22 G/L Transaction Generation

This chapter contains these topics:

The following sequence shows how the G/L Transaction Generation program (P15199) is used in the billing and payment processes for the Real Estate Management system:

  1. When you initially create A/R invoices or A/P vouchers, you specify bill codes for the documents.

  2. The system places the documents, which are batch type 1, in the Tenant/Lease Billings Detail file (F1511).

  3. When you submit the documents for posting, the system runs a DREAM Writer version of the G/L Transaction Generation program, which does the following:

    • Associates the bill codes for the invoices with the code in the Lessee Flag field of the Tenant/Lease Master file (F1501) for the related leases. It then uses this association to identify the automatic accounting instructions (AAIs), which link the transactions to accounts in the general ledger. The AAI links are the following:

      • For invoices, the prefixes in the AAIs are PM for A/R revenue and RC for A/R transactions. For example, the bill code RRTL (Regular Rent Retail) would relate to the following AAIs: PMRRTL and RCRRTL.

      • For vouchers, the prefixes are RM for A/P expenses and PC for A/P transactions. For example, the bill code RENT (Rent Payment) would relate to the following AAIs: RMRENT and PCRENT.

      For more information about AAIs, see Chapter 176, "Automatic Accounting Instructions (AAIs)" in this guide.

    • Based on a processing option, you have the option to specify a value to populate the F0911 subledger if the F1511 subledger is blank on the associated F1511 record with either the tenant's address book number, the lease number, or the unit number.

    • Creates the detail transactions in the G/L Account Ledger file (F0911) and the A/R Account Ledger or A/P Account Ledger file (F0311 and F0411, respectively). The batch type is either 2 for invoices or / (forward slash) for vouchers. With invoices, the system updates the balances in the Lease Financial Summary file (F1520).

    • Creates a batch of cash receipts for automatic prepaid application if the processing options are set accordingly. This is helpful if you receive a lot of payments before the actual invoices are generated and posted. These prepayments, which are entered as unapplied cash, are applied by the G/L Transaction Generation program when you run the Post Invoices program.

      Note:

      The batch of receipts, which is batch type R, must be posted separately.

    • Marks the documents in the Tenant/Lease Billings Detail file as posted. The posted code is D.

  4. The system begins the posting process.

Caution:

A processing option for the post program (P09800) controls which DREAM Writer version of the G/L Transaction Generation program the system uses to create the transactions. Ensure that you specify the correct version in that option before you post to the general ledger or you might get unexpected results. If you do not specify a version, the system uses version ZJDE0001.

Navigation

You do not access this program from a menu in the Real Estate Management system. Therefore, you must manually inquire on it from the Version List screen of the DREAM Writer facility, which you access when you choose a report from a menu. To display the versions for G/L Transaction Generation on the Version List screen, type P15199 in the Form field and press Enter.

22.1 G/L Transaction Procedures

From the Version List screen of the DREAM Writer facility, you can copy or change a version of the program. For an overview of this facility, see Appendix B, "DREAM Writer Overview" in this guide.

22.2 Processing Options

See Section 186.7, "Prop. Mgt. G/L Trans. Gen. - Summarized (P15199)."

22.3 Technical Considerations

When billings are processed by the G/L Transaction Generation program, the following generation types control the type of batch that is created, the type of documents within the batch, and the files that are updated:

  1. Recurring billing

  2. Expense participation

  3. Sales overage

  4. Escalation

  5. Fees and interest

  6. Manual billing

Except for manual billings, all other types are generated by the system. Estimated expense participation, which is generation type 6, is not included here because the system updates the setup for recurring billings and does not create an actual invoice.

The information in the following tables shows the relationship between the generation types and the G/L Transaction Generation program. The Billings Detail History file (F1511H) and Lease Financial Summary file are in addition to the files that are identified in the processing sequence at the beginning of this chapter.

Generation Type Batch Type Created 1 Document Type Created 2 Updates F1511H Updates F1520
1 2 RD No Yes
1 / PF No No
2 2 RH No Yes
3 2 RJ Yes Yes
3 / PJ Yes No
4 2 RL No Yes
5 2 RT Yes Yes
7 2 RN No Yes
7 / PQ No No

  1. The batch type is 2 for tenant A/R invoices and / (forward slash) for tenant A/P vouchers.

  2. The document type identifies the origin and purpose of a billing.

Type Description Type Description
PF Recurring billing RJ Sales overage
PJ Sales overage RL Escalation
PQ Manual billing RN Manual billing
RD Recurring billing RT Fees and interest
RH Expense participation