Managing Finance Interface Transactions

This document describes how to manage financial transactions imported in program 'FIM Interface. Open' (GLS840) through (GLS840MI). Interfaces created for usage type 1-'Position-based API' and 2-'Field-based API' in (GLS850) are handled in (GLS840).

The data in (GLS840) are uploaded through the Generic General Ledger (GL) interface API program (GLS840MI). Below are the different API transactions and how to view and manage the uploaded data for an interface with usage type 2 described.

AddBatchHead – Add header

The transaction 'AddBatchHead' creates a header record in table FGLINH for a batch of financial transactions. The header can be displayed in (GLS840). This transaction is used for both usage type 1 and 2 interfaces.

Mandatory fields in the API transaction:

Field name Description Length/type Comments
CONO Company 3 (Numeric)  
DIVI Division 3 (String) Mandatory if divisions are used for the company.
KEY1 Key value 15 (String) This is a unique identity for each batch header. This could be for example, a combination of a date and a serial number.
DESC Description 40 (String)  
INTN Interface 15 (String) This is the interface name from (GLS850) to link the batch of transactions to the applicable template.

AddBatchLine – Add lines for usage type 1 interfaces

'AddBatchLine' creates transaction lines in table FGLINL for interfaces with usage type 1-'Position-based API' in (GLS850). The lines are connected to a header record in (GLS840) through the unique 'Key value'. The transaction data for each line is entered as a long string (max length 900) in the field 'Parameter value' (PARM). An interface template needs to be created in (GLS850) where from and to positions are defined for each type of input data in the string. The program 'FIM Interface. Open Lines' (GLS841) is used to view the lines.

This table shows all mandatory fields in the API transaction:

Field name Description Length/type Comments
CONO Company 3 (Numeric)  
DIVI Division 3 (String) Mandatory if divisions are used for the company.
KEY1 Key value 15 (String) This is a unique identity for each batch header and must be the same for every line connected to the header.
LINE Line number 7 (Numeric) A sequence number assigned to each line.
PARM Parameter value 900 (String) A long string with the transaction data.

AddBatchLineFld – Add lines for usage type 2 interfaces

The transaction 'AddBatchLineFld' creates voucher lines in table FGLINF for interfaces with usage type 2-'Field-based API' in (GLS850). This transaction has an assigned input field for each type of data. The voucher lines can be displayed in program 'FIM Interface. Open Lines' (GLS842) and are connected to a header record in (GLS840) through the unique 'Key value'.

Only fields that are defined for population method 1,-'Populated from input file' in the template in (GLS850)/(GLS858) are allowed to pass in the API transaction. The exceptions are the following fields since these are not included in the template:

Field name Description Length/type Comments
DIVI Division 3 (String) Mandatory if divisions are used for the company.
KEY1 Key value 15 (String)

This is a unique identity for each batch header and must be the same for every line connected to the header.

Mandatory field.

LINE Line number 7 (Numeric)

A sequence number assigned to each line.

Mandatory field.

INRI Input record identity 2 (String)

This field should always be set to 'I1'.

Mandatory field.

GRNR Group number 10 (String)

This is a unique number for transactions which together will form a voucher during update to the general ledger. The voucher number is automatically retrieved from the voucher number series indicated in the FAM function entered on (GLS850/E) for the interface. If group number is left blank for all lines in a batch, then all accounting lines will be posted to a single voucher number.

Optional field.

This table shows an example of how lines with the same group number receive the same voucher number:

Line number Group number Voucher number (in GL)
1 1 10002130
2 1 10002130
3 2 10002131
4 2 10002131
5 3 10002132
6 3 10002132

CtrlBatch - Run option 6 from (GLS840)

The transaction 'CtrlBatch' starts the validation of the uploaded data in (GLS840) and the setup of the interface. This transaction starts a batch job and the result of the validation can be found by navigating to (GLS840). This transaction is used for both usage type 1 and 2 interfaces.

UpdBatch - Run option 9 from (GLS840)

The transaction 'UpdBatch' will start the same validation as 'CtrlBatch' but also update the General Ledger (GL) with the uploaded data, if no errors were found. The result of the validation or update can be found by navigating to (GLS840). This transaction is used for both usage type 1 and 2 interfaces.

Manage uploaded data in (GLS840)/(GLS842) for usage type 2 interfaces

To view and manage the uploaded data for an interface with usage type 2, select 2-'Field-based API' in the field for usage type in (GLS840). Selection fields for status can be used to list batches with a certain status.

A validation of the batch must be done to check for any invalid or missing data. This is done by selecting related option 6='Control' for the batch in (GLS840), or 9='Check and Update' to both validate and update the batch to GL, if no errors were found. These two options can also be started through (GLS840MI) transactions.

The 'Status' field in (GLS840/B) is used to monitor the current state of the batch. These batch statuses are applicable for usage type 2:

The fields 'Header error' and 'Line error' indicate if errors are related to the whole batch or lines. Any error must be corrected before the batch can be updated to GL. If a header error is found in the batch validation, an error message is displayed in the list view for (GLS840) to indicate what is wrong. After the error has been corrected, the related option 6 or 9 must be selected for the batch. The whole batch can also be deleted from (GLS840) and uploaded again, if it is easier to correct the error in the data source.

For usage type 2 interfaces, the related option 15='History' to open 'FIM Interface. Process History' (GLS865) is only used to display the date and time when a batch was updated to GL.

The option 11='Lines' is selected in (GLS840) to display the voucher lines in (GLS842) and correct any line errors. The B-panel has configurable views and most fields are editable directly in the list view if they have been defined for population method 1 (from input file) in the template. Lines with error status can be selected and an error message is displayed in the list view for the first error found (if more than one). If there is a second error for the same line, a new message will display interactively, after the first error has been corrected and pressing Enter. When a batch has status 15 or 20 in (GLS840), the lines in (GLS842) cannot be changed.

On the detail panel (GLS842/E), all input fields are displayed but only fields defined for population method 1 are editable when selecting option 2='Change'. Other fields are protected. For fields defined for population method 2, the default value set up in the template is displayed but cannot be changed. If this value is wrong, it must be changed in (GLS858) and the batch must be deleted in (GLS840) and then uploaded again. This is because the default value is retrieved when the lines are created in table FGLINF (GLS842).

GL voucher number updated in (GLS842)

Voucher number (VONO), book of account (VSER), and year (YEA4) are updated in table FGLINF when the batch is updated to GL and the voucher is created in table FGLEDG. This is meant to create a link between the lines in (GLS842) and GL. The fields can be displayed in the list view in (GLS842).

Examples of validation errors

Many possible errors exist, therefore every single error is not listed in this document. Attached to each error is a message that describes the error, which should give you enough information to correct it. Below are examples of header and line errors. Header errors refer to the whole batch of transactions or a group number within a batch where a single line cannot be pointed out.

Batch header errors (GLS840)

Error message Comment
Group no. x is unbalanced The 'Foreign currency amount' (CUAM) for the indicated group number (GRNR) is unbalanced (between credit/debit or negative/positive), or if 'Recorded amount' (ACAM) has population method 1, the balance of ACAM is checked instead and is unbalanced. ACAM cannot be 0, only CUAM (could be the case if having exchange rate differences).
Group no. x contains several accounting dates Only one accounting date can exist per group number.
No records found No lines exist in (GLS842) connected to the batch header in (GLS840).

Batch line errors (GLS842)

Error message Comment
Accounting date xxxxxx is not within the valid range The date is not within the accounting date range set up for the FAM function used by the interface.
Accounting date xxxxxx is invalid A date that cannot be recognized by the system has been entered. This could happen if the date has been entered in the wrong format in the API transaction. The format should be sent as YYYYMMDD. Another reason could be that the date is outside the date range of the system calendar.
<Field name> must be entered

Some fields are mandatory if defined for population method 1 in the interface template. If any of those are missing, the error message indicates the name of the field and that it must be entered.

Mandatory fields if population method =1:

  • Accounting dimension 1 (AIT1)
  • Accounting date (ACDT)
  • Currency (CUCD)
  • Foreign currency amount (CUAM)
  • Debit/Credit code (DBCR)*
  • Recorded amount (ACAM)
  • Exchange rate type (CRTP)
  • Exchange rate (ARAT)
  • Base country (BSCD)**
  • From/to country (FTCO)**
  • Reversal date (SHDT)

*Only if used for the division, set up in (CRS750).

**BSCD and FTCO are mandatory if population method=1 and the account is defined with a 'VAT account type' (AT04) > 0.

Account x is an accounts receivable account. Account entry is not permitted. Using AR accounts for manual vouchers is not allowed.
Account x is an accounts payable account. Account entry is not permitted. Using AP accounts for manual vouchers is not allowed.
A period account is not allowed. Using period accounts for manual vouchers is not allowed.
Account x cannot be a fixed asset account Using fixed asset accounts (AT08=1 in CRS630) for manual journals is not allowed.
Reversal date is not within permitted limits The date is not within the accounting date range set up for the FAM function used by the interface.
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