Setting up the Ledger Interface

Ledger Interface (LIS) is used to configure the generation of a journal SunSystems Order Fulfilment transaction into SunSystems Financials and to post intercompany journals across business units and business unit groups. Different types of journal can be generated by Order Fulfilment and posted into Financials to reflect different Order Fulfilment transactions and processing stages, for example, raising a purchase order, receiving goods, receiving the invoice and so on. Each different set of interface journals required is defined using this form and the line details form, and identified by a separate Ledger Interface Code.

The Ledger Interface Code is assigned to a particular processing stage in an Order Fulfilment transaction type using the relevant transaction type setup function, for example Purchase Type Stages, Sales Type Stages, Landed Costs Charge Rules and so on.

Ledger Interface is used to define the overall requirements for a particular type of journal interface. This includes many different posting options.

A series of detail lines are defined for the Ledger Interface, one for each journal line to be generated. These details are defined using Ledger Interface Details Setup.

Note: When processing Inventory Ledger Interfaces, if items are being received into inventory, then postings are made using the debit/credit indicator specified on the Ledger Interface (LIS). If items are being issued from inventory, then postings reverse the debit/credit indicator specified on the Ledger Interface (LIS). Transactional Ledger Interfaces use the specified debit/credit indicator, regardless of whether it is a sale, movement, or purchase line.

The format of each value to be transferred is identified in the Value Label Value Type fields on Ledger Interface Details Setup.

  1. Specify this information:
    Ledger Interface Defn Code
    The code that uniquely identifies this Ledger Interface. This is assigned to a type of Order Fulfilment transactions, for a processing stage.
    Status
    Each static data record contains a status code that determines the current processing status of the record. A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record.
    • Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.
    • Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
    • Suspended/Held - a suspended record.
    • Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.
    You can alter the status of a record at any time. You must use the options on the Action menu to change the status.
    Module
    The Order Fulfilment module from which transaction details are to be interfaced into Financials. Options are:
    • Sales
    • Purchasing
    • Inventory
    • Intercompany.
    Note: If you select Intercompany, then the target ledger must be the A ledger and the Ledger Interface Value Type must be External/Business Line Import Values. You cannot amend the Module value Intercompany after it is attached to a source journal type.
    .
    Description
    The full name or description of the data item or record. This is used to identify it on reports and inquiries.
    Short Heading
    The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.
    Lookup Code
    A lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.
    Batch or Online Posting

    The method used to interface the journal transactions to Financials. The following options are available:

    • Online - this posts to Financials at the same time as the transactions are updated in Order Fulfilment.
    • Batch - this generates a batch of journal transactions which must be posted to Financials as a separate step. The control desk filter Batch Posting to Ledger (BPL) is then required to perform the posting.
    • Defaults to Business Definition - this uses the Batch or Online choice made in the business setup for the appropriate Order Fulfilment module. For example, as defined in the Batch or Online Posting field in Sales Business (SBS), Purchase Business Setup (PBS), or Inventory Business (IBS).
    Target Ledger

    The ledger to be updated in Financials, for example, a budget ledger or the actuals ledger. Financials ledgers are identified by the letters A to K. The target ledger should be set to A to update the actuals ledger. If the Ledger Interface is for the Sales or Purchasing modules you can select either the actuals ledger or a valid budget ledger in Financials.

    To interface from the Inventory module you must select the actuals ledger, that is, A.

    To interface from the Purchasing module to a budget ledger, you can select either the primary budget ledger or the commitment ledger identified in the Business Unit Setup depending on whether or not you are using Commitment control.

    To interface from the Sales module to a budget ledger you can only select the expected revenue budget ledger defined in the Business Unit Setup.

    Journal Type

    The journal type to be used for the journals generated by this Ledger Interface Setup. The journal type must have been defined in Financials using Journal Types (JNT). The interface ignores any journal presets assigned to the journal type.

    You should ensure that the analysis dimensions required by the journal type correspond to those being transferred from the Order Fulfilment module. If you are transferring asset details, the Enter Asset Details option must be set for the journal type.

    Summarization Breakout

    The level at which the relevant Order Fulfilment transactions are summarized to define a single journal line. Options are:

    • No Breakout - the postings are summarized.

      Note:  No Breakout is the default for this field. You should consider if this is appropriate, for example, in sales and purchasing where you do not want the invoices summarized.

      When the ledger transaction lines are created, the lines are consolidated by default on a like for like basis, that is, any transactions that have the same details and are being posted to the same account. This is not controlled by the Ledger Interface itself but is the standard system setting. If you want to avoid this summarization, in order to make these lines different, consolidate any particular ledger analysis on one transaction line and not the other. In this way the lines are made different and are therefore posted as separate transaction lines.

    • Breakout at User ID
    • Breakout at Transaction Type
    • Breakout at Transaction Reference/ID
    • Breakout at Transaction Line Number

    You can only choose to summarize by user ID or transaction type if the interface is for:

    • The Inventory module
    • Either the Sales or Purchasing modules posting to one of the budget ledgers (B to K).
    Ledger Interface Value Type

    This determines whether the ledger interface transfers values from the Order Fulfilment transactions being processed, the cost values from the inventory issue and receipt costing transactions, or from imported transactions, or intercompany postings.

    Up to four values can be interfaced for each value type. These correspond to the base currency, transaction currency, 2nd base or reporting currency, and memo value on Financials transactions. It is not possible to interface to Values 4 and 5, which are available for Financials only transactions.

    Transaction Values
    select this option to interface selected values from the transactions. The four transaction values to be interfaced are defined in the Value Label fields on Ledger Interface Details Setup.
    Inventory Costs
    select this option to interface selected cost values from the costing transactions, for example, standard cost, latest/actual cost, weighted average cost and so on. The four costs to be interfaced are determined by the Cost Indicator, Cost Source, Cost Type Code, and User Defined Cost Def'n Code fields on Ledger Interface Details Setup.
    External/Business Line Import Values
    select this option to interface with values from external applications or for intercompany postings.
  2. Save your changes.