G/L control file enquiry (GDMD0981)

G/L control file enquiry (GDMD0982)

This panel displays the setup of the account parts and summary id parts, which includes the number of parts to be used, and how they are related to each other. It also displays which account part is the main one, and which one is to be used for cost centre accounting.

Account part 1-8: Displays up to eight account parts defined.

Length: Displays the number of positions for each account part.

Description: Displays the names or titles for each account part.

Trailing blanks

For each account part, indicates if trailing blanks are allowed for the account numbers that do not fill the entire account field. NO is normally entered for a numerical account part. The system will complete the remaining positions of the account number with zeros. For alphanumerical accounts, trailing blanks are normally allowed. The difference is that you must complete the entire account number field when you add an account without trailing blanks to the Account file in order to define it as an entry account.

Example:

Account 1 is set up in a four position long numerical account part for which trailing blanks is not allowed. When the account is created, you must complete the remaining positions with zeros (1000), to be able to define it as an entry account. However, when you use it, you only have to enter 1. The system will add on the three extra zeros.

Account A is set up in a four position long alphanumerical account part for which trailing blanks is allowed. When the account is created, you need only enter A to be able to define it as an entry account. When you use it, you enter A, and the system will leave the three last positions blank.

Statistic key linked to

Displays the applicable statistic key that is linked to the account part. This linkage allows you to combine G/L base levels with other base levels, thereby being able to retrieve and compare balances from different base levels in one report or enquiry. Note: A statistic key can be linked to any account part BUT the main account part. This feature allows you to, e.g., connect G/L balances with Sales balances. The following stipulations must be true:

The statistic key number must exist. (See System statistic keys table).
The length of the account part must not be shorter than the length of the statistic key. (See the Work with field reference file for the length of the FRF field name for the statistic key).
The Mapped to field value for the linked statistic key number must not already be occupied on base levels A11 and A12 (i.e. G/L Balances). (See System statistic keys table).

Corporate snd/rcv

This field, valid only for DC1 Corporate Data Maintenance, contains two parts. The entries in these parts are used in the equivalent fields in the Account file, for each account part, and in the Summary identity file for each connected summary id. The Corporate Data Maintenance (CDM) tool allows your company to transfer data from supported DC1 files between DC1 companies within the same release and iSeries.
Note: You are only allowed to maintain these fields if you have DC1 System Administrator Authority.

If you are in the Sending company and the Corporate snd flag displays OPTIONAL here, this indicates that you want to activate/inactivate future sending of ACCOUNT and SUMMARY ID data. The equivalent fields in the Account file and in the Summary id file, for the connected summary id, will be set to YES by default but you can change it at will.
If this field displays MANDATORY (the account part data and any connected summary id data must be sent), this flag will automatically be set to YES in the Account file and in the Summary id file, for the connected summary id.

If the field displays NOT ALLOWED, this snd flag will be NO in the Account file and the Summary id file, for the connected summary id, and cannot be changed.
If you are in the Receiving company and the Corporate rcv flag displays OPTIONAL here, this indicates that you want to activate/suspend future reception of ACCOUNT and SUMMARY ID data. The equivalent fields in the Account file and in the Summary id file, for the connected summary id, will be set to YES by default but you can change it at will.
If this field displays MANDATORY (the account part data and any connected summary id data are allowed to be received), this flag will automatically be set to YES in the Account file and in the Summary id file, for the connected summary id.

If the field displays NOT ALLOWED, this rcv flag will be NO in the Account file and the Summary id file, for the connected summary id, and cannot be changed.

Main account part: Displays the number of the account part which is the main one. This is the account part used for external accounting.

Cost centre acc part: Displays the number of the account part which is to be the cost centre part of your accounting. The accounts in this part can then be controlled on customer/supplier level and accounting on cost centre can be done via the pseudo accounting with cost centre substitution. If this field is blank, no cost centre accounting will be demanded in the entry programs.

Mgmt acc prefix: Only used for internal purposes. Displays the management accounting prefix 9.

Prim segm acc part: This field is optional and it is only displayed if the IFRS function is activated. Displays the number of the account part that is to be used as a primary segment. This information is used in the IFRS segmentation routine, and defines what account part should be a base for the split of the open items.

Sec segm acc part: This field is optional and it is only displayed if the IFRS function is activated. Enter the number of the account part that is to be used as a secondary segment. This information is used in the IFRS segmentation routine, and defines what account part should be a base for the split of the open items.

G/L control file enquiry (GDMD0983)

Function keys

Summary id part 1-16: The summary id parts are used to create summary levels for different account combinations that cannot be combined because of the structure of the Account file. The summary id is defined in the same way as the Account file, with up sixteen different parts. Each part contains a number of summary id’s that you define in the Summary identity file. Several account numbers in an account part can then be connected to a summary id in the related summary id part, and a balance is kept on the summary id level. More than one summary id part can be related to the same account part, and as long as balances have not been created, you can change the relation between the summary id parts and the account parts. Summary id’s consist of up to ten characters, and the names of the summary id parts consist of up to twenty characters.

Related to account part: Displays the number of the account part to which each summary id part is to be related. More than one summary id part can be related to the same account part.

Changed: This field is automatically updated if you change a summary id for an account in the Account file. If a field is set to YES, this summary id part will be rebuilt when you run the Rebuild summary identities routine or the Rebuild balances from transactions routine.

Period: This field displays the period from which the rebuild will be performed for this summary id part. When the rebuild has been carried out this field will become blank and the Changed field will be reset to NO.

G/L control file enquiry (GDMD0984)

Transaction currency defaults

Displays the default values for exchange rates that you want the system to suggest in the manual G/L transaction entry routines. Default values must be entered if the standing orders routine and the batch transfer routine for G/L transactions from pre-systems is used, and system currency amounts do not exist for the transactions.

Period G/L trans: Displays the time value for G/L transactions, i.e. if the default exchange rate should be the daily, weekly, monthly or yearly rate defined in the Exchange rate table. The codes for DAY, WEEK, MONTH and YEAR are defined in the Language table.

Level G/L trans: Displays the level for G/L transactions, i.e. if the default exchange rate should be the high, medium or low rate defined in the Exchange rate table. The codes for HIGH, MEDIUM and LOW are defined in the Language table.

Currency pick notify: This field is set to YES if you want the system to notify you when it cannot find the exchange rate for the level code, period code and period when you enter manual G/L transactions. The system will then give a message before it starts looking backwards in time, to find the first available exchange rate with the same period and level codes. If the message should not be given, this field is set to NO.

Reporting currency defaults

The following fields will always be displayed when an exchange rate should be retrieved to calculate an amount in reporting currency. These defaults in combination with the document date decide which exchange rate to use. The validation of the reporting currency exchange rate will be performed at the same time as all other fields are finally validated for a G/L posting before update. This means that the validation will be performed once the journal is sent to batch for update to the G/L, and applies for manually entered transactions as well as transactions originating from the general interface.

Period G/L trans: Displays the time value for G/L transactions, i.e. if the default exchange rate should be the daily, weekly, monthly or yearly rate defined in the Exchange rate table. The codes for DAY, WEEK, MONTH and YEAR are defined in the Language table.

Level G/L trans

Displays the level for G/L transactions, i.e. if the default exchange rate should be the high, medium or low rate defined in the Exchange rate table. The codes for HIGH, MEDIUM and LOW are defined in the Language table.

Note: These fields are only displayed if the Reporting currency field has been defined in Work with companies and if the reporting currency has a variable exchange rate. This means that if the exchange rate is fixed then these fields will not be displayed.

Transaction update: Displays 1 if the G/L is to be updated directly with all G/L postings created in the G/L, the A/R and the A/P. Displays 2 if delayed update of the G/L will be used. All the G/L postings created in the A/R, the A/P and the G/L must then be transferred to the G/L by running the batch transfer routine. For example, delayed update can be selected if you want to enhance computer performance during work hours. You can then update the G/L at night and print all accounting journals at the same time. The batch transfer routine should be run each day, to keep the G/L balances updated and correct.

Calc/redistribution

Displays the code which decides when the automatic entries created from the calculation and redistribution rules will be posted. See About working with calculation/redistribution for more information.

Valid codes are:

Code	Description
1	Automatic entries are posted when you update the base transactions and transfer them to the G/L.
2	Automatic entries are posted when you run the batch program for calculation and redistribution update, for example by the end of each period.
3	Automatic entries are posted both when you update the base transactions and run the periodical/batch program.
9	Automatic entries are suspended and are not entered at all. This can be used if you need to enter some corrections to accounts that normally are base accounts for automatic entries.

VAT entry inv level: This field is set to YES if VAT accounting is to be done when invoices are entered.

VAT entry G/L level: This field is set to YES if VAT accounting is to be done when the G/L postings are entered, based on the account where the entry is made. Note that if both methods are used, VAT on G/L level will only be applied for pure G/L transaction entry. For the manual entry of invoices, the method for VAT entry on invoice level will override VAT on G/L level.

Debit/Credit

This field is set to YES if the system separates the update of debit and credit transactions. This field is set to NO if the system calculates the sum of the debit and credit transactions.

Example:

When the system adds up transactions with the same account number, period, journal number, voucher type and voucher number, two transactions are created (one debit and one credit). Otherwise (if NO), only one transaction is created (debit minus credit).

Summarise trans

This field is set to YES to activate the summation function. A G/L transaction summary journal will then be printed for each update journal, with details on what has been summarised. If no summation is to be done, the list need not be printed, since it will be the same as the G/L transaction detail journal for which there is also an option to print on this panel. Note that if you select not to print this summary list, no summations will ever be carried out, even if summation is defined for any accounts in the Account file.

Note: The above scenario does not apply for interface transactions. These depend on the settings for the Summary code field in the Interface type table.

Print detail list: Indicates if a G/L transaction detail journal should be printed for each update journal.

Sav periods in VAT file: Displays the number of periods for which you want to save the transactions in the VAT file.

Logistic acc log: Indicates if you want to save any logistic accounting transactions in the Logistics accounting log file.

Sav periods acc log: Displays the number of periods for which you want to save the transactions in the Logistics accounting log file. This is valid only if the Logistic acc log file field is set to YES.

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