Generating the General Ledger Download File (GGLD)
Purpose: You can use the Generate General Ledger Download File menu option to populate a download file, which you can then use to transfer general ledger information to an external accounting system.
In this topic:
• Generate General Ledger Download File Screen
• General Ledger Download File (IXGLDN)
• General Ledger Summary Download File (IXGLDS)
• General Ledger Download Audit Report
• General Ledger Law400 File (IXGLLN)
• General Ledger Lawson NT File (GLAWNT)
Different download files: The G/L Download Type (G03) system control value controls which file the system populates when you use this menu option.
G/L Download Type System Control Value Set to: |
Produces: |
SUMMARY |
General Ledger Summary Download File (IXGLDS) This setting also produces the General Ledger Download Audit Report. |
LAWSON |
|
LAW400 |
|
LAWSNT |
When you use the Generate General Ledger Download file menu option, the system:
• verifies that the debits and credits for the specified date range are in balance. If the debits and credits are not in balance, the system displays the following error message:
General Ledger for selected date range is out of balance.
• selects all records from the General Ledger Interface file (GLINTR) that:
• are earlier than or equal to the date you specified for the download, and
• have a blank Date posted field, and
• are not in the division defined in the Division to Exclude from General Ledger Download File (F68) system control value.
• populates the appropriate download file. If there are already records in this file, the system appends the new records
Note: The system does not clear the existing contents of the file automatically when you use this menu option to populate the file.
• updates the Date posted field in the General Ledger Interface file for each selected record. You cannot use Resetting the General Ledger Interface File (RGLI) against any posted general ledger records.
If the general ledger is out of balance: If the system displays a message indicating that the general ledger is out of balance, you must resolve this situation before you can populate the download file. Incomplete transactions, such as orders that have not been completely processed by the background jobs, can put the general ledger out of balance.
You can print the General Ledger Control Report for the specified date range to identify and resolve the imbalance.
Periodic function: In addition to the Generate General Ledger Download File menu option, you can also use a periodic function to populate the download file for your company. Use the program name GLR0078 for this periodic function.
If the general ledger is out of balance, the system sends a message to QSYSOPR. This message indicates that the general ledger was out of balance, and includes the user ID of the person who executed the periodic process.
See Working with Periodic Functions (WPER) for more information on setting up a periodic function.
Generate General Ledger Download File Screen
Purpose: Use this screen to generate the download file and to select the last date to include.
How to display this screen: Enter GGLD in the Fast path field at the top of any menu or select Generate General Ledger Download File from a menu.
GLR0074 ENTER Generate General Ledger Download File 2/18/99 12:45:23 EZK Mail Order
G/L Download Type: LAWSNT
Date . . . . . . . . 21899
F3=Exit F9=Submit F12=Cancel |
Field |
Description |
G/L download type |
The setting in the G/L Download Type (G03) system control value appears here. You must specify a download type in this system control value in order to populate a general ledger download file. Valid values are: LAWSON: produces the General Ledger Download File (IXGLDN) LAW400: produces the General Ledger Law400 File (IXGLLN) SUMMARY: produces the General Ledger Summary Download File (IXGLDS) LAWSNT: produces the General Ledger Lawson NT file. Alphanumeric, 10 positions; display-only. |
Date |
The last date to include in the download file. The system selects General Ledger Interface records that: • are earlier than or equal to the date you enter • have a blank Date posted • are not associated with the division defined in the Division to Exclude from General Ledger Download File (F68) system control value Numeric, 6 positions (MMDDYY format); required. |
Note: If any general ledger accounts are out of balance for the selected period, an error message displays and you will not be able to populate the download file until you correct the problem. See Accounts Payable Resetting the General Ledger Interface File (RGLI).
Completing this screen: Select F9 to generate the download file. A message displays indicating a batch job was submitted:
Job 877443/KLETENDRE/GL_DWNLD submitted to job queue QBATCH in library.
General Ledger Download File (IXGLDN)
Purpose: The system populates this file if the G/L Download Type (G03) system control value is set to LAWSON.
Field Name |
Attributes |
Field Description/Contents |
Run group |
Alphanumeric, 12 positions |
Composed of CW + the date the file was populated, in CCYYMMDD format. For example, the run group for a record created on February 19, 2003 is CW20030219. |
Sequence number |
Numeric, 6 positions |
A unique sequence number assigned by the system to each record each time you generate the download file. |
Company |
Numeric, 4 positions |
The first 4 positions of the Cross reference number field in Working with Chart of Accounts (WCA). If the first 4 positions include a non-numeric character, such as a hyphen (-) the system skips this character and takes the first 4 numeric values. For example, if the Cross reference number is 100-10-12345, the Company will be 1000. If the Cross reference number field does not contain numeric characters, the Company field will not be populated consistently. |
Company old |
Alphanumeric, 31 positions |
The first 11 positions of the Cross reference number field in Work with Chart of Accounts (fast path = WCA). |
Account number old |
Alphanumeric, 31 positions |
Positions 12-19 of the Cross reference number field in Work with Chart of Accounts (fast path = WCA). |
Source code |
Alphanumeric, 1 position |
The Journal source field from the General Ledger Interface file, indicating the type of transaction that generated the posting. See Accounts Payable Displaying the General Ledger Interface (DGLI) for a list of journal source codes. |
Transaction date |
Numeric, 8 positions (CCYYMMDD format) |
The date this record was downloaded to the General Ledger Download file. For example, the transaction date for a record created on February 19, 1999 is 19990219. |
Reference |
Alphanumeric, 10 positions |
Composed of CW + the date the download file was created. For example, the Reference for a record created on February 19, 1999 is CW19990219. |
Description |
Alphanumeric, 30 positions |
Same as the Reference field. |
Currency code |
Alphanumeric, 5 positions |
Blank |
Units amount |
Numeric, 15 positions with a 2-place decimal |
0.00 |
Units amount sign |
Alphanumeric, 1 position |
Blank |
Transaction amount |
Numeric, 15 positions with a 2-place decimal |
The Transaction amount field from the General Ledger Interface file. |
Transaction amount sign |
Alphanumeric, 1 position |
+ if the transaction amount is positive. - if the transaction amount is negative. |
Base amount |
Numeric, 15 positions with a 2-place decimal |
The transaction amount field from the General Ledger Interface file. |
Base amount sign |
Alphanumeric, 1 position |
+ if the transaction amount is positive. - if the transaction amount is negative. |
Base rate |
Numeric, 12 positions with a 6-place decimal |
.000000 |
System |
Alphanumeric, 2 positions |
CW |
Program code |
Alphanumeric, 5 positions |
Blank |
Auto rev |
Alphanumeric, 1 position |
N |
Posting date |
Numeric, 8 positions (CCYYMMDD format) |
The date of the transaction from the General Ledger Interface file, converted into 8-position format. For example, the posting date for a record from February 19, 1999 is 19990219. |
Activity |
Alphanumeric, 15 positions |
Blank |
Account category |
Alphanumeric, 5 positions |
Blank |
Document number |
Alphanumeric, 15 positions |
CW + the date the download file was created + the sequence number for this record. For example, the document number for the first record created on February 19, 1999 is CW19990219000001. |
To base amount |
Numeric, 15 positions with a 2-place decimal |
1.00 |
To base amount Sign |
Alphanumeric, 1 position |
+ |
Effect date |
Numeric, 8 positions (CCYYMMDD format) |
0 |
Journal book number |
Alphanumeric, 12 positions |
Blank |
MX value 1 |
Alphanumeric, 20 positions |
Blank |
MX value 2 |
Alphanumeric, 20 positions |
Blank |
MX value 3 |
Alphanumeric, 20 positions |
Blank |
General Ledger Summary Download File (IXGLDS)
Purpose: The system populates this file if the G/L Download Type (G03) system control value is set to SUMMARY. The system also produces the General Ledger Download Audit Report when you download to this file type.
Field Name |
Attributes |
Field Description/Contents |
Company |
Numeric, 3 positions |
The number of the company from the General Ledger Interface record. Validated against the Company file; see Installation Setting Up Companies (WCMP). |
Transaction date |
Numeric, 8 positions (CCYYMMDD) |
The transaction date from the related General Ledger Interface records, converted into 8-position format. For example, the transaction date for a record from February 19, 1999 is 19990219. |
Cross reference number |
Alphanumeric, 31 positions |
The cross reference number from the General Ledger Interface record, which is derived from the Working with Chart of Accounts (WCA). |
Journal source |
Alphanumeric, 1 position |
The journal source from the General Ledger Interface record, indicating the type of transaction that generated the posting. See Accounts Payable Printing the General Ledger Control Report (PGLC) for a list of journal source codes. |
Journal source description |
Alphanumeric, 25 positions |
The description of the journal source. |
Transaction amount |
Numeric, 13 positions with a 2-place decimal |
The sum of the transaction amounts of all General Ledger Interface records sharing the same company, transaction date, cross reference number, and journal source. This total represents the absolute value; the transaction amount sign is described below. The system does not create a download record if the net transaction amount is zero. |
Transaction amount sign |
Alphanumeric, 1 position |
Indicates whether the transaction amount, above, is positive (+) or negative (-). |
# GL records |
Numeric, 7 positions |
The number of General Ledger Interface records that are summarized by the download record. All General Ledger Interface records sharing the same company, transaction date, cross reference number, and journal source are added together. This field is used for the General Ledger Download Audit Report. |
General Ledger Law400 File (IXGLLN)
Purpose: The system populates this file if the G/L Download Type (G03) system control value is set to LAW400.
Field Name |
Field Attributes |
Field Description/Contents |
Run group |
Alphanumeric, 12 positions |
Composed of CW + the date the file was populated, in CCYYMMDD format. For example, the run group for a record created on February 19, 1999 is CW19990219. |
Sequence number |
Numeric, 6 positions |
A unique sequence number assigned by the system to each record each time you generate the download file. |
Company |
Numeric, 3 positions |
The number of the company from the General Ledger Interface record. Validated against the Company file; see Installation Setting Up Companies (WCMP). |
Company old |
Alphanumeric, 35 positions |
Composed of the Division number (2 positions) + the general ledger account number (8 positions), each right-justified and filled with zeros. For example, the company old field for a record from division 1 and general ledger account number 1234567 is 0101234567. |
Account number old |
Alphanumeric, 25 positions |
The general ledger account number (8 positions) from the General Ledger Interface record, right-justified in the first eight positions and filled with zeros. For example, the account number old for a general ledger account number of 11500 is 00011500. |
Source code |
Alphanumeric, 2 positions |
The code representing the journal source for the general ledger posting, indicating the type of transaction that generated the posting. This is a one-position, alphanumeric code. See Accounts Payable Printing the General Ledger Control Report (PGLC). |
Transaction date |
Numeric, 8 positions (CCYYMMDD format) |
The transaction date from the related General Ledger Interface record, converted into 8-position format. For example, the transaction date for a record created on February 19, 1999 is 19990219. |
Reference |
Alphanumeric, 12 positions |
Same as the Run group. |
Description |
Alphanumeric, 30 positions |
The description of the Journal source (Source code). See Accounts Payable Printing the General Ledger Control Report (PGLC) for a list of journal source codes and their descriptions. |
Transaction type |
Alphanumeric, 1 position |
A |
Currency code |
Alphanumeric, 5 positions |
USD |
Transaction amount |
Numeric, 15 positions with a 2-place decimal |
The amount of the transactions. A negative amount is followed by CR. For example, a transaction amount of -15.00 is 15.00CR. |
Base amount |
Numeric, 15 positions with a 2-place decimal |
Same as the Transaction amount. |
Base rate |
Numeric, 12 positions with a 6-place decimal |
1.000000 |
System |
Alphanumeric, 2 positions |
CW |
Program code |
Alphanumeric, 5 positions |
CWINT |
Auto rev |
Alphanumeric, 1 position |
N |
Posting date |
Numeric, 8 positions (CCYYMMDD format) |
The date of the transaction from the General Ledger Interface file, converted into 8-position format. For example, the posting date for a record from February 19, 1999 is 19990219. |
Type |
Alphanumeric, 9 positions |
Blank |
Document number |
Alphanumeric, 15 positions |
Blank |
To base amount |
Numeric, 15 positions with a 2-position decimal |
.00 |
Effect date |
Numeric, 8 positions |
0 |
General Ledger Lawson NT File (GLAWNT)
Purpose: The file name for the General Ledger Lawson NT file is GLAWNT. The system populates this file if the G/L Download Type (G03) system control value is set to LAWSNT.
Field Name |
Field Attributes |
Field Description/Contents |
Run group |
Alphanumeric, 12 positions |
Composed of the company number defined in the Lawson NT Company Code (H46) (4 positions) + the date the file was created, in YYYYMMDD format (8 positions). This field is left justified and filled with blanks. Example: The run group for a record created on May 31, 2001 for company 111 is 011120010601. |
Sequence number |
Numeric, 6 positions |
A unique sequence number assigned by the system to each record each time you generate the download file. Example: 418 |
Company |
Numeric, 4 positions |
The number of the company from the Lawson NT Company Code (H46) system control value. The company code represents the "to company" on inter-company transactions. If the transaction is not inter-company, the value defined in the Company old field defaults. Example: 111 |
Company old |
Alphanumeric, 35 positions |
Composed of the company number defined in the Lawson NT Company Code (H46) system control value (4 positions) + the entity number (3 positions) + the division number (2 positions) + the general ledger account number (8 positions), each right-justified and filled with zeros. Example: The company old field for a record from company 111, entity 1, division 1 and general ledger account number 70000 is 01110010100070000. |
Account number old |
Alphanumeric, 25 positions |
The number of the company from the Lawson NT Company Code (H46) system control value (4 positions) + the general ledger account number (8 positions) from the General Ledger Interface record, right-justified in the first eight positions and filled with zeros. Example: The company code is 111 and the account number old for a general ledger account number of 70000 is 011100070000. |
Source code |
Alphanumeric, 2 positions |
The code representing the journal source for the general ledger posting, indicating the type of transaction that generated the posting. Example: V |
Transaction date |
Numeric, 8 positions |
The transaction date from the related General Ledger Interface record, in YYYYMMDD format. Example: The transaction date for a record created on May 31, 2001 is 20010531. |
Reference |
Alphanumeric, 10 positions |
Composed of the company number defined in the Lawson NT Company Code (H46) (4 positions) + the date the file was created, in YYYYMM format. This field is left justified and filled with blanks. Example: The reference for a record created on May 31, 2001 for company 111 is 0111200106. |
Description |
Alphanumeric, 30 positions |
The first 30 positions of the description of the Journal source (Source code). See Accounts Payable Printing the General Ledger Control Report (PGLC) for a list of journal source codes and their descriptions. Example: Item/Inventory value |
Currency code |
Alphanumeric, 5 positions |
The currency associated with the transaction. USD defaults. Example: USD |
Units amount |
Numeric, 15 positions with a 2-place decimal |
The transaction units amount. .00 defaults. Example: .00 |
Transaction amount |
Numeric, 15 positions with a 2-place decimal |
The signed transaction amount. A negative amount is followed by -. Example: A transaction amount of -5.00 is 5.00-. |
Base amount |
Numeric, 15 positions with a 2-place decimal |
The signed transaction amount. A negative amount is followed by -. A positive amount is followed by +. Example: A transaction amount of 5.00 is 5.00+. |
Base rate |
Numeric, 12 positions with a 6-place decimal |
This field displays blank. Example: .000000 |
System |
Alphanumeric, 2 positions |
CW defaults. Example: CW |
Program code |
Alphanumeric, 5 positions |
CWINT defaults. Example: CWINT |
Auto reverse |
Alphanumeric, 1 position |
N defaults. Example: N |
Posting date |
Numeric, 8 positions (CCYYMMDD format) |
The date of the transaction from the General Ledger Interface file, in YYYYMMDD format. Example: The posting date for a record from May 31, 2001 is 20010531. |
Activity |
Alphanumeric, 15 positions |
This field displays blank. |
Acct Category |
Alphanumeric, 5 positions |
This field displays blank. |
Document number |
Alphanumeric, 24 positions |
Composed of the company number defined in the Lawson NT Company Code (H46) system control value (4 positions) + the date the file was populated, in YYYYMMDD format (8 positions) + a unique sequence number (6 positions) assigned by the system to each record each time you generate the download file. This field is left justified and filled with blanks. Example: The run group for a record created on May 31, 2001 is 011120010531000418. |
To base amount |
Numeric, 15 positions with a 2-place decimal |
1.00 defaults. The field is right justified and zero filled. Example: 1.00 |
Effect date |
Numeric, 8 positions |
0 defaults. Example: 0 |
Journal book number |
Alphanumeric, 12 positions |
This field displays blank. |
Attrib value |
Alphanumeric, 20 positions |
This field displays blank. |
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