Defining general ledger references

Define general ledger reference information for your defined general ledger processes. Define references for each potential group value within a feed process.

Follow these steps to define general ledger references.

  1. Open the GL References form. The system displays the List View page.
  2. Click New Record. The system inserts a new record and displays the Record View page.
  3. GL Process Definition—Enter the general ledger process definition code for which to define general ledger references, e.g., DS Issues.
  4. Status—Enter NEW as the status for the feed reference group. Because the journal import processes all new status records and updates Status if an error occurs, all general ledger references must start with a status of new.
  5. Scheduling Group Value—Enter the value identifying the general ledger process group.

    Create only one entry for each transaction type. If you selected the column Trl_rtype for Scheduling Group Value when defining the general ledger process, you must select I (Issuance), STTK (Stocktakes), etc., when defining the general ledger references.

  6. Journal Entry Category—Enter a unique value identifying the ERP journal entry category for the feed reference group, e.g., DS ISSUES. Refer to your organization's financial manager for the correct value.
  7. Journal Entry Source—Enter the value identifying the ERP journal entry source for the feed reference group, e.g., DATASTREAM. Refer to your organization's financial manager for the correct value.
  8. Set of Books ID—Enter the code identifying the ERP general ledger set of books for the feed reference group, e.g., 1. Refer to your organization's financial manager for the correct code.

    If you use multiple sets of books, there must be a relationship between the process definition and the reference group that classifies the correct set of transactions.

    The combination of GL Process Definition, Scheduling Group Value, Journal Entry Category, Journal Entry Source, and Set of Books ID represent the primary key that uniquely identifies the feed reference set for the selected column.

  9. Financial User ID—Enter the ERP user ID for the process group, e.g., ERP-USER.
  10. Currency—Enter the code identifying the currency for this feed reference group, e.g., USD.
  11. Actual Flag—Select one of the following options as the type of ERP batch for this process group:
    • Actual—Indicates that the values for the batch for this process group are the actual values.
    • Budget—Indicates that the values for the batch for this process group are the budgeted values.
    • Encumbrance—Indicates that the values for the batch for this group are dependent values.
  12. Click Save Record. The system saves the record.