Financial MicroSystems, Inc. Reference Guide Version 6.3

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Reference Guide

Version 6.3

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Client Ledger System documentation copyright  2012 Financial MicroSystems, Inc. All rights reserved. Absolutely no part of this documentation may be copied, photographed, reproduced, translated or reduced to any electronic medium without the express written consent of Financial MicroSystems, Inc.

The software described in this documentation is furnished under a license agreement. Information contained in this documentation is subject to change without notice, and does not represent a commitment on the part of Financial MicroSystems, Inc. Financial MicroSystems, Inc. makes no warranties, either expressed or implied, regarding this computer software package, its merchantability, or its fitness for a specific purpose. The exclusion of implied warranties is not permitted by some states. The above exclusion may not apply to you. This warranty provides you with specific legal rights. There may be other rights which you have which vary from state to state.

Client Ledger System is a trademark of Financial MicroSystems, Inc. Other brands and products are the trademarks of their respective holders and should be noted as such.

First printing, August 1990. Second printing, August 1992. Third printing, April 1994. Fourth printing, November 1994. Fifth printing, November 1995. Sixth printing, November 1996. Seventh printing, October 1997. Eighth printing, October 1998. Ninth printing, October 1999. Tenth printing, November 2000. Eleventh printing, November 2001. Twelfth printing, December 2002. Thirteenth printing, December 2003. Fourteenth printing, March 2004. Fifteenth printing, December 2004. Sixteenth printing, December 2005. Seventeenth printing, December 2006. Eighteenth printing, November 2007. Nineteenth printing, November 2008. Twentieth printing, November 2009. Twenty-first printing. November 2010. Twenty-second printing. January 2012. Twenty-third printing. December 2012.

Financial MicroSystems, Inc. 3000 Langford Road, Suite 2500

Norcross, GA 30071

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Chapter 1 – CLS Main Menu Programs ... 1-1 Accounting Transfer (AT) ... 1-2 Computed Transactions (CT) ... 1-33 Delete Transactions (DT) ... 1-35 End of Period Processing (EP) ... 1-36 Enter Transactions (ET) ... 1-39 Ledger Consolidation (LC) ... 1-61 Ledger Initialization (LI) ... 1-63 Ledger Start-up (LS) ... 1-105 Post Transactions (PT) ... 1-107 Query Account Detail (QA) ... 1-109 Query Transaction Detail (QT) ... 1-113 System Initialization (SI) ... 1-117 Worksheet Interface (WI) ... 1-140

Chapter 2 – CLS File Maintenance Programs ... 2-1 Ledger Backup/Restore (BU) ... 2-2 Department File Maintenance (DF)... 2-10 Department File List (DL) ... 2-13 Description File Maintenance (DM) ... 2-14 DOS Shell (DS) ... 2-18 Lock File Release (LR) ... 2-19 Master File Maintenance (MF) ... 2-22 Master File List (ML)... 2-38 New Features in CLS (NF) ... 2-41 Report File Maintenance (RF) ... 2-42 Report File List (RL) ... 2-46 Ledger Time-Tracker (TT) ... 2-47 Verify File Integrity (VF) ... 2-54

Chapter 3 – CLS Report Processing Programs ... 3-1 Batch Processing (BP) ... 3-2 Bank Reconciliation (BR) ... 3-9 Balance Sheet (BS) ... 3-19 Depreciation and Amortization (DA) ... 3-26 Ledgers on File (LF) ... 3-30 Profit & Loss Statement (PL) ... 3-34 Ratio Analysis (RA) ... 3-42 Supplemental Reports (SR) ... 3-53 Trial Balance (TB) ... 3-56 Transmittal Letter (TL) ... 3-63 Transaction Register (TR) ... 3-67 Appendixes

A: Warning Messages ... A-1 B: CLS Program and Data File Names ... B-1 C: Importing Transactions from Other Accounting Packages ... C-1

Chapter

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CLS Main Menu Programs

Accounting Transfer (AT) ... 1-2

Computed Transactions (CT) ... 1-33

Delete Transactions (DT) ... 1-35

End of Period Processing (EP) ... 1-36

Enter Transactions (ET) ... 1-39

Ledger Consolidation (LC) ... 1-61

Ledger Initialization (LI) ... 1-63

Ledger Start-up (LS) ... 1-105

Post Transactions (PT) ... 1-107

Query Account Detail (QA) ... 1-109

Query Transaction Detail (QT) ... 1-113

System Initialization (SI) ... 1-117

Worksheet Interface (WI) ... 1-140

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1.1 Accounting Transfer

CLS imports transactions created by the following software packages. Please refer to Appendix C

in this manual for instructions on creating files to be imported into CLS.

• BASS Payroll

• Insta-Pay Multi-Company Payroll

• One-Write Plus

• Peachtree Accounting for Windows

• Peachtree Complete Accounting for DOS

• QuickBooks (DOS and Windows versions)

• Quicken (DOS and Windows versions)

• QuickPayroll

• TCS Software

You may import summary Accounts Payable, Accounts Receivable and Payroll activity from

Peachtree Complete Accounting, and TCS TOTAL or 1st Accounting. You may import any or all journals from Peachtree Accounting for Windows. You may also import TCS Inventory, Fixed Assets and Debt Service activity.

The interface with Quicken lets you import all check activity, including payroll checks. The interfaces with BASS Payroll, Insta-Pay Multi-Company Payroll and QuickPayroll let you import payroll checks. In each case, detail will be passed to both the general ledger and the passive payroll portions of CLS.

The ASCII file import routines let you import ledger and payroll activity using pre-defined or customized file formats for both fixed-length and comma-delimited files. You can also import a chart of accounts or an employee list from another CLS ledger.

You may also use the AT program to export a client list, chart of accounts, employee/vendor list, CLS transactions and/or a trial balance.

The interface with other CLS software lets you import from another CLS site or other Client Ledger System™ software such as CLS ~ The Limited Edition™, CLS ~ General Ledger™, CLS ~

CheckWriter™ or CLS ~ Remote Entry™. If you want to transfer transactions between CLS sites via modem, you must define the import/export parameters in program SI, Menu Selection 1 (5). One

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Accounting Transfer 1-3 site must be defined as the accountant site and the other as the client site.

Enter AT from the CLS Main Menu and the following menu appears:

Before importing transactions, you may:

• Define the default AT Import Drive or Path in program SI, Menu Selection 1 (4). If no path is entered, CLS will default to A:\.

• Define a suspense account in program LI, Menu Selection 3 (1). The suspense account will be used in place of invalidaccounts when importing transactions. An invalid account is any

account not found in the CLS Chart of Accounts. If the suspense accountis not defined and

CLS finds invalid accounts during the import, all transactions will be rejected. CLS will also warn you if the transaction file is out of balance. You may continue or abort the import. After importing transactions, the transfer file will be erased to prevent accidental duplication. The

new CLS transactions must be posted using the PT program before you can print financial

statements.

Interface with Accounting Software

Choose 1 from the AT menu to import from Peachtree Complete Accounting, Peachtree Accounting

for Windows, Quicken, QuickBooks, One-Write Plus or TCS Software.

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Import from Peachtree Complete Accounting (1)

Choose the type of transactions you would like to import (payroll, payables or receivables). The following screen appears if you chose to import a payroll file. The screens for other Peachtree Complete Accounting selections will be similar.

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JCC Data Path

CLS displays the path where your CLS data files reside.

Transfer File Drive or Path

Enter the location of the Peachtree Complete file. Your CLS directory is the default.

Peachtree Complete (1-3, 6-11)

Enter the version of Peachtree Complete you are importing from.

Peachtree Client I.D.

Enter the two-character I.D. assigned to the client in Peachtree Complete.

Peachtree Generation No. (1-99)

For Peachtree Complete versions 3 or greater, enter the generation number of the client to be imported.

Transfer File Name

CLS displays the name of the Peachtree Complete Accounting transfer file.

Batch Number (0-99)

You may assign an optional batch number to the imported transactions.

Cash or Other Offset Account

If present, CLS will summarize all transactions for this account into a single entry.

The first transaction in the Peachtree 'Payroll' transfer file is:

The first transaction in the transfer file appears for your review.

Would you like an Edit Listing? Y

Press Enter to accept the default Y response if you would like a list of the imported transactions as they are edited. Press N if you do not want an edit listing.

Complete or Exceptions-only? (C,E) E

If you selected an edit listing, press Enter to accept the default E response and print only those transactions which fail the edit tests, or press C to print all transactions.

Accept or Escape? (A,Esc)

Press A to continue the import or press Esc to return to the Transfer File Drive or Path prompt. If you choose to print an edit listing, CLS will prompt you to select a printer. CLS displays the debit and credit totals and informs you if the import was successful.

Would you like to process any more Peachtree disks or files? (Y,N)

Press Y to select another Peachtree file to import, or press N to return to the previous menu. Transactions from Peachtree Complete Accounting transfer files are assigned the following CLS source codes:

Peachtree Complete Accounting Transfer Files

Software Module Transfer File (ver. 1- 2) Transfer File (ver. 3-11) CLS Source Code

Accounts Payable apglt.d** ap##x.d** A

Accounts Receivable arglt.d** ar##x.d** R

Payroll prglt.d** pr##x.d** P

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Accounting Transfer 1-5

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Import from Peachtree Accounting for Windows 2.0 (2)

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Import from Peachtree Accounting for Windows 3.0-9.0 (3)

The following screen appears if you chose to import a Peachtree Accounting for Windows version 3.0-9.0 payroll file. The screens for Peachtree Accounting for Windows version 2.0 will be similar.

JCC Data Path

Enter the drive or path where the transfer file resides. Your CLS directory is the default.

Transfer File Name [.CSV]

Enter the name of the Peachtree for Windows transfer file. The default extension will be CSV if no extension is entered.

The first transaction in the Peachtree for Windows transfer file is:

Press Enter to accept the default Y response if you would like a list of the transactions in the transfer file as they are edited. Press N if you do not want an edit listing.

Press A to continue the import. If you chose to print an edit listing, CLS will prompt you to select a printer. Press Esc to return to the Transfer File Drive or Path prompt.

Each account number appears as it is processed. CLS displays the debit and credit totals and informs you if the import was successful.

Would you like to process any more Peachtree for Windows files? (Y,N)

Press Y to select another Peachtree Accounting for Windows file to import, or press N to return to the Interface with Accounting Software menu.

Transactions from Peachtree Accounting for Windows transfer files will be assigned a P source

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Import from Quicken for DOS or Windows - QIF (4)

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Import from QuickBooks for DOS - QIF (5)

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Import from QuickBooks for Windows - PRN (6)

The following screen appears if you chose to import a Quicken for DOS or Windows file. The

screens for QuickBooks selections will be similar.

JCC Data Path

Enter the name of the Quicken or QuickBooks transfer file. The default extension for DOS versions and Quicken for Windows will be QIF if no extension is entered. The default extension for

QuickBooks for Windows is PRN.

Cash or other Offset Account

Enter the account to which the balancing entry is to be posted. This entry will be automatically calculated by CLS. Press F1 to select from a pop-up Chart of Accounts for this ledger; CLS displays the description of the selected account.

 Note: If you are importing from QuickBooks for Windows and do not enter an offset account, CLS will import cash-offset transaction detail.

Use Classes as Departments?

This prompt appears when you have departmentalized a ledger in CLS. Answer Y if you are using

classes for departments in Quicken or QuickBooks and want CLS to extract a department number from the class field. In Quicken, the CLS department number should precede the class name (e.g., 10 Atlanta Location). In QuickBooks, the CLS department number should appear at the end of the class name, in parentheses (e.g., Atlanta Location (10). Answer N if you want CLS to ignore the class field.

Reject Non-Numeric Categories?

Press N to allow non-numeric categories, or press Y to reject them.

The first transaction in the ‘Quicken’ transfer file is:

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Would you like to process any more Quicken disks or files? (Y,N)

Press Y to select another file to import, or press N to return to the Interface with Accounting Software menu.

Transactions from Quicken and QuickBooks transfer files will be assigned a Q source code.

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Import from One-Write Plus (7)

Please refer to the following information to determine which type of One-Write Plus (OWP) file should be imported into the CLS ledger.

If you want to use the CLS passive payroll with this ledger: Payroll transactions in the OWP general ledger do not contain employee numbers; so these transactions cannot be assigned to

employees in CLS. Import the transactions from the OWP general ledger without payroll, then

import payroll transactions from the OWP payroll journal.

If you do not want to use the CLS passive payroll with this ledger, but have payroll in OWP: Import the transactions from the OWP general ledger with payroll.

If you do not have payroll in OWP: Import the general ledger file with or without payroll. The following screen appears if you chose to import a payroll journal. The screens for other One-Write Plus selections will be similar.

JCC Data Path

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One-Write Plus Vers. (4-7)

If you are importing a One-Write Plus General Ledger file, select the product version.

Transfer File Name [.PRN]

Enter the name of the One-Write Plus transfer file. For the payroll journal, the default extension will be PRN if no extension is entered. For the general ledger it will be TXT.

The first transaction in the OWP Payroll Journal transfer file is:

Would you like to process any more One-Write Plus disks or files? (Y,N)

Press Y to select another OWP file to import, or press N to return to the Interface with Accounting Software menu.

Transactions from OWP transfer files will be assigned an A source code.

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Import from TCS Software (8)

Select the type of TCS transactions to import. The following screen appears if you chose to import a payroll file. The screens for other TCS selections will be similar.

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JCC Data Path

TCS Account Format (1,2)

Press 1 if the TCS account field is 6 digits or less. Press 2 if the account field is 7 digits or more. Press F1 to select the account format from a pop-up list.

Transfer File Name [.DAT]

Enter the name of the TCS transfer file. The default extension will be DAT if no extension is entered.

Information about the TCS 'Payroll' file being imported:

The transfer file size and creation date are displayed.

Would you like to process any more TCS disks or files? (Y,N)

Press Y to select another TCS file to import, or press N to return to the AT menu.

Transactions from the TCS transfer files will be assigned the following source codes by CLS:

TCS Software Transfer Files

Software Module Transfer File Name CLS Source Code Accounts Payable apglt.dat, apglt10.dat A

Accounts Receivable arglt.dat, arglt10.dat R

Payroll prglt.dat, prglt10.dat P

Inventory inglt.dat, inglt10.dat R

Fixed Assets faglt.dat, faglt10.dat R Debt Service dsglt.dat, dsglt10.dat R

Interface with Payroll Software

Choose 2 from the AT menu to interface with BASS Payroll, Insta-Pay Multi-Company or

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Import from BASS Payroll (1)

Select 1 from the Interface with Payroll Software menu to import BASS Payroll transactions, and the

following screen appears:

JCC Data Path

BASS Payroll assigns file names beginning with CLB-, followed by the payroll month and day

(mmdd). The BASS client I.D. appears as the file extension. Enter the name of the file to import.

The first transaction in the BASS Payroll transfer file is:

Would you like to process any more BASS Payroll disks or files? (Y,N)

Press Y to select another BASS Payroll file to import, or press N to return to the Interface with Payroll Software menu.

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Import from Insta-Pay Multi-Company (2)

Select 2 from the Interface with Payroll Software menu to import Insta-Pay Multi-Company

transactions, and the following screen appears:

JCC Data Path

Enter the name of the Insta-Pay transfer file. The default extension will be DAT if no extension is entered.

The first transaction in the Insta-Pay transfer file is:

Would you like to process any more Insta-Pay disks or files? (Y,N)

Press Y to select another Insta-Pay file to import, or press N to return to the Interface with Payroll Software menu.

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Import from Quick Payroll (3)

The following screen appears if you chose to import a QuickPayroll file.

JCC Data Path

Enter the name of the QuickPayroll transfer file. The default extension will be PRN.

Cash or other Offset Account

Enter the account to which the balancing entry is to be posted. This entry will be automatically calculated by CLS. Press F1 to select from a pop-up Chart of Accounts for this ledger; CLS displays the description of the selected account.

Reject Non-Numeric Categories?

Press N to allow non-numeric categories, or press Y to reject them.

The first transaction in the ‘QuickPayroll’ transfer file is:

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Would you like to process any more QuickPayroll disks or files? (Y,N)

Press Y to select another file to import, or press N to return to the Interface with Accounting Software menu.

Transactions from QuickPayroll transfer files will be assigned a Q source code.

Import CLS Information from an ASCII File

Choose 3 from the AT menu to import fixed-length or comma-delimited transaction files. You may

also import a chart of accounts or an employee list from another CLS ledger.

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Import a Chart of Accounts (1)

Use this routine to import a CLS chart of accounts from a comma-delimited file.

Select 1 from the Import CLS Information from an ASCII File menu to import a CLS chart of accounts, and the following screen appears:

JCC Data Path

Enter the drive or path to where the chart of accounts is located. The CLS directory is the default.

Enter the name of the import file, or press Enter to accept the default.

Import Mode (1-3)

Press 1 if you only want to add new accounts. Press 2 if you want to add new accounts and revise existing accounts if descriptions have changed. Press 3 if you only want to revise existing

accounts. Balances won’t be affected.

Press Enter to accept the default Y response if you would like a list of the accounts in the transfer file as they are edited. Press N if you do not want an edit listing.

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Import an Employee/Vendor List (2)

Use this routine to import a list of employees and/or vendors from a CLS comma-delimited file. You may also import an employee or vendor list from a QuickBooks IIF file, or an employee list from a

Peachtree Accounting for Windows CSV file. The employees or vendors must have been assigned

CLS-compatible employee or vendor numbers.

Select 2 from the Import CLS Information from an ASCII File menu to import a list of employees and/or vendors, and the following screen appears:

JCC Data Path

Enter the drive or path to where the employee/vendor list is located. The CLS directory is the default.

Enter the name of the import file, or press Enter to accept the default.

Import Mode (1-3)

Press 1 if you only want to add new employees and vendors. Press 2 if you want to add new

employees and vendors and revise existing employees/vendors if information has changed. Press

3 if you only want to revise existing employees and vendors. Balances won’t be affected.

Press Enter to accept the default Y response if you would like a list of the employees/vendors in the transfer file as they are edited. Press N if you do not want an edit listing.

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Import a Comma-Delimited Transaction File (3)

Select 3 from the Import/Export ASCII Transaction Files menu to import a delimited ASCII file. You may import a delimited ASCII file into CLS if it conforms to the standard CLS file layout specifications, or you may define an alternate file layout. You may also import a Lotus 1-2-3 delimited (.prn) file.

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Accounting Transfer 1-15 Use Standard CLS Field Sequence (1)

Use this routine to import a comma-delimited ASCII file with the following specifications:

Comma-Delimited ASCII Record Layout

Sequence Length Field

1 2 Source Code (Must be 0-19, A, P, Q or R)

2 2 Batch Number (0-99)

3 8 Reference (Check Number)

4 6 Six-digit date (yymmdd)

5 4 Employee Number (0, 100-9999) 6 25 Transaction Description

7 8 Account Number

8 12 Amount/Debit Amount

9 12 Credit Amount (optional)

• All fields must be separated by commas.

• Fields containing commas or semicolons must be in quotations.

• Amount fields should not contain commas or dollar signs.

• Amount fields not containing a decimal point will be interpreted as whole dollars.

JCC Data Path

Transfer File Name [.DLM]

Enter the name of the ASCII transfer file. The default extension will be DLM if no extension is entered.

The first transaction in the Delimited ASCII transfer file is:

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printer. Press Esc to return to the Transfer File Drive or Path prompt.

Would you like to process any more Delimited ASCII disks or files? (Y,N)

Press Y to select another ASCII file to import, or press N to return to the Import/Export ASCII Transaction Files menu.

Use/Define Alternate Field Sequence (2) Use Lotus 1-2-3 Delimited PRN Format (3)

You may also define alternate field sequences for importing a comma-delimited ASCII file ora

Lotus 1-2-3 delimited (.prn) file.

The comma-delimited ASCII file must conform to the following specifications:

• All fields must be separated by commas.

• Fields containing commas or semicolons must be in quotations.

• Amount fields not containing a decimal point will be interpreted as whole-dollars.

CLS displays the standard field sequence for importing an ASCII comma-delimited file. Press the

up-arrow to position the cursor at the Source Code field. Use the arrow keys (↑,↓) to scroll

through the field numbers for each field. You may enter a value between 0 (unused field) and 99 at each field prompt to define the sequence.

Press A to accept the new field sequence and continue to the next screen, or press Esc to return to the Import a Delimited File menu.

JCC Data Path

Transfer File Name [.DLM]

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Date Format (S,1-4)

Press Enter to use the S (standard CLS) date format. Enter 1-4 to select an alternate date format. Press F1 to select the date format from a pop-up list.

The first transaction in the Delimited ASCII transfer file is:

Would you like to process any more Delimited ASCII disks or files? (Y,N)



Import a Fixed-Length Transaction File (4)

Select 4 from the Import/Export ASCII Transaction Files menu to import a fixed-length ASCII file. You may import a fixed-length ASCII file into CLS if it conforms to the standard CLS transfer file layout, or you may define an alternate file layout.

Use Standard CLS Field Settings (1)

Use this routine to import a fixed-length ASCII file with the following specifications:

Fixed-Length ASCII Record Layout (66 bytes)

Position Length Field

1 1 Source Code (Must be 0-9, A, P, Q or R)

2 2 Batch Number (0-99) 4 25 Transaction Description 29 2 Two-digit year (00-99) 31 2 Two-digit month (01-12) 33 2 Two-digit day (01-31) 35 8 Reference Number 43 4 Employee Number (0, 100-9999) 47 8 Account Number 55 12 Amount/Debit Amount 67 12 Credit Amount (optional)

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JCC Data Path

Enter the name of the ASCII transfer file. The default extension will be DAT if no extension is entered.

The first transaction in the Fixed-Length ASCII transfer file is:

Would you like to process any more Fixed-Length ASCII disks or files? (Y,N)

Use/Define Alternate Field Settings (2)

Use this routine to define a fixed-length ASCII file layout for your transfer file. The file must conform to the following specifications:

CLS displays the standard field positions and lengths for an ASCII fixed-length file. Press the up-arrow to position the cursor at the Source Code field. Use the arrow keys (↑,↓) to scroll through the starting position and length for each field, making changes as needed.

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Press A to accept the field settings and continue to the next screen, or press Esc to return to the Import a Fixed-Length File menu.

CLS displays the same screen as AT, Menu Selection 3 (4,1), Use Standard CLS Field Settings. Please refer to the previous section for the remaining import instructions.

Export CLS Information to an ASCII File

Choose 4 from the AT menu to export a client list, a chart of accounts, an employee/vendor list, current or year-to-date transactions or a trial balance.



Ex

port a Client List (1)

Use this routine to export a CLS client list to a comma-delimited file.

Select 1 from the Export CLS Information to an ASCII File menu to export a client list, and the following screen appears:

JCC Data Path

Export File Drive or Path

Enter the drive or path to which you want to export a client list. The CLS directory is the default.

Export File Name

Enter a name for the export file, or press Enter to accept the default.

Include Address/Contact

Press N if you want only the client name and period information. Press Y to also include the client address and contact information.

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Print Export Listing (Y,N) Y

Press Enter to accept the default Y response and print a list of the exported information. Press N if you do not want a listing.

Press A to export the client list, or press Esc to return to the Export File Drive or Path prompt.



Ex

port a Chart of Accounts (2)

Use this routine to export a CLS chart of accounts to a comma-delimited file.

Select 2 from the Export CLS Information to an ASCII File menu to export a CLS chart of accounts, and the following screen appears:

JCC Data Path

Enter the drive or path to which you want to export a chart of accounts. The CLS directory is the default.

Accounts to Include (1-3)

Press 1 to include all accounts. Press 2 to include only balance sheet accounts. Press 3 to include only P&L accounts.

Include Title and Total accounts (Y,N)

Press Y to include CLS title and total accounts in the export file. Press N to include only postable accounts.

Include Account Types and Options (Y,N)

Press Y to include CLS account types and options in the export file. Press N to include only account numbers and account descriptions.

Press Enter to accept the default Y response and print a list of the exported accounts. Press N if you do not want a listing.

Press A to export the chart of accounts, or press Esc to return to the Export File Drive or Path

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

Ex

port Employee/Vendor List (3)

Use this routine to export a list of CLS employees and/or vendors to a comma-delimited file.

Select 3 from the Export CLS Information to an ASCII File menu to export an employee/vendor list, and the following screen appears:

JCC Data Path

Enter the drive or path to which you want to export an employee/vendor list. The CLS directory is the default.

Payroll Series (ENTER for all)

Enter a specific payroll series, or press Enter to include all payroll and vendor series in the export file.

Employee, Vendor, Misc (ENTER for all)

If you pressed Enter for all series: Enter E to select only employee series, V to select only vendor series, or M to select only Miscellaneous series.

Series Type (ENTER for all)

If you entered V for vendor series: Enter the series type (1-9, A). Press F1 to select the series type from a pop-up list.

Include All Setup Info or Basic (A,B)

Press A to include all CLS employee and/or vendor setup information (but no balances) in the

export file. Press B to include only the employee or vendor name, address, social security number, etc.

Include those with no activity (Y,N)

Press Y to include employees or vendors with no activity in the export file. Press N if you only want to include those with activity.

Press Enter to accept the default Y response and print a list of the exported employees and/or vendors. Press N if you do not want a listing.

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Press A to export the employee/vendor list, or press Esc to return to the Export File Drive or Path

prompt.



Ex

port Current or YTD Transactions (4)

Use this routine to export CLS transactions to an ASCII comma-delimited file. Select 4 from the Export CLS Information to an ASCII File menu to export CLS transactions, and the following screen appears:

 Note: The export file format is the standard CLS comma-delimited file format. You can export transactions here and then use program AT, Menu Selection 3 (3,1), to import them into another ledger or generation.

JCC Data Path

Enter the drive or path to which you want to export transactions. The CLS directory is the default.

Overwrite or Append (O,A)

If the export file already exists, press O to overwrite the file, or press A to append the new transactions to the end of the existing file.

Current Period or YTD (C,Y)

Press C to export only current period transactions, or press Y to export year-to-date transactions.

Select Transactions (Y,N) Y

Press Enter to accept the default N response to export all current period or year-to-date transactions. Press Y if you want to select the transactions to be exported.

Selection Method (1,2)

If you answered Y to Select Transactions: Enter 1 if you want to block the transactions to be exported. Enter 2 if you want to use a filter (which you define) to select the transactions to be exported.

Date Format (S,1-4)

Press Enter to use the S (standard CLS) date format. Enter 1-4 to select an alternate format. Press F1 to select the date format from a pop-up list.

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Press Enter to accept the default Y response and print a list of the exported transactions. Press N

if you do not want a listing.

Press A to continue to the transaction selection screen, or press Esc to return to the Export File Drive or Path prompt.

Selection Method 1: Use this screen to select a block of transactions to export. Use the arrow

keys (↑,↓) to select the first transaction to export. Press F3 and then press the down-arrow to block the group of transactions to export. Press A to accept the blocked transactions, or press Esc to return to the transaction selection mode.

 Note: Deleted transactions will appear on the transaction selection screen, but they will not be exported if they are included in the selected block of transactions.

Export selected transactions? (Y,N)

Press Y to export the selected transactions. If you chose to print an export listing, CLS will prompt you to select a printer. Press N to return to the transaction selection mode.

Selection Method 2: Use this screen to filter the transactions to be exported. You can select transactions by Source Code, Batch No., Payee Name, date range, reference number, account number, employee or vendor number, department number, or transaction amount. In addition, year-to-date transactions can be selected by period.

Exporting transactions… *** Export complete ***

CLS displays the debit and credit totals for the exported transactions and informs you if the totals are out of balance.

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Would you like to export any more CLS transactions? (Y,N)

Press Y to return to the Export File Drive or Path prompt, or press N to return to the AT menu.



Ex

port a Trial Balance (5)

Choose 5 from the AT menu to export a CLS trial balance to a fixed-length or comma-delimited ASCII file. You may export current period or year-to-date balances and you can export Balance Sheet accounts, P&L accounts or both.

Export Fixed-Length Records (1)

Export Comma-Delimited Records (2)

Select 1 from the Export a Trial Balance menu to export a fixed-length ASCII file. Select 2 to export a comma-delimited ASCII file.

JCC Data Path

CLS automatically displays the data path of the current ledger.

Enter the drive or path to which you want to export the trial balance. Your CLS directory is the default.

Overwrite or Append (O,A)

If the export file already exists, press O to overwrite the file, or press A to append the transactions to the end of the existing file.

Accounts to Include (1-3)

Press 1 to export all accounts. Press 2 to export only balance sheet accounts. Press 3 to export only P&L accounts. Press F1 to select from a pop-up list of options.

Include Current Period Activity (Y,N)

Press N to export a trial balance without including current period activity. Press Y if you want to include it.

Include Prior Period Adj. in Current (Y,N) N

If you have included current period activity: Press Y if you wish to include prior period adjustments in current period activity. Press N if you wish to include prior period adjustments only in ending balances.

Include Zero Balance Accounts (Y,N) N

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Print Export Listing (Y,N) N

Press Y to print a list of the exported transactions.

Would you like a Departmental Trial Balance? (Y,N) N

If the ledger is departmentalized, press Y to export a departmental trial balance.

Enter Department Number or press ENTER for all departments

If you chose to export a departmental trial balance, select the department number or press Enter to export all departments. Press F1 to select the department from a pop-up list.

Press A to continue, or press Esc to return to the Export a Trial Balance menu.

Exporting trial balance… ***Export Complete***

CLS exports the trial balance.

Would you like to export another trial balance? (Y,N)

Press Y to export another trial balance. Press N to return to the Export a Trial Balance menu.

Interface with other CLS Software

Use this routine to communicate with another CLS site or other Client Ledger System™ software such as CLS ~ The Limited Edition™, CLS ~ General Ledger™, or CLS ~ Remote Entry™. You may import and export postable accounts, departments, employees/vendors and transactions.

Before beginning a transfer by disk or modem, make sure the import/export parameters are set

correctly in program SI, Menu Selection 1 (5). To communicate by modem, one computer must be

defined as the accountant site and the other computer must be defined as the client site. The menu selections and screen references will appear slightly different depending on the site type. With a modem transfer, the accountant site initiates the call and the client site waits to be contacted.

Choose 5 from the AT menu and the following menu appears:



Import CLS Ledger Information from Client (1)

When files are imported from a client or remote site, they are stored in an intermediate import path created by CLS; the import path may not be changed. You may print a summary listing of the ledgers in the import path or a detailed listing of the contents of the import files. You may also print the transmittal letter(s) included with the import files and an import log. Once you have printed reports for the import file, you may update the current ledger with the imported data.

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Choose 1 from the Interface with other CLS Software menu to import ledger information from a client or remote site, and the following menu appears:

Receive Import Files via Modem (1)

Choose 1 from the Import CLS Ledger Information from Client menu and respond to the following

prompt.

Proceed with call? (Y,N)

Press Y to begin the import process.

Initializing modem – one moment please…

CLS initializes your modem. If you designated your computer as the accountant site in program SI,

Menu Selection 1 (5), CLS will prompt you for the Modem Phone Number. The default modem

phone number for the client and the client’s modem baud rate may be set in program LI, Menu

Selection 3 (2). Press N to return to the Import CLS Ledger Information from Client menu.

Dial Remote Site? (Y,N)

Press Y to dial the selected modem phone number. CLS dials and connects with the remote site.

The number of dialing attempts and the pause between attempts is set in program SI, Menu

Selection 1 (5). The On Line Monitor displays the transfer progress.

File transfer was successful

CLS imports the files to the import path and returns to the Import CLS Ledger Information from Client menu.

Transfer Import Files from Diskette (2)

Use this routine to copy CLS data from diskette(s) into the import path. Choose 2 from the Import CLS Ledger Information from Client menu and respond to the following prompts:

Import Diskette Drive

Enter the drive where the CLS data to be imported is located.

Press A to continue the import, or press Esc to return to the Import CLS Ledger Information from Client menu.

Would you like to continue? (Y,N)

Press Y to copy the selected ledger(s) to your hard drive. Press N or Esc to return to the Import

CLS Ledger Information from Clientmenu.

Copying... Complete

CLS copies the import files to the import path on your hard drive and returns to the Import CLS Ledger Information to Client menu.

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Accounting Transfer 1-27 Update Ledger 'JCC' with Imported Data (3)

Use this routine to update the current ledger with the imported data. Choose 3 from the Import CLS

Ledger Information from Client menu and the following screen appears:

Log Number

If you have more than one set of files in the import path for the selected ledger, choose the appropriate set by entering its log number. Press F1 to select the log number from a pop-up list.

Accounts Departments Employees Transactions

CLS displays the items to be imported, with the total count for each item. Press F1 at the Mode

prompt to select the appropriate import mode for each item (e.g., do not update, add only new records, complete update).

Press A to continue. Press Esc to return to the Import CLS Ledger Information from Client menu. If you chose to print an edit listing, CLS will prompt you to select a printer.

Would you like to update valid items? (Y,N)

CLS validates the data to be imported and displays the validation progress. Press Y to update valid items. Press N to return to the Data to Import prompts.

Update Complete - Press ENTER when finished...

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Delete Ledgers in Import Path (4)

Choose 4 from the Import CLS Ledger Information from Client menu and the following screen

appears:

CLS displays the ledgers found in the import path. Use the arrow keys (↑,↓) to scroll through the list of ledgers. Tag or un-tag ledgers by pressing the space bar or T. Press Enter to accept the tagged ledgers from the import path, or press Esc to return to the file selection window.

Do you wish to CLEAR ALL deletion tags for this path and exit?

This prompt appears if you press Esc to exit the selection window. Press Y to clear the tags, or press Esc to return to the selection window without removing the tags.

Ready to begin deletion? (Y,N)

Press Y to delete the selected ledgers from the import path, or press N to return to the selection window.

Updating import log…

CLS deletes the selected ledgers from the import path and returns to the Import CLS Information to Client menu.

CLS Import File Reports (5)

You may print a listing for one or all ledgers in the import path, which includes information such as the export file date and time, a total count for each item exported (e.g., accounts, departments, etc.) and the beginning and ending dates of the exported transactions. You may print a detail report listing all information in the imported files. You may also print transmittal letters included with the exported files and an import log.

Choose 5 from the Import CLS Ledger Information from Client menu to print import file reports. Select the report to print, and respond to the following prompts:

Ledger I.D.

Enter the I.D. of the ledger for which you want to print the selected report(s). Enter ALL to include information for all ledgers in the import path. Press F1 to select the ledger I.D. from a pop-up list.

Log Number

If you have more than one set of files in the import path for the selected ledger, choose the appropriate set by entering its log number. Press F1 to select the log number from a pop-up list. Enter ALL to include all log numbers for the ledger.

 Note: When CLS export files are created for a ledger, they are assigned a sequential log

number. Log numbers are automatically incremented each time you create a set of export files.

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Continue? (Y,N)

Press Y to print the selected report.

(D)isplay, or number of copies to print (D,1-9)

Press D to display the selected report, or enter the number of copies to print. Press 1 to print a single copy. CLS will prompt you to select a printer.

CLS returns to the Ledger I.D. prompt when the report is complete. You may select another

ledger, or press Esc to return to the CLS Import File Reports menu.



Export CLS Ledger Information to Client (2)

Choose 2 from the Interface with other CLS Software menu to export ledger information to a client

or remote site. The following menu appears:

Create Ledger Export Files (1)

Use this routine to create ledger export files for the current ledger.

CLS displays information about the current ledger, such as the last log number used and the last export date and time.

Export Accounts Export Departments Export Employees Export Transactions

Press Y at the prompt for each item to export. The default responses are set in program LI, Menu Selection 3 (1).

Transmittal Letter No.

Select the transmittal letter to be exported with the CLS data. Press F1 to select the transmittal letter from a pop-up list. The default transmittal letter (DEF) lists what has been exported. CLS automatically displays the letter description.

Heading Number (0-99).

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letter heading you wish to use. Press F1 to select the heading from a pop-up list.

Press A to accept the export selections, or press Esc to return to the Export CLS Ledger Information to Client menu.

Creating account export file... Creating department export file... Creating payroll export file... Creating transaction export file... Creating transmittal letter... Complete

CLS creates export files for the selected items and returns to the Export CLS Ledger Information to Client menu. Depending on the items selected, CLS will create the following files in the export path:

CLS Export Files

rxa0xxx.### Accounts rxl0xxx.### Transmittal Letter

rxc0xxx.### Control File rxp0xxx.### Payroll (Employees and Vendors) rxd0xxx.### Departments rxt0xxx.### Transactions

xxx = Ledger I.D. ### = Log Number

Send Export Files via Modem (2)

Choose 2 from the Export CLS Ledger Information to Client menu and respond to the following

prompts:

Proceed with call? (Y,N)

Press Y to begin the export process.

Initializing modem – one moment please…

CLS initializes your modem. If you designated your computer as the accountant site in program SI,

Menu Selection 1 (5), enter the Modem Phone Number. The default modem phone number for

the client is set in program LI, Menu Selection 3 (2). Press N to return to the Export CLS Ledger Information to Client menu.

Dial Remote Site? (Y,N)

Press Y to dial the modem phone number. CLS dials and connects with the remote site. The

number of dialing attempts and the pause between attempts is set in program SI, Menu Selection 1

(5). The On Line Monitor displays the transfer progress.

File transfer complete

CLS exports the files to the export path and returns to the Export CLS Ledger Information to Client menu.

Transfer Export Files to Diskette (3)

Use this routine to copy CLS export files from the export path to one or more diskettes.

Choose 3 from the Export CLS Ledger Information to Client menu and respond to the following

prompts:

Ledger I.D.

Enter the I.D. of the ledger whose files you want to copy to a diskette. Enter ALL to include information for all ledgers in the export path. Press F1 to select the ledger I.D. from a pop-up list.

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Log Number

If there are multiple log numbers for the selected ledger, enter the log number to be exported. Enter

ALL to export all log numbers to a diskette. Press F1 to select the log number from a pop-up list.

Export Diskette Drive

Enter the drive to which the CLS export files will be copied.

With the floppy disk in place, press A to continue the export, or press Esc to return to the Export CLS Ledger Information to Client menu.

Total capacity of drive 'A'

Space used by EXISTING export files Current FREE space on drive 'A'

Less: Space needed for new export files Space available AFTER export

CLS displays the export disk statistics. A warning will appear if the selected ledger(s) are already present on the disk or if the export disk is full.

Press Y to copy the selected ledger(s) to a disk. Press N or Esc to return to the Export CLS Ledger Information to Clientmenu.

Copying... Complete

CLS copies the export files to the disk and returns to the Export CLS Ledger Information to Client menu.

Delete Ledgers in Export Path (4)

Choose 4 from the Export CLS Ledger Information to Client menu and the following screen

appears:

CLS displays the ledgers found in the export path. Use the arrow keys (↑,↓) to scroll through the list of ledgers. Tag or un-tag ledgers by pressing the space bar or T. Press Enter to accept the tagged ledgers, or press Esc to return to the file selection window.

Do you wish to CLEAR ALL deletion tags for this path and exit?

This prompt appears if you press Esc to exit the selection window. Press Y to clear the tags, or press Esc to return to the selection window without removing the tags.

Ready to begin deletion? (Y,N)

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window.

Updating export log…

CLS deletes the selected ledgers from the export path and returns to the CLS Export CLS Information to Client menu.

CLS Export File Reports (5)

Choose 5 from the Export CLS Ledger Information to Client menu to print export file reports. You may list ledgers in the export path, print all information in exported files, print transmittal letters and print an export log. Select the report to print, and respond to the following prompts:

Ledger I.D.

Enter the I.D. of the ledger for which to print a report. Enter ALL to include all ledgers in the export path on the report. Press F1 to select the ledger I.D. from a pop-up list.

Log Number

If you have more than one set of files in the export path for the selected ledger, choose the appropriate set by entering its log number. Press F1 to select the log number from a pop-up list. Press Enter to include all log numbers for the ledger.

 Note: When CLS export files are created, they are assigned a sequential log number. Log numbers are incremented each time you create a set of export files.

Continue? (Y,N)

Press Y to print the selected report, or press N to return to the Ledger I.D. prompt.

(D)isplay, or number of copies to print (D,1-9)

Press D to display the selected report, or enter the number of copies to print. Press 1 to print a single copy. CLS will prompt you to select a printer.

CLS returns to the Ledger I.D. prompt when the report is complete. You may select another

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Computed Transactions 1-33

1.2 Computed Transactions

Use menu selection 5 of the CT program to create transactions to adjust inventory/cost of goods sold; use menu selection 6 to create transactions for estimated income taxes. The transactions created here will be based on calculations defined in program LI, Menu Selections 3 (5) and 3 (6), respectively. A diamond (♦) next to a selection indicates that current-period transactions for that selection already exist.

 Note: Menu selections 1-4 of the CT program are covered in section 2.1 of the CLS Payroll Guide.

Enter CT from the CLS Main Menu and the following menu appears:

Create Inventory/CGS Transactions

This routine will create transactions to adjust inventory/cost of goods sold based on the calculations you defined in program LI, Menu Selection 3 (5).

 Notes:

• You can adjust inventory against either a single cost of goods sold account or separate beginning and ending inventory accounts on the P&L.

• If you are using separate beginning and ending inventory accounts, and you are preparing a

comparative P&L, be sure to assign options V and W to the beginning and ending inventory accounts, respectively, in program MF, Menu Selection 1. If you do not, history for these accounts will not be reported correctly.

Choose 5 from the CT menu and respond to the following prompt:

Financial MicroSystems, Inc. Reference Guide Version 6.3

Reference Guide

Version 6.3

Table of Contents

Chapter

One

CLS Main Menu Programs

1

1.1

Accounting Transfer

Interface with Accounting Software



Import from Peachtree Complete Accounting (1)



Import from Peachtree Accounting for Windows 2.0 (2)



Import from Peachtree Accounting for Windows 3.0-9.0 (3)



Import from Quicken for DOS or Windows - QIF (4)



Import from QuickBooks for DOS - QIF (5)



Import from QuickBooks for Windows - PRN (6)



Import from One-Write Plus (7)



Import from TCS Software (8)

Interface with Payroll Software



Import from BASS Payroll (1)



Import from Insta-Pay Multi-Company (2)



Import from Quick Payroll (3)

Import CLS Information from an ASCII File



Import a Chart of Accounts (1)



Import an Employee/Vendor List (2)



Import a Comma-Delimited Transaction File (3)



Import a Fixed-Length Transaction File (4)

Export CLS Information to an ASCII File



port a Client List (1)



port a Chart of Accounts (2)



port Employee/Vendor List (3)



port Current or YTD Transactions (4)



port a Trial Balance (5)

Export Fixed-Length Records (1)

Export Comma-Delimited Records (2)

Interface with other CLS Software



Import CLS Ledger Information from Client (1)



Export CLS Ledger Information to Client (2)

1.2

Computed Transactions

Create Inventory/CGS Transactions