Generating the General Ledger Download Table (GGLD)
Purpose: You can use the Generate General Ledger Download Table menu option to populate a download table, 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 Table (IXGLDN)
• General Ledger Summary Download Table (IXGLDS)
• General Ledger Download Audit Report
• General Ledger Law400 Table (IXGLLN)
• General Ledger Lawson NT Table (GLAWNT)
Different download tables: The G/L Download Type (G03) system control value controls which table the system populates when you use this menu option.
G/L Download Type System Control Value Set to: |
Produces: |
SUMMARY |
General Ledger Summary Download Table (IXGLDS) This setting also produces the General Ledger Download Audit Report. |
LAWSON |
|
LAW400 |
|
LAWSNT |
When you use the Generate General Ledger Download table 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 table (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 to Exclude from General Ledger Download File (F68) system control value.
• populates the appropriate download table. If there are already records in this table, the system appends the new records
Note: The system does not clear the existing contents of the table automatically when you use this menu option to populate the table.
• updates the Date posted field in the General Ledger Interface table for each selected record. You cannot use Resetting the General Ledger Interface Table (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 table. 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 Table menu option, you can also use a periodic function to populate the download table 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 table 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.
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 table. Valid values are: LAWSON: produces the General Ledger Download Table (IXGLDN) LAW400: produces the General Ledger Law400 Table (IXGLLN) SUMMARY: produces the General Ledger Summary Download Table (IXGLDS) LAWSNT: produces the General Ledger Lawson NT table. Display-only. |
Date |
The last date to include in the download table. 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 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, the screen displays an error message and you will not be able to populate the download table until you correct the problem. See Resetting the General Ledger Interface Table (RGLI).
Completing this screen: Select Submit to generate the download table.
General Ledger Download Table (IXGLDN)
Purpose: The system populates this table 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 table was populated, in CCYYMMDD format. For example, the run group for a record created on February 19, 2006 is CW20060219. |
Sequence number |
Numeric, 6 positions |
A unique sequence number assigned by the system to each record each time you generate the download table. |
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 table, indicating the type of transaction that generated the posting. See 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 table. For example, the transaction date for a record created on February 19, 2006 is 20060219. |
Reference |
Alphanumeric, 10 positions |
Composed of CW + the date the download table was created. For example, the Reference for a record created on February 19, 2006 is CW20060219. |
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 table. |
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 table. |
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 table, converted into 8-position format. For example, the posting date for a record from February 19, 2006 is 20060219. |
Activity |
Alphanumeric, 15 positions |
Blank |
Account category |
Alphanumeric, 5 positions |
Blank |
Document number |
Alphanumeric, 15 positions |
CW + the date the download table was created + the sequence number for this record. For example, the document number for the first record created on February 19, 2006 is CW20060219000001. |
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 Table (IXGLDS)
Purpose: The system populates this table 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 table 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 table; see 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, 2006 is 20060219. |
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 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 Table (IXGLLN)
Purpose: The system populates this table 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 table was populated, in CCYYMMDD format. For example, the run group for a record created on February 19, 2006 is CW20060219. |
Sequence number |
Numeric, 6 positions |
A unique sequence number assigned by the system to each record each time you generate the download table. |
Company |
Numeric, 3 positions |
The number of the company from the General Ledger Interface record. Validated against the Company table; see 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 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, 2006 is 20060219. |
Reference |
Alphanumeric, 12 positions |
Same as the Run group. |
Description |
Alphanumeric, 30 positions |
The description of the Journal source (Source code). See 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 table, converted into 8-position format. For example, the posting date for a record from February 19, 2006 is 20060219. |
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 Table (GLAWNT)
Purpose: The table name for the General Ledger Lawson NT table is GLAWNT. The system populates this table 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 Lawson NT Company Code (H46) (4 positions) + the date the table 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, 2006 for company 111 is 011120060601. |
Sequence number |
Numeric, 6 positions |
A unique sequence number assigned by the system to each record each time you generate the download table. 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 Company old field defaults. Example: 111 |
Company old |
Alphanumeric, 35 positions |
Composed of 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, 2006 is 20060531. |
Reference |
Alphanumeric, 10 positions |
Composed of the Lawson NT Company Code (H46) (4 positions) + the date the table was created, in YYYYMM format. This field is left justified and filled with blanks. Example: The reference for a record created on May 31, 2006 for company 111 is 0111200606. |
Description |
Alphanumeric, 30 positions |
The first 30 positions of the description of the Journal source (Source code). See 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 is 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 table, in YYYYMMDD format. Example: The posting date for a record from May 31, 2006 is 20060531. |
Activity |
Alphanumeric, 15 positions |
This field is blank. |
Acct Category |
Alphanumeric, 5 positions |
This field is blank. |
Document number |
Alphanumeric, 24 positions |
Composed of the Lawson NT Company Code (H46) system control value (4 positions) + the date the table 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 table. This field is left justified and filled with blanks. Example: The run group for a record created on May 31, 2006 is 011120060531000418. |
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 is blank. |
Attrib value |
Alphanumeric, 20 positions |
This field is blank. |
