Assigning Information to G/L Transaction Fields

You can specify the type of information to use in the transaction description, detail reference, detail description, and detail comment fields for general ledger transactions. This information also appears on Accounts Receivable posting journals and on General Ledger’s Journal Entry screen and reports. More...

For each field, you can assign up to five pieces of information (segments) from Accounts Receivable transactions to use in G/L transactions.

The segments you can select depend on the type of transaction to which you are assigning information 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. For example, you can assign the ship-to information from invoice details to any of the General Ledger fields.

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. For example, if you assigned the original transaction description 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.

  • Make sure no other users are working with Accounts Receivable and that no Accounts Receivable screens are open.

To assign information to a G/L field:

  1. Open Accounts Receivable > A/R Setup >  G/L Integration.

  2. On the Transactions tab, do one of the following:
    • Double-click a G/L field.
    • Select a G/L field, and then click Open.

    The A/R G/L Integration Detail screen appears.

  3. In the Transaction Type field, enter the type of transaction entry or detail.

    The information changes in the G/L Transaction Field field and the list on the left (Choose segments from list), consistent with the selected transaction type.

  4. In the G/L Transaction Field field, select the G/L field to which you are assigning information.
  5. Select a separator and assign segments. More...
    1. In the Segment Separator field, select a character to separate segments of information.

      Note: The separator is used only if you assign more than one segment.

    2. Select a segment from the Choose segments from list, and then click Include.

      The selected segment appears in the Segments currently used list, and in the Example field.

      • You can assign a maximum of five segments to a G/L field.
      • If the combined length of the segments and separators exceeds 60 characters, the assigned information is truncated when the transaction is posted.

      • If you use Project and Job Costing, the list of available segments includes the names used in that program for contract levels (for example, Contract, Project, and Category).

  6. Click Save, and then click Close to return to the A/R G/L Integration screen.