Reporting G/L Distributions

This report shows you all the G/L activities (called G/L distributions) that have resulted from posting job costs, billings, and payments from within Job Cost.

If you are using the full set of the Passport Business Solutions modules with Job Cost, skip this chapter—you never need to print this report, because all G/L distributions are handled in the other modules.

G/L activity resulting from entries made in other Passport Business Solutions modules, such as Accounts Payable or Payroll, are not shown on this report. They can be seen by printing the Distributions to G/L Report for those other modules.

If you are interfacing Job Cost with G/L, you can pull in the entries shown on this report into your General Ledger Transactions through Get distributions in G/L.

You may view a Job Cost Distributions to General Ledger Report example in the Sample Reports appendix.

Creating Distributions to G/L

Select

Distributions to G/L from the Reports menu.

The following screen displays:

Enter information as follows:

1. Starting account and

2. Ending account

Specify the range of account numbers to include. Follow the screen instructions.

Refer to Field #5, Purge file ?, for the range of account numbers to include.

Format	Your standard account number format, as defined in Company information.
Example	Press <F2> at each field for First through Last

3. Starting date and

4. Ending date

Specify the range of dates for distributions to G/L. Follow the screen instructions.

Format	MMDDYY for each field
Example	Press <F2> at each field for Earliest through Latest

5. Purge file ?

Answer Y to purge the file after printing the report or N if you do not wish the file to be purged.

You are allowed to purge only if the range of account numbers entered in Fields #1 and 2 above is First to Last; otherwise, Purge file ? displays (Not applicable). The reason for this is that purging only some accounts would put the J/C Distributions to G/L out of balance. This is true whether or not the Passport Business Solutions General Ledger is interfaced.

In a multi-user environment, you should not purge distributions while another user is posting sales transactions or cash receipts or is posting invoices from Accounts Receivable.

Format	One letter, either Y or N. The default is N.
Example	Type N

If G/L is not interfaced (as specified in Control information) and you answer Y, all information in J/C Distributions within the date range will be purged after the report is printed.

If G/L is interfaced and you answer Y, Field #6 displays:

6. Dists to purge

This field does not appear if Control information specifies that G/L is not interfaced, or if you answered N to the preceding field.

Type 1 or 2 to select which distributions to purge:

If you type 1, all distributions within the date range entered above will be purged, regardless of whether they have already been interfaced to G/L.

If you type 2, only those distributions will be purged which are within the date range and which have already been interfaced to G/L.

Format	One digit, either 1 or 2
Example	[Does not appear in this example because you typed N at the previous field.]

Field number to change ?

Make any needed changes. Upon pressing <Enter> from a blank field, the distributions will be created and the G/L Distribution Report will be printed.

If you selected to purge, there is a period of processing while the data is being purged.

If the Passport Business Solutions G/L is Not Used

The Distribution to G/L Report lists the debits and credits which must be entered into your manual ledger.

You should print out this report at the end of an accounting period after all J/C transactions have been entered and posted for the period.

Do a backup of your data and then print this report. All accounts should be printed. The date range should be from Earliest to the date, which is the end of your accounting period. Specify that the file should be purged. By purging the distributions, which are printed on the report, the only distributions remaining in the file, if any, will be for transactions, which apply to the future accounting periods.

If a power failure (and computer crash) occurs while printing the report and purging the file, simply restore the backup and repeat the procedure.

You may wish to print the report to disk and then obtain a printed copy using Print reports from disk. In this way, you can retain a copy of the report on the hard disk in case a spare copy of the report should be needed.

If the Passport Business Solutions G/L is Used

The J/C Distribution to G/L File contains debits and credits (created by J/C transactions) that must be transferred to Passport General Ledger.

The distributions are actually transferred by selecting Get distributions from the G/L menu, and then specifying that you want to get distributions from the A/R module. Refer to the Distributions chapter in the G/L user manual.

Prior to running Get distributions, you should first print the Distribution to G/L Report. All accounts should be printed. The date range should be from Earliest to the date, which is the end of your accounting period. Do not specify that the file is to be purged! If you purge distributions here in J/C before transferring them to the G/L module, you must enter these distributions again manually in the G/L module, using General journal. This would defeat the purpose of the Get distributions selection.

The purpose of printing this report is to obtain an accurate list of the debits and credits that are to be transferred to G/L.

After printing the report, you should then back up your data files and run Get distributions. When running this selection, you should specify that the distributions are to be purged as they are copied to the General Journal Transaction File. If a power failure (and computer crash) should occur while running Get distributions, simply restore your backup and repeat the procedure.

Once Get distributions has been run, you can then print a General Journal Entry Edit list and compare this report with the Distribution to G/L Report to verify that all debits and credits have been transferred. (The debits and credits will be comparable only if you have purged the distributions each period. If you have not purged the Distribution File in a previous period, then the reports will not be comparable.)

An alternative procedure is as follows:

Step	Description
1	Back up your data files.
2	Run Get distributions, specifying that distributions are not to be purged
3	Run Distributions to G/L, specifying that the file is to be purged and only interfaced distributions are to be purged.
4	Print the General Journal Entry Edit List. The debits and credits printed on the edit list should be comparable to the debits and credits on the Distributions to G/L Report, provided that you have followed this procedure each period. If you have not purged the Distribution File in a previous period, then the reports will not be comparable.

Note that if you specify that distributions are not to be purged by Get distributions, and you run Get distributions again, you will still never transfer the same distribution from J/C to G/L more than once. Thus, if after step (2) in the alternate procedure above you discover additional J/C transactions for the accounting period which have not yet been entered into the Passport Business Solutions J/C, simply enter and post these transactions in J/C, and repeat the alternate procedure starting with step (1).