DEFINE GENERAL LEDGER COMPANIES#

The General Ledger Company is the chart of accounts for the entity.

This section explains the Define G/L Company (IDGC) screen and its associated fields.

One GL Company could be used by many entities. The key elements of defining a GL Company are: Account Structure, Fiscal calendar and Validation mechanism.

The general ledger company is used to define each organization’s general ledger account structure and accounting journals (one per chart of accounts). The general ledger company will be associated to a fiscal calendar, which is used in creating postings to the financial systems.

The General Ledger Account Distribution Format is defined at this level, which determines how the distribution code is formatted and segmented. The format determines how the distribution code will be viewed/keyed by users throughout the system and how it can be validated. The Distribution Heading determines the report headings for each segment of the distribution code.

Each entity defined in the system will have a general ledger company. Example – G/L Distribution code of 12-345-6789 could be defined as three segments on the general ledger company definition. Segment 1 (Positions 1-2) representing the division, segment 2 (Positions 3-5) representing the cost center, and segment 3 (Positions 6-9) representing the account.

The minimum financial set up at this stage is to name the calendar and define the edit mask for the distribution code.

G/L Company data is stored in the P2K_CM_GL_COMPANIES table.

G/L Company

This field is the user-defined code that uniquely identifies the G/L company to the organization If your organization only has one G/L company, then you may wish to name the G/L company the same as the entity name.

Description

‘Description’ provides the name of the G/L company.

Fiscal Calendar

The name of the fiscal calendar to be used from the previously completed business calendar is found in this field.

GL Validation

The ‘GL Validation’ field is used to define the GL software that the GL company is validated against. ‘Standard Validation’ will default.

Distribution Format

This field defines how the distribution code is formatted and segmented. The format determines how users throughout the system see the code and how it is validated. e.g. If a typical G/L distribution code is 1233-45-678 then the format should be ‘????-??-???’. At this level the distribution format is a mask only, i.e. ‘???-???-????.

Note that if a single-segment distribution is being used, then no hyphens whatsoever should be present in the format.

Work Order Validation

The ‘Work Order Validation’ field is used to define the GL software that the Work Order is validated against. ‘No Validation’ will default.

Distribution Heading

The distribution heading enables different segments of the distribution code to be given user-defined headings used for reporting purposes. Using the above format as an example and if the individual segments represented the division, cost center and account, the heading would be ‘DV-CNT-ACCT’. Dv-Cnt-Acct (Division - Cost Center - Account)

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