General Journal Interface: Table Driven Method

Use the General Journal Interface to load general ledger entries using data from external applications. Information you load using this interface adds to or updates the data already stored in PENTA.

This interface lets you:

  • Make journal entries for equipment and fixed assets whose OUs you are authorized for.

  • Associate a cash account number with a cash related journal entry.

Data files you load must have Request Types assigned to the J Interface Type.

The following System Options affect interfaced records:

  • 107 (Prevent Inter_BS Entries) - if set to Y, transactions for one balance sheet only can be included in the journal entry.

  • 125 (Mark Batch for Distribution) controls whether PENTA automatically distributes the batches.

  • 128 (Reject Interface File on Error) whether PENTA rejects a batch when errors exist in the file.

PENTA accepts data only if:

  • The batch is in balance. If the batch is not in balance, an error message states the amount of the imbalance; however, the interface program cannot identify the transaction(s) that caused it.

  • The currency for all distributions within the batch is the same.

  • It affects no more than two balance sheets (the value of System Option 107 affects this).

Limitations & Restrictions

PENTA does not convert currencies for general ledger data loaded with the interface. (The Journal Entry window does not permit this.) All currencies within a batch must be the same; PENTA does not create any currency conversion entries.

Where to View Loaded Data

If System Option 125 is set to N, you can view and modify non-distributed batches in the Journal Entry window. PENTA creates the batch in the Journal Entry window so you can update, delete, or release the batch.

Available Tables

Customer Reference Detail Record

The following information relates to the INTR_GJ_CUS_REF table, and is part of the Customer Reference record.

Customer Reference records are optional. A Customer Reference record must follow a work order-related Detail record.

Column

Entry

Format

Description

Column

Entry

Format

Description

INTR_RQST_ID

Req

C! 13

The interface request value that you enter to initiate the interface process. The value must be consistent for all records that PENTA should process together.

SEQ_NUM

Req

I 10

Sequence number uniquely identifying this row within interface request.

CUS_REF_CD

Req

C 15

ID referring to Customer-specific information.

CUS_REF_VALUE

Opt

C 30

The value for the associated Customer Reference Code.

RECORD_NUM

Opt

I 10

Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.

USER_ID

Req

C 6

Id of the employee performing the load process. This USER_ID must exist in PENTA.

General Journal Header Record

The following information relates to the INTR_GJ_HDR table.

Column

Entry

Format

Description

Column

Entry

Format

Description

INTR_RQST_ID

Req

C! 13

The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.

RECORD_COUNT

Req

I 10

Each batch includes a count of the rows (header and detail) within the INTR_GJ_HDR and INTR_GJ_DTL tables for the INTR_RQST_ID. If the number in the header row differs from the number read by PENTA, no update occurs and PENTA rejects the entire file. You must manually correct and resubmit the file.

D_DISTR_DATE

Req

D

Identifies the date on which the batch is distributed.

JRNL_ENTRY_NUM

Req

C! 8

This is a file integrity check. The Batch Number must be unique within PENTA.

TRANX_REF_ID

Opt

C 15

PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id. This enables your outside application to perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.

DESCR

Opt

C 30

A note or comment about the Journal Entry.

RECORD_NUM

Opt

I 10

Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.

USER_ID

Req

C 6

Id of the employee performing the load process. This user_id must exist in PENTA.

MODIFICATION_
DATE

Opt

D

Once the process completes, this displays the date PENTA marked the record as modified in the database. The current date is the default value.

General Journal Detail Record

The following information relates to the INTR_GJ_DTL table.

Column

Entry

Format

Description

Column

Entry

Format

Description

INTR_RQST_ID

Req

C! 13

The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.

SEQ_NUM

Req

I 10

Sequence number uniquely identifying this row within an interface request.

DESCR

Req

C 30

Note or comment about the charge.

OU_ID

Opt

X

Required if Account Number is not null; otherwise, do not enter a value.

ACCT_NUM

Opt

X

General ledger account number associated to the charge.

Required if Job Id is null and Fixed Asset Id is null; otherwise, do not enter a value.

JOB_ID

Opt

X

The job associated with the general ledger transaction.

Required if Account Number is null and Fixed Asset Id is null; otherwise, do not enter a value.

COST_TYPE_CD

Opt

C! 4

The Cost Type associated with the general ledger transaction. Enter a value valid for the Job Id.

Required if Job Id is not null; otherwise, do not enter a value.

CC

Opt

X

The Costcode associated with the general ledger transaction. Enter a value valid for the Job Id/Cost Type Code.

Required if Job Id is not null; otherwise, do not enter a value.

AMT

Req

F 15.2

The charge associated with the general ledger transaction. The amount may be positive or negative but not zero.

CASH_ACCT_NUM

Opt

X

You can enter this value if the account has a value and the edit rule for the account is CASH. This must be a valid cash account number previously linked to the general ledger account.

FA_ID

Opt

X

This can only and must have a value if the Job Id and OU Id are null. This must be a valid Fixed Asset Id.

FA_EXP_CAT_NUM

Opt

I 3

This must have a value if the Fixed Asset Id has a value; otherwise, it should be null. If this has a value, it must be a valid expense category for the Fixed Asset’s Asset Class.

HRS

Opt

F 10.3

The hours associated with the journal entry

TRANX_REF_ID

Opt

C 15

PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id. This enables your outside application to perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.

WO_ID

Opt

C! 25

Id of the work order.

WO_TASK_ID

Opt

C! 10

Id of the task associated with the work order.

LINE_ITEM_NUM

Opt

I 6

Id of the line item on the work order invoice.

CO_ID

Opt

X

Id of Change Request the batch posts against.

MAINT_CONTRACT_
ID

Opt

C! 15

Id of the maintenance contract associated with the work order.

UNITS

Opt

F 12.3

Number of units associated with the distribution.

RECORD_NUM

Opt

I 10

Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.

USER_ID

Req

C 6

Id of the employee performing the load process. This user_id must exist in PENTA.

MODIFICATION_
DATE

Opt

D

Once the process completes, this displays the date PENTA marked the record as modified in the database. The current date is the default value.

User Defined Fields Detail Record

The following information relates to the INTR_GJ_UDF RECORD table.

Column

Entry

Format

Description

Column

Entry

Format

Description

INTR_RQST_ID

Req

C! 13

The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.

SEQ_NUM

Req

I 10

Sequence number uniquely identifying this row within interface request.

UDF_COLUMN_NAME

Req

C 30

Name of the UDF column.

ALPHA_VALUE

Opt

C 2000

The value for the UDF.

D_EFF_DATE

Opt

D

Use format YYYYMMDD.

Required if the UDF requires an effective date and does not default as the system date.

This must be null if the UDF does not require an effective date.

RECORD_NUM

Opt

I 10

Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.

USER_ID

Req

C 6

Id of the employee performing the load process. This user_id must exist in PENTA.

MODIFICATION_
DATE

Opt

D

Once the process completes, this displays the date PENTA marked the record as modified in the database. The current date is the default value.