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Epicor ERP

Advanced General Ledger

Course10.0.700.2



Disclaimer

This document is for informational purposes only and is subject to change without notice. This document and itscontents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of itsdate of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with

regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for aparticular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software islikely to be unique in their requirements in the use of such software and their business processes, users of this documentare always advised to discuss the content of this document with their Epicor account manager. All information containedherein is subject to change without notice and changes to this document since printing and other important informationabout the software product are made or published in release notes, and you are urged to obtain the current releasenotes for the software product. We welcome user comments and reserve the right to revise this publication and/ormake improvements or changes to the products or programs described in this publication at any time, without notice.The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance ofany consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usageof the solution(s) described in this document with other Epicor software or third party products may require the purchaseof licenses for such other products. Where any software is expressed to be compliant with local laws or requirementsin this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws

and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordinglyEpicor cannot guarantee that the software will be compliant and up to date with such changes. All statements ofplatform and product compatibility in this document shall be considered individually in relation to the products referredto in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and alsostated to be compatible with another product, it should not be interpreted that such Epicor software is compatiblewith both of the products running at the same time on the same platform or environment. Additionally platform orproduct compatibility may require the application of Epicor or third-party updates, patches and/or service packs andEpicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packsreleased by third parties after the date of publication of this document. Epicor® is a registered trademark and/ortrademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All othertrademarks mentioned are the property of their respective owners. Copyright © Epicor Software Corporation 2014.All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of

Epicor Software Corporation.

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Contents

Advanced General Ledger Course.........................................................................................7

Before You Begin....................................................................................................................8

Audience.........................................................................................................................................................8Prerequisites....................................................................................................................................................8

Environment Setup..........................................................................................................................................8

Workshop Constraints..............................................................................................................................9

Overview...............................................................................................................................10

Daily Advanced General Ledger Processing.......................................................................11

Overview.......................................................................................................................................................11

GL Transaction Type Maintenance..........................................................................................................11

Revision Control..............................................................................................................................12

Revisions..................................................................................................................................12

Active Mode.............................................................................................................................13

Workshop - Add a Revision......................................................................................................14

Manual Review................................................................................................................................14

Workshop - Review Transactions in the Review Journal.............................................................15

Incoming Document Templates.......................................................................................................16

Workshop - Import a Revision Template....................................................................................17

Selection Criteria.............................................................................................................................18

Posting Codes.................................................................................................................................18

Posting (Booking) Rules...................................................................................................................18

Operations...............................................................................................................................20

Functions.................................................................................................................................21Workshop - Copy and Delete Posting Rules..............................................................................22

Multiple Books........................................................................................................................................23

Book Maintenance..........................................................................................................................23

Retained Earnings.....................................................................................................................25

Validations...............................................................................................................................26

Rounding Differences...............................................................................................................26

Source Book.............................................................................................................................27

Book Detail..............................................................................................................................27

Workshop - Create a General Ledger Book......................................................................................28

Workshop - Set Up Posting for Multiple Books in GL Transaction Type Maintenance........................28Add a Book to the AR Invoice Revision.....................................................................................28

Use Mapping............................................................................................................................29

Workshop - Post a Transaction to Multiple Books.............................................................................29

Activate Manual Posting for Revision........................................................................................29

Enter an AR Invoice..................................................................................................................30

Review Transactions.................................................................................................................30

Workshop - Link to a Source Book with a Different Book Currency..................................................31

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ContentsAdvanced General Ledger Course



Add a Book..............................................................................................................................31

Link to Source Book.................................................................................................................31

Enable GL Transaction Configuration........................................................................................32

Review the AP Invoice Transaction Type Revision......................................................................32

Workshop - Post a Manual GL Journal to Multiple Books.................................................................32

Set Up Journal Entries for Multiple Books..................................................................................32

Add a Book to MultiGLJrn........................................................................................................33Create a Journal Entry Group for Multiple Books......................................................................34

Enter a Journal Header and Lines..............................................................................................34

Post the Transaction.................................................................................................................34

Review Transactions.................................................................................................................35

Chart of Accounts Mapping....................................................................................................................35

Workshop - Use Mapping................................................................................................................36

Add a COA Map......................................................................................................................36

Add GL Account Mapping........................................................................................................36

Add a Book..............................................................................................................................37

Link to Source Book with Mapping...........................................................................................37Enable GL Transaction Configuration........................................................................................38

Review the Active Revision.......................................................................................................38

Enter an AR Invoice..................................................................................................................38

Review the Results....................................................................................................................39

Dynamic Account Segments...................................................................................................................39

Workshop - Verify a Dynamic Segment............................................................................................40

Workshop - Post Sales to a Dynamic Segment..................................................................................40

Create Revision and Add CustID to Input Document.................................................................40

Use CustID to Populate the Customer Segment........................................................................41

Activate the Dynamic Revision..................................................................................................42Create an AR Invoice................................................................................................................42

Review the Transaction.............................................................................................................43

Advanced Allocations.....................................................................................................................................43

Allocation Code Maintenance.................................................................................................................43

Workshop - Enter a Transactional Allocation Code (Fixed Value)......................................................45

Add an Allocation and Define its General Parameters...............................................................45

Enter Source Data Criteria........................................................................................................45

Add Target Accounts................................................................................................................45

Create a New Group and Journal.............................................................................................46

Post to the Source Account......................................................................................................46

Allocation Batch Entry.....................................................................................................................47

Workshop - Schedule an Allocation Fixed Value Batch..............................................................47

Generate Allocations.......................................................................................................................48

Workshop - Write Allocations to the General Ledger................................................................49

Workshop - Enter a Transactional Allocation Code (Formula)...........................................................49

Add an Allocation Code...........................................................................................................49

Enter Source Data Criteria........................................................................................................50

Define Formula Parameters.......................................................................................................50

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Advanced General Ledger CourseContents



Define Non-Financial Data for each Formula Parameter.............................................................50

Add Target Accounts with Formula Criteria..............................................................................51

Create a New Group and Journal.............................................................................................52


Workshop - Schedule an Allocation Formula Batch...................................................................53

Workshop - Write Allocations to the General Ledger................................................................54

Tiered Allocations...................................................................................................................................54Workshop - Enter Tiered Allocations................................................................................................56

Add Tiered Allocation Codes....................................................................................................56

Enter Source Data for Tier 1.....................................................................................................57

Enter Source Data for Tier 2.....................................................................................................57

Add Target Accounts for Tier 1.................................................................................................57

Add Target Accounts for Tier 2.................................................................................................58


Workshop - Batch Tiered Allocations...............................................................................................59

Enter an Allocation Batch.........................................................................................................59

Add Allocation Batch Codes.....................................................................................................59Generate Schedule...................................................................................................................60

Allocation History Tracker.......................................................................................................................60

Workshop - Track Allocations..........................................................................................................60

Track Allocations......................................................................................................................60

Review Allocation GL Transactions............................................................................................61

Workshop - Reverse an Allocation Run............................................................................................61

Simulate Allocations...............................................................................................................................62

Workshop - Generate and Track Simulation Allocations...................................................................63

Generate Simulation Allocations...............................................................................................63

Track Simulation Allocations.....................................................................................................63Review Simulation Allocation Transactions................................................................................63

General Ledger in a Multi-Company Environment..........................................................................................64

Multi-Company Functionality Setup........................................................................................................64

External System Maintenance..........................................................................................................64

External Company Configuration.....................................................................................................65

Business Entity..........................................................................................................................66

GL Controls..............................................................................................................................66

Multi-Company Server Processes......................................................................................................66

Multi-Company Direct Server Process........................................................................................67

Multi-Company Server Process..................................................................................................67

MultiCompany.log file..............................................................................................................67

Multi-Company General Ledger Accounts...............................................................................................68

Workshop - Maintain Multi-Company GL Accounts.........................................................................69

Update GL Accounts in Epicor Education..................................................................................69

Initialize External Companies...................................................................................................................69

Multi-Company Journals.........................................................................................................................69

Workshop - Create and Link a Multi-Company Journal....................................................................71

Create a Journal Group............................................................................................................71

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ContentsAdvanced General Ledger Course



Enter a Journal Header.............................................................................................................72

Add Journal Lines.....................................................................................................................72

Post the Transaction.................................................................................................................72

Review the Corresponding Journal Entry in Epicor Education....................................................73

Post the Journal Group in Epicor Education...............................................................................73

GL Consolidation...........................................................................................................................................74

Process Flow...........................................................................................................................................74Consolidation Process.............................................................................................................................76

Workshop - Enter a Consolidation Definition...................................................................................76

Workshop - Consolidate to Parent...................................................................................................77

Post a General Journal Entry in Epicor Education.......................................................................77

Enter a New Consolidation.......................................................................................................78

Get All Default Rates................................................................................................................79

Post and Print the Consolidation...............................................................................................79

Transfer Consolidation to Target Book......................................................................................79

Review Transactions in the Target Company.............................................................................80

Conclusion.............................................................................................................................81

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Advanced General Ledger CourseContents



Advanced General Ledger Course

This course combines general ledger (GL) features from several topics (such as multi-company management,multiple books, advanced allocations, consolidation, and GL account mapping) to encompass the information

an advanced Epicor ERP GL user must know.The Advanced General Ledger course provides a clear perspective of the programs, concepts, and processes youencounter as you work with some of the more advanced GL features. The course workshops guide you throughthe posting process for complex scenarios and covers several aspects of how the GL integrates with other Epicormodules.

Upon successful completion of this course, you will be able to:

• Create revisions to configure the posting process on a transaction type

• Review GL transactions in the Review Journal before they post

• Use multiple books for financial reporting and analysis of the same business transactions

• Define account maps used to transfer journals between different charts of accounts

• Link secondary books to a source book• Allocate amounts using four types of source data

• Create tiered GL allocations

• Batch, schedule, simulate, and generate allocations

• Maintain multi-company general ledger accounts

• Process multi-company journals

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Advanced General Ledger CourseAdvanced General Ledger Course



Before You Begin

Read this topic for information you should know in order to successfully complete this course.

Audience

Specific audiences will benefit from this course.

• CFO/Controller

• Accountant/Financial Specialist

• AP Manager

• AR Manager

• Payroll Manager

• System Administrator

Prerequisites

To complete the workshops in this course, the necessary modules must be licensed and operating in your trainingenvironment. For more information on the modules available, contact your Epicor Customer Account Managerat [email protected]. It is also important you understand the prerequisite knowledge contained in othervaluable courses.

•

General Ledger Course - This course provides a clear perspective of the maintenance programs, concepts,processes, and reporting tools you encounter as you work within the General Ledger (GL) module.

• Posting Engine - This course provides an overview of the posting process concept for the Epicor applicationand the Posting Engine as the technology to implement this process. In addition, the course discusses howthe posting engine provides flexibility and control over the financial transaction creation process in the Epicorapplication.

Environment Setup

The environment setup steps and potential workshop constraints must be reviewed in order to successfullycomplete the workshops in this course.

Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experienceEpicor functionality in action but does not affect data in your live, production environment.

The following steps must be taken to successfully complete the workshops in this course.

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Advanced General Ledger CourseBefore You Begin



1. Verify the following or ask your system administrator to verify for you:

• Your Epicor training icon (or web address if you are using Epicor Web Access) points to yourEpicor training environment with the Epicor demonstration database installed. Do not completethe course workshops in your live, production environment.

Note It is recommended that multiple Epicor demonstration databases are installed. ContactSupport or Systems Consulting for billable assistance.

• The Epicor demonstration database is at the same service pack and patch as the Epicorapplication. Epicor's education team updates the Epicor demonstration database for each service packand patch. If your system administrator upgrades your Epicor application to a new service pack or patch,he or she must also download the corresponding Epicor demonstration database from EPICweb > Support> Epicor > Downloads and install it. If this is not performed, unexpected results can occur when completingthe course workshops.

• Your system administrator restored (refreshed) the Epicor demonstration database prior tostarting this course. The Epicor demonstration database comes standard with parts, customers, salesorders, and so on, already defined. If the Epicor demonstration database is shared with multiple users(that is, the database is located on a server and users access the same data, much like your live, productionenvironment) and is not periodically refreshed, unexpected results can occur. For example, if a courseworkshop requires you to ship a sales order that came standard in the Epicor demonstration database,but a different user already completed this workshop and the Epicor demonstration database was notrestored (refreshed), then you will not be able to ship the sales order. Epicor's education team has writtenthe course workshops to minimize situations like this from occurring, but Epicor cannot prevent usersfrom manipulating the data in your installation of the Epicor demonstration database.

2. Log in to the training environment using the credentials manager/manager. If you are logged in to yourtraining environment as a different user, from the Options menu, select Change User.

3. From the Main menu, select the company Epicor Education (EPIC06).

4. From the Main menu, select the Main Site.

5. SonicMQ must be installed and operational in the same environment as your Epicor ERP training database,and the SonicMQ DomainManager and SonicMQ Broker (or SonicMQ Container) must be started. Forassistance, contact your System Administrator or refer to the Multi-Site Technical Reference Guide section- Verify SonicMQ Broker Status. This guide is accessible from the Application Help.

6. Schedule the Multi-Company Server Process in the demonstration database. For assistance, contact yourSystem Administrator or refer to the Epicor ERP Install Guide section - Schedule the Multi-Company ServerProcess - which is available for download on the EPICweb.

7. Start the Multi-Company Server Process for the demonstration database. For assistance, contact yourSystem Administrator or refer to the Epicor ERP Install Guide section - Start the Multi-Company Process.

Workshop Constraints

The workshops in this course can be performed only once in each instance of a restored (refreshed) database. Ifa user has already completed these workshops in the database, the database must be restored (refreshed) beforeanother user can complete this course.

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Before You BeginAdvanced General Ledger Course



Overview

A company's general ledger (GL) is the main repository for financial information. The GL processes and postsentries created by interfaced modules, such as Inventory Management, Accounts Receivable, Accounts Payable,

and Payroll. Manual and multi-company journal entries can also be made directly to the GL.In the Epicor application, the posting process first collects financial data and then evaluates this information tocreate appropriate GL transactions. The "behind the scenes" functionality which runs this process is called thePosting Engine.

The Posting Engine functionality runs independently for each company within the Epicor application. If a companyhas multiple books defined for specific financial requirements, each book can have a unique set of posting rulesdefined. Posting rules indicate how and when business and GL transactions post to various accounts.

Use multiple GL books to display the same financial information in multiple contexts. Multiple books are usefulif you need to report and analyze the same financial business transactions in different ways, including in multiplecharts of accounts, currencies, methods of accounting, and fiscal calendars.

As transactions occur within a company, create consolidated financial statements to report on all companies or

books at once. Consolidation is the process of rolling up GL transactions and balances from one or more childcompany to the parent(s). Accounting data is consolidated for subsidiary accounts mapped to parent accountsthat are active for a specific fiscal period.

The Epicor application's Multi-Site module provides support for centralized accounting and purchasing,intercompany trading, and the separation of production facilities. Multi-company consolidation can be set upbetween all or some of the companies in the database. Companies outside the application can also completefinancial rollups.

Use the GL Advanced Allocation module to disburse amounts booked to the GL into a more detailed and specificrepresentation. The Advanced Allocations module reviews how to set up, generate, simulate, and view differenttypes of allocations.

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Advanced General Ledger CourseOverview



Daily Advanced General Ledger Processing

This section of the Advanced General Ledger course focuses on General Ledger processes which may take placeduring a typical work day.

Overview

This section of the course describes how to post transactions into multiple books, set mapping between chartsof accounts, create dynamic account segments, and providing greater flexibility and control over the process ofcreating financial transactions.

Note You can define which financial modules post transactions to the general ledger within your GeneralLedger Configuration options in Company Configuration.

GL Transaction Type Maintenance

GL Transaction Type Maintenance defines the processes you use to post accounts and journals. The postingprocess provides a unified series of rules which are applied against specific business transactions.

Each posting process uses one or more GL transaction types. Each GL transaction type has a set of elements -posting codes, functions, and amounts - specific to its posting process. These elements contain data the postingrules need to build account and journal details. It also contains a set of rules each book uses; each rule set cancontain the functions, pre-posting rules, reference rules, and posting rules needed to post business transactionswhich match the GL transaction type. These rules are flexible and can be modified to meet the needs of a specificbook.

Important The Virtual Business Document (VBD) and Posting Rules are upgraded only if there is an actualchange, improving the performance of the conversion program when a new service pack is released. Referto the Transaction Type Conversion application help topic for detailed information on how the conversionprogram updates GL transaction types during an upgrade to a new service pack or a new version of theproduct.

Use this program to do the following:

• Define the active revision you need to post transactions. This applies the posting codes, amounts, pre-postingrules, functions, business activity queries, posting rules, reference rules, and other items defined within therevision. For example, you can define a transaction type revision so it matches a business process within thecurrent company, or you can define a revision to integrate your Epicor application with other applications.

• Summarize the journals posted to a book by transaction type. As you post invoices, vouchers, and other

transactions, a large number of detail records can generate within the database. Use summary journals toreduce how many financial transactions save to general ledger tables.

• Define the posting codes, amounts, and other elements used to post transactions for this type. Posting codesdetermine the attributes you use with the accounts and journals.

• Define the rules used to post transactions. Posting rules can create a single detail or a pair of balancing details.These rules determine the detail line amount, the account to which the detail posts, and whether the detailamount debits or credits the account. In some cases, the rules create a GL control used to store accountcontexts for later processing. Pre-posting rules define the defaults used when you manually enter generalledger accounts.

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Daily Advanced General Ledger ProcessingAdvanced General Ledger Course



Important If you modify or delete posting rules, it can cause the Epicor application to generate invalid journals. Display results in the Review Journal to ensure new and modified posting rules create validtransactions. You should also first run your modified rules on a test server so that you avoid the risk ofposting invalid journals to the general ledger. For more information on how to create and edit postingrules, review the Posting Engine Technical Reference Guide. This guide also contains a reference sectionwhich documents the extended set of posting rules. It is available in the application help; use the helpTable of Contents and navigate to the General Ledger > Working With section.

Note that you cannot create a new transaction type. Instead, add a new revision to an existing transaction type.You can assign revisions to different books. Each book has settings that also affect the posting process. Thesesettings include the chart of accounts, fiscal calendar, and currency the book uses. The general ledger controlused by the posting process defines the accounts that posting rules use. You can set up the posting rules in onebook and then use these same rules in another book.

Example You define a rule for a journal which generates when a sales order posts. The rule obtains thewarehouse ID for the inventory sold and sets the value of a dynamic segment based on the ID.

Menu Path

Navigate to this program from the Main Menu:

• Financial Management > General Ledger > Setup > GL Transaction Type

Important This program is not available in the Epicor Web Access.

Revision Control

The Epicor application contains default revisions which use the elements (posting codes, functions, and amounts)and posting rules the posting process requires.

You cannot change the installed posting rules and elements to control changes to the posting processes. Youcan only change and delete new revisions you create.

The Epicor application also prevents an upgrade revision (typically installed through a service pack) to overwritean active, modified revision. You can therefore compare the upgrade revision to your modified revision andchange the upgrade revision as necessary. You can then change the upgraded revision's status to Active.

Revisions

To modify transaction types, you create revisions. Only one revision can be active at a time within the book. Asan option, you can activate and block different revisions depending upon an Apply Date value, so you can setup a series of revisions to run in a scheduled sequence you define. You can either create a new revision by copyingthe existing posting rules, or you can create an entirely new revision which contains no posting rules and createthe posting rules you need.

You can add or update many items within each revision; you can modify posting codes, pre-posting rules, posting

rules, reference rules, functions, book variables, rules variables, operations, and so on.You can assign one of three status levels to each revision. Each status defines the current state of the revision.Assign the status on the Revisions > Revision Detail sheet. The Status field has the following options:

• Active - The revision the application currently uses to post GL transactions for the GL transaction type. Therevision is in use, processing GL transactions for the books assigned to it. Only one revision can be active ata time for each GL transaction type and you cannot modify an active revision.

• Draft - A revision you are currently modifying; this status is the default when you create a new revision. Foras long as the revision stays in the draft status, you can edit it. Once you change its status to Active or Blocked,it can no longer be updated.

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• Blocked - A previous or alternate revision which is no longer in use. The application does not use this revisionto generate GL transactions for the current GL transaction type. Although you cannot modify a blockedrevision, you can change its status back to active and use it to post again. Blocked revisions are also used asa reference to compare against the active and draft revision(s).

Use different revisions to model and test changes in the accounting logic for each transaction type. For example,your company uses posting rules to set values for a dynamic segment that defines a product line. The productline expires at the end of the year. You create a revision that includes new posting rules which record this change

at the same time.

Tip You cannot delete or modify the installed versions of the GL transaction types. You can only create anew revision based on the original GL transaction type. If necessary, you can activate the original revision(which is assigned the blocked status) to restore the original posting process.

Revision Options

In addition to creating a new revision and assigning it a status, you can perform the following actions:

• Review All Transactions-- When you select the Manually review all transactions check box, you activatethe manual review option. This causes the application to capture the GL transactions generated by the processand log them in the Review Journal. Epicor recommends you select this option while you are creating and

testing a revision; after you are satisfied with the results, be sure to clear this check box option so the ReviewJournal only captures errors and warnings.

• Schedule Different Revisions-- Changes in revisions can reflect changes in accounting processes. You canindicate when a specific revision becomes active by entering a date within the Effective Revision Date(From) field. When the system clock advances to this date, this revision becomes active and the previousrevision becomes blocked. The current revision then stays active until the system clock moves to a futureeffective date on another revision. In this way, you can schedule a series of revisions to become active as youneed.

Upgrades and Revisions

When you upgrade the Epicor application through a service pack or patch, your custom revisions are not overridden.The upgrade process first reviews the revision numbers; if it finds that a user modified revision is active for a GL

transaction type, it does not change it. An active revision only upgrades if it is the original default revision installedwith the application.

Instead, the installed default revisions are automatically assigned the blocked status. You can then review theblocked version to see if your modified revision needs to be updated. If you wish, you can then add yourmodifications to the new default revision and assign it the active status.

Updates are always automatically installed for both the Standard and Extended packages of rules.

Compare Revisions

Before you make changes to a revision, you can compare revisions to see the different posting elements andrules between the two versions. To do this, click on the Actions menu and select Compare Revisions. Use thiswindow to review the differences between the revisions.

Active Mode

The Epicor application supports two modes of active revisions.

Define which mode you want on the Accounting Transaction Type sheet:

• Always a Single Active Revision - This GL transaction type can only have a single active revision alwaysavailable for the posting process.

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• Select an Active Revision by Date - The GL transaction can have several active revisions available througha schedule you define. In this mode, each active revision must have an Effective Revision Date (From) value.Use this date to indicate when this active revision is specifically used during the posting process. This field isavailable on the Revision > Revision Detail sheet. When the system clock moves to the date value definedon the next active revision, the application automatically sets the status of the previous active revision toBlocked.

Example The company uses posting rules to set values for a dynamic segment which tracks a product

line. The product line expires at the end of the year. You set a revision that includes new posting rules totake effect at the same time.

Workshop - Add a Revision

Default revisions have a status of Active or Blocked and cannot be modified. To configure the posting processfor a specific transaction type, add a new revision. This workshop demonstrates how to use one of the availablerevisions as a template to add a new revision.

Navigate to GL Transaction Type Maintenance.

Menu Path: Financial Management > General Ledger > Setup > GL Transaction Type


1. In the Transaction Type field, search for and select AR Invoice.

2. From the New menu, select New Revision.

The New Revision window displays.

3. Verify Create new revision by copying existing revision is selected.

4. In the SourceRevision field, select Base Std (Active).

5. Click OK.The Revisions > Revision Detail sheet displays. This may take several minutes.

6. Select Revision: A - Draft from the tree view.

7. In the Revision ID field, enter XXXOp (where XXX are your initials).

8. Click Save.

9. Minimize GL Transaction Type Maintenance.

Manual Review

Use GL Transaction Type Maintenance to activate the manual review functionality.

Typically, valid transactions automatically post to the general ledger (GL) without review. You can indicate thatyou want to review GL transactions before they post. It is best to leverage this feature when you activate a newrevision. A manual review of the transactions can help identify errors that can occur during the posting processof a revision.

To activate the manual review functionality, navigate to the Revisions > Revision Detail sheet and select theManually review all transactions check box.

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When you use the manual review feature, GL transactions post directly to the Review Journal, where you canreview the transaction line details. From there you can use the Actions menu to confirm, adjust, or cancel eachGL transaction.

Workshop - Review Transactions in the Review Journal

If you need to modify one or more of the posting rules, manual review is recommended. This workshop

demonstrates how to set up and use the manual transaction review functionality.Note This workshop uses Sales Order 5120 as part of the workshop steps. As an alternative, you can useSales Order 5357.

Activate Manual Posting

Maximize GL Transaction Type Maintenance.

1. In the tree view, select AR Invoice > Revision: Base Std - Active.

The Revisions > Revision Detail sheet displays.

2. Select the Manually review all transactions check box.

3. Click Save.


Enter an AR Invoice

Navigate to AR Invoice Entry.

Menu Path: Financial Management > Accounts Receivable > General Operations > Invoice Entry

1. From the New menu, select New Group.

2. In the Group field, enter XXXGroup (where XXX are your initials).

3. From the New menu, select New Miscellaneous Invoice.

The Header > Detail sheet displays.

4. In the Sales Order field, enter 5120 and press Tab.

5. From the New menu, select New Line.

The Line > Detail sheet displays.

6. In the SO Line/Rel field, search for and select the line that displays.

7. Click Save.

8. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays.

9. Click Submit and close the AR Invoice Post Process window.

10. Exit AR Invoice Entry.

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Use the Review Journal

Navigate to the Review Journal.

Menu Path: Financial Management > General Ledger > General Operations > Review Journal

1. Click the Journal Entry button.

The Review Journal Entry Search window displays.

2. In the User ID field, enter Manager.

3. Click Search.

4. Double-click the latest search record line to select it.

5. In the tree view, navigate to and select NNN > Main Book > YYY AR Invoice > Transaction Lines >Records: All > 1 (where NNN is the Review Journal number and YYY is the AR Invoice reference).

The Transactions > Lines > Detail sheet displays.

6. Review the transaction details for the first line.

The field below the Amount field displays whether the amount debits or credits an account. In this task,the amount debits the account used to generate transaction line 1.

The GLAccount section displays the general ledger account number for transaction line 1.

The Booking Rule Reference field displays the posting rule used to generate transaction line 1.

The Description field displays the reference details for the AR invoice.

7. From the Actions menu, select Journal Entry Confirmation.

The transactions are now posted to the general ledger.

8. Exit the Review Journal.

Incoming Document Templates

An incoming document template specifies the elements used to gather business transaction data for the postingrules. Each GL transaction type uses one or more templates, and each template has a set of elements unique tothe posting process for that GL transaction type.

Each template gathers both general and specific data about posted business transactions. General informationincludes the date the business transaction posts, the business entity involved in the transaction, and the journalcode for the transaction. Each template also contains a set of elements specific to a posting process. For example,the template used to post invoices defines elements that contain data from the invoice header, invoice lines, and

tax lines.

Templates can combine predefined and custom elements. Predefined elements ensure support for the transactiontype's posting processes. You cannot change or delete predefined elements. You can add custom elements toprovide attributes needed by new or modified posting rules. You can also modify and delete your custom elements.

The posting rules for a revision use information from the template elements to define journal details. These rules,except for the reference rule, determine the detail amount, the account to which the detail posts, and whetherthe amount debits or credits the account. The reference rule is used to set up and populate a reference GL controlwith no direct relation to posting amounts or selecting debit and credit accounts.

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Each incoming document template contains the following elements:

• Document Lines - Document lines group elements obtained from a portion of the posted transaction. Forexample, an accounts receivable invoice template contains document lines for the invoice header, invoice line,tax line, and miscellaneous charge line.

• Posting Entities - Entities group related posting codes together. An entity holds a posting code collectionand provides default settings used to populate fields.

•

Posting Codes - Posting codes define the parameters used with posting rule operations and functions. Postingrules use posting code values to create journal details. You can add posting codes and modify and delete thecodes you create. Posting codes are grouped under a parent posting entity.

• Amounts - Amount elements hold the transaction amounts used by calculated fields.

Workshop - Import a Revision Template

In this workshop, pull a GL transaction type revision into your application by importing an .xml file. GL transactiontypes you import map directly to a company, book, chart of accounts (COA), and specific segments. If a targetCOA has a segment with the same name under the same number, the segment is copied over by the importedtransaction type.

You can also use the Import ACT Type tool to save a GL transaction type revision outside of the application. You

first export your revision (using the Export ACT Type Action command) and then import it back into the applicationat a later time using the Import ACT Type command. This tool is especially useful when you want to revert a GLtransaction type back to a previous revision or when you want to use a GL transaction type you created for adifferent book.

Tip You can import the Standard, Extended, or one of the Country Specific Functionality (CSF) postingrules files which are now available as part of the general installation of Epicor ERP.

You should only import CSF posting rules if you have activated the corresponding CSF license for yourcompany. Refer to the CSF Guides for details on using CSF Posting Rules.


1. In the Transaction Type field, verify AR Invoice displays.

2. From the Actions menu, select Import ACTType to import a revision from the extended package with atemplate suitable for the custom chart of accounts.

The Import from XML window displays.

3. Click the Input File Name button and locate the PostingRules > Extended folder.

Typically this folder resides within the shared server's web site development directory that contains the Epicorserver installation (for example, in thec:\inetpub\wwwroot\ERP100500\server\Erp\PostingRules\Extended folder).

4. From your Extended folder, search for and select AR_Invoice.xml and click Open.

5. From the Revision List pane, select the following check boxes:

• To Import

• Replace Existing

Note Use the Activate check box to automatically activate the new GL transaction type revisionsbeing pulled into the Epicor application. Leave this check box clear to allow updates to the revisionbefore activation. In this example, the CustID field must be added to the revision after the importbecause the dynamic segment, Customer is linked to the Customer ID business entity.

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6. Click OK.

The Import Processing window displays to indicate the import completed successfully.

7. In the Import Processing window, click OK.

In the tree view, Revision: Base Ext - Draft displays.


Selection Criteria

In GL Transaction Type Maintenance, selection criteria are statements which return specific data from the postingcodes on the revision. The posting rules then use the data to create accounts used in journal details.

The incoming document template contains posting codes unique to its process. The posting codes are groupedby posting entities and the entities are then grouped by the document lines from the business transaction (incomingdocument template).

You can create or update selection criteria to return the posting code data required by a rule. For example, youwant to define a rule which posts an invoice amount to an account segment based on the Warehouse ID. The

incoming document template contains an invoice line element which has the warehouse posting entity whichcontains the posting code required for each warehouse. You select Invoice Line in the For Each field and use theother field in the sheet to create a statement that selects the correct posting code. The result resembles a WHEREclause in a SQL statement. You then click Add to include the statement in the Selection Criteria field. You usethe And, Or, and Not buttons to insert logical operators into the statement.

Selection criteria can only pull in data from parent tables. Information stored in child tables cannot be pulled inby using selection criteria from the parent. You must create or modify a posting rule which pulls in data directlyfrom the child table.

Posting Codes

To add posting codes, you define settings that control how the revision retrieves data used for its posting rules.

These rules includes defining the data source for the posting codes. The application obtains data for posting codefields by using:

• Entity Fields-- Business entities (do not confuse these items with posting entities) are static database tableslike Part, Customer, and Supplier which contain data a business transaction requires. Because of this, you canspecify a field in the same table to access data in the business entity field.

• Business Activity Queries (BAQs)-- You can pull in more detail into the revision by linking a business activityquery (BAQ) to an incoming document template. The revision then uses selection criteria defined for a postingrule to obtain data pulled in by the BAQ. The interface can return a value from a single field or a calculatedsum of fields.

Posting (Booking) Rules

Each revision contains a series of booking rules (also called posting rules). These rules include general postingrules, header rules, pre-posting rules, reference rules, and functions. Rules defined for a single book make up arule set; each rule set generates a complete journal which posts to the book.

Posting rules create business transaction journal details. These rules create either a single journal detail entry ora pair of balancing entries. Rules determine the amount, the accounts to which the amount posts, and whetherthe amount debits or credits the account. The Reference rules are different; these rules are used to set up andpopulate a reference GL control with no direct relation to posting amounts or selecting debit and credit accounts.

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The version control on the rule level is used when comparing two rule sets, one of which is about to be importedand the other already in the system. This provides a way to distinguish between posting rules that have changedand therefore need to be pulled in. Those that have not changed do not need to be imported, saving time onthe import and conversion.

The Version field specifies the individual rule version. The Version field uses a single numeric sequence andincrements each time a rule is changed in a corresponding rule.

The Patch Version field specifies the rule patch version. A single numeric sequence is used and it incrementseach time a change is released in a patch to a client between service packs. The patch version resets to zero eachtime a service pack is released.

To create a new posting rule, add a rule and select appropriate values to define each modifiable option. Eachrule builds the detail field-by-field. You can create, modify, and delete posting rules.

Example You define a rule for a transaction that generates when a sales order posts. The rule obtainsthe warehouse ID for inventory sold and sets the value of a dynamic segment based on that ID.

The items you can modify for posting rules include:

• Variables: Use variables to store an intermediate value required to calculate a specific field in a rule.

• Functions: These reusable rules define processes used across the posting rules for the transaction type. The

posting rules reference them. For example, the book might use a chart of accounts with a mandatory divisionsegment. A reusable function pulls in a posting code value used to look up and return the segment value.

• Parameters: These items select the posting code to which the posting rules apply. The Selection sheet definesthe process used to select a posting code from one of the document lines in the incoming document template.

• Operations: These items include functions used to define container values. Operations include lookup functionsthat set segment values based on the attributes defined in a posted transaction.

Posting rules can also create output general ledger (GL) controls. These optional controls associate source non-GLdata, detail accounts, and account contexts. By storing this data, the Epicor application can then use it duringlater processing.

Tip If you need to make minor changes to the posting process for a transaction type, use account mappingand lookup tables. Chart of Accounts Mapping defines maps between chart of accounts (COA) segments.

A map transfers journal details from one book into another book. Lookup Tables Setup locates a segmentvalue based on a value in the posted transaction. This reduces the need to define lookup tables in postingrules.

Header Rule

This posting rule type sets up data that GL journal details share, for example, Journal Code and Apply Date. NoGL journal details are produced.

A header rule always executes before the posting rules. Only one header rule is available for each book.

You can use this rule to assign default values to GL journal detail fields, but you can also override these valuesin the posting rules. For example, you can initiate transaction text in the header rule but then override this textin a posting rule which generates later.

To add a new header rule, add a new posting rule and select its Header check box.

Posting rules, together with a header rule, create a GL transaction.

Pre-Posting Rule

Pre-posting rules create a GL control with a determined account. Use this feature in certain programs to providea default account before the actual transaction document posts.

Each pre-posting rule is called individually. They do not produce GL journal details.

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To add a pre-posting rule, from the New menu, select New Pre-Posting Rule.

Example A pre-posting rule creates the default expense account for the miscellaneous line on a purchaseinvoice.

Reference Rule

The Reference Rule supports correspondence accounting by generating strictly bi-line GL transactions. This rule

functions similarly to the pre-posting rules. The reference rule is used only to populate a GL control and it doesnot populate amounts or debit/credit accounts. Correspondingly, this rule type does not create GL journal details.However, unlike pre-posting rules, the reference rule is run during the normal posting process and has a propertythat indicates the specific posting entity to which the outgoing GL control is attached.

To add a pre-posting rule, from the New menu, select New Reference Rule.

Functions

Each function is an algorithm that pulls in data common to the posting rules within the GL transaction type. Theother rules and functions share it. You can create, modify, and delete functions as necessary. When you add ormodify a function, you extend the operations list available to the posting rules.

To add a new function, from the New menu, select New Function.

Operations

Use GL Transaction Type Maintenance to add, modify, and delete rule operations.

The Revisions > Book > Booking Rules > Operations sheet has three sections:

• Summary

• Type

• Options

Summary

This area displays operations available for the posting rules.

Type

Use these radio buttons to indicate whether the type is an Operation or a Logical Condition. An operation isan algorithm which calculates a value or values; a logical condition uses If, Then, or Else commands to determine

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how the data processes as it moves through the operation algorithms. Select the type you need; these optionschange what displays in the Options section.

Options

This section contains two fields whose values reflect the selected operation type.

• If you select the Operation option, the Field Name and Formula fields display. The list of fields (Field Name)

available for an operation depend on the GL transaction type and the posting rule details. The Formula fieldcontains a rule template with variables. The black text is a rule instruction you cannot change. The blueunderlined text is modifiable. Click on this text and select the variable value you need.

• If you select the Logical Condition option, the Logical Condition and Formula fields are available. Thelogical condition list includes Else, Else If, and If. Just like the Operation option, the Formula field containsa rule template with variables. The black text is a rule instruction you cannot change. The blue underlinedtext, however, is modifiable. Click on this text and select the variable value you need.

Functions

Functions are standard packages of posting rules which contain functionality common across the posting ruleswithin a revision. They include the rules required to populate account segments for natural accounts, divisions

and departments.

When you install or update the Epicor application, functions are included as part of each GL transaction typerevision.

Typically each function contains a series of account and journal contexts. When the posting engine processesthe function, it pulls in a complex piece of data and makes this data available to the pre-posting, posting, andreference rules for the revision. For example, when the AR Invoice transaction type is run, its functions pull ARaccount information out of the database to make this information available to the AR invoice posting rules.

Each function is an algorithm that gathers the specific data and the function code which processes the informationinto a format usable by the pre-posting, posting, and reference rules. The other rules and functions share thegathered data. You can create, modify, and delete functions as necessary. When you add or modify a function,you extend the operations list available to the posting rules.

Functions are very useful when you create or update posting rules. You can use functions to avoid writing complexrules to pull in common financial data. They also help you avoid constantly repeating the GL hierarchy while youdevelop posting rules.

System Functions

A list of the system functions is below.

These algorithms define operations common across the GL Transaction Types. Items you can modify are in boldtext.

• A = B

• Value

• Lookup Map name For Field Using arg1, arg2

• Lookup COA map name For Segment Using Segment value

• Lookup Business Data Using Query Field

• Convert Amount To Currency Using Rate Type

• End of Period which includes Date

• Account is Valid

• Account is not Valid

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• Value is Available

• Value is not Available

• Get Account From GLControl For Current Book AND Context Context

• Get Segment From GLControl For Current Book AND Context Context

• Select Amount From Doc Line Where Add Condition

• Comment Text

• Log Error: Log Error Text

• Raise error: Error Description

• Log warning: Warning Description

• End Rule

• Log Debug Message: Log Debug Message

• Argument1 and Argument2 is Available

• Lookup COA map name Using Account Account

• Get Book Amount From GLControl For Current Book AND Context Context

• Get External Account From GLControl For Context Context

Workshop - Copy and Delete Posting Rules

When you modify posting rules, you can use existing posting rules as a template. You can delete a posting ruleup until the point at which it is activated. This workshop demonstrates how to copy and delete a posting rule.

Copy a Posting Rule


1. In the tree view, navigate to and select AR Invoice > Revision: XXXOp - Draft > Rules > Book:MainBook > Posting Rules > Post Tax Amount.

In the revision title, XXX are your initials.

2. From the Actions menu, select Copy Rule.

3. From the Actions menu, select Paste Rule.

In the tree view, a Post Tax Amount_1 rule is added to the Posting Rules list.

4. Click Save.

Delete a Posting Rule

1. In the tree view, select AR Invoice > Revision: XXXOp - Draft > Rules > Book:Main Book > PostingRules > Post Tax Amount_1.

2. Click Delete.

A Delete Confirmation message displays.

3. Click Yes to confirm you want to delete the record.

4. Click Save.

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5. Exit GL Transaction Type Maintenance.

Multiple Books

A general ledger book provides a consistent view of the financials within a specific company. Use multiple booksfor financial reporting and analysis of the same business transactions in a variety of ways, including different

charts of accounts by book, different reporting currencies, different methods of accounting, and multiple fiscalcalendars.

When configured to do so, the posting engine can generate GL transactions in each book for each input businesstransaction. The GL transaction details depend on the different charts of accounts, currencies, methods ofaccounting, and calendars defined for each receiving book.

GL transactions generate from a single business transaction and each one represents a different view of thatbusiness transaction. Each GL transaction has a reference to the original business transaction as well as theresulting GL transactions in other books.

Important Use of multiple books in a company requires posting engine revisions. You can manually entera revision on each GL transaction type to which you want multi-book postings. This action requires accountmapping or the entry of GL controls for each book you add. Another option you have is in Book

Maintenance. There, you can set up GL transaction mapping from your source book to a secondary bookfor multiple GL transaction types at the same time.

Examples of ways to modify and create GL transactions for multiple books:

• Apply Chart of Accounts (COA) mapping to the GL transaction type: A mapped COA uses the postinghierarchy from the original COA's posting rules. You can use COA mapping to modify the posting processby making small changes to the map to reflect most posting process differences between receiving books.Mapping provides you with a better alternative for designing posting rules for simple cases.

• Apply posting rules to the additional book: You can revise the posting codes, amounts, accounts, functions,posting rules, and other items the posting process uses for a specific GL transaction type within GL TransactionType Maintenance. It is common to copy rules from the main book and then adjust as necessary. Using thismethod, you must also set up the required GL controls for each book before you can post transactions that

relate to the revised GL transaction type.If neither posting rules or mapping is defined for a secondary book, automatic transactions will never be createdagainst that book.

Important The GL multi-book transaction type (MultiGLJrn) includes the standard default set of postingrules for a single book. The single book is required to be linked to the master chart of accounts (COA) inorder for the rules to work correctly. You can then use this default set of posting rules as a starting pointto build on the rules for your book or for the COA mapping of other books.

For a sample rule, review the custom MultiGLJrn GL transaction type in the Demonstration Database'sEpicor Education company.

Book MaintenanceBook Maintenance defines the fiscal books a specific company uses. A book defines the currency, fiscal calendar,chart of accounts, and Retained Earnings account used to generate its financial statements.

A company can use multiple books to display the same financial information in multiple ways. When you implementthe Epicor application, carefully consider the role each book plays in the financial management and reportingwithin a specific company. When a transaction is entered, its amounts can be applied to multiple books, reflectingthe purpose for each book.

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Each book can also have its own set of validation rules. These rules define error handling for journals posted toa specific book. By default, books ignore most posting errors. You can change the defaults so the book blocksand logs errors as needed.

Books are useful for recording transactions so they match the financial legal requirements for a specific country.Use Chart of Accounts Structure Maintenance to create a chart of accounts (COA) which matches the structureyour country requires. You can use one book to post transactions in a specific currency for reporting, and thenuse another book for posting the same transactions in the base currency the company uses.

Example Use the Modified Accelerated Cost Recovery System (MACRS) to depreciate a physical assetfor tax reporting. For financial reporting, the same asset is depreciated using straight-line depreciation.Each book displays its own depreciation results.

Example Leverage multiple books so your companies can value items differently in financial and statutoryreports. An insurance company might use Generally Accepted Accounting Principles (GAAP) to valueinvestments and other items for one report and use National Association of Insurance Commissionersguidelines for another book. State or provincial regulations can also impact reporting, so you may need toimplement additional books.

Use Book Maintenance to define the following:

• Book Type - Books can record financial transactions or consolidate to other books. Standard books record

the financial activity of the company. Consolidation books mediate the transfer of consolidation journalsbetween two standard books.

• Chart of Accounts (COA) - Each book can have a different COA, or several books can share the same COA.The COA defines valid general ledger accounts, available dynamic segments, and balance maintenance forsegments other than the natural account. (The natural account maintains continuous balances.) The bookalso determines the retained earnings account.

• Fiscal Calendar - The fiscal calendar determines valid apply dates for each business transaction. The Epicorapplication maintains periodic balances for segments based on the fiscal calendar.

• Book Currency - The book currency can be used on financial reports and in consolidations. Journal amountspost in the currency defined on the book. Books can store journals in additional transaction currencies, butwill only post in the specified book currency.

•Error Handling for Journals - Use the Validations sheet to ensure the transactions are valid. For example,a validation rule can alert you when the Apply Date for a transaction falls within a closed fiscal period. Whenthe posting process runs, the Epicor application blocks posting of invalid journals and continues to processthe remaining journals in the batch. Error transactions display in the Review Journal.

• Rounding Tolerance Criteria - For each book, you can specify rounding tolerance criteria as well as anaccount to which transactions will post currency differences.

• GL Transaction Mapping - Set up GL transaction mapping from your source (Main) book to a secondarybook. You determine the COA map and transactional currency to use as well as determine which GL transactiontypes are affected by this revision.

You can modify a book's details (description, type, COA, calendar, currency) until a journal posts to its COA.Once a posting process runs through the book, you can only change the book description.

Note You can also update the posting rules each book uses to record general ledger transactions. Updateposting rules for each book within GL Transaction Type Maintenance. For information on how to createand update posting rules, review the Posting Engine Technical Reference Guide in Application Help.

Menu Path


• Financial Management > General Ledger > Setup > Book

• Financial Management > Multi-Site > Setup > Book

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Retained EarningsBook Maintenance > Retained Earnings

The Retained Earnings sheet designates the standard account used for retained earnings for the book. Theapplication continually updates the retained earnings account balance with postings to the COA's revenue andexpense accounts. As a result, the balance sheet always reflects the current balance. At year-end closing, run the

Transfer Balances process to transfer account balances to the next fiscal year.Balance sheets always report the balance in the standard retained earnings account. You can further divide thereported retained earnings balance by the substitution of a segment in the retained earnings account for acorresponding segment in the income statement. The substitution allows the splitting of retained earnings bydivision, department, or other mandatory controlled account segment. Account masks designate the relationshipbetween the split segment and the retained earning accounts that displays the balances.

Often, a book that uses segment substitution also uses self-balancing segments. Designation of a self-balancingsegment in Self-Balancing Segment Maintenance enables the automatic posting of balancing journals withina segment. This ensures the book to which the journals post maintains a balanced set of records within thesegment.

For example, a book uses a COA with a mandatory second segment that defines two divisions: LA and MP. Thethird segment is optional and defines cost centers. You use segment substitution to split the balance in thestandard retained earnings account 3070. At year-end close, the following balances exist in COA revenue andexpense accounts.

2404010-MP-100

5004010-MP-200

1004020-MP-100

3004020-LA-100

-5003010-LA-100

-12003010-MP-100

The application updates the retained earnings account when you transfer opening balances to the new fiscalyear.

7403070-MP4010-MP

1003070-MP4020-MP

-12003070-MP3010-MP

-360Total to 3070-MP

3003070-LA4020-LA

-5003070-LA3010-LA

-200Total to 3070-LA

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Validations

The Validations sheet defines error handling for journals posted to a specific book. By default, books ignoremost posting errors. You can change the defaults, so the book blocks and logs errors.

Define validation rules at the book level; because of this feature, you control how issues are handled within aspecific book.

The Epicor application handles invalid journals through one of the following ways:

• Error - This blocks posting of the journal. You can view the journal in the Review Journal.

• Warning - A warning entry displays in the error log, but the journal posts to the general ledger.

• Ignore - No entry displays in the error log, and the journal posts to the general ledger. This method is thedefault setting for most posting errors.

• Autocorrect - The Epicor application uses a pre-defined process to correct the error. For example, for a journalposted to a closed period, the autocorrect process changes the apply date to the open period.

• Warning and Autocorrect - This logs a warning in the Review Journal and automatically corrects the journal.

The following table lists posting errors for existing autocorrect options and describes how the Epicor applicationhandles each defined error.

AutocorrectionError

This removes the unused segment and occurs when AccountSegment Values blocks use of the segment with a particularnatural account.

The Segment is defined as 'not used' but segmentvalue is specified (depends on natural account).

This finds the open period for the book and posts the journalto that period.

The Closing Period is specified but does not exist.

This changes the apply date of the journal to the first day ofthe first open period.

The Apply Date is earlier than the Earliest ApplyDate.

This changes the apply date of the journal to the first day ofthe first open period.

The Fiscal Period is closed.

This runs the self-balancing process.The self balancing segment does not balance.

Note You can use the Business Process Management module to define additional validations.

Rounding Differences

If currency is converted during a posting process, a rounding difference can result in an unbalanced GL transaction.

You can correct unbalanced transactions manually or enable the posting engine to automatically add balancinglines. To use automatic handling of rounding differences, configure the rounding tolerance criterion and specifythe account to use to post the difference.

Both the tolerance criterion and the account that records rounding difference are defined in Book Maintenance.

When a transaction is unbalanced without a currency conversion, it is due to a logic error or an improperconfiguration. If currency is converted, the tolerance criterion is used to decide whether the conversion causesthe difference. The tolerance criterion records if a rounding difference results in an unbalanced transaction and

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provides the reason for the difference (for example, logic errors, improper configuration, and currency conversion).If the rounding difference does not meet the tolerance criteria, the transaction is considered unbalanced and theposting process fails.

The tolerance criterion defines a maximum amount that can be considered as a rounding difference. The postingengine uses a debit or credit amount, depending on which value is greater.

Source Book

Use the Source Book sheet to link general ledger accounts used during the posting process, from a source bookto a secondary book.

On this sheet you can determine the COA map and transactional currency to use as well as determine which GLtransaction types you want to be affected by this revision.

Linking secondary books to your source (Main) book allows you to post transactions to multiple books automaticallywithout having to manually modify posting rules.

Tip If the books you are linking use the same COA, in the COA Map field select Use Source GL Account.This tells the posting engine to post transactions to the same GL account in both books without having toset up GL controls or mapping for the secondary book. If the books you are linking use different currencies,in the Transactional Currency field you can select to either post to the second book in the document

currency or in the currency of the source book.

Book DetailGL Transaction Type Maintenance > Book > Detail

Once the general ledger book is created, in GL Transaction Type Maintenance, use the Book > Detail sheet todetermine how transactions post to a book.

When you select a book on this sheet, you can define its rules. Rules defined for a single book are a rule setwhich generates a complete journal for the book.

Book options you can define include the following:

• Determine whether journals are summarized by account when they post to the book. Summarize posteddetails to reduce how many records are stored in the database.

• Designate whether mapped segments populate book accounts. Chart of Accounts Mapping defines mapsbetween specific chart of accounts (COA) segments. A map transfers journal details from one book to thecurrent book. Segment maps reduce the need to define the same posting rules in multiple maps. The applicationalso converts the currency of the journal when the currencies of the two books are different.

• Define functions the posting rules reference in the book's rule set. Reusable functions reduce the time neededto modify the posting elements and rules. For example, the book might use a COA with a mandatory divisionsegment. Define a reusable function that obtains a posting code value used to look up and return the segmentvalue.

• Define variables that supply values to the book's posting rules. The posting rules use variables to populatefields in a business transaction. You can create variables that use a data types the posting process allows. Youcan use a custom variable to store an intermediate value in order to calculate a field in a new or modifiedposting rule.

Tip The document template for the GL transaction type can hold predefined and custom variables. Theposting process controlled by the transaction type uses the pre-defined variables. You cannot delete ormodify these variables.

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Workshop - Create a General Ledger Book

In this workshop, create a general ledger book and assign a retained earnings account linked to the Saint Pauldivision.

Navigate to Book Maintenance.

Menu Path: Financial Management > General Ledger > Setup > Book

1. From the New menu, select New Book.

2. Enter the following information:

DataFields

XXX-MM (where XXX are you initials and MM is your birthmonth)

Book (ID)

XXX's Book (where XXX are your initials)Book (Description)

StandardType

Master Chart of AccountsChart of Account

Main Fiscal CalendarCalendar

United States DollarBook Currency

3. Navigate to the Retained Earnings sheet.

4. In the Standard Account field, enter 3030-00-00.

5. Click Save.

6.Exit Book Maintenance.

Workshop - Set Up Posting for Multiple Books in GL Transaction Type Maintenance

In GL Transaction Type Maintenance, set up the AR invoice transaction type for multi-book posting. In thisworkshop, add a book with mapping from the Main book's source GL accounts. This revision will tell the postingengine to post AR invoices to the same GL accounts in both the Main book and the secondary book you addedin a prior workshop.

Because the book you added in a prior workshop uses the same COA as the Main book, there is no need to setup a COA map before you add this revision.

Note You also have the option to setup GL transaction types to post to multiple books without using

mapping. To do that, after you add a book to the revision, you must add new posting rules (or copy themover from the Main book) and then in GL Control Maintenance, enter accounts for the new book to relevantGL control types.

Add a Book to the AR Invoice Revision

Navigate to GL Transaction Type Maintenance.

Menu Path: Financial Management > General Ledger > Setup > GL Transaction Type

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1. In the Transaction Type field, search for and select AR Invoice as the accounting transaction type (ACTtype).

2. In the tree view, navigate to AR Invoice > Revision: XXXOp - Draft (where XXX are your initials).


The GL Book Search window displays.

4. Search for and select the book created in the Workshop - Create a General Ledger Book.

In the tree view, under the AR Invoice > Revision: XXXOp - Draft > Rules node, Book:XXX's Book (whereXXX are your initials) displays.

5. Click Save.

Use Mapping

1. In the Mapping pane, select the Use Mapping check box.

2. In the Mapping from field, select MAIN.

3. In the Using field, verify Use Source GL Account is selected.

4. Click Save.

5. Remain in GL Transaction Type Maintenance.

Workshop - Post a Transaction to Multiple Books

In this workshop, post an AR invoice to multiple books.

Activate Manual Posting for Revision

1. In the tree view, verify AR Invoice > Revision: XXXOp - Draft is selected.

2. Navigate to the Revisions > Revision Detail sheet.


4. In the Status field, select Active.

This process might take a few minutes.

Note Once your revision is Active, the status of Revision:Base Std is set to Blocked.

5. Click Save.


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Enter an AR Invoice











7. Click Save.

8. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays.



Review Transactions





2. In the User ID field, enter Manager.

3. Click Search.

4. Double-click the search record line to select it.

5. In the tree view, note the green check marks for both books.This indicates there are no errors.

6. In the tree view, navigate to and select NNN > Main Book > YYY AR Invoice > Transaction Lines >Records > 1 (where NNN is the Review Journal number and YYY is the AR Invoice reference).

The Transactions > Lines > Detail sheet displays.


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8. In the tree view, navigate to and select NNN > XXXs Book > YYY AR Invoice > Transaction Lines >Records > 1 (where NNN is the Review Journal number and YYY is the AR Invoice reference).



The transactions are now posted to both GL books.


Workshop - Link to a Source Book with a Different Book Currency

In Book Maintenance link a secondary book with a non-base reporting currency to the Main (source) book.Afterwards, enable the AP Invoice GL transaction type to utilize the link.

The steps you complete in this workshop allow the posting engine to automatically post AP invoice transactionsto two books, each in their rightful currency. You can do this without modifying posting rules or manually addingrevisions in GL Transaction Type Maintenance.

Add a BookNavigate to Book Maintenance.



2. In the Book field, enter XXXLink (where XXX are your initials).

3. In the Book Description field, enter XXX Link Book (where XXX are your initials).

4. In the Chart of Account field, select Master Chart of Accounts.

5. In the Calendar field, select Main Fiscal Calendar.

6. In the Book Currency field, select Mexican Peso.

7. Navigate to the Retained Earnings sheet.

8. In the Standard Account field, enter 3030-00-00 and press Tab.

9. Click Save.

Link to Source Book

1. From the New menu, select New Link to Source Book.The Posting > Source Book > Detail sheet displays.

2. In the Map GL Transaction From Book field, select Main Book.

3. In the Use COA Map field, verify Use Source GL Account displays.If the COAs in the books you link are not the same, you must first define a COA map in the Chart of AccountsMapping program and then select the map you define in this field.

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4. In the Transactional Currency field, verify Use Document Currency displays.

5. Click Save.

Enable GL Transaction Configuration

1. In the GL Transaction Type grid, use the scroll bar to locate the AP Invoice transaction type row.

2. On the AP Invoice row, select the EnableMapping check box.

3. Click Update Transaction Types.

4. Click Save.

5. Exit Book Maintenance.

Review the AP Invoice Transaction Type Revision


1. From the Standard toolbar, click the Clear button.

The Clear Confirmation window displays.

2. In the Clear Confirmation window, click OK to confirm.

3. In the Transaction Type field, search for and select AP Invoice.

4. In the tree view, note the active revision is Revision: A - Active.This revision was created and activated when you linked your new book to the source book.


If time permits, post a miscellaneous AP Invoice and review the entries for both books in the Journal Tracker(Purchase Journal). Note the difference in the book debit and book credit amounts. This is because the two booksdo not share the same currency.

Workshop - Post a Manual GL Journal to Multiple Books

The demonstration database has a custom posting rule written for the GL transaction type, MultiGLJrn. Thisposting rule allows users to post a single, manual GL journal entry to multiple books.

In your live environment, before you can post a journal like the one in this workshop, you must revise theMultiGLJrn transaction type.

For a sample posting rule revision, review the demonstration database's MultiGLJrn transaction's active revision,905 Exmp - Active.

Important The GL Transaction Maintenance currently displays the AR Invoice transaction type, follow thesteps below to change to transaction type to MultiGLJrn.

Set Up Journal Entries for Multiple Books


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1. From the Standard toolbar, click the Clear button.

The Clear Confirmation window displays.

2. In the Clear Confirmation window, click Yes to confirm.

3. In the Transaction Type field, search for and select MultiGLJrn.

4. From the New menu, select New Revision.The New Revision window displays.

5. Verify the Create new revision by copying existing revision option is selected.

6. In the SourceRevision field, select Revision: Base Examp - Active.

7. Click OK.

The Revisions > Revision Detail sheet displays.

8. Select Revision: A - Draft from the tree view.

9. In the Revision ID field, enter XXX_MJrn (where XXX are your initials).

10. Click Save.

Add a Book to MultiGLJrn


The GL Book Search window displays.

2. Search for and select the XXX's Book (where XXX are your initials).

The Revisions > Book > Detail sheet displays.

Note In the tree view, under the MultiGLJrn > Revision: XXX_MJrn - Draft > Rules node, Book:XXX'sBook (where XXX are your initials) displays.

3. Select the Use Mapping check box.

Selecting this check box indicates you want to use mapping to duplicate the journal details created by rulesin another book. This feature eliminates the need to duplicate posting rules.

Note For more information on mapping, refer to the Chart of Accounts Mapping topic in the courseor the Application Help.

4. In the Mapping from field, select MAIN as the book from which the journal details are to be copied.

5. Click Save.



8. Click Save.

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Create a Journal Entry Group for Multiple Books

Navigate to GL Journal Entry.

Menu Path: Financial Management > General Ledger > General Operations > Journal Entry


2. In the Group ID field, enter XXX (where XXX are your initials).

3. Verify Multi-Book is selected.

4. In the Journal field, select General Journal.

5. Click Save.

Enter a Journal Header and Lines

1. From the New menu, select New Journal.

The Journal > Header sheet displays.

2. In the Description field, enter XXX MB Journal (where XXX are your initials).

3. Click Save.

4. From the New menu, select New Journal Line.

5. In the G/L Account field, enter 2000-00-00 and click Save.

6. In the enabled Debit field, enter 500.00 and click Save.

7. Click Auto Balance.

8. In the enabled Credit field, verify the default amount is 500.00.

9. In the G/L Account field, enter 6000-00-00.

10. Click Save.

Post the Transaction

1. From the Actions menu, select Post.

An information window displays.

2. To the question, Are you sure?, click Yes.

3. To the message, Transaction is posted to GL, click OK.

4. Exit GL Journal Entry.

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Review Transactions

Navigate to the Journal Tracker.

Menu Path: Financial Management > General Ledger > General Operations > Journal Tracker

1. In the Book field, select XXXs Book (where XXX are your initials).

2. In the Journal Code field, enter GJ and press Tab.

3. On the toolbar, click the Refresh icon.

4. Navigate to the Transaction Detail > Specific > Detail sheet.The journal transaction you posted in a previous task displays.

5. Update the Book field to Main Book.

6. Click the Retrieve button.The journal transaction you posted in a previous task displays.

7. Exit the Journal Tracker.

Chart of Accounts Mapping

Use Chart of Accounts Mapping to define maps used to transfer journals between different GL books (charts ofaccounts).

Mapping accounts transforms one chart of accounts (COA) to another COA and eliminates the need to redefinethe posting rules to create journals in both books. You can handle most posting process modifications throughCOA mapping. Typically, you create COA maps instead of modifying specific posting rules. COA maps can reflectminor changes you need between different books and are easy to maintain.

Once you create a COA map between books you need to determine which GL transaction types should post toboth of these books. Once you make that decision, add the secondary book with mapping to each individual GLtransaction type by adding a revision in GL Transaction Type Maintenance. You also have the option in BookMaintenance to link a secondary book to a source book using the COA map you built.

Tip If you plan to update multiple GL transaction types to post to a multiple books, and no rule modificationsare needed, it makes the most sense to link the secondary book to your source (Main) book in BookMaintenance. Once you establish this link, you can enable as many GL transaction types as you want atthe same time. In GL Transaction Type Maintenance, revisions can only be added one transaction type ata time.

Note For more information on Chart of Accounts Mapping, refer to the Posting Engine Technical ReferenceGuide in the Application Help or the Posting Engine course.

Menu Path


• Financial Management > General Ledger > Setup > Accounting Segment Mapping

• Financial Management > Multi-Site > Setup > Accounting Segment Mapping

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Workshop - Use Mapping

In this workshop, use Chart of Accounts Mapping to define maps used to transfer journals between differentcharts of accounts.

Your company has a financial book named Main Book that uses the Master Chart of Accounts used to tracktransactions. Now you want create a separate book that uses the Main COA to track legal transactions and post

accounts receivable journals to both COAs.

The standard posting for an AR invoice transactions to the Master Chart of Accounts includes the followingtransaction lines:

TypeGL Account DescriptionGL AccountTransactionLine

DebitAccounts Receivable - MAIN - CORP1100-00-001

DebitSales Discounts - Fabricated - MAIN - CORP4910-00-002

CreditSales - Fabricated - MAIN - COPR4010-00-003

The Main Book uses the Master Chart of Accounts which has three controlled segments: Chart, Division, andDepartment. The Chart segment has three values: 3000, 1100, and 4010.

In this workshop, create a book that uses the Main COA and use Chart of Accounts Mapping to transfer journalsbetween the Master COA and the Main COA.

Add a COA Map

Navigate to Chart of Accounts Mapping.

Menu Path: Financial Management > General Ledger > Setup > Accounting Segment Mapping

1. From the New menu, select New Chart Of Accounts Map.

2. In the Chart of Account Map field, enter XXX Master to Main (where XXX are your initials).


DataFields

Master Chart of AccountsSource Chart of Account

Main COATarget Chart of Account

GL Account MapMap Type

4. Click Save.

Add GL Account Mapping

1. From the New menu, select New GLAccount Mapping.

The COA Mapping > Account sheet displays.


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DataFields

1100-00-00 (Accounts Receivable - MAIN - CORP)GL Account

2000-02-00 (AR - St.Paul - CORP)TargetGLAccount

3. Click Save.

4. Repeat steps 1-3 and use the data below to create two more account mappings:

Data BData AFields

4010-00-00 (Sales- Fabricated - MAIN- CORP)

4910-00-00 (Sales Discounts - Fabricated -MAIN - CORP)

GL Account

5000-02-00 (Sales - St.Paul - CORP)4500-02-00 (Sales Discounts - FAB - St.Paul- Corp)

TargetGLAccount

5. Click Save.

6. Exit Chart of Accounts Mapping.

Add a Book

Navigate to Book Maintenance.



2. In the Book field, enter XXXCompany (where XXX are your initials).

3. In the Book Description field, enter XXX Company Book (where XXX are your initials).

4. In the Chart of Account field, select Main COA.

5. In the Calendar field, select Main Fiscal Calendar.

6. In the Book Currency field, verify United States Dollar displays.

7. Navigate to Retained Earnings sheet.

8. In the Standard Account field, enter 3000-02-00 and press Tab.

9. Click Save.

Link to Source Book with Mapping

1. From the New menu, select New Link to Source Book.The Posting > Source Book > Detail sheet displays.

2. In the Map GL Transaction From Book field, select Main Book.

3. In the Use COA Map field, select XXX Master to Main (where XXX are your initials).

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4. Click Save.

Enable GL Transaction Configuration

1. In the GL Transaction Types grid, use the scroll bar to locate the AR Invoice transaction type row.

2. On the AR Invoice row, select the EnableMapping check box.

3. Click Update Transaction Types.

4. Click Save.

5. Exit Book Maintenance.

Review the Active Revision


Important The GL Transaction Type Maintenance currently displays the MultiGLJrn transaction type. Follow

the steps below to reopen the AR Invoice transaction type.

1. From the tree view, select the active revision for the AR Invoice transaction type.

2. Expand the revision's Rules node.Both the Main Book and your new book display.

3. Select Book:XXX Company (where XXX are your initials).The Revisions > Book > Detail sheet displays.

4. Review the Mapping details.



7. Click Save.


Enter an AR Invoice








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7. Click Save.

8. From the Actions menu, select Group > Post.The AR Invoice Post Process window displays.



Review the Results





2. In the Group ID field, enter XXXGroup (where XXX are your initials).

3. Click Search.

If no records are available for selection, review the System Monitor for Active Tasks. (For information onhow to review the System Monitor, refer to the Application Help). The AR invoice post may take longer toprocess this time because of the revised posting rules. Once the group posts, navigate back to the ReviewJournal and search for the entry.


5. Expand the tree view.

6. Compare the transaction line details for both books.

To view the transaction line details, in the tree view, click the transaction line number.


The transactions are now posted to the general ledger books.


Dynamic Account Segments

Dynamic account segments are used to record temporary, unique business activity. Link, or reference, dynamicsegments to a business entity, which is a table that records data placed against customer, supplier, part, andother entities.

Dynamic segments set segment values based on values from posted transactions or user input. If your chart ofaccounts (COA) uses dynamic segments, you can directly assign dynamic segments to GL controls or modifyspecific posting rules to post to the dynamic segments.

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Once you use a COA you can no longer add controlled segments to it, but you can always add dynamic segments.

Dynamic segments often reference customer, supplier, part, or other business entities. The reference creates thesegment value based on the entity ID. If you select the Use Business Entity check box in Chart of AccountStructure Maintenance, you can associate the entity with a segment. The dynamic segment values are setbased on the selected business entity.

Workshop - Verify a Dynamic Segment

In this workshop, verify the Customer dynamic segment in the Master chart of accounts and make sure thedynamic segment is linked to the Customer ID business entity to obtain data placed against customer records.

Navigate to Chart of Account Structure Maintenance.

Menu Path: Financial Management > General Ledger > Setup > Chart of Accounts

1. In the Chart of Account field, search for and select Master Chart of Accounts.

2. Verify the following information:

DataField

CustomerName

CustAbbreviation

10Maximum Length

4Minimum Length

Verify this check box is selected.Dynamic

Verify this check box is selected.Use Business Entity

Customer IDBusiness Entity

Response to Message: YesMessage: Do you want the segment values created whenthis dynamic segment is saved?

CustIDSegment Value Field

NameDescription Field Name

3. Exit Chart of Account Structure Maintenance.

Workshop - Post Sales to a Dynamic Segment

In this workshop revise a posting rule to post sales to a dynamic segment.

Create Revision and Add CustID to Input DocumentAdd a CustID field to the standard business transaction document. Since the Customer table is in place, add theCustID field to the SoldTo Customer to avoid using a BAQ.


1. From the tree view, verify the AR Invoice GL transaction type is selected.

2. From the New menu, select New Revision.

The New Revision window displays.

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3. Verify Create new revision by copying existing revision is selected.

4. In the SourceRevision field, select Base Std (Blocked).

5. Click OK.

The Revisions > Revision Detail sheet displays. This may take several minutes.

6. In the Revision ID field, enter Dynamic.

7. Click Save.

8. From the tree view, navigate to Revision: Dynamic - Draft > AR Invoice > Posting Codes.

9. From the Posting Codes node, select SoldTo Customer.

10. From the New menu, select New Post Code.

The Revisions > Incoming Document Template > Incoming Document Lines > Entities > PostingCodes > Detail sheet displays.

11. In the Name field, enter Customer ID.

12. In the Description field, enter a description for the Customer ID code.

13. In the Entity's Data Source field, verify Customer displays.

14. In the Field field, select CustID.

15. Click Save.

Use CustID to Populate the Customer Segment

Once the customer ID is added to the input document, use the Customer ID field to populate the Customersegment in the posting rules.

1. From the tree view, navigate to Revision: Dynamic - Draft > Rules > Book:Main Book > Posting Rules.

2. From the Posting Rules node, select Post Extended Price Amount (Regular Invoice, Part).

The Revisions > Book > Booking Rules > Operations sheet displays.

3. In the Summary pane, right-click on the line where the following transaction amount is defined.

Transaction Amount = Select Account From AR Invoice--Line Where Name = Extended Price ANDCurrency = Transactional.

Note From this operation line, the controlled part of the account is already retrieved using the

hierarchy.

4. From the right-click menu that displays, select Insert.

A new line displays in the Summary pane and states Please select variable and value or function.

5. At the bottom of the sheet, from the Options field, select Temp Account from the context menu.

6. In the Options field, click on the Temp Account link and select the Customer segment.

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7. From the Operation field (to the right of the Options field), select Value from the context menu.

8. In the Operation field, click on the Value link and select ABT Field > AR Invoice > Posting Codes >SoldTo Customer > Customer ID.

The customer segment now populates for the sales account. In the Summary pane, the operation displaysas TempAccount.Customer = AR Invoice--SoldTo Customer--Customer ID.

9. Click Save.

Activate the Dynamic Revision




4. Click Save.


Create an AR Invoice




2. In the Group field, enter XXX-DM (where XXX are your initials).

3. From the New menu, select New Miscellaneous Invoice.The Header > Detail sheet displays.





7. Click Save.

8. From the Actions menu, select Group > Post.The AR Invoice Post Process window displays.



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Review the Transaction





2. In the Group ID field, enter XXX-DM (where XXX are your initials).

3. Click Search.


5. Expand the tree view.

6. Compare the transaction line details.

7. On the tree view, for the Main Book, select the third transaction line and verify a sales account with thecustomer ID displays.


The transactions are now posted to the general ledger books.


Advanced Allocations

Advanced Allocations describe the process of disbursing amounts booked to the general ledger (GL) into a moredetailed and specific representation.

Allocation settings are stored under Allocation Codes. One allocation code contains a set of selection criteria forsource data (either accounts or transactions) and allocation ratios, as well as other parameters that enableallocation chaining. Unlike the standard GL Allocation functionality, you do not have to manually enter advancedallocations through manual GL journal entries. The Generate Allocations process automates posting of allocations.

Allocation Code Maintenance

Use Allocation Code Maintenance to enter allocation codes and define a group of settings for each code. Youcan create transactional and balanced based allocations.

Allocation Settings

Each allocation code contains the following groups of settings:

• General parameters (Allocation Type and General Ledger (GL) book)

• Source data selection criteria

• Offset account settings

• Settings for target accounts and corresponding allocation ratios

• Settings for tiered allocations

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General Parameters

Each allocation code is defined for a specific GL book. That book must be selected prior to the other settings.

Each allocation code must also have an Allocation Type (Balance-based or Transactional) selected.

Source Data Selection Criteria

Source data for allocations originates from either GL transactions or GL account balances. In both cases, the

selection criterion is applied to GL account codes.

The following source accounts selection criterion is available in the Epicor application:

1. Account categories

2. Journal codes

3. GL accounts or masks of GL account codes

4. Ranges of accounting segment values

After applying the selection criteria, each account (or GL transaction that affects each account) that matches the

criteria is allocated.

Offset Account Settings

You have the option to define an offset account for each allocation code. The offset account you select is theaccount from which the allocation total will be written off (instead of the source account).

Settings for Target Accounts and Corresponding Allocation Ratio

On each allocation code, enter a fixed list of target accounts (the accounts between which the source totalamount will be divided) and the ratios that define the proportion to divide.

Define target accounts as fixed account codes by entering segment values. Alternatively, you can inherit somesegment values from the source account.

Define allocation ratios either as fixed values or as formulas. In order to support entry of formulas, a mechanismfor parsing and validating formulas exists. Each formula you enter must consist of basic arithmetic operators anduse the following operands:

1. Fixed values

2. Balances of specific GL accounts (including accounts other than the source and target accounts)

3. Non-financial data from existing Lookup Tables

4. Balances summed up across several GL accounts

Formula Parameters

You have the option to define named parameters of the basic arithmetic operand types listed above in AllocationCode Maintenance. The values you define become the operands. Each parameter of a complex type has its ownindividual settings.

Define a single collection of named parameters for each allocation code and use these parameters in a formulafor any of the ratios.

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Menu Path


• Financial Management > General Ledger > Setup > Allocation Code

Workshop - Enter a Transactional Allocation Code (Fixed Value)

Add an allocation code that is transaction based and has a fixed value ratio set to allocate 100% of its sourcedata criteria.

In this scenario, enter the default purchase expense account as the source data criteria for the allocation. Enterthree target accounts that use the same default expense account but are associated with different general ledger(GL) departments.

As a result of this workshop, transactions that affect the source account data (default purchase expense account)are allocated to three GL departments.

To ensure there is data to allocate in the training environment, post a manual GL journal entry to debit the defaultpurchase expense account.

Add an Allocation and Define its General Parameters

Navigate to Allocation Code Maintenance.

Menu Path: Financial Management > General Ledger > Setup > Allocation Code

1. From the New menu, select New Allocation.

2. In the Allocation Code field, enter XXX (where XXX are your initials).

3. In the Description field, enter XXX's Allocation (where XXX are your initials).

4. In the Allocation Type field, verify the default value is Transactional.

5. In the Book field, verify the default value is Main Book.

6. In the Ratio Setup Option field, select Fixed Value.

7. Click Save.

Enter Source Data Criteria

1. From the New menu, select New Source GL Accounts/Masks.

The Source Data > GL Accounts/Masks sheet displays.

2. In the GL Account field, enter 6000-00-00.

3. Click Save.

Add Target Accounts

1. From the New menu, select New Target Account.

The Target Accounts > Details sheet displays.

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2. In the Target Account field, enter 6000-00-10 and click Save.

3. In the Percentage Value field, enter 25.00.

4. Click Save.




8. Click Save.



11. In the Percentage Value field, verify 25.00 is the default value.

12. Exit Allocation Code Maintenance.

Create a New Group and Journal

Create and post a journal entry using the source account. This journal entry will be used later in the course.





3. In the Entry Mode section, select Single-Book.

This action enables the field next to the Single-Book option.

4. In the enabled field, select Main Book.

5. In the Journal field, select Allocations Journal.

6. Click Save.



8. In the Description field, enter XXX-1 (where XXX are your initials).

9. Click Save.

Post to the Source Account


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3. In the Debit field, enter 10,000.00.

4. Click Save.

5. Click the Auto Balance button.



A message window asks, Are you sure?

8. Click Yes.

The Post Group window displays.

9. To the message Transaction is posted to GL, click OK.


Allocation Batch Entry

Use Allocation Batch Entry to define batches of allocations to generate simultaneously. Also, schedule allocationswithin this program.

Each batch defined in Allocation Batch Entry must have a unique code and be kept as a persistent entity. Onceyou manually add allocation codes to a batch, the codes are kept as a list on the batch entry. A single batch canonly contain allocation codes entered for the same general ledger (GL) book.

Once you create a batch and assign allocation codes to that batch, from the Actions menu, select GenerateSchedule to generate an allocation run schedule (similar to the scheduling system that exists for recurring

journals). If necessary, schedules can be deleted; however, without a schedule, an allocation cannot be generated.

You can also reverse an allocation batch automatically by selecting the Reverse check box on the Detail sheet.This notifies the application that the current batch should always have its allocations reversed.

Menu Path


• Financial Management > General Ledger > Setup > Allocation Batch

Workshop - Schedule an Allocation Fixed Value Batch

Prepare to generate allocations by entering and scheduling an allocation batch for the allocation code you created

in Workshop - Enter a Transactional Allocation Code (Fixed Value).

Enter an Allocation Batch

Navigate to Allocation Batch Entry.

Menu Path: Financial Management > General Ledger > Setup > Allocation Batch

1. From the New menu, select New Allocation Batch.

2. In the Batch ID field, enter XXX1 (where XXX are your initials).

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3. In the Description field, enter XXX's Batch (where XXX are your initials).

4. In the Book field, select Main Book.


6. Click Save.

Add an Allocation Batch Code

1. From the New menu, select New Allocation Batch Code.

2. In the Allocation Code field, select XXX's Allocation (where XXX are your initials).

3. Click Save.

Generate a Schedule

1. From the Actions menu, select Generate Schedule.The Generate Schedule window displays.

2. In the Fiscal Year field, verify the current calendar year displays.

3. Click Generate.

A message displays and tells you how many schedules were created.

4. To the message, click OK.

5. Navigate to the Allocation Schedule sheet.

Note The current fiscal period is the only period with a status of Scheduled. To schedule additionalperiods, in the row of the period you want to update, select the Scheduled check box.

6. Click Save.

7. Exit Allocation Batch Entry.

Generate Allocations

After allocation codes are grouped into batches, use the Generate Allocations process to commit (write)allocations to the general ledger (GL).

On a high level, the algorithm of generating allocations works as follows:

1. Select a GL book and a fiscal period (based on the selected GL book's calendar) or a date range and definean Apply Date.

2. Select a batch of allocation codes (entered in Allocation Batch Entry) for the selected GL book.

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3. The Epicor application generates the selected allocations in order of their tier level (for example, first Tier 1,then Tier 2, and so on) and displays a report that contains the allocation transactions. This report displaysin a report style similar to an Edit List.

4. Review the report results and confirm the results are correct.

5. The application writes the transactions to the GL and records the history of the allocations.

Menu Path


• Financial Management > General Ledger > General Operations > Generate Allocations

Workshop - Write Allocations to the General Ledger

Use the Generate Allocations process to write allocations to the general ledger. View the transactions postedas a result of this allocation generation in a future workshop.

Submit the Allocation Generation Navigate to Generate Allocations.

Menu Path: Financial Management > General Ledger > General Operations > Generate Allocations

1. In the Book field, verify Main Book displays.

2. In the Apply Date field, select today's date.

3. Navigate to the Allocation Batches sheet.

4. Delete allocation batches other than XXX's Batch (where XXX are your initials).

5. Click Submit.

6. Exit Generate Allocations.

Workshop - Enter a Transactional Allocation Code (Formula)

Add an allocation code that is transaction based and has a formula ratio setup option. The formula parametersuse non-financial data (department square footage) as a basis.

In this allocation, the source account is the corporate maintenance expense account. The balance of this accountmust be allocated to three departments based on the square footage of the space each occupies.

Add an Allocation Code




2. In the Allocation Code field, enter XXX-Formula (where XXX are your initials).

3. In the Description field, enter XXX's Formula Allocation (where XXX are your initials).

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4. In the Allocation Type field, verify the default value is Transactional.


6. In the Ratio Setup Option field, select Formula and click Save.

Enter Source Data Criteria1. From the New menu, select New Source GL Accounts/Masks.

The Source Data > GL Accounts/Masks sheet displays.


3. Click Save.

Define Formula Parameters

1. From the New menu, select New Formula Parameters.The Formula Parameters > Details sheet displays.

2. In the Name field, enter Maintenance30.

3. In the Type field, select Non-Financial Data.

4. In the Description field, enter Maintenance for Department 30.

5. Click Save.

6. Repeat steps 1-5 to add two additional formula parameters. Use the following table as a data entry guide:

DescriptionTypeName

Maintenance for Department 40Non-Financial DataMaintenance40

Maintenance for Department 50Non-Financial DataMaintenance50

Define Non-Financial Data for each Formula Parameter

Prior to its release, a lookup table which links department square footage values to three existing job departments(Deburring, Machining, and Services) was added to the Demonstration Database via Lookup Table Setup. Inyour live environment, you must first create lookup tables prior to configuring advanced allocations based on

non-financial data. For assistance creating lookup tables, refer to the Application Help.

1. On the tree view, select Maintenance30.

2. From the New menu, select New Non-Financial Data.

The Formula Parameters > Settings > Non-Financial Data sheet displays.

3. In the Lookup Table field, select DeptSQFt.

4. In the Use Target Field field, select SQFT.

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5. Click the Get Source Records button.

In the Source Fields grid, Sequence Number 1 displays.

6. In the Code field, select DEBUR and click Save.

7. Repeat steps 1-6 to define non-financial data for the other formula parameters you entered. Use the followingas a data entry guide:

CodeUse Target FieldLookup TableFormula Parameter

MACHSQFTDeptSQFtMaintenance40

SERVCSQFTDeptSQFtMaintenance50

Add Target Accounts with Formula Criteria



2. In the Target Account field, enter 8000-00-30.

3. In the Formula Criteria field, right-click and select Parameters > Maintenance30.

The formula displays as Maintenance30.

4. In the Formula Criteria field, right-click and select Operators > /.

The formula displays as Maintenance30 /

5. In the Formula Criteria field, right-click and select Operators > (.

The formula displays as Maintenance30 / (.


The formula displays as Maintenance30 / ( Maintenance30.

7. In the Formula Criteria field, right-click and select Operators > +.

The formula displays as Maintenance30 / ( Maintenance30 +.


The formula displays as Maintenance30 / ( Maintenance30 + Maintenance40.

9. In the Formula Criteria field, right-click and select Operators > +.

The formula displays as Maintenance30 / ( Maintenance30 + Maintenance40 +.


The formula displays as Maintenance30 / ( Maintenance30 + Maintenance40 + Maintenance50.

11. In the Formula Criteria field, right-click and select Operators > ).

The formula displays as Maintenance30 / ( Maintenance30 + Maintenance40 + Maintenance50 ).

12. Click Save.

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13. Click Check Syntax.

A message displays to advise you that the syntax of the formula is correct.


15. Repeat steps 1-14 to add target accounts with formulas for the other two general ledger departments towhich the balance of the source account will be allocated. Use the following as a data entry guide:

HINT: Copy the formula from the first Target Account, paste it in the Formula Criteria field, and adjustthe formula per the data in the table below.

Formula CriteriaTarget Account

Maintenance40 / (Maintenance30 + Maintenance40 + Maintenance50)8000-00-40

Maintenance50 / (Maintenance30 + Maintenance40 + Maintenance50)8000-00-50

16. Exit Allocation Code Maintenance.

Create a New Group and JournalNavigate to GL Journal Entry.







5. In the Journal field, select Allocations Journal and click Save.




8. Click Save.





4. Click Save.

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8. Click Yes.The Post Group window displays.



Workshop - Schedule an Allocation Formula Batch

Prepare to generate allocations by entering and scheduling an allocation batch for the allocation code you createdin Workshop - Enter a Transactional Allocation Code (Formula).





2. In the Batch ID field, enter XXX2 (where XXX are your initials).

3. In the Description field, enter XXX's Formula Batch (where XXX are your initials).



6. Click Save.

Add an Allocation Batch Code


2. In the Allocation Code field, select XXX's Formula Allocation (where XXX are your initials).

3. Click Save.

Generate a Schedule

1. From the Actions menu, select Generate Schedule.

The Generate Schedule window displays.


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3. Click Generate.



5. Navigate to the Allocation Schedule sheet.

Note The current fiscal period is the only period with a status of Scheduled. To schedule additionalperiods, in the row of the period you want to update, select the Scheduled check box.

6. Click Save.


Workshop - Write Allocations to the General Ledger

Use the Generate Allocations process to write allocations to the general ledger. View the transactions postedas a result of this allocation generation in a future workshop.

Submit the Allocation Generation

Navigate to Generate Allocations.





4. Delete allocation batches other than XXX's Formula Batch (where XXX are your initials).

5. Click Submit.


Tiered Allocations

The Epicor application supports tiered allocations. Tiered allocations allow you to apply the results of one allocationto the results of another.

Tiered allocations are set up in Allocation Code Maintenance. Like any allocation code, each code included ina tiered relationship must have general parameters, source data criteria, and target accounts set.

Settings Specific to Tiered Allocations

The following describes the available parameters for tiering allocations:

• Tier Level - This parameter is assigned to the allocation code. When you generate groups of allocations, thisparameter determines the order in which they should generate. The allocations of each subsequent tier areapplied to the results of the previous tier(s).

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• Allocation Stamp - This parameter is a generic alphanumeric code that is stored in a new field in each GLtransaction. Each GL transaction created through standard posting has an empty allocation stamp.Correspondingly, each allocation code has the following three parameters:

• Target Allocation Stamp - This is the allocation mark assigned to the transactions created by this allocation.

• Source Allocation Stamp - This is the allocation mark assigned to the transactions processed by thisallocation.

•

Allocation Stamp - This is the allocation mark to which this allocation should be applied. The followingoptions are available:

• Select the Include All check box to apply this allocation to the transactions previously stamped by adifferent allocation.

• In the Allocation Stamp field, select an allocation stamp (previously entered as a Target AllocationStamp on a different allocation code) to indicate that the current allocation should only apply totransactions previously marked with the selected allocation stamp.

• Select the Exclude check box to indicate the current allocation should exclude the transactions previouslystamped by a different allocation.

• Do not select an allocation stamp parameter if the allocation code applies to all GL transactions.

Allocation stamps provide an efficient way of targeting 2+ tier allocations at the results of previous tiers. Thismechanism is more flexible and efficient than a hierarchy of allocation codes.

Note Allocation stamp parameters are applicable only to Transactional allocations.

Example

Suppose you have six allocation codes defined and grouped into a single Allocation Batch. Each of the sixallocation codes is assigned the Transactional allocation type as well as the following tier parameters:

• Allocation A: Tier: 1; Allocation Stamp: <empty>, Target Allocation Stamp: 01

• Allocation B: Tier: 1; Allocation Stamp: <empty>, Target Allocation Stamp: 01

• Allocation C: Tier: 2; Allocation Stamp: 01, Target Allocation Stamp: 021

• Allocation D: Tier: 2; Allocation Stamp: 01, Target Allocation Stamp: 022

• Allocation E: Tier: 3; Allocation Stamp: 021, Target Allocation Stamp: 03

• Allocation F: Tier: 3; Allocation Stamp: 022, Target Allocation Stamp: 03

When you execute the above allocation batch, the application generates the batch in the following order:

1. First, the application generates allocations A and B because they are marked as Tier 1. Allocations A and Beach select GL transactions with empty Allocation Stamp fields (for instance, transactions that have neverbeen allocated) and create new allocation transactions. The application assigns an allocation stamp of 01to each of the newly created GL transactions.

2. Next, the application generates allocations C and D because they are marked as Tier 2. These two allocationsare applied to all transactional results of allocations A and B (generated during the previous step) becauseallocations C and D are targeted at transactions with an allocation stamp of 01. Newly created GL transactionscreated by allocation C are assigned an allocation stamp of 021, and those created by allocation D areassigned an allocation stamp of 022.

3. Lastly, the application generates allocations E and F. These allocations are marked as Tier 3. Following thesame logic, allocation E is applied to the results of allocation C (stamp 021) and allocation F is applied tothe results of allocation D (stamp 022).

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Workshop - Enter Tiered Allocations

Set up a first tier allocation to allocate a percentage of the utility charges to two divisions. Only 66% of thebalance of the source account should be allocated as this is a partial allocation. Next, set up a second tier allocationto further allocate utility charges to three departments within one of the divisions.

To ensure there is data to allocate in the training environment, post a manual GL journal entry to debit the source

utility account.

Add Tiered Allocation Codes




2. In the Allocation Code field, enter XXX-T1 (where XXX are your initials).

3. In the Description field, enter XXX Tier 1 (where XXX are your initials).

4. In the Allocation Type field, select Balanced-Based.


6. In the Offset GL Account field enter 1000-01-30.

7. In the Ratio Setup Option field, select Fixed Value.

8. In the Percentage to Allocate field, enter 66.00.

9. In the Target Allocation Stamp field, enter XXX-01 (where XXX are your initials).

10. In the Source Allocation Stamp field, enter XXX-011.

11. Click Save.

12. Repeat steps 1-11 and use the data below to create another new allocation.

DataField

XXX-T2Allocation Code

XXX Tier 2Description

TransactionalAllocation Type

Main BookBook

1000-01-40Offset GL Account

Fixed ValueRatio Setup Option

100.00Percentage to Allocate

2Tier

XXX-02Target Allocation Stamp

XXX-021Source Allocation Stamp

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XXX-01Allocation Stamp

Enter Source Data for Tier 1

1. From the tree view, select XXX-T1 (where XXX are your initials).

The tier 1 allocation you created in a previous task displays.


The Source Data > GL Account/Masks sheet displays.


4. Click Save.

Enter Source Data for Tier 2




The Source Data > GL Account/Masks sheet displays.


4. Click Save.

Add Target Accounts for Tier 1







5. Click Save.



8. In the Percentage Value field, verify 33.00 is the default value.

9. Click Save.

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Add Target Accounts for Tier 2




The Target Account > Details sheet displays.


4. In the Percentage Value field, enter 34.00 and click Save.



7. In the Percentage Value field, enter 33.00 and click Save.



10. In the Percentage Value field, verify 33.00 displays.

11. Click Save.

12. Exit Allocations Code Maintenance.


Navigate to GL Journal Entry.Menu Path: Financial Management > General Ledger > General Operations > Journal Entry







6. Click Save.




9. Click Save.

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16. Click Yes.

The Post Group window displays.



Workshop - Batch Tiered Allocations

Prepare to generate allocations by entering and scheduling an allocation batch for your tiered allocations. Bybatching these allocations, you are able to simultaneously generate both allocation codes.





2. In the Batch ID field, enter XXX-TIER (where XXX are your initials).

3. In the Description field, enter XXX-Tiered Allocations Batch (where XXX are your initials).



6. Click Save.

Add Allocation Batch Codes


2. In the Allocation Code field, select XXX Tier 1 (where XXX are your initials).

3. Click Save.


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5. In the Allocation Code field, select XXX Tier 2 (where XXX are your initials).

6. Click Save.

Generate Schedule

1. From the Actions menu, select Generate Schedule.The Generate Schedule window displays.


3. Click Generate.



5. Click Save.

6. Navigate to the Allocation Schedule sheet.Note The current fiscal period is the only period with a status of Scheduled. To schedule additionalperiods, in the row of the period you want to update, select the Scheduled check box.


Allocation History Tracker

The Allocation History Tracker stores allocation transaction information and provides references to the sourcedata. The history also keeps track of allocations you generate with dates and user IDs. Further, you can reverse

allocation generations within this tracker.

The Allocation History Tracker enables you to view for a specific period the general ledger (GL) transactionscreated by applying allocations. The allocations are grouped by batches and tiers.

From the Actions menu, select Reverse Allocation Run to reverse transactions written to the GL in priorallocations runs.

Menu Path


• Financial Management > General Ledger > General Operations > Allocation History Tracker

Workshop - Track Allocations

Use the Allocation History Tracker to review the allocation transactions posted as a result of the Workshop - WriteAllocations to the General Ledger.

Track Allocations

Navigate to the Allocation History Tracker.

Menu Path: Financial Management > General Ledger > General Operations > Allocation History Tracker

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2. In the Start Period and End Period fields, select the current fiscal period.

Hint: The current fiscal period corresponds with the current calendar month.

3. In the Run Type field, verify Actual Posting displays.

4. Click Retrieve.The batch code(s) used in Workshop - Write Allocations to the General Ledger display in the AllocationRuns grid.

Review Allocation GL Transactions

1. Select XXX's Batch from the Allocation Runs sheet.

2. Navigate to the Allocation Detail sheet.

3. Click Retrieve.

The Allocation Details grid displays the transactions that result from your allocation generation run.

4. Review allocation transaction details and locate the specific details from the journal entries posted in priorworkshops and their resulting allocations.

HINT: Look specifically for Source Adjustment posting ($10,000 credit to account 6000-00-00).

5. Navigate to the Allocation Run sheet.

6. Select XXX's Formula Batch from the Allocation Runs sheet.

7. Navigate to the Allocation Detail sheet.

8. Click Retrieve.The Allocation Details grid displays the transactions that result from your allocation generation run.

9. Review allocation transaction details and locate the specific details from the journal entries posted in priorworkshops and their resulting allocations.

HINT: Look specifically for Source Adjustment posting ($1,000 credit to account 8000-00-00).

10. Remain in the Allocation History Tracker.

Workshop - Reverse an Allocation Run

Reverse the allocations posted in the Workshop - Write Allocations to the General Ledger for the fixed valueallocation code.

Verify you are still in the Allocation History Tracker with the details from the prior workshop displaying.

1. Select XXX's Batch (where XXX are your initials) from the Allocation Runs sheet.

2. From the Actions menu, select Reverse Allocation Run.

The Reverse GL Allocations window displays.

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3. In the Reverse Date field, select today's date.

4. Click Submit.

5. Close the Reverse GL Allocations window.

6. Click Refresh.

7. Navigate to the Allocation Run sheet and select XXX's Batch (where XXX are your initials).

8. Click Retrieve.

The Reversed check box is now selected on the Batch Code lines.

9. Navigate to the GL Transactions > Allocations Detail sheet.

A Reversed indicator displays.

10. Exit the Allocation History Tracker.

Simulate Allocations

In Generate Allocations, there is a specific mode of posting allocations called Simulation Allocations. Thissimulation mode enables you to calculate and save allocation transactions without actually affecting the generalledger (GL).

When you generate allocations in simulation mode, the allocation transactions post to a separate set of tables(GLJrnDtlSim) instead of the actual GL tables. The simulation mode does not affect the process of calculatingallocations or generating transactions.

Note A journal number is still assigned to a simulated transaction; however, the number of the simulationmode journal is based on the GLJrnDtlSim table.

The data flow of the allocation posting process for both the actual and simulation modes is illustrated in thefollowing diagram:

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Workshop - Generate and Track Simulation Allocations

Use Generate Allocations to simulate an allocation run for an allocation code. Simulation allocations do notwrite to the general ledger; they post to and are stored in a separate set of tables.

Generate Simulation Allocations

Navigate to Generate Allocations.




3. Select the Simulation check box.


5. Delete allocation batches except the one you created, XXX-Tiered Allocations Batch, (where XXX are yourinitials).

6. Click Submit.


Track Simulation Allocations

Navigate to the Allocation History Tracker.

Menu Path: Financial Management > General Ledger > General Operations > Allocation History Tracker

1. In the Run Type field, select Simulation.

2. Review and accept the other field defaults (Book, Fiscal Year, Start Period, and End Period).

3. Click Retrieve.

One or more batch codes display.

4. Select the XXX-Tiered Allocation Batch batch code (where XXX are your initials).

Review Simulation Allocation Transactions

1. Navigate to the GL Transactions > Allocation Detail sheet.

2. Click Retrieve.

The Allocation Details section displays the transactions resulting from your simulation allocation generation.

3. Review the simulation allocation transaction details and locate the specific details from the journal entriesyou posted in the Workshop - Enter Tiered Allocations.

4. Exit the Allocation History Tracker.

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General Ledger in a Multi-Company Environment

This section of the course reviews how to set up a multi-company environment within your Epicor application aswell as describes the general ledger role within a multi-company environment. Topics include general ledgeraccounts, multi-company journals, inter-company trading, and central payment transactions.

For additional information on the Multi-Company functionality, refer to the Multi-Company Course, Multi-SiteTechnical Reference Guide, or the Application Help.

Multi-Company Functionality Setup

This section reviews important external system and company integrations, as well as start up and server processesnecessary for working in a multi-company environment.

Important Review the Environment Setup section in this course for detailed information on the setupsteps necessary to complete this course.

For extended details on the following, refer to the Multi-Site Technical Reference Guide available in the Application

Help, or the Epicor ERP Supplemental Installations Guide.

To configure multi-site functionality within the Epicor application, complete the following steps:

• Verify the installation of the Multi-Site Management license in your environment.

• If your multi-company environment will use multiple databases, verify the status of the ServiceBus installation.However, if your environment will use a single database, ServiceBus is not required and is entirely optional.You can instead link your companies through the Direct multi-company process.

• Configure at least one external system record(s) that uses either the Direct (or ServiceBus) data transfer method(Again, this depends on your environment).

• Configure at least one external company record.

In order for companies to share data, you must create external company records that define how each existing

company should interact with each other company.

• Verify your Interval Schedule within the System Agent.

• Schedule the Multi-Company Direct Server Process (or the Multi-Company Server Process).

• Start the Multi-Company Direct Server Process (or the Multi-Company Server Process).

• Select Global Tables for all companies.

External System Maintenance

Use External System Maintenance to add or update integration records for use with external financial systems.

You must set up an external system for each available database. Depending on your environment, you will set

up different external systems. If your companies exist on the same database, you can create systems that connectcompanies through either the Direct method (or the optional ServiceBus method). However, if you companiesexist on multiple databases, you must create an external system that uses the ServiceBus method.

The Direct method moves data directly from the outbound table in the sending company to the inbound tablein the receiving company. The ServiceBus method uses a third party integration application to connect to thecurrent database and manage transactions and communication between external companies on separate databaseslinked to your current company.

For a description of the fields available in this program, refer to the Application Help.

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Tip A multi-company external system has already been configured in the demonstration database for thetransfer method DIRECT. To see an example setup, navigate to External System Maintenance and reviewthe External System, MULTI, with Transfer Method DIRECT.

Menu Path: System Setup > External System Integration > External System Maintenance

External Company Configuration

In order for companies to share data between other companies, you must create external company records. Theserecords define how each existing company interacts with other companies linked through the multi-companyfunctionality. Launch External Company Maintenance to create the basic records, then launch ExternalCompany Configuration to establish details on how these companies will interact.

You use External Company Configuration to indicate which records are passed between an external companyand the current company. You also define the general ledger information that passes between the two companies.

Each company that will share data must have an external company record in both communicating companies.When both external company records exist, the multi-company functionality can send data back and forth betweenthese companies.

Example You are creating a new company, EPIC06. You need this new company to communicate with

an existing company, EPIC02. Both companies reside on the same database. To do this, you first create anexternal system that uses the DIRECT data transfer method. You then create an external company recordfor EPIC02 within the EPIC06 company. Then, navigate to company EPIC02 and create another externalcompany record for EPIC06 that also uses the DIRECT method. After you activate the Multi-Company DirectServer Process, the application can begin passing data between both companies, updating records in thedatabase tables.

For a description of all available sheets and fields in this program, refer to the Application Help.

The following External Company Configuration sheets are important when setting up a multi-companyenvironment:

• Detail > Company Information - This sheet defines the process and inter-company trading information,with which the company that you are currently logged into sends and receives data from the external company.

Information on this sheet determines whether the External Company is a supplier, a customer, or both, inregards to the relationship between the company that you are logged into and the External Company.

• Detail > Multi-Company > Detail - This sheet determines the Central Payment and ConsolidatedPurchasing settings, as well as General Journal and AP Allocation information.

• Detail > Multi-Company > GL Control > Detail - The GL control or controls you select on this sheetdetermine the accounts and journal codes used to post transactions to which the record applies. The GLControl Type tied to the External Company business entity is named External Company. Learn more aboutGL controls in the upcoming topic: GL Controls.

Note External companies have already been configured in each of the Demonstration Database companies.To review the existing setup, in each company, navigate to External Company Maintenance, select theexternal system Multi-Company Direct, and review an existing External Company ID (for example, inEpicor USA, review the External Company ID: EPIC02).

Menu Path: System Setup > External System Integration > External Company Maintenance

Menu Path: System Setup > External System Integration > External Company Configuration


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Business Entity

Business entities define the overall primary items within each company database, such as customer, supplier,part, and project. Your Epicor application installs with primary business entities. Each business entity is essentiallya static table which contains the overall database structure used to record transactions against the specific item.

You link, or reference a business entity for a dynamic segment within Chart of Account Structure Maintenance.

This segment type can define subsidiary ledgers for accounts receivable and accounts payable control accounts.You can select a business entity from the Business Entity drop-down list when you select the Use BusinessEntity check box.

When you select a customer, supplier, part, or other business entity in Chart of Accounts Structure Maintenance,you indicate the segment uses the values recorded in the business entity's table and fields to calculate the segmentvalues. The posting rules, which reference the business entity, set the segment values during the posting process.

Business entities are at the top of the hierarchy which generates accounts during the posting process. The itemsdirectly below business entities in the hierarchy are GL control types. Each GL control type is linked to a specificbusiness entity, and so the business entity defines what areas of the database the GL control type updates throughits account and journal contexts. GL control types are templates used by the third and final level of this hierarchy,GL controls. A GL control uses the account contexts specified through the GL control type to defines the specificaccounts which update for each transaction.

GL Controls

GL controls define account strings and journal codes used during the posting process to record a specifictransaction.

Each GL control contains the accounts and journal codes available to a specific record. As part of the postingprocess, these accounts generate as needed based on the business transaction which occurred. You attach theGL control to a specific record, such as a customer record, and the general ledger accounts and journals definedon the control post business transactions made against this customer record.

Each GL control is a child record of a GL control type. The parent GL control type defines the account and journalcontexts for the GL controls it contains. You then create or modify the child GL control, indicating the specific

accounts and journals it contains. A GL control type, in turn, is linked to a business entity. A business entry is astatic table that contains the table/fields which hold the data involved in the posting process.

As part of the setup for a new company in a multi-company environment, you need to create a GL control whichlinks to the AR Intercompany, AP Intercompany, and GL Intercompany account contexts. You also need to indicatethat the GL control uses the Inter-Company journal code you created in Journal Code Maintenance.

You create and modify the GL control types within GL Control Type Maintenance, and you create and modifyGL controls within GL Control Maintenance.

Multi-Company Server Processes

The Epicor application contains two processes that move data between multiple companies. These processes are

the Multi-Company Direct Server Process and the Multi-Company Server Process.You activate the Multi-Company Direct Server Process in environments where all of the company records existon the same database. You activate the Multi-Company Server Process in environments where the companyrecords exist on multiple databases; this process integrates its processing routine with the Service Bus application.

You can set up these processes to run automatically so the data updates regularly in all linked companies.

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Multi-Company Direct Server Process

Use the Multi-Company Direct Server Process to transfer global and inter-company data between two ormore companies that share the same database. When this process executes, data is transferred between companiesthat are set up to share information.

The Multi-Company Direct Server Process sends and receives inter-company purchase orders, inter-company

shipments, inter-company invoices, global parts, global suppliers, global customers, global currency information,multi-company GL journal entries, consolidated purchase orders, and all other multi-company related information,from one company to another company. The process is similar to the Multi-Company Server Process, with theonly exception that it holds the XML message being transferred between companies in memory rather thantransferring the message by Microsoft Service Bus.

The process can be executed using one of two logging options: Basic and Verbose. Basic logging level providescounts of inbound and outbound records being processed in the Multi-Company Direct Server log. Verboselogging level has the same logging as Basic with additional logging for each individual message in theMulti-Company Direct Server log, as well as a copy of the inbound and outbound XML document saved to disk.

To establish a regular transfer of data, attach the process to an Interval type schedule in System AgentMaintenance, and select the Recurring check box. Once this interval schedule is activated, the process transfersmulti-company records as needed between the companies.

Menu Path


• System Management > Schedule Processes > Multi-Company Direct Server Process

Multi-Company Server Process

Use the Multi-Company Server Process to update records across companies on separate databases. Thesedatabases can then exchange data through the Microsoft Service Bus application.

You run this process to send and receive inter-company purchase orders, and transfer part, supplier, and customer

information from one company to another company. To transfer this data between databases, this process usesMicrosoft Service Bus to write multi-company records to the outbound table in the sending company and thenthis data next updates the inbound table on the receiving company.

To establish a regular transfer of data, attach the process to an Interval type schedule in System AgentMaintenance, and select the Recurring check box. Once active, the process transfers multi-company records asneeded between the companies.

Menu Path


• System Management > Schedule Processes > Multi-Company Server Process

MultiCompany.log file

Multi-company transfers are recorded in a MultiCompany.log file. This log file is an excellent tool for confirmingthe multi-company process is performing as expected.

Multi-company transfers are written to the MultiCompany.log file. It is a text file you can view using a text editor.The image is an excerpt from several transfers written to the log. The log file is a commutative file which populateswith the date and time of the transfer(s).

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Occasionally refresh the log, as it can become a large file.

Select the location of the log at the time you define the Multi-Company Server Process or the Multi-CompanyDirect Server Process, and select either the Basic or Verbose logging level. To review the log, contact your systemadministrator for its current location.

Multi-Company General Ledger Accounts

Use General Ledger Account Maintenance to define valid general ledger (GL) accounts for a chart of accounts(COA).

In a multi-company environment, it is necessary to indicate which GL accounts will be used across companies.

Once a fiscal calendar, a book, and COA have been set up in each company, you can define the multi-companyGL accounts. To define these accounts, in General Ledger Account Maintenance, select the Multi-Companycheck box on each account you will use for multi-company processes.

Important COAs cannot be defined as global records. You can only define the GL accounts they containas global records.

General ledger accounts contain one natural account segment and other controlled segments. You cannot includedynamic segments in general ledger accounts. Posting rules set the value of most dynamic segments.

General Ledger Account Maintenance determines:

•

Valid entries for the selected COA. The Epicor application validates GL transactions that post to the COAagainst the accounts defined in this program.

• Available values in fields used for general ledger accounts entry. For example, the Epicor application limitsentries in the GL Account field to Master COA accounts in AP Adjustment Entry. As a result, the MasterCOA must define accounts needed to post from these fields.

• The dates in which accounts are in effect. Effective dates allow the COA to reflect changes in the company'sstructure or business. For example, an account designates a product line discontinued at the end of the year.You set the To Date field to the year's end when defining the account. As a result, an error occurs if a journalthat uses the account is posted to the COA after the end of the year.

• Whether the account's description and active status are preserved during automatic account updates.

• Whether the account is used for inter-company processing - Inter-company processing updates multi-companyaccounts defined in the COAs of a parent company and its subsidiaries.

For more information on generating or defining GL accounts, refer to the Application Help.

Menu Path


• Financial Management > General Ledger > Setup > General Ledger Account

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Workshop - Maintain Multi-Company GL Accounts

In the Epicor Education (EPIC06) company, select the multi-company check box on existing general ledger (GL)accounts to enable the multi-company functionality. Later in this course, these accounts are used in amulti-company journal entry workshop that originates in the Epicor Distribution (EPIC02) company.

Important Due to necessary database setup and specific data used to maintain multi-company GL accounts,

this workshop can only be performed by one person on a shared database.You have the option to follow the workshop steps to verify that this workshop was completed.

Update GL Accounts in Epicor Education

From the Main Menu, navigate to the Epicor Education (EPIC06) company, Main Site.

Navigate to General Ledger Account Maintenance.

Menu Path: Financial Management > General Ledger > Setup > General Ledger Account

1. In the Chart of Accounts field, verify Master Chart of Accounts is selected.

2. In the GL Account field, search for and select account 2520-00-20.

3. Select the Multi Company check box.

4. Click Save.

5. Click the Clear icon.

6. In the GL Account field, enter 1120-00-20 and press Tab.

7. Select the Multi Company check box.

8. Click Save and exit General Ledger Account Maintenance.

Initialize External Companies

When a new external company record is added to External Company Maintenance, you must select theinitialize Action menu items (Initialize/Send Multi-Company G/L Accounts and Initialize Multi-CompanyGlobal Part/Customer/Supplier/Currency/Rate Group/Exchange Rates) to transfer global records thatalready exist in the current company to the new external company. These records are necessary for multi-companyfunctionality.

Once an external company record is set up and the initialize actions have run once, the transfer of new or modifiedrecords happens automatically as those records are saved.

Multi-Company Journals

Use multi-company journal processing to simultaneously post a journal from a parent company to one or more journals within the current company, or to one or more subsidiary (child) companies.

Distribute these allocations across the accounts within the chart of accounts (COA) for a subsidiary company.You typically use multi-company journals to divide the balance of an expense account across multiple companies.

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Tip This functionality is similar to AP allocations. Use this multi-company functionality in AP Invoice Entryon the GL Analysis sheet. When configured, AP allocations automatically distribute expense amountsacross the inter-company accounts.

For this functionality to work, you must define inter-company journals for the parent and subsidiary companies,and external company records so that each company can receive inter-company journal transactions.

The flow of the data begins at the corporate (parent) location. In GL Journal Entry, enter transactions into the

inter-company journal. The GL control attached to these transactions must use the External Company GL controltype in order to define the required inter-company journal context. These journal entries are then posted to thegeneral ledger. You can run GL allocations on these entries.

The journals only transfer from the main book at the parent company to a book in the target child company. Thegroup entry mode used within the target company defines the COA, fiscal calendar, and currency values usedto record these journals; the mode it uses depends on the number of books which exist in the target company.If the target company only has one book, the transferred journals display as journals in Single Book Mode,using the values from the single book which received them. If the target company has multiple books, thetransferred journals display in Multi-Book Mode, and use the values defined in the configuration of the targetcompany.

These transactions are automatically sent out to the subsidiary (child) companies, where they are then incorporateddirectly into the subsidiary journals. The updated financial information displays through the Journal Tracker and

the Journal Listing report.

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Workshop - Create and Link a Multi-Company Journal

In this workshop, create a multi-company journal entry in the Epicor Distribution (EPIC02) company and link itto the Epicor Education (EPIC06) company.

Create a Journal Group

From the Main Menu, navigate to the Epicor Distribution (EPIC02) company.

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Menu Path: Financial Management > Multi-Site > General Operations > Journal Entry



3. Select Single Book.The single book selection field enables.

4. In the field that enables, select Main Book.


6. Click Save.

Enter a Journal Header

1. From the New menu, select New Journal.The Journal > Header sheet displays.

2. In the Description field, enter XXX IC Journal (where XXX are your initials).

3. Click Save.

Add Journal Lines


2. Select the Multi-Company check box.

3. In the External Company field, select EPIC06.

4. In the External G/L Account field, enter 1120-00-20 and click Save.



7. In the enabled Credit field, verify the default amount is 500.00.

8. In the G/L Account field, enter 250000-CHIG-0000-000.

9. Click Save.

Post the Transaction



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3. To the message, Transaction is posted to GL, click OK.


Review the Corresponding Journal Entry in Epicor EducationAfter the multi-company journal entry posts in EPIC02, review the corresponding entry in EPIC06.




1. In the Group ID field, search for and select the group created by the journal entry you posted in EPIC02.

The group can be identified by Journal Prefix/Period/Year. The Journal Prefix (IC) was defined in ExternalCompany Configuration. The period and year are defined by the transaction date.

Note Multi-company journal entries can take a few moments to transfer companies. If the journal

entry group does not display the first time you open the journal entry group search, close the program,wait a short while, and try again.

2. Navigate to the Journal > Header sheet, and review the details.

In the Multi-Company pane, the Linked indicator displays.

Post the Journal Group in Epicor Education



2. To the question, Are you sure? click Yes.

3. To the message, Transaction is Posted to GL, click OK.


Tip You can use the Journal Listing report to verify journal entries.

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GL Consolidation

Consolidation involves the transfer of subsidiary account balances to a consolidated chart of account (COA) usedin financial reports. Transfers require the configuration, generation, validation, adjustment, and posting ofconsolidation journals. Typically, journals transfer balances from a source book owned by a subsidiary to aconsolidated book owned by its parent.

Consolidations occur in either continuous or periodic mode. Continuous consolidations occur between twostandard-type books. In periodic mode, the source book and the target book relate through an intermediatebook, which is a consolidation-type book. An intermediate book allows validation of consolidation journals andtracking of consolidation entries.

Consolidations can occur between books in the same database or in different Epicor databases. A remote parentmaintains the consolidated book in a different database from the subsidiaries' books. In this case, consolidationinvolves the generation of an output file containing source journals. Import Consolidation From Subsidiary enablesthe posting of journals in the file to the target book in the parent's database.

The following tasks are fundamental to the implementation of the consolidation process:

•

Use Book Maintenance to define a Consolidation book type used mediate the transfer of consolidation journals between two standard books.

• Use Consolidation Rate Type Maintenance to define consolidation rate types used to convert balanceswhen consolidated books use different currencies.

• Use Consolidation Type Maintenance to determine the method used to calculate account balances duringconsolidations and the consolidation rate type applied to them. Consolidation types apply to account categories.

• Use COA Category Maintenance to set the consolidation type applied to account categories that displayon consolidated financial statements.

• Use Consolidation Definition Maintenance to defines settings that control consolidations, including currencyconversion defaults, consolidation mode, and account mappings between consolidation books. Definitionsdetermine whether:

For more information on the consolidation setup, refer to the Multi-Company Course or the Application Help.

Process Flow

The financial data from the source book is transformed into the account structures defined in an intermediate,or consolidation, book. The COA account structure matches the structure in the target book, so this data cannow move from the intermediate book into the target book within the target company.

The following diagram illustrates the consolidation process flow:

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The consolidation sequence:

1. The general ledger (GL) transactions post to the source book. These transactions use the posting processdefined for the source book.

2. The consolidation process begins transforming these GL transactions into the format needed for theintermediate (consolidation) book. If the intermediate book uses a different currency, the process firstconverts the amounts using the exchange rate calculated by the selected consolidated rate type and theconsolidated type. Consolidation rate types convert balances when the books use different currencies;consolidation types determine the method used to calculate the converted account balances.

3. The GL transactions are then transformed into the account structure required for the intermediate book.

4. These GL transactions post to the intermediate book.

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5. Now using the Multi-Company Direct Server Process, the GL transactions move from the intermediate bookin the source company to the target book within the target company.

6. The GL transactions post to the target book.

Reports can now be run on the consolidated financial data. This data can also display on various entry programs,financial trackers, and dashboards within the target company.

Consolidation Process

Once the consolidation between the source and target books is set up, you can run the consolidation process.

This process is primarily run in Consolidate to Parent Entry. Each time you need to consolidate financial databetween the source and target books (typically at the end of a fiscal period), launch Consolidate to Parent Entryand post the results. This program specifies the consolidation period and the consolidation definition used to runthe process. The consolidation process creates journals for source chart of accounts (COA) segments that maintainbalances. Use consolidation journals to validate entries and adjust journals.

Menu Path: Financial Management > Multi-Site > General Operations > Consolidate to Parent

If necessary, pull in consolidation journals from a company in an external database. Unlike a consolidation which

occurs between multiple companies in the same database, you need to import an external file that contains theconsolidation data. Use Import Consolidation From Subsidiary to import journals from a source book thatexists in a different Epicor database.

Menu Path: Financial Management > Multi-Site > General Operations > Import Consolidation From Subsidiary


When you reach the end of the fiscal year, you need to run the Consolidated Year End Process. This process postsconsolidation balances for a fiscal year and creates opening consolidation balances for the next fiscal year. Toensure that source and target books contain the same opening balances, run the Consolidated Year EndProcess only after you use Consolidate to Parent Entry to post journals for the last fiscal period in a source book.

Menu Path: Financial Management > Multi-Site > General Operations > Consolidated Year End

Workshop - Enter a Consolidation Definition

Enter a consolidation definition to enable you to consolidate a GL book from Epic06 to Epic02.

From the Main Menu, verify you are still working in the Epicor Education (EPIC06) company, Main Site.

Navigate to Consolidation Definition Maintenance.

Menu Path: Financial Management > Multi-Site > Setup > Consolidation Definition

1. From the New menu, select New Consolidation Definition.

2. In the Consolidation ID field, enter XXX (where XXX are your initials).

3. In the Description field, enter XXX-Definition (where XXX are your initials).

4. In the Consolidation Type field, select Periodic.

5. In the Target Options pane, enter the following:

DataField

Epicor DistributionCompany

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DataField

Target BookBook

6. In the Intermediate Book Options pane, in the Book field, select Intermediate Book.

7. Click Save.

8. From the New menu, select New Source Book Definition.

9. In the Source Book field, select Source Book.

10. In the Posting Options pane, enter the following:

DataField

General JournalIntermediate Journal

Consolidation JournalTarget Journal

11. In the Consolidation Type Options pane, select the following:

DataField

Balance ConsolidationBalance Sheet

Income StatementIncome Statement

12. Click Save.

13. Exit Consolidation Definition Maintenance.

Workshop - Consolidate to Parent

In this workshop, post a general journal transaction in the subsidiary (source) company, Epicor Education (EPIC06)and consolidate it up to the parent (target) company, Epicor Distribution (EPIC02).

Important Due to the logic of the Consolidate to Parent functionality, this workshop can be performedonly once in each instance of a restored (refreshed) database. If a user has already completed this workshopin the database, the database must be restored (refreshed) before another user can complete this workshop.

Post a General Journal Entry in Epicor Education






3. Select Single Book.

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The single book selection field enables.

4. In the field that enables, select Source Book.


6. Click Save.



8. In the Description field, enter XXX (where XXX are your initials) and click Save.


10. In the G/L Account field, enter 2000-01-00 and press Tab.



13. In the G/L Account field, enter 9000-01-00 and press Tab.

14. In the enabled Credit field, verify 500.00 defaults and click Save.




17. To the Transaction is posted to GL message, click OK.


Enter a New Consolidation

Navigate to Consolidate To Parent Entry.

Menu Path: Financial Management > Multi-Site > General Operations > Consolidate to Parent

1. Click New.

A new consolidation ID displays.

2. In the Description field, enter Ledger Consolidation.

3. In the Cons. Def. ID field, enter XXX (where XXX are your initials) and press Tab.

4. In the Consolidation Source Control List grid (bottom of window), update the Fiscal Year field and theFiscal Period field to the current calendar year and month (for example, February 2013 would be 2013and 2).

To the warning messages you receive while you update these fields, click Yes.

5. Click Save.

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Get All Default Rates

1. From the Actions menu, select Get All Default Rates.

A Warning message displays advising that the prior period has not been posted.

2. To the warning message, click Yes.

3. Navigate to the Source Control > Source Rates > List sheet and review the data that displays.

4. Click Save.

Post and Print the Consolidation


The Consolidation Post Process window displays.

2. Click Submit.A Warning message displays advising that the prior period has not been posted.

3. To the warning message, click Yes.

4. Close the Consolidation Post Process window, and navigate to the Detail sheet.

5. Click Refresh.

The Open indicator now displays Posted to Interm. Book.

6. From the Actions menu, select Print Report.

The Consolidation Report window displays.

7. Click Print Preview.

8. Review the report.

Transactions from the period you are consolidating display, including the manual journal you posted in thetask Post a General Journal Entry in Epicor Education.

9. Close the report and the Consolidation Report window.

Transfer Consolidation to Target Book

1. From the Actions menu, select Transfer Intermediate.

The Consolidation Transfer Intermediate Process window displays.

2. Click Submit.

3. Close the Consolidation Transfer Intermediate Process window.

4. Click Refresh.

The Posted to Interm. Book indicator now displays Consolidated and Posted.

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5. Exit Consolidate to Parent Entry.

Review Transactions in the Target Company

From the Main Menu, navigate to the Epicor Distribution (EPIC02) company.

Navigate to the General Ledger Report.

Menu Path: Financial Management > General Ledger > Reports > General Ledger

1. Verify the Fiscal Year field and both Fiscal Period fields (Starting and Ending) default in as the current yearand month.

2. In the Book field, select Target Book.

3. Click Print Preview.

4. Review the report.

The report displays the transactions you consolidated from the Source book in the Epicor Education company.

5. Close the report and the General Ledger Report window.

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Conclusion

Congratulations! You have completed the Advanced General Ledger course.

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ConclusionAdvanced General Ledger Course



Index

B

book maintenance 23

G

gl controls 66gl transaction type maintenance 11

M

multi-company consolidation process flow 74multi-company direct server process 67multi-company journals 69multi-company server process 67

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Advanced General Ledger CourseIndex



Additional information is available at the Education andDocumentation areas of the EPICweb Customer Portal. To access

this site, you need a Site ID and an EPICweb account. To create anaccount, go to http://support.epicor.com.

http://support.epicor.com/

http://support.epicor.com/

Documents

advanced.general.ledger.pdf