PJC G/L Integration Screen

You can combine details posted with the same account number, fiscal period, or source code into single details, resulting in a shorter G/L Transactions report. If you do this, information in the Reference and Description fields for each transaction is also consolidated to "Consol. By PJC."

Specify one of the following:

• Do Not Consolidate.

  All the details posted in Purchase Orders will be included in the General Ledger transaction batch.

  Choose this option if you use optional fields and pass optional field information to the General Ledger transactions.

  This choice provides complete information in your general ledger transaction batch, but can result in a long G/L Transactions report and a large General Ledger batch.

• Consolidate Transaction Details by Account.

  All the details within a transaction with the same general ledger account number are combined into one detail.

  Choose this option if you do not use optional fields but want to preserve the association of 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.

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

• 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.

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

Note: If you create batches of G/L transactions during posting or day-end processing, only details within transactions are consolidated. Details from different transactions are not consolidated.

If the On Request Using Create G/L Batch Icon option is selected, you can consolidate transaction details from all transactions for each general ledger account if you choose Consolidate By Account and Fiscal Period or Consolidate By Account, Fiscal Period, And Source.

Specify when to create general ledger transactions:

• During Posting. General ledger transactions are created automatically whenever you post transactions, recognize revenue, or complete contracts.
• On Request Using Create G/L Batch Icon. You create general ledger transactions manually, only when you are ready.

You can change your selection at any time. If you have been using the Create G/L Batch icon to create the transactions, be sure to print a copy of the latest G/L Transactions report, then create any outstanding transactions before you change your choice for the option.

If you use the option to create the batch during posting, you cannot print the G/L Transactions report.

This option applies only if you use Sage 300 General Ledger with Project and Job Costing.

Specify one of the following:

• Adding to an Existing Batch. Choose this option if you want to add new general ledger transactions to existing batches.
• Creating a New Batch. Choose this option if you want to produce a new general ledger batch each time you create general ledger transactions.
• Creating and Posting a New Batch. Choose this option if you want to create and automatically post a new general ledger batch when you create general ledger transactions.

Project and Job Costing automatically creates separate general ledger batches for the different types of transactions you can post.

If you do not use Sage 300 General Ledger, all general ledger transactions are added to the same general ledger batch, regardless of the type of transaction and your choice for this option. You are asked whether to add the transactions to the existing batch or overwrite the batch. Always choose to add to an existing batch.

Note: If a fiscal period is locked for General Ledger but not for Project and Job Costing, you can create batches for General Ledger from Project and Job Costing transactions. However, when you try to post a batch to a locked period in General Ledger, the transactions will be placed in an error batch. You can avoid this situation if you always create and post General Ledger batches for outstanding Project and Job Costing transactions before locking the period for General Ledger.

This table displays the last posting sequence number assigned to each type of transaction (Equipment Usage, Material Usage, Material Return, Charges, Revenue Recognition, Timecards, Adjustments, and Revised Estimates).

This table displays the set of default source codes the system created in General Ledger when you activated Project and Job Costing.

You can change the source codes, except for the code for Project and Job Costing. If you change the codes, Project and Job Costing will save the new source codes in General Ledger for you.

The default codes are shown beside each type of transaction:

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

To include different information as the comment for a selected transaction type, click the Open button, or double-click the Comment field you want to change, then enter the information on the G/L Integration Detail screen that appears.

This field displays, for each detail transaction type, 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" for all the transactions in General Ledger.

To edit the information for a selected transaction type, click the Open button, or double-click the field you want to change, then enter the information on the G/L Integration Detail screen that appears.

This field displays, for each detail transaction type, 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.

To edit the information for a selected transaction type, click the Open button, or double-click the field you want to change, then enter the information on the G/L Integration Detail screen that appears.

This field displays, for each entry transaction type, the information that will appear as the entry description on the G/L Transactions report and in the general ledger batch.

To edit the information for a selected transaction type, click the Open button, or double-click the field you want to change, then enter the information on the G/L Integration Detail screen that appears.

This column shows the transaction types for which you can assign information for G/L transactions.

To edit the information for a selected transaction type, click the Open button, or double-click the field you want to change, then enter the information on the G/L Integration Detail screen that appears.

Use this list to assign one or more segments of transaction information to the G/L field. The segments that appear on the list depend on the transaction type you selected.

To assign a segment to the field, select (click) it on the Choose Segments From List, then click Include.

You can assign a maximum of five segments to a G/L Transaction field, providing that the combination does not exceed 60 characters.

If the assigned information exceeds this number of characters (including separators), it will be truncated when the transaction is posted.

This field shows how the selected segments and separator will appear for the G/L field.

Select the G/L field for which you are adding information.

• For document headers (transaction entries), you can assign the information to be used for the G/L entry description.

  You can also assign information to be used for details that are created for a document when it is passed to General Ledger.

  Because these details are created for a transaction as a whole, the information assigned to their detail description, reference, and comment fields is taken from the entry rather than a document detail.

• For transaction details, you can assign the information to be used for the detail description, detail reference, and detail comment.

The segments you can assign to the field depend on the transaction type.

If you are assigning more than one segment to the G/L field, select the character you want to use to separate the segments.

This list shows the segments of transaction information that are assigned to the G/L field.

To remove a segment from the G/L field, select it on the Segments Currently Assigned list, then click Exclude.

Select the type of transaction entry or detail for which you are entering information for G/L fields.