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Sage 300 ERP2012General LedgerUser's Guide
This is a publication of Sage Software, Inc.
Version 2012
Copyright 2012. Sage Software, Inc. All rights reserved.
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Contents
Introduction 1
Chapter 1: Setting Up GeneralLedger 3About Setting Up General Ledger 3
Step One: Activate General Ledger for Your Database 3
Step Two: Select Configuration and Processing Options 3
Step Three: Add Accounts 4
Step Four: Add Historical Data 4
About Designing Your General Ledger 4
Designing a Chart of Accounts 4
About Fiscal Years and Periods 5
Current Fiscal Year 6
Oldest Fiscal Year Starting Date 7
General Ledger Setup Options 7
About Provisional Posting 7
General Ledger Setup Options 8
About General Ledger Security 10
Account Segments 15
About Account Segments 15
About Segment Codes 17
Adding Segment Codes 18
Deleting Segment Codes 19
Account Structures 19
About Account Structures 20
Adding Structure Codes 21
Deleting Account Structure Codes 22
Source Codes 23
About Source Codes 23
Adding Source Codes 24
User's Guide iii
Contents
Deleting Source Codes 24
Source Journal Profiles 25
About Source Journals 25
Adding Source Journal Profiles 26
Account Groups 27
About Account Groups 27
Setting Up General Ledger to Use Account Groups 28
Adding Account Groups 29
Changing Sort Codes 30
Revaluation Codes 30
Adding Revaluation Codes 31
Deleting Revaluation Codes 32
Optional Fields 32
About Optional Fields in General Ledger 33
Value Set and Auto Insert Values 37
Chapter 2: Adding and MaintainingAccounts 39Information Stored in General Ledger Accounts 39
Adding Accounts 40
Adding a New Account 40
Specifying a Currency 43
Assigning Optional Fields to an Account 44
About Rollup Accounts 46
Adding a Rollup Account 46
About Entering Account Balances, Historical Data, and Quantities 49
Adding Account Balances and Quantities to a New General Ledger 50
Setting Account Permissions 53
Creating Accounts Automatically 55
Budgets 58
About Fiscal Sets 58
Types of Fiscal Sets 60
About Budgets 61
iv Sage 300 ERP General Ledger
Contents
Budget Methods 63
Editing Budget Data 65
Maintaining Accounts 67
Changing Account Information 67
Closing Accounts to Specific Segments 69
Defining Account Reallocations 70
Deleting an Account 71
Deleting Member Accounts from a Rollup Account 72
Chapter 3: Entering and Posting General LedgerTransactions 73About Transaction Processing in General Ledger 73
Posting Batches 73
Batch Errors 73
Posting Sequences and Entry Numbers 74
Previous-Year Posting 74
Provisional Posting 74
Reversing Entries 74
Intercompany Transactions (ICT) Batches 75
Adding a New Batch 76
Editing a Batch 77
Deleting a Batch 78
Adding a Journal Entry 79
Posting Transaction Batches 81
About Recurring Entries 83
Setting Up Recurring Entries 83
Reversing a Posted Batch or Journal Entry 85
About Viewing Batch Information 87
About Importing Batches 88
Importing Batches from Another Location 88
Importing Batches from Non-Sage 300 ERP Programs 89
User's Guide v
Contents
Chapter 4: Period-End Procedures 91Performing Period End Maintenance 91
Performing Year End Processing 92
About Consolidating Transactions 93
About Source Journals and Consolidation 94
Effects of Consolidation 94
Consolidating during Posting 95
Recovering Disk Space after Consolidation 95
Consolidating Transactions 95
Clearing General Ledger History 97
Creating an Allocation Batch 97
Creating a Batch of Recurring Entries 100
Creating a New Year 101
Multicurrency Periodic Processes 103
About Converting to Euro 103
Switching the Accounting Method for Foreign Currency Translation 104
About Revaluation 108
Creating a Revaluation Batch 110
Chapter 5: Looking Up Information in General Ledger 115Viewing Chart of Accounts Information 115
Viewing G/L Account History 116
Viewing Source-Currency Balances for a Multicurrency Account 117
Looking Up Transactions Posted to General Ledger Accounts 118
Drilling Down from Journal Entries to Source Transactions 119
Comparing Two Fiscal Sets 119
Chapter 6: Importing and Exporting General Ledger Data 121About Importing and Exporting General Ledger Data 121
Importing Data to General Ledger 122
Exporting General Ledger Data 123
Creating a GIFI Export File 124
vi Sage 300 ERP General Ledger
Contents
Chapter 7: Printing General LedgerReports 127About General Ledger Reports 127
About Reporting Currency 128
Printing Tips 128
Report Printing Options 128
Selecting a Print Destination 129
Selecting a Printer for Reports 130
General Ledger Reports 131
Printing the G/L Account Groups Report 131
Printing the G/L Account Structures Report 132
Printing the G/L Batch Listing Report 132
Printing the G/L Batch Status Report 135
Printing the G/L Chart of Accounts Report 138
Printing the G/L Create Accounts Preview Report 140
Printing the G/L Optional Fields Report 140
Printing the G/L Options Report 141
Printing the G/L Posting Journals Report 141
Printing the G/L Recurring Entries Report 144
Printing the G/L Revaluation Codes Report 144
Printing the G/L Segment Codes Report 145
Printing the G/L Source Codes Report 145
Printing the G/L Source Journal Profiles Report 145
Printing the G/L Source Journals Report 146
Printing the G/L Transaction Details Optional Fields Report 148
Printing the G/L Transactions Listing Report 150
Printing the G/L Trial Balance Report 152
Appendix A: General Ledger ScreenGuides 155Accounts Screens 155
G/L Account History Inquiry Screen 155
G/L Account Permissions Screen 156
G/L Accounts Screen 158
User's Guide vii
Contents
G/L Budget Maintenance Screen 173
G/L Chart of Accounts Screen 176
G/L Create Accounts Screen 177
G/L Fiscal Set Comparison Screen 181
G/L Source Currency Inquiry Screen 182
G/L Transaction History Screen 183
Periodic Processing Screens 192
G/L Clear History Screen 192
G/L Consolidate Posted Transactions Screen 193
G/L Create Allocation Batch Screen 193
G/L Create New Year Screen 194
G/L Create Recurring Entries Batch Screen 195
G/L Create Revaluation Batch Screen 196
G/L Period End Maintenance Screen 199
Reports Screens 200
G/L Account Groups Report 200
G/L Account Structures Report 201
G/L Batch Listing Report 201
G/L Batch Status Report 204
G/L Chart of Accounts Report 205
G/L Optional Fields Report 207
G/L Options Report 208
G/L Posting Journals Report 208
G/L Recurring Entries Report 210
G/L Revaluation Codes Report 210
G/L Segment Codes Report 211
G/L Source Codes Report 212
G/L Source Journal Profiles Report 213
G/L Source Journals Report 213
G/L Transaction Details Optional Fields Report 214
G/L Transactions Listing Report 216
G/L Trial Balance Report 218
viii Sage 300 ERP General Ledger
Contents
Setup Screens 220
Account Groups 220
G/L Account Structures Screen 220
G/L Optional Fields Screen 222
G/L Options Screen 222
G/L Recurring Entries Screen 232
G/L Revaluation Codes Screen 239
G/L Segment Codes Screen 241
G/L Source Codes Screen 243
G/L Source Journal Profiles Screen 244
Transactions Screens 245
G/L Batch List Screen 245
G/L Journal Entry Screen 248