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General Ledger

General Ledger . Behind the Scenes. Laura Garcia Financials Product Management laura.garcia@us.lawson.com. Objective . Follow a transaction from its beginning as a subsystem posting through General Ledger interface, posting, and closing procedures

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General Ledger

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  1. General Ledger Behind the Scenes Laura Garcia Financials Product Management laura.garcia@us.lawson.com

  2. Objective • Follow a transaction from its beginning as a subsystem posting through General Ledger interface, posting, and closing procedures • Techniques to recover from challenges in this process by gaining an understanding of the Lawson files and screens that are updated along the way • Back-posting enlightenment • Running the balance rebuild programs • Unusual items that make life easier

  3. Interface into General Ledger Our study begins as AP175 interfaces Accounts Payable expense distributions into the General Ledger system to become transaction lines of a Journal Entry. First Encounter: IFGT IFGT is the interface program that runs behind the scenes for all subsystem posting programs. Edits data, creates journals, and performs updates.

  4. IFGT Edits • Accounting Unit and Account • (IFAC) GLNAMES, GLMASTER, GLCHARTDTL, GLCHARTSUM, GLCHART • Company, Year, and Period • GLSYSTEM • Activities • (ACAC) ACACTGRP, ACACTIVITY, ACACCTCAT • Strategic Ledger • (SLSE) SLGROUPDTL, SLRELATDTL, SLSEGMENT, SLSEGVALUE • Source Code Attributes • (IFSC) GLSRCCAT • Currency • (IFCU) CUCONV, CURELAT

  5. IFGT Creates • Journal Entry • GLTRANS, GLCONTROL, GLJELOG • Inter-company Journal Entry • GLTRANS, GLCONTROL, GLJELOG, Company Balancing Transactions • Account and Report Currency amounts • GLTRANS Updated • Activity and General Ledger Commitments • ACCOMMIT, ACCOMMITX, GLCOMMIT, GLCOMMITX • Activity and Strategic Ledger Transactions • ACTRANS, SLTRANS, SLTRANSERR • GL, AC, SL Transaction Attributes • GTMXVALUE, ACMXVAL, SLMXVALUE

  6. IFGT Updates • Last JE used in GLSYSJE • Status 3 (Load in Process) in GLCONTROL • Last Obj-Id for object type GLTRN, SLTRN, ACTRN in OBJID file • OBJ-ID for Drill Around® from GLTRANS to APDISTRIB • Status 1 in GLCONTROL

  7. Last JE Used - GLSYSJE TIP!If you receive this error when posting subsystems: StoreDBRec is Duplicate Record on GLCONTROL index GLCSET1 This table may need to be updated. See KB article 47142

  8. GLCONTROL Status 01234569 All of these are a possible status for GLCONTROL TIP!In GL45, the entry displays the text for status.

  9. Last OBJ-ID TIP!If programs fail with the error: StoreDBRec is duplicate record on GLTRANS index GLTSET1(and GLTSET7 in the ladb.log), you may need to update the objid table. KB article 521971 addresses this issue.

  10. OBJID for Drill Around Drill Around is possible because there is a relationship between GLTRANS and APDISTRIB TIP!Relation also defines what can be changed without breaking Drill-Around® TIP!For links from GLTRANS to APINVOICE, see KB 540881

  11. APDISTRIB GLTRANS

  12. OBJID for Drill Around Relationship between GLTRANS and PRDISTRIB allows drill from General Ledger into Payroll system. TIP!If Company, Accounting Unit, Account or subaccount are changed on the GL entry, drillaround to PR system would be broken.

  13. OBJID for Drill Around Relationship between GLTRANS and ARDISTRIB allows drill from General Ledger into Accounts Receivable system. TIP!If Company, Account Unit, Account, Sub-account or Posting Date are changed on the GL entry, Drill-Around® to AR system would be broken.

  14. GLCONTROL Status Once all IFGT updates are complete, the status in GLCONTROL is changed to 1 TIP!GL45 would show the status as released

  15. Venturing onward to GL45/GL40 The trip through IFGT is complete, and a released Journal Entry now exists in General Ledger. The adventure continues….

  16. Making Changes in GL45/GL40 • Change Posting Date • Update Accounting Unit or Account • Cannot Delete Subsystem Journal Entries

  17. GL45 Change Posting Date TIP!New Period must be Open 1. Unrelease the Journal 2. Change the Posting Date

  18. GL40 - Change Account or Accounting Unit TIP!Amounts cannot be changed on subsystem entries.

  19. Tracking Changes - GLJELOG TIP!Screen GL42 is the online equivalent to GLJELOG. This can be helpful for troubleshooting.

  20. Deleting Subsystem Entries Subsystem Journal Entries cannot be deleted online with GL45. Use the Copy/Reverse feature on GL40 to create an offsetting Journal Entry. Net Financial impact is then zero.

  21. Posting with GL190 After all changes are made, the next process in General Ledger is to post journal entries. Posting an entry updates account balances for each currency used. Post Entries with GL190. This program will only process journal entries with a status of Released or Quickposted

  22. GL190 Performs these Tasks • Create a temporary GLMONITOR Record • Change GLSYSTEM Updating Flag to 4 (GL190 running) • Change Status in GLCONTROL to 2 (Post in Progress) • Update GLAMOUNTS, GLUNITS, CUAMOUNT, and GLCONSOL • Create Sequenced Journal Entries due to Error Suspense • Create Zone Balancing Entries • Change Status in GLCONTROL to 5 (Posted) • Change Status in GLTRANS to 9(History) • Delete temporary GLMONITOR record • Change GLSYSTEM Updating Flag to 0

  23. GLMONITOR A file that allows concurrent processing for specific programs: GL190, CA110, CA190, GL15 and SL190 TIP!GL15 is the online screen for GLMONITOR TIP!If programs that update GLMONITOR fail and cannot be recovered, may need to delete the record as part of cleanup. KB article samples: 96620 and 555420.

  24. GLSYSTEM – Updating 4 TIP!See KB article 46591 for instructions on painting a screen to GLSYSTEM • 00 None • 01 GL170 Running • 02 GL146 Running • 03 CA190 Running • 04 GL190 Running • 05 GL199 Running • 06 GL110 Running • 07 GL120 Running • 08 GL191 Running • 09 AD190 Running • 10 AD191 Running • 11 GL45 Running • 12 GL40 Running • 13 GL75 Running • 14 GL161 Running • 15 FB40 Running • 16 FB45 Running • 17 FB190 Running • 18 GL500 Running

  25. GLCONTROL – Status 2 TIP!GL45 will show the entry as In Progress. There is no online way to change this status. TIP!If GL190 goes into recovery and cannot be recovered, this status will require a manual update. See KB article 549060.

  26. Amount Tables GLAMOUNTS Record. Data is stored as debits and credits by period. Year to date balances are not stored. GLUNITS, GLCONSOL, and CUAMOUNT are similar. TIP!GL291, GL292, GL293 and Report Writer retrieve amounts from these files.

  27. Create Sequenced Journals The sequence number displays after the Journal Entry number. Unreleased Without AC will be the status.

  28. GLCONTROL – Status 5 0 1 2 3 4 5 6 9 TIP!GL45 will show the entry as Posted

  29. GLTRANS – Status 9 0 1 5 8 9 GL190 changes the status on GLTRANS to History so that GL199 does not have to perform that function. More efficient to change groups of GLTRANS records during GL190 rather than changing ALL GLTRANS when period is closed with GL199.

  30. Reset GLSYSTEM Updating flag is reset to null. System will now allow other updating processes to run.

  31. Closing Period The Journey is Nearly Complete! Once all entries are interfaced (or created in GL), edited, and posted, the last step is to close the General Ledger Period. This is done with GL199.

  32. GL199 Performs these Tasks • Change GLSYSTEM Updating field to a 5 during the run. • Change all GLCONTROL Status field 9 (history) • Update GLSYSTEM Period End Code (L or F), Current Period, and Close Sequence fields • Create GLCLSAUDIT record to track Closings • Create Auto-Reversing Journal Entries • Resets status on Recurring Journal Entries

  33. GLSYSTEM Updates Counter for the number of times a period has been closed. Must sync up with GLCLSAUDIT. Also has 39 occurances. Updates based on option selected in GL199. There are 39 occurrences of this field, one for each period on the calendar. TIP!IF GL199 fails on StoreDBRec is duplicate on GLCLSAUDIT index GCASET 1, review KB article 46566

  34. GL199 for Year End When GL199 processes the last period on calendar, the following additional tasks are performed: • Roll calendar forward • Update beginning balances for new year • Roll Undistributed Retained Earnings into Retained Earnings • Create Journal entry 1 in period 99 for auditing

  35. Backposting Backposting allows you to reopen a Limited Closed period so that additional entries can be made. • Reopen of Final Closed periods is not allowed • Create new journal entries in the periods that are open for backposting • Cannot update existing journal entries

  36. Select a period that has a Limited Close status for backposting. Add additional entries and then rerun GL199 to close period again.

  37. Backposting into Previous Year TIP!Run GL199 for period 6 which was open for back-posting AND then run GL199 for period 12 to perform year end activities and recalculate beginning balances. It is not necessary to open and close each period in between.

  38. Rebuild Programs Lawson provides rebuild programs to run in those instances where data becomes out of sync between the transaction amounts and the balance files. It is helpful to understand which files are being rebuilt, and which programs to view to determine this and what rebuilds are necessary.

  39. Rebuilds Files accessed by standard programs • GL90: Posted amount from GLAMOUNTS/ CUAMOUNT / Transaction Detail from GLTRANS • GL95: GLAMOUNTS/CUAMOUNT or GLCONSOL depending on parameters used • GL291:GLAMOUNTS/CUAMOUNT • GL292: GLCONSOL • GL293: GLCONSOL Files rebuilt by rebuild programs • GL325: GLAMOUNTS • GL327: CUAMOUNT • GL330: UNDISTRIBUTED RETAINED EARNINGS • GL320: GLCONSOL

  40. Rebuild Flow-matic GL90 posted amount correct or GL291 in balance at company level yes no Does Net Income on GL293 tie to URE on GL292? Run GL325 to update period balance, run GL330 and GL320 no yes Run GL330 and GL320 Is GL292 in balance at company level no Run GL320 No rebuildsneeded yes

  41. Rebuilds Tips! Rebuild options of Calc Beg Bal takes last year ending Balance and populates the current year begin balance in the GLAMOUNTS table.

  42. Rebuilds – Tips! SuperTip!Leaving year field blank will instruct the system to run the rebuild for ALL years.

  43. Rebuilds – Almost Done Rebuilds must be run in a specific order because of the tables they update • GL325 / GL327 • GL330 • GL320 For the company that is being rebuilt, do not run other processes that update the same tables. Essentially this is any program that processes Journals.

  44. Deleting an Accounting Unit

  45. Deleting an Accounting Unit • Cannot delete; account has actual activity • Cannot delete; account has units activity • Cannot delete; budgets exist • Cannot delete; account has currency activity • Balance in all accounts, for base, currency, and units must be zero: GLAMOUNTS, CUAMOUNT, GLUNITS, FBDETAIL • No activity for any account for 2 years. • Data older than 2 years must be purged. • Accounts (GLMASTER) must be deleted from GL20.2

  46. Using a paint screen or SQL • GLCONTROL example: A paint screen to GLCONTROL will also delete child records (GLTRANS shown). SQL would require that GLTRANS be deleted as a second step.

  47. Additional documentation • Various documents are available as follows • http://support.lawson.com

  48. Questions?

  49. www.lawson.com

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