Applications Interaction –

Each of the Series 5 applications, where applicable, interact directly with each other.  However, in most cases each system could be executed independent of one another.  When transactions generated from one system move to another system, they are typically formally interfaced complete with appropriate audit trail registers.  For a visual display of how each system interacts with one, see the Diagram tabbed paged found on each of the Applications' profile page.

Process Multiple Companies or Divisions –

The Series 5 applications provides support for multiple companies.  A separate set of data files are maintained, totally independent from one another, for each Company System defined.  (Within the G/L system, though, multiple companies may be combined for the purpose of consolidation). When users sign onto the system, they select which Company System is to be worked with.

User Defined General Ledger Account Numbers –

You must assign a G/L Account Number to each of the General Ledger Accounts used by the Series 5 applications.  For each Company for which accounting is maintained, you may define the format of the G/L Account Number.  The G/L Account number is divided into two parts.  The Main Account #, and the Profit Center.  The Main Account can have up to 18 digits and can be segmented into up to four segments.  The Profit Center may be 3, 4 or 5 digits in size.  You get to define the size as required.  (ie., define a number as simple as 9999-999 or as complex as 9999-99-9999-99-999).

List-of-Values, (LOV), Lookup Windows –

In all Series 5 applications' data entry screens where a master code needs to be entered, the operator may key it in directly, or choose to select it from a lookup table.  A small binocular icon is displayed next to those fields that offer LOV windows.  When clicked, the system presents a window from which the desired code may be chosen.

Transaction Document Date and Ledger Date –

For all Series 5 applications' transactions, both a Document Date and a separate Ledger Date are maintained.  The Document Date is used to identify the date to which the transaction occurred.  The Ledger Date is used to identify which General Ledger Reporting Period the transaction's journal distributions are to fall within.  For companies that are rigourous with respect to "closing" their fiscal periods, this is a valuable feature.

Date Entry –

All dates entered are validated, and for those that are associated to transactions, are tested to ensure that they fall within a 2-month window of the current date, or must fall within defined periods.

In all Series 5 applications' dates may be keyed in directly, or they may be chosen from a graphical calendar display.  A small calendar icon is displayed next to all date entry fields.  When clicked, the system presents a window from which the desired date may be chosen.

For cases where a date range needs to be entered, they may be keyed directly, or selected from a set of pre-defined date ranges.  A small calendar icon is displayed next to the pair of dates to be entered.  When clicked, the system presents a window from which the desired range may be chosen. (ie., Current Month, Last Month, Year-to-Date, Last 12 Months, etc.)

Batched Transaction Entry –

Batching is provided as the method for entering transactions in those Series 5 applications requiring operator interaction with the screen. Examples of such transactions include A/R Cash Entry, A/P Invoices Entry, G/L Journal Entry and Order Processing Order Entry.  Batching was introduced as a data entry process for three main reasons:
  • To provide a method of validating figures, representing totals of all Invoice transactions, entered into the system. A fixed number of transactions can be assigned for entry under a given Batch, and in advance, the total of all amounts may be computed.  This Batch Total may then be used as a check against the total actually entered.  If the amounts do not match, the operator is then alerted.
  • To provide for the capability of a great number of transactions to be entered into the system by a number of different operators at the same time.  The transactions may be divided into workable sets of transactions, with each set being allocated to a separate operator, and to a separate batch.  Each batch may be entered, and posted independently from one another.
  • To ensure that transactions are entered under a rigorous control system.  They are first entered into a batch.  An edit list may be generated and it's transactions verified to be correct.  That batch of transactions is then "posted", moving them into their respective active data files.  During the post process, a transaction posting journal is generated and archived, providing an audit trail for future reference.
In essence, transactions are divided into groups of batches prior to data entry.  Each batch is allocated a batch number or code, and the sum of all the transactions is determined and may be used as a Control Total.  A batch is created in the respective system, and the various totals and defaults pertinent to the batch are entered.  Each transaction is then entered under that batch number, and prior to posting, is only accessible via that batch number.  A Transaction Edit List for the batch may be printed prior to the it being posted.  When all transactions have been entered, the batch is posted, and a Transaction Register is produced which may be printed or archived.

Search Functions –

Transaction Entry and Master Code Maintenance routines present data entry clerks with a grid type screen that typically offer add, change and delete functions. They also offer a record search function which may be used to locate a particular item.  A search dialogue window is presented from which the operator may choose which field is searched, and enter the desired search string.

Reporting and Process Filters –

For most reporting and processing functions, the system typically reads through those records belonging to one of the system's master codes file.  In most cases, the operator is presented with a "Filters" selection screen.  These offer assorted fields that may be used as filters to select only specific records of interest for the particular report or process.