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.

Processing

Only if the following is true will PENTA attempt to process the Detail Records and distribute the batch (Header Record and associated Detail Records):

The record count equals the number counted by PENTA during processing.

The batch is in balance. PENTA generates an exception message that states the amount the batch is out of balance, but the interface program cannot identify the exact transaction that is incorrect.

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

The batch affects no more than two balance sheets. If System Option 107 is Y, you can only use one balance sheet. If a batch impacts more than two balance sheets, PENTA does not process it.

The journal number is unique. If the journal number is not unique, PENTA does not process the batch.

Where to View Loaded Data

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

Available Records

1 Customer Reference Detail Record
2 General Journal Detail Record
3 General Journal Header Record
4 General Journal User Defined Fields Detail Record

Customer Reference Detail Record

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	Record Type	Req	I 1	This value should be 3 to identify the record as a Customer Reference record.
2	Customer Reference Code	Req	C 15	ID referring to Customer-specific information.
3	Customer Reference Value	Opt	C 30	The value for the associated Customer Reference Code.

General Journal Detail Record

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	Record Type	Req	I 1	Record Type 2 identifies the record as a Detail Record.
2	Balance Sheet OU Id	Opt	X	If this field contains a value, it must be an OU that is shared with the one identified in the Header Record.
3	Description	Opt	C 30	Description of charge.
4	OU Id	Opt	X	Required if an Account Number exists; otherwise, do not enter a value.
5	Account Number	Opt	X	General ledger account number associated to the charge. Required if Job Id and Fixed Asset Id are null; otherwise, do not enter a value.
6	Job Id	Opt	X	The job associated with the general ledger transaction. Required if Account Number and Fixed Asset Id are null; otherwise, do not enter a value.
7	Cost Type Code	Opt	C! 4	The Cost Type associated with the general ledger transaction. Enter a valid value for the Job Id. Required if Job Id is not null; otherwise, do not enter a value.
8	Costcode	Opt	X	The Costcode associated with the general ledger transaction. Enter a valid value for the Job/Cost Type. Required if Job Id is not null; otherwise, do not enter a value.
9	Amount	Req	F 12.2	The charge associated with the general ledger transaction. The amount may be positive or negative but not zero. For a negative amount, you must place the minus sign immediately in front of the value (-43.21).
10	Cash Account #	Opt	I 3	Can be included if the account is not null and the edit rule for the account is CASH. Must be a valid cash account number previously linked to the general ledger account.
11	Fixed Asset Id	Opt	X	Required if Job ID and OU ID are null; otherwise, do not enter a value. Enter a valid Fixed Asset Id.
12	Expense Category #	Opt	I 3	Required if there is a Fixed Asset ID; otherwise, do not enter a value. Enter a valid expense category for the Fixed Asset Id’s Asset Class.
13	Hours	Opt	F 12.3	The hours associated with the journal entry

Optional Detail Fields (place after Field 13)

Field	Format	Description

Field	Format	Description
LINE_ITEM_NUM	C! 1	Determines whether this Journal entry batch posts against the Contract Information Line Item contract value.
CO_ID	X	Determines whether this Journal entry batch posts against the Contract Change Order contract value.
WO_ID	C! 25	The work order associated with the general journal transaction. You must enter a value if Account Number, Job Id, and Fixed Asset Id are null.
WO_TASK_ID	C! 10	Id of the Task associated with the general journal transaction.
MAINT_CONTRACT_ ID	C! 15	Id of the Maintenance Contract associated with this general journal transaction.
TRANX_REF_ID	C 15	PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id. This enables your external application to perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.

General Journal Header Record

Each interface file should consist of one Header Record and one or more Detail Records. PENTA uses the information defined within the Header Record to validate the content of the interface file. If any header field fails validation, PENTA rejects the header and associated Detail Records.

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	Record Type	Req	I 1	Record Type 1 identifies the record as a Header Record.
2	Identifier	Req	C! 3	Request Type code assigned to the J (Journal Entry) Interface Type.
3	Record Count	Req	I 10	Each batch includes a count of the records (header and detail) within the file. If the number in the Header Record differs from the number read by PENTA, no update occurs and PENTA rejects the entire file. You must manually correct and resubmit the file.
4	Distribution Date	Req	D	Identifies the date on which the batch is distributed.
5	Journal Number	Req	C! 8	This is a file integrity check. The Batch Number must be unique within PENTA.
6	Balance Sheet OU Id	Opt	X	If this field contains a value, all Detail Records must be set up in the Organization Unit table to share this balance sheet OU.
7	Description	Opt	C 30	From sub-system—for reference only. PENTA does not use this field.

General Journal User Defined Fields Detail Record

#	Field	Entry	Format	Description

#	Field	Entry	Format	Description
1	Record Type	Req	I 1	This value should be 4 to identify the record as a UDF record.
2	UDF Column Name	Req	C 30	Name of the UDF column.
3	UDF Value	Opt	C 2000	The value for the UDF.
4	Effective 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.

Penta Knowledge Base

General Journal Interface: Pipe Delimited Method