Add/Edit Entities/Departments


This selection is an important part of the payroll set-up, enabling interfacing with general ledger. In this screen you will define your Entities, Departments, and their G/L Periods. This option is found on the Entities & Cost Centers Set-Up sub-menu in Payroll or the Initial Set-Up sub-menu in General Ledger. NOTE: Each entity must first be entered in the Address Master.

This screen is shown condensed.

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1) ENTER THE ENTITY NUMBER (???=SEARCH) > <

ENTITY

The entity is the first part of the 3-part general ledger account numbers. The second part is the department which is also defined in this screen, and the third is the account, which is set-up in the Add/Edit Chart of Accounts screen. Enter a unique identification code for each entity which will be utilized. Valid codes are 2 characters in length. Examples: 01 02 03 If the ID already exists, the information will be displayed, allowing you to edit from the MODIFICATIONS prompt.

POST TO CLOSED PERIOD

Enter Y if you wish to enable the capability to post transactions to a closed period. Enter N to disable the capability.

ADDRESS MASTER ID

The entity must reside in the Address Master. Simply enter the ID at this prompt. If unknown, enter ??? and RETURN, then enter characters in the company or last name to search on and select from the cross-reference list displayed. If no entity exists, you may enter the entity by typing the word NEW from the option line on which the word NEW appears. When an ID is entered, the entity name and address is automatically displayed. NOTE: If the name or address is changed in the Address Master record, the information will not automatically change in this screen. Editing may be done from the Modifications prompt.

A/R REFERENCE WINDOW

Enter Y to expand the reference window in the Add/Edit Receivable Invoices screen to 11 lines for a word processing editing environment. Enter N for line-by-line editing. Advantage: Editing in a word processing environment allows you to move the cursor anywhere within the description field for editing, while line-by-line allows editing on the line where the cursor is currently residing only.

FED ID

Enter the Federal Tax Number for this entity.

TIME BILLING TYPE

Enter a time billing type code (if interfacing with SYSPAC Time Billing). Valid types are: A (accountant), C (claims), J (job costing), L (lawyer), S (service) These type codes control the terminology used in the various entry screens.

SLOGAN

Enter your company slogan (optional). This slogan will appear at the bottom of time billing invoices, if applicable.

BANK ACCT ID

Enter the bank account ID which will be used as a default, defined through Add/Edit Banks (if applicable).

DEPARTMENTS/PERIODS

For this part of the screen, you will define the departments for this entity and their corresponding beginning and ending period dates for general ledger purposes. These are not the same departments that are entered in the Add/Edit Locations screen that are only cross-referenced in the Cost Centers screen.

DEPT

Enter a unique identification code for each department. Valid entries are 2 characters which will be the second part of the 3-part general ledger account numbers. Examples: 01 02 03 You may enter any number of departments. When finished, press the RETURN key to exit this multi-value field.

DESCRIPTION

Enter a brief description of the department. Example: SALES

FISCAL PERIOD

Enter the beginning date of the fiscal period. The valid date format is YEAR-MONTH Example: 92-01 for Jan, 1992. Next, enter the number of fiscal periods for Jan, 1992.

CALENDAR PERIOD

Enter the beginning date of the calendar period, which corresponds with the fiscal period. The valid date format is YEAR-MONTH Example: 92-01 for Jan, 1992. The following prompt will appear:

DO YOU WISH TO AUTOMATICALLY GENERATE FISCAL CALENDAR

Enter a Y to automatically generate the fiscal calendar, or enter an N to enter the dates in manually. If Y, the following prompt will appear:

ENTER ENDING CALENDAR PERIOD FOR AUTOMATIC GENERATION (YY-MM)

Enter the ending calendar period in the following format: 92-01 for Jan, 1992.   The starting and ending dates will be automatically calculated.

CLSD

An N flag indicates the period has been closed.

INVOICE REMARKS

For this part of the screen, you will enter any remarks to be included on invoices. Entry is optional.

This field places you in word processing mode. Text entries are limited only by the available space on the invoice. Refer to the section entitled Word Processing Mode in the Preface for entry and editing instructions.