I/C G/L Integration Screen

Open Inventory Control > I/C Setup > G/L Integration.

Click this button to open the G/L Integration Detail screen, where you can select segments to use for references and descriptions for G/L transactions and transaction details.

Click this button to include segments selected on the left side of the screen in the description or reference you are updating for the transaction.

Click this button to exclude segments selected on the right side of the screen if you do not want to use them in the description or reference you are updating for the transaction.

Use the Consolidate G/L Batches option on the G/L Integration screen to specify whether to combine transaction details for the same general ledger account into a single detail, or send unconsolidated Inventory Control transaction details to General Ledger.

Consolidation reduces the amount of information in the general ledger batch, and results in a shorter G/L Transactions Listing.

You can choose:

  • Do Not Consolidate. All the details posted in Inventory Control will be included in the General Ledger transaction batch.

    Choose this option if you use optional fields and pass optional field information from I/C transaction details to the G/L transaction details.

  • Consolidate Transaction Details by Account. All the details within a transaction with the same general ledger account number are combined into one detail if the G/L Detail Description and the G/L Detail Reference are also the same. The program will not consolidate details that have a different description or reference.

    Choose 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. 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.

    This option will consolidate details from different transactions if you create transaction batches using the G/L Batch screen.

    This option will consolidate details from different transactions if you create transaction batches using the G/L Batch screen.

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

For more information, see About Consolidating G/L Batches.

Specify when to create general ledger transactions using one of the following selections:

  • During Posting or During Day End Processing. This option lets you create general ledger transactions during posting or when you run day end processing—depending on your settings on the Costing tab of the I/C Options screen. More...

    You choose when to create G/L transactions and audit information on the Costing tab of the I/C Options screen. The Create Subledger Transactions And Audit Info. During option gives you one of two choices on this screen:

    • During Posting (available only if you cost items during posting)

      G/L transactions will be created when transactions are posted.

    • During Day End Processing

      G/L transactions will be created when you run the Day End Processing task.

    Note: These choices can have a large impact on the speed of processing transactions in Inventory Control, Order Entry, and Purchase Orders. If you need to speed up order processing, switch to costing inventory when you run Day End Processing (in I/C Options), and create G/L transactions using the Create G/L Batch icon.

    Note: This option changes depending on the options you chose on the Costing tab of the I/C Options screen.

  • On Request Using Create G/L Batch Icon. This option lets you create general ledger transactions at any time that's convenient for you. More...

    Once you create the transactions, you cannot print the G/L Transactions report in Inventory Control. If you wish to print the report, select the On Request Using G/L Batch Icon for this option. You must then print the report before you use the Create G/L Batch screen to create the transactions.

    You can change your selection any time. If you were using the Create G/L Batch screen to create the transactions, print a copy of the latest G/L Transactions report, then create any outstanding transactions before changing your choice for the option.

Specify whether to add new general ledger transactions to new batches or create new batches and optionally post them automatically to the general ledger. More...

You can:

  • Add general ledger transactions to an existing Sage 300 General Ledger batch.
  • Create a new General Ledger batch each time you generate G/L transactions.
  • Create a new General Ledger batch each time you generate G/L transactions, and automatically post the batch in the General Ledger program.

Note: If you are using Serialized Inventory and Lot Tracking, you cannot use this option to create and automatically post G/L batches during I/C transaction posting.

If you want to post batches automatically, you should choose the option to create subledger batches during day end processing (on the I/C Options screen).

Tip: Remember to create and post G/L batches for outstanding transactions before locking periods for General Ledger.

To have only one General Ledger batch to which all transactions are appended, turn on the Append G/L Transactions To Existing Batch option. Inventory Control must use the same database as Sage 300 General Ledger.

If you do not use Sage 300 General Ledger—or if your Sage 300 General Ledger system is at another location—Inventory Control appends its general ledger transactions to a file in your company’s data directory called icgltran.csv, which can be imported by a remote site Sage 300 General Ledger, or transferred to another general ledger that you use. The file is in a Comma Separated Values (CSV) format.

This field displays the last Day End number generated.

This column lists the various types of transactions that are generated by the Inventory Control system, such as receipts, shipments, internal usage transactions, adjustments, or consolidated G/L entries.

You can change the source type code for each type of transaction created by I/C. You cannot change the source ledger code.  

If you change the source type code for source codes, the new source codes are automatically added to the General Ledger module, but you will have to update G/L source journal profiles to include transactions on source journals.

The combination of source ledger code and source type code is called a source code in the General Ledger module.

This column shows the source ledger code for all general ledger transactions created by the Inventory Control module.

You can change the source type code for each type of transaction created by I/C, but you cannot change the source ledger code.

The combination of source ledger code and source type code is called a source code in the General Ledger module.

This column lists the two-character codes assigned to various types of transactions that are generated by the Inventory Control system, such as receipts, shipments, adjustments, or consolidated G/L entries.

If you want to, you can change the source type code for each type of transaction created by I/C. You cannot change the source ledger code.

If you change the source type code for source codes, the new source codes are automatically added to the General Ledger module, but you will have to update G/L source journal profiles to include transactions on source journals.

Optional tab description.

Select the type of information that you want to appear with unconsolidated details in the Comment column on the G/L Transactions report and in that field in the general ledger batch.

You can assign one or more pieces of information (segments) to each G/L transaction 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 the general ledger transactions.

If you do not consolidate general ledger transactions, information for all the G/L fields is passed to General Ledger.

The information you can select depends on the type of I/C transaction for which you are assigning information. For example, you can include information like the item number, document number, location, PO number, receipt number, reference number, source code, day end number, or entry number. You can separate pieces of information with slashes, parentheses, hyphens, periods, spaces, or number signs.

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.

Select the type of information that you want to appear with unconsolidated details in the Description column on the G/L Transactions report and in that field in the general ledger batch. (The Detail Description field is the description on each detail line, not the main description for the General Ledger transaction.)

You can assign one or more pieces of information (segments) to each G/L transaction 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 the general ledger transactions.

  • When you consolidate general ledger transactions, the description for each transaction is changed to "Consol. by I/C on date." (Note that when there is only one of a particular transaction type, the description for the transaction is whatever you selected on the Integration tab in the Options screen.)

  • If you do not consolidate general ledger transactions, information for all the G/L fields is passed to General Ledger.

    The information you can select depends on the type of I/C transaction for which you are assigning information.

    For example, you can include information like the item number, document number, location, PO number, receipt number, reference number, source code, day end number, or entry number. You can separate pieces of information with slashes, parentheses, hyphens, periods, spaces, or number signs.

  • 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.

Select the type of information that you want to appear with unconsolidated details in the Reference column on the G/L Transactions report and in that field in the general ledger batch.

You can assign one or more pieces of information (segments) to each G/L transaction 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 the general ledger transactions.

  • When you consolidate general ledger transactions, the reference for each transaction remains blank and the description for each transaction is changed to “Consol. by I/C on date.” (Note that when there is only one of a particular transaction type, the reference and description for the transaction are whatever you selected on the I/C Integration screen.)

  • If you do not consolidate general ledger transactions, information for all the G/L fields is passed to General Ledger.

    The information you can select depends on the type of I/C transaction for which you are assigning information.

    For example, you can include information like the item number, document number, location, PO number, receipt number, reference number, source code, day end number, or entry number. You can separate pieces of information with slashes, parentheses, hyphens, periods, spaces, or number signs.

  • 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.

The Entry Description field is the main description for the General Ledger transaction (not the description on each detail line).

You can assign one or more pieces of information (segments) to the description for each G/L transaction, 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.

If you use the On Request Using Create G/L Batch Icon option to consolidate general ledger transactions, the description for each G/L transaction is changed to "Consol. by I/C on date" (unless there is only one of a particular transaction type).

The information you can select depends on the type of I/C transaction for which you are assigning information.

Setting Up Inventory Control

Overview

You use the I/C G/L Integration screen to select options and settings that determine how your Inventory Control ledger interacts with your general ledger.

Integration Tab

Use this tab to:

Transactions Tab

Use this tab to: