Set GL Journal Options

Select GL Journal Options in System Options Maintenance (XM) to set GL journal options for your enterprise.

The program displays these fields:

Note
In the descriptions that follow, Y indicates that a check box is selected (i.e., checked); N means the check box is not selected (i.e., blank).

Field Name	Displays
Journal	The journal name
Journal description	The description of the journal
Reg print?	When the GL journal prints: Y: After you run the source register N: From the Interface Journal Scheduler (GJ) program
GJ print?	Whether you can print the GL journal from the Interface Journal Scheduler (GJ) program
Sum/dtl	What the journal posts to the general ledger: D: Detailed data (each invoice) S: Summary data (invoice register totals)
Reg/Jrnl post	When the journal posts to the general ledger: R: After the source register prints J: After the in the Interface Journal Scheduler (GJ) program print
Erase?	Whether the journal erases the posting files after posting: Y: Yes, after the general ledger has been updated N: No files are erased
Auto schedule?	Y: register may be scheduled with the Job Schedule Maintenance (JOBS) program to run automatically N: register is not set to allow running automatically or the program does not allow the register to run automatically
Archive	The selected archive option: R: Register is archived B: Both register and journal are archived
Archive path	The location to which the register and/or journal is archived

Choose the appropriate options:

To	Do This
Change printing, posting, scheduling, and/or archive options for a journal	Highlight the line and click Select or double click the line. See step 2.
Print the GL journal listing	Click Print. See Print an Inquiry.
Change default journal options	Click GL jrnl opts. See Print an Inquiry.
Return to System Options Maintenance	Click OK.

Options for the selected journal are displayed:

Field Name	Type / Max Length	Action / Description
Journal name	Display only	The name of the journal you selected
Register	Display only	The name of the register
Entry program name	Display only	The name of the program from which the register is run
Journal description	Display only	The description of the journal
Print journal after register?	Optional	Select to print the GL journal after you run the source register or leave blank to not print it or print it with the Interface Journal Scheduler (GJ) program. The journal lists the debit and credit accounts being updated. Use it to trace issues with the set up of the Posting Criteria Maintenance (XPC) program. Print the journal after every register, takes more time and uses more paper. If you select this option, the department that runs the program that displays in the Entry program name field prints the journal. If you want the accounting department to print the journal as needed, select the Print from GJ? option.
Print from GJ?	Conditional/Optional	If you do not select this option, you must select the Print journal after register? option, select if you want to print the GL journal with the Interface Journal Scheduler (GJ) program or leave blank if you do not. If you select this option, the accounting department an print the journal when necessary.
Post in D=Detail or S=Summary	Required 1 alphanumeric	Select S Summary to post summary data (register totals by date) or select D Detail to post detailed data (each transaction) to the general ledger. The system uses this option as a default setting for all accounts posted to by this journal. However, you can change certain accounts in the GL Account Maintenance (GMM) program to post differently. For example, suppose you want all accounts except revenue accounts posted by the Invoice Register (RR) to print in summary. To do this, select S Summary for the GJI journal. In the GL Account Maintenance (GMM) program, set the Detail/Summary field for revenue accounts to D Detail. If you leave this option blank and the Detail/Summary field in the GL Account Maintenance program is blank, the system posts in detail as the default.
Post from R=Register or J=Journal	Required 1 alphanumeric	Select R Register to post to the general ledger when you print the source register or select J Journal to post after you print the GL journal with the Interface Journal Scheduler (GJ) program. If you select register, the general ledger update occurs when you run the register. For example, you click Register in the AR Invoice Register (RR) program, display or print the preview register, and then enter PROCEED at the If the register is correct, enter PROCEED to update prompt. If you select journal, you can schedule the general ledger update later through the Interface Journal Scheduler program.
Erase posting files after posting?	Optional	Select to erase the GL posting files or leave blank to retain the files after you have updated general ledger. If you select the option, you will not be able to click Journal in the GL Activity Inquiry (GTL) or GL Transaction Inquiry (GTI) programs to display the original journal entries. You also will not be able to reprint the journal in these programs or the Interface Journal Scheduler (GJ) program. If you leave the field blank, the posting files remain in the system. You can display or reprint them. You can also use the Interface Journal Scheduler program to purge them when you want.
Allow automatic scheduling?	Optional / Conditional	Select to allow automatic scheduling with the PowerShift Job Scheduler (JOBS). Note This field is inactive if the register cannot be scheduled to run automatically. Different sets of options can be saved when journals are automated. See PowerAide: How to Set Up GL Registers for Automatic Scheduling.
Archive option	Optional	Selected the desired option: R: Register is archived B: Both register and journal are archived Important! Archiving requires a valid password for Document Archiving & Importing (entered in System Passwords).
Archive device	Optional	Select a non-queuing PDF spooler to output the document.
Archive path name	Optional 64 alphanumeric	Enter the location to which the generated PDF spool file will be moved. Note The location is relative to the Document archive path specified in Help and Other Path Options.
Viewing path	Optional 64 alphanumeric	Enter the location to allow the users to view the archived documents. This setup is used to enable the user to add notes and/or highlight to the documents. Note The location is relative to the Document viewing path specified in Help and Other Path Options.

If automated processing options for the journal were saved specified previously, they are listed. Click Add to enter new options for automated processing.

The first time options for a journal that has Allow automatic scheduling? selected (or when you click Auto opt and have not previously saved a job stream for the journal), the program prompts for the following fields:

Journal name	Display only	The name of the journal you selected
User ID for email notification	Conditional 5 alphanumeric	Select a user ID to receive an email notification if there is an issue when the register runs automatically. This selection is required if you selected the Allow automatic scheduling? option.
Job stream name	Conditional	Select the name of the job stream entered in the Job Schedule Maintenance (JOBS) program to link this register to the frequency/days to be run.
Create new batch?	Conditional / Optional	If the register is batch-controlled (where new transactions can be automatically added to a batch) select this option to have the program create that batch and add any new transactions to it or do not select it to have the scheduler just process batches that already exist. If you want more control over what transactions are updated, create the batches first, add the transactions to it, and leave this option un-selected. The only transactions that update are the ones you have already selected.
From (date shortcut)	Optional	Enter a date shortcut for the starting transaction date; leave blank to include the earliest recorded transaction.
To (date shortcut)	Optional	Enter a date shortcut for the ending transaction date; leave blank to include the latest recorded transaction.

Choose the appropriate options:

To	Do This
Change an option	Click on the field and change make required changes
Save changes and leave the information displayed	Click Apply.
Exit without changing these options for this journal	Click Cancel.
Set your options for the selected register	Click Register options. See step 4. Press F1 to display help for the specific register.
Accept these options and return to the list of journals	Click OK.
Return to the System Options Maintenance	Click Exit.

Choose the appropriate options:

To	Do This
Display options for the selected GL journal	Highlight the line and click Select or double-click the line.
Print the GL journal listing	Click Print. See Print an Inquiry.
Set options to print posting for all journals	Click GL jrnl opts. See Set Options for Journals.
Exit GL Journal Options	Click OK.

Choose the appropriate options when you click Exit:

To	Do This
Display a category of options	Highlight the line and click Select or double-click the line.
Return to the menu	Click Exit.