General Journal Interface: Table Driven Method
- Samantha Menzynski
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 |
|---|---|---|---|
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 |
|---|---|---|---|
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_ | 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 |
|---|---|---|---|
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 |