Ever wish you could see the detail lines that make up a balance on a financial or property report
. . . without having to dig through the files and wade through an entire GL detail report? With OGwin’s Drill Down Output option, you can do just that—drill down on a balance, all the way
to the originating vouchers.

The Basics

To use this feature, make specific selections at setup time for the Financial (230) or Property (250) report. Here are the basic setup selections: For the Drill Down Output selection option, select “Print and View”; for the View option, select “View Immediate.” Then enter a File Path including the file name. The default is the database system’s Output folder.

Make the remaining selections as usual for this type of report. When the setup is complete, the Drill Down report will be displayed on the screen. You can then highlight any amount and click the “Drill Down” button to go down a level to view items related to that balance.

Beyond the Basics

Customizing Drill Down reports is easy. With the “View” option, you can defer the view
feature to a later time, view immediately, include zero amounts in drill down references, and include calculated amounts in drill down references. To drill down, select the amount in question and click on the “Drill Down” button. OGwin displays the items that make up the amount in question.

You also can delay viewing of a report. When you’re ready to view it, choose the Financial Viewer on the General Ledger/ Processing/General Ledger Reports menu. Select the report that you wish to view by entering the “View-File” name or use the Scan feature to select the desired file.

The drill-down process can go down several levels, depending on the way the data is formatted on the report. For example, one line of a financial report could contain an amount made up of balances from several accounts. The first level would open a window showing each of the accounts listed with its own contributing balance.

You could then choose one of those accounts and drill-down farther to see the individual detail lines making up that specific account’s balance.

The final level is to choose one of those detail lines and drill-down to the detail as it appeared on the original voucher. This will include details like voucher number, source, date, entity, gross value, net value, etc.

Use the “Home” button at any time to return to the original report window. After viewing the report, click “OK” to close the viewer for that report. Then you may select another report to view or close the Financial Viewer.

INTERCOMPANY TRANSACTIONS vs. MEMO TRANSACTIONS

Two types of OGwin transactions—intercompany transactions and memo transactions—may affect the general ledger of another company. These entries work in a similar way, but they have different purposes.

Use an intercompany transaction to record revenue and expenses to a company other than the processing company. The expense or revenue deck will indicate a company as a participant, so that an entry will be made to the general ledger of that company. OGwin uses the intercompany account to make offset entries for sales (if revenue) or to the expense account.

The OGwin Chart of Accounts has a group of accounts called “Intercompany Accounts.” Accordingly, an intercompany account should be present for each company on the database, with the sub account number corresponding with the company number it represents.

The Fixed Account Maintenance will indicate the main intercompany account, so OGwin may make automatic entries to the Intercompany accounts.

Posting an intercompany transaction in OGwin affects the intercompany accounts of the processing and subsidiary companies. One intercompany account entry will be a credit, and the other, a debit, depending upon whether the entry was revenue or expense. To determine if the
processing company owes revenue to the subsidiary, or the subsidiary is to pay expenses to the processing company, reconcile the intercompany accounts monthly.

Use the memo transaction to mirror entries performed in the processing company to a secondary (memo) company. Whenever detail payout information maintained for a particular owner is required, use memo entries.

Create a memo entry through the revenue and expense decks. A field titled “memo” appears on the deck participant lines. If you place either “MEM” or a company number in the memo column, OGwin makes a memo entry to the company associated with it.

To use a memo company to maintain information for a particular owner (when the owner is a participant), enter a company code in the memo field of the “deck participant” screen. Whenever the owner’s account receives a distribution, the memo company will receive a mirror entry of the distribution. The offset account for the memo transaction is the Memo Clearance account.

A memo entry also is made whenever you list a company as a participant on the deck with “MEM” in the memo field. Use this method when you want to maintain information for a full or partial interest in the well not specifically associated with a single owner. The company with “MEM” is not considered part of the deck’s total interest. Each time you use the deck, an entry with the offset to the Memo Clearance account will be made to the memo company. No entry is made to the processing company’s books.

To keep track of the information going into the memo company, reconcile the memo clearance account in the memo company on a monthly basis. You may run various financial and property reports out of the “memo” company.

For more information about the intercompany or memo transactions, contact OGSYS support.

10 New Features for OGwin 1.7

OGwin 1.70 is ready for release, and the latest version affords lots of noteworthy, new features:

· Improved financial reporting speed

Up to 60% average processing speed.

· Archive and Restore option in output manager

If your system is cluttered with reports that have been held in the Output Manager, use the new Archive feature to back up these reports with the option to restore later. This provides a quick cleanup of reports, without the fear of losing any report.

· Consolidate lines of detail in JIB invoice

We’ve added “Summarize identical detail lines” to eliminate some of the confusion of duplicate billing for owners. Use the JIB invoice print to add duplicate detail lines that result from similar allocations to an owner.

· AFE information added to tract level

You’ll like the new AFE codes in the Lease/Tract. They now carry over to JIB.

· Shortcut setup improved

We’ve redesigned the shortcuts setup screen under the “User Preferences” dialog to make it easier to browse programs you might want to add to the shortcut menu. Now you’ll see a “tree view” of the menu.

· Bank reconciliation grid sorting

We’ve modified Bank Reconciliation to allow 200,000 lines, with the last entered item appearing at the top of the grid (instead of the bottom).

· Save as default

Now saves the options on the schedule and output tabs to incorporate options like “run alone on this station.”

· Additional 1099 type

Other Income.

· Batch reporting

Enables you to save a group of reports as one macro and run them at the same time. This is a great shortcut for weekly and monthly reports. First, save a macro on the report module and select the “add to batch option.” Then, run the “batch reporting” module and save a batch name with the reports that you have made available.

· OGsql (additional charge)

We’ve added a module that will enable you to create a query database (QDB). By linking database records, this feature makes it easier to pull up information based on logical queries. For more information email:

Answers to Key Questions

Q: The last line on my JIB prelist says “Clearing amount equals zero.” What does this mean?

A: Some JIB items are given a C status code for “clear” in the JIB Status/Edit screens. This feature allows you to mark correcting entries as “clear,” and prevent them from appearing on JIBs. If the clear items balance to zero, the system will purge them during the JIB Close Month. The notation on the prelist indicates that cleared amounts equal zero.

Q: I noticed that I can set a minimum check amount in Owner Maintenance, but also set a minimum amount during the Revenue Check Print. Which will apply?

A: OGwin will honor the higher of the two minimums.

Q: I have created shortcuts to the OGwin applications I use on a frequent basis. I would like to have a toolbar with those shortcuts. Is that possible?

A: Yes. To activate a shortcuts toolbar in OGwin, go to the “Tools” menu. There, choose either a small or large shortcuts toolbar. The smaller version lists the first nine shortcuts, while the large toolbar lists all 20 shortcuts.