FIRM User Procedures



OPS System (Profitability) Procedure (for data retrieval and for report generation)

(7-5-102)

|Department / Location |Finance Division, Head Office |

|Players |OPS User and Administrator |

|Product or Service Description|Financial reports (EIS), management reports (EIS), board report |

|Reports |List of reports here that OPS produces |

|Exhibits |None |

|Screens |In manual where examples are necessary |

|Related systems |GL:M, Midas, Midas-London, EXIMBILLS, Systematics, H.R., Corporate Finance systems |

|Reference Material |IPS- Sendero OPS vendor manuals and Helptext |

|Vendor Manuals |Helptext (on-line) for OPS |

Table of Contents

Introduction (compiled from IPS-Sendero documentation about OPS) 3

Reports from EIS (Executive Insight) (this is in Cognos on the Internet and comes from the cubes that are created in Powerplay) 15

Define Import Files Layout 17

Importing General Ledger Balances 23

Running Allocation Rules (or Transferring Passes) 27

Preparing the Balance Sheet and Income Statement Reports (Organizational Reports) 30

Closing a Cycle 38

Menu functions 45

Producing different types of reports with OPS 48

Introduction (compiled from IPS-Sendero documentation about OPS)

The Organizational Profitability System (OPS ) is a management accounting software application that allows you to allocate amounts between cost centers.

What Is OPS ?

The Organizational Profitability System (OPS ) is a part of the Summit Profitability Series from IPS-Sendero. OPS enables you to convert input data from many sources within your organization into a consistent format. Then you can regroup and reformat that information into reports that detail relationships among centers, divisions, small business units, etc.

More specifically, OPS allows you to address cost accounting functions within your organization, including:

• Allocating overhead and internal service costs to user centers

• Transferring funds, income, and expenses to profit centers

• Valuing funds used and provided by profit centers

• Measuring the profit contribution of each profit center, division, etc.

OPS allows you to manage profits within your organization. Allocations are made quickly and in a detailed, auditable manner.

You can generate Invoices and Services Charged Out reports to document every transaction.

OPS also generates user-defined financial reports, including Balance Sheet, Income Statement, Yield/Ratio Sheet, Historical Trend, and Center Comparison reports.

What OPS Can Do

OPS can identify and document which centers are profitable or unprofitable – the winners and the losers. It can provide a breakout of detailed information down to the center level for each account.

OPS reports help you achieve and maintain credibility with extensive audit trails. You can use OPS for day-to-day decision-making as well as strategic planning. OPS is used to:

• Track and distribute center expenses such as internal services and indirect charges. This enables you to analyze and control your expenses.

• Measure the profit contribution of each organizational unit (for example, branches, divisions, centers, etc.). This shows where your organization is profitable and where it needs improvement.

• Utilize cost information as a method of invoicing profit centers. This provides a fair, auditable method of charging profit centers based on usage.

With OPS, you can alert cost center managers to the total expenses of operating their centers and encourage them to practice expense control. They will become aware of:

• Direct expenses

• Internal support services

• Administrative expenses

Institutional overhead

In addition, you can provide your profit center managers with vital data, such as:

• Interest, fees, and direct revenue

• Credit for funds provided

• Operating and interest expenses

• Charge for funds used

• Net profit contribution

Ultimately, you can use OPS reports to make more accurate decisions and to help your organization:

• Increase cost awareness

• Provide additional incentives for cost control

• Isolate expense and profit problem areas for further action

• Improve profits

Service Price

OPS allows you to transfer unit costs calculated in the Product Profitability System (PPS) to your service description file as a service price in OPS. This transfer is an immediate data transfer from PPS to OPS; no intermediate file is created, and it occurs as one

process. This option reduces data entry time and ensures data integrity if you want to use the unit cost calculated in PPS to allocate amounts.

Once you have transferred the information to OPS, you can use the PPS activity unit cost in a transfer price allocation rule. A transfer price allocation rule allocates amounts based on a rate multiplied by a volume. Before you can transfer unit costs, you must have an OPS service description to match each PPS activity description for each unit cost to be transferred. These can be entered manually or imported from a PPS export file.

Account Descriptions

An account is an individual record-keeping unit used to record an exchange of funds (for example, asset, liability, expense, etc.). The account description in OPS consists of the account number, a description of the account, and the account type. Remember, you can use a default company for account descriptions that can then be accessed by all companies.

OPS allows you to enter your account descriptions manually or import them from another system.

You can specify the sub-type of an income or expense account as either interest or non-interest. An interest sub-type collects income or pays expenses that bear interest (for example, real estate loans and CD interest expense). A non-interest sub-type collects income or pays expenses that do not bear interest (for example, DDA service charges and operating expenses). When you enter an account description, OPS allows you to enter a summary account. The summary account feature is useful for:

Cleaning up a detailed general ledger by writing it to an external general ledger file at the summary account level and exporting it back into an OPS directory.

Transferring a summarized general ledger to PPS or Budget Synergizer.

Method of Allocation

OPS uses several methods to transfer amounts from one center to another.

Service Price Transfer (rate times volume) - Transfers amounts based on an established price for a service (Method 1)

Direct Amount Transfer (specific amount) - Transfers balances based on the amount you specify (Method 2)

Transfer Percents (entered directly or created from volumes) - Transfers amounts based on percents (Methods 3-1 and 3-2)

Create Memo Volume Account - Automatically loads values into a memo volume account during the transfer process (Method 4). The Service Price Transfer and Transfer Percents methods can then use these memo volumes to calculate transfer amounts.

Other allocation options are:

Simultaneous Transfers

Deferred Posting

Report Types

Within OPS you can produce three types of reports.

• Balance Sheet - provides information about the nature and amounts of investments in resources, obligations, and the organization's equity

• Income Statement - measures the success of operations for a given time period

• Yield/Ratios - used to gather information from the Balance Sheet and Income Statement for financial analysis

For each of these report types, you can provide a description, an override, and a formula for each line of each report.

Viewing and Printing Allocation Rules

You can view or print a report on the rules you have created. You have a choice of the following rule listings.

• Detail Rules

• Summary Rules

• Percents from Volumes

• Pass/Rule Descriptions

Menu Options

When you access OPS, the main menu bar is displayed across the top of the window. The OPS menu bar contains the menu options listed below. Only those menu options to which you have access through your User ID are available to you. All other options are grayed. The OPS menu options are:

o File

The File menu contains the options explained below.

|Select… |To… |

|Configure |Set up system values, such as the default company, printer |

| |options, and the reporting frequency of Organizational |

| |reports. |

|Login |Enter a user ID and password to access a different data or |

| |import definition directory. |

|Printer Setup |Identify the location and type of printer being used. |

|Backup/Restore |Copy critical system files to another file location, and |

| |retrieve critical system files from a backup file. |

|Import |Bring data into OPS from another system. |

|Export |Transfer data from OPS into another system. |

|External Files |View text files outside the system. |

|Exit |Close OPS and save the new information that has been |

| |entered. |

o Edit

The Edit menu contains the options explained below.

|Select… |To… |

|Close |Close the window and save or discard the information you |

| |entered. |

|Clear |Save or discard your entries, then clear the entry fields so|

| |you can enter another record. |

|Save |Update the database with the information you entered. |

|Save as |Displays a window to save the record currently displayed |

| |under a different name. |

|Search |Not available at this time. |

|First |Display the first record of its kind in the database. |

| |(Records are stored sequentially by record ID code.) |

|Prior |Display the previous record of its kind in the database. |

|Next |Display the following record of its kind in the database. |

|Last |Display the last record of its kind in the database. |

|Delete |Present the option to delete the record shown on the window.|

|Help |Display Help for the application window. |

o Maintain

The Maintain menu contains the options explained below.

|Select… |To… |

|Descriptions |Set up company, center, account, unit of measure, and |

| |service descriptions. |

|Re-sort Codes |Define re-sort codes for multiple companies, centers, or |

| |accounts. |

|General Ledger |Enter general ledger balances and memo volumes. |

|Rates |Define tax rates and pool rates. |

|Rules |Set up allocation rules. |

|Upload Profiles |Set up the format for an upload file to export general |

| |ledger transactions. |

|Report Formats |Set up a user-defined layout for Organizational reports. |

|Import Layouts |Define import format files. |

|Import Tables |Define tables to convert center and account codes during |

| |import. |

o Process

The Process menu contains the options explained below.

|Select… |To… |

|Transfers |Process allocation rules. |

|Undo Transfers |Reverse the transactions created during the transfer |

| |process. |

|Upload Transactions |Create a file to post general ledger transactions to other |

| |systems. |

|Close Cycle |Zero out the general ledger balances in the current |

| |reporting period. |

|Procedures |Group macros together so you can run them at the same time. |

o Reports

The Reports menu contains the options explained below.

|Select… |To… |

|File Listings |Generate reports that show the content of OPS files. |

|Transfer Summary |Generate a report that shows the downloaded amounts and |

| |results of transfers. |

|Memo Transfer Summary |Generate a report that shows transfer results of type 5, |

| |memo volume accounts. |

|Services Charged Out |Generate a report that shows how support center amounts were|

| |transferred to profit centers. |

|Inter-Center Invoices |Generate a report that shows the services for which profit |

| |centers are being charged from other centers. |

|Inter-Company Invoices |Generate a report that shows the services for which profit |

| |centers are being charged from other companies. |

|Organizational Reports |Generate Balance Sheet, Income Statement, Yield/Ratio Sheet,|

| |Net Income, and Statistics reports. |

o Utilities

The Utilities menu contains the options explained below.

|Select… |To… |

|Renumber/Delete |Renumber and delete descriptions and rules. |

|Zero Budget Periods |Zero out the current year budget balances. |

|Copy Re-Sort to Summary |Copy account re-sort numbers to the summary account of |

| |your current data directory. |

|Purge |Delete budget transactions and history/budget files you no|

| |longer need. |

|Check File Integrity |Check OPS files for any inconsistency that may cause a |

| |problem in reading data from the files. |

|Intermediate Import Files |Create a temporary import file to view the results of your|

| |import layout prior to actually using it. |

|Intermediate Close |Partially close a cycle for the current period. |

|For authorized users, a Passwords option for setting up system security also appears on|

|the Utilities menu. |

o Window

The Window menu contains the options explained below.

|Select… |To… |

|Cascade |Open windows (layer) on top of each other such that each |

| |window title bar is visible. |

|Close All |Close all open windows. |

|Minimize All |Minimize all open windows. |

|Restore All |Open all minimized windows to their original size. |

|Viewer |Display the report Viewer. This option is disabled when |

| |there are no reports produced within the current session |

| |of OPS. |

|Show Status Bar |Toggle between showing the Status Bar across the bottom of|

| |the window or not. When the Status Bar is active, a check |

| |displays by the option on the Window menu. |

o Help

The Help menu contains the options explained below.

|Select… |To… |

|Contents |Displays the Help Contents for the application. |

|Search for Help On |Opens the Search window, where you select a word |

| |that you want to search. |

|How to use Help |Displays the contents of How to Use Help. |

|Release Notes |Displays informative notes pertaining to the version|

| |of software you are installing. |

|Contacting IPS-Sendero |Displays company addresses and phone numbers, as |

| |well as contact numbers for Client Services. |

A View option also appears in the OPS menu bar when a Maintain General Ledger window or Maintain Re-Sort Codes window is displayed. To select an option from the menu bar, perform one of the following:

o Position the pointer on the option and select it by clicking the mouse button.

o Press the ALT key to activate the menu bar. Then, press the letter that is underscored in the option you want. (For example, press F to select the File menu.)

Press the ALT key to activate the menu bar. Then, press the left or right arrow key to move the pointer to the option you want. Press ENTER.

[pic]

Reports from EIS (Executive Insight) (this is in Cognos on the Internet and comes from the cubes that are created in Powerplay)

Shows a list of reports available in EIS. Published via the intranet in Riyad Bank. These reports are derived from OPS reports.

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Management Reports - Detailed

A1 – Income Statements

1 – P06 – P14

2 – P06 – Hist

3 – P06 – Mngt

A2 – Balance Sheet

1 – A06 – P16

2 – A06 – Hist

3 – A06 – Mgnt

A3 – Other Detailed Supporting Schedules

1 – P59 – P16

2 – P59 – Hist

3 – P69 – Mngt

Management Reports – Summary

B1 – Income Statements

1 – P03 – P16

2 – P03 – Hist

3 – P03 – Mngt

B2 – Balance Sheets

1 – P14 – P16H

2 – P14 – Hist

3 – P14 – Mngt

C- Branch Profitability Reports

1 – Branch Profitability Report

2 – Regions Profitability Report

3 – Total Bank Profitability Report

Define Import Files Layout

Allows you to define the file layout type from the types of import sources listed below:

1 - Sequential file format (used by Riyad Bank)

2 - Random file format

3 - Summit Download File

4 - IPS GL Plus

5 - IPS ALBUM/BudSyn/BPS

6 - ITI Download File

If you selected Import Sources 4 or 5 and you intend to import balances, there are certain import formats you must use for your data to import correctly.

• Use DLGL.XMT if you are importing one period of information or a selected period of information.

• Use HSTBDG-M.XMT if you are importing all periods of monthly information.

• Use HSTBDG-A.XMT if you are importing annual information.

• Use HSTBDG-S.XMT if you are importing semi-annual information.

• Use HSTBDG-Q.XMT if you are importing quarterly information.

Import Layouts let you establish import format files for current, history, and budget general ledger balances, memo volumes, center, account, and service descriptions from other systems to use in OPS. This feature provides the flexibility of establishing export files from a wide variety of sources for use in OPS.

Importing data to OPS using import layouts is a two-step process. The first step is to define your import file layout. The second step is to import the file you defined into OPS.

During the import process, you can:

• Condense/Convert centers and accounts

• Combine multiple amount fields

• Use filters to include or exclude records

• Reverse the signs for income, liability, and equity amounts

Before you can import data to OPS, you must ensure that your source data meets the record and file format criteria. Your source file type can be:

• Sequential - Each record is terminated with a carriage return/linefeed pair.

• Random - Each record is a fixed length, and is not separated by a carriage return/linefeed pair.

• Summit Download File - This format is acceptable. Therefore, you are not required to re-define the file layout.

• IPS GL Plus - This is a product specific to IPS-Sendero. If applicable, please refer to the appropriate system documentation for more information on the file format.

• IPS ALBUM/BudSyn/BPS - This is a product specific to IPS-Sendero. If applicable, please refer to the appropriate system documentation for more information on the file format.

• ITI Download File – This imports files generated by Information Technologies, Inc. (ITI).

The fields within these file types can be ASCII or BASIC (commonly found in IPS GL Plus and IPS ALBUM/Budsyn/Budget and Planning System). Import layouts can be defined/updated for the following types of files.

• Company Description

• Service Description

• Account Description

• Center Description

• General Ledger

• Import Tables

• Memo Volume

• Pool Rates

• History/Budget

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OPS User 1. At the OPS menu bar, choose Maintain.

2. Select Import Layouts. The Import Layout window displays.

[pic]

3. Type a name for the import layout in the Import Layout Name field and press Enter. If this is a new import layout, a pop-up window asks if you want to create the new layout. Click Yes. Or, click the Ellipsis, highlight your selection, and click Select.

For Riyad Bank, DO NOT create any new import layouts. The layouts in use now are listed in the steps below.

[pic]

4. Select the following tabs and complete the layout information. Only the tabs applicable to the import layout currently displayed are available.

▪ Select the Import Information tab to define your source and import format, and other general information (each layout below is done separately– you cannot do these all at once)

• First, select RIYADBANK in the Import Layout Name (then go the next chapter Importing General Ledger Balances) (from F:\OPSDAT~1\SOURCE\SO05\SOPA05\STATIS~1\JUN05\EOS0506.PRN)

• Then RIYADBANK 2 (then to the next chapter) (from F:\OPSDAT~1\SOURCE\SO05\SOPA05\STATIS~1\JUN05\EOS0506.PRN)

• Then EOS (from F:\OPSDAT~1\SOURCE\SO05\SOPA05\STATIS~1\JUN05\EOS0506.PRN)

• Then FTP GL and FTP 2

• After creation of the Board Report in Excel, then receive the FTP files from F:\OPSDAT~1\SOURCE\SO05\SOPA05\ACTUAL\JUN05\FTP_PA~1.PRN, namely:

• ROLLUP

• STP

• RE-DISTRIBUTION

• Select F:\OPSDAT~1\SOURCE\SO05\SOPA05\ACTUAL\JUN05\JUN05.PRN in the Path / File Name field for the FTP files (in the box above)

Note: The directory and file name will correspond to the current month and year – for example for June, 2005 you will import the directory/file called JUN05\JUN05.PRN – for July 2005 you would import JUL05\JUL05.PRN and forth for each successive month of the year.

• In the Import Source field input Sequential

• In the Import Format field input DLGXMT

▪ Select the Process Information tab to define how OPS should handle the imported information once it reaches the destination, or target, file. (Don’t use at Riyad Bank)

▪ Select the Source Layout tab to define the layout of the fields in the source file. (Don’t use at Riyad Bank)

▪ Select the Filters tab to limit the files you import. (Don’t use at Riyad Bank)

Files imported by Riyad Bank

A – GL – RIYADBANK and RIYADBANK2

From Finance, receive average balance sheet and monthly movement for the income statement

|Files names & location on server: F:\OPSDAT~1\SOURCE\SO05\SOPA05\STATIS~1\JUN05\EOS0506.PRN) |

B – EOS (End of Service) - EOS

From H.R. Dept.

|Files names & location on server: F:\OPSDAT~1\SOURCE\SO05\SOPA05\STATIS~1\JUN05\EOS0506.PRN) |

C – FTP (Funds Transfer Pricing) - FTP GL and FTP 2

From FTP Dept.

|Files names & location on server: F:\OPSDAT~1\SOURCE\SO05\SOPA05\ACTUAL\JUN05\FTP_PA~1.PRN |

D – Allocations – ROLLUP, STP, and RE-DISTRIBUTION

From Business Support Dept.

|Files names & location on server: F:\OPSDAT~1\SOURCE\SO05\SOPA05\ACTUAL\JUN05\FTP_PA~1.PRN |

Proceed to the next section

Importing General Ledger Balances

Allows you to import files for the current general ledger balances. Importing general ledger balances lets you quickly enter account balances from other systems into OPS. You can import the following general ledger balances.

• Current period balances

• Current period volumes

• History/Budget amounts

If the source file is not in the Summit format, you must first define an import layout to describe the file you are importing for use in OPS before you can import general ledger balances. Once you import the general ledger balances, you should balance the import to make sure that all of the data was imported correctly and your OPS accounts are in balance. Balancing the import is a manual procedure.

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OPS User 1. At the OPS menu bar, choose File. Select Import, then General Ledger. A drop-down menu displays.

2. Select one of the following options:

• Current Period Balances - To import balances for the current period (each done separately below – you cannot do these all together)

o Select RIYADBANK in the Import Layout Name field

o Then FPT GL and FTP 2 one by one, not all together

o Then RE-DISTRIBUTION, ROLLUP, AND STP one by one, not all together

Current period balances are balances for the current period defined on the Configuration window of the File menu. You can either import the balances or enter them manually using the Maintain General Ledger function.

• Current Period Volumes - To import volumes for the current period (each done separately – you cannot do these all together)

o Select RIYADBANK 2

o Then select EOS2 one by one, not all together

• History/Budget Amounts - To import history balances or volumes from prior periods, last year, or budget amounts entered for comparison against current year balances

The General Ledger Import - Current Period Balances window displays.

[pic]

3. To assign this import to a macro, type a macro name in the Macro Name field. Or, click the Ellipsis, highlight your selection, and click Select.

4. Select the Import tab to define the source and destination of your import.

Import File = F:\OPSDAT~1\SOURCE\SO05\SOPA05\ACTUAL\JUN05\JUN05.PRN

Method = Add to Existing Balances

5. Select the Output tab to select an output destination for your import report. You can choose to view the report on your screen, print it to a file, or print it to a printer. (Don’t use at Riyad Bank)

6. When you are finished making your selections, click Start to begin the import process.

7. While the import is in progress, OPS displays the status of the file records as they are processed.

8. When the import is complete, the report displays on your screen, or is printed to a file or a printer, depending on your output selection.

9. Go back to Step 4 to the previous chapter, Define Import Files Layout¸ and continue with the processing of the next file layout and data import, which is RIYADBANK 2.

10. Continue this process until you have processed all of the import layouts and GL imports listed below:

o RIYADBANK

o RIYADBANK 2

o EOS

o FTP GL

o FTP 2

o ROLLUP

o STP

o RE-DISTRIBUTION

General Ledger File Format

OPS allows you to import general ledger balances from other systems. The general ledger file format is used to load current period financial or statistical data. It is also used to load history and budget data for a single period. This avoids the process of manually entering data and ensures data integrity.

The target file DLGL.XMT contains the following record format.

• Company Number - Unsigned Numeric Field (optional for single company systems) 4 digits - Positions 1-4

• Center Number - Unsigned Numeric Field 7 digits - Positions 5-11

• Account Number - Unsigned Numeric Field 7 digits - Positions 12-18

• Amount - Signed Numeric Field 12 digits - Positions 19-30 Amount is the general ledger balance, rounded to the nearest whole number for this account in this center.

Note: If your file is not in the Summit format, you must describe your import file layout to OPS before you can import your file. See also Importing the General Ledger and Memo Volumes

Running Allocation Rules (or Transferring Passes)

Allows you to perform a transfer and lets you specify the pass numbers you want to run. Run one pass at a time and this enables you to:

• Balance data and review results before proceeding to the next pass

• Identify centers with residuals or over/under allocations

• Transfer overhead and internal service center costs to profit centers and product support centers before passing the general ledger to PPS for determining unit costs

A pass is a group of rules. For each rule you create, you assign a pass number and a rule number.

The pass number is the primary determinant of order during a transfer. Use the pass number to group similar rules. Passes allow you to stop the transfer process between groups of rules

Passes and rules post in numeric order. The order of transfers is controlled by the pass number followed by the sequential order of rules that meet the rule class criteria.

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OPS User 1. At the OPS menu bar, choose Process. Then, select Transfers. The Transfers window displays.

2. To assign these transfers to a macro, type the macro name in the Macro Name field. Or, click the Ellipsis, highlight your selection, and click Select. (Don’t use at Riyad Bank)

3. Select the Transfer tab to set transfer options. (Don’t use at Riyad Bank)

|Options |Definition |Riyad Bank default (do not change these as they appear when the |

| | |screen loads) |

|Pass Range |Specify the passes you want to |All |

| |include in the transfer. | |

|All |Click All to transfer all passes.| |

|Selected |Click Selected to specify a range| |

| |of passes. Type the pass number | |

| |you want to start with in the | |

| |From field, and the pass number | |

| |you want to end with in the To | |

| |field. Or, click in the From | |

| |field or the To field and choose | |

| |the Browse button to display a | |

| |list of options. Highlight your | |

| |selection and click Select. | |

|Rule Class |The rule class you want to | |

| |transfer: | |

| |Actual | |

| |Budget | |

|Note: Once you perform transfers for a particular class, you are not allowed to select to perform transfers for a |

|different class until you undo it or restart the cycle. |

|Report |This option allows you to select | |

| |the type of transfer report to | |

| |output. | |

| |Statistics |Select the Statistics check box to view or print the transfer |

| | |run time statistics report. Select the output destination on the|

| | |Output tab. Or, clear the Statistics check box if you do not |

| | |want to view or print the transfer run time statistics report. |

| |Detail |Select the Detail check box if you want to include detail on the|

| | |transfer run time statistics report. Or, clear the Detail check |

| | |box if you do not want to include detail on the transfer run |

| | |time statistics report |

4. Select the Output tab to select an output destination for the transfer run time statistics report. You can display the report on your screen, or print it to a file or to a printer. (Don’t use at Riyad Bank)

5. When you have finished making your selections, click Start to begin the transfer process.

6. While transfers are in progress, a status bar shows each pass and rule as it runs.

Preparing the Balance Sheet and Income Statement Reports (Organizational Reports)

Allows you to control the production of reports. The system allows you to select the:

• Type of report

• User-defined format

• Centers and companies to include

• Level of detail

• Output medium (screen, file, or printer)

You can produce Organizational Reports with current period, history, budget, and variance data in a user-defined custom format. The ser-defined report feature allows you to produce the right information at the right time for the right audience.

The following are the types of Organizational Reports you can produce:

• Balance Sheet with or without Pool Balancing

• Income Statement

• Yield/Ratios

• Balance Sheet - Income Statement - Yield/Ratios (produced simultaneously)

• Net Income Statement

• Statistics

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OPS User

1. At the OPS menu bar, choose Reports.

2. Select Organizational Reports. The Organizational Reporting window displays.

3. To assign this process to a macro, type a name in the Macro Name field. Or, click the Ellipsis, highlight your selection, and click Select. (Don’t use at Riyad Bank)

4. Select the appropriate tabs and complete the information on the window.

• General Setup - to specify the format, report style, report type, and other general information.

The window that displays contains options for performing the following tasks. The options available to you depend on the style and report type you select.

➢ Selecting a Report Format

To select a report format, do one of the following.

▪ Type the report format number in the Format field. [ENTER 4 – A04 & P04]

▪ Click the Ellipsis, highlight your selection, and click Select.

[pic]

➢ Selecting a Report Style

Click the Style arrow to display a list of options. Choose from the available options and highlight your selection.

Standard Report

The Standard Style is used to compare actual, last year, and budget amounts for the current period, prior period, or year-to-date. This report style also shows the variance. You can choose the type of amounts and which period you want to show on the report.

Center Comparison

The Center Comparison Report Style shows data for several centers during a certain period for comparison. You can produce a Center Comparison Report Style for Balance Sheet, Income Statement, and Yields/Ratios reports.

The Center Comparison Report Style looks different from the Standard Report Style. In the Center Comparison style, the descriptions always appear on the left-hand side of the report with each center represented in a separate column.

Historical Trend

The Historical Trend Report Style shows account data for several periods. This report style allows you to compare different reporting periods for a center or a group of centers. You can produce a Historical Trend Report Style for Balance Sheet, Income Statement, and Yields/Ratios reports.

The Historical Trend Report Style looks different from the Standard Report Style. On the Historical Trend Report Style, the descriptions appear on the left-hand side of the page. Each column on the report represents a different period.

➢ Selecting the Data Source

➢ Selecting Current Periods (Standard Report Style)

To select the periods you want to report for the Standard Report Style, do one of the following.

o Specify the starting and ending periods you want to report. Type a period number in the Start and End spin fields.

o Click the up or down arrow until the desired number displays. Click the up arrow once to increase the number displayed by one. Click the down arrow once to decrease the number displayed by one.

➢ Selecting Auto Current

The Auto Current check box is useful when the report is assigned to a macro. The Auto Current check box tells OPS to keep track of the current period when it runs the macro. For example, suppose you save the macro with the Current Period as 8. If you do not select the Auto Current check box, the macro runs with the Current Period as 8 when you run the macro next month, even though the current period is actually 9. If you select this check box, however, OPS automatically updates the current period and runs correctly with the Current Period as 9.

➢ Selecting Periods (Center Comparison Style)

➢ Selecting Periods (Historical Trend Report Style)

➢ Printing a Quarterly Report from a Monthly Directory (Historical Trend Report Style)

➢ Selecting a Total

To select the type of Total you want to report, select the appropriate option.

o With Grand Total - to produce a separate report with totals for the range of companies and centers selected

o Without Grand Total - to produce each individual report without a report on totals

o Grand Total Only - to produce a report with totals only for selected ranges; no individual reports are produced

➢ Producing an Audit Trail Report

➢ Selecting a Report Type

➢ Selecting a Report Type

The following report types are available for all report styles. In addition, the Net Income Statement and Statistics reports are available for Standard report styles. Select a report type.

o Balance Sheet

o Income Statement

o Yield/Ratios Sheet

o Balance Sheet-Income Statement-Yields

o Net Income Statement

o Statistics

➢ Producing a Pool Balancing Report after the Balance Sheet

• Re-Sort Levels/Offsets - to specify the company and center levels to include in the report.

o Company [ALL]

Select the company level to include in the report.

o Detail Level

Click this option to produce the report at the detail company level.

o Re-Sort Level

Click this option to produce the report using company re-sort codes. If you choose this option, you must also provide the number of the re-sort level you want to use. To specify the re-sort level, type the number in the spin field. Or, click the up or down arrow until the desired number displays. Click the up arrow once to increase the number displayed by one. Click the down arrow once to decrease the number displayed by one.

o Center

Select the center level to include in the report.

For Riyad Bank input [ALL]

o Detail Level

Select this option to produce the report at the detail level.

o Detail Level in Re-Sort Order

Select this option to produce the report at the detail level in the order governed by the center re-sort level. If you choose this option, you must also provide the number of the re-sort level you want to use. To specify the re-sort level, type the number in the spin field. Or, click the up or down arrow until the desired number displays. Click the up arrow once to increase the number displayed by one. Click the down arrow once to decrease the number displayed by one.

o Re-Sort Level

Select this option to produce the report at the center re-sort level. If you choose this option, you must also provide the number of the re-sort level you want to use. To specify the re-sort level, type the number in the spin field. Or, click the up or down arrow until the desired number displays. Click the up arrow once to increase the number displayed by one. Click the down arrow once to decrease the number displayed by one.

o Include Roll-up Report

Select this check box to include the Roll-Up Report when producing a report at the detail level in re-sort order.

o Offset Center

Display only: This is the offset center number entered on the Organizational Reporting tab of the Configuration window. This center must be defined for an Organizational report to be produced.

• Ranges - to specify a range of companies and centers to include in the report.

• Output - to specify a destination for the report. You can view the report on your screen, print it to a file, or print it to a printer.

5. When you are sure your selections on the window are correct, click Start to produce the report.

6. While the report is being produced, OPS displays the status of the files being processed. When the process is complete, the status field disappears. The report either displays on your screen, or is printed to a file or to a printer, depending on the output option selected.

Closing a Cycle

Allows you to zero out the general ledger balances in your current reporting period in preparation for the next period's processing, and posts the ending balances to history or budget.

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Before You Close

Copy files manually

Take a copy of the following:

F:\OPSDAT~1\HISTORYJUN05\

And put in the local D: drive in folder JUN05.

Note: Each preceding month is deleted when the next month’s file is added.

OPS User Before you close your current reporting period, ensure that all your data is complete and correct.

1 Verify that general ledger balances are correct.

2 Run all transfers, produce all reports for general ledger transactions, and review the results. Also produce any necessary export files requiring general ledger transactions (for example, PPS export and GL upload).

3 Use the Check File Integrity option of the Utilities menu to make sure that your data files are clean of errors.

4 Use the Backup/Restore option of the File menu to save your data files.

5 Determine whether you want to use the Close to Budget or the Close to Actual History [Riyad Bank Closes To Actual History] closing method.

If you choose to close to Budget:

• Budget transactions are saved if you select that option.

• Ending balances are saved in budget year history.

• General Ledger is zeroed out.

• OPS does not roll to the next cycle.

If you choose close to Actual History:

• Ending balances are saved in current year history.

• General Ledger is zeroed out.

• OPS rolls to the next cycle.

About Closing to Actual History

After you complete all work for the current (actual) reporting period, you close the period to Actual History. When you close to history, OPS rolls your balances to the history file and zeros out all current balances in preparation for the next period.

Before you close to history, you must:

• Perform all transfers

• Produce all current period reports

• Build any necessary export files for general ledger transactions

• Perform the Check File Integrity utility

• Back up your data directory

Do not close a period until all work is complete and the results have been reviewed. Once you have performed these tasks, complete the procedure on the following pages to close to history.

About Closing to Budget

OPS allows you to load budget amounts so you can produce comparative reports that show actual and budgeted amounts. The system provides two methods for handling a budget. You can establish:

• Budget amounts at the posted account level only - This lets you run the Balance Sheet and/or Income Statement comp

• A fully allocated budget - Can be created and stored with ending balances in history or with deail transactions to let you run the Services Charged Out and Inter-Center Invoices reports comparing actual to budget

To create a budget with amounts at the posted account level only, load your budget amounts into the appropriate budget period using the Maintain General Ledger option. No transfers are required. You do not perform cycle end processing. When the amounts are loaded, your budget file is completed at the level you enter them into the system.

To create a fully allocated budget, load each budget period into the current period, process transfers, then close to budget. This process posts budget transactions to allow reporting on both direct and indirect accounts, and enables you to create a fully allocated budget. Closing to budget posts ending balances to the history/budget file without affecting current period dates. To create a fully allocated budget, complete the following tasks.

1. Load budget general ledger for a single budget reporting period. Load the data just as you do current general ledger balances.

2. Perform transfers against the budget to create an allocated budget.

3. Close the period to the appropriate budget period. In cycle end processing, you close to budget to move the balances to the budget period you designate.

4. If the Save Budget Transactions check box is selected, allocation transactions are stored by period for use with comparative Services Charged Out and Inter-Center Invoices reports.

5. Repeat the above steps for each budget reporting period in the fiscal year to create an allocated budget.

Before you close to budget, you must:

• Perform all transfers

• Review the results

• Perform Backup

Caution: Cycle end processing deletes your current balances. To retrieve the data, you must restore it from backups.

OPS User 1. At the OPS menu bar, choose Process. Then, select Close Cycle. The Close Cycle window displays.

[pic]

2. To assign this process to a macro, enter a macro name in the Macro Name field, or, click the Ellipsis, highlight your selection, and click Select.

3. Select the Close tab and complete the following information. You only have access to the fields that apply to the closing method currently selected.

To Year

Select a closing method:

• Actual - to close to actual history

• Budget - to close to budget

Save budget transactions

Select this check box to save budget transactions when the cycle closes. Saving budget transactions increases storage requirements and run time of some system functions such as reports and transfers. You should save budget transactions only if you plan to use the Include Comparative Budget feature of the following reports:

• Services Charged Out

• Inter-Center Invoices

Clear this check box if you do not wish to save budget transactions.

To Period

To close to the current period, select the Current Period check box. Or, to close to a selected period, clear the Current Period check box. Use the up or down arrow of the Selected Period field to select the desired period. Click once on the up arrow to increase the number by one. Click once on the down arrow to decrease the number by one.

This option is only available when you close to budget.

4. Select the Backup Completed check box to indicate that you have backed up your files. You must select this check box in order to continue with the Close Cycle process.

5. Select the Output tab to select an output destination if you want to produce a report on the cycle closing process.

6. When you are finished making your selections, click Start to begin the cycle closing process. If you are unable to start the process, make sure that the Backup Completed check box has been selected.

You can:

Close to Budget

The Close to Budget method allows you to move general ledger balances to budget. This method allows you to maintain a fully allocated budget for comparison to actual balances. After you perform transfers against the budget general ledger, you end your cycle by closing to budget. When you do this, OPS closes the general ledger, zeros out the balances, and posts the amounts to a selected period in the budget file.

Close to Actual History

The Close to Actual History method allows you to roll current general ledger balances to the history file to build year-to-date balances, and report history periods on Historical Trend reports. After you complete all work for a reporting period, you end your cycle by closing to history. When you do this, OPS closes the general ledger, zeros out all current balances, posts the amounts to the current period in the history file, and rolls the system to the next period.

A cycle close of actual history at the end of the fiscal year moves Current Year History to Last Year History, then zeros out the balances in Current Year History. It leaves balances in the Budget Year.

Note: At the end of the year, tax and pool rates for the current year are zeroed out, the budget stays the same, and the current year is moved to last year.

Statistical accounts (type 5 - Memo Volume) saved with the Retain Value During Close check box selected, are not zeroed out during the cycle close process. All other statistical accounts are zeroed out during the cycle close process. Before you can perform cycle end processing, you must set up a consolidated history center number using the Configuration window. This feature is used to combine balances of all the non-profit centers for which you do not wish to save detailed history.

Remember, when you perform a cycle close, the balances are zeroed out. Do not close your cycle until all current work for the period is complete.

Caution: Never interrupt the system during the cycle close process, even if you realize you did not want to close. Interrupting the process may damage your files. Instead, let the process finish, then restore your data from backups.

Note: For information on how to partially close a cycle for the current period, see below:

Partially Closing a Cycle

When a full cycle close process is run, current balances are moved to the proper historical period, the system date changes to the next period and the current period is purged. If you want to move current balances to the proper historical period without changing the system date or purging the current period, use the Intermediate Close utility. This utility is helpful when you want to produce reports that compare the current year to the last month of the prior fiscal year. It allows you to produce trend reports without having to close the cycle in OPS.

Follow the steps below to partially close a cycle.

1. From the Utilities menu, select Intermediate Close. The Intermediate Close window displays.

2. Select the Output tab to select an output destination for a report on the results of the intermediate close. You can display the report on your screen, or print it to a file or to a printer.

3. Click Start to begin the process.

Note: To move the system date forward, a full cycle close must be performed after the intermediate close. For information on how to perform a full cycle close, see Closing the Cycle.

Menu functions

Lists the menus and their various functions.

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File

o Set up system values, such as the default company, printer options, and the reporting frequency of Organizational reports.

o Enter a user ID and password to access a different data or import definition directory.

o Identify the location and type of printer being used.

o Copy critical system files to another file location, and retrieve critical system files from a backup file.

o Bring data into OPS from another system.

o Transfer data from OPS into another system.

o View text files outside the system.

o Close OPS and save the new information that has been entered.

Edit

o Close the window and save or discard the information you entered.

o Save or discard your entries, then clear the entry fields so you can enter another record.

o Update the database with the information you entered.

o Display a window to save the record currently displayed under a different name.

o Display the first record of its kind in the database. (Records are stored sequentially by record ID code.)

o Display the previous record of its kind in the database.

o Display the following record of its kind in the database.

o Display the last record of its kind in the database.

o Present the option to delete the record shown on the window.

o Display Help for the application window.

Maintain

o Set up company, center, account, unit of measure, and service descriptions.

o Define re-sort codes for multiple companies, centers, or accounts.

o Enter general ledger balances and memo volumes.

o Define tax rates and pool rates.

o Set up allocation rules.

o Set up the format for an upload file to export general ledger transactions.

o Set up a user-defined layout for Organizational reports.

o Define import format files.

o Define tables to convert center and account codes during import.

Process

o Process allocation rules.

o Reverse the transactions created during the transfer process.

o Create a file to post general ledger transactions to other systems.

o Zero out the general ledger balances in the current reporting period.

o Group macros together so you can run them at the same time.

Reports

o Generate reports that show the content of OPS files.

o Generate a report that shows the downloaded amounts and results of transfers.

o Generate a report that shows transfer results of type 5, memo volume accounts.

o Generate a report that shows how support center amounts were transferred to profit centers.

o Generate a report that shows the services for which profit centers are being charged from other centers.

o Generate a report that shows the services for which profit centers are being charged from other companies.

o Generate Balance Sheet, Income Statement, Yield/Ratio Sheet, Net Income, and Statistics reports.

Utilities

o Renumber and delete descriptions and rules.

o Zero out the current year budget balances.

o Copy account re-sort numbers to the summary account of your current data directory.

o Delete budget transactions and history/budget files you no longer need.

o Check OPS files for any inconsistency that may cause a problem in reading data from the files.

o Create a temporary import file to view the results of your import layout prior to actually using it.

o Partially close a cycle for the current period.

Window

o Open windows (layer) on top of each other such that each window title bar is visible.

o Close all open windows.

o Minimize all open windows.

o Open all minimized windows to their original size.

o Display the report Viewer. This option is disabled when there are no reports produced within the current session of OPS.

o Toggle between showing the Status Bar across the bottom of the window or not. When the Status Bar is active, a check Display by the option on the Window menu.

Help

o Display the Help Contents for the application.

o Opens the Search window, where you select a word that you want to search.

o Display the contents of How to Use Help.

o Display informative notes pertaining to the version of software you are installing.

o Display company addresses and phone numbers, as well as contact numbers for Client Services.

Producing different types of reports with OPS

Center Allocation Reports

The Center Allocation Subsystem (previously referred to as CAS) reports provide an extensive audit trail that can help you balance your general ledger and explain the results of transfers. You can produce these reports with different levels of detail so you can get the data you need to support the allocations made.

The Center Allocation reports you can produce are as follows:

|General Ledger Transfer Summary | Shows the downloaded balances and results of transfers |

|Memo Transfer Summary |Shows the transfer results for type 5 memo volume accounts |

|Services Charged Out |Identifies how support center amounts were transferred to profit centers |

|Inter -Center Invoices |Identifies the services for which profit centers are being charged from other centers |

|Inter-Company Invoices |Identifies the services for which profit centers are being charged from other companies |

Producing Center Allocation Reports

1. At the OPS menu bar, choose Reports.

2. Select the report you want to produce.

o Transfer Summary

o Memo Transfer Summary

o Services Charged Out

o Inter-Center Invoices

o Inter-Company Invoices

3. To assign this process to a macro, type a name in the Macro Name field. Or, click the Ellipsis, highlight your selection, and click Select.

4. Select the appropriate tabs and complete the information on the window.

o General Setup - to specify the level of reporting.

o Ranges - to specify a range of companies or centers to include in the report.

o Output - to specify a destination for the report. You can select to view the report on your window, print it to a file, or print it to a printer.

5. When you are sure your selections on the window are correct, click Start to produce the report.

6. While the report is being produced, OPS displays the status of the files being processed. When the process is complete, the status field disappears. The report either displays on your window, or is printed to a file or to a printer, depending on your output selection.

File Listings Reports

From time to time, you may need to view or print the contents of OPS files. OPS allows

you to produce file listings, then view the listings on your screen or print them to a printer.

Within OPS, you can produce the following file listings.

o Descriptions

o Companies

o Inter-Company Offset

o Centers

o Accounts

o Services

o Units of Measure

o General Ledger

o Beginning Balances

o History

o Memo Volume Listing

o Memo Volume Usage

o Hierarchies

o Companies

o Centers

o Accounts

o Rates

o Rules

o Detail

o Summary

o Percents Created from Volumes

o Pass/Rule Descriptions

o Upload Profiles

o Report Formats

o Import Layouts

o Import Tables

o Exception

o Center Conversion

o Account Conversion

o Macros

o Procedures

Producing File Listings Reports

1. At the OPS menu bar, choose Reports. Select File Listings from the drop-down menu.

2. From the drop-down menu, select the type of file listing you want to produce. Some of the following types have drop-down menus from which you can make additional selections.

o Descriptions

o General Ledger

o Hierarchies

o Rates

o Rules

o Upload Profiles

o Report Formats

o Import Layouts

o Import Tables

o Macros

o Procedures

3. Complete the information on the window that displays.

4. When you are sure your selections on the window are correct, click Start to produce the file listing.

5. While the listing is being produced, OPS displays a minimized icon of the listing. When the process is complete, the icon disappears. The listing either displays on your screen, or is printed to a file or to a printer, depending on your output selection.

Organizational Reports

The following are the types of Organizational Reports you can produce.

o Balance Sheet with or without Pool Balancing

o Income Statement

o Yield/Ratios

o Balance Sheet - Income Statement - Yield/Ratios (produced simultaneously)

o Net Income Statement

o Statistics

Producing Organization Reports

See the section above called Preparing the Balance Sheet and Income Statement Reports (Organizational Reports).

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END OF THIS DOCUMENT

Note that each of these layouts is processed separately – you must run them each one by one between this and the next chapter.

These files are produced on the FTP system (MS Access)

Note that each of these layouts is processed separately – you must run them each one by one.

These come from the MS Access STP programs.

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