Update General Ledger

Explanation

This activity is used to update the General Ledger with the vouchers having Approved status in the hold table. All vouchers created in IFS Applications are collected together in the hold table in IFS/Accounting Rules. A number of checks are carried out during updating. Vouchers that do not pass a check are returned to the hold table and given the status Error with an error text that indicates the occurred errors. The errors in the manual vouchers are corrected in the Voucher Entry. When you have corrected a voucher and changed the voucher status to Approved, the voucher can be updated again. Through this activity you can also update vouchers to a preliminary year end. When the Rollback mode is selected for the company in the Company/Periodical Cost Allocation tab, it is not possible to use this activity to update vouchers from the function group Z - Periodical Cost Allocation. Such vouchers can then only be updated from the periodical cost allocation step type Update Ledger.

Prerequisites

Before the updating routine can be started, the following must have been completed:

• The update parameters must have been checked/entered in the GL Update Parameters window. This is normally done the first time you start the updating routine.
• For an Automatic Update of Preliminary Year End to be executed, at least one preliminary year end must have been executed from Preliminary Year End GL.

System Effects

• As a result of this activity, an acknowledgment is displayed with a number for the update journal that was created automatically. All vouchers included in the updating are moved to the general ledger. Vouchers that do not pass validations are returned to the hold table with Error status. The updating journal can be printed.
• If Sequence No. has been selected in the Sort By field of the Create Accounting Journals window, sequence numbers for voucher rows will be generated when the vouchers are updated to the General Ledger.
• If internal elimination structure in Active status exists in the company and code part values for the own part and the counter part are entered for the transcations, elimination code will be updated in each transaction according to the internal elimination structure when transactions are updated to the General Ledger.

Window

Update GL Vouchers

Related Window Descriptions

GL Update Vouchers

Procedure

Use the following procedures to update general ledger online:

Alternative 1:

1. Open the Update GL Vouchers window.
2. Default values are shown in the fields.
3. Click Select Vouchers to select a number of individual vouchers from the hold table. Confirm the information. The updating routine starts immediately.

Alternative 2:

1. Open the Update GL Vouchers window. 
2. Select the vouchers to be included from the hold table in IFS/Accounting Rules. Selection can be done according to the following: You can use List of Values to select relevant information.

• From/to voucher type
• From/to accounting year
• From/to period
• From/to user ID
• Detailed journal

3. Click Forecast to determine the number of vouchers in the selection you specified. The result is displayed in the Number of Vouchers field.
4. Confirm the information to start updating the vouchers included in the selection criteria immediately.

Note 1: When the update is complete, check if there are any vouchers that did not pass the checks in the update routine. The vouchers can be checked in the GL Update History window or in the update journal. You can also set up advanced options such as printing of the update journal and the automatic update of preliminary year end by clicking Options.

Note 2: If the parameter value is TRUE for GL_UPDATE_BATCH_QUEUE in the System Parameters for Accounting Rules, user will be informed about the job id created in the background job queue from the general ledger update executed under alternative 1 or alternative 2.

Use the following procedures to update general ledger using batch scheduling:

1. Open the Update GL Vouchers window
2. Click Schedule to open up the Scheduled Task Assistant where you can set up batch scheduling information.

Note: You can view details on the scheduled batch jobs on updating the general ledger by clicking the View Batch Job Schedule tab.