SYSPRO Ribbon bar > Setup > General Setup > General Ledger Integration

General Ledger Integration

You use this program to define your control accounts and the level of integration required for all modules that can be linked to General Ledger.

You can also indicate the level of automation you require for creating ledger journals from the sub-ledger transaction journals and for posting these ledger journals into the General Ledger.

You use the GL Integration Setup Options program to generate a report of the General Ledger Integration setup options currently defined. This report should be retained for disaster recovery purposes.

Refer to the General Ledger Integration Introduction for additional information and examples relating to General Ledger integration.

General Ledger

Field Description
Integration methods

Levels of integration can also be defined against specific ledger account codes if you enable the option: Integration from sub-ledger (General Ledger Setup). This is particularly useful when the sub-ledger is linked to the General Ledger in detail, but for specific ledger accounts you only want summary information passed through to the General Ledger, or vice versa.

[Note]

The integration method selected is only effective from the time of selection. If, for example, you change your integration level from Linked to GL in summary to Linked to GL in detail, the existing history is not converted to detail. The transactions from the time the option is changed will, however be posted in detail.

Refer to Integration Accounts for additional information on the integration of sub-modules to the General Ledger.

Accounts payable

Not linked to GL - distribution report

Select this to generate a distribution report from which manual postings to the General Ledger can be made (i.e. no automatic integration to the General Ledger entries file is required).

Account numbers are not validated and account descriptions are not printed on the report.

This option is useful for manual postings to the system or a 3rd party General Ledger system.

Linked to GL in summary

Select this if you require detail entries printed on the AP Expense Distribution and AP Disbursement Distribution reports to be summarized by ledger code before being posted to the General Ledger.

It is advisable to print these reports in detail so that you have a record of the detail supporting transactions for the summary amounts posted.

Linked to GL in detail

Select this if you require each detail entry printed on the AP Expense Distribution and AP Disbursement Distribution reports to be posted to the General Ledger.

This also enables the zoom (drill-down) facility within the GL Query program.

Create GL journal

Select this to automatically create the journal for the General Ledger from the Accounts Payable transaction journal whenever you successfully post a transaction in that module.

The journal for the General Ledger is automatically created by the relevant AP Invoice GL Integration or AP Payments GL Integration program whenever you post a transaction in the Accounts Payable module.

You can only select this option if the Accounts Payable module is linked to the General Ledger in detail or in summary.

If you do not select this option, then you will need to use the AP Invoice GL Integration and AP Payments GL Integration programs to manually create the journals for the General Ledger.

Refer to Creating and Posting Sub Module Journals for additional information.

Post GL journal

Select this to automatically post the journals created from the Accounts Payable module into the General Ledger.

The journals are posted by the AP Invoice GL Integration program. Journals are only posted for the Current, Previous 1 and Previous 2 periods.

Sub module journals are created but placed 'On hold' if a GL account code used in the journal is 'On hold'. You will need to correct the error and post these journals manually.

Journals requiring GL analysis are not posted automatically if the operator selected the Ask Me Later option in the Capture GL Analysis Entries program. The journal cannot be posted to the ledger without the GL analysis information. This applies if you selected the option Force GL Analysis - GL journal posting (see below).

You cannot select this option if the option: Authorization of sub module journals is enabled (General Ledger Setup). Conversely, if you select this option, then you cannot select the option Authorization of sub module journals (General Ledger Setup).

Ledger journals for a future period are only posted by the GL Period End program when the General Ledger reaches that period.

If you do not select this option, then you need to use the GL Journal Entry or GL Post Multiple Normal Journals program to manually post the journals after they are created.

Refer to Creating and Posting Sub Module Journals for additional information.

Force check no

Select this to ensure that journals from the AP Payment cycle are created with check numbers (where check numbers are applicable). Otherwise journals are created using only the Execute AP Payment Run program without check numbers.

Only when you print the checks and run the AP Payment Register program are the check numbers allocated to journals not yet posted.

[Note]

You can only select this option if you have enabled both the Create GL journal and Post GL journal options.

If you do not enable the Post GL journal option then you need to manually run the AP Payment Register program before you manually post the journals into your General Ledger (if you want the check numbers allocated to the journal).

Refer to Accounts Payable Journals with 'Force check no' Option for additional information for this option.

Accounts receivable

Not linked to GL - no distribution report

Select this if you do not require the Accounts Receivable module to be integrated to General Ledger; nor do you require a distribution report to be generated.

Not linked to GL - distribution report

Select this to generate a distribution report from which manual postings to the General Ledger can be made (i.e. no automatic integration to the General Ledger entries file is required).

Account numbers are not validated and account descriptions are not printed on the report.

This option is useful for manual postings to the system or a 3rd party General Ledger system.

Linked to GL in summary

Select this if you require detail entries printed on the AR Payments Distribution and AR Sales Distribution reports to be summarized by ledger code before being posted to the General Ledger.

If you select to integrate in summary, then it is advisable to print the AR Payments Distribution and AR Sales Distribution reports in detail so that you have a record of the detail supporting transactions for the summary amounts posted.

Linked to GL in detail

Select this if you require each detail entry printed on the AR Payments Distribution and AR Sales Distribution reports to be posted to the General Ledger.

This also enables the zoom (drill-down) facility within the GL Query program.

Create GL journal

Select this to automatically create the journal for the General Ledger from the Accounts Receivable transaction journal whenever you successfully post a transaction in that module.

The journal for the General Ledger is automatically created by the relevant AR Invoice GL Integration or AR Payments GL Integration program whenever you post a transaction in the Accounts Receivable module.

You can only select this option if the Accounts Receivable module is linked to the General Ledger in detail or in summary.

If you do not select this option, then you will need to use the AR Invoice GL Integration and AR Payments GL Integration programs to manually create the journals for the General Ledger.

Refer to Creating and Posting Sub Module Journals for additional information.

Post GL journal

Select this to automatically post the journals created from the Accounts Receivable module into the General Ledger.

The journals are posted by the AR Invoice GL Integration and AR Payments GL Integration programs. Journals are only posted for the Current, Previous 1 and Previous 2 periods

Sub module journals are created but placed 'On hold' if a GL account code used in the journal is 'On hold'. You will need to correct the error and post these journals manually.

Journals requiring GL analysis are not posted automatically if the operator selected the Ask Me Later option in the Capture GL Analysis Entries program. The journal cannot be posted to the ledger without the GL analysis information. This applies if you selected the option Force GL Analysis - GL journal posting (see below).

You cannot select this option if the option: Authorization of sub module journals is enabled (General Ledger Setup). Conversely, if you select this option, then you cannot select the option Authorization of sub module journals (General Ledger Setup).

Ledger journals for a future period are only posted by the GL Period End program when the General Ledger reaches that period.

If you do not select this option, then you need to use the GL Journal Entry or GL Post Multiple Normal Journals program to manually post the journals after they are created.

Refer to Creating and Posting Sub Module Journals for additional information.

Cash book
[Note]

If you intend processing inter-company Cash Book transactions, then it is strongly recommended that you define the same General Ledger integration options in both SYSPRO companies.

Not linked to GL - distribution report

Select this to generate a distribution report from which manual postings to the General Ledger can be made (i.e. no automatic integration to the General Ledger entries file is required).

Account numbers are not validated and account descriptions are not printed on the report.

This option is useful for manual postings to the system or a 3rd party General Ledger system.

Linked to GL in summary

Select this if you require detail entries printed on the Cash Book Distribution Report to be summarized by ledger code before being posted to the ledger entries file.

You can print this report in detail or summary. If you are integrated in summary, it is advisable to print the report in detail so that you have a record of the detail supporting transactions for the summary amounts posted.

Linked to GL in detail

Select this if you require each detail entry printed on the Cash Book Distribution Report to be posted to the General Ledger.

This also enables the zoom (drill-down) facility within the GL Query program.

Create GL journal

Select this to automatically create the journal for the General Ledger from the Cash Book transaction journal whenever you successfully post a transaction in that module.

The journal for the General Ledger is automatically created by the Cash Book GL Integration program whenever you post a transaction in the Cash Book module.

You can only select this option if the Cash Book module is linked to the General Ledger in detail or in summary.

If you do not select this option, then you will need to use the Cash Book GL Integration program to manually create the journals for the General Ledger.

Refer to Creating and Posting Sub Module Journals for additional information.

Post GL journal

Select this to automatically post the journals created from the Cash Book module into the General Ledger.

The journals are posted by the Cash Book GL Integration program. Journals are only posted for the Current, Previous 1 and Previous 2 periods

Sub module journals are created but placed 'On hold' if a GL account code used in the journal is 'On hold'. You will need to correct the error and post these journals manually.

Journals requiring GL analysis are not posted automatically if the operator selected the Ask Me Later option in the Capture GL Analysis Entries program. The journal cannot be posted to the ledger without the GL analysis information. This applies if you selected the option Force GL Analysis - GL journal posting (see below).

You cannot select this option if the option: Authorization of sub module journals is enabled (General Ledger Setup). Conversely, if you select this option, then you cannot select the option Authorization of sub module journals (General Ledger Setup).

Ledger journals for a future period are only posted by the GL Period End program when the General Ledger reaches that period.

If you do not select this option, then you need to use the GL Journal Entry or GL Post Multiple Normal Journals program to manually post the journals after they are created.

Refer to Creating and Posting Sub Module Journals for additional information.

Inventory

Not linked to GL - no distribution report

Select this if you do not require the Inventory module or the GRN (Goods Received Notes) sub-module to be integrated to General Ledger; nor do you require distribution reports to be generated for Inventory or GRN transactions.

Not linked to GL - distribution report

Select this to generate a distribution report from which manual postings to the General Ledger can be made (i.e. no automatic integration to the General Ledger entries file is required).

Account numbers are not validated and account descriptions are not printed on the report.

This option is useful for manual postings to the system or a 3rd party General Ledger system.

Linked to GL in summary

Select this if you require detail entries printed on the Inventory Distribution Report to be summarized by ledger code before being posted to the General Ledger.

If you select to integrate in summary, then it is advisable to print the Inventory Distribution Report report in detail so that you have a record of the detail supporting transactions for the summary amounts posted.

Linked to GL in detail

Select this if you require each detail entry printed on the Inventory Distribution Report to be posted to the General Ledger.

This also enables the zoom (drill-down) facility within the GL Query program.

Create GL journal

Select this to automatically create the journal for the General Ledger from the Inventory transaction journal or from the GRN transaction journal whenever you successfully post a transaction in Inventory or GRN.

The journal for the General Ledger is automatically created by the Inventory GL Integration program whenever you post a transaction in the Inventory module.

The journal for the General Ledger is automatically created by the GRN GL Integration program whenever you post a transaction in the GRN system.

You can only select this option if the Inventory module is linked to the General Ledger in detail or in summary.

If you do not select this option, then you will need to use the Inventory GL Integration and GRN GL Integration programs to manually create the journals for the General Ledger.

Refer to Creating and Posting Sub Module Journals for additional information.

Post GL journal

Select this to automatically post the journal created from the Inventory module and from the GRN system into the General Ledger.

The journals are posted by the Inventory GL Integration and GRN GL Integration programs. Journals are only posted for the Current, Previous 1 and Previous 2 periods

Sub module journals are created but placed 'On hold' if a GL account code used in the journal is 'On hold'. You will need to correct the error and post these journals manually.

Journals requiring GL analysis are not posted automatically if the operator selected the Ask Me Later option in the Capture GL Analysis Entries program. The journal cannot be posted to the ledger without the GL analysis information. This applies if you selected the option Force GL Analysis - GL journal posting (see below).

You cannot select this option if the option: Authorization of sub module journals is enabled (General Ledger Setup). Conversely, if you select this option, then you cannot select the option Authorization of sub module journals (General Ledger Setup).

Ledger journals for a future period are only posted by the GL Period End program when the General Ledger reaches that period.

If you do not select this option, then you need to use the GL Journal Entry or GL Post Multiple Normal Journals program to manually post the journals after they are created.

Refer to Creating and Posting Sub Module Journals for additional information.

Assets

Not linked to GL - no distribution report

Select this if you do not require the Assets module to be integrated to General Ledger; nor do you require a distribution report to be generated.

Not linked to GL - distribution report

Select this to generate a distribution report from which manual postings to the General Ledger can be made (i.e. no automatic integration to the General Ledger entries file is required).

Account numbers are not validated and account descriptions are not printed on the report.

This option is useful for manual postings to the system or a 3rd party General Ledger system.

Linked to GL in summary

Select this if you require detail entries printed on the Asset Distribution to be summarized by ledger code before being posted to the General Ledger.

If you select to integrate in summary, then it is advisable to print the Asset Distribution report in detail so that you have a record of the detail supporting transactions for the summary amounts posted.

Linked to GL in detail

Select this if you require each detail entry printed on the Asset Distribution to be posted to the General Ledger.

This also enables the zoom (drill-down) facility within the GL Query program.

Create GL journal

Select this to automatically create the journal for the General Ledger from the Assets transaction journal whenever you successfully post a transaction in that module.

The journal for the General Ledger is automatically created by the Asset GL Integration program whenever you post a transaction in the Assets module.

You can only select this option if the Assets module is linked to the General Ledger in detail or in summary.

If you do not select this option, then you will need to use the Asset GL Integration program to manually create the journals for the General Ledger.

Refer to Creating and Posting Sub Module Journals for additional information.

Post GL journal

Select this to automatically post journals created from the Assets module into the General Ledger.

The journals are posted by the Asset GL Integration program. Journals are only posted for the Current, Previous 1 and Previous 2 periods

Sub module journals are created but placed 'On hold' if a GL account code used in the journal is 'On hold'. You will need to correct the error and post these journals manually.

Journals requiring GL analysis are not posted automatically if the operator selected the Ask Me Later option in the Capture GL Analysis Entries program. The journal cannot be posted to the ledger without the GL analysis information. This applies if you selected the option Force GL Analysis - GL journal posting (see below).

You cannot select this option if the option: Authorization of sub module journals is enabled (General Ledger Setup). Conversely, if you select this option, then you cannot select the option Authorization of sub module journals (General Ledger Setup).

Ledger journals for a future period are only posted by the GL Period End program when the General Ledger reaches that period.

If you do not select this option, then you need to use the GL Journal Entry or GL Post Multiple Normal Journals program to manually post the journals after they are created.

Refer to Creating and Posting Sub Module Journals for additional information.

Work in progress

Not linked to GL - no distribution report

Select this if you do not require the Work in Progress module to be integrated to General Ledger; nor do you require distribution reports to be generated.

If you select this option then you will be unable to produce any labor or part billing distribution reports.

Not linked to GL - distribution report

Select this to generate a distribution report from which manual postings to the General Ledger can be made (i.e. no automatic integration to the General Ledger entries file is required).

Account numbers are not validated and account descriptions are not printed on the report.

This option is useful for manual postings to the system or a 3rd party General Ledger system.

Linked to GL in summary

Select this if you require detail entries printed on the WIP Part Billings Distribution and WIP Labor Distribution to be summarized by ledger code before being posted to the General Ledger.

You can print these reports in detail or summary. If you are integrated in summary, it is advisable to print the report in detail so that you have a record of the detail supporting transactions for the summary amounts posted.

Linked to GL in detail

Select this if you require each detail entry printed on the WIP Part Billings Distribution and WIP Labor Distribution to be posted to the General Ledger.

This also enables the zoom (drill-down) facility within the GL Query program.

Create GL journal

Select this to automatically create the journal for the General Ledger from the Work in Progress transaction journal whenever you successfully post a transaction in that module.

The journal for the General Ledger is automatically created by the WIP Part Billings GL Integration program whenever you post a transaction in the Work in Progress module.

You can only select this option if the Work in Progress module is linked to the General Ledger in detail or in summary.

If you do not select this option, then you will need to use the WIP Part Billings GL Integration program to manually create the journals for the General Ledger.

Refer to Creating and Posting Sub Module Journals for additional information.

Post GL journal

Select this to automatically post the journals created from the Work in Progress sub-module into the General Ledger.

The journals are posted by the WIP Part Billings GL Integration program. Journals are only posted for the Current, Previous 1 and Previous 2 periods

Sub module journals are created but placed 'On hold' if a GL account code used in the journal is 'On hold'. You will need to correct the error and post these journals manually.

Journals requiring GL analysis are not posted automatically if the operator selected the Ask Me Later option in the Capture GL Analysis Entries program. The journal cannot be posted to the ledger without the GL analysis information. This applies if you selected the option Force GL Analysis - GL journal posting (see below).

You cannot select this option if the option: Authorization of sub module journals is enabled (General Ledger Setup). Conversely, if you select this option, then you cannot enable the option Authorization of sub module journals (General Ledger Setup).

Ledger journals for a future period are only posted by the GL Period End program when the General Ledger reaches that period.

If you do not select this option, then you need to use the GL Journal Entry or GL Post Multiple Normal Journals program to manually post the journals after they are created.

Refer to Creating and Posting Sub Module Journals for additional information.

Force GL Analysis Indicate (against each sub-module) the point at which GL Analysis information must be entered for that sub-module's transactions.

This only applies to transactions involving General Ledger accounts that require General Ledger analysis (General Ledger Codes or GL Structure Definition).

Transaction entry Select this to force the operator to enter GL analysis information at the time the transaction is processed in the sub-module.

If you select this option, then the transaction cannot be completed until the GL analysis information has been entered.

GL journal posting Select this to be able to enter GL analysis information when the ledger journal for the transaction is posted and not force it to be entered at the time the transaction is captured.

If you select this option, then

  • the operator is still prompted to enter the GL analysis information when processing the transaction, but can select the Ask Me Later option in the Capture GL Analysis Entries program. The GL Analysis information must then be entered using the GL Journal Entry program before the ledger journal for the transaction can be posted.

  • journals requiring GL analysis are not posted automatically if the operator selected the Ask Me Later option in the Capture GL Analysis Entries program. This is irrespective of whether you selected the Post GL journal option as the journal cannot be posted to the ledger without the GL analysis information.

GL control accounts

Forced balance

This account is used to correct an out-of-balance situation in the General Ledger. It does so by posting an entry to this account to correct the imbalance.

The value posted can then be journalized out to the correct ledger code manually.

The ledger code entered here must have an Account type of Capital (General Ledger Codes).

Retained earnings

Indicate the retained earnings account to use.

You can also define a retained earnings account against your expense and revenue type ledger codes (General Ledger Codes). This enables you to define multiple retained earnings accounts.

The retained earnings account defined against a ledger code takes precedence over the retained earnings account defined here. If no retained earnings account is defined against a ledger code or the code defined is invalid, then the account defined here is used.

The retained earnings account is used when you run the Year end function of the GL Period End program and you select the option: Set expense and revenue accounts to zero. The expense and revenue accounts are set to zero and the resulting net income/loss for the year is posted to this account for all ledger codes against which you have not defined a retained earnings account.

When you make prior period adjustments to previous year's revenue or expense accounts, the net amount of the adjustment updates this retained earnings account for all ledger codes against which you have not defined a retained earnings account.

Creating and Posting Sub Module Journals

You indicate the level of automation you require for creating General Ledger journals from the sub-ledger journals and for posting these journals into the General Ledger.

When you process transactions in the various modules (e.g. Accounts Payable, Cash Book, Inventory, etc), the module journal is created by the transaction. The corresponding journal for the General Ledger is created and posted according to your selections (General Ledger Integration).

[Note]
  • The level of automation can only be defined if the sub-ledger is linked to the General Ledger either in summary or in detail.
  • You cannot automate the posting of journals into the General Ledger if you selected the option: Authorization of journals before posting (General Ledger Setup).
  • Journals created for a future period cannot be posted until the General Ledger is in that future period. Therefore, a sub module journal with a period greater than the current General Ledger period is not automatically posted, even if you select to post journals automatically for the module.

    When you run the Period end or Year end function of the GL Period End program, the sub-module journals for the new GL period/year are automatically posted if you selected the option: Post GL journal, providing the option Authorization of sub module journals is not enabled (General Ledger Setup).

    If you require sub-module journals to be authorized, then you need to manually post these journals using the GL Journal Entry or GL Post Multiple Normal Journals program.

  • For any module against which you select the option to automatically Post GL journals to the General Ledger (General Ledger Integration) the Group security settings defined for the GL Integration programs are ignored by the system (Groups).

    I.e. the system posts the sub-module journals irrespective of whether the operator has access to the GL integration program.

  • If you selected to create and post sub module journals automatically, then journals are created but placed 'On hold' if:

    • a GL account code used in the journal is 'On hold'.

    • a GL account code used in the journal is missing or is blank on the sub module journal. The word "missing" is displayed against the journal in the Job Logging Query program.

    You will need to correct the error and then post these journals manually using the GL Journal Entry or GL Post Multiple Normal Journals program.

Effect of automation level selected

The following table describes the effect of the level of automation selected:

Create GL Journal Post GL Journal Comment
Not selected Not selected

The journals for the General Ledger are not created or posted automatically.

If these are your selections, then you will need to:

  • run the GL Integration program(s) in the sub-module to create the General Ledger journals in the GL Journal Entry program
  • use the GL Journal Entry or GL Post Multiple Normal Journals program to post these journals into the General Ledger
Selected Not selected

The journals for the General Ledger are created automatically, but not posted automatically.

If these are your selections, then:

  • the General Ledger journals are automatically created from the sub-module by the GL Integration program(s)

  • you need to use the GL Journal Entry or GL Post Multiple Normal Journals program to post the journals into the General Ledger

Not selected Selected

The journals for the General Ledger are not created automatically, but are posted automatically.

If these are your selections, then:

  • you need to run the GL Integration program(s) in the sub-module to create the General Ledger journals

  • once the journals are created, they are automatically posted into the General Ledger by the GL Integration program(s). Journals are only posted for the Current, Previous 1 and Previous 2 periods.

Selected Selected

The journals for the General Ledger are created automatically and posted automatically.

If these are your selections, then the General Ledger journals are:

  • automatically created from the sub-modules by the GL Integration program(s)
  • automatically posted into the General Ledger by the GL Integration program(s). Journals are only posted for the Current, Previous 1 and Previous 2 periods.

This is a real-time General Ledger system as it requires no operator intervention.

Accounts Payable Journals with 'Force check no' Option

The Force check no option is specific to the Accounts Payable module and can be selected to ensure that journals from the AP Payment cycle are created with check numbers (where check numbers are applicable). These check numbers will appear in the General Ledger against the applicable transaction.

The following table describes the effect of the Force check no option together with the various automation options for Accounts Payable journals:

Create GL Journal Post GL Journal Force check no. Comment
No No No (disabled) If you want check numbers to be allocated to the journal, then you need to
  1. run the AP Payment Register program to allocate the check numbers.

  2. run the AP Payments GL Integration program to create the General Ledger journals in the GL Journal Entry program.

  3. manually post the journal using the GL Journal Entry or GL Post Multiple Normal Journals program.

    At this point, a warning message is displayed if the check numbers are zero.

    Note that if you do not select to continue, you can run the AP Payment Register program to allocate the check numbers and then post the journal using the GL Journal Entry or GL Post Multiple Normal Journals program.

    If you select to ignore the warning, then the journal is posted without check numbers.

No Yes No (disabled) If you want check numbers to be allocated to the journal, then you need to
  1. run the AP Payment Register program to allocate the check numbers.

  2. run the AP Payments GL Integration program to create the General Ledger journals in the GL Journal Entry program.

Once created, the journal is automatically posted. Therefore, if you did not run the AP Payment Register program before the AP Payments GL Integration program, then no check numbers are allocated to the journal.

Yes No No (disabled) The journal for the General Ledger is automatically created by the Execute AP Payment Run program without check numbers.

Only when you print the checks and run the AP Payment Register program, are the check numbers allocated to General Ledger journals not yet posted.

To allocate check numbers to the journal you need to:

  1. run the AP Payment Register program to allocate the check numbers.

  2. manually post the journal using the GL Journal Entry or GL Post Multiple Normal Journals program.

    At this point, a warning message is displayed if the check numbers are zero.

    Note that if you do not select to continue, you can run the AP Payment Register program to allocate the check numbers and then post the journal using the GL Journal Entry or GL Post Multiple Normal Journals program.

    If you select to ignore the warning, then the journal is posted without check numbers.

Check numbers for Manual and Void checks are allocated in the AP Payment Cycle program, so these are automatically attached to the journal.

Yes Yes No

The journal for the General Ledger is automatically created by the Execute AP Payment Run program without check numbers.

The journal is automatically posted to the General Ledger without check numbers.

Check numbers for Manual and Void checks are allocated in the AP Payment Cycle program, so these are automatically attached to the journal.
Yes Yes Yes

The journal for the General Ledger is automatically created with check numbers.

The journal is automatically posted to the General Ledger with check numbers.

Check numbers for Manual and Void checks are allocated in the AP Payment Cycle program, so these are automatically attached to the journal.

Payables

Field Description
GL control accounts Refer to Accounts Payable Integration for additional information and examples on the integration of the Accounts Payable module to the General Ledger.
Default merchandise

This is the default merchandise account to be used when posting supplier invoices in the AP Invoice Posting program. Because all invoice postings default to this account (regardless of whether they are inventory-related) you should only enter a default account here if you charge all inventory purchases to one account and a very large portion of the invoices posted are inventory-related.

This account is not applicable if the GRN system is in use or if a different merchandise account is assigned to a supplier.

Default freight

This is the default freight account to be used when posting supplier invoices in the AP Invoice Posting program.

Input tax

This is the account to which tax entries are posted during processing in the AP Invoice Posting and AP Permanent Entries Posting programs if:

  • the option: Disburse tax amount over single GL tax account is selected and the option: Tax distribution method is set to Detail or Summary (Accounts Payable Setup)

    OR

  • the option: Global tax file required is enabled (General Ledger Setup)

[Note]

You cannot run the AP Invoice Posting program if this GL code is not defined.

Settlement discount (tax)

When you post an invoice in Accounts Payable, the tax amounts are based on the gross amount of the invoice before the settlement (terms) discount is calculated.

If you take advantage of a terms discount, the amount of tax refundable to you must be reduced to reflect the effect of the terms discount. The system passes a credit through this link to the tax recoverable account in the General Ledger.

EC VAT on acquisition

When you purchase goods from a supplier within an EC Member State (excluding local purchases) and you supplied the supplier with your VAT details, then the supplier does not include VAT on the invoice to you. Instead, you self-charge the VAT and this self-charged VAT is posted to this account.

This field is only enabled if the setup option: EC VAT system required is enabled (Company Tax Options Setup).

Withholding tax

This is the account to which withholding tax entries are posted when processing supplier payments using the Payment Cycle Maintenance program.

This field is only displayed if you enabled the option: Withholding tax required (Company Tax Options Setup).

Default QST

This is the account to which second tier tax entries are posted during processing using the AP Invoice Posting and AP Permanent Entries Posting programs.

This field is only enabled if the option: Second tier tax is set to Required (Accounts Payable Setup).

Settlement discount QST

This is the account to which the second tier tax portion of settlement discount must be disbursed.

When you post an invoice in the Accounts Payable module, the tax amounts are based on the gross amount of the invoice, before settlement (terms) discount is calculated. If you take advantage of a terms discount, then the amount of second tier tax refundable to you must be reduced to reflect the effect of this terms discount. The system passes a credit through this link to the tax recoverable account in the General Ledger.

This field is only enabled if the option: Second tier taxrequired (Accounts Payable Setup) is enabled and the option: Settlement discount - Request QST amount is enabled (Accounts Payable Setup).

Contra suspense

This is the account to which you want to post the value of supplier invoices offset against customer invoices when using the Customer-Supplier Contra program.

The value posted to this account is typically a credit.

[Note]

If this account is either a Control account or is on hold, then you cannot use the Customer-Supplier Contra program.

The GL code you enter here could be the same code you enter at the Contra suspense field on the Receivables tab. The credit posted from offsetting the supplier invoices and the debit posted from offsetting the customer invoices are then posted to the same account, resulting in a zero balance in this account.

Auto vouchering tax accrual

This is the account to which tax accrual entries are posted for suppliers whose tax assessment is defined as Self.

This is only available for USA tax.

Tax relief/recovery

Indicate a valid GL code to which tax relief transactions must be posted. Tax relief applies when your tax authority dictates that Input tax previously claimed but not yet paid to the supplier after a specific period, must be repaid to the tax authority.

The Tax relief/recovery account is credited by the AP Tax relief program and debited by the Execute AP Payment Run program when paying invoices against which tax relief was previously processed. See Payment Run Tax Relief Recovery.

The Tax relief/recovery account must be manually adjusted when using the AP Invoice Posting program to post Adjustments, Debit notes and Credit notes against invoices for which tax relief was previously processed.

The Tax relief/recovery ledger code must be defined before you can run the AP Tax relief program and a valid Tax code must exist against this ledger code (General Ledger Codes). This tax code is used for all tax relief reporting.

Maintain Banks

Select this to edit details held against your banks (see Banks).

Maintain Branches

Select this to edit details held against your branches (see AP Branches).

Maintain Tax Codes

Select this to edit details held against your tax codes (see Tax Code Setup).

Maintain Withholding Tax Codes

Select this to use the Withholding Tax Codes program to take on and maintain the withholding tax codes you will be using for purchases within SYSPRO.

[Note]

You can only select this function if you enabled the option: Withholding tax required (Company Tax Options Setup)

Maintain Variance Interfaces

Select this to use the AP Currency Variance GL Interface program to define the interface ledger accounts by branch/currency/bank for the revaluation of outstanding foreign currency supplier invoices using the AP Exchange Rate Revaluation program.

Receivables

Field Description
GL control accounts Refer to Accounts Receivable Integration for additional information and examples on the integration of the Accounts Receivable module to the General Ledger.
Exchange rate variance

This is the account to which exchange rate gains or losses are posted when using the AR Payments and Adjustments program. You can override this account at the time of entering a payment against a foreign customer.

In addition, if you did not use the AR Currency Variance GL Interface program to define interface ledger accounts by branch/currency, then the AR Exchange Rate Revaluation program also uses this account to post exchange rate variances.
Adjustment value (Tax)

This account is only used if you enabled the option: Request tax portion for invoice (Accounts Receivable Setup). The tax portion of an adjustment or discount amount is posted to this account from the AR Payments and Adjustments program under the following circumstances:

  • Adjustments:

    If the option: Disburse tax portion to GL code (Accounts Receivable Setup) is not enabled, or if the option is enabled but the tax code is blank, then the taxable portion of the adjustment amount is distributed to this account.

  • Discounts:

    If Sales tax integration to general ledger is set to Branch level (Company Tax Options Setup) then the tax portion of the discount is posted to this account.

    If Sales tax integration to general ledger is set to Tax code level, then the tax portion of the discount is posted to the Sales tax ledger code defined against the tax code used (Tax Code Setup).

Withholding tax

This is the account to which withholding tax entries are posted when processing customers' payments using the AR Payments and Adjustments program.

This field is only displayed if you selected the option: Withholding tax required (Company Tax Options Setup).

Contra suspense

This is the account to which you want to post the value of customer invoices offset against supplier invoices when using the Customer-Supplier Contra program.

The value posted to this account is typically a debit.

[Note]

If this account is either a Control account or is on hold, then you will be unable to use the Customer-Supplier Contra program.

The GL code you enter here could be the same code you enter at the Contra suspense field on the Payables tab. The credit posted from offsetting the supplier invoices and the debit posted from offsetting the customer invoices are then posted to the same account, resulting in a zero balance in this account.

Tax relief/recovery

This ledger code will be used for tax relief and recovery in Accounts Receivable when the relevant programs are released.

Balance correction rounding

This is the ledger code to which the expense/revenue side of a Balance rounding correction is posted by the AR Period End program.

This is an expense/revenue type account.

Balance correction control

This is the ledger code to which the balance sheet side of a Balance rounding correction is posted by the AR Period End program.

This is an asset type account.

Maintain Sales Interfaces

Select this to define the interface ledger accounts required when processing sales transactions (see AR Sales Ledger Interface).

Maintain Payments Interfaces

Indicate the interface ledger accounts required when processing payment transactions (see AR Payments Ledger Interface).

Within this function you can also define the interface ledger accounts required to be associated to each counter sale payment code (see Counter Sales Payments Interface).

Maintain Branches

Select this to edit details held against your branches (see AR Branches).

Maintain Tax Codes

Select this to edit details held against your tax codes (see Tax Code Setup).

Maintain Withholding Tax Codes

Select this to use the Withholding Tax Codes program to take on and maintain the withholding tax codes you will be using in the Accounts Receivable module.

[Note]

You can only select this function if you enabled the option: Withholding tax required (Company Tax Options Setup)

Maintain Variance Interfaces

Select this to use the AR Currency Variance GL Interface program to define the interface ledger accounts by branch/currency for the revaluation of outstanding foreign currency customer invoices using the AR Exchange Rate Revaluation program.

Cash Book

Field Description
GL control accounts

Refer to Cash Book Integration for additional information and examples on the integration of the Cash Book module to the General Ledger.

Inter-company

This is the account to which inter-company distribution amounts are posted. It serves as the link for inter-company transactions entered in the Cash Book Deposits & Withdrawals program. This account is used only if you indicated that Cash Book is linked to General Ledger in summary or detail, and you intend entering distribution codes for companies other than the one in which you are working.

Tax for deposits

This is the default account to which the tax portion of any deposit (or adjustment to a deposit) is posted during processing in the Cash Book Deposits & Withdrawals program.

All Tax only transactions for deposits processed in the Cash Book Deposits & Withdrawals program are posted to this account.

Tax for withdrawals

This is the default account to which the tax portion of any withdrawal (or adjustment to a withdrawal) is posted during processing in the Cash Book Deposits & Withdrawals program.

All Tax only transactions for withdrawals processed in the Cash Book Deposits & Withdrawals program are posted to this account.

Interbank transfer suspense

This is the clearing account used when processing interbank transfers using the Cash Book Deposits & Withdrawals program.

This should be an Asset type account.

If Cash Book is integrated to the General Ledger, then this must be a valid SYSPRO General Ledger account. In addition, you can only select the Interbank Transfers option from the Cash Book Deposits & Withdrawals program if this account is specified.

Maintain Banks

Select this to edit details held against your banks (see Banks).

Maintain Tax Codes

Select this to edit details held against your tax codes (see Tax Code Setup).

Inventory

Field Description
GL control accounts

Refer to Inventory Integration for additional information and examples on the integration of the Inventory module to the General Ledger.

Non-stocked

This account links the Inventory Control module to the non-stocked control accounts in the General Ledger.

The debit side of a non-stocked inventory receipt is passed through this link.

Non-stocked items must be received against a purchase order.

[Note]

You cannot run the Inventory Movements program if you do not enter a ledger code in this field.

Cost of goods sold adjustment

This is the account to which cost of sales adjustments are posted, arising when the inventory balance on hand goes negative.

This only applies if you are using Average costing and you have allowed the warehouse to go negative.

The adjustment value is calculated as the new cost less the old cost multiplied by the quantity received. This account is used when a receipt is entered where the current quantity on hand is negative and the costing method is based on average costing.

For example:

You sell an item you do not have (stock on hand allowed to go negative) that has a cost of 100.

When you receive stock of the item, the cost of the item is now 120. This in effect means that the cost of sales for the item you sold is understated by 20 (i.e. new cost less old cost = 120 -100 = 20). The system allocates this 20 to the Cost of goods sold adjustment account. The reference for this entry on the Inventory Distribution Report report is C.G.S.

The negative value of the stock on hand is not used in the re-averaging of the cost and must, therefore, be posted into the General Ledger system in order to reduce the inventory warehouse value.

Subcontract operations

This is the account to which postings are made when the receipt of a subcontract purchase order line is made directly to a job, and the GRN suspense system is not required.

GRN suspense

This is the account to which distribution entries are posted during processing within the AP Invoice Posting program, where GRN matching is selected.

Purchase price variance

This is the account to which distribution entries are posted during processing in the AP Invoice Posting program, where GRN matching is selected and there is a variance between the actual receipt value and the invoice value.

[Note]
  • This does not apply if Inventory is linked to the General Ledger as: Not linked to GL - no distribution report. In that case, no distribution entries are posted to this account.

  • If the Purchase Price Variance - Ignore rounding less than is set to a percentage and the variance is calculated and found to be less than this percentage, then nothing is posted to the Purchase price variance account. The variance is posted to the GRN suspense account.

ABC costing variance

This is the account to which rounding errors are posted during the processing of a receipt into stock of an item that requires Activity Based Costing.

For example: The total cost of the receipt is calculated as the quantity received multiplied by the unit cost, to which are added the total ABC costs.

The new unit cost is calculated as the total receipt cost divided by the quantity received.

Postings are only made to the ABC costing variance account if the value of the total cost of the receipt differs from the value of the new unit cost multiplied by the receipt quantity.

Goods in Transit

This is the account to which postings are made for goods in transit transactions processed against a warehouse which has not been assigned a Goods in transit control account.

This account (usually defined as an asset) is debited when processing a non-immediate transfer out, and credited when processing a transfer in.

[Note]

Your entry is validated only if the Inventory module is integrated to General Ledger in summary or detail.

This account is used if the Goods in Transit account is not defined against the warehouse (Warehouses).

Dispatched but not invoiced

This account (usually defined as an asset) is debited at the time of creating a dispatch note, and credited once the dispatch note is invoiced.

If this account is defined against the warehouse from which the items are being dispatched, then the Dispatched but not invoiced account held against the warehouse takes precedence.

This account is used if the Dispatched but not invoiced account is not defined against the warehouse (Warehouses). However, dispatches involving non-stocked items will always use the account defined here.

Maintain Inventory Interfaces

Select this to define the interface ledger accounts required when processing non sales-related inventory transactions (see Inventory Ledger Interface).

Maintain Warehouses

Select this to edit details held against your warehouses (see Warehouses).

Assets

Field Description
GL control accounts

If you selected to integrate the Assets Register module to the General Ledger (General Ledger Integration), then you must define valid general ledger accounts in the following fields.

[Note]

The ledger accounts defined here are only used if you have not defined these interfaces at asset branch level (see Assets Ledger Interface).

Refer to Assets Register Integration for additional information and examples on the integration of the Assets module to the General Ledger.

Asset control

This is the account to which the Cost/value amounts are posted for asset additions, asset disposals and changes to asset Cost/value amounts.

Profit and loss

This is the account to which postings are made for the gain/loss you incur when you dispose of an asset using the Asset Disposal program.

Profit and Loss Interco out

This field is not used in the current version of the program.

Capex in progress

This is the account which is:

  • debited when you use the Job Entry program to create a job for a capex requisition line
  • debited when you use the Asset Capex Items program to link a capex requisition line to an existing job
  • credited when you use the Part Billings program to raise an asset in suspense for a capex requisition line linked to the job (see Asset Capex Items and Assets in Suspense).
Revaluation reserve

This is the account to which postings are made when an asset is revalued using the Asset Revaluation program.

Asset clearing

This is the account to which postings are made for asset additions, asset disposals and changes to asset Cost/value amounts. The cost/cash price of asset additions is credited to this account, and the disposal amount of assets disposed of is debited to this account.

To clear this account, when transactions are processed against your fixed assets in the Cash Book and/or Accounts Payable modules, the asset cost or disposal value should be distributed to this account.

Depreciation

This is the expense account to which book value depreciation amounts are posted.

[Note]

If you select to depreciate assets at Individual asset level (Assets Register Setup) then the code you enter here is ignored for book value depreciation, irrespective of whether a ledger code is defined against the asset or not (Assets).

If you select to depreciate assets at Individual asset level and no ledger code for book value depreciation is defined against the asset, then the transaction journal is created with a blank ledger code (i.e. it does not default to the depreciation ledger code defined here).

When you use the Asset GL Integration, or GL Journal Entry or GL Post Multiple Normal Journals programs to update the General Ledger, depending on your integration level for Assets (General Ledger Integration) these entries are listed as errors which you will need to manually fix using the GL Journal Entry program.

Accumulated depreciation

This is the balance sheet account to which book value depreciation amounts are posted.

Asset inter-company clearing This is the clearing account used when transferring assets between SYSPRO companies.
Profit and loss inter-co This is the account to which the difference between the book value in the current company and the transfer Book value to the new company (Asset Inter-company Transfer) is posted.
Maintain Assets Interfaces

This function enables you to maintain ledger interface accounts for the Assets Register module at asset branch level (see Assets Ledger Interface).

Maintain Branches

This function enables you to maintain asset branches. (see Asset Branches).

Maintain Cost Centers

This function enables you to maintain asset cost centers. (see Asset Cost Centers).

Maintain Groups

This function enables you to maintain asset groups. (see Asset Groups).

W.I.P.

Field Description
GL control accounts

Refer to Work in Progress Integration for additional information and examples on the integration of the Work in Progress module to the General Ledger.

Work in progress

This is the default account to which the value of work in progress is posted when a job is created, providing that a work in progress account has not been assigned to the stock item for which the job is being created.

The ledger code defined in the Capex in Progress field (see Assets Ledger Interface) is used for all jobs created for and linked to a capex requisition line (see Asset Capex Items).

Variance

This is the account to which postings are made during the Backflushing function of the Inventory Movements program if there is a variance between the entered cost of the manufactured item and the cost of the item's material and labour allocations calculated by the system.

Automatically cleared variances

This is the default account to which work in progress variances (falling below your specified value) are posted automatically when receiving a finished part into stock from a completed job.

This applies only if standard costing is in use.

This account is only used if the Automatically cleared variance account is not defined against the warehouse (Warehouses).

WIP Inspection

This is the default account to which the Work in Progress value of goods received into inspection must be posted. This account is used if a work in progress inspection account has not been assigned to the warehouse into which the goods are to be received. If you do not enter an account at this field, then the account configured against the warehouse is used (Warehouses).

This field is only enabled if you selected the option: Work in Progress inspection required (Work in Progress Setup).

[Note]

You will be unable to receive items from inspection into stock using the WIP Inspection Maintenance program if you have not defined a WIP inspection account in this field or against the warehouse (Warehouses) and you did not select the setup option: Request ledger code at transactions (Inventory Setup).

Maintain Work Centers

Select this to edit details held against your work centers (see Work Centers).

Trade Promotions

Field Description
GL control accounts Indicate the default General Ledger accounts to which Trade Promotions transactions must be posted.

Refer to Trade Promotions Integration for additional information and examples on the integration of the Trade Promotions sub-module to the General Ledger.

Promotion accrual Indicate the default General Ledger account to which the value of accrual promotions must be credited when sales orders are processed.

The GL promotion accrual account defined against the promotion code (Promotion Code) is used if it differs from the code entered here.

Promotion expense Indicate the default General Ledger account to which the value of the accrual promotion must be debited when a sales order is processed.

The GL promotion expense account defined against the promotion code (Promotion Code) is used if it differs from the code entered here.

Deduction receivable Indicate the default General Ledger account to which to accumulate deduction amounts in the General Ledger. This will typically be the Accounts Receivable Deduction Control Account.

This can be changed for individual deduction codes (see Deduction Code). The GL deduction receivable account defined against the deduction code is used if it differs from the code entered here.

Deduction resolution Indicate the default General Ledger account to charge when a deduction is resolved for a reason other than a match to a corresponding Accrual Promotion account.

This can be changed for individual deduction codes (see Deduction Code). The GL deduction resolution account defined against the deduction code is used if it differs from the code entered here.

Deduction writeoff Indicate the General Ledger expense account to charge when a deduction is written off.

This can be changed for individual deduction codes (see Deduction Code). The GL deduction writeoff account defined against the deduction code is used if it differs from the code entered here.

Notes and warnings

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction Description
GL Integration changed

Controls access to the maintenance of general ledger integration in the General Ledger Integration program.