Creating journal entries - HxGN EAM - 12.0 - Administration & Configuration

HxGN EAM Databridge System Administrator Guide

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English
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HxGN EAM
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Administration & Configuration
HxGN EAM Version
12

Journal entries for EAM transactions are passed to ERP using the Journal Entry Post batch transaction. Before creating journal entries, consider the following issues:

  • Whether more than one process is needed within a source, e.g., inventory transactions

    The GL process definitions are dynamically created in EAM for each customer, and multiple processes may be necessary within a journal source. With inventory, for example, this could be the relationship between inventory holding accounts and transaction expense accounts.

  • Whether separate processes based on your organization, facility, or storeroom are required

    For example, in many cases the storeroom relates to a unique holding account on the chart of accounts. Therefore, each storeroom would require its own process.

  • Whether the journal entries need more than one set of books or chart of accounts

    Remember that the set of books, journal source, journal category, and organization are all input on the GL References form, and this form is a sub component to the process definition defined on the GL Process Definition form. The process definition has to be configured to make use of the reference details, which have control over the set of books, journal source, journal category, and organization.

  • How the journal entries will be grouped within a source. For example, inventory processes could be grouped by transaction type or by a combination of transaction type and storeroom, or by part class.

    When building reference details, you can use the Scheduling Group values on the GL Process Definitions form to divide the entries. Establishing the reference requirements will build the conditional parameters for the Where Statement on the GL Process Definitions form.

  • How dates will be assigned for journal entries. Options include the date of the original transaction, the date the transaction was transferred to the ERP application, or the period end date.

  • What monetary value the journal should have. Specify the straight transaction price multiplied by the transaction quantity. You can also include an overhead factor, if necessary.

  • What determines the expense account segment values for a particular transaction.

    Determining the expense account segment value is required for building the Flex SQL.

  • What determines the offset account segment values for a particular transaction.

    The offset account is the second portion of the accounting transactions conducted solely in the EAM application. For example, consider requisitions generated in EAM that interface to and ERP applications where they are turned into purchase orders. Because the requisition feeds a purchasing process that is owned by the ERP application, there is no offset requirement in EAM. Contrast this with inventory transactions where EAM solely owns the issuance of inventory and the inventory management. When an issuance generates an expense cost against a charge account, it must also provide the offset account for import into the general ledger.

  • Which filters should be applied when selecting transactions to transfer. These filters will drive the parameters necessary in the Where Statement on the GL Process Definitions form. The filters are dependent on many of the variables mentioned in this section.

  • What detailed information about a transaction should be recorded in the journal entry, such as the work order number, part number, and/or asset number. This information will be used in Destination Update Statement on the GL Process Definitions form. The open interface for Journal Imports allows for transaction-specific data to be stored in reference fields. The reference data would be a component of the process and transaction group being interfaced.