of the

figures to be copied. The available selections are:

Current Year Budget (CYB)

Current Year Actual (CYA)

Last Year Actual (LYA)

The ‘copy to’ figures use the following destinations:

Current Year Budget

Next Year Budget

A range of period numbers can also be selected. The default is all periods. The ending period must be

greater than or equal to the starting period (‘From’ must be less than or equal ‘To’). You cannot select a

range of Cost Centers without selecting a Cost Center type. You can view and maintain the results of the

Copy Budget function by using GL Budget Maintenance.

As with all update programs a log is generated. If the Copy function is not executed successfully, it is

reflected in the log.

4. Budgets Page 38


G/L Budget Copy

Utility Program: GLUBDU



3. Basic G/L Acct...... [N] From: To:

4. Branch.............. [Y] PHI

5. Cost Center Type.... [N]

Cost Center......... [N] From: To:

6. Copy From........... CYA

Copy To............. CYB

7. Period Number....... [N] From: To:

Item No :

1-Alter 2-Copy

GL Budget Copy Selection Entry screen

Regarding the Period Number selection, you can only copy to the following destinations: the Current

Year Budget or Next Year Budget.

Example: If you select ‘Copy From CYA’ and ‘Copy To NYB’ for periods 01 to 06, the following will

happen:

The CYA figures for periods 01 through 06 will be copied into NYB for periods 01 through

06.

4. Budgets Page 39


BUDGET LISTING

A Budget Listing is available for printing a hard copy of budgeted figures for validation.

Selections for the Budget Listing are available by Account Code, Branch and Cost Center ranges.

Budget

Report Program: GLRBUD




4. Branch.............. [Y] PHI

5 Cost Center Type.... [N]


6. Year................ [C]

Item No :

1-Alter 2-Copy

Budget Listing – Report selection screen

Budget (For 12 Periods)

This lists the GL Accounts along with the amounts budgeted in each accounting period. The ‘Account

Total’ is calculated by adding the amount in each period for an account. The ‘Period Totals’ is the total

of each of the periods on the report and the total of all of the ‘Account Totals’ on the report. If an account

is in a debit/credit position different than what was entered as a normal position in the Chart of Accounts,

then the amount must be shown in brackets ( ).

NOTE: The number of periods used in calculating the Budget Total is controlled by a Product

Installation Option, CSC=X. If set to Y-Yes, the number of accounting periods set in the

eSTELPLAN Company Information table is used in the Budget calculations.

4. Budgets Page 40


Budget (For 13 Periods)

This takes into account organizations with 13 accounting periods. The logic for the totals calculation is

the same (you just add another period).

RUN: 12Mar04 17:38 eSTELPLAN glrbud000042 PAGE: 1

Budget

Next Year

Bsc G/L Acct Brh Cst Ctr Account Description

Period 1 Period 2 Period 3 Period 4 Period 5 Period 6


Account Total

4101 CHI SALES WRHSE - MATERIAL

141,538.46 141,538.46 176,923.08 141,538.46 176,923.08 141,538.46

141,538.46 176,923.08 141,538.46 141,538.46 141,538.46 176,923.08

1,840,000.00

4102 CHI SALES WRHSE - PROCESSING

77,392.31 77,392.31 96,740.38 77,392.31 96,740.38 77,392.31

77,392.31 96,740.38 77,392.31 77,392.31 77,392.31 96,740.38

1,006,100.00

4103 CHI SALES WRHSE - FREIGHT

34,615.38 34,615.38 43,269.23 34,615.38 43,269.23 34,615.38

34,615.38 43,269.23 34,615.38 34,615.38 34,615.38 43,269.27

450,000.00

Period Totals

253,546.15 253,546.15 316,932.69 253,546.15 316,932.69 253,546.15

253,546.15 316,932.69 253,546.15 253,546.15 253,546.15 316,932.73

3,296,100.00


Budget Listing for 12 Periods

4. Budgets Page 41


RUN: 12Mar04 17:38 eSTELPLAN glrbud000042 PAGE: 1

Budget

Next Year




Period 13

Account Total

4101 CHI SALES WRHSE - MATERIAL

141,538.46 141,538.46 176,923.08 141,538.46 176,923.08 141,538.46

141,538.46 176,923.08 141,538.46 141,538.46 141,538.46 176,923.08

141,538.46

1,981,538.40

4102 CHI SALES WRHSE - PROCESSING

77,392.31 77,392.31 96,740.38 77,392.31 96,740.38 77,392.31

77,392.31 96,740.38 77,392.31 77,392.31 77,392.31 96,740.38

77,392.31

1,083,492.30

4103 CHI SALES WRHSE - FREIGHT

34,615.38 34,615.38 43,269.23 34,615.38 43,269.23 34,615.38

34,615.38 43,269.23 34,615.38 34,615.38 34,615.38 43,269.27

40,000.00

490,000.00

Period Totals

253,546.15 253,546.15 316,932.69 253,546.15 316,932.69 253,546.15

253,546.15 316,932.69 253,546.15 253,546.15 253,546.15 316,932.73

253,546.15

3,549,646.10


Budget Listing for 13 Periods

4. Budgets Page 42



5. INQUIRY AND ANALYSIS FUNCTIONS

OVERVIEW

All reports that require a selection by range of GL Account require a separate selection for each of the

component sections by:

Basic G/L Acct From:...To:...

Branch From:...To:...

Cost Center Type 1 specific one or All

Cost Center From...To:...

The Opening Balance is the balance in the account at the beginning of the first period in the fiscal year.

The amount shown for each period is the net activity for that period (the difference between the debits and

the credits in the account). The Closing Balance is the Opening Balance +/- the net period activity to-

date.

Example: (Opening balance +/- period 1, period 2, period 3.... = closing balance).

The ‘Opening Balance’, ‘Net Change’ or ‘Closing Balance’ amounts are signed fields with the sign used

in the following way:

If the account is a Normal Debit balance and the balance is a Debit there is no sign displayed.

If the account is a Normal Credit balance and the balance is a Credit there is no sign displayed.

If the account is a Normal Debit balance and the balance is a Credit the amount is displayed with a

negative sign.

If the account is a Normal Credit balance and the balance is a Debit the amount is displayed with a

negative sign.

5. Inquiry and Analysis Functions Page 44


GENERAL LEDGER INQUIRY FUNCTIONS

A pop-up window is available to list and describe all possible choices that are available within the

inquiries. The Help function is accessed with the <Shift F3> function key. Function keys are active at all

times, unless they do not apply to a specific inquiry screen.

G/L Inquiries

1. Journal Entry

2. Account Balance

3. Account History

Journal Entry Inquiry: Proceeds to the Journal Entry Inquiry function and displays the specific

Journal Entry.

Account Balance: This selection accesses the Account Balance Inquiry function.

Account History: This selection accesses the Account History Inquiry function.

Journal Entry Inquiry

An inquiry by Journal Entry number is available to see what was posted for all accounts on that specific

Journal Entry. Note that this transaction can be either a journal entry or any other eSTELPLAN

transaction, such as an invoice or check.


Branch User

Branch

If you wish to refer to an existing Journal Entry

but you do not recall your Journal Entry

information, a Journal Entry Look-Up feature is

provided. Start the Journal Entry Look-Up by

selecting the appropriate action bar. See the

Journal Entry Look-Up for details.

Ref Prefix/Ref No

Transaction Description The transaction description information is

formatted according to the transaction reference

prefix:

JE - For Journal Entries the Remarks are

shown

CP - For Compressed transactions the Remarks

are shown

AJ - For Inventory Adjustments the Remarks

are shown

PC - For Purchase Cost Adjustments the

Remarks are shown

IP - For Inventory Processing the Remarks

are shown

Others - The Sub-Account Name is shown



Journal Entry

Brh PHI Ref No JE- 12 Acctng Per 0405 Act Dt 25May04

Desc std dep exp re Chi whse

Acc Brh Cst Ctr Desc Debit Credit

1770 ACCUM DEPN - PLANT & EQUIP 8,000.00

7640 CHI DEPN - PLANT & EQUIPMENT 8,000.00

1730 ACCUM DEPN - FURN & FIXTURES 800.00

7620 CHI DEPN - FURNITURE & FIXTURES 800.00

1-Acc Trs 2-Desc

Journal Entry Inquiry screen

Account History Transaction Window

You have the option of viewing further details for a transaction. This accesses the Account History

Transaction Window.

Distribution Description Window

You have the option of viewing a description for an individual distribution line. This accesses the

Distribution Description Window with the following information:




Journal Entry Look-Up

This function scans and does Transaction Look-Ups sorted by Source Journal, by Session Branch, by

Session ID, by Reference Prefix, by Reference number.

Enter the following information to begin a specific Transaction Look-Up:


Source Journal Must be a specific Source Journal.




Session Branch User

Branch

Branch Must be a specific branch.

Session I.D. ALL Can be a specific Session if required.

Reference Prefix ALL Can be a specific Prefix if required.

The following additional information is displayed for reference:

Activity Date

Description for Journal Entries (truncated)

Sub-account name for other transaction types

Once a line is selected, the Journal Entry Inquiry function is displayed automatically, which shows all

detail posting information for the specific Journal Entry (see Journal Entry Posting).

Journal Entry Look-Up

Src Brh Session Ref No Act Dt Desc

GJE PHI 000002 JE 000011 25May04 std dep exp re Chi whse










1-Search

Journal Entry Look-Up window



Account Balance Inquiry

Current Year Account Balance

Acct 8300 OFFICE SUPPLIES Brh CHI

Cst Ctr

Acctg --------------Actual-------------- --------------Budget--------------

Per Per Amt Bal Per Amt Bal

Begin Bal .00

04/01 .00 .00 .00 .00

04/02 900.00 900.00 .00 .00

04/03 .00 900.00 .00 .00

04/04 200.00 1100.00 .00 .00

04/05 50.00 1150.00 .00 .00

04/06 60.00 1210.00 .00 .00

04/07 90.00 1300.00 .00 .00

04/08 .00 1300.00 .00 .00

04/09 .00 1300.00 .00 .00

04/10 10.00 1310.00 .00 .00

04/11 11.00 1321.00 .00 .00

04/12 12.00 1333.00 .00 .00

YTD Var .00 %

1-Act Hst 2-Lst Yr 3-Cur Yr 4-Nxt Yr

Account Balance Inquiry screen


Basic G/L Account Basic GL

Account

Select a specific Basic GL Account. This is a

mandatory selection.

G/L Branch Select a specific GL Branch. This is mandatory if

the Basic GL Account is Branch Required=Y.

The Inquiry action bar option Corp Total is

available in the General Ledger Account Balance

Inquiry, at the Brh field, to provide for the

ability to view the corporate total of all branch

balances and cost centers for an account. To view

an individual Branch, enter the Branch number. To

view the Corp Total, press <F8> to activate the

action bar option.

If the account has Cost Center Required, then all

Cost Centers for all Branches will be added as

well.

Cost Center Select a specific Cost Center. (If Cost Center

Type is applicable.)

Note that only Cost Centers of the Cost Center

Type identified in the Basic GL Account are

selected.

The Inquiry action bar option Brh Total is

available in the General Ledger Account Balance

Inquiry, at the Cst Ctr field, to provide for the

ability to view the branch total of all cost

center balances for an account and branch. To

view an individual Cost Center, enter the Cost

Center code. To view the Branch Total, press <F8>

to activate the action bar option.



There is no access to GL History (action bar option Acc Hst) if either the Corp Total or Branch Total

functions are used.

By default, account balances are displayed for the current year. Alternatively, you can select either last

year or next year information.

The Account Balance information is displayed.

You can then select a desired accounting period to view specific details. Once an accounting period has

been selected, the Account History Inquiry function is displayed automatically, showing historical

information for the specific period.

Account History Inquiry

The Account History Inquiry can run either as a stand-alone function, or be accessed from the following

function:

Account Balance Inquiry

If called, inquiry information is passed automatically.

If stand-alone, enter the following information to access the Account History information:

Account History

Acc 8300 OFFICE SUPPLIES Brh CHI

Cst Ctr Acctng Per 0405

Ref No Ln No Act Dt Debit Credit

04/05 ( 1May04-31May04)

JE 000001-000001 26Feb04

correction to JE #3 900.00

1-Acc Trs 2-Desc 3-Jrnl Entry 4-Select

Account History Inquiry screen


Basic G/L Account Basic GL

Account

Enter specific account.




Branch

(If Branch Required=Y)

User

Branch

Branch Enter specific branch.

Cost Center Cost

Center

Enter specific Cost Center.

(Subject to Cost Center Type)

Accounting Period ALL Fiscal

Calendar

Enter the accounting period.

Account History

Acc 8300 OFFICE SUPPLIES Brh PHI

Cst Ctr Acctng Per

Ref No Ln No Act Dt Debit Credit

04/02 ( 1Feb04-28Feb01)

JE 000001-000003 26Feb04

correction to JE #3 400.00

04/08 ( 1Aug04-31Aug04)

JE 000007-000001 26Aug04

0108 80.00

1-Acc Trs 2-Desc 3-Jrnl Entry 4-Select

Account History Inquiry screen

Accounting Period totals are not available within this inquiry. They are displayed within the Account

Balance Inquiry.

The accounting period range is displayed for reference based on your Fiscal Calendar.

Account History Transaction Window

You have the option of selecting a line to view further details for a transaction. This accesses the Account

History Transaction window.



Account History

Transaction Information

Login Date Time

cathyd 25May04 9:06

Ssn ID........ 3

Ssn Brh....... PHI

Src Jrnl...... GJE

Sub Acc No....

Sub Acc Nm....

Oth Ref No....

Bank..........

Currency......

Ex Rate.......

Account History Transaction window

The Session ID, Branch and Source Journal information is always displayed.

For the other fields, it depends on the transactions. For example, the Sub Account Number and Name are

automatically populated with the Vendor Number and Name for Receivers and Vouchers, and with the

Customer Number and Name for Invoices.

Distribution Description Window

You have the option of viewing a description for an individual distribution line. This accesses the

Distribution Description window with the following information:




Description

The description information is formatted according to the transaction reference prefix:

JE - For Journal Entries the Remarks are shown

CP - For Compressed transactions the Remarks are shown

AJ - For Inventory Adjustments the Remarks are shown

PC - For Purchase Cost Adjustments the Remarks are shown

IP - For Inventory Processing the Remarks are shown

Others - The Sub-Account Name is shown

Journal Entry Inquiry

You have the option of viewing the related Journal Entry Transaction Inquiry. This accesses the Journal

Entry Transaction Inquiry screen.



Selections Window

You have the option of viewing transactions within a range of Reference Dates and/or with specific

Reference Prefix. This accesses the GL History Selections window.

G/L History Selections ( Add )

Ref Date [N]

Ref Prefix [N]

GL History Selections window


Ref Date N Valid date

From Date

< = To

Date

Allows you to select transactions by a range of

Reference Dates.

Options are:

N Transactions are displayed regardless of

Reference Date.

Y Allows entry of a Reference Date range.

Ref Prefix N Cannot be

blank

Allows you to select transactions by a specific

transaction Reference Prefix.

Options are:

N Transactions are displayed regardless of

Reference Prefix.

Y Allows entry of a Reference Prefix.



GL TRIAL BALANCE

The trial balance is used to verify the equality of the debits and credits in the ledger. The report is

normally run at the end of each accounting period.

This function is used to print the GL Trial Balance for a selected accounting period. The period specified

should be pre-defined in your Fiscal Calendar. A request may be made for a period that is in either the

current or immediately preceding fiscal year.

Title

If a GL Trial Balance is produced for a period which has not yet been permanently closed (see chapter on

Periodic Procedures), the report contains the caption ‘Preliminary’.

Detail Information

The report contains, for each GL Account listed, the period beginning balance, the period’s total debits,

the period’s total credits, net change for the period, and the period ending balance.

Sorting

The Trial Balance is always sorted by Account Type first, and then by either Class or Account. Therefore

the Account Sequence Selection Type (T-Account Type) is not valid for this report.

For each account listed, the report also prints:

The GL Account numbers in ascending order.

The Account description.

Account Class

The period opening balance. The opening balance is the balance in the GL Account at the beginning

of the period.

The period total debit and total credits into the account.

The closing balance for the period.

Profit/Loss

The report lists the cumulative profit/loss for the period and the year on the final page. The Profit/Loss is

calculated as revenue less expenses.

The report selections for the Trial Balance are as follows:



General Ledger Trial Balance

Report Program: GLRTBL


2. One-Time/Permanent......... [O]

3. Account Sequence........... [A]

4. Account Class.............. [N]

5. Account Type............... [N]

6. Account Totals Level....... [N]

7. Branch/Corporate........... [B]

8. Branch..................... [Y] PHI

9. Print Cost Centers......... [Y]

10. Print Zero Ending Balance.. [N]

11. Accounting Period.......... 0410

12. Summary.................... [N]

13. Region .................... [N]

Item No :

1-Alter 2-Copy

GL Trial Balance selection screen



RUN: 05JMay04 15:41 eSTELPLAN glrtbl000381 PAGE: 2

General Ledger Trial Balance Accounting Period: 0405

PRELIMINARY

G/L Acct Brh Cst Ctr Account Description Acct Class Opening Total Total Closing

Balance Debits Credits Balance

Expenses

5101 PHI COGS WRHSE - MATERIAL CS 1,675,096.70 1,029,406.47 0.00 2,704,503.17

5102 PHI COGS WRHSE - PROCESSING CS 110,493.64 0.00 0.00 110,493.64

5103 PHI COGS WRHSE - FREIGHT CS 29,851.69 10.91 0.00 29,862.60

5104 PHI COGS WRHSE - ADMIN CS 1.61 16.54 0.00 18.15

5301 PHI COGS BUY OUT - MATERIAL CS 0.00 26,566.84 0.00 26,566.84

5402 PHI COGS R & A - PROCESSING CS 841.22 CR 0.00 22.00 863.22 CR

5602 PHI COGS FABR’N-C&A-LABOR CS 44,703.89 5,000.00 0.00 49,703.89

5604 PHI COGS FABR’N-C&A-OVERHEAD CS 6,377.31 8,500.00 0.00 14,877.31

5910 PHI INVENTORY TFR - MATERIAL CS 67,584.50 54,887.52 9,451.54 113,020.48

5911 PHI INVENTORY TFR - FREIGHT CS 3,800.00 456.00 0.00 4,256.00

5922 PHI INVENTORY TFM - PROCESSING CS 856.30 CR 8,796.00 0.00 7,939.70

5941 PHI INVT ADJ - DEVALUED PRODUCTS CS 95.40 CR 54,544.89 0.00 54,449.49

5942 PHI INVT ADJ - FOUND MATERIAL CS 245.29 CR 121.32 0.00 123.97 CR

5943 PHI INVT ADJ - RECEIPT ERRORS CS 11,062.50 CR 0.00 121.00 11,183.50 CR

5944 PHI INVT ADJ - MISC OTHER CS 229.04 CR 0.00 0.00 229.04 CR

5950 PHI MISC INVENTORY RECEIPTS CS 527,743.90 CR 555,555.00 127,982.00 100,170.90 CR

5960 PHI PROCESSING COST-IN HOUSE CS 730.77 CR 0.00 444.00 1,174.77 CR

5990 PHI FREIGHT OUT EXPENSE RECOVERY CS 375.75 CR 0.00 3,501.73 3,877.48 CR

Total Expenses 1,395,729.17 1,743,861.49 141,522.27 2,998,068.39

Net Income/Loss 1,395,729.17 1,602,339.22 0.00 2,998,068.39

Totals:

Debits Credits

3,115,691.27 117,622.88


GL Trial Balance



GENERAL LEDGER DETAIL REPORT

The function of the General Ledger is to accumulate and classify the transaction data posted from the

journals. Each of the journals is represented by a control account (summarizing the detail entries) in the

Ledger.

The General Ledger is used to trace journal entries back to the source accounting application.

General Ledger-Detail

Report Program: GLRGLD



3. Account Sequence.... [A]

4. Account Class....... [N]

5. Account Type........ [N]

6. Account Totals Level [N]


8. Branch.............. [Y] PHI



10. Source Journal...... [N]

11. Reference Prefix.... [N]

12. Reference No........ [N] From: To:

13. Accounting Period... [N] From: To:

14. Sub-Account Number.. [N]

15. Region.............. [N]

16. Activity Date....... [N] From: To:

Item No :

1-Alter 2-Copy

General Ledger Detail Report – Selection Entry screen

The General Ledger can be printed in Detail or Summary formats. If the user selects a specific Source

Journal, Reference number or Reference Prefix, the Opening Balance, Net Change and Closing Balance

amounts are suppressed (see the attached reports).

General Ledger Detail

You can select this report to see detail at the reference number level in the General Ledger. The Entry

Description is shown for GJE Source Journal Items. The appropriate customer, vendor, employee name is

shown for the other source journals.



RUN:30MAY04 9:59 eSTELPLAN METAL SERVICE CENTER glrgld000000 PAGE: 16

GENERAL LEDGER – DETAIL

Bsc G/L Acct Brh Cst Ctr Account Description Acct Class

Per

Src Ref No-Ln Date Sub Acct Name / Entry Description Debit Credit

Distr Desc

245000 1 Accounts Payable-Trade CHI AP

01/05

PUJ DM-000365-3 29May04 A.P Supplies Inc. 2,327.51

PUJ VR-001777-2 30May04 Fisher Corp. 7,539.80

PUJ VR-001924-3 30May04 Bank Street Sales Inc. 15,362.53

Period Total 2,327.51 22,902.33

General Ledger Detail



General Ledger Detail for a Specific Source Journal

Select this report to see the detail related to a specific range of source journals (or all). This is similar in

format to the previous report, except that a range of source codes can be selected with the associated

detail. The opening balance, closing balance and net change column is suppressed, unless all source

reference codes are selected. In that case, the report is exactly like the Detail General Ledger.



RUN:30may04 9:59 eSTELPLAN METAL SERVICE CENTER glrgld000000 PAGE: 16

GENERAL LEDGER –DETAIL


Per

Src Ref No-Ln Date Sub Acct Name / Entry Description Debit Credit

Distr Desc

245000 1 Accounts Payable-Trade CHI

01/05

PUJ DM-000365-3 29May04 A.P Supplies Inc. 2,327.51

PUJ VR-001777-2 30May04 Fisher Corp. 7,539.80

PUJ VR-001924-3 30May04 Bank Street Sales Inc. 15,362.53

Period Total 2,327.51 22,902.33

GL Detail for a Specific Source Journal



GENERAL LEDGER SUMMARY REPORT

This report format shows the total debit/credit from each source that has been posted to the specific GL

Account.

Note that the ‘Entry Description’ defaults from the Source Journal description based on the eSTELPLAN

dictionary.

General Ledger-Summary

Report Program: GLRGLS








8. Branch.............. [Y] PHI







14. Zero Activity....... [N]


Item No :

1-Alter 2-Copy

General Ledger Summary Report Selection Entry screen

General Ledger Summary for a Specific Source Journal

The General Ledger Summary for a specific source journal serves the same purpose as the General

Ledger Summary, except that it displays the total general ledger debit/credit for one source journal. If the

selections are not for all of the source journals, then the opening balance, closing balance and net change

calculations are suppressed. If all of the source journals are selected then you have a General Ledger

Summary report.



RUN: 06May04 09:37 eSTELPLAN glrgls000384 PAGE: 2

General Ledger-Summary

Bsc G/L Acct Brh Cst Ctr Account Description Acct Class Opening Balance

Per Src Debit Credit Net Change

Closing Balance

5103 PHI COGS WRHSE - FREIGHT CS 29,851.69

04/05 SLJ 10.91 0.00 10.91

Period Total 10.91 0.00 29,862.60

5104 PHI COGS WRHSE - ADMIN CS 1.61

04/05 SLJ 16.54 0.00 16.54

Period Total 16.54 0.00 18.15

5301 PHI COGS BUY OUT - MATERIAL CS 0.00

04/05 SLJ 26,566.84 0.00 26,566.84

Period Total 26,566.84 0.00 26,566.84

5402 PHI COGS R & A - PROCESSING CS 841.22

04/05 GJE 0.00 22.00 22.00

Period Total 0.00 22.00 863.22

5602 PHI COGS FABR’N-C&A-LABOR CS 44,703.89

04/05 GJE 5,000.00 0.00 5,000.00

Period Total 5,000.00 0.00 49,703.89

5604 PHI COGS FABR’N-C&A-OVERHEAD CS 6,377.31

04/05 GJE 8,500.00 0.00 8,500.00

Period Total 8,500.00 0.00 14,877.31

5910 PHI INVENTORY TFR - MATERIAL CS 67,584.50

04/05 GJE 54,887.52 9,451.54 45,435.98

Period Total 54,887.52 9,451.54 113,020.48

5911 PHI INVENTORY TFR - FREIGHT CS 3,800.00

04/05 GJE 456.00 0.00 456.00

Period Total 456.00 0.00 4,256.00

5922 PHI INVENTORY TFM - PROCESSING CS (856.30)

04/05 GJE 8,796.00 0.00 8,796.00

Period Total 8,796.00 0.00 7,939.70

5941 PHI INVT ADJ - DEVALUED PRODUCTS CS (95.40)

04/05 GJE 54,544.89 0.00 54,544.89

Period Total 54,544.89 0.00 54,449.49

Report Total 158,778.70 9,473.54


General Ledger Summary



ACCOUNT ACTIVITY HISTORY

This report gives the net activity in the GL Accounts for the current fiscal year.

The Period Totals is the total of each of the periods on the report and the total of all of the Opening

Balances and the total of all the Closing Balances.

This report can be used in conjunction with the Budget listing to produce Actual versus Budgeted PC

reports.

Account Activity History

Report Program: GLRAAH








8. Branch.............. [Y] PHI



Item No :

1-Alter 2-Copy

Account Activity History Report Selection Entry screen



RUN:16may04 eSTELPLAN METAL SERVICE CENTER glraah000000 PAGE: 2





Closing Balance

4100A 2 Sales-Material AE .00

1,350,665.89 1,200,569.77 1,155,786.00 1,234,890.01 1,177,148.33 912,023.50

891,120.22 1,008,234.48 1,050,002.19 1,122,998.95 1,223,230.15 1,000,456.62

13,327,126.11

4200A 2 Sales-Processing AE .00

466,128.20 469,852.04 444,042.88 422,171.41 399,702.53 409,513.28

312,753.35 300,000.00 286,990.08 388,569.57 387,920.12 251,547.93

4,539,191.39

4300A 2 Sales-Freight AE .00

65,000.12 72,554.55 62,566.22 69,121.11 55,770.00 45,326.96

41,154.37 50,000.00 51,857.44 57,410.04 66,456.84 42,524.74

679,742.39

Period Summary .00

1,881,794.21 1,742,976.36 1,662,395.10 1,726,182.53 1,632,620.86 1,366,863.74

1,245,027.94 1,358,234.48 1,388,849.71 1,568,978.56 1,677,607.11 1,294,529.29

18,546,059.89

Account Activity History – 12 Periods



Account Activity History (for 13 Periods)

This takes into account organizations with 13 accounting periods. The logic for totals calculation is the

same (you just add another period).

NOTE: If an account is in a Debit/Credit position different to that defined as normal in the Chart of

Accounts, then the amount must be displayed in brackets ( ) on this report.

Accounts with no activity are suppressed (0 in all of the current periods).



RUN:16may04 eSTELPLAN METAL SERVICE CENTER glraah000000 PAGE: 2





Period 13 Closing Balance

4100A 2 Sales-Material AE .00

1,350,665.89 1,200,569.77 1,155,786.00 1,234,890.01 1,177,148.33 912,023.50

891,120.22 1,008,234.48 1,050,002.19 1,122,998.95 1,223,230.15 1,000,456.62

920,920.00 14,248,046.11

4200A 2 Sales-Processing AE .00

466,128.20 469,852.04 444,042.88 422,171.41 399,702.53 409,513.28

312,753.35 300,000.00 286,990.08 388,569.57 387,920.12 251,547.93

415,450.50 4,954,641.89

4300A 2 Sales-Freight AE .00

65,000.12 72,554.55 62,566.22 69,121.11 55,770.00 45,326.96

41,154.37 50,000.00 51,857.44 57,410.04 66,456.84 42,524.74

35,525.25 715,267.64

Period Summary .00

1,881,794.21 1,742,976.36 1,662,395.10 1,726,182.53 1,632,620.86 1,366,863.74

1,245,027.94 1,358,234.48 1,388,849.71 1,568,978.56 1,677,607.11 1,294,529.29

1,371,895.75 19,917,955.64

Account Activity History – 13 Periods



COST CENTER HISTORY

Cost Center Analysis is optional on eSTELPLAN. It helps identify the individual or piece of equipment

for which you may wish to collect and analyze transactions. The Cost Centers are defined within a Cost

Center Type, so that the Cost Centers of a specific type can be analyzed together. Only one Cost Center

Type is permitted per GL number. However, the same Cost Center Type can be used under more than

one account.

G/L Cost Center History

Report Program: GLRCCH



3. Report Type......... [D]


5. Branch.............. [Y] PHI








12. Transaction Amount.. [N] From: To:


Item No :

1-Alter 2-Copy

Cost Center History Report Selection Entry screen

GL Cost Center History Report

This report is sequenced by Cost Center Type/Cost Center/General Ledger number. The ‘Entry

Description’ will only be shown for items with a source journal ‘GJE’. For all other source journals print

the transaction detail information.



RUN: 06may04 10:47 eSTELPLAN glrcch000389 PAGE: 2


CCT CCT Description

Cst Ctr Cst Ctr Description Bsc G/L Acct Brh Account Description Acct Class

Per Src Ref No Act Dt Exch Rate Bank Amount

Sub Acct No Ven Name / Entry Description Other Ref

SLP SALESPEOPLE

AG 6130 PHI COMMISSIONS SE

04/03 GJE JE-000150-000001 31Mar98 4,404.75

Period Total 4,404.75

AG 6130 PHI COMMISSIONS SE

04/04 GJE JE-000160-000001 30Apr98 3,680.00


AG 6140 PHI SELLING EXPENSE SE

04/03 GJE JE-000150-000005 31Mar98 525.00

Period Total 525.00

AG 6140 PHI SELLING EXPENSE SE

04/04 GJE JE-000160-000005 30Apr98 262.00

AG 6170 PHI TRAVEL EXPENSES SE

04/04 GJE JE-000160-000007 30Apr98 131.00

Period Total 393.00

Cost Center Total 9,002.75

JG 6130 PHI COMMISSIONS SE

04/03 GJE JE-000150-000002 31Mar98 3,846.15


JG 6130 PHI COMMISSIONS SE

04/04 GJE JE-000160-000002 30Apr98 4,418.00


JG 6140 PHI SELLING EXPENSE SE

04/03 GJE JE-000150-000006 31Mar98 315.00

JG 6170 PHI TRAVEL EXPENSES SE

04/03 GJE JE-000150-000009 31Mar98 315.00

Period Total 630.00


Cost Center Type Total 17,896.90

Report Total 17,896.90


Cost Center History Report



RUN: 06May04 10:59 eSTELPLAN glrcch000392 PAGE: 2


Summary

CCT CCT Description

Cst Ctr Cst Ctr Description Bsc G/L Acct Account Description Acct Class

Per Amount

SLP SALESPEOPLE

AG 6130 COMMISSIONS SE

04/03 Period Total 4,404.75



AG 6140 SELLING EXPENSE SE

04/03 Period Total 525.00


Cost Center Total 787.00

AG 6170 TRAVEL EXPENSES SE



JG 6130 COMMISSIONS SE




JG 6140 SELLING EXPENSE SE



JG 6170 TRAVEL EXPENSES SE



JN 6130 COMMISSIONS SE




JN 6140 SELLING EXPENSE SE



JN 6170 TRAVEL EXPENSES SE



Cost Center Type Total 26,334.23

Report Total 26,334.23


Cost Center History – Summary Report



GENERAL LEDGER HISTORY REPORT OPTIONS

The General Ledger History provides the ability to monitor journal transactions that are posted into the

system. It gives a detailed record of the journal entries processed. You should print these reports on a

daily basis and print the report on a monthly basis to maintain control over what is being processed.

Entry Description

If the Source Journal is ‘GJE’, the ‘Entry Description’ is printed based on the journal entry posted (see

entry 2 below).

Exchange Rate

The printing of the exchange rate is suppressed if it is equal to the base currency rate.

Report Totals

Entry Total: This is the total of the debit and credit columns for each individual entry; shown after

each entry.

Source Total: This is the total debit and credit for each source journal on the report. It is shown after

the last entry of the source journal for that period.

Period Total: This is the total debit and credit on the report for a period. It is shown after the last

entry of the period.

Grand Total: The total debit and credit on the report. Shown after the last entry on the report.

Title

If you select only Source Journal ‘GJE’ to print, then the title will read:

General Ledger History

General Journal

If the report includes ‘ALL’ Source Journals, or a Source Journal other than ‘GJE’ then the title is printed

as in the following sample report.




Report Program: GLRJNL



3. Branch.............. [Y] PHI






9. Session I.D......... [N] From: To:

10. Session Date........ [N] From: To:

11. Login I.D........... [N]


Item No :

1-Alter 2-Copy

General Ledger History Report Selection Entry screen



RUN:12May04 9:05 eSTELPLAN METAL SERVICE CENTER glrjnl000000 PAGE: 6

GENERAL LEDGER HISTORY

Per Src Ref No Act Dt Session Session DT Brh Login ID Time Exch Rate

Sub Acct No Sub Acct Name / Entry Description Other Ref Bank

Bsc G/L Acct Brh Cst Ctr Account Description Debit Credit

Distr Desc

04/05 CDJ CK-158943 08May04 221 07May04 2 MP 10:30 (.86)

1030 Main St. Processing 574452 1

1010 2 Bank - Chase Manhattan 450.00

2005 2 Accounts Payable 500.00

(example entry 1) 9420 2 Discounts Earned 50.00


Source Total 500.00 500.00

04/05 GJE JE-000030 19May04 298 19May04 2 JG 11:23

Re-allocate Entry Made Into Maintenance Account

7523 2 Slitter #1 Maintenance 2,000.00

EAST PLANT, #1-MOTOR SERVICED

7525 2 Shear # 1 Maintenance 300.00

(example entry 2) 8000 2 Repairs & Maintenance 2,300.00

Entry Total 2,300.00 2,300.00

Source Total 2,300.00 2,300.00

Period Total 2,800.00 2,800.00

Grand Total 2,800.00 2,800.00



6. PERIODIC PROCEDURES

OVERVIEW

General Ledger provides two types of End of Month closing:

Temporary Close

Permanent Close

The Temporary Close is designed to allow you to proceed into the next Accounting Period to make

Journal Entries for that period, but still leave the previous period open to make additional Journal Entries

or adjustments to that period as well.

In a Permanent Close, you are recognizing that all Journal Entries have been completed and there are no

more entries to be made. Once completed, you can no longer post transactions into that period.

Therefore, it is essential to verify that all transactions have been entered before the Permanent Close is

done.

Temporary Close (Optional)

The advantage of a Temporary Close is that subsequent adjustments can still be posted into a period and

the revised ending balances for that period are automatically carried forward. Note that the temporary

close is an optional procedure.

All periods that have been temporarily closed must ultimately have a Permanent Close. A maximum of

11 periods can be kept open at any time, at which point a permanent close must be performed.

The Temporary Close is an important feature when closing the final period in a fiscal year because

adjusting entries and audit results are often not known until well into the next fiscal year. This allows you

the option of posting into the new accounting period, while being able to make adjusting entries into the

previous period. Because of this system flexibility, please note that journal entry numbers are always

unique, but may not always appear to be consecutive.

This is due to the possibility of journal entry numbers being used to process transactions in the current

period, and then subsequently processing transactions into a temporarily closed period.

6. Periodic Procedures Page 72


NOTE: Since the Temporary Close allows for additional entries to be made to an Accounting Period

you must ensure that all personnel are aware that any financial reports are incomplete until

the Permanent Close is run.

If additional transactions are subsequently processed into a period that was temporarily

closed, then either another Temporary Close or a Permanent Close must be executed before

printing new reports related to that period. Otherwise, the reports will not reflect the new

transactions processed into that period.

Permanent Close (Mandatory)

With a Permanent Close the Last Closed Period is advanced one period with each close. You cannot do a

Permanent Close on a period if the Last Closed Period indicated is earlier than the period previous to the

one you are attempting to close.

Example: The Last Closed period of a Company is 04/04. Accounting periods 04/05 and 04/06 have

been temporarily closed. The Current GL Period is 04/07. The accounting period of 04/06

cannot be permanently closed until 04/05 is first permanently closed. Similarly, the

accounting period of 04/07 cannot be permanently closed until the accounting periods of

04/05 and 04/06 are first permanently closed.

Once permanently closed, you cannot do any further posting to a period so you must make sure that all

adjusting entries have been made.

A Permanent Closing of the final accounting period for the fiscal year will generate the close of the entire

fiscal year.

NOTE: Once the Permanent Close is performed you must re-run all financial reports for that period to

obtain the final figures.

File Handling

GL Company Info

Depending on the circumstances at the time of closing, either the Last Closed Period and/or the Current

GL Period are normally advanced ahead by one. This can depend on such factors as the existing spread

between the two periods at the time, number of periods in the entire year, and whether the close is

Temporary or Permanent.

Account Balance

For both Temporary and Permanent period closing, the special controlled Profit and Loss Account

balance is revised to reflect the period’s summary net activity of all accounts of type R (Revenue) and E

(Expense).



User Month End Closing Procedures

After the close is executed, you must verify both your GL End of Month Session Log and your GL

Company file Last Closed Period and Current Period to ensure the closing was successful.

If the closing has not run successfully, ensure that no one logs on to the system until the cause of the

problem is identified and rectified and that the period is closed successfully.

Year End Closing Processing

When the final period in your fiscal year is permanently closed, the Year-End Closing is also

automatically performed by eSTELPLAN. Therefore, it is important to verify that all transactions related

to that period have been processed.

The Year-End Closing performs what would be the equivalent of an accountant’s closing entry process, as

follows:

All ‘Revenue’ and ‘Expense’ accounts are written down to zero for the YTD balance and the new

fiscal year’s beginning balance.

The year-to-date profit/loss is posted to Retained Earnings for the final period in the form of a Journal

Entry.

All of the ‘Last Year Actual’ account balances and related General Ledger History transactions are

scrolled out of the system.

The ‘Current Year Actual’ account balances become the ‘Last Year Actual’ balances.

The ‘Next Year Actual’ account balances become the ‘Current Year Actual’ balances.

The ‘Current Year Budget’ account balances are scrolled out of the system.

The ‘Next Year Budget’ account balances become the ‘Current Year Budget’ balances.

User Year End Closing Procedures

You should first close your final period temporarily. The eSTEL/GL system provides for overlapping

year-ends. Often an accounting period is not closed until the annual audit is complete and the

adjusting journal entries are finalized. By doing a temporary close of the final accounting period, the

Year-end procedure is not yet performed and entries still can be made into that period.

Ensure all Year-end adjustments for accounting and taxation purposes have been prepared and

entered as Journal Entries.

Access the Account Balance Inquiry. Verify all monthly figures displayed for your Profit and Loss

GL Account. Compare these figures against your GL Trial Balance.

When you are certain that there are no additional entries for the final period, close it permanently.



After the close is done, both your Update Log and your GL Company file must be verified to ensure

the closing was successful.



GL ACCOUNT PURGE UTILITY

Overview

The GL Account Purge Utility is used to physically delete Basic GL Account Reference and related GL

Account Balance information, once there is no longer any associated activity stored against the GL

Account in your system.

Timing

The function is typically included as part of the GL Permanent Period Closing procedures so that the

Basic GL Account file size is kept to the minimum number of required accounts.

Conditions for Deletion

Basic GL Account Reference information is eligible for deletion when all of the following conditions are

met:

The Basic GL Account Usage Status is set to ‘D’ (Delete)

Related GL Account Balance information is verified for the following information:

o Last Year Actual

o Current Year Actual

o Next Year Actual

Each individual field representing a Beginning Balance, as well as Debit activity and Credit activity

during accounting periods 1 through 13, must be zero for the above record types. Note that an Account

showing a zero balance does not necessarily qualify for purging if it contains related activity netting to

zero.

The GL Distributions file is verified to determine whether there are any GL Distributions in progress

(but not yet updated) against the GL Account. If the GL Account is referenced it cannot be purged.

Action

The following files are affected by the Purge function:

File Description Action

Basic G/L Account Account is physically deleted.

G/L Account Balance All related Account Balance records are physically deleted.



Session Log

A Session Log is produced from this function. The log identifies each Basic GL Account that was purged

from the system.


7. GENERAL LEDGER INTERFACE

OVERVIEW

The eSTELPLAN interface to General Ledger provides for an on-line update to the General Ledger

Account Balance, the creation of an on-line history of the transactions and an automatic distribution of the

transaction based on the Branch(s) involved in the transaction.

eSTELPLAN General Ledger Interface contains a single GL Account number for basic inventory and

accounting control accounts. Each control account can be set to add the GL Branch to that basic number,

or use the GL number alone for transactions that are automatically distributed to GL.

The GL Account Cost Center sub-account is not used in the automatic interface since there is no way that

many transactions can identify which Cost Center is to be used.

Chart of Accounts

The new GL Basic Account Code structure ‘Branch Required’ field controls whether a Branch

distribution is required for transactions affecting the account. Then, any valid eSTELPLAN Branch

number can be used to capture transactions for that Branch in the eSTEL/GL system.

The eSTELPLAN Branch Reference file has a field called ‘General Ledger Branch’ that provides the

opportunity of translating the three character alphabetic eSTELPLAN Branch code into a different GL

Branch identification code for use in the GL (this avoids having to use alphabetic codes in GL Posting

entries). For example a Branch number of PHI-Philadelphia, may be set up as GL Branch 1.

The General Ledger Branch definition in the Branch file is mandatory. It cannot be blank. The General

Ledger Branch number cannot be modified.

In eSTELPLAN transactions that have the facility for providing Branch identification of the transaction,

the GL Basic Account codes used in the interface will be scanned and, if they have the Branch Required

code set to ‘Y’, the Branch number will be appended to the Basic General Ledger Account code

automatically.

7. General Ledger Interface Page 78


Update to the General Ledger files is done by a common General Ledger Transaction Update routine that

handles all logic to verify and update the files associated with General Ledger transactions.

The General Ledger Branch number can be up to three characters and is appended to the Basic GL

Account code as a separate field regardless of how long the actual number is.

Some sample possible combinations of Basic Account code, Branch and Cost Center are as follows:

Example:

Basic GL Brh Cost Center Type of Setup

XXXXXXXX XXX XXXXXXXXXX Maximum fields allowed

GGGGGGGG 8 char Account only

GGGGGGGG BBB 8 char Account + 3 char Branch

or GGGGG B CCCC 5 char Act + 1 char Brh + 4 char C/C

or GGG BB C 3 char Act + 2 char Brh + 1 char C/C

or GGGGGGG BBB CC 7 char Act + 3 char Brh + 2 char C/C

Where ‘G’ is a Basic GL Account number, ‘B’ represents the GL Branch number and ‘C’

represents the Cost Center.

NOTE: You cannot define a Cost Center Type within an account used in an eSTELPLAN reference

file (see eSTELPLAN–GL Interface Cross-Reference) as there is no way to automatically

distribute amounts from many eSTELPLAN applications into Cost Centers.

Customer Options

In order to provide an option for companies that don’t require all eSTELPLAN transactions to be broken

down by Branch, the GL Chart of Accounts file ‘Branch Required’ code determines if the Basic GL

Account number requires Branch distribution or not.

If Y-Yes, the Branch number is appended to the Basic General Ledger Account specified. This

applies to all eSTELPLAN functions that generate General Ledger transactions.

If N-No, only the Basic GL Account number specified will be updated in the General Ledger Detail.

With the ‘Branch Required’ code turned on, the General Ledger Transaction File update logic would read

the appropriate General Reference Information (e.g., Accts Receivable Company, AP Company,

Inventory GL Accounts, etc.), then the General Ledger Chart of Accounts, then append the appropriate

GL Branch number to the Basic GL Account number to create the General Ledger Transaction record.



Branch Control Logic

In eSTELPLAN, all General Ledger accounts are validated in the Reference Information files as they are

entered so no blank or invalid accounts can be defined.

The Branch number assigned to the General Ledger Transaction is based on the Branch associated with

the transaction.

If a new transaction offsets or ‘reverses’ an original transaction to which it logically relates, and it is

posted in a different Branch:

Offset the original Branch transaction.

Update the new transaction with the Branch making the offset.

Example: A Sales Invoice is created through Branch 10:

Account Descr Acct Brh Acct Brh

Debit AR Control 1100 10

Credit Material Sales 4001 10

The Cash Receipt for the invoice is posted through Branch 20:


Debit Cash 1000 20 (from Deposit)

Credit AR Control 1100 10 (from Open Item)

Note that in addition to the above branch information on the General Ledger Detail, the General Ledger

Header contains the identification of the branch responsible for posting the transaction. The header

branch is used as reference only, and has no effect for accounting purposes.

Branch Identification by Transaction

The following outlines how the Branch number is identified for various eSTELPLAN transactions.

NOTE: It is not required that all eSTELPLAN transactions be distributed by Branch. If the GL

Basic Account code has Branch Required=N, then only the Basic Account code used will be

affected by the GL Distribution, the Branch number will not affect the financial transaction.

Furthermore, it is possible that only one Basic Account code involved in a transaction has the

Branch Required code set to Y-Yes.

The General Ledger Update function handles all combinations of Branch Required and non-

required accounts.



Inventory Receipts

The Branch is identified based on the Branch used to generate the Receiver number. All products

received on one Receiver are recorded in that Branch.

Inventory Reconciliation Purging

The Branch used for the ‘Unpaid’ accounts is identified based on the original Inventory Reconciliation

Header record. The account used for the Purge Expense is the Session Branch for the purge transaction.

Invoices and Credit Notes

The Branch is taken from the ‘Selling Branch’ code on the Invoice/Credit Note Header record.

Inventory Adjustments

The Branch is taken from the Session Branch entered for the transaction.

Inventory Processing

The Branch is taken from the Session Branch entered for the transaction.

eSTELpro/eSTELtoll Production

The Branch is taken from the Session Branch of the Job.

Inter-Branch Transfers

The Branch is taken from the Transfer Order Header ‘Shipping Branch’ for the shipment and from the

‘Destination Branch’ for the receipt.

Accounts Receivable Cash Receipts

For Checks and Adjustments applied to existing Open Items, the Branch is taken from the Open Item

Header. For Unapplied Debits and Credits the Branch is taken from the Session Branch of the deposit.



Late Charge Invoicing

The Branch is taken from the Session Branch under which the Late Charges were generated.


For Vouchers, Debit and Credit Memos, the Branch is taken from the Session Header.

eSTEL/AP Checks

For regular Checks and Adjustments to existing Open Items, the Branch is taken from the Open Item

Header. For manual Checks the Branch is taken from the Session Branch.

eSTEL/AP Cash Check Reversals

The Branch is taken from the Open Item Detail, the original Disbursing Branch, and the new Disbursing

Branch.

eSTEL/GL Normal Journal Entries

The Journal Entry Branch is taken from the Journal Entry Session Branch. The Branch for individual

accounts is taken from the detail distribution entered.

eSTEL/GL Standard Journal Entries

The Journal Entry Branch is taken from the Journal Entry Session Branch. The Branch for individual

accounts is taken from the detail distribution entered.

eSTEL/GL Reversing Journal Entries

The Branch is taken from the original Journal Entry being reversed.

eSTEL/GL Year-End Closing Entries

The Journal Entry Branch is taken from the Session Branch. The Branch for each account defaults to the

Branch of the Account Balance record that is being closed out.



Examples of Branch Transactions

Inventory Transactions

Basic Account

GL Acct Description

1200 Inventory Control

2200 Unpaid Material

2210 Unpaid Freight

2211 Unpaid Non-Steel Purchases

5510 Inventory Adjustments

8300 Office Expense account

Branch GL Branch

CHI 10

PHI 20

Inventory Receipts:

If the Basic GL Account ‘Branch Required’ code is ‘Y’ for all Inventory Receipt control accounts,

Inventory Receipts for Chicago warehouses could be broken down into General Ledger Transaction

accounts as follows:

Debit Inventory Control acct 1200 10

Credit Unpaid Material acct 2200 10

Credit Unpaid Freight acct 2210 10

If the Basic GL Account ‘Branch required’ code is ‘N’ for all Inventory Receipt control accounts,

the transaction would be recorded as follows:

Debit Inventory Control acct 1200

Credit Unpaid Material acct 2200

Credit Unpaid Freight acct 2210

Alternatively, the transaction could involve a combination of Inventory Receipt Control accounts,

some defined as ‘Branch Required=Y’, others with no Branch designation.

Debit Inventory Control acct 1200 10

Credit Unpaid Material acct 2200

Credit Unpaid Freight acct 2210



Non-Steel Purchases

For non-steel purchases, the GL Update is as follows:

Debit Receiver Expense Account acct 8300

Credit Unpaid Non-Steel Purchases Account acct 2211

On-Line Cost Reconciliation:

When items are reconciled and purged from the system the reconciliation transaction would be as

follows:

Debit Unpaid Freight acct 2210 10

Credit Purchase Gain/Loss acct 5510 10

Invoice Transactions

Sales Allocation code setup:

------- General Ledger Accounts -----

Sls Dr Sls Cr Int Cst Int Cost Int Cst

Debit Act Cr Act Dr

WS-1 Material Sales 1100 4001 5001 1200 1200

-2 Freight Sales 1100 4002 5002

If the Basic GL Account ‘Branch Required’ code is ‘Y’, GL Branch 10 Sales would be broken out as

follows:


Debit AR Control 1100 10

Credit Mat Sales 4001 10

Credit Frt Sales 4002 10

Debit Material Cost 5001 10

Credit Inventory Control 1200 10



GENERAL LEDGER INTERFACE FILES

Reference File GL Account Validations

For all Reference File maintenance functions (i.e., Program Type ‘a’) that refer to a GL Account code, the

following validations are performed:

a) That the 8-character Basic GL Acct code is in the Chart of Accounts File.

b) That the Account Status for the GL account is A-Active.

c) That the Cost Center Type is blank.

NOTE: A GL account cannot be used for a new record in a Reference File if its Account Status is I-

Inactive or D-Deleted. However, any GL account can be made I-Inactive or D-Deleted after

it is referenced to another file. Refer to the Reference manual for details.

Transaction Entry GL Account Validations

Transaction entry functions (type ‘p’ programs) that require the user to enter on screen a GL Account

number for a debit/credit posting entry, perform the following on-line validations of the account number.

a. That the 8-char Basic GL Acct code is in the Chart of Accts File.

b. That the Account Status of the GL account is A-Active.

If either of these conditions is not met you cannot use that GL Account in the transaction.

If the conditions are met, then the Branch Required and Cost Center Type fields are checked. If the

Account has Branch Required, then you must enter a valid GL Branch. If the account has a Cost Center

Type other than spaces, you must enter a valid Cost Center of that type to complete the entry of the GL

account.

Restriction: the Status of the GL account is not validated when the GL account is automatically posted by

the program. Refer to the Reference manual for details.

Inventory Control General Ledger Accounts

The Reference file for eSTELPLAN Inventory Accounts contains General Ledger accounts for inventory

transactions. The General Ledger account specified in the file is the Basic GL Account code required. If

the GL Account has Branch Required, then the Branch is appended during transaction update.

The file contains the following:

1. Inventory Control (Asset)

Used by all functions which affect inventory.

2. Inventory In-Transit (Asset)



Used by the Inter-Branch Delayed Transfer functions to record the total Value of material shipped

from the Shipping Branch that is still in transit to the Destination Branch.

3. Inventory Receipts

All Inventory Receipts (excluding non-steel purchases) generate a Debit to the Inventory Control

account specified above plus a Credit to different accounts depending on the type of Receipt.

For Receipt Type P-Purchase Order (when Inventory Cost Reconciliation functions are used).

Unpaid Material, Processing, Freight and Other costs specified in the AP Company

file.

For Receipt Type P-Purchase Order for non-steel purchases (when Inventory Cost Reconciliation

functions are used), the GL update is as follows:

Debit Receiver Expense Account

Credit CSP Unpaid Non-Steel Purchases Account

For Receipt Type M-Miscellaneous or, for Purchase Order Receipts when the Inventory Cost

Reconciliation functions are not used.

Miscellaneous receipts (Expense)

For Receipt Type R-Customer Returns:

Unapplied Returns (Liab)

4. Inventory Cost Reconciliation

Unpaid Material (Liab)

Unpaid Freight (Liab)

Unpaid Processing (Liab)

Unpaid Other (Liab)

Purchase Gain/Loss (Expense)

Unpaid accounts are used in Inventory Receipts, Purchase Cost Adjustments, Invoice Update and

eSTEL/AP Voucher Entry for recording all transactions that create an Inventory Cost

Reconciliation record if the Inventory Cost Reconciliation functions are used.

The Purchase Gain/Loss account is used in the Automatic Cost Reconciliation and the On-Line

Cost Reconciliation functions to record the amount written off for un-matched transactions.

5. Inventory Processing (Expense)

Material costs

Freight Costs

Processing Costs

Other Costs

Used exclusively in Inventory Processing to record the net value added to or deleted from inventory



as a result of the transaction.

6. Inventory Transfers (Expense)

Material costs

Freight Costs

Processing Costs

Other Costs

Used in Inter-Branch Transfers to record the transfer of material between warehouses and the

Internal Processing and Freight costs added to inventory in the transaction.

7. Inventory Deletion (Expense)

Used in End of Day Product Deletions to record the write off of Inventory Value due to the

deletion.

8. Physical Inventory Adjustments

Used in Physical Inventory Update to record the additions to, or write-off of, Inventory value due

to the physical count.

Inventory Adjustment Reasons

A reference file for ‘Inventory Adjustment Reasons’ will be created for use in the Inventory Adjustments

(NOT Purchase Cost Adjustment) function.

The file contains the following:

Inventory Adjustment Reason XX

Reason Description X(30)

Basic GL Account X(8) Validated against Chart of Accounts.

In the Inventory Adjustment function the Reason code must be entered for every transaction. Based on

this code the General Ledger distribution of the expense account will be based on the Reason code.

There can be only one ‘Reason’ per Adjustment transaction. This Reason would apply to all Product

Detail records affected by the transaction.

In Purchase Cost Adjustments if the Inventory Cost Reconciliation functions are not used then the

Purchase Cost Adjustment expense is also recorded to General Ledger using the GL Account on the

Adjustment Reason.

General Ledger Update Logic

A standard function is used to handle all General Ledger file updates regardless of the source of the

transaction.

This function receives as input the source transaction reference information plus the General Ledger

accounts and the relevant debit and credit amounts.



The validation routine verifies the following:

Whether the Basic GL account requires a Branch number.

That the GL Acct is not blank.

That the GL Acct is different from the eSTEL/GL memo Profit and Loss acct.

That the Accounting Period of the transaction is not zero.

That the transaction’s Accounting Period exists in the Fiscal Calendar.

That the transaction’s Accounting Period is still an open period in eSTEL/GL.

That the Accounting Period of eSTEL/GL is not more than the 12th/13th period of the next fiscal

year.

That the Source Journal is not blank.

That the transaction debits and credits are in balance.

That there are no negative amounts.

That the Debit and Credit amounts are not both zero.

Ensures that a valid Journal Entry number is available if the transaction is an eSTEL/GL Journal

Entry.

If the validation phase is complete and there is no problem with the transaction, the update phase

processes the following as one complete transaction:

Get a new Journal Entry number (if eSTEL/GL Journal Entries).

Update Account Balance information.

Update General Ledger History Header information.

Update General Ledger History Detail information.

If the update is successful, the update function returns a ‘completed’ code to the calling program, which

then continues on to the next transaction.

If the validation phase encounters an error, the entire GL section of the transaction update is aborted and

NO files affected by the transaction anywhere in the eSTELPLAN system are updated. An error is noted

on the Update Log. Other transactions which are a part of the same batch, but which are valid, will be

updated.

Transaction Definition

The definition of Transaction varies according to the nature of the specific application (e.g., Sales

Invoice, Customer Check, etc.). The following are Transaction definitions according to source

application.



For Inventory Receipts, a Transaction is a single Product Detail item receipt and update.

For Inventory Reconciliation Purging, a Transaction is one Inventory Reconciliation Header record

and all its associated Detail records.

For eSTELPLAN Invoicing, a Transaction is one customer Invoice, Credit Note or Tax Adjustment

entry.

For Inventory Adjustments a Transaction is a single Product Detail record that has been modified.

For Purchase Cost Adjustments a Transaction is a single Product Detail record that has been

modified.

For Inventory Processing a Transaction is a completed Processing entry including both the

‘Consumed’ and ‘Produced’ side of the transformation.

For eSTELpro Production, a Transaction is a complete Job and all associated Job records being

updated.

For Inter-Branch Transfers, a Transaction is a single Transfer Order and all associated Items and their

Inventory Allocation records.

For Accounts Receivable Cash Receipts, a Transaction is one Customer Check or Adjustment and all

associated GL Posting and Open Item applications for that Check.

For Late Charge Invoicing, a Transaction is one Late Charge Invoice.

For eSTEL/AP Vouchering, a Transaction is one Vendor Invoice, Debit Memo or Credit Memo and

all associated GL Posting and IRC distributions.

For eSTEL/AP Cash Disbursements, a Transaction is one Vendor Check or Adjustment and all

associated GL Posting and Open Item applications for that Check.

For eSTEL/AP Check Reversals, a Transaction is one Vendor Check.

For eSTEL/GL Journal Entry Processing, a Transaction is one complete Journal Entry with all

associated GL Account number distributions.



eSTELPLAN GENERAL LEDGER TRANSACTIONS

Each General Ledger transaction involves the creation of a General Ledger entry which includes the

General Ledger History Header and Detail records, as well as the update of two or more General Ledger

Account Balance records depending on the number of GL Accounts affected and whether they are Branch

required accounts or not.

The following lists the information used to create a General Ledger History transaction in eSTEL/GL for

each type of eSTELPLAN transaction.

eSTELPLAN Transaction – Office Receipts

One GL Transaction is generated for each Receiver. However, the GL Account Distribution can vary by

Receiver Item.

GL History Information

Field Desc

Accounting period Current Accounts Receivable period

Session branch Receiver Session branch

Source journal RCT

Reference prefix RC

Reference number Receiver no

Session ID Receiver Session ID

Sub Acct Name Not applicable

Sub Acct Number Not applicable

Activity date Receiver Header Activity date

Other reference Receiver Header Probill no

Description Not applicable

Session Date Receiver Session date

Session Time Receiver Session time

Login ID Receiver Login ID

Bank code Not applicable

Currency code Base currency

GL Account number See GL Acct Distribution below

Cost center type Not applicable

Cost center Not applicable

GL branch branch *

Reserved Y

Currency exchange rate 1

* If Branch is required



GL Acct Distribution (excluding non-steel purchases)

Type of Receipt Debit Credit

Purchased Material * (1) Inventory Control

(1) Unpaid Material

(1) Unpaid Processing

(1) Unpaid Freight

(1) Unpaid Other

This GL Distribution is used only if the Inventory Cost Reconciliation functions are used with eSTEL/AP.

GL Acct Distribution for non-steel purchases

Type of Receipt Debit Credit

Non-Steel Purchase Receiver Expense (1) Unpaid Non-Steel Purchases

Miscellaneous Receipt # (1) Inventory Control

(1) Misc Receipts

# This GL Distribution is also used for Purchased Material receipts when the Inventory Cost

Reconciliation functions are NOT used.

Customer Returns (1) Inventory Control

(1) Unapplied Returns

Customer-Owned Material No General Ledger Transaction.

(1) from eSTELPLAN Company Information

NOTES

Because Office Receipts provide for multiple Items and each Item can be one of the above types of

receipts, the GL Account Distribution may include any combination of the above accounts.

Example: 3 Item Receiver with 1 PO Receipt and 2 Customer Returns.

Debit Credit

Inventory Control

Unpaid Material

Unpaid Freight

Unapplied Returns



eSTELPLAN Transaction – Inventory Processing

One GL Transaction is generated for each Inventory Processing transaction that is updated.


Field Desc


Session branch Job Session branch

Source journal ITF

Reference prefix IP

Reference number Processing Job Ref No

Session ID Job Session ID



Activity date Job Activity date

Other reference Not applicable


Session Date Job Session date

Session Time Job Session time

Login ID Processing Login ID


Currency code Not applicable


GL account number See GL acct distribution below



GL branch Processing branch *

Reserved Y


GL Acct Distribution

Debit Credit

Inventory Processing to increase Inventory value with added costs.

(1) Inventory Control

(1) Tfm Process Cost

(1) Tfm Freight Cost

(1) Tfm Other Cost

(1) eSTELPLAN Company Information



eSTELPLAN Transaction – eSTELpro Job Update

One GL Transaction is generated for each Inventory Processing transaction that is updated.


Field Desc


Session branch Job Session branch

Source journal JOB

Reference prefix PN

Reference number Processing Job Ref No

Session ID Job Session ID



Activity date Job Header Actual Date



Session Date Job Session date

Session Time Job Session time

Login ID Processing Login ID


Currency code Not applicable





GL branch Processing branch *

Reserved Y



Debit Credit

Inventory Processing to increase Inventory value with added costs.


(1) Tfm Process Cost

(1) Tfm Freight Cost

(1) Tfm Other Cost




eSTELPLAN Transaction – Inventory Adjustment

One GL Transaction is generated for each Inventory Adjustment that is updated.


Field Desc


Session branch Adjustment Session branch

Source journal ADJ

Reference prefix AJ

Reference number Adjustment no

Session ID Adjustment Session ID



Activity date Adjustment Activity date

Other reference Adjustment External reference

Description Adjustment Reason description

Session Date Adjustment Session date

Session Time Adjustment Session time

Login ID Adjustment Login ID






GL branch Adjustment branch *

Reserved Y




Debit Credit

Inventory Adjustment to increase Inventory value.


(2) Adjustments

Inventory Adjustment to decrease Inventory value.

Debit Credit

(2) Adjustments



(2) Inventory Adjustment Reasons



eSTELPLAN Transaction – Purchase Cost Adjustments

One GL Transaction is generated for every Purchase Cost Adjustment reference number updated.


Field Desc


Session branch Adjustment Session branch

Source journal PCA

Reference prefix PC

Reference number Adjustment no




Activity date Adjustment Activity date

Other reference Adjustment External reference

Description Adjustment Reason description

Session Date Adjustment Session date

Session Time Adjustment Session time

Login I.D. Adjustment Login I.D.







Reserved Y




Debit Credit

For Purchase Cost Adjustments that increase Inventory costs.


(1) Unpaid Material


(1) Unpaid Freight

(1) Unpaid Other



For Purchase Cost Adjustments that decrease Inventory costs.

Debit Credit

(1) Unpaid Material


(1) Unpaid Freight

(1) Unpaid Other


Distribution with Inventory Cost Reconciliation

Note that the above account distribution handling is used when Inventory Cost Reconciliation is on.

For situations where Inventory Cost Reconciliation is off, note that the ‘Misc Receipts’ account is

substituted for any of the Unpaid Accounts as follows:

Debit Credit


(1) Misc Receipts


eSTELPLAN Transaction – On-Line Cost Reconciliation

One GL Transaction is generated for each group of committed Cost Reconciliation transactions being

reconciled together.


Field Desc

Accounting period Current Accounts Payable period

Session branch Reconciliation Session branch

Source journal PUR

Reference prefix PG

Reference number System assigned control number

Session ID Reconciliation Session ID



Activity date Reconciliation date



Session Date Reconciliation Session date

Session Time Reconciliation Session time

Login ID Reconciliation Login ID








GL branch Reconciliation branch *, **

Reserved Y



**See Branch Control Logic for handling offsets.


If the Balance of the Reconciliation Header Record is positive, (indicating an under-payment) the

distribution is the following:

Debit Credit

(1) Unpaid material


(1) Unpaid Freight

(1) Unpaid Other

(1) Purchase gain/Loss

If the Balance of the Reconciliation Header Record is negative, (indicating an overpayment of the

purchase) the distribution is the following:

Debit Credit

(1) Purchase Gain/Loss

(1) Unpaid Material


(1) Unpaid Freight

(1) Unpaid Other


eSTELPLAN Transaction – Automatic Cost Reconciliation

One GL Transaction is generated for each group of Cost Reconciliation transactions being reconciled

together.

Field Desc

Accounting period Current Accounts Payable period

Session branch Reconciliation Session branch

Source journal PUR

Reference prefix PG

Reference number system assigned

Session ID Reconciliation Session ID



Activity date Reconciliation date


Description Not Applicable

Session Date Reconciliation Session date

Session Time Reconciliation Session time



Login ID Reconciliation Login ID






GL branch Reconciliation branch *, **

Reserved Y



**See Branch Control Logic for handling offsets.


Debit Credit

(1) Purchase Gain/Loss

(1) Unpaid Material


(1) Unpaid Freight

(1) Unpaid Other


NOTES

The above example represents reconciliation of an overpayment to the Vendor. For reconciliation of an

underpayment, the GL Account Distribution would be the opposite as follows:

Debit Credit

Unpaid Material

Unpaid Processing

Unpaid Freight

Unpaid Other

Purch Gain/Loss



General Ledger Transaction – Invoice Update

One GL Transaction is created for each Invoice or Credit Note when the transaction is updated. The

amounts for each Invoice Item are accumulated till the end of the update and then passed to the GL as one

entry.

If there is a Direct Shipment by another Branch with an inventory reservation against that Branch’s

inventory, then the Invoice Update automatically generates an internal inventory transfer to move the

inventory from that Branch to the Selling Branch’s inventory so the GL and Inventory Transactions of

each Branch can be traced and cross-referenced. The internal transfer transaction for each Branch is

generated under the Application Prefix ‘IB’ with a Reference Prefix ‘IB’ with a separate control number

for each side of the Transfer. For the information that is moved to the GL for these internal Transfers

please refer to Inter-Branch Immediate Transfers.

Field Desc


Session branch Invoice Entry Session branch

Source journal SLJ

Reference prefix IV (for Invoice Entry Types B, D, S, T), CN (for Invoice Entry

Types C and N) and LC (for Invoice Entry Type L)

Reference number Invoice/Credit Note number

Session ID Invoice Entry Session ID

Sub Acct Name Invoice Entry Bill-To Customer Name (or Sold-to Name if there is

no Central Billing Account name)

Sub Acct Number Customer Bill-To account number (or Sold-to No if there is no

Central Billing Account No)

Activity date Invoice Date

Other reference Customer PO number


Session Date Invoice Entry Session date

Session Time Invoice Entry Session time

Login ID Invoice Entry Login ID


Currency code Customer Bill to account currency




GL branch Selling Branch *

Reserved Y

Currency exchange rate Invoice Header Exchange Rate





Debit Credit

Sales and AR (1) AR control

(1) Late Payment Chgs

(2) Sales (by Chg Cd)

(3) Sales Tax

Internal Costs (2) Internal-Actual Debit

(by Charge code) (2) Int’nl-Actual Cr

External Cost Attrib (2) External-Actual Debit

(by Charge code) (2) Ext’nl-Actual Cr

PO Direct Shipments (2) Cost of Goods Sold

(by Charge code) (2) Unpaid Material


(2) Unpaid Freight

(2) Unpaid Other

(1) Accounts Receivable Company

(2) Sales Allocation Charge code

(3) Tax Region file


NOTES

Sales, Internal Costs and External Cost Attributions all use the Sales Allocation Charge code and GL

Accounts from the Invoice entry.

All GL Amounts are already in Base Currency in the Invoice Entry. The GL Amounts are all

accumulated to the GL Distribution file by a pre-scan using the ‘GL Build’ Utility prior to any Invoice

Update taking place. If the GL Build returns a correctly built transaction, the Invoice Update then

proceeds to update the Entry. If the Build is unsuccessful, then no files are updated for that Invoice Entry

and the next entry is processed instead.



General Ledger Transactions – Cash Receipts Update

One GL Transaction is created for each Customer Check entry updated.

Field Desc


Session branch Cash Receipts Entry Session branch

Source journal CRJ

Reference prefix CS

Reference number Cash Receipts Journal Reference number

Session ID Cash Receipts Entry Session ID

Sub Acct Name Cash Receipts Entry Customer Name (or name that was overridden)

Sub Acct Number Customer number

Activity date Deposit date

Other reference Customer Check number


Session Date Cash Receipts Entry Session date

Session Time Cash Receipts Entry Session time

Login ID Cash Receipts Entry Login ID

Bank code Cash Receipts Entry bank code

Currency code Currency corresponding to the bank


Cost center type See GL acct distribution below

Cost center See GL acct distribution below

GL branch Cash Receipts branch *, **, ***

Reserved System-created entries - Y

User-created entries - N

Currency exchange rate Cash Receipts Header Exchange Rate


** See Branch Control Logic for handling offsets.

*** Newly created Unapplied Items are based on the Customer Branch rather than the Cash Receipts

Branch. This affects the Accounts Receivable Control account only.


Debit Credit

Invoice Application (1) Cash

(2) AR Control

(1) Bank Information - based on customer check

(2) Accounts Receivable Company Info – based on Invoice applied

NOTES

The above example represents a cash receipt transaction in its simplest form. The following GL Account

Distributions may also be required depending on:

- the contents of the transaction entered

- whether the transaction is in foreign currency



- the type of application made

Note that these also determine the Debit/Credit distribution.

Note these are all identified as System-Reserved GL Account Distributions.

(3) Exchange Variance

(4) Exchange Gain/Loss

(5) Bad Debts

(6) Late Charges

(7) Accrued Sales Taxes

(8) Cash Discounts

(3) Bank Information – see Foreign Exchange Standards for detail examples.

(4) Currency Information – see Foreign Exchange Standards for detail examples.

(5) Accounts Receivable Company Info – based on Open Items written off.

(6) Accounts Receivable Company Info – based on Late Charges written off.

(7) Tax Region file – based on sales taxes written off.

(8) Accounts Receivable Company Info – based on discounts taken.

Any manually entered GL Account Distributions can be posted by the operator as well. Note that these

are identified as non-Reserved GL Account Distributions. Manually entered GL Account Distributions

may require Cost Center information if the Basic Account Code requires this.



General Ledger Transaction – Cash Disbursements Update

One GL Transaction is equivalent to a single Accounts Payable Check.

Field Desc

Accounting period Cash Disbursement Entry period

Session branch Cash Disb Entry Session branch

Source journal CDJ

Reference prefix CD

Reference number Cash Disb Journal Reference number

Session ID Cash Disb Entry Session ID

Sub Acct Name Cash Disb Entry Pay-to Name (or name that was overridden)

Sub Acct Number Vendor number

Activity date Check date

Other reference Check number


Session Date Cash Disb Entry Session date

Session Time Cash Disb Entry Session time

Login ID Cash Disb Entry Login ID

Bank code Cash Disb Entry bank code

Currency code Currency corresponding to the bank




GL branch Cash Disbursement branch *, **

Reserved System-created entries - Y

User-created entries - N

Currency exchange rate Cash Disb Header Exchange Rate




Debit Credit

Voucher Application (1) AP Control

(2) Cash

(1) Vendor Reference Info - based on Voucher applied

(2) Bank Information - based on vendor check

NOTES

The above example represents a cash disbursement transaction in its simplest form. The following GL

Account Distributions may also be required depending on:







Note that these are all identified as System-Reserved GL Account Distributions.

(3) Exchange Variance


(5) Prepaid Expenses

(6) Purchase Discounts

(3) Bank Information - see Foreign Exchange Standards for detail examples.

(4) Currency Information - see Foreign Exchange Standards for detail examples.

(5) Accounts Payable Company Info - see Cash Disbursement Entry for detail examples.

(6) Accounts Payable Company Info - based on discounts taken.


are identified as Non-Reserved GL Account Distributions. Manually entered GL Account Distributions




General Ledger Transaction – Voucher Entry

One GL Transaction is created for each Accounts Payable Voucher or Debit/Credit Memo when it is

updated.

Field Desc

Accounting period Voucher Entry period

Session branch Voucher Entry Session branch

Source journal PUJ

Reference prefix VR – Voucher

DM – Debit Memo

CM – Credit Memo

Reference number Voucher/memo Reference number

Session ID Voucher Entry Session ID

Sub Acct Name Vendor Name (or name that was overridden)

Sub Acct Number Vendor number

Activity date Invoice date

Other reference Vendor Invoice number


Session Date Voucher Entry Session date

Session Time Voucher Entry Session time

Login ID Voucher Entry Login ID


Currency code Vendor Currency




GL branch Voucher Entry Session branch *, **

Reserved System-created entries – Y

User-created entries – N

Currency exchange rate Voucher Header Exchange Rate



GL Acct Distribution (excluding non-steel purchases)

Debit Credit

Voucher (1) AP Control

(2) Unpaid Material


(2) Unpaid Freight

(2) Unpaid Other

(3) GL Account (3) GL Account

(1) Vendor Reference Info – based on Voucher entered

(2) eSTELPLAN Company Information – based on applied Inventory Cost Reconciliation transactions.

(3) Manually entered distribution



GL Acct Distribution – Non-Steel Purchases

Debit Credit

Voucher (1) AP Control

(2) Unpaid Non-Steel Purchases

(3) GL Account (3) GL Account

NOTES

The above example represents a Voucher transaction using Inventory Cost Reconciliation applications

and manually entered GL Distribution. The following GL Account Distributions may also be required

depending on:





Note that these are all identified as System-Reserved GL Account Distributions.


(4) Currency Information – see Foreign Exchange Standards for detail examples.


are identified as non-Reserved GL Account Distributions. Manually entered GL Account Distributions




General Ledger Transaction – Journal Entry Posting

One GL Transaction is created for every eSTEL/GL Journal Entry when it is updated. Standard Journal

Entries are assigned a new Journal Entry number in each month that it is updated.

Field Desc

Accounting period Journal Entry period

Session branch Journal Entry Session branch

Source journal GJE

Reference prefix JE

Reference number Journal Entry number (assigned automatically for both Normal and

Standard entries)

Session ID Journal Entry Session ID



Activity date Journal Entry Activity date


Description Journal Entry Description

Session Date Journal Entry Session date

Session Time Journal Entry Session time

Login ID Journal Entry Login ID






GL branch See GL acct distribution below *

Reserved N




NOTE: All GL Account Distributions are manually entered by the operator. Manually entered GL

Account Distributions may require Cost Center information if the Basic Account Code

requires this.



General Ledger Transaction – Inter-Branch Immediate Transfers

Inter-Branch Transfers create two distinct transfer transactions, one in the Stocking Branch, the other in

the Destination Branch to record a complete trail of the movement of the material and the costs associated

with the processing and Freight costs involved to make the transfer. The amounts for each Transfer Item

are accumulated until the end of the update and then passed to the GL as one entry.

Field Desc


Session branch Stocking Branch that is shipping the material

Source journal XFR

Reference prefix TO - (Transfer Order) for Shipping Branch reference if coming from

a Transfer Sales Order.

XF - (Inter-Branch) for Destination Branch reference in Transfer

Order shipments

IB - (Inter-Branch) for Shipping and Destination Branch reference if

coming from an Invoice Update automatic transfer of material.

Reference number For TO – Transfer Order number from Shipping Branch Transfers.

For XF – A System assigned control number assigned under

Application code IB in the Destination Branch.

For IB – A system assigned control number assigned under

Application code ‘IB’ in the Shipping Branch and a separate number

assigned under the Destination Branch.

Session ID System assigned under the Shipping and/or Destination Branch for

each side of the transaction.

Sub Acct Name Transfer Order Customer Name for the Destination Branch

Sub Acct Number Destination Branch Customer account number

Activity date System Date

Other reference For Transfer Orders in the Shipping Branch this must be the

Destination Branch number + XF + the internal number assigned for

the Destination Branch’s transaction.

For Invoices with internal transfers this must be the other Branch

number + IB + the other Branch’s internal transfer number.

For the Destination Branch this is the Shipping Branch number + TO

or IV + the Transfer Order number or Invoice number from the

Shipping Branch.


Session Date System Date

Session Time System Time

Login ID Login ID of user initiating Transfer

Bank code Spaces

Currency code Base Currency code




GL branch For TO transaction - Stocking Branch *



For IB transaction - Destination Branch *

Reserved Y

Currency exchange rate Always 1.00000000



There are two types of costs associated with a Transfer, Internal Material, Processing and Freight costs as

well as External Actual Cost Attributions added due to outside processing and common carrier costs.

The Internal Costs are applied based on the Inventory Control accounts found in the eSTELPLAN

Company file as follows:

Internal Costs

Debit Credit

Shipping Branch -

Reference Prefix ‘TO’

(1) XFR - Material (1) Inventory Ctrl

(By Charge code) (1) XFR - Processing (2) SA Internal Credit

(1) XFR - Freight (2) SA Internal Credit

(1) XFR - Other (2) SA Internal Credit

Destination Branch -

Reference Prefix ‘XF’

(1) Inventory Ctrl

(1) XFR - Material

(1) XFR - Processing

(1) XFR - Freight

(1) XFR - Other


(2) Sales Allocation file for Charge code appliable to cost

External Costs

These costs are applied based on a combination of the GL Accounts stored in the Sales Allocation code used

for Transfers as well as the Inventory Control accounts for Transfers as follows:

Debit Credit

Shipping Branch -

Reference Prefix ‘TO’

(by Charge code) (1) XFR - Material




(1) XFR - Freight

(1) XFR - Other

(1) Unpaid Material


(1) Unpaid Freight

(1) Unpaid Other

Destination Branch -

Reference Prefix ‘XF’

(By Charge Code) (1) Inventory Ctrl

(1) XFR - Material


(1) XFR - Freight

(1) XFR - Other


NOTES

For Internal costs added to the Transfer (Processing, Freight or Other only) the distribution on the

shipping Branch requires the combination of two sets of GL Accounts. Since the costs are not from

inventory, the credit side cannot update the Inventory Control account. These will go to the Internal

Actual GL Account based on the Sales Allocation Charge code associated with the cost. 2-Processing, 3-

Freight, 4-Other (Admin).

External Cost Attributions all use the Sales Allocation Charge code and GL Accounts from the Transfer

Order to determine the Unpaid accounts but the Transfers accounts are taken from the eSTELPLAN

Company Information. The Charge code External Cost Debit GL account is not used.

All GL Amounts are in Base Currency in the Transfer Order. The GL Amounts are all accumulated to the

GL Distribution file by a pre-scan using the ‘GL Build’ Utility prior to any Transfer Order Update taking

place. If the GL Build returns a correctly built transaction, the Transfer Order Update then proceeds to

update the Entry. If the Build is unsuccessful, then no files are updated for that Transfer Order.

eSTELPLAN Transaction – Physical Inventory Update

One GL Transaction is generated for each Physical Inventory Control number updated. The net Debits

and Credits to Inventory for all products within that control number are recorded.


Field Desc


Session branch Physical Inventory Update Session branch

Source journal PHY

Reference prefix PH

Reference number Physical Inventory Control number

Session ID Physical Inventory Update Session ID



Activity date Physical Inventory Date




Description Not Applicable

Session Date Physical Inventory Update Session date

Session Time Physical Inventory Update Session time

Login ID Physical Inventory Update Login ID


Currency code Base Currency




GL branch Physical Inventory Session Branch *

Reserved Y




Debit Credit

Inventory Adjustment to add new Inventory found in Physical count.


(1) Physical Invent.

Inventory Adjustment to reduce Inventory removed in Physical count.

Debit Credit

(1) Physical Inventory



eSTELPLAN Transaction – Inventory Write-Up/Down Adjustments

One GL Transaction is generated for each Branch that has Write-Ups or Write-Downs.


Field Desc


Session branch Write-Up/Down Session branch

Source journal WDN

Reference prefix WD

Reference number Write-Down Adjustment no



Sub Acct number Not applicable

Activity date System Date


Description Adjustment Reason Description



Session Date System Date

Session Time System Time

Login ID Login ID from PIO ‘BRH’







Reserved Y




Debit Credit

Inventory Write-Up to increase Inventory value.


(2) Adjustments

Inventory Write-Down to decrease Inventory value.

Debit Credit

(2) Adjustments



(2) Inventory Adjustment Reasons

General Ledger Transaction – GL History Compression

One GL Transaction is created for every set of summarized transactions per Accounting Period, Session

Branch and Source Journal that is updated.

Field Desc

Accounting period Compressed period

Session branch Compressed Session branch

Source journal Compressed Source Journal

Reference prefix CP

Reference number System assigned

Session ID New Compression Update Session ID


Sub Acct number Not applicable

Activity date System date


Description ‘Compressed Transaction’

Session Date System date

Session Time System time

Login ID Login ID from PIO ‘BRH’








GL branch See GL acct distribution below *

Reserved System-created entries – Y

User-created entries – N




NOTE: All GL Account Distributions are determined according to the original GL History

information subject to compression.


APPENDIX A

INITIALIZE GENERAL LEDGER APPLICATION

Initialize General Ledger Application 01Mar04

CON 27

Enter the current G/L Accounting Period 0402

<Error>

This is not the Current G/L Accounting Period in the G/L Company File.

Initialize General Ledger Application screen

This program has been developed as an interactive program to assist you in ensuring that the reference

information for General Ledger has been correctly defined and verified. You would enter the GL

Accounting Period as prompted. If no errors are found, then you would be prompted if you wish to start

live operation of the GL. The default is N-No. If you override the default with a Y-Yes, then the

program would display the following message:

“Once you proceed, you can no longer change reference information. Are you sure you wish to

proceed? N”

The default is N-No. If you answer Y-Yes, the system will change the ‘Application in Use’ indicator

from ‘N’ to ‘Y’. This would allow you to go live with your GL.

Appendix A Page 114


If errors are encountered, they are displayed on the screen. You must investigate and rectify the cause of

the message and re-run this program. You will not be given the prompt “Do You Wish to Start Live

Operation of GL” unless the program runs free of error messages.

This program will only change the application in use indicator from ‘N’ to ‘Y’. If you re-run it after it has

run successfully you will receive a message:

“Application Code has been set to Yes”

Possible Error Messages

“There is no GL Company. File Information”

- Message is given if you have not entered any GL Company Information.

“This is not the Current GL Accounting Period in the GL Company File”

- Message given if the period entered by the user is different than the current period in the GL

Company file.

“The Retained Earning GL Account Number and the Profit and Loss GL Account Number must be

defined as branch required N”

- Message is given if the Retained Earn GL Acct and the Pft and Loss Acct in <scrcgl> have

been defined to be Branch required ‘Y’ in <glract>. Therefore the system should pick up

these two account numbers from <scrcgl> and determine how they have been defined in

<glract>.


APPENDIX B

INITIAL LOADING OF GENERAL LEDGER OPENING BALANCES

Before starting ‘live’ operations, the existing General Ledger balances from your old manual or

computerized system must be entered on eSTEL/GL. The timing of the cut-off from your old system to

eSTEL/GL is very important. In order to ensure complete and accurate records, and to facilitate the

reconciliation of the opening balances, all transaction entries into your old system must be complete. This

will avoid having transactions entered in your old system while information is being entered in

eSTEL/GL. Permitting an on-going use of the old system will only increase the likelihood of transactions

being missed or doubled and the reconciliation process taking longer than required.

You must create your new Chart of Accounts and General Ledger Reference Information before starting

the loading of balances into eSTEL/GL. (See the eSTELPLAN Reference manual for details).

Once the final transactions have been entered into your old General Ledger system, print a Trial Balance.

These General Ledger balances will be used as the opening balances in eSTEL/GL.

The Journal Entry function is used to enter and correct the initial loading of General Ledger balances.

Before you begin loading the information into eSTEL/GL, you must ensure that the current General

Ledger accounting period is set to one month prior to your anticipated live period. This is usually the

same period as the period just closed on your old system. For example, if you plan to go live with

eSTEL/GL in accounting period 04/08, then you should load your opening balances in accounting period

04/07.

You normally use one Journal Entry to input your year to date balances in eSTEL/GL. Therefore at this

point, you will have no detailed General Ledger History. As with all Journal Entries a Session number is

assigned so that you can trace the transaction later. If corrections are required, then adjusting Journal

Entries must be processed (the original entry cannot be modified directly). This provides a complete

audit trail of transactions posted to the General Ledger (see Journal Entry Posting Procedures).

Once the initial loading Journal Entry is complete, it must be reconciled to the closing balances from your

old system.

Appendix B Page 116


Prerequisites for Initial General Ledger Loading

1. Complete all transactions on your old system and print a General Ledger Trial Balance. This will

be used to reconcile the opening balances on eSTEL/GL.

2. Close the General Ledger in your old system.

3. Verify the General Ledger Reference files required for eSTEL/GL by printing the appropriate

Reference File Lists and checking all codes.

4. Verify the coding of the new Chart of Accounts and develop a cross reference chart of your old

number to the new number if you have changed your numbering system so that you know how to

break down all of the old account numbers into the new numbers.

5. Make sure that your Fiscal Calendar has been entered correctly and that each Accounting period

has the correct calendar start and end dates.

Set the ‘Current Period’ and ‘Last Closed Period’ on the eSTEL/GL Company Information file.

The Current Period will be the period just closed on your old system. The Last Closed Period will

be one month prior to the Current Period.

Entering Initial General Ledger Journal Entry

Load the ending balances from your old system as a ‘Normal’ type Journal Entry using the Journal

Entry Posting function (see the Journal Entry Processing chapter). The initial loading of GL balances

is done for all accounts. If Accounts Payable and/or Accounts Receivable transactions have already

been loaded, the system posts an entry to the appropriate Control Accounts and the Initial Load

Account for the amount entered in the journals (see the eSTELPLAN Reference manual for setup of

Initial Load Account in the General Company Information File). If Inventory has been entered using

Miscellaneous Receipts, the amount is posted to Inventory and the Miscellaneous Receipts GL

Account. This helps maintain a record of what was done during the initial loading phase and helps

ensure that the GL is in balance with its subsidiary ledgers. Therefore, in order to balance the Control

Accounts, an entry must be posted to reverse out the entries made to Control Accounts and the Initial

Load GL Account or the Miscellaneous Receipts GL Account.

Example: The sum of the Accounts Payable Open Item listing is $100,000.00. When the AP

Transactions are loaded, the system makes the following entry (assuming the

transactions were loaded correctly):

Dr Initial Load GL Acct 100,000.00

Cr Accounts Payable Control 100,000.00

When the Initial Load GL Journal Entry is made, an entry of $100,000.00 is made to the AP Control

Account. Therefore, the account is now temporarily overstated by $100,000.00. In order to balance this

account to the previous system’s Trial Balance and to the Accounts Payable Open Item Listing, the

previous entry made by the system when loading AP Transactions must now be reversed out:

Dr Accounts Payable Control 100,000.00

Cr Initial Load GL Acct 100,000.00

Appendix B Page 117


Accounts Payable Control Account

The balance for this account must equal the sum of your Accounts Payable Open Item Listing. If you

have multiple Accounts Payable Control Accounts, you must balance each account total to its individual

Open Item Listings. If multiple currencies are being used, then you must reconcile the amount to the

Accounts Payable Open Item Listing run for each currency. (See Accounts Payable Loading Procedure in

the eSTEL/AP manual.)

Accounts Receivable Control Account

The balance for this account must equal the total for your Accounts Receivable Open Item Listing and/or

Aged Trial Balance. If multiple currencies are being used, you must reconcile the amount to the

Accounts Receivable Report run for each currency. (See Accounts Receivable Loading Procedure in the

Accounts Receivable manual.)

Inventory Control Account

The balance of this account must equal your stock status report. (See Inventory Control Loading

Procedure in the Inventory Control manual.)

If there is material in inventory that has not been billed by a Vendor you must value the amount of the

‘Unpaid’ Material, Processing, Freight or Other costs of purchase and create a Journal Entry to set up a

Liability for the total amount of these receipts. This will be offset as the Vendor invoices are processed

through Accounts Payable in the first few weeks of operation.

Produce a ‘preliminary’ Trial Balance and reconcile it to your old system’s Trial Balance.

If an adjustment to the accounts is required, an adjusting Journal Entry will have to be posted to the

General Ledger. This leaves a complete audit trail of General Ledger transactions. You must verify

that there is no balance in the Miscellaneous Receipts GL Account and the proper reversing entry has

been made.

Once satisfied that eSTEL/GL has been reconciled to your old system, you must do a Permanent

Closing of the Current Accounting Period in eSTEL/GL. This will roll your Current Period to the

period in which you are going live. It will also prevent you from making any further entries in the

Accounting Period that was permanently closed.

Print a final Trial Balance and put it aside for reference in the first End of Month procedure as it is

required to verify the first month-end closing balances.

Appendix B Page 118



APPENDIX C

USER MENU OPTIONS

General Ledger End of Month GLTEOM

t Temporary Close. This allows you to proceed to the next Accounting Period to make Journal

Entries for that period, while keeping the previous period open so that you can make additional

Journal Entries and adjustments.

q Batch mode operation.

General Ledger History Compression GLUGHC

a This defines the Accounts Receivable function for selected compression.

b This defines the Accounts Payable function for selected compression.

Appendix C Page 120



INDEX

Account Class .............. 2, 6, 27, 28, 52, 53, 55, 59, 61

Account Totals Level ...................... 27, 53, 55, 59, 61

Account Type ....................... 27, 28, 52, 53, 55, 59, 61

Accounting Period8, 10, 11, 13, 18, 26, 27, 28, 49,

53, 54, 55, 59, 65, 69, 71, 72, 87, 111, 113, 114,

117, 119

Activity8, 10, 17, 28, 46, 55, 59, 61, 62, 63, 64, 65,

69, 89, 91, 92, 93, 94, 95, 96, 98, 100, 102, 104,

106, 107, 109, 110, 111

Activity Date .................... 8, 10, 17, 28, 46, 55, 65, 69

Allocation code ............................................... 83, 108

Amount .................................................. 21, 36, 66, 67

Application in Use ................................................ 113

Automatic Cost ................................................. 85, 96

Balance3, 5, 26, 28, 33, 43, 44, 47, 48, 49, 52, 53, 54,

55, 60, 62, 64, 72, 73, 75, 77, 81, 87, 89, 96, 115,

116, 117

Bank50, 56, 58, 66, 70, 89, 91, 92, 93, 94, 95, 97, 98,

100, 101, 102, 103, 104, 106, 107, 110, 111, 112

Base Currency ............................21, 99, 107, 109, 110

Basic G/L Account ............................ 8, 21, 47, 48, 75

Bill-To Customer .................................................... 98

Branch Required 19, 33, 47, 49, 77, 78, 79, 82, 83, 84

Check number ............................................... 100, 102

Copy From ........................................................ 37, 38

Copy To .................................................................. 38

Cost Center3, 6, 8, 10, 19, 28, 29, 33, 37, 38, 39, 43,

47, 49, 53, 55, 59, 61, 65, 66, 67, 77, 78, 84, 101,

103, 105, 106

Cost Center Type6, 19, 28, 29, 33, 37, 38, 39, 43, 47,

49, 55, 59, 61, 65, 66, 67, 78, 84

Cost Reconciliation .... 83, 85, 86, 90, 95, 96, 104, 105

Country ..................................................................... 6

Credit Amount ......................................................... 21

Credit Note .................................................. 80, 88, 98

Currency code89, 91, 92, 93, 94, 95, 97, 98, 100,

102, 104, 106, 107, 110, 111, 112

Current G/L Period................................................... 13

Customer Branch .................................................. 100

Customer Name ............................................ 100, 107

Customer number ............................................ 32, 100

Day .................................................................... 29, 86

Destination .................................80, 85, 107, 108, 109

Destination Branch .....................80, 85, 107, 108, 109

Direct Shipment ................................................ 98, 99

Entry Branch ........................................................... 81

Entry number .............................8, 11, 12, 44, 87, 106

Entry Type ................. 8, 10, 12, 13, 14, 15, 17, 21, 98

Exchange Rate ..................... 21, 68, 98, 100, 102, 104

Freight Cost ........................................... 85, 86, 91, 92

G/L Branch ............................................................. 47

General Ledger Distribution .......................... 19, 20

Inventory Adjustment44, 50, 80, 82, 86, 88, 93, 110,

111

Inventory Adjustment Reason ................... 86, 93, 111

Inventory Allocation ............................................... 88

Invoice Date ............................................................ 98

Invoice number ..................................................... 107

Last Closed Period .................................... 72, 73, 116

Login ID12, 25, 70, 89, 91, 92, 93, 95, 97, 98, 100,

102, 104, 106, 107, 110, 111

Material Cost ........................................................... 83

Normal Debit/Credit ............................................... 21

One-Time/Permanent26, 29, 38, 39, 53, 55, 59, 61,

65, 69

Opening Balance ........................43, 55, 60, 61, 62, 64

Other Cost ............................................. 85, 86, 91, 92

Physical Inventory Control number ...................... 109

Physical Inventory Update ...................... 86, 109, 110

Process .............................................................. 91, 92

Processing Cost ................................................. 85, 86

Purchase Cost ....................... 44, 50, 85, 86, 88, 94, 95

Purchase Cost Adjustment ... 44, 50, 85, 86, 88, 94, 95

Reason code ............................................................ 86

Receipt Type ........................................................... 85

Receiver Item .......................................................... 89

Receiver number ..................................................... 80

Reconciliation Session ID ................................. 95, 96

Reference Date ........................................................ 51

Reference number11, 12, 17, 18, 30, 45, 55, 89, 91,

92, 93, 94, 95, 96, 98, 100, 102, 104, 106, 107,

109, 110, 111

Reference Prefix17, 26, 30, 45, 46, 51, 55, 59, 65, 69,

98, 108, 109

Report Type ...................................................... 31, 65

Selling Branch ................................................... 80, 98

Session Branch ..... 12, 14, 15, 45, 46, 80, 81, 110, 111

Session Date69, 89, 91, 92, 93, 94, 95, 96, 98, 100,

102, 104, 106, 107, 110, 111

Session ID8, 13, 45, 50, 89, 91, 92, 93, 94, 95, 96,

98, 100, 102, 104, 106, 107, 109, 110, 111

Session Time89, 91, 92, 93, 94, 95, 96, 98, 100, 102,

Index Page 122


104, 106, 107, 110, 111

Shipping Branch ................................ 80, 85, 107, 108

Source Journal31, 45, 50, 55, 57, 58, 59, 65, 68, 69,

87, 111

Stocking Branch .................................................... 107

Sub-Account Name ........................................... 44, 50

Sub-Account number............................................... 32

System Date ..................................... 17, 107, 110, 111

System Time.................................................. 107, 111

Tax Region ...................................................... 99, 101

Transaction Amount .......................................... 32, 65

Transaction Description .......................................... 44

Transfer Order number .......................................... 107

Usage Status ............................................................ 75

User Branch ........................................... 12, 44, 46, 49

Vendor Invoice number ......................................... 104

Vendor Name ........................................................ 104

Vendor number .............................................. 102, 104

Write-Down................................................... 110, 111

Write-Up ....................................................... 110, 111

Year3, 32, 33, 34, 35, 37, 38, 39, 40, 41, 47, 73, 75,

81

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