G/L Consol. Export Setup Screen

If you selected budgets for export on the Main tab, select the budget sets (1 to 5) for exporting, and select the fiscal year containing the budget sets to be exported.

If you are using a mapping table to consolidate accounts (in other words, if you are merging many source ledger accounts into one destination ledger account), select the Consolidate option to consolidate the budgets for all of the source accounts that are being merged.

• If you select Consolidate, the relevant budget amounts will also be consolidated according to the mapping table.
• If you do not select Consolidate, only the budget for the last merged source ledger accounts will appear in the destination accounts.

If you want to restrict export data to accounts that have a particular segment in the account number, or to a particular range of values associated with that segment, select the Specify Segment Code for Export option, and specify a range of segment number values to include.

Note: If you select Specify Segment Code for Export, you must also select a balancing account on the Main tab. For more information, see About Specifying Account Segments for Export.

These fields are available if you select the Translate to Different Functional Currency option.

Gains or losses can occur on currency translation due to rounding and as a result of different rates being applied on export. Any gains or losses that arise from currency translation will be posted to the gain or loss accounts specified here.

These fields are available if you select the Multicurrency Destination Company option. You must select a rate type for the currency conversion.

• If you are exporting transactions and translating currencies, you must select a rate type for the currency conversion. Any rate types specified for individual accounts in the mapping table for the export process will override this default rate type.
• If you are exporting budgets and translating currencies, you must select a rate type for the currency translation. Although any rate type specified in the mapping table will override the default rate for transactions, this is not the case with budgets. The rate type specified here will be used for all budgets.

Note: Any system-generated entries made to the balancing account will use this default rate type (for example, in the case of a partial export).

Select this option if the destination company is multicurrency.

This option applies to the destination company only: it doesn’t matter whether the source company is single currency or multicurrency, or whether the source and destination companies have the same or different functional currencies.

This option appears if you are exporting detailed transactions by either fiscal period or posting sequence from a multicurrency source company. It lets you translate the individual source ledger transactions using either the functional currency or the source currency of the individual transactions.

For example:

• A source company has multicurrency activated and a functional currency of USD.
• Transactions for posting sequence 200 had a source currency of GBP.
• The destination company has a functional currency of CAD.

You can choose to create transactions in the destination company by converting the GBP amount (the original source currency amount) or the USD equivalent (functional currency equivalent) to CAD.

This option does not apply to net account changes or balances because these amounts are exported in functional currency only.

Select this option if the destination company has a different functional currency from the source company. This will activate translations on export.

After you specify the rate type, specify how exchange rates will be applied.

• Fiscal Period. The program will base the exchange rates on the last day of the source (exporting) company's fiscal period when the transaction occurred.

  Note: The fiscal period used for the exchange rates is not affected by the offset.

• Transaction Date. This option is available only if detailed transactions are being exported (instead of balances or net changes).

  The exchange rate will be based on the rate in effect on the actual dates of the original transactions in the source (exporting) company.

• Specified. If you select this option, you will be required to enter a rate date at the time of export.

In all cases, the actual rates are chosen from the exporting company.

Select this option if you want to be able to clear data selections on the G/L Consol Export screen later.

Note: Whether or not this option is selected, you cannot select new data for export on the G/L Consol Export screen.

When you set up a mapping table, select one of the following mapping methods:

• Generate An Error for Unmapped Accounts. G/L Consolidations will generate an error for any general ledger accounts that have not been specified in the selected mapping table. (In other words, all accounts in the source company must be mapped if you select this option; otherwise, exporting will generate errors.)
• Only Map Accounts in Table. If you select this option, you must map the Unit Balancing account, the Transaction Balancing account, and the Gain/Loss on Conversion account. If you did not map to these accounts and if they had not been specified in the selected mapping table (and if G/L Consolidations needs to create an entry to these accounts), you will receive an error message.
• Only Transfer Mapped Accounts. If you select this option, only general ledger accounts specified as source accounts in the mapping table will be exported.

Specify a mapping table code to use for this export process. For more information, see Setting Up a Mapping Table.

If you are consolidating general ledger account segments, use this table to map account segment numbers in the source company to different account segment numbers in the destination company. For more information, see About Segment Number Substitution.

Select this option if you want to use a mapping table for the export process you are setting up.

Mapping tables are required only if you need to change account codes, account segments, account structures, or rate types while exporting, or if you want to merge account balances, net changes, or budgets while exporting.

You must also use a mapping table when you export account records from a single currency company to a multicurrency company, or from a multicurrency company to a single currency company.

Note: We strongly recommend that both the exporting and importing companies use the same account structure codes. If they do not, you should use the mapping table to map all exported accounts.

This option is available if you select Net Changes or Balances as the export method. Select the option to produce a zero amount transaction for any accounts that have a zero balance or a zero change in balance for the period.

• If you select this option, and users are exporting transactions using net change or balances, the program exports all transactions for the accounts selected (even for those accounts with $0 balance or $0 net change). This means that an export file with extension of *.001 will be created even though the balance/net change for the account is $0.
• If you do not select this option, export will not create transactions for zero balances or net changes, so no export file related to the transaction will be created.

Specify the general ledger source code that G/L Consolidations will use as a default. We suggest that you create a different source code for each source company.

Tip: Use two-character unit IDs, with the same two characters for the source code and for the unit ID that identifies the source company.

When you are consolidating several source companies, the source codes can help you immediately identify the source company of each entry in the destination ledger. For example, a source ledger and source code of GC-01 could identify all consolidation entries from source unit 01.

This field indicates the export method that will be used:

• Balances. Exports the balance of each account for the fiscal year and period that you select when you run the export process.
• Net Changes. Exports the net change in the balance of each account for a fiscal year and period that you select when you run the export process.
• Transactions By Fiscal Period. Exports transaction for a fiscal year/period.
• Transactions By Posting Sequence. Exports transactions for a range of posting sequences that you select when you run the export process.

This option appears if you select Transactions By Posting Sequence or Transactions By Fiscal Period as the export method. Select this option if you want to insert the original audit trail information into the Comments field in each journal entry.

This field appears if you select Transactions By Posting Sequence or Transactions By Fiscal Period as the export method.

You can use this field to limit the number of transaction details per G/L entry. If you plan to review or edit batches in the destination ledger, you may limit the maximum number of detail lines per entry. You may also limit journal entry size to improve system performance (if you are consolidating a large chart of accounts).

Note: If this field is set to zero (0), all transaction details will be exported into one journal entry.

Specify a period offset to synchronize the source company's fiscal periods with the destination company's periods, where they have different year-ends.

• If the periods in the source and destination companies are the same, specify 0 as the period offset.
• If the source company's fiscal period ends before the destination company's, use a positive number. For example, if the source company has its year-end on March 31 and the destination company has its on December 31, specify 3 as the period offset.
• If the source company's fiscal period ends after the destination company's, use a negative number. For example, if the source company has its year-end on December 31 and the destination company has its on March 31, specify -3 as the period offset.

Note: If you are using a period offset and currency translation rates are based on the fiscal period, G/L Consolidations bases the exchange rate on the source (exporting) company's period before the offset was applied. Note that this date must be the last day of the fiscal period.

This option appears if you select Transactions By Posting Sequence or Transactions By Fiscal Period as the export method.

Select it if you want the Reference field to contain the same reference information that was posted in the original General Ledger entry.

This field appears if you select Net Changes or Balances as the export method.

Enter a description for the transaction.

This option is available if you select Transactions By Posting Sequence or Transactions By Fiscal Period as the export method.

Select it to include transaction optional fields.

Specify the transaction source ledger for each imported journal entry.

Tip: Create a unique source ledger code for all data consolidated by G/L Consolidations, to differentiate transactions from the normal general ledger transactions within the destination ledger. For example, all consolidation entries could have a transaction source ledger code of GC.

Note: Because all transactions within a general ledger batch must have the same transaction source ledger, all transactions exported with this export process will use the transaction source ledger specified here, irrespective of their source code in the source company.

If you are limiting the number of transaction details per entry, specify an account to receive a balancing detail for the entry.