Use this program to:
  • Recreate a posting report (such as an Accounting DBR, Cash Receipts Journal) by listing all transactions from that report
  • Show all postings for a RA or any other document such as a check, sundry invoice, credit memo, etc.
  • Use the log data to see which user created a transaction and what date it was done
  • Show all postings for a particular date range or customer number.

When the Accounting DBR is posted, the debits and credits to the various GL accounts are transferred and accumulate in the AR Distribution File. Posted CARS+ Sundry Invoices and transactions entered via the RealWorld AR journals (Sales, Cash Receipts and Finance Charges) also add data to the AR Distribution file.

This accounting data periodically (at least monthly) needs to update the General Ledger. When the RealWorld GL module is used, transferring the data that accumulates in the AR Distribution File to the GL is accomplished by running the GL Interface program. When an alternative accounting program is used, the AR Distribution to GL Report can be used to create a file which can be used to transfer the data to an external system.

Regardless of whether or not this program is used to transfer data to a General Ledger, it can be used for research purposes. Being able to isolate the GL distributions for a particular DBR, date range, RA, or customer can be a valuable and time saving tool.

User tip: When an alternative (expanded) GL account number is used (refer to the 'Posting Ref #' field in Edit Valid GL Accounts), the expanded account number is shown instead of the 4-digit number.

This program can be accessed by any of the following ways:

The screen will then display:

OPTION: __ AR DIST TO GL REPORT

1 Start Date EARLIEST 21 Start Create Date EARLIEST
2 End Date LATEST 22 End Create Date LATEST
3 Report Type ALL 23 Show Currency Data N
4 Report Number ALL
5 Cust Number ALL
6 Doc Number ALL
7 G/L Account ALL
8 Profit Center ALL
9 Unposted Only Y
10 Mark as Posted N
11 Primary Sort 1 1=G/L, 2=Type, 3=Report#, 4=Cust#, 5=Doc#, 6=Date
12 Secondary Sort 6 1=G/L, 2=Type, 3=Report#, 4=Cust#, 5=Doc#, 6=Date
13 Detail/Summary D
14 Output Method D (P=Print, D=Display, C=csv)
15 Printer /dev/tty
16 Purge File N
17 Print Subtotals Y
18 Show create Date N
19 Show Descriptions Y
20 Net Change Format Y
1SAVE 2 3ERASE 4 5BACKUP 6 7HELP 8

Enter data as follows:

1. START DATE

Using your selected date format, enter the starting AR distribution date of transactions to be included. Press RET to default to EARLIEST.

EXAMPLE: Press (RET)

2. END DATE

Using your selected date format, enter the ending AR distribution date of transactions to be included. Press RET to default to LATEST.

EXAMPLE: Type 123110 (RET)

3. REPORT TYPE

There are several reports/journals that produce transactions that accumulate in the AR Distribution File. To limit this report to the transactions produced by a particular program, enter one of the following choices. Press (RET) to include all types.

RF = CARS+ Accounting DBR
SI = CARS+ Sundry Invoicing
AR = RealWorld AR Sales Journal (Sales, debit memos, credit memos)
CJ = RealWorld Cash Receipts Journal
FC = RealWorld Finance Charges Journal

Or press (RET) to include ALL types of transactions.

EXAMPLE: Press (RET)

4. REPORT NUMBER

Every report produced by the system has a report number. When transactions are posted on that report, the report number is used as the journal number.

To limit the report to the GL distributions for an individual report/journal, enter the report number. Otherwise, press (RET) to include all report numbers.

EXAMPLE: Press (RET)

5. CUSTOMER #

To limit the report to the GL distributions for particular customer, enter up to 6 alphanumeric characters to indicate the customer number. Otherwise, press RET to include all customers.

NOTE: In order to post transactions, this field must be set to ALL.

EXAMPLE: Press (RET)

6. DOC NUMBER

To limit the report to the GL distributions for an individual document (RA, Check, Invoice, Credit Memo, etc.), enter up to 8 alphanumeric characters representing the document number. Otherwise, press (RET) to include all document numbers.

NOTE: In order to post transactions, this field must be set to ALL.

EXAMPLE: Press (RET)

7. G/L ACCOUNT

To obtain a listing of the GL distributions for a particular GL account number, enter up to 4 numeric characters representing the account number. Otherwise, press (RET) to include ALL GL account numbers.

NOTE:In order to post transactions, this field must be set to ALL.

EXAMPLE: Press (RET)

8. PROFIT CENTER

To obtain a listing of the GL distributions for a particular GL profit center, enter up to 3 numeric characters representing the profit center number. Otherwise, press (RET) to include ALL GL profit centers.

NOTE: In order to post transactions, this field must be set to ALL.

9. UNPOSTED ONLY

When AR transactions are interfaced into RealWorld General Ledger, they are marked as 'posted'.

When AR transactions are posted into a external system, they should be marked as posted (refer to the next field.)

This field can be used to obtain only the unposted transactions, or (generally for research purposes) both posted and unposted transactions. Enter:

Y =Yes, list unposted records only.

N =No. List transactions whether or not they have been posted.

EXAMPLE: Press (RET)

Refer to the next field "Mark as Posted" for more information.

10. MARK AS POSTED

The use of this field is dependent upon the system set up:

Users who post to an external system (system other than RealWorld GL):

One of functions of this program is to be able to interface GL transactions into an external system. This is done through a process referred to as “posting”. In order to post, this field must be set to “Y” in order for a file to be produced for the interface.

User tips:

  • In order to post, the "Output Method" (field 14) must be set to “C” for CSV and the fields for Customer Number, Document Number, G/L Account, and Profit Center must be set to “ALL”.

  • By default, the creation of the CSV file is mandatory when requesting posting. A field in AR Distribution Report Defaults can be used to allow the report to be printed instead of creating the file. Regardless, "D" (Display) is never allowed when posting. If your operation depends on the CSV file, do not change the default setting.

Enter:

Y = Yes, mark these transactions as having been posted.

N = No, do not mark these transactions as having been posted.

EXAMPLE: Type Y (RET)

Users who use RealWorld General Ledger:

This field should be ignored. When the G/L Interface is run, the transactions are automatically marked as having been posted.

Users who do not use RealWorld GL and do not post to an external system:

In order to purge the AR Distribution File, transactions have to be marked as 'posted'. Therefore, prior to purging, run this report for the date range that will be purged with this field set to "Y".

User tips:

  • In order to post, the "Output Method" (field 14) must be set to “C” for CSV and the fields for Customer Number, Document Number, G/L Account, and Profit Center must be set to “ALL”.

  • By default, the creation of the CSV file is mandatory when requesting posting. A field in AR Distribution Report Defaults can be used to allow the report to be printed instead of creating the file. Regardless, "D" (Display) is never allowed when posting.

Enter:

Y = Yes, mark these transactions as having been posted.

N = No, do not mark these transactions as having been posted.

EXAMPLE: Type Y (RET)

11. PRIMARY SORT

This field and the next one provide a selection for how the data should be sorted. As the primary sort, select one of the following:

1 = G/L account number
2 = By transaction type. See “Report Type” field above.
3 = Report number
4 = Customer number
5 = Document number
6 = AR distribution date

EXAMPLE: Type 1 (RET).

12. SECONDARY SORT

This field and the one above provide a selection for the data should be sorted. For the secondary sort, select one of the following:

1 = G/L account number
2 = By transaction type. See “Report Type” field above.
3 = Report number
4 = Customer number
5 = Document number
6 = AR distribution date

EXAMPLE: Type 6 (RET).

13. DETAIL/SUMMARY

Enter 1 alpha character to select the report format.

D = Detailed Report (report must be run in Detail when purging)

S = Summary Report

EXAMPLE: Type D (RET)

WARNING: CARS+ always posts all rental transactions to the A/R Distribution file in detail. That is, a single record is written for each G/L account for each RA. For example, ten RAs with five charges each would result in over 60 lines of distribution detail. Those same RAs when reported in summary mode will result in only 6 or 7 lines of data reported (a total for each G/L account on a single DBR). Generally, this report should be run in Summary mode. Detail mode should only be used when auditing for a possible error and when purging.

14. OUTPUT METHOD

Enter:

P = Print a hard copy of this report on your terminal's assigned printer or send the report as an e-mail attachment. See the Edit Terminal Records Chapter for instructions on how to assign printers and send e-mails.

D = Display this report on your terminal screen. See the General Data Entry Instructions Chapter on how to control the screen display.

C = By default, the creation of the CSV file is mandatory when requesting posting. A field in AR Distribution Report Defaults can be used to allow the report to be printed instead of creating the file. Regardless, "D" (Display) is never allowed when posting. If your operation depends on the CSV file, do not change the default setting.

In order to get the CSV file, the Accounting Report Printer must be set to a value that causes the output to be opened or saved as a file. For most users, the value of CSV or EDITOR will work for this purpose. The current Accounting Report Printer setting is displayed and may be changed in the next field. Please refer to the chapter for Edit Terminal Records or Change User Environment for more information on setting up printing to a file and/or opening a file in the default program for that file.

See below for the information contained in the CSV file.

EXAMPLE: Type P (RET)

15. PRINTER

This field defaults to the printer that will be used if either "P" or "C" is requested in the Output Method field above. Examples are PDF (for printing to PDF), CSV (for receiving the CSV file) or /dev/tty (for printing directly to a printer).

Ask Thermeon’s Customer Support Dept. for details.

EXAMPLE: Press (RET)

16. PURGE FILE

Indicate whether or not the requested records should be purged from the A/R Distribution file.

Warning: Like other purge programs, once the records are purged from the file, they cannot be accessed again.

The following controls are in place for purging:

  • Purging is not allowed in the same session as posting.
  • In order to purge, the report must be printed in detail.
  • Only records marked as 'posted' can be purged. (Refer to Field 10 "Mark as Posted".)

Enter:

Y = Yes, purge the requested records

N = No, do not purge these records

EXAMPLE: Press (RET)

17. PRINT SUBTOTALS

Indicate whether or not subtotals should print for each sort change.

Y = Yes, print subtotals.

N = No, do not print subtotals after each sort change.

EXAMPLE: Type N (RET)
18. SHOW CREATE DATA
 Changes in the AR Distribution file are logged by recording the date, time, and employee code of when the item was created. This data can be included in this report.

User tip: Due to space limitations on the printed page, either the create data or the descriptions (refer to field 19 below) may be printed, but not both. Setting this field to "Y" will prevent field 19 from being set to "Y". Enter:

Y = Yes, include the create data.

N = No, do not include the create data.

EXAMPLE: Type N (RET)
19. SHOW DESCRIPTIONS
 "Descriptions" are defined as:
  • Renter's Name
  • Description assigned to the G/L account
Use this field to specify if the descriptions should be included in the report.

User tip: Due to space limitations on the printed page, either the descriptions or the create data (refer to field 18 above) may be printed, but not both. Setting this field to "Y" will prevent field 18 from being set to "Y". Enter:

Y = Yes, include the descriptions.

N = No, do not include the descriptions.

EXAMPLE: Type Y (RET)
20. NET CHANGE FORMAT
 This report can be printed either in a "standard format" or a "net change format".

  • Standard Format -- Data will be ordered solely based on the Primary and Secondary Sorts as specified in fields 11 and 12.

  • Net Change Format -- This format imposes a higher-level sort above the sorts chosen in fields 11 and 12. In this format the G/L accounts will be sorted into the following categories in the following order:

    1. Income

    2. Cash Receipts

    3. Net Change to Accounts Receivable

Within this format, the section total for the first section (Income) must always equal the total of the second and third sections (Cash Receipts and Net Change to A/R). If this is not the case, the report will be out of balance by the difference and a message to that effect will print at the end of the report.

Enter:

N = Print the report using the Standard Format.

Y = Print the report using the Net Change Format.

EXAMPLE: Type Y (RET)
21. START CREATE DATE


 Changes in the AR Distribution file are logged by recording the date, time, and employee code of when the item was created. Use this field and the next one to limit the report to only those records created within the specified date range.

Using your selected date format, enter the starting create date of transactions to be included. Press RET to default to EARLIEST.

EXAMPLE: Press (RET)
22. END CREATE DATE Changes in the AR Distribution file are logged by recording the date, time, and employee code of when the item was created. Use this field and the previous one to limit the report to only those records created within the specified date range.

Using your selected date format, enter the ending create date of transactions to be included. Press RET to default to LATEST.

EXAMPLE: Press (RET)
23. SHOW CURRENCY DATA
 The default assumption within CARS+ is that all deposits and payments received on transactions are in the single currency of the single country in which the rental company operates. If that is NOT true, if payments are taken in multiple foreign currencies or if rental locations exist in more than one country, this field causes the distribution report to report the currency of receipts. Enter:

N = No, if all receipts are in a single currency.

Y = Yes, display additional currency data on receipts because not all receipts are in a single local currency.

EXAMPLE: Type N (RET)


The screen will then display:


OPTION: __ AR DIST TO GL REPORT

1 Start Date EARLIEST 21 Start Create Date EARLIEST
2 End Date 12-31-10 22 End Create Date LATEST
3 Report Type ALL 23 Show Currency Date N
4 Report Number ALL
5 Cust Number ALL
6 Doc Number ALL
7 G/L Account ALL
8 Profit Center ALL
9 Unposted Only Y
10 Mark as Posted N
11 Primary Sort 1 1=G/L, 2=Type, 3=Report#, 4=Cust#, 5=Doc#, 6=Date
12 Secondary Sort 6 1=G/L, 2=Type, 3=Report#, 4=Cust#, 5=Doc#, 6=Date
13 Detail/Summary D
14 Output Method D (P=Printer, D=Display, C=csv)
15 Printer PDF
16 Purge File N
17 Print Subtotals Y
18 Show Create Data N
19 Show Descriptions Y
20 Net Change Format Y
1SAVE 2 3ERASE 4 5BACKUP 6 7HELP 8

PRESS "F1" AT "OPTION:" TO BEGIN.

The CSV file consists of nine columns of information as follows:
G/L Main Account Number
G/L Sub Account Number
Date (format = yyyymmdd)
Journal Code
Journal Number
Customer Number
Document Number
Amount
Post Flag

User tip: Many rental operations have their own unique preferences as to the particular selections that should be made when running this report. The AR Distribution Report Defaults program can be used to set those preferences as the default values for many of the selection fields above. This eliminates the need to routinely change the report parameters to the desired values.

Alternate Version

An alternate version of the csv file applies to a specific client and is activated when the GVT code SAPUAE is in place. This version does the following:

Field #
 Field Description
 Value
A
The characters up to the first comma in the alpha field of the GVT record SAPUAE
B
The characters between the first and second commas in the alpha field of the GVT record SAPUAE
C
 Report date
 System date in format: CCYYMMDD
D
 DBR date
 The report cut off date in format: CCYYMMDD
E
The characters after the second comma in the alpha field of the GVT record SAPUAE
F
 Cust # and Trx #
 Customer number, a hyphen, the document number, such as a RA number. If the number is a reservation, the res number is padded with two leading asterisks.
G
 Reference Number
 Document number (such as the RA number or reservation number)
H
 Debit/Credit
 If the amount of the distribution is greater than zero, "50"; otherwise "40"
I
 Posting Ref #
 First 6 characters of the GL posting reference of the account number.
J
 Amount
 Distribution amount without a plus or minus sign
K
If the 7th character of the GL posting reference of the distribution account is 'x', the value here is "C"; otherwise "P"
L
The characters up to the first comma in the alpha field of the GVT record SAPUAE plus the last 3 digits of the GL posting reference of the AR distribution account number.
M
The journal code and report number, a hyphen, the GL account number, a hyphen, the description from the GL Account