General Ledger Manual
General Ledger Manual
General Ledger Manual
Procedures Manual
Version 7.2.1
April 1999
Document Number GLP-721UN
Financials
Lawson Software, Inc., believes that the information described in this manual is accurate and reliable, and
much care has been taken in its preparation. However, no responsibility, financial or otherwise, can be
accepted for any consequences arising out of the use of this material, including loss of profit and indirect,
special, or consequential damages. No warranties extend beyond the program specification.
The customer should exercise care to assure that use of the software and related documentation is in full
compliance with the laws, rules, and regulations of the jurisdictions in which it is used.
These materials are confidential unpublished works of Lawson Software, Inc. Contents of this publication
are copyrighted and cannot be reproduced in any form without the written permission of Lawson Software,
Inc. The information contained herein is subject to change. Revisions may be issued from time to time, and
Lawson Software, Inc., assumes no responsibility to advise customers of changes or additions.
All brand or product names mentioned herein are trademarks or registered trademarks of Lawson Software,
Inc., or the respective trademark owners.
Contents
Introduction xi
Before You Start ................................................................ xiv
How This Manual Is Organized .......................................... xiv
Lawson Software Documentation .......................................xv
Documentation Short Names ...................................... xvi
LAWSON INSIGHT II Applications .............................. xvi
LAWSON INSIGHT II Environment ............................ xvii
LAWSON INSIGHT II Training Materials ................... xvii
Lawson Software Documentation Standards ................... xviii
Key Names .................................................................. xix
Terminology ................................................................ xix
Lawson Software Support .................................................. xxi
Lawson Software Help Line ........................................ xxi
Lawson Software Fax Number .................................... xxi
Lawson Software Documentation Internet Mail
Address ..................................................................... xxi
Chapter 2: Setup 53
Using the Setup Flowchart ................................................. 54
Setting Up the General Ledger Subset .............................. 54
Setting up the Activity Management Subset ....................... 55
Defining Activity Groups .............................................. 55
Defining Activities ........................................................ 56
Reporting on GL Only Activities ................................... 57
Setting up the Strategic Ledger Subset .............................. 57
Defining a User Analysis Field ..................................... 57
Defining a User Analysis Group ................................... 59
Defining a User Analysis Relation ............................... 59
Correcting Transaction Errors ...................................... 60
Loading Lawson-Defined Data ........................................... 60
Loading Attribute Definitions ........................................61
Loading System Codes and Source Codes ................. 61
Loading Subledger Attributes ...................................... 61
Loading the Data Dictionary ........................................62
Loading Country Codes ...............................................62
Defining Currency Information ............................................ 62
Defining Currency Codes .............................................63
Defining a Currency Table ........................................... 64
Defining Currency Relationships .................................64
Defining Exchange Rates ............................................ 65
Defining Translation Codes ......................................... 66
Defining Translation Rates .......................................... 66
Defining Language Codes .................................................. 68
Defining a Chart of Accounts .............................................. 69
Defining a New Chart of Accounts ............................... 70
Copying a Chart of Accounts ....................................... 74
Defining the Company Structure ........................................75
Defining a Company ....................................................76
Defining Accounting Units ............................................ 80
Glossary 299
Index 319
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Key Names
Because different keyboards can have different key names, your
keyboard key names might not match those used in Lawson
Software documentation. For example, if the instructions say
“Choose OK,” and your keyboard does not have an OK key, press
the key that is mapped as the OK key on your keyboard (for
example, the F12 key or the Enter key).
If you use the Desktop Client, press Alt+K to display your
keyboard mapping on the terminal screen. If you use a third-party
emulator, see the documentation for the package you use.
Terminology
Lawson Software uses several terms in its documentation that
have a precise meaning. The following table defines these terms.
Term Meaning
choose Start a process, for example, open a form or a
subform.
If you use Windows-based applications, you
choose an option by pointing to the option and
double-clicking the left mouse button or pressing
the equivalent accelerator keys.
If you use character-based applications, you
choose an option by putting the light bar on the
option and pressing Mark or OK. In some cases,
you can choose an option by typing the letter next
to the option.
For complete information, see the Desktop Client
Getting Started manual for your hardware
environment.
define In a form or subform, type data in the fields
required to complete the form or subform, and
choose OK to send the data.
In some fields, you must choose Define to open
the form or subform where you can define the
field value.
Term Meaning
OK Accept or send the data. For example, choosing
OK after typing data on an online form saves the
data and updates the database.
In character-based applications, the key(s)
mapped for the OK key is hardware-dependent.
run Send data for processing. Depending on your
hardware, you can press different keys to perform
this task.
select Identify an item to process. Selecting an item
does not start a process.
If you use Windows-based applications, you
select an item by pointing to the item and clicking
the left mouse button or pressing the equivalent
accelerator keys. In most cases, when you select
an item, you select it from a list of valid values that
appears when you click the field select indicator
or choose Select.
If you use character-based applications, you
select an item by putting the light bar on it. In
some cases, you must also press Mark, Next, or
OK.
For complete information, see the Desktop Client
Getting Started manual for your hardware
environment.
type In a form field, type the data, then move the light
bar to the next field.
At a command line, type the letters exactly as
written, then press Enter.
use Start a form or subform.
For complete information about starting forms
and subforms, see the Desktop Client Getting
Started manual for your hardware environment.
Currency Considerations
This section discusses the following currency setup and
processing information you need to consider before setting up the
General Ledger system:
• Currency Setup
• Currency Exchange
• Currency Revaluation
• Currency Translation
• Report Currency
• Triangulated Currency Setup
Currency Setup
You must define currency codes and related currency information
as part of your General Ledger setup. This currency information is
available to use in all LAWSON INSIGHT II applications.
A currency code represents any currency you conduct business
in. You must define a currency code for each base, account, and
transaction currency you use. The following table describes these
currencies.
Currency Description
Base The operating currency assigned to a
General Ledger company for financial
reporting. Base currency does not need to
be the same as the local currency.
Account The currency assigned to a general ledger
detail account to store nonbase currency
amounts. The account currency defaults on
general ledger transactions and is used to
calculate account amounts if the account
currency is different from the company
base currency.
Transaction The currency used for a journal entry detail
line.
Currency Description
Report Currency Report currency is an additional non-base
currency that identifies a company
operating currency. This report currency is
for reports and analysis only. The report
currencies are calculated in the same
manner as the base currency.
Currency Exchange
If you process nonbase currency transactions, you define
currency exchange information in the General Ledger system and
in the LAWSON INSIGHT II applications that originate nonbase
transactions.
Currency Revaluation
Currency revaluation is the process of reconverting nonbase
transaction amounts to the company base currency. Currency
revaluation occurs in the General Ledger system and in the
LAWSON INSIGHT II applications that originate nonbase
transactions for the balance sheet accounts that you mark for
revaluation.
For each balance sheet account that requires revaluation, the
General Ledger system uses the current exchange rate to
reconvert nonbase transaction amounts to the company base
currency. If the original and currency exchange rates are different,
a gain or loss posts to a currency gain or loss account.
Unrealized gains or losses are posted for open transactions; for
example, an invoice that has been entered but not yet paid.
Unrealized gains or losses are reversed and realized gains or
losses are posted after a transaction is closed; for example, after
you pay an invoice.
Some LAWSON INSIGHT II applications have separate currency
revaluation programs and processes. For more information, see
the Procedures Manual for each application you use.
Currency Translation
Currency translation is the process of translating a general ledger
account balance in one currency to another currency for reporting
and consolidation. This process lets you create consolidated
financial statements that combine the translated and base or
report currency financial results to a designated consolidation
company. Translation is a function of the General Ledger system
only.
The General Ledger system translates period balances using the
following three kinds of translation rates:
Translation rate Description
Average The sum of the individual exchange rates
for a period divided by the number of days
in the period. Used to translate income
statement account balances.
Ending The last rate for a period. Used to translate
balance sheet account balances.
Historical The rate in effect at the time a transaction
occurred. For example, the date you
purchased an asset.
Report Currency
In addition to the company base currency, you can assign
additional report currencies to a general ledger company. Report
currencies are non-base currencies that identify and operate in the
same manner as the company base currency for reports and
analysis. Report currency amounts are exchanged, translated,
and calculated in the same manner as the company base
currency.
Transaction
amounts will
always convert
to the Base
Base Currency Report Currency Currency. If you
The also use a report
GLAMOUNTS currency,
file only stores amounts will
Base Amounts convert to both
and the the Base and
GLAMOUNTSX Report currency.
file stores daily
transaction
amounts.
– or –
Create manual balancing journal entries that you post to
an account of your choice.
LGE Company
Hospitals
Summary
Level 1 Grove Hospital Valley Hospital Accounting Unit
01 02
Level Address
Diagnostics, Diagnostics,
Grove Valley
01-01 02-01
Level 2
Internal Internal
Medicine, Grove Medicine, Valley
01-04 02-04
Outpatient Outpatient
Services, Grove Services, Valley
01-05 02-05
LGE Company
Corporation
02-01-01 02-02-01
02-01-02 02-02-02
Posting
02-01-03 02-02-03 Accounting Units
02-01-05 02-02-05
Zones
If you need to create multiple balance sheets for a general ledger
company, you can define zones to keep the sections of a company
in balance. A zone represents an accounting unit at the highest
level in the company structure and all associated lower level
accounting units. For each company, you select a default zone,
which is used as the default when you define interzone journal
entries for the company.
The following figure shows the four zones defined for a sample
company, LGE Corporation.
LGE
Corporation
CASH Cash
AR Accounts Receivable
INVENTORY Inventory
PREPAID Prepaids
For each summary and detail account, you can define account
options and restrict account usage to specific application systems.
You can override the options at the accounting unit level to fit the
needs of each posting area in a company.
You can assign the same chart of accounts to more than one
company, or assign different charts of accounts to different
companies. If you use a single chart of accounts, you force
consistent summary account usage across companies. If you
assign different charts of accounts to different companies, make
sure you name or number accounts consistently so you can more
easily report on account information across accounting units or
companies using the Report Writer system.
Each general ledger company can use only one chart of accounts
to create and post journal entries, but you can define different
charts of accounts to view different kinds of reports for the same
company. You can define a chart of accounts to use exclusively in
the Report Writer system. You can use the chart of accounts
instead of the row file to determine which headings, account
descriptions, and totals to print in the body of the report.
System Accounts
For each chart of accounts, you select system accounts, which are
the detail accounts you use to post error suspense, undistributed
retained earnings, retained earnings, translation gain loss
transactions, report currency rounding adjustment, and auto-
balancing adjustment transactions.
The error suspense account keeps the general ledger in balance
by preventing out-of-balance or invalid journal entries from being
posted to the General Ledger system. You can select a different
error suspense account for each subsystem that transfers
transactions to the General Ledger system.
If a LAWSON INSIGHT II or non-Lawson subsystem transfers an
out-of-balance journal entry or a journal entry with an invalid or
inactive account to the General Ledger system, GL190 (Journal
Posting) creates journal entries in the error suspense account for
the transaction in error. To prevent the journal entry from posting
to the error suspense account, you must correct the journal entry
before posting it, or back out the journal entry after posting, make
corrections, and then post the journal entry again.
The undistributed retained earnings account stores the
accumulated net amount for the income statement accounts for
each period. The undistributed retained earnings account is
updated each time you post general ledger journal entries. When
you close a fiscal year, the system uses the retained earnings
account to close the undistributed retained earnings and income
statement accounts.
The translation gain and translation loss accounts are used to post
gains or losses that result from currency translation. For more
information on currency translation, see “Defining Currency
Information” in Chapter 2.
Posting Accounts
When you create a journal entry or subsystem transaction line,
you must assign a general ledger posting account. A general
ledger posting account consists of a posting accounting unit and
detail account number.
You must either assign detail accounts to accounting units during
setup, or use the dynamic account assignment feature to
automatically assign a detail account to a posting accounting unit
when you add a transaction.
The following table shows the attributes you can use to track and
report information for a portion of a sample company, LGE
Corporation, company number 4321. The table column headings
represent accounting unit attributes you can use to track
information for reporting or analysis.
Accounting Level Level Level Person Nbr
unit 1 2 3 resp emp City
Headquarters 1 Miller
Corporate 1 1 Miller 12 Boston
Administratio 1 2 Brown 40 Boston
n
HR 1 3 Jones 24 Boston
MIS 1 4 Brown 16 Boston
LGE 2 Smith
Hospitals
Diagnostics- 2 1 1 Smith 7 Chicago
Grove
OB-GYN- 2 1 2 Smith 47 Chicago
Grove
Surgery- 2 1 3 Smith 39 San
Grove Jose
LGE Clinics 3 Abbott
Admin-Valley 3 1 1 Abbott 4 Boston
Diagnostics- 3 1 2 Abbott 13 San
Valley Jose
Patient Svcs- 3 1 3 Abbott 11 Boston
Valley
Financial Machine
General Ledger
Accounts Payable
Source Machine
Company A
Company B
Source Machine
Company A
Company B Periodically transfer
summarized balance or
transaction data to
create summarized
balances on the target
machine
Target Machine
Company A
Company B
Note If you run the General Ledger system on more than one
machine, you must consolidate company information to the target
machine before you can consolidate information across
companies. For more information, see “General Ledger on
Multiple Machines” earlier in this section.
Consolidation
Company
Company B
Target Machine
Setup
Note If you have the General Ledger subset, you must complete
all setup procedures unless otherwise noted. For a list of the
procedures, see “Setting Up the General Ledger Subset” later in
this chapter.
Note At the end of each accounting period, you must run GL198
(Non-GL Period Closing). This program determines the current
period, updates the Calendar form tab in GL10.1 (Company) for
the period being closed, and, when you close the last period of the
fiscal year, rolls over the next year dates. This process is required
for processing transactions in other LAWSON INSIGHT II
applications.
Optional report
• Run AC200 (Activity Group Listing) to list the activity group
definitions.
Defining Activities
Activities identify the actual tasks being performed for the activity
group, or overall project, defined in AC00.1 (Activity Group). An
activity can represent services, channels, customers, products,
and so on.
You can use these activities in all subsystems that report and post
data to the General Ledger system.
To define activities
1. Use AC10.1 (Activity).
2. In the Activity field, define an activity name and description.
3. Use the Main form tab to define required activity parameters.
Optional report
• Run AC210 (Activity Listing) to list activity information.
Defining a Class
The class is a unique identifier for the user analysis value. You can
use a class to group user analysis values, and to create a user
analysis value relation.
To define a class
1. Access SL00.1 (User Analysis Values).
2. In the Class field, use Define (F6) to open the Define Value
Class subform.
3. In the User Analysis field, select the user analysis you want to
define classes for.
4. In the Class field, type an identifier of the class.
Optional reports
• Run MX201 (Attribute Listing) to list attributes.
• Run MX200 (Element Listing) to list elements.
Optional report
• Run GL205 (Source Code Listing) with Yes selected in the
Print Attribute Options field to list subledger attributes.
Optional report
• Run RW205 (Data Dictionary Listing) to list data dictionary
items.
Optional report
• Run CU201 (Currency Codes Listing) to list currency codes.
Optional report
• Run CU202 (Currency Relationship Listing) to list currency
relationships.
Optional report
• Run CU210 (Exchange Rate Listing) to list exchange rates.
Optional report
• Run CU205 (Translation Code Listing) to list translation
codes.
You must assign a translation code and define translation rates for
each currency relationship you translate balances for. You can
define translation rates by currency table or by company. If you
define translation rates by currency table, the rates are used as
the default translation rates for all companies that use the
currency table. You can define different rates for a specific
company. You cannot define direct translation rates between
triangulated currencies. For more information, see "Triangulated
Currency Setup."
Each currency relationship you define translation rates for must
have Active selected in the Translation Status field in CU02.1
(Currency Relationship). Each company you translate currency for
must have Yes selected in the Translation field on the Currency
form tab in GL10.1 (Company). Instructions for defining currency
options for a company are included in the “Defining a Company”
procedure later in this chapter.
For an example of currency translation, see “Currency Translation
Example” in Chapter 6.
Optional report
• Run CU220 (Translation Rate Listing) to list translation rates.
Note You do not need to define a language code for the base
environment language (the default language used at your site); a
language code of spaces always represents the default language.
The language codes that you define must also exist in the
Environment langdef program. If a language does not exist in
langdef, you must define it.
After you have defined language codes, use AP10.1 (Vendor) to
assign a language to a vendor; and use AR10.1 (Customer) to
assign a language code to a customer. See the Accounts Payable
Procedures Manual or the Accounts Receivable Procedures
Manual for information on generating external documents in the
language preference of the vendor or customer.
Important You must complete this step for each chart of accounts
section.
Important You must complete this step for the summary accounts in
each chart of accounts section.
Optional report
• Run GL200 (Chart of Accounts Listing) to list the chart of
accounts. You can select the depth of detail you want to list.
Optional reports
• Run GL200 (Chart of Accounts Listing) to list the chart of
accounts. You can select the depth of detail you want to list.
Full General Ledger • Run GL215 (Chart Compare) to list the differences between
system users only two charts of accounts.
Defining a Company
A general ledger company represents a business unit or legal
entity in your organization. The reporting, security, subsystem
processing, and accounting needs of your organization determine
the number of general ledger companies you need to define.
When you define a general ledger company, you assign a chart of
accounts and base currency, define the organizational levels, and
select company-wide general ledger processing parameters.
Use the following table to locate additional information about
defining, maintaining, and copying a general ledger company.
For information on See
Options to consider before “Planning the General Ledger
defining a company Setup” in Chapter 1.
Converting companies and “Converting Non-Lawson
accounting units Data” later in this chapter.
Defining a consolidation “Distributed Processing
company Options” in Chapter 1.
Copying a company “Copying a Company” later in
this section.
Reorganizing a company “Maintaining a Company” later
in this chapter.
Maintaining companies and “Maintaining a Company” later
accounting units in this chapter.
Defining currency information, “Defining Currency
including company base Information” earlier in this
currency code and currency chapter.
tables
To define a company
1. Access GL10.1 (Company).
2. In the Company fields, type the company number and name
or description.
3. Use the Main form tab to define required company
parameters. On this form tab, select a chart of accounts, base
currency, accounting periods, and zone balancing options.
On the Main form tab, you can also open subforms used to
select a period to use for backposting or define a company
group. For more information, see “Backposting a Journal
Entry” in Chapter 3 and “Defining a Company Group” later in
this chapter.
4. Use the Hierarchy form tab to define the company structure.
You can define up to five company levels.
The information you define on this form tab determines how
you define accounting units for the company and the
maximum number of accounting units you can define at each
level.
5. Use the Calendar form tab to define your period ending dates.
For the current year, type the period ending dates. If you leave
the last year and next year date fields blank, the system uses
the month and day from the current fiscal year.
Tip If you have the Financial Desktop Tools installed, you can
use the Financial Calendar to define the period ending dates
for a company fiscal calendar.
Tip In the Currency Table field, you can choose Define (F6) to
transfer to CU00.1 (Currency Table) to define a currency
table. A currency table contains currency relationships,
exchange rates, and translation rates. You can assign a
currency table to more than one company. For more
information, see “Defining a Currency Table” earlier in this
chapter.
Optional report
• Run GL210 (Company Listing) to list company parameters
defined in GL10.1 (Company).
4. Use the Main form tab to define general information about the
accounting unit, including the accounting unit type. You can
also identify the person responsible for the accounting unit
and assign a chart of accounts section, attribute template, or
account currency.
On the Main form tab, you can also open subforms used to
define required attribute values, select posting accounts for a
posting accounting unit, and select system accounting units.
Instructions for using these subforms are available later in this
procedure.
5. Use the Levels form tab to define the level address of the
accounting unit. The level address identifies the location of the
accounting unit in the company structure.
You can also use this form tab to assign a new level address
to an accounting unit. For more information, see “Moving an
Accounting Unit” later in this chapter.
6. Optional. Use the Address form tab to define address and
communication information for the accounting unit.
7. Optional. Use the User Fields form tab to define additional
information for the accounting unit. These fields can be used
in LAWSON INSIGHT II Report Writer reports.
8. Select the Add form action.
A message displays on the Main form tab if required attribute
values are not defined, if accounts are not selected for a
posting accounting unit, or if system accounting units are not
selected or defined for the accounting unit. Instructions for
completing these options follow.
10. Optional. If you are defining a posting accounting unit and you
do not use dynamic account assignment, choose the
Accounts button from the Main form tab to open the Posting
Accounts subform.
The subform displays the accounts you can select for the
accounting unit. Select only the accounts needed for the
accounting unit.
Tip If you have the Financial Desktop Tools installed, you can
use the General Ledger Explorer to select individual posting
accounts.
Optional reports
• Run GL220 (Accounting Unit Listing) to list accounting units
for a company.
• Run GL221 (Posting Accounts Listing) to list posting accounts
by accounting unit for a company.
• Run GL222 (Posting Accounts Listing by Account) to list
accounting units that have a specific posting account
assigned. You can specify a range of posting accounts for a
company.
Copying a Company
To define a general ledger company, you can copy an existing
company, associated accounting units and accounts, and,
optionally, balances, transactions, and accounting unit attributes.
The company you copy must have Live, Test, or Inactive selected
in the Status field on the Main form tab in GL10.1 (Company).
After you copy the company information, you can maintain it. For
more information, see “Defining a Company” earlier in this section
or “Maintaining a Company” later in this chapter.
To copy a company
• Run GL110 (Company Copy Delete). Type or select the
following field data.
Field Description
Action This field determines whether to copy,
delete, or zero-out company
information.
Company The general ledger company you want
to copy.
To Company The number to assign to the new
(number) general ledger company.
To Company The name of the new general ledger
(description) company. If you leave this field blank,
the name of the existing company is
used.
Field Description
Base Currency The base currency to assign to the new
general ledger company. If you leave
this field blank, the base currency of
the existing company is used.
Currency One The report currency to assign to the
new general ledger company. If you
leave this field blank, the report
currency of the existing company is
used.
Currency Two The report currency to assign to the
new general ledger company. If you
leave this field blank, the report
currency of the existing company is
used.
Balance, This field determines whether to copy
Transactions balances and transactions. The default
is No.
Accounting Unit This field determines whether to copy
Attributes accounting unit attributes. The default
is No.
Optional report
• Run GL211 (Company Group Listing) to list company groups.
Optional report
• Run MX201 (Attribute Listing) to list attribute definitions.
Optional report
• Run MX200 (Element Listing) to list elements.
3. On the Main form tab, choose the Attributes button to open the
Attributes subform.
• To assign attribute values to a single accounting unit, use
the Attributes subform.
– or –
To assign attribute values to a single attribute field for all
company accounting units, choose the By Attribute button
to open the Values by Attribute subform.
Optional report
• Run MX205 (Template Listing) to list attribute templates.
Note Each time you preview the list by choosing the Preview
button, the system rebuilds the list. Remember to rebuild
accounting unit lists any time you change accounting unit
attribute values.
Optional report
• Run MX210 (List Listing) to list accounting unit lists.
You can use manual lists for “what if” analysis or to group
accounting units for reports and inquiries. For example, you can
use a manual accounting unit list to find out the impact that a
company reorganization will have on your financial statements.
You can also use a manual list to create a list of accounting units
that you want to assign the same attribute value to, and then run
MX500 (Attribute Value Population) to automatically assign the
value to all the accounting units in the list. For instructions on
running MX500, see “Assigning Attribute Values by Running a
Batch Program” earlier in this section.
Note You cannot rebuild manual lists to account for attribute value
changes; you must change them manually.
Optional report
• Run MX210 (List Listing) to list accounting unit lists.
Important If you convert an automatic list to a manual list, you cannot convert
it back. If you want to preserve the automatic list, you can copy an
existing automatic accounting unit list and then convert the copy
to a manual list. For instructions on copying a list, see “Copying an
Accounting Unit List” later in this section.
Optional report
• Run MX210 (List Listing) to list accounting unit lists.
Optional report
• Run MX210 (List Listing) to list accounting unit lists.
Field Description
Depth The depth of the summary level.
The level depth indicates the order of
totaling. For example, each level
assigned a depth of 2 (such as
Clinic 1) has its totals added to the
preceding account assigned a depth
of 1 (such as Clinics).
More Optional. To define financial
statement printing options for the
summary level, choose the More
button to open the Summary Level
Options subform.
On the Summary Level Options
subform, you can also open subforms
used to rename a summary level or
move a summary level to a different
location in the view. For instructions,
see “Maintaining an Accounting Unit
View” later in this chapter.
b. Type or select the following field data for each detail level
you want to define.
Field Description
Line Action The Add line action.
Type The type of level. Select Detail.
Summary Level The accounting unit list.
or List
Description The accounting unit list name
defaults.
Depth The depth of the detail level.
Optional report
• Run MX220 (View Listing) to list accounting unit views.
Optional report
• Run MX220 (View Listing) to list accounting unit views.
Optional report
• Run GL201 (System Control Listing) to list system codes and
system control options.
One of the first steps required to set up the General Ledger system
is to load Lawson-defined data, including source codes. If you
have not run GL105 (System, Source Code Load), see “Loading
System Codes and Source Codes” earlier in this chapter for
instructions. You can define additional source codes, if needed.
For each source code, you can select up to three attributes to
attach to transactions when they interface to the General Ledger
or Activity Management system. For more information about using
attributes for reporting and analysis, see “Planning the General
Ledger Setup” in Chapter 1 and “Defining Attribute Information”
earlier in this chapter.
Field Description
Originating The database field number to retrieve
System Value the transaction attribute value from. This
value must match the element name
assigned to the transaction attribute in
MX00.1 (Attributes).
Optional report
• Run GL205 (Source Code Listing) to list source codes for a
system code.
You can use journal books to identify journal entry operators. You
can then use GL45.1 (Journal Control) to filter journal entries by
journal book, and then review and release journal entries.
The journal book options defined for a company in the Journals
form tab in GL10.1 (Company) determine whether a journal book
is required on journal entries.
This section contains the following procedures:
• Defining a Journal Book
• Defining Company Journal Book Options
• Defining System Code Journal Book Options
Optional report
• Run JB200 (Journal Book Listing) to list journal books for a
company.
Field Description
Year End Closing The journal book value assigned to
Journal Book transactions that are created by the
system at year-end.
Optional report
• Run JB200 (Journal Book Listing) to list journal books for a
company.
Optional report
• Run GL204 (Reconciliation Code Listing) to list reconciliation
codes.
You can use journal hold codes to hold subsystem journal entries
so they are not posted during a processing cycle. For example, if
you want to review all accounts payable transactions before
posting, you can assign a journal hold code to the Accounts
Payable system code. This causes the General Ledger system to
assign the journal hold code to all accounts payable transactions
when they are transferred from the LAWSON INSIGHT II
Accounts Payable system.
For information on removing journal entries from hold, see
“Maintaining Journal Entry Holds” in Chapter 3.
Optional report
• Run GL225 (Intercompany Relationship Listing) to list
intercompany relationships.
Note You can create a balance sheet for any company accounting
unit, whether or not you define zones. Defining and using zones
ensures that the balance sheets are balanced.
Defining a Zone
For each company that uses zone processing, you must define a
zone for each of the highest level accounting units in the company.
The zone contains all associated lower-level accounting units.
Later, you must identify one of the zones as the default company
zone and define interzone relationships. Instructions for this
process are provided in the “Defining Company Zone Options”
procedure, which follows this procedure.
When you define zones for a company, you must give each zone
the same identifier as the accounting unit level number. For
example, Zone 1 can refer to accounting unit Headquarters with a
level of 1-0-0, and Zone 3 can refer to accounting unit Clinics with
a level of 3-0-0.
To define a zone
1. Access GL30.1 (Interzone Relationships).
2. Choose the New Zone button to open the Define Zone
subform. Use the subform to define a zone and select balance
sheet posting accounting units.
3. Optional. If the company has Yes selected in the Currency
Translation field on the Currency form tab in GL10.1
(Company), define translation gain and translation loss
accounts.
4. Select the Add form action.
Optional report
• Run GL210 (Company Listing) to list company parameters
defined in GL10.1 (Company).
Optional report
• Run GL230 (Interzone Relationship Listing) to list interzone
relationships.
Document Description
User Text Online help text for application programs. See
the form and field text for each conversion
program for more information about how to run
the conversion programs.
Conversion Relationships
Programs GL08.1 (Organization Relationship)
GL09.1 (Account Relationship)
GL208 (Organization Relationship Listing)
GL209 (Account Relationship Listing)
Conversion General Ledger Organization Relationships
files (GLCOMPREL)
General Ledger Account Relationships
(GLACCTREL)
Updated files None
Chart of Accounts
Programs GL60.1 (Chart Interface Maintenance)
GL160 (Chart of Accounts Interface)
GL260 (Chart Interface Listing)
Conversion file General Ledger Interface Chart (GLICHART)
Updated files General Ledger Chart (GLCHART)
General Ledger Chart Summary
(GLCHARTSUM)
General Ledger Chart Detail (GLCHARTDTL)
Accounting Units
Programs GL61.1 (Acct Unit Interface Maint)
GL161 (Accounting Unit Interface)
GL261 (Accounting Unit Interface Listing)
Conversion file General Ledger Interface Names (GLINAMES)
Updated files General Ledger Names (GLNAMES)
Accounting Unit Attribute Value (AUMXVALUE)
Transactions
Full General Ledger Programs GL65.1 (Transaction Interface Maintenance)
system users only GL165 (Transaction Interface)
GL265 (Transaction Interface Listing)
Conversion file General Ledger Transaction Conversion
(GLTRANSREL)
Updated file General Ledger Transaction (GLTRANS)
Balances
Full General Ledger Programs GL67.1 (Balance Interface Maintenance)
system users only GL167 (Balance Interface)
GL267 (Balance Interface Listing)
Conversion file General Ledger Balance Conversion
(GLMASTREL)
Updated files General Ledger Amounts, Period
(GLAMOUNTS)
General Ledger Units, Period (GLUNITS)
General Ledger Consolidation (GLCONSOL)
Budgets
Full General Ledger Programs FB65.1 (Budget Interface Maintenance)
system users only FB165 (Budget Interface)
FB265 (Budget Interface Listing)
Conversion file Budget Conversion (FBUDGETREL)
General Ledger Consolidation (GLCONSOL)
Updated files Budget Header (FBHEADER)
Budget Detail (FBDETAIL)
Note On the Define Ledger Report subform, you can also open
a subform to copy an existing report.
Optional reports
• Run GL250 (Ledger Report Listing) to list report parameters.
• Run GL290 (General Ledger Report) to create a general
ledger transaction report.
Note On the Basic form tab, you can open a subform to copy
an existing report.
Optional reports
• Run GL255 (Transaction Writer Listing) to list transaction
writer parameters.
• Run GL256 (Transaction Writer Report) to create a
transaction writer report.
To See
Move a summary account to a “Moving a Summary
different location in the chart Account” later in this
section.
Move a detail account from “Moving a Detail Account”
one summary account to later in this section.
another
Define additional summary Step 3 in “Defining a New
accounts or maintain summary Chart of Accounts” earlier
account options or restrictions in this Chapter.
Define additional detail Step 4 in “Defining a New
accounts or maintain detail Chart of Accounts” earlier
account options or restrictions in this Chapter.
Define additional system Step 5 in “Defining a New
accounts or maintain system Chart of Accounts” earlier
account restrictions in this chapter.
Assign a user analysis group The Strategic Ledger
and user analysis relation Procedures Manual.
Optional report
• Run GL200 (Chart of Accounts Listing) to list the chart of
summary accounts. You can select the depth of detail you
want to list.
Maintaining Accounts
This section contains the following procedures for maintaining
posting accounts for an accounting unit. It also contains
procedures for maintaining detail accounts for a chart of accounts.
• Copying Accounts
• Changing Multiple Accounts for an Accounting Unit
• Changing Multiple Detail Accounts for a Chart of Accounts
For instructions on defining the company structure or defining
accounting units, see “Defining the Company Structure” earlier in
this chapter.
Copying Accounts
The Mass Account Addition program lets you copy a range of
accounts from one chart of accounts section, summary account,
or accounting unit to selected accounting units for a company.
Accounts are copied to posting accounting units only. The
program does not copy over existing accounts.
To copy accounts
• Run GL121 (Mass Account Addition).
Note Use the Add If Account field on the Copy To form tab to
copy an account or range of accounts to accounting units that
already have a specific account number assigned. For
example, if you want to add the account Overtime Pay to all
departments that have a salary expense account, select the
overtime pay account in the Major Account field on the Copy
From form tab, and select the salary expense account in the
Add If Account field on the Copy To form tab. The program
copies the overtime pay account to all accounting units that
have a salary expense account.
Field Description
Major Account You can change a specific range of
and Subaccount detail accounts and, optionally,
subaccounts. To change all the
selected chart, section, and
summary account, leave the From
field blank and type 9999 in the To
field.
Maintaining a Company
This section contains the following procedures to copy and
maintain a general ledger company:
• Copying a Company
• Clearing Company Balances and Transactions
• Changing Company Levels
Use the following table to locate related information.
For information on See
Defining companies and “Defining the Company
accounting units Structure” earlier in this
chapter.
The files that are affected “Files Updated by GL110” in
when you copy a company or Chapter 6.
clear balances and
transactions
Copying a Company
You can copy a general ledger company, associated accounting
units and accounts, and, optionally, balances, transactions,
accounting unit attributes, and budgets. The company must have
Live, Test, or Inactive selected in the Status field in GL10.1
(Company).
After you copy the company information, you can maintain it. For
more information, see “Defining the Company Structure” earlier in
this chapter.
To copy a company
• Run GL110 (Company Copy Delete).
Type or select the following field data.
Field Description
Action This field determines whether to copy,
delete, or zero-out company
information. Select Copy.
Company The general ledger company you want
to copy.
To Company The number to assign to the new
number general ledger company.
To Company The name of the new general ledger
description company. If you leave this field blank,
the name of the existing company is
used.
Base Currency The base currency to assign to the new
general ledger company. If you leave
this field blank, the base currency of
the existing company is used.
Field Description
Currency One The report currency to assign to the
new general ledger company. If you
leave this field blank, the report
currency of the existing company is
used.
Currency Two The report currency to assign to the
new general ledger company. If you
leave this field blank, the report
currency of the existing company is
used.
Balance, This field determines whether to copy
Transactions balances and transactions. The default
is No.
Accounting Unit This field determines whether to copy
Attributes accounting unit attributes. The default
is No.
Copy Budgets This field determines whether to copy
budgets defined for the company in the
Budgeting system. The default is No.
Budget Version If you select Yes in the Copy Budgets
field, this field identifies whether to
copy the current budget or all budgets.
The default is Current.
Note If the company uses zones, you must change the company
Zone Balancing field on the Main form tab in GL10.1 (Company)
to No before changing the company level structure. After
completing the change process, change the field back to Yes and
define new zone relationships. For instructions, see “Defining a
Zone” earlier in this chapter.
LGE
Corporation
Administration Restaurant
01-01 04-01
Accounting Marketing
01-02 04-02
Sales Sales
01-03 04-03
Marketing
01-04
Tip If you have the Financial Desktop Tools installed, you can
use the GL Explorer to complete step 1 by dragging and
dropping the accounting unit to the new location in the
company structure.
Note If you have more than one general ledger company and you
transfer your general ledger data for consolidation, add the new
level to all companies to ensure consistent consolidation
reporting.
LGE LGE
Hospitals Hospitals
Procedures
Note You can automatically balance totals for the base currency
by selecting Yes in the Auto Base Balance field on the Currency
form tab in GL10.1 (Company).
If amounts and units are not in balance when you release the
journal entry, adjustments are made in the system accounts you
defined during your chart of accounts setup. For information on
defining system accounts, see “Defining a New Chart of Accounts”
in Chapter 2.
If you defined a
journal entry using The system account
Only base Balancing adjustments are made in the
currency amounts Error Suspense account for base currency
and units. and transaction currency amounts and
units.
Base currency, Balancing adjustments are made in the
transaction Report Currency Rounding Adjustment
currency, and account for report currency amounts.
report currency Balancing adjustments are made in the
amounts and units Error Suspense account for base currency
and transaction currency amounts and
units.
Only report Make manual adjustments before release.
currency amounts
and units
Base currency Balancing adjustments are made in the
and transaction Error Suspense account for the base
currency codes currency and transaction currency.
– or –
a. To add up to 12 transaction lines at a time for the journal
entry, choose the Speed Entry button on GL40.1 to open
the Speed Entry subform. On this form, you can assign an
account, user analysis values, an amount, and a
description, and set the reversal flag.
b. Optional. To define additional information for a transaction
line or override the default information from the journal
entry header, choose the More button to open the
Additional Information subform.
– or –
a. To define a single transaction line, choose the Single Line
button on GL40.1 to open GL40.9 (Journal Entry Line).
b. Use the Main, Attributes, and Amounts form tabs to define
journal entry transaction information.
Note If you posted the journal entry, you must reverse it before you
can override or define report currency only journal entries,. For
instructions, see “Reversing a Journal Entry” later in this chapter.
You can override the report currency amount and exchange rate.
If you modify the exchange rate, you must clear the report
currency amount. If you use triangulation, report currency
overrides follow triangulation parameters.
4. For each journal entry, make sure the value in the Control
Amount field equals the actual (system-calculated) amount,
which displays below the control amount.
If the amounts are not the same, complete one or both of the
following steps:
a. Optional. To change the control amount for a journal
entry, complete the following steps.
1) Select the Change line action next to the journal entry.
2) In the Control Amount field, type a new value so it
matches the actual total.
3) Choose the Change form action.
b. Optional. To change the actual amount for a journal entry,
correct the journal entry.
For instructions, see “Correcting an Unreleased Journal
Entry” later in this section.
Optional inquiry
• Use GL42.1 (Journal Entry Log) to display journal entry
transaction information for a period or range of dates for a
company.
Log records display for each journal entry, including a
message about journal entry errors.
• To correct an error for an unreleased journal entry,
choose the Maintain button next to the entry to open
GL40.1 (Journal Entry).
• To display journal entry details (including status), totals, or
transaction lines, use the Drill Around feature.
Optional reports
• Run GL240 (Journal Edit Listing) to list detailed journal entry
transaction information.
• Run GL241 (Period Transaction Listing) to list all journal entry
transactions in journal entry order.
• Run GL245 (Journal Control Report) to list journal entry
heading information.
The listing includes the status, journal entry operator, and
originating subsystems.
• Run JB240 (Journal Book Report) to list journal entry
transactions for a journal book in transaction sequence order.
Interface Programs
Two interface programs are available to transfer journal entry
data: GL165 (Transaction Interface) and GL65.1 (Transactions
Interface Maintenance).
GL165 lets you transfer journal entries and transaction lines from
an external source to the General Ledger system. GL165 edits the
information that you load in the interface file, creates records into
the General Ledger database file, and purges corresponding
records from the interface file.
GL65.1 lets you maintain records in the interface files. You can
use GL65.1 to maintain records before you transfer them, or to
correct to records that do not transfer before running GL165 again
to process the corrected records.
For more information about how to use the interface programs,
see the form and field help text for each program.
Interface Files
Following is the interface file that you need to load and the
database file that GL165 (Transaction Interface) updates.
Input File
Load external journal entry data into the following file. For
information about each field in each file, the kind of information
each field should include, and the programs that update each field,
see the data file help text for the interface file.
File COBOL name
General Ledger Transaction GLTRANSREL
Conversion
Output File
GL165 (Transaction Interface) updates the following database file.
For information about the file, see the data file help text for the file.
File COBOL name
General Ledger Transaction GLTRANS
Optional report
• Run GL265 (Transaction Interface Listing) to list the data
contained in the General Ledger Transaction Conversion file.
Note You can also use GL70.1 during year-end closing to change
the Ending Period and Year fields to show the new year.
b. Use the Valid Periods form tab to define the date range
and periods in which the recurring journal entry occurs.
c. Optional. If you use the transaction attribute feature, use
the Attributes form tab to define attribute values. The
default values are assigned to transaction lines with the
same source code.
d. Select the Add form action.
3. Use GL70.1 to create recurring journal entry transaction lines.
On this form, you can assign user analysis values, amount
and unit values, an activity, and a description.
To include user analysis values in the transaction, press
For Strategic Ledger Define (F6) in the User Analysis field to open the User
system users only Analysis Entry subform. For complete information, see the
Strategic Ledger Procedures Manual.
To define additional information for a transaction line, override
information that defaults from the recurring journal entry
header, or calculate the amount based on volume and rate
information, choose the More button to open the Additional
Information subform.
Tip If you have a recurring journal entry that occurs twice in the
same period, you can create a single recurring journal entry, and
then copy it and assign a different posting day to the copy.
For example, if you pay rent or services in advance for one year,
you can use the split distribution feature to post part of the prepaid
amount from your prepaid expense account to the actual expense
account for each period.
When you define a recurring journal entry to split a distribution, the
system distributes the transaction line amount evenly to each
period you select. You can then adjust the scheduled amounts.
After you create a split distribution, you must release, transfer, and
post the recurring journal entry.
Important You cannot quick-post intercompany journal entries. You must run
GL190 (Journal Posting) to post them.
Revaluing Currency
Currency revaluation is the process of calculating new values for
nonbase currency amounts. At least once in an accounting period,
you must run GL191 (Currency Revaluation) for each general
ledger company that processes nonbase currency transactions.
GL191 revalues nonbase amounts for all posting accounts that
are defined for revaluation, based on the currency exchange rate
in effect and creates journal entries for the currency gain and loss
accounts assigned to the company to track realized gains and
losses. You need to post these journal entries before you close the
accounting period. For instructions, see “Posting Journal Entries”
earlier in this chapter.
To revalue currency
• Run GL191 (Currency Revaluation).
Important Before you run this report, you must use GL05.1 (Source
Code) to attach the VENDOR attribute to all the source codes
assigned to the AP system code. For more information on
setting up source codes and source code attributes, see
"Defining Source Codes" in Chapter 2.
Important Before you run this report, you must use GL05.1 (Source
Code) to attach the VENDOR attribute to all the source codes
assigned to the AP system code. For more information on
setting up source codes and source code attributes, see
"Defining Source Codes" in Chapter 2.
Important Before you run this report, you must use GL05.1 (Source
Code) to attach the CUSTOMER attribute to all the source
codes assigned to the AR system code. For more information
on setting up source codes and source code attributes, see
"Defining Source Codes" in Chapter 2.
Important Before you run this report, you must use GL05.1 (Source Code) to
attach the CUSTOMER attribute to all the source codes assigned
to the AR system code. For more information on setting up source
codes and source code attributes, see "Defining Source Codes" in
Chapter 2.
Important You can close a period with a Limited Close or Final Close status.
Closing a period with a Limited Close status allows future
backposting. Closing a period with a Final Close status prohibits
future backposting.
Before closing a period, make sure that you release all unreleased
journal entries and post all released journal entries. No open
transactions can exist in the period you are closing, including
quick-posted journal entries and journal entries created by GL191
(Currency Revaluation) and GL195 (Transaction Calculation) for
currency gains and losses, and GL196 (Report Currency
Translation).
If you have closing control selected for a subsystem, you must
close the subsystem before you can close the general ledger
accounting period. If you translate currency, you must close the
period for the consolidation company before or concurrently with
each company you translate amounts and units from.
Tip You can calculate next year beginning balances at any time
during the current fiscal year by running GL199 with Next Year
Beginning Balance selected in the Closing Option field. This
option updates balances only and does not perform any closing
activities. For example, use this option if you want to run financial
statements for the first period of a new year, but you are not yet
ready to close the last period of last year.
Note The program always assigns the same work file name.
Make sure you process work files created by previous GL141
runs before running the program again.
Optional report
• Run GL267 (Balance Conversion Listing) to list data in the
General Ledger Balance Conversion file before running
GL167.
Note GL141 always assigns the same work file name. Make
sure you process work files created by previous GL141 runs
before running GL141 again.
Optional report
• Run GL265 (Transaction Conversion Listing) to list data in the
General Ledger Transaction Conversion file before running
GL165.
Important If you need to run GL195 again for the same period, you must
run GL110 (Company Copy Delete) to zero-out the period for
the consolidation company, and then run GL195 again for
each source company. For instructions, see “Maintaining a
Company” in Chapter 2.
2. Release and post all journal entries for the last period of the
fiscal year.
For instructions, see “Releasing Journal Entries” and “Posting
Journal Entries” earlier in this chapter.
3. Optional. Revalue currency and post currency gain and loss
transactions.
For instructions, see “Revaluing Currency” and “Posting
Journal Entries” earlier in this chapter.
4. Optional. Translate currency and post translation gain and
loss transactions.
For instructions, see “Consolidating General Ledger Data,”
"Translating Base Currency to Report Currency," and “Posting
Journal Entries” earlier in this chapter.
5. Run GL199 (Period Closing) to close the last period of the
fiscal year. You can select a Limited Close or Final Close
closing option.
For more information, see “Closing an Accounting Period”
earlier in this chapter.
Run To create
GL243 (Daily A listing of posting account totals for a
Transaction posting date or range of posting date. The
Listing) accounts must have Yes selected in the
Account Daily Balance field in the
Summary Account Options subform or the
Account Information subform in GL00.1
(Chart of Accounts).
GL243 lets you
• list journal entry totals by posting date
for a company, all accounting units for
the company or up to four select
accounting units, and a range of
accounts and subaccounts,
• list amount or units, and
• sequence transactions by accounting
unit, account, or posting date.
GL245 (Journal A listing of journal entries by system code in
Control Report) summarized for. The listing includes journal
entry status, dates, journal entry operator,
and amounts.
GL245 lets you
• list information for a single period or a
range of periods for a company and
• limit the report to a single journal entry
status.
You can use GL45.1 (Journal Control) to
view and maintain the information that
GL245 lists. For more information, see
“Maintaining Posted Journal Entries” earlier
in this chapter.
Run To create
GL297 (Posting A listing of general ledger transactions in
Sequence the order they were posted. GL297 is
Number Report) available only for companies that have
Company or Journal Book selected in the
Transaction Numbering field on the
Journals form tab in GL10.1 (Company).
GL297 lets you list transactions by the
transaction sequence number
automatically assigned when the
transaction was posted.
JB240 (Journal A listing of journal entries for a journal book
Book Report) in journal book sequence number and
transaction posting date order.
JB240 lists both detail and summary
records for a company and lets you limit the
report to a single journal book, year and
period or range of periods.
Optional report
• On GL41.1, choose the Print button to open GL240 (Journal
Edit Listing). Run GL240 to create a detailed listing of journal
entry transactions.
You can view transactions only for accounts that have Yes
selected in the Account Daily Balance field in the Summary
Account Options subform or the Account Information subform in
GL00.1 (Chart of Accounts).
For instructions on using the Drill Around feature, see Desktop
Client Getting Started.
Optional report
• Run GL243 (Daily Transaction Listing) to list transactions that
display in GL43.1.
Note For faster report run times, run GL300 with only one
delete option at a time.
Deleting a Company
GL100 (Company Copy Delete) lets you delete a general ledger
company and all of its associated data. The company must have
Delete selected in the Status field in GL10.1 (Company).
For information on the files that are affected when you delete a
general ledger company and associated data, see “Files Updated
by GL110” in Chapter 6.
To delete a company
• Run GL110 (Company Copy Delete).
• Type or select the following field data.
Field Description
Action Delete
Company The company you want to delete.
Important If you delete accounts for a range of companies, make sure the
company level structure is the same for all companies or
unpredictable results occur.
Field Description
Major Accounts You can delete a specific range of
and Subaccounts detail accounts and, optionally,
subaccounts. To change all the
selected chart, section, and
summary account, leave the From
field blank and type 9999 in the To
field.
Optional inquiry
• Use GL42.1 (Journal Entry Log) to display journal entry log
records.
Field Description
New Current Period The new current period. Leave this
field blank if you are changing only
the fiscal year and want the current
period value to remain the same.
Update Budgets This field determines whether to
update budget period amounts. Valid
values are Yes (default) and No.
Processing Examples
The following examples show how the system reassigns values to
your current calendar when you run GL500 (Fiscal Year Change).
• Example 1: Changing the Fiscal Year to Match the Calendar
Year
• Example 2: Changing the Calendar-Based Fiscal Year to a
Custom Fiscal Year
8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12
1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5
Last Year (New Calendar) Current Year (New Calendar) Next Year (New Calendar)
Fiscal Year 1996 Fiscal Year 1997 Fiscal Year 1998
(January Through December 1996) (January Through December 1997) (January Through December 1998)
1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6
7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12
Last Year (New Calendar) Current Year (New Calendar) Next Year (New Calendar)
Fiscal Year 1997 Fiscal Year 1998 Fiscal Year 1999
(July 1996 Through June 1997) (July 1997 Through June 1998) (July 1998 Through June 1999)
General Ledger Procedures Manual Chapter 5 Average Daily Balance Setup 225
Version 7.2.1 and Procedures
Defining the Work of Date
Note You can reset the Work of Date during the ADB processing
cycle after you run AD190 (Transaction Posting) and AD191 (Cost
of Funds).
226 Chapter 5 Average Daily Balance Setup General Ledger Procedures Manual
and Procedures Version 7.2.1
Defining Average Daily Balance Accounts
2. In the ADB Y/N field, select Yes next to each balance sheet
account that requires an average daily balance to be
calculated.
– or –
Choose the Mass Add button to open the Mass Add Entry
subform. This subform lets you define all balance sheet
accounts as average daily balance accounts.
3. Optional. In the Days per period and Days per year fields, type
the number of days in the period and the year.
Values from the company fiscal calendar default.
These values are used to calculate the cost of funds or yield
for an account.
4. Select an interest account (accounting unit, account, and
subaccount number) or ratio total name for each average daily
balance account.
Interest accounts or ratio total names are used to calculate the
cost of funds or yield for an ADB account.
Optional report
• Run AD220 (Account Listing) to list the average daily balance
accounts and options you selected in AD20.1 (Accounts). The
Account Listing report includes
• the account number and description of each ADB
account,
• the number of days in the period and year, and
• the interest account number or ratio total name
associated with an ADB account.
General Ledger Procedures Manual Chapter 5 Average Daily Balance Setup 227
Version 7.2.1 and Procedures
Using Average Daily Balance Processing
228 Chapter 5 Average Daily Balance Setup General Ledger Procedures Manual
and Procedures Version 7.2.1
Calculating Average Daily Balances
Note The AD191 (Cost of Funds) program uses the average daily
balances calculated in AD190 (Transaction Posting). Only ADB
accounts with an interest account or ratio total name specified in
AD20.1 (Accounts) are included when the system calculates the
cost of funds.
General Ledger Procedures Manual Chapter 5 Average Daily Balance Setup 229
Version 7.2.1 and Procedures
Reporting Average Daily Balance Information
230 Chapter 5 Average Daily Balance Setup General Ledger Procedures Manual
and Procedures Version 7.2.1
Chapter 6
System Logic
Journal Entries
The following tables list the valid journal entry and transaction line
statuses. For journal entries, this information is stored in the
Status field in the General Ledger Control (GLCONTROL) file. For
transaction lines, this information is stored in the Status field in the
General Ledger Transaction (GLTRANS) file. You can view the
status of a journal entry online using GL45.1 (Journal Control) or
GL41.1 (Journal Analysis).
Period Statuses
Status Description
Ready The recurring journal entry for the current
period has not been transferred to the General
Ledger system for posting.
Out of Range The current period and year are not within the
valid period and year range defined for the
recurring journal entry.
No Select The recurring journal entry is not scheduled to
occur in the current period.
Processed The recurring journal entry for the current
period has been transferred to the General
Ledger system.
The following example shows the detail lines when you release an
Intercompany journal entry that includes transaction currency
amounts. (Currency Ledger set to Yes in the Currency form tab in
GL10.1 (Company).
Tran Tran Exch Base Base
Co Acct Unit Acct Curr Amount Rate Curr Amount Type
4321 Corporate 11000 FFR 250- 0.18 USD 45- JE
4321 Corporate 12000 GBP 1000- 1.67 USD 1676- JE
4325 Region 12500 GBP 1000 1.67 USD 1676 JE
4325 Region 13000 FFR 250 0.18 USD 45 JE
LGE
Corporation
The following detail lines are created for the sample interzone
journal entry.
Zone Account Amount Type
2 Sales - Prescription Drugs 100- JE
3 Sales - Prescription Drugs 50 JE
4 Sales - Prescription Drugs 50 JE
When you run GL190 (Journal Posting) for LGE Corporation, the
system creates the following balancing entries to the interzone
payable and interzone receivable accounts defined in GL30.1
(Interzone Relationships).
Zone Account Amount Type
1 Interzone Payable 100 ZB
1 Interzone Receivable 100 ZB
2 Interzone Payable 100 ZB
3 Interzone Receivable 50- ZB
4 Interzone Receivable 50- ZB
Currency Processing
This section contains the following topics related to currency
processing:
• Currency Exchange Example
• Currency Translation Example
• World Currencies
January 5, 1998
Hors D’oeuvres Du Jour sends LGE Corporation 100 pounds of
truffles. LGE Corporation receives an invoice for the amount of
FFR 7,500. The daily rate for French francs is 0.1747. The
equivalent is FFR 5.72 to 1.00 US dollars. LGE Corporation uses
the invoice date to begin the exchange process.
Journal entry
5 January 98 Food Expense 1,310.25
Accounts Payable 1,310.25
February 1, 1998
The Currency program has LGE Corporation reverse the
unrealized loss from the preceding period.
Journal entry
1 February 98 Accounts Payable 177.00
Unrealized Loss 177.00
February 5, 1998
LGE Corporation marks the invoice for payment. The daily rate for
French francs is 0.1789. The equivalent is FFR 5.59 to 1.00 US
dollars. When LGE Corporation processes the payment, it is
1,341.75 (0.1789 * 7500 FFR). LGE Corporation creates the
following journal entry to show the invoice cash amount, relieve
the liability, and show any changes from the first invoice exchange
rate.
Journal entry
5 February 98 Accounts Payable 1,310.25
Realized Loss 31.50
Cash 1,341.75
The following shows how the system applies each rate to the
balance sheet for LGE Corporation UK.
Balance sheet
Cash 159,500 Accounts Payable 119,625
(£100,00*1.5950) (£75,000*1.5950)
Building 110,400
(£75,000*1.472)
Accounts 39,875 Owner’s Equity 199,375
Receivable (£125,00*1.5950)
(£25,000*1.5950)
Total Assets 309,775 Total Liabilities 319,000
World Currencies
The following table shows the currencies most commonly listed in
the business section of most national newspapers. Some currency
names do not reflect the current political situation of the country
(for example, the former Soviet Union and the former Yugoslavian
Republic).
Forms
Symbol Currency Decimals expression
ADP Andorran Peseta 0 AN Peseta
AED United Arab Emirate 2 UAE Dirham
Dirham
ANG Netherlands Antillean 2 NA Guilder
Guilder
Forms
Symbol Currency Decimals expression
ARS Argentine Peso 2 A Peso
ATS Austrian Shilling 2 Shilling
AUD Australian Dollar 2 A Dollar
BEF Belgian Franc 0 B Franc
BGL Bulgarian Lev 2 Lev
BMD Bermudan Dollar 2 Berm Dollar
BRE Brazilian New Cruzeiro 2 Nuovo
Cruzeiro
CAD Canadian Dollar 2 C Dollar
CHF Swiss Franc 2 Swiss Franc
CLP Chilean Peso 2 Chilean Peso
CNY Chinese Yuan 2 Yuan
COP Colombian Peso 2 Colombian
Peso
DEM German Mark 2 D Mark
DKK Danish Krone 2 D Krone
ECS Ecuador Sucre 2 Sucre
EGP Egyptian Pound 3 Egyptian
Pound
ESP Spanish Peseta 0 Peseta
EUR Euro 2 Euro
ECU European Currency Unit ECU
FIM Finnish Markka 2 Markka
FRF French Franc 2 French Franc
GBP British Pound Sterling 2 Pound
Sterling
GRD Greek Drachma 0 Drachma
Forms
Symbol Currency Decimals expression
HKD Hong Kong Dollar 2 HK Dollar
HRD Croatian Dinar 0 C Dinar
HUF Hungarian Forint 2 Forint
IDR Indonesian Rupiah 2 Rupiah
IEP Irish Pound 2 I Pound
ILS Israeli Shekel 2 Shekel
INR Indian Rupee 2 Rupee
ITL Italian Lira 0 Lira
JOD Jordanian Dinar 3 Jordan Dinar
JPY Japanese Yen 0 Yen
KRW Republic of Korea Won 0 Won
LBP Lebanese Pound 2 Lebanese
Pound
LUF Luxembourg Franc 0 L Franc
MXN Mexican New Peso 2 New Peso
MYR Malaysian Ringgit 2 Ringgit
NLG Netherlands Guilder 2 Guilder
NOK Norwegian Krone 2 N Krone
NZD New Zealand Dollar 2 NZ Dollar
PEN Peruvian New Sol 2 New Sol
PHP Philippine Peso 2 Philippine
Peso
PKR Pakistani Rupee 2 P Rupee
PLZ Polish Zloty 2 Zloty
PTE Portuguese Escudo 0 Escudo
RUR Russian Ruble 2 Ruble
Forms
Symbol Currency Decimals expression
SAR Saudi Arabian Riyal 2 Riyal
SEK Swedish Krona 2 S Krona
SOD Singapore Dollar 2 Singapore
Dollar
THB Thailand Baht 2 Baht
TRL Turkish Lira 2 Turkish Lira
TWD New Taiwan Dollar 2 Taiwan Dollar
USD United States Dollar 2 Dollar
UYU Uruguay Peso 2 Uruguay Peso
VEB Venezuelan Bolivar 2 Bolivar
YUN Yugoslavian Dinar 2 Dinar
ZAR South African Rand 2 Rand
Company Copy
The following files are updated when you copy a general ledger
company using GL110 (Company Copy Delete).
File COBOL name
Accounting Unit Attribute Value AUMXVALUE
Allocation Comments CACOMMENT
Allocation Detail CADETAIL
Allocation Header CAHEADER
Allocation Transaction CATRANS
Currency Gain and Loss Account CUACCT
Currency Amount CUAMOUNT
Currency Translation CUTRANSL
Budget Detail FBDETAIL
Budget Header FBHEADER
Daily Report Currency CUAMOUNTX
General Ledger Address GLADDRESS
General Ledger Amounts GLAMOUNTS
General Ledger Audit GLAUDIT
General Ledger Closing Audit GLCLSAUDIT
General Ledger Codes GLCODES
General Ledger Comments GLCOMMENT
General Ledger Consolidation GLCONSOL
General Ledger Control GLCONTROL
General Ledger Intercompany GLINTCO
General Ledger Journal Entry Log GLJELOG
General Ledger Account Master GLMASTER
General Ledger Names GLNAMES
Company Zero
The following files are updated when you clear general ledger
company balances and transactions using GL110 (Company
Copy Delete).
File COBOL name
Currency Amount CUAMOUNT
Daily Report Currency CUAMOUNTX
Company Delete
The following files are updated when you delete a general ledger
company and its associated data using GL110 (Company Copy
Delete).
File COBOL name
Accounting Unit Attribute Value AUMXVALUE
Allocation Comments CACOMMENT
Allocation Detail CADETAIL
Allocation Header CAHEADER
Allocation Transaction CATRANS
Currency Amount CUAMOUNT
Currency Gain and Loss Account CUACCT
Currency Translation CUTRANSL
Budget Detail FBDETAIL
Budget Header FBHEADER
Daily Report Currency CUAMOUNTX
General Ledger Address GLADDRESS
General Ledger Amounts GLAMOUNTS
General Ledger Audit GLAUDIT
General Ledger Closing Audit GLCLSAUDIT
Work of Date
The system uses the Work of Date defined in AD01.1 (Work of
Date) as a cutoff date when calculating average daily balances.
You must choose a date within the period that you are running
AD190 (Transaction Posting).
Average daily balances for each account are stored in the ADB
Amounts file. When you run AD190 (Transaction Posting) in
Update mode, average daily balance information for the period,
quarter-to-date, and year-to-date are transferred to the LAWSON
INSIGHT II Budgeting system and the General Ledger
Consolidation file.
Cost of Funds
You must run AD190 (Transaction Posting) before you can
determine the cost of funds or yield for average daily balance
accounts. The system uses the average daily balances calculated
by AD190.
To calculate the cost of funds in a period, the system
• accumulates all interest account amounts (interest) for all
ADB accounts,
• accumulates all average daily balance amounts (principal) for
all ADB accounts, and
• uses the number of days per period and days per year defined
for ADB accounts.
The formula used to calculate the cost of funds is
interest / principal
period days / year days
For quarter-to-date and year-to-date calculations, the interest,
principal, and day values are accumulated for the respective time
periods.
The system updates the cost of funds budgets defined for the
average daily balance company with the calculated rates and
yields for the month, quarter, and year-to-date.
AD191 (Cost of Funds) generates a Cost of Funds report that
contains the following information for the period, quarter-to-date,
and year-to-date:
• Averages based on the period accumulation of the average
daily balance for each account defined for the ratio total. If
interest accounts without ratio total names are used, only
numeric totals print.
Period Structure
The system calculates average daily balances on a month-to-
date, quarter-to-date, and year-to-date basis. The General Ledger
Company file defines the period structure for the current, next, and
last fiscal years. To calculate average daily balances, you must
select a period with an Open or Open for Backposting status.
Important Because the period and fiscal year must be open in the General
Ledger system to permit ADB processing, schedule the running of
this program carefully.
Year-End Closing
The system stores average daily balance amounts by fiscal year.
To prepare for the next fiscal year, the Average Daily Balance
system does not require any additional program to clear the last,
current, and next year balances.
System Programs
Flowcharts
The following flowcharts are available to guide you through the
process of setting up and using the General Ledger system.
Form ID Name
GLFL.1 General Ledger Flowchart
Setup form tab
Processing form tab
Report Writer form tab
Allocation form tab
Budget form tab
GLFL.2* Reporting
GLFL.3* Analysis
GLFL.4* Recurring Flowchart
GLFL.5* Mass Maintenance
GLFL.6* Reports
Form ID Name
GLFL.7* Miscellaneous
GLFL.8* Prerequisite Load Programs
GLFL.9* Import and Export
GLSU.1 General Ledger Subset Flowchart
GLSU.2* Miscellaneous
MXSU.1 Attribute Setup Flowchart
MXSU.2* Business Objects
MXSU.3* Listings
Load Programs
Use the following programs to load Lawson-defined information
before setting up the General Ledger system.
Form ID Name
GL105 System, Source Code Load
GL106 Subledger Attribute Load
MX100 Attribute, Element Load
RW590 Data Dictionary Load
Form ID Name
GL00.5* Summary Account Options
GL00.6* Move Detail Account
GL00.7* System Accounts
GL00.8* Rename Summary Account
GL00.9* Chart Copy
GL03.1* Preview Chart of Accounts
GL03.2* Move Summary Account
GL03.3* Error Suspense by System
GL03.4* Summary Account System Restriction
GL03.5* Detail Account System Restriction
GL03.6* Posting Account System Restriction
Form ID Name
GL20.1 Accounting Units-Accounts
Main form tab
Levels form tab
Address form tab
User Fields form tab
GL20.2* Posting Accounts
GL20.3* Account Options
GL20.4* Mass Add Accounts
GL20.5* Values By Attribute
GL20.6* System Accounting Units
GL20.7* Attributes
GL25.1 Intercompany Relationships
GL30.1 Interzone Relationships
GL30.2* Define Zone
GL35.1 Chart Map Maintenance
GL36.1 Fiscal Year Mapping
GL130 Chart Map Creation
Form ID Name
GL01.5* System Remote Indicator
GL04.1 Reconciliation Code
GL04.2 Reconciliation Codes
GL05.1 Source Code
GL05.2* Source Codes
GL05.3* Attribute Origin
GL05.4* Source Code Attributes
GL12.1 Journal Hold Code
GL12.2* Journal Hold Codes
GL19.1 Language Code Maintenance
JB00.1 Journal Book
JB00.2* Journal Book Systems
JB00.3* Journal Book Operators
JB00.4 Journal Book Accounts
Currency Setup
Use the following programs to set up the Currency system.
Form ID Name
CU00.1 Currency Table
CU01.1 Currency Code
CU01.2 Currency Codes
CU02.1 Currency Relationship
CU02.2 Relationship Summary
CU03.1 Currency Gain Loss Accounts
CU05.1 Translation Code
Form ID Name
CU05.2 Translation Codes
CU10.1 Exchange Rates
CU10.2* Daily Rate Entry
CU20.1 Currency Table Translation Rates
CU20.2* Currency Table Period Rate Entry
CU20.3 Company Translation Rates
CU20.4* Company Period Rate Entry
Form ID Name
MX20.3* Summary Level Options
MX20.4* Rename Summary Level
MX20.5* View Copy
MX20.6* Move Summary Level
MX200 Element Listing
MX201 Attribute Listing
MX205 Template Listing
MX210 List Listing
MX220 View Listing
MX500 Attribute Value Population
MXSU.1 Attribute Setup Flowchart
MXSU.2* Business Objects
MXSU.3* Listings
Form ID Name
GL65.2* Additional Transaction Attributes
GL65.3* Report Currency Entry
GL67.1 Balance Interface Maintenance
GL160 Chart of Accounts Interface
GL161 Accounting Unit Interface
GL162 AU Attribute Interface
GL165 Transaction Interface
GL167 Balance Interface
GL260 Chart Interface Listing
GL261 Acct Unit Interface Listing
GL262 AU Attribute Interface Listing
GL265 Transaction Interface Listing
GL267 Balance Interface Listing
Form ID Name
GL204 Reconciliation Code Listing
GL205 Source Code Listing
GL208 Organization Relationship Listing
GL209 Account Relationship Listing
GL210 Company Listing
GL211 Company Group Listing
GL215 Chart Compare
GL220 Accounting Unit Listing
GL221 Posting Accounts Listing
GL222 Posting Accounts Listing by Account
GL225 Intercompany Relationship Listing
GL230 Interzone Relationship Listing
GL240 Journal Edit Listing
GL241 Period Transaction Listing
GL243 Daily Transaction Listing
GL245 Journal Control Report
GL247 Centralized Book Report
GL250 Ledger Report Listing
GL255 Transaction Writer Listing
GL256 Transaction Writer Report
GL270 Recurring Journal Edit Listing
GL275 Recurring Journal Control Report
GL284 AP Grand Livre Report - Period
GL285 AP Grand Livre Report - Date
GL286 AR Grand Livre Report - Period
GL287 AR Grand Livre Report - Date
Form ID Name
GL288 GL Grand Livre Report - Period
GL289 GL Grand Livre Report - Date
GL297 Posting Sequence Number Report
JB200 Journal Book Listing
JB240 Journal Book Report
Journal Entry
Use the following programs to create, release, post, and maintain
journal entries in the General Ledger system.
Form ID Name
GL40.1 Journal Entry
GL40.2* Define Journal
Main form tab
Dates, Currency form tab
Attributes form tab
GL40.3* Speed Entry
GL40.4* Additional Information
GL40.5* Comments
GL40.6* Filter
GL40.7* Journal Copy
GL40.8* Totals
GL40.9* Journal Entry Line
Main form tab
Attributes form tab
Amounts form tab
GL42.1 Journal Entry Log
GL44.1 Report Currency Entry
GL45.1 Journal Control
GL45.2* Additional Information
Form ID Name
GL45.3* Filter
GL135 Intercompany Chart Map Posting
GL145 Journal Entry Hold Release
GL146 Batch Journal Control
GL190 Journal Posting
GL199 Period Closing
Inquiry Programs
Use the following programs to inquire on data in the General
Ledger system.
Form ID Name
GL41.1 Journal Analysis
GL41.2* Journal Totals
GL41.3* Filter
GL43.1 Daily Transaction Analysis
GL85.1* Ratio Analysis
GL90.1 Transaction Analysis
GL90.2* Transaction Totals
GL90.3* Filter
GL90.4* Reconcile Transactions
GL95.1 Account Analysis
GL96.1* Accounting Units
Form ID Name
GL97.1* Accounts
GL98.1* Companies
GL99.1 Organization Query
Financial Reports
The following financial reports are available.
Form ID Name
GL281 French Trial Balance
GL290 General Ledger Report
GL291 Trial Balance
GL292 Balance Sheet
GL293 Income Statement
GL294 Projection By Level
GL295 Projection By Account
GL296 Currency Exposure Report
Complex Processing
Use the following programs to perform complex procedures and
mass changes in the General Ledger system.
Form ID Name
CU300 Currency Rate History Delete
GL110 Company Copy Delete
GL120 Level Reorganization
GL121 Mass Account Addition
GL122 Mass Account Change Delete
Action form tab
Change Options form tab
User Field Options form tab
GL141 Consolidation Unload
GL198 Non-GL Period Closing
GL300 General Ledger History Delete
GL311 Remote Site GL Transaction Upload
GL320 Consolidation File Creation
GL327 Report Currency Rebuild
GL328 Daily Report Currency Rebuild
GL330 Undistributed RE Rebuild
GL342 Journal Entry Log Mass Delete
Currency Programs
Form ID Type Name
CU00.1 Form Currency Table
CU01.1 Form Currency Code
CU01.2 Form Currency Codes
CU02.1 Form Currency Relationship
CU02.2 Form Relationship Summary
CU03.1 Form Currency Gain Loss Accounts
CU05.1 Form Translation Code
CU05.2 Form Translation Codes
CU10.1 Form Exchange Rates
CU10.2* Subform Daily Rate Entry
CU20.1 Form Currency Table Translation Rates
CU20.2* Subform Currency Table Period Rate Entry
CU20.3 Form Company Translation Rates
CU20.4* Subform Company Period Rate Entry
CU60.1 Form Currency Rate Interface
Maintenance
CU160 Report Currency Rate Interface
CU201 Report Currency Codes Listing
CU202 Report Currency Relationship Listing
CU203 Report Company Currency Gain/loss
Accounts Listing
CU205 Report Translation Code Listing
CU210 Report Exchange Rate Listing
CU220 Report Translation Rate Listing
CU260 Report Currency Rate Interface Listing
CU300 Report Currency Rate History Delete
System Setup
Use the following programs to set up the Average Daily Balance
(ADB) system.
Form ID Name
AD00.1 ADB Company
AD01.1 Work of Date
AD20.1 Accounts
AD20.2* Mass Add Accounts
Processing
Use the following programs to process average daily balances.
Form ID Name
AD190 Transaction Posting
AD191 Cost of Funds
Listing Report
The following program creates a listing of accounts in the Average
Daily Balance system.
Form ID Name
AD220 Account Listing
Typical Questions
Account number
The required part of a detail account number. This term frequently
refers to the entire detail account, which consists of the account
number and an optional subaccount number. See also Detail
account; Subaccount number.
Account group
A group of sequential or nonsequential account ranges combined
for reports and inquiries. You define account groups in the Report
Writer system for use in the Report Writer, General Ledger,
Allocations, and Budgeting systems.
Account relationship
A relationship between a non-Lawson account number and the
corresponding General Ledger account number and subaccount
number. The relationship is used when you convert balances,
transactions, or budgets from a non-Lawson general ledger
system to the LAWSON INSIGHT II General Ledger system.
Accounting unit
A reporting or posting level in a general ledger company, such as
a store, region, division, or department. The company structure
can consist of up to five levels of accounting units. See also
Posting accounting unit; Summary accounting unit.
Accounting unit list
A group of accounting units sorted by up to eight attribute field
values. You can use accounting unit lists to report and inquire on
accounting unit attribute information in the General Ledger, Report
Writer, Allocations, and Budgeting systems. You can also use
accounting unit lists to automatically select detail accounts for
accounting units using the dynamic account assignment feature.
F H
Financial statements History, deleting, 213
printing options, defining, 70 Hold code, See Journal hold codes
running, 187
Fiscal year I
changing, 219, 221
examples, 222 Income statement accounts, See Chart of
defining, 76 accounts
Flowcharts Income statement, running, 188
attribute setup, 92 Intercompany
processing, 146 balancing entries, creating, 158
setup, 54 processing example, 234
Forms, list of relationships
General Ledger subset, 279 defining, 117