The G/L control file contains the information and system parameters that define how the routines in the G/L shall function. The information must be entered at the time of installation, and most parameters cannot or should not be changed once the system is in use. You can print the contents in the table from the Table printout program selection list program.
- Actual year/period
- This is the actual year and period. This field must be completed when the system is installed, and the system updates it automatically whenever a period roll-over is performed in the backup routine. This information cannot be changed manually once the system is in use.
- Last closed period
- This is the last closed period. This field must be completed when the system is installed, with a period which is before the first one you intend to use for posting transactions, and the system updates it automatically whenever you close a period. This information cannot be changed manually once the system is in use.
- First stored period
- This is the oldest period, from and including, for which all G/L postings have been saved. Since there are two options for the length of time for saving G/L postings, the period displayed here is controlled by the shortest of the two. The field is automatically updated when postings are deleted whenever a period roll-over is performed in the backup routine, and it cannot be changed manually once the system is in use.
The last closed period is 03/11.
Saving period 1 is 6
Saving period 2 is 6
The result will be that the first stored period will be updated with period 03/06.Saving period 1 is 3
Saving period 2 is 3
The result will be that the first stored period will be updated with period 03/09.Saving period 1 is 6
Saving period 2 is 3
The result will be that the first stored period will be updated with period 03/09 since the shortest of the saving periods is used.
- No of normal periods
- This is the number of normal periods per year, meaning the number of periods for which the system will perform period roll-over. You can choose any number of periods between 1 and 13, but this number of periods may not be greater than the Total no of periods. The information in this field must be completed when the system is installed, and it cannot be changed manually once the system is in use.
- Total no of periods
- This is the total number of periods, which is the number of normal periods and any extra periods used for year-end closing purposes. The number of periods can be between 1 and 13, and must not be less than No of normal periods. An extra period will not be included in the period roll-over routine, but can be used when entering transactions. The information in this field must be completed when the system is installed, and it cannot be changed manually once the system is in use.
- Period name
- Enter the names of the periods that you intend to use in this company.
- End date
- Enter the end date for each period. The entered dates control when a period roll-over is to be performed in the backup routine. You cannot change them manually. Note: For A/R payment statistic transactions to be correctly updated if the accounting year is a leap year, it is possible to set the period end date for February to 2902YY. If the end date for February is set to 2902YY, the period roll-over will be performed on the last date for February, i.e. on 2802 for non-leap years and on 2902 for a leap year.