One of the most popular and useful features of OGwin is flexible reporting. All of the OGwin GL reports give you options to run your report on a journal, cash, or accrual basis. Depending on the type of report you are running, you may view activity in selected months. Use the table below to compare the dates for cash basis, journal basis, and accrual basis.

The accrual date is the only basis where the GL Close has any effect on the month where the entry appears. The example below shows the accrual dates assigned during a GL Close.

EXAMPLE:

The G/L is being closed for February, 2004, and the following unclosed vouchers are in OGwin:

· A/P #1 transaction date: 02/12/04 Revenue #1 Prod mo/yr 12/03

· A/P #2 transaction date: 03/11/04 Revenue #2 Prod mo/yr 1/04

· A/P #3 transaction date: 01/31/04 Revenue #3 Prod mo/yr 2/04

The program will close A/P #1 and #3 into the February GL; however, A/P invoice #2 will not be closed into February because the transaction date is later than the month being closed.

Since the production month is shown as February or earlier, OGwin will close all three revenue vouchers into February.

Remember: Closing the G/L “freezes” a voucher into that month. Once a voucher is closed into a month, it will not be reclosed into another month.

Year End Adjustments and Reclosing the GL

OGwin allows you to keep up with your regular GL Close months . . . without leaving your General Ledger open for year end adjustments. Whenever adjustments arrive, post them into a prior-closed GL month.

How to book year end adjustments in three easy steps:

1. Close your current GL month to set the accrual dates on current activity. Even if you are not finished with the current month, go ahead and close it. It can be reclosed when you are finished.

2. Make your adjustment entry through a journal entry and final post it.

3. Reclose December, 2003, to set the accrual date of the adjustment to “December, 2003.”

THE JIB INVOICE — YOU GET OPTIONS FOR SUMMARIZING DETAILS

In OGwin, two note-worthy features allow you to summarize details on the JIB Invoice.

WARNING : We STRONGLY recommend that you print and retain the JIB Prelist (720-03 By-owner Full-format prior to running any JIB invoices – especially if you select any summarization feature. After summarized JIBs are printed, the prelist will be your only detail of the individual invoices included for each owner.

Account-by-account summarization – In Chart of Accounts Maintenance, every account has an option to indicate whether or not this account can be summarized on the JIB Invoice. OGwin treats each account individually. This allows the summarization of entries to the account. The JIB will contain a one-line entry of the account, giving the account name as the default, gross value, and the share totals. All other detail is omitted. To activate the summarize feature for JIB invoices on an account-by-account basis, check the box “Summarize JIB Account.”

2. Summarizing all details – Option 182 controls the ability to summarize all details on JIB invoices. If Option 182 is OFF, you will see a box on the JIB Invoice screen entitled, “Summarize JIB Invoice.” If the box is checked, ALL details on ALL invoices printed will be summarized – even if the Chart of Accounts feature for that account is not enabled. The JIB will contain a one-line entry of the account (for all accounts), giving the account name as the default, gross value, and the share totals. All other detail is omitted.

HOW TO CUSTOMIZE YOUR OGwin MASTER FILE

You can easily customize OGwin by setting up user-defined fields for input. User-defined fields can be established for Wells, Owners, Vendors, Purchasers, and Companies using System Parameter Maintenance (Process-Master Maintenance & Ref. Listing-Miscellaneous Maintenance-System Parameter Maintenance).

OGwin provides several user-defined fields for entity-level master files (Owners, Vendors, Purchasers, and Companies). The system provides six each of one-character, eight-character, 30-character, and date fields. These fields are created in System Parameter Maintenance / User Defined Fields and displayed on the entity master file under “User-Defined Fields.”

Use them as selection and sorting criteria when generating master file reports (in addition to the standard fields: Entity Code, Search Key, State, and Zip Code).

For example, set up vendor fields to help track the requirement for insurance certificates or W-9. To track insurance certification information, simply create a one-character field for “Certificate Req” and a date field for “Cert. Expires.” Enter ‘ Y ‘ in the Cert Req Field for vendors requiring a certificate; then enter the date the certificate expires in the date field. Run a vendor report that shows vendors requiring a certificate that expires within a certain date range.

The system accommodates several user-defined fields for well-level information. These fields are created in System Parameter Maintenance and displayed in Well Maintenance on User Fields tab. OGwin provides 18 short well fields for selecting and sorting on general ledger property reports, plus six long well fields for information only.

Once the field names are established, simply enter the values in the appropriate master maintenance.

ANSWERS TO KEY QUESTIONS

Q I sent a report to process, and for some reason, it won’t run. It is just sitting in a “pending” status.

A The report is referencing an incorrect workstation. Fix it by going back to the report setup. When the Output Options screen is available, go to the “Task Option” tab. Set the default workstation listed to the correct workstation and check the box on the “Output Options” screen to “Save as default for this workstation and user.”

Q I am getting an unreasonable date message when I input an AP invoice.

A In OGwin, the message is linked to two things: (1) the current processing month for the module and (2) the reasonable date range specified in System Parameter Maintenance. OGwin uses the current processing month of the module, found on the Company Selection and Status Screen, as the starting point for date evaluation.

As long as the dates on the entry are within the previous and future months reasonable dates set in System Parameter Maintenance, no message is displayed. However, if the dates are not within the range, OGwin flashes a warning message on the entry screen and posting report. This is only a warning and will not prevent the entry from final posting. To eliminate the date checking, you may set the reasonable date range to zero in System Parameter Maintenance.

Q Why aren’t invoices listed separately in the “Invoices from Previous Statement” section of the Accounts Receivable Summary Statement?

A OGSYS allows previous invoices to be summarized on the Accounts Receivable Summary Statement. When you are making the selections to run the statements, the program displays this message: “Do you wish to summarize previous invoices? Yes/No.” If you select “Yes,” the program adds all invoices in the previous section and displays the total.