SIM Business Package Year 2000 Procedures John Dudeck SIM USA, Box 7900, Charlotte, NC 28241 USA Phone: 705-588-4300 x1536 Fax: 704-587-1536 E-Mail: John Dudeck Technical support web site: http://tech.sim.org March 8, 1999 Revised January 14, 2000 (changes marked with "|") Welcome to the "Year 2000 Procedures" for working with SIM's Business Package accounting software. Although the Business Package was not originally programmed with the Year 2000 in mind, the problems are not serious, and this procedure should help you get past the turn of the millenium in a simple and straight-forward manner. What you need to know in a nutshell. ----------------------------------- 1) To use the Business Package across the century/millenium boundary, it is necessary to complete all activities and reporting through December 31, 1999, then run a special procedure called ROLLOVER. After you run this procedure you will not be able to do further reporting for the 1999 part of the fiscal year with correct results, so be sure all reporting is finished before continuing into the year 2000. What ROLLOVER does is to compute the balance of each account as of 31-Dec-99 and create a special entry in the Year to Date Transaction file (ytdglt) dated 00-Jan-00. These entries "roll" the account balances over so that reports will work correctly in the new century. | Due to the way foreign currency accounts (type VM) work, it is necessary to | transfer account balances to a non-VM suspense account before running | ROLLOVER, and then transfer them back. It also changes the accounting period dates for the periods that were in 1999 so that they are all 00-Jan-00. This is a necessary little work-around. 2) At the end of the fiscal year that ends in the year 2000, the year end closing procedure must be done by a special version called Y2KYEND. You cannot use the normal year end procedure that is in the Business Package in 2000. After 2000, then the regular year end closing will again work correctly. What Y2KYEND does is to undo the effects of ROLLOVER on the ytdglt file and on the accounting periods, and then do a year end closing, taking into proper account the dates when calculating prior year balances for each period. 3) There are a few places where the year is displayed with a blank space in place of the leading zero on reports and on the screen. For example "01-Jan-00" is displayed "01-Jan- 0". This minor "cosmetic" problem will continue to occur through the year 2009. 4) When requesting reports during the 1999 part of the 1999-2000 fiscal year there is a warning message saying that dates are not within the fiscal year. This message should be ignored. | 5) There is a problem with printing the correct current balance of an | account in Journal Inquiry. The option "3. Print Balance" does not give | correct results during the year 2000. However option "4. Print Transaction | Detail" gives the correct ending balance. 6) The Business Package uses the DBL run time system, of which several versions are in use. Separate versions of the ROLLOVER and Y2KYEND routines are provided for the different versions of DBL. You must select the correct version to run. Planning for use of the Year 2000 procedures. -------------------------------------------- Most users of the Business Package have fiscal years that run from October to September. These procedures will work correctly for any fiscal calendar, but to avoid confusion we will discuss a January to December calendar separately from other calendars. If your fiscal calendar does not begin in January. ------------------------------------------------- 1) All posting and all reports for the period ending 31-Dec-99 must be completed before running ROLLOVER. | 2) Transfer all VM account balances to a suspense account using a | transaction date of 31-Dec-99. The account balances as of December 31, 1999 | must be zero for all VM accounts. 3) Make sure the accounting periods are correct, i.e. if you have modified the dates, restore them to the true starting and ending dates for the 1999-2000 fiscal year. 4) Run the ROLLOVER program before posting activity for 1-Jan-00 and following. If you have multiple companies, ROLLOVER can be run separetely for each company, or it can be run for all companies in one operation. | 5) Transfer the account balances back to the VM accounts using a transaction | date of 1-Jan-00. 6) When all posting and reports are complete for the 1999-2000 fiscal year, use the Y2KYEND program to perform the year end closing. Do not use the regular general ledger year end program in 2000. The procedure for using Y2KYEND is identical to the regular year end routine (see the manual). If your fiscal calendar goes from January to December. ----------------------------------------------------- 1) At the end of the 1999 fiscal year use the regular general ledger year end closing routine. | 2) Transfer all VM account balances to a suspense account using a | transaction date of 31-Dec-99. The account balances as of December 31, 1999 | must be zero for all VM accounts. 3) Set the accounting period dates for the year 2000. 4) Run the ROLLOVER program before posting activity for 1-Jan-00 and following. If you have multiple companies, ROLLOVER can be run separetely for each company, or it can be run for all companies in one operation. | 5) Transfer the account balances back to the VM accounts using a transaction | date of 1-Jan-00. 6) When all posting and reports are complete for the 2000 fiscal year, use the Y2KYEND program to perform the year end closing. Do not use the regular general ledger year end program at the end of 2000. The procedure for using Y2KYEND is identical to the regular year end routine (see the manual). How to install the ROLLOVER and Y2KYEND programs. ------------------------------------------------ No special installation is required. The programs may be run from floppy disk, or copied to any directory on your hard drive. If you received the programs in a self-extracting zip file (buspkgy2.exe), copy the file to a directory on your hard drive such as the BUSPKG directory, and then to extract the programs go to a DOS prompt or the Windows Run... prompt and type the name of the file: buspkgy2 Three versions of the routines are provided, for use with DBL versions 4.30, 4.31, and 4.40. (Note: the version for 4.30 will work with 4.21, and the version for 4.40 will work with 4.41. If you have any other version of DBL, please contact John Dudeck). It is assumed that your Business Package data files are located in the "standard" location on drive c: of your system. If this is not the case, you will need to edit the two DOS Batch files for running the programs, RUNROLxx.BAT and RUNY2Kxx.BAT (where xx is 30, 31, or 40 according to your version of DBL). Edit these files to adjust the 'set' commands with the locations of the Business Package files on your system. How to run the ROLLOVER program. ------------------------------- Go to a DOS prompt. Change directory to the location of the RUNROLL program. Determine your version of DBL by typing the command: DBL and press twice. The version number will be displayed. To run the ROLLOVER program type the appropriate command for your version of DBL: runrol30 or runrol31 or runrol40 You will first be asked to log into the Business Package. Type in the company number and your user ID. If you do not have a security level of 9, you will not be allowed to run the program. The program then explains its purpose and asks if you are sure you want to run the program. Press 'y' and . It then asks if you want to run the program for this company only, or for all companies. To run it for this company press . To run it for all companies on the system, press 'a' and . The program will perform the rollover procedure, and exit back to DOS when finished. How to run the Y2KYEND program. ------------------------------ Go to a DOS prompt. Change directory to the location of the Y2KYEND program. Determine your version of DBL by typing the command: DBL and press twice. The version number will be displayed. To run the Y2KYEND program type the appropriate command for your version of DBL: runy2k30 or runy2k31 or runy2k40 You will first be asked to log into the Business Package. Type in the company number and your user ID. If you do not have a security level of 9, you will not be allowed to run the program. The program then explains its purpose and asks if you are sure you want to run the program. Press 'y' and . It then displays the closing date that will be used for the year end closing procedure. If the date is correct press 'y' and . It then asks for the account number into which to put the Retained Earnings. Enter the account number. It asks if there is Any Change. Press . It then asks you to select the printer for printing the list of Deleted Closed Accounts. Select the desired printer and press . The program will perform the year end closing procedure, and exit back to DOS when finished. If you should need to recompile the programs. -------------------------------------------- The programs should be ready to run on your system, but if the programs do not run because you have a different version of DBL (or other reason), you may need to recompile the programs. The procedure is as follows: Copy the file SOURCE.ZIP to your \BUSPKG\GLSRCE directory. Unzip the file using pkunzip or winzip. To recompile ROLLOVER type the command: makeroll To recompile the program Y2KYEND type the command: makey2ky The programs will be recompiled in the current (GLSRCE) directory, named ROLLOVER.DBR and Y2KYEND.DBR. To run these recompiled versions, bat files are included named RUNROLL.BAT and RUNY2KY.BAT, respectvely. If you need further help with this, please contact John Dudeck.