AME, Interface Tab

Use this tab to set policies for month-end processing and the interface between accounts payable and general ledger.

Fields

AME (Accounting Month End) Processing

Number of days grace for posting to prior month in the G/L

The default for this field is 0 days. Update this default with a number of days from 0 through 28.

The number you enter is used to establish a default number of days that both the current period and the prior period can be open. Your entry affects the accounting period because the accounting period end date is the last day before the accounting period ends. Entering a grace period, extends that date, and affects transactions.

When the date of a transaction is less than the set grace days period from the end of the previous accounting period, users can enter transactions in the previous accounting period. Even if the period is inactive, users can still enter transactions in the previous period. When users enter transactions in a previous period a warning message displays. The date of record for such a transaction is the transaction date.

When you enter the number of days in this field, your entry affects the Periods Tab for Properties.

Require Preliminary Acct Month End

This option defaults as checked. Accept this default if you want to require the running of a preliminary accounting month end prior to the running of a final accounting month end.

Click this option to remove the check mark if you do not want to require the running of a preliminary accounting month end prior to the running of a final accounting month end.

Allow Acct Month End with unapproved batches

This option defaults as unchecked. Accept this default if you want to prevent the accounting month end from running when it includes unapproved batches. When you accept this default, all batches must be approved prior to completing accounting month end. If you selected the preliminary accounting month end option, it processes with a warning that there are unapproved batches.

Click this option to add a check mark if you want to allow the accounting month end to run when it includes unapproved batches.

Future accounting periods are active

This option defaults as unchecked. Accept this default if you want all future accounting periods to carry a status of Inactive.

Click this option to add a check mark if you want all future accounting periods to carry a status of Active. When you select this option, you can add future periods on the Periods Tab for Properties.

Allow Acct Month End with unapproved X-type Batches

This option enables the Accounting Month End (AME) process to run when unapproved X-type batches are present.

Click this option to add a check mark if you want the Accounting Month End (AME) process to run when unapproved X-type batches are present.

Interface to AP and GL

Transfer to G/L Format

This policy controls the format of the data file(s) created for automatic import into Navision's General Ledger system or another accounting application that supports the import of ASCII files.

Select an option from the drop-down list. The following options are possible:

eFinancials Web Service
Select this option to have the system create a general ledger transfer file in the eFinancials format.

When this option is selected, the global policy Automatically perform the transfer to G/L function when the batch is approved is available. Refer to that policy description for more information.

Navision
Select this option to have the system create the general ledger transfer file in the Navision format.

ASCII
This option is the default. Accept this default to have the system create a general ledger transfer file suitable for importing into AMSI’s DOS G/L system.

ASCII (Format 2)
Select this option to have the system create an ASCII file suitable for importing data into the Skyline G/L system. Note: If using this Transfer format, each property should be transferred one at a time.

ASCII (Format 4)
Select this option to have the system create a file similar to the standard ASCII format but with a longer reference field (customized, 20 chars).

LIBRA
Select this option to have the system create a file compatible with the Merge off-site transactions options in Libra.

StarBuilder
Select this option to have the system create a file suitable for importing into the StarBuilder G/L system.

XML Format
Select this option to have the system create a file suitable for importing into XML compatible software such as QuickBooks Pro 2002.

Timberline Format
Select this option to have the system create a .TXT file suitable for importing data into Timberline.

Timberline Format Accrual as Cash
Select this option to have the system create a .TXT file suitable for importing data into Timberline. This file format creates a file in the standard Timberline format, but flags all transactions as Cash (Type 2), regardless of source type.

Comma Delimited
Select this option to have the system create an output file with the same format as the XML Format, but makes it comma delimited.

Skyline 2005
Select this option to have the system create an ASCII file suitable for importing data into the Skyline 2005 general ledger system.

BusinessWorks
Select this option to have the system create an ASCII file suitable for importing data into the BusinessWorks general ledger system.

CYMA Version 10
Select this option to have the system create a comma-separated ASCII file that is compatible with CYMA version 10.

Transfer to A/P format

This policy code controls the format of the data file(s) created for automatic import into Navision APS, Budget Control Ledger, and any other accounting application that supports the import of ASCII files. If you are running the Calculate Management Fees option on the Processing menu, the system creates a data file containing voucher (invoice) entries.

Select an option from the drop-down list. The following options are possible:

eFinancials Web Service
Select this option to have the system create an accounts payable transfer file in the eFinancials format.

Navision
Select this option to have the system create the accounts payable transfer in the Navision format.

ASCII only
This option is the default. Accept this default to have the system create an ASCII file suitable for importing data into AMSI’s DOS A/P and/or BCL applications.

Transfer Security Refunds

Select one of the following options from the drop-down list:

Do not transfer
Select this option to prevent the system from creating of accounts payable transactions for security refunds entered in the Refunds and Forfeits function.

Transfer to AP
This option is the default. Accept this default to have the system create accounts payable transactions in the OUTPUT directory for security refunds entered in the Refunds and Forfeits function generated at the time of calculation.

Refund APS Format

This policy code controls the format for the Refund.APS file generated in during Refunds and Forfeits. Select one of the following options from the drop-down list:

Table Format
Select this option to have the system create the standard format necessary for transferring refund transactions using Process Refunds.

Standard
Use this option to have the system create a standard format for transferring refund transactions when not using Process Refunds.

Enhanced
Select this option to have the system create an enhanced format for transferring refund transactions when not using Process Refunds. This selection allows the resident’s social security number to be included in the transaction.

Standard (Format 2)
Select this option if you want the system to create another standard format for transferring refund transactions when not using Process Refunds. This is the same format as Standard, except that during the Refund and Forfeits process, the entire length of the Property ID is used. If the length is less than 10 characters, the Property ID is followed by the appropriate number of blank spaces to 10 characters. The first line of the Refund.APS file identifies the format as “VERSION2."

Enhanced(Format 2)
Select this option to have the system create another enhanced format for transferring refund transactions when not using Process Refunds. This is the same format as Enhanced, except that during the Refund and Forfeits process, the entire length of the Property ID is used. If the length is less than 10 characters, the Property ID is followed by the appropriate number of blank spaces to 10 characters. The first line of the Refund.APS file identifies the format as “VERSION2."

Transfer Management Fees to

Select an option from the drop-down list. The following options are possible:

A/P
By default, this option is selected to have the system create a format that transfers management fees as an accounts payable voucher entry. The actual format for the voucher entry is determined by the global policy Transfer to A/P format.

G/L
Select this option to have the system create a format that transfers management fees as a general ledger journal entry. The actual format for the journal entry is determined by the global policy Transfer to G/L format, which is above.

Neither
Select this option to prevent the system from transferring management fees. When you select this option, the Calculate Management Fees option on the Processing menu is not available.

Note

Management fees are transferred using the Calculate Management Fees function. If the property policy Calculate Management Fees is not checked, then this policy is not applicable. In order for this process to run, you must also have Management Fees G/L account information set up.

G/L entity interface for bank books and rentable items

Select an option from the drop-down list. The following options are possible:

Single entity
This option is the default. Accept this default to have the system establish a one-to-one correspondence between the bank book and/or rentable item in eSite and the entity being transferred in general ledger.

Multiple entity
Select this option to allow the eSite bank book and/or rentable item to transfer to multiple entities in general ledger.

No interface
Select this option to prevent any interface with a general ledger system; that is, no entries transfer to a general ledger.

Automatically perform the transfer to G/L function when the batch is approved

Select this check box if you want the system automatically perform the transfer to G/L function when a batch is approved. Otherwise, leave this check box cleared.

Automatically email the transfer file / Email file to:

Select this check box and then enter your email address in the text box if you want the system to automatically email the file when a batch is approved. Otherwise, leave this check box cleared.

To perform a test of the email, enter an email address into the field and then click Send Test Email.

This option is only available when the Transfer to GL Format is not eFinancials Web Service.

Use Profit Centers for bank books and rentable items

Select this check box if you want the system to use Profit Centers for bank books or rentable items. When this option is selected, the Profit Center field is available, and the Transfer to G/L option considers profit centers for bank books or rentable items. Profit Centers are used for departmentalized accounting.

Use suspense accounts

Select this check box if you want to make a suspense account available on the Bank Book (G/L Account Tab) for Online Payments. This allows users to reconcile between Online Payments batches and transactions in the cash account of the G/L.

Refer to Transfer to G/L section for additional information: Transfer to GL Overview Effect of Global Policies on Transfer to GL, Effect of Income Codes on Transfer to G/L

Use External Batch No for imported transactions

Select this check box to control how transactions are grouped and the description used when the Xfer to GL (for Cash Account) summary method is Batch w/code or Batch w/o code.

Refer to Transfer to G/L section for additional information: Transfer to GL Overview Effect of Global Policies on Transfer to GL, Effect of Income Codes on Transfer to G/L.

Settlement Period

This drop-down box only appears when Use Suspense Accounts is selected. For eDex batches in eSite, select the period to which the transactions are settled. The following options are possible:

Payment period (default)
Select if you want the payment to be settled to the period the payment was made.

Current period
Select if you want payments to be settled to the current period, disregarding when payment was made.

Transfer as single entity bank book to matching income code entity ID

This policy applies when multiple GL entities are setup for the bank books. Select this check box if you want the Transfer to GL process to create transactions for the entity that matches the income code’s entity ID.