A/P G/L Integration Screen
Open Accounts Payable > A/P Setup > G/L Integration.
Use this option on the G/L Integration tab of the G/L Integration screen to specify whether to combine transaction details for the same general ledger account into single details, or to send every Accounts Payable transaction detail to General Ledger.
Note that if you consolidate transactions, you lose the ability to drill down to them from General Ledger.
You can choose:
- Do Not Consolidate. All the details posted in Accounts Payable will be included in the General Ledger transaction batch. You maintain the ability to drill down to the transactions from General Ledger.
- Consolidate by Posting Sequence, Account and Fiscal Period. All the details with the same posting sequence, account number and fiscal period are combined into one detail. You will not be able to drill down to the transactions from General Ledger.
- Consolidate by Posting Sequence, Account, Fiscal Period, and Source. All the details with the same posting sequence, account number, fiscal period, and source code are combined into one detail. You will not be able to drill down to the transactions from General Ledger.
This option applies only if you use Sage 300 ERP General Ledger with Accounts Payable.
You can create transactions by:
- Adding to an Existing Batch. Choose this option if you want to add new general ledger transactions to existing batches.
- Creating a New Batch. Choose this option if you want to produce a new general ledger batch each time you create general ledger transactions.
- Creating and Posting a New Batch. Choose this option if you want to create and automatically post a new general batch when you create general ledger transactions.
Note: If you try to post a G/L batch to a period that is locked for General Ledger, the transactions will be placed in an error batch. Therefore, make it a practice to create and post General Ledger batches for outstanding Accounts Payable transactions before locking a period for General Ledger.
Accounts Payable automatically creates separate general ledger batches for the different types of transactions you can post (invoices, payments, adjustments) and for revaluation transactions (if you use multicurrency accounting).
If you do not use Sage 300 ERP General Ledger, all general ledger transactions are added to the same general ledger batch, regardless of the type of transaction and your choice for this option. You are asked to whether to add the transactions to the existing batch or overwrite the batch. Always choose to add to an existing batch.
Use this option to specify when to create general ledger transactions.
You can create transactions for the general ledger when you post Accounts Payable batches, or you can create a batch of general ledger transactions using the Create G/L Batch icon.
You can change your selection at any time. If you have been using the Create G/L Batch icon to create the transactions, before you change the option, be sure to print a copy of the latest G/L Transactions report, then create any outstanding transactions.
If you use the option to create the batch during posting in Accounts Payable, you cannot print the G/L Transactions report.
Use the Source Type fields in this section to define the source code for each type of Accounts Payable transaction, if you prefer not to use the default source codes.
The source code is a combination of the source ledger code (AP, which you cannot change) and the source type code, which you can specify for all the different types of transactions you can process in Accounts Payable, including revaluation.
The source codes are used to identify transactions in General Ledger.
Note: The default source code for payments is the same as for payment reversals.
This box lists the posting sequence number of each type of transaction batch for which general ledger transactions have been created.
If all general ledger transactions are up to date, the posting sequence numbers in this box are the same as the posting sequence numbers shown for each batch type on the A/P Create G/L Batch screen.
Tip: If you create G/L batches using the Create G/L Batch icon, you can use this information to check whether you have created all outstanding general ledger transactions.
This field displays, for each detail transaction type, the comment information that will appear with unconsolidated details on the G/L Transactions report and in the general ledger batch.
To include different information as the comment for a selected transaction type, click the Open button, or double-click the Comment field you want to change, and then enter the information on the G/L Integration Detail screen that appears.
This field displays, for each detail transaction type, the information that will appear with unconsolidated details in the Description column on the G/L Transactions report and in the Description field in the general ledger batch.
Note: If you consolidate details during posting, the description is "CONSOL" for all the transactions in General Ledger.
To edit the information for a selected transaction type, click the Open button, or double-click the field you want to change, and then enter the information on the G/L Integration Detail screen that appears.
This field displays, for each detail transaction type, the information that will appear with unconsolidated details in the Reference column on the G/L Transactions report and in the Reference field in the general ledger batch.
Note that if you consolidate details during posting, the reference is blank for all the transactions in General Ledger.
To edit the information for a selected transaction type, click the Open button, or double-click the field you want to change, then enter the information on the G/L Integration Detail screen that appears.
This field displays, for each entry transaction type, the information that will appear as the entry description on the G/L Transactions report and in the general ledger batch.
To edit the information for a selected transaction type, click the Open button, or double-click the field you want to change, then enter the information on the G/L Integration Detail screen that appears.
This column shows the transaction types for which you can assign information for G/L transactions.
To edit the information for a selected transaction type, click the Open button, or double-click the field you want to change, then enter the information on the G/L Integration Detail screen that appears.
Overview
Use the A/P G/L Integration screen to:
- Specify how Accounts Payable produces and maintains information from posted transactions for General Ledger.
- Define the source codes used to identify different types of Accounts Payable transactions created for General Ledger.
- View the last posting sequence number for each type of batch posted to General Ledger.
- Specify what data to include in the G/L Entry Description, G/L Detail Reference, G/L Detail Description, and G/L Detail Comment fields in general ledger transactions.
Sage 300 ERP Accounts Payable produces general ledger transactions from all batches you post. Each general ledger transaction includes all the information you need to update Payables data accurately in your general ledger.
If you use Sage 300 ERP General Ledger, Accounts Payable creates:
- Batches of payables transactions right in General Ledger, where you can edit and post them.
- Separate General Ledger batches from posted invoice, payment, and adjustment batches, as well as from revaluation (in multicurrency ledgers).
If you use another general ledger system or your Sage 300 ERP General Ledger system is at another location, Accounts Payable creates batches you can import into another application, or print, then enter manually into your general ledger.
Changing Settings
You can change any settings on the A/P G/L Integration screen at any time.
Note: Changes to settings are applied only to general ledger transactions created after the change, and do not affect pre-existing general ledger batches.
Tip: If you use the Create G/L Batch screen to produce general ledger batches and want to change to producing them during posting, we recommend that you first run Create G/L Batch to create any outstanding transactions.
Integration Tab
Use this tab to:
- Specify whether to add general ledger transactions to the G/L batch each time you post, or to create the transactions at a later date.
- Choose whether to add new transactions to the existing G/L batch, or create a separate G/L batch each time you post. You can also choose to post new batches automatically.
Note: This option applies only if you use Sage 300 ERP General Ledger with Accounts Payable at the same location.
- Choose whether to consolidate the G/L batch when you post, or always enter full transaction details in the batch.
- Define the source codes used to identify different types of Accounts Payable transactions created for General Ledger.
- Look up the posting sequence number to be assigned the next time you post invoices, payments, or adjustments, or the next time you revalue transactions, if you use multicurrency accounting.
Before changing the Create G/L Transaction option to create transactions during posting (if it was set to create transactions using the Create G/L Batch icon), print an up-to-date copy of the G/L Transactions report, then create any outstanding transactions.
Any change to your selections for the Consolidate G/L Batch option or the data to include in the transaction description, detail reference, detail description, and detail comment fields for general ledger transactions applies only to transactions posted after the change, and has no effect on transactions already in a general ledger batch.
Transactions Tab
Use this tab to specify the type of information to use in the G/L Entry Description, G/L Detail Reference, G/L Detail Description, and G/L Detail Comment fields in general ledger transactions.
This information also appears on Accounts Payable posting journals and on General Ledger’s Journal Entry screen and reports.
You can assign one or more pieces of information (segments) to each field, provided that the combined length of the segments and separators does not exceed 60 characters. Fields exceeding this limit will be truncated when you post general ledger transactions.
The segments you can select depend on the type of transaction to which you are assigning information and whether the information is for the transaction header or the details. This ensures that the information passed to General Ledger is relevant for each type of transaction. For example, you can assign the remit-to information from invoice details to any of the General Ledger fields.
When you create general ledger transactions, if no data exists in the source transaction field, the field will be blank in the general ledger transaction. For example, if you assigned the original transaction description to the G/L Entry Description field, but there is no description for a particular entry, the field will be blank in the G/L transaction.
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