• Setup, maintain, and modify fiscal calendars
• Recalculate GL Balances
• Close period and year
• Archive and Purge transactions
• Expand GL account structure

Pro 7.4 Enhancements for Fiscal Calendar, Closing and Archiving 

 

Enhancement                                                                   Implementation Impact

=========================                                 =================

• Fiscal Calendar Maintenance                        Major Design Change
• Recalculate GL Account Balances                New Feature in SM
• Close Period/Year                                          Major Design Change
• Period Close without Exclusive Access        Feature Enhancement
• Account Structure Expansion                        Major Design Change

Fiscal Calendar maintenance in Pro 7.4 was redesigned to remove restrictions and allow the structure of existing calendars to be modified.

A new feature, Recalculate GL Account Balances, was added to System Manager in order to complement design changes to fiscal calendar maintenance and allow users to verify GL account balances.

The Close Period/Year features were redesigned in order to break the processing into three separate routines involving period or year end updates, archiving transactions, and purging transactions.

The Close Period feature was enhanced to allow applications except for GL and JC to be closed without requiring exclusive access.

Account structure setup and maintenance was redesigned to support an expanded account structure of 36 characters on all screens and reports and a user defined account structure of 90 characters.

Fiscal Calendar Maintenance

 Pro 7.3 Fiscal Calendar Setup and Maintenance

1. When you create a Pro Series company, you are required to setup a fiscal calendar for the current fiscal year. Fiscal calendars for the previous and next fiscal years are automatically created using the structure and information from the current fiscal year when it is saved.

Example: Fiscal year runs from January to December and the company is created in December 2005.

Current fiscal year:     2005    (Created by the user)

Previous fiscal year:   2004    (Automatically created from current fiscal year)

Next fiscal year:         2006    (Automatically created from current fiscal year)

1. The result is that all three fiscal calendars have the same structure and you cannot change their structure once they are created.
2. The maximum number of periods for a fiscal year is 13.
3. You are not allowed to create any other fiscal calendars.
4. Posting is restricted to the three year posting window composed of the current, previous, and next fiscal years.
5. When you close a fiscal year, the three year posting window is maintained in the following manner.

a)     The previous fiscal year is removed from the 3 year posting window. Its periods are permanently locked and you can no longer post to them.

b)    The current fiscal year becomes the previous fiscal year.

c)    The next fiscal year becomes the current fiscal year.

d)     A new fiscal calendar is created for the next fiscal year.

Example: Close year 2005 and you get the following 4 fiscal calendars.

2004      Previous fiscal year outside the 3 year posting window

2005      Previous fiscal year inside the 3 year posting window

2006      Current fiscal year

2007      Next fiscal year

 

1. The only way to modify a fiscal calendar is to close a fiscal year early. For example, if your fiscal year runs from January to December, and you close fiscal year 2005 at the end of September, you are required to modify the fiscal calendar for the year 2006. After the close, however, you are not allowed to post to any periods in year 2005 because its structure differs from the structure of the current year fiscal calendar.

Example:

Fiscal calendar has 12 periods and runs from January to December:

2004    Previous fiscal year

2005    Current fiscal year

2006    Next fiscal year

Year 2005 is closed at the end of period 9 and the fiscal calendar is modified for year 2006. This results in the following four fiscal calendars.

2004      Previous fiscal year outside the posting window

2005      Previous fiscal year outside the posting window

2006      Current fiscal year with modified structure

2007      Next fiscal year with same structure as year 2006

1. Every account in the Pro Series GL Balances file contains a record for every period in every fiscal calendar. When you modify the structure of a fiscal calendar, information in the GL balances file is updated to reflect the fiscal calendar structure changes. The processing listed below occurs in Pro 7.3 when a fiscal calendar is modified.

a)     Balance file records for periods in the modified fiscal calendar are deleted, rebuild, and updated with fiscal year beginning balance amounts.

b)    Postings to periods in the modified fiscal calendar are reclassified. For example, if there is a posting to period 12 in fiscal year 2005 and that period no longer exists, the posting is reclassified to its corresponding period in fiscal year 2006.

 

Pro 7.4 Fiscal Calendar Setup and Maintenance

1. When you create a Pro Series company, you are required to setup a fiscal calendar for the current year just as is done in Pro 7.3.
2. Unlike Pro 7.3, when you save the current year’s calendar, you get the following dialog:

Create previous and next years with the same structure of current year’s fiscal calendar?

Yes                    No

If you answer “Yes”, the calendars for the previous and next years are created automatically using the structure and information from the current year’s calendar.

If you answer “No”, you are allowed to manually create calendars for the previous and next years with their own unique structure.

Example: Fiscal year runs from January to December and the company is created in December 2005.

Current fiscal year:     2005    (Created by the user)

Previous fiscal year:   2004    (Can be automatically created or manually entered by the user with a unique structure)

Next fiscal year:         2006    (Can be automatically created or manually entered by the user with a unique structure)

1. Unlike Pro 7.3, users are allowed  in Pro 7.4 to setup fiscal calendars with their own unique structure.
2. The maximum number of periods in Pro 7.3 is 13. The maximum number of periods in Pro 7.4 is 365. Note on the Pro 7.4 fiscal calendar screen that the period information scrolls in a grid at the bottom of the screen to accommodate 365 information for 365 periods.
3. In Pro 7.3 and Pro 7.4, users are required to setup three fiscal calendars when a company is created. However, in Pro 7.4, once a company is created, the fiscal calendar maintenance feature can be used to setup an unlimited number of future year fiscal calendars, as long as they are added in succession.

Example:
Current fiscal year:     2005    (Created by the user)

Previous fiscal year:   2004    (Can be automatically created or manually entered by the user with a unique structure)

Next fiscal year:         2006    (Can be automatically created or manually entered by the user with a unique structure)

Future fiscal year:       2007    (Can be created by the user)

Future fiscal year:       2008    (Can be created by the user)

Future fiscal year:       2009    (Can be created by the user)     …unlimited…..

Note: When you add a fiscal calendar, records are created in the GL Balances table. For each account, a record is created for every period in the new fiscal calendar. If a company has 100 accounts and there are 12 periods in the new fiscal calendar, then 1200 records are created in the GL Balances table. The new records are updated with fiscal year beginning balance amounts carried forward from the previous year. That is why fiscal calendars must be added in succession.

1. Users can delete a future fiscal year as long as it is outside the three year posting window, it is the last fiscal year setup for the company, and it does not have any postings. In the example above:

a)     Users would not be allowed to delete the current fiscal year 2005, the previous fiscal year 2004, or the next fiscal year 2006.

b)    They could delete the future fiscal year 2009 as long as it did not have any postings.

c)     They could then delete the future fiscal year 2008 as long as it did not have any postings.

d)    They could then delete the future fiscal year 2007 as long as it did not have any postings.

Note: When you delete a fiscal calendar, records are deleted in the GL Balances table. For each account, a record is deleted for every period in the fiscal calendar being removed. If a company has 100 accounts and there are 12 periods in the fiscal calendar being removed, then 1200 records are deleted in the GL Balances table. The last fiscal year setup for a company must always be the one that is deleted, otherwise there could be gaps in the fiscal year beginning balance amounts which are rippled through balance file records.

1. In Pro 7.3, when you close a fiscal year such as 2005, the previous fiscal year 2004 is removed from the three year posting window by flagging all its periods as permanently locked. In Pro 7.4, this no longer happens. Users are allowed to keep periods in previous fiscal years open and post to them for as long as they wish. A new column was added to the fiscal calendar maintenance feature in Pro 7.4 to allow users to have complete control over the lock status of periods in their fiscal calendar.

Pro 7.3

Closed             Locked          Period

=====            =====            =====

x                      x                      1

x                      x                       2

x                      x                       3

x                      x                       4

x                                               5

x                                               6

7

8

 

• Users can lock a period which prevents any more postings.
• If they want to post to a locked period again, they can simply return to the fiscal calendar maintenance screen and unlock it.
• The system controls the permanent lock status of a period which it uses to remove fiscal periods from the three year posting window.

Pro 7.4

Closed             Locked          Perm.Lock           Period

=====            =====            ========          =====

x                      x                         x                        1

x                      x                         x                        2

x                      x                                                   3

x                      x                                                   4

x                                                                           5

x                                                                           6

7

8

• Users can lock a period which prevents any more postings.
• If they want to post to a locked period again, they can simply return to the fiscal calendar maintenance screen and unlock it.
• The user controls which periods are permanently locked. Once a period is permanently locked, it cannot be reopened.
• Modify Fiscal Calendar

Pro 7.3

a)     The only way to modify a fiscal calendar is to close the year for the GL application when the current period is not the last period in the fiscal year.

b)    For example, there are 12 periods in your fiscal year and you close the period and year for the GL application when the current period is 9. You will get the following dialog.

The current period, 09/2005, is not the last period in the current fiscal year. Continue to close the year?

<Proceed>                       <Cancel>

c)     If you proceed, you will get the alert message shown below informing you that you must modify the Fiscal Calendar for the new fiscal year.

 

Modifying the Fiscal Calendar 

Because you are closing the year before the last fiscal period, you must modify the Fiscal Calendar for the new fiscal year.

WARNING: The fiscal year end date, fiscal period end dates, and number of fiscal periods in the year cannot be changed after you save them.

Pro 7.4

a)     The logic used to modify a fiscal calendar has been removed from the fiscal year closing feature.
b)    Users are not be allowed to close a fiscal year unless the current period is the last period in the fiscal year. For example, if you attempt to close the year in period 9 for a company using a 12 period calendar, you will get the following alert message.

The current period, 009/2005, is not the last period in the current fiscal year. If you want to close the fiscal year in

this period, you will need to modify the company’s fiscal calendar for the year 2005 in the Fiscal Calendar Maintenance feature under ‘Maintain/Companies’ in this application.

c)     In Pro 7.4, you must use the fiscal calendar maintenance feature to modify a company’s fiscal calendar.

d)    There is a new button at the top of the maintenance screen labeled “Modify Stru.” that is used to modify the structure of a fiscal calendar.

e)     There are restrictions to the use of the new modify structure feature.

• Previous Years: You cannot modify the structure of a previous year fiscal calendar because previous fiscal years are closed.
• Current Year: You can modify the structure of a current year fiscal calendar but only for periods which occur after the current period.
  • Example 1: The current period is 9 and there are 12 periods in the current fiscal year. You can modify the fiscal calendar, but you can only change the structure and period information for periods that occur after period 9.
  • Example 2: The current period is 9, there are 12 periods in the current fiscal year, and you want to close the year in period 9. In this case, you would modify the structure of the fiscal calendar and change the number of periods in the header of the fiscal calendar from 12 to 9. The existing periods after period 9 would be automatically removed from the calendar, allowing you to close the fiscal year.
  • Future Years: You can modify the structure of  future year fiscal calendars.

f)     When you click on the “Modify Stru.” button, you get the following alert message:

If you modify a fiscal calendar, balance file records for all your General Ledger accounts will have to be rebuilt and journal entries may have to be reclassified to periods in the modified fiscal calendar. This could take some time depending on the number of GL accounts and fiscal calendar years that are setup for this company. If you proceed, exclusive access to Pro Series is required. No one will be allowed to login until the process has completed.

 

IMPORTANT: Before modifying your company’s fiscal calendar, you should have made a complete backup of your company’s system and accounting data files. It is also recommended that you Recalculate GL Account Balances to make sure there are no discrepancies with balance amounts in your GL account balances file. After you have modified your company’s fiscal calendar, Recalculate GL Account Balances again to verify there are no discrepancies.           <Proceed>                        <Cancel>

Note: The Recalculate GL Account Balances feature is new to System Manager. It is discussed below.

g)    If the user selects “Proceed” and exclusive access cannot be acquired by the system, the following alert will appear. An attempt to obtain exclusive access to Pro Series has failed because other users are in the product.
h)    If exclusive access is acquired, you are allowed to modify the structure of the fiscal calendar in the following manner.

• Change the end date of the fiscal calendar.
• Change the number of periods.
• Change the end date of each period.
• Note that you cannot change the being date of the fiscal calendar because that would leave a gap between the end of the previous year fiscal calendar and the begin date of the fiscal calendar being modified.

i)      When you save your changes, you are presented with a dialog allowing you to output processing message to the screen or a file.

j)      The same processing which occurs in Pro 7.3 when a fiscal calendar is modified also occurs in Pro 7.4 when a fiscal calendar is modified.

• Balance file records for periods in the modified fiscal calendar are deleted, rebuild, and updated with fiscal year beginning balance amounts.
• Postings to periods in the modified fiscal calendar are reclassified. For example, if there is a posting to period 12 in fiscal year 2005 and that period no longer exists, the posting is reclassified to its corresponding period in fiscal year 2006.
• Conversion Issue

All fields in Pro Series 7.4 which hold a period value or year/period value were expanded in size by 1 character and padded with a zero to support 365 periods.

Pro 7.3

Field                            Length                         Sample Values

==========             =========               ===========

Period                          2 characters                 01

12

Year/Period                 6 characters                 200501

200512

 

Pro 7.4

Field                            Length                         Sample Values

==========             =========               ===========

Period                          3 characters                 001

012

365

 

Year/Period                 7 characters                 2005001

2005012

2005365

 

See the spreadsheet “Pro 7.4 conversion list.xls” for a complete list of fields which are converted when Pro 7.4 is installed over an existing Pro Series installation.

Recalculate GL Account Balances

 

Pro 7.3  Check Balances – Fix Balances

Pro Series has a toolbox feature used by dealers for development and testing. The toolbox consists of a set of program which perform handy chores such as comparing files, moving an installation to a new folder, or moving data between VFP and SQL. The Pro 7.3 toolbox has two programs, one to check for GL account balance discrepancies, and the other to fix GL account balance discrepancies. Both programs are executed from the Pro Tools menu shown above.

 

Pro 7.4 Recalculate GL Account Balances

In Pro 7.4, the Pro Tools routines to Check and Fix Balances have been combined into a single new feature in the System Manager application called Recalculate GL Account Balances.

1. The option grid for the Recalculate GL Account Balances feature contains five options.

a)     Update Records: The default is “No” which is used when you just want to report discrepancies. If you change this option to “Yes”, discrepancies will be reported and fixed.

b)    Product Report: This option allows you to print or display the report.

c)     Company ID: You must supply a valid company ID.

d)    Beginning Fiscal: This is the starting fiscal year for the recalculation process. If you enter a value for this option such as 2005, fiscal years prior to 2005 will not be included in the recalculation process. It is a time saving option for a company that has a number of previous fiscal years that are permanently closed and do not need to be included in the recalculation process.

e)     Message file: This is the name of the message output file.

1. The Recalculation feature is used to correct balance amounts in the GL balance table GLBALS. Shown below is a screen shot of the balance file records for the company 99 account 11010-000-0000-0000000-00000-000000. Note that there are 36 records, one for each period in the fiscal years 2003, 2004, and 2005.
2. Below is a list of fields in the Balance File relevant to the recalculation process.

 

Field                   Description
=======           ==============================

Glacnt                GL account number

Yearprd              Year period combination (YYYYPPP)

Fybgbal              Fiscal Year Beginning Balance

Ptddr                  Period to date debits

Ptdcr                  Period to date credits

Ytddr                  Year to date debits

Ytdcr                  Year to date credits

Yeclose              Year end close

1. The Recalculation routine performs a number of validations.

a)     Checks for blanks

• The GL Balance table is checked for records with a blank account number.
• If the update option is set to “Yes”, the records with a blank account number are deleted.

b)    Checks for duplicates

• The GL Balance table is checked for duplicate records, that is records with the same account number and year/period.
• If the update option is set to “Yes”, the duplicate records are deleted.

c)     Checks for missing records

• The GL Balance table is checked for missing records. For each account, there must be one record for each year/period setup in the company’s fiscal calendar.
• If the update option is set to “Yes”, missing records are added to the GL Balance table.

d)    Checks for unbalanced records

• The detail transaction table GLDENT is checked for unbalanced batches by summing the debits and credits for each batch.
• Unbalanced batches are reported but not corrected, even if the update option is set to “Yes”.

e)     Checks posting amounts

• Posting amounts in the GL transaction file are calculated and used to verify period to date debits, period to date credits, and year end closing amounts in the GL balance file.
• If the update option is set to “Yes”, discrepancies to period to date debits, period to date credits, and year end closing amounts in the GL balance file are updated.

f)     Checks YTD amount

• This procedure steps through the GL balance file, starting with the first period in each fiscal year, and calculates year to date debit and credit amounts.
• If the update option is set to “Yes”, discrepancies are updated.

g)    Checks fiscal year beginning balance amounts

• This procedure steps through the GL balance file and makes sure the ending balance of one period is the same as the fiscal year beginning balance of the next period.
• If the update option is set to “Yes”, discrepancies are updated.

h)    Checks file totals

1)    The following values are summed in the GL Balances file.

• fiscal year beginning balance (Fybgbal)
• ptd debits (Ptddr)
• ptd credits (Ptdyr)
• ytd debits (Ytddr)
• ytd credits (Ytdcr)
• year end close (Yeclose)

2)    The following values are summed in the detail journal entry file GLDENT.

• debits (Glamnt)
• credits (Glamnt)

3)    Totals are reported but not corrected, even if the update option is set to “Yes”.

Close Period/Year

 

Pro 7.3 Close Period/Year

In Pro 7.3, closing the period or year is time consuming because you are required to select each application, one at a time, to close them. The actual close process involves:

1. Performing period or year end updates.
2. Moving transactions to history.
3. If selected, purging transactions from history.

 

Pro 7.4 Close Period/Year Design Changes

1. The period and year end close features in the System Manager application have a new interface designed to simplify and automate the process of closing applications.
2. Users are allowed to select multiple applications associated with a single company to be closed as a group.
3. Information from the user required to close each selected application is gathered up front at the start of the closing process.
4. Once the actual process of closing applications begins, it does not require additional user input to complete.
5. The time consuming tasks of moving transactions to history and deleting transactions from history were removed from the period/year close process.
6. A separate feature named “Archive Transactions” was created in the System Manager application to allow users to move transactions to history.
7. A separate feature named “Purge Transactions from Archive” was created in the System Manager application to allow users to delete transactions from history.
8. The old tables for customer, vendor, and item history are no longer used. They were replaced with the new tables ARCSUM, APVSUM, and ICISUM which hold separate records for each year/period.
9. Users have the option to calculate customer, vendor, and item history after closing the period or wait until a later time to calculate history using a new feature in System Manager named “Recalculate History”.
10. Except for reports in the Job Cost application, the option for “File to Use” (Current/History/Both) was removed from the option grid of all reports.
11. Information is selected for reports using a date range option that was added to any affected report that did not already have one.
12. The Payroll application, which is closed at the end of each quarter, is the only Pro Series application not affected by these modifications. There are separate menu items in System Manager to close the Payroll Quarter and close the Payroll Quarter and Year.

 

Pro 7.3 Menu Options:

Close Period

Close Period                                         (Update, Move, and Purge)

Close Period and Year                           (Update, Move, and Purge)

 

Pro 7.4 Menu Options:

Close Period

Close Period                                         (Update)

Close Period and Year                           (Update)

————————————-

Close Payroll Quarter                            (Update, Move, and Purge)

Close Payroll Quarter and Year             (Update, Move, and Purge)

 

Archive Transactions                                        (Move)

 

Purge Transactions from Archive                       (Purge)

 

Pro 7.4 Close Period/Year

 

 

                                                     Close Period Screen

 

1. Only applications which can be closed are listed on this screen.
2. You can select one or any number of applications to be closed at the same time.
3. There are two columns to the right of the screen for the last period close date and the last year close date. Both dates are tracked in Pro 7.4 through the use of a new system table SYAPMNT.
4. When the OK button is pressed, a preprocessing routine is executed which presents the user with the processing dialogs associated with each selected application. For example, the user is asked if they want to print reports for the AR application.
5. When the preprocessing routine has completed, the user is presented with the following dialog:

 

Are you ready to close period for the selected applications?

Yes      No

If “Yes” is selected, the user is asked to select a destination for the period close log.

1. Selecting a destination for the log file starts the period close process which runs uninterrupted until it is complete.
2. At the end of the close process, the user is presented with a list of the applications that were closed.

Applications Closed for Company 99:

• Accounts Payable
• Accounts Receivable
• General Ledger (The current fiscal period is now 004/2004)
• Inventory Control
• Job Cost
• Purchase Orders
• Order Entry

 

Pro 7.4 Archive Transactions

             Archive Transaction Screen

Only applications which can be archived are listed on this screen.

1. You can select one or any number of applications to archive at the same time.
2. The user is allowed to enter an archive cutoff date as long as it is earlier than the first day of the current fiscal period.
3. There are two columns to the right of the screen for the last archive date and the last purge date. Both dates are tracked in Pro 7.4 through the use of a new system table SYAPMNT.
4. When the OK button is pressed, a preprocessing routine is executed which presents the user with the processing dialogs associated with each selected application. For example, the user is asked if they want to save invoice notes and memos.
5. When the preprocessing routine has completed, the user is presented with the following dialog:

Are you ready to archive transactions for the selected applications?

Yes      No

1. If “Yes” is selected, the archive process beings and runs uninterrupted until it is complete.
2. At the end of the archive process, the user is presented with a list of the applications that were archived.

Applications Archived for Company 99:

• Accounts Payable
• Accounts Receivable
• Inventory Control
• Production Entry
• Purchase Orders
• Order Entry
• Bills of Lading
• Work Orders

Pro 7.4 Purge Transactions from Archive

Purge Transactions from History Screen

 

1. Only applications which can purge transactions are listed on this screen.
2. You can select one or any number of applications to purge at the same time.
3. The user is allowed to enter a deletion cutoff date as long as it is earlier than the first day of the current fiscal period.
4. There are two columns to the right of the screen for the last archive date and the last purge date. Both dates are tracked in Pro 7.4 through the use of a new system table SYAPMNT.
5. When the OK button is pressed, the user is asked to enter a delete password.
6. If a valid password is entered, the user is presented with the following dialog:

 

Are you ready to purge transactions from archive for the selected applications?

Yes                  No

•  If “Yes” is selected, the purge process beings and runs uninterrupted until it is complete.

1. At the end of the purge process, the user is presented with a list of the applications that were purged.

 

Applications Purged for Company 99:

• Accounts Payable
• Accounts Receivable
• Inventory Control
• Production Entry
• Purchase Orders
• Order Entry
• Bills of Lading
• Work Orders

 

Close Period/Year Conversion Issues

In Pro 7.3, when you close the period, open invoices, orders, and payables are left in the current table and copied to the history table. Records left in the current table are flagged to indicate that there is also a duplicate record in history.

In Pro 7.4, moving information to history is handled by a separate archive feature which is executed at the discretion of the user. Open invoices, orders, and payable are not copied to history during the archive process. They remain in current tables until they are closed and archived by the user.

To support this new design, the Pro 7.4 conversion program removes all duplicate records from the following history tables.

 

•  APYMST        AP History Master
• ARYMST        AR History Master
• ARYTRN        AR History Transaction
• SOYMST        SO History Master
• SOYTRN        SO History Transaction
• POYMST        PO History Master
• POYTRN        PO History Transaction

See the spreadsheet “Pro 7.4 conversion list.xls” for a complete list of fields which are converted when Pro 7.4 is installed over an existing Pro Series installation.

Period Close without Exclusive Access

The period and year end close features were enhanced in Pro 7.4 to allow users to close all the applications associated with a company from a single interface. The closing process was also simplified by creating separate features to archive and purge transactions. You were still required, however, to have exclusive access to all applications being closed.

Since the period close process was reduced to just a few updates in all applications except GL and JC, a decision was made to lift the exclusive access requirement for the AP, PO, AR, SO, and IC applications.

 

1. Users are allowed to work in the AP, PO, AR, SO, and IC applications while they are being closed because the period close program was modified to acquire just the table and record locks required to close the application.
2. The period close feature still requires exclusive access to the GL and JC applications while they are being closed.

a)     The period close process for the GL application moves and deletes records, so exclusive access is required.

b)    The period close process for the JC applications updates period to date and year to date fields in numerous tables, so it is not practical to lock all the tables individually.

3. The year end close process still requires exclusive access to all applications while they are being closed.
4. The period and year end close programs were modified to check for active users before acquiring exclusive access to an application. Prior to this modification, users would get an error when an attempt to lock a table or record was unsuccessful.
5. The output log file was expanded to include processing messages for all applications instead of just messages associated with closing the GL application.

Account Structure Expansion

                               Pro 7.3 GL Account Structure Maintenance Screen

In Pro 7.3, the maximum account length is 24 with a maximum of 6 segments.

                             Pro 7.4 GL Account Structure Maintenance Screen

Pro 7.4 supports an out of box account structure on all reports and screens that is 36 characters in length with a maximum of 10 segments. The account structure length of 36 characters includes hyphens used to separate each segment.

Pro 7.4 supports a user defined account structure with a maximum length of 90 characters and a maximum number of 15 segments. The account structure length of 90 characters includes the hyphens used to separate each segment. Accounts larger than 36 characters in length will scroll for viewing on screens and possibly wrap to the next line on reports if there is not enough room for them to display on one line.

Out of Box Support

• Maximum Length:      36 characters including hyphens
• Maximum Segments: 10
• Screens                      Full account shown on all screens
• Reports:                      Full account shown on all reports

User Defined Support

Maximum Length:      90 characters including hyphens

•  Maximum Segments: 15
• Screens: Accounts larger than 36 characters will scroll for viewing
• Reports:  Accounts larger than 36 characters may wrap to new line

Default Accounts Locations

In Pro 7.3, default system accounts are located in the sysdata and jcsyst tables. Most are positioned right next to another piece of system information which prevents them from being increased in size to a length greater than 24 characters.

In Pro 7.4, the default system accounts have all been moved to individual fields in the following application tables.

 

Table               Description

=======       ===========================================

•  APSYST         New application table.
•  ARSYST         New application table.
•  GLSYST         New application table.
•  ICSYST          Existing application table expanded to hold default accounts.
•  PRSYST          New application table.
•  JCSYST          New application table.

The Pro 7.4 conversion program moves the accounts listed below from positions on records in the sysdata and jcsyst tables to fields in the new application tables.

 

Sysdata File Accounts

(Pro 7.3)

Appl.    Sysdata Field       Position               Account Description                           Pro 7.4 Table     Pro 7.4 Field

====    ==========      ========             =======================            ==========    ========

AP       STR1                 1-24                      AP Account                                               APSYST            apaccount

AP        STR1                 25-48                    Discounts Account                                   APSYST            apdisc

AP       STR1                 49-72                    Adjustments Account                                APSYST            apadjust

AP       STR1                 73-96                    Checking Account                                     APSYST            apchecking

AP       STR1                 97-120                  PO Variance Account                                APSYST            povariance

 

AR       LINK                   46-69                    Cash Receipts Account                             ARSYST            arcashrcp

AR       LINK                 71-94                     Accounts Receivable Account                    ARSYST            arreceiv

AR       LINK                 96-119                   Sales Tax Liability Account                          ARSYST            arsalestax

AR       LINK                 121-144                 Finance Charges Account                          ARSYST            arfinchg

AR       LINK                 146-169                 Payment Discount Account                        ARSYST            arpaydisc

 

GL       LINK                 12-35                    Retained Earnings Account                          GLSYST             glretearn

GL       LINK                 36-59                    Suspense Account                                       GLSYST             glsusp

GL       LINK                 60-83                    ICT Inter-Company Clearance                     GLSYST             glictclear

GL       LINK                 84-107                   ICT Discount Account                                 GLSYST             glictdisc

GL       LINK                 108-131                 ICT Adjustments Account                            GLSYST             glictadj

 

GL       TR2                   1-24                      Account Number Edit Mask                          GLSYST             glactmask

 

IC        LINK                 41-64                    Item Control Materials Account                       ICSYST              icmaterial

IC        LINK                 65-88                    Item Control Finished Goods                          ICSYST              icfingood

IC        LINK                 89-112                   PO Clearing Materials Account                      ICSYST             poclearmat

IC        LINK                 13-136                   PO Clearing Finished Goods                         CSYST               poclearfin

IC       LINK                 137-160                 IC Clearing Materials Account                         ICSYST              icclearmat

IC       LINK                 161-184                 IC Clearing Finished Goods                             ICSYST              icclearfin

 

IC        STR5                 1-24                      Shipment Clearing                                         ICSYST              icshpclear

 

PR       STR5                 1-24                      Checking Account                                        PRSYST             prchecking

PR       MISCSTR          1-24                      Pay Expense Account                                  PRSYST             prpayexp

PR       MISCSTR          25-48                    Accrued Benefit Liability                               PRSYST             pracrdben

PR       MISCSTR          49-72                    Employer Matching Expense                       PRSYST             premplrexp

PR       MISCSTR          73-96                    Deduction Liability                                        PRSYST             prdedliab

PR       MISCSTR          97-120                   Employer Tax Expense                               PRSYST             premplrtax

PR      MISCSTR          121-144                 Tax Liability                                                   PRSYST             prtaxliab

 

JC        LINK                 46-69                    Revenue Labor Account                               JCSYST              jcrevlabor

JC       LINK                 70-93                    Revenue Material Cost                                  JCSYST              jcrevmatr

JC        LINK                 94-117                   Revenue Subcontract Cost                          JCSYST              jcrevsub

JC        LINK                 118-141                 Revenue Equipment Account                       JCSYST              jcrevequip

JC        LINK                 155-178                 Freight Account                                             JCSYST              jcfreight

JC        STR1                 1-24                      COS Labor Account                                   JCSYST              jccoslabor

JC        STR1                 25-48                    COS Materials Account                              JCSYST              jccosmatr

JC        STR1                 49-72                    COS Subcontract Account                         JCSYST              jccossub

JC        STR1                 73-96                    COS Equipment Account                           JCSYST              jccosequip

JC        STR1                 97-120                   COS Overhead Account                            JCSYST              jccosovhd

JC        STR1                 121-144                 COS Other Account                                   JCSYST              jccosother

JC        STR2                 1-24                      WIP Labor Account                                     JCSYST              jcwiplabor

JC        STR2                 25-48                    WIP Materials Account                                JCSYST              jcwipmatr

JC       STR2                 49-72                    WIP Subcontract Account                            JCSYST              jcwipsub

JC        STR2                 73-96                    WIP Equipment Account                             JCSYST              jcwipequip

JC       STR2                 97-120                   WIP Overhead Account                              JCSYST              jcwipovhd

JC        STR2                 121-144                 WIP Other Account                                    JCSYST              jcwipother

JC       STR3                 1-24                      Revenue Overhead Account                        JCSYST              jcrevovhd

JC        STR3                 25-48                    Revenue Other Account                              JCSYST              jcrevother

JC        STR4                 1-24                      Revenue Material Markup                            JCSYST              jcmatmark

JC        STR4                 25-48                    Revenue Subcontract Markup                     JCSYST              jcsubmark

JC        STR6                 1-24                      Wage Other Account                                   JCSYST              jcotherpay

JC        STR7                 1-24                      Burden Account                                           JCSYST              jcburden

JC       MISCSTR           3-26                      Fixed Invoice Adjustment                             JCSYST              jcfxinvadj

JC      MISCSTR           27-50                    Sales Discount Account                                JCSYST              jcslsdisc

 

JCSYST File Accounts

(Pro 7.3)

      Appl.    Jcsyst Field         Position                 Account Description                       Pro 7.4 Table    Pro 7.4 Field

====    =========        ======                 ======================     ==========   =========

      JC        JCSTR2              1-24                      Salary Account                                    JCSYST            jcsalary

JC        JCSTR2              25-48                    Regular Wages Account                     JCSYST            jcregwage

JC        JCSTR2              49-72                    Overtime Wages Account                   JCSYST            jcovertime

JC        JCSTR2              73-96                    Doubletime Wages Account               JCSYST            jcdbltime

JC        JCSTR2              97-120                   Sick Pay Account                               JCSYST            jcsickpay

JC        JCSTR2              121-144                 Vacation Pay Account                        JCSYST            jcvacpay

JC        JCSTR2              145-168                 Holiday Pay Account                         JCSYST            jcholpay

JC        JCSTR2              169-192                 Personal Pay Account                       JCSYST            jcperpay

JC        ACCRUAL         1-24                      Accrual Account                                JCSYST           jcaccrual

 

 

User Defined Account Structure

Pro 7.4 provides an easy way for users to define and expand the size of an existing account structure.
Pro 7.4 is setup in the following manner.

• All accounts exist in their own individual fields which have a default value of 36 characters in length.
• All account records in the data dictionary field definitions file are flagged with a data type ID of “ACCOUNT”, allowing them to be modified as a group.

 

Below is a list of the steps required to implement a user defined account structure.

1. Load the System Manager application and select “Maintain/Dictionary/Data Types”.
2. Select the Data Type ID “ACCOUNT”.
3. Edit the record and change the Length to a user defined value.
4. Save and you are presented with the following dialog.

 

Update fields that match this data type with current changes to data type?

Yes                  No

1. Answer “Yes” to change the field length of all account records in the field definitions table.
2. You will get an alert message informing you of the number of records which were updated.
3. Select “Transaction/System Recovery/Update from Data Dictionary”.
4. Select all applications including System Manager. The update process will expand the size of all account fields to the user defined value.
5. Load the company’s GL application.
6. Select “Change Setup Information” and click on the “Acct Structure” button to open the Account Structure Maintenance screen.
7. Add the desired account segments.
8. Save and you will get an alert message informing you to complete the process by running “Update GL Account Numbers” in System Manger.