Untitled Document

L I N U X G E N E R A L L E D G E R (R2.3)

USER REFERENCE MANUAL

From
Linux Business Accounting Systems

Linux General Ledger Contents

Summary of Linux General Ledger Major Features .... 1
GENERAL LEDGER OVERVIEW ........................... 2
LINUX GENERAL LEDGER INTRODUCTION ................ 3
Standard Function Key Assignments ................. 3
Entry Fields ...................................... 4
STARTING THE GENERAL LEDGER ...................... 5
THE MAIN GENERAL LEDGER MENU ..................... 6
ENTRY FUNCTIONS ................................... 7

1. CHART OF ACCOUNTS MAINTENANCE ...................... 7
1.1 MAINTAIN CHART OF ACCOUNTS ..................... 7
1.1.1 F1-ADD .................................... 8
Entering New Account Data Fields .................. 8
The Historical Data Section ...................... 10
Current and Prior Period Amounts ................. 10
The Budget Section ............................... 11
1.1.6 F2-CHANGE ................................ 11
1.1.7 F3-DELETE ................................ 12
1.1.8 F4-VIEW .................................. 13
1.1.9 F5-PRINT ................................. 13
1.2 PRINT DETAILED CHART OF ACCOUNTS .............. 13
1.3 PRINT SUMMARY CHART OF ACCOUNTS ............... 13

2. CASH DISBURSEMENTS JOURNAL ........................ 13
How it Works ..................................... 14
2.1 CASH DISBURSEMENTS JOURNAL ENTRIES ............ 15
2.1.1 F1-ADD ................................... 16
2.1.2 F2-CHANGE ................................ 17
2.1.3 F3-DELETE ................................ 18
2.1.4 F4-VIEW .................................. 18
2.1.5 F5-PRINT ................................. 18

3. SALES JOURNAL ..................................... 19
How it Works ..................................... 19
3.1 SALES JOURNAL ENTRIES ......................... 21

4. GENERAL JOURNAL ................................... 22
How it Works ..................................... 22
4.1 GENERAL JOURNAL ENTRIES ....................... 23
4.2 Entering Current Year History ................. 24

5. RECURRING JOURNAL ................................. 25
How it Works ..................................... 25
5.1 RECURRING JOURNAL ENTRIES ..................... 26
5.2 POSTING RECURRING JOURNAL ENTRIES ............. 27
Multiple Postings ................................ 29

6. SETTING UP NEW COMPANIES .......................... 29
How it Works ..................................... 29

7. COMPANY CONTROL FILE SETTINGS .................... 32
Why Change the Control File? ..................... 33
REPORTING FUNCTIONS .............................. 34

8. PERIOD ACTIVITY INQUIRY ........................... 34

9. PRINT TRIAL BALANCES .............................. 36

10. PRINT FINANCIAL REPORTS .......................... 39
10.1 STANDARD (Pre-Formatted) REPORTS .............. 39
10.2 CUSTOM REPORTS ................................ 41

11. FORMAT CUSTOM REPORTS ............................ 43
Parts of The Report Format ....................... 43
Building a Custom Report Format .................. 44
11.1 CREATE OR CHANGE REPORT FORMAT ................ 44
11.1.1 FORMATTING THE REPORT HEAD ............... 46
11.1.2 FORMAT CUSTOM REPORT LINES ............... 49
11.2 COPY EXISTING REPORT FORMAT ................... 54
11.3 DELETE EXISTING REPORT FORMAT ................. 54
11.4 RENUMBER REPORT FORMAT ........................ 54
11.5 PRINT REPORT FORMAT ........................... 55

12. CLOSE PERIODS .................................... 56

13. CLOSE YEAR ....................................... 59

14. EXPORT TO POSTGRES ............................... 63

15. CHANGE OPERATOR OR COMPANY ....................... 65

Summary of Linux General Ledger Major Features

-- User Defined Chart of Accounts

-- Hot Key Link to Query Chart of Accounts

-- Maintains Amounts for Current Year, Prior Year, and Budget Year

-- Close and Reopen Periods as often as needed.

-- Custom Financial Report Generator plus Standard Financial Reports

-- Instant On-Screen Financial Reports Viewing

-- Real-Time Inquiry to Accounts and Transactions

-- Reports Print to Files, Printer, or On-Screen

-- Hard Copy Reports Print on Standard Letter Size Paper

-- Cash Disbursements Journals and Check Register

-- Sales Journal and Reports

-- Automatic Recurring Journal Entries

-- Instant Account Balance Inquiry

-- Detailed and Summary Trial Balance Reports

-- Clear Audit Trail

-- Postgres Data Base interface

-- Multi Company - Multi Operator

-- Character Mode for Speed, Accuracy, and Economy

-- Character Mode enables low cost remote terminal access

-- Local, Remote, Telnet, Dial-Up, Intranet, and Internet Access

-- Standardized Function Key Assignments

-- Open Source Special Class for Money Amounts

-- Open Source to Transaction File Structures Included

-- Complete Source available

-- Easy Interface to locally developed Subsidiary Ledgers

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GENERAL LEDGER OVERVIEW

The Linux General Ledger system from Linux Business Accounting Systems
is intended for use in small to medium sized business' either on Linux
or UNIX systems. It can function either as a stand-alone general
accounting system or integrated with locally developed vertical
applications or subsidiary ledgers, e.g., Accounts Receivable,
Payables, Payroll, Inventory, Order Entry, Network Accounting,
Billing, etc.

Source code for the transaction file structures is supplied with the
Linux General Ledger programs. This allows locally developed and
customized subsidiary ledgers and other accounting applications to be
developed to meet local needs and requirements, and then integrated
(posted automatically) into the General Ledger. This saves the
vertical application developer from the drudgery and waste of time in
creating yet another General Ledger System. Additionally, data can be
extracted from the General Ledger for use in other locally developed
applications and for creating a Postgres Data Base.

The entire system is written in the C & C++ programming languages and
uses the Linux ncurses library (or UNIX curses library) for handling
screen functions. This allows the use of either PCs or "dumb",
general purpose character based terminals in a completely multi-user
environment. (Also runs in XTERM window).

The main advantage to the "character based terminal" method is speed.
While cosmetics is important in personal finance programs, the need in
business systems is for speed and accuracy. Since the need to
manipulate a mouse, as used in most popular personal finance programs,
requires removal of the operator's hands from either the keyboard or
ten-key pad data entry is interrupted and slowed. A major advantage
of a character based system is that it allows all entries to be made
directly from the keyboard, or ten-key pad, by pressing either the
Enter key or a Function key. This results in a considerable speed up
in data entry and manipulation.

Because the C language does not provide a type for handling money
amounts (such as more business oriented languages) a special class for
money denominated in decimal notation has been devised and source is
also included with the General Ledger binaries. It is provided for
use in development of local applications which may need to post or
interface to the General Ledger. This class handles all functions
necessary for entering, maintaining, and manipulating amounts
denominated in dollars. The class is "Open Source", governed by the
GNU License, and is used for handling all General Ledger dollar
amounts.

No specific computer knowledge is necessary to use the General Ledger
accounting functions. However, the user should be familiar with basic
accounting and double entry bookkeeping principals and methods.

The system allows different operators and multiple companies for each
operator. A versatile financial report generator is included with the

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system as well as basic, "canned" financial reports. The financial
report generator allows combining of various account numbers to
accomodate multiple departments or cost centers. Other standard
reports included are journals, check register, important financial
ratios, monthly and yearly detailed and summary trial balances,
detailed chart of accounts (showing histories), and summary chart of
accounts listings.

Complete flexibility is provided in designing the Chart of Accounts.
Twelve accounting periods (months) for the current year, prior year
history, and budget year are available for each account. This
accomodates both calendar and fiscal year accounting. Accounting
periods may be closed and reopened as needed. At year end closing the
current year periods automatically replace the prior year periods and
new balance forward amounts are set for nominal accounts.

On-line, real-time inquiry into account content and transactions is
available. Reports may be printed either to a disk file or the system
printer or, may be instantly viewed on the screen.

LINUX GENERAL LEDGER INTRODUCTION

The Linux General Ledger uses standard function key assignments to
cause actions to be taken. In any function you can always press <F6>
to exit that fuction.

Standard Function Key Assignments

Selection of the various functions in the General Ledger is made from
menus and standardized Function Key assignments. Each selection is
accompanied by clear, on-screen instructions telling you what key to
press.

The standard Function Key assignments and their meanings are:

F1-ADD F2-CHANGE F3-DELETE F4-VIEW F5-PRINT F6-END

<F1> -- Use to add new records or make new entries.

<F2> -- Use to change existing records or entries.

<F3> __ Use to delete existing records or entries.

<F4> -- Use to view records and entries on the screen without
printing.

<F5> -- Use to request a printed version of a record or entry.

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Linux General Ledger Introduction

<F6> -- Use to end the current function.
NOTE: While running the General Ledger you may always exit
any screen by pressing <F6>. Successive presses of <F6>
will eventually exit the General Ledger. (You may also
terminate the General Ledger from any screen by pressing
CTRL-C. In this latter case, any data which you have
entered and not saved will be lost.)

Other function keys are used in various functions and their meaning is
clearly labeled on each screen. One commonly used key is <F10>.
Pressing <F10> when at an entry field where an account number is
required will bring up a Chart of Accounts on the screen in case you
don't remember the account number you want to use.

Entry Fields

The field (position) into which you enter data is always highlighted
and the cursor is automatically positioned in the entry field. In
this manual an Entry Field is represented by a box in brackets,
similar to this box, "[ ]". As an entry is typed the cursor
advances in the field. You may use the backspace key to back up and
correct an error within a field. Pressing <F6> will terminate the
entry.

If you enter enough characters or data to completely fill the field
the cursor will automatically move to the next entry field. If the
entry you make does not fill the field, you must press either Enter,
Tab, or Space to move forward from one field to the next.

Error messages, highlighted and accompanied by a beeping sound, will
tell you if you have made an invalid entry or have left a required
field blank.

In many cases you will be presented with instructions to "PRESS ANY
KEY TO CONTINUE". This occurs when you need to pause to read a
screen, study data, or have received an error message. In this case,
you may press any key when you are ready and you will be moved to the
next screen in the process.

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Linux General Ledger Introduction

STARTING THE GENERAL LEDGER

To start the General Ledger program enter the following command:

gl (and press ENTER)

The following screen will appear;

______________________________________________________________________
L I N U X G E N E R A L L E D G E R

Operator Number [ ]

WELCOME TO THE
LINUX GENERAL LEDGER (R2.3)
FROM
LINUX BUSINESS ACCOUNTING SYSTEMS

PLEASE ENTER YOUR OPERATOR NUMBER
ABOVE TO VARIFY YOUR ACCESS STATUS.

PRESS FUNCTION KEY F6 TO END...

______________________________________________________________________

Enter the Operator Number assigned to you by the system adminstrator.
If your Operator Number is only one character, press ENTER. If you
enter an invalid number you will hear a beep and be asked to try
again. Once you have entered a valid number you will be presented
with the Main Menu of the General Ledger.

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Linux General Ledger Introduction

THE MAIN GENERAL LEDGER MENU

______________________________________________________________________
L I N U X G E N E R A L L E D G E R

M A I N M E N U
______________________________________________________________________

ENTRY FUNCTIONS REPORTING FUNCTIONS

1. CHART OF ACCOUNTS MAINTENANCE 8. PERIOD ACTIVITY INQUIRY
2. CASH DISBURSEMENTS JOURNAL 9. PRINT TRIAL BALANCES
3. SALES JOURNAL 10. PRINT FINANCIAL REPORTS
4. GENERAL JOURNAL 11. FORMAT CUSTOM REPORTS
5. RECURRING JOURNAL 12. CLOSE PERIODS
6. NEW COMPANY SET UP 13. CLOSE YEAR
7. COMPANY CONTROL FILE SETTINGS 14. EXPORT TO POSTGRES

15. OPERATOR NUMBER: 99 COMPANY NUMBER: 99

COMPANY NAME: Linux Demonstration Company
CURRENT PERIOD: 1 FISCAL YEAR END: 03-31-03

ENTER CHOICE OR (F6) TO END

______________________________________________________________________

This is the Main Menu of the General Ledger system. From this menu
you may select either ENTRY FUNCTIONS (in the left column) or
REPORTING FUNCTIONS (in the right column). You may also select number
15 to change the number of the current company you are working on to
another company, or to change the operator name.

To exit the General Ledger, press <F6>.

The following Sections describe each of the General Ledger functions
and how they are used. This manual is organized in two main sections
which correspond to the two columns on the Main Menu, "ENTRY
FUNCTIONS" and "REPORTING FUNCTIONS".

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Linux General Ledger Introduction

ENTRY FUNCTIONS

The ENTRY FUNCTIONS are all on the left side of the Main General
Ledger Menu. These functions (number 1 through 7) are used for making
entries and maintaining files. Some of these functions also include
internal printing options for the reports and files that are
maintained in the Entry Functions. The REPORTING FUNCTIONS are those
listed on the right side of the Main Menu.

1. CHART OF ACCOUNTS MAINTENANCE

The CHART OF ACCOUNTS MAINT. function is used to maintain the
company's Chart of Accounts. Maintenance functions include the
ability to add new account numbers, change existing account data,
delete an account, view account history on the screen, and print
either individual accounts or the entire Chart of Accounts.

To enter the CHART OF ACCOUNTS MAINT. function select 1 on the Main
Menu and press ENTER. The following screen will appear;

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
C H A R T O F A C C O U N T S M A I N T E N A N C E

MAINTENANCE FUNCTIONS
______________________________________________________________________

1. MAINTAIN CHART OF ACCOUNTS

2. PRINT DETAILED CHART OF ACCOUNTS

3. PRINT SUMMARY CHART OF ACCOUNTS

ENTER CHOICE OR (F6) TO END [ ]

______________________________________________________________________

1.1 MAINTAIN CHART OF ACCOUNTS

This function is used to add, change, delete, view, and print
individual account numbers. If you select number 1 the following
screen will appear.

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Linux General Ledger CHART OF ACCOUNTS MAINT.

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
C H A R T O F A C C O U N T S

F1-ADD F2-CHANGE F3-DELETE F4-VIEW F5-PRINT F6-END
______________________________________________________________________

Press the Function Key for the action you wish to perform.

1.1.1 F1-ADD

If you select "F1-ADD" the following new account form will appear and
you may add a new account number to the Chart of Accounts. (Press
<F6> to end this function at any time.)

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
C H A R T O F A C C O U N T S

** ADD FUNCTION PRESS F6 TO END: F10 SEE ACCTS:
______________________________________________________________________
ACCOUNT NO: [ ] 1. ACCOUNT TITLE: [ ]
2. ACCOUNT TYPE: [ ]
3. CUR YEAR OPEN. BAL: [ ] 4. PRIOR YEAR OPEN. BAL:[ ]

CUR. YEAR 5. PRIOR YEAR 6. CUR. YEAR
PRD ACTUAL AMT. PRD ACTUAL AMT. PRD BUDGET AMT.
1 [ ] 1 [ ] 1 [ ]
2 [ ] 2 [ ] 2 [ ]
3 [ ] 3 [ ] 3 [ ]
4 [ ] 4 [ ] 4 [ ]
5 [ ] 5 [ ] 5 [ ]
6 [ ] 6 [ ] 6 [ ]
7 [ ] 7 [ ] 7 [ ]
8 [ ] 8 [ ] 8 [ ]
9 [ ] 9 [ ] 9 [ ]
10 [ ] 10 [ ] 10 [ ]
11 [ ] 11 [ ] 11 [ ]
12 [ ] 12 [ ] 12 [ ]
______________________________________________________________________

Entering New Account Data Fields

ACCOUNT NUMBER - Account Numbers may range from 1 to 9999. (TIP:
Your Chart of Accounts should be designed on paper
before attempting to enter new accounts in the General
Ledger). Duplicate Account Numbers are not allowed.
You may press <F10> at this entry field to review the

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Linux General Ledger CHART OF ACCOUNTS MAINT.

current Chart of Accounts on the screen.

ACCOUNT TITLE - The name of an account can be up to 32 alphanumeric
characters.

ACCOUNT TYPE - This field is used to control many functions (e.g.
how normal balances print and are kept, where the
account goes on pre-formatted financial statements,
etc.). Valid entries and their meaning for this field
are;

"A" - This is an Asset account. Its normal balance
is a debit amount. It will carry forward a
balance from year-to-year. On the Standard
Financial Statements (canned reports) it will
be included in the Balance Sheet.

"L" - This is a Liability account. Its normal
balance is a credit amount. It will carry
forward a balance from year-to-year. On the
Standard Financial Statements it will be
included in the Balance Sheet.

"O" - This in an Capital account indicating the
Ownership amount. Its normal balance is a
credit amount. It will carry forward a
balance from year-to-year. On the Standard
Financial Statements it will be included in
the Balance Sheet.

"R" - This is a Revenue account (use for all types of
income). Its normal balance is a credit
amount. It will not carry forward a balance
from year-to-year. On the Standard Financial
Statements it will be included in the Income
Statement.

"E" - This is an Expense account. Its normal balance
is a debit amount. It will not carry forward
a balance from year-to-year. On the Standard
Financial Statements it will be included in
the Income Statement.

"T" - This is a Title account. No amounts may be
entered for a Title account. Title accounts
are used mainly to enhance the readability of
the Chart of Accounts and to separate
different account groups. Accounts of this
type will not appear on the Standard Financial
Statements. Printing of these accounts may be
called for on Custom Reports.

"S" - This is a Statistical account. Amounts entered
to this type will not appear on the Standard

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Linux General Ledger CHART OF ACCOUNTS MAINT.

Financial Statements nor will the be included
in the calculation of monetary amounts and
balances. Printing of these accounts may be
called for on Custom Reports. It will carry
forward a balance from year-to-year.

"C" - This is a 'Clearing' account. Clearing
accounts are used for one purpose only.
Amounts entered to a Clearing account do not
show up on the Standard Financial Reports and
are not included in calculating earnings. At
year end closing the Clearing account is used
to offset the entry for profit or lost to meet
the double entry requirement. (See Year End
Closing for more details).

The Historical Data Section

When creating a new account you will not normally have a balance
forward to enter into either the Current or Prior Year Opening
Balances.

If you are converting from a manual system enter the amount of the
Current Year Opening Balance for all balance sheet accounts. If this
is a new account with no prior data ignore these fields and press <F6>
to end adding this account.

CUR YEAR OPEN. BAL: - If you are converting an existing manual or
automated ledger and the current year opened with a
balance forward for this account, enter that amount in
this field. When the current year is closed the
balances of nominal accounts (assets, liabilities, and
ownership) will be automatically transfered from this
field to the Prior Year Opening Balance field.

PRIOR YEAR OPEN. BAL: - If you are converting an existing manual or
automated ledger and you wish to enter historical
amounts from last year's closing balance, enter that
amount in this field. Entry of the Prior Year amounts
is optional. This field is only needed if you wish to
run reports comparing last year to the current year.
When the current year is closed the balances of nominal
accounts (assets, liabilities, and ownership) will be
automatically transfered to Prior Year column.

Current and Prior Period Amounts

If you are converting from a manual system and want to have correct
Year-to-Date report amounts it is necessary to enter the net
transactions for each account into the Current Year column. You may
not do this directly on this screen. You must make the entries using

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Linux General Ledger CHART OF ACCOUNTS MAINT.

the General Journal function.

WARNING: If you do not enter the net transactions for each period both
the year-to-date amounts and the amounts for any month in which the
net transactions were not entered will not reflect the correct ending
balances. (See the General Journal section of this manual for
instructions on how to enter prior periods' transactions).

Entry of the Prior Year periods is optional. It is only necessary if
you wish to prepare financial reports comparing the Current to the
Prior years. If you wish to use this capability and are converting
from an existing ledger system you may enter the amount from the
ending balance of each of the Prior Year's 12 accounting periods
directly into the Prior Year column. If this is a new account with no
prior period entries ignore these columns. Press <F6> to end adding
this account.

If you are entering amounts in the Prior Year column and wish to move
to the Budget column press <F9>. This will move the active entry
field to the beginning of the next column. You may press <F6> to end
input to the period columns and move to the next account number.

CUR. YEAR ACTUAL AMT. - These amounts are the NET of all
transactions for the account for each period. Not the
balance 22mof the account at the period end. These
amounts may be entered only through the journal
functions.

PRIOR YEAR ACTUAL AMT. - Enter the amount of the net transactions
of each of the prior year's 12 accounting periods if
you wish to use historical amounts. (This is Optional)

The Budget Section

CUR. YEAR BUDGET AMT. - Use this column to enter a Budget amount
for each of the 12 periods of the Current Year. Budget
amounts can be used on Custom Financial Reports to
create comparative statements.

Once you have pressed <F6> to end adding accounts you will be asked if
you want to save the entries you have made. If you answer yes by
typing "Y" your entries will be added to the Chart of Accounts. If
you answer no by typing either "N" or <F6> all the entries you have
made will be discarded.

After answering the save question you will be returned to the main
function key line to select your next action. If you press <F6> you
will be returned to the Chart of Accounts Maintenance menu. If you
press <F6> again you will be returned to the Main Menu.

1.1.6 F2-CHANGE

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Linux General Ledger CHART OF ACCOUNTS MAINT.

If you select "F2-CHANGE" the Chart of Accounts maintenance screen
will appear. Enter the number of the account you wish to change. You
may press <F10> at this entry field to review the current Chart of
Accounts on the screen. If the number you enter is valid the account
detail will be presented on the screen. In the field at the upper
right corner of the screen (CHANGE FIELD NO.) enter the number of the
field you wish to change. (NOTE: The Account Type (field number 2)
can not be changed. If you wish to change an account type you must
delete the account and then reenter all the account data under the
F1-ADD function).

Once you have entered the number of the field to change you may make
whatever entries you wish the same way you did when setting up the
account. Press Enter after making the change desired. If you do not
wish to change the data in the field just press Enter before making
any entry and the field will be restored to its original value.

Continue to make changes to fields in this account number as needed.
When you have made all the changes you want, press <F6> to end the
change function. You will be asked if you want to save the changes.
Answer yes (Y) or no (N). If you answer yes your changes will be
saved and the account will be updated. If you answer no your changes
will be discarded and the account restored to its former values.

1.1.7 F3-DELETE

Select <F3> to delete an account. The main account screen will
appear. Enter the number of the account to delete or press <F6> to
cancel the delete request. You may press <F10> at this entry field to
review the current Chart of Accounts on the screen.

To proceed with deletion of the account press <F3>. Press <F6> to
cancel the delete request. After pressing <F3> you will be asked to
confirm (Y/N) that you want to delete the account. You may press <F6>
to cancel the delete request. If you answer yes (Y) the account will
be deleted and the main function key line will reappear.

CAUTION: Deletion of an account will make all the data stored in that
account number inaccessible. You should always print a hardcopy of
the account to be deleted before deleting the account. This way you
will be able to restore the data if needed. Further, any transactions
entered during any period will still remain after the account number
is deleted. In this case the eventual result is unpredictable.
Therefore, DO NOT DELETE AN ACCOUNT FOR WHICH TRANSACTIONS HAVE BEEN
ENTERED 22mduring the current year. If your company was set up with the
Audit Trail set to ON, a record of the deleted account will be
automatically printed. You may select to have a hard copy printed or
to print the deleted data to a disk file. If you select a disk file
you may either enter the name of the file into which the data is to be
deposited or accept the default name for a deleted file. The default
name for a delete file is in the form of "acctNNNN.C.D" where NNNN is
the account number, C is the company number, and D is the Operator

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Linux General Ledger CHART OF ACCOUNTS MAINT.

Number responsible for the deletion. The file will be placed in the
company's report directory.

1.1.8 F4-VIEW

Selecting <F4> will allow you to view any account on the screen
without the necessity of printing a hardcopy.

Enter the account number you wish to view. Press <F10> at this entry
field to see the Chart of Accounts on the screen. (No change to an
account can occur in the VIEW function. When the account appears you
will be able to press <F8> to back up in the Chart of Accounts to
lower number accounts. Pressing <F9> will page forward through the
Chart of Accounts. Press <F6> to end viewing.

1.1.9 F5-PRINT

This option will print the complete data stored in an account as of
the date of printing. Enter the account number to print or, press
<F10> at this entry field to see the Chart of Accounts on the screen.

You will have the option of printing either a hard copy on the default
system printer or printing to a disk file. Enter the account number
to print and then follow the on-screen instructions to print an
account. Press <F6> to end.

When you are returned to the main function key line press <F6> to
return to the Account Maintenance Menu.

1.2 PRINT DETAILED CHART OF ACCOUNTS

This option will print a complete Chart of Accounts showing all data
stored in each account as of the date of printing. You may either
print on the default system printer or to a disk file. Answer the on-
screen questions to print.

1.3 PRINT SUMMARY CHART OF ACCOUNTS

This option will print a "Summary" Chart of Accounts showing only the
account number, type and name. You may either print on the default
system printer or to a disk file. Answer the on-screen questions to
print.

2. CASH DISBURSEMENTS JOURNAL

This menu selection is used to enter after-the-fact cash
disbursements. (Journalize checks after they have been written).

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Linux General Ledger CASH DISBURSEMENTS JOURNAL

How it Works

As entries are made they are held in a temporary journal (i.e.,
"batch") until the batch is in balance and has been reviewed for
correctness. You may print a Cash Disbursement Journal after entry
and before posting to the Monthly Transaction File. Once the batch is
correct and in balance you may post it to the Monthly Transaction
File. (You can not post a batch that is out of balance). Once a
batch is posted it is no longer available to edit in the Journal Entry
function. Any errors must be corrected through adjusting journal
entries.

The correct procedure for Cash Disbursement Journal Entries (and for
all non-recurring journal entries) is:

1. Access the Cash Disbursements Journal from the General Ledger
Main Menu by selecting number two, (2. CASH DISBURSEMENTS
JOURNAL).

2. Select the entry function (1. CASH DISBURSEMENTS JOURNAL
ENTRIES) and make your entries. You may exit from entries at
any time, even if they are not in balance. (But they can not be
"Posted" until they are in balance.)

3. Select the print function (2. PRINT CASH DISBURSEMENTS JOURNALS)
to print the batch if you want a paper trail - highly
recommended. Note: It is much easier to find entry errors on a
printed list than trying to do it on the screen.

4. Select the posting function (3. POST JOURNAL TO MONTHLY
TRANSACTION FILE) after all entries are correct and in balance.
After the batch is posted the batch file is removed and is no
longer available to either access or print. (You may still
print all the data by using other print options from numbers 4
and 5 below.)

5. Select option four, (4. PRINT YEAR-TO-DATE CASH DISBURSEMENT
JOURNAL) to print all Cash Disbursement for the year, including
those which have already been posted from previous temporary
batches. The format of this journal is the same as option 2
above, showing both debits and credits.

6. Select option five, (5. PRINT YEAR-TO-DATE CHECK REGISTER) to
print a check register, sorted by check number, for the entire
year. This journal only shows the details of checks written and
no offsetting entries.

Page -14-

Linux General Ledger CASH DISBURSEMENTS JOURNAL

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
C A S H D I S B U R S E M E N T S J O U R N A L

MAINTENANCE FUNCTIONS
______________________________________________________________________

1. CASH DISBURSEMENT JOURNAL ENTRIES

2. PRINT PERIOD'S CASH DISBURSEMENT JOURNALS

3. POST PERIOD'S JOURNAL TO MONTHLY TRANSACTION FILE

4. PRINT YEAR-TO-DATE CASH DISBURSEMENT JOURNAL

5. PRINT YEAR-TO-DATE CHECK REGISTER

ENTER CHOICE OR (F6) TO END
______________________________________________________________________

2.1 CASH DISBURSEMENTS JOURNAL ENTRIES

If you select number you will be asked for the period to which the
entries are to be added. Select the number of the fiscal period of
the year (1-12) for this batch of entries. (Example: If you use a
fiscal accounting year that ends in March and these entries are for
February you would enter 11. If the entries are for March you would
enter 12. If you are on a calander year basis the period numbe will
be the same as the month number. i.e., August = 8, January = 1.)
After selecting the period the following screen will appear.

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
C A S H D I S B U R S E M E N T S J O U R N A L

F1-ADD F2-CHANGE F3-DELETE F4-VIEW F5-PRINT F6-END
______________________________________________________________________

LN ACCT CHECK DATE DESCRIPTION DR CR
NO NO NO MM DD YY OR PAYEE

______________________________________________________________________

If there is no existing batch in the Current Period for this Company
you will receive a notice at the bottom of the screen, similar to this
example, alerting you to the fact that this is a new batch of entries.

THE "jnl_cdj.PP.CC" FILE DOES NOT EXIST

Page -15-

Linux General Ledger CASH DISBURSEMENTS JOURNAL

Each batch receives a name of "jnl_cdj.PP.CC", where 'cdj' indicates
it is a Cash Disbursement Journal, PP is the Current Accounting Period
and, CC is the Current Company Number, both taken from the setting in
the Control File.

Press the Function Key for the action you wish to perform.

2.1.1 F1-ADD

Use this option to start making new entries or to add entries to an
existing batch. The following entry screen will appear:

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
C A S H D I S B U R S E M E N T S J O U R N A L

** ADD FUNCTION PRESS F6 TO END: F7 TO RETRY: F10 SEE ACCTS:
______________________________________________________________________

LN ACCT CHECK DATE DESCRIPTION DR CR
NO NO NO MM DD YY OR PAYEE

1 [ ] [ ] [ ][ ][ ] [ ] [ . ] [ . ]

______________________________________________________________________

Press Enter, Tab, or Space to move forward from one field to the next.
You may press <F7> at any field to back up and try the line again.
Back Space will move back within a field.

LN NO - This is the Line Number for each entry. It is set and
incremented automatically. In no case may the number
of lines in a batch exceed 100. The number of lines
actually entered in a batch is a matter of individual
choice. (It is worth remembering that the fewer the
number of lines, the easier it is to find a mistaken
entry).

ACCT NO - Enter the Account Number to which the entry is to be
made. You can not enter an Account Number which does
not exist. If you don't know the Account Number, press
<F10> to see the current Chart of Accounts on the
screen.

CHECK NO - Enter the number of the first check you are
journalizing. After the first line is completed each
succeeding line's Check Number will increment
automatically by one if you simply press either the
Enter, Tab, or Space key. You may override this
automatic increment by entering a check number.

Page -16-

Linux General Ledger CASH DISBURSEMENTS JOURNAL

DATE - Enter the date of the check. MM = Month, DD = Day, YY
= Year. After the first line entry each of the date
fields will stay the same if you press either the
Enter, Tab, or Space key. You may override this
automatic repeat in any of the Month, Day, or Year
fields by making an entry.

DESCRIPTION OR PAYEE - Enter the appropriate data. After the first
line entry this field will stay the same if you press
either the Enter, Tab, or Space key. You may override
this automatic repeat by making an entry.

DR CR - DR is a debit amount and CR is a credit amount.
Enter the amount in the appropriate column. For a
check the amount will normally be in the DR column. As
each entry line is completed a running total for the
batch will appear below the last line. The amount out
of balance will also be shown.

It is not necessary to have the batch in balance to
exit the entry function. (You may need to gather more
data before continuing or correct mistakes). However,
to post the batch it must balance.

When you have finished entering all the checks in the
batch, and you are satisfied that the entries are
correct, you should enter a total amount for the batch
to offset the out-of-balance amount. A typical
description for a batch of checks numbering from 101
thru 154 might be;

If you are entering an amount for the total batch of
checks this would be a CR.

Exit by pressing <F6>.

2.1.2 F2-CHANGE

Use this option to change entries in an existing batch before posting,
if needed. The following entry screen will appear:

Page -17-

Linux General Ledger CASH DISBURSEMENTS JOURNAL

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
C A S H D I S B U R S E M E N T S J O U R N A L

** CHANGE FUNCTION PRESS F6 TO END:
______________________________________________________________________

LN ACCT CHECK DATE DESCRIPTION DR CR
NO NO NO MM DD YY OR PAYEE

ENTER LINE NUMBER TO CHANGE [ ]

______________________________________________________________________

Enter the batch Line Number you wish to change. You will then be
asked to press <F2> again to proceed to change the line or <F6> to
cancel the change function.

Once you have elected to change the entry, the cursor will move to the
Account Number field of the Line. You may now proceed with the
change. Pressing Enter, Tab, or Space on any field without making an
entry leaves that field unchanged and moves to the next field. Making
an entry in a field will change the former contents.

2.1.3 F3-DELETE

Use this option to delete entries in an existing batch before posting,
if needed. The Cash Disbursements screen will appear with the
following message at the bottom;

ENTER LINE NUMBER TO DELETE [ ]

Enter the Line Number to delete. You will then be asked to press <F3>
again to proceed to delete the line or <F6> to cancel the delete
function. If you press <F3> you will be asked again to confirm the
delete request by answering "Y" for yes or "N" (or <F6>) for no. If
you answer yes, the line number will be deleted. (Caution: No record
of the deleted line is printed).

2.1.4 F4-VIEW

Pressing <F4> allows you to view all the lines in a batch. Press any
key to page through the batch until you come to the end.

2.1.5 F5-PRINT

Use <F5> if you wish to print a batch, or part of a batch. The
following screen will appear:

Page -18-

Linux General Ledger CASH DISBURSEMENTS JOURNAL

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
C A S H D I S B U R S E M E N T S J O U R N A L

F1-ADD F2-CHANGE F3-DELETE F4-VIEW F5-PRINT F6-END
______________________________________________________________________

YOU MAY EITHER SELECT A LIMITED RANGE OF JOURNAL LINE
NUMBERS TO PRINT OR PRINT ALL LINE NUMBERS IN THE JOURNAL.

PRINT ONLY A LIMITED RANGE OF LINE NUMBERS? (Y/N) Y

PRESS F6 TO CANCEL
______________________________________________________________________

Answer 'Y' if you wish to print only a limited range of line numbers
from the batch. Answer 'N' if you want to print the entire batch. If
a limited range is selected you will be asked the following;

ENTER FIRST LINE NUMBER TO PRINT [ ]
ENTER LAST LINE NUMBER TO PRINT [ ]

Enter the range of line numbers to print. You may then specify if the
list is to be printed to a file or on the default system printer. If
printing is to a file you may either take the default name for the
file or provide one of your own choice. You may also request the list
to be printed on the screen for immediate viewing.

When printing is completed you will be returned to the Cash
Disbursements Journal Menu. Press <F6> to end if you are finished
making entries.

3. SALES JOURNAL

This is the journal to use for all invoice and other sales entries.

How it Works

Generally, the Sales Journal works the same way as the Cash
Disbursements Journal -- with one exception.

As you make entries and move to the next entry line in the Cash
Disbursements Journal the check number reference column is

Page -19-

Linux General Ledger SALES JOURNAL

automatically incremented. In the Sales Journal the Invoice Number
column (INV NO) is NOT automatically incremented. The number stays
the same as the previous entry line until you change it. Other than
this exception, the two journals function identically.

As entries are made they are held in a temporary journal (i.e.,
"batch") until the batch is in balance and has been reviewed for
correctness, just the same as the Cash Disbursements Journal You may
print a Sales Journal after entry and before posting to the Monthly
Transaction File. Once the batch is correct and in balance you may
post it to the Monthly Transaction File. (You can not post a batch
that is out of balance). Once a batch is posted it is no longer
available to edit in the Journal Entry function. Any errors must be
corrected through adjusting journal entries. The correct procedure
for making Sales Journal Entries is:

1. From the General Ledger Main Menu select number three (3. SALES
JOURNAL) to access the Sales Journal.

2. Select the entry function (1. SALES JOURNAL ENTRIES) from the
menu shown below and make your entries. You may exit from
entries at any time, even if they are not in balance.

3. Select the print function (2. PRINT SALES JOURNALS) to print the
batch if you want a paper trail - highly recommended. Note: It
is much easier to find entry errors on a printed list than
trying to do it on the screen.

5. Select option four, (4. PRINT YEAR-TO-DATE SALES JOURNAL) to
print all Sales Journal entries for the year, including those
which have already been posted from previous temporary batches.
The format of this journal is the same as option 2 above,
showing both debits and credits.

Page -20-

Linux General Ledger SALES JOURNAL

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
S A L E S J O U R N A L

MAINTENANCE FUNCTIONS
______________________________________________________________________

1. SALES JOURNAL ENTRIES

2. PRINT SALES JOURNALS

3. POST JOURNAL TO MONTHLY TRANSACTION FILE

4. PRINT YEAR-TO-DATE SALES JOURNAL

ENTER CHOICE OR (F6) TO END

______________________________________________________________________

3.1 SALES JOURNAL ENTRIES

If you select number 1 the following screen will appear.

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
S A L E S J O U R N A L

F1-ADD F2-CHANGE F3-DELETE F4-VIEW F5-PRINT F6-END
______________________________________________________________________

LN ACCT INV DATE DESCRIPTION DR CR
NO NO NO MM DD YY

______________________________________________________________________

THE "jnl_sales.8.1" FILE DOES NOT EXIST

Each batch receives a name of "jnl_sales.PP.CC", where 'sales'
indicates it is a Sales Journal, PP is the Current Accounting Period
and, CC is the Current Company Number, both taken from the setting in
the Control File.

Press the Function Key for the action you wish to perform, F1-ADD,
F2-CHANGE, etc.

Page -21-

Linux General Ledger SALES JOURNAL

4. GENERAL JOURNAL

This is the journal to use for all general entries, adjusting entries,
entries from subsidiary ledgers, etc. The General Journal should also
be used to enter the Current Year's history (net transactions) for
each account if you are converting to the Linux General Ledger from
another accounting system during the Current Year.

WARNING: When setting up a new account with prior postings for the
year, if you do not enter the net transactions for each period both
the year-to-date amounts and the amounts for any month in which the
net transactions were not entered will not reflect the correct ending
balances.

How it Works

Generally, the General Journal works the same way as the Cash
Disbursements Journal -- with a few exceptions. As entries are made
they are held in a temporary journal (i.e., "batch") until the batch
is in balance and has been reviewed for correctness, just the same as
the Cash Disbursements Journal You may print a General Journal Journal
after entry and before posting to the Monthly Transaction File. Once
the batch is correct and in balance you may post it to the Monthly
Transaction File. (You can not post a batch that is out of balance).
Once a batch is posted it is no longer available to edit in the
Journal Entry function. Any errors must be corrected through
adjusting journal entries. The correct procedure for making General
Journal Entries is:

1. From the General Ledger Main Menu select number three (4.
GENERAL JOURNAL) to access the General Journal.

2. Select the entry function (1. GENERAL JOURNAL ENTRIES) from the
menu shown below and make your entries. You may exit from
entries at any time, even if they are not in balance.

3. Select the print function (2. PRINT GENERAL JOURNALS) to print
the batch if you want a paper trail - highly recommended. Note:
It is much easier to find entry errors on a printed list than
trying to do it on the screen.

5. Select option four, (4. PRINT YEAR-TO-DATE GENERAL JOURNAL) to
print all General Journal entries for the year, including those
which have already been posted from previous temporary batches.
The format of this journal is the same as option 2 above,
showing both debits and credits.

Page -22-

Linux General Ledger GENERAL JOURNAL

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
G E N E R A L J O U R N A L

MAINTENANCE FUNCTIONS
______________________________________________________________________

1. GENERAL JOURNAL ENTRIES

2. PRINT GENERAL JOURNALS

3. POST JOURNAL TO MONTHLY TRANSACTION FILE

4. PRINT YEAR-TO-DATE GENERAL JOURNAL

ENTER CHOICE OR (F6) TO END

______________________________________________________________________

4.1 GENERAL JOURNAL ENTRIES

If you select number 1 the following screen will appear.

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
G E N E R A L J O U R N A L

F1-ADD F2-CHANGE F3-DELETE F4-VIEW F5-PRINT F6-END
______________________________________________________________________

LN ACCT REF DATE DESCRIPTION DR CR
NO NO NO MM DD YY

______________________________________________________________________

THE "jnl_gje.8.1" FILE DOES NOT EXIST

Each batch receives a name of "jnl_gje.PP.CC", where 'gje' indicates
it is a General Journal, PP is the Current Accounting Period and, CC
is the Current Company Number, both taken from the setting in the
Control File.

Press the Function Key for the action you wish to perform, F1-ADD,
F2-CHANGE, etc. From this point on the General Journal functions
exactly like the Cash Disbursements Journal with ONE EXCEPTION.

Page -23-

Linux General Ledger GENERAL JOURNAL

As you make entries and move to the next entry line in the Cash
Disbursements Journal the check number reference column is
automatically incremented. In the General Journal the reference
column (REF NO) is NOT automatically incremented. The number stays
the same as the previous entry line until you change it.

Other than this exception, the two journals function identically.

4.2 Entering Current Year History

As discussed earlier, if you are converting to the Linux General
Ledger from another accounting system during the fiscal year, you must
enter the year's historical data from the Chart of Accounts in order
to have correct balances in the reports. This section discusses the
method for entering this historical data.

Entry of historical data is made through the General Journal exactly
the same way any other entry is made. The only difference is, you are
not entering individual transactions. Rather, you are entering the
NET AMOUNTS from each of the preceding periods, for each account,
taken from the old general ledger you were using.

To do this follow these steps:

1. Select number 4, GENERAL JOURNAL, from the Main Menu. Select
number 1, GENERAL JOURNAL ENTRIES, from the General Journal
menu. Enter the Accounting Period for which you want to make
the entries. For the Period enter the net amounts for each
account, debit and/or credit. (DO NOT enter the balance at the
end of the period. Enter the NET TRANSACTION AMOUNTS, if any,
debit and/or credit, for each account). After the net amounts
for each account have been entered end the General Journal input
function.

2. Select number 2, PRINT GENERAL JOURNALS, from the General
Journal menu. Print the Journal for your records and to verify
that all entries are correct. When you are satisfied that all
entries are correct go to the next step.

NOTE: -- If your previous bookkeeping system was in balance when
it was closed then the total of entries into the General Journal
will be in balance. Thus, if after entering the net
transactions for each account, for each period, the General
Journal does not balance (and you are unable to close the
period), then either you have made a mistake in an entry or the
previous set of books was not in balance.

3. Select number 3, POST JOURNAL TO MONTHLY TRANSACTION FILE, from
the General Journal menu. Post the entries to the Monthly
Transaction File.

4. Now, close the Current Accounting Period. (Before closing the
period run any period reports which you might need). To close

Page -24-

Linux General Ledger GENERAL JOURNAL

the Period select number 12, CLOSE PERIODS, from the Main Menu.
Answer Yes to the closing questions and close the period. Also,
answer yes to have the Control File advanced to the next period.

5. Now repeat these steps, starting with step number one above.
Continue the process until each of the Current Year's previous
periods have been entered into the Linux General Ledger.

After entering the historical data all amounts you entered from
previous periods will be included in the appropriate calculations.
NOTE: You should run a Detailed Trial Balance at this time to verify
that all amounts for all accounts are correct.

From now on each time transactions are posted and periods are closed
the Account Current Year column will be updated automatically. When
the year is closed the amounts in the Current column will be
automatically moved to the Prior Year column.

5. RECURRING JOURNAL

This is the journal to use for all recurring (repetitive) entries.
These are entries which you !make each period (or other repetitive
period entries), e.g., depreciation, amortization, etc.

How it Works

Generally, as far as making an entry, the Recurring Journal works the
same way as the General Journal. As entries are made they are held in
a journal batch. The batch must be in balance before it can be posted
the the Monthly Transaction File, just the same as the other journals.
(You can not post a batch that is out of balance). You may print the
Recurring Journal at any time. Once the batch is correct and in
balance you may post it to the current month's Monthly Transaction
File.

However, unlike the other journals where a batch is always deleted
after posting, the Recurring Journal entries ARE NOT DELETED after
posting. And the entries, since they are always in the journal, can
always be changed.

Although Recurring Journal entries are normally posted only once in an
accounting period you are given the option to post the Recurring
Journal more than once in a period. The procedure for doing this is
described later in this section.

The correct procedure for making Recurring Journal Entries is the same
as for the General Journal:

1. Access the Recurring Journal from the General Ledger Main Menu
by selecting number four, (5. RECURRING JOURNAL).

Page -25-

Linux General Ledger RECURRING JOURNAL

2. Select the entry function (1. RECURRING JOURNAL ENTRIES) from
the menu shown below and make your entries. You may exit from
entries at any time, even if they are not in balance.

3. Select the print function (2. PRINT RECURRING JOURNALS) to print
the batch.

4. Select the posting function (3. POST JOURNAL TO MONTHLY
TRANSACTION FILE) after all entries are correct and in balance.
After the batch is posted the Recurring Journal batch file is
NOT removed and is still available to either access, post again,
or print.

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
R E C U R R I N G J O U R N A L

MAINTENANCE FUNCTIONS
______________________________________________________________________

1. RECURRING JOURNAL ENTRIES

2. PRINT RECURRING JOURNALS

3. POST JOURNAL TO MONTHLY TRANSACTION FILE

ENTER CHOICE OR (F6) TO END

______________________________________________________________________

5.1 RECURRING JOURNAL ENTRIES

If you select number 1 the following screen will appear.

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
R E C U R R I N G J O U R N A L

PRESS ANY KEY TO CONTINUE...
______________________________________________________________________

LN ACCT REF DESCRIPTION DR CR
NO NO NO

______________________________________________________________________

Page -26-

Linux General Ledger RECURRING JOURNAL

If there is no existing batch of recurring entries for this Company
you will receive a notice at the bottom of the screen, similar to this
example, alerting you to the fact that no set of recurring entries yet
exists.

THE "jnl_rje.CC" FILE DOES NOT EXIST

The Recurring Journal receives a name of "jnl_rje.CC", where 'rje'
indicates it is the Recurring Journal and, CC is the Current Company
Number as set in the Control File.

Press the Function Key for the action you wish to perform, F1-ADD,
F2-CHANGE, etc. From this point on the Recurring Journal function key
assignments work exactly like the General Journal.

As with the General Journal, the Recurring Journal reference column
(REF NO) is not incremented. The number stays the same as the
previous entry line until you change it.

5.2 POSTING RECURRING JOURNAL ENTRIES

After you select number, "3. POST JOURNAL TO MONTHLY TRANSACTION
FILE", the following screen will appear:

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
R E C U R R I N G J O U R N A L

MAINTENANCE FUNCTIONS
______________________________________________________________________

1. CREATE RECURRING JOURNAL ENTRIES

2. PRINT RECURRING JOURNAL ENTRIES

3. POST JOURNAL ENTRIES TO MONTHLY TRANSACTION FILE

ENTER CHOICE OR (F6) TO END 3

POST ENTRIES FOR ACCOUNTING PERIOD NUMBER
(DEFAULT IS CURRENT ACCOUNTING PERIOD NUMBER 1)

______________________________________________________________________

You will first be asked the accounting period into which you wish to
post the recurring entries. Enter the number of the period for
posting the entries.

Next, answering "Y" for yes will cause the entries to be posted to the
Monthly Transaction file and you will receive the following
confirmation message:

Page -27-

Linux General Ledger RECURRING JOURNAL

X ITEMS WERE POSTED TO THE PERIOD'S TRANSACTION FILE "data.d/mtrn_fil.PP.1"
FROM THE JOURNAL "jnl_rje.1".

"X" will show the number of line items posted. "PP" will be the
accounting period number in which the postings were made. When the
entries appear on the reports the date will show the period for which
you requested posting in the month field. The day field will always
be "00", and the year field will be the fiscal year from the control
file.

Page -28-

Linux General Ledger RECURRING JOURNAL

Multiple Postings

Normally the Recurring Entries are only posted once in a period. You
may, however, need to make the entries more than once in a period.
(For whatever reason...). In the event that you request to post the
entries more than once in a period you will receive the following
WARNING:

______________________________________________________________________

L I N U X G E N E R A L L E D G E R

R E C U R R I N G J O U R N A L
MAINTENANCE FUNCTIONS
______________________________________________________________________

W A R N I N G !

THE RECURRING JOURNAL ENTRIES FOR PERIOD 8
HAVE ALREADY BEEN POSTED.

DO YOU WISH TO POST THEM AGAIN? (Y/N) [ ]

THE RECURRING JOURNAL ENTRIES FOR PERIOD 8 WILL BE POSTED.

ARE YOU SURE YOU WANT THIS? (Y/N) [ ]

______________________________________________________________________

As shown above, you must answer yes, "Y", two times to be allowed to
post the Recurring Entries more than once. If you answer in the
affirmative both times, the entries will be posted again.

6. SETTING UP NEW COMPANIES

The Linux General Ledger System is "multi-company". You can use the
same program for maintaining the books of more than one company. Add
new companies as needed.

How it Works

Each Company must have a unique Company Number as an identifier and
must have its own report directory.

To set up a new Company Number and Company Control File complete the
following procedure. You should have all the necessary data collected

Page -29-

Linux General Ledger New Company Set Up

and at hand before attempting to start the set up procedure.

Select number five, "5. NEW COMPANY SET UP" from the Main Menu. The
following screen will appear:

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
C O M P A N Y F I L E M A I N T E N A N C E
N E W C O M P A N Y S E T - U P
** ADD FUNCTION PRESS F6 TO END:
______________________________________________________________________

Company Number [ ]

______________________________________________________________________

Enter the new Company Number to create. Company numbers can be any
one or two alphanumeric characters, upper or lower case.

Each Company Number must be unique. If the Company Number you enter
is already in use you will receive an error message and may try again.
If the number is not in use it will be accepted and the following
Company Control file screen will appear. (This example uses CC as the
Company Number).

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
C O M P A N Y F I L E M A I N T E N A N C E
N E W C O M P A N Y S E T - U P
** ADD FUNCTION PRESS F6 TO END:
______________________________________________________________________

Company Number [CC] 1. Company Name [ ]

2. Fiscal Year End [ ][ ][ ] 3. Audit Trail ON/OFF [ ]
MM DD YY

4. Last Period Closed [ ] 5. Current Accounting Period [ ]

6. Profit/Loss Account: [ ] 7. Profit/Loss Offset Accnt: [ ]

8. Default Report Directory [ ]

9. System Printer Command (lp, lpr, etc.): [ ]

______________________________________________________________________

Complete each of the following fields for the company's data. Each of
these fields can be changed once the setup is complete.

Page -30-

Linux General Ledger New Company Set Up

1. "Company Name" - Enter the company name as it should appear on
all reports.

2. "Fiscal Year End" - Enter the month, day, and year. The date in
this field will be used to construct file names with a part of
the date included. (e.g., YYtransaction_file, where YY is the
fiscal year.

3. "Audit Trail ON/OFF" - You must type either 'ON' or 'OFF', all
upper case, for this item. The purpose of the Audit Trail is to
force the printing of any account which is deleted if the the
Audit Trail is set to 'ON'. When the switch is set to 'ON' a
detailed history of any account deleted will be printed in a
file under the default report directory. The file will have the
name of, "acctXXXX.CC.D" where XXXX is the account number, CC is
the Company Number, and D is the Operator Number responsible for
the deletion. If this field is set to 'OFF', you will be able
to delete accounts without printing a backup of the account's
data. It is recommended that this field be set to 'ON'. In the
event that an account is inadvertently deleted the detailed data
for the account will then be available to recreate the account.

4. "Last Period Closed" - This field serves as a reminder to the
operator only for keeping track of what periods have been
closed. It can be changed and has no functional effect on any
program at run-time. Entries must be from 0 to 12.

5. "Current Accounting Period" - This field is used by the programs
to determine which accounting period should contain the data you
enter and which period should be included in various reports.
It is a good idea to this field to the proper period before data
is entered for that period. However, it is not necessary since
you may specify a different period from the Current Accounting
Period as you access the various entry functions. Entries for
Accounting Periods must be from 1 to 12.

6. "Profit/Loss Account " - At year end the profit (or loss) must
be entered into the equity portion of the balance sheet. This
is the account number to which any profit (or loss) is to be
posted. This entry has no functional effect and is here to
serve only as a reminder.

7. "Profit/Loss Offset Accnt " - This is the account number which
is used to enter the offset (Debit for profit, Credit for Loss)
to the Profit/Loss Account. This entry has no functional effect
and is here to serve only as a reminder.

8. "Default Report Directory " - Whenever a report is prepared you
will have the option of either printing a hardcopy, or storing
the report in a file. This is the default directory into which
reports printed to disk files will be placed. All reports for
this company which are stored in a disk file must be under this
directory. You may enter a full path name, or a relative path
(relative to the current working directory) for the Default

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Linux General Ledger New Company Set Up

Report Directory.

Each company must have its own, unique, "Default Report
Directory". Thus, if you enter a path name for an existing
directory you will get the message, "MUST BE NEW DIRECTORY
NAME". In this case, you may try again.

When storing reports in a disk file you may specify the name
under which the report is to be stored or, you may take the
default name for the report. However, you MAY NOT specify a
full path name or another directory for storing the report. All
reports must be stored in this Default Report Directory.

9. "System Printer Command " - Enter the command you usually use to
access the default printer, (lp, lpr, etc.). This will be the
printer used when you request a hard copy of a report.

After establishing a Company Number you will be led automatically to
the following screen.

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
C H A R T O F A C C O U N T S
COPY CHART OF ACCOUNTS
______________________________________________________________________

DO YOU WISH TO COPY AND DUPLICATE A MASTER COMPANY CHART OF
ACCOUNTS FOR THE NEW COMPANY NUMBER CC? (Y/N) [ ]

Master Company No. [ ]

______________________________________________________________________

If you have created a "master" Chart of Accounts which you wish to use
as a starting template each time you set up a new company, this is the
opportunity to copy that Chart of Accounts to the new company. (NOTE:
A master Chart of Accounts should not contain any data. Any data
contained in a master will be duplicated in the copy). If you wish to
copy a Master Chart of Accounts answer "Y" and supply the Master
Company Number. (If you do not copy a Master Chart of Accounts you
will be able to setup the new company's Chart of Accounts the first
time you access the new company).

7. COMPANY CONTROL FILE SETTINGS

Use this function to maintain or change the static data regarding the

Page -32-

Linux General Ledger Company Maintenance

company you are working on. Information in this file is the same as
was entered when the company was set up or when the file was last
changed. (See the New Company Set Up section for a full explanation
of the data in the Control File). You will need to change this file
whenever any of the data in the file becomes out of date or is
otherwise needs changing. The procedure for maintaining the Control
File is the same as explained in the section on setting up new
companies.

Select number seven, "COMPANY CONTROL FILE SETTINGS." from the main
General Ledger menu. Then follow the on-screen instructions. After
making your changes answer YES (Y) to the "SAVE CHANGED RECORD?"
question if you want to save the changes. If you answer NO (N), the
changes will be disregarded and the file will be returned to its
original state.

Why Change the Control File?

The most frequent reason for changing this file is to reset the
Current Accounting Period or the Last Period Closed. Also, after
closing the Accounting Year you will need reset the dates in this
file. You may open, close, reopen, and re-close a period as many
times as necessary. Thus, if you find that you need to make entries,
or run reports for periods that have already been closed, no problem!
Just note, as a reminder to yourself, that the period is reopened by
reseting the Current Period in the Control File. Do whatever is
needed and then reset the Current Period back to the previously open
period.

CAUTION: If you reopen a period, don't forget to run option number
eleven, "11. CLOSE PERIODS" from the main menu again. This is the
function that actually closes the Monthly Transaction File and posts
it to the General Ledger net transaction file for the period. It also
posts the monthly transactions to a year-to-date file. See the
discussion of this function in the section of this manual dealing with
"REPORTING FUNCTIONS".

Page -33-

Linux General Ledger PERIOD ACTIVITY INQUIRY

REPORTING FUNCTIONS

8. PERIOD ACTIVITY INQUIRY

The PERIOD ACTIVITY INQUIRY function is used to view the activity
posted to an account either during the Current Period or for the Year-
to-Date. This allows an instant snapshot of activity in any account.
This report if available only on the screen. If you want to print a
hard copy use the PRINT TRIAL BALANCE option.

To enter the PERIOD ACTIVITY INQUIRY function enter 7 on the Main Menu
and press ENTER. The following screen will appear;

______________________________________________________________________

L I N U X G E N E R A L L E D G E R

P E R I O D A C T I V I T Y I N Q U I R Y
______________________________________________________________________

1. SUMMARIZE THIS PERIOD ACTIVITY

2. SUMMARIZE YEAR-TO-DATE ACTIVITY

ENTER CHOICE OR (F6) TO END [ ]

______________________________________________________________________

Select number 1 to view a detailed summary of activity posted for a
select period only. Select number 2 to view a summary of detailed
activity posted throughout the year.

Next, you will be asked to enter the Accounting Period for the report,
or simply press ENTER to take the default period, which is the same as
the Current Period in the Control File.

PREPARE REPORT FOR END OF PERIOD NUMBER [ ]
(DEFAULT IS CURRENT ACCOUNTING PERIOD NUMBER 1)

When you have selected the Accounting Period through which the report
is to be prepared enter the account number you wish to review;

ENTER ACCOUNT NUMBER FOR REPORT OR F6 TO END [ ]

When you have entered a valid account number the following screen will
appear:

Page -34-

Linux General Ledger PERIOD ACTIVITY INQUIRY

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
P E R I O D A C T I V I T Y I N Q U I R Y
______________________________________________________________________

1. SORT AND PRINT BY CHECK/REFERENCE NUMBER

2. SORT AND PRINT BY DATE

3. EDIT LIST - NO SORT

ENTER CHOICE OR (F6) TO END [ ]

______________________________________________________________________

These are the methods available to sort the transactions in each
account before printing.

1. SORT AND PRINT BY CHECK/REFERENCE NUMBER -- If you select this
option all entries will be sorted for each account
by Reference Number or, in the case of Cash
Disbursements, in Check Number order.

2. SORT AND PRINT BY DATE -- As the name implies, all entries will
be sorted in date order.

3. EDIT LIST - NO SORT -- The EDIT LIST is in the same order as the
entries were made in each journal, i.e., not
sorted. This is the same report you received if
you selected to print a report at the time the
entries were made in the journal functions.

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Linux General Ledger PRINT TRIAL BALANCES

9. PRINT TRIAL BALANCES

The PRINT TRIAL BALANCES function is used to prepare the Trial Balance
before closing a period. The Trial Balance should be used to review
all entries for correctness and as an audit trail for the details of
the activity for the period. You should print a Trial Balance for
each accounting period before closing the period.

After a period is closed you must use the Year-to-Date Trial Balance
function to see the detailed activity for previously closed periods
through the current period.

To enter the PRINT TRIAL BALANCES function enter 8 on the Main Menu
and press ENTER. The following screen will appear;

______________________________________________________________________
L I N U X G E N E R A L L E D G E R

T R I A L B A L A N C E R E P O R T S
______________________________________________________________________

1. PRINT PERIOD ENDING DETAIL TRIAL BALANCE

2. PRINT YEAR-TO-DATE DETAIL TRIAL BALANCE

3. PRINT YEAR-TO-DATE SUMMARY TRIAL BALANCE

ENTER CHOICE OR (F6) TO END

______________________________________________________________________

Select the type of Trial Balance report you want to prepare. Note
that both the Period (Monthly) and the Year-to-Date reports may be
prepared showing all entry Detail under each account while the Summary
Trial Balance is only Year-To-Date.

The Summary report will not show individual entries under each account
but will show only the totals for the account's activity for each
period. The Detailed Trial Balance will list each transaction entered
under an account as well as the totals for that account for each
period.

When you have selected the type of report you want the following
screen will appear:

PREPARE REPORT FOR END OF PERIOD NUMBER [ ]
(DEFAULT IS CURRENT ACCOUNTING PERIOD NUMBER 1)

Enter the last Accounting Period which is to be included in the
report. (Enter 12 if the report is to be for the full year).

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Linux General Ledger PRINT TRIAL BALANCES

Next, you may select either a range of accounts to report on or all
accounts.

______________________________________________________________________
L I N U X G E N E R A L L E D G E R

T R I A L B A L A N C E R E P O R T S
______________________________________________________________________

YOU MAY EITHER SELECT A LIMITED RANGE OF ACCOUNT NUMBERS TO
PRINT OR PRINT ALL ACCOUNT NUMBERS IN THE CHART OF ACCOUNTS.

PRINT ONLY A LIMITED RANGE OF ACCOUNT NUMBERS? (Y/N) [ ]

______________________________________________________________________

Since a Trial Balance may be very lengthy you may wish to select only
certain account numbers to print. This is useful for examining the
activity in only certain accounts or for printing a supporting
document to go with other reports.

If you enter Yes (Y) you will be asked the following questions:

ENTER FIRST ACCOUNT NUMBER TO PRINT [ ]
ENTER LAST ACCOUNT NUMBER TO PRINT [ ]

Enter the starting and ending number of the accounts you wish to
print. If you want only one account, enter that number in each field.

Next you must decide if you want a Hard Copy or to store the report in
a file for later printing or viewing.

PRINT HARD COPY (Y/N) "Y or N"

If you answer Yes (Y) the report will be printed on the default system
printer. If you answer No (N) you will be asked to supply the file
name into which the report is to be deposited:

ENTER STORAGE FILE NAME [ ]
(DEFAULT IS "rpts.d/prddtl_tb.PP.CC")

You may enter a file name of your choice or simply press Enter to
accept the default file name. The default file name, in this case
"prddtl_tb" indicates this is the Period Detail Trial Balance. "PP"
is the Current Period number and "CC" is the Current Company number.
Similarly, the root default name for the Year-to-Date reports are,
"ytddtl_tb" and "ytdsum_tb" or the Detailed and Summary reports
respectively.)

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Linux General Ledger PRINT TRIAL BALANCES

A NOTE ABOUT THE DETAILED TRIAL BALANCES

If you elect to prepare either the Period or Year-To-Date Detailed
Trial Balance the following screen will appear and you must declare
the order in which you want the transactions sorted before printing.

1. SORT AND PRINT BY CHECK/REFERENCE NUMBER

2. SORT AND PRINT BY DATE

3. EDIT LIST - NO SORT

ENTER CHOICE OR (F6) TO END [ ]

This is the same set of sorting options explained in the previous
section on Period Activity Inquiry. See that section if you need
specific explanations and instructions.

After the report is printed you will receive a message stating the
file name and location of the report, or a message that it was sent to
the system printer.

Page -38-

Linux General Ledger PRINT FINANCIAL REPORTS

10. PRINT FINANCIAL REPORTS

The PRINT FINANCIAL REPORTS function is used to print both pre-
formatted Income Statements and Balance Sheets, as well as Custom
Reports designed by you. Select from the following menu options the
type of report you wish to prepare.

______________________________________________________________________
L I N U X G E N E R A L L E D G E R

F I N A N C I A L R E P O R T S M E N U
______________________________________________________________________

1. STANDARD BALANCE SHEET

2. STANDARD INCOME STATEMENT

3. CUSTOM REPORTS

ENTER CHOICE OR (F6) TO END

______________________________________________________________________

10.1 STANDARD (Pre-Formatted) REPORTS

The pre-formatted reports (Standard Balance Sheet and Standard Income
Statement) are formatted and prepared by the General Ledger program
and can not be altered by the operator.

If you want to control what account numbers print on the report, and
in what order they are presented, you must first design and build a
Custom Report Format (using Main Menu option number 10) and then
request to run the Custom Report from option 3, CUSTOM REPORTS, on the
above menu. See the next section for how to build Custom Reports.

The key determining what appears on either the Standard Balance Sheet
or the Standard Income Statement is the Account Type you specified
when you originally set up the account number in the Chart of
Accounts. If the account type is, "A", "L", or "O", the account data
will print on the Balance Sheet. If the Account Type is, "R", or "E",
the account data will print on the Income Statement. If the Account
Type is "S" or "T" it will not print at all.

Accounts which print in the Asset Section normally have a debit
balance. Thus, if an asset account has a debit balance, no sign will
print before the amount. If an account in the Asset section has a
credit balance it will print with a minus sign.

Balances which are NOT Normal Balances will print with a preceding
minus sign. i.e., if the accounts normal balance is debit, but it is
currently holding a credit balance, it will print with a minus sign.
If the same account is holding a debit balance (its Normal Balance) it

Page -39-

Linux General Ledger PRINT FINANCIAL REPORTS

will not print with a minus sign. The opposite is true if the Normal
Balance is a credit. Accounts with a Normal Balance print without any
sign on both the Standard Balance Sheet and Standard Income Statement.

If you select the Standard Balance Sheet the net income or loss for
the period covered will be automatically calculated and print on the
Balance Sheet in the Equity section on a line entitled "Current
Earnings", (or "Current Loss"). If the amount is a loss (debit
amount) it will print with a preceding minus sign. If it is a profit
(credit amount) it will print with no sign.

If you select either the Standard Balance Sheet or Standard Income
Statement you will be asked to answer the questions on the following
menu before printing the reports.

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
R U N S T A N D A R D R E P O R T S
______________________________________________________________________

PREPARE REPORT FOR END OF PERIOD NUMBER [ ]
(DEFAULT IS CURRENT ACCOUNTING PERIOD NUMBER 'PP')

INCLUDE UNCLOSED MONTHLY TRANSACTIONS FOR PERIOD 'PP'? (Y/N) [ ]

PREPARE YTD INCOME STATEMENT TO END OF PERIOD 'PP'? (Y/N) [ ]

PRINT TIME & DATE OF REPORT RUN? (Y/N) [ ]
PRINT ACCOUNT NUMBERS? (Y/N) [ ]
VIEW REPORT ON SCREEN? (Y/N) [ ]
PRINT HARD COPY? (Y/N) [ ]

______________________________________________________________________

Select the Accounting Period for which the report is to be prepared.
If you leave this field blank the report period will default to the
Current Period (represented above by 'PP') as set in the Company
Control File.

"INCLUDE UNCLOSED MONTHLY TRANSACTIONS FOR PERIOD 'PP'? (Y/N)" --
"Unclosed" refers to transactions which have been journalized from a
batch of journal entries and posted to a Monthly Transaction File, but
the Monthly Transaction File has not been closed by using choice
number, "11. CLOSE PERIODS CB N", on the Main Menu. Normally, if
there are any earlier periods which have not been closed, or which
have been reopened and not closed again, you will want to answer Yes
(Y) to this question to have those transactions included in the
report. If you answer No (N), any amounts still in Monthly
Transaction Files will not be included in the report.

"PREPARE YTD INCOME STATEMENT TO END OF PERIOD 'PP'? (Y/N) [ ]" --
This question pertains only to the Standard Income Statement. If you

Page -40-

Linux General Ledger PRINT FINANCIAL REPORTS

have requested a Balance Sheet this question will not appear since the
Balance Sheet is always a year-to-date report. Answering Yes (Y) to
this question will cause the amounts in the Income Statement to
represent the totals for the Year-to-Date amounts for each account.
If you answer No (N), the amounts in the report will be only for the
Accounting Period you selected for the Income Statement. (i.e., a
monthly Income Statement as opposed to a year-to-date Income
Statement).

"PRINT TIME & DATE OF REPORT RUN? (Y/N) -- " A Yes (Y) answer will
cause the report heading to include the time and date of printing of
the report. The time and date is taken from the system time and date.

"PRINT ACCOUNT NUMBERS? (Y/N) -- " Normally account numbers are not
printed on the standard reports. This question allows you to include
printing of account numbers on reports. If you answer Yes (Y) to this
question the number of each account on the report will also print.

"VIEW REPORT ON SCREEN? (Y/N) -- " If you answer Yes (Y) you will
immediately see the report on the screen and will not be asked if you
wish to print a Hard Copy.

"PRINT HARD COPY (Y/N) -- " This question determines where the
report will be printed. If you answer Yes (Y) the report will be
printed on the default system printer. If you answer No (N) you may
specify a file name into which the report will print or, take the
default file name.

The default file name for the Standard Balance Sheet is;
"std_bal.PP.CC"
The default file name for the Standard Income Statement is;
"std_inc.PP.CC"
Where "PP" is the Accounting Period and "CC" the Company Number.

10.2 CUSTOM REPORTS

Use this option to print reports you have designed in the "FORMAT
CUSTOM REPORTS" function of the Main Menu. (See the next section for
instructions on formatting custom reports).

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
R U N C U S T O M R E P O R T S
______________________________________________________________________

ENTER REPORT FORMAT NAME: [ ]

INCLUDE UNCLOSED MONTHLY TRANSACTIONS FOR PERIODS? (Y/N)[ ]

______________________________________________________________________

Page -41-

Linux General Ledger PRINT FINANCIAL REPORTS

When you select to run a Custom Report you will be asked to supply the
"Report Format Name". This is the name you gave the report's Format
when you designed the Format and, it is the name under which the
Format is stored on the disk.

You will also be asked if you want to include any unclosed transaction
from the Monthly Transaction File(s) for the period the report covers.
You will not be asked the Accounting Periods the report covers since
these were specified when you designed the Format.

Lastly, you will be asked the usual question about printing the report
to a disk file or the system printer. If you select a disk file and
take the default name the report will appear in the report directory
under the following name:
"cust_rpt.PP.CC"
where "PP" is the Current Period, and "CC" is the Company Number.

If you enter a file name for storing the report, do not enter a
directory path name. Enter only the file name as all reports must be
stored in the default Report Directory as defined in the Control File.

Page -42-

Linux General Ledger FORMAT CUSTOM REPORTS

11. FORMAT CUSTOM REPORTS

The FORMAT CUSTOM REPORTS function (Option number 10 on the Main Menu)
is used to design and format custom financial reports. During the
formatting of the reports you will be able to specify such things as,
what Account Numbers print on what lines, the periods used to
calculate the amounts, consolidation of a group of accounts onto one
line, the appearance of the report, and much more.

Don't confuse a report's 'Format' with the actual Report itself. The
Format for the report simply tells the computer HOW to prepare the
report to make it look the way you want it to look and to contain the
data you want. The Report that is produced from the Format contains
the actual data, in the order and style you asked for.

Each Format must have a unique name. However, any report can contain
the same information or have the same layout as another report.

The following sections describe in detail how to build a report
format. Although it may look daunting at first, once you get the hang
of it it is an extremely simple process.

First, a word of caution. There is a natural tendency to want to
start designing the report immediately on the keyboard. But, the key
to ease in building a report is to have the design penciled out before
you begin. First, design the appearance of the report on paper, or
copy the layout of a report you already are using in your manual
bookkeeping system.

Next, complete the Linux General Ledger, "REPORT FORMAT WORK SHEET" to
lay out the design in the manner required to format the report. A
printable version of this "REPORT FORMAT WORK SHEET", is included with
the Linux General Ledger distribution package. Print and copy this
form. Use it when you design a Report Format! It will make your task
much easier and shorter.

Parts of The Report Format

The Report Format has two main parts.

1. The Report Format Head - When you design the Report Head you
must specify the title of the Format, the number of
columns in the report, how to print the amounts, and
whether the columns contain data for the Current,
Prior, or Budget Year. Or, you may want to put
percentages or variance in a column. You must also
specify the accounting periods to be included in each
column. The "REPORT FORMAT WORK SHEET", will help you
organize these items in an orderly manner.

2. The Report Format Line Definitions - The lines in the report are
where the data stored in the Accounts is presented.

Page -43-

Linux General Ledger FORMAT CUSTOM REPORTS

Each line in the report format gets a line number.
This line number does not print on the final report; it
is used only for working on the Format. On each line
you must specify the line's "Type", text for the line,
what totals and subtotals are to include the amount on
the line, and a Calculation Flag.

Once the Report Format has been defined and stored on disk, you then
can run the report as many times as desired. Report Formats can be
changed, viewed, deleted, or printed.

Building a Custom Report Format

From the Main Menu select option, "10. FORMAT CUSTOM REPORTS" to
access the Custom Report generator functions. The following screen
will appear:

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
F O R M A T C U S T O M R E P O R T S
M A I N M E N U
______________________________________________________________________

1. CREATE OR CHANGE REPORT FORMAT

2. COPY EXISTING REPORT FORMAT

3. DELETE EXISTING REPORT FORMAT

4. RENUMBER REPORT FORMAT

5. PRINT REPORT FORMAT

ENTER CHOICE OR (F6) TO END [ ]

______________________________________________________________________

11.1 CREATE OR CHANGE REPORT FORMAT

Select option number 1 to either CREATE a new format or to CHANGE an
existing report format.

You will be asked to enter the name of the Report Format you wish to
access. (This is the file name under which the Report Format is
stored on the disk). If you enter the name of an existing report you
will be guided to the Change Report function. If you are changing an
existing report you will have the choice of proceeding directly to
either the Report Header Data or the Report Lines section. We will
limit our discussion here to building a new report since, when you

Page -44-

Linux General Ledger FORMAT CUSTOM REPORTS

have mastered building a report, you will also know how to change one.

Page -45-

Linux General Ledger FORMAT CUSTOM REPORTS

If you enter a report name that does not exist (a new format name) the
following message will appear and you can start building a new report.

______________________________________________________________________

THE "XXXXXX" FILE DOES NOT EXIST.

A NEW REPORT HEADER FILE WILL BE CREATED
IF YOU CONTINUE TO THE NEXT SCREEN.

DO YOU WISH TO CONTINUE (Y/N)? [ ]

______________________________________________________________________

Answer Yes (Y) to proceed to the formatting process for the Report
Format Head.

11.1.1 FORMATTING THE REPORT HEAD

The first step in the process is to build the Report Format Head.
Following is the screen for formatting the Report Format Head. Enter
the data items from the, "REPORT FORMAT WORK SHEET" which you
completed before attempting to build the Custom Report.

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
C U S T O M R E P O R T H E A D D A T A
______________________________________________________________________
REPORT FORMAT FILE NAME: XXXXXX
1. FULL REPORT FORMAT NAME: [ ]

2. NUMBER OF AMOUNT COLS USED IN REPORT (Max 4) [ ]

3. MONEY AMOUNT FORMAT [ ] (P,D,H,T)

COLUMN SPECIFICATIONS (C,B,P,%,-)
COL. 1 COL. 2 COL. 3 COL. 4
4. COLUMN TYPE [ ] [ ] [ ] [ ]

5. PERIODS [ ] - [ ] [ ] - [ ] [ ] - [ ] [ ] - [ ]
From - Thru From - Thru From - Thru From - Thru

PRESS F6 TO END

______________________________________________________________________

REPORT FORMAT FILE NAME -- This is the name (or number) under which
the report will be stored on your disk (file_name).

Page -46-

Linux General Ledger FORMAT CUSTOM REPORTS

This is also the name you will enter when you run the
Custom Report generator.

1. FULL REPORT FORMAT NAME -- (Max 30 Char.) This is the long name
that you assign to the Report Format. This name does
not print any place except on the Report Format itself
and is solely for your reference. So, pick a long name
that means something to you and put it here.

2. NUMBER OF AMOUNT COLS USED IN REPORT (Max 4) The number of amount
printing columns used in the report. Each report may
have up to 4 columns of data (plus the text column).
Amounts from the accounts for the period specified will
appear in these columns.

3. MONEY AMOUNT FORMAT (P,D,H,T) -- How do you want the amounts to
be printed? If you want to show exact amounts, down to
the Penny, enter "P". For rounded dollars enter "D",
for rounded hundreds of dollars enter "H", and "T" for
rounded thousands.

4. COLUMN TYPE -- The TYPE of a column tells the Custom Report
generator what type of data is to be placed in the
column. This is determined by the "COLUMN
SPECIFICATION" for each column, explained below.

COLUMN SPECIFICATIONS (C,B,P,%,-) -- These codes are
used for determining what periods will appear in each
column. The number of columns specified in field
number two above, "Number of Amount Columns Used", will
determine how many columns are available here for
entry. (In this tutorial we show all four columns as
being available).

COL. 1 COL. 2 COL. 3 COL. 4
4. TYPE [ ] [ ] [ ] [ ]

On line 4., in the field under each column, enter
either a C,P,B,%, or "-".

"C" - This indicates that this column is to contain
amount data from the Current Year.

"P" - This indicates that this column is to contain
amount data from the Prior Year.

"B" - This indicates that this column is to contain
amount data from the Budget Year.

"%" - This indicates that this column is to contain
percentages based on a 100% line in another column.
After specifying the column in which the percentages
are to print you must also designate the column which

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Linux General Ledger FORMAT CUSTOM REPORTS

contains the 100% line on which the percentages are to
be calculated by answering the following question:

CALCULATE PERCENT OF WHICH COLUMN NUMBER? [ ]

(Example; You might wish to have 'Total Sales' for the
Current year as the 100% amount upon which the other
percentages are based. Assume column one contains the
Current year amounts. Since you want the 'Total Sales'
for the Current year to represent the 100% amount you
would enter the number "1", in the above question. If
column two contained the Current year amounts you would
enter the number "2". Then, each line in the Current
year column of the report will have its percentage of
Current year Total Sales printed in the percent column.
(Note: there can only be one 100% line in a report.
Also, if you designate a column as a percentage column
but do not designate a 100% line, the report generator
will not complete the report. You will need to add a
100% line before the report can be printed.)

"-" - The minus sign indicates that this column is to
contain amounts calculated by subtracting the amount in
one column from the amount in another column. i.e.,
Variance from one column to the next. (Example:
Current Year column - Budget Year column = Budget
Variance column). You will be asked to specify which
column's amounts are to be subtracted from which other
column's amounts.

5. COLUMN PERIODS CB N -- Next, for columns with either Current,
Prior, or Budget Amounts, you must declare range of
periods for which you want an amount calculated and
printed in each column. You will be presented with the
following line on the screen to enter the periods for
each column.

PERIODS [ ] - [ ] [ ] - [ ] [ ] - [ ] [ ] - [ ]
From - Thru From - Thru From - Thru From - Thru

For example, if you wanted the first column to contain
data for Accounting Period 6 only you would enter 6 in
both the From and Thru fields. If you want the first
quarter in column one, enter 1 in the From field and 3
in the Thru field. The complete year would be From 1
thru 12. Do this for each amount column.

When you have completed all the required fields for defining the
Custom Report Head, press <F6>. You will be asked if you want to
proceed to the Report Line Definitions. If you answer No (N) the
Report Head will be saved on disk and you may return to the Custom
Report Line Definitions at a later time. If you answer Yes (Y) the
Report Head will be saved and you will be automatically forwarded to

Page -48-

Linux General Ledger FORMAT CUSTOM REPORTS

the Line Definition starting screen.

11.1.2 FORMAT CUSTOM REPORT LINES

In this section you may specify what is to print on each line. Upon
entering the Line Formatting section the following screen will appear:

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
F O R M A T C U S T O M R E P O R T L I N E S

F1-ADD F2-CHANGE F3-DELETE F4-VIEW F5-PRINT F6-END
______________________________________________________________________
REPORT FORMAT FILE NAME: XXXXXXXXX

______________________________________________________________________

The REPORT FORMAT FILE NAME is the name under which the Report Format
is stored on the disk and is automatically filled in on this screen.

As with all Linux General Ledger screens, the standard function key
assignments are used.

F1-ADD F2-CHANGE F3-DELETE F4-VIEW F5-PRINT F6-END

"F1-ADD" is used to add new lines to the Report Format. Use "F2 -
CHANGE" to change an existing report line, F3 to delete, F4 to scroll
through the lines in the Report Format, and F5 to print a screen
snapshot of a Line definition. As always, pressing F6 will always end
the current task and take you back to the previous level.

Each of the Function Keys on this menu work the same way as on the
Chart of Accounts Maintenance menu with which you should already be
familiar. Therefore, we will not discuss the use of these Function
Keys here except for the procedure in adding new Report Format Lines.

In order to start defining lines in the report press "F1-ADD". The
following Line Definition Screen will then appear:

Page -49-

Linux General Ledger FORMAT CUSTOM REPORTS

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
F O R M A T C U S T O M R E P O R T L I N E S

** ADD FUNCTION PRESS F6 TO END:
______________________________________________________________________
REPORT FORMAT FILE NAME: junk
REPORT LINE NUMBER: [ ]
LINE TYPE: [ ]
1. LINE TEXT: [ ]
2. CALCULATION FLAG: [ ]

______________________________________________________________________

REPORT LINE NUMBER: - Each line of the Report Format must have a
line number. Line numbers may be from 1 to 999, and
need not be consecutive numbers. (i.e., numbering by
10, 2, 5, or any other sequence is permitted). The
REPORT LINE NUMBERs must, however, be in the order in
which you want the report lines printed. (That is,
line number 5 will print after line 4 and before line
6). A feature is provided on the Custom Report Menu to
automatically renumber lines in the format.

LINE TYPE: - The Line Type determines what happens on this line in
the report when it is generated. Line Types may be a
number from 1 through 11 and, 22 or 23. As you enter
the Line Type number, a definition of that Line Type
number will appear to the right of the number for your
reference. Each of these line types and what it does
is discussed below.

1. PRINT EACH ACCOUNT Title and its appropriate
amount in each column, depending on the Column
Type definition. You will be able to specify up
to 25 account numbers to print for each Line Type
1. When entering the account numbers to print if
you wish to stop before the limit of 25 is
reached just press <F6> on a blank account number
field. When changing a line if you wish to
delete an account number press the DEL key. Each
of these accounts and their amounts will print on
a separate line in the final report. You must
also specify the Calculation Flag appropriate to
this Line. Calculation Flags are discussed
below. They determine the relationship of this
line to subtotals.

2. ACCUMULATE ACCOUNT AMOUNTS into one sum for this
line and print in appropriate columns. For this

Page -50-

Linux General Ledger FORMAT CUSTOM REPORTS

Line Type you will be asked to supply the
descriptive Line Text which is to print on the
final report on this line. You will be able to
specify up to 25 account numbers to be
consolidated into one amount for each Line Type 2
or 22. When entering the account numbers to
consolidate if you wish to stop before the limit
of 25 is reached just press <F6> on a blank
account number field. When changing a line if
you wish to delete an account number press the
DEL key. You must also specify the Calculation
Flag appropriate to this Line.

3. A SUBTOTAL goes on this line. You will be asked
which subtotal number this is. Subtotals may be
numbered from 1 through a maximum of 26 per
report. For this Line Type you will be asked to
supply the descriptive text which is to print on
the final report on this line. You must also
specify the Calculation Flag appropriate to this
Line.

4. This line is a TEXT ONLY line. No amounts will
print in the Amount Columns. For this Line Type
you will be asked to supply the descriptive text
which is to print on the final report on this
line. The text will print left justified in the
text column.

5. This is also a TEXT ONLY line. However, the text
you enter on this line will be automatically
centered on the entire page width.

6. UNDERLINE the amount columns. At this line a
single underline will be placed in each amount
column.

7. DOUBLE UNDERLINE the amount columns. At this
line a double underline will be placed in each
amount column.

8. LEAVE A BLANK LINE at this place in the report.
(Use for cosmetic spacing).

9. Print AUTOMATIC COLUMN HEADINGS. The headings
that print in the amount columns will be
automatically generated depending on the
definition of the column. If the column is for
Current Year the heading will be, "Cur Prd X -
Y", for Previous Year the heading will be, "Prev
Prd X - Y". Other possible headings are,
"Budget", "Pcnt of Col X", or "Variance". Note:
These column headings will be printed on the
final report at the same line position specified

Page -51-

Linux General Ledger FORMAT CUSTOM REPORTS

in the Report Format. Thus, if you want the
column headings to be at the top of the page,
this Line Type should be specified in the Report
Format with the lowest starting Line Number.

10. PRINT TEXT IN COLUMNS 1 - 4. This allows you to
specify text that will print in each amount
column. You may specify different text for each
column. Text is limited to 10 spaces in each
column. Multiple text lines may be entered. As
with Automatic Column Headings, these text lines
will appear on the final report in the numerical
Line Number order.

11. PRINT A PAGE BREAK. This will cause a new page
to begin after this line in the final report.

Two special line types are provided to eliminate the
printing of a minus sign (-) before credit amounts.
These are:

22. This is the same as line type 2 (described above)
except that consolidated amounts which would
normally print with a prepended minus sign (e.g.,
credit amounts) will print with no leading sign.

23. This is the same as line type 3 subtotal except
that subtotal amounts which would normally print
with a prepended minus sign will print with no
leading sign.

LINE TEXT: - Enter the text you wish to appear on the line in the
text column.

CALCULATION FLAG: - Calculation flags control the sub-totaling and
percent calculation in the final report. Calculation
Flags pertain only to Line Types one through three, and
22 and 23. The three possible options (1 through 3)
for Calculation Flags are:

1. DO NOT INCLUDE IN ANY SUBTOTAL. When used with
either a Line Type one or two (or 22), or a
Subtotal line, (3 or 23), the amounts for this
line will be printed on the final report but WILL
NOT be included in any subtotal in the report.

2. INCLUDE THESE AMOUNTS IN SUBTOTAL NUMBER [ ].
When used with either a Line Type one or two (or
22), or a Subtotal line, the amounts for this
line will be printed on the final report and WILL
BE included in a later subtotal in the final
report. You must specify the number of the
subtotal to include these amounts. This is the

Page -52-

Linux General Ledger FORMAT CUSTOM REPORTS

same number of the subtotal you will specify when
you define the subtotal line in the Report
Format. You may have up to 26 Subtotals in a
report (no distinction is made between a subtotal
and a final total).

3. SUBTOTAL OR ACCOUNT AMOUNT WHICH IS THE 100% LINE
in the final report. The amount on this line, in
the column for which subtotals are calculated,
will be the 100% amount. This 100% amount may be
either a Line Type one or two amount, or a
Subtotal amount. Although it is possible to
define more than one 100% line in a Report
Format, it does not make sense to do so. The
percentages will always be calculated based on
the first 100% line.

Page -53-

Linux General Ledger FORMAT CUSTOM REPORTS

11.2 COPY EXISTING REPORT FORMAT

With this menu option you may copy an existing Report Format to a new
name. Formats can be copied from one company number to another and
the name can be changed at copy time. This is useful in creating new
Report Formats if you have a master Report Format which can be used or
modified, rather than creating an entirly new Format.

After selecting this option you will be asked to enter the name of the
Existing Report Format to be copied to the New Report Format. Enter
the name of the report format to copy and press Enter. Then, in the
next field, enter the number of the company to copy from. If the
company number is only one character, press Enter.

The following warning will be presented next.

********** WARNING **********
IF AN EXISTING FORMAT HAS THE SAME NAME AS THE NEW
FORMAT NAME YOU WILL ENTER IN THE NEXT STEP, IT WILL
BE DELETED AND REPLACED WITH THIS NEW FORMAT COPY !!!

ARE YOU SURE YOU WANT TO CONTINUE (Y/N)?

This warning simply reminds you that you can overwrite an existing
file name. Enter YES (Y) to continue with the copy process. Entering
NO (N) will terminate the copy process.

After answering "Y" to the above question, enter the new name for the
Report Format Copy in the first field and the number of the company to
receive the new format copy in the next field. If the company number
is only one character, press Enter.

11.3 DELETE EXISTING REPORT FORMAT

Use this selection to delete a Report Format. You will be asked to
enter the name of the Format to delete two times. After doing so, if
you confirm by answering YES (Y) the Report Format you named will be
deleted.

11.4 RENUMBER REPORT FORMAT

As Report Formats are modified the line numbers eventually need to be
restated. Some lines will have been deleted and other new lines
added. This makes it difficult to know where to insert new lines or,
in a long Report Format, difficult to find specific lines. This
option will renumber all the lines in the Report Format.

Page -54-

Linux General Ledger FORMAT CUSTOM REPORTS

You may state the increment which is to be used to renumber the lines.
The default is to renumber the lines starting with number 1 and
counting consecutively. However, you may specify any increment you
wish. (Tip - Leave enough space between line numbers to easily insert
new lines without the need to renumber the format.)

11.5 PRINT REPORT FORMAT

This option allows you to print the Report Format on either the
default system printer or to a disk file.

Page -55-

Linux General Ledger CLOSE PERIODS

12. CLOSE PERIODS

The CLOSE PERIODS option (number 12 on the Main Menu) is used to close
each Accounting Period. Since Accounting Periods can be reopened as
many times as needed, they can also be closed as many times as needed.

The process that occurs when an Accounting Period is closed is to
remove the period's transaction files and place their data into a
year-to-date detailed transaction file. If you have not yet posted
the Recurring Journal Entries for this period you will have an option
to do so at this time. The process also allows the automatic
advancement of the Current Period to the next period number.

When you select "11. CLOSE PERIODS" from the Main Menu the following
screen will appear:

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
P E R I O D C L O S I N G

**** PRESS (F6) TO EXIT PERIOD CLOSING AT ANY TIME. ****
______________________________________________________________________

REQUEST TO CLOSE ACCOUNTING PERIOD NUMBER [ ]
(DEFAULT IS CURRENT ACCOUNTING PERIOD NUMBER 3)

______________________________________________________________________

NOTE: THE PERIOD CLOSING FUNCTION CAN BE ABORTED AT ANY TIME BEFORE
COMPLETION BY PRESSING <F6>.

The default period to close is the period number set in the Control
File (Period 3 in the above example). However, you may close any
period by entering that period's number rather than taking the default
period.

If no transaction file exists for the period you select an error
message will appear. The reason no transaction file exists for a
period is either because no entries have been made in the journals for
the period and then posted or, the transactions are in the journals
but have not yet been posted to the monthly transaction file. If this
error occurs correct the condition and try again.

If the Recurring Journal Entries have not yet been posted for this
period the following message will appear and you may proceed to post
these entries from this screen.

Page -56-

Linux General Ledger CLOSE PERIODS

______________________________________________________________________
THE RECURRING JOURNAL ENTRIES FOR PERIOD 3
HAVE NOT BEEN POSTED TO THE DETAIL TRANSACTION FILE.

THEY CAN NOT BE INCLUDED IN THE AMOUNTS CLOSED
TO THE GENERAL LEDGER UNTIL THEY ARE POSTED.

DO YOU WISH TO HAVE THESE POSTED AT THIS TIME? (Y/N)
______________________________________________________________________

Answer YES (Y) to proceed with posting the Recurring Journal Entries.
Answer NO (N) if you wish to continue closing the period without
posting the Recurring Journal Entries.

If the Recurring Journal Entries have already been posted for this
period a warning message will appear and you will have the choice of
either posting them an additional time or not. (Note: There is no
limit on the number of times Recurring Journal Entries can be posted
in any given Accounting Period).

The next screen will ask if you wish to proceed with closing. If you
answer YES the following message will appear:

______________________________________________________________________

ACCOUNTING PERIOD 3 WILL BE CLOSED.
PROCEEDING WITH CLOSING OF PERIOD 3...

THE PERIOD 3 DETAIL TRANSACTION FILE, " data.d/mtrn_fil.3.1 "
WILL BE DELETED AFTER ALL GENERAL LEDGER ACCOUNTS HAVE BEEN
UPDATED WITH THE PERIOD 3 TRANSACTION DETAILS.

THE PERIOD 3 TRANSACTIONS WILL BE SAVED IN A YEAR-TO-DATE
HISTORY FILE NAMED," data.d/00ytd_fil.1 ".

** CONTINUE WITH PERIOD CLOSING? (Y/N)

______________________________________________________________________

This message advises you of the process that will occur if you
continue with the Period Closing. All the Period's transactions
details will be moved from the Monthly Transaction File to a Year-To-
Date file. In the above example the Monthly File is for Period 3 and
the Year-To-Date file (00ytd_fil.1) is for the 2000 fiscal year for
Company 1. The Fiscal Year and Company Number are obtained from the
setting in the Control File.

If you answer YES (Y) the following screen will be the final warning
and step before actually closing the period.

Page -57-

Linux General Ledger CLOSE PERIODS

______________________________________________________________________
PROCEEDING WITH CLOSING OF PERIOD 3...

PERIOD 3 WILL BE CLOSED IF YOU ANSWER "Y" TO THE NEXT QUESTION.

ARE YOU SURE YOU WANT TO CLOSE THIS PERIOD? (Y/N)
______________________________________________________________________

If you answer YES (Y) the period will be closed and the following
screen will appear.

______________________________________________________________________

CURRENT ACCOUNTING PERIOD 3 IS NOW CLOSED.

DO YOU WANT TO ADVANCE THE CURRENT PERIOD IN THE
CONTROL FILE FOR COMPANY 3 TO PERIOD 4 (Y/N)?

______________________________________________________________________

The period is now closed. The program will automatically reset the
Current Accounting Period in the Control File to the next period if
you answer YES (Y) to this question. This saves you the trouble of
doing this step manually and also helps avoid forgetting to advance
the Current Accounting Period after it is closed. (To reopen a period
go to the Company Control File and reset the Current Accounting
Period. If you wish to !!make journal entries to a previously closed
period without resetting the Control File you may do so by simply
stating the period for the entries when opening the Journal Entries
program).

Page -58-

Linux General Ledger CLOSE YEAR

13. CLOSE YEAR

The CLOSE YEAR option (number 13 on the Main Menu) is used to close
each Accounting Year. ONCE THE YEAR HAS BEEN CLOSED IT CAN NOT BE
REOPENED! Be sure this is what you want before entering this
function.

Before closing the year you must post the profit (or loss) to the
Profit/Loss Account and enter an equal offset amount in the Profit
Offset Account. The Profit/Loss Offset Account must be an Account
Type of "C". See the Control file for a reminder of these account
numbers.

If you are recording a profit the correct entry would be to credit the
Profit/Loss Account and debit the Profit/Loss Offset Account. If you
are recording a loss the correct entry would be to debit the
Profit/Loss Account and credit the Profit/Loss Offset Account. Make
these entries through the Generl Ledger for period 12. Then post the
ledger and close Period 12 again. You are then ready to proceed with
the Year End Closing.

You will not be able to close the year if any Journal Files remain
unposted. And, you will not be able to close the year if any Monthly
Transaction Files have not been closed through the Period Closing
routine.

Selecting "12. CLOSE YEAR" from the Main Menu will bring up the
following screen:

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
Y E A R E N D C L O S I N G

IF YOU PROCEED THE CURRENT YEAR WILL BE CLOSED.

CURRENT YEAR NET TRANSACTIONS FOR EACH PERIOD WILL BE MOVED
TO THE PRIOR YEAR COLUMN ON EACH GENERAL LEDGER ACCOUNT.
THE OLD PRIOR YEAR OPENING BALANCE AND ALL
PRIOR YEAR NET AMOUNTS WILL BE PERMANENTLY REMOVED.

A NEW CURRENT YEAR OPENING BALANCE WILL BE COMPUTED AND
ENTERED FOR EACH BALANCE SHEET ACCOUNT AND THE OLD CURRENT YEAR
OPENING BALANCE WILL BECOME THE PRIOR YEAR OPENING BALANCE.

* ! W A R N I N G ! *
BEFORE PROCEEDING WITH THIS CLOSING YOU SHOULD MAKE A COMPLETE BACK-UP
OF ALL FILES IN THE THE DATA DIRECTORY, (data.d), IN CASE YOU WISH TO
RETURN TO THE PRE-CLOSING CONDITIONS.

DO YOU WISH TO PROCEED WITH THE CLOSING? (Y/N)

______________________________________________________________________

Page -59-

Linux General Ledger CLOSE YEAR

This screen gives a detailed explanation of what happens at Year End
Closing and is self-explanatory.

**************

The most important aspect of this step in Year End Closing is the
warning to create a complete back-up of your data files before closing
the year. The only way you can ever access this year's data after
closing is if you have a back-up set of files to use in restoring the
year's data.
**************

Answering YES (Y) to the question to proceed will produce the
following screen:

______________________________________________________________________

A COPY OF THE CURRENT CHART OF ACCOUNTS WILL BE STORED IN THE REPORTS
DIRECTORY UNDER THE NAME OF "oldcoa_hist". ( rpts.d/oldcoa_hist ).

WHEN YOU ARE SURE THAT YOU WILL NOT NEED TO RESTORE THE OLD ACCOUNT
DATA, YOU MAY REMOVE THIS FILE.

ARE YOU SURE YOU WISH TO CONTINUE? (Y/N)

______________________________________________________________________

The "oldcoa_hist" file will contain all the data for each account's
Current, Prior, and Budget columns' net transactions for each of the
current 12 periods. It will not contain transaction details. This
file will be stored in your default report directory (in this example,
"rpts.d"). This is the same detail you see when printing a Detailed
Chart of Accounts. Only the Year-To-Date Detailed Transaction File
created in the Close Period function will contain each individual
transaction journalized and posted during the year and it will be
renamed and saved when the year is closed. (One more reason to make a
complete back-up before proceeding).

Answer YES (Y) to proceed to the next step. If you have not yet
posted all the journals and closed all the periods the following error
message will appear (assuming the Cash Disbursement Journal has not
been posted).

Page -60-

Linux General Ledger CLOSE YEAR

______________________________________________________________________

L I N U X G E N E R A L L E D G E R

PRESS ANY KEY TO CONTINUE...

##### ####### ####### ######
# # # # # # #
# # # # # #
##### # # # ######
# # # # #
# # # # # #
##### # ####### #

THE CASH DISBURSEMENTS JOURNAL FOR PERIOD NUMBER 3 HAS NOT BEEN POSTED.

THERE MAY ALSO BE OTHER JOURNALS OR PERIODS WHICH HAVE NOT BEEN CLOSED.

ALL JOURNALS MUST BE POSTED AND ALL PERIODS MUST BE CLOSED BEFORE
THE YEAR END MAY BE CLOSED.

USE OPTION NUMBER 3 ON THE JOURNAL MENU, "POST JOURNAL", AND THEN
OPTION NUMBER 11 ON THE MAIN MENU, "CLOSE PERIODS", TO POST
AND CLOSE ALL OPEN PERIODS BEFORE ATTEMPTING TO CLOSE THE YEAR.
______________________________________________________________________

In this example the Cash Disbursement Journal for Period 3 has not
been posted (and therefore Period 3 has not been closed). You must
correct the error condition by posting the Cash Disbursement Journal
for Period 3 and then close Period 3 before the year can be closed.
Any other unposted journals or open periods must be closed before the
year can be closed. Pressing any key will return you to the Main Menu
where you can access the Cash Disbursement Journal function.

Once the error condition is corrected and you return through the Close
Year option or, if you do not have an error condition on the first
try, the Year End Closing will continue. You will be asked two more
times to confirm that you wish to close the year.

If you complete the closing the following screen will appear advising
you that the closing was successful:

Page -61-

Linux General Ledger CLOSE YEAR

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
Y E A R E N D C L O S I N G

PRESS ANY KEY TO CONTINUE...

THE ACCOUNTING YEAR HAS BEEN CLOSED.

CURRENT YEAR NET TRANSACTIONS FOR EACH PERIOD HAVE BEEN
MOVED TO THE PRIOR YEAR COLUMN ON EACH GENERAL LEDGER ACCOUNT.
THE OLD PRIOR YEAR OPENING BALANCE AND ALL
PRIOR YEAR NET AMOUNTS HAVE BEEN REMOVED.

A NEW CURRENT YEAR OPENING BALANCE HAS BEEN COMPUTED AND
ENTERED FOR EACH BALANCE SHEET ACCOUNT AND THE OLD CURRENT YEAR
OPENING BALANCE HAS NOW BECOME THE PRIOR YEAR OPENING BALANCE.

THE OLD YEAR-TO-DATE TRANSACTION FILE, "data.d/00ytd_fil.1"
HAS BEEN SAVED AND RENAMED TO "data.d/old00ytd_fil.1".

* ! N O T E ! *
DON'T FORGET TO RESET ALL DATES IN THE COMPANY CONTROL FILE.

______________________________________________________________________

The Current Fiscal Year is now closed. All the Accounts in the Chart
of Accounts have been updated to reflect the year end closing. In
this example the current Year-To-Date file, "00ytd_fil.1" for fiscal
year 2000, for Company 1, has been saved under a new name,
"old00ytd_fil.1" in the "data.d" directory.

After completing the Year End Closing you should go to the Company
control file and reset the Fiscal Year End date, The Last Period
Closed, and the Current Accounting Period. Use option number 6 on the
Main Menu to accomplish this.

Page -62-

Linux General Ledger EXPORT TO POSTGRES

14. EXPORT TO POSTGRES

This function allows you to export data from the Linux General Ledger
into a Postgres database. You may export either the entire chart of
accounts data or the year-to-date transaction file. Once in the
Postgres database you may manipulate the data through Postgres' SQL
comands. The data in the Linux General Ledger files remains
unaffected and completely seperate from the Postgres files.

Before you can export to Postgres the Postgres database must be
operating and the Postmaster must be running. See the Postgres set-up
documentation for the correct proceedure to accomplish this.

The export function will first create a Postgres database named
"lgldb", and then export the data you have selected into that data
base. If a "lgldb" database already exists it will be deleted before
the new data is copied into the database, thus the process completely
renews (creates a new) "lgldb" every time. So, if you wish to save
any chages you have made in the "lgldb" database since the last
export, you must rename the database from "lgldb" and save it under a
different name.

If you select number 14 from the Main Menu the following screen will
appear:

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
P O S T G R E S I N T E R F A C E

______________________________________________________________________

THIS PROCEEDURE WILL CREATE POSTGRESQL TABLES CONTAINING
DATA EXTRACTED FROM THE LINUX GENERAL LEDGER CHART OF
ACCOUNTS AND THE YEAR-TO-DATE TRANSACTION FILES. THE
TABLES CREATED WILL BE STORED IN A DATABASE NAMED,
"lgldb" AND CAN BE ACCESSED USING POSTGRES COMMANDS.

SELECT THE TYPE OF TABLE TO CREATE:

1. TABLE CONTAINING CHART OF ACCOUNTS
2. TABLE CONTAINING YEAR-TO-DATE TRANSACIONS

ENTER CHOICE OR (F6) TO END

______________________________________________________________________

You may now chose which database to create. If you select number 1.
TABLE CONTAINING CHART OF ACCOUNTS, the database will be created and
the following screen will advise you of successful completion of the
process:

Page -63-

Linux General Ledger EXPORT TO POSTGRES

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
P O S T G R E S I N T E R F A C E

______________________________________________________________________

PRESS ANY KEY TO CONTINUE...

OLD DATABASE 'lgldb' DELETED

NEW DATABASE 'lgldb' CREATED

CONNECTION TO 'lgldb' SUCCESSFUL

CREATE TABLE 'lglcoa' SUCCESSFUL

COPY 'gloutfile.txt' to 'lglcoa' SUCCESSFUL

CONNECTION TO 'lgldb' FINISHED

______________________________________________________________________

If you selected number 2 to export the Year-To-Date Transaction file,
the following screen will present the results:

______________________________________________________________________

L I N U X G E N E R A L L E D G E R
P O S T G R E S I N T E R F A C E

______________________________________________________________________

PRESS ANY KEY TO CONTINUE...

CONNECTION TO 'lgldb' SUCCESSFUL

CREATE TABLE 'lgltrans' SUCCESSFUL

COPY 'ytdtransfile.txt' to 'lgltrans' SUCCESSFUL

CONNECTION TO 'lgldb' FINISHED

______________________________________________________________________

If the Year-To-Date transaction file is not available you will receive
the following error message:

Page -64-

Linux General Ledger EXPORT TO POSTGRES

______________________________________________________________________

YEAR-TO-DATE TRANSACTION FILE FOR COMPANY NUMBER
99 DOES NOT EXIST.
DATABASE CAN NOT BE CREATED FOR COMPANY NUMBER 99.

______________________________________________________________________

If Postgres is not running you will receive messages telling you that
Postgres is not available.

15. CHANGE OPERATOR OR COMPANY

Option number 13 on the Main Menu allows you to change the Current
Company worked on by this Operator. The operator name can not be
changed in this function.

Select number 13 on the Main Menu and the following screen will
appear:

______________________________________________________________________
L I N U X G E N E R A L L E D G E R
O P E R A T O R M A I N T E N A N C E
CHANGE FIELD NO.
** CHANGE FUNCTION PRESS F6 TO END:
______________________________________________________________________

Operator Number 1

1. Current Company [ 1]

Operator Name Bill Clinton

______________________________________________________________________

Enter field number "1" if you wish to change company.

The new number must be a valid Company Number or else you will not be
allowed to continue. If the Company Number is not valid you will have
the option to either re-enter a valid number or exit the General
Ledger program.

Page -65-