I/C G/L Integration Screen

Learn more

I/C Options Screen

I/C Account Sets Screen

Setting Up Inventory Control

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

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

Choose one of the following options:

  • 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 I/C Create 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:

  • 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 I/C settings. More...

    This name of this option changes depending on the settings on the Costing tab of the I/C Options screen. Depending on the selection for Create Subledger Transactions and Audit Information During, the program creates the G/L transactions either:

    • When you post I/C transactions; this choice is only available if the program also costs items during posting.
    • When you run Day End Processing.
    Tip:

    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 (on the I/C Options screen).
    • Select the Manually Using I/C Create G/L Batch Screen option so G/L transactions are only created when you use the I/C Create G/L Batch screen.

  • Manually Using I/C Create G/L Batch Screen. This option lets you create general ledger transactions at any time that's convenient for you. More...

    Select this option if you want to speed up order processing. When you want to create the G/L transactions, use the I/C Create G/L Batch screen.

    Note: You cannot print the G/L Transactions report in Inventory Control if the G/L transactions have already been created. Print the report before using the I/C Create G/L Batch screen to create the transactions.

Important! You can change this selection any time. However, if Manually Using I/C Create G/L Batch Screen is selected, print a copy of the latest G/L Transactions report and create any outstanding transactions (using the I/C Create G/L Batch screen) before changing the selection, to avoid accidentally omitting transactions from your general ledger batches.

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...

Specify whether to:

  • Add general ledger transactions to an existing 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 General Ledger.

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

To have only one General Ledger batch for all transactions, select Adding to an Existing Batch.

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

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

Displays the last Day End number generated.

This table contains the following columns that are used to create the source codes:

  • Transaction Type. The various types of transactions you can process in Inventory Control, such as receipts and shipments.
  • Source Ledger. The two-character code indicating the source, which is always IC.
  • Source Type. The two-character code indicating the type of transaction. You can change this code.

The source code for each transaction type is a combination of the source ledger code and the source type code. The source codes are used to identify transactions in General Ledger.

Note: If you change the source type for any 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.

This tab displays the information to include in the description, reference, and comment fields in the general ledger transactions for each transaction type. You can assign one or more pieces of information (segments) to each field.

Note: If you change the settings on this tab, the new settings only apply to transactions posted after the change, and have no effect on transactions already in a general ledger batch.

For each detail transaction type, this column displays the comment information that will appear with unconsolidated details on the G/L Transactions report and in the general ledger batch.

To edit the information, click the Edit icon Image of Edit button. to the right of the field you want to change, and then make the changes on the G/L Integration Detail screen.

For each detail transaction type, this column displays the information that will appear with unconsolidated details in the Description column on the G/L Transactions report and in the Description field in the general ledger batch.

Note: If you consolidate details during posting, the description is "Consol. by I/C on date" for all the transactions in General Ledger unless there is only one of a particular transaction type.

To edit the information, click the Edit icon Image of Edit button. to the right of the field you want to change, and then make the changes on the G/L Integration Detail screen.

For each detail transaction type, this column displays the information that will appear with unconsolidated details in the Reference column on the G/L Transactions report and in the Reference field in the general ledger batch.

Note: If you consolidate details during posting, the reference is blank for all the transactions in General Ledger unless there is only one of a particular transaction type.

To edit the information, click the Edit icon Image of Edit button. to the right of the field you want to change, and then make the changes on the G/L Integration Detail screen.

For each entry transaction type, this column displays the information that will appear as the entry description on the G/L Transactions report and in the general ledger batch. This field is the main description for the General Ledger transaction, not the description on each detail line.

To edit the information, click the Edit icon Image of Edit button. to the right of the field you want to change, and then make the changes on the G/L Integration Detail screen.

This column shows the transaction types for which you can assign information for general ledger transactions.

To edit the information, click the Edit icon Image of Edit button. to the right of the field you want to change, and then make the changes on the G/L Integration Detail screen.

G/L Integration Detail Screen

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 control how and when GL transactions are created. More...

You can:

  • Choose when general ledger transactions are created, during posting, during Day End Processing, or on demand at a later date.

    Note: This choice can have a large impact on the speed of processing inventory transactions and transactions in Order Entry. If you are costing inventory during posting, you may want to create transactions at day end or on demand.

  • Choose whether to add new transactions to an existing G/L batch or create a new G/L batch when you create G/L transactions. You can also choose to post new batches automatically to General Ledger.
  • Choose whether to consolidate the G/L batch when you post or to always include full transaction details in the batch.
  • Look up and change the source codes used in general ledger transactions created by Inventory Control. (New source codes are automatically added to G/L, but you will have to update G/L source journal profiles to include transactions on source journals.)
  • Look up the last Day End Number used for existing general ledger batches.

Note: Any changes to your selections apply only to transactions posted after the change, and have no effect on transactions already in a general ledger batch.

Transactions Tab

Use this tab to specify the information to use in the description, reference, and comment fields in the general ledger transactions. More...

This information also appears on General Ledger’s Journal Entry screen and reports.

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

The available segments depend on the type of transaction and whether the information is for the transaction header or the details. This ensures that the information passed to General Ledger is relevant for each type of transaction.

When Inventory Control creates the general ledger transactions, if no data exists in the source transaction field, the field will be blank in the general ledger transaction. For example, if you assigned the Description segment to the G/L Entry Description field, but there is no description for a particular entry, the field will be blank in the G/L transaction.

Note: Any changes to your selections for the G/L Entry Description, G/L Detail Reference, G/L Detail Description, and G/L Detail Comment fields apply only to transactions posted after the change, and have no effect on transactions already in a general ledger batch.