69 CHAPTER 9 DAILY MENU - OPTION 4 WHAT OPTION 4 IS USED FOR. DAILY Option 4 is for selecting and printing transactions that you posted to the general ledger while using DAILY Option 1. You may select and print transactions based on: . Dates. . Account numbers. . Dollar amounts. . Check numbers. . Document numbers or other information entered as the posting reference. Or, you can print all transactions, for the entire accounting period. This capability comes in handy if you want to review a previously entered transaction. An example might be to determine which entries were made on a particular date. Or, you might want to know if a check has been posted to the records. The list is endless. Whatever your reason, Option 4 will scan the entire general ledger and search for the transactions. If found, they will be printed for your review. Remember, the transactions printed are those that you posted to the general ledger while using DAILY Option 1. OPTION 4 SEQUENCE OF EXECUTION AND AN ILLUSTRATION. Refer to Chapter 2 for the standard messages and reminders that are part of Option 4. After the standard messages and reminders, the following will appear on your computer screen. (The second request for input, shown below, appears after you give your answer to the first request. For clarity of illustration, both are shown together. The assumed answer to the first request is "3" and the assumed answer to the second request is "1".) 70 SELECT ONE OF THE FOLLOWING NUMBERS. EXCEPT FOR NUMBER 6, YOUR SELECTION WILL GOVERN WHAT ADDITIONAL INPUT WILL BE REQUESTED. 1. A SPECIFIC TRANSACTION DATE OR A RANGE OF TRANSACTION DATES. 2. A SPECIFIC ACCOUNT NUMBER OR A RANGE OF ACCOUNT NUMBERS. 3. A SPECIFIC DOLLAR AMOUNT OR A RANGE OF DOLLAR AMOUNTS. 4. A SPECIFIC CHECK NUMBER OR A RANGE OF CHECK NUMBERS. 5. A SPECIFIC POSTING REFERENCE. 6. NO CRITERIA - ALL GENERAL LEDGER ENTRIES WILL BE PRINTED. WHICH NUMBER DO YOU SELECT? 3 SELECT ANOTHER NUMBER. LIKE THE FIRST NUMBER, YOUR SELECTION WILL GOVERN WHAT ADDITIONAL INPUT WILL BE REQUESTED. 1. A SPECIFIC TRANSACTION MONTH AND DAY, SUCH AS MAY 16. 2. A SPECIFIC TRANSACTION MONTH, SUCH AS MAY. 3. A RANGE OF TRANSACTION MONTHS, SUCH AS FROM MAY TO SEPTEMBER. 4. DISREGARD THE TRANSACTION DATE. (THE DATE WILL BE IGNORED.) WHICH NUMBER DO YOU SELECT? 1 Answers to these two requests for input dictate how Option 4 will proceed. If the first request had been answered with "6" (instead of "3", as shown), Option 4 would have proceeded immediately to printing all general ledger entries. If the answer had been "1" (instead of "3"), the fourth possibility (DISREGARD THE TRANSACTION DATE ...) would not have appeared in the second request for input. Continuing with answers "3" and "1", the following will appear on your screen: (Like before, for clarity, all input requests are shown together. The assumed inputs are "2", "3000.00", "5000.00", and "0519".) 71 THE FIRST NUMBER THAT YOU ENTERED DIRECTS CPA-LEDGER TO SELECT ENTRIES BASED ON A SPECIFIC DOLLAR AMOUNT OR A RANGE OF DOLLAR AMOUNTS. ENTER '1' TO USE A SPECIFIC DOLLAR AMOUNT OR '2' TO USE A RANGE OF DOLLAR AMOUNTS. 2 ENTER THE BEGINNING (LOW) DOLLAR AMOUNT. 3000.00 ENTER THE ENDING (HIGH) DOLLAR AMOUNT. 5000.00 THE SECOND NUMBER THAT YOU ENTERED DIRECTS CPA-LEDGER TO SELECT ENTRIES BASED ON A SPECIFIC TRANSACTION MONTH AND DAY. ENTER THE SPECIFIC TRANSACTION MONTH AND DAY. (USE FORMAT MMDD. I.E., JULY 16 = 0716.) 0519 After you make the last entry above ("0519"), Option 4 begins searching the general ledger. The search is for any transaction that is dated May 19 and that has a debit or a credit valued between $3,000.00 and $5,000.00. The dollar value is based on the value of each debit and each credit - not on their total values. If the search is successful, Option 4 prints the entire transaction for your review. There are slight variations in the above displays. For example, if you had answered question 2 with "3" (in lieu of "1", as shown), the last request for input would have asked for both the low and high months instead of only the specific transaction month and day. After printing the general ledger entries, Option 4 displays this message and question on your screen: ENTRIES THAT MET YOUR SELECTION CRITERIA HAVE BEEN PRINTED. DO YOU WISH TO PRINT ADDITIONAL ENTRIES? ENTER 'Y' FOR 'YES' OR 'N' FOR 'NO'. _ If your response is 'Y', Option 4 starts again, with the first request for input. (See the request, on the previous page, that was answered with "3".) If you respond with 'N', Option 4 returns you to the DAILY menu. There may be cases where Option 4 does not find any general ledger entries meeting your selection criteria. In that event, the following is displayed on your screen: 72 NO ENTRIES, MEETING YOUR SELECTION CRITERIA, WERE FOUND. DO YOU WISH TO TRY AGAIN? ENTER 'Y' FOR 'YES' OR 'N' FOR 'NO'. _ The Option 4 response to 'Y' or 'N' is the same as described, above, for instances when entries were found and printed. ERROR MESSAGES. Option 4 monitors your input to help ensure that you do not make a mistake. In one case (when Option 4 asks for TODAY'S DATE - see Chapter 2), the system beeps if your input is incorrect. Only a beep is needed because instructions are already on the computer screen explaining the required date format. In all other cases, Option 4 displays this message immediately below your incorrect input: ENTRY IS INCORRECT. TRY AGAIN. PRESS ANY KEY TO CONTINUE. You will be given time to study the required input and to decide on necessary corrections. All information needed to determine the correct input will be on your computer screen. PRINTED OUTPUT. Using the above illustration, assume that only one transaction valued between $3,000.00 and $5,000.00 was entered in the general ledger on May 19. Also assume that the entry was for charge sales in the amount of $4,800.00. The printout would be as follows: 73 PAGE 1 RUNDATE 06/15/85 ABC WHOLESALE, INC. GENERAL LEDGER ENTRIES ACCOUNT DATE NUMBER ACCOUNT TITLE DEBIT CREDIT 05/19/85 11 ACCOUNTS RECEIVABLE $4,800.00 171 SALES $4,800.00 CHARGE SALES POSTING REFERENCE DCR #148 PRACTICE. Use Option 4 and your practice diskette to: . Print all entries that have been made to the general ledger. This can be done by entering "6" (in lieu of "3" shown in the above illustration) in answer to the first request for input. . Print any of the entries that you made while practicing in Chapter 8. 74 CHAPTER 10 DAILY MENU - OPTION 5 WHAT OPTION 5 IS USED FOR. Use DAILY Option 5 whenever you want to review your general ledger accounts, their details, and their balances. For each general ledger account printed, the following information is shown: . The account number and title. . The beginning balance. . The value of transactions posted to the account. . The ending balance. . Details of each transaction posted to that account, including the: . Transaction date. . Transaction explanation. . Posting reference. . Check number (if applicable). . Transaction amount. You can limit the printout to any period that you wish - a month or a range of months. Or, if you wish, the printout will show all transactions regardless of when they were entered into the system. The transactions printed are those that you entered into the system while using DAILY Option 1. Contrast this Option with Option 4 discussed in Chapter 9. Option 4 (Chapter 9) prints entire entries that have been posted to the general ledger, regardless of the general ledger account involved. Option 5 (this chapter), however, summarizes entries by general ledger account and considers only that part of an entry that affected the account being summarized. 75 As mentioned above, you can summarize the general ledger accounts for any period that you wish. This means that you can reconstruct your general ledger accounts. For example, assume that it is now July 20. You wish to reconstruct your general ledger accounts as of March 31. No problem. As you will learn below, this is easily done by telling Option 4 that you desire your printed output to be for the month of March. Option 4 will print the beginning balance for March, the March transactions, and the ending balance as of March 31. OPTION 5 SEQUENCE OF EXECUTION AND AN ILLUSTRATION. Refer to Chapter 2 for the standard messages and reminders that are part of Option 5. After the standard messages and reminders, the following will appear on your computer screen: (The assumed input is "1".) SELECT ONE OF THE FOLLOWING NUMBERS. THE NUMBER THAT YOU SELECT WILL GOVERN WHICH GENERAL LEDGER ACCOUNTS ARE PRINTED FOR YOUR REVIEW. FOR EACH GENERAL LEDGER ACCOUNT PRINTED, THE FOLLOWING INFORMATION WILL BE SHOWN - (1) ACCOUNT NUMBER, (2) BEGINNING BALANCE, (3) ENDING BALANCE, AND (4) DETAILS OF EACH TRANSACTION POSTED TO THAT GENERAL LEDGER ACCOUNT. THE DETAILS WILL, FOR EACH TRANSACTION, INCLUDE THE TRANSACTION DATE, THE TRANSACTION EXPLANATION, POSTING REFERENCE, CHECK NUMBER (IF APPLICABLE), AND THE TRANSACTION AMOUNT. THE TOTAL VALUE OF ALL PRINTED TRANSACTIONS IS ALSO SHOWN. THE NUMBERS AND THEIR MEANINGS ARE SHOWN BELOW. 1. BALANCE SHEET ACCOUNTS ONLY, OR 2. INCOME STATEMENT ACCOUNTS ONLY, OR 3. BOTH BALANCE SHEET AND INCOME STATEMENT ACCOUNTS. WHICH NUMBER DO YOU SELECT? (ENTER 1, OR 2, OR 3.) 1 After "1" is entered (above), the following appears on your screen: (Two requests for input are to follow. The second request does not appear until you give your answer to the first one. For clarity of illustration, however, both are shown together. The assumed answer to the first request is "2" and the assumed answers to the second request are "01" and "02".) 76 SELECT ANOTHER NUMBER. THE NUMBER THAT YOU SELECT WILL DETERMINE WHICH ADDITIONAL QUESTIONS ARE TO BE ASKED ABOUT THE TIME PERIOD THAT YOU SELECT. 1. A SPECIFIC TRANSACTION MONTH, SUCH AS MAY. 2. A RANGE OF TRANSACTION MONTHS, SUCH AS FROM MAY TO SEPTEMBER. 3. DISREGARD THE DATE. (THE DATE WILL BE IGNORED.) WHICH NUMBER DO YOU SELECT? (ENTER 1, OR 2, OR 3.) 2 THE NUMBER THAT YOU ENTERED IMMEDIATELY ABOVE DIRECTS CPA-LEDGER TO LIMIT THE PRINTOUT TO TRANSACTIONS THAT OCCURRED DURING A RANGE OF MONTHS. ENTER THE BEGINNING (LOW) MONTH. (USE FORMAT MM. I.E. JULY = 07.) 01 ENTER THE ENDING (HIGH) MONTH.(USE FORMAT MM. I.E. OCTOBER = 10.) 02 After you make the last entry above ("02"), CPA-LEDGER begins summarizing the general ledger accounts for the period January through February. There are slight variations in the above displays. For example, if question 2 had been answered with "1" (in lieu of "2") the last request for input would have asked for the specific transaction month instead of for both the beginning and ending months. After summarizing and printing the general ledger accounts, Option 5 displays this message and question on your computer screen: GENERAL LEDGER ACCOUNTS THAT MET YOUR SELECTION CRITERIA HAVE BEEN PRINTED. DO YOU WISH TO PRINT ANY ADDITIONAL GENERAL LEDGER ACCOUNTS? ENTER 'Y' FOR 'YES' OR 'N' FOR 'NO'. _ If your answer is 'Y', Option 4 starts again with the first request for input. (The first request, above, was answered with "1" as the assumed input.) If you respond with 'N', Option 4 will return you to the DAILY menu. There may be instances where Option 4 does not find any general ledger entries for the period that you specify. In that event, the following is displayed on your screen: 77 NO ENTRIES WERE POSTED FOR THE PERIOD THAT YOU SELECTED. DO YOU WISH TO TRY AGAIN? ENTER 'Y' FOR 'YES' OR 'N' FOR 'NO'. _ The Option 5 response to 'Y' or 'N' is the same as described, above, for instances when entries were found. ERROR MESSAGES. There are several types of errors that you might make while entering your data into Option 5. An example is an entry of 13 for a month. Another example is a number that is not within a range of numbers requested. If you make an input error, Option 5 beeps to signal that you should reenter your answer. Instructions will be on the screen so that you may determine the correct input. PRINTED OUTPUT. The following sample output uses assumed answers shown in the above illustration. (The assumed answers specify that Option 5 is to summarize general ledger accounts for January and February. The summary is to be limited to those accounts related to the Balance Sheet.) For brevity, a summary for only one account is shown. Other accounts would be summarized in the same fashion. (The entries in the POSTING REFERENCE column are explained in Appendix E.) 78 PAGE 1 RUNDATE 06/15/85 ABC WHOLESALE, INC. POSTINGS TO GENERAL LEDGER ACCOUNTS PERTAINING TO THE BALANCE SHEET FOR MONTHS 01 AND 02 ACCT. POSTING CHECK NBR. DATE TRANSACTION EXPLANATION REFERENCE NUMBER AMOUNT 3 01/01/85 OPENING JOURNAL ENTRY OPENING 12,620.10 3 01/02/85 CASH TRANSACTIONS 1/2 DCR #1 4,726.22 3 01/08/85 SALES RETURN., CASH SALE FORM 11 1 105.00- 3 01/14/85 CASH TRANSACTIONS 1/15 DCR #2 4,854.81 3 01/14/85 SALES TAX FOR DEC. 84 FORM 12 2 1,410.00- 3 01/14/85 PAYROLL DUE, 1/14/85 FORM 12 3 1,590.00- 3 01/14/85 PAYROLL DUE, 1/14/85 FORM 12 4 819.08- 3 01/20/85 AIR CONDITIONER REPAIR FORM 10 5 800.00- 3 01/21/85 PAYMENT ON ACCOUNT FORM 9 6 7,350.00- 3 01/29/85 CASH TRANSACTIONS 1/29 DCR #3 10,720.01 VALUE OF ABOVE TRANSACTIONS 20,847.06 BEGINNING BALANCE PRIOR TO ABOVE TRANSACTIONS .00 ENDING BALANCE AFTER ABOVE TRANSACTIONS 20,847.06 ACCOUNT NAME (FOR ABOVE DATA) IS CASH IN BANK PRACTICE. Use Option 5 and your practice diskette to summarize all general ledger transactions. 79 CHAPTER 11 DAILY MENU - OPTION 6 WHAT OPTION 6 IS USED FOR. DAILY Option 6 prints a complete list of all transactions that have either increased or decreased your bank account(s). Each bank account is treated separately, with a separate printout. You may limit the printout to any period you wish - a month, a range of months, or the entire accounting period. This means that you may reconstruct your bank accounts, as recorded in the general ledger, for any period that you wish. For example, assume that today's date is June 20. You may direct Option 6 to reconstruct your bank accounts for any prior month, such as February. All you do is to inform Option 6 (as will be explained below) that you wish to limit the time period to February. You may also want to use Option 6 to assist in reconciling your bank statement with CPA-LEDGER's general ledger. Option 6 can assist by printing all transactions that you entered as either increases or decreases to the bank account(s). The printout will show: . The general ledger account number. . The transaction date. . The payee (if the transaction decreased the bank account). . An explanation (if the transaction increased the bank account). . The posting reference. . The check number, if applicable. . The amount of the increase or decrease. OPTION 6 SEQUENCE OF EXECUTION AND AN ILLUSTRATION. Chapter 2 discusses the standard messages and reminders that are part of Option 6. After the standard messages and reminders, the following will appear on your computer screen: 80 WOULD YOU LIKE A BRIEFING ON HOW TO USE THIS COMPUTER PROGRAM? ENTER 'Y' FOR 'YES' OR 'N' FOR 'NO'. _ If you respond with 'Y' the following briefing appears on your screen: (If you respond with 'N', the briefing is bypassed.) THIS COMPUTER PROGRAM PRINTS TRANSACTIONS THAT HAVE EITHER INCREASED OR DECREASED THE BANK ACCOUNT(S). EACH BANK ACCOUNT, IF THERE IS MORE THAN ONE, CAUSES A SEPARATE PRINTOUT. BANK TRANSACTIONS ARE SELECTED BASED ON CRITERIA THAT YOU SUPPLY. THE SELECTION CRITERIA IS EITHER A MONTH, A RANGE OR MONTHS, OR FOR THE ENTIRE ACCOUNTING PERIOD TO DATE. PRESS ANY KEY WHEN YOU ARE READY TO CONTINUE. When you press a key, the following appears: (Two requests for input are shown below. The second one appears after an entry is made to satisfy the first request. For clarity, both are shown together. The assumed entry, shown below, for the first request is "2". The assumed entries for the second request are "01" and "02".) SELECT ONE OF THE FOLLOWING NUMBERS. THE NUMBER THAT YOU SELECT WILL DETERMINE WHICH ADDITIONAL QUESTIONS ARE TO BE ASKED ABOUT THE TIME PERIOD. 1. A SPECIFIC TRANSACTION MONTH, SUCH AS MAY. 2. A RANGE OF TRANSACTION MONTHS, SUCH AS MAY TO SEPTEMBER. 3. DISREGARD THE TRANSACTION DATE. (THE DATE WILL BE IGNORED.) WHICH NUMBER DO YOU SELECT? (ENTER 1, OR 2, OR 3.) 2 YOU INDICATED YOUR DESIRE TO LIMIT THE PRINTOUT TO TRANSACTIONS THAT OCCURRED DURING A RANGE OF MONTHS. ENTER THE BEGINNING (LOW) MONTH. (USE FORMAT MM. I.E. JULY = 07.) 01 ENTER THE ENDING (HIGH) MONTH. (USE FORMAT MM. I.E. OCTOBER = 10.) 02 81 After the last input ("02" above), Option 6 starts preparing the printout for the period requested - January and February for the illustration. There are slight variations in the above displays. For example, if input for the first request had been "1" (in lieu of "2" as illustrated), the second request would have been for the transaction month instead of the beginning and ending months. After printing transactions meeting your selection criteria, Option 6 displays this message and question on your computer screen: ALL BANK TRANSACTIONS THAT YOU SELECTED HAVE BEEN PRINTED. DO YOU WISH TO PRINT ADDITIONAL BANK TRANSACTIONS? ENTER 'Y' FOR 'YES' OR 'N' FOR 'NO'. _ If your response is 'Y', Option 6 starts again, with the first request for input. (See the request, above, that was answered with "2.) If you respond with 'N', Option 6 returns you to the DAILY menu. There may be cases where Option 6 does not find any transactions meeting your selection criteria. In that event, the following will appear on your screen: NO BANK TRANSACTIONS WERE FOUND THAT MET YOUR SELECTION CRITERIA. DO YOU WISH TO TRY AGAIN? ENTER 'Y' FOR 'YES' OR 'N' FOR 'NO'. _ The Option 6 response to 'Y' or 'N' is the same as described, above, for instances when entries were found. ERROR MESSAGES. There are several types of errors that you might make while entering your data into Option 6. An example is an entry of 13 for a month. Another example is a number that is not within a range of numbers requested. 82 If you make an input error, Option 6 beeps to signal that you should reenter your answer. Instructions will be on the screen so that you may determine the correct input. PRINTED OUTPUT. The following is a sample of output from Option 6. PAGE 1 RUNDATE 01/30/85 ABC WHOLESALE, INC. CHECK REGISTER FOR MONTH 01 ACCT. PAYEE (IF A DECREASE) POSTING CHECK NBR. DATE EXPLANATION (IF AN INCREASE) REFERENCE NUMBER AMOUNT 3 01/01/85 OPENING JOURNAL ENTRY OPENING 12,620.10 3 01/02/85 CASH TRANSACTIONS DCR #1 4,726.22 3 01/08/85 JAY'S HOBBY SHOP FORM 11 1 105.00- 3 01/14/85 CASH TRANSACTIONS 1/15 DCR #2 4,854.81 3 01/14/85 STATE DEPARTMENT OF TAXATION FORM 12 2 1,410.00- 3 01/14/85 M. S. JONES FORM 12 3 1,590.00- 3 01/14/85 M. R. JONES FORM 12 4 819.08- 3 01/20/85 ACE AIR CONDITIONING, INC. FORM 10 5 800.00- 3 01/21/85 ACME SUPPLY FORM 9 6 7,350.00- 3 01/29/85 CASH TRANSACTIONS 1/29 DCR #3 10,720.01 VALUE OF ABOVE TRANSACTIONS 20,847.06 BEGINNING BALANCE PRIOR TO ABOVE TRANSACTIONS .00 ENDING BALANCE AFTER ABOVE TRANSACTIONS 20,847.06 ACCOUNT NAME (FOR ABOVE DATA) IS CASH IN BANK PRACTICE. Use Option 6 and your practice diskette to print bank transactions that were recorded during the months of January and February.