Client/Server General Ledger Application User Manual

Copyright by MEDICAL INFORMATION TECHNOLOGY, INC.

MEDITECH Circle, Westwood, MA 02090

(781) 821-3000

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MEDITECH

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• This document has comprehensive overviews and descriptions of the routines in each feature of this application. It is derived from the online Help.

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Table of Contents

Introducing the General Ledger .................................................................................... 1 The General Ledger (GL) Module .................................................................................................. 1 The General Ledger (GL) Module's Features ................................................................................. 1 The General Ledger Chart of Accounts .......................................................................................... 2 Bookkeeping in General Ledger ..................................................................................................... 2 Statistics in General Ledger ............................................................................................................ 3 Allocation in General Ledger ......................................................................................................... 3 Budgeting in General Ledger .......................................................................................................... 4 General Ledger Reporting Features ................................................................................................ 4 Purging and Archiving in General Ledger ...................................................................................... 4 Integration with Other Modules ...................................................................................................... 4 Regional and Central General Ledger ............................................................................................ 6

Overview of the Regional and Central General Ledger ............................................................ 6 Sending GL Data Across HCISs ................................................................................................ 6 Graphic of Sending GL Data Across HCISs ............................................................................. 7

GL Desktops ................................................................................................................... 8 GL Accountant Desktop ................................................................................................................. 8 GL Allocations Desktop ............................................................................................................... 12 GL Clerk Desktop ......................................................................................................................... 13 GL Department Manager Desktop ................................................................................................ 15 GL Executive Desktop .................................................................................................................. 17 GL Report Writer Desktop ........................................................................................................... 20 GL Desktop Preferences ............................................................................................................... 21

Chart of Accounts ........................................................................................................ 22 Introduction to Chart of Accounts ................................................................................................ 22 Creating Your Chart of Accounts ................................................................................................. 23

Basic Steps in Creating a Chart of Accounts ........................................................................... 23 Step 1: Plan the Chart of Accounts You Want on Paper ......................................................... 23 Step 2: Work with MEDITECH on Your Account Structure .................................................. 23 Step 3: Verify results of Step 2 ................................................................................................ 24 Step 4: MEDITECH Locks Your GL Structure....................................................................... 24 Overview of Locking the GL Structure ................................................................................... 24 Editing Information After Your Structure is Locked ............................................................... 24 Step 5: Enter Summary Levels ................................................................................................ 25 Step 6: Enter Components ....................................................................................................... 25 Step 7: Build Accounts ............................................................................................................ 25 Step 8: Map Your Old Chart of Accounts ............................................................................... 25

Components .................................................................................................................................. 25 Overview of Components ........................................................................................................ 25 Component Examples .............................................................................................................. 26 Standard and Required Components ....................................................................................... 26 Non-Standard Components ...................................................................................................... 27 Defining Non-Standard Components ...................................................................................... 27 Sample Component Mnemonics, Letters, and Limits (Typical) .............................................. 28 Defining Component Values ................................................................................................... 28

Super-Components ....................................................................................................................... 29

Overview of Super-Components ............................................................................................. 29 Super-Component Patterns ...................................................................................................... 30 Defining Super-Components ................................................................................................... 30 Super-Component Pattern Punctuation .................................................................................... 31 Defining Names for Super-Component Values ....................................................................... 31 Defining Super-Component Values ......................................................................................... 31

Accounts ....................................................................................................................................... 32 Overview of Accounts ............................................................................................................. 32 Account Types ......................................................................................................................... 32 Account Classes ....................................................................................................................... 33

Overview of Account Classes ............................................................................................. 33 Account Pattern Punctuation .............................................................................................. 34 Sample Account Classes, Types, and Patterns ................................................................... 34

Entering Account Numbers ..................................................................................................... 34 Overview of Entering Account Numbers ........................................................................... 34 Formation of Accounts ....................................................................................................... 35 Account Descriptions .......................................................................................................... 35

Identifying Accounts ............................................................................................................... 36 Overview of Identifying Accounts ..................................................................................... 36 Restricting the Account Lookup by Account Class ............................................................ 36 Restricting the Account Lookup by Account Type ............................................................ 37 Restricting the Account Lookup by Component or Super-Component Value ................... 37 Miscellaneous Methods for Restricting an Account Lookup ............................................. 38 Combining Account Lookup Restrictions .......................................................................... 38

Reporting Structure ....................................................................................................................... 39 Summary Levels ...................................................................................................................... 39

Overview of Summary Levels ............................................................................................ 39 Defining Summary Levels .................................................................................................. 39 Order in Which Summary Levels Must Be Defined ........................................................... 40 Summary Level Values ....................................................................................................... 40

Summary Paths ........................................................................................................................ 41 Overview of Summary Paths .............................................................................................. 41 Multiple Summary Paths and Accounts ............................................................................. 42 Types of Summary Paths .................................................................................................... 42 Required Summary Paths ................................................................................................... 42 Non-Required Summary Paths ........................................................................................... 43 Summary Levels and Reports ............................................................................................. 43

Batches .......................................................................................................................... 45 Overview of Batches ..................................................................................................................... 45 Money Batches vs. Statistics Batches ........................................................................................... 46 Batch Statuses ............................................................................................................................... 46 Recurring Batches ......................................................................................................................... 47 Overview of Enter/Edit Recurring Batch Schedule Routine ........................................................ 48 Batch Processing ........................................................................................................................... 49

Inputting Transactions ............................................................................................................. 49 Closing ..................................................................................................................................... 50

Verifying Batches ............................................................................................................... 50 Typical Batch Processing and Closing ............................................................................... 51

Typical Closing ................................................................................................................... 51 Money Batches ............................................................................................................................. 52

Processing Batches with the Process Money Batches Screen ................................................. 52 Overview of the Process Money Batches Screen ............................................................... 52 Selecting Batches ................................................................................................................ 53

Overview of Selecting/Deselecting Batches .................................................................. 53 Select Batches to Process Routine ................................................................................. 54 Remove Batches from Screen Routine .......................................................................... 55

Routines for Creating Batches ............................................................................................ 55 Overview of Routines for Creating Batches .................................................................. 55 Create a Batch Routine .................................................................................................. 55 Copy a Batch Routine .................................................................................................... 56 Copy a Batch to Multiple Periods Routine .................................................................... 58

Routines for Editing Batches .............................................................................................. 60 Overview of Routines for Editing Batches .................................................................... 60 Enter/Edit Batch Transactions Routine.......................................................................... 60 Edit Header Routine ...................................................................................................... 61 Edit Bad Account Numbers Routine ............................................................................. 62 Overview of Inter-Corporate Transfers ......................................................................... 63 Determining the Account Number for an Inter-Corporate Transfer (ICT) Transaction 64 Create ICTs Routine ...................................................................................................... 64 Re-Open a Batch Routine .............................................................................................. 65 Delete a Batch Routine .................................................................................................. 66 Deleting an Entry or Entry Group ................................................................................. 66

Routines for Posting Batches .............................................................................................. 67 Overview of Routines to Change Status of Batches ...................................................... 67 Conditions for Posting Batches ..................................................................................... 67 Post a Batch Routine ...................................................................................................... 68 Posting Multiple Batches ............................................................................................... 68 Post and Reverse Routine .............................................................................................. 69 Freeze a Batch Routine .................................................................................................. 69 Check for Posting Routine ............................................................................................. 69 Refresh Selections Routine ............................................................................................ 70

Routines for Recurring Batches .......................................................................................... 70 Overview of Routines for Recurring Batches with Nil Transaction .............................. 70 Delete Nil Transactions Routine (Process Money Batches Screen) .............................. 70 Zero Nil Transactions Routine (Process Money Batches Screen) ................................. 71 Convert Recurring to Regular Batch Routine (Process Money Batches Screen) .......... 71 Convert Regular to Recurring Batch Routine (Process Money Batches Screen) .......... 72

Routines for Allocation Index Batches ............................................................................... 72 Overview of Routines for Allocation Index Batches ..................................................... 72 Add to Allocation Index Routine ................................................................................... 73 Remove from Allocation Index Routine ........................................................................ 73

Routines for Listing Batches .............................................................................................. 73 List Bad Account Numbers Routine .............................................................................. 74 Preview Effect of Posting Routine ................................................................................ 74

Summarizing Journals ............................................................................................................. 75 Overview of Summarizing Journals ................................................................................... 75 Conditions for Summarizing a Journal ............................................................................... 75

Summarizing B/AR Journals .............................................................................................. 76 Create Summary Batch for Journal (Money) Routine ........................................................ 77 Using the Summarize a Journal Routine ............................................................................ 78 Un-Summarize a Journal Routine ....................................................................................... 78 Print Journal Ledger Routine .............................................................................................. 79 Print Journal Ledger Report Information ........................................................................... 79

Monitoring Batch Information ................................................................................................. 80 Overview of Batch Reports ................................................................................................ 80 Listing Batch Transactions ................................................................................................. 81

Overview of Listing Batch Transactions ....................................................................... 81 List GL Batches Routine ............................................................................................... 81 List GL Batches (by Account) Routine ......................................................................... 82 Selecting and Sorting the GL Batch List ....................................................................... 82 Information on the GL Batch List ................................................................................. 83 Transaction Information on the GL Batch List (Group Input Format) .......................... 83 Transaction Information on the GL Batch List (Non-Group Input Format) .................. 84 Corporation Journals and the Effect on the GL Batch List ............................................ 84 Bad ICT Account Numbers, GL Corporation Journals, and the GL Batch List ............ 85

Previewing Posting ............................................................................................................. 85 Preview of Posting Routine ........................................................................................... 85

Creating Other Batch Reports ............................................................................................. 86 Batch Summary By Journal Routine ............................................................................. 86 List Recurring Batches Routine ..................................................................................... 87 List Batches on the Allocation Index Routine ............................................................... 88

Statistics Batches .......................................................................................................................... 88 Overview of Statistics .............................................................................................................. 88 Statistics Batches vs. Money Batches ...................................................................................... 89 Retrieving Statistics Batches from Other Modules .................................................................. 89 Summarizing Batches in Statistics Journals ............................................................................ 90 Delete Nil Transactions Routine (Process Statistics Batches Screen) ..................................... 90 Zero Nil Transactions Routine (Process Statistics Batches Screen) ........................................ 90 Overview of Copy a Statistics Batch to Multiple Periods ....................................................... 91 Processing Batches with the Process Statistics Batches Screen .............................................. 92

Overview of the Process Statistics Batches Screen ............................................................ 92 Selecting Statistics Batches ................................................................................................ 93

Overview of Selecting/Deselecting Statistics Batches .................................................. 93 Select (Statistics) Batches to Process Routine ............................................................... 94 Remove (Statistics) Batches from Screen Routine ........................................................ 94

Routines for Creating Statistics Batches ............................................................................. 95 Overview of Routines for Creating Statistics Batches ................................................... 95 Create a (Statistics) Batch Routine ................................................................................ 95 Copy a (Statistics) Batch Routine .................................................................................. 96

Routines for Editing Statistics Batches ............................................................................... 97 Overview of Routines for Editing Statistics Batches ..................................................... 97 Edit (Statistics) Header Routine .................................................................................... 98 Edit (Statistics) Transactions Routine ........................................................................... 98 Edit Bad (Statistics) Account Numbers ......................................................................... 99 Re-Open a (Statistics) Batch Routine .......................................................................... 100 Delete a (Statistics) Batch Routine .............................................................................. 100

Deleting an Entry Within a Statistics Batch ................................................................ 101 Routines for Posting Statistics Batches ............................................................................ 101

Overview of Routines to Change Status of Statistics Batches ..................................... 101 Post a (Statistics) Batch Routine .................................................................................. 102 Conditions for Posting Statistics Batches .................................................................... 102 Check for Posting Routine (Statistics) ......................................................................... 102 Freeze a (Statistics) Batch Routine .............................................................................. 103

Routines for Listing Statistics Batches ............................................................................. 103 List Bad (Statistics) Account Numbers Routine .......................................................... 103

Routines for Recurring Statistics Batches ........................................................................ 104 Overview of Routines for Recurring Statistics Batches .............................................. 104 Convert Recurring Batch to Regular Batch Routine (Process Statistics Batches Screen)104 Convert Regular Batch to Recurring Batch Routine (Process Statistics Batches Screen)105

Summarizing Statistics Journals ............................................................................................ 105 Overview of Summarizing Statistics Journals .................................................................. 105 Create Summary Batch for Journal (Statistics) Routine ................................................... 106 Un-Summarize a (Statistics) Journal Routine ................................................................... 107 Print Journal Ledger (Statistics) Routine .......................................................................... 107 Journal Ledger (Statistics) Report Information ................................................................ 107 Batch Summary by (Statistics) Journal Routine ............................................................... 108 List Recurring Statistics Batches ...................................................................................... 108

Troubleshooting Batches ............................................................................................................ 109 Overview of Troubleshooting Batches .................................................................................. 109 Troubleshooting Bad Account Numbers ............................................................................... 110

Overview of Troubleshooting Bad Account Numbers ..................................................... 110 Resolving Bad Account Numbers .................................................................................... 110 Locating the Source of Bad Account Numbers ................................................................ 111

Correcting Errors in Open Batches ........................................................................................ 112 Correcting Batch Discrepancies ....................................................................................... 112 Control Totals ................................................................................................................... 112

Correcting Errors in Frozen or Posted Batches ..................................................................... 113 Creating a Reversing Batch .............................................................................................. 113 Correcting Errors in Frozen Batches ................................................................................ 114 Correcting Errors in Posted Batches ................................................................................. 114

Basic Routines ............................................................................................................ 115 Overview of System Maintenance .............................................................................................. 115 Retrieving Transactions from Other Modules into the General Ledger ..................................... 115

Overview of Batch Transfer from Other Modules ................................................................. 115 Reading the Same Batches More than Once .......................................................................... 115 Reading Batches from Applications ...................................................................................... 116

Read Batches from Applications Routine ......................................................................... 116 System Checks (Read Batches from Applications Routine) ............................................ 117 Exception Report (Read Batches from Applications Routine) ......................................... 117

Read Batches from Inbox Routine ......................................................................................... 117 Closing the General Ledger ........................................................................................................ 118

Overview of Closing the General Ledger .............................................................................. 118 Reconciling Feeder Module Batches ..................................................................................... 118

Overview of Reconciling Daily and Period-End Activity from Feeder Modules ............ 118

Accounts Payable .............................................................................................................. 119 Reconciling Accounts Payable (Daily and Period-End) .............................................. 119 Daily Reports for Verifying AP Batches ..................................................................... 119 Period-End Reports for Verifying AP Batches ............................................................ 120

Payroll/Personnel .............................................................................................................. 120 Reconciling Payroll/Personnel (Daily) ........................................................................ 120 Reconciling Payroll/Personnel (Period-End) ............................................................... 121 Reports for Verifying PP Batches (by Pay Period)...................................................... 122 Reports for Verifying PP Batches (Statistics Accounts) ............................................. 122

Billing/Accounts Receivable ............................................................................................ 123 Overview of Billing/Accounts Receivable (Reconciling Feeder Module Batches) .... 123 Reconciling Billing/Accounts Receivable (Daily) ...................................................... 123 Reconciling B/AR at Period-End (Retrieving Daily Detail) ....................................... 124 Reconciling B/AR at Period-End (Retrieving Daily Summary) .................................. 124 Daily Reports for Verifying B/AR Batches (Money Accounts) .................................. 125 Daily Reports for Verifying B/AR Batches (Statistics Accounts) ............................... 125 Period-End Reports for Verifying B/AR Batches (Money Accounts) ........................ 126 Period-End Reports for Verifying B/AR Batches (Statistics Accounts) ..................... 126

Materials Management ..................................................................................................... 127 Overview of Materials Management (Reconciling Feeder Module Batches) ............. 127 Reconciling Materials Management (Period-End) ...................................................... 127 Reports for Verifying MM Batches ............................................................................. 127

Fixed Assets ...................................................................................................................... 128 Reconciling Fixed Assets (Period-End) ....................................................................... 128 Reports for Verifying FA Batches ............................................................................... 128

List Unposted Batches Routine ............................................................................................. 129 Overview of the List Unposted Batches Routine .............................................................. 129 Unposted Batches Report Information: Wide Format ...................................................... 129 Unposted Batches Report Information: Narrow Format ................................................... 130

Closing the Day ..................................................................................................................... 130 Conditions for Closing the Day (GL) ............................................................................... 130 Close Days Routine .......................................................................................................... 130 Closing the Day (GL) ....................................................................................................... 131

Closing the Period .................................................................................................................. 131 Conditions for Closing the Period in GL .......................................................................... 131 Close Period Routine ........................................................................................................ 132 Closing the Period (GL) .................................................................................................... 132

Closing the Fiscal Year .......................................................................................................... 134 Closing the Fiscal Year (GL) ............................................................................................ 134

Account Inquiry .......................................................................................................... 135 Account Inquiry Routine ............................................................................................................ 135 Account Inquiry Routine (Statistics) .......................................................................................... 136 Sorting Accounts (Account Inquiry Routine) ............................................................................. 138 Formats ....................................................................................................................................... 138

Detail Format (Account Inquiry Routine) ............................................................................. 138 Summary Format (Account Inquiry Routine) ........................................................................ 139 Period Comparison Format (Account Inquiry Routine) ........................................................ 139 Budget Comparison Format (Account Inquiry Routine) ....................................................... 140

Sample Reports ........................................................................................................................... 140 Account Inquiry - Detail Format (Sample Report) ................................................................ 140 Account Inquiry - Summary Format (Sample Report) .......................................................... 141 Account Inquiry - Period Comparison Format (Sample Report) ........................................... 141 Account Inquiry - Budget Comparison Format (Sample Report) .......................................... 142

Standard Reports ....................................................................................................... 143 Overview of Standard Reports .................................................................................................... 143 Money Reports ............................................................................................................................ 143

Overview of Money Reports ................................................................................................. 143 Periods Across Fiscal Years for Trial Balances ..................................................................... 144 Master Log ............................................................................................................................. 144

Master Log Summary ....................................................................................................... 144 Master Log Summary (Sample Report) ............................................................................ 145 Master Log Detail ............................................................................................................. 145 Master Log Detail (Sample Report) ................................................................................. 146

Mini Ledger Reports .............................................................................................................. 146 Overview of the Mini Ledger ........................................................................................... 146 Mini Ledger Across Fiscal Years ..................................................................................... 147

Summary Trial Balance ......................................................................................................... 147 Summary Trial Balance Report ........................................................................................ 147

Detail Trial Balance ............................................................................................................... 149 Detail Trial Balance Report .............................................................................................. 149

Department Expense Report .................................................................................................. 151 Overview of the Department Expense Detail Report ....................................................... 151 Department Expense Detail Report Information .............................................................. 152 Department Expense Detail (Sample Report) ................................................................... 153

Journal Detail Report ............................................................................................................. 153 Period Comparison Reports ................................................................................................... 154

Overview of the Period Comparison Report..................................................................... 154 Totals Across Account Types ........................................................................................... 155 Period Comparison (Sample Report) ................................................................................ 156

Audit Worksheet .................................................................................................................... 156 Audit Worksheet (Sample Report) ................................................................................... 157

Subsidiary Money Reports .................................................................................................... 157 Overview of Subsidiary Money Reports .......................................................................... 157 Subsidiary Summary Trial Balance .................................................................................. 158 Subsidiary Detail Trial Balance ........................................................................................ 159 Subsidiary Period Comparison Report ............................................................................. 160 Subsidiary Summary Statement ........................................................................................ 161 Subsidiary Detail Statement ............................................................................................. 162

Statistics Reports ........................................................................................................................ 162 Overview of Statistics Reports .............................................................................................. 162 Master Log ............................................................................................................................. 163

Statistics Master Log Summary ........................................................................................ 163 Statistics Master Log Summary (Sample Report) ............................................................ 164 Statistics Master Log Detail .............................................................................................. 164 Statistics Master Log Detail (Sample Report) .................................................................. 166

Department Statistics ............................................................................................................. 166

Department Statistics Detail Report ................................................................................. 166 Department Statistics Detail Report (Sample) .................................................................. 167

Period Comparison ................................................................................................................ 167 Period Comparison Report (Statistics) ............................................................................. 167 Statistics Period Comparison (Sample Report) ................................................................ 169

Allocation .................................................................................................................... 170 Overview of Allocation .............................................................................................................. 170 Budget vs. Actual Allocation ...................................................................................................... 170 Steps for Performing Allocation (Actual) ................................................................................... 171 Types and Methods ..................................................................................................................... 172

Overview of the Types and Methods of Allocation ............................................................... 172 Direct Allocation Type Example ........................................................................................... 172 Step Down Allocation Type Example ................................................................................... 173 Simultaneous Allocation Type Example ............................................................................... 173

Allocation Statistics .................................................................................................................... 174 Overview of Generating Statistics (Actual and Budget) ....................................................... 174 Steps for Generating Allocation Statistics Automatically (Actual and Budget).................... 174 Generating Allocation Statistics Manually (Actual and Budget) .......................................... 175

Allocation Tables and Rules Routines ........................................................................................ 175 Overview of Allocation Tables and Rules ............................................................................. 175 Table Information .................................................................................................................. 176 Overview of the Process Allocation Table Screen ................................................................ 177 Enter/Edit Table Information Routine ................................................................................... 178

Overview of the Enter/Edit Table Information Routine ................................................... 178 Establishing Priorities for Allocation Tables (for Step Down Allocation) ....................... 179

Enter/Edit Rules Routine ....................................................................................................... 179 Overview of the Enter/Edit Allocation Rules Routine ..................................................... 179 Guidelines for Selecting Accounts for Statistics .............................................................. 182 Example of a Component Entry (Enter/Edit Allocation Rules Routine) .......................... 182

Allocation Statistics Options ................................................................................................. 183 Overview: Routines for Working with Statistics for Allocation ...................................... 183 Enter/Edit Budget Allocation Statistics Routine .............................................................. 183 Generate Allocation Charge Statistics Routine (Actual) .................................................. 184 View Actual Statistics Job Routine .................................................................................. 185 Generate Budget Allocation Charge Statistics Routine .................................................... 186 View Budget Statistics Job Routine ................................................................................. 187

Allocation Rule Options ........................................................................................................ 187 Overview: Routines for Working with Allocation Rules ................................................. 187 Maintaining Allocation Rules in a Step Down Table ....................................................... 187 Change Rule Number Routine .......................................................................................... 188 Re-Number All Rules Routine .......................................................................................... 189 Copy Allocation Rules Routine ........................................................................................ 189 Delete Allocation Rules Routine ...................................................................................... 190

Listing Allocation Tables ...................................................................................................... 190 List Allocation Tables Routine ......................................................................................... 190 List Allocation Table Routine .......................................................................................... 190

Expunging Allocation Tables ................................................................................................ 191 Expunge Allocation Table Routine .................................................................................. 191

Redisplaying Allocation Tables ............................................................................................. 191 Redisplay Allocation Table Routine ................................................................................. 191

Copy Allocation Table Routine ............................................................................................. 191 Allocation Batch Routines .......................................................................................................... 192

Overview: Routines for Working with Allocation Batches ................................................... 192 Create Allocation Batch Routine ........................................................................................... 193 Overview of the Process Allocation Log Screen (Actual) ..................................................... 194 Viewing Allocation Logs ....................................................................................................... 195

View Allocation Job Status Routine (Actual and Budget) ............................................... 195 View Allocated Tables Routine (Actual and Budget) ...................................................... 196

Redisplay Allocation Log File Routine ................................................................................. 196 Redisplay Log File Routine (Actual and Budget) ............................................................ 196

Editing Allocation Batches .................................................................................................... 196 Overview of Editing Allocation Batches in the Process Allocation Log Screen .............. 196

Post Allocation Batch Routine ............................................................................................... 196 Overview of Posting Allocation Batches in the Process Allocation Log Screen ............. 196 Overview of the Post Allocation Batch Routine (Actual) ................................................ 197 Compiling Reports Without Permanently Posting (Actual Allocation) ........................... 197

Index/De-index Allocation Batch Routine ............................................................................ 197 Index/De-Index Allocation Batch Routine (Actual) ......................................................... 197

Listing Allocation Logs and Batches Routines...................................................................... 198 Overview of Listing Allocation Logs and Batches (Actual) ............................................ 198 Overview of the List Allocation Log Files Routine (Actual) ........................................... 198

Save/Unsave Allocation Log Files From Purge Routine ....................................................... 199 Save/Unsave from Allocation Log File Purge Routine (Actual and Budget) ................... 199

Expunge Allocation Log File Routine ................................................................................... 199 Expunge Log File Routine (Actual and Budget) .............................................................. 199

Budget Allocation Routines ........................................................................................................ 199 Overview of Budget Allocation Routines .............................................................................. 199 Steps for Performing Budget Allocation ............................................................................... 200 Overview of the Create Budget Allocation Routine .............................................................. 201 Results of Allocation (Create Budget Allocation Routine) ................................................... 202 Erasing Previous Budget Amounts in Clearing and Charge Accounts .................................. 202 Overview of the Process Budget Allocation Log Screen ...................................................... 202 Add Allocated Amounts to Budget Routine .......................................................................... 203 Listing Budget Allocation Log Files ..................................................................................... 204

Overview of Listing Budget Allocation Logs ................................................................... 204 List Allocation Log Files Routine (Budget) ..................................................................... 204 Information on the Allocation Log Files Report (Budget) ............................................... 204

Monitoring Allocations ............................................................................................................... 205 Enter/Edit Table User Access Routine .................................................................................. 205 List Restricted Access Tables Routine .................................................................................. 206 List Input & Errors Routine (Actual and Budget) ................................................................. 206 Preview by Account Routine (Budget) .................................................................................. 206 Preview by Step Routine (Budget) ........................................................................................ 207

Budgets ....................................................................................................................... 208 General Ledger (GL) Budgets Overview .................................................................................... 208 Setting Up Budgets ..................................................................................................................... 208

Purge Budget Routine ................................................................................................................. 208 Establishing Budget Access ........................................................................................................ 209

Enter/Edit Budget User Access Routine ................................................................................ 209 List Restricted Access Budgets Routine ................................................................................ 210

Budget Routines .......................................................................................................................... 211 Create Budgets and Edit Status Routine ................................................................................ 211 Budget Statuses ...................................................................................................................... 211 Copying From Budgets .......................................................................................................... 212 Budget Processing Routines .................................................................................................. 212 Entering Budget Amounts ..................................................................................................... 213

Routines used to Enter Budget Amounts .......................................................................... 213 Overview: Routines for Entering Annual Budget Amounts ........................................ 214 Enter/Edit Annual Budget Routine .............................................................................. 214 Add to Annual Budgets Routine .................................................................................. 215 Distribute Annual Budget Across Periods Routine ..................................................... 216 Overview: Routines for Entering Period Budget Amounts ......................................... 217 Enter/Edit Period Budget Routine ............................................................................... 218 Add to Period Budgets Routine ................................................................................... 219 Change Budgets by Percentage Routine ...................................................................... 220 Enter/Edit Annual and Period Budget Routine ............................................................ 221

Copying Budgets .............................................................................................................. 223 Overview of the Copy From/To Budget Routine ........................................................ 223 Copy Budget For Mixed Fields/Periods Screen .......................................................... 226 Copying from Actual Balances .................................................................................... 226 Copying Period Balances (When Current Year is Incomplete) ................................... 227 Extrapolating Annual Balances Example (Copy From/To Budget Routine) .............. 227

Budget Revision Notes .......................................................................................................... 227 Overview of the Budget Revision Notes Routines ........................................................... 227 Enter/Edit Budget Revision Notes Routine ...................................................................... 228 List Budget Revision Notes .............................................................................................. 229 View Budget Revision Notes ............................................................................................ 230 Deleting Budget Revision Notes ...................................................................................... 231

Retrieving Budgets from Files .................................................................................................... 232 Read Budget from File Routine ............................................................................................. 232

Retrieving Budgets from Other Modules ................................................................................... 233 Overview of the Read Budgets from Applications Routine .................................................. 233 Requirements for Reading Budgets into GL.......................................................................... 233 Read Budgets from Applications Routine: In General Ledger .............................................. 234 Read Budgets from Applications Routine: In Source Application ........................................ 234 Adding to Existing GL Budgets ............................................................................................ 234 If Duplicate Budgets Exist ..................................................................................................... 235 Transfer File Statuses ............................................................................................................ 235 Correcting Rejected Budgets ................................................................................................. 236

The Budget Worksheet ............................................................................................................... 236 Budget Worksheet Overview ................................................................................................. 236 Budget Worksheet: Typical Uses .......................................................................................... 237 Selecting Accounts ................................................................................................................ 238 Sorting Accounts ................................................................................................................... 238 Special Flexibility for Totals Across Account Types ............................................................ 238

Key to Budget Worksheet Columns ...................................................................................... 238 Budget Worksheet Columns: If Base Year Is Not Closed ..................................................... 239 Budget Worksheet Columns: If Base Year Is Closed ............................................................ 239

Listing Budgets ........................................................................................................................... 240 List Budgets Routine ............................................................................................................. 240 List Budgets Report Information ........................................................................................... 241 List Budget Statuses Routine ................................................................................................. 242 List Incomplete Budgets Routine .......................................................................................... 242 When to Use the List Incomplete Budgets Routine ............................................................... 243

General Ledger Report Writer ................................................................................... 244 Overview of the GL Report Writer ............................................................................................. 244 Ledger Summary Screen ............................................................................................................. 244 Creating Reports ......................................................................................................................... 245

Creating Reports: The Compiled Reports Menu ................................................................... 245 Importance of MIS GL Account Structure ............................................................................ 245 Overview of Online Steps for Creating a GL Compiled Report ............................................ 245 Defining a Report Format ...................................................................................................... 246 Defining a Report .................................................................................................................. 246 Compiling and Printing a Report ........................................................................................... 246

GL Report Writer Features ......................................................................................................... 247 Overview of GL Report Writer Features ............................................................................... 247 Specifying Title Lines and Width .......................................................................................... 247 Managing Data and Calculations ........................................................................................... 248

Managing Data Selection .................................................................................................. 248 Managing Calculations ..................................................................................................... 248

Displaying Data Retrieved or Calculated .............................................................................. 249 Overview of Displaying Data Retrieved or Calculated .................................................... 249 Controlling Column Display for Data Calculated ............................................................ 250 Controlling Dollar/Percent Sign Display for Data Calculated .......................................... 251 Controlling Totals/Rounding Display for Data Calculated .............................................. 251 Controlling Reversing Amounts for Data Calculated ....................................................... 252 Selecting and Restricting Accounts .................................................................................. 253 Displaying Data Retrieved ................................................................................................ 254

Editing Multiple Reports ....................................................................................................... 256 Defining Report Formats ............................................................................................................ 256

Overview of Report Formats ................................................................................................. 256 Information Defined via the Report Format .......................................................................... 257 Column Types ........................................................................................................................ 257

Overview of Column Types .............................................................................................. 257 Retrieve Columns ............................................................................................................. 258

Overview of Retrieve Columns ................................................................................... 258 Information Collected for Retrieve Columns .............................................................. 259 Determining Retrieve Column's Default Max Width .................................................. 260 Select Values to Include in a Retrieve Column ........................................................... 260 Restricting Retrieve Columns by Comp/Sum Value ................................................... 261 Retrieving Data for Multiple Periods .......................................................................... 261

Function Columns ............................................................................................................. 262 Overview of Function Columns ................................................................................... 262

Information Collected for Function Columns .............................................................. 262 Types of Function Columns ......................................................................................... 263 Function Signs ............................................................................................................. 263 TOT Function .............................................................................................................. 264 MUL and DIV Functions ............................................................................................. 264 PCL Functions ............................................................................................................. 264 SHF (Shift) Function ................................................................................................... 265 Determining a Function Column's Default Maximum Width ..................................... 265

Constant Columns ............................................................................................................. 266 Overview of Constant Columns ................................................................................... 266 Overriding a Constant .................................................................................................. 267 Information Collected for Constant Columns .............................................................. 267 Types of Constants ...................................................................................................... 268

Blank Columns ................................................................................................................. 269 Overview of Blank Columns ....................................................................................... 269 Information Collected for Blank Columns .................................................................. 270 Rules for Blank Columns ............................................................................................. 271

Mark Columns .................................................................................................................. 271 Text Columns.................................................................................................................... 272

Text Column ................................................................................................................ 272 Column Titles ........................................................................................................................ 273

Keywords for Column Titles ............................................................................................ 273 Required Widths for Keywords ........................................................................................ 274

Banners .................................................................................................................................. 275 Overview of Banners ........................................................................................................ 275 Enter/Edit Banners Routine .............................................................................................. 275

Column Widths ...................................................................................................................... 276 Overview of Report Widths .............................................................................................. 276 Calculating the Expected Report Width ........................................................................... 276 Defining Maximum Report Width .................................................................................... 277 Defining Width of Text Column ....................................................................................... 278 Defining Maximum Width of Other Columns .................................................................. 278

Routines for Processing Report Formats ............................................................................... 278 Overview of Report Format Routines ............................................................................... 278 Overview of Enter/Edit Report Format Routine ............................................................... 279 Viewing Column Information ........................................................................................... 281 Viewing Secondary Column Information ......................................................................... 281 Using Limits ..................................................................................................................... 282 List GL Report Formats Routine ...................................................................................... 283 Copy GL Report Format Routine ..................................................................................... 283 Delete GL Report Format Routine ................................................................................... 284

Creating Report Definitions ........................................................................................................ 284 Overview of Report Definitions ............................................................................................ 284 Report Definition Routines .................................................................................................... 284 Process Report Definition Screen .......................................................................................... 286

Overview of the Process Report Definition Screen .......................................................... 286 Steps for Entering a Report Definition ............................................................................. 287 Report Statuses ................................................................................................................. 287

Process Report Definition Routines ....................................................................................... 288

Overview of the Process Report Definition Screen - Routines ........................................ 288 Enter/Edit Report General Information Routine ............................................................... 288

Report Definitions-Enter/Edit General Report Information Routine .......................... 288 Enter/Edit Constant Overrides Routine ............................................................................ 289

Overview of the Enter/Edit Constant Overrides Routine ............................................ 289 Zero Suppress Sections (Enter/Edit Constant Overrides Routine) .............................. 290 Print $-Sign Sections (Enter/Edit Constant Overrides Routine) .................................. 290 Overriding Constants (Enter/Edit Constant Overrides Routine) ................................. 291

Enter/Edit Report Lines Routine ...................................................................................... 291 Overview of the Enter Edit Report Lines Routine ....................................................... 291 Header Lines ................................................................................................................ 292 Control Lines ............................................................................................................... 293

Overview of Control Lines ..................................................................................... 293 Effect on Subsequent Control Lines ....................................................................... 293 Effect of Retrieve Column Restrictions and Multiple Reports ............................... 294

Detail Lines .................................................................................................................. 294 Overview of Detail Lines ........................................................................................ 294 Selecting Accounts to Include in Detail Lines........................................................ 295 Calculating Net Income (Enter/Edit Report Lines Routine) ................................... 296

Total Lines ................................................................................................................... 296 Expression Lines .......................................................................................................... 297 Features for Displaying Data ....................................................................................... 297

Overview of Features for Displaying Data on Report Lines .................................. 297 Expression Lines versus Function Columns ........................................................... 297 Detail Lines Which Generate Multiple Lines ......................................................... 298 Restrictions When Generating Multiple Lines ....................................................... 298 Sharing Lines Across Reports (Inter-Report Reference Key) ................................ 299 Steps to Create an Inter-Report Reference ............................................................. 300 100% Lines ............................................................................................................. 300 Multiple Reports ..................................................................................................... 301

Special Line Edits Routines .............................................................................................. 302 Overview of Special Line Edits Routines .................................................................... 302 Enter/Edit Wide Text Routine ..................................................................................... 303 Enter/Edit Text Overrides Routine .............................................................................. 303 Enter/Edit/Delete Expressions Routine ....................................................................... 304

Overview of the Enter/Edit/Delete Expressions Routine ....................................... 304 Defining Variables .................................................................................................. 305 Applying an Expression to Other Columns ............................................................ 306 Deleting Expressions .............................................................................................. 306 Deleting Expressions In Columns Which No Longer Exist ................................... 306

Report Line Options Routines .......................................................................................... 306 Overview of Report Line Options Routines ................................................................ 306 Change Line Number Routine ..................................................................................... 307 Re-number All Lines Routine ...................................................................................... 307 Copy Lines Routine ..................................................................................................... 308 Delete Lines Routine ................................................................................................... 308

Print Report Specifications Routine ................................................................................. 309 Check Report Specifications Routine ............................................................................... 310

Overview of the Check Specifications Routine ........................................................... 310

Error List for Report Definition Specifications .......................................................... 311 Error List for Report Definition Specifications ...................................................... 311 XX already defined in Control lines ....................................................................... 312 XX is not a statistics account .................................................................................. 312 100% column(s) Section from line #YY No valid From line ................................. 312 100% column(s) Section from line #YY No valid Thru line .................................. 313 100% line defined, but format has no Pcl columns ................................................ 313 100% line does not exist ......................................................................................... 313 100% line included in Blank 100% columns section ............................................. 313 100% line type not Detail or Total ......................................................................... 313 Both Money and Statistics lines total to this line.................................................... 314 Cannot define $-sign on Detail line if in $-sign Section ......................................... 314 Comp/Sum XX This format restricts by YY .......................................................... 314

Comp/Sum XX conflicts with multiple report specification ........................ 314 Comp/Sum XX This format restricts by YY .......................................................... 314

Comp/Sum does not apply to Class XX ............................................................ 314 Conflicting Components, Super-Components, Summary Levels ...................... 315 Constant Section (fld#XX) from line #YY Cannot begin section with Control line ..................................................................................................................... 315 Constant Section (fld#XX) from line #YY Cannot end section with Control line315 Constant Section (fld# XX) from line #YY No valid From line ....................... 315 Constant Section (fld# XX) from line #YY No valid Thru line ........................ 316 Expression lines present but not checked because Format is missing ............... 316 Field XX not in Format ...................................................................................... 316 Format restricts retrievals. Cannot specify line for each Acct ........................... 316 Format restricts retrievals. Cannot specify ranges ............................................. 316 Line for each XX: This format restricts by YY ................................................. 317

Line for each XX: conflicts with format's retrieval restriction ................ 317 Line for each XX: not selected or summarized for this line .................... 317

Line for each XX: This format restricts by YY ...................................................... 317 Money/Statistics field conflicts with class......................................................... 317 Multiple Report Comp/Sum without Values ..................................................... 318 Multiple Report Values without Comp/Sum ..................................................... 318 No Description in General Information ............................................................. 318 No Detail lines in this report .............................................................................. 318 No Format in General Information .................................................................... 318 No lines in this report ........................................................................................ 319 No previous Detail or Total lines total to this line ............................................. 319 No selections defined on XX ............................................................................. 319 PRINT $ Sign does not apply to Statistics lines ................................................ 319 Reverse Amounts does not apply to Statistics lines .......................................... 319 Selections defined without a Class .................................................................... 320 Totals to Xx: non-existent ................................................................................. 320 Totals to XX: non-Total ..................................................................................... 320 Zero Section YY No valid From From line ....................................................... 320 Zero Section Yy No valid Thru line .................................................................. 320

Conflicting Components, Super-Components, and Summary Levels ......................... 321 Set Status to OPEN Routine ............................................................................................. 321 Delete Specifications Routine ........................................................................................... 321

List Report Definitions Routine ............................................................................................. 321 Key to Multiple Report Columns ..................................................................................... 321

Copy Report Definitions Routine .......................................................................................... 322 Copying Lines ................................................................................................................... 323

Compiling and Printing Reports ................................................................................................. 324 Overview of Report Runs ...................................................................................................... 324 Compiling Data and Text ....................................................................................................... 324 Compiling Reports ................................................................................................................. 325

When to Recompile Text Only ......................................................................................... 325 When to Recompile both Data and Text ........................................................................... 325 When Recompiling is Not Necessary ............................................................................... 326

Routines for Compiling and Printing Reports ....................................................................... 326 Overview of the Report Run Routines .............................................................................. 326 Report Run Statuses .......................................................................................................... 327 Example of Limit Prompt Working with Mark Field ....................................................... 328 Overview of Compile Report Run Routine ...................................................................... 329 Printing a Sample Report Run .......................................................................................... 330 Canceling a Compilation .................................................................................................. 330 Print Report Run Routine ................................................................................................. 331 List Report Runs Routine ................................................................................................. 332 Purge Report Runs Routine .............................................................................................. 332 List Report/Account Cross References Routine ............................................................... 333

GL Report Writer Tutorial .......................................................................................... 335 Overview of the GL Report Writer Tutorial ............................................................................... 335 Using the Report Writer Tutorial ................................................................................................ 335 Steps for Creating a Report ......................................................................................................... 335

Overview of Steps for Creating a Report............................................................................... 335 Sketch the Report on Paper (Step 1) ...................................................................................... 336 Enter the Report Format (Column Information) (Step 2) ...................................................... 336 Create the Report Definition and Enter General Report Information (Step 3) ...................... 336 Enter the Lines (Rows) of the Report (Step 4) ...................................................................... 337 Check the Report's Specifications (Step 5) ............................................................................ 337 Review a Sample Version of the Report (Step 6) .................................................................. 337 Compile and Print the Report (Step 7) .................................................................................. 337 Integrity Check the Report's Information (Step 8) ................................................................ 338 Importance of the GL Structure ............................................................................................. 338 Edit General Format Information .......................................................................................... 338

Report Exercises ......................................................................................................................... 338 Overview of the Report Exercises ......................................................................................... 338 Balance Sheet for One Period ................................................................................................ 339

Overview of a Balance Sheet for One Period ................................................................... 339 Step 1 ................................................................................................................................ 340

Step 1 - Balance Sheet for One Period ........................................................................ 340 Step 2 ................................................................................................................................ 340

Overview of Step 2 - Balance Sheet for One Period ................................................... 340 Identifying the Report Format (Step 2.1) .................................................................... 340 Displaying Commas and Negatives on the Report (Step 2.2) ..................................... 341 Report Widths (Step 2.3) ............................................................................................. 341

Text Column Specifications (Step 2.4) ........................................................................ 341 Defining a Retrieve Type Column (Step 2.5) .............................................................. 341 Column Titles (Step 2.6) .............................................................................................. 342 Filing the Report Format (Step 2.7) ............................................................................. 342

Step 3 ................................................................................................................................ 342 Overview of Step 3 - Balance Sheet for One Period ................................................... 342 Creating the Report Definition (Balance Sheet for One Period - Step 3.1) ................. 343 Entering General Report Information (Balance Sheet for One Period - Step 3.2) ...... 343 Filing the General Report Information (Balance Sheet for One Period - Step 3.3) ..... 343

Step 4 ................................................................................................................................ 344 Overview of Step 4 - Balance Sheet for One Period ................................................... 344 Line #10: Header (Balance Sheet for One Period - Step 4.1) ...................................... 344 Line #20: Control (Balance Sheet for One Period - Step 4.2) ..................................... 344 Line #30: Detail (Balance Sheet for One Period - Step 4.3) ........................................ 345 Line 40: Header (Balance Sheet for One Period - Step 4.4) ........................................ 346 Line 50: Total (Balance Sheet for One Period - Step 4.5) ........................................... 346 Line 60: Header (Balance Sheet for One Period - Step 4.6) ........................................ 346 Line #70: Header (Balance Sheet for One Period - Step 4.7) ...................................... 347 Line #80: Control (Balance Sheet for One Period - Step 4.8) ..................................... 347 Line #90: Detail (Balance Sheet for One Period - Step 4.9) ........................................ 347 Line 100: Header (Balance Sheet for One Period - Step 4.10) .................................... 348 Line 110: Total (Balance Sheet for One Period - Step 4.11) ....................................... 348 Line 120: Header (Balance Sheet for One Period - Step 4.12) .................................... 349

Step 5 ................................................................................................................................ 349 Step 5 - Balance Sheet for One Period ........................................................................ 349

Step 6 ................................................................................................................................ 350 Overview of Step 6 - Balance Sheet for One Period (Step 6.1) ................................... 350 Printing and Reviewing a Compiled Report Run - Balance Sheet for One Period (Step 6.2) ............................................................................................................................... 350

Step 7 ................................................................................................................................ 351 Step 7 - Balance Sheet for One Period ........................................................................ 351

Step 8 ................................................................................................................................ 351 Overview of - Balance Sheet for One Period (Step 8.1) .............................................. 351 Reading the Account Inquiry Report - Balance Sheet for One Period (Step 8.2) ....... 352

Comparative Balance Sheet ................................................................................................... 352 Overview of a Comparative Balance Sheet ...................................................................... 352 Step 1 ................................................................................................................................ 353

Step 1 - Comparative Balance Sheet ........................................................................... 353 Step 2 ................................................................................................................................ 353

Overview of Step 2 - Comparative Balance Sheet (Step 2.1) ...................................... 353 Displaying Commas and Negatives on the Report-Step 2.2 (Comparative Balance Sheet) ........................................................................................................................... 354 Report Widths-Step 2.3 (Comparative Balance Sheet) ............................................... 354 Text Column Specifications-Step 2.4 (Comparative Balance Sheet) .......................... 354 Overview of Step 2.5 - Comparative Balance Sheet ................................................... 354 Column #1: Retrieve Column (Comparative Balance Sheet - Step 2.51).................... 355 Column #2: Retrieve Column (Comparative Balance Sheet - Step 2.52).................... 355 Column #3: Retrieve Column (Comparative Balance Sheet - Step 2.53).................... 356 Column #4: Function Column (Comparative Balance Sheet - Step 2.54) ................... 356

Column #5: Function Column (Comparative Balance Sheet - Step 2.55) ................... 357 Filing the Report Format-Step 2.6 (Comparative Balance Sheet) ............................... 358

Step 3 ................................................................................................................................ 358 Overview of Step 3 - Comparative Balance Sheet ...................................................... 358 Creating the Report Definition (Comparative Balance Sheet - Step 3.1) .................... 358 Entering General Report Information (Comparative Balance Sheet - Step 3.2).......... 358 Filing the General Report Information (Comparative Balance Sheet - Step 3.3) ........ 359

Step 4 ................................................................................................................................ 359 Overview of Step 4 - Comparative Balance Sheet ...................................................... 359 Line #10: Header (Comparative Balance Sheet - Step 4.1) ......................................... 359 Line #20: Control (Comparative Balance Sheet - Step 4.2) ........................................ 360 Line #30: Detail (Comparative Balance Sheet - Step 4.3) ........................................... 360 Line 40: Header (Comparative Balance Sheet - Step 4.4) ........................................... 360 Line 50: Total (Comparative Balance Sheet - Step 4.5) .............................................. 361 Line 60: Header (Comparative Balance Sheet - Step 4.6) ........................................... 361 Line #70: Header (Comparative Balance Sheet - Step 4.7) ......................................... 361 Line #80: Control (Comparative Balance Sheet - Step 4.8) ........................................ 362 Line #90: Detail (Comparative Balance Sheet - Step 4.9) ........................................... 362 Line 100: Header (Comparative Balance Sheet - Step 4.10) ....................................... 363 Line 110: Total (Comparative Balance Sheet - Step 4.11) .......................................... 363 Line 120: Header (Comparative Balance Sheet - Step 4.12) ....................................... 363

Step 5 ................................................................................................................................ 364 Step 5 - Comparative Balance Sheet ........................................................................... 364

Step 6 ................................................................................................................................ 364 Overview of Step 6 - Comparative Balance Sheet (Step 6.1) ...................................... 364 Printing and Reviewing a Compiled Report Run - Comparative Balance Sheet (Step 6.2) ............................................................................................................................... 365

Step 7 ................................................................................................................................ 365 Step 7 - Comparative Balance Sheet ........................................................................... 365

Step 8 ................................................................................................................................ 366 Step 8 - Comparative Balance Sheet ........................................................................... 366

Budget Variance Report ........................................................................................................ 367 Overview of a Budget Variance Report ............................................................................ 367 Step 1 ................................................................................................................................ 368

Step 1 - Budget Variance Report ................................................................................. 368 Step 2 ................................................................................................................................ 368

Overview of Step 2 - Budget Variance Report (Step 2.1) ........................................... 368 Displaying Commas and Negatives on the Report - Budget Variance Report (Step 2.2)369 Report Widths - Budget Variance Report (Step 2.3) ................................................... 369 Text Column Specifications - Budget Variance Report (Step 2.4) .............................. 369 Banners - Budget Variance Report (Step 2.5) ............................................................. 369 Overview of Step 2.6 (Budget Variance Report) ......................................................... 370 Column #1: Retrieve (Budget Variance Report - Step 2.61) ....................................... 370 Column #2: Retrieve Column (Budget Variance Report - Step 2.62) ......................... 371 Column #3: Function Column (Budget Variance Report - Step 2.63) ........................ 371 Column #4: Function Column (Budget Variance Report - Step 2.64) ........................ 372 Column #5: Retrieve Column (Budget Variance Report - Step 2.65) ......................... 373 Column #6: Retrieve Column (Budget Variance Report - Step 2.66) ......................... 374 Column #7: Function Column (Budget Variance Report - Step 2.67) ........................ 374

Column #8: Function Column (Budget Variance Report - Step 2.68) ........................ 375 Filing Our Report Format-Step 2.7 (Budget Variance Report) ................................... 375

Step 3 ................................................................................................................................ 376 Overview of Step 3 - Budget Variance Report ............................................................ 376 Creating the Report Definition for Our Report (Budget Variance Report - Step 3.1) . 376 Entering General Information (Budget Variance Report - Step 3.2) ........................... 376 Multiple Reports and Selecting/Sorting director (Budget Variance Report - Step 3.3)377 Summary and Grand Summary Reports (Budget Variance Report - Step 3.4) ........... 377 Zero Suppress (Budget Variance Report - Step 3.5) ................................................... 378 File the General Report Information (Budget Variance Report - Step 3.6) ................. 378

Step 4 ................................................................................................................................ 378 Overview of Step 4 - Budget Variance Report ............................................................ 378 Line #10: Header (Budget Variance Report - Step 4.1) .............................................. 379 Line #20: Control (Budget Variance Report - Step 4.2) .............................................. 379 Line #30: Detail (Budget Variance Report - Step 4.3) ................................................ 379 Line #40: Total (Budget Variance Report - Step 4.4) .................................................. 380 Line #50: Header (Budget Variance Report - Step 4.5) .............................................. 380 Line #60: Header (Budget Variance Report - Step 4.6) .............................................. 381 Line #70: Control (Budget Variance Report - Step 4.7) .............................................. 381 Line #80: Detail (Budget Variance Report - Step 4.8) ................................................ 381 Line #90: Total (Budget Variance Report - Step 4.9) .................................................. 382 Line #100: Header (Budget Variance Report - Step 4.10) .......................................... 382 Line #110: Total (Budget Variance Report - Step 4.11) .............................................. 383 Line #120: Header (Budget Variance Report - Step 4.12) .......................................... 383

Step 5 ................................................................................................................................ 383 Step 5 - Budget Variance Report ................................................................................. 383

Step 6 ................................................................................................................................ 384 Overview of Step 6 - Budget Variance Report (Step 6.1) ........................................... 384 Printing and Reviewing a Compiled Report Run - Budget Variance Report (Step 6.2)385

Step 7 ................................................................................................................................ 385 Step 7 - Budget Variance Report ................................................................................. 385

Step 8 ................................................................................................................................ 386 Step 8 - Budget Variance Report ................................................................................. 386

Revenue Analysis Report ...................................................................................................... 387 Overview of the Revenue Analysis Report ...................................................................... 387 Step 1 ................................................................................................................................ 387

Step 1 - Revenue Analysis Report ............................................................................... 387 Step 2 ................................................................................................................................ 388

Overview of Step 2 - Revenue Analysis Report (Step 2.1) ......................................... 388 Displaying Commas and Negatives on the Report-Step 2.2 (Revenue Analysis Report)388 Report Widths-Step 2.3 (Revenue Analysis Report) ................................................... 388 Text Column Specifications-Step 2.4 (Revenue Analysis Report) .............................. 388 Restricting Retrieve Columns by a Component/Summary Level (Step 2.5) ............... 388 Banners-Step 2.6 (Revenue Analysis Report) ............................................................. 389 Overview of Step 2.7 - Revenue Analysis Report ....................................................... 389 Column #1: Retrieve Column (Revenue Analysis Report - Step 2.71) ....................... 390 Column #2: Function Column (Revenue Analysis Report - Step 2.72) ...................... 391 Column #3: Retrieve Column (Revenue Analysis Report - Step 2.73) ....................... 392 Column #4: Function Column (Revenue Analysis Report - Step 2.74) ...................... 392

Column #5: Retrieve Column (Revenue Analysis Report - Step 2.75) ....................... 393 Column #6:Function Column (Revenue Analysis Report - Step 2.76) ....................... 394 Column #7: Retrieve Column (Revenue Analysis Report - Step 2.77) ....................... 394 Column #8: Function Column (Revenue Analysis Report - Step 2.78) ...................... 395 Filing Our Report Format-Step 2.8 (Revenue Analysis Report) ................................. 396

Step 3 ................................................................................................................................ 396 Step 3 - Revenue Analysis Report ............................................................................... 396

Step 4 ................................................................................................................................ 397 Overview of Step 4 - Revenue Analysis Report .......................................................... 397 Line #10: Header (Revenue Analysis Report - Step 4.1) ............................................ 397 Line #20: Control (Revenue Analysis Report - Step 4.2) ............................................ 397 Line #30: Detail (Revenue Analysis Report - Step 4.3) .............................................. 398 Line #40: Header (Revenue Analysis Report - Step 4.4) ............................................ 398 Line #50: Total (Revenue Analysis Report - Step 4.5)................................................ 399 Line #60: Expression (Revenue Analysis Report - Step 4.6) ...................................... 399 Revenue Analysis Report/100% Lines (Revenue Analysis Report - Step 4.7) ........... 400 Overview of Revenue Analysis Report/Expressions (Revenue Analysis Report - Step 4.8) ............................................................................................................................... 400 Column #2: Total Revenue Expression (Revenue Analysis Report/Expressions - Step 4.81) ............................................................................................................................. 400 Column #4: Total Inpatient Revenue Expression (Revenue Analysis Report/Expressions - Step 4.82) .................................................................................. 401 Column #6: Total Outpatient Revenue Expression (Revenue Analysis Report/Expressions - Step 4.83) .................................................................................. 402 Column #8: Total Other Revenue Expression (Revenue Analysis Report/Expressions - Step 4.84) ..................................................................................................................... 402

Step 5 ................................................................................................................................ 403 Step 5 - Revenue Analysis Report ............................................................................... 403

Step 6 ................................................................................................................................ 404 Overview of Step 6 - Revenue Analysis Report (Step 6.1) ......................................... 404 Printing and Reviewing a Compiled Report Run - Revenue Analysis Report (Step 6.2)405

Step 7 ................................................................................................................................ 405 Step 7 - Revenue Analysis Report ............................................................................... 405

Step 8 ................................................................................................................................ 405 Overview of Step 8 - Revenue Analysis Report (Step 8.1) ......................................... 405 Reading the Account Inquiry Report - Revenue Analysis Report (Step 8.2) .............. 406

Expense Analysis Report By Department ............................................................................. 407 Overview of a Expense Analysis Report By Department ................................................. 407 Step 1 ................................................................................................................................ 407

Step 1 - Expense Analysis Report By Department ...................................................... 407 Step 2 ................................................................................................................................ 408

Overview of Step 2 - Expense Analysis Report By Department (Step 2.1) ................ 408 Displaying Commas and Negatives on the Report - Expense Analysis Report By Department (Step 2.2) .................................................................................................. 408 Report Widths - Expense Analysis Report By Department (Step 2.3) ........................ 408 Text Column Specifications - Expense Analysis Report By Department (Step 2.4)... 408 Banners - Expense Analysis Report By Department (Step 2.5) .................................. 409 Overview of Step 2.6 - Expense Analysis Report By Department .............................. 409

Column #1: Year-to-Date Actual Retrieve (Expense Analysis Report By Department - Step 2.61) ..................................................................................................................... 410 Column #2: Year-to-Date Budget Retrieve (Expense Analysis Report By Department - Step 2.62) ..................................................................................................................... 411 Column #3: Year-to-Date Variance Function Column (Expense Analysis Report By Department - Step 2.63) ............................................................................................... 411 Column #4: Period Number Constant Column (Does Not Display) (Expense Analysis Report By Department - Step 2.64) ............................................................................. 412 Column #5: Function Column (Does Not Display) (Expense Analysis Report By Department - Step 2.65) ............................................................................................... 413 Column #6: Periods/Fiscal Year Constant Column (Does Not Display) (Expense Analysis Report By Department - Step 2.66) .............................................................. 413 Column #7: Projected Actual Year-End Function Column (Expense Analysis Report By Department - Step 2.67) ......................................................................................... 413 Column #8: Projected Year-End Budget Retrieve Column (Expense Analysis Report By Department - Step 2.68) ......................................................................................... 414 Column #9: Projected Year-End Variance Function Column (Expense Analysis Report By Department - Step 2.69) ......................................................................................... 415 Column #10: Projected Year-End Variance % Function Column (Expense Analysis Report By Department - Step 2.610) ........................................................................... 416 Column #11: Function Column (Does Not Display) (Expense Analysis Report By Department - Step 2.611) ............................................................................................. 416 Column #12: Projected Annual Budget Function Column (Expense Analysis Report By Department - Step 2.612) ............................................................................................. 417

Step 3 ................................................................................................................................ 418 Overview of Step 3 - Expense Analysis Report By Department (Step 3.1) ................ 418 Entering General Information (Expense Analysis Report By Department - Step 3.2) 418 Multiple Reports and Selecting/Sorting (Expense Analysis Report By Department - Step 3.3) ....................................................................................................................... 418 Grand Summary Report and Values (Expense Analysis Report By Department - Step 3.4) ............................................................................................................................... 419 Zero Suppressing Lines (Expense Analysis Report By Department - Step 3.5) ......... 419

Step 4 ................................................................................................................................ 420 Overview of Step 4 - Expense Analysis Report By Department ................................. 420 Line #10: Header (Expense Analysis Report By Department - Step 4.1) ................... 420 Line #20: Control (Expense Analysis Report By Department - Step 4.2) ................... 420 Line #30: Detail (Expense Analysis Report By Department - Step 4.3) ..................... 421 Line #40: Header (Expense Analysis Report By Department - Step 4.4) ................... 421 Line #50: Total (Expense Analysis Report By Department - Step 4.5) ...................... 421

Step 5 ................................................................................................................................ 422 Step 5 - Expense Analysis Report By Department ...................................................... 422

Step 6 ................................................................................................................................ 423 Overview of Step 6 - Expense Analysis Report By Department (Step 6.1) ................ 423 Printing and Reviewing a Compiled Report Run - Expense Analysis Report By Department (Step 6.2) .................................................................................................. 423

Step 7 ................................................................................................................................ 424 Step 7 - Expense Analysis Report By Department ...................................................... 424

Step 8 ................................................................................................................................ 424 Overview of Step 8 - Expense Analysis Report By Department(Step 8.1) ................. 424

Reading the Account Inquiry Report - Expense Analysis Report By Department Report (Step 8.2)...................................................................................................................... 425

Miscellaneous Report Writer Features .................................................................................. 425 Overview of Miscellaneous Report Writer Features ........................................................ 425 Inter-Report Reference Keys ............................................................................................ 426 SHF Function Columns .................................................................................................... 427

Overview of SHF Function Columns .......................................................................... 427 Steps for Defining an SHF (Shift) Function Column .................................................. 427 Defining a Total Line to Appear in a SHF Function Column ..................................... 428

Constant Overrides ........................................................................................................... 428 Statistics ............................................................................................................................ 429

Overview of Statistics in the GL Report Writer .......................................................... 429 Entering the Number Of Inpatient Days Line .............................................................. 429 Statistic Accounts and Expressions ............................................................................. 430

Suppress 100% Lines ........................................................................................................ 430 Text Overrides .................................................................................................................. 431

Overview of Text Overrides ........................................................................................ 431 Overriding Default Text for a Single Detail Line Value ............................................. 431 Overriding the Default Text for All Values on a Detail Line ...................................... 431

Wide Text ......................................................................................................................... 432

Drill Down Reporting .................................................................................................. 433 Overview of Drill Down Reporting ............................................................................................ 433 Steps for Drill Down Reporting .................................................................................................. 434 Drilling Into AP .......................................................................................................................... 435 Drilling Into B/AR ...................................................................................................................... 436 Drilling Into FA .......................................................................................................................... 436 Drilling Into MM ........................................................................................................................ 436 Drilling Into OE .......................................................................................................................... 437 Drilling Into P/P .......................................................................................................................... 437 Selection Screen (Drill Down Reporting) ................................................................................... 437 Main Process Drill Down Screen ............................................................................................... 437 Process Drill Down Summary Selections Screen ....................................................................... 438 Process Drill Down Summary Screen ........................................................................................ 439 Process Drill Down Detail Screen .............................................................................................. 440 Drilling Into Feeder Modules ..................................................................................................... 441

Overview of Drilling Into Feeder Modules ........................................................................... 441 Accounts Payable Batches ..................................................................................................... 442

Overview of Drilling Into Accounts Payable Batches ...................................................... 442 AP Process Checks Screen via GL Drill Down ................................................................ 442 AP Invoice Inquiry Screen via GL Drill Down ................................................................ 443

Billing/Accounts Receivable Batches .................................................................................... 443 Overview of Drilling Into Billing/Accounts Receivable Batches .................................... 443 B/AR Period End Data Screen .......................................................................................... 444 Process Accounts Screen .................................................................................................. 444 GL Account Transactions Routine ................................................................................... 444

Fixed Assets Batches ............................................................................................................. 445 Overview of Drilling Into Fixed Assets Batches .............................................................. 445 Process Drill Down Fixed Asset Detail Screen ................................................................ 445

Materials Management Batches ............................................................................................. 446 Overview of Drilling Into Materials Management Batches .............................................. 446 Process Drill Down MM-AP Invoice Accruals Screen .................................................... 446 Process Drill Down Department Period End Summary Screen ........................................ 447 Process Drill Down Department Period End Detail Screen ............................................. 448 Process Drill Down Inventory Period End Summary Screen ........................................... 449 Process Drill Down Inventory Period End Detail Screen ................................................. 450

Order Entry Batches .............................................................................................................. 450 Overview of Drilling Into Order Entry Batches ............................................................... 450 Process Drill Down Order Entry Detail Screen ................................................................ 450

Payroll Personnel Batches ..................................................................................................... 451 Overview of Drilling Into Payroll Personnel Batches ...................................................... 451 Process Drill Down Payroll Period End Detail Screen ..................................................... 451 Types of Batches From P/P (Process Drill Down Payroll Period End Detail Screen) ..... 452

Purging & Archiving ................................................................................................... 454 Overview of Purging and Archiving in GL ................................................................................ 454 Reconciling Archival Information .............................................................................................. 455 Overview of GL Purge Routines ................................................................................................ 455 Purge Batch (Detail) Data Routine ............................................................................................. 456

Overview Purge Batch Detail Data Routine .......................................................................... 456 Purge Routine Guidelines ...................................................................................................... 457 Data Affected by the Purge Routine ...................................................................................... 457 Halting the Purge ................................................................................................................... 458

List Purges Routine ..................................................................................................................... 458 Re-Archive Data for a Purge Run Routine ................................................................................. 459 Delete Batch (Detail) Data Removed by Purge Run Routine ..................................................... 459

Delete Batch Detail Data Removed by Purge Run Routine .................................................. 459

Security ....................................................................................................................... 461 General Ledger Security Overview ............................................................................................ 461 Restricting Access to Financial Data and Pre-defined Sets of GL Routines .............................. 462

Restricting Access to Financial Data ..................................................................................... 462 Restricting Access to a Pre-defined Set of GL Routines ....................................................... 462 How to Restrict Access to Financial Data and a Pre-defined Set of Routines ...................... 462

Restricting Access to GL Routines and Menus .......................................................................... 464 Restricting Access to GL Routines ........................................................................................ 464 Restricting Access to GL Menus ........................................................................................... 464 Restricting Access to GL Process Screen Routines ............................................................... 464 Restricting Access to GL Process Screen Menus .................................................................. 465

Restricting Access to GL Features ............................................................................................. 465 Restricting Access by Journals .............................................................................................. 465 How to Restrict User Access by Journals .............................................................................. 465 Restricting Access to Budget Files ........................................................................................ 466 How to Restrict User Access to a Budget File....................................................................... 466 Restricting Access to Allocation Tables ................................................................................ 467 How to Restrict User Access to an Allocation Table ............................................................ 467 Restricting Access to Report Writer Reports ......................................................................... 467 How to Restrict User Access to a Report .............................................................................. 468

Dictionaries and Parameters ..................................................................................... 469 GL Option Set Dictionary ........................................................................................................... 469

Overview of the Option Set Dictionary ................................................................................. 469 Editing Existing Menu Entries ............................................................................................... 469

GL Access Dictionary ................................................................................................................. 470 Overview of th Access Dictionary ......................................................................................... 470 Define User Access Mnemonics ............................................................................................ 470 Deny a User Access to Option Sets ....................................................................................... 470

Using the GL Option Set and Access Dictionaries ..................................................................... 471 Overview of Controlling Access Security Using the Option Set and Access Dictionaries ... 471 Overview of the Creating Security Levels Example ............................................................. 471 Editing and Deleting Buttons ................................................................................................. 472 Link Users (via the Access Dictionary) ................................................................................. 472

GL Dictionaries in the MIS system ............................................................................................ 473 Overview of the MIS GL Dictionaries .................................................................................. 473 Dictionaries for Creating and Maintaining Your Chart of Accounts ..................................... 473

Overview of Dictionaries For Creating and Maintaining Your Chart Of Accounts ......... 473 MIS GL Account Dictionary ............................................................................................ 474

Overview of the MIS GL Account Dictionary ............................................................ 474 Creating GL Accounts ................................................................................................. 474

Creating Money and Statistics Accounts ................................................................ 474 Subsidiary Accounts ............................................................................................... 475

Overview of Subsidiary Accounts ..................................................................... 475 Example of Using Subsidiary Accounts ............................................................ 475 Restrictions on Control and Subsidiary Accounts ............................................. 476 Creating Subsidiary Accounts ........................................................................... 476

Creating a Control Account .......................................................................... 476 Creating a Subsidiary Account ..................................................................... 476

Creating Accounts by Combination ........................................................................ 477 Overview of Create MIS GL Accounts by Combination Routine ..................... 477 Using the Create MIS GL Accounts by Combination Routine ......................... 477

Listing GL Accounts .................................................................................................... 478 Overview of Listing GL Accounts ......................................................................... 478 Sorting a List of GL Accounts ................................................................................ 478 List MIS GL Account Dictionary Routine ............................................................. 479 List MIS GL Accounts Dictionary (with Conversions) Routine ............................ 480 List MIS GL Subsidiary Accounts Routine ............................................................ 481 List MIS GL Subsidiary Accounts (with Conversions) Routine ............................ 482

Expunging GL Accounts ............................................................................................. 483 Overview of the MIS GL Account Dictionary Expunge Routines ......................... 483 Activate MIS GL Accounts By Combination Routine ........................................... 483 Inactivate MIS GL Accounts By Combination Routine ......................................... 484 Expunge Inactive MIS GL Accounts Routine ........................................................ 485 Expunge MIS GL Accounts By Combination Routine .......................................... 486

MIS GL Account Classes Dictionary ............................................................................... 487 List MIS GL Class Dictionary Routine ....................................................................... 487

MIS GL Components Dictionary ...................................................................................... 488 List MIS GL Components Dictionary ......................................................................... 488

MIS GL Component Values Dictionary ........................................................................... 488 Overview of the MIS GL Component and Summary Values Dictionary .................... 488 Specifying Component and Summary Level Values ................................................... 489 Creating Entries ........................................................................................................... 490

Defining Summary Level Values (MIS GL Component and Summary Values Dictionary) .............................................................................................................. 490 Defining Component Values (MIS GL Component and Summary Values Dictionary) .............................................................................................................. 490 Defining Super-Component Values (MIS GL Component and Summary Values Dictionary) .............................................................................................................. 491 Assigning Names to Values in the MIS GL Component and Summary Values Dictionary ............................................................................................................... 491 Assigning a Responsible Person (MIS GL Component and Summary Values Dictionary) .............................................................................................................. 492 Create Super-Component Values by Combination Routine ................................... 493 Re-Form Account Descriptions/Super-Component Values Routine ...................... 494

Listing Entries .............................................................................................................. 495 Overview of Listing the MIS GL Components and Summary Values Dictionary . 495 List Components and Summary Values Routine .................................................... 495 List Components and Summary Values By Reporting Structure ........................... 496 List Super-Component Values by Combination Routine ....................................... 497 List Uses of Component and Super-Component Values Routine ........................... 498

Maintaining Entries ..................................................................................................... 499 Overview of Maintaining Entries in the MIS GL Component and Summary Values Dictionary ............................................................................................................... 499 Activate Super-Component Values By Combination Routine ............................... 500 Expunge Inactive Components and Summary Values Routine .............................. 501 Expunge Inactive Values By Component or Summary Level Routine .................. 501 Expunge Inactive Super-Component Values By Combination Routine ................. 502 Inactivate Super-Component Values By Combination Routine ............................. 502

Customer Defined Screens .......................................................................................... 503 Assign Customer-Defined Screens for GL Values Routine ................................... 503 View Customer-Defined Screens for GL Values Routine ...................................... 504

Dictionaries for Tasks Shared Among All Modules .............................................................. 504 Overview of Dictionaries For Tasks Shared Among All Modules ................................... 504 MIS GL Accounting Periods Dictionary .......................................................................... 505

Overview of the MIS GL Accounting Periods Dictionary .......................................... 505 Creating Periods and Fiscal Years ............................................................................... 506

Enter/Edit MIS GL Accounting Periods by Fiscal Year Routine ........................... 506 Activate MIS GL Accounting Periods by Fiscal Year Routine .............................. 507 Create MIS GL Accounting Periods by Fiscal Years Routine ............................... 508

Checking the Structure of Your Periods and Fiscal Years .......................................... 509 Fiscal Year Integrity Check Routine ...................................................................... 509 Fiscal Year Integrity Check Error Messages .......................................................... 509 Ending Date Check ................................................................................................. 510

MIS GL Budget Distribution Dictionary .......................................................................... 510 Overview of the MIS GL Budget Distribution Dictionary .......................................... 510 Common Budget Distribution Patterns ........................................................................ 511 Defining Entries in the MIS GL Budget Distribution Dictionary ............................... 512

MIS GL Budget Distribution Dictionary Example ...................................................... 512 Access to Distributions in the Budget Distribution Dictionary ................................... 513

MIS GL Journals Dictionary ............................................................................................ 513 Overview of the MIS GL Journal Dictionary .............................................................. 513 Placing Restrictions on a GL Journal .......................................................................... 514 Assigning Batches to GL Journals (Graphic) .............................................................. 515 Setting Up GL Journals for Specific Corporations ...................................................... 515 Assigning Batches to Corporation-Specific GL Journals (Graphic) ........................... 516

MIS Tax Codes Dictionary ............................................................................................... 517 Overview of the MIS Tax Code Dictionary ................................................................ 517 Uses of MIS Tax Codes ............................................................................................... 518 Setting Up Tax Codes .................................................................................................. 519 Understanding the Inventory Tax Rate ........................................................................ 519

GL Parameters ............................................................................................................................ 519 View Parameters Routine ...................................................................................................... 519 List Parameters Routine ......................................................................................................... 520 Allocation Log Purge Delay (Days) Parameter ..................................................................... 520 Blank Instead of Database Report Name for GL R/W Reports Parameter ............................ 521 Calculate Using Rounded Values Parameter ......................................................................... 521 Delete Removed Data after ____ Days Parameter ................................................................ 521 Effective Date (if Not Immediate) Parameter ........................................................................ 521 Group Input Default Parameter ............................................................................................. 522 Inter-Corporate Transfer Account Expressions (in 'CRP' or 'SUP') Parameter ..................... 522 Purge Storage Parameter ........................................................................................................ 523 Read Batches by Corporation Parameter ............................................................................... 523 Read From Databases Parameter ........................................................................................... 523 Self-Balance on Values of Special Super-Component? Parameter ....................................... 523

View System Status Routine ...................................................................................................... 524 Overview of the View System Status Routine....................................................................... 524 Information on the View System Status Screen .................................................................... 524 Alerts for General Ledger ...................................................................................................... 525

Downtime in GL ......................................................................................................................... 525

General Ledger Glossary ........................................................................................... 526

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Introducing the General Ledger

The General Ledger (GL) Module MEDITECH's General Ledger (GL) Module produces financial reports that conform to Generally Accepted Accounting Principles (GAAP). The module integrates with both MEDITECH and non-MEDITECH financial applications (for example, billing, payroll, fixed assets) to provide controlled and accurate bookkeeping and to assist the accountant with powerful and flexible reporting functions. With the GL Module users can control

• the chart of accounts

• the sequence of posting, reporting, and closing

• the format and content of reports

In addition, budgeting functions support responsible accounting procedures for all levels of management throughout your health care organization, while allocation functions support accurate monthly profitability reporting.

If your organization manages multiple Health Care Information Systems centrally, you can also use the General Ledger Module to perform all of the above functions centrally, using the Corporate Applications System.

The General Ledger (GL) Module's Features MEDITECH's GL Module collects the financial information generated by your health care organization and incorporates it into meaningful financial reports. The graphic below illustrates the tasks you can perform with this module.

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The General Ledger Chart of Accounts MEDITECH's General Ledger (GL) Module collects the financial information generated by your health care organization. The GL Module's chart of accounts forms the basis of your accounting system by allowing you to

• maintain an on-line financial record for each area of your organization

• describe your accounting structure for financial and managerial reporting purposes

The GL Module's chart of accounts is organized hierarchically to accommodate multi-corporate organizations and to provide an efficient method of structuring accounts and assigning account numbers. You can

• define an unlimited number of accounts and handle a variety of account number lengths

• define control and subsidiary accounts

• generate lists of account information (for chart of accounts maintenance)

Bookkeeping in General Ledger The General Ledger (GL) Module provides a set of book-keeping features to control and report the entry of all accounting transactions. The module provides

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• user-defined codes to limit journal access to authorized personnel

• online batch recording of transactions for easy control and auditing

• self-generated inter-corporate transfers (ICTs) for optional automatic entry of transactions from other financial modules

• immediate error checking of all data as it is posted, so that the ledger is always in balance

The GL Module posts accounting transactions in two ways. System Maintenance Routines collect and post the batch data the GL Module receives from other areas (billing, payroll, fixed assets, etc.) of your financial system. You can also enter batch transactions manually. The system then assists you with closing your accounting period and preparing your financial statements.

In addition, authorized users can view the most recent account balances or activity on demand with the GL Module's Account Inquiry feature.

Statistics in General Ledger You can define separate statistics accounts within your chart of accounts to collect and update statistical information for your organizational reporting needs. The General Ledger (GL) Module contains separate batch routines and standard reports to process statistical account information. The GL Module also contains an inquiry feature for viewing current statistics account balances.

The GL Report Writer and budgeting features also support the accounting and reporting of statistical information. Most standard reports are available for both money accounts and statistics accounts.

Allocation in General Ledger With MEDITECH's General Ledger (GL) Module, you can define the rules and methods by which revenues and expenses are allocated to different areas of your organization. You can also base your allocations on account statistics.

GL batches are generated based on the defined allocation tables for actual data.

You can use the same tables to perform parallel allocation for budget amounts.

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Budgeting in General Ledger To control the entry of budget data (for both money and statistics accounts), the General Ledger (GL) budgeting feature

• supports multiple budget files for current, past, and future periods

• allows departmental access for budget development and analysis

• allows you to change entire budgets or selected accounts by a percentage

• provides automatic entry of budget files created in other MEDITECH financial modules

General Ledger Reporting Features MEDITECH's General Ledger (GL) Module includes a series of standard monetary and statistical reports. You can also design your own specialized financial statements and management reports with the General Ledger Report Writer. These reports can be compiled when needed and printed on demand.

Reports you can generate include

• comparative balance sheets

• projected operating statements

• profitability reports

Purging and Archiving in General Ledger MEDITECH's General Ledger (GL) module allows you to free space on your live system by purging transaction detail associated with money and statistics batches that are at least 18 accounting periods old.

If your system is also configured to use MEDITECH's MIS Archiving, you can use the purging and archiving routines together to archive historical batch detail.

Integration with Other Modules The MEDITECH General Ledger (GL) Module sends and receives information from various modules.

The following table shows the information sent from other modules to GL:

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From Module To GL Information Exchanged

Accounts Payable Records of both checking and invoice activity. Information is passed daily to GL so appropriate accounts can be debited and credited.

Executive Support Systems

Budgeted assets, liabilities, revenue, expenses, and statistics.

Billing/Accounts Receivable

All financial information regarding patient revenues generated and received, daily and at period end. Also, statistics.

Fixed Assets Credits and debits to specific GL accounts (for each period or yearly) for the depreciation on capital purchases calculated by Fixed Assets. Also, budgets.

Materials Management

A summary of inventory activity, department expenses, and a record of all uninvoiced receipts. Information is passed at period end.

Order Entry Information on non-patient cash revenue received through OE Cashier's Option.

Payroll/Personnel • dollars expensed and hours associated with the accounts assigned to each employee's department

• monthly accruals by payroll

• benefit and withholding liability and expenses

• budgeted hour and dollar information

The following table shows the information sent from GL to other modules:

From GL To Module Information Exchanged

Cost Accounting Both budgeted and actual dollar amounts for departmental expense accounts at period end from GL.

Data Repository Account and batch information for use in analyzing data throughout the enterprise.

Executive Support Systems

Total account balances for assets and liabilities, and a summary of activity for revenues, expenses, and statistics.

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Regional and Central General Ledger

Overview of the Regional and Central General Ledger

The MEDITECH system gives you various ways in which to manage finances via the General Ledger.

When you use the Corporate Applications Software’s Regional General Ledger function, the GL database resides in the Regional HCIS where it collects data (for example, B/AR and AP) from multiple HCISs, and interacts with Regional Cost Accounting, Payroll/Personnel, and Materials Management databases.

A Regional GL database allows you to manage GL functions in one central database. For example, you can retrieve B/AR batches from two different HCISs, thus consolidating the B/AR data within the Regional GL database. Regional GL databases can send consolidated GL data to Central GL databases.

Note: A Regional GL database can retrieve data only from GL feeder applications, not from other GL databases.

A Central GL database retrieves and combines GL data from Regional and Local GL databases. You can use data collected in a Central GL to print consolidated reports for multiple HCISs via the GL Report Writer. For example, you can retrieve GL data from multiple Regional and Local GL databases, and create GL reports to determine the overall financial status of the entire organization.

Note: A Central GL database can retrieve data only from other GL databases, not from GL feeder modules.

Sending GL Data Across HCISs

The following table describes how to transfer data to GL databases across HCISs.

To transfer data to a Use this Routine

Regional GL database Read Batches From Applications Routine

Central GL database MIS Inbox/Outbox Routine

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Graphic of Sending GL Data Across HCISs

The following graphic is an example of the flow of data among Local, Regional, and Central GL databases, when using Corporate Applications Software.

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GL Desktops

GL Accountant Desktop • The Accountant Desktop provides the following functions.

• Money Batch

• Statistics Batch

• Create Summary

• Undo Summary

• Budgets

• Money Reports

• Statistic Rpts

• Drill Down

• Report Runs

• Report Formats

• Process Format

• Report Definitions

• Process Definition

• ESS Views

• BF Budgets

• MIS GL Dict

• Select

• System Status

• Preferences

•

Money Batch

Use this function to manually post money transactions directly in the General Ledger Module.

From this screen, you can create a new batch of entries or work with a previously-created batch via applicable footer buttons.

Statistics Batch

Use the Process Statistics Batches screen to manually post statistics transactions directly in the General Ledger Module.

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From this screen, you can create a new batch of entries, or work with a previously created batch via applicable footer buttons.

Create Summary

You can access online doc for this function via its screen.

Undo Summary

You can access online doc for this function via its screen.

Budgets

Use this function to establish, maintain, and manipulate budgets via applicable footer buttons.

Money Reports

Use this function to generate a variety of money-related reports.

Statistic Rpts

Use this function to generate a variety of statistic-related reports.

Drill Down

Use this function to view the list of accounts that you selected via the Main Process Drill Down screen.

When you select an account, its open, debit, credit, close values, and selected range average appear at the bottom of the screen.

Also, the total open, debit, credit, and close totals for all accounts on the screen appear at the bottom of the screen.

The following three buttons appear on this screen.

To do this Select

Make new selections for this screen, display selections by account, or display selections by description.

Select Options

Print the Mini-Ledger, Summary Trial Balance, Detail Trial Balance, or Account Inquiry reports. When you run the Mini-Ledger, the system prints the Mini-Ledger for all accounts on the screen.

List Options

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To do this Select

Drill into the GL batch transactions for the highlighted account on the Process Drill Down Detail screen.

Drill Down

Report Runs

Select previously compiled report runs, and use applicable footer buttons to perform a variety of functions.

You can also create new report runs via the create footer button.

Report Formats

Use this function to process report formats via applicable footer buttons.

Process Format

Use this function to enter a new report format at the mnemonic prompt or to perform a lookup to existing report formats.

You can then edit the report format via applicable header and footer buttons.

Report Definitions

Use this function to perform a variety of functions to a report definition via applicable footer buttons.

Process Definition

Use this function to process a report definition via applicable footer buttons.

You can use this function edit a report definition that you select.

ESS Views

Use this function to access and process ESS Views information via applicable footer buttons.

BF Budgets

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Use this function to access and process ESS Budgets information via applicable footer buttons.

MIS GL Dict

Use this function to access the GL Dictionaries stored in MIS.

Select

You can access online doc for this function via its screen.

System Status

You can access online doc for this function via its screen.

Preferences

Use this function to configure default user preferences for specific routines.

Use header buttons to configure Batch, Drilldown, Ledger, and Budget preferences.

Batch – Enter default dates for money and statistic batches. Batches within this range appear via the Money Batch and Statistics Batch functions.

Drill Down – Enter a default corporation, period range, and account class. These settings appear when you access the drill down.

Ledger – Enter a default corporation and period range. These settings appear when you access the ledger summary.

Budget – Enter a default budget and fiscal year range. Also enter statuses. Budgets within the range you select appear via the Budget function.

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GL Allocations Desktop • The Allocations Desktop provides the following functions.

• Table Info

• Process Table

• Create Log

• Process Log

• List Logs

• List Alloc Index

• Create Bud Log

• Process Bud Log

• List Bud Logs

•

Table Info

Use this function to refresh, copy, or list allocation table information.

You can also generate the Restricted Access User List report.

Process Table

Use this function to view or process an allocation table via applicable footer buttons.

Create Log

You can access online doc for this function via its screen.

Process Log

You can access online doc for this function via its screen.

List Logs

You can access online doc for this function via its screen.

List Alloc Index

You can access online doc for this function via its screen.

Create Bud Log

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You can access online doc for this function via its screen.

Process Bud Log

You can access online doc for this function via its screen.

List Bud Logs

You can access online doc for this function via its screen.

GL Clerk Desktop The Clerk Desktop provides the following functions.

• Money Batch

• Statistics Batch

• Create Summary

• Undo Summary

• Money Reports

• Statistic Rpts

• Select

• System Status

• Preferences

Money Batch

Use this function to manually post money transactions directly in the General Ledger Module.

From this screen, you can create a new batch of entries or work with a previously-created batch via applicable footer buttons.

Statistics Batch

Use the Process Statistics Batches screen to manually post statistics transactions directly in the General Ledger Module.

From this screen, you can create a new batch of entries, or work with a previously created batch via applicable footer buttons.

Create Summary

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You can access online doc for this function via its screen.

Undo Summary

You can access online doc for this function via its screen.

Money Reports

Use this function to generate a variety of money-related reports.

Statistic Rpts

Use this function to generate a variety of statistic-related reports.

Select

You can access online doc for this function via its screen.

System Status

You can access online doc for this function via its screen.

Preferences

Use this function to configure default user preferences for specific routines.

Use header buttons to configure Batch, Drilldown, Ledger, and Budget preferences.

Batch – Enter default dates for money and statistic batches. Batches within this range appear via the Money Batch and Statistics Batch functions.

Drill Down – Enter a default corporation, period range, and account class. These settings appear when you access the drill down.

Ledger – Enter a default corporation and period range. These settings appear when you access the ledger summary.

Budget – Enter a default budget and fiscal year range. Also enter statuses. Budgets within the range you select appear via the Budget function.

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GL Department Manager Desktop • The Department Manager Desktop provides the following functions.

• Drill Down

• Money Reports

• Statistic Rpts

• Report Runs

• Budgets

• ESS Views

• BF Budgets

• Select

• System Status

• Preferences

Drill Down

Use this function to view the list of accounts that you selected via the Main Process Drill Down screen.

When you select an account, its open, debit, credit, close values, and selected range average appear at the bottom of the screen.

Also, the total open, debit, credit, and close totals for all accounts on the screen appear at the bottom of the screen.

The following three buttons appear on this screen.

To do this Select

Make new selections for this screen, display selections by account, or display selections by description.

Select Options

Print the Mini-Ledger, Summary Trial Balance, Detail Trial Balance, or Account Inquiry reports. When you run the Mini-Ledger, the system prints the Mini-Ledger for all accounts on the screen.

List Options

Drill into the GL batch transactions for the highlighted account on the Process Drill Down Detail screen.

Drill Down

Money Reports

Use this function to generate a variety of money-related reports.

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Statistic Rpts

Use this function to generate a variety of statistic-related reports.

Report Runs

Select previously compiled report runs, and use applicable footer buttons to perform a variety of functions.

You can also create new report runs via the create footer button.

Budgets

Use this function to establish, maintain, and manipulate budgets via applicable footer buttons.

ESS Views

Use this function to access and process ESS Views information via applicable footer buttons.

BF Budgets

Use this function to access and process ESS Budgets information via applicable footer buttons.

Select

You can access online doc for this function via its screen.

System Status

You can access online doc for this function via its screen.

Preferences

Use this function to configure default user preferences for specific routines.

Use header buttons to configure Batch, Drilldown, Ledger, and Budget preferences.

Batch – Enter default dates for money and statistic batches. Batches within this range appear via the Money Batch and Statistics Batch functions.

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Drill Down – Enter a default corporation, period range, and account class. These settings appear when you access the drill down.

Ledger – Enter a default corporation and period range. These settings appear when you access the ledger summary.

Budget – Enter a default budget and fiscal year range. Also enter statuses. Budgets within the range you select appear via the Budget function.

GL Executive Desktop • The Executive Desktop provides the following functions.

• Ledger Summary

• Drill Down

• Money Reports

• Statistic Rpts

• Budgets

• Report Runs

• Report Formats

• Process Format

• Report Definition

• Process Definition

• MIS GL Dict

• ESS Views

• BF Budgets

• Select

• System Status

• Preferences

Ledger Summary

Use this function to view a ledger summary that includes balances for assets, liabilities, revenues, and expenses.

You can also view open, debit, credit, and close balances for a period that you select.

Drill Down

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Use this function to view the list of accounts that you selected via the Main Process Drill Down screen.

When you select an account, its open, debit, credit, close values, and selected range average appear at the bottom of the screen.

Also, the total open, debit, credit, and close totals for all accounts on the screen appear at the bottom of the screen.

The following three buttons appear on this screen.

To do this Select

Make new selections for this screen, display selections by account, or display selections by description.

Select Options

Print the Mini-Ledger, Summary Trial Balance, Detail Trial Balance, or Account Inquiry reports. When you run the Mini-Ledger, the system prints the Mini-Ledger for all accounts on the screen.

List Options

Drill into the GL batch transactions for the highlighted account on the Process Drill Down Detail screen.

Drill Down

Money Reports

Use this function to generate a variety of money-related reports.

Statistic Rpts

Use this function to generate a variety of statistic-related reports.

Budgets

Use this function to establish, maintain, and manipulate budgets via applicable footer buttons.

Report Runs

Select previously compiled report runs, and use applicable footer buttons to perform a variety of functions.

You can also create new report runs via the create footer button.

Report Formats

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Use this function to process report formats via applicable footer buttons.

Process Format

Use this function to enter a new report format at the mnemonic prompt or to perform a lookup to existing report formats.

You can then edit the report format via applicable header and footer buttons.

Report Definition

Use this function to perform a variety of functions to a report definition via applicable footer buttons.

Process Definition

Use this function to process a report definition via applicable footer buttons.

You can use this function edit a report definition that you select.

MIS GL Dict

Use this function to access the GL Dictionaries stored in MIS.

ESS Views

Use this function to access and process ESS Views information via applicable footer buttons.

BF Budgets

Use this function to access and process ESS Budgets information via applicable footer buttons.

Select

You can access online doc for this function via its screen.

System Status

You can access online doc for this function via its screen.

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Preferences

Use this function to configure default user preferences for specific routines.

Use header buttons to configure Batch, Drilldown, Ledger, and Budget preferences.

Batch – Enter default dates for money and statistic batches. Batches within this range appear via the Money Batch and Statistics Batch functions.

Drill Down – Enter a default corporation, period range, and account class. These settings appear when you access the drill down.

Ledger – Enter a default corporation and period range. These settings appear when you access the ledger summary.

Budget – Enter a default budget and fiscal year range. Also enter statuses. Budgets within the range you select appear via the Budget function.

GL Report Writer Desktop • The Report Writer Desktop provides the following functions.

• Report Runs

• Report Formats

• Process Format

• Report Definitions

• Process Definition

•

Report Runs

Select previously compiled report runs, and use applicable footer buttons to perform a variety of functions.

You can also create new report runs via the create footer button.

Report Formats

Use this function to process report formats via applicable footer buttons.

Process Format

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Use this function to enter a new report format at the mnemonic prompt or to perform a lookup to existing report formats.

You can then edit the report format via applicable header and footer buttons.

Report Definitions

Use this function to perform a variety of functions to a report definition via applicable footer buttons.

Process Definition

Use this function to process a report definition via applicable footer buttons.

You can use this function edit a report definition that you select.

GL Desktop Preferences Use this function to configure default user preferences for specific routines.

Use header buttons to configure Batch, Drilldown, Ledger, and Budget preferences.

Batch – Enter default dates for money and statistic batches. Batches within this range appear via the Money Batch and Statistics Batch functions.

Drill Down – Enter a default corporation, period range, and account class. These settings appear when you access the drill down.

Ledger – Enter a default corporation and period range. These settings appear when you access the ledger summary.

Budget – Enter a default budget and fiscal year range. Also enter statuses. Budgets within the range you select appear via the Budget function.

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Chart of Accounts

Introduction to Chart of Accounts In the health care environment, it is necessary to use financial and related statistical data to plan and control the health care organization's activities. This is done through internal and inter-facility comparisons. To compile and track financial and statistical data, the General Ledger (GL) Module allows you to create a chart of accounts and the structure for that chart of accounts.

In the MEDITECH GL Module, the Chart of Accounts is used to

• maintain an on-line record of all your health care organization's GL accounts

• describe the hierarchy of those accounts, for reporting purposes

Accounts: A Combination of Components

Each account is identified by a unique number. An account number is a series of numbers put together in a pattern. Each of these small numbers represents the value of a component. For example, in the number 01.3010.3000, the first group of numbers (01) could represent a particular corporation. The second group of numbers (3010) could represent a particular Revenue Department, and the third group of numbers (3000) may represent a Revenue Object Code. In another account, that Revenue Department could be 3050.

Components are used to build account numbers because they

• ensure that data for all organization areas is captured

• provide a uniform and accurate account building structure

• decrease time necessary to enter account numbers (for example, users can automatically define multiple account numbers for a specified set of components values)

• provide flexibility in reporting

Reporting of Account Activity

Components which make up accounts are assigned to summary paths for reporting purposes. For example, data can be viewed by Department, Corporation, Revenue Object Code, etc. As a result, the components within an account number can report to multiple summary paths, thereby providing great flexibility for reporting account data.

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Creating Your Chart of Accounts

Basic Steps in Creating a Chart of Accounts

Creating your chart of accounts can be broken down into the following steps:

1) Plan the Chart of Accounts You Want on paper using your existing chart of accounts and evaluate your short and long-term reporting needs

2) MEDITECH and you develop your GL account structure

3) Verify the results of Step 2

4) MEDITECH locks your GL structure

5) Enter summary level values

6) Enter component values

7) Build account values

8) Map your old chart of accounts (if you want) within your MEDITECH chart of accounts

Note: Mapping your existing chart of accounts is necessary for tape conversions, but optional for manual conversions.

Step 1: Plan the Chart of Accounts You Want on Paper

Before you begin, design the chart of accounts you want to use on paper. This chart of accounts should include summary levels and reporting paths grouped by account type.

Step 2: Work with MEDITECH on Your Account Structure

Work with MEDITECH to define

• component letters and mnemonics

• numerical set of component values (optional)

• pattern of super-components

• summary level mnemonics

• summary paths

• pattern of account classes

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Step 3: Verify results of Step 2

The List Accounts Classes and List Components and Summary Paths Routines allow you to generate lists of the information defined in Step 2, and verify it.

Step 4: MEDITECH Locks Your GL Structure

When you have verified the GL structure, MEDITECH locks the GL structure.

Overview of Locking the GL Structure

After your MEDITECH Applications Specialist enters your component, summary level, and account class information, MEDITECH requires that you verify this data with the following MIS routines:

• List Components and Summary Paths

• List Account Classes

When you have verified the GL structure, MEDITECH locks it.

Editing Information After Your Structure is Locked

After MEDITECH locks your GL structure, you can no longer edit the following:

• names of components

• length of component value

• patterns of accounts and super-components

• existing summary paths

You can, however, have the following changes made to your structure by contacting your MEDITECH Applications Specialist:

• enter a new summary path

• change a required path to a non-required path (or vice versa)

• edit whether a responsible person is required for each component value

• edit whether a responsible person is required for each component's summary levels values

• edit the super-component expression for name formation

• edit limits on sets for component values

• edit the maximum length of component value names in account descriptions

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Step 5: Enter Summary Levels

Based on the summary levels entered in step 2, you now assign values to the levels via the MIS Enter/Edit Components and Summary Values Routine.

Note: Summary level values are entered in a top-down manner, that is, the highest level of summary level values first. For example, you must enter the summary level value for total patient revenues before entering values for the summary level which contains inpatient, outpatient, and emergency revenues.

Step 6: Enter Components

Use the MIS Enter/Edit Components and Summary Values Routine to define values for the components (see Step 2). Note that you also define the component values used in feeder applications with this routine (for example, the Billing/Accounts Receivable (B/AR) Module requires Department component values to build the Procedure Code Dictionary).

Step 7: Build Accounts

Based on the information entered during Steps 2 and 6, you enter your account numbers via the Enter/Edit Accounts Routine. Note that you can create your accounts automatically from sets of component values using the MIS Create Accounts by Combination Routine.

Step 8: Map Your Old Chart of Accounts

In the Enter/Edit MIS GL Accounts Routine, you can associate an account number from your previous system to each MEDITECH account number. This provides you with an audit trail of any previous account structure.

Note: Mapping your old chart of accounts is required for tape conversions.

Components

Overview of Components

Components are the building blocks which make up all GL accounts. For example, a revenue account can consist of the following components:

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• Corporation - identifies the corporation to which the account belongs

• Generic Department - describes a specific department (for example, laboratory, radiology, etc.)

• Revenue Object Code - describes a specific type of revenue (for example, inpatient Blue Cross vs. outpatient Blue Cross)

Component Examples

In the MEDITECH system, a component is identified by unique numerical values. Each component can have multiple values associated with it. For example, the Revenue Object Code component might have the following values defined for it

Revenue Object Code Value

INPATIENT BLUE CROSS 1010

OUTPATIENT MEDICARE 2020

EMERGENCY MEDICAID 3030

Accounts can share some of the same component values. For example, two revenue accounts can have the same Corporation and Revenue Object Code component values, but different Generic Department values.

By associating the same components with different accounts, you can create classifications of accounts. For example, the same Revenue Object Code might be shared by two departments.

As indicated, the accounts represent the same revenue for two different generic departments (3010 and 3020). By doing this, you can combine components to create accounts which meet your organization's specific needs.

Also, you can compile standard reports and create specialized reports with the GL Report Writer for selected component values. Such reports enable you to track financial and statistical activity for selected areas of your health care organization.

Standard and Required Components

Certain components are required in MEDITECH's chart of accounts. These are referred to as standard components. Standard components facilitate both the interfaces with other MEDITECH financial modules and multi-corporate environments. For example, the Department (DPT) component

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is referenced in many modules and therefore, must be part of your chart of accounts.

There are three standard components:

• Corporation (CRP)

• Expense Object Code (EOC)

• Department (DPT)

Non-Standard Components

The standard components are only pieces of your entire chart of accounts. To ensure that all financial areas are considered, you can also define components to represent the following:

• assets

• liabilities

• revenues

• statistics

Defining Non-Standard Components

During the development of the GL account structure, your health care organization identifies which components (in addition to standard components) and component mnemonics your organization needs to use. Then, your organization decides on

• a letter to identify each component in an account pattern, that is, the combination of components which forms an account.

• the maximum length of name for component description. Note that component descriptions can be used to form account descriptions.

• a numerical set of values for the component (optional)

For example, you might define the following for your Revenue Object Code component:

Mnemonic: ROC Letter for Account Pattern: R Value set: 1000 - 3999 Maximum Length of Name: 20 characters

After you decide on the above component information, your MEDITECH Applications Specialist enters it into the MIS GL Parameters.

These sets and letters enable the GL Module to determine if a component's values are valid.

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Sample Component Mnemonics, Letters, and Limits (Typical)

Component Mnemonic Letter Limits

Asset Code AC A 1000.0000 - 1999.9999

Liability Code LC L 2000.0000 - 2999.9999

Corporation* CRP C 00 - 99

Generic Department

GDP D 3000 - 9999

Department ** DPT N/A N/A

Revenue Object Code

ROC R 1000 - 3999

Other Revenue ORC O 4000 - 4999

Deductions From Revenue

RDC X 5000 - 5999

Expense Object Code*

EOC E 6000-9999

Statistics Object Code

SOC S 000000 - 999999

KEY

* Standard MEDITECH Components

Because interfacing modules use these components, the mnemonics cannot be altered.

** Department (DPT) is a super-component which is usually created through the combination of the Corporation (CRP) and Generic Department (GDP) components.

Defining Component Values

Your health care organization defines all component values in the MIS GL Components and Summary Values Dictionary.

Note: You cannot define component values until after your GL structure is locked.

To be valid, a component value must fall within its pre-defined set of values. For example, you can specify that all Revenue Object Code (ROC) component values must fall within the set 0000 through 3999. The system only allows you to create values within this set.

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Naming Component Values

For component values, you can define two types of names:

• name - identifies the component throughout the system and on reports

• name for account description - used to form account descriptions and super-component value names

Super-Components

Overview of Super-Components

A super-component is a combination of two or more components which can be used in combination with other components to form GL accounts. The most common super-component is Department (DPT). The super-component is usually derived as follows:

Super-components make sorting accounts on standard and organization-defined reports easier. With super-components, you can sort accounts by two different sets of component values through one criterion. For example, to reference the organization's Pediatrics ICU Unit, you need only enter a DPT value of 01.6050 instead of defining a CRP value of 01 and GDP value of 6050 separately.

Canadian DPT Super-Component

Canadian health care organizations require a variation of the above DPT super-component. The following figure presents how the DPT super-component can be composed for Canadian organizations.

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Super-Component Patterns

During the development of the GL account structure, your health care organization defines a pattern for each super-component. This pattern specifies how your components are combined to form super-components.

The following are typical patterns for the Department (DPT) super-component in US and Canadian systems

As indicated, each letter in the sample super-component pattern represents a component. For example, C represents the Corporation (CRP) component, and D the Generic Department (GDP).

The number of occurrences of each letter in the pattern represents a digit of the required length of a component's values. For example, the CRP component (C) is 2 characters long in the above account pattern. Therefore, its values can only be 2 characters in length (for example, 01).

Defining Super-Components

Note: You must define the components found in a super-component's pattern before you define the super-component.

Since super-components are combinations of components, MEDITECH and you define only the following information:

• a mnemonic to identify the super-component throughout the GL and feeder modules (for example, DPT)

• the pattern for super-component, that is, the combination of components which make up the super-component

• a name expression which defines how the default name for the super-component is created

• a responsible person

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Super-Component Pattern Punctuation

MEDITECH recommends that you separate each component in a super-component pattern by a period (.). This allows you to easily identify the components in the pattern.

In most super-component patterns, each component is separated by a period (.). Therefore, any new super-component values created must have a period between each component value (for example, 01.3030). Otherwise, the super-component cannot be created.

Defining Names for Super-Component Values

During the development of the GL account structure, you define a name expression which the system uses to automatically create the names for super-component values. However, MEDITECH can edit this expression at a later time. This expression is used when you

• define new super-component values (in the MIS GL Component & Summary Values Dictionary). However, you can edit this default name.

• create super-component values from sets of component values (with the Create Super-Component Values by Combination Routine in MIS)

Name expressions make custom super-component descriptions possible. For example, you can have a description for a super-component (which contains two components) that displays the name for account description for one component, or if it has not been entered, the value of the component. For the second component, you could display the name for account description, or if not defined, the components' name.

Note: If you do not define a name expression, the super-component's default name is the newly created value if the value is unique.

The name expression is entered by MEDITECH and can be updated, if needed.

Name expressions appear on the List Components and Summary Paths Report.

Defining Super-Component Values

After the super-component pattern and characteristics are defined and locked in the system by MEDITECH, your health care organization defines super-component values (after defining the values of the components which make up the super-component).

You can enter super-components values

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• individually via the MIS GL Component & Summary Values Dictionary

• in groups, by combining sets of component values via the Create Super-Component Values by Combination Routine

Accounts

Overview of Accounts

In the General Ledger Module, components are combined to form GL accounts. Accounts are necessary to store transaction amounts and account balances throughout the MEDITECH system.

For example, a revenue account can consist of the following components:

• Corporation (CRP)

• Generic Department (GDP)

• Revenue Object Code (ROC)

Each time a new value is defined for one of the components found in an account pattern, you need to create a new account.

For example, if you define a new ROC component value, you should create a new account utilizing the new ROC, for all revenue classes.

Account Types

As discussed in Components, accounts are unique combinations of component values. Since a health care organization can have thousands of accounts, the General Ledger (GL) Module organizes accounts into types for organizational purposes.

Each type affects the activities which can be performed on an account. For example, the balances of Revenue type accounts are increased through credit transactions, while for Asset type accounts, balances are increased through debit transactions.

Available Account Types

There are five basic account types:

• Asset

• Liability

• Revenue

• Expense

• Statistics

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The above types mirror the account types commonly found in any accounting system.

Account Classes

Overview of Account Classes

When your health care organization defines account numbers, the components which make up the account number (that is, the account's pattern) is determined by the account class. Each class is of a particular account type, which determines the activities that are commonly performed.

Note: You are not limited to a set number of account classes. Typically, organizations define one account class for each account type, plus the following classes:

• Revenue Deductions

• Other Revenue

This structure provides your organization with flexibility to

• use multiple account classes of the same type for more detailed reporting purposes

• use different account patterns for the same account type

• restrict account selection in the GL Report Writer

Account classes are defined by your organization and entered by an Applications Specialist during the development of the GL account structure.

Account Patterns

Your organization defines an account pattern for each account class. This pattern specifies how your components are combined to form accounts. Each letter in the account pattern represents a component. For example, in the account pattern CCDDDDRRRR, "C" represents the Corporation (CRP) component, "D" the Generic Department (GDP), and "R" the Revenue Object Code (ROC).

The number of occurrences of each letter in the pattern represents a digit of the required length of a component's values. For example, the CRP component ("C") is 2 characters long in the above account pattern. Therefore, its values can only be 2 characters in length (for example, 01).

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Account Pattern Punctuation

MEDITECH recommends that you separate each component in an account pattern by a period (.). This allows you to easily identify the components in an account pattern. Therefore, any account numbers created for the revenue class must have the "." constant between each component value (for example, 01.3030.1000).

Sample Account Classes, Types, and Patterns

Account Class Number/Name

Account Type

Components

Account Pattern

1) Asset Asset CRP and AC CC.AAAAAAAAA

2) Liability Liability CRP and LC CC.LLLLLLLLLL

3) Revenue Revenue CRP and GDP and ROC

CC.DDDD.RRRR

4) Other Revenue

Revenue CRP and GDP and ORC

CC.DDDD.0000

5) Deductions From Revenue

Revenue CRP and GDP and RDC

CC.DDDD.XXXX

6) Expense Expense CRP and GDP and EOC

CC.DDDD.EEEE

7) Statistic Statistics CRP and GDP and SOC

CC.DDDD.SSSS

As indicated, if an account type has only one account class (for example, Assets), the class and type are identical.

Entering Account Numbers

Overview of Entering Account Numbers

After MEDITECH enters and locks your account structure, your health care organization defines all component and super-component values and then enters account numbers based on those values. You can enter accounts two ways

• individually, via the MIS GL Accounts Dictionary

• in groups, by combining sets of the applicable component values via the MIS Create Accounts By Combination Routine

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To be valid, an account number must conform to the account pattern associated with its class. For example, to enter a Revenue account, its number must conform to the account pattern for the Revenue class (for example, CC.DDDD.RRRR).

Note: The value defined for each component in an account number must exist when you enter an account.

Formation of Accounts

Acct Type/Class Components GL Account Account Description

Asset Account CRP and AC 01.1100.0000 MGH Cash

Liability Account CRP and LC 01.2100.0000 MGH A/P

Expense Account CRP and GDP and EOC

01.7010.6020 MGH Lab Tech Sal

Revenue Account CRP and GDP and ROC

01.5000.4000 MGH Oth. Rev

Statistic Account CRP and GDP and ROC

01.4010.99999 MGH Lab RBC Proc/Mn

Account Descriptions

When you enter an account number, a default free-text description of the account appears. This description identifies the account throughout the system and on standard and specialized reports. Account descriptions are formed as follows:

First, in the MIS GL Component & Summary Values Dictionary, you define "names for account descriptions" for all components which make up an account.

Note: The maximum length for a component's "name for account description" is determined during installation when components are defined. If you need this length changed, contact your MEDITECH Applications Specialist.

Then, when you define a value for a given account in the MIS GL Accounts Dictionary, the system:

• collects the "name for account descriptions" for all component values found in the account pattern

• combines the descriptions according to the account's pattern. Each component's description is separated by a blank space, to create a default description for the account.

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Identifying Accounts

Overview of Identifying Accounts

To identify an account, enter its number or mnemonic. To reduce keystrokes (or if you do not know the number or mnemonic), you can click on the button to view the entries in the MIS GL Accounts Dictionary and select one of them.

You can restrict which accounts appear on the Lookup in the following ways:

• account class

• account types (for example, asset accounts only)

• component or super-component values (for example, accounts with CRP component values of 01 only)

• control accounts

Note: The system evaluates account numbers as character strings and displays them in ascending order. This can cause account numbers of different lengths and punctuation to seem out of order.

Restricting the Account Lookup by Account Class

To display only accounts that belong to a particular account class, enter the number of the account class, followed by a backslash (\) and click on the button.

The table below shows some typical account classes and the notation you enter to restrict the Lookup. Your actual entry depends on how your health care organization structured its chart of accounts.

To limit your Lookup to these accounts

Enter

Assets 1\

Liabilities 2\

Revenues 3\

Deductions From Revenues 4\

Other Revenue 5\

Expenses 6\

Statistics 7\

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The system sorts and displays accounts for the identified class numerically by account number.

Restricting the Account Lookup by Account Type

To display only accounts that belong to a particular account type, enter the letter that represents the account type, followed by a backslash (\) and click on the button.

The table below shows some typical account types and the notation you enter to restrict the Lookup. Your actual entry depends on how your health care organization structured its chart of accounts.

To limit your Lookup to these accounts

Enter

Asset A\

Liability L\

Revenue R\

Expense E\

Statistics S\

Money M\

The system sorts and displays accounts for the identified type numerically by account number.

In routines that apply to either money or statistics accounts, only the appropriate accounts appear in the Lookup. For example, in the Enter/Edit Statistics Batch Routine, only statistics accounts appear in the Lookup.

Restricting the Account Lookup by Component or Super-Component Value

To restrict the Lookup to accounts that contain a particular component or super-component value, enter the following (with no spaces in between)

1) the mnemonic

2) an equal sign (=)

3) the value you want

4) a backslash (\)

Then, click on the button.

For example, to limit the Lookup to accounts with Corporation (CRP) component values of 02, enter CRP=02\. Then, click on .

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Miscellaneous Methods for Restricting an Account Lookup

To limit your Account Lookup to Enter

control accounts C\

both ACTIVE and INACTIVE accounts

/B

Then, click on the button.

Combining Account Lookup Restrictions

The MEDITECH system lets you combine two account Lookup restrictions.

To combine restrictions, do the following (with no spaces in between each entry).

1) Enter the first restriction, followed by a comma (,). Do not use a backslash (\).

2) Enter the second restriction, followed by a backslash (\).

3) Click on the button.

For example, to view only the accounts that belong to class 3 (Revenues) and have Revenue Object Code (ROC) component values of 1010, you would enter: 3,ROC=1010\

Restrictions can be entered in any order: 3,ROC=1010\ is the same as ROC=1010,3\. Do not use blank spaces when entering a combined restriction.

Caution

You cannot combine two restrictions of the same kind. For example, the following Lookup restriction is invalid.

CRP=01,EOC=7010\

Because an account class is a subcategory of an account type, you cannot combine an account type restriction with an account class restriction. For example, the following Lookup restriction is invalid 1,R\

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Reporting Structure

Summary Levels

Overview of Summary Levels

In the GL Module, reporting levels are referred to as summary levels. Components are associated with summary levels to allow you to group together related component values (and the accounts which contain those component values) for reporting in the GL Module, especially using the GL Report Writer.

For example, you may want to group Revenue accounts which contain inpatient- related Revenue Object Code (ROC) component values to produce a total of inpatient revenues.

The Revenue account pattern can contain the ROC component. Note that you can also have summary levels assigned to the other components found in the Revenue account. For example, you may want to group specific Department (DPT) component values into a summary level called "LAB DEPTS" for responsibility reporting.

Defining Summary Levels

To create a summary level, MEDITECH and you define the following:

• mnemonics and names to identify summary levels throughout the MEDITECH system

• whether a summary level reports to higher summary levels based on your reporting structure

For example, suppose you need to group revenue accounts into the following three categories:

• Inpatient Revenues

• Outpatient Revenues

• Emergency Revenues

Also, you want to group the above categories into another category called Total Patient Revenues. You might do this as follows.

Summary Levels

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Reporting Level Produces

Reporting Level #1 Three subtotals of Inpatient, Outpatient, and Emergency Revenue accounts with specific ROC component values

Reporting Level #2 Total of Revenue accounts with specific ROC component values

Order in Which Summary Levels Must Be Defined

When you define summary levels, you identify any higher summary levels to which a summary level reports. For example, when you define the RS1 summary level, you need to identify the RS2 summary level as a level to which RS1 reports.

Note: If a summary level reports to higher summary levels, you need to define the higher summary levels first.

If you did not define the RS2 summary level prior to the RS1 summary level, you could not define the RS1 summary level as reporting to the RS2 summary level.

Summary Level Values

Summary level values are defined in the MIS GL Component & Summary Values Dictionary after the GL structure is locked by your health care organization.

For example, specific Revenue Object Code (ROC) component values might be grouped into three categories:

• Inpatient Revenues

• Outpatient Revenues

• Emergency Revenues

Since the above categories are within the same summary level, all categories are associated with the RS1 (REVENUE SUMMARY LEVEL 1). However, each category provides different information. To identify a category within a summary level, you define values for the summary level in the MIS GL Component & Summary Values Dictionary. These values identify the categories within the summary level.

For example, you can assign the following values to the above categories.

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Category Summary Level Value Includes ROCs

Inpatient Revenues

RS1 100 1010, 1020, 1030, 1040, 1050, 1060, 1070, 1080, 1090

Outpatient Revenues

RS1 200 2010, 2020, 2030, 2040, 2050, 2060, 2070, 2080, 2090

Emergency Revenues

RS1 300 3010, 3020, 3030, 3040, 3050, 3060, 3070, 3080, 3090

For any category on which you want to report, you must set up a value to represent that category. Therefore, the RS2 TOTAL PATIENT REVENUES category is assigned a value of 10.

Note: Some organizations like to differentiate summary levels by assigning three digit values to the lower summary level (for example, RS1 100) and two digit values to the higher summary level (for example, RS2 10). This is possible because fewer values are needed for higher summary levels.

Values for RS2 must be defined before you can define values for RS1.

Summary Paths

Overview of Summary Paths

In MEDITECH terms, a summary path is the hierarchical relationship between components and the higher summary levels to which they report.

For example, the ROC components which summarize to the RS1 and RS2 summary levels are considered one path.

Note: After the GL structure is locked, summary levels cannot be added to an existing summary path (for example, you cannot add an RS3 summary level in the above example). In this situation, you need to create a new path and assign the component values to it.

MEDITECH recommends that you have at least one summary path for each component. This helps enforce your organization's internal and external reporting structures.

The ability to create summary paths provides additional flexibility in reporting on different categories of information. For example, your government reporting requirements can differ from your organization

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board reporting. To accommodate this situation, you can create two separate summary paths.

Multiple Summary Paths and Accounts

You can create any number of summary paths for a component. Since accounts are combinations of components, a single account can have several paths associated with it. Each path can have a different number of summary levels associated with it. This structure provides great flexibility for reporting.

Types of Summary Paths

There are two types of summary paths:

• required

• non-required

These types determine if you need to identify the next highest summary level on a path when entering component values in the MIS GL Component & Summary Values Dictionary.

When a summary path is initially created, you define whether it is required or non-required. However, your MEDITECH Applications Specialist can change these requirements if necessary.

Independent of either type of path, you have a link to the highest level in the path. For example, consider a required path in which the ROC component reports to the RS1 summary level which reports to the RS2 summary level. Even though you are only required to define a summary level value for the RS1 summary level, the link to the RS2 summary level is automatically assumed.

Required Summary Paths

In a required summary path, whenever you define a new component value, you must identify the next highest summary level to which it reports.

For example, suppose the summary path RS1 is a required path. Each time you define a new value for the Revenue Object Code (ROC) component, you must identify the values of RS1 to which the ROC reports.

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Non-Required Summary Paths

For non-required summary paths, you do not need to assign higher summary levels on a path when you define new component or summary level values. For example, if the summary path RS1 is non-required, you do not need to define values for the RS1 summary level to which ROC reports.

Advantages of Non-Required Summary Paths

At any time, you can create a non-required summary path to accommodate your health care organization's reporting needs. Unlike required paths, you can choose which components and summary levels to include in the non-required path.

For example, suppose that you want to report on just Blue Cross Revenue accounts for a future date. Non-required paths allow you to omit all non-Blue Cross ROC values.

You can report on only Blue Cross-related ROC component values by creating a new summary level called PI1 (Primary Insurance Revenue Summary) and assigning it a value of 100.

As indicated, by creating a non-required path between the component and PI1 summary level, you can report on Blue Cross ROC component values (1010, 2010, and 3010). Note that you must edit the Component and Summary Values Dictionary to include the new path.

Summary Levels and Reports

With the standard GL reports and custom-defined reports (created with the GL Report Writer), you can

• produce separate reports for all values of one summary level, or for each component (for example, for each department)

• display data for one summary path in a top-down manner

• limit values on reports by summary level or component

For example, you might create a report containing the following summary levels.

Summary Level

Value Used to Group

RS1 100 All INPATIENT REVENUE accounts (with specific ROC values)

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Summary Level Value

Used to Group

RS1 200 All OUTPATIENT REVENUE accounts (with specific ROC values)

RS1 300 All EMERGENCY REVENUE accounts (with specific ROC values)

RS2 10 All INPATIENT, OUTPATIENT, and EMERGENCY REVENUE accounts. Used to integrity check total patient revenue amount on Report #2.

It is important to bear in mind that accounts themselves are not mapped, only component values are mapped. For example, ROC component values are mapped to Revenue Summary (RS) levels; the accounts themselves are not mapped.

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Batches

Overview of Batches MEDITECH's GL Module receives, processes, and records accounting data in groups called batches. Batch processing provides an efficient means for entering, tracking, and finalizing large numbers of accounting transactions. The sample below might comprise just one entry in a larger batch.

You can enter as many transactions as you want into a batch. To organize large batches, you can group related transactions into entries. You can include as many entries in a batch as you like. The graphic below illustrates the relationship between transactions, entries, and batches.

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Note: Entries are called entry groups when you enter batches via the group input format.

Money Batches vs. Statistics Batches The GL Module distinguishes between activity involving money accounts and activity involving statistical accounts by providing two different types of batches and two sets of batch routines. These unique batch categories keep the different activity types separate and reduce user error.

Identifying Money and Statistics Batches

The number of a money batch has no prefix, whereas the number of a statistics batch always begins with the letter "S."

For example,

Batch 01, Journal GEN, date 03/02/02 - money

Batch S01, Journal GEN, date 03/01/02 - statistics

Batch Statuses General Ledger batches are assigned a status, showing the batch's stage in processing. A batch's status determines which routines you can use to

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further process the batch. For example, you cannot edit transactions in a FROZEN batch

Recurring Batches MEDITECH's GL Module allows you to create recurring batch templates to speed the entry of batches that you enter frequently. Unlike regular batches, you cannot post recurring batches.

For example, you might enter a recurring batch for the distribution of a particular monthly expense. Each month you can easily copy the recurring batch to a new batch, and then edit the new batch as needed for the current period. You can then easily convert the new batch to a regular batch, and post it. The recurring batch remains on the system for use next month.

Nil Transactions

Unlike regular batches, recurring batches allow you to enter an account number without entering either a debit or credit dollar amount. Such a transaction is called a nil transaction.

For example, you might create a recurring batch for entering the monthly telephone bill. The recurring batch contains the AP account to be

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credited, and the appropriate department expense accounts to be debited. Each period, you enter the actual dollar amounts.

If, in a given period, some departments incurred no telephone expense at all, you can either delete the empty (nil) transactions, or set them all to a zero debit.

Finally, you convert the new batch into a regular batch, and post it.

Overview of Enter/Edit Recurring Batch Schedule Routine This routine allows for a schedule to be created for a recurring batch. If a recurring batch is going to be scheduled then the Frequency and the Start on Period are required fields. The batch will be created as a Regular batch in an Open status for the Start on Period entered in the Recurring Schedule screen.

• The Frequency field has the following options

• Monthly

• Quarterly

• Semiannually

• Annually

• By Period

Selecting By Period from the Schedule Frequency choice list will allow users to choose the periods for which a batch may be scheduled, such as Periods 6, 7, 8 for custom seasonal entries.

The Start on Period field can be defined for either current or for a future period. If a current period is defined a regular batch will be created for the current period and batch date. If a future period is defined the

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scheduled recurring batches will be created as a REGULAR batch in an open status on the first day of the period (real time versus GL open date) with the batch date as the last day of the period.

The End on Period field may be defined to specify the last period for which a recurring batch may be created or the End on Period may be left blank to indicate that the batch will be scheduled continually into the future.

Batch Processing

Inputting Transactions

MEDITCH's GL Module provides two screens for manually entering group input and non-group input money batches via the Enter/Edit Batch Transactions Routine.

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If you want to Use this screen

Enter a money batch that contains multiple debit transactions to various expense accounts and offsetting credit transactions to a single cash account.

Reconcile the credits to cash with the debits to the expense accounts.

Group Input

Prevent users from combining multiple journal entries into a single entry.

Provide stricter control over batch entry (appropriate for newer GL users).

Non-Group Input

The following restrictions apply to the type of batch format you can use.

• Batches transferred into GL from other applications are always in the non-group input format.

• You must enter recurring batches via the group input format.

• Statistics batches have only one format (non-group input format), because statistics transactions do not use debits and credits.

Closing

Verifying Batches

MEDITECH recommends that you check and approve all batches (regardless of source) prior to posting.

If the batch requires any changes you can edit any of the following

• transaction amounts

• transaction account numbers

• batch header information

If the entire batch is incorrect for some reason, you can delete it. You can also delay the posting of an approved batch by freezing it for posting at a later time.

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Typical Batch Processing and Closing

After all batches for a particular day have been either entered manually or read in from other applications, listed and approved by a user, and posted to accounts, you then close the day. After all the days in the accounting period are closed, you then close the accounting period. When all periods for the year are closed, you can then close the fiscal year.

The following flowchart illustrates the daily sequence of actions recommended to process batches in GL.

Typical Closing

The following graphic illustrates the General Ledger closing process to follow after all batches have been posted for the day.

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Money Batches

Processing Batches with the Process Money Batches Screen

Overview of the Process Money Batches Screen

Use the Process Money Batches screen to manually post money transactions directly in the General Ledger Module. From this screen, you can create a new batch of entries, or work with a previously-created batch.

Use the Process Statistics Batches screen to post statistics transactions.

Use the System Maintenance routines to automatically retrieve monetary and statistics transactions from other modules.

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Selecting Batches

Overview of Selecting/Deselecting Batches

Selecting the Batches to Display

Use the Select Batches to Process Routine to select the batches with which you want to work. The batches appear on the screen.

To clear the screen to work on different batches, use the Remove Batches from Screen Routine.

These two routines may appear on the Process Money Batches screen either individually as a button or within a menu on a button.

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Selecting Batches on the Screen Display

After the batches appear on the Process Money Batches screen, you can select batches from within this group of batches (for example, to post or freeze) by using standard selecting conventions.

Select Batches to Process Routine

Use this routine to select one or more batches to process. To select batches, enter the date corresponding to the batch transactions. You can also select a range or a combination of dates. After you have selected the batch dates you want, you can further restrict your batch selection by any of the following:

• journal

• batch status

• post-to period

• database

• batches on the allocation index

• recurring batches

You can enter information in any field or in a combination of fields. You can also leave these fields blank.

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Remove Batches from Screen Routine

Use this routine to clear any currently selected batches from the Process Money Batches screen.

After you clear the batches, you can select a new group of batches to process, or create a new batch.

Routines for Creating Batches

Overview of Routines for Creating Batches

The following routines may appear on the Process Money Batches screen either individually as a button, or within a menu on a button.

• Create a Batch

• Copy a Batch

Create a Batch Routine

Use this routine to create a new OPEN batch. You can then add one or more entries or entry groups to the batch.

The Create a Batch Routine consists of two screens. The first screen (Create Batch) collects general batch information that identifies the batch and the batch's control totals. You enter the following information for the batch:

• date • whether the batch is a recurring batch

• journal • the batch comment

• post-to period • the batch control totals

• format (group or non-group input)

The second screen (Enter/Edit Batch Transactions) collects the batch transactions. The screen can appear in either of two formats, depending on your response to the Group Input? prompt. In either case, you enter the following information:

• a description of the entry

• the debit and credit accounts

• the debit and credit amounts

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Group Input Default Parameter

Your health care organization can choose which format appears as the default value at the Group Input? prompt when users create a batch. If you use group input format more often, have your MEDITECH consultant set the Group Input Default parameter to Y. Users can still elect to use the non-group input format.

Copy a Batch Routine

Use this routine to create a copy of a batch. You can create either a normal or a reversing batch. In a reversing batch, the debits from the first batch become credits in the new batch, and vice versa. You can copy a batch that is OPEN, DELETED, POSTED, or FROZEN.

To copy a batch enter the following information for the new batch:

• date

• journal

• post-to period

• whether the batch is to be normal or reversed

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Note: When you copy a reversed batch, the system allows you to edit the journal and post-to period of the reversed batch. You cannot do this with the Post and Reverse Routine.

The status of the new batch is OPEN. The system automatically assigns the next sequential batch number (for that day and journal) to the batch. You can then edit and post the new batch as needed.

When to Use this Routine

Use this routine to

• reverse batches that were posted with errors

• reverse accrual batches in the subsequent month

• distribute a prepaid expense over several months

• make a copy of a recurring batch prior to converting it to a regular batch

After you copy a batch, you can either process the new batch immediately, or return directly to the Process Money Batches screen to work with the original batch.

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Copy a Batch to Multiple Periods Routine

Use this routine to copy a money batch to a range of GL periods. For example,

you might have a standard depreciation entry that you post each month. You can

also use this routine to copy reversing batches to a range of GL periods.

In top portion of the screen, you enter the information about the batch you are

copying (that is, the batch that contains the standardized transaction). After

you identify the batch you want, you enter the journal and range of GL periods

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to which you want to copy the batch. The system automatically calculates and

displays the total number of periods to which the batch is copied.

Note: This routine does not post the batches that it creates.

The system creates batches with a batch date of the last day in the GL period

to which the batches are assigned, unless the last day occurs before start date

of the current GL period. If the last day in the GL period occurs prior to the

current period, the system assigns the current date.

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Routines for Editing Batches

Overview of Routines for Editing Batches

The following routines may appear on the Process Money Batches screen either individually as a button, or within a menu on a button.

• Edit Header

• Schedule

• Edit Transactions

• Edit Bad Account Numbers

• Scanned Images

Enter/Edit Batch Transactions Routine

The GL Module provides two screens for the Enter/Edit Batch Transactions Routine that allow you to enter either group transactions or non-group transactions (as defined at the Group Input? prompt in the Create a Batch Routine).

Use either screen to make changes to an OPEN money batch. You can do any of the following:

• add a new entry or entry groups to a batch

• add transactions to an existing entry group in a batch

• edit existing transactions

• delete entry groups or transactions in an OPEN batch

As you enter debits and credits, the system calculates and displays the total amount in the total fields.

Note: Do not confuse the ability to delete transactions via this routine with the Delete a Batch Routine, which deletes entire batches.

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Edit Header Routine

Use this routine to change any of the following information in an OPEN batch:

• control totals

• comment

• database

Note: When editing a batch, its status is IN USE.

If you edit the Database or Comment prompt, the system displays a warning message because the system uses the database and comment information in Drill Down Reporting.

You can change the database and comment values, but the system uses the new database as the target in the Drill Down process.

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Edit Bad Account Numbers Routine

Use this routine to correct any invalid account numbers in money batches received from other modules.

The system creates an invalid (or "bad") account number if a feeder module

• contains an expression or component value resulting in a GL account number that is undefined in the MIS GL Account Dictionary

• sends a transaction containing a control account

• uses an account number that has been set to inactive in the MIS GL Account Dictionary

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Overview of Inter-Corporate Transfers

In a multi-corporate environment, the system uses inter-corporate transfers (ICTs) to keep each corporation's accounts in balance. For example, one corporation's Accounts Payable often pays an invoice covering goods for departments in another corporation. The system also uses inter-corporate transfers to balance batches that your organization sends to corporation journals in GL.

A batch requires ICTs if all the following conditions are true:

• the batch status is OPEN

• the batch is a regular batch

• the batch is in balance overall

• a corporation's total debits do not equal its total credits

The system automatically creates inter-corporate transfers within each feeder module when they are required, so that batches should balance before the GL Module retrieves them. However, for batches manually entered into the GL Module, you need to create needed ICTs via the Create ICTs Routine.

The system does not allow you to post a batch when ICTs are needed.

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Determining the Account Number for an Inter-Corporate Transfer (ICT) Transaction

For the system to create ICTs, your health care organization needs to define an ICT expression in the feeder module's parameters. When your health-care organization sends batches to GL, the system uses the inter-corproate transfer (ICT) expression defined at one of the following parameters to create the account number for posting the transaction.

Parameter Used in

ICT Account Expression in 'CRP' parameter

AP, FA, MM , OE, and PP

Inter Corporate Transfer Accounts parameter

B/AR

The system creates ICT transactions in the feeder modules to ensure that each batch balances before it is sent to GL.

For batches entered manually in the GL Module, you need to create ICTs via the Create ICTs Routine. The system uses the expressions defined at the GL Inter-Corporate Transfer Account Expressions (in 'CRP' or 'SUP') parameter to create the appropriate ICT account number.

If one of the following conditions exists at any one of the parameters, the system creates a bad account number

• the parameter is empty (no expression is defined)

• the expression is incorrectly defined in the parameter

• the expression creates an account number that does not exist

Caution

If a parameter lacks an expression or contains an incorrectly-defined expression, contact MEDITECH to resolve the problem.

Create ICTs Routine

Use this routine to create inter-corporate transfer transactions (ICTs) for a manually entered GL batch in which the corporations' accounts are out of balance.

This routine creates a transaction (either credit or debit) for each of the corporations whose totals are not in balance within the batch. To do this, the routine determines

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• the amounts (by calculating the discrepancies between the total debit and total credit amounts for the corporations)

• the accounts (by applying the expression defined for each journal in the GL parameters to the components on file)

Using the Routine (An Example)

Suppose a GL batch contains the entry in Part A of this graphic. Without using ICTs, the net effect on the accounts is shown in Part B. Corporation 01 is out of balance by a debit amount of $50.00 and corporation 02 is out of balance by a credit amount of $50.00. You cannot post the batch. The system prompts you to create an ICT transaction to correct this problem. The ICT parameter defined for your AP journal at the Inter-

Corporate Transfer Account Expressions (in 'CRP' or 'SUP') parameter creates the transaction in Part C. The net effect of the ICT transaction on your accounts is shown in Part D. Total debits and credits are now in balance for both corporation 01 and corporation 02

Re-Open a Batch Routine

Use this routine to release batches that are left IN USE because of a system crash.

Caution

A batch is also IN USE when another person is working on it. Re-opening a batch that another person is using can corrupt the database.

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Use this routine only to release batches that are suspended IN USE because of a system failure.

Note: MEDITECH recommends limiting users who have access to this routine. Typically, only the Information Systems Department has access to it.

Delete a Batch Routine

Use this routine to make an entire OPEN batch unpostable.

You can list a DELETED batch, and you can copy a DELETED batch to a new OPEN batch. However, you cannot post a DELETED batch or freeze it for future posting.

When to Use This Routine

If you create a batch and then decide not to post it (for any reason), you should delete the batch. You might delete a batch for one for the following reasons.

• The batch contains serious errors.

• There are duplicate entries in another batch.

• You reconsider an entire journal entry.

Deleting the batch ensures that the batch can never be posted and enables you to close the day.

Delete vs. Purge

Deleting a batch changes its status to DELETED, but the batch information is still present on the system and can be listed.

To remove older batch information permanently from the Live system for reasons of space management, use the Purge Routines.

Access

You can delete only batches to which you have access. Access to batches is based on your financial access (as defined at the Financial Data Access

Type prompt in the MIS User Dictionary

Deleting an Entry or Entry Group

Within an OPEN batch, you can delete either a specific entry in an entry group, or all the entries within an entry group.

Delete an entry or an entry group at the Enter/Edit Batch Transactions screen.

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To delete Do this

An entry within an entry group Delete the GL account number for the line you want to delete. Then, press <Enter>.

All the entries within an entry group

Delete the entry group's current description. Then, enter DELETED at the Desc prompt.

To delete the entire batch, use the Delete a Batch Routine.

Routines for Posting Batches

Overview of Routines to Change Status of Batches

The following routines may appear on the Process Money Batches screen. You can access the routines either by clicking on a button directly from the screen or by selecting a menu item.

• Post a Batch

• Post and Reverse

• Freeze a Batch

• Delete

• Re-Open and In Use Batch

Conditions for Posting Batches

To post a batch, each of the following conditions must be true. The batch must

• contain control totals that agree with the batch's actual totals

• be a regular batch

• be in balance

• require no inter-corporate transfers

• have no bad account numbers

The following conditions in the MIS GL Journal Dictionary relating to post-to periods must also be met.

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If the journal is defined as The post-to period must be

Prior Period Adjustments? N OPEN sympathies

Prior Periods Only? Y CLOSED

Post a Batch Routine

Use this routine to post an OPEN or FROZEN batch to the General Ledger.

Caution

After you post a batch, you cannot edit or add to it in any way. Be sure to make any corrections before you post a batch. If you post an incorrect batch, you need to create (and then post) a reversed copy of the batch using the Copy a Batch Routine, and then re-enter the batch correctly.

Posting Multiple Batches

MEDITECH's General Ledger allows you to post more than one batch at a time. To do so, use the standard selection conventions to select the batches to be posted from among those displayed on the Process Money Batches screen and then use the Post a Batch Routine.

Caution

Because you cannot edit or add to batches when they are POSTED, make sure that all selected batches are approved and correct.

When Posting Several Batches

When posting several batches, the system checks the first batch for the first date you specified. If the batch meets all the conditions for posting, the batch's status changes to POSTING and the batch is added to the posting queue.

After the system has finished checking the selected batches, it generates an exception report, showing which (if any) batches it could not post and the reasons why.

The Posting Queue

The posting queue is an internal list of batches awaiting posting. The system places batches in the queue because (technically) it posts only one batch at a time.

Under normal circumstances, it posts a batch of average length almost instantaneously. However, the speed of posting depends on the length

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and number of the other batches in the posting queue (if any) and the other user demands on the system at the time of posting.

Post and Reverse Routine

Use this routine to create and post a reversed copy of a selected batch.

In a reversed batch, the debit amounts in the old batch become credit amounts in the new batch. Similarly, the credit amounts in the old batch become debits in the new batch.

Posting the reversed batch cancels out the effects of the original batch on the GL account totals.

When to Use This Routine

Use this routine for any of the following:

• if you accidentally post an incorrect batch and need to cancel out the incorrect transactions

• for accrual batches

Note: When you copy a reversed batch, the system allows you to edit the journal and post-to period of the reversed batch. You cannot do this with the Post and Reverse Routine.

Freeze a Batch Routine

Use this routine to approve an OPEN batch for future posting. A FROZEN batch is on hold and cannot be edited or deleted. The next step is to post the batch.

For example, to free the system for other work during the day, you might want to freeze (delay posting) until a later shift. Or, you could freeze batches relating to the current period until after reports for the prior period have finished compiling.

You can list or copy a FROZEN batch.

FROZEN batches appear on the Unposted Batches Report. Since you cannot delete FROZEN batches, you must post them to close the day.

The conditions for posting batches also apply to freezing batches.

Check for Posting Routine

Use this routine to determine whether selected batches can be posted. The system checks the batch against all the conditions required for posting and displays the result on the screen. The routine leaves the batch unaffected.

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Refresh Selections Routine

Use this routine to refresh the status (on the worklist) of money batches or statistics batches that remain in POSTQ status (that is, the system indicates that the batches are still in the posting queue). For example, you may want to determine whether the system finished posting a large batch.

To use this routine, highlight the batches you want to update and select the routine. If the system finished posting the batches, the batch status changes to POSTED.

This routine is an option on both the Process Money Batches screen and the Process Statistics Batches screen.

Routines for Recurring Batches

Overview of Routines for Recurring Batches with Nil Transaction

You can use the following routines to manage recurring money batches.

• Delete Nil Transactions

• Zero Nil Transactions

• Convert Recurring to REGULAR

• Convert Regular to RECURRING

Delete Nil Transactions Routine (Process Money Batches Screen)

Use this routine to remove all nil transactions from an OPEN recurring batch.

You cannot convert a recurring batch to a regular batch if it contains nil transactions.

Restrictions on the Delete Nil Transactions Routine

After you select the Delete Nil Transactions Routine, the system checks the batch for each of the following conditions. The batch must

• be a recurring batch

• have a status of OPEN

• contain at least one nil transaction

If all of these conditions are met, the system prompts you to delete the nil transactions. Otherwise, an error message appears.

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Zero Nil Transactions Routine (Process Money Batches Screen)

Use this routine to set all nil transactions in an OPEN recurring batch to a debit of $0.00.

You cannot convert a recurring batch into a regular batch if it contains nil transactions.

When to Use this Routine

Select this routine to track the detail of transactions for all accounts in the batch each time the batch is used. Otherwise, use the Delete Nil Transactions Routine to remove the nil transactions altogether.

Restrictions on the Zero Nil Transactions Routine

After you select the Zero Transactions Routine, the system checks the batch for each of the following conditions. The batch must

• be a recurring batch

• have a status of OPEN

• contain at least one nil transaction

If all of these conditions are met, the system prompts you to zero the nil transactions. Otherwise, an error message appears.

Convert Recurring to Regular Batch Routine (Process Money Batches Screen)

Use this routine to change a recurring batch to a regular batch. Make this change after you have used a recurring batch.

1) Copy the recurring batch into another recurring batch.

2) Use the Edit Transactions Routine to enter the dollar amounts you are posting to the ledger in the appropriate blank fields.

3) If necessary, zero or delete any remaining nil transactions in the new batch.

4) Convert the batch to a regular batch. The system checks the batch to ensure that the batch can be converted.

5) Use the Edit Header Routine and Edit Transactions Routine to make the necessary edits to the new batch.

6) Post the new batch

After the batch passes the checks for recurring batches, another set of checks may occur. This second set of checks involves control counts and control amounts.

If the batch's journal requires control counts or amounts (as defined in the MIS GL Journal Dictionary), the system checks that the required

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counts or amounts exist. If they do, or if no controls are required, the system prompts you to convert the batch to a regular batch.

To make the batch a regular batch, enter Y. Otherwise enter N.

If the control counts or amounts are required and are not present, a warning message appears. The cursor then moves to the required control prompt (Control Amount or Control Count) for you to enter the required control. If both are defined as required, you must enter both to convert the batch to a regular batch.

If you exit before entering controls, the batch remains a recurring batch.

After you convert the batch, the system gives you a message that the batch is now a regular batch.

Convert Regular to Recurring Batch Routine (Process Money Batches Screen)

Use this routine to change a regular batch to a recurring batch. Do this to create batches you want to use as templates for future batches

A good candidate for a recurring batch is a regular batch that you often copy. A recurring batch is particularly useful if the dollar amounts (credit or debit) for certain accounts vary with each version of the batch, but the accounts do not change.

For example, you may set up a recurring batch as a template for a monthly set of standard journal entries. Use nil transactions in the recurring batch to vary the transaction amounts in the regular batch you create each month.

Routines for Allocation Index Batches

Overview of Routines for Allocation Index Batches

The allocation batch index allows you to maintain a list of allocation batches. After you include batches on this list, they are available to be read into Cost Accounting.

Note: This set of routines is for use in conjunction with the MEDITECH Cost Accounting Module.

The following routines may appear on the Process Money Batches screen either individually as a button, or within a menu on a button.

• Add to Allocation Index

• Remove from Allocation Index

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Add to Allocation Index Routine

Use this routine to add a batch to the Allocation Batch Index. By adding or "indexing" the batch you are approving the batch to be read into the Cost Accounting Module.

The routine allows you to designate any batch to be read into Cost Accounting, regardless of the batch's status. You do not need to post your allocation batches in GL before you can use their results in Cost Accounting.

Adding or Indexing Batches

Typically, only the allocation batches (created with the process allocation routines ) are included on this Index.

You cannot add a recurring batch to the index. To be added to the Index, a regular batch must have a status of DELETED, POSTED, or FROZEN.

Caution

MEDITECH recommends against adding POSTED or FROZEN batches to the Index. These batches are automatically designated to be read into Cost Accounting. Adding such a batch via this routine would result in an overstatement of allocation in Cost Accounting. If you do so, remember to process a reversed copy of the batch for posting in GL to address the problem.

Remove from Allocation Index Routine

Use this routine to remove a batch from the Allocation Batch Index after the batch has been read into the Cost Accounting Module. Together with the Add to Allocation Index Routine, this routine lets you control which batches are designated to be retrieved by Cost Accounting each period.

Since batches are not removed automatically from the Index when you perform the Get Period-End GL Data Routine in Cost Accounting, de-indexing allows you to keep the Allocation Batch Index as current as you want.

Routines for Listing Batches

The following routines may appear on the Process Money Batches screen either individually as a button or within a menu on a button.

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• List by Transaction

• List by Account

• List Bad Account Numbers

• Preview Effect of Posting

List Bad Account Numbers Routine

Use this routine to print a list of bad account numbers (if any) for selected batches. Bad account numbers occur in batches that transfer into GL from integrated feeder modules. The following information prints on this report.

Batch Data on the List

• date, journal, number, and status

• post-to period, database, and comment

• control totals for debits, credits, count, and hash

• actual totals for debits, credits, count, and hash

Transaction Data for Each Bad Account Number on the List

• the account number, preceded by a "?" (for example, "?01011-112-00010")

• the reason the account number was rejected

• an indication that a formerly bad account number (at the time when the batch was created) is now valid (if applicable)

• the transaction's entry line number within the batch

• the debit or credit amount

• the entry's description

If more than one transaction contains the same bad account number, the total debits or credits for that account number also print.

Preview Effect of Posting Routine

The Preview Effect of Posting Routine (available from the Process Money Batches screen) shows the effect of posting transactions in a single OPEN or FROZEN batch you have selected. Or, if all the batches you select have the same post-to period, you can select a combination of batches to preview by using the standard selection conventions.

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After you have selected the batches to preview, the system then checks whether these batches can be posted. If the system is unable to post the batches, it generates a list of reasons.

Note: Your access to this routine is controlled by the Option Set and Access Dictionaries.

When to Use This Routine

Use this routine

• to see how year-end audit adjustments affect various accounts

• to predict the effect of GL batches from feeder modules on account balances

• when manually converting from a non-MEDITECH GL system to a MEDITECH GL system

• performing step-down allocation in multiple steps (see note)

Note: In step-down allocation, allocation is carried out through the creation of sequential batches, so previewing an earlier batch helps you judge the effect of a later batch.

Summarizing Journals

Overview of Summarizing Journals

MEDITECH's General Ledger Module allows you to condense all the batches for a selected journal and period into one batch. After you create a summary money batch, only the total for the summarized batch appear on a trial balances or in the Account Inquires for that period.

If you incorrectly summarize a journal, you can un-summarize it via the Un-Summarize a Journal Routine.

This feature is primarily for health care organizations that receive daily detail from the Billing/Accounts Receivable Module. However, you can use it for any journal.

After you summarize the daily batches in a journal, their statuses change to SUMMARIZED. The summary batch's status is automatically set to POSTED

and given the current day's date.

Conditions for Summarizing a Journal

Before you can create a summary batch or un-summarize the batches in a journal, the following conditions must be true.

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• Y must be entered at the Permit Summarization? prompt in the MIS GL Journal Dictionary for the journal.

• The selected period must be the current OPEN GL period or a future OPEN GL period.

• Except for B/AR batches and journals, all batches in the journal and period selected must have a POSTED, DELETED, or SUMMARIZED status.

All conditions apply to both money batches and statistics batches.

Warnings

The system warns you that you cannot summarize if

• The journal and period have no posted batches.

• Daily batches exist with MONTHLY at the beginning of the comment and are not in POSTED, DELETED, or SUMMARIZED status. These MONTHLY batches should remain in OPEN status.

• Daily batches exist without MONTHLY at the beginning of the comment and are not in POSTED, DELETED, or SUMMARIZED status.

Also, if all monthly B/AR, LSS, and PBR batches are not posted, but all other batches are posted, the system warns you but allows you to create the summary batch.

Summarizing B/AR Journals

To summarize a B/AR journal with an OPEN monthly batch from a non-MEDITECH B/AR system without posting the batch, the batch comment requires PBR as its first three characters, and MONTHLY as part of the comment. For example, PBR.LDW MONTHLY REVENUE. PBR and MONTHLY must appear in uppercase letters. For batches received from LSS, the MEDITECH system does not track the application database from which the batch originated.

Note: The system does not check the comments in batches received from other vendor B/AR systems. Batches from other vendor B/AR systems must be POSTED, DELETED, or SUMMARIZED.

Summarizing B/AR Journals

After closing the day in B/AR, you read each day's batches into GL and post them. Posting ensures that GL's information is always current with B/AR.

At the end of the accounting period, you summarize these batches.

Period End

The period-end compilation in B/AR generates a batch that incorporates all formulas and detailed GL transactions for the period. This period-end batch contains a higher degree of accuracy and detail than the daily

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batches. For example, the period-end batch reflects any subsequent edits or corrections to a patient's charges or insurance information made during the period.

Caution

To post the period-end batch in GL, you must reverse the daily batches that have already been posted to the General Ledger. Failure to do so results in overstating your accounts.

By summarizing all the POSTED daily B/AR batches for a period, you need to create (and post) a reversed copy of only one batch at period end, instead of all the batches from each day in that period.

Create Summary Batch for Journal (Money) Routine

Use this routine to summarize the debits and credits of all the POSTED

batches for a selected journal and period into a single batch. Except for B/AR batches, you can summarize only POSTED or DELETED batches. If the (non-B/AR) journal and period contain batches in any other status, the system displays an error message and you cannot continue.

For each account, journal, and period, all the individual batch transactions are totaled into one debit and one credit transaction that appears in all GL reports.

Caution

Before running this routine, print and approve the Journal Ledger to verify the accuracy of the journal activity. After you summarize a journal, individual transactions for the summarized period no longer appear on reports for accounts.

After you use this routine, the status of all individual batches in the period changes from POSTED or DELETED to SUMMARIZED.

Create Summary Batch for Journal Pop-Up Screen

After you select a period for which to run this routine, a pop-up screen appears and allows you to do one of the following actions.

• Only summarize the selected batches

• Summarize and create a reverse batch for the selected batches

• Summarize, reverse, and post the reverse batch for the selected batches

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Using the Summarize a Journal Routine

Use the following procedure when transferring detail batches from B/AR to GL daily.

1) At the end of the period, close the last day of the period in B/AR. Closing begins the period-end compilation.

The following batches are sent to GL: − the regular daily detail batch (or batches) for the last day of the period − the period-end batch

2) List, review, and post the regular daily detail batches.

3) Run the Print Journal Ledger Routine for the B/AR journal. Make sure that all batches on the report were read in from B/AR.

Caution

If you manually entered a batch into GL and posted it to the B/AR journal, you must copy the batch to another journal before you begin the period-end closing process. Only batches sent from billing should be recorded in the B/AR journal. Otherwise, your dollar amount totals will be incorrect.

4) Run the Create Summary Batch for Journal (Money) Routine. Specify the B/AR journal for the period just closed. The system creates a single batch and automatically sets its status to POSTED. This summary batch contains the totals of all the daily activity posted to the B/AR journal for the period. The system sets the status of the batches contained in the summary batch to SUMMARIZED.

5) Create a reversed copy of the summary batch so that the period-end batch does not duplicate the month's activity. Post the reversed copy of the batch. You can complete this step via the Create Summary Batch for Journal (Money) Routine, by selecting Summarize and Create Reverse Batch on the pop-up screen.

6) Post the period-end detail batch from B/AR. You can complete step 5 and 6 at the same time via the Create Summary Batch for Journal (Money) Routine, if you select Summarize, Reverse, and Post Reverse Batch on the pop-up screen.

Note: This feature is designed for health care organizations that receive daily detail from the Billing/Accounts Receivable Module. However, you can use it for any journal.

Un-Summarize a Journal Routine

Use this routine if a journal was erroneously summarized. This routine restores account transactions (for a selected journal and period) to an unsummarized state.

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After you use this routine, the accounts' debit and credit transactions (which were previously summarized into one debit and credit transaction) are again listed individually. The transactions appear in their original batches as they did before the summary batch was created.

Each batch that made up the summary batch is assigned a POSTED status or DELETED status and the summary batch is assigned a DELETED status.

Print Journal Ledger Routine

Use the Print Journal Ledger Routine to verify the accuracy of a journal's POSTED batches for a selected period. Use this routine before you summarize the batches. The system includes active journals and inactive journals (that still have activity) in the report.

The system prints the Journal Ledger Report for a selected journal and period. This report contains the individual debits and credits of each batch posted to that journal and period, as well as the net total of each account.

When to Use This Routine

Use this routine before you summarize a journal via the Create Summary Batch for Journal (Money) Routine.

Although you typically print this ledger for the Billing/Accounts Receivable journal when receiving daily detail from B/AR, you can generate it for any journal and period as a summary of the journal's activity.

Print Journal Ledger Report Information

The Journal Ledger provides totals of debits and credits for the selected period. Both counts and amounts (normal and reversed) are included. The report also lists the number and description of each GL account to which batches were posted.

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For each account, the following information prints for every batch:

• batch date and number

• entry number or entry group number

• debit or credit amount

• batch description

Monitoring Batch Information

Overview of Batch Reports

MEDITECH's General Ledger Module provides several standard lists to help you track batch information. The table below shows each report, the routine used to access the report, and the information contained on the report.

Report Routine Provides a list of

GL Batch List List GL Batches All batch transactions (in entry order) for a date and journal you specify

GL Batch List (by account)

List GL Batches (by Account)

All batch transactions (in account number order) for a date and journal you specify

Bad Account Numbers List

List Bad Account Numbers

All batch transactions containing invalid account numbers for a date and journal you specify

Preview of Posting

Preview of Posting How account balances are affected if you post OPEN and/or FROZEN batches for a specific date, journal, or period

Preview Effect of Posting

Preview Effect of Posting

How account balances are affected if you post selected OPEN and/or FROZEN batches

Journal Summary Batch Summary (by Journal)

Batches (in summary format) for a range of dates and journals

Recurring Batches List

List Recurring Batches

OPEN and DELETED recurring batches (in summary format) for a range of dates

Batches on the Allocation Index

List Batches on the Allocation Index

All batches that have been added to the Allocation Index for a specified period

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Listing Batch Transactions

Overview of Listing Batch Transactions

You can access the List GL Batch Reports from the following modules.

• GL • FA

• AP • PP

You can use the report to

• check for data entry errors in a batch

• verify that all transactions were entered

• identify bad account numbers

List GL Batches Routine

Use this routine to list batch transactions in entry order for selected batches. You restrict the list to include only regular or recurring batches. The system includes batches from active journals and inactive journals (that still have activity) in the report.

Transactions within each batch appear on the report in the order they were entered.

The following batch information appears on the top of each page.

• Post to period • Actual amounts

• Database • Control amounts

• Comment • Hash amounts

• Dates and times on which the batch was created, summarized, unsummarized, last edited, and posted

• Users who created, summarized, unsummarized, last edited, and posted the batch

Note: To list the transactions in order by account number, use the List GL Batches (by Account) Routine.

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List GL Batches (by Account) Routine

Use this routine to list batch transactions in account order for selected batches. You restrict the list to include only regular or recurring batches. The system includes batches from active journals and inactive journals (that still have activity) in the report.

Transactions within each batch appear on the report in account number order, regardless of their transaction number within the batch.

The following batch information appears on the top of each page.

• Post to period • Actual amounts

• Database • Control amounts

• Comment • Hash amounts

• Dates and times on which the batch was created, summarized, unsummarized, last edited, and posted

• Users who created, summarized, unsummarized, last edited, and posted the batch

Note: To list the batch transactions in the order they were entered, use the List GL Batches Routine.

Selecting and Sorting the GL Batch List

You can print the GL Batch List for money batches or for statistics batches, but you cannot include both types of batches on the same report. The GL Module provides separate routines for listing money batches and statistics batches.

You can access the GL Batch List via either a menu, or (depending on the settings in the GL Option Set and Access dictionaries), via one of the Process screens (Process Money Batches or Process Statistics Batches).

If you print the GL Batch List from a menu, you can list a range of batches for a particular batch date and journal.

By printing the list from a Process screen, you can use the Process screen selection features to select batches that were entered on different

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dates and journals. You also have greater flexibility in determining the batch numbers that appear on the report.

Selecting Batches From Within Feeder Modules (AP, FA, and PP)

The GL Batch List is available only via a menu. You can list a range of batches for a particular batch date and journal.

Information on the GL Batch List

The GL Batch List includes batches in all statuses. Batches print in the order that they are entered. When you print the GL Batch List, the information on the report varies depending upon both of the following.

• The manner in which transactions were entered (group-input format or non-group input format).

Statistics batches and batches sent to GL from feeder modules always appear in non-group input format.

• Whether your health care organization uses corporation journals. If your organization uses corporation journals, the report includes

− additional information to help you cross-reference the feeder module batch with the batches that the system retrieved in GL.

− information pertaining to bad ICT account numbers that occurred in each batch that the system retrieved in GL.

Report Information

In general, the following batch information appears on the GL Batch List.

• batch date • journal

• batch number • current batch status

• comment (if any) • post-to period

• control amounts and counts • control and actual hash

• totals for the counts and amounts of debits and credits

The transaction information that appears on the report varies depending on whether the batch was entered in group input format or non-group input format.

Transaction Information on the GL Batch List (Group Input Format)

The following transaction information appears on the report.

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• entry group, number, and description

• entry line number(within the entry group)

• account numbers and descriptions

• debit and credit amounts

• totals per entry group

Note: MM accrual batches list the vendor name, vendor number, purchase order number, purchase order facility, and any accrual text notes.

Transaction Information on the GL Batch List (Non-Group Input Format)

The following transaction information appears on the report.

• entry line number and description

• debit and credit account numbers

• debit and credit amounts

• totals per entry

Note: MM accrual batches list the vendor name, vendor number, purchase order number, purchase order facility, and any accrual text notes.

Corporation Journals and the Effect on the GL Batch List

When the system assigns batches to corporation journals, the GL Batch List includes (in addition to the information on the report) cross-references so that you can trace the batches that were created in GL back to a single feeder module (AP, BAR, FA, MM, PP) batch.

Listing the Report in GL

If the Read Batches by Corporation parameter for a particular application database is set to Y, you can include the following additional information on the GL Batch List.

• Corporation associated with the batch that you are listing. If no corporation appears on the report, the system failed to identify a corporation for the transactions in the batch.

• Name of the feeder module batch from which the system created the corresponding GL batch.

• Batches included in the same transfer group.

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Listing the Report From Within the Feeder Modules (AP, FA, MM, PP)

When you print the GL Batch List from within any feeder module, you can include a list of every GL batch in the same transfer group.

Bad ICT Account Numbers, GL Corporation Journals, and the GL Batch List

If your health-care organization assigns batches to corporation journals, the system does one of the following when it encounters a bad account number that was caused by the lack of an ICT expression in the system parameters.

When the system

It sends the transaction to

And prints this message on the GL Batch List (instead of an ICT account number)

Can identify the corporation

Its associated corporation journal

? BAD ICT ACCT CORP 01 ?

Cannot identify the corporation

A separate batch for bad account numbers

? BAD ICT ACCT CORP ?

Caution

You need to resolve all bad account numbers before you can post the batch and close the day.

If a parameter lacks an expression or contains an incorrectly-defined expression, contact MEDITECH to resolve the problem.

Notes: If your organization does not use corporation journals, the system assigns bad account numbers to the default journal assigned in the MIS parameters.

The system can create bad account numbers for reasons other than the lack of an ICT expression in the parameters.

Previewing Posting

Preview of Posting Routine

The Preview of Posting Routine shows the effect that posting selected OPEN and FROZEN batches would have on general ledger accounts without actually posting the batches. Account balances remain unaffected by this preview of posting.

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Select the batches to preview by specifying dates, journals, and batch numbers for the batches you want. If all the batches you select have the same post-to period, you can preview posting for multiple batches.

If the system cannot post a batch you have selected, it sends you an error message.

When to Use This Routine

Use this routine

• to see how year-end audit adjustments affect various accounts

• to predict the effect of GL batches from feeder modules on account balances

• when manually converting from a non-MEDITECH GL system to a MEDITECH GL system

• performing step-down allocation in multiple steps (see note)

Note: In step-down allocation, allocation is carried out through the creation of sequential batches, so previewing an earlier batch helps you judge the effect of a later batch.

Creating Other Batch Reports

Batch Summary By Journal Routine

Use the Batch Summary by Journal Routine to print a summary of batches for a range of batch dates and journals. The report is called the Journal Summary.

The report includes OPEN, FROZEN, POSTED and IN USE batches. Only regular batches print on the Journal Summary. The system includes batches from active journals and inactive journals (that still have activity) in the report.

When to Use This Routine

Use this routine to

• view a summary of all activity from one feeder module at period end

• see which batches in a particular journal are posted to future periods

Information on the Report

The Batch Summary by Journal report provides the following information for each journal you specify:

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• journal

• batch number, status, and database

• post-to period

• debit and credit amounts

• batch comment

• journal and date totals

List Recurring Batches Routine

Use the List Recurring Batches Routine to print a list of recurring batches for a specified range of batch dates. You can include OPEN or DELETED recurring batches, or both. The system includes batches from active journals and inactive journals (that still have activity) in the report.

Note: IN USE batches are included with OPEN batches.

When to Use This Routine

Use this routine if you are considering entering a recurring batch and you want to check whether you already have one on file for your purpose.

In addition, you can use this report to identify a recurring batch that you want to reuse. An example of this might be the recurring batch whose comment is QUARTERLY DIVIDEND BATCH - KMM.

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List Batches on the Allocation Index Routine

Use this routine to list the batches on the Allocation Batch Index. To limit the batches that print on the report, you can specify a range of post-to periods.

Use this routine

• to determine which batches are still on the Allocation Batch Index. If earlier periods' batches are no longer of use, you can remove them from the Index.

• before you perform the Get Period-End GL Data Routine in Cost Accounting, in order to verify the presence and accuracy of the batches on the Allocation Index.

Statistics Batches

Overview of Statistics

MEDITECH provides a separate set of routines within the General Ledger Module to process and report activity for statistics accounts.

You enter statistics transactions in batches in the same way you enter money transactions, but you use the Process Statistics Batches screen. Separate statistics routines ensure accuracy by preventing any risk of posting a statistics transaction to a money account, or vice versa.

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Statistics Batches vs. Money Batches

Unlike money batches, statistics batches require no debits and credits. Statistics batches require only one column (for totals). Money batches always require an offsetting transaction.

Likewise, any statistics batch report contains only a single column for the total.

Entering Statistics Transactions

Group input format (which allows flexibility to handle money batch debits and credits) is not necessary for statistics batches. For entering and editing transactions, statistics batches use only one format that is similar to the non-group input format.

Negative Amounts Allowed

Unlike the amounts in money transactions (which can be entered only as positive amounts in either the debit or credit column of the process screen), statistics amounts can be either positive or negative.

Identifying a Statistics Batch

Statistics batch numbers always begin with the letter S. Money batch numbers have no prefixes.

If the batch is identified as follows It is a

Batch S01, Journal GEN, Date 03/01/02 statistics batch

Batch 44, Journal GEN, Date 03/02/02 money batch

Retrieving Statistics Batches from Other Modules

The following integrated modules can send statistics batches to GL:

• Payroll/Personnel

• Billing/Accounts Receivable

If these applications are defined to collect and send statistics batches, then the system transfers the statistics batches to GL at the same time as the money batches (with the same date and journal).

If the Billing/Accounts Receivable parameter Send Statistics To GL is set to N, GL receives the statistics batch from B/AR only at period end.

Like money batches, you can edit, freeze, list, copy, post, or delete statistic batches. You must post or delete a day's statistics batches before you can close the day.

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See Also: System Maintenance

Summarizing Batches in Statistics Journals

Just as for money batches, the General Ledger Module lets you print a journal summary and then summarize a journal's statistics batches. Like its money counterpart, use the Create Summary Batch for Journal (Statistics) Routine with caution, as it summarizes all POSTED batches into one summary batch for the selected period and journal.

This feature is used primarily when the Billing/Accounts Receivable Module sends daily detail to GL (as defined in the B/AR parameters). However, you can use it for any journal.

Delete Nil Transactions Routine (Process Statistics Batches Screen)

Use this routine to remove all nil transactions from an OPEN recurring statistics batch.

You cannot convert a recurring batch to a regular batch if it contains nil transactions.

Restrictions on the Delete Nil Transactions Routine

After you select the Delete Nil Transactions Routine, the system checks the batch for each of the following conditions. The batch must

• be a recurring batch

• have a status of OPEN

• contain at least one nil transaction

If all of these conditions are met, the system prompts you to delete the nil transactions. Otherwise, an error message appears.

Zero Nil Transactions Routine (Process Statistics Batches Screen)

Use this routine to set all nil transactions in an OPEN recurring statistics batch to an amount of 0.

You cannot convert a recurring batch into a regular batch if it contains nil transactions.

When to Use this Routine

Use this routine to track the detail of transactions for all accounts in the batch each time the batch is used. Otherwise, use the Delete Nil Transactions Routine to remove the nil transactions altogether.

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Restrictions on the Zero Nil Transactions Routine

After you select the Zero Nil Transactions Routine, the system checks the batch for each of the following conditions. The batch must

• be a recurring batch

• have a status of OPEN

• contain at least one nil transaction

If all of these conditions are met, the system prompts you to zero the nil transactions. Otherwise, an error message appears.

Overview of Copy a Statistics Batch to Multiple Periods

Use this routine to copy a statistics batch to a range of GL periods. You can

also use this routine to copy reversing batches to a range of GL periods.

In the top portion of the screen, you enter the information about the batch you

are copying (that is, the batch that contains the standardized transaction).

After you identify the batch you want, you enter the journal and range of GL

periods to which you want to copy the batch. The system automatically

calculates and displays the total number of periods to which the batch is

copied.

Note: This routine does not post the batches that it creates.

The system creates the batches with a batch date of the last day in the GL

period to which the batches are assigned, unless the last day occurs before

the start date of the current GL period. If the last day in the GL period

occurs prior to the current period, the system assigns the current date.

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Processing Batches with the Process Statistics Batches Screen

Overview of the Process Statistics Batches Screen

Use the Process Statistics Batches screen to manually post statistics transactions directly in the General Ledger Module. From this screen, you can create a new batch of entries, or work with a previously created batch.

Use the Process Money Batches screen to post statistics transactions.

Use the System Maintenance routines to automatically retrieve monetary and statistics transactions from other modules.

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Selecting Statistics Batches

Overview of Selecting/Deselecting Statistics Batches

Selecting the Batches to Display

Use the Select Batches to Process Routine to select the statistics batches with which you want to work. The batches appear on the screen.

To clear the screen to work on different batches, use the Remove Batches from Screen Routine.

These two routines may appear on the Process Statistics Batches screen either individually as a button or within a menu on a button.

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Selecting Batches on the Screen Display

After the batches appear on the Process Statistics Batches screen, you can select from within these batches (for example, post or freeze) by using standard selecting conventions.

Select (Statistics) Batches to Process Routine

Use this routine to select one or more statistics batches to process.

You can restrict your selection by any of the following

• date or range of dates

• journals

• status

• post-to periods

• databases

• recurring batches, regular batches, or both

Remove (Statistics) Batches from Screen Routine

Use this routine to clear any currently selected statistics batches from the Process Statistics Batches screen. You can also clear a combination of selected batches by using the standard selection conventions.

After you clear the screen, you can select a new group of batches to process or create a new batch.

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Routines for Creating Statistics Batches

Overview of Routines for Creating Statistics Batches

The following routines may appear on the Process Statistics Batches screen either individually as a button or within a menu on a button.

• Create a New Batch

• Copy a Batch

Create a (Statistics) Batch Routine

Use this routine to create a new OPEN statistics batch. You can then add one or more entries to the batch.

The Create a Batch Routine consists of two screens. On the first screen (Create Batch), enter general batch information that identifies the batch and control totals. Enter the following information:

• batch date, journal, and post-to period

• database associated with the batch

• whether the batch is recurring

• batch's comment

• batch's control amount, control count, and control hash

On the second screen (Enter/Edit Statistics Batch Transactions) enter the transactions for the batch. Enter the following information:

• description of the entry

• account number for the transaction

• amount

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Copy a (Statistics) Batch Routine

Use this routine to create a copy of a statistics batch. You can create either a normal or a reversing batch. In a reversing batch, statistics totals become negative. You can copy a batch that is OPEN, DELETED, POSTED, FROZEN, or SUMMARIZED. To copy a statistics batch, enter the following information for the new batch:

• date

• journal

• post-to period

• database

• whether the batch is to be normal or reversed

The status of the new batch is automatically OPEN. The system automatically assigns the next sequential batch number (for that day and journal) to the batch. You can then edit and post the new batch as needed.

When to Use this Routine

Use this routine to correct batches that were posted with errors or to reverse accrual batches in subsequent months

After you copy a statistics batch, you can either process the new batch immediately, or return directly to the Process Statistics Batches screen to work with the original batch.

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Routines for Editing Statistics Batches

Overview of Routines for Editing Statistics Batches

The following routines may appear on the Process Statistics Batches screen either individually as a button or in a menu on a button.

• Edit Header

• Schedule

• Edit Transactions

• Edit Bad Account Numbers

• Scan

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Edit (Statistics) Header Routine

Use this routine to make changes to the following information in an OPEN statistics batch:

• control totals

• comment

• database

Edit (Statistics) Transactions Routine

Use this routine to make changes to an OPEN statistics batch. You can do any of the following:

• add new entries to a batch

• add transactions to an existing entry group in a batch

• edit existing transactions

• delete transactions

As you enter transactions, the system calculates and displays the total amount of the transactions in the Transaction Total field.

Note: Do not confuse this routine with the Delete a (Statistics) Batch Routine, which deletes entire batches.

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Edit Bad (Statistics) Account Numbers

Use this routine to correct any invalid account numbers in statistics batches received from other modules.

The system creates an invalid (or "bad") account number any time a feeder module

• contains an expression or component value resulting in a GL account number that is undefined in the MIS GL Account Dictionary

• sends a transaction containing a control account

• uses an account number that has been set to inactive in the MIS GL Account Dictionary

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Re-Open a (Statistics) Batch Routine

Use this routine to release statistics batches that are left in IN USE status because of a system crash.

Caution

A batch is also IN USE when another person is working on it. Re-opening a batch that another person is using can corrupt the database. Use this routine only to release batches that are suspended IN USE because of a system failure.

Note: MEDITECH recommends limiting users who have access to this routine. Typically, only the Information Systems Department has access to it.

Delete a (Statistics) Batch Routine

Use this routine to make an entire OPEN statistics batch unpostable.

You can list a DELETED batch, and you can copy a DELETED batch to a new batch. However, you cannot post a DELETED batch or freeze it for future posting.

When to Use This Routine

If you create a statistics batch and then decide not to post it (for any reason) you should delete the batch. You might delete a batch for one for the following reasons.

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• The batch contains serious errors.

• There are duplicate entries in another batch.

• You reconsider an entire journal entry.

Deleting the batch ensures that the batch can never be posted and enables you to close the day.

Delete vs. Purge

Deleting a statistics batch changes its status to DELETED, but the batch information is still present on the system and can be listed.

To remove older batch information permanently from the Live system for reasons of space management, use the Purge Routines.

Access

You can delete only batches to which you have access. Access to batches is based on your financial access (as defined at the Financial Data Access

Type prompt in the MIS User Dictionary).

Deleting an Entry Within a Statistics Batch

Within an OPEN statistics batch, you can delete either a specific entry in the group, or all the entries within the group.

To delete Do this

A single entry Delete the GL account number for the line you want to delete. Then, press <Enter>.

All the entries within the batch Delete the current description for the group of entries. Then, enter DELETED at the Desc prompt.

Routines for Posting Statistics Batches

Overview of Routines to Change Status of Statistics Batches

The following routines may appear on the Process Statistics Batches screen. You can access the routines either by clicking on a button directly from the screen or by selecting a menu item.

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• Post a Batch

• Freeze a Batch

• Delete a batchDeleting_Statistics_Transactions

• Re-Open a Batch

•

Post a (Statistics) Batch Routine

Use this routine to post an OPEN or FROZEN statistics batch to the General Ledger. Posting immediately affects the accounts and journals used in the batch.

Caution

After you post a batch, you cannot edit it or add to it in any way. Be sure to make any corrections before you post a batch. If you do post an incorrect batch, you need to create (and then post) a reversing copy of it using the Copy a (Statistics) Batch Routine, and then re-enter the batch correctly.

Conditions for Posting Statistics Batches

To post a statistics batch, both of the following conditions must be true. The batch must

• contain control totals that agree with the batch's actual totals

• have no bad account numbers

The following conditions relating to the MIS GL Journal Dictionary must also be met.

If the journal is defined as The post-to period must be

Prior Period Adjustments? N OPEN

Prior Periods Only? Y CLOSED

Check for Posting Routine (Statistics)

Use this routine to determine whether selected statistics batches can be posted. The system checks the batch against all the conditions required for posting and displays the result on the screen. This routine leaves the batch unaffected.

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Freeze a (Statistics) Batch Routine

Use this routine to approve an OPEN statistics batch for future posting. A FROZEN batch is on hold and cannot be edited or deleted. The next step is to post the batch.

For example, to free the system for other work during the day, you might want to freeze (delay posting) until a later shift . Or, you could freeze batches relating to the current period until after reports for the prior period have finished compiling.

You can, however, list or copy a FROZEN batch.

FROZEN batches appear on the Unposted Batches List. Since you cannot delete FROZEN batches, you must post them to close the day.

The conditions for posting batches also apply to freezing batches.

Routines for Listing Statistics Batches

The following routines may appear on the Process Statistics Batches screen either individually as a button or in a menu on a button.

The reports generated by these routines contain only amounts, while the money batch reports contain credits and debits.

• List by Transaction

• List by Account

• List Bad Account Numbers Routine

List Bad (Statistics) Account Numbers Routine

Use this routine to print a list of bad statistics account numbers (if any) for selected batches. Bad account numbers occur in batches that transfer into GL from integrated feeder modules. The following information prints on this report.

Batch Data on the List

• date, journal, number, and status

• post-to period, database, and comment

• control totals

• actual totals

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Transaction Data for Each Bad Account Number on the List

• the account number, preceded by a "?" (for example, "?01011-112-00010")

• the reason the account number was rejected

• an indication that a formerly bad account number (at the time when the batch was created) is now valid (if applicable)

• the transaction's entry number within the batch

• amount

• entry's description

If more than one transaction contains the same bad account number, the total amount for that account number also prints.

Routines for Recurring Statistics Batches

Overview of Routines for Recurring Statistics Batches

You can use the following routines to convert recurring statistics batches.

• Convert Recurring to REGULAR Routine

• Convert Regular to RECURRING Routine

Convert Recurring Batch to Regular Batch Routine (Process Statistics Batches Screen)

Use the following steps to change a recurring batch to a regular batch via this routine.

1) Copy a recurring batch.

2) Use the Convert Recurring to Regular Routine to convert the new batch to a regular batch. The system brings you to the Edit Batch Header Routine.

3) Edit the header of the new batch, and file it. After you file the batch, the system gives you a message that the batch is now a regular batch.

4) Use the Edit Transactions routine to make the necessary edits to the new batch.

5) Post the new batch.

When you post a batch, the system applies a set of checks that involve control counts and control amounts. If the batch's journal requires control counts or amounts (as defined in the MIS GL Journal Dictionary), the system checks that the required counts or amounts exist. If the controls are correct, or if no controls are required, the system posts the

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batch. If the batch requires controls and the controls are not met, you cannot post the batch.

Convert Regular Batch to Recurring Batch Routine (Process Statistics Batches Screen)

Use this routine to convert the batch to a recurring batch and create templates that you can use for future statistics batches.

When you select this routine, the system brings you to the Edit Batch Header Routine. Edit the header of the batch, and file it. After you file the batch, the system gives you a message that the batch is now a recurring batch.

You can create recurring batches for regular batches that you often copy. A recurring batch is useful for accounts where the statistics amounts vary with each version of the batch, but the accounts do not change.

For example, you might set up a recurring batch as a template for a monthly set of standard journal entries.

Conditions for Converting Batches

To convert a regular batch to a recurring batch, the batch must meet each of the following conditions. It must

• have a status of OPEN

• be entered in group-input format

• be on the Allocation Batch Index

• contain no bad account numbers

To convert a recurring batch to a regular batch, the batch must be OPEN and contain no nil transactions.

Summarizing Statistics Journals

Overview of Summarizing Statistics Journals

Just as you can summarize money batches for a selected journal and period, you can also summarize statistics batches. After you summarize a statistics journal only a total (or summary) of that journal's statistics activity appears on a trial balance or the Account Inquiry for that period.

For example, you might summarize all the weekly hours worked in each job code and department (from the Payroll/Personnel Module) into a total of hours for a given period. Instead of separate batches for payroll

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statistics each pay period, a single summary batch contains the payroll hours for the entire period.

This feature is primarily for health care organizations that receive daily detail from the Billing/Accounts Receivable Module. However, you can use it for any journal.

Create Summary Batch for Journal (Statistics) Routine

This routine allows you to consolidate all POSTED statistics batches for a given journal and period and create one summary batch that contains the total of all accounts. The routine is identical to the Create Summary Batch for Journal (Money) Routine for money batches.

Caution

Before using this routine, print the Journal Ledger for statistics to check that the detail is correct. After you create the summary batch, individual transactions no longer appear on reports for accounts.

The following information is assigned to the summary batch.

• batch date (the current date)

• status (POSTED)

• batch comment (<Post-to Period> SUMMARY, for example, DEC 02 SUMMARY)

The status of all the individual batches changes from POSTED or DELETED to SUMMARIZED.

Create Summary Batch for Journal Pop-Up Screen

After you select a period for which to run this routine, a pop-up screen appears and allows you to do one of the following actions.

• Only summarize the selected batches

• Summarize and create a reverse batch for the selected batches

• Summarize, reverse, and post the reverse batch for the selected batches

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Un-Summarize a (Statistics) Journal Routine

Use this routine if you have mistakenly created a summary statistics batch. This routine restores account transactions (for a selected journal and period) from a summarized status to an unsummarized status.

After you run this routine, the accounts' transactions are again listed individually. They appear in their original batches as they did before the summary batch was created. Each batch that made up the summary batch is assigned a POSTED status and the summary batch is assigned a DELETED status.

Print Journal Ledger (Statistics) Routine

Use this routine to verify the accuracy of a journal's POSTED statistics batches for a selected period.

When to Use This Routine

Use this routine before you summarize a journal via the Create Summary Batch for Journal (Statistics) Routine.

Although you typically print this ledger for the Billing/Accounts Receivable journal when receiving daily detail from B/AR, you can generate it for any journal and period as a summary of the journal's activity.

For a selected journal and period, the routine prints the totals of each statistics batch posted to that journal and period, as well as a net total of each account.

Journal Ledger (Statistics) Report Information

For each account, the report displays

• account number and description

• batch date and number

• entry number

• total

• transaction description

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Batch Summary by (Statistics) Journal Routine

Use the Batch Summary by (Statistics) Journal Routine to print a summary of batches for a range of batch dates and journals. The system includes batches from active journals and inactive journals (that still have activity) in the report.

For each journal specified, the report contains the following information:

• batch number

• status

• database

• post-to period

• activity for period (can be either positive or negative)

• comment

The system prints only OPEN, IN USE, FROZEN, and POSTED batches on this report.

List Recurring Statistics Batches

Use this routine to print a list of recurring batches for a specified range of batch dates. You can include OPEN or DELETED recurring batches, or both. The system includes batches from active journals and inactive journals (that still have activity) in the report.

Note: IN USE batches are included with OPEN batches.

When to Use This Routine

Use this routine if you are considering entering a recurring batch and you want to check whether you already have one on file for your purpose.

In addition, you can use this report to identify a recurring batch that you want to reuse.

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Troubleshooting Batches

Overview of Troubleshooting Batches

Consult the following table to determine which routine to use for correcting batches that cannot be posted or that contain errors.

If the batch Use this routine See Also

Is not OPEN Copy a Batch Routines for Creating Batches

Contains bad account numbers

Edit Bad Account Numbers

Troubleshooting Bad Account Numbers

Is out of balance Edit Transactions Routines for Editing Batches

Requires inter-corporate transfers

Create ICTs Inter-Corporate Transfers

Contains control totals that do not agree with actual totals

Edit Header (to edit control totals) Edit Transactions (to edit actual totals)

Routines for Editing Batches

Is a recurring batch Convert Recurring to Regular Batch

Routines for Recurring Batches

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Troubleshooting Bad Account Numbers

Overview of Troubleshooting Bad Account Numbers

Bad account numbers usually result from improperly defined expressions in the feeder modules or from improperly defined component values. When feeder modules transfer batches to GL based on improperly defined expressions or improperly-defined dictionary entries, the system creates account numbers that do not exist within the MIS GL Account Dictionary.

Unless you resolve these bad account numbers, you cannot post the transaction (and its related batch) to the General Ledger.

Resolving Bad Account Numbers

The MEDITECH financial system can create two types of bad account numbers:

• ordinary bad account numbers

• bad ICT account numbers

A bad ICT account number (a special case of a bad account number) occurs when a feeder module lacks an inter-corporate transfer (ICT) expression or contains an improperly defined expression. The system uses ICT expressions to create account numbers for any inter-corporate transfer transactions needed to balance the feeder module batches.

Caution

An ICT expression can create a bad account number even if it is properly defined. Contact your MEDITECH Applications Specialist if you encounter problems with an ICT expression.

Locating Bad Account Numbers

In general, the system assigns batches with bad account numbers to the journal entered in the MIS parameters for the application or database.

If the system It assigns the transaction to

Can determine the corporation for the transaction

The appropriate journal defined in the MIS parameters for the application or the database (regardless of whether the transaction account number is valid)

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If the system It assigns the transaction to

Cannot determine the corporation for the transaction

A bad corporation batch (that is, a separate batch containing only account numbers with unknown corporations)

Resolving Bad Account Numbers

You need to resolve all bad account numbers before you can post a batch. All batches must be posted before you can close the General Ledger.

Use the List GL Batches Routine to list the bad corporation batch. Use the List Bad Account Numbers Routine to list only the bad account numbers in any batch.

Note: If you list the bad corporation batch via the List Bad Account Numbers Routine, you list all the account numbers in the batch (because, all the account numbers in this batch lack a corporation).

To temporarily fix a bad account number, use the Edit Bad Account Numbers Routine. However, unless you correct the underlying problem, the bad account number will re-occur the next time a transaction is created with these variables.

Locating the Source of Bad Account Numbers

Bad account numbers can be created in the MIS GL Account Dictionary, the feeder module sending the transactions, or both.

Consult the table below to help pinpoint the source of a bad account number.

Reason on Error Report

Investigate in Feeder Module

Investigate in MIS GL Account Dictionary

Does Not Exist Is the source expression correct?

Should the account be entered?

Bad Corporation Is the source expression correct?

Should the account be entered?

Control Account Is the source expression correct?

Was the account incorrectly designated a control account?

Account Cannot Be Used

Is the source expression correct?

Was the account incorrectly set to INACTIVE?

? BAD ICT ACCT CORP 01?

Is the ICT expression correct?

Should the account be entered? (Are all components properly defined)

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Reason on Error Report

Investigate in Feeder Module

Investigate in MIS GL Account Dictionary

? BAD ICT ACCT CORP ?

Is the corporation within the ICT expression entered correctly

Should the account be entered? (Are all components properly defined)

Correcting Errors in Open Batches

Correcting Batch Discrepancies

If you find discrepancies between a batch's control totals and actual totals, check that each of the following is true.

• Control totals are calculated properly. − all transactions are included − digits are correct − addition is correct

• All transactions are entered into GL.

• The amounts for each transaction are entered correctly.

• The account numbers for each transaction are entered correctly.

You cannot freeze or post a batch if the control totals and actual totals differ. After you have determined the cause of the error, use the appropriate routine to correct it.

If this error occurs Fix it with this routine

Control totals were entered incorrectly

Edit Header

Transactions were entered incorrectly (for example, a debit transaction was entered as a credit)

Edit Transactions

Control Totals

To reduce errors within batches, your health care organization can use any or all of the following control totals:

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• control count

• control amount

• control hash

Control totals must agree with the actual totals in a batch before the batch can be posted.

Setting Up Control Totals

Your health care organization decides when to use control counts and control amounts. You define which control totals are required for a particular journal's batches by entering Y or N at the Require Control

Amount? and Require Control Count? prompts in the MIS GL Journal Dictionary for the journal you want.

For example, the control count might be appropriate for the batches in one journal, but another journal may require control counts and control amounts.

Even if control amounts and control counts are not defined as required for a particular journal, you can enter control totals for a particular batch at the Create Batch screen. You can also edit control totals at the Edit Batch Header screen.

Using Control Totals

To use control totals follow these steps.

1) Before entering any transactions, calculate the control totals for the batch. Use the Create a Batch Routine to enter these totals into the GL Module.

2) Use the Enter/Edit Batch Transactions screen (accessed by the Create a Batch Routine or the Edit Transactions Routine) to enter the batch transactions into the MEDITECH GL Module.

3) Ensure that the actual totals from step 2 equal the control totals you entered in step 1. If the totals are not equal, review both the calculations of both the control totals and the actual totals to find any errors.

4) When the actual batch totals equal the control totals for the batch, you can then post the batch.

Correcting Errors in Frozen or Posted Batches

Creating a Reversing Batch

Reversed batches (in which debits become credits, and vice versa) provide a fully auditable mechanism for correcting errors in FROZEN and

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POSTED batches. You create a reversed batch by using the Copy a Batch Routine and entering Y at the Copy Normal or Reversing (N/R) prompt.

You should create and post a reversed batch if you accidentally post an incorrect batch and need to cancel the incorrect transactions.

Correcting Errors in Frozen Batches

If a FROZEN money batch contains an error, you must create and post a reversed batch to remove the error from the GL accounts.

If numerous entries contain errors

1) Create a reversed copy of the batch

2) Delete the correct entries

3) Post the FROZEN batch and the reversed batch

If only one entry is in error

1) Create a new batch with a reversed entry (a credit if the error was a debit, and vice versa) to correct the incorrect entry (that is, a credit if the error was a debit, and vice versa).

2) Post the FROZEN batch and the reversed batch.

Correcting Errors in Posted Batches

If you post an incorrect batch, you must create and post a new batch that reverses the transactions. This removes the effect of the incorrect transactions from the GL accounts.

If numerous entries within a batch contain errors

1) Create a reversed copy of the batch

2) Delete the correct entries from the batch

3) Post the reversed batch.

If only one entry is incorrect

1) Create a new batch with a reversed entry (a credit if the error was a debit, or vice versa)

2) Post the batch containing the correction.

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Basic Routines

Overview of System Maintenance MEDITECH's General Ledger Module receives, processes, and records account data in batches. Batch processing provides an efficient means of entering, tracking, and finalizing large numbers of transactions. You can enter batches directly into GL, or you can retrieve batches from other financial applications.

Use the Process Money Batch screen or the Process Statistics Batch screen to enter data directly into GL.

Use one of the following procedures to retrieve batches from other financial applications.

• Start the appropriate background job to automatically retrieve batches from integrated MEDITECH modules.

• Use the Read Batches From Applications Routine to retrieve batches from integrated MEDITECH modules.

• Use the Read Batches From Inbox Routine to manually retrieve batches from non-integrated (non-MEDITECH) feeder modules.

Note: Before using the Read Batches from Inbox Routine for the first time, an Inbox Delivery Service of GL BATCH must be defined in the MIS Delivery Service Dictionary.

Retrieving Transactions from Other Modules into the General Ledger

Overview of Batch Transfer from Other Modules

The GL Module retrieves batches for a specified date or a range of dates in batch date sequence. Batches are assigned an OPEN status unless you specify a date which has already been closed in the General Ledger. In this case, the system reads in the batch but automatically assign it a DELETED status in the General Ledger.

Note: The day must be closed in Accounts Payable and Billing/Accounts Receivable before batches can be transferred to General Ledger.

Reading the Same Batches More than Once

If additional activity has occurred in a feeder module necessitating re-transfer to GL for a particular day (for example, a user created GL batches in Payroll/Personnel prematurely), you can still transfer the later batch.

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The system allows you to read a batch into GL as often as you want from any database. However, you must make sure you do not post the same batch twice. Doing so results in an over-statement of the GL account balances.

Batches are re-read into the General Ledger for a specified date or a range of dates (in batch date sequence) and assigned an OPEN status if the specified date is not closed in General Ledger. If the specified date is closed in GL, the system reads in the batch but automatically assigns it a DELETED status.

To re-open a deleted batch, use the Copy a Batch Routine. You can then edit and post the new batch as needed.

Note: Remember to create and post a reversing copy of the original POSTED batch for that date to avoid overstating your GL account balances.

Reading Batches from Applications

Read Batches from Applications Routine

Use this routine to manually read in batches from MEDITECH feeder modules to the GL Module. The system checks the batches to determine if they can be posted. When the system completes this check, it generates a Batch Exception Report.

Note: Before you can use this routine, your MEDITECH GL Applications Specialist must define (in the GL parameters) the source modules from which you are transferring data.

You do not need to use this routine to regularly send batches from integrated MEDITECH modules to GL. Automatic transfer occurs after your MEDITECH GL Applications Specialist enters the appropriate MIS parameters and a GL user runs the Read Batches from Applications Routine once for a selected application database.

The Read Batches from Applications Routine also lets you do the following.

• Read batches that have not transferred automatically due to a system crash or some other reason.

• Re-read batches from feeder modules. When re-reading batches, the system prompts you to answer Y or N for the re-transfer of batches.

• View the last dates on which batches were transferred from feeder modules into the General Ledger.

• Print a Batch Exception Report.

Note: A Batch Exception Report is also accessible from the Check For Posting Routine.

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Halting This Routine While in Process If you press <Esc> while the Read Batches from Applications Routine is running, the system completes reading batches for the date it is currently processing. When the system finishes with these batches, the routine halts instead of proceeding to the next date's batches.

System Checks (Read Batches from Applications Routine)

When reading batches from applications, the system checks each batch to determine:

• bad account numbers

• whether the batch is in balance

• whether inter-corporate transfer (ICTs) transactions are required.

After the system finishes checking the batches, it generates an Exception Report to list batches that failed the checks.

Exception Report (Read Batches from Applications Routine)

At the conclusion of the Read Batches from Applications Routine, the GL Batch Transfer Exception Report is available to identify any batches which failed the system checks. For each batch, the report lists all of the following:

• batch date, journal, and number

• bad account numbers

• batches that are out of balance

Read Batches from Inbox Routine

Use this routine to read money or statistics batches into the General Ledger Module from a non-MEDITECH feeder module. The system transfers batches from the feeder module into the MIS Inbox and then into the General Ledger Module in one step.

Note: Before you use this routine for the first time, MEDITECH must define an Inbox Delivery Service of GL BATCH in the MIS Delivery Service Dictionary.

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Using the Routine First, select the source of the batch file from a Lookup that contains all Delivery Services whose type is GL BATCH.

While the batch is being read, the system displays the date, journal, number and comment of each batch.

The system informs you if a batch with the same description has already been read into the General Ledger Module. It asks if you want to read it again, and reminds you to delete previous batches if necessary. Because you can reread batches, batch descriptions should be unique. For instance, MM MONTH END FOR 4/30/02, not MM MONTH END.

Printing the Summary When the routine is finished, print the Unposted Batches Report. For each batch read, the summary includes the batch's date, journal, number, and description. If a batch contains errors, the summary describes

Closing the General Ledger

Overview of Closing the General Ledger

Routine maintenance of the MEDITECH General Ledger Module requires you to close both the day and the accounting period when all activity has occurred. Use these guidelines to establish daily, period-end, and year-end accounting procedures for use with the General Ledger Module.

Prior to going LIVE, MEDITECH recommends establishing or enhancing the operational guidelines for your accounting department. Refer to these procedures when developing specific procedures to better serve your departmental work flow.

Note: These are standard procedures that MEDITECH established for health care organizations. MEDITECH recommends that after reviewing these procedures, you enhance and incorporate more specific guidelines to meet your organizational needs.

Reconciling Feeder Module Batches

Overview of Reconciling Daily and Period-End Activity from Feeder Modules

When GL retrieves batches from the feeder modules via the Read Batches from Applications Routine, GL users should verify that the information in the batches is correct before posting the amounts to the General Ledger.

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GL users should compare the batches in GL with those in the feeder modules. Review the GL account numbers to ensure that they are valid accounts. You should also verify that the amounts are correct and posted to the proper accounts.

Accounts Payable

Reconciling Accounts Payable (Daily and Period-End)

Daily Procedure Accounts Payable sends two batches (invoice activity and checking activity) to General Ledger each day depending on the daily level of activity in AP.

1) Each morning in the AP Module, run the batch status report for the previous day to ensure that all batches are posted and all data was entered correctly. Follow daily Accounts Payable closing procedures to create a GL batch.

2) In the GL Module

A) Use the Read Batches from Applications Routine to view the last date that AP sent a batch to GL (MEDITECH must enable the Automatic Interface before you can use this routine for the first time).

B) Verify the GL Activity Report from the AP Module against the GL Batch List in the GL Module.

C) Verify that the data and post-to period in the GL Batch List is accurate and complete. Check for the correct post-to period, debits/credits, and account number entries.

3) After you are satisfied with the accuracy and completeness of the batches, you can do one of the following (in accordance with your health-care organization's procedures) − post batches immediately using the Post a Batch Routine. − leave the batches in an OPEN status and post the AP batches at a later time

Period End Procedure The period-end process for balancing AP is the same as the daily process. Any accrual batch is automatically reversed in GL the following period.

Daily Reports for Verifying AP Batches

Use the following reports to verify Accounts Payable information.

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AP Reports • List GL Batches (by Account)

• GL Distribution Report (to verify invoice activity)

• Print Check Register (by Activity)

GL Reports • List GL Batches (by Account) (AP checking activity batch, AP invoice activity batch)

• Preview of Posting

• Detail Master Log

Compare the batch reports in AP with the batch reports in GL to ensure that they balance.

Use the other reports as additional references to reconcile GL..

Period-End Reports for Verifying AP Batches

Use the following reports to verify Accounts Payable information.

AP Reports • GL Period Activity Summary/Detail (GL Period Activity)

• List Register by Date with GL Distributions (GL Distribution Register)

• List GL Batches (accrual batch, invoice activity batch, checking activity batch)

GL Reports • List GL Batches (AP checking activity batch, AP invoice activity batch, MM-AP accrual

batch)

• Preview of Posting

• Detail Master Log

Payroll/Personnel

Reconciling Payroll/Personnel (Daily)

The PP Module creates up to six batches for the General Ledger Module when you run the Create GL Batch Routine in PP.

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• payroll • special checks

• base rate changes • voided checks

• benefit hours changes

Daily Procedure

1) After the payroll staff completes the payroll process, they create the GL batch.

2) In the PP Module, use the List GL Batch Routine to check the batch for accuracy and completeness.

3) In the GL Module

A) Use the Read Batches from Applications Routine to view the last date that PP sent a batch to GL (MEDITECH must enable the Automatic Interface before you can use this routine for the first time).

B) Verify the GL Batch List from the PP Module against the GL Batch List in the GL Module.

C) Verify that the data in the GL Batch List is accurate and complete. Check for the correct post-to period, debits/credits, and account number entries.

4) After you are satisfied with the accuracy and completeness of the batches, you can − post the batches individually using the Post a Batch Routine. − leave the batches in an OPEN status and post the PP batches weekly or bi-weekly.

Reconciling Payroll/Personnel (Period-End)

The PP period-end process is the same as the daily process. However, PP may also create an accrual batch (for dollars and hours) depending on when your last pay cycle ends for the period. Process the accrual batch the same way you process other PP batches. PP automatically creates a reversed batch the following period.

At period-end, the PP system creates the following batches.

Batch Type Post-to Period

Money

Current

Next

Statistics

Current

Next

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Processing the Batches See Reconciling Payroll/Personnel (Daily) for the reports and verification procedures to reconcile the accrual batches.

1) Post the accrual batches for the current period.

2) Post the reversed-accrual batches that have a post-to period of the following period.

Reports for Verifying PP Batches (by Pay Period)

Use the following reports to verify Payroll/Personnel information.

PP Reports • List GL Batches (by Account)

• Compile Labor Distribution Report (for dollars and hours)

GL Reports • List GL Batches (for the PP journal)

• Preview of Posting

• Detail Master Log

Compare the totals on the batch reports from PP and GL to verify that they balance. Use the other reports as additional references to reconcile GL.

Reports for Verifying PP Batches (Statistics Accounts)

Use the following reports to verify Payroll/Personnel information.

PP Reports • List Statistics Batches (by Account)

• Compile Labor Distribution by Hours (Detail/Summary)

GL Reports • List Statistics Batches (PP Statistics Batch Report)

Compare the totals on the batch reports from PP and GL to verify that they balance. Use the other reports as additional references to reconcile GL.

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Billing/Accounts Receivable

Overview of Billing/Accounts Receivable (Reconciling Feeder Module Batches)

The number of batches GL receives from Billing/Accounts Receivable varies depending on whether your health care organization sends daily detail information to GL or daily summary.

Note: GL receives statistical batch information from B/AR only if your B/AR Send Statistics to GL parameter is set to Y.

Sending Daily Detail If your health care organization sends daily detail, as defined in the Billing/Accounts Receivable parameters, B/AR sends two batches (B/AR Daily Stats Money Batch and B/AR Daily Stats Batch) to General Ledger each day. On the last day of the period, GL receives two additional batches:

• Period Stats Monetary Batch

• Period Stats Statistics Batch

Sending Daily Summary If your organization sends a daily summary, B/AR sends one Daily Stats Batch (comprised of nine GL account numbers only) to GL each day. On the last day of the period, GL receives four batches for money and statistics transactions:

• a summary batch (that reverses the Daily Stats summary activity for the period)

• a Period Stats money batch

• a batch containing the detail for the last day of the period (showing the database and date it came over)

• a Period Summary batch for statistics accounts

Reconciling Billing/Accounts Receivable (Daily)

MEDITECH recommends that you perform the following procedures daily to close Billing/Accounts Receivable in General Ledger.

1) Each morning in the B/AR Module, run the List Unposted Batches Routine for the previous day to ensure that all batches are posted and all data has been entered correctly. Follow daily closing procedures in B/AR to create a GL batch.

2) In the GL Module

A) Use the Read Batches from Applications Routine to view the last date that B/AR sent a batch to GL (MEDITECH must enable the Automatic Interface before you can use this routine for the first time).

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B) Verify the Daily Operations Summary Report and GL Master Log Report from the B/AR Module against the GL Batch List in GL.

C) Verify the data in the GL Batch List is accurate and complete. Check for the correct post-to period, debits/credits, and account number entries.

3) After you are satisfied with the accuracy and completeness of the batches, you can

− post batches individually using the Post a Batch Routine. − leave the batches in an OPEN status and post the B/AR batches weekly or bi-weekly

Reconciling B/AR at Period-End (Retrieving Daily Detail)

MEDITECH recommends that you perform the following procedures at the end of the period to close Billing/Accounts Receivable in General Ledger.

1) In the GL Module, list and review the B/AR batches for the period.

2) Reconcile each B/AR Daily Stats Batch to the Daily Operations Summary Report and the Master Log by GL Number Report. Both reports are located in the B/AR Module.

3) On the last day of the period, when you retrieve the B/AR batches in the GL Module:

A) Leave the B/AR Period Batch in OPEN status.

B) Using the Post Batches Routine, post the B/AR Daily Stats Batch for the last day of the period.

C) Print the B/AR Ledger using the Print Journal Ledger Routine.

D) Use the Summarize a Journal Routine to create a summary batch that contains all batches posted to the B/AR journal for the period. The system creates a batch in POSTED status on the date you run this routine.

E) Using the Copy a Batch Routine, create a reversed copy of the Summary Batch by entering R at the Copy Normal or Reversing (N/R) prompt. The copied batch is now in OPEN status.

F) Post the OPEN reversed summary batch.

G) Post the B/AR Period Stats Batch.

4) In the GL Module, reconcile the Period Stats Batch to the Period End Operation Summary Report (located in the B/AR Module) before posting into GL.

5) Repeat this process if your organization retrieves statistics into GL from B/AR.

Reconciling B/AR at Period-End (Retrieving Daily Summary)

MEDITECH recommends that you perform the following procedures at the end of the period to close Billing/Accounts Receivable in General Ledger.

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1) In the GL Module, list and review the Daily Stats Summary Batches.

2) On the last day of the period, when you retrieve the B/AR batches in the GL Module, post the following batches: − Daily Stats Batch − Summary Batch − B/AR Period Stats Batch − B/AR Period Stats Batch for statistics (only if applicable)

3) In the GL Module, reconcile the period-end batch with the Period End Operation Summary Report (located in the B/AR Module) before posting into GL.

Daily Reports for Verifying B/AR Batches (Money Accounts)

Use the following reports to verify Billing/Accounts Receivable information.

B/AR Reports • Print Operations Summary (B/AR Daily Operations Summary)

• Print Master Log (by GL Number) (Master Log by GL Number)

GL Reports • List GL Batches (for the B/AR daily statistics activity batch)

• Preview of Posting

• Detail Master Log

Compare the charge revenues on the Daily Operations Summary with the total of the credits on the GL Batch List, less any debit revenue accounts.

If the amounts do not agree, compare GL accounts on the GL Batch List with the B/AR Master Log by GL Number. Review every account to determine whether any discrepancies exist.

Use the other reports as additional references to reconcile GL.

Daily Reports for Verifying B/AR Batches (Statistics Accounts)

Use the following reports to verify Billing/Accounts Receivable information.

B/AR Reports • GL Statistics Report

GL Reports • List GL Batches (B/AR daily statistics activity batch)

• Detail Master Log

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Period-End Reports for Verifying B/AR Batches (Money Accounts)

Use the following reports to verify Billing/Accounts Receivable information

B/AR Reports • Period-End Operations Summary

• Print General Ledger Report

• Patient Receivables Reports (Use this report to reconcile receivables for all patients with Self-Pay insurance.)

• Insurance Group Receivables Reports (Use these reports to reconcile receivables for all insurance groups.)

• UR Summary (by Acct Type) (Use this report to reconcile unbilled receivables)

GL Reports • List GL Batches (B/AR period statistics activity batch)

• Preview of Posting

• Detail Master Log

Compare the Period-End Operations Report with the period activity batch, less any refunds and adjustments. If the amounts are not in balance, compare the GL accounts on the General Ledger report with the accounts on the period activity batch to see whether discrepancies exist.

Use the other reports as additional references to reconcile GL.

Period-End Reports for Verifying B/AR Batches (Statistics Accounts)

Use the following reports to verify Billing/Accounts Receivable information

B/AR Reports • General Ledger Statistics Report

GL Reports • List GL Batches (B/AR daily statistics activity batch)

• Detail Master Log

Compare the B/AR period statistics with the GL Statistics Report. Use the other reports as additional references to reconcile GL.

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Materials Management

Overview of Materials Management (Reconciling Feeder Module Batches)

Materials Management transfers one period-end batch (comprised of net activity for the entire period) to the General Ledger. MM creates the Period-End Inventory Batch after ensuring that the MM period-end closing sequence is completed. The closing sequence is comprised of four steps which you should review in detail

1) Close Purchasing Period in MM

2) Close Inventory Period in MM

3) Close Accounting Period in AP

4) Create the Accruals Batch (via the MM/AP interface) You can post the accrual batch (via the MM-AP interface) in either the MM or AP Module. Usually the accrual batch is created in AP.

Reconciling Materials Management (Period-End)

The timing of period-end activity for the Accounts Payable, Materials Management, and General Ledger Modules must be coordinated due to the interfaces between the three modules.

1) Ensure that period-end closing procedures for Materials Management and Accounts Payable have been followed to create the necessary GL batches.

2) In the GL Module

A) Use the Read Batches from Applications Routine to view the last date that MM sent a batch to GL. (MEDITECH must enable the Automatic Interface before you can use this routine for the first time).

B) Verify the GL Summary in MM against the GL Batch List in GL.

C) Verify that the data in the GL Batch List is accurate and complete. Check for the correct post-to period, debits/credits, account number entries, and bad account numbers.

3) After you are satisfied with the accuracy and completeness of the batch, you can:

− post batches individually using the Post a Batch Routine − leave the batches in an OPEN status and post the B/AR batches weekly or bi-weekly

Reports for Verifying MM Batches

Use the following reports to verify MM information

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MM Reports • Period-End Inventory Reports

• List Accrual Batch by Account

• Cost Change Report (Cost/QTY Change)

GL Reports • List GL Batches (MM period-end inventory activity batch)

Compare the period-end inventory batches in MM and GL. The batch is in balance if the grand total is zero. If the grand total is not zero, contact your MM Applications Specialist. Use the other reports as additional references to reconcile GL.

Fixed Assets

Reconciling Fixed Assets (Period-End)

Fixed Assets creates a General Ledger batch after you post scheduled transactions and close the FA period. After the batch is created, you can list the batch using the List GL Batches Routine or the List GL Batches (by Account) Routine in FA.

Reports for Verifying FA Batches

Use the following reports to verify Fixed Asset batch information.

FA Reports • List GL Batch by Account

• Activity Reports by Class and Department

• List Assets by Class

• List Assets by DPT

GL Reports • List GL Batches (FA activity batch)

Compare the total debits and credits for the GL batches in FA and GL and verify that they are in balance. Use the other reports as additional references to reconcile GL.

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List Unposted Batches Routine

Overview of the List Unposted Batches Routine

After you read in batches from other modules, use this routine to list unposted money and statistics batches and their statuses. Before you can close a day or period in the General Ledger Module, all batches for that day or period must be posted or deleted.

Note: Recurring batches do not appear on this report.

You can print this list on or before a

• batch date (prior to closing the day) • post to period (prior to closing the period)

The report is sorted first by date or period, then by journal. Within each journal, money batches appear first in numerical order, followed by statistics batches.

The information on the Unposted Batches Report varies depending on whether you print the report in narrow format or in wide format.

Unposted Batches Report Information: Wide Format

In wide format (horizontal), the Unposted Batches Report includes all the information provided in narrow format, plus

• totals for each batch (debits and credits for money batches, and statistics totals for statistics batches)

• batch comment, if any

• total amounts for all batches by date or each period

• grand total amount for all dates or periods on the report

This report includes only batch information associated with journals to which you have access. If this report's information is affected by a journal to which you do not have access, a system message appears in place of the Total For Date amounts.

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Unposted Batches Report Information: Narrow Format

In narrow (vertical) format, the Unposted Batches Report includes the following information.

• batch date, journal, and number

• batch status, database, and post to period

• whether the batch is out of balance

• whether the batch contains bad account numbers

• whether inter-corporate transfers (ICTs) are required for the batch

Closing the Day

Conditions for Closing the Day (GL)

The following conditions must be met before you can close the day.

• You can close only dates prior to the current date (that is, you cannot close a day until at least the next calendar day). For example, you cannot close June 15, 2002 until June 16, 2002.

• All batches must be read into GL from the integrated financial applications: − Accounts Payable (AP) − Payroll/Personnel (PP) − Billing/Accounts Receivable (B/AR) − Fixed Assets (FA) − Materials Management (MM)

• All money and statistics batches for the day must be either POSTED or DELETED.

Note: Recurring batches are not considered normal batches and are not factored into the closing day process until they are converted to regular batches.

Close Days Routine

Use this routine to close one or more days in General Ledger and prevent additional activity from being posted for those dates. When you access this routine, the system defaults to the current open day. Before you can close a day, the conditions for closing a day must be met for that day.

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Closing the Day (GL)

MEDITECH recommends that you perform the following procedures on a daily basis.

1) Run the List Unposted Batches Routine, and verify the status of the batches read into GL.

2) Print the OPEN money and statistics batches from the previous day.

3) Review, correct, and confirm all money and statistics batches from the previous day. Edit any bad account numbers if necessary.

4) Post the batches to GL using the Post a Batch Routine.

5) Ensure that all MANUAL batches have been entered and posted in GL for the day you are closing.

6) Review the Conditions for Closing The Day and run the List Unposted Batches Routine to ensure that all batches have been posted before closing the days in GL.

7) Run the Close Days Routine to close the day in GL.

8) Repeat steps 1 through 7 each day into the next period even if you are keeping the period open in GL.

Closing the Period

Conditions for Closing the Period in GL

The following conditions must be met before you can close the period.

• All feeder system batches must be − read into the General Ledger Module − balanced in GL before they can be posted − posted into GL

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• All days in the period must be closed

• All batches from the period have POSTED or DELETED statuses.

• The period must be closed in all feeder modules: − Accounts Payable (AP) − Payroll/Personnel (PP) − Billing/Accounts Receivable (B/AR) − Fixed Assets (FA) − Materials Management (MM)

• The Mini-Ledger must be in balance

• The next accounting period must be defined in the MIS GL Accounting Periods Dictionary.

Note: After the period is closed, you can process in the closed period only by using a Prior Period Adjustment Journal.

Close Period Routine

Use this routine to close a GL period and prevent any further activity from being posted to that period. Before you can close a period, the conditions for closing a period must be met.

When you close a period, the system carries the account and mini-ledger balances forward to the next period.

Year-End Closing You also use the Close Period Routine at year end.

Closing the Period (GL)

MEDITECH recommends that you perform the following procedures to close your accounting period.

1) Confirm that all batches from the feeder systems were read into General Ledger for the entire period. Review the batches that were read into GL to ensure that they have the correct post-to period.

2) Run the List Unposted Batches Routine and verify the statuses of all batches on the report. Review and post any remaining OPEN batches for the period being closed.

3) Print any remaining unposted batches.

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4) Review, correct, and confirm any remaining batches in GL.

Note: At the end of the period, you receive several additional batches from the feeder systems. Review and balance these batches before posting in GL.

Feeder System Type of Additional Batch

Materials Management Period-end

Materials Management/ Accounts Payable

Period-End Accrual Batch

Period-End Reversing Batch

Payroll/Personnel Period-End Accrual Batch (if applicable)

Period-End Reversing Batch (if applicable)

Fixed Assets Period-End or Yearly Batch

Billing/Accounts Receivable Period-End Batch (requires special processing before posting)

5) Ensure that the B/AR to General Ledger Period End Closing Process is complete.

6) Post any remaining batches from the feeder modules to GL.

7) Ensure that all manual batch processing in GL was entered and posted to the correct period.

8) Run the List Unposted Batches Routine to verify that no batches remain to be posted to the period being closed.

9) Ensure that all recurring batches were entered and converted to regular batches.

10) Print the Mini-Ledger Report and verify that it balances. Use this report as a cross reference for your financial reports.

11) Run preliminary period financial reports to verify that the information on the reports is accurate and complete.

12) Review the Conditions for Closing the Period before closing the period in GL.

13) Run the Close Period Routine and close the period in General Ledger.

Note: All days should be closed before running this routine. Use the Close Days Routine to ensure that all days in the period are closed.

14) Run your final financial reports for the period.

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Closing the Fiscal Year

Closing the Fiscal Year (GL)

MEDITECH recommends that you do the following to close your fiscal year.

1) Print the Mini Ledger for the last period of your fiscal year. This report supplies your organization's profit or loss for the year.

2) Complete the manual double-entry accounting entry to record your organization's yearly profit or loss. The Profit/Loss Clearing Account is an expense account. The Fund Balance Account is a liability account or a fund account.

If there is a Then do the following

Profit Debit: Profit/Loss Clearing Account (Expense Account)

Credit: Fund Balance Account (Liability Account)

Loss Debit: Fund Balance Account (Liability Account)

Credit: Profit/Loss Clearing Account (Expense Account)

This accounting entry balances the totals of the revenue/expenses and assets/liabilities for the fiscal year.

3) After the Mini Ledger is in balance, the system allows you to close the last GL period of the fiscal year.

4) Run the Close Period Routine, and close the last period of your fiscal year in GL.

When you close the period, the system closes the revenue, expense and statistics accounts for the beginning of the next fiscal year. At year end, the system carries forward the balances of asset, liability, and statistics accounts.

5) Run your period and year-end financial reports.

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Account Inquiry

Account Inquiry Routine Use this routine to view or print an activity report for a particular period. You can select any money account or range of money accounts. For example, you can obtain a report showing all of the expenses incurred by a department or all of the departments that incurred a particular expense.

To select the accounts for the report, you can

• include all accounts

• specify components/summary levels and their values

• identify an account range or ranges

If you specify components and summary levels when selecting accounts, you have additional report flexibility. You can decide

• how the report sorts (you can specify both primary and secondary sort values)

• whether you want to provide totals when the primary sort value, secondary sort value, or both change

• whether the report should begin a new page when the primary sort value, secondary sort value, or both change

• where accounts that do not contain sort values should appear (either before or after those accounts that do have sort values)

You can generate an account inquiry in any of the following formats:

• detail

• summary

• period comparison

• budget comparison

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Account Inquiry Routine (Statistics) This routine provides you with a report of statistics activity for a particular period. You can select any statistics account or a range of statistics accounts.

To select the accounts for the report, you can

• include all statistics accounts

• specify components/summary levels and their values

• identify an account range or ranges

If you specify components and summary levels when selecting accounts, you have additional report flexibility. You can decide

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• how the report sorts (you can specify both primary and secondary sort values)

• whether you want to provide totals when the primary sort value, secondary sort value, or both change

• whether the report should begin a new page when the primary sort value, secondary sort value, or both change

• where accounts that do not contain sort values should appear (either before or after those accounts that have sort values)

You can generate a statistics account inquiry in any of the following formats:

• detail

• summary

• period comparison

• budget comparison

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Sorting Accounts (Account Inquiry Routine) If you select accounts by combination and you specify more than one account class, you can sort the accounts using components that do not apply to all classes.

For example, suppose you are including accounts from all money classes to print on the report. You might want to sort

• revenue and expense accounts by department first and then (within each department) by account class

• liability and asset accounts by account class only

In this example, you would define the Primary Sort as DPT (Department) and the Secondary Sort as CLASS.

Because the DPT sort value does not apply to liability and asset accounts, you would specify whether these accounts should appear before or after the revenue and expense accounts.

To specify how these accounts sort, use the 'Undefined' Order prompt associated with the Primary Sort. This prompt determines where accounts appear on the report (either at the beginning or at the end) if the specified sort value is not defined.

Formats

Detail Format (Account Inquiry Routine)

For the money accounts that you specify, this format shows the detail of the debit and credit entries for all batches within the selected period. For statistics accounts, this format shows the detail of statistics activity for all batches within the period you specify.

The report includes the following information for each account included:

• account number and description

• account's balances for the selected period − opening balance − total debits, credits, or both (for money accounts) − total activity (for statistics accounts) − closing balance

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• each batch transaction posted to this account − batch journal, date, and number − entry (or entry group) number − debit or credit amount (for money accounts) − transaction total (for statistics accounts) − entry description

At the end of the report, the following grand totals print (for all accounts selected).

• opening balance

• total debits and total credits (for money accounts)

• total activity (for statistics accounts)

• closing balance

Summary Format (Account Inquiry Routine)

For the money accounts that you specify, this format shows the net debits and credits posted to selected accounts during the period that you select. For statistics accounts, this format shows the net activity for selected accounts during the period that you select.

For each account included, the report includes the following information:

• account number and description

• account's balances for the selected period − opening balance − total debits and total credits (for money accounts) − total activity (for statistics accounts) − closing balance

At the end of the report, totals print for all accounts selected.

Period Comparison Format (Account Inquiry Routine)

For either money or statistics accounts, this format shows the net activity posted to accounts for the period you specified and for the eleven months preceding that period. The report also includes grand totals for each month for all accounts selected.

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Budget Comparison Format (Account Inquiry Routine)

This format provides a comparison between actual and budgeted activity within an account (for either a money account or a statistics account). It uses a selected budget for a period you specify as well as the current year-to-date comparison. Totals for all accounts appear at the end of the report.

You can specify how the variance is calculated: VARIANCE = ACTUAL - BUDGET

or

VARIANCE = BUDGET - ACTUAL

You can also choose whether to include those accounts that are not in the specified budget.

Sample Reports

Account Inquiry - Detail Format (Sample Report)

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Account Inquiry - Summary Format (Sample Report)

Account Inquiry - Period Comparison Format (Sample Report)

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Account Inquiry - Budget Comparison Format (Sample Report)

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Standard Reports

Overview of Standard Reports MEDITECH's GL Module provides a set of reports that let you monitor both money accounts and statistics accounts on a short-term basis. With these reports, you can quickly assess the financial position of your health care organization and its subsidiary corporations.

Although MEDITECH designs the format of the standard reports, you can restrict the reports by any of the following.

• corporations • summary levels

• account (or range of accounts) • journals

• account class • periods

• components

To create customized reports, use the GL Report Writer.

Money Reports

Overview of Money Reports

Use the following reports to print information for money accounts.

Report Routine Function

Master Log Summary Prints a summary of account debits and credits for a range of batch dates.

Master Log Detail Prints the detail of account debits and credits for a range of batch dates.

Mini Ledger Provides a summary of activity in asset, liability, revenue, and expense accounts.

Summary Trial Balance Shows account opening and closing balances over a range of periods.

Detail Trial Balance Shows account opening and closing balances plus batch information about each transaction.

Department Expense Detail Report

Shows the expense detail for one or more departments.

Audit Worksheet Used as a worksheet by accountants or auditors for a closed fiscal year.

Period Comparison Report Compares account activity over two or more periods.

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Report Routine Function

Journal Detail Report Shows GL account activity for selected journals and a range of periods.

Periods Across Fiscal Years for Trial Balances

If you print a Trial Balance for a range of periods that crosses fiscal years, a subtotal for each fiscal year prints for each account. Then, a total for the entire report period (all fiscal years) prints for each account.

The opening balance for the total report period equals the opening balance for the first report period. The closing balance equals the closing balance for the last report period. In contrast, debit, credit, and net amounts equal the sum of those amounts over all report periods.

For revenue and expense accounts, the opening balance is set to zero at the beginning of a new fiscal year. Thus (for these accounts), the opening balance plus the net change during the fiscal year does not equal the closing balance.

Master Log

Master Log Summary

The Master Log Summary Report shows transaction information for selected accounts . The report includes entries in money batches with OPEN and POSTED statuses.

To select accounts for the report, you can do any of the following:

• include all accounts

• specify components/summary levels and their values

• identify specific accounts or ranges of accounts

Report Information

At the beginning of the report, total debits and credits appear in a summary table.

Then (for each account), the report lists the following information:

• the account number and description

• the total debits, or credits (or both) that were posted for each period

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At the end of the report, a grand total includes the period activity for all accounts on the report.

Note: If you include batches with different post-to periods, a separate Master Log Summary prints for each period.

Master Log Summary (Sample Report)

Master Log Detail

The Master Log Detail Report shows detailed transaction information for the accounts you select. The report includes the detail for all entries in OPEN and POSTED batches.

To select accounts for the report, you can do any of the following:

• include all accounts

• specify components/summary levels and their values

• identify specific accounts or ranges of accounts

Report Information

At the beginning of the report, the totals of all amounts and counts (both normal and reversed) appear in a summary table.

For each account, the report prints the account's number and description. Underneath the account number and description, the report prints the following batch information for each transaction:

• batch date, journal, and number

• entry (or entry group) number

• whether the batch is posted (Y if POSTED, N if OPEN)

• debit or credit amount of the transaction

• description of the batch entry (or entry group), if applicable

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Following the batch detail, the report prints the total debits, or credits (or both) posted for each period.

Note: If you include batches with different post-to periods, a separate Master Log prints for each period.

Master Log Detail (Sample Report)

Mini Ledger Reports

Overview of the Mini Ledger

The Mini Ledger summarizes the activity in asset, liability, revenue, and expense accounts for a range of periods that you select. The report summarizes this information by corporation.

Report Information

For each corporation and account class selected, the Mini Ledger provides the following information:

• opening balance

• total debits

• total credits

• closing balance

If your chart of accounts includes more than one class for any account type, subtotals print for each type.

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Following the liability classes, a row labeled ASSETS - LIABILITIES prints. This row contains the net change in both the opening and closing balances of the accounts used for the report. A similar row (labeled REVENUES –

EXPENSES) prints after the expense classes.

Multiple Corporations

If you include more than one corporation, the routine prints a Mini Ledger for each corporation (on separate pages). It also provides a consolidated Mini Ledger on the last page for all selected corporations.

Mini Ledger Across Fiscal Years

If you select a range of periods that crosses fiscal years, the Mini Ledger Routine prints a separate Mini Ledger for each fiscal year (or partial fiscal year). It then prints a combined Mini Ledger that includes the full range of periods. This sequence is repeated for each corporation you select.

Note: In the Mini Ledger only assets and liabilities appear across fiscal years because revenue and expense account balances are set to zero when you close the accounting period.

Summary Trial Balance

Summary Trial Balance Report

The Summary Trial Balance Report provides the opening balance, debits, credits, and closing balance of selected accounts for a range of periods.

To select accounts for the report, you can do any of the following:

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• include all accounts

• specify components/summary levels and their values

• identify specific accounts or ranges of accounts

Report Information

The Summary Trial Balance contains the following information for the range of accounts and periods specified.

• account number and description

• net change (debits minus credits)

• opening balance • closing balance

• total debits and credits

If an account balance is zero and the account is currently inactive, then the system does not display the account on the report (unless the account has debit and credit activity within the periods selected).

Specifying Future Periods

If you print the Summary Trial Balance for a future period (or a range that includes future periods), you can include accounts that had no activity in the periods selected.

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Detail Trial Balance

Detail Trial Balance Report

Use this routine to print detailed transaction information for selected accounts. You can print this report for a range of periods (including future periods and periods that cross fiscal years) and accounts.

You can select the accounts you want to include in the report. You can

• include all accounts

• identify specific components/summary levels and values

• identify specific accounts or ranges of accounts

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Report Information

The Detail Trial Balance Report contains the same summary information as the Summary Trial Balance Report. The report also contains the following information about the transactions that affected each account included on the report:

• batch journal, date, and number

• debit or credit amount

• entry (or entry group) number • transaction description

If you select a range of periods, you can print a subtotal for each of the fields described above.

If an account balance is zero and the account is currently inactive, then the system does not include the account on the report (unless the account has debit and credit activity within the selected periods).

A warning appears on the report when an account is out of balance and when discrepancies exist because batch detail was purged from the system.

Note: To accommodate the batch information, this report prints in landscape (wide) format.

Identifying Future Periods

If you print the Detail Trial Balance Report for a future period (or a range that includes future periods), you can include accounts with no activity during the periods you selected.

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Department Expense Report

Overview of the Department Expense Detail Report

Use this report to print individual debits and credits made to a department's (or corporation's) expense account (and the cumulative balances for those accounts) for selected periods. The system includes batches from active journals and inactive journals (that still have activity) in the report.

You can restrict the report by corporation or by department, but not by both. Restrict the report by department to eliminate accounting center departments (such as those that are established for recording expense adjustments) from the report. You can also restrict the report to specific journals and accounts that had activity during the specified range of periods.

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Since this report includes transaction descriptions, vendor names and numbers appear for any Accounts Payable activity.

If you restrict this report to the Accounts Payable journal, prior period adjustment transactions do not appear on the report.

Department Expense Detail Report Information

For each account, the report includes:

• account number and description

• opening account balance

• journal, description, and amount of each transaction during the specified period

• cumulative balance

• total activity during the period

A separate page prints for each department. A cumulative total prints for each account and a department total is provided for all accounts in the department.

Department Expense Detail Report Across Fiscal Years

If the range of periods you specify includes periods from more than one fiscal year

• a subtotal of activity prints for each fiscal year

• the account's cumulative balance becomes zero at the beginning of each new fiscal year

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Department Expense Detail (Sample Report)

Journal Detail Report

Use this report to print detailed GL account activity (for a period or a range of periods) for selected journals. The system includes batches from active journals and inactive journals (that still have activity) in the report.

You can restrict the report to the periods, journals, and the transactions associated with each GL account.

For each account and period, the report includes

• account number and description

• opening and closing balances

• total debits, total credits, and net change

For each transaction, the report includes

• journal, date, and batch number

• entry (or entry group) number

• debit or credit amount

• transaction description

The totals of each GL account print at the bottom of this report. A grand summary page at the end of the report displays a total of debits, credits, and a net for all of the journals on the report.

Note: If account activity has occurred for other journals (other than the selected journals), the system prints "Activity Exists in Other Journals".

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Period Comparison Reports

Overview of the Period Comparison Report

This report allows you to compare the activity in selected accounts for a range of periods.

You can include up to thirteen periods in your range. You can also select periods from different fiscal years. To select accounts for the report, you can do any of the following:

• include all money accounts

• specify components/summary levels and their values

• identify specific accounts or ranges of accounts

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Period Comparison Report Information

For each account selected, the report lists the following information:

• account number and description

• net activity for each period specified in the range

• total activity for all periods

• average activity over all periods in the range

The report also includes totals for all accounts and periods selected as well as a calculation of average total activity.

Totals Across Account Types

If you include different account types in the same report, you can specify how the totals should be calculated.

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For example, if you include both revenue and expense accounts in the same Period Comparison Report and sort the report by department, you might prefer that the total for that department be a net figure (revenues less expenses). To get a net figure, enter Y at the Total As Net prompt.

If all accounts on the report are of the same account type, the total should be a sum. In this case, enter N at the Total As Net prompt. If you enter Y, the totals are still added but a negative sign prints.

Note: Credit activity and balances for revenue and liability accounts print on the report as positive figures, regardless of the calculation of the total.

If you choose CLASS as a primary or secondary sort criteria, no calculation of net occurs when generating the total by each account class.

Period Comparison (Sample Report)

Audit Worksheet

This worksheet lists selected account balances for any closed fiscal year and for the previous fiscal year. The report provides space for manual adjustments to credits, debits, and balances.

Auditors can use the Audit Worksheet to record year-end adjustments and manually calculate the impact of these adjustments on account balances, income, and retained earnings.

To select the accounts for the report, you can

• include all accounts

• specify components/summary levels and their values

• identify specific accounts or ranges of accounts

Audit Worksheet Report Information

For each account selected, the report includes

• account number and description

• total debit or credit balances for the fiscal year selected and the prior fiscal year

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Grand totals for all the accounts selected print at the end of the report.

Audit Worksheet (Sample Report)

Subsidiary Money Reports

Overview of Subsidiary Money Reports

Use the following reports to print information for subsidiary money accounts.

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Report Routine Function

Subsidiary Summary Trial Balance

Summary trial balance for subsidiary accounts.

Subsidiary Detail Trial Balance

Detail trial balance for subsidiary accounts.

Subsidiary Period Comparison Report

Compares the activity of subsidiary accounts over two or more periods.

Subsidiary Summary Statement

Summarizes the activity of control accounts for a specified period.

Subsidiary Detail Statement Shows the detailed activity of control accounts for a specified period.

Subsidiary Summary Trial Balance

This report lets you spot check control and subsidiary account activity. The Subsidiary Summary Trial Balance shows the opening balance, debits, credits, and closing balance of each account.

To select accounts for the report, you can include

• a period or a range of periods (within the same fiscal year)

• a control account or range of control accounts

• a subsidiary accounts (or a range of subsidiary accounts) associated with a selected control account (or range of control accounts).

Report Information

The Subsidiary Trial Balance contains the following information for the range of accounts and periods selected.

For each control account:

• control account number and description

• opening balance

• total debits and credits

• closing balance

• subsidiary accounts associated with the selected control accounts

For each subsidiary account with activity during the specified range of periods, the report prints the:

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• subsidiary account number and description

• opening balance

• total debits and credits

• closing balance

Specifying Future Periods

If you print the Subsidiary Summary Trial Balance for a future period (or a range that includes future periods), you can include accounts that had no activity in the periods selected.

Subsidiary Detail Trial Balance

This report provides the opening balances, debits, credits, and closing balances of control and subsidiary accounts. It also provides information about the transactions that affected any subsidiary account you specify.

To select accounts for the report, you can include a

• period or a range of periods.

• control account or range of control accounts.

• a subsidiary account (or a range of subsidiary accounts) associated with a selected control account (or range of control accounts).

Report Information

The Subsidiary Detail Trial Balance contains the same summary information as the Subsidiary Summary Trial Balance. The report also contains the following information about each account transaction:

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• batch journal, date, and number

• entry (or entry group) number

• debit or credit amount

• transaction description

Specifying Future Periods

If you print the Subsidiary Detail Trial Balance for a future period (or a range that includes future periods), you can include accounts that had no activity in the periods selected.

Subsidiary Period Comparison Report

This report provides the same information as the Period Comparison Report , except that it includes only control accounts and their associated subsidiary accounts .

You can print the Subsidiary Period Comparison Report for both a selected range of

• periods (up to thirteen)

• control account numbers

Report Information

For each control account, the report includes the

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• account number and description

• ending balance for each period selected

For each subsidiary account associated with a selected control accounts, the report includes the

• account number

• description

• ending balance for each period

Totals print at the end of the report.

Subsidiary Summary Statement

This report shows the net activity and closing balances of subsidiary accounts for a period that you select. The report includes all subsidiary accounts associated with the range of control accounts you enter.

Report Information

For each subsidiary account associated with the selected control account, the following information appears:

• subsidiary account number and description

• net activity during the selected period

• closing balance

A new page prints for each control account. Totals print for all subsidiary accounts associated with a given control account.

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Subsidiary Detail Statement

This report shows the debits, credits, and balances of subsidiary accounts for a selected period. Like the Subsidiary Summary Statement, it includes all subsidiary accounts associated with the range of control accounts you enter.

Report Information

The report contains all the information included on the Subsidiary Summary Statement. It also includes the following information (for each subsidiary account) about each transaction that was posted to the account:

• account's beginning balance (before the transaction)

• entry (or entry group) description

• debit or credit amount

• new balance (after the transaction)

The report includes credit and debit totals for each account. A new page prints for each subsidiary account.

Statistics Reports

Overview of Statistics Reports

Use the following reports to print information for statistics accounts.

Report Routine Function

Statistics Master Log Summary Prints a summary of statistics account totals for a range of batch dates.

Statistics Master Log Detail Prints the detail of statistics account totals for a range of batch dates.

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Report Routine Function

Department Statistics Detail Report

Shows the statistics detail for one or more departments.

Period Comparison Report (Statistics)

Compares statistics account activity over two or more periods.

Master Log

Statistics Master Log Summary

This report lists the totals posted to selected statistics accounts for a range of batch dates. The report includes entries in both OPEN and POSTED statistics batches.

To select the accounts for the report, you can do any of the following

• include all statistics accounts

• specify components/summary levels and their values

• identify specific accounts or ranges of accounts

Report Information

For each statistics account, the report prints the account's number and description, followed by the total activity for the period. At the end of the report, a grand total includes the period activity for all accounts on the report.

If you include batches with different post-to periods, a separate Master Log prints for each period.

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Statistics Master Log Summary (Sample Report)

Statistics Master Log Detail

The Statistics Master Log Detail lists the activity of selected statistics accounts for a range of batch dates. The report includes entries in both OPEN and POSTED statistics batches.

To select the accounts for the report, you can do any of the following:

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• include all statistics accounts

• specify components/summary levels and their values

• identify specific accounts or ranges of accounts

Report Information

For each account, the report includes the following information:

• account number and name

• statistics batch date, journal, and number

• whether the batch is posted (Y if POSTED, N if OPEN)

• entry number, total, and description

If you include batches that have different post-to periods, a separate Master Log prints for each period.

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Statistics Master Log Detail (Sample Report)

Department Statistics

Department Statistics Detail Report

This report displays the activity and balances in selected statistics accounts for a period (or range of periods). The information displays by corporation or by department (or range of departments).

Note: You can restrict the report by corporation or by department, but not both.

You can further restrict this report by including either of the following, or both.

• transactions posted to selected journals

• accounts that had activity in the specified range of periods

The report lists the following information for each statistics account

• account number and description

• account balance at the beginning of the specified period

• journal, description, and activity total for each transaction that occurred during the period specified

• cumulative balance

• total activity during the period

The report prints a new page for each department and a total for each department.

For a Report Across Fiscal Years

If the range of periods you specify includes periods from more than one fiscal year, the system

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• includes only accounts belonging to account classes that carry forward year-end balances.

• prints a subtotal of activity for each fiscal year.

• sets the accounts' cumulative balances to zero at the beginning of each new fiscal year.

Department Statistics Detail Report (Sample)

Period Comparison

Period Comparison Report (Statistics)

This report allows you to compare statistics activity for two or more periods. Each period in the range you specify has its own column heading on the report.

To select the accounts for the report, you can do any of the following:

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• include all statistics accounts

• specify components/summary levels and their values

• identify specific accounts or ranges of accounts

Report Information

For each statistics account selected, the report contains the following information:

• account number and description

• net activity for each period specified

• average activity for all periods specified

• total activity for all periods specified

The report also includes totals for all accounts and periods selected as well as a calculation of average total activity.

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Statistics Period Comparison (Sample Report)

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Allocation

Overview of Allocation Use the General Ledger Module's allocation features to distribute dollars to departments throughout your health care organization.

Allocation Features

The GL allocation features provide you with the flexibility to:

• use either step down or simultaneous equation methods of allocation

• define your own criteria on which to base cost allocation (such as occupancy and floor space)

• establish priorities for distributing dollars, and change the priorities at any time (for step down method)

• allocate to any account (regardless of whether a department produces revenue)

After your health care organization defines allocation tables and rules, you can create allocation batches. After you create allocation batches, you can perform any of the following options:

• post the allocation batches in GL

• generate compiled reports based on allocation batches

• designate allocation batches so they are retrievable by MEDITECH's Cost Accounting Module

Budget vs. Actual Allocation The GL Module allows you to allocate both actual dollars and budgeted dollars.

Actual Allocations

Use the actual allocation features to distribute actual dollars to accounts. The results of allocating actual dollars show you how much in revenue or expenses each department produces during a specific period. With the results of actual allocation you can evaluate the monetary value that each department has to your health care organization. Use allocation results to determine how much revenue-producing departments must make for your health care organization to be profitable.

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Budget Allocations

Use the budget allocation features to compare budget versus actual financial information. You allocate budget dollars the same way you allocate actual dollars.

Typically, after your accounting staff completes the annual budget, you copy the budget into a new budget file, and perform budget allocation (based as closely as possible on actual allocation). In the new budget file, the charge accounts' annual budget amounts reflect the results of the budget allocation calculations. You can then distribute across periods to assure that each period's budget reflects the budget allocation amount.

The final budget, containing the results of budget allocation, is designed to be a true estimate of departments' costs for the fiscal year.

Differences Between Budget and Actual Allocation

Budget allocation differs in two respects from allocation of actual account balances.

• Budget allocation is calculated for a whole year, not just a single accounting period.

• Budget allocation results are instantaneous.

Steps for Performing Allocation (Actual) There are five major steps in the allocation sequence. To perform allocation:

Step Use this Routine

1) Create and edit allocation tables.

Enter/Edit Table Information Routine within the Process Allocation Table screen

2) Create and edit allocation rules. Enter/Edit Allocation Rules Routine within the Process Allocation Table screen

3) Enter allocation statistics manually or create statistics automatically.

Enter/Edit Allocation Rules Routine within the Process Allocation Table screen (manual)

Generate Allocation Charge Statistics Routine within the Process Allocation Table screen (automatic)

4) Create the allocation batch. You can designate a separate journal for allocation batches.

Create Allocation Batch Routine

5) Process the allocation batch. You can do any of the following:

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Step Use this Routine

• Post the batch in GL. Post Allocation Batch Routine within the Process Allocation Log screen (actual)

• Generate compiled reports based on the batch (without permanently posting the batch.

Compile a Report Run Routine

• Designate the batch for retrieval by the Cost Accounting Module.

Index/De-Index Allocation Batch Routine within the Process Allocation Log screen (actual)

Types and Methods

Overview of the Types and Methods of Allocation

There are three types of allocation:

• direct (example)

• step down (example)

• simultaneous (or reciprocal) (example)

The MEDITECH system provides step down and simultaneous methods (or internal formulae) with which to perform allocation. To perform the direct type of allocation, use the step down method.

Note: The direct allocation type refers to the simplest case, in which you distribute all the expenses of one department to selected charge accounts without intermediate allocation among indirect expense accounts.

Direct Allocation Type Example

Assume that your goal is to allocate Housekeeping and Administration expenses to the ICU and CCU departments. You would first define a step down method allocation table containing two rules.

In one rule, you designate all the appropriate housekeeping accounts as base accounts and specify the percentages you want to distribute to the ICU and CCU allocation charge accounts. In the other rule, you designate all the appropriate administration accounts as base accounts and specify the percentages you want to distribute to the ICU and CCU allocation charge accounts.

The systems allocates Housekeeping's and Administration's expenses directly to ICU and CCU.

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Step Down Allocation Type Example

Assume you want to account for the Housekeeping department's share of Administration expenses, before you allocate Administration's expenses to ICU and CCU. To do this, you set up two allocation tables and use step down allocation. By using multiple tables, you can distribute dollars from one indirect expense account to another.

The system allocates Housekeeping's expenses to Administration, and then allocates Administration's expenses (including the amount allocated from Housekeeping) to ICU and CCU.

In order to calculate this allocation, you can create a single batch using both tables.

Limitation of Step Down Allocation

To allocate some of the Housekeeping expenses to Administration, and vice versa, you must perform simultaneous allocation.

To do this, specify the simultaneous method, not the step down method. In the step down method you cannot allocate dollars back to a base account, because the amount to be allocated has not yet been determined.

Simultaneous Allocation Type Example

Assume that you allocate expenses from Administration to Housekeeping, CCU, and ICU, and expenses from Housekeeping to Administration, CCU, and ICU. You would set up a simultaneous method allocation table and enter two rules. The simultaneous method employs a series of linear equations to allocate the amounts precisely in both directions.

You must set up the charge account for Housekeeping in the Administration rule (Rule 1), and vice versa. Charge accounts can be used as base accounts, in order to re-allocate already allocated dollars. However, only pure charge accounts (those accounts used exclusively as charge accounts in the table or tables used) end up with dollars allocated to them.

If you do not define any pure charge accounts in the table or tables, the system cannot complete the simultaneous calculation. This condition is called "closed circularity."

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Allocation Statistics

Overview of Generating Statistics (Actual and Budget)

The system uses allocation statistics to determine the relative percentage of the total amount to be allocated to each charge account.

For example, if you allocate to only one charge account, that account receives 100% of the allocated dollars. If you specify four charge accounts, and allocate evenly to those accounts, each account receives 25% of the allocated dollars.

You can generate allocation rules' statistics based on actual amounts and on budget amounts.

Typical Statistics

Allocation statistics might represent any of the following:

• number of employees (for allocating Payroll/Personnel department expenses)

• number of outpatient visits per year (for allocating social service costs to clinics)

• square footage (for allocating physical plant expenses such as electricity)

Generating Statistics for Budgets

You could decide to designate next year's budget amounts for the three surgical departments based on the relative proportions of this year's budget. Use any of the following budget amounts associated with the current year to determine the relative weight of next year's budget amounts, for these charge accounts.

• period budget amounts

• year-to-date period budget amounts

• annual budget amounts

You can maintain separate statistics for various combinations of budgets and allocation tables.

There are two ways to generate statistics.

• Automatically

• Manually

Steps for Generating Allocation Statistics Automatically (Actual and Budget)

Use the following steps to generate allocation statistics and budget allocation statistics.

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Step Use this Routine

1) Enter or edit the components to use as selection criteria for the accounts whose actual or budget amounts form the basis for statistics.

Enter/Edit Allocation Rules Routine (Generate Statistics section)

Example

2) Specify the table, rules, field, and period (also budget and fiscal year for budget statistics) for which you want to calculate statistics. The system retrieves the requested statistics and enters them into the allocation rule as allocation statistics.

Generate Actual Allocation Statistics Routine (actual)

or

Generate Budget Allocation Statistics Routine (budget)

3) Edit the allocation statistics that the system generates. (optional)

Enter/Edit Budget Statistics Routine

Enter/Edit Allocation Rules Routine (actual)

To allocate amounts based on the statistics created, use the Create Allocation Batch Routine (actual) or Create Budget Allocation Routine (budget).

Generating Allocation Statistics Manually (Actual and Budget)

To generate statistics manually, enter allocation statistics in the Enter/Edit Allocation Rules Routine or Enter/Edit Budget Allocation Statistics Routine for each charge account. The number you select should indicate the relative weight of this charge account in relation to the others.

The system totals the allocation statistics, and then divides each charge account's statistic by the sum of the all of the statistics. The system then uses this figure as the proportion of dollars to allocate to each charge account when you run the Create Allocation Batch Routine or Create Budget Allocation Routine.

Allocation Tables and Rules Routines

Overview of Allocation Tables and Rules

Use allocation tables and rules to define how the system calculates both allocation and budget allocation.

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You can define both step down and simultaneous tables. However, you can create batches using only one method's tables at a time.

The first step in cost allocation is to set up allocation tables using the Enter/Edit Table Information Routine. You then set up allocation rules within your tables.

The order in which the system executes tables and rules depends on

• the order in which you enter the tables in the Create Allocation Batch and Create Budget Allocation routines

• the numbering of the rules within the tables

Note: Creating a batch using multiple step down tables has the same effect as creating a batch using one step down table with multiple rules in a numbered sequence.

Table Information

The Allocation Table Information screen displays the tables mnemonic, description, and method of allocation.

When a table is check marked footer buttons are available to Copy, List, or List User Access for selected tables

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Overview of the Process Allocation Table Screen

Use the routines on this screen to enter, edit, view, list, and expunge an allocation table. The system uses allocation tables and rules to perform allocation of amounts to accounts. Allocation tables and rules create the internal formulae that the system uses to calculate allocation. You cannot perform allocation without first creating allocation tables that fit the needs of your health care organization.

To use this screen’s routines, click the button that contains the routine that you want to use to process allocation table and list allocation table information.

You may not have access to all of the routines. Your access to these routines and whether the routines appear on menus are controlled via the Access and Option Set dictionaries.

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Enter/Edit Table Information Routine

Overview of the Enter/Edit Table Information Routine

Use this routine to enter and edit an allocation table's description, allocation method, and priority. You can enter and edit information only for the table you select on the Process Allocation Table screen. When you create step down allocation tables, it is important that you enter the priorities in the order that which you want to the system to calculate them.

After you create a table, use the Enter/Edit Allocation Rules Routine to create the rules within the table.

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Establishing Priorities for Allocation Tables (for Step Down Allocation)

The priorities you assign to tables in the Enter/Edit Table Information Routine define the order that the system calculates allocation (for step down allocation tables). These priorities assure that no allocation that relies on another calculation is performed too soon. If a step down table's rules should be performed before another table's rules, give the first table a priority 1, and the subsequent table a priority 2.

Example

Assume your health care organization wants to allocate the cost of electricity to all of its departments. The electricity money is allocated to selected departments, and is then further allocated when those departments' expenses are allocated.

The table that contains the allocation rule for allocating electricity to all departments should be defined with a lower numbered priority than other tables. If you set up only one table, then you should give the rule for allocating electricity a lower number than subsequent rules.

Enter/Edit Rules Routine

Overview of the Enter/Edit Allocation Rules Routine

Use this routine to enter or edit any of the following elements in an allocation rule:

• rule number - determines the order in which the system performs the rule

• base accounts from which you want to allocate dollars

• a single clearing account - offsets the amount allocated to the charge accounts

• charge accounts to which you want to allocate dollars

• statistics information - determines the relative amounts to be allocated to each charge account

You can enter base accounts in two ways:

• by specifying component/summary level values to use as selection criteria for the accounts, one account class at a time, or

• by indicating a range (or multiple ranges) of account numbers

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Guidelines for Selecting Accounts for Statistics

The following guidelines apply to the selection criteria you enter for selecting accounts for allocation statistics in the Enter/Edit Allocation Rules Routine:

• All components must be a part of the class you select.

• You must enter at least one component from the charge accounts .

• A value for this component must be present in each charge account.

• All components for the specified class must be included in the Generate Statistics selection criteria.

Example of a Component Entry (Enter/Edit Allocation Rules Routine)

Your goal might be to allocate electricity expenses based on total year-to-date expenses of the charge accounts' departments.

In this case, you would enter Department as the component to use from the charge accounts (enter DPT at the Components From Chg Accts prompt). Then enter all the expense object codes you need at the Comp/Sum and Values prompts.

The system selects the accounts when you run the Generate Statistics Routine for this allocation rule. In this example, the system combines the

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departments from the charge accounts with the specified EOCs to select the accounts.

Allocation Statistics Options

Overview: Routines for Working with Statistics for Allocation

Use the following routines to create and edit allocation statistics.

To Use This Routine

Manually enter and edit budget statistics Enter/Edit Budget Allocation Statistics

Automatically calculate actual allocation statistics based on previous actual amounts

Generate Allocation Charge Statistics

Monitor the status of the allocation log file

View Actual Statistics Job Routine

Automatically calculate statistics based on the budget amounts for accounts in a selected budget file

Generate Budget Allocation Charge Statistics Routine

Monitor the status of the budget allocation log file

View Budget Statistics Job Routine

Enter/Edit Budget Allocation Statistics Routine

Use this routine to manually enter or adjust budget allocation statistics for a selected budget, table, and rule. You can enter or edit allocation statistics for charge accounts, and copy statistics from statistics entered for actual accounts.

The statistics you enter in this routine determine what percentage of the base accounts' annual budget amount is allocated to each charge account's annual budget amount. This distribution of budget amounts occurs when you run the Create Budget Allocation Routine.

Note: You cannot edit the charge accounts via this routine. Use the Enter/Edit Allocation Rules Routine to change the rule's charge accounts.

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Generate Allocation Charge Statistics Routine (Actual)

Use this routine to automatically create allocation statistics for use in allocation, based on accounts' actual amounts. You can create allocation statistics for a range of allocation rules within a selected allocation table prior to performing the allocation.

You must enter criteria for the system to use as the basis for allocation statistics (via the Generate Statistics section of the Enter/Edit Allocation Rules screen), before you use this routine. On the Generate Allocation Charge Statistics screen, you can enter the period for which you want to generate statistics, and the field on which to base the statistics (year-to-date actual balances, period-end actual balances, or current balances).

When you run the Generate Allocation Charge Statistics Routine, the system checks the class, component and summary levels you enter on the Enter/Edit Allocation Rule screen, and generates statistics based on the relative weight of the actual activity of the accounts related to the charge accounts.

You can view the status of the job created by this routine with the View Actual Statistics Job Routine.

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Example

Assume that you have an allocation table to allocate total Admitting expenses across all service-rendering departments. You can use total number of procedures performed in a period as a fair basis for distributing the Admissions overhead.

View Actual Statistics Job Routine

Use this routine to monitor the status of the background job initiated by the Generate Allocation Charge Statistics Routine (Actual).

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Generate Budget Allocation Charge Statistics Routine

Use this routine to automatically create allocation statistics based on the budget amounts for accounts in a selected budget file (for use in budget allocation). You can create allocation statistics for a range of allocation rules within an allocation table you select on the Process Allocation Table screen.

You must enter criteria for the system to use as the basis for allocation statistics (via the Generate Statistics section of the Enter/Edit Allocation Rules screen), before you use this routine. On the Generate Budget Allocation Charge Statistics screen, you can enter the period for which you want to generate statistics, and the field on which to base the statistics (year-to-date actual balances, period-end actual balances, or current balances).

The system checks the class, component, and summary levels you enter on the Enter/Edit Allocation Rule screen, and calculates statistics based on the relative weight of the actual activity of the accounts related to the charge accounts.

You can view the status of the job with the View Budget Statistics Job Routine.

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View Budget Statistics Job Routine

Use this routine to monitor the status of the background job initiated by the Generate Budget Allocation Charge Statistics Routine.

Allocation Rule Options

Overview: Routines for Working with Allocation Rules

Use the following routines to maintain allocation rules in a step down allocation table.

To Use This Routine

Reassign rule numbers (changing the priorities of rules)

Change Rule Number Routine

Renumber rules by a specific interval Re-Number All Rules Routine

Copy a rule or rules within an allocation table

Copy Allocation Rules Routine

Delete a rule Delete Allocation Rules Routine

Maintaining Allocation Rules in a Step Down Table

The system uses rule numbers to determine the order in which it calculates allocation rules. You to must maintain the order of rules for the system to perform step down allocation correctly. The system always performs rule number #1 before rule number #2.

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You can use various routines to maintain the order of an allocation table's rules.

For example, assume you start with Table A's rules numbered as follows:

1, 2, 3, 4

Changing the Order of the Rules

If you decide that rule #3 should precede rule #2, use the Change Rule Number Routine to change rule #3 to rule #1.5. Table A's rules are then:

1, 1.5, 2, 4

Inserting a New Rule

If you want to add two new rules between rules #2 and #4, use the Enter/Edit Allocation Rules Routine to enter the new rules. Use numbers that are not currently in use by this table. The rules are then:

1, 1.5, 2, 3, 3.5, 4

Renumbering All Rules

Use the Renumber Rules Routine to renumber all rules after #1 by increments of one. The rules are then:

1, 2, 3, 4, 5, 6

Note: In a simultaneous table, the system does not use rule numbers to perform allocation. The system uses rule numbers only for identification purposes.

Change Rule Number Routine

Use this routine to reassign allocation rule numbers in order to change the priorities of rules within an allocation table. The system uses rule numbers to determine the order in which allocation for the rule takes place.

For example, assume you want the system to perform rule #3 before rule #2. Use this routine to change rule #3 to a number below rule #2. You can use up to three decimal places.

Note: After you use this routine to re-order the rules in a table (which might include some decimals), use the Renumber All Rules Routine to simplify the number scheme.

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Re-Number All Rules Routine

Use this routine to simplify the number scheme of allocation rules in an allocation table.

Enter a numbered interval by which the system renumbers the rules. The system renumbers rules while keeping them in their existing sequence.

Copy Allocation Rules Routine

Use this routine to copy an allocation rule within an allocation table. You can copy the rule to one or more rules.

You can copy the rule to new rules, or to existing rules. If you copy to an existing rule, the system overwrites the rule's existing data.

To make a copy of an allocation table, use the Copy Allocation Table Routine.

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Delete Allocation Rules Routine

Use this routine to permanently delete an allocation rule that you no longer need. You cannot recover rules after you delete them.

Listing Allocation Tables

List Allocation Tables Routine

Use this routine to list a range of allocation tables. You can include a range of allocation rules within the tables you specify. You can also enter the budget to include (if the tables are associated with a budget).

The report lists all information about the selected allocation tables and their rules. If an allocation table has no rules, it does not appear on this report.

List Allocation Table Routine

Use this routine to print the allocation rules in the allocation table you select on the Process Allocation Table screen. The report includes all information about the allocation table's rules.

You can specify a range of rules to include on the list. The system prints up to six rules per page. Up to six rules print per page. If you have included more than six rules, an additional page (or pages) prints.

You can also enter the budget to include (if the tables are associated with a budget).

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Note: At least one charge account must be defined for a rule for the report to print (even if no statistics have been defined for the charge account).

Expunging Allocation Tables

Expunge Allocation Table Routine

Use this routine to remove an allocation table and its rules from the system.

Caution

You cannot recover an allocation table after you purge it. Expunge only tables that are no longer of use.

Redisplaying Allocation Tables

Redisplay Allocation Table Routine

Use this routine to redisplay the table header information on the Process Allocation Table screen, in case another user made edits to the allocation table after you entered the screen.

Copy Allocation Table Routine

Use this routine to make a copy of an allocation table. You can copy the selected table to a new table, or you can copy the table to an existing table (which overwrites the existing table's rules).

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Copying Table Header Information

If you copy to an existing table, you can decide whether to overwrite the table header information. If you copy to a new table, the system automatically copies header information from the original table.

Copying Rules

You can copy all the allocation rules from the original table, or you can enter a range of rules to copy. To copy rules within a table, use the Copy Allocation Rules Routine.

Allocation Batch Routines

Overview: Routines for Working with Allocation Batches

Use the following routines to create, edit, and post allocation batches.

To Use This Screen

Create an allocation batch and allocation log file based on allocation tables and rules

Create Allocation Batch Routine

Edit, post, create complied reports for, and add allocation batches to the index

Process Allocation Log Screen (Actual)

List a range of allocation log files. List Allocation Log Files Routine (Actual)

List the batches on the allocation batch index.

List Batches on the Allocation Index Routine

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Create Allocation Batch Routine

Use this routine to create an allocation batch of transactions based on allocation tables and rules. After you create the batch for a particular period, you can post it using the Post Batch Routine, to affect the charge and clearing accounts immediately.

To add amounts in this batch to POSTED batch amounts for transfer to the Cost Accounting Module, delete the batch and add it to the allocation batch index (via the Index/De-Index Allocation Batch Routine (Actual))

Enter the tables in the order in which you want the system to perform the calculation. For step down method tables, the order in which you enter the tables cannot conflict with their priority (the system prevents you from entering a lower-numbered table after a higher-numbered table).

The system runs a background job when you file this screen and creates an allocation log file. You can monitor the job's progress by entering the Process Allocation Log (Actual) screen and clicking on the View Allocation Job Status button.

How Priorities Affect the Allocation Batch

When you allocate multiple step down tables, the order that you enter the tables determines the sequence in which the system allocates dollars. If you enter two or more tables with the same priority, the order in which you enter them on the screen determines the order of their calculation.

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Overview of the Process Allocation Log Screen (Actual)

Use the routines on this screen to process allocation log files and allocation batches compiled by the Create Allocation Batch Routine.

After you create an allocation batch, you can do the following:

• Edit the batch using the standard batch editing routines

• Post the batch in GL.

• Generate compiled reports based on the batch.

• Designate the batch so it is retrievable by the Cost Accounting Module.

To use this screen’s routines, click the button that contains the routine that you want to use to process allocation batch information. You may not have access to all of the routines. Your access to these routines and whether the routines appear on menus are controlled via the Access and Option Set dictionaries.

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Viewing Allocation Logs

View Allocation Job Status Routine (Actual and Budget)

Use this routine to monitor the status of the allocation log file when you are creating allocation batches or budget allocations. This is useful if you are performing allocation from several complex tables.

The system updates the job information (for example, current status, start and stop date and time) on the screen every five seconds.

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View Allocated Tables Routine (Actual and Budget)

Use this routine to view the tables that make up an allocation log file, when you are creating allocation batches or budget allocations. This is useful if you are performing allocation from several complex tables.

Redisplay Allocation Log File Routine

Redisplay Log File Routine (Actual and Budget)

Use this routine to update the information for the allocation log file or budget allocation log file selected on the Process Allocation Log screen (actual) or Process Budget Allocation screen (in case the system changes the status after you enter the screen).

Editing Allocation Batches

Overview of Editing Allocation Batches in the Process Allocation Log Screen

Use the edit routines to manage the allocation batch for the allocation log file you choose via the Process Allocation Log screen (actual).

The routines you use to edit allocation batches work just like the routines you use to edit batches on the Process Money Batches screen.

Actual allocation to accounts occurs only after you post the allocation batch.

Post Allocation Batch Routine

Overview of Posting Allocation Batches in the Process Allocation Log Screen

Use the Post routines on the Process Allocation Log screen (Actual) screen , to post the selected allocation batch.

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The routines you use to post allocation batches work just like the routines you use to post batches on the Process Money Batches screen.

Overview of the Post Allocation Batch Routine (Actual)

Use this routine to post the allocation batch you choose via the Process Allocation Log screen (actual) screen.

Actual allocation occurs when you post the batch. When you post the allocation batch, the system credits the clearing accounts (or debits them if you are allocating revenue), and debits (or credits) the charge accounts.

Compiling Reports Without Permanently Posting (Actual Allocation)

Some health care organizations do not want to post allocation information permanently to the GL accounts. However, they still want to compile GL reports based on the allocation information.

To compile reports without permanently posting, do the following.

1) Approve and post the allocation batch.

2) Compile and print any standard or specialized reports.

3) Create a reversal batch using the Copy Routine.

4) Post the reversal batch.

Index/De-index Allocation Batch Routine

Index/De-Index Allocation Batch Routine (Actual)

Use this routine to make a batch eligible for transfer to MEDITECH's Cost Accounting (CA) Module, by adding the allocation batch (in DELETED status) to the allocation batch index. The CA Module then retrieves the indexed batches (in addition to all POSTED and FROZEN batches) when you run the Get GL Data Routine (in CA).

If the allocation batch is not on the allocation batch index, click the Index/De-Index Batch button to add the batch to the index. If the allocation batch is on the allocation batch index, click the Index/De-Index button to remove the batch from the index.

Since batches are not removed automatically from the Index when you perform the Get Period-End GL Data Routine in Cost Accounting, removing the allocation batch from the allocation batch index allows you to keep the index as current as you want.

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Caution

Although the system allows you to add any batch status added to the allocation batch index, do not add any POSTED batches to the index, or you erroneously double the allocation figures in Cost Accounting.

Listing Allocation Logs and Batches Routines

Overview of Listing Allocation Logs and Batches (Actual)

Use the List Batch routines to view long reports for the allocation log file you choose on the Process Allocation Log screen.

The routines you use to list allocation batches and logs work just like the routines you use to list batches on the Process Money Batches screen.

Overview of the List Allocation Log Files Routine (Actual)

Use this routine to list a range of allocation log files that the system creates when you run the Create Allocation Batch Routine.

You can decide to include log files with or without errors, or both. Also, you can decide to include saved or unsaved log files, or both.

Information on the Allocation Log Files Report

You can print this report for a single allocation log file (via List Input & Errors Routine), or for a range of allocation log files (via the List Allocation Log Files Routine (Actual)).

The information on the report includes:

• log number, status, method of allocation

• whether errors are present

• whether the log file is saved from purge

• date, time, and user mnemonic

• journal, post-to period, date, number, and status of the batch

• whether the batch is on the alocation batch index

• allocation tables used (mnemonic and description)

• last or current stage of compilation

• any errors encountered, listed by table and rule

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Save/Unsave Allocation Log Files From Purge Routine

Save/Unsave from Allocation Log File Purge Routine (Actual and Budget)

Use this routine to mark an allocation log file or a budget allocation log file as "saved" so that the system does not purge it. Or, for a saved log file, use this routine to mark the log file as subject to purge.

You can switch a log file from SUBJECT TO and SAVED FROM purge and vice versa as needed (until the log file is purged).

Purging Allocation Log Files

The system retains allocation log files according to the number of days defined by your MEDITECH consultant at the Allocation Log Purge Delay Days Parameters.

For example, assume your organization opts for a 30-day delay. When you run the Close Days Routine, the system purges all allocation log files created more than 30 days prior to the date being closed (excluding those allocation log files saved from the purge).

Expunge Allocation Log File Routine

Expunge Log File Routine (Actual and Budget)

Caution

You cannot recover a log file after you expunge it.

Budget Allocation Routines

Overview of Budget Allocation Routines

Use the budget allocation routines to create budget allocation. You can use budget allocation information to compare budget versus actual financial information. You allocate budget dollars the same way you allocate actual dollars. The following budget allocation routines work similarly to the allocation batch routines.

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• List Input & Errors Routine (Actual and Budget)

• View Allocation Job Status Routine (Actual and Budget)

• View Allocated Tables Routine (Actual and Budget)

• Save/Unsave from Allocation Log File Purge Routine (Actual and Budget)

• Expunge Log File Routine (Actual and Budget)

• Redisplay Log File Routine (Actual and Budget)

Steps for Performing Budget Allocation

There are six major steps in the budget allocation sequence. To perform budget allocation:

Step Use this Routine

1) Create and edit allocation tables.

Enter/Edit Table Information Routine within the Process Allocation Table screen

2) Create and edit allocation rules. Enter/Edit Allocation Rules Routine

3) Enter budget allocation statistics manually or create statistics automatically.

Enter/Edit Budget Allocation Statistics Routine within the Process Allocation Table screen (manual)

Generate Budget Allocation Charge Statistics Routine within the Process Allocation Table screen (automatic)

4) Create the budget allocation. You can create a budget file to store you budget allocation (annual amounts).

Create Budget Allocation Routine

5) Preview the effect of posting the budget allocation.

Preview by Account Routine within the Process Budget Allocation screen

6) Add the budget allocation to the budget file.

Add Allocated Amounts to Budget Routine within the Process Budget Allocation screen

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Overview of the Create Budget Allocation Routine

Use this routine to create a budget allocation log file. To define how the system creates budget allocation, enter the allocation tables in the order in which you want the system to perform the budget allocation.

The system runs a background job when you file this screen. You can monitor the job's progress by entering the Process Allocation Log (Budget) screen and clicking on the View Allocation Job Status button. The system updates the job information (for example, current status, start and stop date and time) on the screen every five seconds.

Unlike allocation of actual amounts, you cannot use this routine to create batches. After you run this routine, you must add the budget allocation to the budget file (via the Add Allocated Amounts to Budget Routine).

How Priorities Affect the Allocation Batch

When you allocate multiple step down tables, the order that you enter the tables determines the sequence in which the system allocates dollars. If you enter two or more tables with the same priority, the order in which you enter them on the screen determines the order of their calculation.

For step down method tables, the order in which you enter the tables cannot conflict with their priority (the system prevents you from entering a lower-numbered table after a higher-numbered table).

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Results of Allocation (Create Budget Allocation Routine)

The system calculates only annual budget amounts for the charge accounts. However, after you add the budget allocation to the budget, you can use the Distribute Annual Budget Across Periods Routine to distribute the annual amount across the periods. To view the effect of this routine, enter one of the charge accounts (defined in one of the pertinent allocation rules) in one of the following routines:

• Enter/Edit Annual Budget

• Enter/Edit Annual and Period Budget

• Enter/Edit Period Budget

Erasing Previous Budget Amounts in Clearing and Charge Accounts

Since your health care organization usually reserves clearing and charge accounts for the results of allocation, these accounts generally do not contain budget amounts prior to allocation.

However, clearing and charge accounts may have budget amounts (for example, when a budget is copied from actual balances). You can set clearing and charge accounts with budget amounts to zero before you calculate allocation.

To clear the accounts' budget amounts when you use the Create Budget Allocation Routine, enter Y at the Preset Clearing And Charge Accounts To Zero? prompt.

You may want to perform allocation repeatedly (applying several rules to a particular budget) in order to allocate various departments' expenses to the same charge account. To do this, enter N at the Preset Clearing And Charge Accounts To Zero? prompt each time you run the Create Budget Allocation Routine. The system adds the results of allocation to the current annual budget amounts for those accounts, and then distributes the results to periods (if a budget distribution is defined).

Overview of the Process Budget Allocation Log Screen

Use the routines on this screen to process budget allocation log files and the results of budget allocation compiled by the Create Budget Allocation Routine. Use the budget allocation features to compare actual versus budget financial information.

After you create budget allocation amounts, you add allocated amounts to the budget.

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To use this screen’s routines, click the button that contains the routine that you want to use to process allocation batch information. You may not have access to all of the routines. Your access to these routines and whether the routines appear on menus are controlled via the Access and Option Set dictionaries.

Add Allocated Amounts to Budget Routine

Use this routine to add the amounts you allocated to the budget via the Create Budget Allocation Routine (after you use the Preview by Account Routine to view how this action affects each account).

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Listing Budget Allocation Log Files

Overview of Listing Budget Allocation Logs

Use the List Budget Allocation Log routines to view reports for the budget allocation log file you choose on the Process Budget Allocation Log screen.

To Use this routine

List the information used to create a single budget allocation log file.

List Input and Errors Routine

View how adding a budget allocation to a budget will affect each account.

Preview By Account Routine

View how the system calculated each step when you ran the Create Budget Allocation Routine

Preview By Step Routine

List Allocation Log Files Routine (Budget)

Use this routine to list the budget allocation log files that the system creates when you run the Create Budget Allocation Routine.

You can include log files with or without errors (or both). You can also choose to include saved or unsaved log files (or both).

Information on the Allocation Log Files Report (Budget)

You can print this report for a single budget allocation log file (via List Input & Errors Routine), or for a range of log files (via the List Allocation Log Files Routine (Budget)).

The report includes

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• log number, status, and method of allocation

• whether errors are present

• whether the log file is saved from purge

• date, time, and user mnemonic for start and end of the compilation

• allocation tables used (mnemonic and description)

• last or current stage of compilation

• any errors encountered, listed by table and rule

For the budget allocation, the report includes

• name of budget and fiscal year

• whether the user preset charge and clearing accounts to zero

• date on which the batch was allocated, if applicable

Monitoring Allocations

Enter/Edit Table User Access Routine

Use this routine to provide or deny users access to selected allocation tables.

To restrict access to allocation tables, you must currently have access to

• the allocation table (as defined in this routine)

• the Enter Edit Table User Access Routine (as defined in the MIS User Dictionary)

Only users entered on the user list in this routine can access the selected allocation table. If you do not enter your own name on the user list, the following message appears:

You Are Not Included In The User List. File Anyway?

If you answer Yes, you deny your own access to the selected allocation table.

Caution

If you do not enter any users in this routine, all users have access to the selected allocation table.

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List Restricted Access Tables Routine

Use this routine to list a range of allocation tables whose access is restricted to selected users.

The following information appears on the list.

• allocation tables whose access is restricted to selected users

• users who can access restricted allocation tables

List Input & Errors Routine (Actual and Budget)

Use this routine to list the information the system used to create a single allocation log file or budget allocation log file. This report also lists any errors encountered when the system created the allocation log file.

The information on the report depends whether you created an actual allocation log file or a budget allocation log file. The information on the List Input & Errors Report is the same as the information on the corresponding List Allocation Log File Report.

Preview by Account Routine (Budget)

Use this routine before adding the budget allocation amounts to each GL account, to view how this action would affect each account.

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Information on the Report

On the report, the system displays the allocation log number, budget, fiscal year and the date allocated, if any.

For the step down method, the system displays for each account:

• the preliminary step of setting an account to zero (as applicable). If more than one rule affects an account, a separate line above the total shows the total of all the steps (other than the preset to zero).

• account totals, or the amount that is added to the account's annual budget if you add the allocated amounts to budget.

• for each rule in each table: − budget amount before the step − amount allocated to the account in the step − budget amount at the end of the step

For the simultaneous method, the report displays for each account:

• budget amount before the compilation (labeled Before)

• amount allocated to the account in the compilation (labeled Allocated)

• budget amount at the end of the compilation (labeled After)

For both methods, the system displays the total amounts to be added to the budget in the summary of the report.

Note: For accounts preset to zero, the system displays the amounts Before, Allocated and After on a separate line shows. Another line shows the results of the compilation.

Preview by Step Routine (Budget)

Use this routine (for the step down method) to view how the system calculated each step when you ran the Create Budget Allocation Routine, by allocation table and rule.

Within each step, the system displays the information by account (including any preset to zero accounts) and totals per rule and table. The report summary displays the total amounts to be added to the budget.

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Budgets

General Ledger (GL) Budgets Overview Use the General Ledger Module's budgeting features to establish, maintain, and manipulate budgets. The two main functions of the budgeting feature are

• to establish predictions for future financial activity

• to compare budgets with actual activity via standard and compiled reports

Setting Up Budgets To use MEDITECH's budgeting feature efficiently, follow these steps.

Step Routine

1) Enter budget distributions MIS GL Budget Distribution Dictionary

2) Create budget files Create Budgets and Edit Status

3) Receive budgets created in Fixed Assets or Payroll/ Personnel

Read Budgets from Applications

4) Enter annual and period budget amounts

Enter/Edit Annual Budget

Distribute Annual Budget Across Periods

Enter/Edit Period Budget

Enter/Edit Annual and Period Budget

5) Perform budget allocation to mirror actual allocation, if needed.

Create Budget Allocation

6) Distribute budgets to departments for verification

Budget Worksheet

7) When approved, change budget status to CLOSED

Create Budgets and Edit Status

Purge Budget Routine Use this routine to purge all budgeted amounts for selected accounts for a particular budget and fiscal year. When a budget is no longer needed, use this routine to remove it permanently from the system. You cannot recover a budget after you purge it. When you purge a budget, you also purge all corresponding budget revision notes. After you purge a budget,

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the system creates and files an audit note that states that the budget was purged.

To choose accounts for purging budgets, you can enter

• accounts

• components/summary levels and their values

• an account range or ranges

Note: If a budget has only one fiscal year defined, and you purge this budget file, any statistics associated with the budget in any allocation rule (in any allocation table) are also purged.

If more than one fiscal year is defined for a budget, statistics remain in the allocation rule, despite the purge of the budget.

Establishing Budget Access

Enter/Edit Budget User Access Routine

Use this routine to provide or deny selected users access to a selected budget file.

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Before restricting access to a budget file, you must currently have access to

• the budget file (as defined in this routine)

• the Enter/Edit Budget User Access Routine (as defined in MIS User Dictionary)

All budget routines recognize user restrictions except the List Restricted Access to Budgets routine.

Only those users entered into the user list (of this routine) can access to the selected budget file. If you do not enter your own name into the user list, the following message appears:

You Are Not Included In The User List. File Anyway?

If you answer Yes, you deny yourself access to the selected budget file.

Caution

If you do not enter any users in this routine, all users have access to the budget file.

List Restricted Access Budgets Routine

Use this routine to print a list of a range of budgets whose access is restricted to selected users.

The following information appears on the list:

• budgets whose access is restricted to selected users

• corresponding users to whom the restricted budgets are accessible

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Budget Routines

Create Budgets and Edit Status Routine

For a new budget, use this routine to

• create a new budget

• associate it with a fiscal year—thereby creating a budget file

• assign a status to it

For an existing budget file, use this routine to edit its status.

When to Use This Routine

When a budget is preliminary, set its status to OPEN or RESTRICTED, so you can still edit it.

When a budget is approved, use this routine to change its status to CLOSED, to protect it from inadvertent edits.

If changes prove to be necessary, use this routine to change the budget's status back to OPEN or RESTRICTED to allow it to be edited.

Budget Statuses

There are three statuses available for each budget file. The statuses are defined below.

Budget Status Description

OPEN budget data may be edited by users with access to any of the Enter/Edit Budget Routines

RESTRICTED budget data may be edited by any user whose access level is defined as ALL at the Financial Data Access Type prompt in the MIS User Dictionary

CLOSED budget data may not be edited

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Copying From Budgets

Use this routine to define the fiscal year or mixed fields/periods from which you want to copy information. Then, you can copy actual or budgeted data for the defined fiscal year or mixed periods.

If you select budgeted instead of actual data, you can define the budget from which you want to copy amounts.

You can also use this routine to copy period actuals and/or annual amounts from a previous budget to the budget you define as the Copy From budget.

You can overwrite or add information to the budget to which you copy.

Budget Processing Routines

All selected budgets will display in the Budget table. The following information appears in the table:

• Budget Mnemonic

• Fiscal Year

• Status

• Access

• Notes

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Entering Budget Amounts

Routines used to Enter Budget Amounts

To help you achieve precise budget amounts, entering and editing budget routines are available for:

• Annual Budget Amounts

• Period Budget Amounts

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Overview: Routines for Entering Annual Budget Amounts

Use the following routines to enter annual budget amounts.

To do this Use this routine

Enter annual amounts for multiple accounts

Enter/Edit Annual Budget

Edit one account's annual (and period) amounts

Enter/Edit Annual and Period Amounts

Copy annual amounts from one budget file to another, or copy from actuals to budget amounts

Copy From/To Budget

Enter/Edit Annual Budget Routine

Use this routine to enter the annual budgets for accounts by class.

This routine enables you to enter the annual budget amounts quickly since each account of the class you specify appears automatically, one at a time, and in numerical order (after you identify the budget file and fiscal year).

After you enter all the annual budget amounts, use the Distribute Across Periods Routine to apply the annual amounts that you entered here to each accounting period in the specified fiscal year.

Note on Liability and Revenue Accounts

In order for the system to calculate variances correctly, enter a negative sign in front of budget amounts for liability and revenue accounts. A message to this effect appears on the screen as a reminder.

Deductions from revenues should not be entered with a negative sign.

Access

You can enter or edit only budgets to which you have access. Access to a budget is based on your financial access (as defined at the Financial Data

Access Type prompt in the MIS User Dictionary ).

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Add to Annual Budgets Routine

Use this routine to change an existing annual budget by adding to or subtracting from selected accounts' annual budget amounts. You can use this routine for money or statistics accounts. Also, use this routine to select a budget distribution (from the MIS GL Budget Distribution Dictionary) for distributing the annual budget amount across periods.

If the periods of the annual budget are already defined, an asterisk appears in the column labeled Period Budgets Exist; Will Be Cleared Or Distributed. If this is true, the system distributes the new annual budget over the periods, erasing the old period amounts. The budget distribution of the new annual amount is based on the relative weights of the old period amounts.

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Distribute Annual Budget Across Periods Routine

Use this routine to spread the annual budget amount of selected accounts across the periods of a fiscal year.

To choose the accounts whose annual budget you want to distribute, you can

• include all accounts

• specify component/summary levels and their values

• identify ranges of accounts (money, statistics, or both)

To distribute the annual budget across periods, you can

• select a budget distribution from the MIS GL Budget Distribution Dictionary

• base the distribution on the relative weights of actual or budget amounts from

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− all the periods in one fiscal year − a mixture of periods in one or more fiscal years

Caution

When you distribute annual amounts across periods, the system overwrites existing period amounts (if any) for the selected accounts. To prevent making inadvertent changes to a budget file, MEDITECH recommends making a copy of the budget as a backup before using this routine.

If there is no annual budget for an account, the system prints the account on an error list, after you complete this routine.

Overview: Routines for Entering Period Budget Amounts

Use the following routines to enter period budget amounts.

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To do this Use this routine

Enter one account's period amounts Enter/Edit Period Budget

Edit one account's period (and annual) amounts

Enter/Edit Annual and Period Budget

Enter one account's period amounts based on annual amount and budget distribution

Distribute Annual Budget Across Periods

Increase (or decrease) period amounts by a percentage

Change by Percentage

Copy period amounts from one budget file to another, or copy from actuals to budget amounts

Copy From/To Budget

Enter/Edit Period Budget Routine

Use this routine to enter and edit the period budget amounts (for a particular period) for individual accounts.

When to Use this Routine

Use this routine to adjust a particular period's budget amounts, account by account. For example, you might use this routine if a given period's budget figures need to be changed based on a new prediction of total volume for a particular department.

How the Routine Works

After you select the budget and fiscal year, enter the period and account whose period budget amount you want to edit. Then, edit the budget amount for the specified period. The system automatically recalculates (and redisplays) the annual budget amount, if one is defined. When you file the edit, the system updates both period and annual budget amounts.

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Add to Period Budgets Routine

Use this routine to change a period budget for selected accounts by adding an amount to the existing period budget.

If a period budget distribution exists for a selected account, it no longer applies after you create the new period budget. Also, the account's new annual budget is increased by the amount you added to the period budget.

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Change Budgets by Percentage Routine

Use this routine to increase or decrease the budget amounts of selected accounts by a specified percentage. You can change the budgeted amounts for all periods in a fiscal year, or for a selected range of periods. Annual amounts increase or decrease accordingly.

To choose the accounts with budget amounts you want to change, you can

• include all accounts

• specify components/summary levels and their values

• identify an account range or ranges

Caution

When you change budgets by a percentage, the system overwrites existing budget amounts (if any) for the selected accounts. To prevent

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making inadvertent changes to a budget file, MEDITECH recommends making a copy of the budget as a backup before using this routine.

When to Use This Routine

Use this routine to apply a percentage increase (or decrease) to next year's budget over this year's budget. You can do this for all accounts or for specific departments.

Or, you can make changes in an existing budget for a range of periods to respond to a changing scenario. For example, if you expect seasonal conditions to affect some departments' volume, you can increase (or decrease) the corresponding periods' budget amounts.

Enter/Edit Annual and Period Budget Routine

For a selected (non-subsidiary) account, use this routine to enter/edit the annual budget amount, the budget distribution, and the period budget amounts.

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Typically, healthcare organizations begin budgeting by using the Enter/Edit Annual Budget Routine and the Distribute Across Periods Routine to enter and distribute budget amounts for many accounts efficiently. This routine is useful for

• entering a distribution that is only used for individual accounts

• correcting or fine-tuning budget amounts for a single account

How the Routine Works

The routine provides various calculations, depending on your entry.

If you enter The routine

an annual budget amount and a budget distribution

distributes the annual amount across periods

an annual amount, and various period amounts

verifies that the sum of the periods is equal to the annual amount

period budget amounts only computes the annual amount

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Copying Budgets

Overview of the Copy From/To Budget Routine

Use this routine to copy one budget to another, or to copy actual balances into a budget.

Use this routine to

• set up next year's budget based on either this year's budget or this year's actual balances

• make a backup copy of a budget that you can revise extensively

• allow more than one user to work on similar but separate budgets

• maintain separate copies of budgets for testing various purposes while keeping a master budget intact

You can copy a budget from all accounts, ranges of accounts, or combinations of accounts, to another budget.

You can use the Copy Budget For Mixed Fields/Periods screen to select periods that you want to copy and whether you want to copy actual or budgeted volumes.

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Copy Budget For Mixed Fields/Periods Screen

You access this screen by entering M at the Copy From [F]iscal Year or

[M]ixed Fields/Periods? prompt in the Copy From/To Budget Routine.

Use this screen to define the periods that you want to copy, and whether you want to copy actual or budgeted amounts for each period.

The screen displays all periods in the fiscal year that you defined at the Year prompt on the Copy From/To Budget screen.

Copying from Actual Balances

To copy a budget from actual balances using the Copy From/To Budget Routine, use the Copy Budget For Mixed Fields/Periods screen or enter A at the Actual/Budget prompt. Then, you can specify whether to copy period and annual balances, or only annual balances.

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Annual Balances Only: Extrapolating Balances

If you copy next year's budget from the current year's actual balances, the routine uses the current year's balances (though incomplete) to extrapolate annual budget amounts.

Copying Period Balances (When Current Year is Incomplete)

If you choose to copy period balances from the current fiscal year's actual balances, the Copy From/To Budget Routine copies only the closed period balances into the corresponding periods of the budget.

The remaining period budget amounts and the annual budget amount fields are left blank.

Extrapolating Annual Balances Example (Copy From/To Budget Routine)

Assume the last closed month is September and the fiscal year matches the calendar year. The routine multiplies each account's year-to-date balance by 12 (total number of periods in the fiscal year) and then divides that product by 9 (number of periods closed so far) to arrive at an estimate for the annual balance.

9000 x 12 (total number of periods in the fiscal year) = 108000

108000 / 9 (number of closed periods so far) = 12000

Extrapolated Annual Budget Amount = 12000

To perform this extrapolation of annual amounts, you must enter A at the Actual/Budget and Copy Actual [P]eriod Activity or [A]nnual Balance Only prompt on the Copy From/To Budget screen.

Budget Revision Notes

Overview of the Budget Revision Notes Routines

Use the Budget Revision Notes routines to enter, edit, list, and view reasons for changes to budgets. The system uses budget revision notes to create audit trails for budgets.

You create budget revision notes manually in the Enter/Edit Budget Revision Note Routine. The system creates audit notes automatically when you make a change that affects the budget.

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Enter/Edit Budget Revision Notes Routine

Use this routine to enter, edit, or delete budget revision notes.

When you edit a note, the system displays information about the note in the following fields.

Field Displays

Created Date the note was created

By (Created) User who created the note

Last Edit Date the note was last edited

By (Last Edit) Last user to edit note (if previously edited)

Note: You can access audit notes in the List and View Budget Revision Notes routines, but you cannot access them in the Enter/Edit Budget Revision Notes Routine.

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List Budget Revision Notes

Use this routine to print a budget revision note report for a specific budget and fiscal year. You can print notes for any combination of the following:

• note sequence numbers

• last edit dates

• users

The following information appears on the report:

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• budget • user who created the note

• fiscal year • user who last edited the note

• note sequence number • full listing of the note text

• date the note was created • audit notes (optional)

• date the note was last edited

On the report, audit notes are marked with asterisks after the note sequence numbers.

View Budget Revision Notes

Use this routine to view budget revision notes made to a particular budget file.

When you view an audit note, the system displays a single-line, system-created note. In the Lookup, audit notes are marked with asterisks to the left of the note sequence numbers.

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Deleting Budget Revision Notes

In the Enter/Edit Budget Revision Notes Routine, use the following steps to delete a budget revision note.

1) Enter the budget and fiscal year.

2) Enter the note sequence number of the note you want to delete.

3) Delete all the text in the free-text field.

4) Click on to file.

After you delete a note, you cannot access the note sequence number unless it is the last note in the sequence. If the note is the last note in the sequence, enter N (for next) to reuse the note sequence number.

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Retrieving Budgets from Files

Read Budget from File Routine

Use this routine to import a budget file for a specific budget and fiscal year into an existing GL budget. The budget file can contain money accounts, statistics accounts, or both.

File Format

The file must use the following format:

GLAccountNumber^PeriodEndDate^Amount

The following table describes how each part of the entry should be formatted.

For this part of the entry Use this format

GLAccountNumber MEDITECH format

PeriodEndDate YYYYMMDD

Amount ########.## (negative numbers are allowed)

If the file format contains two or more lines that have amounts being directed to the same account number and same GL Period, the system adds the amounts together.

Warnings and Errors

The system displays a warning message if you attempt to import a budget file that already has defined amounts in the budget. If you decide to continue, the system deletes the existing budget amounts and replaces them with the budget amount you import.

The system reports any errors at the end of the process. These errors include the following

• account number that does not exist

• invalid period end date

• invalid budget amount

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Retrieving Budgets from Other Modules

Overview of the Read Budgets from Applications Routine

Use this routine to read budgets from MEDITECH's Executive Support System, Payroll/Personnel and Fixed Assets Modules into the General Ledger Module.

When to Use this Routine

Use this routine after you create budgets in

• Executive Support System, for predictions of activity for groups of accounts

• Payroll/Personnel, for both dollars and hours, as defined by department, job code, and earning (benefit expenses may also be budgeted in parallel with actual benefits)

• Fixed Assets, for the expense associated with the depreciation of assets

Requirements for Reading Budgets into GL

Budgets read into the General Ledger must fit one of these three patterns:

• annual amount and all period amounts present

• annual amount present, but no period amounts

• some period amounts present, but no annual amount

Budget accounts are also checked as follows.

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• The type (money or statistics) must be the same as the type specified in the Create GL Budgets for Transfer Routine (when performed in the source application database).

• Budget accounts must be correctly defined in the MIS GL Account Dictionary. They may not be inactive or subsidiary account numbers.

When you complete this routine, the system automatically generates an error list (if applicable). All budgets that were rejected for any of the above reasons appear on the error list. The error list is only available at the end of the routine and cannot be printed at a later time.

Read Budgets from Applications Routine: In General Ledger

You can read a budget transfer file into any existing GL budget file. If you want, you can read ESS, FA and P/P transfer files into the same GL budget file (by running the routine over and using the same budget file).

The fiscal year of the transfer file (from the source application) must match the fiscal year of a GL budget file. To set up a GL budget file for that year for the budget you want, use the Create Budgets & Edit Status Routine.

A budget transfer file must contain either all money or all statistics accounts.

Note: For budgets from the Payroll/Personnel Module, you can transfer both dollar and hour budgets. However, you must transfer hour and dollar budgets separate files.

Read Budgets from Applications Routine: In Source Application

In each source application database (PP, ESS, and FA), only one set of budget information (or transfer file) is present at a time.

You can read a transfer file from ESS, FA or P/P into GL at any time. Receiving a budget into GL does not affect or delete the transfer file in the source application database.

Adding to Existing GL Budgets

If you choose to add new budget amounts to existing budget amounts when using the Read Budgets from Applications Routine, the addition is performed only if one of the following conditions is true:

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• both the existing budget and the new budget have an annual amount, but no period amounts defined

• both the existing budget and the new budget have some or all period amounts, but no annual amount defined

• both the existing budget and the new budget have an annual amount and all period amounts defined

• the existing budget has an annual amount and all period amounts defined, and the new budget has some or all period amounts but no annual amount defined

In the latter two cases, the system erases any distribution, and the new annual budget is the sum of the new period budgets.

If Duplicate Budgets Exist

When you identify a GL budget file in the Read Budgets from Applications Routine, you must determine what to do if a duplicate budget is present (that is, a budget amount for an account already exists in the GL system for the same budget name and fiscal year).

The system can handle duplicate budgets in any of three ways. You can

• ignore the new budget amounts (existing GL budget remains unchanged)

• replace the existing GL budget amounts with new budget amounts from source database

• add new budget amounts to existing GL budget amounts

Transfer File Statuses

After you use the Read Budgets from Applications Routine to enter the source application database, the budget name, and how to handle duplicate budgets, information (including the current status of the transfer file) about this transfer file appears on the bottom half of the screen.

Possible Status Explanation

COMPLETED budget file was successfully created in the source database and is ready to be transferred to GL

INCOMPLETE a user is currently running Create GL Budgets Routine in the source database

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Possible Status Explanation

TRANSFERRED budget file has been transferred at least once to GL from selected database (can be transferred again if necessary)

Correcting Rejected Budgets

Use the following steps if an account's budget is rejected.

1) Correct the account or budget problem.

2) Recreate the budget via the budgeting routines in the source application.

3) Use the Read Budgets from Applications Routine again.

The Budget Worksheet

Budget Worksheet Overview

The budget worksheet combines historical, current, and projected actual activity, as well as projected budget information, in one report. Use the report as a worksheet to analyze and project future budgets.

The worksheet provides actual and budget figures (and the variance) for a year you specify as a base year, including totals from the previous year. If you enter the current year as the base year, the system calculates a prediction of the remainder of the year's actual activity based on your choice of either actual or budget amounts.

You can print the worksheet without budget figures, to analyze only actual activity.

The worksheet also provides space for manual entry of new budget amounts for a fiscal year you specify, the worksheet year.

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Budget Worksheet: Typical Uses

Typical uses of the budget worksheet include

• projecting next year's budget based on the current year's actual or budget figures

• basing budget requests on past performance

• comparing the current year's actual (or budget) figures to next year's budget, making changes if necessary

• analyzing one year's actual and budget figures

After projecting and entering next year's budget amounts, you can reprint the worksheet to review budget amounts entered.

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Selecting Accounts

To choose accounts to include on the report, you can

• include all accounts

• specify components/summary levels and their values

• identify an account range or ranges

In addition, you can choose whether to include or exclude non-budgeted accounts (accounts for which no annual budget amount exists in the specified budget file) on this worksheet.

Sorting Accounts

If you select accounts by combination (components/summary levels and their values), you can specify how the system sorts the report.

For example, you can sort the expense accounts by expense object code, and then by department, or vice versa.

Special Flexibility for Totals Across Account Types

If you include accounts from different account types in the same budget worksheet, you can specify how the totals should be calculated.

For example, if you include both revenue and expense accounts, and sort the report by department, you would probably prefer that the total for that department be a net figure (revenues less expenses). For this result, enter Y at the Total As Net prompt.

However, if all accounts on the report are of the same account type, the total should be a sum. In this case, enter N at the Total As Net prompt. If you enter Y, the totals are added but a negative sign may print.

Key to Budget Worksheet Columns

Column Header Description

ACTUAL (PRIOR YEAR) Total actual activity posted to year prior to base year

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Column Header Description

ACTUAL (BASE YEAR) Actual data from year, entered at Based On Fiscal Year prompt

Budget Worksheet Columns: If Base Year Is Not Closed

Column Header Description

POSTED THRU (PERIOD) Sum of year-to-date actual activity, up to and including period entered at Thru Period prompt

PROJECTED REMAINDER Activity calculated for rest of year, based on either actual or budget activity

PROJECTED TOTAL Sum of YTD actual activity and projected activity for remainder of the year PROJECTED TOTAL = POSTED THRU (PERIOD) + PROJECTED REMAINDER

VARIANCE FROM (PRIOR YEAR)

Difference between base year's projected totals and previous year actuals VARIANCE (PRIOR YEAR)=PROJECTED TOTAL-ACTUAL (PRIOR YEAR)

VAR % Variance above expressed as a percentage VAR %={VARIANCE (PRIOR YEAR) / ACTUAL (PRIOR YEAR)} * 100

Budget Worksheet Columns: If Base Year Is Closed

Column Header Description

ACTUAL Actual total activity for base year

VARIANCE FROM (PRIOR YEAR)

Difference between base year and previous year actuals VAR % = {VARIANCE (PRIOR YEAR) / ACTUAL (PRIOR YEAR)} * 100

VAR% Variance above expressed as a percentage VAR % = {VARIANCE (PRIOR YEAR) / ACTUAL (PRIOR YEAR)} * 100

BUDGET (BASE YEAR) Budget data from year entered at Based On Fiscal Year prompt

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Column Header Description

(This report section appears only if you entered a budget at the Budget prompt.)

BUDGET Annual budget amount

VARIANCE For liability and expense accounts: VARIANCE = BUDGET AMOUNT - ACTUAL AMOUNT

For all other accounts: VARIANCE = ACTUAL AMOUNT - BUDGET AMOUNT

VAR% Variance above expressed as a percentage VAR % = (VARIANCE / BUDGET) * 100

BUDGET (WORKSHEET YEAR)

Annual budget amount (if defined) for year entered at For Fiscal Year prompt

Listing Budgets

List Budgets Routine

Use this routine to list budget amounts in a specified budget file for selected accounts. You can list only annual budget amounts, or both the period and annual budget amounts.

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List Budgets Report Information

For each account selected, the list includes:

• account number and description

• period budget amounts (if you responded N at the Annual Amounts Only prompt)

• budget distribution used, if any

• annual budget amount

The system prints a total of the annual amounts for all accounts at the end of the list. If you include period amounts, totals for each period also appear.

In addition, if you enter a secondary sort value, and request secondary totals, a subtotal prints every time the value entered at Secondary Sort changes.

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List Budget Statuses Routine

Use this routine to print a status report to monitor the statuses of active budget files for selected budgets. You can print a list for a range of budgets or fiscal years. For example, you might determine that a crucial budget should have a status of RESTRICTED rather than OPEN.

In addition, this report is useful for tracking changes to a budget's status. It can serve as an audit trail in case a budget's status is not correct.

Report Information

For each budget file you select for the report, the following information prints:

• name of budget

• fiscal year of budget file

• status of budget file for that fiscal year

• information about the last change in status

• whether the file is empty (a Y appears if there are no budget amounts associated with this budget file)

List Incomplete Budgets Routine

Use this routine to print a list of partially budgeted accounts for a selected budget and fiscal year. A partially budgeted account is one which has only an annual budget amount; or one that has no annual amount and at least one period amount.

To choose accounts to search when compiling the report, you can

• include all accounts

• specify components/summary levels and their values

• identify an account range or ranges

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When to Use the List Incomplete Budgets Routine

Use this routine to identify incompletely budgeted accounts. For each account, the report lists what component of the budget is missing so that you can complete the budget.

Report Information

For each account, the following information appears:

• account number and description

• an indicator if the account contains only annual budget amounts, no annual amounts but one or more period amounts, or no annual amounts but all period amounts

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General Ledger Report Writer

Overview of the GL Report Writer The General Ledger (GL) Report Writer allows you to create an unlimited variety of reports that are essential for financial analysis. MEDITECH has built great flexibility into the GL Report Writer so you can design and format reports to meet the needs of all levels of your health care organization's management.

Ledger Summary Screen This screen displays a summary of debits/credits to each account class (assets, liabilities, revenues, and expenses) for the selected corporation, range of periods, and accounts.

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Creating Reports

Creating Reports: The Compiled Reports Menu

The standard Compiled Reports Menu (located on the standard GL Main screen) contains the routines which are used to create user-defined reports.

You only need to create a report once. Each time you print the report, you can compile the most current GL data for the report, based on the report's specifications. However, the report's specifications may be edited in the future as needed.

Actual, Budget, and Statistical Data Reports

You can create reports for actual, budget, and statistical data. For example, variance reports of actual versus budgeted amounts in absolute dollars or percentages over or under the selected budget may be created.

You may include data from several fiscal periods as well as multiple accounts and/or components and summary levels. For example, you can create an activity report that displays totals for several fiscal periods, and then sums the total of those periods. Or, the report can provide detailed data for several different accounts, and then sum those accounts for each fiscal period.

Importance of MIS GL Account Structure

Each health care organization has a unique account structure which impacts how the GL Report Writer retrieves data.

Note: The GL Report Writer does not verify that accounts actually exist. Therefore, you must have an adequate understanding of your organization's account structure to produce meaningful reports.

For example, if your revenue and expense accounts are a combination of the Department and EOC or ROC components, you can summarize them into expense or revenue summaries. If you want more detail, you can create a report that shows all of the expenses that were incurred by a department in specified periods, or create a report of all departments that incurred a particular expense.

Overview of Online Steps for Creating a GL Compiled Report

The online steps for creating a GL compiled report are:

1) Define a report format (the columns of your report).

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2) Define a report (the rows of your report), and assign it to a report format.

3) Compile and print the report.

Defining a Report Format

When creating reports with the GL Report Writer, you must first define a report format. A report format determines how columns on a compiled report retrieve, calculate, and display information. For example, a report format may be defined to retrieve balances for one period and display the data in a single column. Another format may retrieve actual and budget activity, compute the variance, and display all three types of information in three separate columns on the report.

Defining a Report

After you define your compiled report's columns (that is, your report format), you enter a report definition. This definition determines

• which report format is used to retrieve data

• which accounts' data is retrieved in each row of the report, and how that data is displayed

• report titles

• whether separate reports print for selected components and summary level values

Relationship Between Report Definitions and Formats

More than one report definition can utilize the same report format. In this way, the same type of information may be retrieved for different accounts. For example, you can create one balance sheet report format which retrieves account balances for one period. Then, you can assign that format to these two report definitions:

• a report which provides summarized account activity for all asset, liability, and revenue accounts

• a report which provides account activity for just revenue accounts with selected revenue object code (ROC) values

Likewise, a single report definition may be edited to utilize various report formats. This enables you to retrieve different types of information while still reporting on the same accounts.

Compiling and Printing a Report

After you create your report definition, you need to compile it (that is, retrieve the appropriate data from the GL Module). Compiling a report involves

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• selecting the base period (the period for which data is compiled) for the report

• selecting all of the report definitions to compile in a single run

After you compile a report run, you can print it.

GL Report Writer Features

Overview of GL Report Writer Features

The GL Report Writer allows experienced users to control the following aspects of GL Reports:

• Specifying Title Lines and Width

• Managing Data Selection

• Managing Calculations

• Displaying Data Retrieved or Calculated

• Editing Multiple Reports

Specifying Title Lines and Width

The following table explains how to specify title lines and width.

Feature Routine Prompt

Title Lines

• all pages of report

Enter/Edit General Report Information

Title Lines

• summary report only

Enter/Edit General Report Information

Title Lines For Summary Reports

• grand summary report only

Enter/Edit General Report Information

Title Lines For Grand Summary Reports

Report Width Enter/Edit Report Format

Max Width

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Managing Data and Calculations

Managing Data Selection

The following table explains how to manage data selection.

Feature Routine Prompt

Which data to retrieve Enter/Edit Report Format

Data (for Retrieve column)

Responses:

Per Act, Ytd Act, Balance, Per Bud, Ytd Bud, Ann Bud

Budget to use Enter/Edit Report Format

Budget (for Retrieve column)

Base period Compile Report Run Gl Period

Range of periods for which to retrieve data

Enter/Edit Report Format

Periods From and Thru (for Retrieve column)

Managing Calculations

The following table explains how to manage calculations.

Feature Routine Prompt

Adding values from two columns for all lines

Enter/Edit Report Format

Function: Add (for Function column)

Adding values from more than two columns

Enter/Edit Report Format

Function: Tot (for Function column)

Adding values from Detail and Total lines

Enter/Edit Report Lines

Totals To

Subtracting two columns

Enter/Edit Report Format

Function: Sub (for Function column)

Multiplying two columns

Enter/Edit Report Format

Function: Mul (for Function column)

Dividing two columns

Enter/Edit Report Format

Function: Div (for Function column)

Defining constants for use in other columns

Enter/Edit Report Format

Report Override

TYPE

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Feature Routine Prompt

Overriding constant for

• entire report

• selected ranges of lines

Enter/Edit General Report Information, screen 2

Line Override Section

From Line, Thru Line

Calculating the percentage of two columns

Enter/Edit Report Format

Function: Pc (for Function column)

Calculating the percentage that lines contributed to another line

Defining a Pcl column

Enter/Edit Report Format

Function: Pcl (for Function column)

Defining a 100% line Enter/Edit Report Lines

Line Type: Detail or Total

Identifying the 100% line

Enter/Edit General Report Information, screen 2

100% Line

Suppressing values in PCL column for inappropriate lines

Enter/Edit General Report Information, screen 2

Blank 100% Columns Sections

From Line, Thru Line

Performing any calculation on values from any cells on the report

Enter/Edit General Report

Defining an EXPRESSION line

Enter/Edit Report Lines

Line Type: Expression

Entering the expression

Enter/Edit/Delete Expressions

Expression

Displaying Data Retrieved or Calculated

Overview of Displaying Data Retrieved or Calculated

The General Ledger Report Writer allows you to control the following aspects of display for data retrieved or calculated:

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• Displaying Data Retrieved

• Columns

• Dollar/Percent Signs

• Selecting and Restricting Accounts

• Totals/Rounding

• Reversing Amounts

Controlling Column Display for Data Calculated

The following table explains how to control column display for calculated data.

Feature Routine Prompt

Column titles

• free text and keywords

Enter/Edit Report Format

Line 1, Line 2 (for any column)

• justification Enter/Edit Report Format

Jfy (for any column)

Banners Enter/Edit Report Format

Edit Banner #

• spacing Enter/Edit Report Format

Spaces (on Banners Screen)

• text Enter/Edit Report Format

Text (on Banners Screen)

Spacing between columns

• number of spaces

Enter/Edit Report Format

Spaces (for any column)

• Blank columns Enter/Edit Report Format

Type: Blank

Increasing or decreasing width of columns

Enter/Edit Report Format

WIDTH Max (for any column)

Suppressing columns from printing

Enter/Edit Report Format

Print: N (for any column)

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Controlling Dollar/Percent Sign Display for Data Calculated

The following table explains how to control the appearance of the dollar/percent sign for calculated data.

Feature Routine Prompt

Dollar signs

• allow in Retrieve and Function columns

Enter/Edit Report Format

$ Sign: Y

• print on Detail and Total lines (if allowed in column)

Enter/Edit Report Lines

Print $ Sign: Y

• print on first line only for range of Detail lines (if allowed in column)

Enter/Edit General Report Information, screen 2

Print $Sign Section From Line, Thru Line

• print before expression results (regardless of column restrictions)

Enter/Edit/Delete Expressions

Print $ Sign: Y

Percent signs

• print in Pc and Pcl Function columns

Enter/Edit Report Format

% Sign: Y

• print after expression results (regardless of column restrictions)

Enter/Edit Delete Expressions

Print % Sign: Y

Controlling Totals/Rounding Display for Data Calculated

The following table explains how to control the totals/rounding gor calculated data.

Feature Routine Prompt

Commas in numbers greater than 999

Enter/Edit Report Format

Commas: Y

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Feature Routine Prompt

Display variances from 0 as %100 for PC functions

Enter/Edit Report Format

/0 = 100: Y

Totals

• printing a series of underline characters before or after totals

Enter/Edit Report Lines

Line Type: Header Underline: =, , or _

• shifting to column on right

• defining an Shf (shift) function

Enter/Edit Report Format

Function: Shf (for Function column)

• allowing Total line values to shift

Enter/Edit Report Lines

Shift Columns: Y

Rounding

• money amounts for Retrieve and Function columns

Enter/Edit Report Format

Rounding Money

• expression results Enter/Edit/Delete Expressions

Round To

• statistics amounts for Retrieve and Function columns

Enter/Edit Report Format

Rounding Stats

Controlling Reversing Amounts for Data Calculated

The following table explains how to control reversing amounts for calculated data.

Feature Routine Prompt

Reversing amounts

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Feature Routine Prompt

• on Detail and Total line, unless not allowed in Function column

Enter/Edit Report Lines

Reverse Amounts: Y

• apply the above Function columns

Enter/Edit Report Format

Reverse Sign: Y

• for expression results (regardless of Function column restrictions)

Enter/Edit/Delete Expressions

Reverse Sign: Y

Negative values Enter/Edit Report Format

Negatives

Selecting and Restricting Accounts

The following table explains how to select and restrict accounts.

Feature Routine Prompt

Select accounts by

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Feature Routine Prompt

• component or summary level

Enter/Edit Report Lines

Include Component/ Summary Selection

• range of accounts

Enter/Edit Report Lines

Comp/Sum Value From Account, Thru Account Money/Statistic

• interreport reference key

Enter/Edit Report Lines

Inter Rept Key

• Restrict accounts by

• class Enter/Edit Report Lines

Class (for Control line)

• component or summary level values for

• a portion of the report

Enter/Edit Report Lines

Comp/Sum (for Control line)

• entire report Enter/Edit General Report Information

Multiple Reports For (Component Or Summary Level)

• Retrieve columns

Enter/Edit Report Formats

Restrict Retrieve Fields By Component/ Summary

Displaying Data Retrieved

The following table explains how to display retrieved data.

Feature Routine Prompt

Displaying data on Detail lines

summarize all accounts on one line

Enter/Edit Report Lines Line For Each: must have no response

separate lines for each account

Enter/Edit Report Lines Line For Each: Acct

separate lines for selected component or summary level values

Enter/Edit Report Lines Line For Each: component or summary level must be entered

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Feature Routine Prompt

Labeling data on each line for text column

• width Enter/Edit Report Format

Text Width

• position on report

Enter/Edit Report Format

Text At Left, To Right Of

• justification of text

Enter/Edit Report Format

Text Justify

• spacing before Enter/Edit Report Format

Text Space

Labeling data on each line of text for text column

• Detail, Total, and Expression lines

Enter/Edit Report Lines Text

• Detail lines which generate multiple lines

Enter/Edit Report Lines Line For Each, Default Text, Spaces, After

• overriding default text for Detail line which generates multiple lines

Enter/Edit Text Overrides

Text

Labeling groups of lines

• Header line text

Enter/Edit Report Lines Text

• wide text for Header line

Enter/Edit Wide Text Text

Inserting blank lines between lines

Enter/Edit Report Lines Blank Line

Printing alternating gray bars on report lines

Print Report Run Print Alternate Gray Bars: Y

Starting new page at line Enter/Edit Report Lines Start New Page

Suppressing one line from printing

• always (for Detail, Total, or Expression line)

Enter/Edit Report Lines Suppress: A

• if all values = 0.00 (for Detail, Total, or Expression line)

Enter/Edit Report Lines Suppress: Z

Suppressing a range of lines from printing

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Feature Routine Prompt

• all Detail lines which sum to a Total line

Enter/Edit Report Lines Suppress Detail: Y

• entire range, if all Detail, Total, and Expression lines in range have 0.00 values

Enter/Edit General Report Information

Zero Suppress Section from Line, Thru Line

Editing Multiple Reports

The following table explains how to edit multiple reports.

Feature Routine Prompt

Defining a multiple report

Enter/Edit General Report Information

Multiple Reports For (Component Or Summary Level)

Selecting multiple report criteria by a higher summary level

Enter/Edit General Report Information

Select By (Summary Level)

Sorting the multiple report by the higher summary level

Enter/Edit General Report Information

Sort By

Generating a summary report for the higher summary level

Enter/Edit General Report Information

Summary Report For Each: Y

Generating a grand summary report

Enter/Edit General Report Information

Grand Summary Report: Y

Defining Report Formats

Overview of Report Formats

A report format determines how columns on a compiled report retrieve, calculate, and display information. Defining a report format is the first online step in the process of creating a compiled report.

After you define a report format, you associate it with a report definition (via the Enter/Edit General Report Information Routine). As a result, the module knows which format to use when the report is compiled.

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You can define any number of these columns within a single format.

Copying Report Formats

Before you create a new report format, review your existing formats for one similar to the format you want to build. If one exists, copy it and adjust as necessary. Copying formats decreases the time needed to enter a new format.

Information Defined via the Report Format

In addition to the specifications for the report columns, and the text column, the following information is defined via the report format:

• whether commas are included for amounts greater than or equal to 1000.00

• how negative numbers are displayed (with the negative sign on either side, or in parentheses)

• maximum report width

• whether columns may be restricted to accounts which contain selected component or summary level values

• banners of text which can be used to group or highlight columns

Column Types

Overview of Column Types

The following column types are used to display data on compiled reports

To Display Use Column Type

actual or budget data Retrieve

data defined by a function Function

a specific value Constant

a space between columns Blank

an indicator that a limit has been exceeded Mark

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Retrieve Columns

Overview of Retrieve Columns

A Retrieve column retrieves one of six types of data for compiled reports.

Those data types are:

Actual Amounts

• actual account activity for a period (Per Act)

• year-to-date actual account activity (Ytd Act)

• balances for account (Balance)

Budget Amounts

• budgeted account activity for period (Per Bud)

• year-to-date budgeted account activity (Ytd Bud)

• annual budgeted account activity (Ann Bud)

For comparative analysis, budget data is typically compared to actual data.

When you define the column, you can select the budget to use for the analysis.

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Information Collected for Retrieve Columns

The following information is collected when you define a Retrieve Column:

• type of data to retrieve

• for budget amounts, budget to use

• an amount, or limit, below which the line is to be suppressed

• range of periods for which to retrieve data, and base period to use for determining range of periods

• whether this column sums to a Tot type Function column

• how to round dollar amounts and statistics

• whether to print the Retrieve column on the report

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If you choose to print the Retrieve column on the report, this additional information is collected:

• number of blank spaces to print before column

• whether dollar signs ($) may print in this column

• maximum width of the column

• column titles and justification

Determining Retrieve Column's Default Max Width

The Enter/Edit Report Format Routine calculates and displays a default maximum width for a Retrieve column according to the steps below. You can, however, change the maximum width for the column.

1) The routine assumes that the largest positive number expected is 12 characters wide, including the decimal. For example, 999999999.99

2) Two characters are added to the default width if commas are displayed.

3) One character is added to the default width if negative numbers are displayed either within parenthesis, or with the negative sign on the left.

4) One character is added to the default width if dollar signs may be displayed within the column.

5) The routine considers the rounding specified, and makes the following adjustments.

Rounding is .1 One character is subtracted from the default

maximum width.

Rounding is 1 Three characters are subtracted from the default. maximum width.

Rounding is 1000 If commas are displayed, seven characters are subtracted from the default maximum width. If commas are not displayed, six characters are subtracted.

6) The routine considers any keywords used in column titles, and makes adjustments

Note: The number you enter must be less than the number entered at the From prompt.

Select Values to Include in a Retrieve Column

If you identified a component, super-component, or summary level by which to restrict this column (at the Restrict Retrieve Fields By Component/Summary prompt), a secondary screen appears for you to enter

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the value or values. Only data for accounts which contain this value are included in this column.

Use this feature to display data for different accounts in different columns. For example, if you print a revenue summary by department, you can show inpatient, outpatient, and emergency revenue in separate columns.

You can easily copy restriction values for a column, and then edit them as necessary. For example, if a report displays inpatient actual and budget data, followed by outpatient actual and budget data, you can enter the restriction values for the inpatient actual column, and then copy those values to the inpatient budget column.

Restricting Retrieve Columns by Comp/Sum Value

You can restrict Retrieve columns so that they only access information for accounts which contain selected component or summary level values. The result is that different columns can retrieve information for different categories of accounts.

For example, you could print a Department Revenue Report which displays revenue for inpatients and outpatients in separate columns.

Columns may be restricted to values for one component, super-component, or summary level. (In the above example, the first column might be restricted to accounts with inpatient revenue codes, while the second column is restricted to accounts with outpatient revenue codes.)

Retrieving Data for Multiple Periods

Retrieve columns can retrieve and display data for multiple periods. For example, a column titled 1ST Qtr 02 can display combined data for January, February, and March, while the next column can display data for the second quarter. To accomplish this, you define a From and Thru period at the Periods Back prompt for each column.

The values that you enter at the From and Thru prompts should reflect the number of periods that the Retrieve column counts back to retrieve data. The system starts to count from the base period specified (at the Gl Period prompt) when the report is compiled. For example, suppose your health care organization's fiscal year matches the calendar year. T

Then, select MAR 02 as the base period when you compile the report. The result is that the compile routine counts back 2 periods from the base period and retrieves data from January through March. To use a different base period, you can adjust the From and Thru prompts so that the column continues to display data from January through March 2002.

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If no values are defined at the From and Thru prompts, data is retrieved for the base period only.

Function Columns

Overview of Function Columns

A Function column performs one of eight types of calculations, using values from other Constant or Function columns. You can then display that result on the compiled report. This is useful for compiling data such as

• percent variance from one period to the next

• difference between actual and budget dollars for a period

• projected activity

Note: If a function refers to a column with the same function, it must be a column with a lower number.

Information Collected for Function Columns

The following information is collected when you define a Function column:

• type of function (that is, calculation) to perform

• columns whose data is used in the calculation

• range of periods back to use in Function column titles

• whether this column sums to a Tot type Function column

• how to round dollar amounts and statistics

• whether to display a variance from 0 as 100% (see the /0 = 100 prompt, later in this section)

• whether to print this Function column on the report

If you choose to print the Function column on the report, this additional information is collected:

• number of blank spaces to print before column

• whether dollar signs ($) may print within this column

• whether percent signs (%) appear after percentages within this column

• whether reverse signs in this line apply to this column

• maximum column width

• column titles and justification

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Note: If a new column is inserted in a format, the format automatically renumbers all successive columns. As a result, the equations set up for Function columns may need to be edited to reflect the new column numbers.

Types of Function Columns

There are eight types of Function columns described in the table below.

Function Types

To Use this function

Add values from two columns Add

Add values from multiple Retrieve and Function columns. For example, you can sum data for three periods to get a total for the quarter.

Tot

Subtract the value in one column from the value in another

Sub

Multiply the value in one column by the value in another. May utilize a Constant column to calculate projected data.

Mul

Divide the value in one column by the value in another. May utilize a Constant column to calculate average data. (To display ratios, use the PC function, rather than the Div function.)

Div

Define one column as a percentage of another. For example, calculate the percent budget variance.

Pc

Display what percentage of a total is attributed to each line which contributed to the total. For example, if report rows display different revenue sources, a Pcl column can show what percentage of total revenue was generated by each source.

Pcl

Display totals from the previous column in this column instead, for emphasis.

Shf

Function Signs

All functions except for the Tot function are associated with a unique function sign which helps to identify the function on view and data entry screens. These function signs are listed below by function.

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Function Function Sign

lAdd +

Sub -

Mul *

Div /

Pc %

Pcl %L

Shf ->

TOT Function

A Tot function allows you to sum values from multiple columns. For example, if each column on a report displays activity for one period, a Tot function may be used to sum all the other columns.

Unlike other types of functions, you do not select which columns to add together when you define the Tot function. Instead, when you define each column which sums to the Tot function column, you identify the Tot function column number. For example, if column 4 is a Tot function, and column 3 sums to column 4, you enter 4 at the Totals To prompt when you define column 3.

Only Retrieve and Function columns can sum to a Tot function. Also, other Function columns which sum to a Tot function must have a lower column number.

MUL and DIV Functions

Mul and Div functions behave differently on Detail lines and Total lines. On Detail lines, the functions perform the multiplication or division they were defined to perform. On Total lines, the functions sum the values from the previous Detail lines, rather than performing a multiplication or division calculation.

PCL Functions

A Pcl function displays the contributing percent of each line which totals to a 100% line.

A Pcl function is illustrated below:

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If you define a report which displays totals in one column and the contributing percent of those totals in another column, always define the totals column first.

SHF (Shift) Function

A Shf function displays totals from a previous column in the Shf column to emphasize the total.

Even if a Shf function is defined, a value on a Total line only shifts to the Shf function column if the line is defined to do so (that is, the prompt Shift Columns has a value of Y). In this way, some totals shift, while others do not.

The shifted value uses the rounding and reverse sign characteristics of its originating column. (The cursor does not stop at those prompts for a Shf column.)

SHF Function Restrictions

• A value may not be shifted if the report suppresses the Detail lines which sum to the Total line.

• An underline only appears in a Shf function column if the next line is a Total line that is defined to shift (underlines below the Total line do not shift).

• Blank columns may not be shifted.

• Other Function columns cannot reference values in a Shf function column.

Determining a Function Column's Default Maximum Width

The routine calculates and displays a default maximum width for a Function column according to the steps below. You can, however, change the maximum width for the

1) The routine assumes that the largest positive number expected is 12 characters wide, including the decimal. For example, 999999999.99

Exception: For PC and PCL functions, the routine assumes that the largest positive number expected is 6 characters wide. For example, 100.00

2) Two characters are added to the default width if commas are displayed. (PC and PCL functions are not affected.)

3) One character is added to the default width if negative numbers are displayed either within parenthesis, or with the negative sign on the left.

4) One character is added to the default width if dollar signs may be displayed within the column.

5) The routine considers the rounding specified, and makes the following adjustments.

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Rounding is .1 One character is subtracted from the default

maximum width.

Rounding is 1 Three characters are subtracted from the default maximum width.

Rounding is 1000 If commas are displayed, seven characters are subtracted from the default maximum width. If commas are not displayed, six characters are subtracted.

6) The routine considers any keywords used in column titles, and makes adjustments.

Constant Columns

Overview of Constant Columns

A Constant column provides a value to be used in a Function column calculation. For example, to calculate projected actual dollars for the year, you can multiply average actual activity by a constant which reflects the number of periods in the fiscal year (12 or 13).

Since a constant is usually the same for every line, you may want to suppress the constant value from the report. If a Constant column is printed, its total does not display on Total lines (since a total of constants is not typically wanted by users).

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Overriding a Constant

In some cases, you may find it useful to generate a report using a different constant than the one typically used for a report. For example, if you typically generate a report which projects next year's expenses based on the current rate of inflation, you could use a different rate to project an increase in salary expenses (that is, if another rate has been agreed to on a contract).

Rather than edit the format (which may affect other reports which use the format), you can simply enter a constant override for the Report Definition. A constant override is entered on the second screen of the Enter/Edit General Report Information Routine.

You may override the constant for the entire report, or just for selected lines.

Information Collected for Constant Columns

The following information is collected when you define a Constant column:

• type of Constant (number or keyword) and the constant value

• range of periods back to use in Constant column titles, and base period to use for determining range of periods

• whether or not to print the Constant column on the report

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If you choose to print the Constant column on the report, this additional information is collected:

• number of blank spaces to print before column

• maximum width of the column

• column titles and justification

Types of Constants

You can define two types of Constant columns (using the Enter/Edit Report Format Routine):

• a user defined number

• a value based on one of two keywords

If you define a Number constant, you enter the number (into the Number prompt of the Enter/Edit Constant Field Routine). If you define a Keyword constant, you can select one of two keywords. When the report is compiled, the value of the constant is based on that keyword. The two constant keywords are

PERNUM Period number in the fiscal year for the column's period

based on the PERIODS BACK selected. For example, if the base period is October, and the fiscal year starts in September, the period number is 2.

TOTPFY Total number of periods in the fiscal year; either 12 or 13

Determining a CONSTANT Column's Default Maximum Width

The Enter/Edit Constant Field Routine calculates and displays a default maximum width (in the Width Dft prompt) for a Constant column according to the steps below. You can, however, change the maximum width for the column (in the Width Max prompt).

1) For NUMBER type constants, the system assigns a maximum width that is the same as the length of the number entered (for example, if the number is 6, the maximum width is 1 character).

2) For KEYWORD type constants, the system assigns a maximum width of 2 characters.

3) When you print the report, the system considers the length of any keywords used in column titles, and adjusts the columns accordingly.

After you compile the report

If you defined a Number constant, the number you entered appears in that column of the report. For example, if you enter number 12 for

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column 3, the number "12" appears in column 3 on each line of the report.

If you defined a Keyword constant, the value of the constant is based on that keyword.

Blank Columns

Overview of Blank Columns

A Blank column produces space between columns to make the report more legible, or to emphasize a particular column. In the example below, a blank column emphasizes the report totals by separating the Function column from the Retrieve columns.

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Information Collected for Blank Columns

The following information is collected when you define a Blank column:

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• range of periods back to use in Blank column titles (if needed)

• number of blank spaces to print before Blank column

• maximum width of the blank column

• column titles and justification

Rules for Blank Columns

• You cannot suppress the printing of a Blank column.

• The routine does not calculate a default maximum width for a Blank column. Instead, you choose the column width. The width that you choose should accommodate the width of any column titles.

• A Blank column retrieves no data and, therefore, may not be used in a Function column equation.

• An Shf Function (a.k.a., a "shift" column) can never be included on a report after a Blank column, because the Blank column has no data to shift to a new column.

Note: The number you enter must be less than or equal to the number entered at the From prompt.

Mark Columns

In a Mark column, a single character of punctuation indicates that the value of the previous Retrieve or Function column exceeds a user-defined limit. Enter the character of punctuation to use as an indicator and the number of spaces to precede the indicator or mark, via the Enter/Edit Mark secondary window (from the Enter/Edit Report Formats Routine).

For each Retrieve or Function field that you want to compare to a limit, enter the limit amounts at the Limit prompt in the Enter/Edit Retrieve or Enter/Edit Function secondary windows (from the Enter/Edit Report Formats Routine).

To print a mark if a value is over a certain level, without actually printing the value, you can enter a Mark column following a non-printing Retrieve or Function column, if needed.

Since a Mark column is a printed indicator, you cannot choose whether it should print. If you do not want it to print, delete the column from the report format.

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Text Columns

Text Column

In addition to the columns that you can define manually, all reports also have one text column which is used to display text describing the values on each line of the report.

A text column's width, position, justification, and spacing are defined via the report format.

Each report format has one text column. This column displays either

• free text entered by the user for a Header, Total, or Expression Line

• the description or value of the accounts, components, or summary levels displayed on a Detail Line

The text that appears in the text column for each line is defined for that line when you enter the report definition.

The text column may be the left column, or in any other position. Also, the text in that column may be justified left, right, or center.

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Column Titles

You can define up to two title lines for each column. A title appears at the top of the column to help identify the information displayed in that column.

You enter column titles at the Line 1 and Line 2 prompts on the secondary screen which appears when you define each column. If you do not enter a title on Line 1 or Line 2, no blank space prints between the title and the column.

The title may consist of free text, keywords, or a combination of both. A keyword retrieves a value for the title when the report is compiled.

Notes

If you do not specify a period for the title, the base period displays.

If a Retrieve column retrieves data for multiple periods, the following keywords, which typically display information for the base period, instead reflect the FROM period:

• [PERIOD]

• [PER.DATE]

• [FY]

In addition to defining the information to appear in a column title, you can also select how to justify each title line (left, right, or centered).

Width of Column Titles

When you enter a column title, the routine verifies that the width of the title does not exceed the column's maximum width.

The Periods Back Prompt and Column Title Keywords

Several keywords used in column titles allow you to display the period ending date, name, or fiscal year of the From or Thru period defined for a column. This is true regardless of the column type. For example, the title of a Blank column (which retrieves no data) could display the fiscal year of the From period, in case you want to manually record some information in this column.

Keywords for Column Titles

The following table describes the keywords that you can enter for column titles.

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Enter

To display the following information

[PERIOD] name of base period specified for column

[F.PERIOD] name of PERIODS BACK FROM period

[T.PERIOD] name of PERIODS BACK THRU period

[PER.DATE] ending date of base period

[F.PER.DATE] ending date of PERIODS BACK FROM period

[T.PER.DATE] ending date of PERIODS BACK THRU period

[FY] fiscal year containing base period

[F.FY] fiscal year of PERIODS BACK FROM period

[T.FY] fiscal year of PERIODS BACK THRU period

[T/F] FINAL prints if base period is closed; TRIAL prints if base period is open. If data is retrieved from multiple periods, FINAL prints only if all periods are closed.

Required Widths for Keywords

Keywords used in column titles have specific width requirements, depending on the data that is displayed. These requirements are listed below.

Keyword Width Requirements

Type of Keyword Keywords Must be the following length

Period Keywords [PERIOD]

[F.PERIOD]

[T.PERIOD]

length of the longest period name defined (in the MIS GL Accounting Periods Dictionary)

Period Ending Date Keywords

[PER.DATE]

[F.PER.DATE]

[T.PER.DATE]

8 characters

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Type of Keyword Keywords Must be the following length

Fiscal Year Keywords

[FY]

[F.FY]

[T.FY]

4 characters

Trial/Final Keyword

[T/F] 5 characters

Banners

Overview of Banners

A banner is a string of text which appears above one or more columns to group them together in one category, or distinguish them on a report. For example, you may want to use banners to distinguish between the columns which display monthly expenses and year-to-date expenses.

You may define up to nine banner lines for any one format. The maximum width of each banner line equals the maximum width of the format.

After you compile a report, you can edit the banner information without having to recompile the report, as long as the total width of the format is not changed.

Titles, Banners, and Blank Lines

If all titles in a format are one line long (rather than two) and on the same line, and no banner line is defined for the format, a blank line prints above the titles.

If, however, at least one banner line is defined, the blank line is suppressed and the banner appears directly above the titles.

Enter/Edit Banners Routine

Use this routine to add or change lines of text (that is, banners) which appear above one or more columns on a report.

You may define up to nine banner lines for one format. You can include more than one banner on each line; but, the total number of characters on one banner line cannot exceed the maximum width of the format.

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After you compile a report, you can edit the banner information without having to recompile the report, as long as the total width of the format is not changed.

Column Widths

Overview of Report Widths

Three different widths are defined for report formats:

• Maximum Report Width

• Width of Text Column

• Maximum Width of Other Columns

Calculating the Expected Report Width

Use the formula below to determine the expected width of the report format.

text column width

+ text column spaces

+ maximum width of all other columns

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+ spaces before all other columns

Note: Add one character if the last column of the report could include negative numbers, and the Negative prompt has a value of RIGHT or PAREN. (This is because the negative sign or right parenthesis prints to the right of the column.)

Effect of Report Width on Printing

Reports with a width of 132 or less normally print in portrait format because compiled reports are set up to print at 16 characters per inch.

Reports with a width of 133 characters or more always print in landscape format.

You may print reports with a width of 92 characters or less to the screen.

If you do this, the Report Writer displays

• the first page of report data which fits on the screen

• a More? prompt in lower right corner of report data with a default value of Y

To display the next page of report data to the screen, press <Enter>. Otherwise, delete the default value of Y and enter N.

Note: Regardless of the maximum report width defined, if the report is compiled, and the width is less than 92 characters, the report prints at 12 characters per inch.

Defining Maximum Report Width

When you define the report format, you must enter the maximum width of the report in characters. You do so at the Max Width prompt on the Enter/Edit Report Format Screen.

You can enter one of three values for the maximum report width: 92, 132, or 200. The number that you select depends on the maximum number of characters in each column (including the text column) and the number of spaces between columns.

After you calculate the expected report width (as described on the next page), you should select the smallest maximum width that is equal to or greater than the expected width. For example, if the expected report width is 100, select 132 as the maximum width.

When you file the report format, the routine checks to verify that the total of the column widths, spaces between columns, and the text column width and spaces do not exceed the maximum report width.

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Defining Width of Text Column

You define the width of the format's text column at the Width prompt on the Enter/Edit Report Formats Screen. The text column may be from 10 to 73 characters long.

Any text which exceeds the width of the text column is truncated. (To enter a line of text that prints across all columns, regardless of the text column width, use the Enter/Edit Wide Text Routine, of the Enter/Edit/Print Report Definition Routine.)

Defining Maximum Width of Other Columns

For each column you define, the system calculates and displays a default maximum width for the column, based on the longest value expected to appear. The exception to this is a Blank column, for which no default width is calculated.

The calculation of the default width varies by column type, as described in the introduction to each of these sections.

• Retrieve Columns

• Function Columns

• Constant Columns

Overriding the Default Maximum Column Width

Although the routine calculates a default maximum column width, you can override this default maximum. Doing so allows you to increase or decrease the width of columns.

Typically, you should not enter a maximum column width that is less than the default maximum. (For Constant columns, you are not allowed to do so.) If you do, and a column contains a value which is longer than the width you specify, that value is not truncated. Instead, all values in the row are shifted to the right. Although this ensures that only valid amounts are displayed, the result is an uneven and unattractive report layout.

Routines for Processing Report Formats

Overview of Report Format Routines

Three routines are available in the report formats routines. Each is summarized in the table below..

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To Use this routine

List all data defined for a range of report formats. May be restricted to formats which are not included in report definitions or ones which are.

List Report Formats

Copy data from one report to a new or existing report format.

Copy Report Format

Delete obsolete report formats which are not assigned to report definitions.

Delete Report Format

Overview of Enter/Edit Report Format Routine

Use this routine to.

• enter and edit report formats

• view information about any of the columns defined for a format

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A report format determines how columns on a compiled report retrieve, calculate, and display data.

To quickly move from one section of the screen to the next, use <Next>. Press <Next> once to move the cursor to the Edit Banner # prompt, and twice to move the cursor to the Type prompt. (Press <Prev> to move the cursor back to the previous screen section.)

The next five prompts allows you to define characteristics of the format's text column.

After you compile a report, you can edit any of the information for the text column and only recompile the text (rather than both the data and the text), as long as the total width of the report is not changed.

Note: In addition to text defined manually, all reports have one text column used to display text describing the values on each line of the report. A text column's width, position, justification, and spacing are defined via the report format.

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Viewing Column Information

After you define a column, information about the column appears at the bottom of the Enter/Edit Report Format screen. The information displayed includes:

• column type (R Retrieve, F Function; C Constant; B Blank, M Mark)

• data retrieved (Per Act, Ytd Act, Balance, Per Bud, Ytd Bud, Ann Bud)

• budget for which data is retrieved

• value to which Retrieve column is restricted (if column is restricted to more than one value, an asterisk (*) appears in the >1 column)

• Function column calculation

• Constant column value or keyword

• periods back (From and Thru) and base period used to determine them

• Tot Function column to which a column sums

• whether the column prints on the report, or is suppressed

Viewing Secondary Column Information

You can also view information about how data is displayed within each column (for example, rounding, spacing, width, etc.) via the View Secondary prompt on the Enter/Edit Report Format screen.

The following information is shown:

• column type

• limit, if any

• rounding information (money and statistics)

• whether the column displays 0% variance as 100% variance

• whether the column prints on the report, or is suppressed

• number of blank spaces before column

• whether dollar signs ($) may display within the column

• whether percent signs (%) appear after percentages

• whether values such as revenues may be reversed within a column (since credits to revenues are stored as negative numbers)

• default and maximum column width

• column titles and justification

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Using Limits

You can set a limit on a column over which it should print. Use a Function or Retrieve column type and enter the amount at the Limit prompt. The line is suppressed if EACH of the Retrieve or Function fields on the line (that have a limit defined for them) is less than the limit you enter. The line is also suppressed if ANY ONE of these fields is under the limit.

Applying Limits to Sections

You can specify how this condition should work for a section of a report via Enter/Edit General Report Specifications Routine (using the Suppress

Sections Type prompt). You have two choices, to suppress the section when the value of

• EACH of the fields on the line in the section (that have a Limit defined for them) is less than the limit, or

• ANY ONE of the fields in this section (that have a Limit defined for them) is less than the limit.

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Using a Punctuation Mark to Indicate a Limit

You can designate some mark of punctuation to print adjacent to the conditional field if the value equals or exceeds its limit. (To do this, enter M (for Mark) at the next Type prompt in the Enter/Edit Report Formats Routine).

You can enter a limit for a non-printing field, if needed. You might want to see a mark if a value is over a certain level, without actually printing the value on the report.

List GL Report Formats Routine

Use this routine to list

• all characteristics defined for a range of report formats

• detailed column specifications for each of those formats

This routine is useful if you want to verify that a report format is defined correctly.

You can limit the list to report formats that are assigned to report definitions, or to report formats that are not assigned to report definitions (which may be useful when you are deleting obsolete formats).

Copy GL Report Format Routine

Use this routine to copy a report format to a new or existing format. If you copy to an existing format, all data defined for that format is overwritten, except for the mnemonic.

Copying formats greatly decreases the time necessary to enter similar formats. For example, suppose you have defined a format for a Departmental Income Statement which retrieves actual period data. If you decide to compare these values to the budgeted values, you can copy that format using this routine, and then add columns for budgeted data and the variance using the Enter/Edit Report Format Routine.

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Delete GL Report Format Routine

Use this routine to delete one or more obsolete report formats. You cannot delete a report format that is assigned to a report definition. Deleted formats cannot be retrieved.

Creating Report Definitions

Overview of Report Definitions

A report definition determines

• how to display information on the lines of your report

• which format is used to retrieve, calculate, and display data in columns

• from which accounts to retrieve data

Entering a report definition via the Process Report Definition screen is the second on-line step in creating a GL compiled report. You must enter the report definition after you define the report format, because you need to assign one report format to the report definition.

After you enter a report definition and check its specifications for errors, you can compile the report.

Report Definition Routines

The following table explains the routines in the Report Definitions screen.

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To Use this routine

List this information for each report:

• mnemonic and description

• status

• report format

• multiple report criteria

List Report Definitions

Print Report Definition specifications and expression information

Print Report Definition

Copy information from one report to another, with an option to copy all or selected lines

Copy Report Definitions

• List all accounts referenced within a Report Defintions.

• List where accounts are referenced within a Report Defintion.

Account Cross Reference Report

Expunge a Report Definition Expunge

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Process Report Definition Screen

Overview of the Process Report Definition Screen

Use the routines on this screen to

• enter a report definition

• enter general report information, including the report format and multiple report criteria

• enter the report's lines

• renumber and delete lines

• list detailed report specifications

• check the report specifications before compiling the report

• delete unnecessary report definitions

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Steps for Entering a Report Definition

Entering a report definition involves several steps. Those steps are summarized below.

1) Enter a new report mnemonic using the Process Report Definition screen. After you do this, 15 routines are available to assist you in entering specifications for the report.

2) Enter the general report information for the report, using the Enter/Edit General Report Information Routine.

3) Enter the lines for the report using the Enter/Edit Report Lines Routine.

4) The activities described in this step are optional, depending on which features of the GL Report Writer you use.

Enter any wide text using the Enter/Edit Wide Text Routine.

Enter any text overrides using the Enter/Edit Text Overrides Routine.

Enter any expressions for Expression lines using the Enter/Edit/Delete Expressions Routine.

5) Check the report's specifications using the Check Specifications. If the specifications are valid, change the report's status to APPROVED so that it may be compiled.

6) If any errors are found during Step 5, use one of the three list routines to review the report specifications and look for errors. Then, make the necessary corrections, and repeat Step 5.

Report Statuses

A report is assigned one of four statuses to track its current activity. The system displays the selected report's status on the main Process Report Definitions screen.

GL Compiled Report Statuses

Description Status

The report's specifications are still being defined, and it may not be compiled.

OPEN

A user is editing the report. (After the user finishes editing, the status changes to OPEN to indicate that the specifications must be rechecked.)

EDITING

Report specifications have been checked and are valid. The report may be compiled.

APPROVED

The report is in the process of being compiled.

COMPILING

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Process Report Definition Routines

Overview of the Process Report Definition Screen - Routines

You can use the following routines on the Process Report Definition Screen.

To Use this Routine

Enter and edit general information about the report

Enter/Edit General Report Information

Enter and edit the lines on the report Enter/Edit Report Lines

Make special edits to the report lines Special Line Edits Routines

Edit line numbers, copy, lines, and delete lines

Report Line Options Routines

Print a report definition's specifications (including expressions)

Print Report Specifications Routine

Check that a report's specifications are set up correctly

Check Specifications

Change a report's status to OPEN Set Status to OPEN

Delete obsolete or incorrect report definitions

Delete Specifications

Enter/Edit Report General Information Routine

Report Definitions-Enter/Edit General Report Information Routine

This routine allows you to enter the following report information:

• description, which identifies the report on Lookups and lists

• report format

• titles, which print at the top, center on every page

• criteria for multiple reports, if they are to be printed

• titles for summary report (if applicable), and grand summary report

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• ranges of lines to suppress if all values are zero

• ranges of lines at the start of which to print a dollar sign ($)

• a 100% line, if applicable

• ranges of lines which should not total to the 100% line

• constant overrides

Enter/Edit Constant Overrides Routine

Overview of the Enter/Edit Constant Overrides Routine

Use this routine to override the constant value for

• selected lines in a specified Constant column

• all the lines in a specified Constant column

The constant override value is used for a Function column calculation.

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You can define a constant override value by Number or Keyword.

If you define a Number constant, you enter a number into the Number prompt of this routine.

If you define a Keyword constant, you can select one of two keywords. When the report is compiled, the constant override value is based on that keyword. The two keywords are:

PERNUM Period number in fiscal year for the column's period

based on the Periods Back selected. For example, if the base period is October and the fiscal year starts in September, the period number is 2.

TOTPFY Total number of periods in the fiscal year, either 12 or 13

Note: You can use this routine only for report formats which contain at least one Constant column. This routine is accessible from the Constant Overrides for Field prompt of the Enter/Edit General Report Specifications Routine.

Zero Suppress Sections (Enter/Edit Constant Overrides Routine)

This portion of the screen allows you to suppress all lines in a range (including Headers) if all of the Detail, Total, and Expression lines in the range have no non-zero amounts.

For example, you can select a range of lines which includes a Header Line, Detail lines, and a Total lines. If there are no non-zero values for any of the Detail and Total lines, all lines in the range are suppressed.

You can select multiple ranges of lines to suppress. A line may be included in more than one range; however, a line that is defined as a Thru Line in one section may not be defined as the From Line in another section. In addition, a range that starts within another range cannot end outside of that range.

Print $-Sign Sections (Enter/Edit Constant Overrides Routine)

The Zero Suppress portion of the screen allows you to identify ranges of Detail lines for which a dollar sign ($) should appear before values on the first line in the range. For example, if there are 10 subsequent Detail lines which display dollar values, you can select that range of lines, and print a dollar sign on the first line only, to indicate that this portion of the report displays dollar values.

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Regardless of how the line is defined, dollar signs can only appear in a column that allows the display of dollar signs.

Note: To include a dollar sign before values on a Total line, use the $-Sign prompt on the Enter/Edit Lines screen. That prompt may also be used for Detail lines; however, you may not include a Detail line in this range and use that prompt.

Overriding Constants (Enter/Edit Constant Overrides Routine)

The Override portion of the screen allows you to override any constant in a Constant column for the entire report or for selected lines on the report. The cursor only stops at these prompts if you define at least one Constant column for the report's format.

To enter a constant override for the entire report, respond to the next three prompts. To enter constant overrides for selected ranges of lines, press <Enter> to skip the next prompt and proceed to the Line Override Sections prompts.

Enter/Edit Report Lines Routine

Overview of the Enter Edit Report Lines Routine

Use the Enter/Edit Report Lines Routine to define a report's lines after entering the General Report Information. The system collects different information for each line type. You can use each of the following line types.

• Header Lines

• Control Lines

• Detail Lines

• Total Lines

• Expression Lines

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Header Lines

Use the Header line type in the Enter/Edit Report Lines Routine to add a combination of free text, underlines, and blank lines to a compiled report.

Free Text Header Lines

Header line text appears in the report's text column. The length of the Header line's text is limited to the maximum width defined for the text column (via the report format).

You can, however, enter text that prints across an entire line by using wide text. To enter wide text for a line, create a Header line and save it. Do not enter underlines or text for the line. Then, use the Enter/Edit Wide Text to enter the text for the line.

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Underline Header Lines

Header lines can also provide underlines between lines, which helps column headers, subtotals and totals to stand out.

To define a Header line that displays underline characters, use the Underlines prompt. These characters print across each column of the report (except the text column), leaving blanks in the spaces between columns.

Control Lines

Overview of Control Lines

Use the Control line type in the Enter/Edit Report Lines Routine to restrict subsequent Detail lines to one of the following:

• accounts defined in the Comp/Sum portion of the Enter/Edit Report Lines screen

• accounts which belong to a selected class

• accounts which contain selected values of a component, super-component, or summary level

Control lines do not print on a report. Instead, they expedite account selection, and prevent incorrect accounts from appearing on the report. You are not required to define Control lines for every report definition; however, they are necessary if you want to select values on Detail lines by component and summary level values.

After you set up a Control line, subsequent Detail lines must meet the restrictions set forth by the Control line, unless you explicitly remove the restrictions by entering another Control line explicitly for this purpose.

Effect on Subsequent Control Lines

You can set up several Control lines to limit the types of account data which may appear in different portions of the report. For example, the first Control line can limit a portion of the report to asset accounts for the asset code Cash, while the second Control line can limit a portion of the report to asset accounts for the asset code Inventory.

When you define a new Control line, the characteristics of the previous Control line are displayed for reference. If the new Control line is assigned to a different class, the component and summary level value restrictions from the previous Control line also apply to the new Control line, unless

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• you edit any of the component of summary level value restrictions

• the restriction conflicts with the new Control line's class (that is, it is not a component or a summary level of a component in the account pattern)

For example, a department restriction on an expense class Control line also applies to a revenue class Control line, unless you enter different restrictions. However, an asset code restriction on an asset class Control line does not apply to a liability class Control line.

Removing a Control Line's Selections

You can stop a Control line's selections from applying to subsequent Detail lines by entering another Control line (then enter Y at the Use This

Line To 'Turn Off' Selections? query that follows the Line Type prompt). You can then "turn off" each component as needed.

This separate Control line is only for "turning off" the selections from the prior Control line. Since you cannot enter or edit values on this line, and the line is not associated with any class, it is easy to recognize the line.

Effect of Retrieve Column Restrictions and Multiple Reports

A Control line must not conflict with any restrictions set up for Retrieve columns or multiple reports. For example, if Retrieve columns are restricted to selected expense object codes, you can only define a Control line for an account class which includes those expense object code components in its pattern.

Use the following guidelines when defining Control lines:

• If restrictions by component or summary level are set up for either Retrieve columns or multiple reports, the account class pattern selected for a Control line must include those components.

• When restricting a Control line to selected components and summary paths, they cannot be the same as (or on the same path as) restrictions set up for the Retrieve columns or multiple reports.

Detail Lines

Overview of Detail Lines

Create Detail lines via the Enter/Edit Report Lines Routine. A Detail line determines which accounts' data appears on each line of the compiled report. A single Detail line can display data for a single account, or a set of accounts (for example, all inventory asset accounts).

If a Detail line includes data for multiple accounts, it can

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• show combined activity for all accounts on one line

• generate a separate line for each account

• generate a separate line for selected values of a component, super-component, or summary level

Selecting Accounts to Include in Detail Lines

In a compiled report, you have four options for selecting which accounts to include on a Detail line (via the Enter/Edit Report Lines Routine). You can choose

• accounts which contain selected values of components and summary levels

• all money or statistics accounts

• a selected set of accounts

• accounts defined for a line in another report using the same format (via an inter-report reference key)

Note: If you select accounts by component and summary level value, you should not make additional selections by type (money or statistics), sets, or inter-report reference key.

Selecting Accounts by Component or Summary Level

You can only select accounts by component or summary level if a Control line is defined that restricts the Detail line by class.

To select accounts by component or summary level, enter Y at the Include Component/Summary Selections prompt. Then, select values for any component in the pattern of the Control line's account class other than those already selected via the Retrieve column or the Control line.

For example, your Expense account class may contain three components: corporation, generic department, and expense object code. If you are printing multiple reports by corporation, and the Control line is limited to expense accounts with selected generic departments, you only need to select the expense object codes to include when you define the Detail line.

Note: When defining a Detail line which generates multiple lines, you must enter either

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• values for the component or summary level identified at the Line For Each prompt

• a higher summary level on the same path as this Detail line or the Control line which governs it

Calculating Net Income (Enter/Edit Report Lines Routine)

To calculate net income for a corporation, use the following steps on the Enter/Edit Report Lines Routine.

1) Create a Detail Line by entering DETAIL at the Line Type prompt.

2) Enter A at the Suppress prompt (unless you want to display the accounts).

3) Enter the full range of revenue and expense accounts at the From/Thru Account prompts.

4) Enter the number of the Total line where you want the net income to appear at the Total to Line Prompt.

To calculate net income for a department on an income statement, restrict the report by department (via the Enter/Edit Report Formats Routine), and total all the following to a net income total line (via the Enter/Edit Report Lines Routine):

• total patient revenue • total expenses

• total other revenue • total deductions

Total Lines

Use a Total line type in the Enter/Edit Report Lines Routine to sum values from previous report lines on a compiled report. Both Detail lines and other Total lines can sum to a Total line.

You identify the lines which sum to a Total line at the Totals To prompt when you define those lines. If needed, you can suppress all Detail lines which sum to a Total line by entering Y at the Suppress Detail? prompt.

Note: A GL parameter determines whether Total lines sum actual or rounded values.

Shifting Totals

If a Shf (that is, shift) type Function column has been defined to the right of where a value on a Total line appears, that value can be moved to the right. Shifting totals emphasizes them by making them easier to find and view. To shift, enter Y at the Shift Columns prompt. This way, some totals can be shifted, while others can remain in their original column.

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Expression Lines

Use the Expression line type in the Enter/Edit Report Lines Routine to create set of cells, each of which calculates a result based on previous report lines. (A cell is the intersection of any one column and line.) This type of line is useful for calculating values based on money or statistics or both, such as

• year-to-date profit margin ratio (that is, year-to-date net profit divided by expenses)

• patient day revenue (that is, patient revenue divided by patient days)

To enter an Expression line, you must first define it via the Enter/Edit Report Lines.

After the line is defined, select the column and enter the expression in which the result of the expression should appear via the Enter/Edit/Delete Expressions Routine.

Features for Displaying Data

Overview of Features for Displaying Data on Report Lines

The General Ledger Report Writer allows you to determine the information you want to display on reports, and how the system displays that information. You can use line types via the Enter/Edit Report Lines Routine and line columns via the Enter/Edit Report Format Routine to define how the system designs reports. Also, you can use the multiple reports function to generate separate reports for selected components, super-components, or summary levels.

Expression Lines versus Function Columns

Expression lines and Function columns may be used to perform some of the same calculations; however, Expression lines have these unique characteristics:

• The values used for the calculation by the expression do not need to be in the same column or row as the expression; they can be from any cell on previous lines.

• Expressions may be defined in as few or as many columns on the Expression line as needed.

• Expressions can incorporate multiple operators and operands.

You can also perform a more complex calculation in a Function column by selecting the type EXP (at the Type prompt on the Enter/Edit Function

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Fields secondary window). Then, you can enter an arithmetic expression using another column in the same report format.

Detail Lines Which Generate Multiple Lines

One helpful feature of the GL Report Writer is the ability to define a single Detail line which includes data from multiple accounts, and then to generate a separate line on the report for either

• every account

• selected values of a component, super-component or summary level

For example, if a Detail line retrieves data for all asset accounts, the line can be defined to generate a separate line for each asset account or each asset code. This feature saves time by reducing the number of Detail lines needed.

How to Define a Line Which Generates Multiple Lines

To enable this feature, you need to respond to the Line For Each prompt on the Enter/Edit Report Lines Screen.

To print a separate line for each account, enter ACCT.

To print a separate line for selected values of a component, super-component, or summary level, identify it at the Line For Each prompt.

Restrictions When Generating Multiple Lines

The following restrictions apply when generating multiple lines from a single detail line.

• The line cannot reference a line from another report.

• Instead of entering a description of the line's values at the Text prompt, users choose to display either the value, description, or a combination of both for each value. However, you can override the text for any value using the Enter/Edit Text Overrides.

• If Retrieve column restrictions are set up for this report's format, you cannot enter ACCT.

• The selected component, super-component, or summary level cannot be the same as (or on the same or different summary path with) values entered for either − Retrieve column restrictions − multiple report selections − Control line restrictions

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• You cannot enter Y at the Start New Page prompt for this type of Detail line. To start this line on a new page, define a preceding Header line.

• Expression lines cannot refer to a cell on this line.

• You cannot end a zero suppress or dollar sign section (defined via the Enter/Edit General Report Information Screen) with this type of Detail line.

• You can define an account at the Line For Each prompt only if you define ranges of accounts at the From and Thru Account prompts.

• If you specify a summary level at the Line For Each prompt, the summary or a level to which it reports must be defined at the Comp/Sum and Values prompts.

Sharing Lines Across Reports (Inter-Report Reference Key)

The data retrieved by one line may be referenced by lines in other reports that use the same format. In this way, activity for the accounts on the referenced line may be added to a line. This feature allows you to save time when defining reports that use the same format and display the same account data.

For example, if you define a detailed revenue report, you can save time when defining a summary revenue report by referencing the total lines from the detailed report.

You can reference both detail and total lines on other reports.

Inter-Report Reference Key

At the Key For Inter-Report Reference prompt on the Enter/Edit Report Lines screen, you must define an inter-report reference key for all lines that are used by another report. An inter-report reference key is a short code that identifies the line.

To reference a line from another report, identify the inter-report reference key of that line at the Inter-Report Key prompt at the bottom of the Enter/Edit Report Lines Screen. You can access the Inter-Report Key prompt only if the line is a detail line, and you did not respond to the Line For Each prompt.

Note: You can use an inter-report reference key in more than one report, as long as the formats are the same. If you do, the system retrieves the values that appear for the line referred to in the Grand Summary Report.

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Conditions for Using Shared Lines

• You can reference a line only in a report that uses the same report format.

• A line restricted to money accounts can only reference another money line, and a line restricted to statistics accounts can only reference another statistics line.

• When you compile this report, the report that contains the referenced line must appear first on the compiled report (although you do not need to print that report).

• Inter-report reference keys cannot be assigned to a line, nor can a line reference a line from another report, under the following circumstances: − the line is a detail line that generates multiple lines

− the line appears on a report that generates multiple reports

•

Steps to Create an Inter-Report Reference

Use the following steps to create an inter-report reference between two reports.

1) Define the first report.

2) On a total line to which you want to refer in the second report, enter a free text mnemonic for the line at the Key for Inter-Report Reference prompt.

3) File the first report.

4) Define the second report using the same report format.

5) Create a detail line on which you want retrieve the information from the total line on the first report.

6) Enter the key for the inter-report reference mnemonic that you defined for the line in the first report (at the Inter-Report Key prompt for the detail line in the second report).

7) File the second report.

8) In the Compile Report Run Routine, enter the first report before the second report in the Report multiple field.

9) Compile and print the report.

•

100% Lines

The 100% line feature allows you to display the percent that certain lines (or a section) contributed to a line identified as the 100% line. For example, if your report lists 10 types of revenue, the report can display the percent each revenue type contributed to the total revenue. In that case, the Total line for revenue would be selected as the 100% line.

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The 100% line is identified in the Enter/Edit General Report Information Routine (for Report Definitions). To define a 100% line, make sure you have defined a PCL type Function column in the report format. The percent of each contributing line is displayed in the PCL column.

You can specify several lines as 100% lines.

Suppressing Inappropriate Lines from Totaling to 100% Line

There may be lines before or after the 100% line whose percentage toward the 100% line you do not want to include in the calculation. For example, if the top half of the report displays expenses, and the bottom half of the report displays revenue, you would not want to see what percent the expense lines contributed toward total revenue.

To prevent this, you must define the sections of the report that relate to each 100% line (via a secondary screen available from the Enter/Edit General Report Information Routine). You can enter as many ranges of lines as you want. For example, after you make line 300 a 100% line, you can designate two related sections:

• line 10 through 50

• line 70 through 90.

Multiple Reports

Another helpful feature of the GL Report Writer is its ability to enter a single report definition, and then generate separate reports for selected components, super-components, or summary levels. For example, you can define one report which shows expenses and revenue, and then generate a separate report of expenses and revenue for each department.

If you do so, a separate report prints for each department, in numerical order by department number. At the end of the report, you can total the data from the individual reports on a grand summary report if you want.

Selecting Values to Include

You can select the values for which to generate individual reports in two ways:

• by the selected component, super-component, or summary level

• by a higher summary level

If you select values by a higher summary level (for example, director), you can specify multiple values of the lower level (for example, department) by entering just a few values of the higher level. In

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addition, this gives you the option of sorting the individual reports by the higher summary level.

Sorting by a Higher Summary Level

Sorting the individual reports by a higher summary level allows you to generate a summary report for that higher level immediately after all individual reports for that summary level. For example, if you are generating separate reports for each department, you can print one director's department reports first, followed by a summary report for that director, and then print the department reports for a second director, followed by a summary report for that director.

A blank page prints between each summary level to help separate them.

If you do not sort individual reports by the higher summary level, the reports appear in numerical order by value (for example, in department number order), followed by a report for each higher level specified (for example, a report for each director whose departments are included).

Regardless of how you sort the individual reports (for example, by department, or by director), a grand summary report may also be generated.

Special Line Edits Routines

Overview of Special Line Edits Routines

You can use the following routines to manage information relating to report lines.

To Use this Routine

Enter Header line text that exceeds the maximum text column width

Enter/Edit Wide Text

Override the default text for one or more values on a Detail line that generates multiple lines

Enter/Edit Text Overrides

Enter, edit, or delete an expression for an Expression line

Enter/Edit/Delete Expressions

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Enter/Edit Wide Text Routine

Use this routine to enter Header line text that exceeds the maximum text column width, and extends into other columns on the report.

The maximum width of wide text is equal to the combined widths of all columns on the report (including the text column) and the spaces before columns. For example, if a report has one Retrieve column that is 15 characters wide, with 3 spaces separating it from a 45 character text column, the maximum width of the wide text is 63 characters (45 + 15 + 3).

Enter/Edit Text Overrides Routine

Use this routine to override the default text for one or more values on a Detail line that generates multiple lines. For example, if a Detail line prints a separate line for each department, you could add characters to the line for one department to call attention to it.

You can also use this routine to change the default text and its appearance for every value on the Detail line. For example, if the Detail line is defined to print every department number, you could change it to print the department description instead.

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Enter/Edit/Delete Expressions Routine

Overview of the Enter/Edit/Delete Expressions Routine

Use this routine to

• enter or edit an expression for an Expression line that has already been defined

• select the column where the result of the expression displays

• describe how to display the expression

• copy the expression to other columns, if needed

• delete obsolete expressions

• delete expressions in columns that no longer exist (that is, the columns were deleted from the report format after the expression was defined)

An expression consists of a combination of variables and Operators. For example, the expression A/B displays the result of variable A divided by variable B. Each variable represents the value in one or more cells. During this routine, you define all variables needed for the expression, and then you enter the expression.

You do not need to print all expressions on the report. In this way, you can calculate results which are used in other expressions that do print on the report.

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Defining Variables

A variable can consist of a value from one cell, or from multiple ranges of cells. These two types of variables are defined differently.

To define a variable that retrieves a value from one cell, identify the cell at the Line Number and Field prompts.

To define a variable that is the sum of values from multiple cells:

1) Skip the Line Number prompt.

2) Enter Y at the Total prompt.

3) Press .

4) Define the ranges of cells to sum to the variable. (If needed, you can limit the range to values from other Expression lines.)

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Applying an Expression to Other Columns

In some cases, you may want to enter the same expression across several columns. For example, suppose you have a three column report which displays inpatient, outpatient, and emergency revenue. If you want to calculate the profit margin ratio for each type of revenue, enter an expression in the first column, copy it to the columns on the right, and then edit the expressions in those columns if necessary. You can only copy expressions from left to right.

Deleting Expressions

To delete an expression, select it and press <OK>. This prompt appears: File, Edit or Delete (F/E/D)?

Enter D to delete the expression.

Deleting Expressions In Columns Which No Longer Exist

If you know that the report format was edited so that columns in which expressions were previously defined no longer exist, you can use this routine to delete all expressions in those columns.

To do so, select any Expression line with an expression defined in a column that no longer exists. This message appears:

Delete ALL expressions defined on fields not in this format?

To delete all expressions in nonexistent columns, enter Y. Otherwise, enter N. If you enter N, you have the option of just deleting expressions in the selected column. This prompt appears:

Delete ALL expressions defined on this field?

To delete all expressions in the nonexistent column, enter Y. Otherwise, enter N.

Report Line Options Routines

Overview of Report Line Options Routines

You can use the following routines to manage report lines.

To Use this Routine

Change a report's line numbers, one line at a time

Change Line Number

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To Use this Routine

Renumber all lines on a report, based on an increment that you select

Re-Number All Lines

Copy a range of lines to another portion of a report

Copy Lines

Delete obsolete or incorrect lines from a report definition

Delete Lines

Change Line Number Routine

Use this routine to change a report's line numbers, one line at a time. This is useful if you want to change a line's position on the report, or make its number consistent with other line numbers.

If you change a line's number, the system automatically updates all expressions to reflect the new line number.

Re-number All Lines Routine

Use this routine to renumber all lines on a report, based on an increment that you select. For example, if you select 20 as the increment, the first line is renumbered 20, the second is renumbered 40 and so on.

This routine is useful if you have added or deleted lines from the report, and want to renumber all lines consistently.

If you renumber lines, the system automatically updates all expressions to reflect the new line number.

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Copy Lines Routine

Use this routine to copy a range of lines to another portion of a report. This routine is useful when you are setting up similar sections throughout a report.

For example, you are defining a report which displays

• all expenses, followed by total for expenses

• all revenue, followed by a total for revenue

You could define the Header, Control, Detail, and Total line for expenses, then copy them and edit the account specifications to apply to revenue.

Delete Lines Routine

Use this routine to delete obsolete or incorrect lines from a report definition.

You can delete one range of lines at a time.

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If you delete a line referenced by an expression, you need to correct the references to all expressions and totals. Use the Check Specifications Routine to print an error report which flags any expressions defined on nonexistent lines.

Print Report Specifications Routine

Use this routine to print a report definition's specifications, including any expressions. This list is useful for verifying that a report has been defined correctly, especially if errors are found when you run the Check Specifications Routine.

You can include the general report specifications, if needed. You can also limit the report to a ranges of lines, and for those lines, or for all lines, include, as needed

• line detail

• expression detail

A separate page prints for general report information, constant overrides, line specifications, and expressions.

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Check Report Specifications Routine

Overview of the Check Specifications Routine

Use this routine to check that a report's specifications are set up correctly, prior to compiling the report for the first time or after editing the report definition. For example, if you define three Detail lines which total to line 60, this routine verifies that line 60 has been defined.

Correctly Defined Reports

If the report is defined correctly, this prompt appears: No errors. Approve?

Enter Y to change the report's status to APPROVED so that it may be compiled. Enter N if the report's status should remain Open, so that it may not be compiled yet. (For example, to ensure that a particular report is not compiled until all appropriate data is read to the GL Module. Also, you may want to wait until the report specs are not completely defined.)

Incorrectly Defined Reports

If the report is not defined correctly, an error report prints automatically which lists the incorrect specifications so that you may change them.

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Error List for Report Definition Specifications

Error List for Report Definition Specifications

• XX already defined in Control lines

• XX is not a statistics account

• 100% column(s) Section from line #YY No valid From line

• 100% column(s) Section from line #YY No valid Thru line

• 100% line defined, but format has no Pcl columns

• 100% line does not exist

• 100% line included in Blank 100% columns section

• 100% line type not Detail or Total

• Both Money and Statistics lines total to this line

• Cannot define $-sign on Detail line if in $-sign Section

• Comp/Sum XX This format restricts by YY; conflicts with multiple report specification.

• Comp/Sum XX conflicts with multiple report specification

• Comp/Sum does not apply to Class XX

• Constant Section (fld#XX) from line #YY Cannot begin section with Control line

• Constant Section (fld#XX) from line #YY Cannot end section with Control line

• Constant Section (fld# XX) from line #YY No valid From line

• Constant Section (fld# XX) from line #YY No valid Thru line

• Expression lines present but not checked because Format is missing

• Field XX not in Format

• Format restricts retrievals. Cannot specify line for each Acct

• Format restricts retrievals. Cannot specify ranges

• Line for each XX: This format restricts by YY; conflicts with multiple report specification

• Line for each XX: conflicts with format's retrieval restriction

• Line for each XX: not selected or summarized for this line

• Money/Statistics field conflicts with class

• Multiple Report Comp/Sum without Values

• Multiple Report Values without Comp/Sum

• No Description in General Information

• No Detail lines in this report

• No Format in General Information

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• No lines in this report

• No previous Detail or Total lines total to this line

• No selections defined on XX

• PRINT $ Sign does not apply to Statistics lines

• Reverse Amounts does not apply to Statistics lines

• Selections defined without a Class

• Totals to Xx: non-existent

• Totals to XX: non-Total

• Zero Section YY No valid From From line

• Zero Section Yy No valid Thru line

XX already defined in Control lines

Problem:

Account selection criteria XX is the same as the Control line restriction

Correction:

Edit the Detail line to delete account selection criteria XX, or edit Control line restriction XX

XX is not a statistics account

Problem:

Money account XX may not be in the from/thru range selected for statistics accounts

Correction:

Change range selections to exclude money account XX

100% column(s) Section from line #YY No valid From line

Problem:

The line selected as first or last in a range to suppress from the 100% line does not exist

Correction:

Change the From Line or Thru Line to an existing line

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100% column(s) Section from line #YY No valid Thru line

Problem:

The line selected as first or last in a range to suppress from the 100% line does not exist

Correction:

Change the From Line or Thru Line to an existing line

100% line defined, but format has no Pcl columns

Problem:

You cannot identify a 100% line if the report's format does not include a Pcl column

Correction:

Change format utilized, edit format utilized, or remove 100% line designation for line

100% line does not exist

Problem:

You identify a 100% line which refers to a non-existing line

Correction:

Identify the 100% line

100% line included in Blank 100% columns section

Problem:

You cannot include the 100% line in the range to suppress from the 100% line

Correction:

Edit the range to exclude the 100% line

100% line type not Detail or Total

Problem:

The 100% line is not a Detail or Total line

Correction:

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Change 100% line selection to a Detail or Total line, or refer to a different line type

Both Money and Statistics lines total to this line

Problem:

Lines which include money accounts and statistics accounts cannot sum to the same Total line

Correction:

Change the Total To Line prompt for either the money or statistics lines

Cannot define $-sign on Detail line if in $-sign Section

Problem:

A Detail line may not be defined to print a dollar sign if it is also included in a Print $-Sign Section range

Correction:

Delete Y at the Print $ Sign prompt, or delete the line from the Print $-SIGN Section range

Comp/Sum XX This format restricts by YY

Comp/Sum XX conflicts with multiple report specification

Problem:

Component, super-component, or summary level XX conflicts with the multiple report criteria.

Correction:

Change the component, super-component, or summary level XX for the Control or Detail line, or edit the multiple report criteria

Comp/Sum XX This format restricts by YY

Comp/Sum does not apply to Class XX

Problem:

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Accounts may not be selected by a component, super- component, or summary level which conflicts with the Control line class XX

Correction:

Change the Detail line's component, super-component, or summary level selections, or change the class associated with the Control line

Conflicting Components, Super-Components, Summary Levels

When a component, super-component, or summary level conflicts with another when you run the Check Specifications Routine, it means that one of the following is true:

• they are the same

• they are on the same summary path

• one contains the other (that is, a super-component which contains a component)

• the two super-components have components in common

• they summarize the same component

Constant Section (fld#XX) from line #YY Cannot begin section with Control line

Problem:

Constant override sections cannot begin or end with a Control line

Correction:

Change the From Line or Thru Line to a non-Control line

Constant Section (fld#XX) from line #YY Cannot end section with Control line

Problem:

Constant override sections cannot begin or end with a Control line

Correction:

Change the From Line or Thru Line to a non-Control line

Constant Section (fld# XX) from line #YY No valid From line

Problem:

The line selected to begin or end constant override section does not exist

Correction:

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Change the From Line or Thru Line to an existing line

Constant Section (fld# XX) from line #YY No valid Thru line

Problem:

The line selected to begin or end constant override section does not exist

Correction:

Change the From Line or Thru Line to an existing line

Expression lines present but not checked because Format is missing

Problem:

No format is assigned to the report definition

Correction:

Identify a format for this report definition

Field XX not in Format

Problem

The report format does not include all columns referenced by expression variables, or the expression is defined on a non-existent column.

Correction:

Change the format referenced, edit the format referenced, or edit the expression variables or location.

Format restricts retrievals. Cannot specify line for each Acct

Problem:

You cannot enter Acct at the Line For Each prompt if the report's format includes Retrieve column restrictions

Correction:

Change the Line For Each criteria, or delete the Retrieve column restrictions

Format restricts retrievals. Cannot specify ranges

Problem:

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You cannot select accounts by sets if the report's format includes Retrieve column restrictions

Correction:

Select accounts by component, super-component, and summary level, rather than by sets

Line for each XX: This format restricts by YY

Line for each XX: conflicts with format's retrieval restriction

Problem:

Component, super-component, or summary level XX, selected at the Line For Each prompt, conflicts with the report format's Retrieve column restrictions.

Correction:

Change the Line For Each criteria, change the format utilized, or edit the format's Retrieve column restrictions

Line for each XX: not selected or summarized for this line

Problem

Accounts are not selected by the component, super- component, or summary level at the Line For Each prompt, or by a higher summary level on the same path

Correction:

Change the account selection in the Detail or Total line, or change the Line For Each criteria

Line for each XX: This format restricts by YY

Money/Statistics field conflicts with class

Problem:

At the Money/Statistics prompt

• M cannot be entered if the Control line is restricted to a statistics class

• S cannot be entered if the Control line is restricted to a money class

Correction:

Edit the Money/Statistics response, or change the Control line's class

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Multiple Report Comp/Sum without Values

Problem:

Values have not been entered for the component, super- component, or summary level selected for multiple reports

Correction:

Enter values for the multiple report criteria

Multiple Report Values without Comp/Sum

Problem:

Values have been entered for a multiple report, even though a component or summary level is not identified

Correction:

Enter a component or summary level, or delete the values

No Description in General Information

Problem:

No description is entered for the report definition

Correction:

Enter a report description

No Detail lines in this report

Problem:

The report definition does not have at least one Detail line

Correction:

Enter a Detail line

No Format in General Information

Problem:

No format is assigned to the report definition

Correction:

Identify a format for this report definition

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No lines in this report

Problem:

No lines are entered for the report definition

Correction:

Enter lines

No previous Detail or Total lines total to this line

Problem:

No lines sum to this Total line

Correction:

Edit prior Detail or Total lines so that they sum to the Total line

No selections defined on XX

Problem:

Account selection criteria must include all components in the Control line's class

Correction:

Edit Detail or Control line that applies to account selections for the component XX

PRINT $ Sign does not apply to Statistics lines

Problem:

Dollar signs may not be printed on statistics lines

Correction:

Delete Y at the Print $ Sign prompt

Reverse Amounts does not apply to Statistics lines

Problem:

Amounts on statistics lines may not be reversed

Correction:

Delete Y at the Reverse Amounts prompt

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Selections defined without a Class

Problem:

No prior Control line defining Class in a Control or Detail line

Correction:

Select a class for the Control line

Totals to Xx: non-existent

Problem:

Line XX, identified at the Totals To prompt, does not exist

Correction:

Change Totals To line, or define line XX as a Total line

Totals to XX: non-Total

Problem:

Line XX, identified at the Totals To prompt, is not a Total line

Correction:

Change Totals To line

Zero Section YY No valid From From line

Problem:

The first or last line in a zero suppress section does not exist

Correction:

Change the From Line or Thru Line to an existing line

Zero Section Yy No valid Thru line

Problem:

The first or last line in a zero suppress section does not exist

Correction:

Change the From Line or Thru Line to an existing line

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Conflicting Components, Super-Components, and Summary Levels

Set Status to OPEN Routine

Use this routine to change a report's status to OPEN, which prevents users from compiling this report. This routine is useful if you incorrectly change a report's status to APPROVED and want to change it back to OPEN for further modifications. You may not use this routine for a report with a status of COMPILING (that is, the report is currently compiling).

Delete Specifications Routine

Use this routine to delete obsolete or incorrect report definitions. After a report definition is deleted, it may not be retrieved. Deleting unused reports removed unwanted entries from the Lookup and frees up disk space.

List Report Definitions Routine

Use this routine to list the following information for each report definition:

• mnemonic and description

• status

• format

• multiple report criteria

You can sort this report by report definition or report format, and you can select the range of reports or formats to include.

Key to Multiple Report Columns

The following table explains the information provided by each column.

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Column Information Provided

For Component or summary level for which individual reports are generated

By Summary level by which values to include on the report are selected. (If blank, values are selected by the criteria in the For column.)

Sort Y indicates that report is sorted by the summary level listed in the By column. (If blank, report is sorted by the criteria listed in the For column.)

Sum Y indicates that a summary report is generated after each summary level.

Grand Sum Y indicates that one grand summary report of data from all individual reports is generated after those reports. (If blank, no grand summary report is generated.)

Copy Report Definitions Routine

Use this routine to copy general report information and/or lines from one report to another. You can copy to a new report, or to an existing report which uses the same report format as the report you are copying. If copying to a new report, the format is copied regardless of whether the general report information is copied.

You cannot copy from a report if it is being compiled or edited. After you copy a report definition, the target report (that is, the report to which information was copied) has a status of OPEN.

Copying Lines

When copying lines, you can

• copy all lines to the same line numbers on the target report

• copy selected ranges of lines to the same ranges on the target report

• copy one selected range of lines to a different range on the target report

• copy no lines

Inter-report reference keys are not copied, since these must be unique for every line. To enter an inter-report reference key for a line, use the Enter/Edit Report Lines Routine.

When copying lines to an existing report, you cannot copy over existing lines. You must either delete or renumber those lines first, or copy to a range of lines that is not yet defined on the report.

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Copying Lines

Use the Copy Report Definitions Routine screen to select how to copy lines, including

• which lines to copy

• line numbers to which to copy them

If you are copying to an existing report, you may not copy over existing lines.

Copying to the Same Line Numbers

The cursor only stops at the next two prompts if you are copying multiple ranges of lines to the same numbers on the target report.

Copying to Different Line Numbers

The cursor only stops at these three prompts if you are copying one range of lines to a different range of line numbers on the target report.

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Compiling and Printing Reports

Overview of Report Runs

A report run consists of one or more reports which are compiled at the same time. Typically, you might compile information for related reports (for example, expense reports) in the same report run. Note that if a report references a line from another report (via an inter-report reference key) you must include the report which contains the referenced line in the same report run, prior to the other report.

All reports in a run are compiled in the background. For this reason, more than one report run may be compiled at the same time.

Report Run Statuses

Report runs are assigned a status to track their processing.

Report Runs

The Report Run Routines allow you to compile and print reports created using the GL Report Writer. Before you can print a report, you must compile it (that is, retrieve the appropriate data from the General Ledger Module). Only reports with a status of APPROVED may be compiled.

Compiling Data and Text

The GL Report Writer divides the data it compiles for a report into two categories.

• Data

Money and Statistics activity that is retrieved and calculated

• Text

All other information on the report, such as:

− banners − column titles − text in the text column − underlines

Before you print a report for the first time, you must compile both the data and text. When reprinting the report, you have three compiling options:

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• recompile both data and text

• recompile text only

• reprint the report without recompiling any information

Your choice depends on whether you have edited any information about the report format or report definition since the last printing, and whether the data on the report is current.

The advantage of a text only recompile or no compile is that they save time. Recompiling both data and text takes significantly longer than either of the other two options.

Note: There is no data only recompile, since compiling text takes minimal time and ensures that text is updated if necessary.

Compiling Reports

When to Recompile Text Only

You must recompile text if you have changed

• title information, such as: − edits to the report's title lines − edits to column title text (including text overrides) − addition, deletion, or edits to Header lines, including wide text

• where page breaks are inserted

• blank lines before a line

• how lines are suppressed of lines (including suppressing a line if it has zero values, always suppressing a line, or suppression of detail lines which sum to a Total line)

• the zero suppress section

• rounding factors (as long as you do not calculate using rounded values)

• the use of commas, or how negative numbers print

• reverse sign, $-sign and %-sign features

• the punctuation character for a Mark type field, which displays if the amount in the prior Function or Retrieve column reaches a user-defined limit

When to Recompile both Data and Text

You must recompile both data and text whenever

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• you want the most current activity to be included on the report

• you previously compiled a sample report run, and now want to compile actual data

• you want to compile data for a different accounting period

• you have edited any features of the report format or report definition, other than those listed in the following topics:

− When to Recompile Text Only − When Recompiling is Not Necessary

When Recompiling is Not Necessary

You do not need to recompile a report before reprinting if

• you did not edit the report format or definition, and the data on the report is current

• you edited banner text or banner spacing, without increasing the total width of the format or adding any new banner lines

Also, you do not need to recompile a report if your edits to the report format or report definition change the placement of text within a line, without changing the text or the total number of spaces in the line. This includes

• changes in justification for the text column or column titles

• changes in spacing before the text column or other columns

• changes in the position of the text column

Routines for Compiling and Printing Reports

Overview of the Report Run Routines

Use the following routines to compile and print reports.

To Use this routine

Compile multiple reports in one report run, based on the specifications defined using the GL Report Writer

Compile Report Run

Compile sample report runs, if wanted

Cancel a COMPILING report run

Print a report run Print Report Run

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To Use this routine

List report run information. Useful when printing or purging reports.

List Report Run

Purge either Purge Report Run

• data compiled for a report run

• compiled data and the report run definition

Report Run Statuses

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Status Description

COMPILING Data for the report run is currently being compiled

COMPILED Data for the report run is compiled

ABORTED A user has cancelled the compilation. (ABORTED is a temporary status which changes to either NOT RUN or COMPILED, depending on the users actions after canceling the compilation.)

Not RUN No data is compiled for the report run

PURGED Data compiled for the report run has been purged

Example of Limit Prompt Working with Mark Field

Assume that you want to know when a department's expense activity is over budget for a period. In your report, actual expense figures print in column 1, and budget amounts in column 2.

Column 3 calculates the actual amounts divided by budget amounts, expressed as a percentage. You want to flag any fields in column 3 that are over 100% with an asterisk (*).

1) Using Enter/Edit Report Formats Routine, define the first two columns as Retrieve fields, the first using period actuals (PER ACT) and the second using period budget amounts (PER BUD).

2) Define the third column as a PC (percent) Function field, and enter 100 at the Limit prompt (in the Enter/Edit Function Field secondary screen).

3) Define a fourth field as type Mark. In the Enter/Edit Mark Field secondary screen, enter * at the Mark prompt.

The following is a sample report defined in this way. Note the asterisk in the line where the actuals were over budget.

PERIOD ACTUALS

PERIOD BUDGET

ACTUAL/ BUDGET (%)

Laboratory Expense Acct 1

2000.00 1500.00 133.33 *

Laboratory Expense Acct 2

3000.00 4000.00 75.00

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Overview of Compile Report Run Routine

Use this routine to

• compile a report run

• compile a sample report run

• view the status of the report run, including the date and time that the most recent compilation was completed

• cancel the compiling of a report run

Numbering Report Runs

Each report run is identified by a unique, user-defined number. You should develop a consistent pattern for numbering runs, so that they may be easily selected via a Lookup in the future.

Recompiling a Report Run

If recompiling a report run, you can compile either Data And Text or Text Only. Your choice depends on whether you edited the report formats and definitions, and whether the data on the reports is current.

Base Period

After you enter a report run description, you must identify a GL period on which to base the report run. For example, if the report run includes a balance sheet for one period, identify the period for which the report should retrieve balances. This period is known as the base period.

Retrieve columns may be defined to retrieve data for the base period, a range of periods prior to the base period, or a single period prior to the base period.

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Printing a Sample Report Run

Before compiling actual data for a report run, you can compile a sample report run. Reports in a sample run retrieve a value of "1" for all cells at the intersection of a Detail line and a Retrieve or Constant column. Other columns and lines perform their calculations based on that value.

A sample report run helps to verify that you defined the reports and formats correctly, and that calculations are being performed as intended. Sample runs take less time to compile than actual data. You can print the sample, modify it, and continue to print sample runs until you are satisfied with the result.

Canceling a Compilation

A report run is compiled in the background. After the background job starts, you can use this routine to cancel the compilation if necessary. For example, you did not include the correct reports, or you want to

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compile a different report run, but are already compiling the maximum amount.

To cancel a background job:

1) Select this routine, and enter the number of a report run that is compiling at the Report Run prompt.

2) Press <OK>. A message appears describing the background job.

3) Press <Enter>. A system message appears, asking if you want to terminate the background job.

Enter Y to cancel the compilation. If you do, the system displays a message telling you that it is terminating the job.

When the background job is terminated, the report run is assigned a status of ABORTED, and a system message appears telling you that the job has terminated.

4) Press <Enter>. The system prompts you to compile the reports. To restart the compilation, enter Y. Otherwise, enter N.

5) If you enter N, you are prompted to file the entry.

To file this report run without compiling it, enter Y. If you want to edit the report run's description, enter N.

Note: To edit any information other than the description, you must file the report run, and then re-select it.

Print Report Run Routine

Use this routine to print a report run. You can print all reports in the run, or a selected range of reports. If a report in the run generates multiple reports, you can select a range of components or summary levels for which to print reports. For example, if an expense report generates separate reports for each department, you can limit the printing to selected departments (although data is compiled for all departments).

Access

You can list only reports to which you have access. Access to a report is based on your financial access (as defined at the Financial Data Access Type prompt in the MIS User Dictionary).

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List Report Runs Routine

Use this routine to generate a list of information about all report runs, or a selected range of report runs. This list is useful when printing or purging report runs.

The following report run information appears on this list:

• number

• status

• base period

• description

• whether the run is a sample (that is, includes "1.00" as a value, instead of actual data)

• compilation start and stop dates and times

• mode of compilation (Data And Text or Text Only)

• report definitions included in the run (including what format each uses, and whether the report prints in landscape or portrait format)

Purge Report Runs Routine

Use this routine to purge either

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• data compiled for a report run

• both compiled data and the report run

It is useful to purge just compiled data if you want to ensure that the report is recompiled. (Purging report data frees up disk space.) Or, you may want to purge the report run to obtain the most current data before it is reprinted. Note that deleting a report run does not purge the report definitions included in the run.

You cannot retrieve a purged report run definition.

List Report/Account Cross References Routine

Use this routine to print a list of GL Compiled Reports that require modification based on recent edits to the MIS GL Dictionaries. You can run the list by either account or report.

By Account

For each selected account, the Cross Reference List by Account shows where, in the selected APPROVED reports, that account is defined within the report definition.

For example, if you entered a new GL account in the MIS GL Account Dictionary, you could run this report to determine which report definitions should include the account (as defined by component and summary level values).

By Report

For each selected APPROVED report, the Cross Reference List by Report shows all the GL accounts defined in the report definition. Where appropriate, the list also includes

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• each multiple report value

• each summary (if the multiple reports are sorted by summary level value)

• each value from the LINE FOR EACH feature

• each FIELD, if the report's format restricts retrievals by component value

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GL Report Writer Tutorial

Overview of the GL Report Writer Tutorial Use this tutorial to learn the steps involved in creating reports via the GL Report Writer. This tutorial teaches you how to create the following types of reports:

• Balance Sheet for One Period

• Comparative Balance Sheet

• Budget Variance Report

• Revenue Analysis Report

• Expense Analysis Report By Department

You can also use this tutorial to learn miscellaneous Report Writer features.

Using the Report Writer Tutorial The topics in the tutorial are presented in sequential order. So that you don’t miss any steps,

MEDITECH recommends that you use and to browse through the

tutorial. When you click on highlighted text to learn more about a topic, use to get back to the correct step in the tutorial. Each example report is broken down into the 8 steps for creating reports. Each step is then further broken down into sub-steps. You can identify the step for each topic in each topic title.

Steps for Creating a Report

Overview of Steps for Creating a Report

You can break down the creation of all compiled reports into a series of chronological steps.

Follow these steps to build the sample reports in this tutorial.

Steps for Creating Reports

1) Design the report on paper.

2) Enter the report format (column information).

3) Create the report definition and enter general report information.

4) Enter the lines (rows) of the report.

5) Check the report's specifications.

6) Review a sample version of the report.

7) Compile and print the report.

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8) Perform an integrity check of the report's information.

As you build each sample report in this tutorial, follow the steps above.

Sketch the Report on Paper (Step 1)

List the information that you want to print on the report and draw a picture of how you want it to look, including the

• report titles

• column headers and period information

• types of account information you want to print on each portion of the report

• types of totals you want to print on the report

Your sketch report helps you to determine your report needs.

Enter the Report Format (Column Information) (Step 2)

Enter the report format via the Enter/Edit Report Formats Routine to determine the following:

• width of the report and the Text column of the report

• location of the Text column

• the number of columns and the type of information displayed in each column (for example, budget vs. actual data)

• fiscal periods referenced by the report

• appearance of dollar and statistics activity (for example, use of commas, how negatives are handled, and rounding)

• column titles

• banners of text used to group columns

Create the Report Definition and Enter General Report Information (Step 3)

Report definitions determine the account data the report displays and how that data is displayed on each line of the report. The report can display data on individual lines or can sum data from multiple lines in various categories.

This step involves identifying the report definition and entering general information about the report, including:

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• description of the report definition

• format to use

• report titles

• whether to print multiple versions of the report

• whether to suppress lines from the report, if all values retrieved for the lines have a value of zero (0)

• ranges of lines at the start of which to print a dollar sign ($)

• a 100% line (if applicable)

• constant overrides (if applicable)

You enter report definitions and general report information via the Process Report Definition Routine.

Enter the Lines (Rows) of the Report (Step 4)

After you create the report definition and enter general report information, you enter the numbers to identify the report's lines and the line types (Header, Control, Detail, Total, or Expression) for the lines of the report.

The data collected for each line type is unique. You enter report lines via the Enter/Edit Report Lines Routine.

Check the Report's Specifications (Step 5)

Use the Check Specifications Routine to validate all of the report information (entered in Steps 2 through 4). For example, if you define dollar signs to print on lines 100 through 150, this routine verifies that lines 100 through 150 are defined.

Review a Sample Version of the Report (Step 6)

Before you compile the report, you can print a sample of the report via the Sample prompt in the Compile Report Runs Routine. Use this sample report to view the report's layout and check the report's computations. On a sample report, all retrieved fields have a value of 1.00. The system computes all functions and totals based on these values.

Compile and Print the Report (Step 7)

When you are completely satisfied with your report's layout and specifications, you can compile the report run. A report run is made up of one or more reports. The system compiles the data for all of the reports at the same time by a background job.

After compilation, you can print the report run via the Print Report Run Routine. This routine contains a queue management feature that allows you to print every report in the queue, or a selected set of reports.

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Integrity Check the Report's Information (Step 8)

After your report prints, you can check the integrity of its information with the Account Inquiry and Detail Trial Balance or Summary Trial Balance routines.

Importance of the GL Structure

Each health care organization has a unique account structure that impacts how the GL Report Writer retrieves data.

Note: The GL Report Writer does not verify that accounts actually exist. Therefore, you must have an adequate understanding of the account structure of your organization to produce meaningful reports.

For example, if your revenue and expense accounts are a combination of the Department and EOC or ROC components, you can summarize them into expense or revenue summaries. If you want more detail, you can create a report that shows all of the expenses that were incurred by a department in specified periods, or create a report of all departments that incurred a particular expense.

Caution

This tutorial uses an MIS GL structure that may not be consistent with your own. Therefore, the account numbers and summary level values used throughout the tutorial may not apply to your organization. Before creating the reports in this tutorial, MEDITECH recommends that you run the List MIS GL Account Dictionary Routine, List Component & Summary Values by Reporting Structure, and List Components and Summary Values reports. These reports list component and summary level values and the components that make up the account patterns for each class in the account structure of your organization.

Edit General Format Information

Use this routine to setup the appearence of reports you generate via Report Writer.

Report Exercises

Overview of the Report Exercises

This tutorial provides you with instructions for building five sample reports. Each report concentrates on specific GL Report Writer features. You can create the following types of reports via this tutorial:

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• Balance Sheet for One Period

• Comparative Balance Sheet

• Budget Variance Report

• Revenue Analysis Report

• Expense Analysis Report by Department

This tutorial also teaches you various miscellaneous Report Writer features that you can use in all report types.

Balance Sheet for One Period

Overview of a Balance Sheet for One Period

This sample report teaches you how to create a balance sheet for one period. This balance sheet summarizes asset and liability activity by the highest summary levels and provides totals for assets and liabilities.

Creating this sample report teaches you how to use the following features of the GL Report Writer:

Report Format Features • Commas

• Display of negative numbers

• Report width

• Text column width, position, spacing, and justification

• Retrieve columns − retrieving account balances − rounding − column width − column titles

Report Definition Features • Report titles

• Header, Control, Detail, and Total lines

Report Run Features • Compiling

− a report for one period − sample and actual versions of a report

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• Printing − sample and actual versions of a report − alternating gray bars on a report

Step 1

Step 1 - Balance Sheet for One Period

Visualize the finished report. Remember to consider all report objectives listed in the overview. After you create this sketch, assess the widths required for the overall report and its columns. For example, if you count the characters and spaces across the sketch, you'll know that your report must be a certain number of characters wide. Also, you can tell how many characters wide the text and balance columns should be.

Step 2

Overview of Step 2 - Balance Sheet for One Period

The second step in the creation of a compiled report is to enter the report's format, utilizing all the report format features described in the overview of this report. You enter the information via the Enter/Edit Report Formats Routine.

In this step you

1) Identify the report format.

2) Determine how the report displays commas and negatives.

3) Enter the report width.

4) Define characteristics of the Text column.

5) Define a retrieve type column.

6) Enter the column titles.

7) File the report format

Identifying the Report Format (Step 2.1)

Enter the Enter/Edit Report Formats Routine and uniquely identify the format in the system as follows.

1) At the Mnemonic prompt, enter BALSHEET.

2) Click Yes when the system displays the Not found New? message. N appears at the In Use prompt to indicate that the format is not in use by any report.

3) At the Description prompt, enter BALANCE SHEET.

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Displaying Commas and Negatives on the Report (Step 2.2)

After you identify the report format in the Enter/Edit Report Formats Routine, enter Y at the Commas prompt so that numbers equal to and greater than 1,000 include commas. Then, enter PARENS at the Negatives prompt. All negative numbers on this report print in parentheses.

Report Widths (Step 2.3)

At the Max Width prompt in the Enter/Edit Report Formats Routine, enter 92. Based on your sketch from step one, this width accommodates all data on the report.

Text Column Specifications (Step 2.4)

To define characteristics of the format's Text column, perform the following steps in the Enter/Edit Report Formats Routine.

1) At the Width prompt, enter 45. This width accommodates all descriptions in the left column on the report sketch.

2) At the At Left prompt, enter Y to print the asset and liability account summary level descriptions in the left column of this report.

3) At the Spaces prompt, enter 5 to indent the Text column five spaces, as shown in step one.

4) At the Justify prompt, enter L to left-justify the text in the Text column.

Defining a Retrieve Type Column (Step 2.5)

Follow these steps to define a retrieve column in the Enter/Edit Report Formats Routine.

1) At the Type prompt, enter R and click to access the Enter/Edit Retrieve Field screen.

2) At the Data prompt, enter BALANCE. For your sample balance sheet report, you need to retrieve account balance information.

3) At the Base Period: RUN or LAST in RUN FY prompt, enter Run to base this column's values on the period you enter when compiling the report.

4) At the Rounding: Money prompt, enter .01 so all numbers on the report are rounded to two decimal places.

5) At the Print prompt, enter Y to print this column on the report.

6) At the Spaces prompt, enter 3 to separate your text and retrieve columns with three blank spaces.

7) At the Sign prompt, enter N. Your balance sheet report does not display dollar signs for account balances.

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8) At the Width Dft prompt, enter 15. This default width accommodates all balances in the retrieve column.

Column Titles (Step 2.6)

Use the Column Titles section of the Enter/Edit Retrieve Field screen to define up to two lines of a title for this column and select the justification of each title. The Retrieve column for your balance sheet report has the following header.

COLUMN TITLE: LINE 1 ------> BALANCE AS

COLUMN TITLE: LINE 2 - ----> OF (PERIOD)

To define the Retrieve column title for your sample report, do the following.

1) At the Line 1 prompt, enter Balance as.

2) At the Jfy prompt, enter R to right justify the column title.

3) At the Line 2 prompt, enter OF [PERIOD]. The second line of your column title needs to contain the name of the period for which your report is compiled. By using the [PERIOD] keyword, you do not have to re-enter the period in the column title when the report is compiled for a different period.

4) At the Jfy prompt, enter R.

5) Click .

Filing the Report Format (Step 2.7)

You can now file your report format in the Enter/Edit Report Formats Routine.

1) Click .

2) Click Yes when the system displays the File? message. The routine files this format and the cursor returns to the Mnemonic prompt.

3) Click to exit from the Enter/Edit Report Formats Routine.

Step 3

Overview of Step 3 - Balance Sheet for One Period

The third step in creating reports is to enter the report definition and general report information. For your balance sheet report, general report information includes defining report titles.

In this step you will

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1) Create the report definition

2) Enter the general report information

3) File the general report information

Creating the Report Definition (Balance Sheet for One Period - Step 3.1)

Use the Process Report Definition screen to create the report definition for your balance sheet.

For your sample balance sheet report, do the following.

1) At the Mnemonic prompt, enter BALSHEET.

2) Click Yes when the system displays the Not found New? message. When you do this, the definition is assigned a status of OPEN.

Entering General Report Information (Balance Sheet for One Period - Step 3.2)

Access the Enter/Edit General Report Information Routine via the Process Report Definition screen.

When you access the Enter/Edit General Report Information Routine, the mnemonic of the report definition (BALANCE) appears at the Mnemonic prompt.

Now, follow these steps.

1) At the Description prompt, enter BALANCE SHEET. This description does not appear on the report but identifies this definition on reports and lists.

2) At the Format prompt, enter BALSHEET. By doing this, the GL Report Writer uses the balance sheet report format (BALSHEET created in Step 2) when this report definition is compiled.

3) At the Title Lines prompt, enter the following: BALANCE SHEET FOR [PERIOD]

Filing the General Report Information (Balance Sheet for One Period - Step 3.3)

Follow these steps to file the general report information on the Enter/Edit General Report Information Routine.

1) Click .

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2) Click Yes when the system displays the File? message. The routine files this general report information and returns you to the Process Report Definition screen.

After you file this information, the description and the report format to be used when this report definition is compiled appears on the Process Report Definition screen.

Step 4

Overview of Step 4 - Balance Sheet for One Period

After you file your report definition's general information, you define the report's lines.

For your sample report, this includes:

• which asset and liability account data to display on each line

• the following free text headers to appear on the report:

***** TOTAL ASSETS *****

***** TOTAL LIABILITIES & EQUITY *****

Entering the Lines for Our Report When you access the Enter/Edit Report Lines Routine, the following information appears:

• 10 appears as the default value at Line Number prompt

• report definition mnemonic (display-only field)

• report definition description (display-only field)

Line #10: Header (Balance Sheet for One Period - Step 4.1)

Your report design calls for the ***** TOTAL ASSETS ***** header to appear at the top of the asset portion of your balance sheet report.

To define this line in the Enter/Edit Report Lines Routine, do the following.

1) At the Mnemonic prompt, enter 10.

2) At the Line Type prompt, enter HEADER.

3) At the Text prompt, enter ***** TOTAL ASSETS *****. (The asterisks in this title help to extend it across the entire Text column.)

4) Click to file this line.

Line #20: Control (Balance Sheet for One Period - Step 4.2)

You need to restrict the first portion of your balance sheet to asset accounts.

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To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 20.

2) At the Line Type prompt, enter CONTROL.

3) At the Class prompt, enter the number of the asset account class. (In your sample Chart of Accounts, assets are class 1.) As required by your sample report, detail lines following this control line are restricted to Class 1 accounts (assets).

4) Click to file this line.

Line #30: Detail (Balance Sheet for One Period - Step 4.3)

With your control line, you automatically restrict your detail line to asset account class information. You now define the specific asset groupings on which you want to report. Your report characteristics report on the following asset categories:

• Cash

• Accounts receivable

• Inventory

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 30.

2) At the Line Type prompt, enter DETAIL. The account class restriction defined in line 20 (Class 1: Asset Accounts only) displays at the Class - from Previous Control Lines prompt for reference.

3) At the Line For Each prompt, enter 1A1. In this tutorial's Chart of Accounts, this summary level contains values which report on Cash, Accounts Receivable, and Inventory. By entering the 1A1 summary level at the Line For Each prompt, you can generate separate lines for the 1A1 values (for your report, Cash, Accounts Receivable, and Inventory) specified at the Values prompt. (See step 7, below.)

4) At the Default Text prompt, enter DESC to print the 1A1 summary level descriptions in the Text column of the balance sheet.

5) At the Total To Line prompt, enter 50. According to your report characteristics, you need to produce a total for the assets on the report. Line 50 is reserved for this.

6) At the Include Component/Summary Selections prompt, enter Y.

7) At the Comp/Sum and Values prompts, enter values.

All 1A1 values correspond to the Cash, Accounts Receivables, and Inventory asset groupings.

8) At the Money/Statistics prompt, enter M to restrict the detail line to money accounts only.

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9) Click to file this line.

Line 40: Header (Balance Sheet for One Period - Step 4.4)

Your report design calls for an underscored line beneath the balances for the three asset accounts.

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 40.

2) At the Line Type prompt, enter HEADER.

3) At the Underlines prompt, enter a dash (-).

4) Click to file this line.

Line 50: Total (Balance Sheet for One Period - Step 4.5)

Your report requires a total for the asset account data on this report. This total should be labeled TOTAL ASSETS in the Text column and appear two lines beneath the last asset account displayed.

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 50.

2) At the Line Type prompt, enter TOTAL.

3) At the Blank Lines prompt, enter 2. This causes two blank lines to print before this line.

4) At the Text prompt, enter Total Assets.

5) Click to file this line.

Line 60: Header (Balance Sheet for One Period - Step 4.6)

On your balance sheet, a line of equal signs (=) appears beneath your asset total (in line 50).

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 60.

2) At the Line Type prompt, enter HEADER.

3) At the Underlines prompt, enter an equal sign (=).

4) Click to file this line.

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Line #70: Header (Balance Sheet for One Period - Step 4.7)

Now you enter the liability and equity portion of the report. The liability and equity portion of your balance sheet is entered almost identically to lines 10 through 60. Your report design calls for a header to appear at the top of the liability and equity portion of your balance sheet report. The **** TOTAL LIABILITIES & EQUITY ***** header should appear four lines beneath the asset portion of this report.

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 70.

2) At the Line Type prompt, enter HEADER.

3) At the Blank Lines prompt, enter 4.

4) At the Text prompt, enter ***** TOTAL LIABILITIES & EQUITY *****.

5) Click to file this line.

Line #80: Control (Balance Sheet for One Period - Step 4.8)

According to your report characteristics, you need to restrict the second portion of your balance sheet to liability and equity accounts.

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 80.

2) At the Line Type prompt, enter CONTROL.

Note: The control line restriction from the previous Control line displays at the Class – from Previous Control Lines prompt.

3) At the Class prompt, enter 2 to identify the liability account class. Detail lines following this control line are restricted to this class.

4) Click to file this line.

Line #90: Detail (Balance Sheet for One Period - Step 4.9)

With your Control line, you automatically restrict your detail line to liability account class information. You now define the specific liability and equity groupings on which you want to report. Your report characteristics state that you should report on the following liability and equity categories:

• Accounts Payable

• Accrued Salaries & Wages

• Fund Balance

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 90.

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2) At the Line Type prompt, enter DETAIL.

3) At the Line For Each prompt, enter 1L1.

4) At the Default Text prompt, enter DESC. The descriptions for the 1L1 summary values to be specified appear in the Text column of the balance sheet.

5) At the Total To Line prompt, enter 110. Your report needs to produce a total for assets. Line 110 is reserved for this.

6) At the Include Component/Summary Selections prompt, enter Y.

7) At the Comp/Sum and Values prompts, enter values.

8) At the Money/Statistics prompt, enter M.

9) Click to file this line.

Line 100: Header (Balance Sheet for One Period - Step 4.10)

Your report design calls for an underscored line beneath the balances for the three displayed accounts.

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 100.

2) At the Line Type prompt, enter HEADER.

3) At the Underlines prompt, enter a dash (-).

4) Click to file this line.

Line 110: Total (Balance Sheet for One Period - Step 4.11)

Your report characteristics require a total for the liability and equity account data on this report. This total should be labeled TOTAL LIABILITIES & EQUITY in the Text column and appear two lines beneath the last account displayed.

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 110.

2) At the Line Type prompt, enter TOTAL.

3) At the Blank Lines prompt, enter 2. Two blank lines now appear before this line.

4) At the Text prompt, enter TOTAL LIABILITIES & EQUITY.

5) Click to file this line.

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Line 120: Header (Balance Sheet for One Period - Step 4.12)

On your report design, a line of equal signs (=) appears beneath your liability/equity total (from line 110).

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 120.

2) At the Line Type prompt, enter HEADER.

3) At the Underlines prompt, enter an equal sign (=).

4) Click to file this line.

Exiting the Enter/Edit Report Lines Screen Click to return to the Process Report Definitions screen.

Step 5

Step 5 - Balance Sheet for One Period

After you enter the report's lines, check the report specifications via the Check Specifications Routine. For example, if Detail line 30 sums to Total line 50, this routine checks if line 50 exists. Before you compile a report, you must perform this check.

Correctly Defined Reports If the report is defined correctly, the No errors. Approve? prompt appears. Click Yes to approve the report so that it can be compiled.

Incorrectly Defined Reports If the report is not defined correctly, the Print Error Listing on: prompt appears. Enter the output device on which you want to print this error report.

Note: For this tutorial, if your asset and liability accounts have additional components that make up the account class defined in the control lines (for example, funds and types), you need to enter values for those components. The error report lists the components and asks you to enter values for them on the detail lines. After you make these adjustments, you must repeat this step before you can go on to step six.

Printing Report Specifications You can print the report definition's specifications to an output device via the Print Report Specifications Routine.

This report is useful for verifying whether a report has been defined correctly, especially if errors are found when you run the Check Specifications Routine.

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Step 6

Overview of Step 6 - Balance Sheet for One Period (Step 6.1)

After you check your report's specifications, you can print a sample version of the report. This feature allows you to view the layout and check on the computation specifications of the report.

On a sample report, all values retrieved equal 1.00. Functions and totals are computed using the values of 1.00.

Steps for Generating a Sample Report - Balance Sheet for One Period Follow these steps to create a sample report via the Compile Report Runs Routine.

1) At the Report Run prompt, enter 123.

2) Click Yes at the Not found. New? prompt. When you do this, DATA AND TEXT appears as the default value at the Compile Mode prompt.

3) At the Description prompt, enter 1 PER BALANCE SHEET.

4) At the GL Period prompt, enter the period for which you want to generate this report. To test the integrity of this report and the data, you must select a period that has balances and activity. If there is no data for the period selected, the report prints 0.00 amounts.

5) At the Sample prompt, enter Y to compile a sample version for this report.

6) At the Report prompt, enter BALSHEET. This is the name of your report definition. When you do this, BALSHEET (the name of your report format) appears at the Format prompt.

7) Click and click Yes at the Compile? prompt. The report is then compiled by a background job. The number of the background job appears on the screen for reference.

8) Click to exit from the Compile Report Runs Routine.

Printing and Reviewing a Compiled Report Run - Balance Sheet for One Period (Step 6.2)

To print the sample report, access the Print Report Runs Routine, and follow these steps.

1) At the Report Run prompt, enter 123.

2) At the Print Alternate Gray Bars? prompt, enter A. (This does not work on line printers.)

3) Click and print the report.

After you print the sample report, review the layout of the report. If this report does not match the layout designed in step one, double check the report format and definition.

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Step 7

Step 7 - Balance Sheet for One Period

After you are completely satisfied with your sample report, recompile it using actual data and reprint it. The steps for doing this for your balance sheet report are almost identical to Step 6.

Steps for Generating the Report Follow these steps to generate the report via the Compile Report Runs Routine.

1) At the Report Run prompt, enter 123.

2) At the Sample prompt, enter N. This response tells the system to print account data on this report.

3) Click .

4) The Data already compiled for this report run. Re-compile? prompt appears. Click Yes. The report is then compiled by a background job.

5) Click to exit from the Compile Report Runs Routine.

Printing a Compiled Report Run After the report run is compiled, you can print it via the Print Report Runs Routine. (The report run's status appears on the Print Report Runs screen.) For information on printing a compiled report, see step six.

Step 8

Overview of - Balance Sheet for One Period (Step 8.1)

After you print the balance sheet report, you can perform an integrity check of its information. Since your balance sheet contains account data, you can use the Account Inquiry Routine to do this.

Steps for Entering Account Inquiry Information for the Balance Sheet for One Period Report Follow these steps to enter account inquiry information for the report in the Account Inquiry Routine.

1) At the Period prompt, enter the base period for which this report was compiled.

2) At the Format prompt, enter S. This format prints net debits and credits made to specified accounts for the identified period.

3) At the All/Combinations/Ranges prompt, enter C. Since specific summary level values were used to access the data for your balance sheet (for example,

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all 1A1 values), you also need to define the summary level values for your Account Inquiry Report.

4) At the Account Classes prompt, enter 1,2. (In your Chart of Accounts, assets are Class 1 and liabilities are Class 2).

5) At the Comp/Sum and Values prompts, enter 1A1 and 1L1.

(You do not have to select values of other components in the account pattern, such as corporation.)

6) At the Primary Sort prompt, enter 1A1.

7) At the Total prompt, enter Y to print totals for the 1A1 summary level values. The totals on the Inquiry Report can then be compared with totals on the balance sheet.

8) At the Undefined Order prompt, enter LAST so that asset information appears first on this inquiry report.

9) At the Secondary Sort prompt, enter 1L1.

10) At the Total prompt, enter Y to print totals for the 1A1 summary level values.

11) At the Undefined Order prompt, enter LAST.

12) Click .

The routine begins selecting records for this inquiry (this can take a few moments). When the search is complete, you can print the report.

Reading the Account Inquiry Report - Balance Sheet for One Period (Step 8.2)

The Close column on the Account Inquiry Report displays totals for each of the summary level values specified. These totals should match the totals for the categories on the balance sheet. For example, the Close total for the cash asset summary level should equal the cash amount on the balance sheet. If not, you need to do more research on the accounts which report to this summary level value.

Comparative Balance Sheet

Overview of a Comparative Balance Sheet

This sample report teaches you how to create a comparative balance sheet. The comparative balance sheet summarizes asset and liability activity by the highest summary levels, and provides totals for assets and liabilities for the following:

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• base period

• prior period

• prior year

Also, the report calculates changes in activity between the base and prior periods and base period and the same period in the previous year.

Creating this sample report teaches you how to use the following features of the GL Report Writer

• defining Function columns (subtraction involving values from two columns)

• how to display data from accounting periods prior to the base period

This sample report also shows you how to reverse amounts. For example, you can print credit balance accounts as positive numbers (although GL stores the balances as negative numbers).

Step 1

Step 1 - Comparative Balance Sheet

Visualize the finished report. Remember to consider all report objectives listed in the overview. After you create this sketch, assess the widths required for the overall report and its columns. For example, if you count the characters and spaces across the sketch, you'll know that your report must be a certain number of characters wide. Also, you can tell how many characters wide the text and balance columns should be.

Step 2

Overview of Step 2 - Comparative Balance Sheet (Step 2.1)

The second step in the creation of a compiled report is to enter the report's format, utilizing all the report format features described in the introduction to this report.

Identifying the Report Format Enter the Enter/Edit Report Formats Routine and uniquely identify the format in the system as follows.

1) At the Mnemonic prompt, enter COMPBAL.

2) At the Not found. New? prompt, click on Yes.

3) At the Description prompt, enter COMPARATIVE BALANCE SHEET.

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Displaying Commas and Negatives on the Report-Step 2.2 (Comparative Balance Sheet)

After you identify the report format in the Enter/Edit Report Formats Routine, the cursor moves to the Commas prompt. Enter Y at the Commas prompt. Then enter PARENS at the Negatives prompt.

Report Widths-Step 2.3 (Comparative Balance Sheet)

At the Max Width prompt in the Enter/Edit Report Formats Routine, enter 132. Based on your sketch from step one, this width accommodates all data on the report.

Text Column Specifications-Step 2.4 (Comparative Balance Sheet)

Follow these steps in the Enter/Edit Report Formats Routine to define characteristics of the format's Text column.

1) At the Width prompt, enter 38 for the Text column. This width accommodates all descriptions in the left column on the report sketch.

2) At the At Left prompt, enter Y to print the asset and liability account summary level descriptions in the left column of this report.

3) At the Spaces prompt, enter 3 to indent the Text column three spaces, as shown in step one.

4) At the Justify prompt, enter L to left-justify the text in the Text column.

Overview of Step 2.5 - Comparative Balance Sheet

Besides the Text column, your report sketch has five columns that display account data.

The following table explains the function of each column.

This column Performs this function

Column #1 Retrieves data for the base period (for example, the period for which the report is compiled)

Column #2 Retrieves data from the period prior to the base period

Column #3 Retrieves data from the same period as Column #1 but for the prior year

Column #4 Calculates the difference between the base period (column #1) and the prior period (column #2)

Column #5 Calculates the difference between base period (column #1) and the same period in the previous year (column #3)

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Column #1: Retrieve Column (Comparative Balance Sheet - Step 2.51)

Follow these steps to enter this Retrieve column in the Enter/Edit Report Formats Routine.

1) At the Type prompt, enter R and click .

2) At the Data prompt, enter BALANCE. For your sample balance sheet report, you need to retrieve account balance information.

3) At the Base Period: RUN or LAST in RUN FY prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

4) At the Rounding: Money prompt, enter .01.

5) At the Print prompt, enter Y.

6) At the Spaces prompt, enter 3.

7) At the $ Sign prompt, enter N.

8) At the Width: Dft prompt, enter 15.

9) At the Line 2 prompt, enter [PERIOD]. This column title needs to contain the name of the period for which your report is compiled.

10) At the Jfy prompt, enter R.

11) Click to file the column.

Column #2: Retrieve Column (Comparative Balance Sheet - Step 2.52)

Follow these steps to enter this Retrieve column in the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter R and click .

2) At the Data prompt, enter BALANCE.

3) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

4) At the Periods Back: From prompt, enter 1 so this column retrieves data only from the period prior to the base period.

5) At the Periods Back: Thru prompt, enter 1 so this column retrieves data only from the period prior to the base period.

6) At the Rounding: Money prompt, enter .01.

7) At the Print prompt, enter Y.

8) At the Spaces prompt, enter 3.

9) At the $ Sign prompt, enter N.

10) At the Width: Dft prompt, enter 15.

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11) At the Line 2 prompt, enter [F.PERIOD] so the name of the period prior to the period for which your report is compiled prints.

12) At the Jfy prompt, enter R.

13) Click to file the column.

Column #3: Retrieve Column (Comparative Balance Sheet - Step 2.53)

Follow these steps to enter this Retrieve column in the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter R and click .

2) At the Data prompt, enter BALANCE.

3) At the Base Period: RUN or LAST in RUN FY prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

4) At the Periods Back: From prompt, enter 12 so this column retrieves data only from the period one year prior to the base period.

5) At the Periods Back: Thru prompt, enter 12 so this column retrieves data only from the period one year prior to the base period.

6) At the Rounding: Money prompt, enter .01.

7) At the Print prompt, enter Y.

8) At the Spaces prompt, enter 3.

9) At the $ Sign prompt, enter N.

10) At the Width: Dft prompt, enter 15.

11) At the Line 2 prompt, enter [F.PERIOD] so the name of the period one year prior to the period for which your report is compiled prints.

12) At the Jfy prompt, enter R.

13) Click to file the column.

Column #4: Function Column (Comparative Balance Sheet - Step 2.54)

Follow these steps to enter this Function column in the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter F and click .

2) At the Function prompt, enter SUB so this column calculates the difference between two existing columns. When you do this, a minus sign (-) appears between both Field prompts.

3) Enter 1 at the first Field prompt and enter 2 at the second Field prompt. This column calculates the difference between the base period (column #1) and period prior to the base period (column #2).

4) At the Base Period: RUN or LAST in RUN FY prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

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5) At the Rounding: Money prompt, enter .01.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 3.

8) At the $ Sign prompt, enter N.

9) At the Reverse Sign prompt, enter Y so negative signs for credit balance accounts (for example, liabilities) are suppressed within this column. Your report displays credit balance accounts (liabilities) as positive numbers.

10) At the Width: Dft prompt, enter 15.

11) At the Column Titles: Line 1 prompt, enter CHANGE.

12) At the Jfy prompt, enter R.

13) At the Line 2 prompt, enter MONTH.

14) At the Jfy prompt, enter R.

15) Click to file the column.

Column #5: Function Column (Comparative Balance Sheet - Step 2.55)

Follow these steps to enter this Function column in the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter F and click .

2) At the Function prompt, enter SUB so this column calculates the difference between two existing columns. When you do this, a minus sign (-) appears between both Field prompts.

3) Enter 11 at the first Field prompt and enter 3 at the second Field prompt. This column calculates the difference between the base period (column #1) and the period one year prior to the base period (column #3).

4) At the Base Period: RUN or LAST in RUN FY prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

5) At the Rounding: Money prompt, enter .01.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 3.

8) At the $ Sign prompt, enter N.

9) At the Reverse Sign prompt, enter Y.

10) At the Width: Dft prompt, enter 15.

11) At the Column Titles: Line 1 prompt, enter CHANGE.

12) At the Jfy prompt, enter R.

13) At the Line 2 prompt, enter YEAR.

14) At the Jfy prompt, enter R.

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15) Click to file the column.

Filing the Report Format-Step 2.6 (Comparative Balance Sheet)

You can now file your report format in the Enter/Edit Report Formats Routine.

1) Click .

2) Click Yes at the File? prompt. The routine files this format.

3) Click to exit from the routine.

Step 3

Overview of Step 3 - Comparative Balance Sheet

The third step in creating reports is to enter the report's definition and general report information. For your comparative balance sheet report, general report information includes defining report titles.

In this step you will

1) Create the report definition

2) Enter the general report information

3) File the general report information

Creating the Report Definition (Comparative Balance Sheet - Step 3.1)

Access the Process Report Definitions Routine and enter COMPBAL at the Mnemonic prompt. Then, click Yes at the Not found. New? prompt. When you do this, the definition is assigned a status of OPEN.

Entering General Report Information (Comparative Balance Sheet - Step 3.2)

Follow these steps to enter the general report information via the Enter/Edit General Report Information Routine.

1) At the Description prompt, enter COMPARATIVE BALANCE SHEET.

2) At the Format prompt, enter COMPBAL. By doing this, the GL Report Writer uses the comparative balance sheet report format (COMPBAL created in Step 2) when this report definition is compiled.

3) At the Title Lines prompt, enter COMPARATIVE BALANCE SHEET [PER.DATE].

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Filing the General Report Information (Comparative Balance Sheet - Step 3.3)

Click in the Enter/Edit General Report Information Routine to file the general report information.

Click Yes at the File? prompt. The routine files this general report information and the cursor returns to the Process Report Definitions screen.

After you file this information, the description and the report format to be used when this report definition is compiled appear on the Process Report Definitions screen.

Step 4

Overview of Step 4 - Comparative Balance Sheet

After you file the general information for the report definition, you define the report lines. For your sample report, this includes:

• which asset and liability account data to display on each line

• the following free text headers to appear on the report: − ***** ASSETS ***** − **** LIABILITIES & EQUITY *****

• reversing any amounts for credit balance accounts (for example, liabilities)

Entering Report Lines You enter report lines via the Enter/Edit Report Lines Routine.

When you access the Enter/Edit Report Lines Routine, the following information appears on the screen:

• 10 appears as the default value at the Line Number prompt

• report definition mnemonic (display only field)

• report definition description (display only field)

Line #10: Header (Comparative Balance Sheet - Step 4.1)

Your report design calls for the ***** ASSETS ***** header to appear at the top of the asset portion of your comparative balance sheet.

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 10.

2) At the Line Type prompt, enter HEADER.

3) At the Text prompt, enter ***** ASSETS *****.

4) Click to file this line.

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Line #20: Control (Comparative Balance Sheet - Step 4.2)

You need to create a line that restricts the first portion of your balance sheet to asset accounts.

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 20.

2) At the Line Type prompt, enter CONTROL.

3) Enter the number of the asset account class. (In your sample Chart of Accounts, assets are class 1.) As required by your sample report, detail lines following this control line are restricted to Class 1 accounts (assets).

4) Click to file this line.

Line #30: Detail (Comparative Balance Sheet - Step 4.3)

With your control line, you automatically restrict your detail line to asset account class information. You now define the specific asset groupings on which you want to report.

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 30.

2) At the Line Type prompt, enter DETAIL. When you do this, the account class restriction defined in line 20 (Class 1: Asset Accounts only) appears at the Class - from Previous Control Lines prompt for reference.

3) At the Line For Each prompt, enter 1A1. In Chart of Accounts for this tutorial, this summary level contains values which report on all asset categories. By entering the 1A1 summary level at the Line For Each prompt, you can generate separate lines for all 1A1 values.

4) At the Default Text prompt, enter DESC to print the 1A1 summary level descriptions in the Text column of the balance sheet.

5) At the Total To Line prompt, enter 50. According to your report characteristics, you need to produce a total for the assets on the report. Line 50 is reserved for this.

6) At the Include Component/Summary Selections prompt, enter Y.

7) At the Comp/Sum and Values prompts, enter CRP and 1A1.

8) At the Money/Statistics prompt, enter M.

9) Click to file this line.

Line 40: Header (Comparative Balance Sheet - Step 4.4)

Your report design calls for underscored lines to appear after the balances and before the total for all displayed asset accounts.

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To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 40.

2) At the Line Type prompt, enter HEADER.

3) At the Underlines prompt, enter a dash (-).

4) Click to file this line.

Line 50: Total (Comparative Balance Sheet - Step 4.5)

Your report requires a total for the asset account data on this report. This total should be labeled TOTAL ASSETS in the Text column and appear two lines beneath the last asset account displayed.

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 50.

2) At the Line Type prompt, enter TOTAL.

3) At the Blank Lines prompt, enter 2. This causes two blank lines to print before this line.

4) At the Text prompt, enter TOTAL ASSETS.

5) Click to file this line.

Line 60: Header (Comparative Balance Sheet - Step 4.6)

Your report design calls for lines of equal signs (=) to appear beneath the asset account totals (in line 50) in all columns (except the Text column).

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 60.

2) At the Line Type prompt, enter HEADER.

3) At the Underlines prompt, enter an equal sign (=).

4) Click to file the line.

Line #70: Header (Comparative Balance Sheet - Step 4.7)

The liability and equity portion of your comparative balance sheet is entered almost identically to lines 10 through 60.

Your report design calls for a header to appear at the top of the liability and equity portion of your comparative balance sheet. The ***** LIABILITIES & EQUITY ***** header should appear four lines beneath the asset portion of this report.

To define this line in the Enter/Edit Report Lines Routine

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1) At the Line Number prompt, enter 70.

2) At the Line Type prompt, enter HEADER.

3) At the Blank Lines prompt ,enter 4.

4) At the Text prompt, enter ***** LIABILITIES & EQUITY *****. (The asterisks in this title help to extend it across the Text column.)

5) Click to file the line.

Line #80: Control (Comparative Balance Sheet - Step 4.8)

According to your characteristics, you need to restrict the second portion of your comparative balance sheet to liability and equity accounts.

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 80.

2) At the Line Type prompt, enter CONTROL. The Control line restriction from the previous Control line appears at the Class - from previous Control lines prompt.

3) At the Class prompt, enter 2 to identify the liability account class. Detail lines following this Control line are restricted to this class.

4) Click to file the line.

Line #90: Detail (Comparative Balance Sheet - Step 4.9)

With your Control line, you automatically restrict your detail line to liability account class information. You now define the liability and equity groupings on which you want to report.

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 90.

2) At the Line Type prompt, enter DETAIL.

3) At the Reverse Amounts? prompt, enter Y so all liability accounts display positive balances.

4) At the Line For Each prompt, enter 1L1.

5) At the Default Text prompt, enter DESC. The descriptions for the 1L1 summary values to be specified appears in the Text column of the comparative balance sheet.

6) At the Total To Line prompt, enter 110. Your report needs to produce a total for assets. Line 110 has been reserved for this.

7) At the Include Component/Summary Selections prompt, enter Y.

8) At the Comp/Sum and Values prompts, enter CRP and 1L1.

9) At the Money/Statistics prompt, enter M.

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10) Click to file the line.

Line 100: Header (Comparative Balance Sheet - Step 4.10)

Your report design calls for underscored lines to appear beneath all displayed liability accounts in all columns (except the Text column).

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 100.

2) At the Line Type prompt, enter HEADER.

3) At the Underlines prompt, enter a dash (-).

4) Click to file this line.

Line 110: Total (Comparative Balance Sheet - Step 4.11)

Your report characteristics require a total for the liability and equity account data on this report. This total should be labeled TOTAL LIABILITIES & EQUITY in the Text column, and appear two lines beneath the last account displayed.

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 110.

2) At the Line Type prompt, enter TOTAL.

3) At the Blank Lines prompt, enter 2. Two blank lines now appears before this line on the report.

4) At the Reverse Amounts? prompt, enter Y so all liability accounts display positive balances.

5) At the Text prompt, enter TOTAL LIABILITIES & EQUITY.

6) Click to file this line.

Line 120: Header (Comparative Balance Sheet - Step 4.12)

On your report design, lines of equal signs (=) appear beneath your liability/equity totals (from line 110) in all columns (except the Text column).

To define this line in the Enter/Edit Report Lines Routine

1) At the Line Number prompt, enter 120.

2) At the Line Type prompt, enter HEADER.

3) At the Underlines prompt, enter an equal sign (=).

4) Click to file the line.

5) Click to return to the Process Report Definitions screen.

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Step 5

Step 5 - Comparative Balance Sheet

After you enter the report's lines, check the report specifications via the Check Specifications Routine. For example, if the total from Detail line 30 is included in Total line 50, this routine checks if line 50 exists. Before you compile a report, you must perform this check.

Correctly Defined Reports If the report is defined correctly, the No errors. Approve? prompt appears. Click Yes to approve the report so that it may be compiled.

Incorrectly Defined Reports If the report is not defined correctly, the Print Error Listing on: prompt appears. Enter the output device on which you want to print this error report.

Note: For this tutorial, if your asset and liability accounts have additional components that make up the account class defined in the control lines (for example, funds, and types), you need to enter values for those components. The error report lists the components and asks you to enter values for them on the detail lines. After you make these adjustments, you must repeat this step before you can go on to step six.

Printing Report Specifications You can print the specifications of the report definition to an output device via the Print Report Specifications Routine.

This report is useful for verifying that a report has been defined correctly, especially if errors are found when you run the Check Specifications Routine.

Step 6

Overview of Step 6 - Comparative Balance Sheet (Step 6.1)

After you check your report's specifications, you can print a sample version of the report. This feature allows you to view the layout and check the computation specifications of the report.

On a sample report, all values retrieved equal 1.00. Functions and totals are computed using the values of 1.00.

Steps for Generating a Sample - Comparative Balance Sheet Report Follow these steps to create a sample report via the Compile Report Runs Routine.

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1) At the Report Run prompt, enter 124.

2) Click Yes at the Not found. New? prompt. When you do this, DATA AND TEXT appears as the default value at the Compile Mode prompt.

3) At the Description prompt, enter Comparative Balance Sheet.

4) At the GL Period prompt, enter the period for which you want to generate this report. To test the integrity of this report and the data, you must select a period that has balances and activity. If there is no data for the period selected, the report prints 0.00 amounts.

5) At the Sample prompt, enter Y to compile a sample version for this report.

6) At the Report prompt, enter COMPBAL. This is the name of your report definition. When you do this, COMPBAL (the name of your report format) appears at the Format prompt.

7) Click and click Yes at the Compile? prompt. The report is then compiled by a background job. The number of the background job appears on the screen for reference.

8) Click to exit from the Compile Report Runs Routine.

Printing and Reviewing a Compiled Report Run - Comparative Balance Sheet (Step 6.2)

To print the sample report, enter the Print Report Runs Routine, and follow these steps.

1) At the Report Run prompt, enter 124.

2) At the Print Alternate Gray Bars? prompt, enter A. (This does not work on line printers.)

3) Click and print the report.

After you print the sample report, review the layout of the report. If this report does not match the layout designed in step one, double check the report format and definition.

Step 7

Step 7 - Comparative Balance Sheet

After you are completely satisfied with your sample report, recompile it using actual data and reprint it. The steps for doing this for your balance sheet report are almost identical to Step 6.

Steps for Generating the Report Follow these steps to generate the report via the Compile Report Runs Routine.

1) At the Report Run prompt, enter 124.

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2) At the Sample prompt, enter N. This response tells the system to print account data on this report.

3) Click .

4) The Data already compiled for this report run. Re-compile? prompt appears. Click Yes. The report is then compiled by a background job.

5) Click to exit from the Compile Report Runs Routine.

Printing a Compiled Report Run After the report run is compiled, you can print it via the Print Report Runs Routine . (The status of the report run appears on the Print Report Runs screen.)

Step 8

Step 8 - Comparative Balance Sheet

After you print the balance sheet report, you can perform an integrity check of its information. Since your comparative balance sheet contains account data for various periods, you can use the Summary Trial Balance Routine to do this.

To perform an integrity check of your sample report, follow these steps in the Summary Trail Balance Routine.

1) At the From and Thru Period prompts, enter the base period for which this report was compiled.

Note: You need to run separate reports for the other periods displayed on the comparative balance sheet (for example, the period prior to the base period).

2) At the All/Combinations/Ranges prompt, enter C. Since specific summary level values were used to access the data for your report (for example, 1A1 values 110, 120 and 140), you also need to define the summary level values for your Account Inquiry Report .

2) At the Account Classes prompt, enter 1,2. (In your Chart of Accounts, assets are Class 1 and liabilities are Class 2).

3) At the Comp/Sum and Values prompts, enter 1A1 and 1L1.

(Unlike when you define a line, you do not have to select values of all components in the account pattern, such as corporation.)

4) At the Primary Sort prompt, enter 1A1.

5) At the Total? prompt, enter Y to print totals for the 1A1 summary level values. The totals on the Inquiry Report can then be compared with totals on the balance sheet.

6) At the Undefined Order prompt, enter LAST so that asset information appears first on this inquiry report.

7) At the Secondary Sort prompt, enter 1L1.

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8) At the Total? prompt, enter Y to print totals for the 1A1 summary level values.

9) At the Undefined Order prompt, enter LAST.

10) Click . The routine begins selecting records for this report (this can take a few moments). When the search is complete, you can print the report.

Reading the Summary Trial Balance Report The Close column on the Summary Trial Balance Report displays totals for each of the summary level values specified. These totals should match the totals or the categories on the comparative balance sheet. For example, the close total for the cash asset summary level should equal the cash amount on the balance sheet. If they do not match, you need to do more research on the accounts which report to this summary level value.

Budget Variance Report

Overview of a Budget Variance Report

This sample report teaches you how to create a budget variance report that prints for multiple department summary level values. This variance report summarizes revenue and expense activity by the highest summary levels, and displays current period and year-to-date totals for actual and budget data.

Note: Revenue and expense Detail and Total lines with all values equal to 0.00 should not appear on the report.

This report calculates and displays the following:

• dollar variance between actual and budget data of the base period

• dollar variance between actual and budget year-to-date totals

• percent variance for budget data

• percent variance for year-to-date totals

After the budget variance report prints for each department summary level value, a summary report of all department information for the next highest summary level prints.

Finally, after the summary reports print for all directors, the system prints a grand summary report of all department information.

Features Covered in This Report Creating this sample report teaches you how to use the following report format features:

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• positioning the Text column in a column other than the left column

• banners

• PC (percentage) Function column

• printing a percentage sign (%)

• retrieving budget and year-to-date data

• displaying percentages

This report also teaches you the following report definition features:

• the VALUE and NAME keywords

• printing multiple reports for component and summary level values

• selecting and sorting multiple reports by a component or summary level value

• printing summary reports for summary level values

• printing a grand summary report

• suppressing ranges of lines if all values retrieved equal 0.00

Step 1

Step 1 - Budget Variance Report

Visualize the finished report. Remember to consider all report objectives listed in the overview. After you create this sketch, assess the widths required for the overall report and its columns. For example, if you count the characters and spaces across the sketch, you'll know that your report must be a certain number of characters wide. Also, you can tell how many characters wide the text and balance columns should be.

Step 2

Overview of Step 2 - Budget Variance Report (Step 2.1)

The second step in the creation of a compiled report is to enter the report's format via the Enter/Edit Report Formats Routine, utilizing all the report format features described in the overview of this report.

Identifying the Report Format Uniquely identify the format in the system via the Enter/Edit Report Formats Routine as follows.

1) At the Mnemonic prompt, enter BUDVAR.

2) At the Not found. New? prompt, click Yes.

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3) At the Description prompt, enter BUDGET VARIANCE REPORT.

Displaying Commas and Negatives on the Report - Budget Variance Report (Step 2.2)

After you identify the report format in the Enter/Edit Report Formats Routine, enter Y at the Commas prompt. Then enter PARENS at the Negatives prompt.

Report Widths - Budget Variance Report (Step 2.3)

At the Max Width prompt in the Enter/Edit Report Formats Routine, enter 200. Based on your sketch from step one, this width accommodates all data on the report.

Text Column Specifications - Budget Variance Report (Step 2.4)

Follow these steps to define characteristics of the format's Text column in the Enter/Edit Report Formats Routine.

1) At the Width prompt, enter 40 for the Text column. This width accommodates all descriptions in the Text column on the report sketch.

2) At the At Left prompt, enter N to print the revenue and expense account summary level descriptions in a position other than the left column of this report.

Note: Your report sketch shows that the Text column appears to the right of the fourth column. After you define the fourth column of this report later in this step, you return to this prompt to define the location of the Text column.

3) At the Spaces prompt, enter 10 to start the Text column ten spaces after column #4.

4) At the Justify prompt, enter L to left-justify the text in the Text column.

Banners - Budget Variance Report (Step 2.5)

Your report sketch contains the following banner that appears above the names of the report columns.

***** CURRENT PERIOD ***** ***** Y-T-D TOTALS *****

This banner helps identify the different portions of the report. To enter this banner, do the following in the Enter/Edit Report Formats Routine.

1) At the Edit Banner # prompt, enter 1 to enter the Enter/Edit Banners Routine.

2) At the Spaces prompt, enter 28 so this banner appears centered over the first four columns.

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3) At the Text prompt, enter ***** CURRENT PERIOD *****.

4) At the Spaces prompt, enter 102 so this banner appears centered over the last four columns.

5) At the Text prompt, enter ***** Y-T-D TOTALS *****. Your completed Enter/Edit Banners screen should appear as follows.

6) Click to file this banner.

Overview of Step 2.6 (Budget Variance Report)

Besides the Text column, your report sketch contains eight columns which display account data.

The following table explains the function of each column.

This column Performs this function

Column #1 Retrieves the actual data for the base period

Column #2 Retrieves the budget data for the base period

Column #3 Calculates the variance between actual data (column #1) and the budget data (column #2)

Column #4 Calculates the percentage between the actual/budget variance (column #3) and the budget data (column #2)

Column #5 Retrieves the year-to-date actual data for the base period

Column #6 Retrieves the year-to-date budget data for the base period

Column #7 Calculates variance between the year-to-date actual (column #5) and the budget (column #6)

Column #8 Calculates the percentage between the year-to-date actual/budget variance (column #7) and the year-to-date budget data (column #6)

Column #1: Retrieve (Budget Variance Report - Step 2.61)

Follow these steps to enter this Retrieve column in the Enter/Edit Report Formats Routine.

1) At the Type prompt, enter R and click .

2) At the Data prompt, enter PER ACT. For this column of your report, you need to retrieve period actual information.

3) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

4) At the Rounding: Money prompt, enter .01.

5) At the Print prompt, enter Y.

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6) At the Spaces prompt, enter 5 to indent this column five spaces.

7) At the $ Sign prompt, enter N.

8) At the Width: Dft prompt, enter 15.

9) At the Line 1 prompt, enter [PERIOD]. This column title needs to contain the name of the base period.

10) At the Jfy prompt, enter C. As your report design indicates, all column titles are centered.

11) At the Line 2 prompt, enter ACTUAL.

12) At the Jfy prompt, enter C.

13) Click to file this line.

Column #2: Retrieve Column (Budget Variance Report - Step 2.62)

Follow these steps to enter this Retrieve column in the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter R and click .

2) At the Data prompt, enter PER BUD. For your report, this column needs to retrieve budget data for the base period.

3) At the Budget prompt, enter the name of the budget to be used for this report.

4) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

5) At the Rounding: Money prompt, enter .01.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 5.

8) At the $ Sign prompt, enter N.

9) At the Width: Dft prompt, enter 15.

10) At the Line 1 prompt, enter [PERIOD] so the name of the base period prints in this column title.

11) At the Jfy prompt, enter C.

12) At the Line 2 prompt, enter BUDGET.

13) At the Jfy prompt, enter C.

14) Click to file this line.

Column #3: Function Column (Budget Variance Report - Step 2.63)

Follow these steps to enter this Function column in the Enter/Edit Report Formats Routine.

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1) At the next empty Type prompt, enter F and click .

2) At the Function prompt, enter SUB so this column calculates the difference between two existing columns. When you do this, a minus sign (-) appears between both Field prompts.

3) Enter 1 at the first Field prompt and 2 at the second Field prompt. This column calculates the difference between the actual data (column #1) and budget data (column #2) on the report.

4) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

5) At the Rounding: Money prompt, enter .01.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 5.

8) At the $ Sign prompt, enter N.

9) At the Reverse Sign prompt, enter Y so credit balance accounts (for example, revenues) can be displayed as positive numbers within this column.

10) At the Width: Dft prompt, enter 15.

11) At the Column Titles: Line 1 prompt, enter BUD-ACT.

12) At the Jfy prompt, enter C.

13) At the Line 2 prompt, enter VARIANCE.

14) At the Jfy prompt, enter C.

15) Click to file this line.

Column #4: Function Column (Budget Variance Report - Step 2.64)

Follow these steps to enter this Function column in the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter F and click .

2) At the Function prompt, enter PC so this column calculates the percentage between two existing columns. When you do this, a percent sign (%) appears between both Field prompts.

3) Enter 3 at the first Field prompt and 2 at the second Field prompt. This column calculates the percentage between the actual/budget variance (column #3) and the budget data (column #2) on the report.

4) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

5) At the Rounding: Money prompt, enter .01.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 5.

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8) At the % Sign prompt, enter Y. As your report sketch indicates, percentage signs (%) appear within this column.

9) At the Reverse Sign prompt, enter Y.

10) At the Width: Dft prompt, enter 7.

11) At the Column Titles: Line 1 prompt, enter BUDGET.

12) At the Jfy prompt, enter C.

13) At the Line 2 prompt, enter PERCENT VAR. When you enter this title, the default value of 7 at the Width: Dft prompt changes to 11 to accommodate this title.

14) At the Jfy prompt, enter C.

15) Click to file this line.

Changing the Location of the Report's Text Column Your report design calls for the Text column to appear after the fourth column (Function Column #4) on the report. To print your Text column after this column, enter 4 at the To Right Of prompt on the Enter/Edit Report Formats screen so the Text column appears after the fourth column on the report.

Column #5: Retrieve Column (Budget Variance Report - Step 2.65)

Follow these steps to enter this Retrieve column in the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter R and click .

2) At the Data prompt, enter YTD ACT. For this column of your report, you need to retrieve year-to-date actual information.

3) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

4) At the Rounding: Money prompt, enter .01.

5) At the Print prompt, enter Y.

6) At the Spaces prompt, enter 5.

7) At the $ Sign prompt, enter N.

8) At the Width: Dft prompt, enter 15.

9) At the Line 1 prompt, enter Y-T-D.

10) At the Jfy prompt, enter C.

11) At the Line 2 prompt, enter ACTUAL.

12) At the Jfy prompt, enter C.

13) Click to file this line.

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Column #6: Retrieve Column (Budget Variance Report - Step 2.66)

Follow these steps to enter this Retrieve column in the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter R and click .

2) At the Data prompt, enter YTD BUD. For your report, this column needs to retrieve year-to-date budget data.

3) At the Budget prompt, enter the name of the budget to be used for this report.

4) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

5) At the Rounding: Money prompt, enter .01.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 5.

8) At the $ Sign prompt, enter N.

9) At the Width: Dft prompt, enter 15.

10) At the Line 1 prompt, enter Y-T-D.

11) At the Jfy prompt, enter C.

12) At the Line 2 prompt, enter BUDGET.

13) At the Jfy prompt, enter C.

14) Click to file this line.

Column #7: Function Column (Budget Variance Report - Step 2.67)

Follow these steps to enter this Function column in the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter F and click .

2) At the Function prompt, enter SUB so this column calculates the difference between two existing columns. When you do this, a minus sign (-) appears between both Field prompts.

3) Enter 5 at the first Field prompt and 6 at the second Field prompt. This column calculates the difference between the year-to-date actual (column #5) and year-to-date budget data (column #6) on the report.

4) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

5) At the Rounding: Money prompt, enter .01.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 5.

8) At the $ Sign prompt, enter N.

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9) At the Reverse Sign prompt, enter Y.

10) At the Width: Dft prompt, enter 15.

11) At the Column Titles: Line 1 prompt, enter DOLLAR.

12) At the Jfy prompt, enter C.

13) At the Line 2 prompt, enter VARIANCE.

14) At the Jfy prompt, enter C.

15) Click to file this line.

Column #8: Function Column (Budget Variance Report - Step 2.68)

Follow these steps to enter this Function column in the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter F and click .

2) At the Function prompt, enter PC so this column calculates the percentage between two existing columns. When you do this, a percent sign (%) appears between both Field prompts.

3) Enter 7 at the first Field prompt and 6 at the second Field prompt. This column calculates the percentage between the year-to-date actual/budget variance (column #7) and the year-to-date budget data (column #6) on the report.

4) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

5) At the Rounding: Money prompt, enter .01.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 5.

8) At the % Sign prompt, enter Y.

9) At the Reverse Sign prompt, enter Y.

10) At the Width: Dft prompt, enter 8.

11) At the Column Titles: Line 1 prompt, enter PERCENT.

12) At the Jfy prompt, enter C.

13) At the Line 2 prompt, enter VARIANCE. When you enter this title, the default value of 7 at the Width: Dft prompt changes to 8 to accommodate this title.

14) At the Jfy prompt, enter C.

15) Click to file this line.

Filing Our Report Format-Step 2.7 (Budget Variance Report)

You can now file your report format in the Enter/Edit Report Formats Routine.

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1) Click .

2) Click Yes at the File? prompt. The routine files this format.

3) Click to exit from the Enter/Edit Report Formats Routine.

Step 3

Overview of Step 3 - Budget Variance Report

The third step in creating reports is to enter the report's definition and general report information. For your budget variance report, general report information includes:

• printing multiple reports for Department summary level values

• selecting and sorting multiple reports by Supervisor summary level value

• printing summary reports for Supervisor summary level values

• printing a grand summary report of all Department report information

• zero suppress, that is, suppressing ranges of lines if all values retrieved equal 0.00

Creating the Report Definition for Our Report (Budget Variance Report - Step 3.1)

Access the Process Report Definitions Routine and enter BUDVAR at the Mnemonic prompt. Then, click Yes at the Not found. New? prompt. When you do this, the definition is assigned a status of OPEN.

Entering General Information (Budget Variance Report - Step 3.2)

Follow these steps to enter the general report information in the Enter/Edit General Report Information Routine.

1) At the Description prompt, enter BUDGET VARIANCE REPORT.

2) At the Format prompt, enter BUDVAR. By doing this, the GL Report Writer uses the budget variance report format, (BUDVAR created in Step 2) when this report definition is compiled.

3) At the Title Lines prompt, enter the following: BUDGET VARIANCE REPORT

[PERIOD] [VALUE] [NAME]

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Multiple Reports and Selecting/Sorting director (Budget Variance Report - Step 3.3)

Your report characteristics require that individual versions of the budget variance report print for each department summary level. Also, the department reports should be selected and sorted by the director summary level. To do this, do the following in the Enter/Edit General Report Information Routine.

1) At the Multiple Reports For (Component Or Summary Level) prompt, enter DPT to print individual versions of this report for each department. DP1 appears at the Values Of prompt.

2) At the Select By (Sum) prompt, enter SUP to select the values to appear on the report by director. When you do this, SUP appears at the following prompts:

• Sort By ___?

• Summary Report For Each ___?

• Values Of ___

• Title Lines For ___ Summary Reports

Note: The default value of DPT at the Values Of prompt is replaced by SUP.

3) At the Sort By SUP prompt, enter Y to have the report sorted by supervisor.

Summary and Grand Summary Reports (Budget Variance Report - Step 3.4)

Your report characteristics require that summary reports print for all supervisor summary level values. Also, a grand summary report of all department report information must print. To do this, do the following in the Enter/Edit General Report Information Routine.

1) At the Summary Report For Each SUP? prompt, enter Y. As a result, a department summary report by supervisor prints after the individual department reports for each supervisor.

2) At the Grand Summary Report? prompt, enter Y to print a grand summary report of all values from all individual department reports. The grand summary report prints after all individual department reports and summary reports.

3) At the Values Of SUP prompt, enter # so this report compiles data for all supervisor values.

4) At the Grand Summary Report? prompt, click to access the Enter/Edit Title Lines for Summary Reports screen.

5) At the Title Lines For SUP Summary Reports prompt, enter the following: BUDGET VARIANCE SUMMARY REPORT

[PERIOD] [VALUE] [NAME] The [VALUE] keyword displays the SUP summary level value on the report. The [NAME] keyword displays the name of the summary level.

6) At the Title Lines For Grand Summary Report prompt, enter the following:

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BUDGET VARIANCE GRAND SUMMARY REPORT

[PERIOD]

7) Click to go back to the Enter/Edit General Report Information screen.

Zero Suppress (Budget Variance Report - Step 3.5)

As stated in your report characteristics, any Detail or Total lines on the report that do not have any dollar amounts should be suppressed. To do this, enter the following information at the From Line, Thru Line, and Type prompts in the Suppress Sections area of the Enter/Edit General Report Information screen.

Note: Entering Z at the Type prompt all retrieved values that equal zero.

File the General Report Information (Budget Variance Report - Step 3.6)

To file the general report information in the Enter/Edit General Report Information screen, clickl and click Yes at the File? prompt. The routine files this general report information and you return to the Process Report Definitions screen.

After you file this information, the report description and the report format used when this report definition is compiled appears on the Process Report Definitions screen.

Step 4

Overview of Step 4 - Budget Variance Report

After you file your report definition's general information, you define the report lines. For your sample report, this includes:

• which revenue and expense account data to display on each line

• the following free text headers to appear on the report:

***** REVENUES *****

***** EXPENSES *****

• reversing any amounts for credit balance accounts (for example, revenues)

Entering Report Lines You enter report lines via the Enter/Edit Report Lines Routine.

When you access the Enter/Edit Report Lines Routine, the following information appears:

• 10 appears as the default value at the Line Number prompt

• report definition mnemonic (display only field)

• report definition description (display only field)

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Line #10: Header (Budget Variance Report - Step 4.1)

Your report design calls for the **** REVENUES ***** header to appear at the top of the revenue portion of your budget variance report.

To define this header, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 10.

2) At the Line Type prompt, enter HEADER.

3) At the Text prompt, enter ***** REVENUES *****. (The asterisks in this title help to extend it across the Text column.)

4) Click to file this line.

Line #20: Control (Budget Variance Report - Step 4.2)

You need to restrict the first portion of your report to asset accounts.

To do this, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 20.

2) At the Line Type prompt, enter CONTROL.

3) At the Class prompt, enter the number of the revenue account class. (In your sample Chart of Accounts, revenues are class 3.) As required by your sample report, Detail lines following this Control line are restricted to Class 3 accounts (revenues).

4) Click to file this line.

Line #30: Detail (Budget Variance Report - Step 4.3)

With your Control line, you automatically restrict your Detail line to revenue account class information. You now define the specific revenue groupings on which you want to report.

To enter this information into your report definition, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 30.

2) At the Line Type prompt, enter DETAIL. When you do this, the account class restriction defined in line 20 (Class 3: Revenue Accounts only) appears at the Class - from previous CONTROL lines prompt for reference.

3) At the Reverse Amounts? prompt, enter Y so all credit balance account appear as positive numbers.

4) At the Line For Each prompt, enter ROC. In this tutorial's Chart of Accounts, this summary level contains values which report on all revenue categories.

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5) At the Default Text prompt, enter DESC_NUM. The descriptions for the 1R1 summary values displayed will appear in the Text column followed by their summary level value (for example, INPATIENT REVENUE 100).

6) At the Spaces prompt, enter 1.

7) At the After prompt, enter MAXIMUM to left-justify all summary values displayed in the Text column.

8) At the Total To Line prompt, enter 40. According to your report characteristics, you need to produce a total for the revenues on the report. Line 40 is reserved for this.

9) At the Include Component/Summary Selections ? prompt, enter Y.

10) Enter ROC at the Comp/Sum prompt and # at the Values prompt.

11) At the Money/Statistics prompt, enter M.

12) Click to file this line.

Line #40: Total (Budget Variance Report - Step 4.4)

Your report requires a total for the revenue account data on this report. This total should be labeled TOTAL REVENUES in the Text column and appear two lines beneath the last revenue account displayed.

To do this, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 40.

2) At the Line Type prompt, enter TOTAL.

3) At the Blank Lines prompt, enter 2. This causes two blank lines to appear before this line.

4) At the Reverse Amounts? prompt, enter Y so all credit balance accounts appear as positive numbers.

5) At the Total To Line prompt, enter 110. Your report displays the total net profit or loss. Line 110 is reserved to do this.

6) At the Text prompt, enter TOTAL REVENUES.

7) Click to file this line.

Line #50: Header (Budget Variance Report - Step 4.5)

Your report design calls for underscored lines to appear after the displayed revenue account total in all columns (except the Text column). To do this, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 50.

2) At the Line Type prompt, enter HEADER.

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3) At the Underlines prompt, enter a dash (-).

4) Click to file this line.

Entering the Expense Portion of Our Report The expense portion of your budget variance report is entered almost identically to lines 10 through 50.

Line #60: Header (Budget Variance Report - Step 4.6)

Your report characteristic calls for a header to appear at the top of the expense portion of your report. The ***** EXPENSES ***** header should appear two lines beneath the revenue portion of this report.

To define this Header line, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 60.

2) At the Line Type prompt, enter HEADER.

3) At the Blank Lines prompt, enter 2.

4) At the Text prompt, enter ***** EXPENSES *****.

5) Click to file this line.

Line #70: Control (Budget Variance Report - Step 4.7)

According to your report characteristics, you need to restrict the second portion of your report to expense accounts.

To do this, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 70.

2) At the Line Type prompt, enter CONTROL. When you do this, the Control line restriction from the previous Control line appears at the Class from Previous Control Lines prompt.

3) At the Class prompt, enter 6 to identify the expense account class . Detail lines following this Control line are restricted to this class.

4) Click to file the line.

Line #80: Detail (Budget Variance Report - Step 4.8)

To create this Detail line, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 80.

2) At the Line Type prompt, enter DETAIL.

3) At the Line For Each prompt, enter 1E1.

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4) At the Default Text prompt, enter DESC_NUM. The descriptions for the 1E1 summary values selected appear in the Text column followed by their summary level value.

5) At the Spaces prompt, enter 1.

6) At the After prompt, enter MAXIMUM to left-justify all summary values displayed in the Text column.

7) At the Total to Line prompt, enter 90. Your report needs to produce a total for expenses. Line 90 is reserved for this.

8) At the Include Component/Summary Selections ? prompt, enter Y.

9) Enter 1E1 at the Comp/Sum prompt and # at the Values prompt.

10) At the Money/Statistics prompt, enter M.

11) Click to file the line.

Line #90: Total (Budget Variance Report - Step 4.9)

Your report characteristics require a total for the expense account data on this report. This total should be labeled TOTAL EXPENSES in the Text column and appear two lines beneath the last expense account displayed.

To do this, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 90.

2) At the Line Type prompt, enter TOTAL.

3) At the Blank Lines prompt, enter 2. Two blank lines now print before this line.

4) At the Total To Line prompt, enter 110. Your report displays the total net profit or loss. Line 110 is reserved to do this.

5) At the Text prompt, enter TOTAL EXPENSES.

6) Click to file the line.

Line #100: Header (Budget Variance Report - Step 4.10)

Your report design calls for underscored lines to appear beneath the displayed expense account total in all columns (except the Text column). To do this, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 100.

2) At the Line Type prompt, enter HEADER.

3) At the Underlines prompt, enter a dash (-).

4) Click to file this line.

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Line #110: Total (Budget Variance Report - Step 4.11)

Your report characteristics require the total net profit or loss to appears on this report. This total should be labeled TOTAL NET PROFIT OR LOSS in the Text column and appear three lines beneath the expense portion of the report.

To do this, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 110.

2) At the Line Type prompt, enter TOTAL.

3) At the Blank Lines prompt, enter 3. Three blank lines now print before this line.

4) At the Text prompt, enter TOTAL NET PROFIT OR LOSS.

5) Click to file this line.

Line #120: Header (Budget Variance Report - Step 4.12)

On your report design, lines of equal signs (=) appear beneath the net profit or loss amount (from line 110) in all columns (except the Text column). To do this, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 120.

2) At the Line Type prompt, enter HEADER.

3) At the Underlines prompt, enter an equal sign (=).

4) Click to file the line.

Exiting the Enter/Edit Report Lines Screen Click to return to the Process Report Definitions screen.

Step 5

Step 5 - Budget Variance Report

After you enter the report's lines, check the report specifications via the Check Specifications Routine. For example, if Detail line 30 sums to Total line 50, this routine checks if line 50 exists. Before you compile a report, you must perform this check.

Correctly Defined Reports If the report is defined correctly, the No errors. Approve? prompt appears. Click Yes to approve the report so that it may be compiled.

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Incorrectly Defined Reports If the report is not defined correctly, the Print Error Listing on: prompt appears. Enter the output device on which you want to print this error report.

Note: For this tutorial, if your asset and liability accounts have additional components that make up the account class defined in the control lines (for example, funds, types, etc.), you need to enter values for those components. The error report lists the components and asks you to enter values for them on the detail lines. After you make these adjustments, you must repeat this step before you can go on to step six.

Printing Report Specifications You can print the report definition's specifications to an output device via the Print Report Specifications Routine.

This report is useful for verifying that a report has been defined correctly, especially if errors are found when you run the Check Specifications Routine.

Step 6

Overview of Step 6 - Budget Variance Report (Step 6.1)

After you check your report's specifications, you can print a sample version of the report. This feature allows you to view the layout and check the computation specifications of the report.

On a sample report, all values retrieved equal 1.00. Functions and totals are computed using the values of 1.00.

Steps for Generating a Sample - Budget Variance Report Follow these steps to create a sample report via the Compile Report Runs Routine.

1) At the Report Run prompt, enter 125.

2) Click Yes at the Not found. New? prompt. When you do this, DATA AND TEXT appears as the default value at the Compile Mode prompt.

3) At the Description prompt, enter Budget Variance Report.

4) At the GL Period prompt, enter the period for which you want to generate this report. To test the integrity of this report and the data, you must select a period that has balances and activity. If there is no data for the period selected, the report prints 0.00 amounts.

5) At the Sample prompt, enter Y to compile a sample version for this report.

6) At the Report prompt, enter BUDVAR. This is the name of your report definition. When you do this, BUDVAR (the name of your report format) appears at the Format prompt.

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7) Click and click Yes at the Compile? prompt. The report is then compiled by a background job. The number of the background job appears on the screen for reference.

8) Click to exit from the Compile Report Runs Routine.

Printing and Reviewing a Compiled Report Run - Budget Variance Report (Step 6.2)

To print the sample report, enter the Print Report Runs Routine, and follow these steps.

1) At the Report Run prompt, enter 125.

2) At the Print Alternate Gray Bars? prompt, enter A. (This does not work on line printers.)

3) Click and print the report.

After you print the sample report, review the layout of the report. If this report does not match the layout designed in step one, double check the report format and definition.

Step 7

Step 7 - Budget Variance Report

After you are completely satisfied with your sample report, recompile it using actual data and reprint it. The steps for doing this for your budget variance report are almost identical to Step 6.

Steps for Generating the Report Follow these steps to generate the report via the Compile Report Runs Routine.

1) At the Report Run prompt, enter 125.

2) At the Sample prompt, enter N. This response tells the system to print account data on this report.

3) Click .

4) At the Data already compiled for this report run. Re-compile? prompt, click Yes. The report is then compiled by a background job.

5) Click to exit from the Compile Report Runs Routine.

Printing a Compiled Report Run After the report run is compiled, you can print it via the Print Report Runs Routine. (The status of the report run appears on the Print Report Runs screen.)

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Step 8

Step 8 - Budget Variance Report

After you print the Budget Variance Report, you can perform an integrity check of its information. Since your report contains account data for various periods use the Summary Trial Balance Routine to do this.

Completed Summary Trial Balance For Our Budget Variance Report To perform an integrity check of your sample report, follow these steps in the Summary Trial Balance Routine.

1) At the From and Thru Period prompts, enter the base period for which this report was compiled.

Note: You need to run separate reports for the other periods displayed on the comparative balance sheet (for example, the period prior to the base period).

2) At the All/Combinations/Ranges prompt, enter C. Since specific summary level values were used to access the data for your report (for example, 1A1 values 110, 120 and 140), you also need to define the summary level values for your Account Inquiry Report .

3) At the Account Classes prompt, enter 1,2. (In your Chart of Accounts, assets are Class 1 and liabilities are Class 2).

4) At the Comp/Sum and Values prompts, enter 1A1 and 1L1.

(Unlike when you define a line, you do not have to select values of all components in the account pattern, such as corporation.)

5) At the Primary Sort prompt, enter 1A1.

6) At the Total? prompt, enter Y to print totals for the 1A1 summary level values. The totals on the Inquiry Report can then be compared with totals on the balance sheet.

7) At the Undefined Order prompt, enter LAST so that asset information appears first on this inquiry report.

8) At the Secondary Sort prompt, enter 1L1.

8) At the Total? prompt, enter Y to print totals for the 1A1 summary level values.

9) At the Undefined Order prompt, enter LAST.

10) Click . The routine begins selecting records for this report (this can take a few moments). When the search is complete, you can print the report.

Reading the Summary Trial Balance Report The Close column on the Summary Trial Balance Report displays totals for each of the summary level values specified. These totals should match the totals for the categories on the budget variance report. For example, the close total for the INPATIENT REVENUE

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summary level should equal the INPATIENT REVENUE amount on the budget variance report. If not, you need to do more research on the accounts which report to this summary level value.

Revenue Analysis Report

Overview of the Revenue Analysis Report

This sample report teaches you how to create a revenue analysis report for all departments. The report displays total revenues for each department and actual year-to-date revenue for the following revenue summary level values:

• INPATIENT REVENUE

• OUTPATIENT REVENUE

• OTHER REVENUE

Totals appear for each of the above categories. Also, the report calculates the percentage that each department contributes to total revenue for each category. For example, one department can contribute 30% to total INPATIENT REVENUE.

Finally, the report calculates the percentage that each revenue category contributes to total revenues. For example, total INPATIENT REVENUE can be 9% of all revenues.

Report Format Features:

• PCL (percentage of line) Function columns

• Restricting Retrieve columns by a component or summary level

Report Definition Features:

• Zero suppress lines

• Expression lines

• 100% line

Step 1

Step 1 - Revenue Analysis Report

Visualize the finished report. Remember to consider all report objectives listed in the overview. After you create this sketch, assess the widths required for the overall report and its columns. For example, if you count the characters and spaces across the sketch, you find the number of characters wide you must make the report. Also, you can tell how many characters wide the text and balance columns should be.

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Step 2

Overview of Step 2 - Revenue Analysis Report (Step 2.1)

The second step in the creation of a compiled report is to enter the format of the report, utilizing all the report format features described in the introduction to this report.

Identifying the Report Format Enter the Enter/Edit Report Formats Routine and uniquely identify the format in the system as follows.

1) At the Mnemonic prompt, enter REVANAL.

2) Click Yes at the Not found. New? prompt.

3) At the Description prompt, enter REVENUE ANALYSIS REPORT.

Displaying Commas and Negatives on the Report-Step 2.2 (Revenue Analysis Report)

After you identify the report format in the Enter/Edit Report Formats Routine, enter Y at the Commas prompt. Then, enter PARENS at the Negatives prompt.

Report Widths-Step 2.3 (Revenue Analysis Report)

At the Max Width prompt in the Enter/Edit Report Formats Routine, enter 200. Based on your sketch from step one, this width accommodates all data on the report.

Text Column Specifications-Step 2.4 (Revenue Analysis Report)

Follow these steps in the Enter/Edit Report Formats Routine to define characteristics of the format's Text column:

1) At the Width prompt, enter 20. This width accommodates all department numbers in the left column on the report sketch.

2) At the At Left prompt, enter Y to print the department numbers in the left column of this report.

3) At the Justify prompt, enter L to left-justify the department numbers in the Text column.

Restricting Retrieve Columns by a Component/Summary Level (Step 2.5)

Your report characteristics require that actual year-to-date revenue data appears for the following revenue summary level values:

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• INPATIENT REVENUE

• OUTPATIENT REVENUE

• OTHER REVENUE

The GL Report Writer allows you to restrict all Retrieve columns in a format to accounts which contain selected values of a component, super-component, or summary level. For your sample analysis report, you need to restrict your Retrieve columns to the summary level which contains the above revenue categories.

To do this, enter 1R1 at the Restrict Retrieve Fields By Component/Summary prompt in the Enter/Edit Report Formats Routine. This summary level contains values which correspond to the above revenue categories. When you enter this value, 1R1 appears at the Comp/Sum prompt.

Note: The Retrieve columns on this report are restricted to specific 1R1 summary level values (for example, INPATIENT REVENUES). You enter the value restrictions for the 1R1 summary level when you define the Retrieve columns.

Banners-Step 2.6 (Revenue Analysis Report)

To enter a banner, do the following in the Enter/Edit Report Formats Routine.

1) At the Edit Banner # prompt, enter 1. When you do so, the Enter/Edit Banners screen appears.

2) At the Spaces and Text prompts, enter Total Revenue, Inpatient Revenue, Outpatient Revenue, Other Revenue.

3) Click to file this banner.

Overview of Step 2.7 - Revenue Analysis Report

Besides the Text column, your report sketch contains eight columns that perform the following functions.

This column Performs this function

Column #1 Retrieves the total year-to-date actual revenue for the displayed departments

Column #2 Calculates what percentage each department's revenue contributes to the total revenues

Column #3 Retrieves the year-to-date actual inpatient revenue for the displayed departments

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This column Performs this function

Column #4 Calculates what percentage each department's inpatient revenue contributes to the total inpatient revenue

Column #5 Retrieves the year-to-date actual outpatient revenue for the displayed departments

Column #6 Calculates what percentage each department's outpatient revenue contributes to the total outpatient revenue

Column #7 Retrieves other year-to-date actual revenue for displayed departments

Column #8 Calculates what percentage each department's other revenue contributes to total the other revenue

Column #1: Retrieve Column (Revenue Analysis Report - Step 2.71)

Follow these steps to enter this column via the Enter/Edit Report Formats Routine.

1) At the Type prompt, enter R and click .

2) At the Data prompt, enter YTD ACT. For this column of your report, you need to retrieve year-to-date actual information.

3) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

4) At the Rounding: Money prompt, enter 1. Money amounts on this report do not display decimal places.

5) At the Print prompt, enter Y.

6) At the Spaces prompt, enter 3.

7) At the $ Sign prompt, enter N.

8) At the Width: Dft prompt, enter 15.

9) At the Line 1 prompt, enter TOTAL.

10) At the Jfy prompt, enter R.

11) At the Line 2 prompt, enter REVENUE.

12) At the Jfy prompt, enter R.

13) Click . The Enter/Edit Component/Summary Values screen appears.

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The Retrieve Column Secondary Screen Use the Enter/Edit Component/Summary Values screen to enter the value restrictions for the component, super-component, or summary level defined at the Restrict Retrieve Fields By Component/Summary prompt. As stated in your report characteristics, this column should display total revenues. Your report is restricted to the following 1R1 summary level values:

• INPATIENT REVENUE

• OUTPATIENT REVENUE

• OTHER REVENUE

Therefore, you must define all summary level values which correspond to the above descriptions on this screen. To do this, enter 10, 20, and 30 at the 1R1 Value prompt.

Click to return to the Type prompt. (Note the values' names appear for reference.)

Column #2: Function Column (Revenue Analysis Report - Step 2.72)

Follow these steps to enter this column via the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter F and click .

2) At the Function prompt, enter PCL so this column calculates the percentage that each department contributes to total revenues.

Note: In Step 3, you define which line the PCL Function column bases its percentages. For your sample report, this will be line 50 (which has been reserved to calculate total revenues).

When you do this, %L appears between both Field prompts.

3) At the Field prompt, enter 1.

4) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

5) At the Rounding: Money prompt, enter .01.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 3.

8) At the % Sign prompt, enter Y. As your report sketch indicates, percentage signs (%) appear within this column.

9) At the Reverse Sign prompt, enter N.

10) At the Width: Dft prompt, enter 7.

11) At the Column Titles: Line 1 prompt, enter % OF.

12) At the Jfy prompt, enter R.

13) At the Line 2 prompt, enter TOTAL.

14) At the Jfy prompt, enter R.

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15) Click to file the line.

Column #3: Retrieve Column (Revenue Analysis Report - Step 2.73)

Follow these steps to enter this column via the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter R and click .

2) At the Data prompt, enter YTD ACT. For this column of your report, you need to retrieve year-to-date actual information.

3) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

4) At the Rounding: Money prompt, enter 1.

5) At the Print prompt, enter Y.

6) At the Spaces prompt, enter 6.

7) At the Sign prompt, enter N.

8) At the Width:Dft prompt, enter 15.

9) At the Line 1 prompt, enter INPATIENT.

10) At the Jfy prompt, enter R.

11) At the Line 2 prompt, enter REVENUE.

12) At the Jfy prompt, enter R.

13) Click . The Enter/Edit Component/Summary Values screen appears.

Defining Column #3's Value Restrictions According to your report objectives, this column's values are restricted to INPATIENT REVENUE. To do this, enter 10 in the 1R1 Value and Name fields.

Click to return to the Type prompt.

Column #4: Function Column (Revenue Analysis Report - Step 2.74)

Follow these steps to enter this column via the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter F and click .

2) At the Function prompt, enter PCL so this column calculates the percentage that each department contributes to total inpatient revenue. When you do this, %L appears between both Field prompts.

3) At the Field prompt, enter 3.

4) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

5) At the Rounding: Money prompt, enter .01.

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6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 3.

5) At the % Sign prompt, enter Y. As your report sketch indicates, percentage signs (%) appear within this column.

6) At the Reverse Sign prompt, enter N.

7) At the Width: Dft prompt, enter 7.

8) At the Column Titles: Line 1 prompt, enter % OF.

9) At the Jfy prompt, enter R.

10) At the Line 2 prompt, enter TOTAL.

11) At the Jfy prompt, enter R.

12) Click to file this line.

Column #5: Retrieve Column (Revenue Analysis Report - Step 2.75)

Follow these steps to enter this column via the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter R and click .

2) At the Data prompt, enter YTD ACT. For this column of your report, you need to retrieve year-to-date actual information.

3) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

4) At the Rounding: Money prompt, enter 1.

5) At the Print prompt, enter Y.

6) At the Spaces prompt, enter 6.

7) At the $ Sign prompt, enter N.

8) At the Width: Dft prompt, enter 15.

9) At the Line 1 prompt, enter OUTPATIENT.

10) At the Jfy prompt, enter R.

11) At the Line 2 prompt, enter REVENUE.

12) At the Jfy prompt, enter R.

13) Click . The Enter/Edit Component/Summary Values screen appears.

Defining Column #5's Value Restrictions According to your report objectives, the values of this column are restricted to INPATIENT REVENUE. To do this, enter 20 in the 1R1 Value field and Outpatient Revenue in the Name field.

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Click to return to the Type prompt.

Column #6:Function Column (Revenue Analysis Report - Step 2.76)

Follow these steps to enter this column via the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter F and click .

2) At the Function prompt, enter PCL so this column calculates the percentage that each department contributes to total outpatient revenue. When you do this, %L appears between both Field prompts.

3) At the Field prompt, enter 5.

4) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

5) At the Rounding: Money prompt, enter .01.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 3.

8) At the % Sign prompt, enter Y.

9) At the Reverse Sign prompt, enter N.

10) At the Width: Dft prompt, enter 7.

11) At the Column Titles: Line 1 prompt, enter % OF.

12) At the Jfy prompt, enter R.

13) At the Line 2 prompt, enter TOTAL.

14) At the Jfy prompt, enter R.

15) Click to file this line.

Column #7: Retrieve Column (Revenue Analysis Report - Step 2.77)

Follow these steps to enter this column via the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter R and click .

2) At the Data prompt, enter YTD ACT. For this column, you need to retrieve year-to-date actual information.

3) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

4) At the Rounding: Money prompt, enter 1.

5) At the Print prompt, enter Y.

6) At the Spaces prompt, enter 6.

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7) At the $ Sign prompt, enter N.

8) At the Width: Dft prompt, enter 15.

9) At the Line 1 prompt, enter OTHER.

10) At the Jfy prompt, enter R.

11) At the Line 2 prompt, enter REVENUE.

12) At the Jfy prompt, enter R.

13) Click . The Enter/Edit Component/Summary Values screen appears.

Defining Column #7's Value Restrictions According to your report objectives, the values of this column are restricted to OTHER REVENUE. To do this, enter 30 in the 1R1 Value field and Emergency Room in the Name field.

Click to return to the Type prompt.

Column #8: Function Column (Revenue Analysis Report - Step 2.78)

Follow these steps to enter this column via the Enter/Edit Report Formats Routine.

1) At the next empty Type prompt, enter F and click .

2) At the Function prompt, enter PCL so this column calculates the percentage that each department contributes to total other revenue. When you do this, %L appears between both Field prompts.

3) At the Field prompt, enter 7.

4) At the Base Period prompt, enter RUN so that the values in this column are based on the period you enter when compiling the report.

5) At the Rounding: Money prompt, enter .01.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 3.

8) At the % Sign prompt, enter Y.

9) At the Reverse Sign prompt, enter N.

10) At the Width: Dft prompt, enter 7.

11) At the Column Tittles: Line 1 prompt, enter % OF.

12) At the Jfy prompt, enter R.

13) At the Line 2 prompt, enter TOTAL.

14) At the Jfy prompt, enter R.

15) Click to file this line.

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Filing Our Report Format-Step 2.8 (Revenue Analysis Report)

You can now file your report format in the Enter/Edit Report Formats Routine.

1) Click .

2) Click Yes at the File? prompt. The routine files this format.

3) Click to exit from the Enter/Edit Report Format Routine.

Step 3

Step 3 - Revenue Analysis Report

The third step is to enter the definition and general report information for the report. For your revenue analysis report, general report information includes defining report titles and the 100% line for the report.

For your revenue analysis report, do the following in the Process Report Definitions Routine.

1) At the Mnemonic prompt, enter REVANAL.

2) Click Yes at the Not found. New? prompt. When you do this, the definition is assigned a status of OPEN.

3) Enter the Enter/Edit General Report Information Routine. The mnemonic of the report definition (REVANAL) appears at the Mnemonic prompt.

3) At the Description prompt, enter REVENUE ANALYSIS REPORT.

4) At the Format prompt, enter REVANAL. By doing this, the GL Report Writer uses the revenue analysis report format (created in Step 2) when this report definition is compiled.

5) At the Title Lines prompt, enter REVENUE ANALYSIS REPORT.

Note: Your report calculates the percentage that each department contributes to the total for each revenue category. Therefore, all of the PCL Function columns (defined in Step 2) must be based upon a total line. After you define this total line (in Step 4), you enter number of the total line at the 100% Line prompt on the second screen of the Enter/Edit General Report Information Routine.

6) Click .

7) Click Yes at the File? prompt. The routine files this general report information and returns you to the Process Report Definitions screen.

After you file this information, the report description and the report format used when this report definition is compiled appear on the screen.

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Step 4

Overview of Step 4 - Revenue Analysis Report

After you file the general information for your report definition, you define the report lines. For your sample report, this includes:

• which departments to display on each line

• the DEPARTMENTS free text header to appear on the report

• suppressing departments which do not have any revenues from the report

• defining the Total line to be used as the 100% line for your PCL Function columns (defined in Step 2)

• defining an Expression line, to calculate the percentage that each revenue category contributes to all revenues

Entering the Lines for Our Report You enter report lines via the Enter/Edit Report Lines Routine. When you access the Enter/Edit Report Lines Routine, the following information appears:

• 10 appears as the default value at the Line Number prompt

• report definition mnemonic (display only field)

• report definition description (display only field)

Line #10: Header (Revenue Analysis Report - Step 4.1)

Your report design calls for the DEPARTMENTS header to appear at the top of the revenue portion of your revenue analysis report.

To define this Header line, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 10.

2) At the Line Type prompt, enter HEADER.

3) At the Blank Lines prompt, enter 2. As indicated on your report design, two lines appear before this header.

4) At the Text prompt, enter DEPARTMENTS.

5) Click to file this line.

Line #20: Control (Revenue Analysis Report - Step 4.2)

This report is restricted to revenue account information.

To do this, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 20.

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2) At the Line Type prompt, enter CONTROL.

3) At the Class prompt, enter the number of the revenue account class. (In your sample Chart of Accounts, revenues are class 3.)

4) Click to file this line.

Line #30: Detail (Revenue Analysis Report - Step 4.3)

With the Control line, you automatically restrict the report to revenue account class information. You now define the departments on which you want to report. To enter this information into your report definition, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 30.

2) At the Line Type prompt, enter DETAIL. When you do this the account class restriction defined in line 20 (Class 3: Revenue Accounts only) displays at the Class - from Previous Control Lines prompt for reference.

3) At the Suppress prompt, enter Z so all zero revenue balance departments do not appear on the report.

4) At the Reverse Amounts? prompt, enter Y so all credit balance accounts display as positive numbers.

5) At the Line For Each prompt, enter DPT to display each department value on a separate line.

6) At the Default Text prompt, enter NUMBER to display department numbers in the Text column.

7) At the Total To Line prompt, enter 50. According to your report characteristics, you need to produce a total for all revenues and revenue categories on the report. Line 50 is reserved for this.

8) At the Include Component /Summary Selections prompt, enter Y.

9) Enter DPT at the Comp/Sum prompt and # at the Values prompt.

10) At the Money/Statistics prompt, enter M.

11) Click to file the line.

Line #40: Header (Revenue Analysis Report - Step 4.4)

Your report design calls for lines of equal signs (=) to appear after the displayed departments in all columns (except the Text column).

To do this, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 40.

2) At the Line Type prompt, enter HEADER.

3) At the Underlines prompt, enter an equal sign (=).

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4) Click to file this line.

Line #50: Total (Revenue Analysis Report - Step 4.5)

Your report requires a total for the revenue account data on this report. This total should be labeled TOTAL in the Text column and appear one line beneath the lines of equal signs.

To do this, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 50.

2) At the Line Type prompt, enter TOTAL.

3) At the Blank Lines prompt, enter 1. This causes one blank line to print before this line.

4) At the Reverse Amounts? prompt, enter Y so all revenue accounts display positive balances.

5) At the Print $ Sign? prompt, enter N. As indicated on your report sketch, dollar signs do not appear for your totals.

6) At the Text prompt, enter TOTAL.

7) Click to file the line.

Your report calculates the percentage that each department contributes to the total for each revenue category. To do this, your PCL Function columns (defined in step 2) must be based upon this total line.

Line #60: Expression (Revenue Analysis Report - Step 4.6)

Your report contains a line called REVENUE BY CATEGORY which calculates the percentage that each Revenue category contributes to all revenues.

To do create this line, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 60.

2) At the Line Type prompt, enter EXPRESSION.

3) At the Blank Lines prompt, enter 3. As your report design indicates, this line appears three lines below your revenue category totals.

4) At the Text prompt, enter REVENUE BY CATEGORY.

5) Click to file the line.

After you define an Expression line, you need to define the variables used in the line via the Enter/Edit/Delete Expressions Routine.

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Revenue Analysis Report/100% Lines (Revenue Analysis Report - Step 4.7)

Your Revenue Analysis Report must calculate the percentage that each department contributes to the total for each revenue category. Therefore, all of the PCL Function columns (defined on Step 2) must be based upon a total line. In Step 4, line #50 was defined as a Total line. To perform these calculations, the PCL Function columns need to be associated with this total line. To do this, do the following in the Enter/Edit General Report Information Routine.

1) At the 100% Line prompt, enter 50 (the total line for your report). The Enter/Edit Sections Related to 100% Line screen appears.

2) Enter 10 at the From Line prompt and 60 at the Thru Line prompt.

3) Click twice to file the screen and return to the Process Report Definitions screen.

Overview of Revenue Analysis Report/Expressions (Revenue Analysis Report - Step 4.8)

Your report characteristics require that the Revenue Analysis Report calculate the percentage that each Revenue category contributes to all revenues. In Step 4, you defined an Expression line (#60) to display this calculation. However, after you define an expression line, use the Enter/Edit/Delete Expressions Routine to define the variables used in the line.

The name and descriptions for the report definition and formats appear at the top of this screen for reference purposes only.

As indicated on your report design, this expression is only used in your PCL Function columns to calculate the following percentages.

This column Calculates this percentage

Column #2 Total revenues in relation to total revenues (This result should always be 100%)

Column #4 Total inpatient revenues in relation to total revenues

Column #6 Total outpatient revenues in relation to total revenues

Column #8 Total other revenues in relation to total revenues

Column #2: Total Revenue Expression (Revenue Analysis Report/Expressions - Step 4.81)

To calculate total revenues in relation to total revenues on this report, do the following in the Enter/Edit/Delete Expressions Routine.

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1) At the Line Number prompt, enter 60 to enter the first expression for expression line 60.

2) At the Field Number prompt, enter 2 to associate this expression with the first PCL Function column on the report (for example, column #2).

3) At the Name prompt, enter A to create a variable which represents the total revenue amount for all departments.

4) At the Line Number prompt, enter 50 to select the line on which total revenues appear. Line # 50 is reserved for the totals for your report.

5) At the Field prompt, enter 1 to identify the column where total revenues appears.

6) At the Expression prompt, enter (A/A)*100. This expression calculates the percentage that total revenues contributes to total revenues. (This result should always be 100%.)

7) At the Round To prompt, enter .01 to round the result of this expression to two decimal places.

8) At the Print % Sign prompt, enter Y. As your report design indicates, the results of your expressions contain percent signs.

9) Click and click on File to file this expression.

Column #4: Total Inpatient Revenue Expression (Revenue Analysis Report/Expressions - Step 4.82)

To calculate total inpatient revenues in relation to total revenues on this report, do the following in the Enter/Edit/Delete Expressions Routine.

1) At the Field Number prompt, enter 4 to enter an expression for the second PCL Function column on the report (for example, column #4).

2) At the Name prompt, enter A to create a variable which represents the total revenue amount for all departments.

3) At the Line Number prompt, enter 50 to identify the line on which total revenues appears. Line #50 is reserved for the totals for your report.

4) At the Field prompt, enter 1 to identify the column where total revenues appears.

5) At the second Name prompt, enter B to create a variable which represents the total inpatient revenues for all departments.

6) At the Line Number prompt, enter 50 to define the line on which total inpatient revenues appears.

7) At the Field prompt, enter 3 to identify the column where total inpatient revenues appears.

8) At the Expression prompt, enter (B/A)*100. This expression divides the total inpatient revenues by total revenues and multiples the result by 100.

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9) At the Round To prompt, enter .01 to round the result of this expression to two decimal places.

10) At the Print % Sign prompt, enter Y.

11) Click and click on File to file this expression.

Column #6: Total Outpatient Revenue Expression (Revenue Analysis Report/Expressions - Step 4.83)

To calculate total outpatient revenues in relation to total revenues on this report, do the following in the Enter/Edit/Delete Expressions Routine.

1) At the Field Number prompt, enter 6 to associate this expression with the third PCL Function column on the report (for example, column #6).

2) At the Name prompt, enter A to create a variable which represents the total revenue amount for all departments.

3) At the Line Number prompt, enter 50 to define the line on which total revenues appears. Line #50 is reserved for the totals for your report.

4) At the Field prompt, enter 1 to identify the column where total revenues appears.

5) At the Name prompt, enter B to create a variable which represents the total outpatient revenues for all departments.

6) At the Line Number prompt, enter 50 to define the line on which total inpatient revenues appears.

7) At the Field prompt, enter 5 to identify the column where total outpatient revenues appears.

8) At the Expression prompt, enter (B/A)*100. This expression divides the total outpatient revenues by total revenues and multiples the result by 100.

9) At the Round To prompt, enter .01 to round the result of this expression to two decimal places.

10) At the Print % Sign prompt, enter Y. As your report design indicates, the results of the expressions contain percent signs.

11) Click and click on File to file this expression.

Column #8: Total Other Revenue Expression (Revenue Analysis Report/Expressions - Step 4.84)

To calculate total other revenues in relation to total revenues on this report, do the following in the Enter/Edit/Delete Expressions Routine.

1) At the Field Number prompt, enter 8 to associate this expression with the fourth PCL Function column on the report (for example, column #8).

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2) At the Name prompt, enter A to create a variable which represents the total revenue amount for all departments.

3) At the Line Number prompt, enter 50 to define the line on which total revenues appears. Line #50 is reserved for the totals for your report.

4) At the Field prompt, enter 1 to identify the column where total revenues appears.

5) At the second Name prompt, enter B to create a variable which represents the total outpatient revenues for all departments.

6) At the Line Number prompt, enter 50 to define the line on which total inpatient revenues appears.

7) At the Field prompt, enter 7 to identify the column where total other revenues appears.

8) At the Expression prompt, enter (B/A)*100. This expression divides the total other revenues by total revenues and multiples the result by 100.

9) At the Round To prompt, enter .01 to round the result of this expression to two decimal places.

10) At the Print % Sign prompt, enter Y. As your report design indicates, the results of the expressions contain percent signs.

11) Click and click on File to file this expression.

Step 5

Step 5 - Revenue Analysis Report

After you enter the report's lines, check the report specifications via the Check Specifications Routine. For example, if Detail line 30 sums to Total line 50, this routine checks if line 50 exists. Before you compile a report, you must perform this check.

Correctly Defined Reports If the report is defined correctly, the No errors. Approve? prompt appears. Click Yes to approve the report so that it can be compiled.

Incorrectly Defined Reports If the report is not defined correctly, the Print Error Listing on: prompt appears. Enter the output device on which you want to print this error report.

Note: For this tutorial, if your asset and liability accounts have additional components that make up the account class defined in the control lines (for example, funds and types), you need to enter values for those components. The error report lists the components and asks you to enter values for them on the detail lines. After you make these

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adjustments, you must repeat this step before you can go on to step six.

Printing Report Specifications You can print the specifications of the report definition to an output device via the Print Report Specifications Routine.

This report is useful for verifying that a report has been defined correctly, especially if errors are found when you run the Check Specifications Routine.

Step 6

Overview of Step 6 - Revenue Analysis Report (Step 6.1)

After you check your report specifications, you can print a sample version of the report. This feature allows you to view the layout and check the computation specifications for the report.

On a sample report, all values retrieved equal 1.00. Functions and totals are computed using the values of 1.00.

Steps for Generating a Sample - Revenue Analysis Report Follow these steps to create a sample report via the Compile Report Runs Routine.

1) At the Report Run prompt, enter 126.

2) Click Yes at the Not found. New? prompt. When you do this, DATA AND TEXT appears as the default value at the Compile Mode prompt.

3) At the Description prompt, enter Revenue Analysis Report.

4) At the GL Period prompt, enter the period for which you want to generate this report. To test the integrity of this report and the data, you must select a period that has balances and activity. If there is no data for the period selected, the report prints 0.00 amounts.

5) At the Sample prompt, enter Y to compile a sample version for this report.

6) At the Report prompt, enter REVANAL. This is the name of your report definition. When you do this, REVANAL (the name of your report format) appears at the Format prompt.

7) Click and click Yes at the Compile? prompt. The report is then compiled by a background job. The number of the background job appears on the screen for reference.

8) Click to exit from the Compile Report Runs Routine.

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Printing and Reviewing a Compiled Report Run - Revenue Analysis Report (Step 6.2)

To print the sample report, select the Print Report Runs Routine, and follow these steps.

1) At the Report Run prompt, enter 126.

2) At the Print Alternate Gray Bars? prompt, enter A. (This does not work on line printers.)

3) Click and print the report.

After you print the sample report, review the layout of the report. If this report does not match the layout designed in step one, double check the report format and definition.

Step 7

Step 7 - Revenue Analysis Report

After you are completely satisfied with your sample report, recompile it using actual data and reprint it. The steps for doing this for your budget variance report are almost identical to Step 6.

Steps for Generating the Report Follow these steps to generate the report via the Compile Report Runs Routine.

1) At the Report Run prompt, enter 126.

2) Enter N at the Sample prompt. This response tells the system to print account data on this report.

3) Click .

4) At the Data already compiled for this report run. Re-compile? prompt, click Yes. The report is then compiled by a background job.

5) Click to exit from the Compile Report Runs Routine.

Printing a Compiled Report Run After the report run is compiled, you can print it via the Print Report Runs Routine. (The status of the report run displays on the Print Report Runs screen.)

Step 8

Overview of Step 8 - Revenue Analysis Report (Step 8.1)

After you print the balance sheet report, you can perform an integrity check of its information. Since your revenue analysis report contains account data, you can use the Account Inquiry Routine to do this.

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Steps for Entering Account Inquiry Information for the Revenue Analysis Report Follow these steps to enter account inquiry information for the report via the Account Inquiry Routine.

1) At the Period prompt, enter the base period for which this report was compiled.

2) At the Format prompt, enter S. This format prints net debits and credits made to specified accounts for the identified period.

3) At the All/Combinations/Ranges prompt, enter C. Since specific summary level values were used to access the data for your balance sheet (for example, all 1A1 values), you also need to define the summary level values for your Account Inquiry Report.

4) At the Account Classes prompt, enter 1,2. (In your Chart of Accounts, assets are Class 1 and liabilities are Class 2).

5) In the Comp/Sum field, enter 1A1 and 1L1. Enter # in the Values fields.

(You do not have to select values of other components in the account pattern, such as corporation.)

6) At the Primary Sort prompt, enter 1A1.

7) At the Total prompt, enter Y to print totals for the 1A1 summary level values. The totals on the Inquiry Report can then be compared with totals on the balance sheet.

8) At the Undefined Order prompt, enter LAST so that asset information appears first on this inquiry report.

9) At the Secondary Sort prompt, enter 1L1.

10) At the Total prompt, enter Y to print totals for the 1A1 summary level values.

11) At the Undefined Order prompt, enter LAST.

12) Click . The routine begins selecting records for this inquiry (this can take a few moments). When the search is complete, you can print the report.

Reading the Account Inquiry Report - Revenue Analysis Report (Step 8.2)

The Close column on the Account Inquiry Report displays totals for each of the summary level values specified. These totals should match the totals for the categories on the balance sheet. For example, the close total for the cash asset summary level should equal the cash amount on the balance sheet. If the totals do not match, you need to do more research on the accounts which report to this summary level value.

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Expense Analysis Report By Department

Overview of a Expense Analysis Report By Department

This sample report teaches you how to create an expense analysis report which prints for two department summary level values. This report summarizes expense activity by the highest summary levels, and displays year-to-date and projected year-end totals for actual and budget data.

This report calculates and displays the following actual and budget year-to-date information for all expenses:

• Year-to-Date Information − year-to-date actual data − year-to-date budget data − dollar variance between the year-to-date actual and budget data

• Projected Year-End Information − projected actual year-end information − dollar variance between projected actual and budget data − the percentage the dollar variance (between projected actual and budget data) is in

relation to projected budget data − projected annual budget based on year-to-date activity

Finally, after the reports print for both departments, a grand summary report prints with the information for both departments.

Features Covered in This Report Creating this sample report teaches you how to use the following features of the GL Report Writer:

• Constant columns

• the [PERNUM] and [TOTPFY] constant keywords

• suppressing columns from printing on the report

• MUL (multiplication), DIV (division) and ADD (addition) Function columns

Step 1

Step 1 - Expense Analysis Report By Department

Visualize the finished report. Remember to consider all report objectives listed in the overview. After you create this sketch, assess the widths required for the overall report and its columns. For example, if you count the characters and spaces across the sketch, you'll

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know that your report must be a certain number of characters wide. Also, you can tell how many characters wide the text and balance columns should be.

Step 2

Overview of Step 2 - Expense Analysis Report By Department (Step 2.1)

The second step in the creation of a compiled report is to enter the format of the report via the Enter/Edit Report Formats Routine, utilizing all the report format features described in the overview of this report.

Identifying the Report Format - Expense Analysis Report By Department Access the Enter/Edit Report Formats Routine and uniquely identify the format in the system as follows.

1) At the Mnemonic prompt, enter EXPANAL.

2) Click Yes at the Not found. New? prompt.

3) At the Description prompt, enter EXPENSE ANALYSIS REPORT BY DEPARTMENT.

Displaying Commas and Negatives on the Report - Expense Analysis Report By Department (Step 2.2)

After you identify the report format in the Enter/Edit Report Formats Routine, the cursor moves to the Commas prompt. Enter Y at the Commas prompt. Then enter PARENS at the Negatives prompt.

Report Widths - Expense Analysis Report By Department (Step 2.3)

At the Max Width prompt in the Enter/Edit Report Formats Routine, enter 200. Based on your sketch from step one, this width accommodates all data on the report.

Text Column Specifications - Expense Analysis Report By Department (Step 2.4)

Follow these steps in the Enter/Edit Report Formats Routine to define characteristics of the format's Text column.

1) At the Width prompt, enter 25 for the Text column. This width accommodates all expense names in the left column on the report sketch.

2) At the At Left prompt, enter Y to print the expense names in the left column of this report.

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3) At the Justify prompt Enter L, which left-justifies the expense names in the Text column.

Banners - Expense Analysis Report By Department (Step 2.5)

To enter the banner for the report via the Enter/Edit Report Formats Routine, do the following.

1) At the Edit Banner # prompt, enter 1 to access the Enter/Edit Banners screen.

2) At the Spaces prompt, enter 28.

3) At the Text prompt, enter the following. <---------------- YEAR TO DATE -------------------> 16 hyphens appear to the left of the banner's text and 19 hyphens appear to the right.

4) At the Spaces prompt, enter 3.

5) At the Text prompt, enter the following. <---------------------------- PROJECTED YEAR END ----------------------------> 6) 29 hyphens appear on each side of the PROJECTED YEAR END text in

this banner.

7) Click to file this banner.

Overview of Step 2.6 - Expense Analysis Report By Department

You create columns for the report via the Enter/Edit Report Formats Routine. Besides the Text column, your report sketch contains eight columns. However, to create the report you need 12 columns. Four of these columns are reserved for constants and calculations; they do not print on the final report.

This column Performs this function

Column #1 Retrieves year-to-date actual data for displayed expenses.

Column #2 Retrieves year-to-date budget data for displayed expenses.

Column #3 Calculates the variance between budget data (column #2) and actual expense data (column #1).

Column #4 Constant column used to store the period number in the fiscal year for the base period. (Used in column #5 calculation; does not display on report.)

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This column Performs this function

Column #5 Divides year-to-date actual data (column #1) by the period number in the fiscal year for the base period (column #4) to calculate monthly actual expense activity. (Used in column #7 calculation; does not display on report.)

Column #6 Is a Constant column used to store the number of accounting periods in the fiscal year for the base period. (Used in column #7 calculation; does not display on report.)

Column #7 Calculates the projected year-end actual data for the fiscal year (which contains the base period) .

Column #8 Retrieves annual budget data for displayed expenses.

Column #9 Calculates the variance between annual budget data (column #8) and projected year-end actual expense data (column #7).

Column #10 Calculates the percentage the variance in column #9 is to annual budget information (column #8).

Column #11 Calculates the difference between annual budget data (column #8) and year-to-date budget data (column #2). (Used in column #12 calculation; does not display on report.)

Column #12 Calculates the projected annual budget by adding the result of column #11 and the year-to-date budget data (column #2).

Column #1: Year-to-Date Actual Retrieve (Expense Analysis Report By Department - Step 2.61)

To create a column that retrieves year-to-date actual data for displayed expenses via the Enter/Edit Report Formats Routine, do the following.

1) At the Type prompt, enter R and click to access the Enter/Edit Retrieve Field screen.

2) At the Data prompt, enter YTD ACT. For this column of your report, you need to retrieve year-to-date actual information.

3) At the Base Period prompt, enter RUN.

4) At the Rounding: Money prompt, enter 1. Money amounts on this report do not display decimal places.

5) At the Print prompt, enter Y.

6) At the Spaces prompt, enter 3.

7) At the $ Sign prompt, enter N.

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8) At the Width:Dft prompt, enter 15.

9) At the Line 1 prompt, enter YTD.

10) At the Jfy prompt, enter R.

11) At the Line 2 prompt, enter ACTUAL.

12) At the Jfy prompt, enter R.

13) Click to file this column.

Column #2: Year-to-Date Budget Retrieve (Expense Analysis Report By Department - Step 2.62)

To create a column that retrieves year-to-date budget data for displayed expenses via the Enter/Edit Report Formats Routine, do the following.

1) At the Type prompt, enter R and click to access the Enter/Edit Retrieve Field screen.

2) At the Data prompt, enter YTD BUD. For this column of your report, you need to retrieve year-to-date budget information.

3) At the Budget prompt, enter the name of the budget for which you want to print data.

4) At the Base Period prompt, enter RUN.

5) At the Rounding: Money prompt, enter 1.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 3.

8) At the $ Sign prompt, enter N.

9) At the Width:Dft prompt, enter 15.

10) At the Line 1 prompt, enter YTD.

11) At the Jfy prompt, enter R.

12) At the Line 2 prompt, enter BUDGET.

13) At the Jfy prompt, enter R.

14) Click to file this column.

Column #3: Year-to-Date Variance Function Column (Expense Analysis Report By Department - Step 2.63)

To create a column that calculates the variance between budget data (column #2) and actual expense data (column #1) via the Enter/Edit Report Formats Routine, do the following.

1) At the Type prompt, enter F and click to access the Enter/Edit Function Field screen.

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2) At the Function prompt, enter SUB so this column calculates the difference between two existing columns. When you do this, a minus sign (-) appears between both Field prompts.

3) Enter 2 at the first Field prompt and 1 at the second Field prompt. This column calculates the difference between the budget data (column #2) and actual data (column #1) on the report.

4) At the Base Period prompt, enter RUN.

5) At the Rounding: Money prompt, enter 1.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 3.

8) At the $ Sign prompt, enter N.

9) At the Reverse Sign prompt, enter N.

10) At the Width:Dft prompt, enter 15.

11) At the Column Titles: Line 1 prompt, enter YTD.

12) At the Jfy prompt, enter R.

13) At the Line 2 prompt, enter VARIANCE.

14) At the Jfy prompt, enter R.

15) Click to file this column.

Column #4: Period Number Constant Column (Does Not Display) (Expense Analysis Report By Department - Step 2.64)

To create a Constant column used to store the period number in the fiscal year for the base period via the Enter/Edit Report Formats Routine, do the following.

1) At the Type prompt, enter C and click to access the Enter/Edit Constant Field screen.

2) At the Constant prompt, enter KEYWORD.

3) At the Keyword prompt, enter PERNUM.

4) At the Base Period prompt, enter RUN.

5) At the Print prompt, enter N to not print column #4 on the report because this column stores a variable used in a calculation.

6) Click to file this column.

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Column #5: Function Column (Does Not Display) (Expense Analysis Report By Department - Step 2.65)

To calculate monthly actual expense activity, create a column that divides year-to-date actual data (column #1) by the period number in the fiscal year for the base period (column #4) via the Enter/Edit Report Formats Routine.

To do this, follow these steps.

1) At the Type prompt, enter F and click to access the Enter/Edit Function Field screen.

2) At the Function prompt, enter DIV so this column divides values from two existing columns. When you do this, a slash sign (/) appears between both Field prompts.

3) Enter 1 at the first Field prompt and 4 at the second Field prompt. This column calculates the average monthly actual expense activity.

4) At the Base Period prompt, enter RUN.

5) At the Rounding: Money prompt, enter 1.

6) At the Print prompt, enter N.

7) Click to file this column.

Column #6: Periods/Fiscal Year Constant Column (Does Not Display) (Expense Analysis Report By Department - Step 2.66)

To create a Constant column used to store the number of accounting periods in the fiscal year for the base period via the Enter/Edit Report Formats Routine, do the following.

1) At the Type prompt, enter C and click to access the Enter/Edit Constant Field screen.

2) At the Constant prompt, enter KEYWORD.

3) At the Keyword prompt, enter TOTPFY to retrieve the total number of periods in the fiscal year for this base period.

4) At the Base Period prompt, enter RUN.

5) At the Print prompt, enter N.

6) Click to file this column.

Column #7: Projected Actual Year-End Function Column (Expense Analysis Report By Department - Step 2.67)

Perform the following steps in the Enter/Edit Report Formats Routine to create a column that calculates the projected actual year-end information for all displayed expenses based on the values in columns 4, 5, and 6.

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1) At the Type prompt, enter F and click to access the Enter/Edit Function Field screen.

2) At the Function prompt, enter MUL so this column multiplies data in two columns. When you do this, an asterisk (*) appears between both Field prompts.

3) Enter 5 at the first Field prompt and 6 at the second Field prompt. This column calculates the projected year-end actual expense activity.

4) At the Base Period prompt, enter RUN.

5) At the Rounding: Money prompt, enter 1.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 3.

8) At the $ Sign prompt, enter N.

9) At the Reverse Sign prompt, enter N.

10) At the Width:Dft prompt, enter 15.

11) At the Column Titles: Line 1 prompt, enter [FY] so the fiscal year for the base period appears as part of this column title.

12) At the Jfy prompt, enter R.

13) At the Line 2 prompt, enter ACTUAL.

14) At the Jfy prompt, enter R.

15) Click to file this column.

Column #8: Projected Year-End Budget Retrieve Column (Expense Analysis Report By Department - Step 2.68)

To create a column that retrieves annual budget data for displayed expenses via the Enter/Edit Report Formats Routine, do the following.

1) At the Type prompt, enter R and click to access the Enter/Edit Retrieve Field screen.

2) At the Data prompt, enter ANN BUD. For this column of your report, you need to retrieve annual budget information.

3) At the Budget prompt, enter the name of the budget for which you want to print data.

4) At the Base Period prompt, enter RUN.

5) At the Rounding: Money prompt, enter 1.

6) At the Print prompt, enter Y.

7) At the $ Spaces prompt, enter 3.

8) At the Sign prompt, enter N.

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9) At the Width: Dft prompt, enter 15.

10) At the Line 1 prompt, enter [FY].

11) At the Jfy prompt, enter R.

12) At the Line 2 prompt, enter BUDGET.

13) At the Jfy prompt, enter R.

14) Click to file this column.

Column #9: Projected Year-End Variance Function Column (Expense Analysis Report By Department - Step 2.69)

To create a column that calculates the variance between annual budget data (column #8) and projected year-end actual expense data (column #7) via the Enter/Edit Report Formats Routine, do the following.

1) At the Type prompt, enter F and click to access the Enter/Edit Function Field screen.

2) At the Function prompt, enter SUB so this column calculates the difference between two existing columns. When you do this, a minus sign (-) appears between both Field prompts.

3) Enter 8 at the first Field prompt and 7 at the second Field prompt. This column calculates the difference between the budget data (column #8) and actual data (column #7) on the report.

4) At the Base Period prompt, enter RUN.

5) At the Rounding: Money prompt, enter 1.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 3.

8) At the $ Sign prompt, enter N.

9) At the Reverse Sign prompt, enter N.

10) At the Width:Dft prompt, enter 15.

11) At the Column Titles: Line 1 prompt, enter [FY].

12) At the Jfy prompt, enter R.

13) At the Line 2 prompt, enter VARIANCE.

14) At the Jfy prompt, enter R.

15) Click to file this column.

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Column #10: Projected Year-End Variance % Function Column (Expense Analysis Report By Department - Step 2.610)

To create a column that calculates what percentage the variance in column #9 is to annual budget information (column #8) via the Enter/Edit Report Formats Routine, do the following.

1) At the Type prompt, enter F and click to access the Enter/Edit Function Field screen.

2) At the Function prompt, enter PC so this column calculates the percentage between two existing columns. When you do this, a percent (%) appears between both Field prompts.

3) Enter 9 at the first Field prompt and 8 at the second Field prompt. This column calculates what percentage the projected year-end variance (column #9) contributes to projected year-end budget amount (column #8) for each displayed expense.

4) At the Base Period prompt, enter RUN.

5) At the Rounding: Money prompt, enter 1.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 3.

8) At the % Sign prompt, enter Y. As your report sketch indicates, percentage signs (%) appear within this column.

9) At the Reverse Sign prompt, enter N.

10) At the Width:Dft prompt, enter 7.

11) At the Column Titles: Line 1 prompt, enter [FY].

12) At the Jfy prompt, enter R.

13) At the Line 2 prompt, enter VAR %.

14) At the Jfy prompt, enter R.

15) Click to file this column.

Column #11: Function Column (Does Not Display) (Expense Analysis Report By Department - Step 2.611)

To create a column that calculates the difference between annual budget data (column #8) and year-to-date budget data (column #2) via the Enter/Edit Report Formats Routine, do the following.

1) At the Type prompt, enter F and click to access the Enter/Edit Function Field screen.

2) At the Function prompt, enter SUB so this column calculates the difference between two existing columns. When you do this, a minus sign (-) appears between both Field prompts.

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3) Enter 8 at the first Field prompt and 2 at the second Field prompt. This column calculates the difference between the budget data (column #8) and year-to-date budget data (column #2) on the report.

4) At the Base Period prompt, enter RUN.

5) At the Rounding: Money prompt, enter 1.

6) At the Print prompt, enter N.

7) Click to file this column.

Column #12: Projected Annual Budget Function Column (Expense Analysis Report By Department - Step 2.612)

To create a column that calculates the projected annual budget by adding the result of column #11 and the year-to-date budget data (column #2) via the Enter/Edit Report Formats Routine, do the following.

1) At the Type prompt, enter F and click to access the Enter/Edit Function Field screen.

2) At the Function prompt, enter ADD so this column adds the values in two existing columns. When you do this, a plus sign (+) appears between both Field prompts.

3) Enter 11 at the first Field prompt and 1 at the second Field prompt. This column adds the difference between the year-to-date and projected year-end budget data (column #11) to the year-to-date actual data (column #1).

4) At the Base Period prompt, enter RUN.

5) At the Rounding: Money prompt, enter 1.

6) At the Print prompt, enter Y.

7) At the Spaces prompt, enter 3.

8) At the $ Sign prompt, enter N.

9) At the Reverse Sign prompt, enter N.

10) At the Width:Dft prompt, enter 15.

11) At the Column Titles: Line 1 prompt, enter [FY] ANNUAL.

12) At the Jfy prompt, enter R.

13) At the Line 2 prompt, enter BUDGET.

14) At the Jfy prompt, enter R.

15) Click to file this column.

Filing Our Report Format You can now file your report format.

1) Click .

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2) Enter Y at the File? prompt at the bottom of the screen. The routine files this format.

13) Click to exit from the routine.

Step 3

Overview of Step 3 - Expense Analysis Report By Department (Step 3.1)

The third step in creating reports is to enter the report's definition and general report information. For your expense analysis report, general report information includes:

• printing reports for two department summary level values

• printing a grand summary report of all department report information

Creating the Report Definition for Our Report Access the Process Report Definitions Routine and enter EXPANAL at the Mnemonic prompt. Then, enter Y at the Not found. New? prompt. When you do this, the definition is assigned a status of OPEN.

Entering General Information (Expense Analysis Report By Department - Step 3.2)

Follow these steps to enter general report specifications in the Enter/Edit General Report Information Routine.

1) At the Description prompt, enter EXPENSE ANALYSIS BY DEPT.

2) At the Format prompt, enter EXPANAL. By doing this, the GL Report Writer uses the expense analysis report format, (EXPANAL created in Step 2) when you compile this report.

3) At the Title Lines prompt, enter the following:

EXPENSE ANALYSIS REPORT BY DEPARTMENT

FOR [VALUE] [NAME]

[PERIOD]

Multiple Reports and Selecting/Sorting (Expense Analysis Report By Department - Step 3.3)

Your report characteristics require that individual versions of the expense variance report print for two department summary levels. To do this, perform the following steps in the Enter/Edit General Report Information Routine.

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1) 1) At the Multiple Reports For (Component or Summary Level) prompt, enter DPT to print individual versions of this report for each department. DPT appears at the Values Of prompt.

2) At the Select By (Summary Level), enter SUP. When you do this, SUP appears at the following prompts:

SORT BY ___? SUMMARY REPORT FOR EACH ___? VALUES OF ___ TITLE LINES FOR ___ SUMMARY REPORTS

The default value of DPT at the Values Of prompt is replaced by SUP.

Grand Summary Report and Values (Expense Analysis Report By Department - Step 3.4)

According to your report objectives, a grand summary report of all department report information must print. To do this, perform the following steps in the Enter/Edit General Report Information Routine.

1) At the Grand Summary Report? prompt, enter Y to print a grand summary report of all values from both department reports after the individual department reports.

2) At the Grand Summary Report? prompt, click to access the Enter/Edit Title Lines for Summary Reports screen.

3) At the Title Lines for Grand Summary Report prompt, enter the following: EXPENSE ANALYSIS REPORT BY DEPARTMENT

GRAND SUMMARY REPORT

[PERIOD]

4) Click to return to the Enter/Edit General Report Information screen.

5) At the Values of SUP prompt, enter EMERSUP,NURSUP.

Zero Suppressing Lines (Expense Analysis Report By Department - Step 3.5)

As stated in your report characteristics, any detail or total lines on the report that do not have any dollar amounts should be suppressed. To do this, perform the following steps in the Enter/Edit General Report Information Routine.

1) At the Suppress Sections: From Line prompt, enter 10.

2) At the Suppress Sections: Thru Line prompt, enter 50.

3) At the Suppress Sections: Type prompt, enter Z.

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File the General Report Information You can now file the general report information. Click .Then, click Yes at the File? prompt at the bottom of the screen. The routine files this general report information and the cursor returns to the Process Report Definitions Routine.

Step 4

Overview of Step 4 - Expense Analysis Report By Department

After you file your report definition's general information, you define the report's lines. For your sample report, this includes the ***** EXPENSES ***** free text header to appear on the report and types of expenses to appear on the report.

Entering the Lines for Our Report You enter report lines via the Enter/Edit Report Lines Routine. When you access the Enter/Edit Report Lines Routine, the following information appears:

• 10 appears as the default value at the Line Number prompt

• report definition mnemonic (display only field)

• report definition description (display only field)

Line #10: Header (Expense Analysis Report By Department - Step 4.1)

Your report design calls for the ***** EXPENSES ***** header to appear at the top of the displayed expenses on the expense analysis report.

To define this Header line, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 10.

2) At the Line Type prompt, enter HEADER.

3) At the Blank Lines prompt, enter 2. As indicated on your report design, two lines appear before this header.

4) At the Text prompt, enter ***** EXPENSES *****.

5) Click to file this line.

Line #20: Control (Expense Analysis Report By Department - Step 4.2)

This report is restricted to expense account information.

To define this line, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 20.

2) At the Line Type prompt, enter CONTROL.

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3) At the Class prompt, enter the number of the expense account class. (In your sample Chart of Accounts, expenses are class 6.)

4) Click to file this line.

Line #30: Detail (Expense Analysis Report By Department - Step 4.3)

To define this line, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 30.

2) At the Line Type prompt, enter DETAIL. When you do this, the account class restriction defined in line 20 (Class 6: Expense Accounts only) appears at the Class - from Previous Control Lines prompt for reference.

3) At the Reverse Amounts? prompt, enter N.

4) At the Line For Each prompt, enter 1E3 to display each expense summary level value on a separate line.

5) At the Default Text prompt, enter DESC to display expense descriptions in the Text column.

6) At the Total To Line prompt, enter 50. According to your report characteristics, you need to produce a total for all expense categories on the report. Line 50 is reserved for this.

7) At the Include Component/Summary Selections? prompt, enter Y.

8) Enter 1E3 at the Comp/Sum prompt and # at the Values prompt.

9) At the Money/Statistics prompt, enter M.

10) Click to file the line.

Line #40: Header (Expense Analysis Report By Department - Step 4.4)

Your report design calls for lines of equal signs (=) to appear after the displayed expenses in all columns (except the Text column). To define this line, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 40.

2) At the Line Type prompt, enter HEADER.

3) At the Underlines prompt, enter an equal sign (=).

4) Click to file this line.

Line #50: Total (Expense Analysis Report By Department - Step 4.5)

Your report requires a total for the expense account data on this report. This total should be labeled TOTAL in the Text column and appear one line beneath the line of equal signs.

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To define this line, do the following in the Enter/Edit Report Lines Routine.

1) At the Line Number prompt, enter 50.

2) At the Line Type prompt, enter TOTAL.

3) At the Blank Lines prompt, enter 1. This causes one blank line to print before this line.

4) At the Text prompt, enter TOTAL.

5) Click to file the line.

Exiting the Enter/Edit Report Lines Screen Click to return to the Process Report Definitions screen.

Step 5

Step 5 - Expense Analysis Report By Department

After you enter the report's lines, check the report specifications via the Check Specifications Routine. For example, if detail line 30 sums to total line 50, this routine checks if line 50 exists. Before you compile a report, you must perform this check.

Correctly Defined Reports If the report is defined correctly, the No errors. Approve? prompt appears. Click Yes to approve the report so that it can be compiled.

Incorrectly Defined Reports If the report is not defined correctly, the Print Error Listing on: prompt appears. Enter the output device on which you want to print this error report.

Note: For this tutorial, if your asset and liability accounts have additional components that make up the account class defined in the control lines (for example, funds ,and types), you need to enter values for those components. The error report lists the components and asks you to enter values for them on the detail lines. After you make these adjustments, you must repeat this step before you can go on to step six.

Printing Report Specifications You can print the report definition's specifications to an output device via the Print Report Specifications Routine.

This report is useful for verifying that a report has been defined correctly, especially if errors are found when you run the Check Specifications Routine.

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Step 6

Overview of Step 6 - Expense Analysis Report By Department (Step 6.1)

After you check your report's specifications, you can print a sample version of the report. This feature allows you to view the report's layout and check on the report's computation specifications.

On a sample report, all values retrieved equal 1.00. Functions and totals are computed using the values of 1.00.

Steps for Generating a Sample - Expense Analysis Report By Department Follow these steps to create a sample report via the Compile Report Runs Routine.

1) At the Report Run prompt, enter 127.

2) Click Yes at the Not found. New? prompt. When you do this, DATA AND TEXT appears as the default value at the Compile Mode prompt.

3) At the Description prompt, enter Expense Analysis Report By Department.

4) At the GL Period prompt, enter the period for which you want to generate this report. To test the integrity of this report and the data, you must select a period that has balances and activity. If there is no data for the period selected, the report prints 0.00 amounts.

5) At the Sample prompt, enter Y to compile a sample version for this report.

6) At the Report prompt, enter EXPANAL. This is the name of your report definition. When you do this, EXPANAL (the name of your report format) appears at the Format prompt.

7) Click and click Yes at the Compile? prompt. The report is then compiled by a background job. The number of the background job appears on the screen for reference.

8) Click to exit from the Compile Report Runs Routine.

Printing and Reviewing a Compiled Report Run - Expense Analysis Report By Department (Step 6.2)

Follow these steps to print the sample report via the Print Report Runs Routine:

1) At the Report Run prompt, enter 127.

2) At the Print Alternate Gray Bars? prompt, enter A. (This does not work on line printers.)

3) Click and print the report.

After you print the sample report, review the layout of the report. If this report does not match the layout designed in step one, double check the report format and definition.

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Step 7

Step 7 - Expense Analysis Report By Department

After you are completely satisfied with your sample report, recompile it using actual data and reprint it. The steps for doing this for your expense analysis report are almost identical to Step 6.

Steps for Generating the Report Follow these steps to generate the report via the Compile Report Runs Routine.

1) At the Report Run prompt, enter 127.

2) At the Sample prompt, enter N. This response tells the system to print account data on this report.

3) Click .

4) The Data already compiled for this report run. Re-compile? prompt appears. Click Yes to compile the report by a background job.

5) Click to exit from the Compile Report Runs Routine.

Printing a Compiled Report Run After the report run is compiled, you can print it via the Print Report Runs Routine. (The status of the report run appears on the Print Report Runs screen.)

Step 8

Overview of Step 8 - Expense Analysis Report By Department(Step 8.1)

After you print the expense analysis report by department, you can perform an integrity check of its information. Since your report contains actual and budget data, you can use the Account Inquiry Routine (Budget Comparison Format) to do the integrity check.

Steps for Entering Account Inquiry Information Follow these steps to enter account inquiry information for the report via the Account Inquiry Routine.

1) At the Period prompt, enter the base period for which this report was compiled.

2) At the Format prompt, enter S. This format prints net debits and credits made to specified accounts for the identified period.

3) At the All/Combinations/Ranges prompt, enter C. Since specific summary level values were used to access the data for your balance sheet (for example, all 1A1 values), you also need to define the summary level values for your Account Inquiry Report.

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4) At the Account Classes prompt, enter 1,2. (In your Chart of Accounts, assets are Class 1 and liabilities are Class 2).

5) In the Comp/Sum field, enter 1A1 and 1L1. In the Values field, enter #.

(You do not have to select values of other components in the account pattern, such as corporation.)

6) At the Primary Sort prompt, enter 1A1.

7) At the Total prompt, enter Y to print totals for the 1A1 summary level values. The totals on the Inquiry Report can then be compared with totals on the balance sheet.

8) At the Undefined Order prompt, enter LAST so that asset information appears first on this inquiry report.

9) At the Secondary Sort prompt, enter 1L1.

10) At the Total prompt, enter Y to print totals for the 1A1 summary level values.

11) At the Undefined Order prompt, enter LAST.

12) Click .

The routine begins selecting records for this inquiry (this can take a few moments). When the search is complete, you can print the report.

Reading the Account Inquiry Report - Expense Analysis Report By Department Report (Step 8.2)

The Close column on the Account Inquiry Report displays totals for each of the summary level values specified. These totals should match the totals for the categories on the balance sheet. For example, the close total for the cash asset summary level should equal the cash amount on the balance sheet. If not, you need to do more research on the accounts which report to this summary level value.

Miscellaneous Report Writer Features

Overview of Miscellaneous Report Writer Features

The GL Report Writer Tutorial report examples introduced GL Report Writer concepts while concentrating on the step-by-step approach to creating reports. The following topics move beyond this approach and present some generic features which can be used in all reports. Understanding these concepts enables you to create more efficient and attractive reports.

The following features are described in this section:

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• SHF (Shift) Function columns

• Constant column overrides

• Wide text

• Text overrides

• Inter-report reference keys

• Suppressing lines from contributing to a 100% line

• Using statistics

Affect of "Other Features" on Report Definition If you edit an existing report to use any of the above features, the status of the report definition changes from APPROVED to OPEN. At this point, you must recheck the report's specifications (via the Check Specifications Routine). You cannot recompile the report (with the Compile Report Runs Routine) until you do so. After you check the report's specifications and recompile the report, you can reprint the report run via the Print Report Runs Routine.

Inter-Report Reference Keys

Data retrieved by one report line can be referenced by lines in other reports that use the same format via an inter-report reference key. This feature saves time when defining reports that use the same format and display the same account data.

For example, you can have an income statement report (INCSTAT) which displays inpatient revenue via a Detail line. On the board of directors' income statement (INCBOARD), you also want to display the same revenue data. (Both reports use the same report format and do not generate multiple reports.)

Note: The reports INCSTAT and INCBOARD were not created earlier in this tutorial.

To do this, follow these steps.

1) Access the Enter/Edit Report Lines Routine for the INCSTAT report which contains the information to be referenced.

2) At the Line Number prompt, enter the line number of the detail line which displays inpatient revenue.

3) At the Key For Inter-Report Reference prompt, enter INP.REV to uniquely identify this line.

4) Click to file this line.

5) Access the Enter/Edit Report Lines Routine for the INCBOARD report.

6) At the Line Number prompt, enter the number of the Detail line on which you want to display the reference key data (inpatient revenue).

7) At the Inter-Rept Key prompt, enter INP.REV. When you do this, the name of the report which contains the inter-report reference key (INCSTAT) appears

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at the Report prompt. Also the number of the line which contains the key appears at the Line prompt.

8) Click to file this line.

SHF Function Columns

Overview of SHF Function Columns

Report #1 (balance sheet for one period) displays activity for each asset and liability category and totals for both categories in the same column. To emphasize the totals for assets and liabilities, you decide to shift only the totals one column to the right. To do this, you need to define a SHF Function column. This column displays totals from the previous column in the SHF column instead.

Note: Even if an SHF Function is defined, a value on a Total line shifts to the SHF Function column only if the line is defined to do so. In this way, some totals shift, while others do not.

Steps for Defining an SHF (Shift) Function Column

Follow these steps to define a SHF Function column via the Enter/Edit Report Format Routine.

1) At the Mnemonic prompt, enter BALSHEET to access the report format for report #1. The following message appears:

Report(s) using this format APPROVED or COMPILING. List on: 2) At the system message, click No. When you do this, the following message

appears: Edit this format anyway?

3) Click Yes at the system message.

4) At the Type prompt, enter F and click to access the Enter/Edit Function Field screen.

5) At the Function prompt, enter SHF. When you do so, the cursor moves to the Periods Back: From prompt and the following default information appears.

Prompt Values

Field 1

Print Y

Width: Dft

15

6) At the Print prompt, enter Y.

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7) At the Spaces prompt, enter 3.

8) At the Column Titles: Line 2 prompt, enter TOTALS.

9) At the Jfy prompt, enter R.

10) Click to file the format.

Defining a Total Line to Appear in a SHF Function Column

Even if a SHF Function is defined, a value on a Total line shifts to the SHF Function column only if the line is defined to do so. Follow these steps to define the Total lines to allow this for your balance sheet report via the Process Report Definitions Routine.

1) At the Mnemonic prompt, enter BALSHEET to identify the report definition for report #1.

2) Enter the Enter/Edit Report Lines Routine.

3) At the Line Number prompt, enter 50. This line displays the total for the assets on the report.

4) At the Shift Columns? prompt, enter Y to display the asset total in the SHF Function column.

5) Click to file this line.

6) At the Line Number prompt, enter 110. This line displays the total for the liabilities on the report.

7) At the Shift Columns? prompt, enter Y to display the liability total in the SHF Function column.

8) Click to file this line.

9) Click to return to the Process Report Definitions Routine.

Note: Delete header lines 60 and 120 (via the Delete Lines Routine) to remove the lines of equal signs from the report.

Constant Overrides

The Enter/Edit General Report Information Routine allows you to override the constant in a Constant column for an entire report or for selected lines on the report to enable you to quickly produce different versions of a report. Report #5 (expense analysis report by department) calculated the projected actual year-end information for all displayed expenses. To perform this calculation, you accessed the total number of periods for the fiscal year for the base period (via [TOTPFY] keyword) and stored them within a constant column. This Constant column was suppressed from printing on the report. Assume you now want to calculate the projected actual mid-year information based on six periods. To do this, you can override the [TOTPFY] keyword with the number six (6). To do this.

1) Access the Process Report Definitions Routine.

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2) At the Mnemonic prompt, enter EXPANAL to identify report #5.

3) Access the Enter/Edit General Report Information Routine.

Note: If the status of the report definition is APPROVED, you must run the Set Status to OPEN Routine to change the report's status to OPEN before you can access the Enter/Edit General Report Information Routine.

4) At the Constant Column prompt, enter 6 to identify the constant column on report #5 that calculates the total number of periods in the fiscal year for the base period. When you do this, the Enter/Edit Constant Overrides screen KEYWORD appears at the Type prompt and TOTPFY appears at the Keyword prompt.

5) At the Report Override: Type prompt, enter NUMBER to override the constant column value with a number.

6) At the Report Override: Number prompt, enter 6.

7) Click to file the Enter/Edit Constant Overrides screen and click again to file the Enter/Edit General Report Information Routine.

Statistics

Overview of Statistics in the GL Report Writer

Along with money account data, the GL Report Writer enables you to use statistics account data. For example, assume you want to produce a report that details revenue per patient day. The report should display columns for period actual, period budget, YTD actual, and TYD budget information. The columns should display information for inpatient revenue, number of inpatient days, and revenue per patient day.

The second line of the report (NUMBER OF INPATIENT DAYS) references a statistics account. The third line (REVENUE PER PATIENT DAY) is an expression which performs a calculation based upon the statistics account (in the second line) and the money accounts (from the first line).

Entering the Number Of Inpatient Days Line

You enter this line as you enter any other detail line. Assume that the statistic NUMBER OF INPATIENT DAYS is maintained in account number 01.3010.100000. To enter this line via the Enter/Edit Report Lines Routine, follow these steps.

At the Line Number prompt, enter the number of the line on which you want to display the number of inpatient days.

1) At the Line Type prompt, enter DETAIL. The account class restriction defined in the previous Control line (Class 7 restriction: Statistics Accounts only) displays at the Class – from Previous Control Lines prompt for reference.

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2) At the Blank Lines prompt, enter 1.

3) At the Text prompt, enter NUMBER OF INPATIENT DAYS.

4) At the Include Component/Summary Selections? prompt, enter N. Since only one statistics account is being accessed via this line, you do not need to include any component or summary selections.

5) At the Money/Statistics prompt, enter S.

6) At the From Account prompt, enter 01.3010.100000 to identify the statistics account which displays the number of inpatient days. The cursor moves to the Thru Account prompt which displays a default value of 01.3010.100000.

7) Click to accept the default value of 01.3010.100000 at the Thru Account prompt and file this line.

Statistic Accounts and Expressions

The third line of the report calculates revenue per patient day based on the statistics account defined in the second line and the revenue accounts from the first line. To perform this calculation, you define an expression.

Expressions (which include statistics accounts) are defined identically to expressions without statistics accounts.

Suppress 100% Lines

The GL Report Writer allows you to suppress values in the PCL Function column for any lines that you do not want to total to a 100% line. For example, if the top half of a report displays expenses and the bottom half displays revenues, you would not want to see what percent the expenses contribute to total revenues. To prevent this, you must suppress the expense values from printing in the PCL Function column for expense lines. To do this

1) Access the Enter/Edit General Report Information Routine for the report for which you want to suppress lines. The number of the line designated as the 100% line appears at the 100% Line prompt.

2) Click at the 100% Lines prompt to access the Enter/Edit Selections Related to 100% Line screen.

3) At the From Line prompt, enter the number of the first line in the range of lines that you do not want to contribute to the 100% line.

4) At the Thru Line prompt, enter the number of the last line in the range of lines that you do not want to contribute to the 100% line.

5) Click to file this line.

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Text Overrides

Overview of Text Overrides

If needed, you can override the default text (in the Text column) for one or more values on a detail line that generates multiple lines. Also, you can change the default text and its appearance for every value on a detail line.

Overriding Default Text for a Single Detail Line Value

Detail line 30 on report #1 (BALSHEET) displays account balances and summary level descriptions (in the Text column) for all asset categories. Assume you want to call special attention to the cash category by adding << PLEASE VERIFY >> to the end of the account description. To do this

1) Access the Process Report Definitions Routine.

2) At the Mnemonic prompt, enter BALSHEET to identify report #1.

3) Access the Enter/Edit Text Overrides Routine.

4) At the Line Number prompt, enter 30 to identify the Detail line whose account descriptions you want to override. When you do this, 1A1 appears at the Line For Each prompt and DESC appears at the Default Text prompt. Also, 1A1 and Text appear as prompt names in the lower portion of the screen.

5) At the 1A1 prompt, enter 1100 to identify the CASH asset category. When you do this, the Text prompt displays the default text (for example, the category's account description).

6) At the Text prompt after CASH, add << PLEASE VERIFY >> 7) The text at this prompt should now read:

CASH << PLEASE VERIFY >> 8) Click to file this screen.

Overriding the Default Text for All Values on a Detail Line

Detail line 90 on report #1 (BALSHEET) displays account balances and summary level value descriptions (in the Text column) for all liability categories. Assume that instead of printing just the description in the Text column, you want to display the description followed by the category's summary level value.

To do this via the Enter/Edit Text Overrides Routine

1) At the Line Number prompt, enter 90 to identify the Detail line whose account descriptions you want to override. When you do this, 1L1 appears at the Line For Each prompt and DESC appears at the Default Text prompt. Also, 1L1 and Text appear as prompt names in the lower portion of the screen.

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2) At the Default Text prompt, enter DESC_NUM to display category descriptions followed by summary level values in the Text column.

3) At the Spaces prompt, enter 5 to separate the category descriptions and summary level values by five spaces.

4) At the After prompt, enter MAXIMUM to align and left-justify the summary level values in the Text column.

5) Click to file this screen.

Wide Text

The GL Report Writer allows you to enter free text that exceeds the maximum width of the Text column. For example, you can decide to print the following text two lines beneath the liability portion of report #1 (balance sheet report):

***** IF THERE ARE PROBLEMS WITH THIS REPORT, PLEASE CONTACT ACCOUNTING *****

To do this, follow these steps.

1) Access the Process Report Definitions Routine.

2) At the Mnemonic prompt, enter BALSHEET to identify report #1.

3) Access the Enter/Edit Report Lines Routine.

4) At the Line Number prompt, enter 140. This new line is reserved to display the wide text for the report.

5) At the Line Type prompt, enter HEADER.

6) At the Blank Lines prompt, enter 2 so the wide text appears two lines beneath the liability portion of the report.

7) Click to file this line.

8) Click to return to the Process Report Definitions Routine.

9) Access the Enter/Edit Wide Text Routine.

10) At the Line Number prompt, enter 140. This line is reserved for the wide text on this report.

11) Enter the following at the Spaces and Text prompts.

Spaces Text

7 ***** IF THERE ARE PROBLEMS WITH THIS REPORT, PLEASE CONTACT

1 ACCOUNTING *****

12) Click to file this wide text.

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Drill Down Reporting

Overview of Drill Down Reporting The Process Drill Down screen allows you to track specified information from the Mini-Ledger to the Summary Trial Balance and to the Detail Trial Balance. Use Drill Down Reporting to drill into the detail of account activity from the General Ledger and into the feeder application which generated the activity. You can drill into information from the Accounts Payable, Billing/Accounts Receivable, Fixed Assets, Materials Management, Order Entry, and Payroll Personnel modules. However, you cannot drill into a batch that is purged from the feeder module.

You can use Drill Down Reporting for troubleshooting purposes by drilling into transactions that impact accounts.

Note: Your access to data in the Drill Down Reporting routines is defined in the MIS User Dictionary.

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Steps for Drill Down Reporting The graphic below illustrates the process of Drill Down Reporting.

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Use the Drill Down button to drill into the highlighted selection on the screen. You can press the button from any Drill Down process screen to return the previous screen. You can also move forward and backward through the screens using the arrow keys and the and buttons.

Drilling Into AP

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Drilling Into B/AR

Drilling Into FA

Drilling Into MM

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Drilling Into OE

Drilling Into P/P

Selection Screen (Drill Down Reporting) When you first access the Process Drill Down screen, this selection screen appears. Enter the corporation and range of periods for which you want to process information.

You must have access to the corporations via the MIS User Dictionary in order to access the corporations in Drill Down Reporting.

Note: If you have DEPARTMENT or SUMMARY defined at the Financial Data Access Type prompt in the MIS User Dictionary, then the Process Drill Down Summary Selections screen appears instead of this screen.

Main Process Drill Down Screen This screen displays a summary of debits/credits to each account class (assets, liabilities, revenues, and expenses) for the selected corporation,

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range of periods, and accounts. Use this screen as the starting point of Drill Down reporting.

The following three buttons appear on this screen.

To do this Select this button

Enter the Selection screen to choose a new corporation and range of periods.

Select Options

Print the Mini-Ledger, Summary Trial Balance, Detail Trial Balance, or Account Inquiry reports. When you run the Mini-Ledger, the system prints the Mini-Ledger for all accounts on the screen.

List Options

Access accounts on the Process Drill Down Summary screen.

Drill Down

If you select the Drill Down button, you must choose which accounts you want to access in the Process Drill Down Summary screen. You can do one of the following:

• Select the Select Components option to access the Process Drill Down Summary Selections screen and further specify the account you want to access.

• Select an account class type (Assets, Liabilities, Revenues, or Expenses) to access all accounts within that class that meet the previously selected criteria.

Process Drill Down Summary Selections Screen Use this routine to select the accounts you want to access in the Process Drill Down Summary screen. To select accounts, enter the following criteria for the accounts you want to access:

• corporation

• range of periods

• all accounts, combinations of accounts, or ranges of accounts

• account class

Note: Your access to data is determined by your financial access (as defined at the Financial Data Access Type prompt in the MIS User Dictionary).

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Process Drill Down Summary Screen This screen displays the list of accounts that you selected via the Main Process Drill Down screen.

When you highlight an account, the account's open, debit, credit, and close values, and selected range average appear at the bottom of the screen. Also, the total open, debit, credit, and close totals for all accounts on the screen appear at the bottom of the screen.

The following three buttons appear on this screen.

To do this Select this button

Make new selections for this screen, display selections by account, or display selections by description.

Select Options

Print the Mini-Ledger, Summary Trial Balance, Detail Trial Balance, or Account Inquiry reports. When you run the Mini-Ledger, the system prints the Mini-Ledger for all accounts on the screen.

List Options

Drill into the GL batch transactions for the highlighted account on the Process Drill Down Detail screen.

Drill Down

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You can drill into multiple accounts at one time. To do this, hold down the <Ctrl> key and highlight the batches you want to drill into. Then click on the Drill Down button.

Note: If you drill into an account that contains daily B/AR batches, the system asks you if you want to exclude them (since no information exists in daily B/AR batches to drill into). Daily batches contain daily activity that is reversed out and included in the monthly batch and cannot be drilled into.

Process Drill Down Detail Screen This screen displays the GL batch transactions for the account you selected on the Process Drill Down Summary screen.

The following buttons appear on this screen.

To do this Select this button

Remove daily B/AR batches. Remove Daily B/AR Batches

Print batches by account or print batches by transaction for the highlighted selection.

List

Drill into the details of the highlighted batch (for those batches that have a value in the Database field).

Application Drill Down

You cannot select the Drill Down button for a batch with no associated database.

If you select the Drill Down button for a batch with an associated database (displayed at the Database field), you enter additional screens from which you can view the batch data from the feeder application.

If the database or comment has been edited via the Edit Header Routine, the system asks you whether you want to drill into the old database or the new database.

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Drilling Into Feeder Modules

Overview of Drilling Into Feeder Modules

You can drill into batches from the following modules.

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• Accounts Payable

• Billing/Accounts Receivable

• Fixed Assets

• Materials Management

• Order Entry

• Payroll Personnel

Accounts Payable Batches

Overview of Drilling Into Accounts Payable Batches

You can use the GL Drill Down Reporting function to drill into the following types of AP batches.

• AP checking activity batches

• AP invoice batches

• AP bank charges batches

You can select any number of batch transactions for invoices on the Process Drill Down Detail screen. The next screen (Process Checks Routine or Invoice Inquiry Routine) is not dependent on any specific period. The system displays an error message if you select AP invoices and AP checking batch type transactions at the same time.

If you drill into a checking activity batch type, you access the Process Checks Routine. If you drill into an invoice or bank charges activity batch type, you access the Invoice Inquiry Routine.

Note: To drill into AP batches in GL Drill Down Reporting, you must have access to the screens as defined in the AP Access Dictionary.

AP Process Checks Screen via GL Drill Down

You access this screen via GL Drill Down Reporting when you select an AP checking activity batch type from the Process Drill Down Detail screen. Use this screen to select checks and access the Invoice Inquiry routine with invoices and credit memos from the selected checks.

When you highlight a check number, the system displays the following information on the bottom of the screen for the check.

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• Check number • Vendor

• Date • Amount

• Status • Comments

Note: When you access this routine via GL Drill Down Reporting, you have access only to the Select, View Check, and Invoice Inquiry buttons.

AP Invoice Inquiry Screen via GL Drill Down

You access this screen via GL Drill Down Reporting, when you drill into an invoice or bank charges activity batch type from the Process Drill Down Detail screen, Process Drill Down MM-AP Invoice Accruals screen, or AP Process Checks screen. Use the buttons on this screen to access routines that provide you information about invoices with posted transactions. The bottom of the screen displays the following information for each invoice.

• Purchase order number (if there is an associated PO)

• PO facility (if there is an associated PO)

• Invoice number

• Database

Billing/Accounts Receivable Batches

Overview of Drilling Into Billing/Accounts Receivable Batches

You can use the GL Drill Down Reporting function to drill into B/AR batches. If you drill into a GL Account with B/AR batch data from the Process Drill Down Detail screen, you enter one of the following screens.

If you drill into an account containing You enter this screen

Unbilled receivables, account receivables, bad debt, client receivables, or inter-corporate transfers.

B/AR Period End Data screen

Charges, receipts, adjustments, or refunds. Process Accounts screen

Note: To drill into B/AR batches in GL Drill Down Reporting, you must have access to the screens as defined in the B/AR Access Dictionary.

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B/AR Period End Data Screen

This screen appears if you drill into a batch from the Process Drill Down Detail screen from an account that is for unbilled receivables, account receivables, bad debt, client receivables, or inter-corporate transfers.

The following information for the selected batch appears on the screen.

• Period • Refund

• Ending • Bill

• GL Account • Xfer

• Class • Net

• Charge • Current

• Receipt • Aging information

• Adjustment

Process Accounts Screen

This screen appears if you drill into a batch on the Process Drill Down Detail screen from an account that is for charges, receipts, adjustments, or refunds. A checkmark in the column to the left of the Patient field indicates that the account has been processed.

The following buttons appear on this screen.

To do this Select this button

Access the Process Account screen for the selected account.

Process Account

Toggle the checkmark that indicates the processed account on and off.

Toggle Checkmark

Access the GL Account Transactions Routine to view procedures that affected the GL account.

Drill Down

GL Account Transactions Routine

Use this report to list the procedures that affected an account you select on the Process Accounts screen.

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Fixed Assets Batches

Overview of Drilling Into Fixed Assets Batches

You can use the GL Drill Down Reporting function to drill into FA batches. If you select a batch on the Process Drill Down Summary screen that originated in an FA database, the Process Drill Down Fixed Asset Detail screen appears with asset activity totals for the selected account and period.

Process Drill Down Fixed Asset Detail Screen

Use this screen to drill into an asset from the account selected on the Process Drill Down Detail screen. For each asset, the system displays the following information:

• Asset • Debit amount

• Description • Credit amount

• Class

For the highlighted selection, the following additional information is displayed:

• Status • Contract Date

• Proposed • Acquired Date

• Class • Department

• Type • GL Asset #

• Status Date • GL Acc Depr #

You can use the following buttons on the screen.

To do this Select this button

Print one of the following reports for the highlighted asset: Current Status Report, Activity Summary (One Value), Activity Summary (All Values), Activity Detail, Activity Summary By Year (One Value), Activity Summary by Year (All Values), Schedule History Schedule Projection for Future Years.

List Options

Access the Asset Inquiry Routine for the highlighted asset.

Drill Down

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Materials Management Batches

Overview of Drilling Into Materials Management Batches

You can use the GL Drill Down Reporting function to drill into MM batches. If you select a batch on the Process Drill Down Summary screen that originated in an MM database, the Process Drill Down MM-AP Invoice Accruals screen, Process Drill Down Department Period End Summary screen, or Process Drill Down Inventory Period End Summary screen appears (depending on the type of batch you select).

Process Drill Down MM-AP Invoice Accruals Screen

Use this screen to drill into a payables accrual batch from the account selected on the Process Drill Down Detail screen.

MM/AP payables accrual batches contain the following types of transactions.

• Detailed credit/debit by PO

• A single credit/debit to offset the detail

Selecting a Transaction with no PO

If you select an offsetting transaction on the GL Process Drill Down Detail screen, the system displays the following prompt (since the transaction does not contain detail pertaining to a specific PO).

"No Purchase Order Data associated with this transaction. Replace the current selections with the offsetting account types from the batch?"

To return to the screen with Select

Current selections. Cancel

Detail transactions from the asset accounts which make up the offsetting transaction.

Assets

Detail transactions from the expense accounts which make up the offsetting transaction.

Expenses

If you select Asset or Expense, you can then process the new selections. When you press from the new set of selections, you return to the previous screen with the previous selections.

Note: The offsetting account types can include tax totals.

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Selecting a Transaction with a PO

If you select a transaction with an associated PO on the GL Process Drill Down Detail screen, then the Process Drill Down MM-AP Invoice Accruals screen appears. The top of this screen displays the PO Number, Purchasing Facility, Vendor, and Last Line for the PO identified at the top of the screen. The middle of the screen displays each PO line associated with the selected account and the Ordered Amount and Qty, Received Amount and Qty, Invoiced Amount and Qty, and Current Accrual appear on each line. The line amounts and quantities displayed are current as of the present day. The accrual amount displayed may not match the accrual amount from the GL batch, because further PO and Invoice processing may have taken place to modify the amounts and quantities. The screen displays the Item, Item Description, Dictionary, and PO Price per UP on the bottom of the screen for the highlighted line.

The following two buttons appear on this screen.

To do this Select this button

Print the Exception, Prepaid Invoices, List External Offsets, and Accrual Aging reports. You can also access the PO Inquiry Routine via this button.

List Options

Access the Invoice Inquiry Routine for the selected invoice.

Drill Down

Process Drill Down Department Period End Summary Screen

The screen displays totals of inventory activity for the selected account and period for each inventory associated with the selected account. The following information is displayed:

• Xfer In • Pt Issue

• Xfer Out • Adjust

• Dept Iss • Posted to GL

• Dept Ret

For asset accounts, the system displays the following information on the bottom of the screen for the highlighted entry:

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• Purchasing Facility • Computed Close

• Open • Stock File Close

• Initial • Close Diff

• Receipts • Usage

• Posted to GL • Turnover

For expense accounts, the system displays the Purchasing Facility and Taxes on the bottom of the screen for the highlighted entry:

The following two buttons appear on this screen.

To access the Select this button

Department Detail by Category, Department Summary by Category, Department Six Period Detail, Department Twelve Period Summary, Department Detail by GL Account, and Department Summary by GL Account reports.

List Options

Process Drill Down Department Period End Detail screen.

Drill Down

Process Drill Down Department Period End Detail Screen

On this screen, there is an entry for each stock in the selected inventory which had activity in the specified period which contributed to the Process Drill Down Detail screen in GL. The information that is displayed for each stock (and the additional information displayed for the highlighted stock) is the same as on the Process Drill Down Department Period End Summary screen.

The following two buttons appear on this screen.

To do this Select this button

Access the Department Detail by Category, Department Detail by GL Accounts, Daily Department Detail, and Patient Charge Summary reports.

List Options

Access the Stock Inquiry Routine for the highlighted stock (only one stock at a time).

Drill Down

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Process Drill Down Inventory Period End Summary Screen

This screen appears if you drill into a period end MM states batch from the GL Process Drill Down Detail screen.

The screen displays totals of inventory activity for the selected account and period for each inventory item associated with the selected account. The following information is displayed:

• Xfer In • Pt Issue

• Xfer Out • Adjust

• Dept Iss • Posted to GL

• Dept Ret

For asset accounts, the system displays the following information on the bottom of the screen for the highlighted entry:

• Purchasing Facility • Computed Close

• Open • Stock File Close

• Initial • Close Difference

• Receipts • Usage

• Posted to GL • Turnover

For expense accounts, the system displays the Purchasing Facility and Taxes on the bottom of the screen for the highlighted entry:

The following buttons appear on this screen.

To do this Select this button

For asset accounts: Print the Inventory Detail, Inventory Summary, Inventory Summary by Asset Account, Inventory Summary by Tax Account, Inventory Six Period Detail, GL Report by Inventory, and GL Summary reports.

For expense accounts: Print the Department Detail by Category, Department Summary by Category, Department Six Period Detail, Department Twelve Period Summary, Department Detail by GL Account, and Department Summary by GL Account reports.

List Options

For asset accounts: Access the Process Drill Down Inventory Period End Detail screen.

For expense accounts: Access the Process Drill Down Department Period End Detail screen.

Drill Down

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Process Drill Down Inventory Period End Detail Screen

This screen displays an entry for each stock in the selected inventory that had activity in the specified period that contributed to the Process Drill Down Detail screen in GL. The information that is displayed for each stock (and the additional information displayed for the highlighted stock) is the same as on the Process Drill Down Inventory Period End Summary screen.

The following buttons appear on this screen.

To do this Select this button

Access the Net Change and Inventory Detail reports.

List Options

Access the Stock Inquiry Routine for the highlighted stock (only one stock at a time).

Drill Down

Note: The Inventory Detail Report displays all stock items for the inventory regardless of the selected asset account.

Order Entry Batches

Overview of Drilling Into Order Entry Batches

You can use the GL Drill Down Reporting function to drill into Order Entry batches. If you select a batch on the Process Drill Down Detail screen that originated in an OE database, the Process Drill Down Order Entry Detail screen appears.

Process Drill Down Order Entry Detail Screen

You access this screen when you drill into a batch that originated in Order Entry. The screen displays the following information for the selected batch.

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• Order No • Transferred Status

• Procedure • Debit Amount

• Category • Credit Amounts

• Site

If you drill into an OE batch that originally had bad account numbers, the system asks you if you want to include the original accounts (from OE) on this screen. An asterisk appears in the column next to Order No field, for batches that originally had a bad account in OE and were edited to the selected account. When you select a batch that was edited to the selected account, the system displays the original GL account in the Original GL Account field.

The following buttons appear on this screen.

To do this Select this button

Run the List GL Batch or List GL Batch by Account reports for the selected date. You can also access the View OE Payment Procedure Dictionary Routine via this button.

List Options

Print the List Daily Log Routine for the selected date, category, and site.

Drill Down

Payroll Personnel Batches

Overview of Drilling Into Payroll Personnel Batches

You can use the GL Drill Down Reporting function to drill into P/P batches. If you select a batch on the Process Drill Down Detail screen that originated in a P/P database, the Process Drill Down Payroll Period End Detail screen appears.

Note: To drill into P/P batches in GL Drill Down Reporting, you must have access to the information as defined in the P/P Access Dictionary.

Process Drill Down Payroll Period End Detail Screen

On this screen, the following information for the selected batch transactions appears.

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• Payroll (except for FSA Checking batches)

• Debit amount

• Employee Number • Credit amount

• Transaction description • Type

The screen displays the activity date, GL batch comment, and GL batch transaction description for the entry at the bottom of the screen.

The following buttons appear on this screen.

To do this Select this button

Print the GL Detail Report (restricted to the Payroll and GL Period for the highlighted entry), View the Check Report, or View the Direct Deposit Report associated with the transaction.

List Options

Access the View Payroll screen or the selected transaction (only for Regular checks, Special Checks, and Voids).

Drill Down

Types of Batches From P/P (Process Drill Down Payroll Period End Detail Screen)

The Payroll/Personnel Module sends the following types of batches to GL that you can access via the GL Drill Down function on the Process Drill Down Payroll Period End Detail screen.

• Regular checks • Accruals

• Special Checks and Voids • Flex Vacation Selling Liability Transfers

• Benefit Adjustments • FSA Claims and Checks

Regular Checks

Regular Checks batches contain detail from which the exact matching transactions can be derived. The system can match each of the transactions in the GL Batch to a corresponding transaction from P/P.

When the same GL Account is used for both EMPLOYEE WITHHOLDING and the EMPLOYER CONTRIBUTION transactions, the detail corresponding to both types of entries appears on the Process Drill Down Payroll Period End Detail screen. Where applicable, the specific affected entry also appears. For example, for a Benefits entry, the corresponding Earning appears. For the highlighted entry, you can further drill into the specific timecard to view the additional detail.

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Special Checks and Voids

Special Checks and Voids batches are similar to the Regular Checks batches. For Special Checks and Voids additional information can appear on the Process Drill Down Payroll Period End Detail screen that matches the account and type of batch transaction (SPECIAL CHECKS, SPECIAL CHECK PAYMENTS, VOID CHECKS, VOID CHECK PAYMENTS) selected. To limit the amount of data on the screen, the system displays either debits or credits (based on the selection made). For the highlighted entry, you can further drill into the specific timecard to view the additional detail.

Benefit Adjustments

In Benefit Adjustments batches, all of the transactions are of the same type, although the specific benefit differs and allows some differentiation between the entries. Since this activity in this type of batch does not correspond to a specific timecard, you cannot drill into this batch any further.

Accruals

Accruals batches can be both the accrual and reverse accrual batches. The Benefit, Earning, or Withholding affected appears in the detailed transaction description (similar to Regular Check batches). Since this activity in this type of batch does not correspond to a specific timecard, you cannot drill into this batch any further.

Flex Vacation Selling Liability Transfers

Flex Vacation Selling Liability Transfers batches display the affected Benefit or Withholding. The specific entry appears in the detailed transaction description. Since this activity in this type of batch does not correspond to a specific timecard, you cannot drill into this batch any further.

FSA Claims and Checks

FSA Claims and Checks batches display the corresponding Flexible Benefits transactions. Since this activity in this type of batch does not correspond to a specific timecard, you cannot drill into this batch any further.

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Purging & Archiving

Overview of Purging and Archiving in GL You can use the General Ledger purging routines to manage the space on your live HCIS. Use the purge routines to free space on the live HCIS by removing transaction detail associated with money and statistics batches that are at least 18 periods old.

Note: The ability to archive data requires licensing and implementing MEDITECH's Data Archiving Application. If your organization has not licensed Data Archiving, please contact your marketing consultant for additional information.

If your system is configured to use MIS Archiving, you can use the purging and archiving routines together to

• manage your space on your live HCIS

• archive appropriate historical batch detail

To configure your system for archiving, have your MEDITECH Applications Specialist enter MIS ARCH at the Purge Storage prompt in the GL parameters.

The following graphic illustrates how the GL purging (and archiving) routines work.

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Reconciling Archival Information To reconcile archival information with an account summary, the following conditions must be true:

• every transaction was originally posted via a batch (as opposed to via tape conversion)

• all transactions were archived in the same purge

• no prior period adjustment amounts have been posted to that period since the purge

• only one purge included that period

Overview of GL Purge Routines

To Use this routine

Prepare batch detail data for purging and make transactions unavailable for listing

Purge Batch Detail Data

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To Use this routine

Compile data into reports and send to MIS Outbox (if your system is configured for MIS Archiving)

Note: The post-to periods of batches to be purged must be 18 periods before the current open period.

Purge Batch Detail Data

Print a list of purge runs List Purges

Resend data compiled by the Purge Routine to MIS Outbox (if your system is configured for MIS Archiving)

Re-Archive Data for a Purge Run Routine

Irretrievably remove data from your system Delete Batch Detail Data Removed by Purge Run

Purge Batch (Detail) Data Routine

Overview Purge Batch Detail Data Routine

This routine is the first step in purging batch detail periodically to free space in your live database. The routine prepares the data to be purged and makes the batch detail unavailable to be listed. Then, after the length of time defined in your GL parameters to wait before deleting data passes, use the Delete Data Removed by Purge Run Routine to permanently remove the data from the live database.

The Purge Batch Detail Data Routine makes inactive all transactions from both money and statistics batches up to and including a selected post-to period, which must be at least 18 periods earlier than the current open period.

Note: If a batch's date is still open, the batch is not purged.

MIS Archiving

If your system is configured to use MIS Archiving, this routine prepares the data into a report and sends it to the MIS Outbox for archiving. The report is sorted by period, then by account.

Purge Run Numbers

The routine assigns a number to each collection of transactions purged together. This occurs regardless of whether you are using archival storage. Use the number to identify the purge run you need when you actually remove the data (using the Delete Data Routine).

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Purge Routine Guidelines

The following guidelines apply to the Purge Batch Detail Data Routine.

• Print Detail Trial Balances for the General Ledger and for all subsidiary ledgers to make sure they are correct.

• You must retain at least 18 periods' worth of batch information on the system.

If your organization is not configured for archiving via MIS, MEDITECH recommends retaining copies of the batches on tape or microfiche should problems arise in the future. Follow your health care organization's policies for maintaining historical records.

Note: Do not confuse this routine with the Delete a Batch Routine. The Delete aBatch Routine sets entire OPEN batches to DELETED, but they are still present on the system (they can still be listed and copied).

Data Affected by the Purge Routine

The Purge Batch Detail Data Routine removes from the live HCIS detail transactions from batches whose post-to period is before or equal to the period you enter. All transactions associated with the selected batches are also purged (including entry numbers, descriptions, and debit or credit amounts).

The routine affects transactions from both of the following:

• POSTED, SUMMARIZED or DELETED regular batches

• DELETED recurring batches

The routine does not affect OPEN recurring batches.

Account Balances

Purging has no effect on account balances. Only the supporting detail from the batches is removed from the system.

The total debits and credits posted to an account in a given period are always available on-line and via reports, for example, Account Inquiry. The same is true of statistics accounts' activity.

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Halting the Purge

If the Purge Batch Detail Data Routine is currently running in the background, and you decide to halt the purge, choose this routine again. A system message appears notifying you of the user, device, and start time and date.

After you press <Enter>, the following prompt appears: Terminate the background job?

To halt the purge, enter Y. If your system is not configured for archival storage, the routine halts after finishing the batch it was purging at the time.

If your system is configured for archival storage, the routine may or may not have gotten far enough to actually transfer the data to disk.

• If the routine had not begun transferring any data to MIS, the routine halts without affecting current data.

• If the routine actually had begun transferring data, the purge continues.

Note: The purge continues to prevent a situation where partially-purged batches are transferred to MIS, while partially-archived accounts remain in the live ring.

List Purges Routine Use this routine to list the purges of GL batch detail that have been performed. You can select a range of start dates, and you can restrict the list to only those purges which include batch detail for a selected period (and later).

When to Use this Routine

This list helps you to track the purges performed on your system. This list is especially useful if your health care organization is using archival storage via MIS, because it helps you to identify when a particular transaction was purged.

For each purge, the report includes the following information:

• purge number

• whether your system was set up for archival storage at the time the purge was run

• THRU PERIOD entered at the time of the purge

• status of the purge

• user who ran the Purge Batch Detail Data Routine

• date and time the purge started

• date and time the purge finished

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Re-Archive Data for a Purge Run Routine If your system is configured for MIS Archiving, you can use this routine to resend batch detail data, as compiled by the Purge Batch Detail Data Routine, to the MIS Outbox. You would do this after running the Purge Batch (Detail) Data Routine if some problem prevented the GL Purge Batch (Detail) Data Routine from sending data to MIS Outbox successfully

This routine is available for use only during the time span between the events below:

• after a user runs the Purge Batch (Detail) Data Routine

• before a user runs the Delete Batch Detail Data Removed by Purge Run Routine

Your organization determines the minimum number of days to wait between running the two routines for entry in the GL parameters.

Delete Batch (Detail) Data Removed by Purge Run Routine

Delete Batch Detail Data Removed by Purge Run Routine

Use this routine to permanently remove batch data from the database for the purposes of freeing up space on the server.

If your organization uses archiving via the MIS Outbox, be sure to verify the integrity of the data on the archival medium before running this routine.

Restrictions on the Routine

You can use this routine only after the following conditions are met.

• A user has run the Purge Batch Detail Data Routine.

• The time period specified in the GL parameters has passed.

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Security

General Ledger Security Overview To ensure the integrity of all the financial information generated by your health care enterprise, it is important to establish security in the General Ledger Module.

You do this by placing access restrictions on General Ledger users. Access restrictions can provide or deny access to tasks and information for each user as appropriate.

You can define a user's Access Restrictions for

Using the

For instructions, click here

GL Menus and Routines NPR Process Menus Routine

NPR Copy Menus Routine

Financial Data and a Pre-Defined Set Of GL Routines

MIS Enter/Edit User Dictionary Routine (Financial Data Access Type prompt)

GL Process Screen Menus and Routines

GL Access and Option Set Dictionary

Journals MIS GL Journal Dictionary

Budget Files GL Enter/Edit Budget User Access Routine (User Access prompt)

Allocation Tables GL Process Allocation Tables Routine (User Access prompt)

Report Writer Reports GL Process Report Definitions Routine (User Access prompt)

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Restricting Access to Financial Data and Pre-defined Sets of GL Routines

Restricting Access to Financial Data

You can restrict access to financial data by assigning a financial data access type to a user.

For example, suppose you want to prevent a user from accessing financial data relating to Corporation 02.

1) Use the MIS Enter/Edit User Dictionary Routine to assign the user with a financial data access type of CORPORATION.

2) Enter the corporations to which the user should have access at the Restrict To prompt. Do not include Corporation 02 in this list.

After you define a user in this way, the user cannot access financial data for Corporation 02.

Restricting Access to a Pre-defined Set of GL Routines

You can restrict access to a pre-defined set of GL routines by assigning a financial data access type to a user.

For example, by assigning a financial data access type of NONE to a user (in the MIS User Dictionary) you limit that user's access to those GL routines which correspond to that financial data access type. In the case of NONE (the most restrictive access level) the user can not edit or compile data.

How to Restrict Access to Financial Data and a Pre-defined Set of Routines

To restrict user access to financial data and a pre-defined set of routines:

1) Determine which Financial Data Access Type should be assigned to the user.

A) Determine which GL routines should be accessible to the user.

The Financial Data Access Type you assign to the user provides the user with access to a pre-defined set of GL routines.

For example, more routines are available to a user with a broad financial data access type (such as CORPORATION) than to a user with a narrow financial data access type (such as NONE).

B) Determine which financial data should be accessible to the user.

If you assign a financial data access type of ALL or NONE, the financial data accessible by the user is pre-defined by the system. If you assign a financial data access type of

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CORPORATION, DEPARTMENT OR SUMMARY, you then specify the financial data accessible by the user.

For example, suppose you want to provide the user with access to financial data (accounts) relating to Corporation 01 and 02. First you must assign the user with a financial data access type of CORPORATION. Then you must define Corporation 01 and 02 as the corporations whose financial data (accounts) this user can access.

2) In the MIS Enter/Edit User Dictionary Routine, enter the mnemonic of the user for whom you want to restrict access to financial data and routines

3) Click on the Report Writer/Financial tab.

4) At the Financial Data Access Type prompt, enter the Financial Data Access Type (which you determined in step 1) which provides the selected user with the appropriate access to financial data and routines.

5) If you are restricting access by ALL or NONE, proceed to step 7.

6) If you are restricting access by DEPARTMENT, SUMMARY, or CORPORATION, enter the department, corporation or summary level values to which you want to restrict user access. The table below explains which entries are required for each Financial Data Access Type.

If you are restricting by Enter the following information

CORPORATION At the Restrict to prompt, enter the CRP component values for those corporations to which you want to provide user access.

DEPARTMENT At the Restrict to prompt, enter the DPT component values for which you want to provide user access.

SUMMARY At the Component/Summary Level prompt, enter the department summary level for which you want to provide user access. At the Restrict to prompt enter the department summary level values which roll up to the selected department summary level.

7) File your entry.

Result

The user's access is limited to assigned financial data. Other financial data to which the user does not have access does not appear on any Lookup in any GL routine, and thus cannot be accessed or printed by the user.

For example, suppose a user's access to financial data is limited to Corporation 02. If the user performs a GL routine (such as an Account Inquiry) to view financial data (accounts) in Corporation 03, those

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accounts do not appear in the Lookup and thus the user cannot access or print them.

Restricting Access to GL Routines and Menus

Restricting Access to GL Routines

You can restrict access to GL routines by removing them from the GL Module.

For example, suppose you want to remove a user's access to the Close Days Routine. To do so, you can remove the Close Days Routine from the GL Module for that user.

1) Use the NPR Process Menus Routine to create a custom menu which does not include the Close Days Routine.

2) Assign this custom menu to both the user and the GL Module from the MIS User Dictionary.

After you assign this custom menu to the user and the GL Module, the Close Days Routine does not appear in the GL Module for that user; thus, the user's access to that routine is removed.

Restricting Access to GL Menus

You can restrict access to GL menus by removing them from the GL Module.

For example, assume you want to remove a user's access to the General Ledger's System Maintenance Menu. Use the following steps to remove the System Maintenance Menu from the GL Module for that user.

1) Use the NPR Process Menus Routine to create a custom menu that does not include the System Maintenance Menu.

2) Assign this custom menu to both the user and the GL Module from the MIS User Dictionary.

After you assign this custom menu to the user and the GL Module, the System Maintenance Menu does not appear in the GL Module for that user.

Restricting Access to GL Process Screen Routines

You can restrict access to routines located on GL process screens by using the GL Access and Option Set Dictionaries.

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For example, suppose you want to remove a user's access to the Create New Batch Routine (located on the Process Money Batches screen).

1) Use the GL Option Set Dictionary to set up an option set for the Process Money Batches without the Create New Batch Routine.

2) Use the Access Dictionary to define an access level so all similar users have the appropriate option set.

After you do this, the Create New Batch Routine does not appear on this user's process screen and thus is not accessible.

Restricting Access to GL Process Screen Menus

You can restrict access to menus located on GL process screens by using the GL Access and Option Set Dictionaries.

For example, suppose you want to remove a user's access to the Post Options Menu (located on the Process Money Batches screen).

1) Use the GL Option Set Dictionary to set up an option set for the Process Money Batches without the Post Options Menu.

2) Use the Access Dictionary to define an access level so all similar users have the appropriate option set.

After you do this, the Post Options Menu does not appear on this user's process screen and thus is not accessible.

Restricting Access to GL Features

Restricting Access by Journals

You can restrict access to journals from the MIS Journal Dictionary.

For example, suppose you want to remove a user's access to the GEN journal. To do so, use the MIS Enter/Edit Journal Dictionary Routine to remove a user from the list of authorized users for that journal. After you do this, the GEN journal does not appear on any Lookups in any routines accessed by the user. The user cannot post any accounts using the GEN journal.

Note: When assigning access to a journal, if no users are entered into the list of assigned users at the Users prompt, then all users have access to that journal.

How to Restrict User Access by Journals

To restrict access by journals

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1) In the MIS Journal Dictionary, identify the mnemonic of the journal to which you want to restrict user access (at the Mnemonic prompt).

2) At the Users prompt, enter the mnemonics of those users who should have access to the selected journal. If no users are entered into this prompt then all users have access to this journal.

3) File your entry.

Result

For a user who does not have access to the journal

• the journal does not appear on any lookups from any GL routines

• the user cannot change information in this journal

• debit and credit amounts for this journal's batches do not appear on the List Unposted Batches report

Restricting Access to Budget Files

You can restrict access to budget files by using the GL Enter/Edit Budget User Access Routine.

For example, suppose you want to remove a user's access to the "Adam Smith" budget file. To do so, use the GL Enter/Edit User Access Routine to remove the user from the list of authorized users for that budget file. After you do this, the budget file does not appear on any Lookups in any GL routines and thus none of the information in this budget file can be changed by the user.

Note: When assigning access to a budget file, if no users are entered into the list of assigned users at the Restrict Access to Users prompt, then all users have access to that budget file.

How to Restrict User Access to a Budget File

To restrict user access to a budget file

1) In the GL Enter/Edit Budget User Access routine, enter the budget file to which you want to restrict user access (at the Budget prompt).

2) At the Restrict Access to Users prompt, enter the mnemonics of those users who should have access to the selected budget file. If no users are entered into this prompt then all users have access to this budget file.

3) File your entry.

Result

For a user who does not have access to the budget file

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• the budget file does not appear on any Lookups from any GL routines

• the user cannot change the information in this budget file

Restricting Access to Allocation Tables

You can restrict access to allocation tables by using the Enter/Edit User Access function on the GL Process Allocation Tables screen.

For example, suppose you want to remove a user's access to the "Susan Smith" allocation table. To do so, use the GL Process Allocation Tables Routine to remove the user from the list of authorized users for that allocation table. After you do this, the allocation table does not appear on any Lookups in any GL routines and thus none of the information in the allocation table can be changed by the user.

Note: When assigning access to an allocation table, if no users are entered into the list of assigned users at the Restrict Table to User(s) prompt, then all users have access to that allocation table.

How to Restrict User Access to an Allocation Table

To restrict user access to an allocation table

1) On the GL Process Allocation Table screen, identify the allocation table to which you want to restrict user access (at the Table prompt).

2) Click on the Enter/Edit User Access button.

3) At the Restrict Table to User(s) prompt, enter the mnemonics of those users who should have access to the selected allocation table. If no users are entered into this prompt then all users have access to this allocation table.

4) File your entry.

Result

For a user who does not have access to the allocation table

• the allocation table does not appear on any Lookups from any GL routine

• the user the cannot change the information in this allocation table

Restricting Access to Report Writer Reports

You can restrict access to compiled reports from the Enter/Edit User Access function on the GL Process Report Definitions screen.

For example, suppose you want to remove a user's access to the "Jane Wyman" report. To do so, use the GL Process Report Definitions Routine to remove the user from the list of authorized users for that report. After

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you do this, the report does not appear on any Lookups in any GL routines and thus none of the information in this report can be changed by the user.

Note: When assigning access to a report, if no users are entered into the list of assigned users at the Restrict Report to User(s) prompt, then all users have access to that report.

How to Restrict User Access to a Report

To restrict user access to a Report Writer report

1) On the GL Process Report Definitions screen, identify the report to which you want to restrict user access (at the Mnemonic prompt).

2) Click on the Enter/Edit User Access button.

3) At the Restrict Report to User(s) prompt, enter the mnemonics of those users who should have access to the selected report. If no users are entered into this prompt then all users have access to this report.

4) File your entry.

Result

• For a user who does not have access to the report, the report does not appear on any Lookups from any GL routines

• the user cannot change the information in this report

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Dictionaries and Parameters

GL Option Set Dictionary

Overview of the Option Set Dictionary

Use the Option Set Dictionary to create option sets with specific groups of routines, for each of the following process screens:

• Process Allocation Log (Actual)

• Process Allocation Log (Budget)

• Process Allocation Table

• Process Money Batches

• Process Statistics Batches

• Process Report Definition

The process screens are then assigned to users via the Access Dictionary.

MEDITECH provides a standard entry for each process screen in this dictionary. The mnemonic for each standard entry contains the word ALL. You can use these entries or create your own entries.

In the Option Set Dictionary you can also

• select buttons that appear at the top of the processing screen

• edit the descriptive text for the button

• select a hot key to press as an alternative to clicking the button with the mouse

• develop menus for buttons

If you want a button to contain a menu, you can specify the routines to appear on the menu. Available routines are limited by the process screen already defined for the option set.

Example of Associating Routines with the Option Set and Access Dictionaries

Editing Existing Menu Entries

In the Option Set Dictionary, if you are editing an existing option set button's menu (M appears in the Menu/Routine prompt), place the cursor in any of the following prompts and click on or press <Ctrl> + <→>.

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• Button

• Menu/Routine

• Tool Tip

• Key

The entries for the button's menu appear at the bottom of the screen and the cursor jumps to the second Routine prompt. Make all necessary edits and then click on or press <Ctrl> + <←> to return to the Button prompt.

GL Access Dictionary

Overview of th Access Dictionary

Use the Access Dictionary to

• define user access mnemonics

• assign users to an access mnemonic

• authorize the access mnemonic to perform a preset group of routines within the screens. This preset group of routines is defined in the Option Set Dictionary.

• deny a user access to option sets

MEDITECH provides a standard entry (ALL) in this dictionary. You can use this entry or create your own entries.

Define User Access Mnemonics

As you build the Access Dictionary, you define clusters of users that share access to the same routines. You can tailor each mnemonic's level of access to match a user's job responsibilities.

For example, clerks who just enter batch information could have a different access mnemonic than those who can delete, freeze, or post batches.

You can set up as many access mnemonics as necessary, but you cannot assign a user to more than one access mnemonic.

Deny a User Access to Option Sets

In the Access Dictionary, use one of the following methods to prevent users from performing specific tasks.

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• Create a specific access mnemonic for users by entering only option sets containing those routines to which you want them to have access.

• Do not enter users under an access mnemonic containing options sets with the routine you want to protect.

For example, to prevent a user from deleting batches, enter the user under an access mnemonic that has no access to option sets that use the Delete Batch Routine.

Only users entered at the User prompt for an access mnemonic have access to the routines controlled by the Access Dictionary. Without being entered in an access mnemonic, a user cannot access any routines on the process screens.

Using the GL Option Set and Access Dictionaries

Overview of Controlling Access Security Using the Option Set and Access Dictionaries

MEDITECH's Process screens provide the ability to maintain all information for this module. Therefore, it is necessary to ensure that you maintain security controls over the employees who are using the Process screens. This security enables you to protect your information and divide the responsibilities for maintaining the information among specific groups of employees.

You use the following dictionaries to maintain module security.

• Option Set

• Access

Overview of the Creating Security Levels Example

Assume that you are setting up a new option set that includes only specific accounting routines. You must also assign a group of users to the new option set.

This example illustrates how you define the option set in the Option Set Dictionary, and then you assign users to the option set via the Access Dictionary. This example takes you step-by-step through the process of creating security levels.

Note: Each topic in this example displays the section of the screen the topic is describing. The boxed numbers correspond with a step. You can also click on any prompt on these screen images for information about the prompt.

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Editing and Deleting Buttons

Editing Buttons

You can edit the following button information.

To change Action Result

Menu to routine At the Menu/Rout prompt, change M to R.

Eliminates the existing menu for the button. You must then define a routine.

Routine to menu At the Menu/Rout prompt, change R to M.

You create a menu for the button.

Click on to return to the Button prompt.

Deleting Buttons

Select the button and press <Delete>. If the button has a menu, the menu is also deleted.

Link Users (via the Access Dictionary)

Link users to the process screen via the Access Dictionary using the following steps.

Step 1) Enter the mnemonic, active status, and description for the

Access Dictionary entry. 2) At the Screen field, enter the process screens to which you

are giving the users access. 3) In the User prompt, enter the users you are authorizing to

use the process screens. 4) File the Access Dictionary entry.

All authorized users you entered can now use the process routines.

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GL Dictionaries in the MIS system

Overview of the MIS GL Dictionaries

The MIS GL Dictionaries allow you to maintain the information necessary for your financial organization to function. Dictionaries perform no specific tasks (such as processing batches). Instead, dictionaries store most of the information you need to accomplish these tasks.

These dictionaries reside in the MIS Module because they are shared by all financial modules. These dictionaries can be separated into two categories:

• dictionaries for creating and maintaining your chart of accounts

• dictionaries for tasks shared among several modules

Dictionaries for Creating and Maintaining Your Chart of Accounts

Overview of Dictionaries For Creating and Maintaining Your Chart Of Accounts

Use the following dictionaries to create your chart of accounts.

To Use

Define money and statistics accounts used throughout the feeder modules.

MIS GL Accounts Dictionary

Identify the components that make up each account class your health care organization defined and verify information pertaining to each account class.

MIS GL Class Dictionary

Identify and verify the reporting structure (components, super-components, summary levels, and summary paths) your organization defined.

MIS GL Components Dictionary

Define the components, super-components and summary level values that your organization uses to create its chart of accounts.

MIS GL Component and Summary Values Dictionary

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MIS GL Account Dictionary

Overview of the MIS GL Account Dictionary

Use this routine to define

• money and statistic accounts used throughout the General Ledger (GL) and feeder modules

• control accounts

• subsidiary accounts

Note: Before you create accounts, run the List Account Classes Report and List Component & Summary Values Report. These reports show the component level and summary level values and the components that make up the account patterns for each account class.

Creating GL Accounts

Creating Money and Statistics Accounts

Use the Enter/Edit MIS GL Account Dictionary Routine to create money and statistics accounts for use in the General Ledger and feeder modules.

To use this routine, select the account class for which you are creating an account. When you identify the account class (for example, "1"), the class account pattern automatically appears at the Pattern prompt. The account number you enter at the Number prompt must conform to this pattern for the account to be created.

Then, specify the following account information:

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• a combination of component numbers in the specified pattern

• whether the account is ACTIVE or INACTIVE

• a mnemonic to identify the account (optional)

• an account description

• any existing system accounts that map to the identified account (required for tape conversions)

After you enter this information, the routine checks whether the account number you entered is valid. To be valid, the following must be true:

• the account number matches the account pattern for the class

• all of the component values that make up an account exist

• if you are creating an account that contains a super-component, the super-component value must be defined

If these conditions have been met, the routine creates the account number when you file the entry.

Subsidiary Accounts

Overview of Subsidiary Accounts

MEDITECH's MIS Module allows you to create control accounts and subsidiary accounts to break down an account into separate classifications. For example, you might want to use these subsidiary accounts to monitor expenditures on large projects.

Transactions are posted to control accounts via their subsidiary accounts. However, only account detail from regular (non-subsidiary) accounts appears on compiled reports and on most standard reports (one exception is the Account Inquiry Report). The GL Module provides a separate set of standard subsidiary reports to monitor subsidiary account information.

Example of Using Subsidiary Accounts

Suppose your organization is building a new wing. To do so, it uses a variety of resources. During construction, you need to monitor these resources to determine the final cost of the project. When the project is complete, you need to divide the cost of the new asset into appropriate classifications (for example, labor and materials). Control accounts and subsidiary accounts allow you to easily monitor these expenses.

In addition to making it easier to separate areas of a completed project, subsidiary accounts allow you to see which areas are over or under budget at any time during the project.

Each control account can have several subsidiary accounts. The system automatically posts the activity of each subsidiary account to its associated control account. For example, a

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control account might be labeled CONSTRUCTION IN PROGRESS. Within that control account, separate subsidiary accounts might be labeled LABOR and MATERIALS.

Restrictions on Control and Subsidiary Accounts

The following restrictions apply to control and subsidiary accounts. You cannot

• create a control account (that is, assign a control code) from an account that contains any posted transaction amount

• inactivate a control account that has subsidiary accounts

• convert a control account back to a regular (non-control) account if the control account has subsidiary accounts assigned to it

• budget a subsidiary account (you can budget control accounts only)

• refer to subsidiary accounts in reports created with the GL Report Writer

Creating Subsidiary Accounts

Before you can create a new subsidiary account in the MIS GL Account Dictionary, you need to create its control account. You can also assign a subsidiary account to a previously-created account number (that is, convert a previously-created account into a control account) if the account number has no transactions posted to it.

Creating a Control Account To create a control account follow the instructions in the graphic.

After you create the control account, you can create its subsidiary accounts.

Creating a Subsidiary Account To create a subsidiary account follow the instructions in the graphic.

Creating a Control Account

To create a control account in the MIS GL Account Dictionary, follow these steps.

1. Enter the account number for the control account.

2. Assign a control code.

3. After you complete the information for the dictionary entry, file the entry. The system prompts you to create a control account.

Creating a Subsidiary Account

To create a subsidiary account in the MIS GL Account Dictionary, follow these steps.

1. Enter the account number for the subsidiary account you are defining.

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2. After you complete the information for the dictionary entry, file the entry. The system prompts you to create a subsidiary account.

Creating Accounts by Combination

Overview of Create MIS GL Accounts by Combination Routine

Use this routine to create multiple accounts based on combinations of components or summary level values you select. For example, you might create multiple revenue accounts by using the following sets of component values:

• Corporation (CRP) values 01 through 03

• Generic Department (GDP) values 3010 through 3050

• Revenue Object Code (ROC) values 1010 and 1030

Using this routine eliminates the repetitive task of entering each account separately.

Using the Create MIS GL Accounts by Combination Routine

This routine assigns multiple component values to the account pattern associated with an account class you identify.

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After you select the account class (for example, "1") for which you are creating the accounts, enter the component values to be combined. You can also enter sets of component or summary level values to be combined (for example, GDP values 3000 through 3030).

Note: You must select values for all of the components found in the identified account pattern.

If you specify summary level values, the routine combines only component values that report to the identified summary level values.

If all selections are valid, the routine creates the appropriate accounts.

Note: An account is not created if

• it already exists

• its component values are inactive or do not exist

Listing GL Accounts

Overview of Listing GL Accounts

MEDITECH's MIS Module allows you to view and print a list of both the ACTIVE and INACTIVE accounts in your GL chart of accounts. Use the List MIS GL Accounts Dictionary Routine to view a list of regular GL Accounts, or use the List MIS GL Subsidiary Accounts Routine to view a list of control accounts and their subsidiary accounts. You can also include any previous account conversion information in your list of GL Accounts.

Sorting a List of GL Accounts

The List MIS GL Accounts Dictionary and the List GL Account Dictionary (with Conversions) routines allow you to employ primary sort criteria, secondary sort criteria, or both. Use these criteria to determine or change the order in which the accounts on your report appear.

You can also insert a page break based on a primary or a secondary sort value. Each time the value of the sort changes, the system starts a new page. For example, you can insert a page break for a primary sort by CRP. Each time the report accesses a new value for CRP, the system prints the accounts on a new page.

Listing Accounts Outside the Sort Criteria At the Undefined Order prompt, you can determine where the accounts that do not meet the sort criteria appear on your account list. You can print these accounts either before or after accounts that do meet the sort criteria you specify.

For example, suppose you want to

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• list accounts from all your money classes

• sort asset and liability accounts by class

• sort revenue and expense accounts by department first and then by class

However, the department (DPT) component found in revenue and expense accounts does not apply to asset or liability accounts. To sort the accounts so that they meet the criteria specified above,

1) At the Primary Sort prompt, enter DPT

2) At the Secondary Sort prompt, enter CLASS

3) Then, specify where accounts that do not contain the DPT component should appear on the report. To do this, at the Undefined Order prompt, enter − FIRST (to list these accounts before those that fit the sort criteria) − LAST (to list these accounts after those that fit the sort criteria)

Notes: Only accounts containing component values that report to the specified summary level values (at next prompt) appear on the report.

Like the Primary Sort prompt, the Secondary Sort prompt contains its own set of Page Break and 'Undefined' Order prompts.

List MIS GL Account Dictionary Routine

Use this routine to print a list of the GL accounts in your system. You can restrict this report by

• account status (ACTIVE, INACTIVE, or both)

• a combination of accounts based on component or summary level values

• a range of accounts (money accounts, statistics accounts, or both)

• accounts created after a certain date

The report includes the following information.

• account number

• mnemonic (if any)

• account status (ACTIVE or INACTIVE)

• account class and type

• corporation

• control code (if any)

• account description

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List MIS GL Accounts Dictionary (with Conversions) Routine

Use this routine to list accounts that have conversion information defined in the MIS GL Accounts Dictionary. This routine allows you to determine which accounts (if any) map to your previous general ledger system.

The report includes the following information.

• account number

• mnemonic (if any)

• account status (ACTIVE or INACTIVE)

• account class and type

• corporation

• control code (if any)

• account description

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List MIS GL Subsidiary Accounts Routine

Use this routine to print a list of control accounts and their associated subsidiary accounts. You can restrict the list to a range of

• ACTIVE or INACTIVE accounts (or both)

• accounts created after a certain date

Report Information The information pertaining to each control account and its associated subsidiary accounts prints on a separate page. For each control account, the report includes the

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• control account number

• mnemonic (if any)

• status (ACTIVE or INACTIVE)

• class and type

• corporation

• control code

• description

For each subsidiary account the report includes the

• subsidiary account number

• mnemonic

• status (ACTIVE or INACTIVE)

• description

List MIS GL Subsidiary Accounts (with Conversions) Routine

Use this routine to list accounts that have conversion information defined in the MIS GL Accounts Dictionary. This routine allows you to determine which accounts (if any) map to your previous general ledger system.

The resulting report includes the same information found via the List Subsidiary Accounts Routine

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Expunging GL Accounts

Overview of the MIS GL Account Dictionary Expunge Routines

Use the MIS GL Account Dictionary Expunge Routines to facilitate maintenance of your chart of accounts. After you have created a GL account, that account must be active before you can post transactions to it.

When you create an account via the Enter/Edit MIS GL Account Dictionary Routine, it is automatically active, unless you set it to inactive. You can also use the Activate MIS GL Accounts by Combination Routine, to activate multiple accounts.

Similarly, before you can delete an account you must inactivate that account by using either the Enter/Edit MIS GL Account Dictionary Routine or the Inactivate MIS GL Accounts by Combination Routine.

After an account has been inactivated, use the Expunge Inactive MIS GL Accounts Routine or the Expunge Inactive MIS GL Accounts by Combination Routine to delete the account from the MEDITECH system.

Note: You can delete

• accounts with no transactions posted to them

• components or summary levels only if those components and summary levels are not being used in any account.

Activate MIS GL Accounts By Combination Routine

Use this routine to change the statuses of several accounts from INACTIVE to ACTIVE. You can select accounts based on combinations of components or summary levels.

For example, suppose you accidentally inactivated all revenue accounts within the following sets of component values:

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• Corporation (CRP) values 01 through 03

• Generic Department (GDP) values 3010 through 3050

• Revenue Object Code (ROC) values 1010 and 1060

This routine allows you to easily reactivate all of these accounts at the same time. You do not need to activate each account separately.

Inactivate MIS GL Accounts By Combination Routine

Use this routine to change the statuses of several accounts from ACTIVE to INACTIVE. You can select accounts based on combinations of components or summary levels.

Notes: You cannot post dollar amounts to INACTIVE accounts. However, these accounts still appear on all General Ledger (GL) reports unless you specify otherwise.

If an account has activity, you must create a reversed entry to remove the account activity before inactivating and expunging the account.

For example, suppose you accidentally created several revenue accounts for the following sets of component values:

• Corporation (CRP) values 01 through 03

• Generic Department (GDP) values 3010 through 3050

• Revenue Object Code (ROC) values 1010 and 1060

This routine allows you to easily inactivate all of the accounts created from the above set at the same time. You do not need to inactivate each account separately.

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Expunge Inactive MIS GL Accounts Routine

Use this routine to remove an INACTIVE account from the MIS GL Account Dictionary.

For example, you may accidentally create an account and need to remove it.

You cannot expunge accounts that have dollar amounts or statistics totals (for money accounts or statistics) posted to them. You must inactivate them with the Inactivate MIS GL Accounts By Combination Routine or Enter/ Edit MIS GL Accounts Dictionary Routine. Inactivating an account prevents any further posting of transactions to that account.

Using the Expunge Inactive MIS GL Accounts Routine When you enter an account number at the Number prompt, the routine checks to make sure that the account

• is inactive

• has no activity posted to it

If the account meets the above criteria, the system prompts you to expunge the account. Otherwise, it shows an error message explaining why the account cannot be expunged.

Note: If an account has activity, create a reversed entry to bring the account balance to zero so that you can inactivate the account. You cannot expunge an account with activity in it.

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Expunge MIS GL Accounts By Combination Routine

Use this routine to remove several INACTIVE accounts from the General Ledger (GL) Module. You can base your account selections on combinations of components or summary levels.

You cannot expunge accounts that have dollar amounts or statistics totals posted to them. However, you can inactivate these accounts via the Inactivate MIS GL Accounts By Combination Routine or the Enter/Edit MIS GL Accounts Routine.

For example, suppose you accidentally created revenue accounts from the following sets of component values:

• Corporation (CRP) values 01 through 03

• Generic Department (GDP) values 3010 through 3080

• Revenue Object Code (ROC) values 1010 and 1060

This routine allows you to easily remove the INACTIVE accounts created from the above sets all at once. You do not need to delete each account individually.

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MIS GL Account Classes Dictionary

List MIS GL Class Dictionary Routine

Use this routine to

• verify information pertaining to each account class

• identify the components that make up each account class.

You can generate this report for ACTIVE account classes, INACTIVE account classes, or both.

Information Displayed for Each Class For each account class, the report displays the following information.

• class number

• class status (ACTIVE or INACTIVE)

• account type

• class description

For statistics classes, the report also indicates whether the class carries forward its year-end balance.

Information Displayed for Each Account Pattern For each account pattern, the report displays the following information.

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• component letters found in the account pattern

• summary levels for each component in the account pattern

• super-components that apply to a class (marked by "*")

• pattern of any super-components

• summary levels for each super-component in the account pattern

MIS GL Components Dictionary

List MIS GL Components Dictionary

Use this routine to list a range of components from the MIS GL Components Dictionary.

You can generate this report for ACTIVE account classes, INACTIVE account classes, or both.

MIS GL Component Values Dictionary

Overview of the MIS GL Component and Summary Values Dictionary

Use this routine to enter the values your health care organization is assigning to its summary levels, components, and super-components.

Caution

Prior to using this dictionary, MEDITECH recommends comparing your components and summary path requirements to the report generated by the List MIS GL Component Dictionary Routine.

Although the system allows alphabetic and numeric characters, MEDITECH strongly recommends using only numeric values.

Rules for Creating Entries You must define your summary level values before you can define the component values which report to those summary level values.

You cannot define a super-component value until you set up the values for each component used in the super-component pattern.

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Specifying Component and Summary Level Values

Throughout the financial modules, you can specify combinations of component and summary level values at Comp/Sum Values prompts. By entering combinations of these values, you eliminate the repetitive task of entering each value separately. The table below shows the ways you can specify these values.

Caution

If you select values of a component, you cannot select values of any summary level to which that component reports. Likewise, if you select values of a summary level, you cannot select values of any component which reports to that summary level value.

To Identify Enter Example

A specific component/super-component or summary level value

The value 5060

Several component/super-component or summary level values

Each value separated by a comma (,)

3010,4090,6000

All component/super-component or summary level values

A pound sign (#) #

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To Identify Enter Example

A range of component/super-component or summary level values

The lowest range value, followed by a colon (:), followed by the highest range value

3030:4040

Several ranges of component/super-component or summary level values

Each range separated by a comma (,)

10:30,110:150

All component/super-component or summary level values from a specific value through the highest value

The specific value, followed by a colon (:), followed by a pound sign (#)

4500:#

Note: Do not use blank spaces in any portion of your entry.

Creating Entries

Defining Summary Level Values (MIS GL Component and Summary Values Dictionary)

You enter summary level values in a top-down manner (the highest summary levels first). After you identify the appropriate summary level, you specify

1) the value you are assigning to the summary level

2) whether the value is ACTIVE or INACTIVE

3) names for the value

4) a responsible person (if applicable)

5) the summary level value to which this value reports

Click on the button to see the summary path for the value you are defining.

Caution

You cannot inactivate a summary level value if another ACTIVE value reports to it.

Defining Component Values (MIS GL Component and Summary Values Dictionary)

For each component value you are defining, you specify

1) The value you are assigning to the component. The numerical length needed for the component appears next to the Value field.

2) Whether the value is ACTIVE or INACTIVE.

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3) Whether you want to prevent the value from being used even if it is ACTIVE.

4) Names for the value. The maximum length allowed for the account description appears next to the Name for Account Desc field.

5) A responsible person (if applicable).

6) The summary level value to which the component value reports.

Click on the button to see the summary path for the value you are defining.

Caution

You cannot make a component value inactive if it was included in an account number or super-component value. If you make a component value inactive, you cannot associate any summary level values with it.

Defining Super-Component Values (MIS GL Component and Summary Values Dictionary)

For each super-component value you are defining, you specify

1) The value you are assigning to the super-component. The numerical length needed for the super-component appears next to the Value field.

2) Whether the value is ACTIVE or INACTIVE.

3) Whether you want to prevent the value from being used even if it is ACTIVE.

4) Names for the value. The maximum length allowed for the account description appears next to the Name for Account Desc field.

5) A responsible person (if applicable)

6) The summary level value to which the super-component value reports.

Click on the button to see the summary path for the value you are defining.

Caution

You cannot inactivate a super-component value if all of its components are used in any account.

Assigning Names to Values in the MIS GL Component and Summary Values Dictionary

To identify a component or a summary level value, you can enter a name for the value in the MIS GL Component and Summary Values Dictionary. The name you assign identifies the value throughout the system and on standard reports. For example, you may name the summary level for the vice-president VP.

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Naming Component Values You define two types of names for a component value. These are the name and name for account description.

Use the Name field to identify the value throughout the system and on standard reports.

Use the Name for Account Description field to enter a description that is used to form account descriptions and super-component value names.

Caution

When you develop your GL account structure, you define the maximum length for each component's Name for Account Description.

Although each component has a maximum description length of 30 characters, the length of the entire description name that is used in an account pattern cannot exceed 45 characters (including blank spaces and punctuation). If the total length exceeds 45 characters, the system truncates the description.

Naming Super-Component Values The system generates a default name for each super-component value you enter. The name identifies the value throughout the system and on standard reports. For example, you might name the cardiology department for your nursing home NH CARD DEPT.

This name is created from a name expression your organization creates when it develops its GL account structure. Your Applications Specialist defines this expression in the MIS toolbox.

Assigning a Responsible Person (MIS GL Component and Summary Values Dictionary)

When you create your GL account structure, you decide whether to assign a responsible person to each component, super-component, and summary level value.

For example, you might want to require a responsible person for all department values since each value represents a cost center. By defining a responsible person, you can

• assign responsibility for any created or edited values

• print the name of the responsible person on customer-defined reports

The system indicates whether a responsible person is required in the field next to the Responsible Person prompt.

If the field displays You

REQUIRED must enter a name before you can file the dictionary entry

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If the field displays You

NOT REQUIRED cannot assign a responsible person to the entry you are defining

OPTIONAL can choose to enter a responsible person

Note: MEDITECH entered the information in this field prior to locking your GL account structure.

Create Super-Component Values by Combination Routine

Use this routine to create several super-component values from sets of component values. This routine lets you eliminate the repetitive task of entering each super-component value separately in the MIS GL Component and Summary Values Dictionary.

You create super-component values by selecting multiple component values in accordance with the super-component's pattern. After you identify the combination of super-component values you want to create, you specify the values to be combined. You can enter specific values, sets of component or summary level values, or both. For example, you can create DPT values for Corporation (CRP) value 01 and Generic Department (GDP) values 3010 through 3030.

The system cannot create a super-component value if either of the conditions below are met.

• The super-component already exists.

• The component values that make up the super-component are inactive or do not exist.

Note: The routine automatically activates the super-components that you create.

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Re-Form Account Descriptions/Super-Component Values Routine

Use this routine to update both

• account descriptions that contain a component value with an edited Name For Account Description field

• super-component value names that contain a component value whose Name or Name For Account Description field was edited (in the MIS GL Component & Summary Values Dictionary )

If you enter a component value, this routine updates the descriptions for accounts that contain the identified value. The account numbers appear as their descriptions are updated.

If you enter a component value that is part of a super-component value, account descriptions that contain the component and super-component value are updated. However, if the resultant name for a super-component value is already in use, the routine does not update the name of that super-component (because a super-component value's name must be unique).

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Listing Entries

Overview of Listing the MIS GL Components and Summary Values Dictionary

Use the routines in this section to verify your reporting structure. These routines can also help you to construct customer-defined reports.

To Use this routine

List all your component and summary level values

List Component and Summary Values Routine

List the summary level values, component values, or both that report to a particular summary level value

List Components and Summary Values by Reporting Structure

List a combination of super-component values

List Super-Component Values by Combination Routine

List all the places in your account structure in which a selected component or super-component value is used

List Uses of Component and Super-Component Values Routine

List Components and Summary Values Routine

Use this routine to list your component and summary level values. This report allows you to check the values for several components and summary levels without having to look at each value individually (via the MIS GL Components and Summary Values Dictionary).

Report Criteria You may restrict this report by specifying any combination of the following criteria:

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• a range of components and summary levels

• only values that do not report to a selected summary level (for a component with a non-required summary level).

• only components or both components and summary levels

• a range of components or summary levels

• status (ACTIVE, INACTIVE, or both)

• components and summary levels that either have or do not have a responsible person (for components and summary levels with an OPTIONAL responsible person)

If your organization assigned a Customer-Defined screen to this component or summary level, the report includes the Customer-Defined fields (for each value) that contain at least one response.

When to Use This Routine Use this report when you need to determine

• which component values are used in accounts and super-components

• which component and summary level values do not have a responsible person associated with them (or vice versa)

• the first summary level to which a component or summary level reports

• which values of a component do not report to a non-required summary level

List Components and Summary Values By Reporting Structure

Use this routine to list a summary level's reporting structure (that is, the summary levels, component values, or both that report to the identified summary level).

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With this report, you can ensure that all component and summary level values report to the correct summary level values.

MEDITECH recommends that you run this routine at least once for the highest summary level through the most detailed level (that is, the component level). This allows you to check all defined component and summary level values.

List Super-Component Values by Combination Routine

Use this routine to list super-component values for selected combinations of components, super-components, and summary levels.

You can restrict the values that appear on this report by specifying any combination of the following.

• active or inactive values

• values that are prevented from further use

• values that do not report to a particular summary level (for super-components with non-required summary levels)

• values that were assigned an optional responsible person

• values created on or after a particular date

• ranges of component values, summary level values, or both

Note: If you specify a summary level value, this routine lists only super-components which report to the identified summary level

Information Displayed on This Report For each super-component value that matches the criteria you selected, the report displays the following information.

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• the value, status (active or inactive), and name

• whether the value is used in any accounts (but not which accounts)

• the person responsible for this value (if any)

• the first summary level to which the value reports

If your organization assigned a Customer-Defined screen to this component, super-component, or summary level, the report includes the Customer-Defined fields (for each value) that contain at least one response.

List Uses of Component and Super-Component Values Routine

Use this routine to list all the ways in which a component or super-component is used in your account structure. The information that appears on this report varies, depending upon whether you selected a component or a super-component.

Components If you selected a component, the report includes the following information for each super-component in which the component appears.

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• the values assigned to each super-component

• whether the values are active or inactive

• the name for each super-component value

Following the information about each super-component, the report lists the information about each account in which the component appears, including

• the account class

• the account number

• whether the account is active

• the account description

Super-Components If you selected a super-component, the report lists only the information that relates to the accounts in which the super-component is used, including

• the account class

• the account number

• whether the account is active

• the account description

Maintaining Entries

Overview of Maintaining Entries in the MIS GL Component and Summary Values Dictionary

To Use this routine

Make the values you create via the Create Super-Component Values by Combination Routine available for use when creating accounts

Activate Super-Component Values by Combination Routine

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To Use this routine

Make a group of super-component values inactive prior to expunging

Inactivate Super-Component Values by Combination Routine

Remove inactive components and summary level values from the MIS GL Component and Summary Values Dictionary

Expunge Inactive Components and Summary Values Routine

Remove inactive values assigned to particular components or summary levels from the MIS GL Component and Summary Values Dictionary

Expunge Inactive Values by Component or Summary Level Routine

Remove a group of inactive super-component values from the MIS GL Component and Summary Values Dictionary

Expunge Inactive Super-Component Values by Combination Routine

Activate Super-Component Values By Combination Routine

Use this routine to change the status of several super-component values from INACTIVE to ACTIVE, based on combinations of component or summary levels you enter. By activating the super-component values, you make the values available for use when forming accounts. Activating super-component values by combination lets you avoid the repetitive task of entering each value individually.

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Expunge Inactive Components and Summary Values Routine

Use this routine to remove INACTIVE component, super-component, and summary level values. For example, you may want to remove an inactive value assigned to a Revenue Object Code (ROC).

Caution

Before you can expunge a component or summary level you must inactivate it via the Enter/Edit MIS GL Component and Summary Values screen.

Before you can expunge a super-component, you must inactivate each component that comprises the super-component. You can inactivate these components either manually via the MIS GL Component and Summary Values Dictionary, or via the Inactivate Super-Component Values by Combination Routine.

You cannot inactivate a component if it is used in an account or has any active values assigned to it.

Expunge Inactive Values By Component or Summary Level Routine

Use this routine to remove all INACTIVE values for a specific component, super-component, or summary level from the system.

Caution

Before you can expunge a component or summary level you must inactivate it via the Enter/Edit MIS GL Component and Summary Values screen.

Before you can expunge a super-component, you must inactivate each component that comprises the super-component. You can inactivate these components either manually via the MIS GL Component and Summary Values

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Dictionary, or via the Inactivate Super-Component Values by Combination Routine.

You cannot inactivate a component if it is used in an account or has any active values assigned to it.

Expunge Inactive Super-Component Values By Combination Routine

Use this routine to remove several INACTIVE super-component values, based on combinations of components or summary levels you enter. The routine allows you to easily remove the INACTIVE values at the same time, eliminating the need to delete each value individually.

Caution

Before you can expunge a super-component, you must inactivate the super-component and each individual component that comprises it. After you inactivate all of the components, you can inactivate super-components either manually via the MIS GL Component and Summary Values Dictionary at the Enter/Edit screen, or via the Inactivate Super-Component Values by Combination Routine.

Inactivate Super-Component Values By Combination Routine

Use this routine to change the status of several super-component values from ACTIVE to INACTIVE, based on combinations of components or summary levels you enter. By

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inactivating the super-component values, you make the values unavailable for use when forming accounts.

Caution

You can inactivate only super-component values that are not part of an account.

You can inactivate a super-component only after you inactivate each component that comprises that super-component.

You must inactivate a value before you can remove it from the dictionary (via the expunge routines ). Inactivating super-components by combination lets you avoid the repetitive task of entering each super-component value individually.

Customer Defined Screens

Assign Customer-Defined Screens for GL Values Routine

Use this routine to assign a screen that you defined in the MIS Customer-Defined Screen Dictionary to a particular component or summary level. The screen that you assign must be defined as MIS GL COMP VALUES in the MIS Customer-Defined Screen Dictionary. You can use the same screen for more than one component or summary level.

If you assign a Customer-Defined screen to a particular component or summary level, you enter the information the screen requires when you enter or edit a value for that component or summary level in the MIS GL Component & Summary Values Dictionary.

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View Customer-Defined Screens for GL Values Routine

Use this routine to view the Customer-Defined screens (defined in the MIS Customer-Defined Screen Dictionary) you assigned to particular components, summary levels, or both. If you assigned a Customer-Defined screen to a particular component or summary level, you enter the information the screen requires when you enter or edit a value for that component or summary level in the MIS GL Component & Summary Values Dictionary.

Dictionaries for Tasks Shared Among All Modules

Overview of Dictionaries For Tasks Shared Among All Modules

The dictionaries listed in the table below support tasks performed by other modules.

To Use Used by

Define accounting periods and fiscal years to monitor financial activity and make comparisons over time.

You must set up accounting periods to establish opening dates for the financial modules before access to the database is allowed.

MIS GL Accounting Periods Dictionary

All modules that use accounting periods.

Note: Some modules might only use accounting periods to collect statistics

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To Use Used by

Set up budget distributions for use in budgeting and forecasting.

MIS GL Budget Distributions Dictionary

General Ledger

Payroll/Personnel

Executive Support System

Budgeting & Forecasting

Set up the standard journals required for the financial modules to interact with each other and to classify GL transactions for organizational and reporting needs.

MIS GL Journal Dictionary

All modules that send data to General Ledger

Define tax codes needed by organizations that use the Item Tax Code method (ITC) to calculate amounts for

• items in Materials Management

• each invoice transferred to AP

• government rebates on taxes paid for MM items.

MIS GL Tax Codes Dictionary

Materials Management

Accounts Payable

MIS GL Accounting Periods Dictionary

Overview of the MIS GL Accounting Periods Dictionary

In a health care environment, you plan and control organizational activities through internal and inter-organization comparisons. By defining accounting periods and fiscal years, you can track financial activities and make comparisons over specific lengths of time.

Accounting Periods Accounting periods are specific lengths of time to which you assign financial data. For example, you can create twelve accounting periods based on the calendar year.

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Fiscal Years In the MEDITECH system, a fiscal year contains either 12 or 13 accounting periods. In a 13-period system, each accounting period is four weeks long.

Notes: A fiscal year may differ from a calendar year.

A 13th period is not used for prior period adjustments.

In a properly defined fiscal year

• the number of periods in the fiscal year matches the number of periods defined at the MIS Periods Per Fiscal Year parameter

• no period from another fiscal year can have an ending date within the fiscal year you are defining

• the last period (at least) of the previous fiscal year has been defined

• the End Of Fiscal Year prompt in the Activate MIS GL Accounting Periods by Fiscal Year Routine has a value of N for all periods except the last period in the fiscal year

Creating Periods and Fiscal Years

Enter/Edit MIS GL Accounting Periods by Fiscal Year Routine

Use this routine to set up a fiscal year and all the periods associated with it.

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After you enter the fiscal year you are defining, a series of dates appears at the Ending Date prompt. These dates are the ending dates for each period in the fiscal year (as calculated by the system). For each date, at the Period prompt, enter a unique mnemonic to identify the corresponding period throughout the system. For example, if the ending date is 09/30/02, the corresponding mnemonic might be SEP 2002.

Fiscal Year Integrity Check After you enter all the period information for a fiscal year and click on the button, the system checks that

• the number of periods is correct

• all period mnemonics are unique

• the ending dates for all periods fall at month end if so specified at the MIS Period End on Month End parameters

• the period-end dates are in chronological order.

• the end date of first period of the fiscal year you are defining is later than the end date of the last period of the prior fiscal year

• the fiscal year ending date matches the corresponding date defined at the MIS Fiscal Year Ending Date parameter

• no other periods have ending dates within the range of dates entered for this fiscal year

• the previous fiscal year has either been entered or is the year defined as the starting year, at the From Fiscal Year prompt in the MIS parameters

Note: After you file a fiscal year, the periods are not yet available for the system to use and you can still make changes to them. To finalize (make available to the system) the fiscal year and its periods, use the Activate MIS GL Accounting Periods by Fiscal Year Routine.

Activate MIS GL Accounting Periods by Fiscal Year Routine

Use this routine to finalize the periods that you have entered via the Enter/Edit MIS GL Accounting Periods by Fiscal Year Routine.

This routine again performs all checks made by the Enter/Edit MIS GL Accounting Periods by Fiscal Year Routine. It also checks that the new fiscal year follows the previous fiscal year in consecutive order.

After you activate a fiscal year, the year is finalized (you can no longer edit it) and available for use across the system.

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Create MIS GL Accounting Periods by Fiscal Years Routine

This routine allows you to automatically create periods for one or more fiscal years based on an existing fiscal year's periods. You can use this routine only if period-end dates match month end dates (as defined at the Period End on Month End prompt in MIS parameters).

Note: The system correctly calculates February's ending date for the year being created if the fiscal year is a leap year.

All of the following conditions must be met before you can use this routine.

• All fiscal years must contain twelve accounting periods.

• The model year you are using must be defined and activated in the MIS GL Accounting Periods Dictionary.

• Each period in the model year must include the last 2, 3, or 4 digits of the calendar year containing the period-end date. The same number of digits must be used in each period mnemonic.

The accounting period mnemonic in the model year must contain the last two digits (at least) of the calendar year. For example, OCT 00 or OCT 2000 are acceptable periods if the ending date is 10/31/00, regardless of whether the period is part of fiscal 2000 or fiscal 2001.

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Periods Created by this Routine After you run this routine, the periods created have the same names as the model year except for the last two digits of the calendar year. The ending dates for the period are also the same (with exceptions for corrections, such as February 29 in a leap year).

Note: This routine creates and finalizes the fiscal year. After you run this routine, you do not need to use the Activate MIS GL Accounting Periods by Fiscal Year Routine.

Checking the Structure of Your Periods and Fiscal Years

Fiscal Year Integrity Check Routine

Use this routine to determine why a fiscal year is improperly defined. The resulting report contains a one-line evaluation of any structural problems associated with the fiscal year as currently defined in the MIS GL Accounting Periods Dictionary.

For example, consider the following fiscal years and their corresponding periods:

2001: OCT 2000 – SEPT 2001

2002: OCT 2001 – SEPT 2002

A Periods not in this fiscal year defined within its dates message would occur if you changed the ending date for AUG 2001 to 08/30/02.

Fiscal Year Integrity Check Error Messages

A list of possible error messages generated by the Fiscal Year Integrity Check Routine appears below, along with corrective actions you can take (if any).

Error Message Reason Corrective Action

Previous fiscal year not defined

Always appears for the first fiscal year. It also appears if any fiscal year-end periods are missing from other fiscal years.

None

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Error Message Reason Corrective Action

Year does not end at the correct period

The 12th (or 13th) period for the fiscal year does not have Y defined at the End of Fiscal Year Prompt.

In the Activate MIS GL Periods by Fiscal Year Routine, at the End of Fiscal Year prompt, enter Y at the correct period.

Year has too few periods

The number of periods defined for the fiscal year is less than the number of periods defined in the MIS parameters.

Use the Enter/Edit MIS GL Accounting Periods by Fiscal Year Routine to add any missing periods. Call your MEDITECH Applications Specialist to correct your parameter settings.

Periods not in this fiscal year defined within its dates

At least one ACTIVE period that belongs to another fiscal year has an ending date:

• later than the last period of the preceding fiscal year

Use the Enter/Edit MIS GL Accounting Periods by Fiscal Year Routine to correct the period ending dates.

• earlier than the ending date of the last period of the current fiscal year

Use the Enter/Edit MIS GL Accounting Periods by Fiscal Year Routine to correct the period ending dates.

Ending Date Check

Use this routine to check any active GL period for an ending date that does not fall on the last date of a calendar month.

MIS GL Budget Distribution Dictionary

Overview of the MIS GL Budget Distribution Dictionary

Use budget distributions when you establish budgets that are based on similar patterns of activity that occur in a fiscal year. After you enter the account's annual budget amount, you can distribute the annual budget across accounting periods based on a particular budget distribution.

Budget distributions reflect the relative weight of each period within the fiscal year. For example, an even distribution would contain 12 (or 13) periods of equal weight. If a $12,000 annual budget is evenly distributed over a twelve-period fiscal year, each period has a

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$1,000 budget. Or, you could set up distributions to accommodate seasonal activity, in which the budgeting pattern is more heavily distributed in one part of the year.

Note: Because the MIS GL Budget Distribution Dictionary is a shared dictionary, edits you make to a budget distribution in the Payroll/Personnel Module can affect the GL Module.

Common Budget Distribution Patterns

By defining specific distribution patterns, you can construct a budget picture that closely resembles the pattern in which actual dollars and hours are spent. This results in a more accurate variance because amounts are specifically budgeted according to realistic patterns.

Common budget distribution patterns include the following.

Distribution Pattern Description

Working days of the month

Weekends may not be budgeted for some job codes or earning types.

Even An earning that does not fluctuate (such as a benefit with an ACCRUED Expense Basis). The amount accruing is evenly distributed over all of the GL periods.

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Distribution Pattern Description

Seasonal When budgeting sick time with an expense basis of TAKEN, you may want to budget more during the winter months and less during the summer months.

Other examples include snow removal during the winter, or landscaping during the spring, summer, and autumn.

Defining Entries in the MIS GL Budget Distribution Dictionary

To define a new budget distribution pattern:

1) Enter a name for the budget distribution.

You can use any combination (up to eight characters in length) of letters and numbers. This distribution name appears on Lookups and standard reports.

2) Enter the number of periods in the budget distribution.

3) Enter a distribution pattern

The system divides the quantity you enter for each period by the sum of quantities for all periods to determine the percentage of the annual amount to be budgeted to each period. When the system distributes the annual amount, it multiplies the percentage for each period by the annual amount to obtain period budget amounts.

Note: Your organization's fiscal year may be different from the calendar year.

MIS GL Budget Distribution Dictionary Example

Suppose the distribution below (based on the number of working days in each GL period) is applied to a department with a budget of $10,000. A twelve-period fiscal year is used in this example.

The system obtains the percentage for each period by dividing the quantity assigned to the period by the total of the quantities. For Period 1 the quantity is 21 and the total is 251. The result (21/251 = 8.37%) is then multiplied by the total dollar amount ($10,000) to calculate the budgeted amount for Period 1 ($837.00).

When the distribution is applied to the entire budget, the system calculates the percentage and amount budgeted for each GL period.

Distribution System Calculations

Period Quantity Percentage Dollar Amount

1 21 8.37 837.00

2 19 7.57 757.00

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Distribution System Calculations

3 22 8.76 876.00

4 21 8.37 837.00

5 20 7.97 797.00

6 22 8.76 876.00

7 22 8.76 876.00

8 21 8.37 837.00

9 21 8.37 837.00

10 21 8.37 837.00

11 19 7.57 757.00

12 22 8.76 876.00

Total 251 100.00 $10000.00

Access to Distributions in the Budget Distribution Dictionary

All budget distributions you enter reside in the MIS GL Budget Distribution Dictionary. Standard access to the budget distributions in this dictionary are available from the Payroll/Personnel and the General Ledger budgeting features.

Lookups in both modules include all entries you have access to, whether entered via GL or via Payroll/Personnel.

MIS GL Journals Dictionary

Overview of the MIS GL Journal Dictionary

Because of the large number of GL transactions that occur in a health care organization, MEDITECH’s financial system uses journals to classify transactions for organizational and reporting purposes. Before you can read batches from other financial modules via the Read Batches from Applications Routine you need to create the journals for the modules you are reading.

Standard Journals MEDITECH requires the following standard journals for interfacing between other financial modules and the General Ledger.

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• Accounts Payable • Managed Care

• Billing/Accounts Receivable • Materials Management

• Fixed Assets • Payroll/Personnel

Other Journals You can set up other journals (as needed) to allow you to classify other GL transactions. For example, your organization might decide to establish either of the following:

• a GEN Journal to record transactions that are entered manually

• an ALLOCATIONS Journal to process allocation batches

Notes: If you have the Order Entry Cashiers' Option, you must define a journal to post cashier receipts.

To track prior period adjustments separately, you must create a journal for the adjustments (for example, a PPA journal).

Placing Restrictions on a GL Journal

For each journal you define in the MIS GL Journal Dictionary, you can restrict the types of batches that are included in the journal and restrict the users who have access to the journal. You can set up your journals so that users

• post batches for a closed period (prior-period adjustments) to a current period journal

• post only prior-period adjustments to a journal

• must enter control amounts and counts for the journal's money batches

You can also allow or prevent users from summarizing a journal.

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Assigning Batches to GL Journals (Graphic)

After you define the journals you need for your organization in the MIS GL Journal Dictionary, your GL and MIS financial parameter settings determine the correct journal for the transactions that GL receives from feeder modules. The following graphic illustrates how the system determines the journal in which to record the batches.

Setting Up GL Journals for Specific Corporations

MEDITECH’s financial system allows your health care organization to send a batch to a particular GL journal based upon the application database and corporation from which the batch originated. To use this feature, you need to define a journal in the MIS GL Journal Dictionary for each combination of application database and corporation that you want.

For example, suppose your organization consists of three different corporations (01, 02, and 03) and you want to send the AP batches from each corporation to a different journal. In this situation, you need to create three AP journals.

However, you do not need to send the batches from all corporations to separate journals. If you define journals for corporation 01 and 02 only, the transactions for corporation 03 are posted to either the database journal, or the application journal defined in your MIS parameters.

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Modules with Several Application Databases If a module uses more than one application database, you need to create separate journals for each combination of corporation and database you want to separate. However, you do not need to send the batches from all the application databases to journals based on corporation.

For example, suppose your organization consists of three corporations and it uses a separate database to monitor MM pharmacy transactions. To send all MM transactions to journals based on corporations, you need to define six journals. You need three journals for the ordinary MM transactions by corporation and three journals to record the pharmacy transactions by corporation.

You can also send only the batches from selected corporations to separate journals. The system sends the transactions from any corporation that lacks a journal to either the database journal, or to the application journal defined in the MIS parameters.

Assigning Batches to Corporation-Specific GL Journals (Graphic)

If your organization separates the batches that GL receives from a feeder module by the corporation and database from which the batch originated, the following graphic illustrates how the system uses the MIS financial parameters to determine the correct journal for posting batches.

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MIS Tax Codes Dictionary

Overview of the MIS Tax Code Dictionary

Note: You can access this dictionary only if your health care organization uses the ITC (Item Tax Code) tax method (as defined in the MIS parameters.

Use this dictionary to define the tax codes for use in the Materials Management, Accounts Payable, and Billing/Accounts Receivable modules.

Depending upon your response to the MIS Number of Taxes parameter, you can specify up to two tax rates for each tax code you define.

For example, a Canadian health care organization can assign a GST (Goods and Services Tax) rate and a PST (Provincial Sales Tax) rate to each tax code. For AP and MM, if the organization has vendors in two different provinces, it can create separate tax codes that contain the different PST rates.

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Uses of MIS Tax Codes

The following table describes how each module uses the MIS Tax Code Dictionary.

In this module You assign tax codes to

Materials Management Individual items on a purchase order

Accounts Payable Individual items on an invoice

Billing/Accounts Receivable

Charge procedures

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Setting Up Tax Codes

You are not required to enter the maximum number of tax rates defined for a particular tax code. For each tax code, you specify the following.

1. Tax rate.

2. Tax rate you are distributing to the Materials Management Application.

3. General Ledger Application (GL) accounts and expressions for distributing taxes.

4. Percentage of each tax rate to be distributed to the GL account or expression.

5. The particular tax you are distributing.

6. You can also distribute tax accruals and taxes you collect and pay to an organization other than the vendor.

For example, you can allocate your PST (Provincial Sales Tax) to three different GL accounts. You can also allocate 40 percent of your PST to one account, 20 percent to a second account, and the remaining 40 percent to other accounts.

You can also define separate sets of accounts for daily and accrual tax distributions (for example, three accounts for daily and four for accrual distributions).

Any tax that is not distributed (on a daily or accrual basis) to a specific GL account is distributed as follows:

• If the line items are inventory items, the remaining tax or tax variance amounts are distributed to the GL account defined for the inventory associated with the PO line.

• If the line items are non-inventory items, the remaining tax and tax variance amounts are distributed to the GL account defined for the PO line.

Understanding the Inventory Tax Rate

The system uses the inventory tax rate to calculate the tax amount (associated with the purchase of a taxable item) that is stored as an asset in the Inventory Tax Account (as defined at the Inventory Tax Account prompt in the MM Inventory Dictionary.

The system calculates the inventory tax rate (for a Tax Code Dictionary set up with two tax codes) with the following calculation.

[(100 - % to GL Account #1) x 1st Tax Rate] + [(100 - % to GL Account #2) x 2nd Tax Rate]

GL Parameters

View Parameters Routine

This routine allows you to view the values set for your GL parameters.

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To view documentation, move the cursor to the field of interest and click the left mouse button.

List Parameters Routine

This routine prints the values for all GL parameters. Note that the View Parameters Routine displays the GL parameter values on the screen.

For a description of the GL parameters, see the View Parameters Routine.

Allocation Log Purge Delay (Days) Parameter

Enter the number of days that the allocation log files are to be kept on the system.

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The Close Days Routine deletes all allocation log files that were created more than this number of days prior to the date being closed, and that are not specifically saved from this purge.

The default value is 30, which is also the number of days assumed by the system, if no other parameter value is entered.

Blank Instead of Database Report Name for GL R/W Reports Parameter

When GL Report Writer reports are printed, the database name, TEST.MIS or LIVE.MIS, appears in the top center of the page.

To print nothing in the top center, enter Y. Or, to print the database name on reports, enter N.

MEDITECH recommends that the database name print on reports generated in the TEST ring (enter N) and that nothing print on the reports generated in the LIVE ring (enter Y).

Calculate Using Rounded Values Parameter

To use rounded values in Report Writer calculations, enter Y. This means the Report Writer rounds the values first, and then performs the specified calculation. This can cause totals to be out of balance (for example, assets may not equal liabilities on the balance sheet).

Or, enter N. The report writer performs the calculations on the numbers as they are stored. MEDITECH recommends that this parameter be answered N.

Delete Removed Data after ____ Days Parameter

Enter the number of days that must pass after a user runs the Purge Batch (Detail) Data Routine (to inactivate batch detail data) before you can run the Delete Data Removed by Purge Routine (to remove the data permanently from the system).

Opportunity for Archiving

During this waiting period, if your system is configured for archiving, you can send data to the MIS Outbox for archiving as many times as necessary. To do this, use the Re-Archive Purge Run Routine.

Effective Date (if Not Immediate) Parameter

For the corresponding application database you entered at the Read From

Databases parameter, enter the date on which batch transfer should

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begin. For the Read Batches from Applications Routine to work properly, the feeder module must contain a batch (waiting to be transferred) with a date that is the same as the effective date you enter at this parameter.

For example, if you want to begin batch transfer at the beginning of October and the earliest batch for the month was created on October 3, 2002, enter October 3, 2002. Do not enter October 1, 2002.

If you leave this field blank, batch transfer begins immediately for today's date.

Group Input Default Parameter

To set the default value of the Group Input? prompt on the Create a Batch screen to Y, enter Y. Entering Y encourages users to enter batch transaction in the group format.

To set the default value to N, enter N. Entering N encourages users to enter batch transaction in the non-group format.

Inter-Corporate Transfer Account Expressions (in 'CRP' or 'SUP') Parameter

The GL Module requires inter-corporate transfers for any batch entered manually in GL if a corporation's debits do not equal its credits. GL uses the expression you define at the Account Expressions (in 'CRP' or 'SUP') parameter to create the account number for the offsetting transaction. You define one expression for each feeder module's journal.

The expression you enter combines a corporation (CRP) component with a literal component value (usually a liability account). You can also define a special super-component (SUP) to assign the transactions to more specific accounts than if you only entered a CRP component.

Journal Prompt

Enter the journal that the system should use for the ICT transaction.

Lookup: MIS GL Journal Dictionary (limited to those which send batches to GL)

Account Expressions (in 'CRP' or 'SUP') Prompt

For the journal you entered at the Journal Prompt, enter an expression the system should use to form the account number for the offsetting ICT transaction. For example, enter CRP_"2300.1000" or SUP_".1000".

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Purge Storage Parameter

To transfer purged data from GL to the MIS Outbox to be archived, enter MIS ARCH.

Otherwise, enter NONE. In this case, you can still run the purge routines to gain more space in your live system, but the routines do not archive information.

Read Batches by Corporation Parameter

If you want the system to separate incoming feeder module batches from the corresponding database (entered at the Read from Database parameter ) by corporation, enter Y.

To send all batches from the database to a single journal, enter N.

When the GL Module receives batches from this database, it assigns the batches to the journals defined in the MIS parameters for the corporation. If no journal is defined in the MIS parameters for a particular corporation, the batches from that corporation are assigned to the journal defined at the MIS GL Journal parameter for either the application or the database.

This parameter can also increase security on GL information by preventing users from accessing corporation-specific batches (based on their MIS Financial Data Access). You can use this paramter for any or all databases that send batches to GL.

Read From Databases Parameter

Enter the application database from which GL is to retrieve batches.

Self-Balance on Values of Special Super-Component? Parameter

If a special super component was created as part of the structure, enter Y to have the system automatically balance the special super-component value.

This special super component must also be built into the expression used for the inter-corporate transfers.

Or, to require a manual transaction to balance the special super-component value, enter N.

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View System Status Routine

Overview of the View System Status Routine

Use this routine to view (but not edit) the status of the General Ledger (GL) system. Each time you access this routine, the current system status information appears on the screen.

Click on to refresh the screen.

Information on the View System Status Screen

The following table explains the information that appears on the View System Status screen.

Prompt Displays

Current GL Period Current accounting period

Last Date Closed Date when GL was last closed

Database Modules which feed into GL

Last Date Read In Date each module's batches were last read into GL

GL Background Job Status of the GL background job

The date and time the GL View Status screen was last updated appears at the bottom of the screen.

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Alerts for General Ledger

When the background job causes an alert, the system highlights the Bkg

Job Status field in red or yellow (depending on the severity). Red alerts are more severe than yellow alerts. The system updates alerts every time you enter or refresh the View System Status screen.

Downtime in GL Your health care organization should establish operational procedures for periods when the GL Module is inaccessible (for example, due to a power failure or a printer malfunction).

The GL Module is not critical to the day-to-day operations of your organization. When GL is unavailable due to system problems, the system is suspended until the problem is resolved.

Reading Batches into GL from Feeder Modules

A system parameter within each feeder module determines the number of days that GL batches remained stored within the feeder system. This parameter is usually set to 45 days. If you experience an extended period of downtime, contact your MEDITECH GL Applications Specialist to increase the batch file maintenance parameter for each feeder module.

You can create batches and close days within the feeder modules without interrupting daily activity. When GL becomes available, you can then retrieve the batches affected by the delay. You can update GL as needed, based on your daily and monthly processing procedures.

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General Ledger Glossary

abort

To prevent a job from finishing. A job can be aborted by the system or a user.

For example, you can abort a print job before it is completed.

access group

A group of users that has been authorized in your application's Access Dictionary to use a specific set of functions.

access level

For system security purposes, a degree of access granted via your application's Access Dictionary to a group of users who perform similar tasks.

account

A series of numbers put together in a pattern to store financial activity. Each of the small numbers represents the value of a component. An account's components enable the tracking and reporting of account information.

account class

A subgroup of an account type that further restricts the activities you can do with account. The account class determines an account's pattern. Typically, organizations define only one account class for each account type, plus the following two revenue classes: • deductions from revenue

• other revenue

account number (HCIS)

A unique number that identifies each health care organization visit for a patient. The number is used for identification and billing purposes.

account pattern

A arrangement of letters that determines how the system combines components to form accounts. Each letter used in the account pattern represents a component. For

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example, in the account pattern CCCDDDDRRRR, C represents the corporation , D represents the generic department, and R represents the revenue object code. The number of occurrences of each letter in the pattern represents the number of digits needed to form a valid component.

account type

A group of similar accounts classified together for organizational purposes. Each account type affects the activities you can do with the account. The five basic account types are: • asset

• liability

• revenue

• expense

• statistics

accrual batch

A batch containing revenue, expense, or liability transactions that were incurred at the end of the accounting period, but will not be paid until the next accounting period (for example, payroll transactions)

admission status

A status indicating the current stage of a patient's visit to the health care organization.

Patients can be classified into one of the following admission statuses.

• scheduled (SCH)

• pre-admitted (PRE)

• pre-registered (PRE)

• admitted (ADM)

• discharged (DIS)

• departed (DEP)

Patient statuses are combinations of admission statuses and patient types.

Advanced Beneficiary Notice

A waiver form that users can print when the medical necessity status of an ICD9 code the user enters for an ordered procedure is either REJECTED or UNKNOWN. By signing this

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waiver form, the patient acknowledges financial responsibility for having the procedure performed.

Alert Feature

A diagnostic feature of the MEDITECH HCIS that notifies programmers, system operations personnel, and other staff via e-mail when an error situation occurs. MEDITECH applications' parameters define when alerts are issued. The MIS Alert dictionaries define which error situations the system checks and what action to take when an error situation occurs.

The Alert feature checks the following for error situations. Once notified, you can take corrective action before the situation worsens.

• system

• servers

• background jobs

• client PCs

• network

• applications

• application databases

allergy/adverse drug reaction

In general, allergies and adverse drug reactions are undesirable reactions caused by exposure to a specific drug or allergen (a substance that is the source of an allergy).

Allergies/adverse reactions can be coded or uncoded.

allergy

Occurs after a person is exposed to a drug or other substance several times and then develops an immune response to it.

For example, a person may take penicillin once without ill effect, but on subsequent exposures may develop increasingly severe symptoms.

adverse reaction

Occurs on the first exposure to a drug or other substance and is the result of an individual metabolic difference rather than an immune response. Symptoms appear with no prior exposure and cease when the substance is removed.

For example, a person who takes erythromycin may experience nausea. However, the nausea ceases when the person stops taking the medication.

Allergies/adverse reactions can be coded or uncoded.

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allocation

The distribution of actual dollars throughout the departments of a health care organization.

Allocation is typically used to distribute expenses incurred by non-revenue-producing departments to revenue- producing departments.

You can also allocate budgeted dollars using budget allocation.

allocation batch

A batch created by allocation, used to distribute dollars throughout the departments of a health care organization (generally from non-revenue-producing departments to revenue-producing departments).

allocation batch index

An internal list of allocation batches which a user has approved to be read into the Cost Accounting Module.

allocation log file (actual)

A file that contains all the information associated with running the Create Allocation Batch Routine, including start and stop date and time, user information, errors encountered, etc.

Each allocation log file is associated with an allocation log status.

See Also: budget allocation log file

allocation log status

The current status of the allocation log file (actual) or budget allocation log file created by the Create Allocation Batch Routine or Create Budget Allocation Routine.

Status Means the allocation creation job

RUNNING Is currently running

COMPLETED Has completed successfully

CRASHED Has terminated because of a system problem

ABORTED Has been terminated by a user (usually so the user can start another job)

NOT RUN Has not yet begun, or, in very rare cases, did not get deleted when the user exited the routine

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allocation rule

The area where you define exactly how the system distributes dollars among one or more accounts in allocation.

Allocation rules define • which accounts' money is allocated

• to what accounts the money is allocated

• how the money is divided

For example, you can allocate Housekeeping's expenses to the Lab Department in one rule and the Administration's expenses to the Lab Department in another rule.

Similar allocation rules are generally combined into an allocation table.

allocation statistics

A list of percentages indicating the relative proportion to be allocated to each charge account during allocation or budget allocation.

To perform allocation, the system needs to know what percentage of the base accounts' total dollar amount to distribute to each charge account.

You can create allocation statistics manually or generate them automatically.

allocation table

In allocation , a group of one or more allocation rules. Allocation tables are used to organize how you want the system to perform allocation rules.

application

A set of related programs within the MEDITECH Information System that operates independently and may share data with other applications.

An application consists of a set of routines organized in a system of menus. For example, Order Entry is an application.

Note: Application and module are synonymous.

application database

A set of parameters, data, and dictionary files for a single application. A health care organization can have multiple databases for the same application. For example, ADM databases ADM.A and ADM.B. Each database operates independently and has its own set of parameters, data, and dictionary files. Databases are defined in the MIS parameters.

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application server

In a 3-tier network, a personal computer that executes programs for MEDITECH applications.

archive

To copy old data from a live disk to a long-term storage medium (disk or tape). After data is archived, it is often purged from the live disk to create space for new data.

audit note

A system-created budget revision note that explains the reason a budget was changed. The system creates audit notes automatically when you change the budget. Use these notes to keep track of • why a budget was edited

• who edited a budget

• when the budget was edited

audit trail

A log of changes made to data, for example, a report that shows changes in a patient's height and weight. The log can also show the user who made the edits.

background job

A job that runs without user interaction. Background jobs are predefined to run on a dedicated background job client.

bad account number

An invalid account number. The system creates a bad account number when a transaction in a feeder module • contains an expression or component value that results in a GL account number that is

undefined in the MIS GL Account Dictionary

• lacks a properly defined ICT expression

• uses an account number that was set to INACTIVE in the MIS GL Account Dictionary

• sends a transaction containing a control account to GL

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balance

The difference between total debits and total credits within a batch or an account. A batch is said to be "in balance" when its total debits equal its total credits (that is, the difference is zero).

For each batch you send to a journal, both of the following must also be true. • the total debits and credits in the batch must be equal

• the total debits and credits assigned to each corporation must be equal

Balance also refers to the equality of a control account balance (for example, accounts receivable) with the balances of all its subsidiary accounts (for example, patient accounts).

base accounts

In allocation, the account whose balance determines the amount of money to be allocated.

You can specify one or more base accounts, and allocate the total expenses from a department or from selected accounts within a department.

Note: Base account balances are completely unaffected by the creation and posting of allocation batches.

batch

A batch is any group of transactions associated with the same date, journal, and number. A batch is the unit used to transfer information from feeder modules into the General Ledger.

Each batch is associated with a batch status.

batch statuses

A label the system attaches to a batch, showing the batch's stage in processing.

Status Definition

OPEN A batch that is still available for additions, deletions, and edits.

POSTED An approved batch whose transactions have been posted to the accounts.

FROZEN A batch that is approved for posting at a later time.

DELETED A batch that can never be posted.

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Status Definition

SUMMARIZED A formerly POSTED batch that has been grouped with other POSTED batches (of the same period and journal) into one summary batch.

IN USE A batch that another user is working on, or one that was being worked on during a system failure.

bill on status

The order status (for example, ORDERING or RESULTING) in clinical applications at which a procedure is eligible to be sent as a charge to the Billing/Accounts Receivable (B/AR) Application.

In the LAB applications, you specify order status at the LMB Bill Status (LAB, MIC, and BBK) and PTH Bill Status (PTH) parameters. You can override these values in the Bill on Status fields in the Test and Procedure dictionaries.

In ITS, you specify order status in the Bill on Status field in the Procedure Dictionary (Billing/Printing page). You can override this value by site in the same dictionary.

In Order Entry, you specify order status in the Bill on Status field in the Category Dictionary.

billing procedure code

A code used to transfer charge information for a test or procedure from a MEDITECH application to the Billing/Accounts Receivable application.

The system uses the billing procedure code corresponding to a procedure's HCPCS/CPT Code to evaluate whether the procedure is medically necessary. Billing procedure codes are assigned (in the MIS Billing Requirement Data Routine) to a set of requirements with specific diagnosis and modifier data defined for each code.

blank

A type of column you define on a compiled report.

A Blank column produces space between columns to make the report more legible, or to emphasize a particular column.

budget

A list of GL accounts and their associated dollar amounts, both period and annual, which reflect some prediction of financial activity for one year.

An account's budget is considered "incomplete" if it contains only the annual amount, or some or all period amounts, but no annual amount.

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budget allocation

A feature providing valid comparison of actual vs. budget financial information by the distribution of budget dollars in parallel with the allocation of actual dollars.

budget allocation log file

A file that contains all the budget allocation information associated with running the Create Budget Allocation Routine, including start and stop date and time, user information, errors encountered, etc.

Each budget allocation log file is associated with an allocation log status.

See Also: allocation log file (actual)

budget distribution

In the General Ledger, Cost Accounting, and Payroll/Personnel Modules, a budget distribution is a framework or pattern used for tracking the relative weight of different accounting periods within the fiscal year.

Budget distributions are defined in the MIS GL Budget Distribution Dictionary.

budget distribution pattern

A template that consists of a quantity for each period in a fiscal year. This quantity represents the relative weight of the budget amount for each period. Period 1 is always the first period of your organization's fiscal year (as defined in the MIS GL Accounting Periods Dictionary)

budget file

A complete budget file consists of the following information: • a budget name

• a fiscal year to which the budget applies

• any number of GL accounts, and annual and period budget amounts for each account

A budget file is considered "empty," if no accounts contain annual or period amounts.

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budget revision note

A note that explains the reason a budget was changed. Budget revision notes can be either user-created or system created. System created notes are called audit notes. Use these notes to keep track of • why a budget was edited

• who edited a budget

• when the budget was edited

budget worksheet

The Budget Worksheet combines historical, current, and projected figures, both actual and budget, onto one report. It also contains an area for you to enter budget amounts directly onto the report, for later edits to the budget.

buffer

A reserved portion of memory in which data is temporarily held while being transferred to another location.

button

A visual representation of a routine, menu, or function.

You click on the button to access the corresponding routine, menu, or function.

cache

As a noun, memory where frequently used data values are stored.

As a verb, to place frequently used data values into memory.

canned text

A frequently used text passage that you can store in the Canned Text Dictionary for your application and use as needed.

Canned text can include data fields that are replaced by data from the application database when a user inserts the canned text into a text file.

charge account

In allocation, the account to which dollars are distributed.

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You can allocate to one or more charge accounts, and you can designate the percentage of money to be allocated to each account.

clearing account

In allocation, the offsetting account used for bookkeeping purposes. Clearing accounts keep a department's accounting and the system in balance, without affecting the balances of the base accounts. A clearing account is credited (or debited) the same amount that is allocated to the charge accounts.

Clearing accounts should be used only as clearing accounts (not base or charge accounts).

client PC

A personal computer (PC) that accesses shared network resources provided by a server.

clinical department

A department within LAB, ITS, and PCS used to track procedures, interventions, user access restrictions. For example, LAB departments provide organization of workload for the testing and reporting of specimens. LAB departments include Chemistry, Hematology and Urinalysis.

GL departments have matching clinical departments, however, clinical departments have no link with GL departments. The B/AR application does not recognize clinical departments.

coded/uncoded allergies/adverse reactions

coded

Allergy/adverse reactions defined in the MIS Allergy/Adverse Reaction Dictionary. For example, the PHA Application uses only coded allergies/adverse reactions to check for medication reactions.

uncoded

Allergy/adverse reactions entered via the Enter/Edit Patient Data - Allergies/Adverse Reactions screen. For example, a user might enter an uncoded allergy/adverse reaction when he or she is not sure whether the allergy/adverse reaction is valid.

compilation number

A number that you can use to identify the compilation of a selection file, log, or purge list. The system assigns the number when you compile a file (or a temporary list of accounts).

Note: For purge lists, the compilation number is also known as the purge list number.

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component

A group of numbers that is used to build account numbers. A component within an account number is used for tracking and reporting. For example, a particular component can represent a Corporation, Department, Revenue Object Code, etc.

confidential status

A status indicating that information for a patient is private. Access to confidential information is restricted to authorized users only. In a Lookup, the letter c appears to the left of a confidential patient's name.

Patient confidentiality is assigned through routines in various MEDITECH applications as shown below.

Routine Application

Enter/Edit VIP/Confidential Status Routine Admissions

Location Dictionary MIS

Enter/Edit Patient Routine Medical Records

Enter/Edit Temporary Location Routine Order Entry

(patients at a confidential location)

Compare with VIP status and sealed records.

constant

A type of column you define on a compiled report.

The following information is collected when you define a Constant column: • type of Constant and the constant value

• range of periods back to use in Constant column titles

• whether or not to print the Constant column on the report

If you choose to print the Constant column on the report, this additional information is collected:

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• number of blank spaces to print before column

• maximum width of the column

• column titles and justification

contraindication

A patient condition that precludes prescribing a specific medication. That is, a patient with this condition should not take the medication at all or only in reduced doses because of potential side effects.

For example, drugs that affect the kidneys, such as gentamicin, are contraindicated for patients with impaired renal function.

control account

An account that has subaccounts (subsidiary accounts) to divide its activity into smaller categories that you can also monitor. The amount in a control account always reflects the totals in all its subsidiary accounts.

For example, Accounts Receivable (the control account) might consist of several subsidiary accounts, each reflecting money due from individual patients.

Only control accounts appear on General Ledger reports.

control amount

The dollar total of all the debit or credit transactions in the batch.

control code

A unique 4-digit code that links a subsidiary account to its related control account.

control count

The total quantity of debit transactions plus the total quantity of credit transactions in the batch.

control hash

The sum of all account numbers for the credits and debits in the batch.

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control totals

The totals entered into the control amount, control count, or the control hash. The actual totals of the batch must equal the control totals (if any exist) before the batch can be posted.

corporation journal

A journal your organization uses to classify trasactions the GL Module receives from a particular feeder module (or application database) and GL corporation.

For example, suppose your health care organization consists of three corporations (Corp 01, Corp 02, and Corp 03). To classify all of the transactions that AP sends to GL by corporation, you might define three corporation journals (AP 01, AP 02, and AP 03).

cursor

An indication of your position on the screen, most often in the form of a flashing vertical line in a field.

custom report

A unique report created using the NPR Report Writer.

Customer-Defined screen (CDS)

An entire screen or a portion of a screen that your health care organization can use to collect data not captured on a standard screen.

CDSs occur in most MEDITECH applications. CDSs are defined in the MIS Customer-Defined Screen Dictionary, where you can specify information about each field and the corresponding response field on the screen. Your health care organization's assignment of CDSs in dictionaries and parameters determines when and where CDSs appear in your applications.

data field

A single element of MAGIC code that retrieves an item of data from the MEDITECH database, for example, a patient's age or a lab specimen number.

Data fields can be inserted into documents such as labels or letters or incorporated into rules. For example, [f pt name] represents a data field which retrieves a patient's name and inserts it into a label, letter, rule, etc.

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default response

A pre-determined field response that automatically appears in certain fields. You can edit default responses.

Demo Recall

A permanent file that stores patient demographic information, such as insurance, next of kin, address, and guarantor. The system creates a single Demo Recall file for each patient.

The Demo Recall file contains the type of information that typically does not change with each visit. For example, the Demo Recall file stores address information but not the admitting doctor.

Using Demo Recall information minimizes the amount of data entry required. For example, during admission, when a previous patient arrives for a new visit, the system updates the screen with the information stored in the Demo Recall file for that patient. Registration personnel review and update the information that has changed since the last visit.

department

A location in a health care organization that is responsible for administering various procedures. An example is the Cardiology Department. Such a location is designated as a Department in the MIS Location Dictionary.

desktop

A screen that includes all the necessary functionality, such as routines and menus, that a user needs to perform his or her role at a health care organization

dictionary

A user-defined set of information unique to your health care organization. Dictionaries contain relatively permanent information that is commonly shared by multiple departments throughout your health care organization.

download

To transfer a file from one system to another. For example, you can download a report from a MEDITECH application to your PC.

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Drill Down Reporting

This feature provides process screens that allow users to track GL batch information from GL back to the application that generated the batch. Users can print reports throughout the drill down process to obtain various levels of information.

Electronic Data Interchange (EDI)

The automated exchange of data and documents in a standardized format.

For example, the Materials Management application uses EDI when it sends purchase orders to a vendor directly. Also, the Admissions application uses EDI when it receives insurance information directly from an outside insurance database.

electronic signature

A MEDITECH feature that allows eligible users to "sign" reports, orders, and patient records that are electronically stored.

This feature allows your providers to verify records without signing paper copies. It also allows your health care organization to store reports and patient records electronically, eliminating voluminous paper files.

EMR (Enterprise Medical Record)

A MEDITECH application that collects, stores, and displays clinical data for patients within a health care organization.

Health care providers use EMR to access multiple sources of patient information at one time. EMR accepts data from many separate MEDITECH enterprises, such as hospitals, clinics, and provider offices, as well as data from outside vendor applications.

Patient information processed by EMR ranges from demographic and status data to orders performed and medications administered during a visit. Because this information is never purged from EMR, patient histories are permanently maintained.

Note: For certain facilities, for example, employee health and veterinary lab testing, you may not want patient data to go to the EMR. Therefore, in the MIS Facility Dictionary (MIS System Dictionaries in the MIS Toolbox), the field, Suppress from EMR?, can be set to Y to prevent data transfer from NUR, PCS, and other Applications.

EMR Identifier (EMR ID)

The unique name assigned in various dictionaries to EMR items. The EMR ID is the name by which a dictionary item appears in the Enterprise Medical Record (EMR). Items must have an EMR ID before they can appear in EMR.

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The EMR ID allows you to differentiate similar items in various dictionaries. For example, a Microbiology procedure and a LAB test could have identical mnemonics within their respective dictionaries. Assigning an EMR ID prevents any confusion in EMR.

EMR Item

An item from one of several MEDITECH dictionaries that has been assigned an EMR ID. Items can be tests, interventions, queries, or procedures.

enterprise

A health care organization comprised of several different types of care-delivery services. Examples include, acute care hospitals, long term care facilities, home health agencies, outpatient centers, and physician practices.

For example, in SCH, multiple facilities can use one SCH database to book appointments at all the facilities in the enterprise. Or, several facilities can use multiple SCH databases to book appointments across the enterprise. Users can view booked patient appointments in different facilities using one routine.

entry group/group input

A set of transactions within a batch (created in the Enter/Enter Batch Transactions Routine) that allows accounts to be credited and debited more than once within an entry.

All transactions entered together with the same description are considered to be a single entry group. This feature provides greater flexibility and convenience in batch entry than non-group input of batch transactions.

entry/non-group input

A set of transactions within a batch (created in the Enter/Enter Batch Transactions Routine) that allows accounts to be credited and debited only once within an entry.

This feature provides stricter control over batch entry than does group input of batch transactions.

See Also: Inputting Transactions

expense object code

A component that combines with a corporation and department component to form an account for tracking your organization's expenses.

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facility

An independent registration area and medical record department, typically with a single Master Patient Index, within an MIS. During admission/registration, a patient is assigned to a facility and given an account number that includes a facility identifier.

A facility may be a part of the organization's physical location or an off-site location.

In the MIS application, system administrators can restrict user access to facilities.

field

A space allocated on a screen for a specific item of information. Fields can be required, optional, or view-only.

Note: In some fields, responses are optional.

financial class

A group of common insurances defined in the MIS Financial Class Dictionary. Insurances are associated with a default financial class in the MIS Insurance Dictionary (one of the MIS clinical dictionaries).

Your health care organization can use the financial class to retrieve information for reporting purposes or to determine which patient types are subject to medical necessity evaluation.

Financial class can be linked in the ABS Patient Class Dictionary with a patient type to form a patient class. For example, the type Inpatient can be combined with the financial classes MC and MD (Medicare and Medicaid) to form a patient class IN MC-MD

fiscal year

This is used for the health care organization to define their accounting periods for when to open and close their books. For example, an organization's fiscal year can run from October - September or Jan - Dec., or any combination that contains 12 periods.

foreground job

A job that usually requires user interaction. Foreground jobs usually run on a user's client PC, but can (on rare occasions) run on a background job client.

free text

Text that can be made up of any combination of characters with no pre-defined format. Some MEDITECH fields allow free-text entries. Other fields require specific types of responses such as numeric, date, or time.

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function

A type of column you define on a compiled report.

You define a Function column by entering one of the following terms.

To Use This Function

Add of two columns ADD

Add multiple columns TOT

Subtract two columns SUB

Multiply two columns MUL

Divide two columns DIV

Set up a percentage of two columns

PC

Set up a percentage of a line PCL

Display data from previous column (thereby shifting the display)

SHF

function

A routine that is available from a desktop.

For example, in the Order Entry Application (OE), Cancel Orders is a function in the Review Orders Routine.

GL corporation

A number assigned to a health care organization (or part of one). The number is used to separately track revenues and expenses for each facility within a multi-facility organization.

GL department

A location within a health care organization that generates either revenues and expenses or expenses only. Examples of departments include Cardiology (which generates revenues and expenses) or Housekeeping (which generates expenses only). In the GL chart of accounts, a department is constructed by combining a GL corporation component with a generic department component.

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GL expression

A formula for creating GL account numbers. Instead of entering one GL account number at a time, you can define an expression that combines GL components to form one or more account numbers. The system looks at the expression you have defined to determine which dictionaries contain the component values needed for creating the account.

For example, CRP_"."_"1100.0030" combines all CRP component values with the literal account value "1100.0030".

GL period

A period of time (usually a month) used for

• tracking financial and statistical activity

• compiling financial and statistical reports

You can define GL Periods in the MIS GL Accounting Periods Dictionary.

A fiscal year can be divided into either 12 or 13 GL periods.

group response

A group of related responses assigned to a Group type query.

For example, you might define a group response of Pain that includes the responses None, Slight, Moderate, and Extreme. The responses appear in a Lookup.

Group responses are defined in the MIS Group Response Dictionary.

HCIS (Health Care Information System)

A set of related databases that share dictionaries and data within a ring. MEDITECH stores all application databases (for example, MIS, BAR, etc.) in an HCIS. When defining an HCIS, MEDITECH specifies the list of servers that the HCIS is allowed to use. Each HCIS is linked logically (not physically) to a ring.

Note: Most health care organizations have only one HCIS associated with each ring. However, multiple HCISs (for example, Live A and Live B) can exist on one ring.

HCPCS/CPT Code

A standard code that identifies a medical test, procedure, or product.

You can define HCPCS/CPT Codes in the MIS HCPCS/CPT Code Dictionary.

CPT (Current Procedural Terminology) is an AMA (American Medical Association) code system. For example, a complete blood count has a CPT code of 85022.

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HCPCS (HCFA Common Procedure Coding System) are Medicare codes used to supplement CPT codes. For example, a plaster cast has an HCPCS code of L2102.

HHIS (Home Health Information System)

A set of related computer databases used by home health care organizations to track and manage their activities. An HHIS can be linked to and share information with an HCIS.

HIPAA (Health Insurance Portability and Accountability Act of 1996)

United States Federal legislation designed to

• improve the efficiency and cost-effectiveness of the health care industry

• ensure the portability and continuity of health care coverage

hyperlink

Links that allow users to jump from one topic to another.

You add these links to your document. In the compiled Help file, the user sees a hotspot (an interactive piece of text or graphic) that he or she can select to jump from one location to another.

ICD9 Code

A medical diagnostic code that serves as a criterion for determining insurance reimbursement.

This code is used mainly to document the reason for ordering a procedure. ICD9 codes indicate the condition mostly responsible for causing hospitalization or other use of health care services.

ICD9 refers to the International Classification of Diseases (ninth revision).

Inbox/Outbox

Routines used to send and receive information to and from applications. The Inbox processes incoming data, and the Outbox processes outgoing data.

Inboxes and Outboxes are used by sites that combine the following:

• MEDITECH and non-MEDITECH applications

• Client/Server (C/S) and MAGIC applications (that is, mixed platform sites)

• Different Client/Server (C/S) systems, such as conventional C/S applications and Long Term Care (LTC)

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index file

A system-created internal file that contains subsets of information for a record. Several MEDITECH applications (such as ABS, B/AR, MC, MM, MRI, P/P and PRV) use index files.

When you compile a report, if you include an index file as a select field, the report compiles faster than it does without an index file.

Example:

Assume that you want to create an Abstracting report that includes all females admitted in the month of August 1999.

1) In the Compile an ABS Patient Report Routine, you respond to the select field fields as follows.

2) Because the ADM DATE Select field is associated with an index file, the system searches this field before it searches the SEX field.

The system finds only the records of those patients who were admitted in the month of June 2005 (ignoring all other patient records).

3) Then the system searches only the records that appear in the first search for those with a value of F in the SEX field.

4) Because the system needs to search only a portion of the total patient records, the report compiles in less time than it would compile if it searched all patient records.

insert mode

A text entry mode in which the text editor inserts all characters you type at the cursor position. To make room for each new character, any existing characters to the right of the cursor are shifted one space to the right.

Many text editors let you choose between insert mode and overtype mode.

insurance carrier

A company that underwrites and administers insurance policies.

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interaction (medication)

A chemical or physiological reaction that can occur when two or more different medications are taken together. Subsequent drugs may increase or decrease the effect of the first drug.

For example, if captopril, commonly used to lower blood pressure, is given to patients who are also taking a diuretic, the combination may occasionally produce a sudden reduction of blood pressure.

interaction/conflict group

A group of order-checking settings defined in the MIS Interaction/Conflict Group Dictionary for orders placed by providers in Ambulatory Order Management (AOM), Operating Room Management (ORM) and Provider Order Management (POM).

inter-corporate transfer (ICT)

A transaction to cover situations in which moneys are "due to" or "due from" corporations. For example, in a multicorporate environment, one corporation's Accounts Payable might pay an invoice covering goods for departments in another corporation.

Inter-corporate transfer (ICT) transactions are necessary to keep each corporation's accounts in balance. ICTs are typically needed in batches read in from other applications. The system does not allow you to post a batch if its corporations' total debits and credits are out of balance.

interface

A program that allows one application to transfer data to and from another application or non-MEDITECH software.

Interfaces are defined in the MIS Toolbox and the MIS Interface Manager. You can use the MIS Interface Manager to monitor interfaces and maintain some interface settings.

Internet Gateway

A Web browser-based product that organizes information (in HTML format) from your clinical, administrative, and financial applications for access over the Internet and intranets. All MEDITECH information transmitted over the Internet is encrypted (scrambled) to ensure security.

The Internet Gateway gives the following authorized users real-time access to pertinent health care information.

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• Care Providers • Information Systems Staff

• Executives • Other Employees

• Administrators • Patients

These users can access the information from within a health care facility or from a remote location such as the user's home.

The Internet Gateway is interactive. For example, patients can request appointments or prescription renewals.

job

A function or task performed by a computer system. You can classify a job as either a background job or a foreground job.

journal

An electronic file that groups transactions by type and organizes them in chronological order. Transaction information includes account number, batch date, entry number, and amount.

Some journal types include Payroll, Accounts Payable, Materials Management, and Fixed Assets. The General Journal records miscellaneous transactions (such as Order Entry) that do not fit in any of the specific journals.

leave of absence (LOA)

A Medicare term for a period during which a patient is temporarily absent from a facility for therapeutic or rehabilitative purposes and is expected to return after midnight of the same day or at a later date. The bed and room assigned to a patient on LOA are held until the patient returns.

line types

Categories that define the type of information that you want to appear on the line of a compiled report. All line types are summarized below.

Line Type Description

Header Adds text, underlines, and blank lines to the report which help distinguish between the different portions of the report, and make the report more attractive.

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Line Type Description

Control Restricts the components and summary level values to a specific account class that you can define in the report's Detail lines which follow. Accounts can be restricted by class, and also by component, super-component, and summary level values. Control lines do not print on the report.

Detail Determines which account data appears on each line of the report, and how that data is displayed.

Total Provides a sum of values from Detail lines, Expression lines, and other Total lines.

Expression Performs calculations on specific cells and displays the result. (A cell is the intersection of a line and a column.) For example, if one line of the report displays statistics on patient days, and another line displays total revenue, an Expression line can be used to calculate Patient Day Revenue.

Live system/date

The system MEDITECH sets up when the customer is ready to actively use the software.

Live date refers to the date on which the facility stops using its existing system and begins using the MEDITECH system on a daily basis.

location

A specific floor, unit, or area within a health care organization that provides patient care and other services.

In a multi-entity environment, each location must be associated with one facility. An entry for all physical locations in an HCIS must be made in the MIS Locations Dictionary. A location may be classified as one of the following types:

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• Inpatient (where rooms and beds exist)

• Outpatient (non-inpatient areas where patients receive treatments)

• Other departments (areas in your organization that do not provide patient care services) For example, Business Office, Nursing Administration, or Dietary Department)

lock

A safeguard the system uses to prevent several users from accessing the same data or procedure at the same time.

MAGIC

MEDITECH's proprietary programming language. The operating system executes MAGIC program statements after they are interpreted.

managed PC

A personal computer (PC) associated with a location.

mark

A type of column you define on a compiled report.

In a Mark column, a single character of punctuation indicates that the value of the previous Retrieve or Function column exceeds a user-defined limit.

Master Patient Index (MPI)

A file that permanently stores the following patient information.

• name

• unit number

• date of birth

• age

• sex

• maiden/other names

• mother's name

• visit history

• record status

The system uses this information during the MPI Search to help you identify patients who possess a record in the MPI.

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medical necessity

A set of criteria used by insurance carriers to approve or deny payment for procedures ordered on a patient.

To determine the medical necessity status of a procedure, the system evaluates an ICD9 (diagnostic) code that the user enters for that procedure. Insurance carriers cover the costs of procedures only when a patient's diagnosis indicates the procedure is medically necessary.

medical necessity status

The status of an ICD9 code that the user enters for a patient's ordered procedure.

To evaluate the procedure for medical necessity, the system compares this code to acceptable ICD9 codes (defined in the MIS Billing Requirement Data Routine) for the patient's financial class and patient type.

Medical necessity statuses appear in the Status field of the MIS Enter ICD9 Codes for Orders screen. The following table summarizes the medical necessity statuses.

Status Description

APPROVED The diagnosis entered in the clinical application matches an acceptable diagnosis defined in the MIS CPT Requirements Dictionary.

REJECTED The diagnosis entered in the clinical application does not match an acceptable diagnosis defined in the Billing Requirements Dictionary.

UNKNOWN Acceptable diagnoses are not defined in the Billing Requirements Dictionary for the billing procedure.

If the status of a procedure is REJECTED or UNKNOWN, the user can print the Advanced Beneficiary Notice. By signing this form, the patient acknowledges financial responsibility for having the procedure performed.

medical record number

A unique identification number assigned to each patient via the Medical Records Application (MRI).

A medical record number serves as a permanent identifier for each patient and is associated with all accounts (that is, visits) for that patient. Usually, you can identify patients in Patient fields via their medical record numbers.

menu

A list from which you access routines or other menus. Following is an example of a menu.

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starting menus

When a user signs onto an application, starting menus appear if a user is assigned more than one desktop or routine.

standard and custom menus

MEDITECH provides a set of standard menus with each application. Standard menus are available on an application's standard desktop.

Administrators control access to routines by creating custom menus via the NPR Application. Custom menus are created to suit the needs of specific users and usually contain only the routines necessary for a user to perform his or her job.

Midnight Run

A background job that runs daily at a set time, usually at night when network activity is light. A Midnight Run performs system-maintenance tasks that vary by application.

For example, in the Admissions Application, the Midnight Run

• compiles patient charges

• updates the Admissions census and statistics

• deletes inactive accounts

• discharges recurring patients

mnemonic

A short series of characters that represents a larger, more complex series of characters. Mnemonics identify entries in MEDITECH dictionaries.

modifier

A code that modifies (or clarifies) a procedure's HCPCS/CPT Code (for example, LEFT for an arm x-ray or REPEAT for a LAB test). Users can associate an unlimited number of modifiers with any billing procedure code.

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module

See application.

money account

An account whose totals represent money, not statistics.

MPI Search

The steps you take to retrieve a patient's record when identifying a patient in the Patient or Record fields. Search criteria include the following:

• name (exact and Soundex)

• date of birth

• sex

• maiden/other name

The search takes several passes through the patient database, applying a broader range of criteria after each pass in which the desired patient was not found. After each pass, you can choose from a list of patients who fit the criteria.

multi-entity

A health care organization with more than one facility.

nil transaction

A transaction containing an account, but no credit or debit dollar amount specified for it.

note sequence number

An identification number for a budget revision note. The numbers for each budget's notes are ordered sequentially to track the edits to the budget.

notification

A set of criteria used to generate messages to alert providers of significant changes in the conditions of their patients. Providers can receive notifications via e-mail, the PWM Physician Desktop, or the PWM Process Workload screen.

The following provider notifications can be defined in the MEDITECH system.

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• General, system-wide notifications that define criteria for sending messages to the desktops of ordering, attending, or ER providers when a LAB test or nursing query response is recorded for any of their patients. These notifications are defined in the MIS Notifications Dictionary and attached to numeric tests in the LAB Test Dictionary or to nursing Interventions in the NUR Intervention Dictionary. For example, your organization could define a notification for all doctors whose patients have abnormal BUN levels.

• Provider-specific notifications defined for individual providers in the PWM Preferences Dictionary. These notifications send messages to the provider's desktop when a LAB test or NUR query response is recorded for any of his or her patients. For example, a provider could define a notification to send messages when a temperature above 106o F is recorded for any of his or her patients.

• Patient-specific notifications defined in POM by a provider to send messages to his or her desktop when a LAB test or NUR query response is recorded for a patient. For example, a provider whose patient has liver disease could define a notification to send a message when an elevated bilirubin level is recorded for that patient.

Note: For information about computer system notifications, see the Overview of Alert Notification Options Dictionary in MIS.

option set

A group of functions or routines that are defined in the Option Set Dictionary for the application in which you are working. You can be authorized to use option sets via the Access Dictionary.

overtype mode

A text entry mode in which each character you type overwrites any character that already exists at the cursor position.

Many text editors let you choose between overtype mode and insert mode.

parameter

A value that customizes a MEDITECH application to meet your health care organization's unique needs. For example, the Start Midnight Run After parameter determines when an application starts the Midnight Run to update and maintain the application's database.

The two basic types of parameters are:

• system parameters, which can be edited only by MEDITECH Applications Specialists (an Enter/Edit Parameter routine is a part of each application's Toolbox).

• customer-defined parameters, available in some applications, which customers can change themselves without harming the integrity of their systems.

Note: Most applications contain View and List routines that allow you to examine your current system parameters for troubleshooting purposes.

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parent-child

A relationship between two entities, such as screens or fields.

The parent contains the information about a subject, such as a patient. The child contains specific information related to the parent, such as the type of patient.

password

A code you enter to gain access to MEDITECH applications.

Patient Instructions Content (PIC)

A MEDITECH product that provides health care organizations with standard patient discharge instructions. Organizations that license PIC can print the instructions via the Emergency Department Management Application (EDM) and any other application that can access the PIC product.

patient status

A status that indicates a patient’s stage in the admission process. Patient statuses for each patient type include the following.

Admission Status

Patient Type

Scheduled

Pre-Admitted or Pre-Registered

Admitted

Discharged or Departed

Inpatient (IN) SCH IN PRE IN ADM IN DIS IN

Observation (INo) SCH INo PRE INo ADM INo DIS INo

Clinical (CLI) SCH CLI PRE CLI REG CLI DEP CLI

Emergency Room (ER) no status PRE ER REG ER DEP ER

Provider Office Visit (POV)

SCH POV PRE POV REG POV DEP POV

Provider Practice Record SCH PPR PRE PPR REG PPR DIS PPR

Recurring (RCR) SCH RCR PRE RCR REG RCR DIS RCR

Referred (REF) SCH REF PRE REF REG REF DEP REF

Surgical Day Care (SDC) SCH SDC PRE SDC REG SDC DEP SDC

patient type

A classification assigned to a patient upon admission. Patients can be assigned to one of the following groups.

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Type Description

IN An inpatient who is admitted (for at least an overnight stay) and assigned a bed and room.

INo An observation outpatient who is assigned a room and bed, without incurring automatic room and bed charges. The observation patient is billed as an outpatient, treated as an inpatient in real time reports, and treated as an outpatient in statistical reports.

CLI A clinical outpatient who registers for an isolated appointment (not a series) such as examinations, treatments, or consultations.

ER An outpatient who receives treatment at your Emergency Room. Depending on their illnesses or injuries, patients may be admitted as inpatients, or treated as outpatients and discharged.

POV An outpatient who goes to a provider's office for an examination, consultation, or treatment. The POV accounts are created in the Physician Practice Management Application.

PPR An outpatient account within a particular provider's practice. These accounts are re-used for each patient encounter at the provider's practice. An encounter is a patient visit or part of a patient visit to a provider's practice.

RCR An outpatient who goes for a regularly scheduled series of clinical appointments (for example, a chemotherapy patient).

REF An outpatient who has been referred from another organization for consultation or further treatment.

SDC An outpatient who undergoes a minor operation at a surgical daycare center. SDC patients are not normally admitted for an overnight stay unless complications arise.

period

See GL period.

PIN (personal identification number)

A security code used to authenticate

• users logging onto the MEDITECH system

• providers using the electronic signature feature

A PIN can also be assigned to a provider by an insurance company for insurance verification.

post

To debit or credit the General Ledger accounts with the dollar values of each transaction within a batch.

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post-to period

The GL period to which you are posting a batch.

primary sort

Also known as "major sort" and "sort 1", the initial sort criterion by which the system arranges data on a report.

For example, in the Payroll/Personnel application, you can create an employee report with a primary sort criterion of "payroll". Assume your health care organization uses three payrolls: Payroll A, Payroll B, and Payroll C. The report lists employees in Payroll A first, followed by Payroll B and Payroll C.

Note: Most reports allow you to specify a secondary sort as well.

provider

A user who provides patient care or treatment as defined by the following:

Provider Description Defined in the

Physicians, nurses, and ancillary personnel, such as physical therapists

MIS Provider Dictionary

Non-physicians, such as nurses, who use the PCS Application

NUR Care Provider Dictionary

Care providers can perform the nursing interventions defined for them according to their care provider type. Care providers can also perform other functions within the PCS Application.

You can define a user as a provider in the MIS Provider Dictionary, as a care provider in the NUR Care Provider Dictionary, or as both a provider and a care provider.

Note: In the MIS User Dictionary, the This User is Provider? field allows the provider to use the electronic signature feature and to view Inpatient and Outpatient visits via the Internet Gateway. The field does not allow you to define the user as a provider.

provider group

In MIS, a set of providers in a group practice or association (for example, a group of surgeons who form a corporation) defined via the MIS Provider Group Dictionary. MIS provider groups can be used to control access to patient data, sort the ADM Provider Census Report, or share lists in the Patient Care Inquiry (PCI) Application. A provider can belong to only one MIS provider group.

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In LAB, a set of providers defined via the LIS Provider Group Dictionary. LAB provider groups can be used as selection criteria to determine which providers receive patient reports and which specimens appear on management and patient reports.

Individual providers can belong to more than one LAB provider group. You can assign a report to more than one LAB provider group.

provider type

Most health care organizations employ different types of providers. The MIS Provider Type Dictionary allows your organization to categorize its providers. Typical provider types include:

• resident

• physical therapist

• registered nurse

• physician assistant

• staff physician

• consulting physician

purchasing facility

A division or section of your health care organization that controls access to specific purchasing, requisition, invoice, and asset information.

For example, if your organization consists of four corporations (01, 02, 03, and 04), you could have one purchasing facility assigned to corporations 01 and 02, a second purchasing facility assigned to corporation 03, and a third purchasing facility assigned to corporation 04.

purge

To systematically eliminate old or unneeded information from a live disk to create space for new data. The information is usually archived before it is purged.

query

A user-defined field created to capture information unique to a specific health care organization. Queries capture information that standard MEDITECH fields do not.

Queries are defined in the MIS Query Dictionary and are assigned to Customer-Defined screen.

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recurring batch

A type of money batch that is used as a template or framework for other money batches. Recurring batches are never posted. Recurring batches are usually copied to a new batch. The new batch is edited, converted to a regular batch and posted.

Registration Category (Canada)

A classification that Canadian health care organizations use during the admissions process to assign patient account numbers according to patient status and institution. Patients are assigned to registration categories via the Admissions Application (ADM). Patient registration categories are defined in the MIS Registration Category Dictionary.

regular batch

A batch that can be posted (that is, not a recurring batch).

required field

A field that requires a response before you can proceed to the next field or screen.

retrieve

A type of column you define on a compiled report. A Retrieve column retrieves one of six types of data for compiled reports.

Those data types are:

Actual Amounts

• actual account activity for a period (Per Act)

• year to date actual account activity (Ytd Act)

• balances for account (Balance)

Budget Amounts

• budgeted account activity for period (Per Bud)

• year to date budgeted account activity (Ytd Bud)

• annual budgeted account activity (Ann Bud)

For comparative analysis, budget data is typically compared to actual data.

When you define the column, you can select the budget to use for the analysis.

revenue site

An accounting entity to which one or more clinical sites can be mapped.

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You can define revenue sites in the MIS Revenue Site Dictionary.

In its Site Dictionary, each clinical site is associated with a revenue site. Each combination of test/procedure and revenue site may be associated in Billing/Accounts Receivable (B/AR) with a different charge.

The use of revenue sites allows distinctions in revenue reporting that are not possible by the use of GL corporation alone.

ring

A distinct set of source and object code.

A universe can have multiple rings (for example, the TEST and LIVE rings) which are defined in the UNV Ring Dictionary. When defining a ring, consultants specify the servers on which the various parts of the code are placed.

A ring needs one of each type of server drive (Programs, VMagic Data, Other Data, and Shared Files).

routine

A series of related fields on one or more screens. Routines typically allow users to collect data, process data, or generate output such as reports or forms.

rule

One or more lines of code that are interpreted during a routine. Rules may be created by MEDITECH consultants or users to handle specific requirements of a health care organization.

You can define rules to do many things. For example, you can define rules to

• restrict orders to a certain age range or gender

• query the user further about patient information entered

• send weekend reports to a specific printer

• flash a warning message

• ask a question

• prevent a user from proceeding

screen

An enclosed, rectangular area that contains fields in which you can enter or view information.

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You can use screens to execute several tasks simultaneously in multitasking environments. To enter information in a specific screen, you click on the screen of interest to move it to the foreground.

search criteria

Criteria you enter that determine which records appear in a report.

Note: Selection criteria and search criteria are synonymous.

secondary sort

Also known as "minor sort" and "sort 2", the sort criterion by which the system arranges data on a report within the primary sort.

For example, in the Payroll/Personnel application, you can create an employee report with a primary sort criterion of "payroll" and a secondary sort of "department". Assume you have three payrolls (Payroll A, Payroll B, and Payroll C) and twenty departments (Dept 1, Dept 2, Dept 3, etc). The report lists employees in Payroll A first, followed by Payroll B and Payroll C. Within each payroll, the report lists employees by their department.

Thus, the report lists employees in Payroll A, Dept 1 at the beginning of the report and lists employees in Payroll C, Dept 20 at the end.

selection criteria

See search criteria.

selection screen

A screen used to choose items (for example, specimens, units, or donors), based on a set of search criteria.

You can perform tasks or functions on the specific items or group of items you select.

session

A period during which a user interacts with an application or program. A session begins with the user signing onto or launching an application or program and ends with the user closing it.

set of billing requirements

A group of one or more billing procedures with specific medical necessity data (diagnoses and modifiers) defined for each.

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When evaluating a patient for medical necessity, the system checks the set of billing requirements for the patient to determine whether a billing procedure is medically necessary for a patient's diagnosis (ICD9 codes).

simultaneous allocation method

A method of allocation allowing you to distribute expenses back and forth among non-revenue-producing departments as well as to charge accounts for other departments, using a series of linear equations.

The simultaneous method ensures accurate allocation when base accounts distribute their amounts to other accounts that are also being used as base accounts.

See Also: step down allocation method

site

A work area within a LAB, OE, PHA, PCS, or ITS department. Sites are generally defined within each clinical application. For example, there can be multiple sites within a LAB department to identity the various locations at which lab testing is performed. Sites are used to

• Route requisitions to different locations.

• Breakdown reports and revenue by site within one department.

• Restrict procedures by site.

• Specialize billing based on the site performing a procedure (revenue site).

sort criteria

Criteria you enter that determine the arrangement of records in a report.

Soundex

A method of respelling a name by its alphabetic (Standard) or numeric (Russell) equivalents for easier identification during the MPI Search. Soundex allows you to identify a patient without knowing the exact spelling of the patient's name.

stages of allocation compilation (SIMULTANEOUS method)

In allocation logs, the stages or steps used by the system in calculating the allocation amounts. In the View Allocation Log routines, you can use these stages to monitor the progress of the jobs as they are running (as started by the Create Allocation Batch or Create Budget Allocation routines).

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For the simultaneous method, the stages are:

1) Create index

2) Fill matrix

3) Check circularity

4) Invert matrix

5) Pivot # NN

6) Check matrix

7) Calculate distributions

8) Create batch

9) Fill batch

10) Summarize batch

stages of allocation compilation (STEP DOWN method)

In allocation logs, the stages, or steps, used by the system in calculating the allocation amounts. In the View Allocation Log routines, you can use these stages to monitor the progress of the jobs as they are running (as started by the Create Allocation Batch or Create Budget Allocation routines).

For the step down method, the stages are:

1) Create batch

2) Table xxx, rule # nn

3) Summarize batch

statistical account

An account whose totals represent non-money statistics. (for example, hours worked, number of procedures performed, square footage of a department, etc.)

step down allocation method

A method of allocation allowing you to distribute expenses from one non-revenue-producing department to another, in a strictly defined hierarchy, and then to charge accounts. You allocate dollars from any base accounts you select to any other charge accounts.

Since the step down method relies on a strict priority of rules and tables, you can never allocate dollars back to accounts you are already using as base accounts (because the amount to be allocated has not yet been determined).

See Also: simultaneous allocation method

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subsidiary account

A subaccount that is used to break down the account activity in a larger account (control account).

Subsidiary accounts contain the following information: • the control code of the subsidiary's control account.

• an asterisk (*).

• a description of the account. This description can contain up to 20 characters.

An example of a subsidiary account in the proper format might be 4444*BLD - NEW WING.

summary level

The organizational levels defined by your health care organization to serve as an informational reporting structure. Components are associated with particular summary levels to allow you to group related component values (and the accounts that contain them) into reports.

summary level values

The different values you give to summary levels. You can create several summary values for each summary level.

summary path

The hierarchical relationship between components and the higher summary levels to which they report.

super-component

A combination of two or more components which can be used in combination with other components to form GL accounts. The most common super-component is Department (DPT), which is a combination of Corporation (CRP) and Generic Department (GDP).

purge status A status indicating whether the Purge Batch (Detail) Data Routine successfully completed.

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Status Means the Purge Routine

IN PROGRESS Is running.

COMPLETE Has finished.

USER ABORT Was halted by a user.

NOT RUN Could not be started because of lack of system resources.

CRASHED Failed to complete because of system difficulty. Call MEDITECH.

system message

Text that appears on your screen, usually in response to an entry. A system message gives instructions about how to complete a field, or explains why an entry is inappropriate. To clear the message from the screen, press <Enter>.

Test system

A system that MEDITECH sets up for customers to use for

• training users

• testing software updates

toolbox

A set of utility routines that have a fundamental impact on an application. Only MEDITECH consultants have access to the toolbox.

The toolbox includes the parameters, dictionaries, routines, and reports that help MEDITECH staff install and maintain an application.

transaction

A debit or credit amount and the GL account number to which it is posted.

transfer group

The group of batches created in the MIS Module and retrieved into the GL Module when the system divides a single feeder module (AP, BAR, FA, MM, OE, PP) batch into separate batches for sending to corporation journals.

Transfer groups provide a way of tracing a feeder module batch that was sent to a GL corporation journal. When you print the GL Batch List for a corporation journal,

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you can include the the batch date, journal, and number of every batch that belongs to the transfer group on the report.

type ahead Lookup

A system search for items based on the characters that you type in the Lookup field. As you type each character, the system recompiles the results and displays matching entries.

universe

The network architecture used by one or more HCISs. The architecture includes the hardware and software that make up the HCISs as well as the users who maintain and use the HCISs. In addition, the Universe application allows you to view and list internal dictionaries, view database analysis, and manage backups.

During system setup, MEDITECH assigns a unique mnemonic (for example, MMH) to each universe. A universe contains servers, server disk drives, rings, HCISs, users, clients, and printers.

Note: Multiple parallel universes can exist on a single physical network.

user

An employee authorized to access a MEDITECH application. System administrators assign passwords to users and grant users access to the applications, routines, and menus they need to perform their jobs.

variance

A measure of the difference between actual activity (or dollar amounts) and planned activity (or dollar amounts).

Web request (Change Information Request Form)

The electronic form in the Internet Gateway that Web users use to enter and submit requests for demographic changes.

Web request status

Statuses assigned by the system Web requests.

Web Request Status Definition

SUBMITTED The most recently submitted Web request that is not yet processed.

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Web Request Status Definition

REJECTED A Web request that preceded the most recently submitted form

CANCELLED A Web request that is manually deleted from the system.

IN PROCESS A Web request that is currently updating the patient record

PROCESSED A Web request that completely updated the patient record.

worklist

An ordered list that appears on a Process screen. Worklists allow your accounting department to conveniently and efficiently manage money batches and statistics batches.

Index

Index

1

100% lines (GL Report Writer) .....................................................................................................................300

A

access .................................................................................................................................................. 461, 471 allocation tables .......................................................................................................................................467 budget files ............................................................................................................................... 209, 210, 466 financial data .................................................................................................................................... 462, 463 journals ....................................................................................................................................................465 modifying .......................................................................................................................................... 469, 470 pre-defined sets of routines and menus ........................................................................................... 462, 464 process screens ............................................................................................................................... 464, 465 reports .............................................................................................................................................. 467, 468 security levels (example) .................................................................................................................. 471, 472

accounting periods ............................................................................................................................... 505, 506 creating .................................................................................................................................... 506, 507, 508 integrity checks ................................................................................................................................ 509, 510

accounts activating .......................................................................................................................................... 483, 484 allocation .......................................................................................................................................... 170, 182 bad account numbers ..................................................................................................... 34, 74, 99, 103, 474 control and subsidiary ........................................................................................................................ 38, 475 deleting ............................................................................................................................ 483, 484, 485, 486 identifying ....................................................................................................................................... 36, 37, 38 inquiries .................................................................................................................... 135, 136, 138, 139, 140 listing ................................................................................................................ 478, 479, 480, 481, 482, 487 naming .....................................................................................................................................................492

Accounts Payable (reconciling) ............................................................................................................ 119, 120 accounts:.................................................................................................................................... 22, 32, 64, 474 allocation

base accounts ..........................................................................................................................................179 batch index ........................................................................................................................................... 73, 88 budgets ............................................................................................................................................ 199, 200 charge accounts ............................................................................................................................... 179, 202 clearing accounts .....................................................................................................................................202 preventing errors (step-down allocation) ..................................................................................................173 previewing .................................................................................................................................. 69, 206, 207 priorities ...................................................................................................................................................179 purging ............................................................................................................................................. 191, 199 reports and lists ................................................................................................................ 190, 198, 204, 206 selecting accounts ...................................................................................................................................182 statistics ...................................................................................................................................................174

allocation batches ........................................................................................................................................192 creating ....................................................................................................................................................193

Index

posting (temporary and permanent) .........................................................................................................197 previewing posting .................................................................................................................................... 74 table priorities ...........................................................................................................................................179

allocation logs ..............................................................................................................................................194 listing and viewing .................................................................................................................... 195, 196, 198 purging .....................................................................................................................................................520

allocation rules .............................................................................................................................................187 creating and copying ........................................................................................................................ 179, 189 deleting ....................................................................................................................................................190 listing ........................................................................................................................................................190 maintaining (step-down allocation) ...........................................................................................................187 priorities (step-down allocation) ...............................................................................................................179

allocation tables ...........................................................................................................................................176 creating and copying ................................................................................................................................191 expunging ................................................................................................................................................191 listing and viewing ....................................................................................................................................190 maintaining rules ......................................................................................................................................187 priorities (step-down allocation) ...............................................................................................................179 processing ................................................................................................................................................177 security ............................................................................................................................................. 205, 206

B

banners (GL Report Writer) ..........................................................................................................................275 batches

controls on ................................................................................................................................. 67, 102, 112 illustrated .................................................................................................................................. 45, 46, 47, 49 input formats ...................................................................................................................................... 49, 522 inter-corporate transfers ....................................................................................................................... 63, 64 journals .............................................................................................................................................. 79, 107 recurring ............................................................................................................................. 47, 70, 71, 72, 87 reversing ................................................................................................................................ 56, 69, 96, 114 templates ........................................................................................................................... 47, 70, 71, 72, 87 types ...................................................................................................................................... 46, 47, 89, 113

batches (processing) .......................................................................................................... 52, 73, 92, 103, 115 copying ................................................................................................................................................. 56, 96 deleting ...................................................................................................................................... 66, 100, 101 entering and editing ................................................................................. 55, 60, 61, 62, 65, 95, 98, 99, 100 freezing .............................................................................................................................................. 69, 103 headers ................................................................................................................................................ 61, 98 illustrated ................................................................................................................................................... 51 listing ............................................................................................................................ 80, 81, 82, 83, 84, 85 posting ................................................................................................................................... 67, 68, 69, 102 previewing ............................................................................................................................................ 75, 86 retrieving from other modules ............................................................................................ 89, 115, 116, 117 selecting and deselecting ............................................................................................................... 54, 55, 94 statuses ................................................................................................................................................ 46, 70 summarizing journals ......................................................................... 75, 77, 78, 86, 90, 105, 106, 107, 108 troubleshooting ........................................................................................................ 109, 110, 111, 112, 113

batches: ................................................................................................................................................... 45, 88

Index

Billing/Accounts Receivable (reconciling) ............................................................................ 123, 124, 125, 126 budgets

annual .............................................................................................................................................. 214, 215 distributions .............................................................................................................................. 510, 511, 512 duplicate ...................................................................................................................................................235 period ....................................................................................................................................... 217, 218, 219 reports and lists ................................................................................................ 210, 238, 240, 241, 242, 243 seasonality ............................................................................................................................... 510, 511, 512 security ............................................................................................................................................. 209, 210 statuses .................................................................................................................................... 211, 235, 242 worksheet ................................................................................................................................. 236, 237, 238

budgets (processing) ........................................................................................................................... 213, 214 copying ............................................................................................................................................. 226, 227 creating ....................................................................................................................................................211 distributing accross periods ......................................................................................................................216 entering and editing amounts ........................................................................................... 214, 217, 218, 221 modifying amounts ........................................................................................................... 215, 219, 220, 234 purging .....................................................................................................................................................209 reading from feeder modules ........................................................................................... 233, 234, 235, 236

budgets: .......................................................................................................................................................208

C

chart of accounts .................................................................................................................... 22, 473, 477, 483 account structure ......................................................................................................... 24, 25, 32, 33, 34, 35 components ............................................................................................................................. 25, 26, 27, 28 creating .................................................................................................................................... 488, 490, 491 creating account numbers .................................................................................... 34, 35, 474, 477, 482, 483 deleting entries .........................................................................................................................................499 expressions .................................................................................................................................... 28, 30, 31 listing accounts ................................................................................................ 478, 479, 480, 481, 482, 487 maintaining ...............................................................................................................................................492 subsidiary accounts.......................................................................................................... 474, 475, 481, 482 summary levels and paths (reporting structure) ................................................................. 39, 40, 41, 42, 43 super-components ......................................................................................................................... 29, 30, 31

closed circularity ..........................................................................................................................................173 closing the General Ledger ............................................................................................................ 51, 118, 523

Accounts Payable ............................................................................................................................ 119, 120 Billing/Accounts Receivable ............................................................................................. 123, 124, 125, 126 day-end ............................................................................................................................................ 130, 131 Fixed Assets ............................................................................................................................................128 Materials Management .............................................................................................................................127 Payroll/Personnel ............................................................................................................................. 120, 122 period-end ................................................................................................................................ 131, 132, 133 reports and lists ........................................................................ 117, 119, 120, 122, 125, 126, 127, 129, 130 year-end ...................................................................................................................................................134

components ....................................................................................................................................... 25, 28, 34 creating .............................................................................................................................................. 28, 490 deleting ............................................................................................................................................ 499, 501 identifying .................................................................................................................................................489

Index

listing ................................................................................................................................ 495, 496, 497, 498 naming .....................................................................................................................................................491 standard (required) vs. non-standard ............................................................................................. 26, 27, 28

control totals ......................................................................................................................... 55, 61, 95, 98, 113 conversions (from other systems) ........................................................................................................ 480, 482 Cost Accounting ............................................................................................................................................ 73 customer-defined screens .................................................................................................................... 503, 504

D

downtime......................................................................................................................................................525

E

entries and entry groups ............................................................................................................ 45, 49, 66, 101 errors (finding and correcting) .............................................................................................. 110, 112, 113, 114

F

feeder modules ............................................................................................ 4, 26, 75, 115, 513, 515, 521, 523 Billing/Accounts Receivable ................................................................................................................. 75, 78 budgets ............................................................................................................................ 233, 234, 235, 236 Cost Accounting ........................................................................................................................................ 73 statistics .................................................................................................................................................... 89

fiscal years ................................................................................................................... 506, 507, 508, 509, 510 fixed assets (reconciling) .............................................................................................................................128

G

GL Report Writer .................................................................................................................................. 244, 245 compiling and printing reports .......................................................................... 246, 324, 325, 326, 330, 331 displaying information .............................................................................................. 250, 251, 252, 253, 254 functions (see report formats) .................................................................................................. 263, 264, 265 keywords (see report formats) .................................................................................................................273 listing reports .................................................................................................................... 283, 321, 332, 333 multiple reports ........................................................................................................................ 256, 294, 301 printing sample reports .............................................................................................................................330 purging reports .........................................................................................................................................332 report definitions (see report definitions) ..................................................................................................246 report formats (see report formats) ..........................................................................................................246 sharing lines across reports .....................................................................................................................299 statuses .................................................................................................................................... 287, 321, 328

group input .................................................................................................................................................... 50

I integration with other modules ........................................................................................................................ 4 inter-corporate transfers ................................................................................................................... 63, 64, 522

J

journals .................................................................................................................................................. 75, 105 assigning to corporations .........................................................................................................................516 assigning to modules ...............................................................................................................................515 corporation journals...................................................................................................... 84, 85, 515, 516, 523 defining ............................................................................................................................ 513, 514, 515, 523

Index

reports and lists .................................................................................................................... 79, 86, 108, 153 restricting ......................................................................................................................................... 465, 514 summarizing ................................................................................................................................... 76, 77, 78

K

keywords (GL Report Writer) ............................................................................................................... 273, 274

L

lines (see report definitions) .........................................................................................................................291 copying ............................................................................................................................................. 322, 323 deleting ....................................................................................................................................................308 moving ............................................................................................................................................. 307, 308 sharing across reports ..............................................................................................................................299 suppressing ..............................................................................................................................................290

M

Materials Management (reconciling) ............................................................................................................127 mini ledger ........................................................................................................................................... 146, 147

N

non-group input ............................................................................................................................................. 50

O

option sets ....................................................................................................................................................471

P

parameters ................................................................................................................... 519, 520, 521, 522, 523 Payroll/Personnel (reconciling) .................................................................................................... 120, 121, 122 period comparisons .............................................................................................................. 154, 155, 160, 167 posting queue .......................................................................................................................................... 68, 69 priorities (step-down allocation) ...................................................................................................................179 process screens ............................................................................................................................... 52, 92, 115 purging and archiving ..................................................................................... 66, 454, 455, 456, 457, 458, 459

R

report definitions (GL Report Writer) ............................................................................................ 246, 284, 291 100% lines ...............................................................................................................................................301 CONTROL lines .......................................................................................................................................293 copying .....................................................................................................................................................322 deleting lines ............................................................................................................................................308 DETAIL lines ............................................................................................................ 294, 295, 298, 299, 303 entering and editing ................................................................................................................. 286, 287, 288 EXPRESSION lines ......................................................................................................... 297, 304, 305, 306 HEADER lines .......................................................................................................................... 292, 293, 303 listing ........................................................................................................................................................321 moving lines ..................................................................................................................................... 307, 308 report specifications ......................................................................................................... 309, 310, 311, 321 sharing lines across reports .....................................................................................................................299 suppressing lines .....................................................................................................................................290 TOTAL lines .............................................................................................................................................299

Index

using with report formats ..........................................................................................................................246 report formats (GL Report Writer) ................................................................................ 246, 256, 257, 278, 281

banners ....................................................................................................................................................275 BLANK columns ....................................................................................................................... 269, 270, 271 column titles ..................................................................................................................................... 273, 274 CONSTANT columns ............................................................................................... 266, 267, 268, 289, 291 deleting ....................................................................................................................................................284 entering and editing .................................................................................................................................279 FUNCTION columns ................................................................................................................ 262, 263, 265 functions ................................................................................................................................... 263, 264, 265 listing ........................................................................................................................................................283 MARK columns ................................................................................................................................ 271, 282 report widths .................................................................................................... 260, 265, 268, 276, 277, 278 RETRIEVE columns ................................................................................................. 258, 259, 260, 261, 294 TEXT columns ................................................................................................................................. 272, 278

report runs (GL Report Writer) .....................................................................................................................324 base periods ............................................................................................................................................329 cancelling .................................................................................................................................................330 compiling and printing ...................................................................................................................... 329, 331 listing ........................................................................................................................................................332 numbering ................................................................................................................................................329 printing sample reports .............................................................................................................................330 purging .....................................................................................................................................................332 statuses ....................................................................................................................................................328

report specifications (GL Report Writer) ............................................................................... 309, 310, 311, 321 report widths (GL Report Writer) .................................................................. 260, 265, 268, 276, 277, 278, 303 reporting structure (see summary levels and paths) ..................................................................................... 22 reports and lists (standard) .......................................................................................................... 143, 155, 238

account inquiries ...................................................................................................... 135, 136, 138, 139, 140 allocation .................................................................................................................................. 190, 198, 204 batches .................................................................................................... 74, 81, 82, 83, 84, 85, 87, 88, 103 budgets .................................................................................................................... 210, 240, 241, 242, 243 closing ...................................................................................................................................... 117, 129, 130 dictionaries ............................................................................................................... 479, 480, 481, 482, 487 expense reports ............................................................................................................................... 151, 152 GL Report Writer .............................................................................................................................. 332, 333 journals ........................................................................................................................ 79, 86, 107, 108, 153 logs .................................................................................................................................. 144, 145, 163, 164 mini ledger ....................................................................................................................................... 146, 147 period comparisons .................................................................................................................. 154, 160, 167 sample reports ......................................................... 140, 141, 142, 145, 146, 153, 156, 157, 164, 166, 169 subsidiary reports ..................................................................................... 158, 159, 160, 161, 162, 481, 482 trial balance .............................................................................................................. 144, 147, 149, 158, 159 worksheets ............................................................................................................... 156, 236, 237, 238, 239

responsible persons .....................................................................................................................................492

S

statistics journals .............................................................................................................................. 90, 105, 106, 107

Index

reports ...................................................................................................... 103, 107, 108, 163, 164, 166, 167 statistics (allocation) ............................................................................................................................. 174, 183

automatically generating ..........................................................................................................................174 budgets ............................................................................................................................................ 183, 186 manually generating .................................................................................................................................175

statistics batches (processing) ................................................................................................. 92, 94, 100, 103 copying and reversing ............................................................................................................................... 96 deleting ....................................................................................................................................................101 entering and editing ................................................................................................................. 89, 95, 98, 99 posting ............................................................................................................................................. 102, 103 re-opening ................................................................................................................................................100 selecting and deselecting .......................................................................................................................... 94 transferring from other modules ................................................................................................................ 89

statistics: ............................................................................................................................................ 46, 88, 89 subsidiary accounts ............................................................................................................................. 474, 475

reports .............................................................................................. 158, 159, 160, 161, 162, 475, 481, 482 summary levels and paths (reporting structure) ..................................................................... 39, 40, 41, 42, 43

creating ................................................................................................................................ 39, 40, 490, 491 deleting summary levels ................................................................................................................... 499, 501 identifying .................................................................................................................................................489 listing ................................................................................................................................................ 495, 496

super-components ........................................................................................................................................ 29 activating and inactivating values ..................................................................................................... 500, 502 Canadian ................................................................................................................................................... 29 creating ........................................................................................................................ 30, 31, 491, 493, 494 creating values .........................................................................................................................................491 defining ................................................................................................................................................ 30, 31 deleting ............................................................................................................................................ 499, 502 identifying .................................................................................................................................................489 illustrated .............................................................................................................................................. 29, 30 listing ................................................................................................................................................ 497, 498 patterns ................................................................................................................................................ 30, 31

system status ...............................................................................................................................................525

T

tax codes.............................................................................................................................................. 517, 519 transactions .............................................................................................................................................. 45, 48

deleting ..................................................................................................................................................... 66 entering and editing ....................................................................................................................... 60, 61, 98 illustrated .............................................................................................................................................. 45, 47 input formats ............................................................................................................................................. 49 nil transactions ..................................................................................................................................... 47, 70 retrieving from feeder modules .......................................................................... 75, 115, 116, 117, 129, 130

trial balance .................................................................................................. 144, 147, 148, 150, 158, 159, 160