General Ledger Integration > Receivables > AR Sales Ledger Interface

AR Sales Ledger Interface

You use this program to define the interface ledger accounts for sales and costs of sales entries.

These interface records determine the ledger accounts that are credited when you sell an item from a specific branch, product class and warehouse combination. The ledger accounts that are debited are the branch control accounts defined using the AR Branches program.

Toolbar and menu

Field Description
File  
Start At Select this to navigate to a specific entry in the listview.

If you indicated that the product class, geographic area and warehouse must be included in the payment interface entries, then you can optionally indicate the product class, geographic area and warehouse from which you want to start viewing sales ledger interface records.
List Select this to use the Sales Ledger Interface Entries program to generate a report of sales interfaces currently defined.
Exit Select this to exit the program.
Options  
Confirm Deletions Select this if you want the system to prompt you to confirm the deletion of an interface entry when you select to delete it. If you do not select this option, then the entry is deleted without warning.
Functions  
Maintain Select this to assign ledger entries to your sales interface records for a selected range of branches, product classes, geographic areas, and warehouses.
Integration level Select this to indicate the level of integration you require for your Sales Ledger interface entries.
Validate Select this to ensure the integrity of your interface records based on the level of integration defined. This function notifies you of missing entries encountered, and enables you to delete any invalid entries encountered.
View This option enables you to select the type of entries you want to display in the listview.
Existing Entries

This option is selected by default.

The entries displayed in the listview are the existing interface entries defined.
Missing Entries Select this to view the missing integration entries. This option is only enabled after you select to Validate the interface entries and the system has detected missing entries.

Listview columns

Column Description
Customer branch Indicates the Accounts Receivable branch for the interface entry.
Product class Indicates the product class for the interface entry.
Geographic area Indicates the geographic area for the interface entry.
Warehouse Indicates the warehouse for the interface entry.
Sales Indicates the interface account to which the sales amounts for stocked, non-stocked and miscellaneous charges are posted.
Sales returns Indicates the interface account to which the sales return amounts are posted.
Trade discount Indicates the interface account to which trade discount amounts are posted.
Cost of sales indicates the interface account to which the cost of sales amounts for stocked, non-stocked and miscellaneous charges are posted.
IBT Indicates the interface account to which the sales amounts arising from inter-branch transfers (Sales Orders) are posted.
IBT cost of sales Indicates the interface account to which the cost of sales amounts arising from inter-branch transfers (Sales Orders) are posted.

Sales Ledger Interface Maintenance

This screen is displayed when you select the Maintain option from the Functions menu.

Field Description
Branch selection Indicate the branch(es) for which you want to maintain sales interface entries.
Product class selection

Indicate the product class(es) for which you want to maintain sales interface entries.

[Note]

  • You can only access this field if you selected Integration level by Product class (see Integration Level).

  • You can only define the following product classes at branch level (using the G/L Codes function of the Browse on AR Branches program), irrespective of the Integration Level you selected (see Integration Level):

    • _FIN - Finance charges
    • _FRT - Freight charges
    • _RND - Rounding differences
    • _DEP - Deposit revenue
    • _TAX - Sales tax

    You can, however, define integration by Product class for the product classes: _DSC, _LAB and _OTH.
Geographic area selection

Indicate the geographic area(s) for which you want to maintain sales interface entries.

[Note]

You can only access this field if you selected Integration Level by Geographic area (see Integration Level).
Warehouse selection

Indicate the warehouse(s) for which to maintain sales interface entries.

[Note]

You can only access this field if you select Integration level by Warehouse (see Integration Level).
Non-stocked
Miscellaneous charges
General ledger accounts  
Sales

This indicates the interface account to which the sales amounts for stocked, non-stocked and miscellaneous charges are posted. This is usually a revenue account.

This is the account that links the Accounts Receivable module to the Sales Revenue accounts in the General Ledger.
Sales returns

This indicates the interface account to which the sales return amounts are posted.

This is usually a revenue account. If no entry is made here, then the entry defined at the Sales field is used as the default.
Trade discount

This indicates the interface account to which trade discount amounts are posted.

This is usually a revenue account. If no entry is made here, then the entry defined at the Sales field is used as the default.
Cost of sales

This indicates the interface account to which the cost of sales amounts for stocked, non-stocked and miscellaneous charges are posted.

This is usually an expense type account.
IBT sales

This indicates the interface account to which the sales amounts arising from inter-branch transfers (Sales Orders) are posted.

This is usually a revenue type account.
IBT cost of sales

This indicates the interface account to which the cost of sales amounts arising from inter-branch transfers (Sales Orders) are posted.

This is usually an expense type account.
Apply changes Select this to apply the changes according to your selection criteria.
Delete Entries Select this to delete the entries matching your selection criteria.
Close Select this to return to the previous screen.

Integration Level

This screen is displayed when you select the Integration Level option from the Functions menu.

Field Description
Integration Level

Indicate the level of integration you require for your Sales Ledger interface entries.

The following product classes can only be defined at Branch level (using the AR Branches program) irrespective of the Integration Level you select:

  • _FIN - Finance charges
  • _FRT - Freight charges
  • _RND - Rounding differences
  • _DEP - Deposit revenue
  • _TAX - Sales tax
Product class Select this to include the product class in the sales interface entries.
Geographic area Select this if you want to include the geographic area in the sales interface entries.
Warehouse Select this to include the warehouse in the sales interface entries.
[Note]

We recommend that you maintain the interface by warehouse to allow merchandise and non-merchandise sales amounts to be separated in the General Ledger module.

This allows you to compare the merchandise sales balance in the Sales Analysis module with merchandise sales in the General Ledger.
OK Select this to accept your selections.
Cancel Select this to ignore any changes you made and to return to the previous screen.

Validate Interface Entries

This screen is displayed when you select the Validate option from the Function menu, to ensure the integrity of your interface records based on the level of integration defined. This function notifies you of missing entries encountered, and also enables you to delete any invalid entries encountered.

Field Description
Delete entries no longer valid Select this if you want the system to delete entries that are no longer valid.
Check for missing entries Select this if you want the system to indicate all missing entries.
OK Select this to proceed with the validation.
Cancel Select this to return to the previous screen.

Notes and warnings

Program access

  • The AR Sales Ledger Interface program can be accessed by selecting the Maintain Sales Interfaces function (General Ledger Integration).

Restrictions and limits

  • You can only generate a report of AR Sales ledger interfaces if you have access to the Sales Ledger Interface Entries program.