Chapter 41: Displaying the General Ledger Interface (DGLI)

Chapter 41: Displaying the General Ledger Interface (DGLI)

Purpose: This chapter describes how to review the contents of the General Ledger (G/L) Interface file and print listings of its contents.

CWDirect posts transactions to the G/L Interface file, which you can download to your own G/L application. You define the G/L account numbers in Working with G/L Accounts (WGLA) and define their relationship to a division and financial entity in Working with Chart of Accounts (WCA). You then define which G/L number to use for posting each transaction; for example, you define the G/L number to debit for merchandise sales in Working with Pay Types (WPAY).

In this chapter:

• Work with General Ledger Interface Screen

• Display G/L Interface Details Screen

• Display General Ledger Detail Screen

• Display General Ledger Source Detail Screen

• General Ledger Source Document Type Values

• General Ledger Journal Sources

• Purge G/L Detail Window

• Print General Ledger Interface Screen

• G/L Interface Posting List

Work with General Ledger Interface Screen

How to display this screen: Enter DGLI in the Fast path field at the top of any menu or select Display General Ledger Interface from a menu.

ACR0179 DISPLAY Work with G/L Interface 2/04/98 16:43:01

The KL Mail Order Company

--- Transaction ---

Opt Ent Div G/L# Date Amount Journal Source

Type options, press Enter.

5=Display 8=Display details

3 OH 120 2/04/98 71.00CR Sale/Merchandise sale

3 OH 326 2/04/98 19.30CR Sale/Tax

3 OH 31001 2/04/98 212.30 Sale/Cash/Check

3 OH 320 2/04/98 85.00CR Sale/Merchandise sale

2 OD 220 2/04/98 31.00CR Sale/Merchandise sale

3 OH 318 2/04/98 10.00 Sale/Merchandise discount

3 OH 118 2/04/98 5.00 Sale/Merchandise discount

3 OH 0 2/04/98 212.30 Cash/Accounts Receivable

3 OH 31001 2/04/98 212.30CR Cash/Deferred Liability

1 IC 120 2/04/98 20.00CR Sale/Merchandise sale +

F3=Exit F7=Purge details F12=Cancel F21=Print

Field	Description
Ent (Entity)	A code representing a business unit within your company. You must define at least one entity. See Chapter 1: Working with Entities (WENT). Numeric, 3 positions; display-only.
Div (Division)	A code representing a group within a business entity. You must define at least one division for each entity. You define G/L numbers for sales, returns, freight, taxes and additional charges in the Division file. See Chapter 1: Working with Entities (WENT). Alphanumeric, 2 positions; display-only.
G/L#	The G/L account number to which the transaction should post. The G/L account number is defined in and validated against the General Ledger Account file. The system determines the G/L number to use by checking the appropriate file; for instance, the Inventory Transaction Code, Warehouse, Item, or Item Class files for changes to inventory valuation; the Pay Type, Division and Bank files for sales transactions. See Chapter 2: Working with G/L Accounts (WGLA), for more information on the G/L account number. See Chapter 40: General Ledger Overview, for more information on how the system uses G/L numbers for posting to the G/L Interface file. Numeric, 8 positions; optional.
Date	The date the transaction occurred. Numeric, 7 positions (MMDDYY format); optional.
Amount	The amount of the transaction. Credit transactions are distinguished from debit transactions by the CR code that appears immediately to the right. Numeric, 11 positions with a 2-place decimal; display-only.
Journal source	The description of the transaction that caused the posting. See the Journal source field description at the Display G/L Interface Details Screen for a list of valid values. Alphanumeric, 25 positions; display-only.

Screen Option	Procedure
Display a transaction	Enter 5 next to a transaction to advance to the Display G/L Interface Details Screen.
Display transaction details	Enter 8 next to a transaction to advance to the Display General Ledger Detail Screen.
Purge transaction details	Press F7 to display the Purge G/L Detail Window.
Print a listing	Press F21 to print the G/L Interface Posting List.

Display G/L Interface Details Screen

Purpose: Use this screen to review header information, such as the transaction date, time and amount for transactions posted to the G/L Interface file.

How to display this screen: Enter 5 next to a transaction at the Work with General Ledger Interface Screen.

Note: You can display this screen for a transaction only if you have defined the G/L number in the Chart of Accounts file. See Chapter 4: Working with Chart of Accounts (WCA).

ACR0180 DISPLAY Display G/L Interface Details 2/04/98 17:01:53

The KL Mail Order Company

Entity . . . . . . . . . . . . : 1

Division . . . . . . . . . . . : IC

G/L # . . . . . . . . . . . . : 120

Transaction date . . . . . . . : 2/04/98

Transaction time . . . . . . . : 9:42:42

Transaction amount . . . . . . : 20.00CR

Journal source . . . . . . . . : M

Date posted . . . . . . . . . :

Cross reference # . . . . . . :

F3=Exit F12=Cancel

Field	Description
Transaction time	The time the transaction was posted to the G/L Interface file. Numeric, 6 positions (HHMMSS format); display-only.
Journal source	A code representing a type of transaction. The description of the journal source appears on the Work with General Ledger Interface Screen. Valid values and their descriptions are: A: Sale/Additional Freight B: Cash/Deferred Liability C: Sale/Additional Charge D: Sale/Merchandise Discount E: A/R F: Sale/Freight G: Sale/GST H: Sale/Handling I: Sale/Hidden Freight
	J: Accounts Receivable/Offset K: Sundry/C/R Sundry Credit L: Sundry/C/R Sundry Debit M: Sale/Merchandise Sale N: Purchase/Accounts Payable Expense O: Cash/Accounts Receivable Credit Card P: Sale/PST Q: Cash/Credit Card Deposit R: Sale/Merchandise Return
	S: Coupon/Deferred Liability T: Sale/Tax U: Purchase/Accounts Payable V: Item/Inventory Value W: Item/Inventory Offset X: Refund/Cancel Y: Disbursement/Accounts Payable Z: Sale/Currency Fluctuation 1: Cash/Accounts Payable 2: Cash/Accounts Receivable 3: Sale/Cash or Check
	4: Sale/Coupon or Gift Certificate 5: Sale/Credit Card 6: Sale/Accounts Receivable 7: Sale/COD 8: Refund/Refund 9: Refund/Writeoff *: A/R Adjustment #: A/R Adjustment Offset %: Rfnd/Write Off Offset
	@: Refund/Refund Offset $: Rfnd/Cancel offset &: Disb/Accounts Payable Offset +: Delivery Confirmation -: Delivery Confirmation Offset { = Pre bill dep merch } = Pre bill dep merch offset / = Forfeiture Fee Alphanumeric, 1 position; display-only, assigned by the system.
Date posted	The date you posted the entry to your G/L. Numeric, 7 positions; display-only.
Cross reference #	The chart of accounts number from your general ledger. The cross reference number is defined in the Chart of Accounts file. See Chapter 4: Working with Chart of Accounts (WCA). Alphanumeric, 30 positions; display-only.

Display General Ledger Detail Screen

Purpose: Use this screen to review the transactions that caused this general ledger posting. You can use this screen to track a general ledger posting back to the source transactions, for example, if you are trying to resolve general ledger discrepancies.

This screen is available only if the Capture General Ledger Detail (E71) system control value is set to Y.

How to display this screen: Enter 8 next to a transaction at the Work with General Ledger Interface Screen.

GLR0048 DISPLAY Display General Ledger Detail 8/21/00 10:49:01

KAL Co.

Journal source . . : Sale/Credit Card

Transaction date . : 8/21/00

Entity . . . . . . : 555 ENTITY 555

Division . . . . . : 55 DIVISION FOR ENTITY 555

G/L . . . . . . . . : 55543 SALE

Opt Seq # Time Invoice/Sq/Order # /CustSldT/Shp/PT/+ Amount

Type options, press enter

5=Display

1 10:19:23 0000592/01/00003952/000000158/001/04/+ 861.00

2 10:48:48 0000594/01/00003954/000000158/001/04/+ 861.00

3 10:48:48 0000594/01/00003954/000000158/001/04/+ 52.50

F3=Exit F12=Cancel

Field	Description
Journal source	The description of the transaction that caused the posting. See the Journal source field description at the Display G/L Interface Details Screen for a list of valid values. Alphanumeric, 25 positions; display-only.
Transaction date	The date the transaction was posted to the General Ledger Interface. Numeric, 6 positions (MMDDYY format); display-only.
Entity	The code and description of the entity where the transaction posted. Numeric, 3 positions; display-only.
Division	The code and description of the division where the transaction posted. Alphanumeric, 3 positions; display-only.
G/L (General ledger account number)	The G/L account number and description to which the transaction posted. The G/L account number is defined in and validated against the General Ledger Account file. The system determines the G/L number to use by checking the appropriate file; for instance, the Inventory Transaction Code, Warehouse, Item, or Item Class files for changes to inventory valuation; the Pay Type, Division and Bank files for sales transactions. See Chapter 2: Working with G/L Accounts (WGLA), for more information on the G/L account number. See Chapter 40: General Ledger Overview, for more information on how the system uses G/L numbers for posting to the G/L Interface file. Numeric, 8 positions; optional.
Seq #	The number assigned to each transaction posted to the entity, division and G/L # on the specified date. The system increments this value by 1 each time a transaction is posted. Numeric, 5 positions; assigned by the system, display-only.
Time	The time each transaction posted to this general ledger number for the division, entity and date specified. Numeric, 6 positions (HHMMSS); display-only.
Source document description	A description of the source document type associated with the transaction. The journal source determines which source document type is associated with a transaction. See General Ledger Source Document Type Values for a listing of the values sent to this field based on the journal source and source document type.
	Valid source document types and their descriptions are: W (Warehouse Inventory): Inventory transaction type/Warehouse code/Item/SKU/Other I (Invoice Sale): Invoice #/Ship to #/Line #/Order #/Customer sold to #/Customer bill to # O (Refund): Order #/Order payment method sequence #/Gift or Coupon #/Customer sold to #/Check # C (Invoice Payment): Invoice #/Order payment method sequence #/Order #/Customer sold to #/Ship to #/Pay type code A (Accounts Receivable): Customer bill to #/A/R open item #/Check #/Customer sold to #/Invoice # V (Accounts Payable): Vendor #/A/P invoice #/Check #/Purchase order # B (Sundry Cash): Cash receipt batch #/Customer bill to # D (Deferred Liability): Cash receipt batch #/Order #/Order payment method sequence #/Order batch #
	Example: Source document type C is associated with the Sale/Credit Card (code 5) journal source. Since the source document type is C, the values that default to the Source document description field for the Sale/Credit Card journal source are: • Invoice # • Order payment method sequence # • Order # • Customer sold to # • Ship to # • Pay type code 0000592/01/00003952/000000158/001/04/+ A + indicates you can review more fields at the Display General Ledger Source Detail Screen. Alphanumeric, 25 positions; display-only.
Amount	The amount of the transaction. Credit transactions are distinguished from debit transactions by the CR code that appears immediately to the right. Numeric, 11 positions with a 2-place decimal; display-only.

Screen Option	Procedure
Review general ledger source detail	Enter 5 next to a transaction to advance to the Display General Ledger Source Detail Screen. This option is available only if you have not used the Purge G/L Detail Window to purge detail records for this date.

General Ledger Source Document Type Values

Source document type: Identifies the type of document that originates a posting to the General Ledger Detail file. For example, a source document type of C indicates that the transaction originated from an invoice for a particular payment method on an order.

Possible source document types are listed in the following table.

Source Document Type	Fields Used
A = Accounts Receivable	• Customer bill to # • Check # • Customer sold to # • Invoice #
B = Sundry Cash	• Cash receipt batch # • Customer bill to #
C = Invoice Payment	• Invoice # • Order payment method sequence # • Order # • Sold to # • Ship to # • Pay type code
D = Deferred Liability	• Cash receipt batch # • Order # • Order payment method sequence # • Order batch # Note: Order # and Order payment method sequence # only default if the Deferred Liability Cash Post Method (C48) system control value is set to ORDER.
I = Invoice Sale	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to # • Pay type code
O = Refund	• Order # • Order payment method sequence # • Gift/coupon # • Customer sold to # • Check #
V = Accounts Payable	• Vendor # • A/P Invoice # • Check # • Purchase order #
W = Warehouse Inventory	• Inventory transaction type • Warehouse code • Item • SKU • Other Note: The system does not create a * transaction history record when you update the standard or average cost of an item; however, the * transaction type is still used in the General Ledger Interface Detail. See * = Change Average or Standard Cost.

General Ledger Journal Sources

This table lists the values the system defaults for a transaction, based on the journal source and source document type associated with the transaction. You can review all of the details associated with a transaction at the Display General Ledger Source Detail Screen.

Note: If a particular field defined for a source document type is not available for a journal source, the field remains blank.

Journal Source	Source Document Type	Fields Sent
A: Sale/Additional Freight	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to # • Pay type code
B: Cash/Deferred Liability	D	• Cash receipt batch # • Order # • Order payment method sequence # • Order batch # Note: Order # and Order payment method sequence # only default if the Deferred Liability Cash Post Method (C48) system control value is set to ORDER.
C: Sale/Additional Charge	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #
D: Sale/Merchandise Discount	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #
E: A/R	A	• Customer bill to # • Check # • Customer sold to # • Invoice #
F: Sale/Freight	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #
G: Sale/GST	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #
H: Sale/Handling	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #
I: Sale/Hidden Freight	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #
J: Accounts Receivable/Offset	A	• Customer bill to # • A/R open item # • Check # • Customer sold to # • Invoice #
K: Sundry/C/R Sundry Credit	B	• Cash receipt batch # • Customer bill to #
L: Sundry/C/R Sundry Debit	B	• Cash receipt batch # • Customer bill to #
M: Sale/Merchandise Sale	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #
N: Purchase/Accounts Payable Expense	V	• Vendor # • A/P Invoice # • Check # • Purchase order #
O: Cash/Accounts Receivable Credit Card	C	• Invoice # • Order payment method sequence # • Order # • Sold to # • Ship to # • Pay type code
P: Sale/PST	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #
Q: Cash/Credit Card Deposit	C	• Invoice # • Order payment method sequence # • Order # • Customer sold to # • Ship to # • Pay type code
R: Sale/Merchandise Return	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #
S: Coupon/Deferred Liability	O	• Order # • Order payment method sequence # • Gift/coupon # • Customer sold to # • Check #
T: Sale/Tax	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #
U: Purchase/Accounts Payable	V	• Vendor # • A/P invoice # • Check # • Purchase order #
V: Item/Inventory Value	W	• Inventory transaction type • Warehouse code • Item • SKU • Other Note: The system does not create a * transaction history record when you update the standard or average cost of an item; however, the * transaction type is still used in the General Ledger Interface Detail. See * = Change Average or Standard Cost.
W: Item/Inventory Offset	W	• Inventory transaction type • Warehouse code • Item • SKU • Other Note: The system does not create a * transaction history record when you update the standard or average cost of an item; however, the * transaction type is still used in the General Ledger Interface Detail. See * = Change Average or Standard Cost.
X: Refund/Cancel	O	• Order # • Order payment method sequence # • Gift/coupon # • Customer sold to # • Check #
Y: Disbursement/ Accounts Payable	V	• Vendor # • A/P invoice # • Check # • Purchase order #
Z: Sale/Currency Fluctuation	C	• Invoice # • Order payment method sequence # • Order # • Customer sold to # • Ship to # • Pay type code
1: Cash/Accounts Payable	V	• Vendor # • A/P invoice # • Check # • Purchase order #
2: Cash/Accounts Receivable	A	• Customer bill to # • Check #
3: Sale/Cash or Check	C	• Invoice # • Order payment method sequence # • Order # • Customer sold to # • Ship to # • Pay type code
4: Sale/Coupon or Gift Certificate	C	• Invoice # • Order payment method sequence # • Order # • Customer sold to # • Customer ship to # • Pay type code
5: Sale/Credit Card	C	• Invoice # • Order payment method sequence # • Order # • Customer sold to # • Customer ship to # • Pay type code
6: Sale/Accounts Receivable	C	• Invoice # • Order payment method sequence # • Order # • Customer sold to # • Customer ship to # • Pay type code
7: Sale/COD	C	• Invoice # • Order payment method sequence # • Order # • Customer sold to # • Customer ship to # • Pay type code
8: Refund/Refund	O	• Order # • Order payment method sequence # • Gift/coupon # • Customer sold to # • Check #
9: Refund/Writeoff	O	• Order # • Order payment method sequence # • Gift/coupon # • Customer sold to # • Check #
*: A/R Adjustment	A	• Customer bill to # • A/R open item # • Check # • Customer sold to # • Invoice #
#: A/R Adjustment Offset	A	• Customer bill to # • A/R open item # • Check # • Customer sold to # • Invoice #
$: Refund/Cancel Offset	O	• Order # • Order payment method sequence # • Gift/coupon # • Customer sold to # • Check #
@: Refund/Refund Offset	O	• Order # • Order payment method sequence # • Gift/coupon # • Customer sold to # • Check #
%: Refund/Write Off Offset	O	• Order # • Order payment method sequence # • Gift/coupon # • Customer sold to # • Check #
&: Disbursement/ Accounts Payable Offset	V	• Vendor # • A/P invoice # • Check # • Purchase order #
+: Delivery Confirmation	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #
-: Delivery Confirmation Offset	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #
{: Pre-Bill Deposit Merch	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #
: Pre-Bill Dep Merch Offset	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #
/: Forfeiture Fee	I	• Invoice # • Ship to # • Line # • Order # • Customer sold to # • Customer bill to #

Display General Ledger Source Detail Screen

Purpose: Use this screen to review the details of a transaction that caused this general ledger posting.

This screen is available only if the Capture General Ledger Detail (E71) system control value is set to Y and you have not used the Purge G/L Detail Window to purge detail records for this date.

How to display this screen: Enter 5 next to a transaction at the Display General Ledger Detail Screen.

GLR0104 DISPLAY Display General Ledger Source Detail 8/21/00 12:47:31

KAL Co.

Journal source . . : Sale/Credit Card Transaction date 8/21/00

Entity . . . . . . : 555 ENTITY 555

Division . . . . . : 55 DIVISION FOR ENTITY 555

G/L . . . . . . . . : 55543 SALE

Seq # / Time . . . : 1 10:19:23

Amount . . . . . . : 861.00

Source Document Field Value Source Document Field Value

Invoice Number(Invoice) 592 A/P Invoice#(AP Invoice#)

Ship-to (Shp) 1 Warehouse(Whs) 0

Line # (Iln) 1 Item (Item )

OPM Seq # (Sq) 1 SKU (SKU )

Order #(Order #) 3952 PO# (Purorder) 0

Order Batch # (OrdBT) 0 PO Line # (LNP) 0

Customer Sold To (CustSldT) 158 VCB (VenChgBack) 0

Customer Bill-to (CustBt) 24 Inven Trans Type (T)

A/R Open Item # (AROpen#) 0 Vendor # (Vendor#) 0

Check # (Check#) 0 Gift Cert/Coupon# (Gft/Cp#) 0

Cash Rec.Batch# (CshRecB) 0 Payment Type (PT) 4

F3=Exit F12=Cancel

Field	Description
Journal source	The description of the transaction that caused the posting. See the Journal source field description at the Display G/L Interface Details Screen for a list of valid values. Alphanumeric, 25 positions; display-only.
Transaction date	The date the transaction was posted to the General Ledger Interface. Numeric, 6 positions (MMDDYY format); display-only.
Entity	The code and description of the entity where the transaction posted. Numeric, 3 positions; display-only.
Division	The code and description of the division where the transaction posted. Alphanumeric, 3 positions; display-only.
G/L	The G/L account number and description to which the transaction posted. The G/L account number is defined in and validated against the General Ledger Account file. The system determines the G/L number to use by checking the appropriate file; for instance, the Inventory Transaction Code, Warehouse, Item, or Item Class files for changes to inventory valuation; the Pay Type, Division and Bank files for sales transactions. See Chapter 2: Working with G/L Accounts (WGLA), for more information on the G/L account number. See Chapter 40: General Ledger Overview, for more information on how the system uses G/L numbers for posting to the G/L Interface file. Numeric, 8 positions; optional.
Seq #	The number assigned to each transaction posted to the entity, division and G/L # on the specified date. The system increments this value by 1 each time a transaction is posted. Numeric, 5 positions; assigned by the system, display-only.
Time	The time each transaction posted to this general ledger number for the division, entity and date specified. Numeric, 6 positions (HHMMSS); display-only.
Amount	The amount of the transaction. Credit transactions are distinguished from debit transactions by the CR code that appears immediately to the right. Numeric, 11 positions with a 2-place decimal; display-only.
Source document / Field value	Fields that may be populated, based on the source document type and journal source associated with the transaction you are reviewing. The fields available are: • Invoice # • Ship to # • Line # • Order payment method sequence # • Order # • Order batch # • Customer sold to # • Customer bill to # • A/R open item # • Check # • Cash receipt batch #
	• A/P invoice # • Warehouse code • Item • SKU • Purchase order # • Purchase order line # • Vendor charge back # • Inventory transaction type • Vendor # • Gift certificate or Coupon # • Payment type

Purge G/L Detail Window

Purpose: Use this window to purge records from the General Ledger Detail file for a range of dates.

How to display this window: Press F7 at the Work with General Ledger Interface Screen.

Purge G/L Detail

Start date . .

End date . . .

F3=Exit

Completing this window: Enter a Start date and an End date in MMDDYY format to submit the PURGE_GLD job. This job purges records from the General Ledger Detail file for the specified date range.

Print General Ledger Interface Screen

Purpose: Use this screen to print the G/L Interface Posting List, which lists all transactions posted to the G/L Interface file for a period of time.

How to display this screen: Press F21 at the Work with General Ledger Interface Screen.

GLR0031 ENTER Print General Ledger Interface 2/04/98 17:08:14

The KL Mail Order Company

Start Date .

End Date .