RIMAS for UNIX
Software Installation
To: All Users of SLG General Ledger System
(Versions Delivered in 1995 and Later)
From: The SHARED LOGIC Group, Inc.
Re: Year-end Audit Period Processing
Date: March 28, 2000
Before "opening the audit period", the last period
of the normal accounting year must first be closed. This close is performed like any other period of the year.
1.
Enter, review and correct all postings to General
Ledger.
2.
Print all reports, including Print Trial Balance
and Print Financial Statements, as required.
3.
Ensure that all detail has been posted and removed from
the Unposted Detail File.
4.
Print and Clear the Maintenance Audit
List.
5.
Run the Update Balances to Next Period program.
After the last period of the year is closed, your Codes
Master, "FY" Code, will show that you are in period 99. Period 99 is the number assigned to the
"audit period". However, you
have not yet "opened the audit period".
To "open the audit period":
1.
Backup all of your G/L files to tape, or to a different
area on your disk. A disk copy can be
made by entering the following command at a UNIX shell prompt while in your
normal SLG processing directory:
where the asterisk (*) following
GLF causes all G/L files to be copied, and your company number is substituted
for the "##". If your system
security allows, you may get to a shell prompt by entering an exclamation point
(!) in the menu (rather than a selection), or you may actually enter the above
command in the menu preceded by an exclamation point (!).
You will be copying from directory
2, which is the standard name given to the data directory by Shared Logic, to
directory 0, which is the standard name given to a "scratch"
directory by Shared Logic. If your
directory structure is different, you may have to use different names in the
above and subsequent UNIX commands.
2.
Print Working Trial Balance, if this is used at
your company.
3.
Update to Open Audit Period, which will
terminate if your "FY" code does not show that you are in period
99. You will be required to confirm
that you want to run the program and will be asked if you want to set your
budget amounts to zero (0). At the end
of the program, a screen full of instructions will be displayed. These instructions will direct you to use
UNIX commands to accomplish the following:
mv 2/GLF.PDETAIL##
2/GLF.DETAILyy##
where ## is your company and yy is the year, and
mv 2/GLF.YDETAIL##
2/GLF.PDETAIL##
where ## is your company.
4.
Back in the menu, run Create New Year Detail
Files. This will create a new, empty
2/GLF.YDETAIL##, so the above move commands are critical.
The "audit period" is now open. The "Current Period" in your
"FY" has been changed to "1". You are ready to process transactions into the audit period, and
into the periods of the new fiscal year.
Transactions are entered and posted to the audit period
using General Journals only. On these
General Journals be sure to change the period to "99" and the year to
"P". This indicates that the
journal entry is to post to the prior year audit period.
Do not process beyond period ten (10) of the new fiscal year
before closing the audit period for the prior year.
The audit period is closed by doing the following:
1.
Backup all of your G/L files to tape, or to a different
area on your disk. A disk copy can be
made by entering the following command at a UNIX shell prompt while in your
normal SLG processing directory:
cp 2/GLF*## 0
where the asterisk (*) following
"GLF" causes all G/L files to be copied, and your company number is
substituted for the "##". If
your system security allows, you may get to a shell prompt by entering an
exclamation point (!) in the menu (rather than a selection), or you may
actually enter the above command in the menu preceded by an exclamation point
(!).
2.
Run Update to Close Audit Period, which will
require confirmation before actually running.
At the end of the program, you will be asked to enter your "Profit
and Loss" (i.e., Current Year Income) account and your Retained Earnings
account. Enter "End" when
this is displayed.
The "audit period" is now closed, and you may now
proceed with normal processing of the periods of your current year.
You must now use "Maintain Chart of Accounts" to
update the Retained Earnings account.