Accpac - Guide - User Manual For GL54 PDF

CA - PLUS INC.
Copyright 1998, 2007 RED MAPLE PRESS, INC. All rights reserved. No part of this document
may be copied, photocopied, reproduced, microfilmed, or otherwise duplicated on any medium
without written consent of Red Maple Press, Inc.
Sage Accpac is a registered trademark of Sage Software, Inc. The references to DOS in this manual
refer to the MS-DOS software produced by Microsoft Corporation. The references to Windows in this
manual refer to the Windows operating system software produced by the Microsoft Corporation.
Microsoft Windows is a trademark of the Microsoft Corporation.
Disclaimer: The information in this manual is intended for use as a supplement to Sage
Accpac ERP software. This manual is not intended as a replacement to the manuals supplied
with the Sage Accpac application or program. Any recommendations contained herein on hard-
ware, software or any combination thereto are given in good faith based on the experience and
knowledge of the author. However, EXCEPT FOR THE WARRANTIES MADE BY THE MANU-
FACTURERS OF Sage Accpac OR Sage Accpac ERP, ALL WARRANTIES ON THIS MANUAL
OR THE PRODUCTS REFERENCED WITHIN THE MANUAL, INCLUDING ALL IMPLIED WAR-
RANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, ARE DIS-
CLAIMED HEREIN.
Revision 060802
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Table of Contents
Chapter 1: About This Manual

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1
Purpose and Scope . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2
Prerequisite Skills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2
How the Manual is Organized . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2
Chapter Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Chapter Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Procedure Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Graphic Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4
Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4
How to Submit Comments and Suggestions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5
Chapter 2: Getting Started

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1
User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Notebooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4
Sage Accpac On-line Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8
Chapter 3: Initial Setup

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1
Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Segments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Source Codes and Source Journals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Provisional Posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Sage Accpac Certified Consultant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Procedure Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4
Set Up General Ledger Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4
Example: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Set Up Account Structures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10
Examples: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11
Set Up Source Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12
Examples: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12
Set Up Source Journals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-13
Set Up Segment Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-15
Examples: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-15
Set Up Account Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-17
Set Up Recurring Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-18
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Set Up Optional Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-21

Assign Optional Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-23
Chapter 4: Setup II: Chart of Accounts and Budgets

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1
Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Account Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Procedure Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3
Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3
Add a General Ledger Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3
Print Setup Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-10
Enter Budget Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12
Create Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-16
Set Up Account Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-19
Chapter 5: Processing Transactions

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1
Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
Batch Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
Use the Batch Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-4
Create a Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-7
Post a Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-12
Chapter 6: Periodic Processing

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1
Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
Subledger Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
Allocation Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
Perform Month End Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3
Create Subledger Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3
Create Allocation Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-7
Create Recurring Entries Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-12
Create Revaluation Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-16
Perform Year End Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-17
Consolidate Posted Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-17
Create a New Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-19
Perform Period End Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-23
Clear History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-25
Chapter 7: Reporting
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1
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Run Financial Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2
Print General Ledger Processing and Analytical Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4
Print General Ledger Setup Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-17
Chapter 8: On-line Inquiries

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-1
Using the Chart of Accounts Inquiry Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2
Use the Batch List Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-12
Use the Account History Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-15
Use the Transaction History Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-17
Use the Fiscal Set Comparison . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-21
Chapter 9: Customizing Sage Accpac

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-1
Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2
Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2
Custom Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-3
Create a Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-3
Add a Macro to a Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-5
Add Reports to a Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-7
Add Programs to a Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-9
Other Customization Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-11
Customize Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-11
Change User Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-13
Adapt Data Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-14
Appendix: Sage Accpac Tools and Shortcuts

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1
Using the Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-2
Using the Calculator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-4
The Finder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-5
Shortcuts for Processing Forms, Notebooks & Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-7
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About This Manual
Introduction
This introductory chapter provides you with information that
allows you to make effective use of this manual. It describes
the manuals purpose, its objectives and how it is designed and
structured to help you achieve greater productivity.
After completing this chapter, you will be able to:
Understand what benefits this manual can provide for you
Navigate through this manuals chapters to find the right
information for different situations
Recognize the various graphic conventions this manual uses
to make information accessible
11
About This Manual CA - PLUS INC.
Purpose and Scope

This manual provides detailed information about Sage Accpac General Ledger and
provides instruction in its proper use. It shows you how to perform the applications most
important functions. It also explains the concepts behind these tasks and the reasons you
should handle them as we suggest. This helps you to understand Sage Accpac General
Ledger more easily and to retain the information presented here more readily.
This manual is designed to serve multiple functions. While you can use it to learn the
fundamentals of Sage Accpac General Ledger, you can also use it as a reference tool in
your everyday work with this module. It is important to note that features demonstrated in
this manual are features of the Sage Accpac ERP 500 unless otherwise noted. Some
features in this manual may not be included in your version of Sage Accpac ERP.
While this manual is thorough, it is not encyclopedic and comprehensive. It does not
describe tasks that should only be performed by an authorized Sage Accpac Certified
Consultant. While it does provide you with all of the information you need to become an
efficient and successful user of Sage Accpac General Ledger, it cannot answer every
potential question you might have. However, it will instruct you in the modules concepts
and functions so that you can adapt to new challenges as they arise.
Prerequisite Skills
This manual assumes that you have a working knowledge of the Windows operating
system and its conventions. This knowledge includes how to use a mouse, menus, dialog
boxes and how to work with files. For assistance with questions pertaining to the operating
system, please refer to your Windows documentation.
How the Manual is Organized

This manual is divided into nine chapters and an appendix, each of which is organized
around a common set of issues or tasks. The following table explains what subjects each
chapter addresses.
2 Getting Started Provides an overview of the General Ledger

module and describes its user interface.
3 Initial Setup Demonstrates how to begin setting up General

Ledger after it has been installed. It describes how
to set up the following elements of General
Ledger.
G/L Options
Account Structures
Source Codes
Source Journals
Segment Codes
Recurring Entries
4 Setup II: Chart of Accounts Explains how to set up and verify G/L accounts as
and Budgets well as enter budget data.
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CA - PLUS INC. About This Manual
5 Processing Transactions Describes how to use batch processing in G/L,

both for making journal entries and posting
batches. It also describes how to use the Batch
Listing.
6 Periodic Processing Demonstrates how to perform periodic processing

at both month end and year end. Provides
instructions for creating subledger and allocation
batches as well as for consolidating posted
transactions and performing period end
maintenance.
7 Reporting Describes how to run a wide range of G/L reports.
8 On-line Inquiries Demonstrates how to inquire on information in

General Ledger.
9 Customizing Sage Accpac Illustrates how to customize your Sage Accpac

desktop to make using the system easier and
more efficient. It provides instruction on custom
groups and user preferences.
Appendix: Sage Accpac Provides useful information on using and

Tools and Shortcuts navigating Sage Accpac with greater ease and
efficiency.
Chapter Format
Each core chapter in this manual is organized consistently and separates conceptual from
procedural information. This allows you to navigate through its content easily and to find
specific information quickly.
Every core chapter contains the following sections:
Chapter Introduction
This section provides an overview of the purpose and content of the chapter. It introduces
the material you will learn (both tasks and concepts) and places it in an instructive context.
Concepts
This section explains ideas that help you to master the tasks described later in the
chapter. This conceptual framework serves to broaden your knowledge of both the
application and its business context.
Procedure Detail
This section provides step-by-step instructions for a series of related tasks. In addition to
the steps, feedback statements, hints, and warnings guide you through the process,
helping you to understand the reasons behind performing a task in a certain way.
Consequently, the procedure detail teaches you whys as well as hows.
Sage Accpac General Ledger 5.4 13

Graphic Conventions
The following text styles and graphics are used throughout this manual to distinguish
different kinds of information and to assist you in navigating through this book.
Icons
The following table illustrates the different icons used to draw your attention to comments
of particular importance.
Icon Definition
This is the Concept Lightbulb. It points out the

definition of an important concept or idea related to the
tasks described in a chapter.
This is the Task List. It shows where directions are

provided for a specific task.
This is the Hint Crystal Ball. It indicates a useful hint to

help you unlock the potential of your Sage Accpac
system and successfully perform your job.
Beware! This is the Warning Bomb. It cautions you of

a serious danger.
This is the Time Saver. It shows you how to minimize

time and effort in performing tasks.
These are the Location Compass. They reference

other locations in the manual where tasks are covered.
These are the Certified Consultant Glasses. They

show you instances when an Sage Accpac experts
advise should be consulted.

CA - PLUS INC. About This Manual
How to Submit Comments and Suggestions

At Red Maple Press, the primary purpose of our manuals is to increase your productivity in
the workplace. In order to meet this goal, we constantly review our manuals to ensure that
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2
Getting Started
Introduction
This chapter provides you with the basic information you need
to begin using your Sage Accpac system. It provides an
overview of Sage Accpacs user interface and instructions on
how to navigate your Sage Accpac system and retrieve the
data it stores. In addition, it presents an introduction to the
systems on-line help.
You will also be able to answer the following questions after
completing this chapter:
What are some of the special features of Sage Accpacs user
interface and how do I use them?
What shortcuts can I use to simplify the work I need to do in
Sage Accpac?
What kind of hardware do I need to run Sage Accpac ERP
effectively?
What kind of on-line help does Sage Accpac provide and how
can I use it to help myself?
21
Getting Started CA - PLUS INC.
User Interface
This section describes important features of the Sage Accpac user interface.
Overview
For the most part, Sage Accpac ERP is not much different from many other Windows-
based programs you may have used in the past, with icons, dialog boxes, option buttons
and drop-down lists. If you have any questions concerning these features, you should
refer to your Windows documentation.
There are some aspects of Sage Accpacs user interface that are not found in most
Windows programs, such as notebooks and unique buttons.
Notebooks
You will frequently see screen items called notebooks throughout your Sage Accpac
system.
.
Tab
Page
Sage Accpac uses notebooks to organize closely related forms into a single unit. In a
notebook, each form (a window where you enter data) appears as a page. To display a
page, click on that pages tab.

CA - PLUS INC. Getting Started
Buttons
Sage Accpac modules use certain command buttons frequently. The following table lists
these buttons and describes their functions.
Button Function
Add Adds a new record to the database with the data just
entered.
Save Saves the current record.
Delete Deletes the current record.
Cancel Exits the current form (dialog box or notebook) without

saving or performing another function.
In addition to command buttons, Sage Accpac also uses a number of icon buttons
throughout its modules. The following table shows you these buttons and describes their
functions.
Button Function
New Clears the form in preparation for a new record.
Find/F5 Displays the Finder, which accesses a list of records

which can be searched by varying criteria.
See The Finder on page 5 of the appendix.
Previous Displays the previous record in a list.
Next Displays the next record in a list.
First Displays the first record in a list.
Last Displays the last record in a list.
Refresh/ Updates displayed records after any variables have

F7 been changed.
Zoom/F9 Displays the current entry in a Zoom mode.

System Requirements
The following hardware requirements are provided as a guideline for Sage Accpac ERP
5.X. For more detailed requirements, see Sage Accpacs product documentation.
Client Workstation Server
Pervasive.SQL Database: Client/Server
Operating Windows 98 Windows 2000 Server

System Windows ME Windows 2000 Adv. Serv.
Windows 2000 Prof. Windows 2003 Server
Windows XP Linux
Novell NetWare 4x/5x/6x
Database Pervasive.SQL Workstation Pervasive.SQL 8.6 or above
Processor 866 MHz Pentium 2.0 Ghz Pentium
Memory 256 MB RAM For a 5 User System:

Windows 2000- 256 MB
Novell NetWare- 256 MB
Linux- 256 MB
Pervasive.SQL Database: Internet/Intranet

Windows XP
Database N/A Pervasive.SQL 8.6 or above
Memory 256 MB RAM For a 5 User System:

Windows 2000- 256 MB
Microsoft SQL Server Database: Client/Server

Windows XP
Database Microsoft SQL Server Microsoft SQL Server 7 or 2000

Workstation
Memory 256 MB RAM For a 5 User System: 384 MB

Microsoft SQL Server Database: Internet/Intranet

Windows XP
Database N/A Microsoft SQL Server 7 or 2000
IBM DB2 Universal Database: Client/Server

Windows XP Linux
Database IBM DB2 Workstation IBM DB2 UDB 8.1 and above
IBM DB2 Database: Internet/Intranet

Windows XP
Database N/A IBM DB2 UDB 8.1 and above
Oracle Database: Client/Server

Windows XP Linux
Database Oracle Workstation Oracle 8i/9i Enterprise Edition/

Standard Edition/Standard Edition
One

Oracle Database: Internet/Intranet

Windows XP
Database N/A Oracle 8i and above
Sage Accpac 500: 50 or 100 Users: All Database Versions: Client/Server
Processor 866 MHz Pentium For a 50 User System:

2 Processors, Pentium 4 or
Xeon 2.0 GHz
For a 100 User System:
Xeon 2.0 GHz
Memory 256 MB RAM For a 50 User System: 2 GB

For a 100 User System: 4 GB
Other N/A RAID Level 5 SCSI Harddrive
Sage Accpac 500: 50 or 100 Users: All Database Versions: Internet/

Intranet
Processor 866 MHz Pentium For a 50 User System:

Xeon 2.0 GHz
For a 100 User System:
Xeon 2.0 GHz
Memory 256 MB RAM For a 50 User System: 2 GB

For a 100 User System: 4 GB
Other N/A RAID Level 5 SCSI Harddrive
Sage Accpac ERP Linux on Desktop
Operating RedHat Linux 8.0 and SuSE RedHat Linux 8.0, RedHat
System Linux 8.X with kernel version Enterprise Linux 3 Update 2 ES or
2.4.1 AS, and SuSE Linux Enterprise
Server 8

Database IBM DB2 Client Component IBM DB2 UDB 8.1A and above
Processor 866 MHz Pentium 2 Ghz Pentium

Sage Accpac On-line Help

The on-line help provided with all Sage Accpac software can be a powerful tool. You can
use it to help you navigate your accounting system and to learn more about the features
and functions of the Sage Accpac modules you need to use.
The Contents page provides access to a variety of topics that can show you everything
from how to rearrange columns to how to reconcile your bank records. In addition, you can
look for other topics by clicking the Search button on the Help window. This allows you to
seek out information either in the index or through a search of all topic text. Links, jumps
and pop-up windows can help you find additional information related to almost any help
topic you access.
The following table describes the options you can select from the Help menu on the
company desktop.
Help Topics Displays the Sage Accpac Help contents page.
Whats This? Select this function or press Shift + F1 to enable the help
cursor and point at the field or item for which you want help.
Sage Accpac on Provides access to websites that provide information about

the Web Sage Accpac and third party products and services. The
following options are available in this submenu:
Sage Accpac Home Page
Service and Support
Sage Accpac Online Home Page
Sage Accpac International Home Page
Sage Home Page
System Displays the following information about the Sage Accpac

Information system you are using:
System Version
Program Directory
Shared Data Directory
Other Sage Accpac applications installed on your system
Licenses Displays the all Sage Accpac products installed, the license
and company information.
LanPak Users Displays the users currently logged on to your Sage Accpac
system, including the company whose database they have
accessed.
IAP Users Displays the users currently using an Integration Access Pack
user and the corresponding company information.
Timecard Users Displays the users currently using a timecard user and the
corresponding company information.
About Sage Displays general information about your Sage Accpac ERP
Accpac ERP system.

Online DIsplays the documentation for the installed applications.

Documentation

2 10 Sage Accpac General Ledger 5.4

3
Initial Setup
Introduction
This chapter shows you how to set up your Sage Accpac
General Ledger module after it has been installed.
After completing this chapter, you will be able to perform the
following tasks:
Set up General Ledger Options
Set up Account Structures
Set up Source Codes
Set up Source Journals
Set up Segment Codes
Set up Recurring Entries
In addition, you will also be able to answer the following
questions after completing this chapter:
How do I use segments in G/L account numbers?
What are source codes and how do they work with source
journals?
What is provisional posting and what benefits does it provide?
31
Initial Setup CA - PLUS INC.
Concepts
Segments A G/L account number consists of one to ten parts called segments, each of which can be
up to 15 characters long. (The entire account number, however, can be no longer than 45
characters.) Each General Ledger account must have at least one segment. You can use
different lengths of segments for different situations.
Sage Accpac ERP allows you to define several segments for the General Ledger, if
necessary. These segments can be used for reporting and budgetary purposes. For
example, we have a client (a healthcare provider) that uses the following structure for their
chart of accounts:
XXXXXX-XXX-XX-XX
This is a four segment account. The first segment is the account number, followed by the
clinic, department and doctor numbers. This allows the company to track profit and loss at
the clinic, department, and doctor levels.
You can define account segments on the Segment Definition page of the G/L Options
notebook. Sage Accpac ERP 500 allows for 10 segments, and the Sage Accpac ERP 200
allows for 3 segments.
Source Codes Source codes tell you which module a transaction comes from and what kind of
and Source transaction it is. You define your own General Ledger source codes to identify
Journals transactions.
For example, GL-JE can identify General Ledger journal entries, and AP-IN can identify
Accounts Payable invoice entries.
Source journals are reports that extract information posted to the General Ledger based
on source codes. These reports group and list details of posted transactions (single
entries) according to their source codes. Although you are not required to define any
source journals, you can define an unlimited number of them to meet your transaction
reporting needs.
Provisional Provisional posting is used to verify General Ledger entries prior to actually posting
Posting them. You can post a batch provisionally to the General Ledger to test its effect. You can

CA - PLUS INC. Initial Setup
then print financial statements and a trial balance report that includes provisional posting
amounts. This allows for an additional review before you post a batch permanently.
After review, if you need to make any changes to a batch that is provisionally posted, you
simply open the batch, make the necessary changes and save it. At that point, the batch
status changes to Open. If necessary, you can provisionally post the batch again and
review your changes for a second time.
Sage Accpac Sage Accpac International utilizes a structured program to qualify professionals as
Certified Certified Consultants. Sage Accpac requires specialized training, testing and continuing
Consultant education for Certified Consultants to achieve and maintain their status.
When do I call my Certified Consultant?
The following list provides examples of situations in which you should contact your Sage
Accpac Certified Consultant.
Damaged Data
If you receive an error message with Error=2 embedded in the message, then it
is probable that your data has been damaged. Call your Certified Consultant
immediately.
New Module Installation
You should consult your Certified Consultant whenever you need to install a new
Sage Accpac accounting application.
Partially Posted Transactions
If you receive an erroneous Posting in Progress message, you need to contact
your Certified Consultant to remedy the situation. You may not be able to process
any more transactions until this problem has been resolved.

Procedure Detail
Use the following set of procedures to set up Sage Accpac General Ledger after it has
been installed and activated.
Set Up Use the following procedure to set up the options for General Ledger.
General You should sign on to the General Ledger with full rights to ensure that you can complete
Ledger this task properly.
Options
1) From the General Ledger window, select the G/L Setup icon.
2) Select the Options icon.
3) The G/L Options notebook displays. It contains four pages marked by the following tabs:
Address Posting
Account Segments
4) Use the following table to complete this page:
a) Contact Accept or enter the contact name.

Name

b) Telephone Accept or enter the telephone number.
c) Fax Number Accept or enter the fax number.
The company name and address originate from the Company Profile in Common
Services.
5) Click the Account tab to display the Account Options page.

.
6) Use the following table to complete this page:.
a) Functional This information originates from the Company Profile in

Currency Common Services.
b) Use Account Select this check box to use account groups.

Groups
Account groups are an integral part of the pre-defined financial

statements. If the Use Account Groups option is not selected, these
financials will not work properly.
If you convert your data from Sage Accpac Plus for DOS, you may have
to add the account groups either manually or through the import/export
functions.
c) Maintain Select this check box if you want to track quantities relative to
Quantities particular General Ledger accounts. If you select this option,
you must complete the Decimal Places field.
d) Decimal Places Enter the number of decimal places to which you want to track
quantities.

Once you turn on the option to Maintain Quantities, you cannot turn it
off.
e) Default Do not complete this field until you have set up the chart of
Closing accounts.
Account
The default closing account is the default retained earnings
account used to close the General Ledger. You can have
multiple retained earnings accounts, if needed.
f) Use G/L Select this check box to enable G/L Security for this company.
Security
g) Default Access From the drop-down list, select the default access level for all
users except for Admin from the following:
All Accounts
No Account
This function is an additional module that must be purchased from Sage

Accpac. Ask your Sage Accpac Certified Consultant for further
information.
See the section on Account Permission to complete the set up of G/L

Security.
7) Click the Posting tab to display the Posting Options page.

.

8) Use the following table to complete this page:.
a) Lock Budget Select these check boxes to protect particular budget sets
Sets from being altered.
You can lock and protect up to 5 budgets a year. You can also
unlock a budget at any time by deselecting its check box on
this page.
Sage Accpac ERP 500 allows 5 budgets, and the Sage
Accpac ERP 200 allows 1 budget per year.
b) Allow Posting Select this check box if you want to allow the posting of entries
to Previous to prior years. You can only do this if the previous year is
Years unlocked.
c) Allow Select this check box to allow users to temporarily post a

Provisional journal entry batch and review it before actually posting it to
Posting the General Ledger.
Once the batch is posted using the standard posting function, you will
need to create an adjusting journal entry to make any changes.
d) Force Listing Select this check box if you want to require that each user print
of Batches a list of every batch before it can be posted.
This is a good feature to enable in a large accounting
department that requires approval for each general ledger
batch before it is posted.
e) Default Source Enter or select the default source code for General Ledger
Code transactions.
f) Keep _ Years Enter the number of years (up to 99 for Enterprise Edition and
of Fiscal Sets up to 5 for Sage Accpac ERP 200) that you want to retain
historical records.
A fiscal set contains only the net changes for each account; it
does not contain any detailed information.
g) Keep _Years of Enter the number of years (up to 99 for Enterprise Edition and
Transactional up to 5 for Sage Accpac ERP 200) that you want to retain
Detail detailed records of transactions.
We typically recommend that you maintain at least 10 years of fiscal sets

and at least 3-5 years of transactional detail in the system..
h) Edit Imported From the drop-down list, select the way you want to allow
Entries imported entries to be edited. Choose one of the following
options:
All Fields
Fiscal Period, Year, Trans Date
No Edit

i) Posting These are statistics for your company.

Statistics The Current Fiscal Year is an important statistic that shows
the current fiscal year according to the General Ledger.
9) Click the Segments tab to display the Segment Definition page.

.
10 ) Complete the Segments table before you decide on the other options.
Your Certified Consultant should assist you in this process. Some decisions
in this process cannot be changed and should be carefully considered before
you make them.
Due to the nature of this program, we strongly recommend that the
account segment be the first segment.
A sample structure could be: Account-Division-Location-Department, as shown in the
following table:
Segment # Segment Name Length Use in Closing?
1 Account 6 No
2 Division 3 Yes
3 Location 2 No
4 Department 2 No
The Segment Number is automatically completed by the program.

The Segment Name is the description of the segment.
The Length is how long that particular segment code is defined.

The Use in Closing segment refers to the use of retained earnings accounts. If you use
multiple retained earnings accounts, this allows you to define at what segment level the
retained earnings accounts will be classified. See the example below for clarification.
You should select Yes only for the fields that have a retained earnings
account at that level of detail.
11 ) Complete the remainder of the Segment Definition page as indicated in the following table:
a) Account Select the segment that is the core accounting segment.

Segment
For example, account 320000-100 could be a retained
earnings account that is classified by division. The Account
Segment would be the 320000 portion of the account number.
Once you have selected this field and saved the notebook, it cannot be
changed.
b) Segment Enter a delimiter if more than one segment is used. There are
Delimiter several options to choose from, but choose a delimiter that is
easy for data entry purposes.
Once you have selected this field and saved the notebook, it cannot be
changed without the Sage Accpac Option: Account Code Change utility.
Example:
Using the table defined above for our example, the account structure will appear as
follows:
XXXXXX-XXX-XX-XX
This structure uses a dash (-) as the segment delimiter.
We selected to have the Division segment Used in Closing.
Our sample company has 3 retained earnings accounts, one for each division. We
want every income statement account that has the same division number to be
closed to the corresponding retained earnings account.
12 ) Click Save.

Set Up Sage Accpac ERP allows you to set up accounts with different structures. Continuing with
Account our previous example, we have the options of Account-Division-Location-Department. You
Structures can define multiple structures in the chart of accounts. For example, you may want to only
track the balance sheet by Account-Division, but track the income statement accounts by
Account-Division-Location-Department.
You must define at least one structure.
Use the following procedure to set up account structures.
The G/L Account Structures dialog box displays.

.
2) Enter the structure code, up to 8 characters.
3) Enter a description of the account structure, up to 30 characters.
4) Select which segments will be used in this structure from the Select from these
Segments list box.
a) Highlight the segments to be included.

b) Click Include.
The highlighted segment moves to the Segments to be Used in this Structure list box. If
you need to remove a segment from this list box, highlight that segment and click
Exclude.
5) Select the Use as Default Structure Code check box if this is the structure that you will
use most frequently.

Once this box is checked and the structure is saved, the option disappears.
To change this option in the future, you must go to the General Ledger
Options notebook and change the structure on the Segment tab.
6) Click Add.
Examples:
Following the same example used in Set Up General Ledger Options, we have the
choice of using the Account, Division, Location and Department segments.
We would like to have 2 structures:
ACCTDIV for the Account-Division segments for our balance sheet.
ALL for the Account-Division-Location-Department for our income statement.
The ALL structure would be our default because we set up more income statement
accounts than balance sheet accounts.
Sage Accpac General Ledger 5.4 3 11

Set Up Source Source codes tell the user where an entry in the General Ledger originated in the system.
Codes Sage Accpac ERP comes with several pre-defined codes that are used by the subledgers.
You can add additional source codes as needed.
Use the following procedure to set up source codes:
1) From the General Ledger window select the G/L Setup icon.
2) Select the Source Codes icon.
The G/L Source Codes dialog box displays.

.
3) Enter the Source Code.
Typically, the first 2 characters represent the subledger and the second 2 characters
represent the type of transaction.
4) Enter a Description of the source code, up to 30 characters.
5) Click Add.
Examples:
AR-IN is an Accounts Receivable Invoice
AP-AJ is an Accounts Payable Adjustment

Set Up Source Use the following procedure to add a source journal. Source journals are used to
Journals associate different source codes for reporting purposes. These journals can be used to
report transactions that have been posted to the General Ledger. Source Journals can be
sorted and filtered by the following General Ledger fields:
Reference Segment Batch
Fiscal Period Account Group Date
Account Number Posting Sequence
2) Select the Source Journal Profiles icon.
The Source Journal Profiles dialog box displays.

.
3) Enter the Profile or name of the source journal you want to enter.
4) Enter or select the source codes for this journal in the Source column. The descriptions of
the source codes display.
5) Click Add.

A Cash Reconciliation Journal can be helpful in reconciling the cash account.

This journal pulls all transactions that affect cash, such as Accounts
Receivable receipts and Accounts Payable and Payroll checks.

Set Up Segment codes are an optional feature that allows you to define each segment of the
Segment chart of accounts. You must have defined more than one segment in the Segments page
Codes of the General Ledger Options notebook to use this feature.
Use the following procedure to add a segment code.
2) Select the Segment Codes icon.
The G/L Segment Codes dialog box displays.

.
3) From the drop-down list, select the Segment Name.
4) Enter the Segment Code.
5) Enter a Description of the segment.
6) If this segment code was flagged to be Used in Closing, then a third column will be
displayed to select the Closing Account.
The Closing Account cannot be selected until our General Ledger accounts
are defined in the next chapter. You need to come back to this page to add
the accounts once they are defined.
7) Click Add.
Examples:
Following our example from the previous tasks, we would need to define the Division,
Location and Department Segment Codes. See the tables below for examples:

The following table provides an example of the Division Segment Code:
Segment Code Description Closing Account
100 Pediatric Orthopedic 320000-100
200 General Pediatrics 320000-200
The following table provides an example of the Location Segment Code:
10 Ft. Worth, TX N/A
20 Arlington, TX N/A
The following table provides an example of the Department Segment Code:
10 Nursing N/A
20 Lab N/A

Set Up There are 16 pre-defined account groups. Account groups are used for reporting and
Account sorting purposes including the default financial statements.
Groups Use the following procedure to add an account group.
2) Select the Account Groups icon.
The G/L Account Groups dialog box displays.

.
3) Enter the new account group code, up to 12 characters.
4) Enter the Description of the account group.
5) Click Add to add a group or Save to update a group.
6) Optional: Click Change Sort Codes to modify the sort order of the
account groups.

Set Up Use the following procedure to set up recurring entries in the general ledger. You can use
Recurring these entries to record entries that occur on a regular basis.
Entries
2) Select the Recurring Entries icon.
The G/L Recurring Entries dialog box displays.
3) Enter the information for the recurring entry by completing the following fields.
a) Recurring Enter the code used to identify this recurring entry, up to 15

Entry Code characters.
b) Description Enter the description of the recurring entry batch.
c) Schedule Code Enter or select the schedule code used for this recurring entry
batch.
For more information on schedules, refer to the

System Manager manual.

d) Start Date Enter the start date for this recurring batch to be included in the
recurring batch process.
e) Expiration From the drop-down list, select the type of expiration for this
Type recurring batch from the following:
No Expiration Date
Specific Date
f) Inactive Select to mark this recurring batch inactive, if needed.

You can change this option at any time.
g) Description Enter the batch description for this recurring entry batch.
h) Source Enter the source code for this recurring entry.
i) Auto Reversal Select the check box for auto reversal if this entry will need to
be reversed in the next fiscal period.
This is a great feature for those tedious month end
accruals. You can book the accruals and then
select this option to automatically reverse the entry
without any intervention from the user.
j) Quick Selecting this option button allows you to enter information into
the Reference and Description fields in the first detail line and
then copies that information to each detail line thereafter.
k) Normal Selecting this option button allows you to enter different

information into the Reference and Description fields on each
detail line.
l) Reference Optional: This field can contain up to 22 characters.
m) Description Optional: This field can contain up to 30 characters.
n) Account Enter the account number.

NOTE: You do not have to key in any delimiters in the number.
Sage Accpac will infer the dashes (-) or any other available
delimiter.
o) Debit Enter the amount to be debited to this account.
p) Credit Enter the amount to be credited to this account.
q) Quantity Enter any quantity amount if quantities are being maintained.
r) Date Enter the transaction date of this detail line, which defaults to
the entry date.
s) Source Ledger Enter the ledger from which the transaction originates. This
defaults to the ledger entered previously in the Source Code
fields.
t) Source Code Enter the code or transaction type which classifies the
transaction type.

u) Comments Optional: This field can contain up to 250 characters.
You can also use a zoom mode to enter journal entries by pressing F9.
4) Click Add.
5) Repeat this process as many times as needed.

Set Up Use the following procedure to set up optional fields. These fields are used if you need a
Optional field to track a particular piece of information. You can also have an optional field that has
Fields a validated value. Any value entered in a validated optional field other than what is in this
table will not be accepted.
1) From the Common Services window, select the Optional Fields icon.
2) Select the Optional Fields icon.
The Optional Fields dialog box displays.
3) Use the following table to complete this dialog box:
a) Optional Field Enter the code for this optional field, up to 12 characters.
b) Description Enter the description for this optional field, up to 30 characters.
c) Type From the drop-down list, select the appropriate type for this
optional field from the following:
Text- up to 60 characters in length
Amount- up to 3 decimal places
Number- up to 9 decimal places
Integer- up to 10 digits
Yes/No
Date
Time

d) Validate Select the validate check box if you want to restrict users to
enter only defined values. Otherwise, users can enter a
defined value or any value including a blank value.
This option is applicable for Text, Amount, Date, Number,
Integer and Time types.
e) Allow Blank Select this check box to allow blank values for this optional
field.
This field only displays if the type of Text or Date is selected.
Values
f) Value Enter the appropriate value for the selected type.
g) Description Enter a description of the value.
4) Click Add to add this optional field.
5) Add as many optional fields as needed.
6) Click Close when finished.

Assign Use the following procedure to assign optional fields in the general ledger. You can define
Optional an unlimited number of optional fields for accounts or transactions in the general ledger.
Fields You can use optional fields as criteria for reporting.
If you do not have this option, contact your Certified Consultant for more
information.
2) Select the Optional Fields icon.
The G/L Optional Fields dialog box displays.
a) Optional Fields From the drop-down list, select to create optional fields for the
for following:
Accounts- Extends the amount and type of information
you can store with accounts.
Transactions- Extends the amount and type of
information you can store for each transaction detail line.
b) Optional Field Enter or select the optional field to be used.

c) Optional Field The description of the optional field displays.

Description
d) Default Value Enter or select the default value for this optional field.
e) Value The description for the default value of this optional field
Description displays.
f) Auto Insert Select Yes to auto insert this value or No to not insert it
automatically.
4) Click Add.
5) Repeat this process as many times as needed.

4
Setup II: Chart of Accounts and
Budgets
Introduction
This chapter shows you how to complete the setup for Sage
Accpacs General Ledger module, establishing individual
accounts and setting up your budget data.
following tasks:
Set up your Chart of Accounts by Adding G/L Accounts
Print reports to verify G/L Setup
Enter Budgets for your company
What are account groups?
How are account groups used in Sage Accpacs General
Ledger module?
41
Setup II: Chart of Accounts and Budgets CA - PLUS INC.
Concepts
Account Sage Accpac uses account groups to classify and select related accounts for reporting
Groups purposes. Account groups assign each G/L account to a standard account category (such
as current asset, revenue, or cost of sales) and are primarily used by the Financial
Reporters standard statements.
If you use account groups, you must assign every account to a group. If you do not use
account groups, the default financial statements included with G/L will not work.
Listed below are the standard 16 Account Groups:
Current Assets
Fixed Assets
Other Assets
Accumulated Depreciation
Current Liabilities
Long Term Liabilities
Shareholders Equity
Revenue
Cost of Sales
Opening Inventory
Purchases
Closing Inventory
Cost and Expenses
Other Income and Expenses
Provision for Income Taxes
Other

CA - PLUS INC. Setup II: Chart of Accounts and Budgets
Procedure Detail
Use the following procedures to set up the chart of accounts in your Sage Accpac system.
Chart of Accounts
Add a General
Ledger Use the following procedure to set up accounts for General Ledger.
Account
1) From the General Ledger window, select the G/L Accounts icon.
2) Select the Accounts icon.
The G/L Accounts notebook displays.

.
3) Enter the Account number.
This field can be up to 45 characters in length. You can use up to 10 segments in

Enterprise Edition with a maximum of 15 characters per segment.
General Ledger will allow up to 45 characters, but only 24 characters display

on the screen and print on reports by default.

4) Enter a Description of the account, up to 30 characters.
5) Select a Structure Code for the account.
This is one of the codes defined when you set up the G/L Account Structures. This code
tells Sage Accpac what format the account number will use.
You can use multiple structures within the same chart of accounts.
6) From the drop down list, select an Account Type.
This feature tells the system whether the account is an income statement, balance sheet
or retained earnings account.
Sage Accpac ERP uses this classification for year end closing. Any account
that is labeled income will be closed and rolled to retained earnings at year
end.
7) From the drop-down list, select the Normal Balance of the account. Choose either debit
or credit.
This helps the system classify how to report this field.
8) From the drop-down list, select an Account Group.
Account groups are used in the 6 pre-defined financial reports. If each account is not
properly classified, the pre-defined financial statements will not work properly.
9) Indicate the accounts status by selecting the appropriate option button: Active or
Inactive.
An account can be marked as inactive to prevent users from posting to that account. An
account can be made active or inactive at any time.
If you make an income account inactive when it has activity for the year, you
will get an error at year end when you try to create the new year in General
Ledger.
10 ) Select whether to post to the account in either Detail or Consolidated form.
Posting to a General Ledger account in detail maintains all of the transactional information
for that account. Posting in a consolidated form consolidates all transactions into a
balance forward format.
11 ) Select the Control Account for Subledger check box if you want this account to be a
control account.

a) Once you select this check box, an additional tab displays with the following
information:
b) A control account can only be posted to by a subledger.

c) You can select to associate one control account with multiple subledgers.
12 ) Select the check box if you want this account to use Auto Allocation.
This function allows you to distribute amounts from one account to others. When this
function is selected the allocation tab displays in the notebook.
a) Once you select this check box, an additional tab displays with the following
information:

b) Select the Source Code for the entry to be made to the General Ledger when the
auto allocation batch is run.
c) From the drop-down list, select the method to Allocate By from the following:
Account Balance
Account Quantity
d) Enter or select the General Ledger Account.
You may not use the account being distributed from as one of the accounts
being distributed to.
e) Optional: Enter the Reference, up to 22 characters.

f) Optional: Enter the Description, up to 30 characters.
g) Enter the Percentage to be distributed to this account.
You must distribute 100% of the accounts transactions.
If multi-currency is being used, the Currency tab displays.
13 ) Select the Maintain Quantities check box if you want to track quantities or units when
amounts are entered into General Ledger.
This field is available only when the Maintain Quantities option has been selected in the
General Ledger Options notebook.

This feature will not transfer numbers from subledgers. Quantities can only be
entered in the journal entry function of General Ledger.
Once you turn on this option, you cannot turn it off.
14 ) Enter the appropriate retained earnings account in the Close to field.
This field displays only when the account type of Income has been selected. It is only used
if more than one retained earnings account is used.
In order to properly use this feature to maintain multiple retained earnings accounts, you
must do the following:
You must have selected that the segment be Used In Closing in the G/L Options
notebook.
You must have assigned that segment to the proper retained earnings account to close
to in the Segment Codes dialog box.
You must also assign the income account to Close To that particular segment.
If these three steps are not followed, the account will close to the default
retained earnings account.
15 ) Optional: Click the Optional Fields tab to display the following page:
If you do not have this feature available, contact your Certified Consultant for
more information.
You can have an unlimited number of optional fields for any account.
You must have completed the setup of optional fields in order to use this
feature. Set up of optional fields is covered in Chapter 3.

a) Enter or select the Optional Field you want to assign to this account.
b) The Optional Field Description displays.
c) Enter or select the Value for this optional field.
d) The Value Description displays.
16 ) Optional: Click the Trans. Optional Fields tab to display the following page:
If you do not have this feature available, contact your Certified Consultant for
more information.
You can have an unlimited number of optional fields for transactions for the
selected G/L account.
You must have completed the setup of optional fields in order to use this
feature. Set up of optional fields is covered in Chapter 3.

a) Enter or select the Optional Field you want to assign to this account.
b) The Optional Field Description displays.
c) Enter or select the Value for this optional field.
d) The Value Description displays.
17 ) Click Save, then Close.

Print Setup General Ledger provides several setup reports that should be printed after setup to verify
Reports that the process has been performed correctly. These reports should be kept and filed to
help document your Sage Accpac ERP system.
1) From the General Ledger window, select the Reports icon.
The G/L Reports window displays.

.
2) You should print the following G/L setup reports.
a) G/L Options Prints a listing of the General Ledger options notebook.
b) Source Codes Prints a listing of the source codes that you set up in General
Ledger.
c) Account Prints a listing of the different account structures that you have
Structure set up.

d) Account Prints a listing of the account segments that you have defined.
Segments
e) Account Prints a listing of the account groups that you have defined.
Groups
f) Chart of Prints a listing of the accounts you set up in the General

Accounts Ledger. Select the following options from the Report Format
drop-down list:
Detail- Short Form: Prints a detail listing of the account setup
information using the portrait page orientation.
Detail- Long Form: Prints a detail listing (plus the account
group and segment closing information) using the landscape
page orientation.
Allocation: Prints only the accounts that are selected to be
auto allocated along with the corresponding allocation
information.
Fiscal Set Comparison: Select this option to choose the
years and type of data to be printed for each account.
You can also sort the report by the following options:
Account
Segment
Account Group
In addition, you can use the Select Accounts function to limit
the scope of this report.

Enter Budget Sage Accpac ERP allows the user to maintain up to 5 budgets per year in the Enterprise
Data Edition. You can use the financial reporter to compare actual to budgeted amounts and
calculate any variances.
2) Select the Budget Maintenance icon.
The G/L Budget Maintenance dialog box displays.
3) Enter or select the Account for which you want to enter or maintain budget information.
4) From the drop-down lists, select the Budget Set and the Year.
5) Click the Refresh button to populate the table with any amounts that have been entered
previously.
6) Use the following table to select a Budget Method used to enter information directly into
the budget table:

a) Fixed Amount When you enter the amount in the Fixed Amount field, G/L
copies this amount to all periods.
b) Spread Enters the amount you have budgeted for the entire year. G/L
Amount divides this amount into equal amounts for each period. If there
is a remainder amount, it is added to the last period.
c) Base, Percent Enters the starting amount for the first period and then enters
Increase the percentage to be added to each period thereafter.
d) Base, Amount Enters the starting amount for the first period and then enters
Increase the dollar amount to be added to each period thereafter.
7) Use the Fiscal Set Lookup to help populate the tables.
a) Enter or select the Account number.

b) From the drop-down list, select the Fiscal Set you want to view.
Actuals
(Budget Set) 1
(Budget Set) 2
(Budget Set) 3
(Budget Set) 4
(Budget Set) 5
c) From the drop-down list, select the Year you want to view.
d) Click the Refresh button.

The amount from the Fiscal Set Lookup displays in the Inquiry Amount column.
.
8) Select a method from the Budget Method table to help populate the Budget Amount
column.
a) Copy, As Is Select this method when using the Fiscal Set Lookup to copy
existing financial amounts.
When you click Add, the amounts in the Inquiry column are
added to the amounts already displayed in the Budget
Amount column.
When you click Replace, the amounts in the Inquiry column
are replaced with the amount in the Budget Amount column.
b) Copy, Percent Select this method when using the Fiscal Set Lookup to copy
Increase the existing financial amount plus a percentage increase.
Amount column.
replace the amounts in the Budget Amount Column.

c) Copy, Amount Select this method when using the Fiscal Set Lookup to copy
Increase the existing financial amount plus a dollar amount increase.
Amount column.
replace the amounts in the Budget Amount column.
d) Copy, Prorated Select this method when using the Fiscal Set Lookup to copy
Spread the existing financial amount plus a dollar amount increase
prorated through all periods.
Amount column.
When you click Replace, the amounts in the inquiry column
replace the amount in the Budget Amount column.
9) Select one of the following options:
Click Add to save the budget.

Click Clear to start over.
Click Delete to remove this budget set for this account entirely.
We have found it easier and more efficient to import the budgets than to enter
them directly.

Create Use the following procedure to create General Ledger accounts in mass based on existing
Accounts accounts. For example, you would use this function if you have added a new division or
department in which you want to copy the G/L accounts from another existing division or
department.
2) Select the Create Accounts icon.
The G/L Create Accounts dialog box displays.
Select Account Structures
a) From Accounts Enter or select the account structure code on which the new
with Structure accounts will be based.
Code
In our example, we are copying Division 200 to create Division
300.
b) Create Enter or select the account structure code used for the new
Accounts with accounts.
Structure Code

Select Account Range
c) Select By From the drop-down list, select the account range to be used
from the following range options:
Account Number
Segment
Account Group
d) From/To Enter the appropriate range (Account, Segment or Account

Account Group) for which new accounts will be created.
Number,
Segment or
Account Group
e) Default Select this check box to create accounts with the same control
Subledger account options as the model accounts.
Details
f) Include Select this check box to display any existing accounts that are
Existing included in the create accounts range.
Accounts These accounts will not be overridden during creation of the
new accounts.
Specify the Segments to Create
g) Segment Name This column displays all segments used in the structure code
specified in the Create Accounts with Structure Code field.
h) Create New Select Yes or No to create new accounts based on this

segment.
i) From/To Enter or select the segment range for creation.
j) Default Enter or select the segment code from which you want to
Options From default options.
4) Click Preview.
The following confirmation message displays:
5) Click Close to display the G/L Create Accounts Preview dialog box.

6) Click Print to print the list, if needed.
8) Click Process to create the accounts.
9) Click Clear to reset the form and start over.
10 ) Click Close when finished.

Set Up Use the following procedure to set up permission for General Ledger security. This is an
Account additional module that must be purchased from Sage Accpac.
Permissions
2) Select the Account Permissions icon.
The G/L Account Permissions notebook displays.
3) Use the following table to complete the Segment tab:
a) User ID Enter or select the user identification code of the user for which
you want to set security.
b) Allow Set this field to Yes to allow this user to access a range of
accounts if you have the GL Options defaulting to no access to
users.
Set this field to No to disallow this user access to a range of
accounts if you have the GL Options defaulting to all access to
users.

c) Segment From the drop-down list, select the segment for which you
want to allow access from the following:
Account
Division
Region
d) From/To Enter the appropriate range of the account, division or region

you want to grant access.
4) Click the Account tab.
5) Use the following table to complete the Account tab:
a) Allow Set this field to Yes to allow this user to access a range of
accounts if you have the GL Options defaulting to no access
for users.
Set this field to No to disallow this user access to a range of
accounts if you have the GL Options defaulting to all access
for users.
b) From/To Enter the appropriate account range to which you want to

grant or deny access.
6) Click Print to print the list, if needed.
7) Click Test to view the accounts to which you have allowed access.

5
Processing Transactions
Introduction
This chapter describes batch processing as it is used in Sage
Accpac General Ledger and shows you how to process
transactions using this method.
following tasks:
Make a Journal Entry
Post a Batch
Use the Batch List Function
How does batch processing work in Sage Accpacs General
Ledger module?
What are the different ways I can enter batches?
What benefits does Sage Accpacs batch processing provide?
How can I access batch and journal entry information?
51
Processing Transactions CA - PLUS INC.
Concepts
Batch Sage Accpac General Ledger processes transactions in batches, groups of journal entries
Processing with balancing credit and debit amounts. You enter all journal entries in batches and then
post these batches to G/L accounts.
There are 3 ways to enter batches into the General Ledger:
Enter the journal entry directly into General Ledger
Generate the batch in a subledger and send it to General Ledger
For more information on this subject, see Subledger Batches on page 6-2.
Import the batch from a non-Sage Accpac program
General Ledger also has the ability to automatically create its own batches by using the
Create Allocation Batch and Create Revaluation Batch functions.
The Create Allocation Batch function is used only if you have set up accounts to allocate
the balance to other accounts. It is discussed in the monthly processing section of this
manual.
The Create Reallocation Batch function is used only if multi-currency is being used and
is not covered in this manual.
Using batch processing means that your company database is not updated in real time,
which allows you to verify the accuracy of the batch before you permenantly post it.
Before you can successfully post a transaction, it must balance, use an open fiscal period,
and contain only valid source codes and account numbers. In addition, all of its specified
accounts must have statuses of Open. You can provisionally post an account to test its
effects on your records.
General Ledger offers several ways to access batch and journal entry information, as
shown in the following table.
a) G/L Batch List Provides access to a list of all batches in the General Ledger,
Icon ordered by batch number. It also displays information about
each batch, including:
Description
Source ledger
Batch type and status
Dates of creation and last modification
Batch total
Number of entries
Number of errors

CA - PLUS INC. Processing Transactions
b) Batch Status Shows all activity performed in both currently unposted

Report batches and batches that have been posted or deleted since
the report data was last cleared.
c) Batch Listing Lists the contents of all unposted batches and identifies their
Report errors. You can use this report to check batches after you have
retrieved or imported them but not yet posted them.
d) Posting Allows you to view transactions that have just been posted.
Journal You can view previously posted transactions by using the
Transaction History window.

Procedure Detail
Use the following procedures to process transactions in General Ledger.
Use the Batch General Ledger can execute the same process in multiple ways. The Batch List function
Listing allows the user to accomplish several tasks from one central location in the General
Ledger.
We generally use the batch list function to enter, post and delete General
Ledger batches. We find this to be the most efficient method.
1) From the General Ledger window, select the G/L Transactions icon.
2) Select the Batch List icon.
The G/L Batch Listing dialog box displays.
3) Optional: Enter or select the Starting Batch Number.
4) Optional: Enter or select the source Ledger if you only want to view batches from a
particular subledger.
5) Click the Refresh button, if needed.
6) Select the check box to Show Posted and Deleted Batches if needed. Otherwise,
posted and deleted batches will be suppressed or hidden.
The columns display the following fields:

Batch
Description
Ledger
Edited
Ready to Post
You can double-click in the Ready to Post column to mark a batch ready to be
posted.
Type
Status
Printed
Batch Total
Quantity Total
Created
Posting Sequence
No. of Entries
No. of Errors
7) Select one of the command buttons to utilize this dialog box:
a) Open Opens a Journal Entry batch.
This function will open either an open or posted batch. If the

batch is posted, this acts as an inquiry function only.
New to version 5.1: You can now export posted batches by
opening the batch through this function.
b) New Creates a new Journal Entry batch.
c) Delete Deletes a Journal Entry batch that is not posted.
This is the only place where a General Ledger batch can be

deleted.
d) Post Posts a Journal Entry batch.
The Post function allows you to post a batch that is not marked Ready to Post.
A prompt displays that asks Batch has not been made ready to post. Do you
want to post this batch? This is the only time that the Ready to Post function
does not have to be selected prior to posting.

e) Prov. Post This allows you to temporarily post a Journal Entry

batch.
f) Print Prints a listing of a batch.
This function will print either an open or posted batch.
g) Refresh Refreshes the dialog box once changes have been

made.
h) Close Closes the G/L Batch list dialog box.

Create a Use the following procedure to make journal entries in the General Ledger.
Journal Entry
1) Select New from the G/L Batch List.
You can also perform this function by selecting Journal Entry from the G/L
Transactions window.
If you are using this function for the first time, verify the setting for Auto Clear.
Select Settings > Auto Clear within the Journal Entry dialog box to enable
this function which clears any text you have entered into this window when
you click Save, Add or Delete.
The Journal Entry dialog box displays.
2) Optional: Enter the Batch Description.
3) Optional: Enter the Entry Description.
4) Enter the Date, which automatically defaults to the Sage Accpac log-in date.
5) Enter the Year/Period, which automatically default to match the date entered in the Date
field.

The General Ledger posts transactions based on the period and year, not the
date. This is a useful feature that allows you to maintain the actual transaction
date, but change the fiscal period to which the transaction is posted.
6) Enter or select the Source Code.
A common source code for entering journal entries is GL-JE.
7) Choose the entry mode you want to use: Normal or Quick.
a) Quick Allows you to enter information into the Reference and

Description fields in the first detail line. The system then copies
that information to each detail line thereafter.
b) Normal Allows you to enter different information into the Reference

and Description fields on each detail line.
8) Select the Auto Reversal check box if this entry will need to be reversed.
This is a great feature for those tedious month end accruals. You can book
the accruals and then select this option to automatically reverse the entry
without any intervention from the user.

a) Reversal From the drop-down list, select the reversal period needed:
Period
Next Period- Reverses the entry in the next fiscal period.
Specific Period- Allows the user to specify the period and
the year of the reversal.
b) Year/Period Specify the year and period for the reversal if specific period
was selected.
9) Enter the detail line information for the entry by completing the following fields.
a) Line Number Sage Accpac will automatically increment this number for use
by the system.
b) Reference Optional: This field can contain up to 22 characters.
c) Description Optional: This field can contain up to 30 characters.
d) Account Enter the account number.

NOTE: You do not have to key in any delimiters in the number.
Sage Accpac will infer the dashes (-) or any other available
delimiter.
e) Debit Enter the amount to be debited to this account.
f) Credit Enter the amount to be credited to this account.
g) Quantity Enter any quantity amount if quantities are being maintained.
h) Date Enter the transaction date of this detail line, which defaults to
the entry date.
i) Source Ledger Enter the ledger from which the transaction originates. This
defaults to the ledger entered previously in the Source Code
fields.
j) Source Code Enter the code or transaction type which classifies the
transaction type.
k) Optional Fields Select Yes to enable optional fields for this transaction, or
select No to not enable optional fields.
l) Optional: Click the Zoom button to enter optional field

information for this transaction line.

m) Comments Optional: This field can contain up to 250 characters.
Once the detail lines have been entered, your dialog box should appear similar to the one
below:
10 ) Once you have entered all of the detail lines, click Add.
The system will let you save an entry that is out of balance. However, if the
batch is posted the out of balance entry will generate an error batch.
When entering a journal entry, the only fields that must be filled out in the
detail line are the account number and either debit or credit amount. As soon
as all fields are complete, the user can press Insert to add another line
quickly.

11 ) If you make a mistake during data entry, you can click Clear to clear the detail lines of this
entry.
12 ) If you want to view each line in a zoom mode, you can click the Detail button to display the
Journal Detail dialog box as shown below:
a) Click Save to save this detail line.

b) Click New to add a new detail line.
c) Click Delete to delete this detail line.
d) Click Close to return to the main Journal Entry dialog box.
13 ) Click Close.
14 ) Print and review the batch if needed.

Post a Batch Use the following procedure to post General Ledger batches. Before a batch can be
posted, it must be made Ready To Post.
1) From the General Ledger window, select the Batch List icon.
The G/L Batch List dialog box displays.
2) Highlight the batch you want to post, and double-click in the Ready To Post column.
The status of the batch will change as shown below:
3) Repeat this process until all necessary batches are marked Ready To Post.
4) To post a single batch, highlight the batch and click Post.

5) To post multiple batches, click Close to return to the main G/L Transactions folder.
6) Select the Post Batches icon.
The G/L Post Batches dialog box displays.

.
7) Select an option button to post either All Batches or a Range of batches.
8) Click either Post or Provisionally Post to post the batches to the General Ledger.
a) Post Posts the batches to the General Ledger.
b) Provisional Temporarily posts the batches to the General Ledger. The trial
Post balance and financial statements can be printed, including
provisional amounts.
The Ready to Post check box must be marked as Yes to use this posting
function.
To post a batch after provisionally posting it, simply select the batch and
select Post.
9) When posting is complete, click Close.
10 ) From the General Ledger window, select the Reports icon.
11 ) Select the Posting Journal icon to print this report.
The following dialog box displays:

12 ) Use the following table to complete this dialog box:
a) Select Journal Select the appropriate radial button for the posting journal you
want to print from the following:
Posting Journal
Posting Journal Errors
Provisional Posting Journal
Provisional Posting Journal Errors
b) Sort By Select the appropriate radial button for the order you want the
posting journal to print in from the following:
Posting Sequence
Account Number
c) From/To Posting Accept or override the posting sequence number range for the
Sequence journal(s) you want to print.
Because the system defaults to the last posting sequence, you should not
have to alter this number. It will only print batches that do not have the
print status of printed.
d) Reprint Select this check box to reprint journals that have been printed
Previously before.
Printed Journals
e) Include Trans. Select this check box to print any transaction optional fields in
Optional Fields this report.
13 ) Click Print.
14 ) Click Close.
This report is the final audit trail for Sage Accpac ERP transactions and should
be printed and filed for auditing purposes.

6
Periodic Processing
Introduction
This chapter shows you how to perform the processes to close
out monthly and yearly financial periods in Sage Accpac
General Ledger. It also describes the subledger and allocation
batches essential to this process.
following tasks:
Perform the monthly processes in G/L, including
Creating Subledger Batches
Creating Allocation Batches
Creating Recurring Entries Batches
Perform the annual processes in G/L, including

Consolidating Posted Transactions
Creating a New Year in G/L
Performing Period End Maintenance
Clearing History
What is a subledger batch and how does it work in Sage
Accpac General Ledger?
What is an allocation batch and how does it work in Sage
Accpac General Ledger?
61
Periodic Processing CA - PLUS INC.
Concepts
Subledger A subledger (subsidiary ledger) is a ledger containing the details for a particular
Batches accounting function. For example, the Accounts Payable subledger contains the details for
all amounts the company owes to its vendors.
Subledger batches are batches of detailed transactions in a particular accounting
function, or module, that feed to the General Ledger. For example, Accounts Payable,
Accounts Receivable, and Payroll create batches in G/L that are referred to as subledger
batches.
Allocation Allocation batches are generated through an automatic function in General Ledger to
Batches take the balance in one account and reclass it to other accounts. For example, the
overhead from a corporate office can be reallocated to the expense accounts for the
companys field offices.

CA - PLUS INC. Periodic Processing
Procedure Detail
Use the following procedures to perform periodic processing in the General Ledger.
Perform Month End Processing

Perform the following tasks at month end.
This procedure is divided into subgroups. If necessary, complete any daily processing
procedures before you begin.
Be sure to back up of your data before you complete these processes.
Create Use the following procedure to create subledger batches that have the option to send
Subledger batches to the General Ledger using the On Request Using Create G/L Batch icon.
Batches
1) Select the Periodic Processing icon from the subledger window that uses this option.
2) Click the Create G/L Batch icon and select the appropriate ranges.
3) Click Process.
4) Click Close.
5) Perform this process in every subledger, as needed.
6) When you are finished, go to the General Ledger folder and select the G/L Transactions
icon.


.
8) Optional: Highlight the subledger batch and click Print.

.
When you select print from the G/L Batch List, this dialog box defaults to
printing the highlighted batch.
a) Batch From/To Accept or override the batch range in the from/to fields.

b) Ledger From/ Accept or override the source ledger range in the from/to
To fields.
c) Created From/ Accept or override the creation date range in the from/to fields.
To
d) Include Select this check box to include batches that have been
Previously printed before in this report.
Printed Batches
e) Include Trans. Select this check box to include transaction optional fields in
f) Type Accept or change the type of batch(es) you want to include in

this report from the following:
Entered
Subledger
Imported
Generated
Recurring
g) Status Accept or change the status of the batch(es) you want to

include in this report from the following:
Open
Ready to Post
Posted
Prov. Posted
10 ) Click Print.
11 ) Click Close.
12 ) Review the batch and click Post to post the batch.
13 ) Click Close.
14 ) From the General Ledger window, select the G/L Reports icon.
15 ) Select the Posting Journal icon to display the G/L Posting Journals dialog box.

Posting Journal
Posting Sequence
Account Number
Previously before.
Printed Journals
17 ) Click Print.
18 ) Click Close.

Create Use this procedure to create an allocation batch, if necessary. This function will allocate
Allocation general ledger account balances or quantities or both as defined and as needed.
Batches
1) From the General Ledger window, select the G/L Periodic Processing icon.
2) Select the Create Allocation Batch icon.
The G/L Create Allocation Batch dialog box displays.

.
a) Batch Enter a description for this allocation batch.

Description
b) Create Batch From the drop-down list, select the appropriate option to create
For this batch from the following:
Full Account ID
A particular GL Segment such as Account, Division or
Region for Sample Company
c) From/To Enter the appropriate range for the previously selected option.
d) Journal Entry Enter the date for this allocation batch.

Date
e) Year/Period Accept or override the year and period for this allocation batch.
f) Allocation From the drop-down list, select the appropriate allocation

Method method from the following:
Both Account Balance and Quantity
Account Balance
Account Quantity

g) From/To Qty. Enter the appropriate range in the from/to fields for the quantity
Year/Period allocation.
4) Click Proceed.
The following confirmation screen displays.

.
5) When you are finished, go to the General Ledger group and select the Batch List icon.

.


.
To fields.
To
Printed Batches

Entered
Subledger
Imported
Generated
Recurring


Open
Ready to Post
Posted
Prov. Posted
8) Click Print.
9) Click Close.
10 ) Review the batch and click Post to post the batch.
11 ) Click Close.
Posting Journal
Posting Sequence
Account Number

Previously before.
Printed Journals
15 ) Click Print.
16 ) Click Close.

Create Use this procedure to create a recurring journal entry batch(es), if necessary.
Recurring
Entries
Batches
2) Select the Create Recurring Entries Batch icon.
The G/L Create Recurring Entries Batch dialog box displays.

.
a) Enter the Run Date for this batch.

b) Enter or select the range of recurring entry codes in the From Recurring Entry
Code and To Recurring Entry Code boxes.
c) Click Proceed.
The following confirmation
.
screen displays.
d) Click OK.
e) Click Close.
3) When you are finished, go to the General Ledger group and select the Batch List icon.


.

.

To fields.
To
Printed Batches

Entered
Subledger
Imported
Generated
Recurring

Open
Ready to Post
Posted
Prov. Posted
6) Click Print.
7) Click Close.
8) Review the batch and click Post to post the batch.
9) Click Close.

Posting Journal
Posting Sequence
Account Number
Previously before.
Printed Journals
13 ) Click Print.
14 ) Click Close.

Create Creating a revaluation batch, if necessary, allows you to revalue currency transactions as
Revaluation needed. However, multicurrency is beyond the scope of this manual.
Batches

Perform Year End Processing

Perform the following tasks at year end.
This procedure is divided into subgroups. If necessary, complete any daily and monthly
processing procedures before you begin.
Be sure to make a backup of your data before you complete these

processes.
Consolidate Use the following procedure to consolidate your posted transactions in the General
Posted Ledger. This is an optional procedure.
Transactions
If you perform this function you will loose your detail in your General
Ledger and all drill-down functions.
2) Select the Consolidate Posted Trans. icon.
The G/L Consolidate Posted Trans. dialog box displays.

.
3) From the drop-down list, select what to Consolidate For:
Full Account Number

A particular segment of the General Ledger account number, such as Account, Division
or Region
4) Enter or select the account range in the From and To fields
5) From the drop-down list, select the period you want to consolidate Through Period
Ending.
6) Select the option button for the parameters you want to consolidate by:
Account/Fiscal Period
Account/Fiscal Period/Source Code
7) Select the source code you want to use for consolidation (if you choose to consolidate by
Account/Fiscal Period.)
8) Click Proceed.

Create a New Use the following procedure to create a new year in your records.
Year
Be sure to backup your data IMMEDIATELY before you begin.
1) From the Common Services window, select the Fiscal Calendar icon.
The Fiscal Calendar screen displays.

.
2) Verify that the Closing Period is unlocked in the current year.
3) Click the New button.
4) Click Add.
5) Click Close.
Be sure to back up your data before you begin.
7) Select the Create New Year icon.

The G/L Create New Year dialog box displays.

.
8) Click Proceed.
9) The following confirmation messages display:

.
10 ) Click OK.
The system automatically closes all income accounts to the retained earnings account
and posts the transactions to period 15.
11 ) Click Close.

Posting Journal
Posting Sequence
Account Number
Previously before.
Printed Journals
15 ) Click Print.
16 ) Click Close.
18 ) Select the Trial Balance icon to print this report.

The G/L Trial Balance Report dialog box displays.

.
a) From the drop-down list, select the Report Format of Report.

b) Select the Year as the new year you just created and the Period of 01.
c) Click Print.
d) Click Close.
Review this report to verify that every expense account was closed to
retained earnings and has a $0 balance.
If there is a balance in any of the income type accounts, you need to consult
your Certified Consultant.

Perform Use the following procedure to perform period end maintenance. This process allows you
Period End to clean-up the General Ledger. This is an optional procedure.
Maintenance
2) Select the Period End Maintenance icon.
The G/L Period End Maintenance dialog box displays.

.
3) Select one or more of the following check boxes:
a) Delete Inactive Deletes all account information and account history for any
Accounts General Ledger account that has been marked inactive.
b) Delete Removes all detailed history that is older than the number of
Transaction years to retain transactional history as defined in the General
Detail History Ledgers Setup Options.
c) Delete Fiscal Removes the fiscal set history or summary account

Set History information for fiscal years older than the number of years to
retain fiscal history (as defined in the General Ledgers Setup
Options).
d) Reset Batch Resets the batch numbers and the posting sequence numbers.
Numbers Although this is normally performed at year end, you can do
this at any time.

You must post all open batches and print and clear all posting journals prior to
resetting the batch numbers.
4) Click Proceed.

Clear History Use the following procedure to clear history in the General Ledger. This process allows
you to clean-up the General Ledger. This is an optional procedure.
2) Select the Clear History icon.
The G/L Clear History dialog box displays.

.
3) Select one or more of the following check boxes:
a) Clear Printed Select this check box to clear the printed posting journals from
Posting the General Ledger.
Journals
b) Through Enter the posting sequence number through which you want to
Posting clear the posting journals.
Sequence
Number
c) Clear Deleted Select this check box to clear the deleted and posted batches
and Posted form the General Ledger.
Batches
d) Through Batch Enter or select the batch number through which you want to
Number clear the deleted and posted batches.
4) Click Proceed.


7
Reporting
Introduction
This chapter shows you how to set up the parameters for and
print a variety of reports on the General Ledgers setup and
transactions.
following tasks:
Run an existing Financial Report
Run one of General Ledgers numerous processing and
analytical reports, including the following examples:
Chart of Accounts Report
Trial Balance Report
Source Journal
Batch Status Report
Batch Listing
Posting Journal
71
Reporting CA - PLUS INC.
Procedure Detail
Run Financial This procedure shows you how to run existing financial reports. To modify or create a new
Reports financial report, please consult your Sage Accpac Certified Consultant or Red Maple
Presss Financial Reporter manual.
1) From the General Ledger window, select the Financial Reporter icon.
2) Select the Print Financial Statements icon.
The Financial Statements dialog box displays.

.
3) Enter or select the Statement Name you want to print.
4) From the drop-down menu, select the Fiscal Period for which you want to print financial
statements.
5) Select a Report Type option button.
a) Actual Prints only posted information.

CA - PLUS INC. Reporting
b) Provisional Prints both posted and provisionally posted

information.
6) Select whether to print a Separate or Consolidate statement in the Report As group.
This option is only available if you select to sort by Segment and anything
other than the core account segment.
7) Select the check box to include Report Options which print report parameters you
selected.
8) Select choices in the Sort By group:
a) Choose to sort by: Account Number, Segment or Account Group.

b) Choose the corresponding range to limit the scope, if necessary.
9) Use the Select Accounts function to further limit the scope of the financial statement to
be printed.
10 ) Select the Print Destination from the following:
Printer
Preview
File
E-mail
11 ) Click Print.
12 ) Click Close.

Print General
Ledger General Ledger provides several reports to help you analyze and document your
Processing transactions.
and Analytical
Reports
All of the following reports can be accessed by selecting the Reports icon from the
General Ledger window.
1) Select the Chart of Accounts icon to print a report of the chart of accounts.
a) Select the Report Format from the drop-down list.
Detail Short Form Prints a report that lists every account or the accounts
specified in a range - in portrait format.
Detail Long Form Prints a report with the same fields as the detail short
form plus a field for the closing segment for each
account and the account group - in landscape format.
Allocation Prints each account specified to be allocated as well

as the accounts allocated to and their corresponding
percentages.
Control Account Prints each account specified as a control account and

Subledgers the subledgers assigned to it.
Fiscal Set Displays another window that allows you to select

Comparison which fiscal sets to compare and print the fiscal sets
with variance percentages.

b) If you choose to sort the report by Account Number, the following screen displays:
.
c) If you select to sort the report by Segment, the following screen displays:
.

d) If you select to sort the report by Account Group, the following screen displays:
.
e) Depending on the sort order you choose, enter or accept the range to limit the
scope of the report.
f) You can further limit the range of the report by using the Select Accounts box.
g) You can also print the report by an Account Optional Field if needed.
h) Click Print.
i) Click Close.
2) Select the Trial Balance icon to print a report of the account balances or the net changes.
a) Select the Report Format to use from the drop-down list.
Report Prints a standard trial balance.
Worksheet Prints a trial balance with extra columns for

adjustments, an income statement and a balance
sheet.
Quantity Report Prints the trial balance with quantities in a separate

column.
Provisional Prints the trial balance with provisional posted

Quantity amounts and quantities.
Provisional Prints a trial balance with provisional posted amounts

Included included.

Provisional Prints a trial balance with the original trial balance

Separate amount, the provisional amounts in a separate column
and the revised trial balance with provisional amounts
included.
This report is great for verifying General

Ledger provisional postings.
Provisional Prints a provisional trial balance in a worksheet format,

Worksheet with extra columns for adjustments, an income
statement, and a balance sheet.
b) Select the Year and Period for which you want to print the report.
c) Select whether to Include Accounts with No Activity by selecting or clearing this
check box.
d) If you choose to sort the report by Account Number, the following screen displays:
.
e) If you select to sort the report by Segment, the following screen displays:

f) If you select to sort the report by Account Group, the following screen displays:
g) Depending on the sort order you choose, enter or accept the range to limit the
h) You can further limit the range of the report by using the Select Accounts box.
i) You can also print the report by specifying an Account Optional Field if needed.
j) Click Print.

k) Click Close.
3) Select the Transactions Listing icon to print a detailed record of every transaction by
account.
a) If you choose to Sort by the Account Number, the following screen displays:
.
b) If you select to Sort by the Segment, the following screen displays:

.

c) If you select Segment, you have the option to print a Page Break After Each
Account, if needed.
d) If you select to Sort by the Account Group, the following screen displays:
a) Depending on the sort order you choose, enter or accept the range to limit the
b) Select the From Period and To Period range to print the G/L transactions listing.
c) Select whether to include the following options by selecting or clearing the
appropriate check box(es):
Accounts with No Activity
Quantity
Trans. Optional Fields
d) Select whether to Include Adjustments by selecting or clearing this check box.
This option will only be displayed if the last fiscal period (12 or 13) is selected
in the period range.
If you choose to include quantities, you can select whether to print on Legal or
Letter/A4 paper sizes.
e) You can further limit the scope by limiting Segment range in the Print Range box.
f) You can also print this report using an Account Optional Field if needed.
g) Click Print.

h) Click Close.
4) Select the Source Journal icon to print a report giving transaction detail by the source
codes selected during setup of the Source Journal.
This report must be defined in the General Ledger under the setup group, and
then in the Source Journal Profile, which allows you to specify what source
codes are included in the report. For example, you can create a report to print
all of the reversed checks in US Payroll by using the UP-RC code.
a) Select Source Journal from the drop down menu.

b) Click the Accounts tab to display the Account Selection page.

c) Depending on the sort order you choose, enter or accept the range to limit the
d) Select the Ranges tab to display the Select Ranges page.
e) You can limit the scope of this report by entering ranges for the following fields:
Fiscal Period
Reference
Date

Posting Sequence
Batch Number
f) Click Print.
g) Click Close.
5) Select the Batch Status icon and the following screen displays:
a) Enter the Batch range in the From and To fields.

b) Enter or accept the Ledger range in the From and To fields.
c) Enter or accept the Date range in the From and To fields.
d) Select whether or not to Clear Deleted and Posted Batches by selecting or
clearing this check box.
e) Select what Type(s) of batch(es) you would like to print:
Entered
Subledger
Imported
Generated
Recurring
f) Select what batches you would like to print Having Status of:
Open
Deleted
Ready to Post
Posted
Post in Progress
Prov. Posted
Prov. Post in Progress

It is easier to select all of the above listed options than to have to determine
the status of each batch every time you print it.
g) Click Print.
h) Click Close.
6) Select the Batch Listing icon.
The G/L Batch Listing report dialog box displays.

.
a) Enter the Batch range in the From and To fields.

b) Enter or accept the Ledger range in the From and To fields.
c) Enter or accept the date range in the Created From and To fields.
d) Select the check box to Include Previously Printed Batches, if needed.
e) Select the check box to Include Trans. Optional Fields, if needed.
f) Select what Type of batch you would like to print:
Entered
Subledger
Imported
Generated
Recurring
g) Select what batches you would like to print with a Status of:
Open
Ready to Post
Posted

Prov. Posted
It is easier to select all of the above listed options than to have to determine
the status of each batch every time you print it.
h) Click Print.
i) Click Close.
7) Select the Posting Journal icon.
The G/L Posting Journals report dialog box displays.
a) Choose which posting journal you would like to print by selecting one of the
following in the Select Journal box:
Posting Journal
b) Accept or enter the posting sequence you would like to print in the From Posting
Sequence and To Posting Sequence fields.
c) Select the check box to Reprint Previously Printed Journals, if needed.
d) Select the check box to Include Trans. Optional Fields, if needed.
e) Select the sort Order by one of the following:
Posting Sequence
Account Number
f) Click Print.
g) Click Close.

You should keep the Posting Journal report for your audit trail.

Print General The following reports can be printed to document the setup of your General Ledger.
Ledger Setup All of the following reports can be accessed by selecting the Reports icon from the
Reports General Ledger window.
The following reports can be printed to verify the setup of the General Ledger. They are
included in the reports section of the General Ledger and are not labeled as setup reports.
1) Select the G/L Options icon.
The G/L Options Report dialog box displays.
a) Click Print.
b) Click Close.
2) Select the Account Structure icon.
The G/L Account Structure Report dialog box displays.
a) Enter the print range in the From Structure Code and To Structure Code.
a) Click Print.
b) Click Close.
3) Select the Segment Code icon.
The G/L Account Structure Report dialog box displays.

a) Select whether to print:

All Segments
Specific Segment
b) From the drop-down list, select the Segment you want to print by.
c) Enter the print range in the From and To fields.
d) Click Print.
e) Click Close.
4) Select the Source Code Report icon.
The G/L Source Code Report dialog box displays.
a) Enter the print range in the From Source Code and To Source Code fields.
b) Click Print.
c) Click Close.
5) Select the Source Journal Profile Report icon.
The G/L Source Journal Profile Report dialog box displays.

a) Enter the print range in the From Profile and To Profile fields.
b) Click Print.
c) Click Close.
6) Select the G/L Account Groups icon.
The G/L Account Groups Report dialog box displays.
a) From the drop-down list, select the appropriate option to Select By one of the
following:
Account Group
Sort Code- Account Group
b) Select the check box to Show Schedules, if needed.
c) Click Print.
d) Click Close.
7) Select the G/L Recurring Entry icon.
The G/L Recurring Entry Report dialog box displays.

a) Enter the print range in the From Recurring Entry Code and To Recurring Entry
Code fields.
b) Select the check box to Show Schedules, if needed.
c) Click Print.
d) Click Close.

8
On-line Inquiries
Introduction
This chapter shows you how to use G/Ls on-line inquiries.
following tasks:
Use the Chart of Accounts Functions
View Account History
View Transaction History
Use the Fiscal Set Comparison
81
On-line Inquiries CA - PLUS INC.
Procedure Detail
Using the Chart This feature provides a central location for several inquiry functions to occur.
of Accounts
Inquiry
Functions It is easier to perform your inquiry functions from this central location than to
go to each individual icon.
1) From the General Ledger group, select the G/L Accounts icon.
2) Select the Chart of Accounts icon.
The following dialog box displays:

.
3) Enter or accept the Starting Account.
4) From the drop-down list, select the appropriate Period Ending.
5) Click the Refresh button to update the form according to your changes.

CA - PLUS INC. On-line Inquiries
6) The form includes information on the following fields:
Account
Description
Type
Normal Balance
Balance
Quantity
Status
Allocate
Posting
7) Highlight an account detail and select Open to view the setup details of the particular
account as shown:
.
a) Click Close and to return to the Chart of Accounts screen.

8) Highlight an account detail and select Transactions to view the Transaction History of the
particular account as shown:
.
a) Accept or select the Account that you would like to view.

b) From the drop-down list, select the appropriate Period Ending option.
If the Period Ending field is selected to be 12/31/XX, then the option to Include
Adjustments is available.
This option will include adjustments, if selected, made in the adjustment period.
c) At this point, you may click the Refresh button or enter the Source Code.
If you click the Refresh button, all source codes will be displayed.
If you enter the Source Code, then click the Refresh button only that source code
will be displayed.
d) The completed form screen displays as follows:

e) The following fields will be displayed in the form:

Period
Date
Source Code
Reference
Description
Functional Amount
Quantity
Posting Seq.
Batch No.
Entry No.

f) If you want to view the Journal Entry Detail on a particular transaction within this
account, double-click on the transaction detail listed in the form and it displays as
follows:
.
9) Click on any of the lines to drill-down to the originating transaction if it originated from a
module other than General Ledger.
In this example, the drill-down window of the A/P Payment Entry displays:

If you are inquiring on a transaction that originated from Order Entry or

Purchase Orders, you can click the Drill icon to view the originating
transaction in O/E or P/O.
g) Click Close to return to the G/L Journal Entry Inquiry dialog box.
h) Click Close to return to the Transaction History menu.
i) Click Close to return to the Chart of Accounts menu.
10 ) Highlight an account detail and click Comparison to view the G/L Fiscal Set Comparison
of the particular account as shown:

b) Select the type of Amounts you would like to view:
Net Change
Balance
c) Select the Fiscal Set 1 and Year 1 that you would like to compare to Fiscal Set 2
and Year 2.
d) Click the Refresh button and the revised form displays.
e) Click Close to return to the Chart of Accounts menu.

11 ) Highlight an account detail and select Budget to view the Budget Sets of the particular
account as shown:
12 ) Enter or select the Account for which you want to enter or maintain budget information.
13 ) From the drop-down lists, select the Budget Set and the Year.
14 ) Click the Refresh button to populate the table with any amounts that have been entered
previously.
15 ) Use the following table to select a Budget Method to use to enter information directly into
the budget table:
a) Fixed Amount When you enter the amount in the Fixed Amount field, G/L
copies this amount to all periods.
b) Spread Enters the amount you have budgeted for the entire year. G/L
Amount divides this amount into equal amounts for each period. If there
is a remainder amount, it is added to the last period.
c) Base, Percent Enters the starting amount for the first period and then enters
Increase the percentage to be added to each period thereafter.

d) Base, Amount Enters the starting amount for the first period and then enters
Increase the dollar amount to be added to each period thereafter.
16 ) Use the Fiscal Set Lookup to help populate the table.

.
a) Enter or select the Account number.

b) From the drop-down list, select the Budget Set you want to view.
Actual
(Budget Set) 1
(Budget Set) 2
(Budget Set) 3
(Budget Set) 4
(Budget Set) 5
c) From the drop-down list, select the Year you want to view.
d) Click the Refresh button to populate the Inquiry Amount column.

17 ) Select a method from the Budget Method table to help populate the Budget Amount
column.
a) Copy, As Is Select this method when using the Fiscal Set Lookup to copy
existing financial amounts.
Amount column.
are replaced with the amount in the Budget Amount column.
b) Copy, Percent Select this method when using the Fiscal Set Lookup to copy
Increase the existing financial amount plus a percentage increase.
Amount column.
replace the amounts in the Budget Amount Column.
c) Copy, Amount Select this method when using the Fiscal Set Lookup to copy
Increase the existing financial amount plus a dollar amount increase.
Amount column.
replace the amounts in the Budget Amount column.
d) Copy, Prorated Select this method when using the Fiscal Set Lookup to copy
Spread the existing financial amount plus a dollar amount increase
prorated through all periods.
Amount column.
When you click Replace, the amounts in the inquiry column
replace the amount in the Budget Amount column.
18 ) Select one of the following options:
Click Add to save the budget.

Click Clear to start over.
Click Delete to remove this budget set for this account entirely.
We have found it easier and more efficient to import the budgets than to enter
them directly.
It is important to note that the Sage Accpac ERP 200 only has 1 budget set.
e) Click Close to return to the Chart of Accounts menu.

19 ) Highlight an account detail and select History to view the History of the particular account
as shown:

b) Select the Year that you would like to view.
c) Select whether or not to Show Quantity by selecting or clearing this check box.
d) Click the Refresh button to populate the form.
e) The screen will be populated with information on the following fields:

Period
End Date
Net Change
Balance
Quantity (If this account maintains quantities and if you elected to view this.)
f) Click Close to return to the Chart of Accounts menu.
20 ) Click Close to close the Chart of Accounts dialog box.

Use the Batch The Batch List function allows the user to accomplish several tasks from one central
List Function location in the General Ledger. It can be used to inquire on General Ledger transactions
by batch when using the Open button.
1) From the General Ledger window, select the G/L Transactions icon.
3) Enter or select the Starting Batch Number.
4) Click the Refresh button, if needed.
5) Select the check box to Show Posted and Deleted Batches if needed. Otherwise,
posted and deleted batches will be suppressed or hidden.
The columns display the following fields:

Batch
Description
Ledger
Edited
Ready to Post

You can double-click in the Ready to Post column to mark a batch ready to be
posted.
Type
Status
Printed
Batch Total
Quantity Total
Created
Posting Sequence
No. of Entries
No. of Errors
6) Select one of the command buttons to utilize this dialog box:
a) Open Opens a Journal Entry batch.
This function will open either an open or posted batch. If the

batch is posted, this acts as an inquiry function only.
New to version 5.1: You can now export posted batches by
opening the batch through this function.
b) New Creates a new Journal Entry batch.
c) Delete Deletes a Journal Entry batch that is not posted.
This is the only place where a General Ledger batch can be

deleted.
d) Post Posts a Journal Entry batch.
The Post function allows you to post a batch that is not marked Ready to
Post. A prompt displays that asks Batch has not been made ready to post.
Do you want to post this batch? This is the only time that the Ready to Post
function does not have to be selected prior to posting.
e) Prov. Post This allows you to temporarily post a Journal Entry

batch.
f) Print Prints a listing of a batch.

This function will print either an open or posted batch.
g) Refresh Refreshes the dialog box once changes have been

made.
h) Close Closes the G/L Batch list dialog box.

Use the This function allows the user to review the activity of a particular account.
Account
History Inquiry
1) From the General Ledger group, select the G/L Accounts icon.
2) Select the Account History Inquiry icon and the following screen displays:
.
3) Select or enter the Account that you would like to view.
4) Select the Year that you would like to view.
5) Select whether or not to Show Quantity by selecting or clearing this check box.
6) Click the Refresh button and a screen similar to the following will be displayed:

7) The screen will be populated with information on the following fields:
Period
End Date
Net Change
Balance
Quantity (If this account maintains quantities and if you elected to view this.)
8) Click Close.

Use the This function will allow you to view the transaction history for a particular account.
Transaction
History Inquiry
1) From the General Ledger group, select the Account Activities icon.
2) Select the Transaction History Inquiry icon and the following screen displays:
.
4) From the drop-down list, select the appropriate Period Ending option.
g) If the Period Ending field is selected to be 12/31/XX, then the option to Include
Adjustments is available.
h) This option will include adjustments, if selected, made in the adjustment period.
5) At this point, you may click the Refresh button or enter the Source Code.

a) If you click the Go button, all source codes will be displayed.

b) If you enter the Source Code, then click the Go button only that source code will be
displayed.
6) The completed form screen displays as follows:

.
7) The following fields will be displayed in the form:
Period
Date
Source Code
Reference
Description
Functional Amount
Quantity
Posting Seq.
Batch No.
Entry No.

8) If you want to view the journal entry detail on a particular transaction within this account,
double-click on the transaction detail listed in the form and it displays as follows:
.
9) Click on any of the lines to drill-down to the originating transaction if it originated from a
module other than General Ledger.
The drill-down window of the A/P Payment Entry displays:

If you are inquiring on a transaction that originated from Order Entry or

Purchase Orders, you can click the Drill icon to view the originating
transaction in O/E or P/O.
c) Click Close to return to the G/L Journal Entry Inquiry dialog box.
d) Click Close to return to the Transaction History dialog box.
e) Click Close.

Use the Fiscal This function will allow you to compare actual amounts to budget amounts on-line.
Set
Comparison
1) From the General Ledger group, select the Account Activities icon.
2) Select the Fiscal Set Comparison icon and the following screen displays:
.
4) Select the type of Amounts you would like to view:
Net Changes
Balance
5) Select the Fiscal Set 1 and Year that you would like to compare to Fiscal Set 2 and Year.
6) Click the Refresh button and the completed form displays as shown:

7) Click Close.

9
Customizing Sage Accpac
Introduction
This chapter shows you how to customize your Sage Accpac
desktop and environment, adapting it to your particular needs.
This will allow you to navigate through Sage Accpac more
easily and to work more productively in the system.
following tasks:
Create a custom folder
Add a variety of items to a custom folder, including
Sage Accpac icons
Macros
Icons for other Windows programs
Customize icons
Change Sage Accpacs user preferences
Adapt Sage Accpacs data columns to suit your needs
question after completing this chapter:
What are macros and how can I use them in Sage Accpac?
91
Customizing Sage Accpac CA - PLUS INC.
Concepts
Macros A macro is a set of commands that automatically performs either a task or a series of
tasks. Macros are usually set up to perform repetitive and frequently needed tasks. The
following list provides examples of tasks for which macros would be useful:
Importing or exporting transaction data and information, such as to a spreadsheet or
from third-party applications
Printing a series of reports at the end of a financial period

CA - PLUS INC. Customizing Sage Accpac
Procedure Detail
Use the following procedures to customize the Sage Accpac desktop, making it easier to
access the functions you use most frequently.
Custom Folders
Create a Use the following procedure to create a group, associating the icons you use most
Folder frequently.
1) Select New, Folder from the Object menu on the company desktop.
2) Enter the Title for your folder.
This description will display as the folders title, identifying your custom folder on
the company desktop.
If you name a folder Startup, the functions within that group will automati-
cally start as you sign on to any company.
3) Optional: If you want to identify your group with a specialized icon, click Change Icon.
This allows you to choose from the entire range of Sage Accpac icons as well as any
others to which you have access (via the Browse button on the Change Icon dialog box).
4) Optional: Select the check box for All Users if you want to set up this folder for all users of
this company.

5) Click OK when you have completed this task.
You now have a folder as shown below:
6) Use the following procedure to populate your group, copying icons from other groups and
windows.
Highlight the icon you want to place in your group.

Select Copy from the Object menu (or Ctrl + C) on the company desktop.
Open the folder in which you want to copy your icon.
Select Paste from the Object menu (or Ctrl + V) on the company desktop.
7) Repeat this process until your group contains all of the icons you will use frequently.

Add a Macro Use the following procedure to add a macro to a custom folder, creating a shortcut for a
to a Group macro that has already been created.
1) Select the folder to which you want to add the macro.
2) Select New, Macro from the Object menu on the company desktop.
The Macro dialog box displays.
3) Select Macro to create a shortcut to a macro.
The Macro dialog box displays.

.
4) Enter the Title of the macro.
5) Optional: If you want to identify the macro with a specialized icon, click Change Icon.
This allows you to choose from the entire range of Sage Accpac icons as well as
any others to which you have access (via the Browse button on the Change Icon
dialog box).
6) Optional: Select the check box for All Users if you want to add this macro for all users of
this company.

7) Click Next to continue.
The following Macro dialog box displays.

.
8) Enter the Macro path and name of the file that contains the macro.
9) If you do not know the file path for the macro, click Browse to find it.
10 ) Optional: Select the check box to Display on Web Desktop, if needed.
11 ) Optional: Enter the Macro URL, if needed.
12 ) Click Finish to add this macro.
The following screen displays.

.

Add Reports Use the following procedure to add Reports to a group as icons. You can add icons for
to a Folder both standard and custom reports.
1) Select the Folder to which you want to add the report.
2) Select New, Report from the Object menu on the company desktop.
The Report dialog box displays.

.
3) Enter the Title of the report.
4) This description will identify the report in the custom group window.
5) Optional: If you want to identify the report with a specialized icon, click Change Icon.
dialog box).
6) Optional: Select the check box for All Users if you want to add this report to all users for
this company.
7) Click Next to view the following Report dialog box:

8) Enter the Report path and name of the file that contains the report.
If you do not know the path, select Browse to locate it.
9) Click Finish to add this report.
The following screen displays.

Add Programs Use the following procedure to add shortcuts for other Windows programs to your folder.
to a Folder For example, if you use a spreadsheet or word processing program frequently, adding a
shortcut to your folder will make accessing it much easier.
1) Select the folder to which you want to add the program.
2) Select New, Program from the Object menu on the company desktop.
The Program dialog box displays.

.
3) Enter the Title of the program.
This description will identify the program in the custom group window.
4) Optional: If you want to identify the program with a specialized icon, click Change Icon.
dialog box).
5) Optional: Select the check box for All Users if you want to add this program to all users of
this company.

6) Click Next to view the following Program dialog box:

.
7) Enter the Command Line for the program: the filename, path, and file extension.
If you do not know the proper command line, click Browse function to find it.
8) Optional: Enter the Argument.
9) Optional: Enter the name of the Working Directory for this program, where its program
files will reside and where new files will be placed.
10 ) Click Finish to add this program.
The following window displays

Other Customization Features
Customize Use the following procedure to modify existing icons, altering their setting, names, or
Icons images.
1) Highlight the icon you want to modify.
2) Select Properties from the Object menu (or Alt + Enter) on the company desktop.
The icon Properties dialog box displays.

.
3) To change the name of the icon, enter a new name in the Description field.
4) To change the icon itself, use the following procedure.
a) Click Change Icon.

The Change Icon dialog box displays.
.
b) Select an icon from the file displayed, or click Browse to choose an icon from
another file.

c) Click OK to accept the selected icon, or select Cancel to abandon your changes
and exit the dialog box.
5) To change this icons settings, select (or clear) the check boxes described in the following
table:
Start Multiple Copies Allows you to open the item in more than one
window in a single work session
Enabling this function can save a great deal of time during

data entry.
Start Finder First Allows you to set the Finder to display your
choices automatically
All Users Allows you to apply these settings to all users.
6) Select OK to save these changes, or click Cancel to abandon these changes and exit the
dialog box.
You can undo the changes made to your Sage Accpac desktop by selecting
the Restore Defaults option from the Object menu.

Change User Use the following procedure to adapt Sage Accpacs user preferences better to suit your
Preferences needs.
1) Select Preferences from the View menu on the company desktop.
The Preferences dialog box displays.

.
2) Select (or clear) the five check boxes in this dialog box, depending on your preferences.
The following table explains what features are enabled if these check boxes are selected.
Confirm on Print Allows you to view and change default settings before you
print, including the printer destination, print options, and print
file directory.
3) Click Save to save these preferences, or click Cancel to abandon your changes and exit
the dialog box.
You can undo the changes made to your Sage Accpac desktop by selecting
the Restore Defaults option from the Object menu.

Adapt Data Another way to improve your efficiency and data entry speed is to utilize the flexibility of
Columns Sage Accpacs data columns. You can move data columns, change their width, hide some
of them, or split the window displaying columns to view more fields at once.
The following table explains how to adapt data columns to better suit your needs.
a) Change Place the cursor at the right side of the column heading of
Column Width the column you want to change. The arrow changes to a
cross pointer.
.
Left click with the mouse and drag the column border to
either the right (for a wider column) or the left (for a
narrower column).
Release the mouse button when you reach the desired
width.
This only changes your view of the column. It does not alter the
number of characters in that field.
b) Move a Place the cursor over the column heading.

Column

Click and drag the column to the desired position. Release

the mouse button to place it in this position.
c) Hide a Column Place the cursor on the column heading and right click.
Select the option to hide the column.
.

d) Restore Right click on one of the column headings.

Defaults Select Restore Defaults
.
e) Auto Clear From within a processing form, select the Settings menu
then Auto Clear.
Prepares for a new entry and clears any text you have
entered into the active window when you click Save, Add,
or Delete.
.

A
Appendix: Sage Accpac Tools
and Shortcuts
Introduction
This appendix provides several ways to make your use of Sage
Accpac ERP both easier and more efficient. For example, it
illustrates how to use two of Sage Accpacs tools, the
Calculator and the Finder.
In addition, tables provide the following shortcuts:
Shortcuts for Processing Forms
Shortcuts for Navigating Notebooks
Shortcuts for Processing Records
A1
Appendix: Sage Accpac Tools and Shortcuts CA - PLUS INC.
Using the Toolbar

Sage Accpac ERP has a new toolbar function unique to version 5.X.
The following table illustrates the functions the you can perform with the toolbar and the
icons you can use to perform them.
Button Function
Open
Page Setup
Cut
Copy
Paste
Delete
Properties
Up One Level
Large (Icons)
Small (Icons)
A2 Sage Accpac General Ledger 5.4

CA - PLUS INC. Appendix: Sage Accpac Tools and Shortcuts
Button Function
List (Icons)
Details (Icons)
Record Macro
Stop Macro Recording
Run (Macro)
Edit Macro
Sage Accpac Home Page
About
Context Help
Sage Accpac General Ledger 5.4 A3

Using the Calculator

Press the Plus (+) key to activate the Sage Accpac Calculator from any field where
numeric calculations are performed. While you can use it as a regular calculator by
utilizing the 10-key numeric keypad on your keyboard, you can also use it with the mouse.
The following table illustrates the functions the you can perform with the calculator and the
shortcuts you can use to perform them.
Key Button Function
+ Add
- Subtract
x Multiply
/ Divide
% Percentage
= Equals/Results
N/A Change sign
C Clear current calculation
E Clear currently displayed number
Erase 1 digit at a time
P Paste or insert the number into the current Sage

Accpac screen
A Add the displayed number into memory
S Subtract the displayed number from the number in

memory
R Recall the number that is in memory
M Clear any numbers out of memory
H Display Sage Accpac onlince help for the calculator

function

The Finder
Wherever the Finder icon displays, Sage Accpac ERP provides a search engine
to assist you in finding particular data or information. The Finders search
capabilities are dynamic and customizable.
File Menu
a) Export Select export to export information related to this

finder.
Key Menu
b) Key Fields Select one of the key fields to be used as the primary
locator for this finder.
Key fields will vary depending on the finder.
c) Highlight Select this option to have the key field in use

Key Fields highlighted.
d) Highlight Select this option to have any negative amount

Negative highlighted.
Amount
This function is useful when looking up transactions as
opposed to master records.
Settings Menu
e) Columns Select this option to add, remove or reorder columns

displayed in the finder dialog box.
f) Color Select this option to change either text color or

background color on a field by field basis.
g) Restore Select this option to restore all colors to the default

Color Default color scheme.

h) Field Name Select this option to display the Sage Accpacs field
as Column name as the column heading. For example, Vendor
Heading Numbers field name is VENDORID.
Global Settings
i) Search First Select this option to put your cursor in the filter field to
enter a search first rather then putting your cursor in
the grid first.
j) Find By From the drop-down list, select the field you want to
use for your search.
k) Set Criteria Optional: Select the set criteria button to enter boolean
criteria for your search.
l) Starts With/ From the drop-down list, select to search using one of
Contains the following:
Starts with- Sage Accpac will only look for fields
that start with the information entered in the filter.
This is a narrower, faster search.
Contains- Sage Accpac will look for all fields that
contain the information entered in the filter. This
is a slower, broader search.
m) Auto Search Select this check box to automatically start the search
as soon as you start typing.
If you have a large database, this could make the
search slower.
2) Click Select to select the appropriate record.

Shortcuts for Processing Forms, Notebooks & Records

The following table provides shortcut keystrokes that allow you to use Sage Accpacs
forms, notebooks and records more efficiently.
Key Button Function
Page Up Move to the top of the form
Page Move to the end of the form

Down
HOME Move to the first entry in the form
END Move to the last entry in the form
or Move up or down a single row
ENTER or Move the cursor to the next field

TAB
SHIFT + Move the cursor to the previous field
TAB
INS Add a new entry on the next line
DEL DELETE Delete the selected entry
F9 Zoom the current entry in or out
F10 MAX/MIN Maximize or Minimize the display area
Spacebar Checks or un-checks the check box.
Move to the first record of the series.
Move to the previous record
Move to the next record
Move to the next record
Drills down to the originating transaction
F7 Refreshes the record
ALT + x Opens the appropriate tab in the notebook.

NOTE: Substitute the underlined letter for x to open
the desired tab.


CA - PLUS INC. Index
Index
Account Groups ...........................................................................................................................4-2

Account Groups, Set Up ............................................................................................................3-17
Account History Inquiry, Use the ...............................................................................................8-15
Account Permissions .................................................................................................................4-19
Account Structures, Set Up .......................................................................................................3-10
Accounts, Create .......................................................................................................................4-16
Sage Accpac On-line Help ..........................................................................................................2-8
Allocation Batches
Create Allocation Batches ........................................................................................... 6-7, 6-12
Allocation Batches, Concept ........................................................................................................6-2
Batch Listing, Use the ..................................................................................................................5-4

Batch Processing
Batch Listing, Use the ...........................................................................................................5-4
Batch, Post a .......................................................................................................................5-12
Batch Processing, Concept .........................................................................................................5-2
Batch, Post a .............................................................................................................................5-12
Budget Data, Enter ....................................................................................................................4-12
Buttons ........................................................................................................................................2-3
Chart of Accounts Inquiry Functions, Using the ..........................................................................8-2

Account History ...................................................................................................................8-11
Budget Sets ..........................................................................................................................8-8
Fiscal Set Comparison ..........................................................................................................8-7
Journal Entry Detail ...............................................................................................................8-6
Transaction History ...............................................................................................................8-4
Concept
Allocation Batches ................................................................................................................6-2
Batch Processing ..................................................................................................................5-2
Segments ..............................................................................................................................3-2
Source Codes and Source Journals .....................................................................................3-2
Sage Accpac General Ledger 5.4 Index - i

Index CA - PLUS INC.
Subledger Batches ................................................................................................................6-2

Consolidation, of Posted Transactions ......................................................................................6-17
Create Accounts ........................................................................................................................4-16
Financial Reports, Run ................................................................................................................7-2

Fiscal Set Comparison, Use the ................................................................................................8-21
G/L Security ...............................................................................................................................4-19

General Ledger Account, Add a ..................................................................................................4-3
Account Detail .......................................................................................................................4-3
Subledger ..............................................................................................................................4-5
General Ledger Options, Set Up .................................................................................................3-4
Account Options ....................................................................................................................3-5
Posting Options .....................................................................................................................3-6
Segment Definition ................................................................................................................3-8
General Ledger Processing and Analytical Reports, Print ..........................................................7-4
Batch Status ........................................................................................................................7-13
Chart of Accounts .................................................................................................................7-4
G/L Transactions Listing .......................................................................................................7-9
Posting Journals .................................................................................................................7-15
Trial Balance .........................................................................................................................7-6
General Ledger Setup Reports, Print ........................................................................................7-17
Account Structure ...............................................................................................................7-17
G/L Account Groups ...........................................................................................................7-19
G/L Options Setup Reports, Print
G/L Options ..................................................................................................................7-17
G/L Recurring Entry ............................................................................................................7-19
Segment Code ....................................................................................................................7-17
Source Code .......................................................................................................................7-18
Source Journal Profile .........................................................................................................7-18
Inquiry Functions (Chart of Accounts), Using the ........................................................................8-2

Account History ...................................................................................................................8-11
Budget Sets ..........................................................................................................................8-8
Fiscal Set Comparison ..........................................................................................................8-7
Journal Entry Detail ...............................................................................................................8-6
Transaction History ...............................................................................................................8-4
Index - ii Sage Accpac General Ledger 5.4

Journal Entry, Create a ................................................................................................................5-4
Month End Processing, Perform ..................................................................................................6-3

Create Allocation Batches ........................................................................................... 6-7, 6-12
Create Revaluation Batches ...............................................................................................6-16
Create Subledger Batches ....................................................................................................6-3
New Year, Create a ...................................................................................................................6-19

Notebooks ...................................................................................................................................2-2
Optional Fields
Set Up .................................................................................................................................3-21
Optional Fields, Assign ..............................................................................................................3-23
Period End Maintenance, Perform .................................................................................. 6-23, 6-25

Periodic Processing
Month End Processing, Perform ...........................................................................................6-3
Posted Transactions, Consolidate .............................................................................................6-17
Processing and Analytical Reports, Print ....................................................................................7-4
Batch Status ........................................................................................................................7-13
Chart of Accounts .................................................................................................................7-4
G/L Transactions Listing .......................................................................................................7-9
Posting Journals .................................................................................................................7-15
Trial Balance .........................................................................................................................7-6
Provisional Posting ......................................................................................................................3-2
Recurring Entries, Set Up ..........................................................................................................3-18

Revaluation Batches, Create .....................................................................................................6-16
Sage Accpac General Ledger 5.4 Index - iii

Security, Account Permission ....................................................................................................4-19

Segments
Segment Codes, Set Up .....................................................................................................3-15
Segments, Concept .....................................................................................................................3-2
Set Up
Account Groups ..................................................................................................................3-17
Account Structures ..............................................................................................................3-10
General Ledger Options ........................................................................................................3-4
Optional Fields ....................................................................................................................3-21
Recurring Entries ................................................................................................................3-18
Segment Codes ..................................................................................................................3-15
Source Codes .....................................................................................................................3-12
Source Journals ..................................................................................................................3-13
Setup Reports, Print ........................................................................................................ 4-10, 7-17
Account Structure ...............................................................................................................7-17
G/L Account Groups ...........................................................................................................7-19
G/L Recurring Entry ............................................................................................................7-19
Segment Code ....................................................................................................................7-17
Source Code .......................................................................................................................7-18
Source Journal Profile .........................................................................................................7-18
Source Codes and Source Journals
Source Codes, Set Up ........................................................................................................3-12
Source Journals, Set Up .....................................................................................................3-13
Source Codes, Concept ..............................................................................................................3-2
Source Journals, Concept ...........................................................................................................3-2
Subledger Batches
Create Subledger Batches ....................................................................................................6-3
Subledger Batches, Concept .......................................................................................................6-2
System Requirements .................................................................................................................2-4
Transaction History Inquiry, Use the .........................................................................................8-17
User Interface ..............................................................................................................................2-2
Index - iv Sage Accpac General Ledger 5.4

Year End Processing, Perform ..................................................................................................6-17

Consolidate Posted Transactions .......................................................................................6-17
Create a New Year .............................................................................................................6-19
Perform Period End Maintenance ............................................................................. 6-23, 6-25
Sage Accpac General Ledger 5.4 Index - v

Index - vi Sage Accpac General Ledger 5.4

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CA - PLUS INC.

Sage Accpac General Ledger 5.4 i

ii Sage Accpac General Ledger 5.4

Chapter 1: About This Manual

Chapter 2: Getting Started

Chapter 3: Initial Setup

Sage Accpac General Ledger 5.4 iii

Set Up Optional Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-21

Chapter 4: Setup II: Chart of Accounts and Budgets

Chapter 5: Processing Transactions

Chapter 6: Periodic Processing

iv Sage Accpac General Ledger 5.4

Procedure Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2

Chapter 8: On-line Inquiries

Chapter 9: Customizing Sage Accpac

Appendix: Sage Accpac Tools and Shortcuts

Sage Accpac General Ledger 5.4 v

vi Sage Accpac General Ledger 5.4

Purpose and Scope

How the Manual is Organized

2 Getting Started Provides an overview of the General Ledger

3 Initial Setup Demonstrates how to begin setting up General

12 Sage Accpac General Ledger 5.4

5 Processing Transactions Describes how to use batch processing in G/L,

6 Periodic Processing Demonstrates how to perform periodic processing

7 Reporting Describes how to run a wide range of G/L reports.

8 On-line Inquiries Demonstrates how to inquire on information in

9 Customizing Sage Accpac Illustrates how to customize your Sage Accpac

Appendix: Sage Accpac Provides useful information on using and

Sage Accpac General Ledger 5.4 13

This is the Concept Lightbulb. It points out the

This is the Task List. It shows where directions are

This is the Hint Crystal Ball. It indicates a useful hint to

Beware! This is the Warning Bomb. It cautions you of

This is the Time Saver. It shows you how to minimize

These are the Location Compass. They reference

These are the Certified Consultant Glasses. They

14 Sage Accpac General Ledger 5.4

How to Submit Comments and Suggestions

Sage Accpac General Ledger 5.4 15

16 Sage Accpac General Ledger 5.4

22 Sage Accpac General Ledger 5.4

Save Saves the current record.

Delete Deletes the current record.

Cancel Exits the current form (dialog box or notebook) without

New Clears the form in preparation for a new record.

Find/F5 Displays the Finder, which accesses a list of records

Previous Displays the previous record in a list.

Next Displays the next record in a list.

First Displays the first record in a list.

Last Displays the last record in a list.

Refresh/ Updates displayed records after any variables have

Zoom/F9 Displays the current entry in a Zoom mode.

Sage Accpac General Ledger 5.4 23

Client Workstation Server

Pervasive.SQL Database: Client/Server

Operating Windows 98 Windows 2000 Server

Database Pervasive.SQL Workstation Pervasive.SQL 8.6 or above

Processor 866 MHz Pentium 2.0 Ghz Pentium

Memory 256 MB RAM For a 5 User System:

Pervasive.SQL Database: Internet/Intranet

Operating Windows 98 Windows 2000 Server

Database N/A Pervasive.SQL 8.6 or above