Change General Ledger Integration Options

Change General Ledger Integration Options

Overview

Before you start

To change General Ledger Integration options:

1. Open Project and Job Costing > PJC Setup > G/L Integration.

Click here for help on the fields on the G/L Integration form.

2. On the Integration tab, edit options using the following fields:

3. Create G/L Transactions

   Use this option to specify when to create general ledger transactions.

   • Select On Posting to create general ledger transactions automatically whenever you post transactions, recognize revenue, or complete contracts.

   • Select On Request Using Create G/L Batch Icon to create general ledger transactions only when you are ready.

   You can change your selection at any time. If you have been using the Create G/L Batch icon to create the transactions, be sure to print a copy of the latest G/L Transactions report, then create any outstanding transactions before you change your choice for the option.

   If you use the option to create the batch during posting, you cannot print the G/L Transactions report.

4. Create G/L Transactions By

   This option applies only if you use Sage ERP Accpac General Ledger with Project and Job Costing.

   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 ledger batch when you create general ledger transactions.

   Project and Job Costing automatically creates separate general ledger batches for the different types of transactions you can post.

   If you do not use Sage ERP Accpac 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.

5. Consolidate G/L Batches

   This option lets you combine details posted with the same account number, fiscal period, fiscal period, or source code into single details, resulting in a shorter G/L Transactions report. The option also consolidates the information in the Reference and Description fields for each transaction to "Consol. By PJC."

   You can choose:

   • Do Not Consolidate

     All the details posted in Purchase Orders will be included in the General Ledger transaction batch.

     Choose this option if you use optional fields and pass optional field information to the General Ledger transactions.

     This choice provides complete information in your general ledger transaction batch, but can result in a long G/L Transactions report and a large General Ledger batch.

   • Consolidate Transaction Details by Account

     All the details within a transaction with the same general ledger account number are combined into one detail.

     Choose this option if you do not use optional fields but want to preserve the association of general ledger transactions with originating documents (for drilldown or to maintain a manual audit trail).

   • Consolidate by Account and Fiscal Period

     All the details with the same general ledger account number and fiscal period are combined into one detail.

   • Consolidate by Account, Fiscal Period, and Source

     All the details with the same general ledger account number, fiscal period, and source code are combined into one detail.

   Note: If you create batches of G/L transactions during posting or day-end processing, the program can consolidate the details within transactions, only; it cannot consolidate the details from different transactions.

   If you use the On Request Using Create G/L Batch Icon option, you can consolidate transaction details from all transactions for each general ledger account if you choose Consolidate By Account and Fiscal Period or Consolidate By Account, Fiscal Period, And Source.

6. Source Codes

   You can change the source codes to use in General Ledger for each type of Project and Job Costing transaction, except for the code for Project and Job Costing itself.

   When you change the source codes, Project and Job Costing saves the new codes in General Ledger for you.

3. To assign information to a G/L transaction field:

1. On the Transactions tab, either double-click a particular G/L field for a transaction entry or detail, or select the field, then click Open.

2. On the G/L Integration Detail form that appears, specify information for the field as follows:

1. In the Segment Separator field, select a character to separate segments of information. (The separator is used only if you assign more than one segment. The default separator is a hyphen.)

2. From the Choose Segments From List, select a segment, then click Include to assign individual segments to the selected G/L field.

You can assign a maximum of five segments to a G/L field, providing that the combination does not exceed 60 characters. If the assigned information exceeds this number of characters (including separators), it will be truncated when the transaction is posted.

4. To assign information for other transaction types and G/L fields:

1. From the Transaction Type list, select the type of transaction entry or detail.

The information displayed in the G/L Transaction Field and the Choose Segments From List fields changes, consistent with the selected transaction type.

2. From the G/L Transaction Field list, select the G/L field to which you are assigning information.

3. Select a separator and assign segments, as described step 2.

5. When you have finished assigning information to G/L fields, click Save, then click Close to return to the G/L Integration form.

6. Click Save.

After changing G/L Integration options

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