Journal Balance Errors

When you define ledgers, specify them as balanced or unbalanced. Journal entries for balanced ledgers, such as an actuals ledger, must be in balance before posting. A journal balance error occurs when an unbalanced journal is targeted to a balanced ledger.

Journal Edit Errors

When you edit journals, General Ledger verifies that all ChartField values are valid as of the journal date. A journal edit error occurs if you enter an invalid ChartField value or combination on the journal lines. This error category also includes other line errors, such as a blank currency code or an invalid OpenItem reference value.

Control Total Errors

When you edit journals, any amounts entered on the Journal Entry Totals page are checked against the actual totals of the journal line amounts.

Journal Amount Errors

Foreign amounts and monetary amounts in a journal line must have the same sign. This error processing verifies that all amounts are either positive or negative.

Journal Date Errors

The journal date is validated against the open period. An error is generated if the journal date entered is not within the specified open period.

General Ledger Definition - Definition

BUS_UNIT_TBL_GL1

Set Up Financials/Supply Chain, Business Unit Related, General Ledger, General Ledger Definition, Definition

Define a General Ledger business unit.

Business Unit ID Numbers

BU_ID_NBRS_GL_SEC

Click the Business Unit ID Numbers link on the General Ledger Definition - Definition page.

Enter the ID for the reporting entity for a business unit.

Incremental Calculation Method

BU_ADB_INCR_SEC

Click the ADB Incremental Calc Method (ADB incremental calculation method) link on the General Ledger Definition - Definition page.

Identify the ADB definition and period type combinations that the system runs regularly, and use the incremental method to calculate average balances.

Base Currency

Enter a code for the only primary currency for the General Ledger business unit. The base currency is sometimes referred to as the book currency. It is usually the local currency for the organization, although it can be different.

As of Date

Enter a date that is the benchmark for the system’s current reporting period and calculations of year-to-date amounts. The as-of date is a report option on PS/nVision report requests. When you change the as-of date for a business unit, all reports using this option run relative to the as-of date that you specify here, so it is not necessary to change the report specifications.

Default SetID

Enter a setID to determine the preliminary tableset sharing setup for the business unit. This field does not appear after the business unit is created.

Create BU (create business unit)

Click to create a new business unit. After you create the business unit, this button is not available.

Holiday List

Select to identify holiday calendars for different countries or business units. Several General Ledger processes—including the Journal Post process, the Journal Entry process, and many others—use this calendar to determine working days and limit journal dates to working days only.

Customer Vendor Affiliate

Select to obtain the interunit ChartField value from the customer or vendor tables when you create a transaction for the business unit.

Enable Document Sequencing

Select to use document sequencing for business units that operate in a country requiring it. You can track journal entries by document sequence number, if desired.

Consol - For Eliminations Only (consolidate - for eliminations only)

To automate the elimination of intercompany transactions, select to set up this special type of General Ledger business unit as an eliminations entity for consolidations processing.

Standard ID Qualifier

Select the qualifier for the type of reporting entity.

ID Num (ID number)

Enter the ID number for the reporting entity for the business unit.

Average Daily Balances

Select an ADB definition from a list of definitions on the Average Daily Balance Definition - Definition page.

Select only ADB definitions that you run regularly (for example, month-to-date averages).

Period Type

Select a period type to associate with the definition. Values are:

Date to Date: Calculates ADBs from a beginning date to the run request date.

Month to Date: Calculates ADBs from the first day of the month (which is the beginning date of the accounting period in which the run request date falls) to the run request date. To use this option, the detail ledger for the business unit must be tied to a detail calendar that uses monthly periods.

Quarter to Date: Calculates ADBs from the first day of the quarter (the beginning date of the first accounting period in the quarter in which the run request date falls) to the run request date. To use this option, the detail ledger for the business unit must be tied to a detail calendar that uses monthly periods 1 through 12.

Regular Date: Calculates average balances for the date range specified on the Average Daily Balance Process - Request page.

Regular Period: Calculates ADBs for a specified period range in a specified fiscal year. The calculations use the beginning date of a From period to the ending date of a To period.

Year to Date: Calculates ADBs from the first day of the year (which is the beginning date of accounting period 1) to the run request date.

Journal Options

BUS_UNIT_TBL_GL2

Set Up Financials/Supply Chain, Business Unit Related, General Ledger, General Ledger Definition, Journal Options

Specify how the system handles the journal error processing options for a business unit and how the system determines the process date for journal processing.

Balance Suspense ChartFields

BU_JE_BS_CFS_SEC

Click the Balance Suspense ChartFields link on the Journal Options page.

Specify the suspense ChartFields for balancing errors for a business unit.

Edit Suspense ChartFields

BU_JE_ES_CFS_SEC

Click the Edit Suspense ChartFields link on the Journal Options page.

Specify the suspense ChartFields for journal edit errors for a business unit.

Amount Suspense ChartFields

BU_JE_AS_CFS_SEC

Click the Amount Suspense ChartFields link on the Journal Options page.

Specify the suspense ChartFields for journal amount errors for a business unit.

Journal Balance Option

Specify how the system handles balancing errors for the business unit. Values are:

Recycle: Marks journal containing this error as invalid and prevents you from posting them. Once you've made the corrections and reedited the journal, you can post the journal successfully.

Suspend: Posts the amount required to bring each journal into balance to suspense ChartFields.

Balance Suspense ChartFields

Click to access the Balance Suspense ChartFields page.

Journal Edit Errors Option

Specify how the system handles journal edit errors for the business unit. Values are:

Recycle: Marks journal entries containing errors as invalid and prevents you from posting them. Once you've made the corrections and reedited the journal, you can post the journal successfully.

Suspend: Moves the journal entry amounts containing errors into suspense ChartFields and enables you to continue with the posting. Access the Edit Suspense ChartFields page to specify the ChartFields and ChartFields values that need to be suspended.

Edit Suspense ChartFields

Click to access the Edit Suspense ChartFields page.

Control Total Option

Specify how the system handles control total errors for the business unit. Values are:

Recycle: Marks journal containing control total mismatches as invalid and prevents you from posting them. Once you've made the corrections or changed the control totals and reedited the journal, you can post the journal successfully.

N/A: Excludes any control totals previously set. The N/A option is available only for control total errors.

Journal Amount Errors Option

Specify how the system handles errors when the foreign amounts and the monetary amounts do not have the same sign. For example, the system must determine how to handle errors for a journal that has a foreign amount that is 10.00 GBP and the monetary amount is -200.00 USD. Values are:

Accept: Accepts the amounts and does not generate an error.

Recycle: Marks journal entries containing errors as invalid and prevents you from posting them. Once you've made the corrections and reedited the journal, you can post the journal successfully.

Suspend: Posts the journal to a suspense account with the monetary amount sign reversed. In the preceding example, the suspense line has a foreign amount of 10.00 GBP and a monetary amount of -200.00 USD. Access the Amount Suspense ChartFields page to specify the ChartFields and ChartField values for the suspense account for balancing errors.

Amount Suspense ChartFields

Click to access the Amount Suspense ChartFields page.

Journal Process Date

Specify how processes determine the process date for journals. The Journal Post process (GLPPPOST), the Journal Generator process (FS_JGEN), and many other General Ledger processes, support the use of the Process Date option. Values are:

Current Date: For general ledger processes that use the process date in their run controls, uses the date at the time that the batch process runs.

Process Date: Uses a date that you specify in the next field for all journals in the batch. The system permits you to enter only a working calendar day. Before you run any processes that use a process date, you can use the Maintain GL BU Process Date (maintain general ledger business process date) process to perform a mass update of the journal process date. You can run this process for an individual business unit, a range of business units, or all business units.

Process Date

Specify a process date.

Journal Date < Open From Date

Interunit journals contain multiple journals, one for each related business unit. Each business unit and its ledger group can have different accounting period opening and closing options. A journal date can be open for one business unit, and closed for another. You can make the Journal Edit process change the journal date if its period is closed, so the journal (if valid for all other edits) can be posted to an open period.

When the journal date is less than the open-from date, recycle the journal or change the journal date to the open-from date.

Journal Date > Open To Date

When the journal date is greater than the open-to date, either recycle the journal or change the journal date to the open-to date.

Allow Different Unpost Date

Select to enable users to specify an unpost date for a posted journal. This date becomes the journal date for the unpost journal when the original journal is unposted. The unposting journal carries its original journal date in the UNPOST_JRNL_DATE field. The default is not to allow unpost dates.

For interunit journals, users cannot change an unpost date if any of the business units are not enabled for this. Otherwise, all journals in the set use the user-specified date.

For suspense correction journals, the system uses the same date as the base journal.

For reversals, the system uses the original journal date unless the period is closed. There is a runtime option for reversal the journal date if the original period is closed.

Group

Specify the account balancing group to distinguish balance-sheet accounts from off-balance-sheet accounts.

ChartField

Specify the type of ChartField (such as Account or Department) for suspense entries for balancing errors.

ChartField Value

Specify the ChartField value for suspense entries for balancing errors.

Currency Options

BUS_UNIT_TBL_GL3

Set Up Financials/Supply Chain, Business Unit Related, General Ledger, General Ledger Definition, Currency Options

Specify the journal currency options for a business unit.

Currency Balancing Option

Specify how journal lines are balanced for a particular business unit. Values are:

Balance by All Currencies: Balances by individual transaction currency type. For example, all lines in British pounds are balanced together, and all lines in Mexican pesos are balanced together. Select this option when the Keep Ledgers in Sync option is selected for the ledger group.

Balance by Base Currency Only: Balances all journal lines by the base currency only.

Base Currency Adjust Option

Select to control manual adjustments to the base currency in foreign currency journals for a particular business unit. Values are:

Allow Base Curr Adjustments (allow base currency adjustments): Enables you to directly change the base currency amount on foreign currency journal lines.

Disallow Base Cur Adjustments (disallow base currency adjustments): Prevents you from directly changing the base currency amount on foreign currency journal lines.

Foreign Currencies per Journal

Select to control the number of foreign currencies for each journal for a particular business unit. Values are:

Multiple Foreign Currencies: Allows journals to contain lines in multiple foreign currencies.

Only One Foreign Currency: Allows journals to contain lines only in the base currency and a single foreign currency. You must specify the foreign currency in the journal header.

No Foreign Currencies: Allows journals to contain lines only in the base currency.

Approval Options

BUS_UNIT_TBL_GL4

Set Up Financials/Supply Chain, Business Unit Related, General Ledger, General Ledger Definition, Approval Options

Specify journal entry approval options for a business unit.