You use this program to create General Ledger journals from the transaction journals created when you process payments to your suppliers.
| Field | Description |
|---|---|
| Start Processing |
Select this to begin processing according to the Journal options you selected. If the option: Create GL journal is not enabled for Accounts Payable, but the option: Post GL journal (General Ledger Integration) is enabled, then once the journals are created they are automatically posted into the General Ledger. You use the GL Journal Report program to generate a report of these journals. If you did not select the Post GL journal option, then you need to use the GL Journal Entry program to post the journals once they are created. See also: Notes and warnings. |
| Select this to print the information currently displayed in the Report pane. | |
| Save Form Values | This option is only enabled in Design mode (see Automation Design). Your selections are saved and applied when the program is run in automated mode. |
| Field | Description |
|---|---|
| Ledger period options | |
| Current GL period | This indicates the current period and year of your Accounts Payable module. This is displayed for information purposes and cannot be changed. |
| Ledger selection | Indicate the General Ledger periods and years for which you want to process journals. |
| Journal options | |
| Function | Indicate the journals you want to process. You can either process all journals or a single journal. |
| Year | Indicate the General Ledger year for which you want to process the journal. |
| Month | Indicate the General Ledger period for which you want to process the journal. |
| Journal | Indicate the Accounts Payable disbursement transaction
journal for which you want to create, or to create and post,
the General Ledger journal. You can select the browse icon to use the AP Supplier Disbursement Distribution program to select the transaction journal you want to process. |
| After processing completed | These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design). |
The results of the processing function you selected are displayed in this pane once processing is complete (unless you enabled the option to close the application from the After processing completed section). You use this section to print or email this information.
If you selected the Execute Payment Run option (Payment Cycle Maintenance), but no checks/remittances were printed or the AP Payment Register was not printed, then the following message is displayed when you access the AP Payments GL Integration program:
"A check number of zero may occur as not all checks have been printed and/or the Check Register has not been printed."
This is because check numbers are only allocated when the checks are printed.
This program can only be accessed if Accounts Payable is linked to the General Ledger either in detail or in summary (General Ledger Integration).
While the transaction journals are created automatically when you successfully process a transaction, the corresponding General Ledger journals are created and posted according to your selections for the module in the General Ledger Integration program. Refer to Effect of automation level selected.
When errors are detected during the creation of the General Ledger journals from the sub-module transaction journals, the journal may or may not be created depending on the type of error.
Refer to General Ledger Integration Error Handling for additional details.
You can use the AP Supplier Disbursement Distribution program to identify the transaction journals for which ledger journals have not yet been created.
If the GL analysis required option is enabled for a ledger account used in this program (General Ledger Codes or GL Structure Definition) then the GL Analysis program is displayed when you post the transaction, so that you can enter the analysis details.
The Ask Me Later function is only available when the option: Force GL Analysis - GL journal posting is enabled for the sub-module (General Ledger Integration - General Ledger tab).
General Ledger analysis entries are always distributed in the local currency, regardless of the currency in which the original transaction is processed.
Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.
Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the Electronic Signatures program.
| eSignature Transaction | Description |
|---|---|
| GL Create journal from sub module |
Controls access to the creation of journals from a sub module journal. The GL integration programs which are affected by this eSignature are: AR Invoice GL Integration, AR Payments GL Integration, AP Invoice GL Integration, AP Payments GL Integration, Cash Book GL Integration, Asset GL Integration, Inventory GL Integration, TPM GL Integration, GRN GL Integration, WIP Labor GL Integration and Part Billings GL Integration. |
| GL Create and post journal from sub module |
Controls access to the creation and simultaneous posting of journals from a sub module journal. The GL integration programs which are affected by this eSignature are: AR Invoice GL Integration, AR Payments GL Integration, AP Invoice GL Integration, AP Payments GL Integration, Cash Book GL Integration, Asset GL Integration, Inventory GL Integration, TPM GL Integration, GRN GL Integration, WIP Labor GL Integration and Part Billings GL Integration. |