Chapter 11 – General Ledger audit

This module is a comprehensive module to audit the general ledger. It includes facilities to check account balances and examine transactions.

0. Introduction

0.1 Description of Audit Tests

0.2 Suggested sequence and frequency of module use

0.3 Essential Financial package information

1. Audit Trial Balanace

2. Account Listing

3. Transaction Profile

4. Print Profile

5. Transaction Selection

6. Transaction Selections

7. Print Transactions Selection

8. Accounts Examination

9. General Ledger Data Capture

10. Review Tests

11. Terms Definition

12. Ratio Analysis Reports

13. Report Column Definition

14. Input Report Layour

15. Delete Report Layout

16. Input Report Contents

17. Delete Report Contents

18. Print Report

19. End of year data capture

20. CLear Audit Files

21. Switch General Ledger Files

0. INTRODUCTION

0.1 Description of Audit Tests

This module provides a toolkit of audit tests for use on the General Ledger.

The tests include;

  • audit trial balance
  • transaction profile
  • transaction selection
  • account examination
  • review tests
  • ratio analysis
  • report writing facility

The details of these 'tests' follow.

0.1.1 Audit Trial Balance

The special feature of the trial balance program is that you can request a trial balance for individual accounts, classes or groups rather than just all accounts. This would be useful, for instance, to check the asset accounts only when auditing fixed assets.

0.1.2 Transactions Profile

This menu option goes through all transactions on file for the period selected and produces a profile of the transactions in the General Ledger.

0.1.3 Transactions Selection

This menu option selects transactions from the General Ledger file using the parameters specified in the Transaction Selection Parameter entry screen.

0.1.4 Account Examination

This is a very powerful facility allowing the selection of very specific transactions. You do not need a transaction profile to run this program. There are six criteria you can use.

0.1.5 Review Tests

The Review Tests menu option compares the information on the General Ledger Data Capture file with current information and reports any changes or differences.

0.1.6 Ratio Analysis

This menu option calculates the various ratios.

0.1.7 Report Writing

There is a powerful report writer included in the General Ledger Module. It allows you to define comprehensive reports which can be set up as audit working papers. Thus a lot of your routine audit work can be automated.

0.2 Suggested sequence and frequency of module use

This module is a toolkit to assist in the auditing of the General Ledger.

Internal auditors can use the module to monitor transactions occurring in the General Ledger. External auditors can use it to assist with their interim and final audits tests.

The steps shown below give an example of how the module can be used.

Step Description
1. Use menu option 1 - AUDIT TRIAL BALANCE to check General Ledger account balances and print out a trial balance for the end of the period you are auditing; interim or final.
2. Use menu option 2 - ACCOUNT LISTING to list transactions for a specific G/L account you want to examine. You can also use this step to review an account after using menu option 8 - ACCOUNT EXAMINATION.
3. Use menu option 3 - TRANSACTION PROFILE to construct a profile of all transactions for the period under review.
4. Use menu option 4 - PRINT PROFILE to print the transaction profile.
5. Use menu option 5 - TRANSACTION SELECTION PARAMETERS to input your selection criteria, followed by menu option 6 - TRANSACTION SELECTION to select the transactions matching your parameters.
6. Use menu option 7 - PRINT TRANSACTION SELECTION to print the transactions selected.
7. Use menu option 8 - ACCOUNT EXAMINATION to report transactions by various criteria. This powerful feature allows the auditor to quickly review transactions of interest. This test can be used for a variety of situations including examination of transactions at a branch prior to an audit visit, review of high value transactions, or transactions made by nominated staff members.
8. Use menu option 9 - GENERAL LEDGER DATA CAPTURE to take a copy of the opening ledger and budget figures, for later use with the Review Tests menu option for comparison purposes.
9. Use menu option 10 - REVIEW TESTS to check for changes to the budget, changes to the opening balances, new accounts opened since the previous audit, and accounts deleted from the system.
10. Use menu option 11 - TERMS DEFINITION to define terms for later use with the Ratio Analysis menu option.
11. Use menu option 12 – RATIO ANALYSIS to perform this function.
12. Menu options 13 to 18 control the report writing facility. These menu options can be used to set up standard reports and audit work papers which can then be used each year.
13. Menu option 19 - END OF YEAR DATA CAPTURE is an adjunct to the report writer. It provides the facility to keep balances for the past five years on file.
14. When you are satisfied the General Ledger audit is complete, and you have no further use for any of the CAPS files generated during the audit, you can select menu option 20 - CLEAR AUDIT FILES to release the space taken up on the Financial Institution's computer system.
15. Use menu option 21 - SWITCH GENERAL LEDGER FILES when you want to use the End of Year files instead of the Current Year files.

0.3 Essential Financial package information

Be aware that the G/L module in CAPS differs from the other modules in that the audits are run at the time when you finish the parameter screen entry. They cannot be queued to start at a later time through Night Audit.

Following is a brief explanation of Group, Class and Account.

Group
A group is number designating the general area of the Class and account. (eg 3)

Class
A Class consists of a group number with a Class number appended. (eg 3.12)

Account
An Account consists of a Group number, a Class number and an Account number. All three parts are required to designate a specific account. (eg 3.12.15)

1. AUDIT TRIAL BALANCE

This menu option compiles and prints a General Ledger trial balance at any date specified by you.

The special feature of this trial balance program is that you can request a trial balance for individual accounts, classes or groups rather than just all accounts. This may be useful, for instance, to check the asset accounts only when auditing fixed assets.

The following screen will be displayed after you select menu option (1) from the Main General Ledger Menu.

You are then requested to enter the following parameters:

<1> Account Number
Enter 'ALL' if you want the trial balance for all General Ledger accounts.

Enter a group number ( e.g. "4" ) if you want only the section of the trial balance for all accounts within that group.

Enter a class number ( e.g. "4.5" ) if you want only the section of the trial balance for all accounts within a particular class within a particular group.

Enter a full account number if you only want a single account balance.

Press [Enter] on a blank entry to exit this screen and return to the Main General Ledger Menu.

<2> Zero Accounts
Zero Accounts are defined as those accounts with zero balances as at the date of the CAPS trial balance.

Enter [N] if you don't want to include those zero accounts in the trial balance.

Enter [Y] if you want to include those zero accounts in the trial balance.

<3> Null Accounts
Null accounts are those accounts created but never used during the current financial year. They will have a zero opening balance, no transactions for the current year and a zero closing balance.

Enter [N] if you don't want to include null accounts in the trial balance.

Enter [Y] if you want to include null accounts in the trial balance.

<4> Date of Trial Balance
Enter the date after which transactions will not be included in the trial balance, e.g 30/06/89.

<5> Destination
Enter [S] if you require the output to go to the screen.

Enter [P] if you require the output to go to the printer.

Results

The required trial balance will go to either the screen or the printer as requested. Please refer to the example at the end of the chapter.

CAPS will add all transactions to the opening balance for each selected account and produce an independent closing balance as at run time. CAPS will print a message if this closing balance does not agree with the book balance.

If the output goes to the screen, CAPS will pause after displaying each screen full of accounts. You can press [Enter] to display the next screen or [Q] to return to the Trial Balance Parameters Screen.

When the report is completed, CAPS returns to the Trial Balance Parameters Screen.

Please refer to the example at the end of the chapter.

2. ACCOUNT LISTING

This menu option lists the transactions posted to the specified account within a period.

The following screen will be displayed when you select this option.

<1> Account Number
Enter the number of the account you wish to examine. This must be a full account number. It is not possible to specify an entire group etc.

After you have finished listing the accounts required, press [Enter] to go back to the Main General Ledger Menu.

<2> Cutoff Date (before)
Enter the first date to include in the listing.

<3> Cutoff Date (after)
Enter the last date to include in the listing.

<4>Destination
Enter [S] for the listing to go to the screen.

Enter [P] for the listing to go to the printer.

Results

CAPS will list all required transactions to the screen or printer as required. Information provided includes the branch, operator and transaction code. Please refer to the example at the end of the chapter.

If the output is to the screen, CAPS asks you to press RETURN to go through each screen full of information or [Q] to stop listing and go back to the Account Listing Parameters screen.

If the output is to the printer, CAPS prints the listing to the printer. The report will also show the period selected, cheque/journal number and references.
When the listing is completed, CAPS will return to the Accounting Listing Parameters screen.

3. TRANSACTION PROFILE

This menu option goes through all transactions on file for the period selected and produces a profile of the transactions.

The following parameters screen will be displayed.

<1> Account required
Enter the account number you wish to study. You may enter a full account number; a group and class or just the group.

<2> Cutoff Date (before)
Enter the first date to include in the transaction profile, eg. 01/01/97.

<3> Cutoff Date (after)
Enter the last date to include in the transaction profile, eg. 31/01/97.

After you have entered these parameters, CAPS will then prompt:

Records to Process
Enter [ALL] if you want to run a transaction profile for all General Ledger accounts.

Enter a group number ( e.g. "4" ) if you want only a profile of transactions within that group.

Enter a class number ( e.g. "4.5" ) if you want only a profile of transactions for all accounts within a particular class within that group.

Results

CAPS will produce a transaction profile and file it. It will also clear the transaction selection parameters. CAPS will then return to the Main General Ledger Menu.

4. PRINT PROFILE

This menu option allows you to print out the current transaction profile which was generated by running the transaction profile in the previous step.

CAPS will then prompt:

Destination
Enter [P] for printer output.

Enter [S] for screen output.

Results

CAPS will print the transaction profile to the required output media. Please refer to the example at the end of the chapter.

5. TRANSACTIONS SELECTION PARAMETERS

This step lets you input parameters for selection of transactions based on the Transaction Profile.

The following screen will be displayed if you select this option from the Main General Ledger Menu.

CAPS allows you to run transaction selection any number of times based on the same transaction profile. You may enter several transaction codes to be selected. Later on, you may decide to do further testing on other transaction codes. So all you do is run transaction selection again on those transaction codes. CAPS displays the transaction selection parameters used previously. Please note if you do another transaction profile, your transaction selection parameters will be cleared form the system.

CAPS then asks you to enter the details for each transaction code you wish to examine:

1 (window):

Tran Code
Enter the transaction code you wish to examine. If you wish to use an existing transaction code, press [Enter]. Otherwise, type a new code. If you wish to delete extraneous codes, type '\' and press [Enter].

Press [Enter] on a blank code to finish input.

No of Tran
CAPS will display the number of transactions determined from the transaction profile for this transaction code.

Sample Size
Enter the number of transactions for the transaction code you want to sample. The sample size can be from 0 to the population size displayed by CAPS. CAPS randomly selects the transactions for the sample. This will generate a "Sample Selected" report once the Transaction Selection process is run.

Low $ Value
Enter the low transaction value. Any transactions on file for this selected transaction code which have a dollar value equal to or less than this value will be selected.

High $ Value
Enter the high transaction value. Any transactions on file for this selected transaction code which have a dollar value equal to or higher than this value will be selected.

These 2 Dollar Value parameters generate a "Dollar Value" report.

Low % Prop.
Enter the low proportion in percentage. If an account contains less than or equal to the specified proportion of transactions of this selected transaction code, the account will be selected.

High % Prop.
Enter the high proportion in percentage. If an account contains more than or equal to the specified proportion of transactions of this selected transaction code, the account will be selected.

These 2 Proportions parameters generate a "Proportions" report.

Results

CAPS will file the parameters input for the Transaction selection menu option.

If you want to obtain a hard copy of the transaction selection parameters, you can use the print screen function, just type [PSCR] when you see the prompt "Hit <CR> to proceed, 'EX' to exit or item no to edit".

6. TRANSACTION SELECTION

This menu option selects transactions from the General Ledger file using the parameters specified in the Transaction selection Parameter menu option.

CAPS will start the selection process at once. CAPS uses the accounts selected in the transaction profile step above. Hence if you selected ALL in the profile, CAPS will carry out the transaction selection on all accounts. If you selected a group of accounts in the profile, CAPS will now do the transaction selection on that group.

Results

CAPS will go through the selected accounts and select the transactions required. The selected transactions will be stored on file. After it has gone through all the selected accounts, CAPS will sort all the selected transactions into date order for printing.

7. PRINT TRANSACTIONS SELECTION

This step prints the results of the Transaction selection Menu option.

Results

The results of the selection will go to the printer only. The report printed consists of three parts. The first part is those transactions selected by random sampling. The second part is those transactions selected by the dollar value test. The third part is those accounts selected by the proportion test.

CAPS will return to the Main General Ledger Menu after this process. Please refer to the example at the end of the chapter.

8. ACCOUNTS EXAMINATION

This menu option allows you to select transactions from specified General Ledger account(s) that satisfy the criteria specified.

This is a very powerful step as you can select very specific transactions. You do not need a transaction profile to run this program. There are six criteria you may use:

The simple rule for selection is: any transaction that satisfies all seven criteria will be selected. Any criteria not entered means no test will be performed in that area, and that criteria will automatically be satisfied.

When you select this option, the following parameter screen will be displayed.

<1> Account No
Enter [ALL] if you want to examine all General Ledger accounts.

Enter a group number ( ie. "4" ) if you want to examine all accounts for all classes within a group only.

Enter a class number ( ie. "4.5" ) if you want to examine all accounts within a group-class only.

Enter an account number if you want to examine a single account only.

Press [Enter] to go back to the Main General Ledger Menu.

<2> Page Breaks
Enter [Y] if you want to have a break page in between each account.

Enter [N] to save space by listing transactions of one or more accounts on the same page.

<3> Cutoff Date (before)
Enter the first date of the period you wish to examine in the form of (dd/mm/yy).

If you don't fill in this field, CAPS will start the selection process from the first transaction on file.

<4> Cutoff Date (after)
Enter the last date of the period you wish to examine in the form of (dd/mm/yy).

If you don't fill in this field, CAPS will select all transactions that are entered on or after the Cutoff Date (before) specified.

<5> Dollar Value (low)
Enter a dollar value here if you want to include all transactions with a value less than or equal to this value for further tests.

Don't input anything here if you don't want to select on this criterion.

<6> Dollar Value (high)
Enter a dollar value here if you want to include all transactions with a value larger than or equal to this value for further tests.

Don't input anything here if you don't want to select on this criterion.

If both the high and low values are entered, transactions passing either test will be included. If both values are not entered, then all transactions will be included for further tests.

<7> Destination
Enter [P] for output to printer.

Enter [S] for output to screen.

<8> Transaction codes
You can enter as many transaction codes as you wish to be selected. If you input more than one, transactions of either types will be included for further tests.
If you want to include all transaction codes, leave this entry blank.

<9> Branch
You can enter as many branch codes as you wish. If you enter more than one, transactions generated by each branch will be included for further tests.
If you want to include transactions from all branches, leave this entry blank.

<10> Operator
You can enter as many operator codes as you wish. If you input more than one, transactions entered by either operator will be included for further tests.
If you want to include transactions entered by all operators, leave this entry blank.

Results

CAPS will start to select the transactions using the criteria you specified.

If you select to view the output on screen, CAPS will ask you to press [Enter] after each screen full of information or after each account. You can enter [Q] to quit an account and continue with other accounts, or [EX] to exit the report and return to the Account Examination Parameter screen.

If you selected printed output, a message will be displayed after the examination report is completed.

In either case, CAPS will return to the Account Examination Parameter screen.

9. GENERAL LEDGER DATA CAPTURE

This menu option copies the opening balances and budget figures for later use in the Review Tests.

Generally speaking, you would probably run this process about a month into the year when all accounts have been created and which should not vary after this.
If you run this menu option, the result of the previous General Ledger Data Capture will be overwritten. CAPS will therefore ask you if you are sure you want to overwrite the existing file.

Results

CAPS will go through all accounts and copy the required information to the Data Capture file.

CAPS will then return to the Main General Ledger Menu.

10. REVIEW TESTS

The Review Tests menu option compares the information on the General Ledger Data Capture file with current information and reports any deletions or changes.
When you select this option from the Main General Ledger Menu, the following screen will be displayed.

You can select to do any or all of the tests.

<1> Changes to budget figures
Enter [Y] if you want to compare the captured budget figures with the current budget figures.

Enter [N] if you don't want CAPS to perform this test.

<2> Changes to opening balances
Enter [Y] if you want to compare the captured opening balances with the current opening balances.

Enter [N] if you don't want CAPS to perform this test.

<3> New accounts since Data Capture
Enter [Y] if you want CAPS to check if there are any new accounts added since the Data Capture file was made.

Enter [N] if you don't want CAPS to perform this test.

<4> Deleted accounts since Data Capture
Enter [Y] if you want CAPS to check if there are any accounts deleted since the Data Capture file was made.

Enter [N] if you don't want CAPS to perform this test.

Results

CAPS will do the tests in two passes. The first pass checks changes to the budget figures, opening balances and detects deleted accounts. The second pass solely locates new accounts.

The exceptions detected will be printed to the printer automatically.

11. TERMS DEFINITION

This menu option lets you input the accounts that make up some of the financial terms that CAPS uses in the Ratio Analysis step.
When this option is selected, the following input screen will be displayed:

CAPS will then ask you to input:

Term

Enter the term you wish to define. To make input easier, CAPS displays a numbered list of terms used by the Ratio Analysis menu option. This list appears below. You can select the term by typing the number in front of it.

Press [Enter] only to finish all input.

List of terms

  1. Bad Debts Recovered
  2. Bad Debts Written Off
  3. Current Assets
  4. Current Liabilities
  5. Debt Collection Expenses
  6. Doubtful Debt Expenses
  7. Int. Paid on Savings
  8. Int. Received on Loans
  9. Members Loans LY
  10. Members Loans TY
  11. Members Savings LY
  12. Members Savings TY
  13. Members Share Cap'l LY
  14. Members Share Cap'l TY
  15. Net Income LY
  16. Net Income TY
  17. Operating Profit
  18. Quick Assets
  19. Staff Costs
  20. Total Liabilities LY
  21. Total Liabilities TY

<1> Account No/Balance
You can define the term by telling CAPS all the accounts that make up the selected term. You can specify accounts in the following ways:

A group of accounts - enter the group number.

A class of accounts - enter group and class number with a dot in between, i.e. [2.3] for class 2.3.

A range of accounts within the same class - enter first and last account numbers with TO in between, i.e. [2.3.1 TO 2.3.9].

An account - enter a single account number.

You can define a term as a dollar value by using the dollar sign ('$') in front of the figure, i.e. [$132579.87]. If a dollar value is used, CAPS will remove all other definitions you have entered for this term.

After you have finished all input, CAPS will ask you whether you want to have a hard copy of the definitions. Enter [Y] to obtain a printout. Please refer to the example at the end of the chapter.

Results

The terms defined will be filed for future use.

12. RATIO ANALYSIS REPORTS

This menu option calculates the various ratios.

The following screen will be displayed after you select this option.

You may then select which ratio you wish to calculate.

<1> All Ratios
Enter [Y] to calculate all ratios except those individual ratios you de-select by answering [N] at the prompts for those ratios.

Enter [N] to calculate only those ratios you have selected.

In other words, CAPS will calculate all ratios not marked [N] if you answer [Y] to this question; and CAPS will calculate only those ratios you marked [Y] if you say [N] to this question.

Enter [Y] if you want the ratio calculated.

Enter [N] if you don't want the relevant ratio calculated.

<2> Quick Assets

<3> Current Ratio

<4> Working Capital

<5> Rate of Return on Capital

<6> Net Operating Margin Ratio

<7> Interest Received to Loans

<8> Interest Paid to Savings

<9> Bad Debt & Debt Collection Expenses to Loans

<10> Staff Costs to Net Income

<11> Destination

Enter [P] to print the results to printer.

Enter [S] to view the ratios on screen.

Results

Please note CAPS may take a few minutes to perform all the calculations and produce the ratios.

The selected ratios will be calculated and the result sent to the requested output media. Please refer to the example at the end of the chapter.

After displaying or printing all requested ratios, CAPS will return to the Main General Ledger Menu.

13. REPORT COLUMN DEFINITION

This step allows you to define some calculation columns for the report writer. CAPS has some column definitions already defined. See additional documentation.

Each column is defined by completing the following screen.


You define a column by entering:

Column

The name of the column you wish to create or edit.

<1> Description
A short description for this column.

<2> Result
This specifies how the computed result should be scaled.

Enter [$] for dollar values.

Enter [%] for percentage result.

Enter [C] for a constant or index result.

<3> Formula
Enter the formula for calculation. The formula should only be made up of defined columns, and the operators +-*/() only. For example, the balance for period 1 can be defined as OB + AP1. OB is a pre-defined column for the opening balance and AP1 is that for the result of period 1. Another example is (AP2-AP1)/AP1, this is the improvement of the period 2 result over period 1 in percentage terms.

If another calculated column is included in the formula, CAPS will substitute the current formula of that column into this formula. Future formula changes in that column will not be reflected in this column. Therefore you should be very careful in defining calculated columns using calculated columns.

Results

CAPS will parse through the formula, check its correctness and generate an internal calculation formula for this column.

14. INPUT REPORT LAYOUT

This menu option defines the formats for various financial reports.

A report layout is defined by telling CAPS which columns should appear on the report. You can specify the order in which they appear, their field length and headings.

You can define a report layout by filling in the following screen of information:

CAPS will request you to input the information sequentially:

Layout Name
Enter the name of the layout you wish to define or edit. If you entered a layout name that already exists, CAPS will display that layout definition and allow you to edit it.

<1> Description
Enter a short description for this layout.

<2> Report Width
Enter the report width in number of columns. The width depends on the printer you are using. The main printer attach to the Financial Institution computer normally prints 132 columns. If you are using other printers, this may vary from 80 to 132 columns.

<3> Column Information

Column Name
Enter the name of the column you wish to include in this report. You can type [?] to display a list of columns defined.

Column Width
Enter the width for this column. CAPS automatically sums the total column widths you have used and displays it. You should not use the full report width as there needs to be spaces in between columns. The maximum you should use is the report width minus the number of columns.

Column Heading1
Enter the first line of column heading. The maximum length would be the same as the column width used. If you just want to have one line of column heading, please use Column Heading2.

Column Heading2
Enter the second line of column heading.

Results

CAPS will calculate the position for each column, headings etc and file the layout.

15. DELETE REPORT LAYOUT

This menu option allows you to delete unwanted report layouts. Enter the layout name of the report you want deleted. CAPS will display the definition of the layout selected. Press [Enter] to delete the report or 'EX' to cancel.

Results

The selected layout will be deleted from file.

16. INPUT REPORT CONTENTS

This menu option is used to define which accounts should appear in a report.

The Input Report Layout menu option defines the information about an account you want to be printed in each column of the report. This step defines which account or group of accounts should be included in the report. You can also specify totals and literals to print too.

The following screen will be displayed when you select this option:

You then enter all the required information as follows:

Report Name
Enter the name of the report you wish to define or edit. If the report was previously defined, its definition will be displayed for you to edit.

<1> Layout Name
Enter the name of the report layout format you wish to use with this report. The layout name must be previously defined using the Input Report Layout menu option.

<2> Report Headings
You can have multiple lines of report headings on each page of the report. This heading will be automatically centered by CAPS.

If you wish to put a period end date on one of the headings, you can enter [@DATE]. CAPS will substitute the period end date when it encounters @DATE on these headings. For example, if you enter 'for period ended @DATE' and the report is for the period ended on 31/07/89, CAPS will print 'for period ended 31/07/89' instead.

<3> Line Description
This section defines the accounts to be printed. You can use the following description commands:

@SP - force an empty line to be printed

@PAGE - force to start a new page

@UL - prints underlines (-)

@DL - prints double underlines (=)

'literal string - prints the literal string. For example, 'TOTAL

'literal string; - as above but will not generate a carriage return so that you can have a narrative and totals on the same line. For example, 'TOTAL;

account CR/DB - prints one account. If the account balance does not have the specified balance type, the values will be printed in brackets.

class CR/DB {SUP/NP} - prints all accounts in that class. If SUP is used, any accounts with zero values on all columns will be suppressed. If NP is used the accounts are not printed, but CAPS keeps on accumulating the totals.

group CR/DB {SUP/NP} - prints all accounts in that group.

account1 TO account2 CR/DB {SUP/NP} - prints all accounts from account1 to account2. Account1 and account2 must be in the same class.

class1 TO class2 CR/DB {SUP/NP} - prints the class total for all classes between class1 and class2. Class1 and class2 must be in the same group.

group1 TO group2 CR/DB {SUP/NP} - prints the group total for all groups between group1 and group2.

@TOTALi CR/DB - prints the total accumulator i (i=1 to 9).

@TOTALi = 0 - resets the total accumulator i.

Results

CAPS files the report content definition.

17. DELETE REPORT CONTENTS

This menu option allows you to delete unwanted report content definitions.

CAPS will display the definition of the report selected. You can cancel this request by typing 'EX'.

Results

The selected report content definition will be deleted from file.

18. PRINT REPORT

This step prints the financial report you defined in the previous steps.

You can print a report any time for any period of the year. For example, you can print a report for period 1 while you are in period 10 of the financial year.

The following screen will be displayed when you select this option:

You then fill in the information for CAPS to print the report.

<1> Report to print
Enter the name of the report you wish to print.

<2> Period to print
Enter the period number for the period you wish to report. Note that period 1 represents July, 2 August, 6 December … 12 June.

<3> Date
Enter the ending date of the period you entered above. The date should be enter in the following format (dd/mm/yy)

The following is an example of a report content definition:

This report content definition prints all accounts in group 6 first. If any account is in credit, the figure will be displayed in brackets, any account with zero values in all columns will not be printed. @TOTAL1 prints the total of all accounts listed. The ; at the end of the 'Total Savings; command line makes the totals come out on the same line as this narrative. @TOTAL1 = 0 clears the total accumulator 1. Similarly, all loan accounts and their totals are printed.

Since we have not cleared total accumulator 2, it contains the totals of both group 6 and 7. Since the balances of group 6 and 7 are in different signs, total accumulator 2 therefore contains the arithmetic sum of the two groups which is the value of total savings minus total loans.

19. END OF YEAR DATA CAPTURE

This menu option copies the year end balances of all accounts to a Data Capture file and keeps them there for 5 years. These figures are then available for use in the report writing facility. If you do not plan to use the report writing facility then there is no advantage in running this Data Capture.

This menu option should be run after the Financial Institution finalises their accounts after the year end.

When you select this option, CAPS will check when you last ran this program. If it is within 300 days, it will warn you and you have the option to:
Enter [O] to overwrite the previous Capture file, in case your last Data Capture did not capture the correct closing balances.

For example you may have done the Data Capture on the 23 July and then some late closing entries went through. You would therefore use this step to over-write the current Data Capture with the updated figures.

Enter [N] to start a new Data Capture. In this case CAPS moves all the figures on file over to the next year, creates a new year of figures, and deletes the oldest figures. Hence the current figures become year1, year1 becomes year2, year2 becomes year3, etc, and the old year file is deleted.

Enter [A] to abort the Data Capture operation.

Results

CAPS will go through the General Ledger files and copies the required information onto the year end Data Capture file.

20. CLEAR AUDIT FILES

This menu option will clear off the results of various General Ledger audit runs.

CAPS will prompt you to confirm the operation:

Are you sure you want to Clear Audit Files?

You can cancel the operation by entering [N].

Results

Selected CAPS files will be cleared.

21. SWITCH GENERAL LEDGER FILES

CAPS will allow you to choose between Current-Year data or End-of-Year data. Current-Year data is that which is currently in use. End-of-Year data is that of the previous financial year.

CAPS will prompt you with a screen as follows.

This screen would be displayed if the files were currently set for the Current Financial Year data. If the files were set for End of Year (previous full financial year), then that would be indicated on screen and the alternate option offered.

Simply respond with either [Y] or [N] depending on whether you want to change over.