Setup Interface Definition

The interface Masterfile maintenance option enables the user to define how the data is to be interfaced to the general ledger.

There are three major categories to define the interface:

Definition for

Sales/Inventory being for Cost of sales, Returns, Inventory, Transfers
Accounts Receivable being for Cash, Adjustments
Rebates – To setup G/L interface definitions for Rebates refer to the Rebates User Manual (RBM370).

The header definition identifying

Definition Number
Description
Journal type
General Ledger Company Number

The details definition including

Sequence of processing
G/L Trade Currency
Debit and credit General Ledger Account for Net, Cost, Tax and Other Sales Cost if needed.
The transaction extraction definition allows the user to specify according to field values to be used in the extraction.
Definition type description
Particulars

Note: If Other Sales Cost is to be interfaced to GL then the plugin program to return the Other cost must be registered in control file TMSGL/GIOTHCST and the GL account definition type must be flagged for other cost in control file TMSGL/GLAT.

Note: The sequence is used so that if a duplicate definition existed for one transaction the system only uses the lowest sequence number.

Add a Debtors interface definition

In the menu expand, Base Modules> General Ledger> Other> G/L Interface> Maintenance and then double-click GL Interface Debtors. DSM270 G/L Interface Masterfile Maintenance panel appears.
Click Add to add a new definition to the interface masterfile.

Field	Description
Source	This is the transaction file the data is transferred from. This defaults from TMSDS/GL-IFSRC; G/L interface source of transaction code & description. In this example the definition for Debtors Source = R (ACCOUNTS RECEIVABLE) is used.
Definition number	This is a unique, user defined number, used to sequence the definition.
Description	This is a user defined description of the Interface. For Example: A/R = Cash, Adjustments SLS = C.O.S., Returns, Inventory, Transfers
Journal type	The journal type is a code identifying the type of transaction used. For Example, D=Transfer from G/L Interface, P=EFT Payments, B=Bank Charges. Note: Certain codes are user defined. These codes should be discussed in the initial setup. In General Ledger Journal Entry a manually coded, user defined Journal Number is used to identify a particular journal entry. This number must fall within the range specified in Control File XACNA00P Journal Number File for each different Journal Type. A General Journal is identified as a G journal. Cheque Journals are a Type Q. Cash Receipt Journals are a Journal Type H. Standing Journals are a Type S. Transfer Journals which are a Journal Type W. Entry of duplicate journal numbers within the same period is subject to proper password security. Once a valid Standing Journal number has been entered, the details display from the journal template created in Standing Journal Maintenance. The Process number makes the journal unique and Standing Journals are usually posted once per period.
G/L company no	This is the company to which final General Ledger Postings will be directed to. You can either select a company from the drop down list or use ‘’ to have the definition applicable to all companies. If multiple companies within an organisation share the same chart of accounts then you can use ‘’. The transaction will be posted to General Ledger with the same company as the source.

Enter the above information.
Click OK and the details screen displays to add the details within the definition.
Click Add to add details to the definition.

Field	Description
Sequence number	This sequence number defines the order of the definitions. Note: The sequence number is used so that if duplicate definitions exist for one transaction the system only uses the first definition being the lowest sequence number.
Interface description	In GL Interface Masterfile Maintenance this is the description used in the G/L interface. (EXAMPLE Publisher = 800 – 810).
G/L account type	In GL Interface Masterfile Maintenance this field relates to the account type for the definition selected. or example, write off account, A/R cash account, return account etc. as per TMSGL/GLAT.
Net: G/L trade currency	This is the trade currency of the journal. Note: If the currency specified is different from the transaction then the system converts the transaction currency to the specified currency using the exchange rate table. (Example: U = US dollars) The net trade currency can be entered as ‘***’ to catch all currencies. This is useful for multiple companies with different currencies. Transactions will be posted to General Ledger with the same company and currency as the source.
Net: DR account	This is the debit general ledger account of the journal. If posting sales figures, this is the net sales figure meaning tax is excluded. (Example: Branch 01, Profit centre 000, Account no. 0000)
Net: CR account	This is the credit general ledger account of the journal. (Example: Branch 01, Profit centre 000, Account no. 0000)
Net: Particulars	This is a meaningful description relating to this General Ledger account or journal. Entry is permitted of a user specified description, or a search facility is available which uses TMSDS/KEYFIELD to select a source file key. For example, RCHEQUE = Accounts Receivable Cheque number, SDOCUMENT = Stock Document number. If you selected ‘RCHEQUE’ the system would instruct the G/L interface to select all A/R cheque numbers entered against the DR and CR accounts.
Cost: G/L trade currency	This is the cost currency of the journal. Note: If the currency specified is different from the transaction then the system converts the transaction currency to the specified currency using the exchange rate table. (Example. U = US dollars). The cost trade currency can be entered as ‘***’ to catch all currencies. This is useful for multiple companies with different currencies. Transactions will be posted to General Ledger with the same company and currency as the source.
Cost: DR account	This is the debit general ledger account of the journal. If posting sales figures, this is the net sales figure meaning tax is excluded. (Example: Branch 01, Profit centre 000, Account no. 0000)
Cost: CR account	This is the credit general ledger account of the journal. (Example: Branch 01, Profit centre 000, Account no. 0000).
Cost: Particulars	This is a meaningful description relating to this General Ledger account or journal. Entry is permitted of a user specified description, or a search facility is available which uses TMSDS/KEYFIELD to select a source file key. For example RCHEQUE = Accounts Receivable Cheque number, SDOCUMENT = Stock Document number. If you selected ‘RCHEQUE’ the system would instruct the G/L Interface to select all A/R cheque numbers entered against the DR and CR accounts.
Tax: G/L trade currency	This is the tax currency of the journal. (Example. U = US dollars) Note: If the currency specified is different from the transaction then the system converts the transaction currency to the specified currency using the exchange rate table. The tax trade currency can be entered as ‘***’ to catch all currencies. This is useful for multiple companies with different currencies. Transactions will be posted to General Ledger with the same company and currency as the source.
Tax: DR account	This is the debit general ledger account of the journal. If posting sales figures, this is the net sales figure meaning tax is excluded. (Example: Branch 01, Profit centre 000, Account no 0000).
Tax: CR account	This is the debit general ledger account of the journal. If posting sales figures, this is the net sales figure meaning tax is excluded. (Example: Branch 01, Profit centre 000, Account no 0000).
Tax: Particulars	This is a meaningful description relating to this General Ledger account or journal. Entry is permitted of a user specified description, or a search facility is available which uses TMSDS/KEYFIELD to select a source file key. For example, RCHEQUE = Accounts Receivable Cheque number, SDOCUMENT = Stock Document number. If you selected ‘RCHEQUE’ the system would instruct the G/L interface to select all A/R cheque numbers entered against the DR and CR accounts.
Other: G/L trade currency	This is the Other sales cost currency of the journal. (Example. U = US dollars) Note: If the currency specified is different from the transaction then the system converts the transaction currency to the specified currency using the exchange rate table. The Other sales cost trade currency can be entered as ‘***’ to catch all currencies. This is useful for multiple companies with different currencies. Transactions will be posted to General Ledger with the same company and currency as the source.
Other: DR account	This is the debit general ledger account for the Other sales cost journal.
Other: CR account	This is the credit general ledger account for the Other sales cost journal.
Other: Particulars	This is a meaningful description relating to this General Ledger account or journal. Entry is permitted of a user specified description, or a search facility is available which uses TMSDS/KEYFIELD to select a source file key.

Enter all the relevant selections and click OK.

Add a Sales interface definition

In the menu expand, Base Modules> General Ledger> Other> G/L Interface> Maintenance and then double-click GL Interface Sales. DSM270 G/L Interface Masterfile Maintenance panel appears.
Click Add to add a new definition to the interface masterfile.

Field	Description
Source	This is the transaction file the data is transferred from. This defaults from TMSDS/GL-IFSRC; G/L interface source of transaction code & description. In this example the definition for Sales Source = S (SALES/STOCK) is used.
Definition number	This is a unique, user defined number, used to sequence the definition.
Description	This is a user defined description of the Interface. For Example: Cash Sales, Returns, Inventory, Transfers
Journal type	The journal type is a code identifying the type of transaction used. For Example, D=Transfer from G/L Interface, P=EFT Payments, B=Bank Charges. Note: Certain codes are user defined. These codes should be discussed in the initial setup. In General Ledger Journal Entry a manually coded, user defined Journal Number is used to identify a particular journal entry. This number must fall within the range specified in Control File XACNA00P Journal Number File for each different Journal Type. A General Journal is identified as a G journal. Cheque Journals are a Type Q. Cash Receipt Journals are a Journal Type H. Standing Journals are a Type S. Transfer Journals which are a Journal Type W. Entry of duplicate journal numbers within the same period is subject to proper password security. Once a valid Standing Journal number has been entered, the details display from the journal template created in Standing Journal Maintenance. The Process number makes the journal unique and Standing Journals are usually posted once per period
G/L company no	This is the company to which final General Ledger Postings will be directed to. You can either select a company from the drop down list or use ‘’ to have the definition applicable to all companies. If multiple companies within an organisation share the same chart of accounts then you can use ‘’. The transaction will be posted to General Ledger with the same company as the source.

Enter the above information.
Click OK and the details screen displays to add the details within the definition.
Click Add to add details to the definition.

Field	Description
Sequence number	This sequence number defines the order of the definitions. Note: The sequence number is used so that if duplicate definitions exist for one transaction the system only uses the first definition being the lowest sequence number.
Interface description	In GL Interface Masterfile Maintenance this is the description used in the G/L interface. (EXAMPLE Publisher = 800 – 810).
G/L account type	In GL Interface Masterfile Maintenance this field relates to the account type for the definition selected. For example, write off account, A/R cash account, return, sale account etc. as per TMSGL/GLAT.
Net: G/L trade currency	This is the trade currency of the journal. Note: If the currency specified is different from the transaction then the system converts the transaction currency to the specified currency using the exchange rate table. (Example: U = US dollars) The net trade currency can be entered as ‘***’ to catch all currencies. This is useful for multiple companies with different currencies. Transactions will be posted to General Ledger with the same company and currency as the source.
Net: DR account	This is the debit general ledger account of the journal. If posting sales figures, this is the net sales figure meaning tax is excluded. (Example: Branch 01, Profit centre 000, Account no. 0000)
Net: CR account	This is the credit general ledger account of the journal. (Example: Branch 01, Profit centre 000, Account no. 0000)
Net: Particulars	This is a meaningful description relating to this General Ledger account or journal. Entry is permitted of a user specified description, or a search facility is available which uses TMSDS/KEYFIELD to select a source file key. For example, RCHEQUE = Accounts Receivable Cheque number, SDOCUMENT = Stock Document number. If you selected ‘RCHEQUE’ the system would instruct the G/L interface to select all A/R cheque numbers entered against the DR and CR accounts.
Cost: G/L trade currency	This is the cost currency of the journal. Note: If the currency specified is different from the transaction then the system converts the transaction currency to the specified currency using the exchange rate table. (Example. U = US dollars). The cost trade currency can be entered as ‘***’ to catch all currencies. This is useful for multiple companies with different currencies. Transactions will be posted to General Ledger with the same company and currency as the source.
Cost: DR account	This is the debit general ledger account of the journal. If posting sales figures, this is the net sales figure meaning tax is excluded. (Example: Branch 01, Profit centre 000, Account no. 0000)
Cost: CR account	This is the credit general ledger account of the journal. (Example: Branch 01, Profit centre 000, Account no. 0000).
Cost: Particulars	This is a meaningful description relating to this General Ledger account or journal. Entry is permitted of a user specified description, or a search facility is available which uses TMSDS/KEYFIELD to select a source file key. For example RCHEQUE = Accounts Receivable Cheque number, SDOCUMENT = Stock Document number. If you selected ‘RCHEQUE’ the system would instruct the G/L Interface to select all A/R cheque numbers entered against the DR and CR accounts.
Tax: G/L trade currency	This is the tax currency of the journal. (Example. U = US dollars) Note: If the currency specified is different from the transaction then the system converts the transaction currency to the specified currency using the exchange rate table. The tax trade currency can be entered as ‘***’ to catch all currencies. This is useful for multiple companies with different currencies. Transactions will be posted to General Ledger with the same company and currency as the source.
Tax: DR account	This is the debit general ledger account of the journal. If posting sales figures, this is the net sales figure meaning tax is excluded. (Example: Branch 01, Profit centre 000, Account no 0000).
Tax: CR account	This is the debit general ledger account of the journal. If posting sales figures, this is the net sales figure meaning tax is excluded. (Example: Branch 01, Profit centre 000, Account no 0000).
Tax: Particulars	This is a meaningful description relating to this General Ledger account or journal. Entry is permitted of a user specified description, or a search facility is available which uses TMSDS/KEYFIELD to select a source file key. For example, RCHEQUE = Accounts Receivable Cheque number, SDOCUMENT = Stock Document number. If you selected ‘RCHEQUE’ the system would instruct the G/L interface to select all A/R cheque numbers entered against the DR and CR accounts.
Other: G/L trade currency	This is the Other sales cost currency of the journal. (Example. U = US dollars) Note: If the currency specified is different from the transaction then the system converts the transaction currency to the specified currency using the exchange rate table. The Other sales cost trade currency can be entered as ‘***’ to catch all currencies. This is useful for multiple companies with different currencies. Transactions will be posted to General Ledger with the same company and currency as the source.
Other: DR account	This is the debit general ledger account for the Other sales cost journal.
Other: CR account	This is the credit general ledger account for the Other sales cost journal.
Other: Particulars	This is a meaningful description relating to this General Ledger account or journal. Entry is permitted of a user specified description, or a search facility is available which uses TMSDS/KEYFIELD to select a source file key.

Enter the above details and click OK.
Select all the relevant fields for either inclusion or exclusion in the sales interface definition.
Once this first selection is completed copy all the remaining Levels required within this hierarchy. To do this, go back and select Copy option to copy the previous definition. Then select Change option to change the account numbers and particulars etc. When all the levels have been copied and changed, copy and change all the remaining
hierarchies to ensure correct General Ledger accounts etc.

Maintain a definition

Maintain an Interface Definition Header.

Select the Definition for which you would like to change the header and click Change. Make changes to the Description, Journal Type and G/L Company number.

Maintain an Interface Definition Details.

Select the Definition for which details are to be changed and click Details. Select the sequence to be maintained, click Change. Remember there are 3 screens of information so Page Down to access all the screens. Make the necessary changes and click OK or press <ENTER> and this process is complete.