Selecting General Ledger Integration Options for Accounts Payable

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A/P G/L Integration Screen

You use the A/P G/L Integration screen to select options that govern how Accounts Payable interacts with General Ledger, including when and how to create G/L batches and the type of information to send to General Ledger with posted transactions.

  • Make sure no one else is using Accounts Payable when you change options.

    Important! You can update some information while others are using Accounts Payable (such as the payables department phone number and contact person), but most options can be changed only if no one else is using the system.

  • On the Sage 300 home page, close the Payables Aging widget. (If this widget is open, a "You cannot change options until other users have left" error message may appear when you try to save changes on the A/P Options screen.
  • Become familiar with the G/L integration options you want to change before you make any changes. For more information, see A/P G/L Integration Screen.
  • After making changes to program options (on Options screens) or optional fields (on Optional Fields screens), you and all other users must sign out and sign in again to apply the changes.

To change G/L integration options:

  1. Open Accounts Payable > A/P Setup > G/L Integration.

  2. Use the Integration tab to change options that determine how and when to process general ledger batches.
  3. Use the Transactions tab to change the information that is included with general ledger transactions. More...

    To edit information for a G/L transaction field:

    1. Select a field to edit, then click the Edit icon Image of Edit button..

      The G/L Integration Detail screen appears, showing the transaction type and the G/L transaction field you selected on the Transactions tab. Use this screen to specify information from Accounts Payable transactions to use in G/L transactions.

    2. Specify information for the selected G/L transaction field, as follows:

      1. 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. To assign one or more segments to the selected transaction field, select the segment(s) from the Choose Segments From List, then click Include. More...

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

    3. With the G/L Integration Detail screen open, you can edit information for other Accounts Payable transaction types, as follows:

      1. In the Transaction Type list, select the transaction type or transaction detail type .
      2. Select the G/L transaction field to which you are assigning information.
      3. In the Segment Separator list, select the symbol to use between information segments.
      4. Assign segments to include from Accounts Payable transactions, as described in the preceding instructions.
    4. When you have finished editing reference and description fields, click Save, and then close the screen to return to the Transactions tab.
  4. When you are satisfied with your choices for G/L integration, click Save.
  • After making changes to program options (on Options screens) or optional fields (on Optional Fields screens), you and all other users must sign out and sign in again to apply the changes.