Subsystem Controller Usage Guide Mar 07

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What ' s Inside

Introduction
The Subsystem Controller module allows you to setup your fiscal schedule, advance subsystem periods, initialize other Ormed software applications, and import your various transactions to your General Ledger. It ' s a simple application to use, but there ' s a lot going on behind those checkboxes. This guide will show you how to use the Subsystem Controller and will help you avoid some common errors that might crop up.

Search for a fiscal year
To search for a fiscal year:

1. Launch the Subsystem Controller Module if you aren ' t already working in it.

2. Click the Fiscal Schedule icon in the sidebar. The Fiscal Schedule Table opens.

3. Fill in your search criteria. Click the drop-down menu buttons to choose a specific fiscal year, or a range of fiscal periods to search for, and also how to search. For example, you could set the first field to Start Date, the second field to is after, and type 1/1/1996 into the third field to search for all fiscal periods that began on or later than January 1st, 1996.

4. Click Find. Your search results are displayed below the search fields.

===Setup a New Fiscal Year===

To setup a new fiscal year:

1. Launch the Subsystem Controller module if you aren ' t already working in it.

2. Click the Fiscal Schedule icon in the sidebar. The Fiscal Schedule Table opens.

3. Click the New icon. The New Fiscal Year dialog box opens.

4. Fill out the information for the fiscal year you want to setup and click Create Year.

You ' ll notice that your new fiscal year is now selectable on the left side of the screen. Each period for a selected fiscal year is displayed on the right.

5. Click the Save icon when you ' re finished.

Edit the Periods in a Fiscal Year
The periods are automatically set up for you when you created your new fiscal year, based on the number of periods you chose in step 3 of that process. Regardless, it ' s easy to edit the duration of each period in a given year.

To edit the periods in a fiscal year:

1. Launch the Subsystem Controller module if you aren ' t already working in it.

2. Click the Fiscal Schedule icon in the sidebar. The Fiscal Schedule Table opens.

3. Click on the fiscal year that you want to edit. Its period list will open on the right.

4. Click on the period that you want to edit. That period ' s number, Start Date, Finish Date, and Name open for you underneath the period list.

5. Make your changes to the period.

6. Repeat steps 3-5 until you are finished with that fiscal year.

7. Click the Save icon.

Initialize an Ormed Module
An initialized project has, essentially, gone live—the software is going to be used by you and your employees in a professional capacity. Since Ormed wants to ensure that everything is running smoothly before going live we handle the initialization process personally. Initialization happens only for new projects, and it ' s unlikely that you will ever have to use the Initialize icon.

If you have any questions about initialization please contact an Ormed representative at (780) 482-7200.

Import Your Transactions to the General Ledger
To import your transactions to the general ledger:

1. Launch the Subsystem Controller if you aren ' t already working in it.

2. Click the Period End Control icon in the sidebar. A screen opens listing your Ormed software and what fiscal year and period each is currently in.

3. Check the Import to GL checkboxes for each module with information that you want to send to the General Ledger.

4. Click Run. The Subsystem Controller will perform the operations you chose for it and a Status Log screen will launch.

5. Click Print if you need a copy of the status log. Otherwise, click Close.

Close Accounting Periods
To close accounting periods:

1. Launch the Subsystem Controller if you aren ' t already working in it.

2. Click the Period End Control icon in the sidebar. A screen opens listing your Ormed software and what fiscal year and period each is currently in.

3. Check the Close Period checkboxes for each module with accounting periods you want to close.

4. Click Run. The Subsystem Controller will close the periods you chose and a Status Log screen will open.

5. Click Print if you need a copy of the status log. Otherwise, click Close.

Q: What if I get an "invalid accounts" error while working in the Subsystem Controller?
 A: This error can have a number of causes, but the result is always the same. You need to alert Ormed so we can go in, find the error, and fix it. Call us at (780) 482-7200 and ask for a representative from the help desk.

Q: What if I want to see my newest transactions in GL Reports? I ' ve imported to the GL, but they aren ' t there.
 A: There is an option in the GL Manager module that allows you to see future dated transactions (those ahead of the GL ' s current period). If you don ' t have that option selected you will not be able to see transactions that are ahead of the GL. The short procedure below explains how to make that selection.

1. Launch the GL Manager module. The Manager (GL) screen opens.

2. Click the General tab, and then click the Global Setup icon. The Global Setup dialog box opens.

3. Check the Allow posting to future periods checkbox.

4. Click OK.

The software can now bring up "future" transactions past the GL ' s period.



Contact Us

Questions and Support
If you have any questions or concerns about this document and its processes, please contact Ormed at (780) 482-7200. We will be happy to help you.

What Are Your Thoughts?
If you have any suggestions for improving this upgrade guide, please send them to [mailto:feedback@ormed.com feedback@ormed.com] with the subject line Feedback – ORMED FMS Subsystem Controller.

v1.0 (March, 2007). All rights reserved. ORMED MIS™, ORMED X®, and ORMED X Easy Pay™ are trademarks of Ormed Information Systems Ltd. All other trademarks are the property of their rightful owners.