GLCMPMNT General Ledger Comparative File Maintenance

Comparative File Maintenance

Application Overview

 

The purpose of the Comparative File application is to maintain a prior‑year comparative amount that will be understood as the previous year's year‑to‑date acti­vity for a given account, as of the end of the particular account­ing period.

 

For example, sales of a particular product were $5,000 during each period of the previous fiscal year.  Since P&L accounts are closed out at the end of each fiscal year there is a prior year beginning balance of zero.  The comparative amounts for this account would appear as follows:

 

-----Comparatives-----

Begin Balance

0.00

Period - 1 Balance

- 5,000.00

Period - 2 Balance

- 10,000.00

Period - 3 Balance

- 15,000.00

Period - 4 Balance

- 20,000.00

etc.

 

 

Balance Sheet accounts are treated in much the same way although the prior year beginning balance would not necessarily be zero.  Take for instance a cash account that had a beginning balance of $15,000 last year and increased by $1,000 during each period of the year.  The comparative amounts for this account would appear as follows.

 

----- Comparatives -----

Begin Balance

15,000.00

Period - 1 Balance

16,000.00

Period - 2 Balance

17,000.00

Period - 3 Balance

18,000.00

Period - 4 Balance

19,000.00

etc.

 

 

Be sure not to enter comparatives for undefined periods. If your fiscal year is comprised of 12 monthly periods you must leave the entry for period number 13 blank.

 When comparative figures are printed on a Balance Sheet statement, the figure that is entered for that period is printed on the Balance Sheet.  When comparative figures are printed on a P & L Statement, the figure that is entered for that period will print in the Year-To-Date column on he statement.  The amount of change calculated from the previous period will print in the current column.

 Credit entries must contain a minus sign in the first position to distinguish them from debit entries as in the examples above.

 There is no default in the entry of comparatives. 

 At the end of the first fiscal year you will run the Year‑End Procedure application.  This application will automatically update your comparative figures.  Comparatives need only be entered once when the package is being first set up.  Comparatives may be deleted or purged individually by account using Delete mode or they may be purged for a range using the List mode.

The Comparative Year refers to your fiscal year.  Whenever a relative reference is made in this manual to the Comparative Year such as PY for Previous Year, the previous year is assumed to be equal to one year less than the year of the last period of the period file.

 

Run Instructions

 

Select Comparative File from the pull down G/L Maintenance window.  The following screen will then be displayed:

 

Comparative File Maintenance Entry Screen

 The following options are available:

  • Select the desired mode from the Comparative File menu bar
  • Enter the data requested on the screen
  • To exit press the ESC or F10 key when the cursor is positioned for entry of the first field on the screen

 To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.

Entry Field Descriptions

 

Name

Type and Description

1.  Account No

An account number in the standard account number format.  Enter a G/L account number.  Enter F7 search by number or F8 to search by name.

2.  Comparative Year

4 numeric characters that represent any year between 1900 and 2000.  Enter the year that you want to reference for these comparative balances.

If you are using a fiscal year that differs from the calendar year, calculate the comparative previous year by subtracting one from the year of the last period in the Accounting Period File.

3.  Begin Balance

9 numeric digits with no decimal places and an optional minus sign (999,999,999-).  Enter the appropriate starting balance.  

4.  Period-  1 Balance thru                Period-13 Balance

Each balance entry is a 9‑digit numeric field with no decimal places and an optional minus sign (999,999,999‑).  Enter the appropriate Period Balance amount.

 

List

 

Name

Type and Description

Starting Account

A standard account in the standard account number format.  Enter the starting G/L account number range.

Ending Account

A standard account number in the standard account number format.  Enter the ending G/L account number range.

Starting Year

4 numeric characters.  Enter the starting year range.

Ending Year

4 numeric characters.  Enter the ending year range.

Purge Records?

Y or N.      Enter Y to purge records or N to decline.

 

 Comparative File Maintenance (Account Search By Description)

 

creensREPOR

 

Comparative Account List

 

 

 

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  14. COMPRESS General Ledger Processing Compress General Ledger TRX File
  15. GLBUDMNT General Ledger Budget File Maintenance
  16. GLCMPMNT General Ledger Comparative File Maintenance
  17. GLCONSOL General Ledger Company Consolidation
  18. GLCTLMNT General Ledger G/L Setup
  19. GLDSTMNT General Ledger Distribution Code File Maintenance
  20. GLENTMNT General Ledger Financial Entity File Maintenance
  21. GLJNLLST General Ledger Journal History Report
  22. GLPRDMNT General Ledger Accounting Period File Maintenance
  23. GLPRDSCN General Ledger Period Account Balance Report
  24. GLRATSCN General Ledger Financial Ratio Report
  25. GLRECALC General Ledger Recalculate Account Balances
  26. GLRECENT General Ledger Recurring Journal Trx Processing
  27. GLSRCMNT General Ledger Source File Maintenance
  28. GLTRIALB General Ledger Trial Balance Report
  29. GLWRKSHT General Ledger Print General Ledger Worksheet
  30. INTERFAC General Ledger Interface From Other Packages
  31. TEXTMNT General Ledger Statement Text File Maintenance
  32. SRCEXREF General Ledger Source Cross Reference Report
  33. YEAREND General Ledger Year-End Procedure
  34. GLACTMNU General Ledger G/L Account File
  35. GNJINLENT General Ledger General Journal Trx Processing
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  38. LAYMNU General Ledger Statement Layout File Maintenance 1
  39. LAYMNU General Ledger Statement Layout File Maintenance 2
  40. LAYMNU General Ledger Statement Layout File Maintenance 3
  41. LAYMNU General Ledger Statement Layout File Maintenance 4
  42. LAYMNU General Ledger Statement Layout File Maintenance 5
  43. LAYMNU General Ledger Statement Layout File Maintenance 6
  44. LAYMNU General Ledger Statement Layout File Maintenance 7
  45. LAYMNU General Ledger Statement Layout File Maintenance: Index
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  47. STMNTMNU Select and Print Financial Statements 2
  48. STMNTMNU Select and Print Financial Statements 3
  49. STMNTMNU Select and Print Financial Statements 4
  50. STMNTMNU Select and Print Financial Statements: Index
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  52. How to Distribute Sales to General Ledger by Warehouse Location

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