Summarization rules

When you interface subsystem data to General Ledger for posting, system logic is applied to the data to determine these processes:

  • how to break the data into distinct journal entry records

  • how to summarize data within a journal entry (where applicable)

Determining journal entry breaks

Note:  GLCONTROL (for UNIX/Windows) DBGLCAH (for IBMi) is the database file that holds journal entry header records.

Interfacing subsystem journal entries is a function of the individual subsystem, and must be done before you post the entries using Journal Posting (GL190). The interface process creates journal entry header records based on values in these fields:

  • Company

  • System Code

  • Posting Date

  • Run Date

  • Run Time

  • Program of Origin

  • Base Zone

  • Journal Book Document Number (if using Journal by Document)

Summarizing data within a journal entry

Note:  GLTRANS (for UNIX/Windows) DBGLGLT (for IBMi) is the database file that holds journal entry detail records.

Once the distinct journal entry header records are identified, another set of parameters is used to determine how the details for each journal entry should be summarized.

Remember that summarization only takes place if all criteria are met for posting to General Ledger in summary. See Indicating Whether Postings Are to Be in Summary or Detail and Exceptions to the Summarization Rules.

To be summarized together, two or more detail records must have these in common:

  • Company

  • Posting date

  • Base accounting unit (if it exists)

  • Control document number

  • Journal entry type

  • Distribution company

  • Source code

  • Accounting unit

  • Account

  • Subaccount

  • Activity

  • Account category

  • Currency code

  • Transaction date (only if currency code changes)

  • GL transaction attribute value

  • Journal book

  • Auto reverse flag

Another way to think of this is that the system will create a break (start a new summary) each time it finds a new value in one of these fields. For example, you post ten records, which have all of these parameters in common with one exception: five of the records have an activity of Planning and the other five have an activity of Implementation. General Ledger will create two summaries for these ten records. One summary will include the five planning records, and the other summary will include the five implementation records.