Software Vault: The Diamond Collection

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Open Systems Import/Export ============= OSAS General Ledger Tools ========================= Just as FW can read and write Lotus 1-2-3 WK1 files, this version of FW can directly read and write the Open Systems Accounting Software ("OSAS") general ledger version 4.10 or greater. FW can import the following from the OSAS GL: * Current year amounts * Budgeted amounts * Last year amounts FW can export to the OSAS GL): * Budgeted amounts The Power of Combining OSAS & FW ================================ Budgeting --------- FW uses sophisticated spreading techniques that enable users to produce forecasts on an annual or other basis, creating complete sets of monthly financial statements. In this way, seasonality and links to other accounts such as linking cost of sales to sales can be accomplished. FW can then rewrite the monthly budget amounts back into the OSAS General Ledger file. Financial Analysis ------------------ FW will help OSAS customers evaluate expected financial results. "What-if" analysis becomes an intrinsic part of the accounting process. Ratio analysis can be used to "grade" the expected results against company expectations or against the performance of competitors. Financial Reporting ------------------- FW produces a complete set of monthly financial statements -- not just general ledger accounts. All of the amounts in your general ledger accounts can be loaded into FW, or FW can be used to summarize accounts into financial statements. FASB 95 cash statements may be produced using either the direct or indirect methods. FW can play an important part in your monthly, quarterly, and annual financial reporting. Lotus 1-2-3 Conversion ---------------------- FW can export its finished set of financial statements to WK1 files, with just ONE KEYSTROKE! An additional 1-2-3 export has been provided. FW can create a WK1 file with the OSAS account number, account description, and selected amounts. This allows users to import general ledger accounts, and export directly into WK1 file format. Balance Sheet Modifications --------------------------- FW displays all balance sheet amounts as ending balances as of the end of each month, quarter or year. OSAS displays the opening balance and for each month the total transactions for that month. Generally, FW will import the OSAS transactions as increases or decreases to existing balances. FW will export to OSAS the monthly change in balance sheet accounts, instead of balances. In addition, both FW and OSAS store contra accounts, such as allowance for bad debts and accumulated depreciation as positive amounts. OSAS allows the user to note that an account should be subtracted, while FW's accounts are pre-defined. FW only deals with whole dollars. When importing amounts, FW will round-off amounts. Exporting a percentage of an account will result in a round-off to the nearest penny. Financial Accounts ------------------ One of the great strengths of the OSAS chart of accounts is their flexibility. Account numbers may be any 12 digit combinations of numbers and the alphabet. Any layout of accounts is possible. The great strength of FW is its structure. While OSAS is very flexible, financial reports, budgets, cash reports and financial analysis must be built by the user in a report writer or third party package such as Lotus 1-2-3. FW includes a pre-defined set of financial accounts. The accounting logic is already included for each account. This makes reporting, budgets and financial analysis simple to obtain. While pre-defined, FW allows the user to create thousands of sub- accounts to mirror your general ledger. However, for report writing, you may wish to use FW to summarize your OSAS general ledger into a more compressed set of financials. the choice is yours. OSAS Account Setup ================== Before we can import OSAS GL amounts, we need to setup an import file. Run the FW program and select a "new" or a "previously saved file." NOTE: Since FW imports amounts into the currently active file, you must load a file at the start of the program before FW will display its import/export options. After a file has been load, move the top menu listing to "Files", and press enter. Then select the top choice "Load/Imp/Exp" from the pull-down listing. If this is the first time that you will be setting up an import file for this OSAS company, select the option to "Create OSAS Setup - Direct from GL." As we noted earlier in this chapter, FW cannot use the account setup used within your OSAS GL file. A setup file of your OSAS accounts and your FW accounts needs to be set up. You may also choose the option "Create/Modify Import/Export Setup," however OSAS users will save time using the automatic features of "Create OSAS Setup - Direct from GL." The files created under either option will be stored identically as (.IMP) files. Note: When importing your OSAS accounts, you have several options. * Set up a corresponding account in FW for each OSAS GL account. * Combine some or all accounts into a smaller number of FW accounts. * Import some but not all OSAS GL accounts. You may use the same setup file for import and export. You may also modify and save an (.IMP) import file under a different name. When combining multiple accounts, FW allows you to export a percentage of the combined FW results to various OSAS accounts. In this way budgeting telephone expense, or example, for 10 departments can be budgeted as one amount within FW, with a percentage exported to each of the 10 accounts within the OSAS GL. After selecting the option "Create OSAS Setup - Direct from GL", a screen labeled "Create SETUP file from OSAS General Ledger" will be displayed. You will be prompted for each item, one at a time. Press the "ESC" key to abort this screen, or to start over. Note: ----- OSAS generally has one file named "GLMAS" that stores all accounts for all companies, and a second smaller file named "GLMSK" that stores the company letter and account layout for each company. FW can read/write these files, or copies of these files. For FW purposes, these file names can be "GLMAS", "GLMSK" or any other name. Since FW does not have file locking for network use, you may wish to use a copy of your GLMAS and GLMSK files. In addition, FW may have been installed on a machine separate from the one containing your OSAS accounting system, or you may wish to operate FW from a laptop computer for portability. If your OSAS consultant is assisting you with your budget preparation, or financial reporting and analysis, your consultant need only obtain a copy of your GLMAS and GLMSK files. Using different file names assures safety. Name of GL file --------------- Enter the exact location of your GLMAS file. This should include the drive letter, subdirectory (if needed), and the file name. Under MS-DOS, you may enter names in upper or lower case. Company ID # ------------ Enter your company letter. Since the GLMAS file can contain multiple companies in one file, we need to know which company to use. Note: Import setup file (.IMP) OSAS account numbers do not contain the company letter. If you have multiple companies with the same set of accounts, then the same .IMP file may be used. Name of MASK file ----------------- Enter the exact location of your GLMSK file. This should include the drive letter, subdirectory (if needed), and the file name. Account Sort Number (ex: M123) ------------------------------ FW will read your GLMSK file, and will sort your account numbers in the same way that OSAS would sort your accounts. If your account mask is set up for 'M' and '1' only, then FW will only accept 'M' and '1'. The 'M' can be entered in the upper case or lower case ('m'). For our example, we have used the OSAS sample company GLMAS and GLMSK files. We are operating on a separate machine from the OSAS accounting system, and have copied these files from floppy disk into drive G (you may use your current GLMAS and GLMSK files, or copies of these files). After entering our "Account Sort Number", FW will proceed with the setup. For those familiar with the sample company, provided with your OSAS accounting system, there are 107 account in the general ledger. FW will display its work as it sorts through your file. Its speed of operation will depend on the speed of your machine, however its operation is fairly quick. FW will now prompt you for the name of the .IMP file just created. In this example we have chosen, and typed-in, the name "OSAS1." You may select any name you wish. FW will save our work into a file named "OSAS1.IMP", FW having added the extension of .IMP. Note: If you were to press the "ESC" key at this time, the file and our work, would not be saved. After typing the OSAS1, and pressing the "ENTER" key, FW beeped us, notifying us that a file using the name OSAS1.IMP was previously saved. After deciding that the previously saved file is no longer needed, we press 'Y' for yes. A message appears telling us that the file has been saved. OSAS to FW Account Setup ======================== We are now ready to proceed. Earlier in this chapter we noted that you could have selected the menu option "Create/Modify Import/Export Setup." By having FW create the OSAS setup, we have saved a lot of work. However, part of the import file cannot be created by FW. Because OSAS allows any account number, for any account, FW cannot match your accounts into our structure without the users help. At this time you should verify that the FW file presently in memory is the file to be used for the OSAS import. Add additional accounts into the FW spreadsheet as needed, to arrive at the final structure of your FW BUDGET, RPT, or CONSOLIDATION file. In the future, you will be able to create templates of existing files, so that this process will only need to be updated for new accounts added to your OSAS general ledger. Also, different import setup files can be maintained for different purposes. You are now ready to complete the second part of the import setup process. Pull-down the "Files" menu selection, and select "Create/Modify Import/Export Setup." Since we have just completed the creation of an .IMP file named OSAS1.IMP, we will select to option "Load/Modify Import Setup." From the list of .IMP files, we see the file we just created, "OSAS1.IMP". Move the cell-block over the file name, and press the function key "F10." We now get to see the product of our work. Actually the process is fairly simple. Having read this chapter, the steps should be straightforward. As you can see in the above screen, FW has set up one half of the job. The OSAS account numbers have been sorted and loaded into the .IMP file. It is assumed that you have already added any new sub-accounts to the existing BUDGET (or other) file. As a safety feature, FW will not allow you to enter an FW account that has not been created. The first OSAS account is 1000, and we decide that all OSAS cash accounts will be combined into the FW account 100000. We will enter 100000 (but we have not pressed the ENTER key as yet). Your entry will be shown on the lower left side of the screen (all FW entries and error messages are displayed in this location). Now we will press the ENTER key. FW entered its account description "Cash", automatically ! This is the account description within the FW spreadsheet. Instead of just a sea of financial account numbers, you can be assured that you have entered the correct account number. If you wish, you could stop here. On importation, FW would import OSAS account number 1000, into FW account number 100000, only. The other OSAS accounts would not be imported, as there is no account matchup. Before we leave this screen we would like to point out that similar to our regular spreadsheet, the "INS" key will allow new rows to be inserted, and "CTRL + F8" will delete a row. The .IMP file holds 5000 rows. Multiple .IMP files may be used to load accounts into FW's spreadsheet, 5000 rows at a time. Copy down commands will also speed completion. The "F2" key will copy a number down to the next row, and move the cell-block at the same time. "F3" operates 15 lines at a time, "F4" up to 500 at a time. For simplicity, 500 rows will be displayed at a time. There are 10 pages of 500 rows each, or 5000 in total. These pages are stored together within one .IMP file. Alt+P will print a worksheet similar to that displayed on the screen for all 5000 rows. However, blank cells (those with no OSAS or FW account number) will not be printed. Alt+G will print the current page only. See the chapter "General Ledger/Lotus 1-2-3 Import/Export" for a full description of the features available in the Setup file. At this point we might decide to leave this file. Press '/' to leave. This example, there are 107 OSAS entries, but only one FW entry. Because you might have made an error, and missed entering an account number, FW will prompt you with an error message. You can ignore this message by pressing 'Y' to continue. Changes made to the .IMP file will NOT be automatically saved. A choice will be presented to either save or not save your file. This choice will appear weather or not you have modified the current .IMP file. OSAS Import =========== Now that we have a setup file, let's import the OSAS accounts into FW. Move the top menu listing to "Files", and press enter. Then select the top choice "Load/Imp/Exp" from the pull-down listing. Select the option "OSAS Import into BUDGET/RPT/CONSOL file." The OSAS import screen has several options. Name of GL file --------------- Enter the exact location of your GLMAS file. This should include the drive letter, subdirectory (if needed), and the file name. Under MS-DOS, you may enter names in upper or lower case. Import ------ Monthly LastYear, CurrentYear, or Budget amounts may be imported from the OSAS GL file. Press 'L', 'C', or 'B' to record your selection. OSAS - First monthly period --------------------------- OSAS accounts contain 14 periods. * 0 Opening balance * 1 to 12 12 months of transactions * 13 Used for year-end closing adjustments All or selected months may be imported into FW, with the following modifications. * The 13th period may not be imported. * Entering '0' will only affect (FW) balance accounts. Income and cash statement accounts will import from period '1'. Period '0', if selected, will be imported into the first balance sheet period (within FW) selected. Period '1' will be imported into the second period selected for the B/S, I/S and C/S. Enter the OSAS period number from which to start the import. OSAS - Last monthly period -------------------------- Enter the last OSAS period number from which to import. Company ID # ------------ Enter your company letter. Since the GLMAS file can contain multiple companies in one file, we need to know which company to use. Note: Import setup file (.IMP) OSAS account numbers do not contain the company letter. If you have multiple companies with the same set of accounts, then the same .IMP file may be used. B/S - Import OSAS (B)al or (T)ransaction ---------------------------------------- This choice only affects accounts imported into FW balance sheet accounts. OSAS stores monthly transactions for balance sheet accounts. Generally, you will select 'B' to have these transactions reflected as increases/decreases to existing balances within FW. There may be times where you wish to import balance sheet transactions into FW. For example, if you are entering fixed asset accounts into Data Entry periods within FW, and you are using formula methods 105 to 108, which increase the previous balance by an amount, you may wish to import these transactions as transactions, and not as balances. Only one selection may be made for each import. FW - Starting Column # ---------------------- The OSAS monthly periods (0 to 12) will be placed into corresponding column within FW. FW's monthly Calc spreadsheet starts with an opening balance sheet at column '0'. The first 12 monthly periods (1 to 12) represent the first year, 13 to 24 the second year, and 25 to 36 the third year. Things are a little different if you are entering amounts into FW's Data Entry columns, instead of its Monthly Calc columns. If the Data Entry columns were all annual, then the opening balance sheet would be column '0', the first year would be column '1', the second year column '2', and the third year column '3'. There would not be any columns beyond column 3, in this example. But, as you will see, you can request that FW combine OSAS monthly transactions into quarterly and annual columns within FW. This can be of use in budgeting, and in financial reporting. Entering column '0' only affects entries into the B/S. I/S and C/S accounts would start at column '1', which in this case would be the second column. Overwrite amounts already in FW ------------------------------- Answer yes to clear the FW spreadsheet prior to any import of amounts. Only the accounts and columns to be imported will be cleared. All other accounts and columns within the current FW spreadsheet will be unaffected. Clearing (to $0) occurs prior to any import of amounts. Imported amounted are then "added to" or "subtracted from" the current balance or amount. In this way multiple accounts can be imported into the same FW account. Clear imported accounts through last column ------------------------------------------- Answer yes to clear the FW spreadsheet prior to any import of amounts. Only the accounts and columns to be imported will be cleared, plus any columns beyond the last columns to be imported. All other accounts and columns within the current FW spreadsheet will be unaffected. "Overwrite amounts already in FW" must be set to "Yes" no select this option. The user has the option of clearing any mixture of B/S, I/S, or C/S accounts (referring to accounts in FW). Data Entry (D) or Monthly Calc (M) ---------------------------------- OSAS amounts may be imported into the Data Entry periods, or the Monthly Calc (monthly) periods. If (D) - Sum amounts : If (M) - Change to #99 --------------------------------------------- If Osas amounts are to be imported into Data Entry periods, "Yes" to this option will summarize OSAS monthly amounts into the existing monthly/quarterly/annual Data Entry periods for the current spreadsheet. If Osas amounts are to be imported into Monthly Calc (monthly) periods, "Yes" to this option will change the respective Data Entry formula method to #99. Formula method #99 tells FW that on re-calculation, the monthly calc results should be used. This allows OSAS users to import monthly amounts into the resulting monthly calculation accounts, while at the same time forecasting other accounts or columns on a quarterly or annual basis. This can be a very powerful "What if" option. The next step is to select the .IMP file, previously created. FW will display its progress. The import should be fairly quick. The above message will appear notifying you that the OSAS file has been imported into the current FW spreadsheet. The import has been completed ! In this case we have imported just one account. OSAS account 1000 has been imported into FW account 100000. The amounts within A/C #100000 were first cleared (set to $0). OSAS A/C #1000: FW A/C #100000: --------------- --------------- Period Amount FW Amount Period ------ ------- --------- ------ 0 Opening $4514.50 $4515 3/31/89 Op. B/S 1 351.12 2 -201.14 3 12.12 4677 6/30/89 1st qtr 4 115.50 5 -15.00 6 85.75 4863 9/30/89 2nd qtr 7 15.63 8 177.90 9 -220.00 4836 12/31/89 3rd qtr 10 188.88 11 -84.60 12 -100.00 4841 3/31/90 Year end 13 .00 END $4840.66 The balance of $4841 at the end of the first year has been extended through the end of the second and third years. It would not have made sense to go from $4841 back to $0, so the last recorded amount was extended through the remaining periods. This extension only applies to FW balance sheet accounts. No extensions are performed on I/S or C/S accounts. If we had selected to leave the existing amounts intact (not clear the account to $0, prior to the import), then the imported transactions would be added to existing amounts, including those in the second and third year. For example, if the existing cash balance was $100 for all periods for the three years (and the account was not cleared), then the balance at the end of the first, second and third year would have been $4941 ($100 + $4841). OSAS Export =========== Let's assume that FW's purpose was to create monthly budgets. We now wish to export FW amounts into the OSAS accounts. Move the top menu listing to "Files", and press enter. Then select the top choice "Load/Imp/Exp" from the pull-down listing. Select the option to export budgeted amounts to OSAS (LastYear and CurrentYear amounts within OSAS may not be re-stated by FW). The OSAS export screen has several options. Name of GL file --------------- Enter the exact location of your GLMAS file. This should include the drive letter, subdirectory (if needed), and the file name. Under MS-DOS, you may enter names in upper or lower case. FW - Starting Column # ---------------------- FW export its Monthly Calc (monthly) amounts into the OSAS GL. Data Entry periods may not be exported. The FW monthly periods will be placed into corresponding column within OSAS. FW's monthly Calc spreadsheet starts with an opening balance sheet at column '0'. The first 12 monthly periods (1 to 12) represent the first year, 13 to 24 the second year, and 25 to 36 the third year. Generally you will not export from FW's column '0'. FW assumes that the prior period is $0, and will export the full amount in column '0'. Entering column '0' only affects entries from the B/S. I/S and C/S accounts would start at column '1', which in this case would be the second column. FW - Ending Column # -------------------- Enter the last FW column number to export. OSAS - First monthly period --------------------------- OSAS accounts contain 14 periods. * 0 Opening balance * 1 to 12 12 months of transactions * 13 Used for year-end closing adjustments All or selected months may be exported into OSAS, with the following modification. * FW may only export into periods 1 to 12. Enter the first OSAS period number to which FW should export. Company ID # ------------ Enter your company letter. Since the GLMAS file can contain multiple companies in one file, we need to know which company to use. Note: Import setup file (.IMP) OSAS account numbers do not contain the company letter. If you have multiple companies with the same set of accounts, then the same .IMP file may be used. Overwrite amounts already in OSAS --------------------------------- Answer yes to clear the OSAS accounts prior to any export of amounts from FW. Only the accounts and periods to be exported to, will be cleared. All other accounts and periods within the OSAS file will be unaffected. Clearing (to $0) occurs prior to any export of amounts. Exported amounted are then "added to" or "subtracted from" the current transaction amount in the OSAS GL. In this way multiple accounts can be exported into the same OSAS account. Clear GL accounts through last period ------------------------------------- Answer yes to clear OSAS prior to any export of amounts. Only the accounts and periods to be exported to, will be cleared, plus any periods (through period 12) beyond the last periods to be exported. All other accounts and periods within the OSAS file will be unaffected. "Overwrite amounts already in OSAS" must be set to "Yes" no select this option. The user has the option of clearing any mixture of B/S, I/S, or C/S accounts (referring to accounts originating in FW). After filling out the "Export to Open Systems General Ledger" screen, FW will ask which .IMP file to use for export. The same file that was used for import can also be used for export. For our example we will use the OSAS1.IMP file that we created earlier in this chapter. FW will now process this file. The export should be fairly quick. A message will appear notifying you that the file has been exported into your GLMAS file (or a copy of your GLMAS file under a different name). We have tried to make the OSAS file setup as simple as possible. At the same time our setup screens have tried to provide all the options, without making the process overly complex. Once your IMP file has been created, it can be quickly used over and over again.