Update Financial Statement Titles

To update or review the headings and line descriptions used on financial statements, perform the following procedures.  Financial statement heading and line description records can be added, changed, deleted, mass maintained, and reviewed, and entire financial statement reports can be deleted using this conversation.

Select Function

1.   Enter the Financial Statement Titles report file maintenance option on the GLMENU to display the Financial Statement Heading Screen (GL300S01).

Determine Processing Mode

2.   This conversation supports two processing modes that determine the type of updating to be performed.  You will use enter mode to add heading and line description records.  You will use review mode to change, delete, and review heading and line description records and to delete reports.

The conversation begins with the Heading Screen displayed in enter mode, if the user is authorized to enter titles.  Press the Search key (F10) to display the Financial Statement Title File Search Screen in the review mode.  (See step 5, Select Heading or Line Description Records for Review.)  This screen is displayed initially if the user is not authorized to enter titles.

Add Heading Records

3.   To add a heading record, enter data in the input fields on the heading screen, and press the Enter key.  If any data is invalid or if the specified record already exists on the file, an error message is displayed.  If the data is valid, the heading record is added to the file, and the heading screen is redisplayed in enter mode.  All the values you entered on the previous screen, except the line number and heading fields, are redisplayed on this screen.  However, you can change all redisplayed fields if the record you are adding requires different field values.  As long as you are adding heading records to the file, the heading screen continues to be displayed.  You can enter either 132 characters or 198 characters for the heading depending on whether the 132- or 198-character-wide format will be printed, as defined by entries made in category 025 in the Reference File.

Add Line Description Records

4.   To add a line description record, first press the Line Description key (F8) from any valid screen.  This displays the Financial Statement Line Description Screen (GL300S02).

Enter data in the input fields on the screen and press the Enter key.  If any data is invalid or if the specified record already exists on the file, an error message is displayed.  If the data is valid, the line description record is added to the file, and the Line Description Screen is redisplayed in enter mode.  The group, company, location, center, and statement code you entered on the previous screen are redisplayed on this screen.  However, you can change these fields if the record you are adding requires different field values.  As long as you are adding line description records to the file, the Line Description Screen continues to be displayed.

Select Heading or Line Description Records for Review

5.   To initiate review mode, press the Search key (F10) to display the Financial Statement Title File Search Screen (GL300S03).  This screen is used to retrieve existing heading and line description records to change, delete, or review them.

Enter data describing the record you want to review in the input fields on the search screen and press the Enter key.  You can enter all search screen fields or a partial record-identifying key.  The heading or line description screen for the specified record is displayed.

If a record matching the specified data is not found, the screen for the next subsequent record on the file is displayed.  If multiple records match the specified data, the screen for the first matching record on the file is displayed.  If you enter no data on the search screen and press the Enter key, the screen for the first record on the file is displayed.

The Previous Rec key (F5) and Next Rec key (F6) allow you to page backward and forward through the file to retrieve a specific record for review.

Change Heading or Line Description Records

6.   To change a heading or line description record, press the Search key (F10) to initiate review mode.  (See step 5, Select Heading or Line Description Records for Review.)  Then display the heading or line description screen for that record in review mode.  Update data in the appropriate fields on the screen, and press the Enter key.  The data is validated, and, if it is valid, the updated record replaces the existing one on the file.

After a record is changed, the next record on the file is displayed.

Delete Records or Reports

7.   To begin a delete transaction for a heading or line description record, press the Search key (F10) to initiate review mode.  (See step 5, Select Heading or Line Description Records for Review.)  Then display the heading or line description screen in review mode for that record.  Press the Delete Record key (F14).  A confirmation message appears on the screen.  To delete the record, press F14 again.  To cancel the delete record request, press any other valid command key or the Enter key.  

To begin a delete transaction for an entire financial statement, display a heading or line description record used on the report, and press the Delete Report key (F13).  A confirmation message appears on the screen.  To delete the report, press F13 again.  To cancel the delete report request, press any other valid command key or the Enter key. 

After a record or report is deleted, the next record on the file is displayed.

Mass Create Report Titles

8.   To create new report titles based on an existing set of report titles, press the Mass Maintenance key (F19) from any valid screen.  This displays the Mass Maintenance Screen (GL300S04). 

To create a new set of report titles that will duplicate an existing set of report titles, enter the entity (group, company, location or center) for which report titles exist in the from report fields, and the entity for which report titles will be created in the to report fields.  The type fields allow you to specify titles for balance sheet or income statement accounts only. 

To create a new set of titles that are based on a portion of an existing set of titles, again enter the entity for which report titles exist in the from report fields, and the entity for which report title will be created in the to report fields.  Then enter the range of title records from the set to be duplicated.  To add this, enter the from and to statement code and sequence number of the titles to be duplicated on the from entity line.

To duplicate a report line description from an existing set of titles for a new report, again enter the entity for which report titles exist in the from report fields, and the entity for which report title will be created in the to report fields.  Then enter only the from statement code and sequence number on the from entity line.  If the created line will be assigned a new statement code and sequence number, enter the new values for these fields in the statement code and sequence number fields on the to entity line.

After you enter the from and to entities, select the submit code.  This code determines when the new title records are created.  When you set the submit code to Y and press the Enter key, a job is submitted to perform the mass creation processing.  The message "Mass maintenance request" submitted is displayed on a new Mass Maintenance Screen.  The mass change job is held for later processing.  (See the Releasing Submitted Jobs topic for more information on job scheduling.)

When you set the submit code to N and press the Enter key, mass change processing is performed interactively.  The message "Mass maintenance in progress" is displayed.  The message "Maintenance request completed" is displayed after the mass creation processing is completed.

When a large number of report records are created interactively, the terminal from which the mass creation request is entered may not be available for an extended period of time.  Also, interactive computer resources may be unduly taxed by this processing. 

Mass Change Report Titles

9.   To change the report number for a set of title records, press the Mass Maintenance key (F19) from any valid screen.  This will display the Financial Statement Title File Mass Maintenance Screen (GL300S04).

Enter the entity (group, company, location, or center) for which title records will be changed in the from entity fields and new entity that will be assigned to the changed title records in the to entity fields. 

After you enter the from and to entities, select the submit code.  This code determines when the requested changes will be made.  When you set the submit code to Y and press the Enter key, a job is submitted to perform the mass change processing.  The message "Mass maintenance request submitted" is displayed on a new mass maintenance screen.  The mass change job is held for later processing.  (See the Releasing Submitted Jobs topic for more information on job scheduling.)

When you set the submit code to N and press the Enter key, mass change processing is performed interactively.  The message "Mass maintenance in progress" is displayed.  The message "Maintenance request completed" is displayed after the mass change processing is completed.

When a large number of report records are changed interactively, the terminal from which the mass change request is entered may not be available for an extended period of time.  Also, interactive computer resources may be unduly taxed by this processing. 

End Session

10.        To end the conversation and redisplay the GLMENU, press the Exit key (F3) on any conversation screen.