Order Entry > Setting Up Order Entry > General Ledger > G/L Integration Options

General Ledger Integration Options

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General Ledger Accounts Used by Order Entry

On the O/E G/L Integration screen, you can select options that specify how Order Entry integrates with General Ledger. More...

Creating G/L Transactions
Consolidating G/L Batches
Transaction Description, Reference, and Comments

Creating G/L Transactions

On the Integration tab of the O/E G/L Integration screen, you can specify when to create General Ledger transaction batches.

This tab also displays the last day end number for which you created general ledger transactions, as well as the day end number that will be assigned when you next run Day End Processing.

Note: If you currently use the O/E Create Batch screen to create General Ledger transactions and you want to change this setting to create batches during Day End Processing, be sure to use the O/E Create Batch screen to process any outstanding transactions first, to avoid accidentally omitting transactions from your General Ledger batches.

General Ledger Batch Creation Options
Option	Description
During Day End Processing	Depending on when you create subledger transactions in Inventory Control, you can select this option to create General Ledger transactions when you run Day End Processing in Inventory Control. Note: If you select this option, you cannot print the O/E G/L Transactions, and you cannot consolidate Order Entry transactions that are posted to General Ledger. You specify when to create subledger transactions using the Create Subledger Transactions And Audit Information During option on the Costing tab of the I/C Options screen.
On Request Using Create Batch Screen	Select this option if you want to create General Ledger transactions manually using the O/E Create Batch screen. If you prefer to create General Ledger transactions automatically each time you post Order Entry transactions or each time you run Day End processing in Inventory Control, select During Day End Processing for the Create G/L Transactions option. Important! You must select this option if you want to print the O/E G/L Transactions Report, or if you want to consolidate transactions in Order Entry. Note: If you cost inventory transactions in Inventory Control when you run Day End Processing, you must run Day End Processing before you can create General Ledger transactions using the I/C Create G/L Batch screen. If you cost inventory during posting, you do not have to run Day End Processing before creating the General Ledger batch.

Consolidating G/L Batches

On the Integration tab of the O/E G/L Integration screen, you can specify whether Order Entry consolidates transaction details for the same General Ledger account into a single detail, or whether it posts unconsolidated transaction details to General Ledger.

Consolidation reduces the amount of information in the general ledger batch and results in a shorter list when you print the G/L Transactions Listing report, but also reduces information and prevents drilldown from General Ledger.

If you create batches of G/L transactions during Day End Processing, the program can only consolidate the details within transactions; it cannot consolidate the details from different transactions. More...

Note: The posting date for consolidated entries is the last date of the fiscal period.

General Ledger Transaction Consolidation Options
Option	Description
Do Not Consolidate	Select this option to include all details posted in Order Entry in the General Ledger transaction batch. Tip: Select this option if you use optional fields and want to pass optional field information from Order Entry transaction details to General Ledger.
Consolidate Transaction Details by Account	Select this option to combine all the details in an Order Entry transaction with the same General Ledger account into one detail. To be consolidated, details must have the same information in the G/L Detail Description and G/L Detail Reference fields. Details that contain different information in the G/L Detail Description and G/L Detail Reference fields are not consolidated. Tip: Select this option if you do not use optional fields, but still want to associate General Ledger transactions with originating documents (for drilldown or to maintain a manual audit trail).
Consolidate by Account and Fiscal Period	Select this option to combine all details with the same general General Ledger account number and fiscal period into a single detail. If you also select the On Request Using Create Batch Screen option on the O/E G/L Integration screen to create general ledger transactions, you can consolidate transaction details from all transactions for each General Ledger account.
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. If you also select the On Request Using Create Batch Screen option on the O/E G/L Integration screen to create general ledger transactions, you can consolidate transaction details from all transactions for each General Ledger account.

Transaction Description, Reference, and Comments

On the Transactions tab of the O/E G/L Integration screen, you can review the information that will appear in the transaction description, detail reference, detail description, and detail comment fields for each unconsolidated General Ledger transaction and transaction detail created from Order Entry transactions.

You can add one or more pieces of information such as order number, customer number, or source code to a field, with multiple pieces of information separated by a separator (such as a hyphen) that you select.

This information appears in the Description, Reference, and Comment columns on the O/E G/L Transactions report, on the G/L Journal Entry screen, and on other reports in General Ledger.

To select and arrange the Order Entry information that will appear in these fields, and to specify a separator (such as a hyphen) that appears between this information, select a detail line and click the Edit icon to open the O/E G/L Integration Details screen.

For more information, see O/E G/L Integration Detail Screen O/E G/L Integration Detail Screen .

Note:

The combined length of segments and separators must not exceed 60 characters. Fields exceeding this limit will be truncated when you post General Ledger transactions.
When you consolidate General Ledger transactions, the description for each transaction is changed to "Consolidate by O/E on date."

If you do not consolidate by source code, the source code after consolidation is OE-CO.

If there is only one of a particular transaction type, the description for the transaction is whatever you specify on the O/E G/L Integration screen.
If you do not consolidate General Ledger transactions, information for all General Ledger fields is passed to General Ledger.
If you selected the On Request Using Create Batch Screen option to create General Ledger transactions, the description for each General Ledger transaction is changed to "Consolidate by O/E on date" (unless there is only one of a particular transaction type).
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.