Master Group

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Master Group

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Group master details contains parameters affecting the PBC setup.

GL Group Master1

 

End of Year:

General Ledger Year End

Enter in the date that indicates a year end roll is due. This date is automatically updated after the general ledger year end process.

 

Payroll Year End

Enter in the date that indicates when payroll year end roll over is due.This date is automatically updated after the Payroll year end process.

 

Period Setup:

 

Period Date

Enter the starting date for the corresponding period number. Only the day and month will be used for converting a date to a period. The year is displayed but not relevant.

The dates entered must be in ascending order.

The number of dates entered cannot be greater than the number of periods for the year.

 

Period No

The period Nos displayed above are typical setup assuming the beginning of the financial year is July ending in June with 12 period. If the financial year is Jan-Dec  then January would be period 1 etc.

 

Months

Months are used as abbreviation for reports.

 

Mths

Mths are used as abbreviation for reports.

 

Log Out Idle Time:

 

 

Current Periods:

 

No of Periods

Enter the number of periods for the PBC management system.

The default is usually 12 periods

If any of the ledger month ends reaches this period number then year end will automatically be invoked.

 

General Ledger Period

Enter the current GL period. This will click over once GL month end has been run. Normally this does not need to be changed after the PBC system has been installed.

If GL month end period is equal to the No of Periods then year end will take place.

 

Account Payable Period

Enter the current Accounts Payable period (Creditors). This will click over once AP month end has been run.

Normally this does not need to be changed after the PBC system has been installed.

If AP month end period is equal to the No of Periods then year end will take place.

 

Account Receivable Period

Enter the current Accounts Receivable period (Debtors). This will click over once AR month end has been run.

Normally this does not need to be changed after the PBC system has been installed.

If AR month end period is equal to the No of Periods then year end will take place.

 

Job Costing Period

Enter the current Job Costing period (Job costing). This will click over once JC month end has been run.

Normally this does not need to be changed after the PBC system has been installed.

If JC month end period is equal to the No of Periods then year end will take place.

PS. Because th work order and quoting modules are subsidiary to the job costing module the WO month end and QU month end flags are also incremented in sync with JC month end.

 

Inventory Period

Enter the current Inventory period (Stock). This will click over once IV month end has been run.

Normally this does not need to be changed after the PBC system has been installed.

If IV month end period is equal to the No of Periods then year end will take place.

 

Purchasing Period

Enter the current purchasing period (po orders). This will click over once PO month end has been run.

Normally this does not need to be changed after the PBC system has been installed.

If PO month end period is equal to the No of Periods then year end will take place.

 

Sales Orders Period

Enter the current Order Entry period Sales Orders). This will click over once OE month end has been run.

Normally this does not need to be changed after the PBC system has been installed.

If OE month end period is equal to the No of Periods then year end will take place.

 

Payroll Period

Enter the current Payroll period (Payroll). This will click over once PR month end has been run.

Normally this does not need to be changed after the PBC system has been installed.

If PR month end period is equal to the No of Periods then year end will take place.

 

Work Orders Period

Enter the current Work Orders period (Work Order). This will click over once JC month end has been run.

Normally this does not need to be changed after the PBC system has been installed.

If JC month end period is equal to the No of Periods then year end will take place.

PS. The WO month end will update at the same time as the Job Costing month end.

 

Quoting Period

Enter the current Quoting period (Estimating). This will click over once JC month end has been run.

Normally this does not need to be changed after the PBC system has been installed.

If JC month end period is equal to the No of Periods then year end will take place.

PS. The QU month end will update at the same time as the Job Costing month end.

 

Group Reports

Enter the default reports used the load the reports below when the default button is pressed in the Financial reports.

GL Group Master2

Double click on the report code to display existing financial reports.

 

General Ledger Numbering Flags:

 

GL Group Master3

Group Numbering:

 

 

Inter Department Accounts
oFlag controls whether inter departmental posting is activated (Checked) or not (unchecked) during posting batches.
Auto Invoice
oCheck auto invoice ' if you wish to "auto invoice".  This means that a picking slip will not be created and line items will only be created for items that are to go on back order.
oIf you do not wish to do this enter in a 'N' or leave blank.  This will then cause line items and picking slips to be created for all sales orders.
File Copy Invoice
oThis has been over taken by details in the Debtors Master file.
o
File Copy Delivery
oThis has been over taken by details in the Debtors Master file.
o
Allow Stock WO shortages
o
Transport Bypass
oCheck this box to avoid calculating transport charges during sales order entry.
o
Negative Stock
oNot used. This has been over taken by details in the Warehouse Master file
Create Back Order Picking Slip
oCheck the back order picking slip if the sales order system is to create a picking slip under all conditions even if the items are not in stock. NO back order will be created if this box is checked.
Stop Credit (Sales Orders)
oThis check box found in the group master file when checked will automatically remove a debtor from stop credit if the stop credit criteria has passes for the debtor after receipt. The user will be prompted to validate the changing of debtor status from "S" to "O".
Salesman Override (Order Entry)
oThis check box found in the group master file when checked will user the salesman in the user file instead of the default salesman located in the debtors master file.
Load Job Invoice Details
oThis check box found in the group master file when checked will load the job invoice details every time in the job costing inquiry window. This check box should not be checked if there are may invoices for the one job as in the electrical work order system, otherwise the user will have to wait (many minutes) for all the invoice details to be loaded.
Delivery Instruction Override (Order Entry)
oThis check box found in the group master file when checked will default the delivery instruction from the invoice otherwise the delivery instruction will be retrieved from the sales order. If not checked then the delivery instruction may be changed after the invoice/delivery docket has been produced.
No Variances (Purchasing, Creditors)
o
Supplier Price Update
o
No EFT Approval form
o
General Ledger Interface
oIf you have the general ledger module, check this control to access the general ledger windows when processing transactions.
Auto Picking
oThe Auto Picking check box when checked will pick the goods automatically and no confirmation of a picking slip is required.
No Invoice Log
oThe No Invoice log when checked will prevent an invoice log being printed if a file copy invoice is not required.
oAn invoice log is a report containing all the invoice information for paper archiving only.
oThe invoice log report is printed in very small font so that may invoice lines can be printed a single sheet.
oThe invoice log records what invoices have been printed and the last invoice printed on the log and the next log will start from the last invoice printed on the invoice log.
Present Credit Card
o
Auto Job Post
o
Po Invoices No Receipt
oThe PO Invoices No Receipt check box is checked if the company needs to process a purchase order invoice prior to receipt of goods. This is usually required when deposits are regularly paid prior to receipt of goods.
Detailed Payroll Accruals
oThe Detailed payroll Accruals check box is checked if the payroll system needs to
o
Disable Sales Order Discounts
o

 

Authorise Qty:

Enter the number of EFT authorisation required. This is equivalent to the number of signatures required to approve cheques.

 

Picking Notice (Days)

 

Gst Percent:

GST percent is the percentage of goods and services tax applicable. This percentage must be changed if the GST is changed by the ATO.

 

Currency:

This is the default system currency (AUD). Used to determine if sales and purchases are to use foreign currency exchange rates if transactions are not in the same currrency as this system currency.

 

GL Group Master4

EFT Processing Authentication:

Double click on EFT user Id for a list of available users then enter the password for authorising EFT payments.

EFT User ID

Enter the valid (existing user) code of a person authorised to approve EFT payments.

EFT Password

Enter the EFT password of the authorised person. The password will not be displayed instead "Hello User' is displayed.

 

Locations:

 

EFT Dos Location

Enter the directory location where the EFT exported files are to be stored.

 

Ensure that the directory name is DOS compliant where the directory names must be less than 8 characters. The location data should normally end with a back-slash \. e.g F:\CBASCI\EFT\

 

Payroll EFT Location

Enter the Payroll EFT location or press the dropdown to choose a location. The Payroll location should be a secure location where only authorised users have access to payroll data.

 

Image Location

Enter the location of the image files used in the inventory master file.

 

Leave the image file location blank if no images are required in the price list.

 

e.g F:\IMAGES\GIF if the image files are located on the file server. It is suggested that the directory names and file names be restricted to the DOS format i.e less that 8 characters. If the images directory is in the same folder as the OpenInsight directory the only the directory name is required e.g "images\"

 

If a CD is to be produced containing the WEB site details then the location of the images is a subdirectory of where the main web files are located. e.g If the web directory is "cmgweb" then the image location should be "pricegif\". Do not specify a drive (C: or D:) as the drive specification of the CD ROM is not known.

 

Note:        The image files for a CD must also be copied to the CD using Windows copy function.

 pricegif\

 

GL Batch Location

Enter the directory location where the printed GL Batches are to be stored.

 

This directory is used to define the default file location when redirecting the gl batch printing to file.

 

Ensure that the directory name is DOS compliant where the directory names must be less than 8 characters. The location data should normally end with a back-slash \. e.g F:\BATCHES\

 

Note:        The actual file name of the printed batch is derived from the PBC software and is then tacked on the back of the above        file location.

 

Web Location

Enter the location of the WEB price list data used to deposit the pricelist info when generating the WEB price list from the inventory module.

 

This is usually a mapped network drive such as "M:\".

 

Data Location

 

Enter the location of PBC data. thsi is the location of all PBC data and all the sub folders.

 

If the data folder is in the same folder as OpenInsight folder then the location takes the format "Data" otherwise the full path is required.

 

The default folder name for the data location  is "Data".

 

Fax Email Address

Enter the email address of the fax server if RelayFAx has been installed.

For example: the address takes the format "relayfax@company.com.au" without the quotation marks

 

Fax Location

 

Mail Server IP Address

 

 

 

GL Group Master5

 

Po Print Default:

Select the default print option used in the purchase order window. The default is Print/Fax. Set to terminal if the screen is the default printer output.

 

Warehouse Pricing:

Check this box if:

Selling prices used in sales order module are to be determined by the price in the warehouse file or prices in the Inventory master file (National pricing).

If the selling price for items are in different currency and not dependent on exchange rate.

 

Inventory Flags:

Stock Costing

Standard Costing: Most commonly used where the stock values do not change regularly. Any variations to actual costing are stored in purchase variance and creditors variance GL accounts.
Average Costing: Used where stock values change from day to day. No purchase variance will be created for average costing.
Last Cost: Currently not set up in PBC

 

Dflt Whse

Select the default warehouse used by PBC.

 

Purchase Price Markup:

Check this box if when receiving stock items via the purchasing module then the selling price with be automatically recalculated as defined by the purchase code markup matrix. This is usually checked if using Average costing.

 

 

 

Year End

GL Group Master6