The GL Accounting Setup screen allows users to define GL Accounting Setup records that may be considered for populating the generic Account Details tab that may be displayed for selected screens in the system (i.e. CU Estimates, Compatible Units of CU Estimates, Requisitions, Requisition lines, Purchase Orders, Purchase Order lines, Invoices, Invoice lines, Work Orders, Book hours, Tool and Equipment).
GL Accounting Setup records must include a minimum of five required fields: Segment Entity, Segment, Organization, Level 1 Source Field, and Level 1 Segment Value. If the value of the ACCOUNT install parameter is set to ‘YES’, then a value will also be required for the Accounted field. The Segment Entity and Organization fields allows the user to specify the entity and organization combination for which account detail should be populated for; and the Segment field documents the specific account detail segment (of up to 30 possible) into which values may be populated.
Depending on the scenario, a user may wish to specify values for the optional (hidden) Level 2 Source Field and Level 2 Segment Value, as well as Level 3 Source Field and Level 3 Segment Value. The Level 1 Source Field and Level 1 Segment Value fields document the way in which the value to be recorded for the account detail segment are determined - that is, the values of these fields are used to create the conditional (if-then) statement that populates the account detail.
When GL Accounting Setup records exist, the system uses these records to populate values for the segment fields (Segment 01 - Segment 30) of account details tabs when records of a corresponding entity and organization are created, or key fields (i.e. any field that could be selected as a Level 1, 2 or 3 source field) of an existing entity record are updated. The system populates values for account detail through a process applying conditional logic that first considers the Level 1 Source Field and corresponding Level 1 Segment Value field(s). For example, assume only a GL Accounting Setup with the following details exists:
Field |
Value |
---|---|
Segment Entity |
CU Estimates |
Segment |
Segment 01 |
Organization |
CU-ORG1 |
Level 1 Source Field |
CU Estimates - Organization |
Level 1 Segment Value |
Account Segment Value |
With this GL Accounting Setup record in place, if a user creates a new CU Estimate record within the ‘CU-ORG1’ organization; the system will look toward the ‘CU-ORG1’ organization record, and determine the value in the ‘Account Segment Value’ field. It is this value that will be populated into ‘Segment 01’ for the account detail record for the CU estimate.
However, in cases where the Level 1 Source Field is blank (null) on the segment entity record, the system looks toward Level 2 Source Field and Level 2 Segment Value field(s). Consider the following example GL Accounting Setup record:
Field |
Value |
---|---|
Segment Entity |
Requisition lines |
Segment |
Segment 05 |
Organization |
CU-ORG1 |
Level 1 Source Field |
Requisition lines - Part |
Level 1 Segment Value |
User Defined Field 03 |
Level 2 Source Field |
Requisition - Trade |
Level 2 Segment Value |
User Defined Field 05 |
With this GL Accounting Setup record in place, if a user creates a new requisition line for a requisition of the ‘CU-ORG1’ organization; the system will first try to determine the part associated with the requisition line. If the requisition line does specify a part; the system looks toward that part record, determining the value in the ‘User Defined Field 03’ field and populating this value to the requisition line account detail as Segment 05. If the requisition line does not specify a part; the system instead tries to determine the trade associated with the requisition line. The system then looks toward that trade record, determining the value in the ‘User Defined Field 05’ field and populates this value to the requisition line account detail as Segment 05.
In very rare cases where neither a Level 1 Source Field or Level 2 Source field are defined for a segment entity record, the system may continue to look toward a third option, the Level 3 Source Field (and corresponding Level 3 Segment Value field), applying similar logic as described above.
For GL Accounting Setup records that specify a User Defined Field as the Level 1 Segment Value field (or Level 2 or Level 3 Segment Value field); any values updated from this field for Account Detail segments are truncated at 30 characters.