Setting Up General Ledger Values

Purpose: The general ledger section of the System Control file defines parameters that control how transaction information is posted to the general ledger interface.

If you do not use the general ledger interface, you do not need to complete the system control values in this chapter.

For more information: For instructions and screen samples on how to create, change, delete, and copy a system control value, see System Control File Components.

Quick Reference of General Ledger System Control Values

This table describes briefly each system control value for the General Ledger application area and lists the control value, a short definition, other control values to which you should refer in this section, if necessary, and a column where you can indicate the value that you assigned for your company.

If you are working with multiple companies, make a copy of this table for each company on your system.

Company: ______________________________________

System Control Value	Description	Your Value
Post Coupon Liability to G/L for New Orders (D52)	Indicates whether to post coupon deferred liability to the general ledger interface for orders using a coupon payment type.	Yes/No:
Capture General Ledger Detail (E71)	Indicates whether to update the General Ledger Detail file.	Yes/No:
Post Sales G/L Using Division at Order Line Source Code (F17)	Defines whether the system posts sales to the division associated with the source code on the order detail line.	Yes/No:
Division to Exclude from General Ledger Download File (F68)	Defines the division that is excluded from populating the General Ledger Download file.	Code:
Post Inventory G/L Transactions Using Source Code Associated with Order (F81)	Defines whether the inventory postings for sales and returns use the division associated with the source code on the order header, or the default division for inventory transactions.	Yes/No:
G/L Download Type (G03)	Defines the type of general ledger download file to populate through the Generate General Ledger Download File menu option.	Code:
Post Purchase Order Additional Charges to General Ledger (G30)	Defines whether the system posts purchase order additional charges to a separate general ledger account number when you receive a purchase order and also whether the system writes a cost to the A/P Transaction file that does not include the additional charge amount.	Yes/No:
Lawson NT Company Code (H46)	Defines the company code the system uses in the General Ledger Lawson NT Interface.	Number:

Post Coupon Liability to G/L for New Orders (D52)

Purpose: Use this screen to indicate whether to post coupon deferred liability to the general ledger interface for orders using a coupon payment type.

MSR0052 CHANGE Change System Control Value 2/22/96 11:59:38 Description . : Post coupon liability to G/L for new orders. Yes/No . . . . Y (Y,N) Narrative . . . Application . : G/L Applic group . ALL Sequence# . . . 99 F3=Exit F12=Cancel

Yes/No Field: Enter Y in this field if you are using the G/L interface and would like to post coupon liability. When you enter a new order, the system

• credits the Sale G/L number defined in the Pay Type file in the amount of the coupon

• debits the Refund G/L number defined in the Pay Type file in the amount of the coupon

When the order is billed, the system

• debits the Sale G/L number defined in the Pay Type file in the amount of the sale

• credits the Sale G/L number(s) defined in the Division file in the amount of the sale

Enter N if you do not want to post coupon liability to the G/L interface. The system will post to the G/L interface only when the order is billed.

For more information: See the Work with Pay Type G/L # Screen.

Capture General Ledger Detail (E71)

Purpose: Use this screen to indicate whether to write information in the General Ledger Detail file.

MSR0052 CHANGE Change System Control Value 9/20/02 13:30:13 Description . : Capture General Ledger Detail Yes/No . . . . Y (Y,N) Narrative . . . Application . : G/L Applic group . ALL Sequence# . . . 99 F3=Exit F12=Cancel

Yes/No field: Enter Y in this field if you want the system to write details on transactions to the General Ledger Detail file. You can review this information at the Display General Ledger Detail Screen and the Display General Ledger Source Detail Screen.

Enter N or leave this field blank if you want the system to update the General Ledger Interface file without storing detail information on each transaction.

Post Sales G/L Using Division at Order Line Source Code (F17)

Purpose: Use this screen to define whether the system posts sales to the division associated with the source code on the order detail line.

MSR0052 CHANGE Change System Control Value 1/26/98 14:21:10 Description . : Post Sales G/L using division at order line source code Yes/No . . . . (Y,N) Narrative . . . Application . : G/L Applic group . ALL Sequence# . . . 99 F3=Exit F12=Cancel

Yes/No field: Enter Y in this field if you want the system to post merchandise sales, merchandise discounts, returns, discount returns, and delivery confirmations to the division associated with the source code on the order detail line.

The system will continue to post all other order amounts, such as tax and freight, as well as the offsetting transaction, to the division associated with the source code on the order header.

Cost of goods: The system will also post the cost of goods sold to the division associated with the source code on the order detail line if the Post Inventory G/L Transactions Using Source Code Associated with Order (F81) system control value is set to Y.

If this system control value is set to Y, the system:

• posts merchandise sales, merchandise discounts, returns, discount returns, and delivery confirmations to the division associated with the source code on the order detail line

• if a source code has not been defined for the order detail line, the system posts merchandise sales, merchandise discounts, returns, discount returns, and delivery confirmations to the division associated with the source code on the order header

When posting sales, the system retrieves the general ledger numbers defined for the item class in Working with Item Classes (WICL) associated with the item. If general ledger numbers are not defined for the item class or the item is not associated with an item class, the system retrieves the general ledger numbers defined for the division through Working with Divisions (WDIV).

Example: An example of how the system posts sales when the Post Sales G/L Using Division at Order Line Source Code (F17) is set to Y.

Item	G/L #s defined for item class?	Source code defined on detail line?	Results
Item 1	yes	no	The system posts merchandise sales, merchandise discounts, returns and discount returns to the general ledger numbers defined for the item class and uses the division associated with the source code on the order header.
Item 2	yes	yes	The system posts merchandise sales, merchandise discounts, returns and discount returns to the general ledger numbers defined for the item class and uses the division associated with the source code on the order detail line.
Item 3	no	no	The system posts merchandise sales, merchandise discounts, returns and discount returns to the general ledger numbers defined for the division associated with the source code on the order header.
Item 4	no	yes	The system posts merchandise sales, merchandise discounts, returns and discount returns to the general ledger numbers defined for the division associated with the source code on the order detail line.

Enter N or leave this field blank if you want the system to post merchandise sales, merchandise discounts, returns and discount returns to the division associated with the source code on the order header.

Division to Exclude from General Ledger Download File (F68)

Purpose: Use this screen to define the division that is excluded from populating the General Ledger Download file.

MSR0051 CHANGE Change System Control Value 9/28/98 15:38:10 Description . : Division to Exclude from GL Download File. Code . . . . . BQ CC JY MW TN 01 02 20 Narrative . . . Application . : G/L Applic group . ALL Sequence# . . . 99 F3=Exit F12=Cancel

Code field: Enter the division code you wish to exclude from populating the General Ledger Download file. You use Working with Divisions (WDIV) to set up division codes.

When you use Generating the General Ledger Download File (GGLD), the system excludes any general ledger numbers that are associated with this division.

Leave this field blank if you do not wish to exclude general ledger numbers that are associated with a specific division from the General Ledger Download file.

Post Inventory G/L Transactions Using Source Code Associated with Order (F81)

Purpose: Use this screen to define whether inventory postings for sales or returns should use the division associated with the source code on the order header, or the default division for inventory transactions.

MSR0052 CHANGE Change System Control Value 5/03/99 14:00:09 Description . : Post Inv G/L Transactions Using Srce Code Associated w/Order Yes/No . . . . Y (Y,N) Narrative . . . Application . : G/L Applic group . ALL Sequence# . . . 50 F3=Exit F12=Cancel

Yes/no field: Enter Y in this field to have inventory transactions related to sales and returns post to the entity and division associated with the source code on the order header. These postings occur when you make a shipment (issue (I) inventory transaction code) and process a return (customer return (C) inventory transaction code).

If the Post Sales G/L Using Division at Order Line Source Code (F17) system control value is also set to Y, the system uses the division associated with the override source code, if any, at the order detail line level.

Set this system control value to N or leave it blank to use the Division, if any, assigned to the warehouse for these postings; otherwise, use the Default Division for Inventory Transactions (C17).

The logic the system uses to determine the division for inventory postings is summarized in this table.

	Post inventory G/L transactions using source code associated with order = Y	Post inventory G/L transactions using source code associated with order = N or blank
Post sales G/L using division at order line source code = Y	Use the division associated with the source code on the order detail line, if any; otherwise, use the division associated with the source code on the order header	Use the: • Division, if any, assigned to the warehouse; otherwise, • Default Division for Inventory Transactions (C17)
Post sales G/L using division at order line source code = N or blank	Use the division associated with the source code on the order header, regardless of any override source code on the order detail line

For more information: See Accounts Payable General Ledger Overview for more information on how the cost of goods sold posts to the General Ledger Interface file for inventoried, drop ship, and non inventory items.

G/L Download Type (G03)

Purpose: Use this screen to define the type of general ledger download file to populate when you use the Generate General Ledger Download File menu option.

MSR0051 CHANGE Change System Control Value 5/31/01 14:52:49 Description . : G/L Download Type Code . . . . . LAWSON SUMMARY LAW400 LAWSNT Narrative . . . Application . : G/L Applic group . ALL Sequence# . . . 60 F3=Exit F12=Cancel

Code field: Enter the type of download file to populate when you use Generating the General Ledger Download File (GGLD). You can also use a periodic function to populate a download file.

Valid settings for this field are:

• LAWSON: populates the General Ledger Download file (IXGLDN)

• SUMMARY: populates the General Ledger Summary Download file (IXGLDS)

• LAW400: populates the General Ledger Law400 file (IXGLLN)

• LAWSNT: populates the General Ledger Lawson NT file (GLAWNT)

Post Purchase Order Additional Charges to General Ledger (G30)

Purpose: Use this screen to define whether the system posts purchase order additional charges to a separate general ledger account number when you receive a purchase order and also whether the system writes a cost to the A/P Transaction file that does not include the additional charge amount.

MSR0052 CHANGE Change System Control Value 5/06/99 12:24:56 Description . : Post PO Additional Charges to General Ledger Yes/No . . . . (Y,N) Narrative . . . Application . : G/L Applic group . ALL Sequence# . . . 100 F3=Exit F12=Cancel

Yes/No field: Enter Y in this field if you want the system to post purchase order additional charges to a separate general ledger account number when you receive a purchase order and also write a cost to the A/P Transaction file that does not include the additional charge amount; only the cost of the item at the time it was received.

When you receive a purchase order and this system control value is set to Y, the system posts any purchase order estimated additional charges, purchase order vendor item additional charges, and purchase order receipt control charges to a separate general ledger account number.

You can define the general ledger account number for each purchase order additional charge in the General ledger account number field in Work with Purchase Order Additional Charges. See Merchandising Working With PO Additional Charges (WPAC).

In order to include additional charges in the receipt cost of an item, you can not use standard costing; instead you must define FIFO or AVERAGE in the Costing Method (A25) system control value.

The system does not include purchase order estimated charges in the receipt cost of an item unless the Include PO Estimated Charges in Receipt Cost Calculation (G29) system control value is set to Y or the P/O Receipt Costing Calculation Method (A57) system control value is set to W (weight).

In order for the system to write a cost to the A/P Transaction file that does not include the additional charge amount the Use Purchase Order/Drop Ship Matching (D21) system control value must be set to Y.

Example: An example of how the system posts purchase order additional charges to the general ledger with the Post Purchase Order Additional Charges to General Ledger system control value set to Y.

Purchase order detail line:
Item	A123
Cost of item	1.50
Quantity	10
Vendor item charges	1.00 (duty)
Estimated charges	.50 (freight)
	.25 (brokerage)

Step 1: General ledger posting including additional charges:

Debit	Credit
Inventory	Inventory Offset
32.50	32.50 (1.50 + 1.00 +.50 +.25) x 10 (17.50 = additional charge amount)

Step 2: General ledger postings for additional charges:

The system debits the inventory offset account that was originally credited at the time of receipt and credits the general ledger accounts for each additional charge associated with the purchase order.

Debit	Credit
Inventory Offset	Purchase Order Charges
17.50	10.00	Duty G/L number (1.00 x 10)
	5.00	Freight G/L number (.50 x 10)
	2.50	Brokerage G/L number (.25 x 10)

Enter N or leave this field blank if you do not want the system to post purchase order additional charges to a separate general ledger number when you receive a purchase order. If this system control value is set to N or blank, the system does not perform step 2 in the example.

Lawson NT Company Code (H46)

Purpose: Use this screen to define the company code the system uses in the General Ledger Lawson NT Interface.

MSR0054 CHANGE Change System Control Value 5/31/01 15:18:16 Description . : Lawson NT Company Code Number . . . . Narrative . . . Application . : G/L Applic group . ALL Sequence# . . . 99 F3=Exit F12=Cancel

Number field: Enter the company code you wish the system to use in the General Ledger Lawson NT file. You can only enter a code that is up to 4 positions or an error message displays.

The system defaults this company code:

• in the Company field in the General Ledger Lawson NT file.

• in the Account number old field in the General Ledger Lawson NT file.

 

Note: The system uses the last three positions of this field as the company code. For example, if you enter 2525 in this field, the system uses 525.

Leave this field blank if you do not want a company code defined in the Company field and the Account number old field in the General Ledger Lawson NT file. If you do not define a company code in this field, 0 displays in the Company field and the Account number old field in the General Ledger Lawson NT file.

See System Operations Generating the General Ledger Download File (GGLD) for a layout of the General Ledger Lawson NT file.