Creating General Ledger Transactions
When you post invoice batches, Accounts Payable creates transactions for the inventory or expense accounts to which the invoices are distributed and creates balancing transactions for the general ledger payables control accounts.
If you want to automatically create general ledger transaction batches each time you post Accounts Payable transactions, choose the option to Create G/L Transactions During Posting (in the Options form).
To create general ledger batches only when you want to, select Create G/L Transactions On Request Using Create G/L Batch Icon.
If you use the Create G/L Batch form, you must create the transactions before using the Year End form to do year-end processing.
Reporting G/L Transactions
The G/L Transactions report and the summary at the end of each Accounts Payable posting journal lists the general ledger accounts that will be debited and credited with payables transactions when you post the batch of general ledger entries in General Ledger.
In the Options form, you choose the type of reference and description that is included with each General Ledger transaction.
Note: You must print the G/L Transactions report before clearing posting journals (using the Clear History form), as this option deletes data for the G/L Transactions report.
G/L accounts
Accounts Payable uses the following general ledger accounts: Payables Control, Purchase Discounts, Prepayments, and the accounts you assign to distribution codes or enter with transactions.
If you use multicurrency accounting, Accounts Payable also uses General Ledger's unrealized and realized exchange gain and loss accounts.
If you do not use Sage 300 ERP General Ledger
If you do not use Sage 300 ERP General Ledger — or if your Sage 300 ERP General Ledger system is at another location — Accounts Payable creates its general ledger transactions in a file called APGLTRAN.CSV, which can be imported by a remote site Sage 300 ERP General Ledger, or transferred to another general ledger that you use.
The file is in a Comma Separated Values format.
Note that General Ledger transactions will be placed in the same CSV file, and that each time Accounts Payable creates transactions it will ask you whether to add to the file, or replace it.