Neral Ledger

Epicor ERP
Advanced General Ledger

Course
9.05.701
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ED901905
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9.05.701
Revision: September 26, 2012 5:42 p.m.
Total pages: 81
course.ditaval
Advanced General Ledger Course
Contents
Contents
Advanced General Ledger Course.........................................................................................7
Before You Begin....................................................................................................................8
Audience.........................................................................................................................................................8
Prerequisites....................................................................................................................................................8
Environment Setup..........................................................................................................................................8
Workshop Constraints..............................................................................................................................9
Overview...............................................................................................................................10
Daily Advanced General Ledger Processing.......................................................................11
Advanced General Ledger Topics...................................................................................................................11
GL Transaction Type Maintenance..........................................................................................................11
Revision Control..............................................................................................................................12
Revisions..................................................................................................................................12
Active Mode.............................................................................................................................14
Workshop - Add a Revision......................................................................................................14
Manual Review................................................................................................................................15
Workshop - Review Transactions in the Review Journal.............................................................15
Incoming Document Templates.......................................................................................................16
Selection Criteria.............................................................................................................................17
Posting Codes.................................................................................................................................17
Posting (Booking) Rules...................................................................................................................18
Operations...............................................................................................................................19
Functions.................................................................................................................................20
Workshop - Copy and Delete Posting Rules..............................................................................21
Multiple Books........................................................................................................................................22
Book Maintenance..........................................................................................................................23
Retained Earnings.....................................................................................................................24
Validations...............................................................................................................................25
Rounding Differences...............................................................................................................26
Source Book.............................................................................................................................26
Book Detail..............................................................................................................................27
Workshop - Create a General Ledger Book......................................................................................27
Workshop - Set Up Posting for Multiple Books in GL Transaction Type Maintenance........................28
Add a Book to the AR Invoice Revision.....................................................................................28
Use Mapping............................................................................................................................28
Workshop - Post a Transaction to Multiple Books.............................................................................29
Activate Manual Posting for Revision........................................................................................29
Enter an AR Invoice..................................................................................................................29
Review Transactions.................................................................................................................30
Workshop - Link to a Source Book with a Different Book Currency..................................................30
Add a Book..............................................................................................................................30
Epicor ERP | 9.05.701
Contents
Link to Source Book.................................................................................................................31

Enable GL Transaction Configuration........................................................................................31
Review the AP Invoice Transaction Type Revision......................................................................31
Workshop - Post a Manual GL Journal to Multiple Books.................................................................32
Set Up Journal Entries for Multiple Books..................................................................................32
Add a Book to MultiGLJrn........................................................................................................33
Create a Journal Entry Group for Multiple Books......................................................................33
Enter a Journal Header and Lines..............................................................................................33
Post the Transaction.................................................................................................................34
Review Transactions.................................................................................................................34
Chart of Accounts Mapping....................................................................................................................35
Workshop - Use Mapping................................................................................................................35
Add a COA Map......................................................................................................................36
Add GL Account Mapping........................................................................................................36
Add a Book..............................................................................................................................37
Link to Source Book with Mapping...........................................................................................37
Enable GL Transaction Configuration........................................................................................37
Review the Active Revision.......................................................................................................37
Enter an AR Invoice..................................................................................................................38
Review the Results....................................................................................................................38
Dynamic Account Segments...................................................................................................................39
Workshop - Add a Dynamic Segment..............................................................................................39
Workshop - Post Sales to a Dynamic Segment..................................................................................40
Import a Revision Template......................................................................................................40
Create Revision and Add CustID to Input Document.................................................................41
Use CustID to Populate the Customer Segment........................................................................41
Activate the Dynamic Revision..................................................................................................42
Create an AR Invoice................................................................................................................42
Review the Transaction.............................................................................................................43
Advanced Allocations.....................................................................................................................................43
Allocation Code Maintenance.................................................................................................................44
Workshop - Enter a Transactional Allocation Code (Fixed Value)......................................................45
Add an Allocation and Define its General Parameters...............................................................45
Enter Source Data Criteria........................................................................................................46
Add Target Accounts................................................................................................................46
Create a New Group and Journal.............................................................................................46
Post to the Source Account......................................................................................................47
Workshop - Enter a Transactional Allocation Code (Formula)...........................................................47
Add an Allocation Code...........................................................................................................47
Enter Source Data Criteria........................................................................................................48
Define Formula Parameters.......................................................................................................48
Define Non-Financial Data for each Formula Parameter.............................................................48
Add Target Accounts with Formula Criteria..............................................................................49
Create a New Group and Journal.............................................................................................50
Contents
Allocation Batch Entry.............................................................................................................................51

Workshop - Enter and Schedule an Allocation Batch........................................................................51
Enter an Allocation Batch.........................................................................................................51
Add Allocation Batch Codes.....................................................................................................52
Generate a Schedule................................................................................................................52
Tiered Allocations...................................................................................................................................52
Workshop - Enter Tiered Allocations................................................................................................54
Add Tiered Allocation Codes....................................................................................................54
Enter Source Data for Tier 1.....................................................................................................55
Enter Source Data for Tier 2.....................................................................................................55
Add Target Accounts for Tier 1.................................................................................................55
Add Target Accounts for Tier 2.................................................................................................56
Workshop - Batch Tiered Allocations...............................................................................................57
Enter an Allocation Batch.........................................................................................................57
Add Allocation Batch Codes.....................................................................................................57
Generate Schedule...................................................................................................................58
Generate Allocations..............................................................................................................................58
Workshop - Write Allocations to the General Ledger........................................................................59
Submit the Allocation Generation.............................................................................................59
Allocation History Tracker.......................................................................................................................59
Workshop - Track Allocations..........................................................................................................59
Track Allocations......................................................................................................................59
Review Allocation GL Transactions............................................................................................60
Workshop - Reverse an Allocation Run............................................................................................60
Simulate Allocations...............................................................................................................................61
Workshop - Generate and Track Simulation Allocations...................................................................61
Generate Simulation Allocations...............................................................................................61
Track Simulation Allocations.....................................................................................................62
Review Simulation Allocation Transactions................................................................................62
General Ledger in a Multi-Company Environment..........................................................................................62
Multi-Company Functionality Setup........................................................................................................62
External System Maintenance..........................................................................................................63
External Company Maintenance......................................................................................................64
Business Entity..........................................................................................................................65
GL Controls..............................................................................................................................65
Multi-Company Server Process.........................................................................................................65
MultiCompany.log file..............................................................................................................66
Multi-Company General Ledger Accounts...............................................................................................66
Workshop - Maintain Multi-Company GL Accounts.........................................................................67
Update GL Accounts in Epicor Education..................................................................................67
Initialize External Companies...................................................................................................................67
Multi-Company Journals.........................................................................................................................68
Workshop - Create and Link a Multi-Company Journal....................................................................69
Create a Journal Group............................................................................................................69
Contents
Enter a Journal Header.............................................................................................................70

Add Journal Lines.....................................................................................................................70
Post the Transaction.................................................................................................................70
Review the Corresponding Journal Entry in Epicor Education....................................................71
Post the Journal Group in Epicor Education...............................................................................71
GL Consolidation...........................................................................................................................................71
Process Flow...........................................................................................................................................72
Consolidation Process.............................................................................................................................74
Workshop - Enter a Consolidation Definition...................................................................................74
Workshop - Consolidate to Parent...................................................................................................75
Post a General Journal Entry in Epicor Education.......................................................................75
Enter a New Consolidation.......................................................................................................76
Get All Default Rates................................................................................................................77
Post and Print the Consolidation...............................................................................................77
Transfer Consolidation to Target Book......................................................................................77
Review Transactions in the Target Company.............................................................................78
Conclusion.............................................................................................................................79

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 all 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 you
encounter as you work with some of the more advanced GL features. The course workshops guide you through
the posting process for complex scenarios and covers several aspects of how the GL integrates with other Epicor
modules.
Upon successful completion of this course, you will be able to:
Create revisions to configure the posting process on a transaction type
Further comprehend the unified posting process for complex business transactions
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
Become familiar with the flexible, rule-based posting mechanism
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
Before You Begin
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
In order to complete the workshops in this course, all necessary modules must be licensed and operating in your
training environment. For more information on the modules available, contact your Epicor Customer Account
Manager at [email protected]. It is also important you understand the prerequisite knowledge contained
in other valuable 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 application
and the Posting Engine as the technology to implement this process. In addition, the course discusses how
the posting engine provides flexibility and control over the financial transaction creation process in the Epicor
application.
Environment Setup
The environment setup steps and potential workshop constraints must be reviewed in order to successfully
complete the workshops in this course.
Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience
Epicor 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.
1.
Before You Begin
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 your
Epicor training environment with the Epicor demonstration database installed. Do not complete
the course workshops in your live, production environment.
Note It is recommended that multiple Epicor demonstration databases are installed. Contact
Support or Systems Consulting for billable assistance.
The Epicor demonstration database is at the same service pack and patch as the Epicor
application. Epicor's education team updates the Epicor demonstration database for each service pack
and 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 completing
the course workshops.
Your system administrator restored (refreshed) the Epicor demonstration database prior to
starting this course. The Epicor demonstration database comes standard with parts, customers, sales
orders, 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, production
environment) and is not periodically refreshed, unexpected results can occur. For example, if a course
workshop 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 not
restored (refreshed), then you will not be able to ship the sales order. Epicor's education team has written
the course workshops to minimize situations like this from occurring, but Epicor cannot prevent users
from 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 your
training 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 Plant.
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. For
assistance, 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 your
System Administrator or refer to the Epicor ERP Install Guide section - Schedule the Multi-Company Server
Process - which is available for download on the EPICweb.
7.
Start the Multi-Company Server Process for the demonstration database. For assistance, contact your
System Administrator or refer to the Epicor ERP Install Guide section - Start the Multi-Company Process.
Workshop Constraints
All workshops in this course can be performed only once in each instance of a restored (refreshed) database. If
a user has already completed these workshops in the database, the database must be restored (refreshed) before
another user can complete this course.
Overview
Overview
A company's general ledger (GL) is the main repository for financial information. The GL processes and posts
entries created by all 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 to
create appropriate GL transactions. The "behind the scenes" functionality which runs this process is called the
Posting Engine.
The Posting Engine functionality runs independently for each company within the Epicor application. If a company
has multiple books defined for specific financial requirements, each book can have a unique set of posting rules
defined. Posting rules indicate how and when all business and GL transactions post to various accounts.
Use multiple GL books to display the same financial information in multiple contexts. Multiple books are useful
if you need to report and analyze the same financial business transactions in different ways, including in multiple
charts 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 child
company to the parent(s). Accounting data is consolidated for subsidiary accounts mapped to parent accounts
that 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 up
between all or some companies in the database. Companies outside the application can also complete financial
rollups.
Use the GL Advanced Allocation module to disburse amounts booked to the GL into a more detailed and specific
representation. The Advanced Allocations module reviews how to set up, generate, simulate, and view different
types of allocations.
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Daily Advanced General Ledger Processing

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

This section of the course describes how to post transactions into multiple books, set mapping between charts
of accounts, create dynamic account segments, and providing greater flexibility and control over the process of
creating financial transactions.
Note You can define which financial modules post transactions to the general ledger within your General
Ledger Configuration options in Company Configuration.
GL Transaction Type Maintenance

GL Transaction Type Maintenance defines the processes you use to post accounts and journals. The posting
process 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 posting
rules need to build account and journal details. It also contains a set of rules each book uses; each rule set can
contain the functions, pre-posting rules, reference rules, and posting rules needed to post business transactions
which match the GL transaction type. These rules are flexible and can be modified to meet the needs of a specific
book.
Important The Virtual Business Document (VBD) and Posting Rules are upgraded only if there is an actual
change, improving the performance of the conversion program when a new service pack is released. Refer
to the Transaction Type Conversion application help topic for detailed information on how the conversion
program updates GL transaction types during an upgrade to a new service pack or a new version of the
product.
Tip GL Transaction Type Maintenance is sometimes called Automated Booking Setup.
Use this program to do the following:
Define the active revision you need to post transactions. This applies the posting codes, amounts, pre-posting
rules, functions, business activity queries, posting rules, reference rules, and other items defined within the
revision. For example, you can define a transaction type revision so it matches a business process within the
current 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 to
reduce 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 codes
determine 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 detail
amount debits or credits the account. In some cases, the rules create a GL control used to store account
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contexts for later processing. Pre-posting rules define the defaults used when you manually enter general
ledger accounts.
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 valid
transactions. You should also first run your modified rules on a test server so that you avoid the risk of
posting invalid journals to the general ledger. For more information on how to create and edit posting
rules, review the Posting Engine Technical Reference Guide. This guide also contains a reference section
which documents the extended set of posting rules. It is available in the application help; use the help
Table 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. These
settings include the chart of accounts, fiscal calendar, and currency the book uses. The general ledger control
used by the posting process defines the accounts that posting rules use. You can set up the posting rules in one
book 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 the
warehouse 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 interface. You can launch this program
from an Epicor Smart Client (Windows ) interface.
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. You
can only change and delete new revisions you create.
The Epicor application also prevents an upgrade revision (typically installed through a service pack) to overwrite
an active, modified revision. You can therefore compare the upgrade revision to your modified revision and
change 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. As
an option, you can activate and block different revisions depending upon an Apply Date value, so you can set
up a series of revisions to run in a scheduled sequence you define. You can either create a new revision by copying
the existing posting rules, or you can create an entirely new revision which contains no posting rules and create
the 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. The
revision is in use, processing GL transactions for all books assigned to it. Only one revision can be active at a
time for each GL transaction type and you cannot modify an active revision.
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Draft - A revision you are currently modifying; this status is the default when you create a new revision. For
as 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.
Blocked - A previous or alternate revision which is no longer in use. The application does not use this revision
to generate GL transactions for the current GL transaction type. Although you cannot modify a blocked
revision, you can change its status back to active and use it to post again. Blocked revisions are also used as
a 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 product
line 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 a
new 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 activate
the manual review option. This causes the application to capture all GL transactions generated by the process
and 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 Review
Journal only captures errors and warnings.
Schedule Different Revisions-- Changes in revisions can reflect changes in accounting processes. You can
indicate 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 previous
revision becomes blocked. The current revision then stays active until the system clock moves to a future
effective date on another revision. In this way, you can schedule a series of revisions to become active as you
need.
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 installed
with the application.
Instead, the installed default revisions are automatically assigned the blocked status. You can then review the
blocked version to see if any updates are needed to your modified revision. If you wish, you can then add your
modifications 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 and
rules between the two versions. To do this, click on the Actions menu and select Compare Revisions. Use this
window to review the differences between the revisions.
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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 available
at any time for the posting process.
Select an Active Revision by Date - The GL transaction can have several active revisions available through
a 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 is
available on the Revision > Revision Detail sheet. When the system clock moves to the date value defined
on the next active revision, the application automatically sets the status of the previous active revision to
Blocked.
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 to
take 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 process
for a specific transaction type, add a new revision. This workshop demonstrates how to use one of the available
revisions 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 905 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.
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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 that
you want to review all GL transactions before they post. It is best to leverage this feature when you activate a
new revision. A manual review of the transactions can help identify errors that can occur during the posting
process of a revision.
To activate the manual review functionality, navigate to the Revisions > Revision Detail sheet and select the
Manually review all transactions check box.
When you use the manual review feature, all GL transactions post directly to the Review Journal, where you can
review the transaction line details. From there you can use the Actions menu to confirm, adjust, or cancel each
GL 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.
Activate Manual Posting

Maximize GL Transaction Type Maintenance.
1. In the tree view, select AR Invoice > Revision: 905 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.
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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.
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 posting
rules. Each GL transaction type uses one or more templates, and each template has a set of elements unique to
the posting process for that GL transaction type.
All templates gather both general and specific data about posted business transactions. General information
includes the date the business transaction posts, the business entity involved in the transaction, and the journal
code 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.
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Templates can combine predefined and custom elements. Predefined elements ensure support for the transaction
type's posting processes. You cannot change or delete predefined elements. You can add custom elements to
provide attributes needed by any 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 whether
the amount debits or credits the account. The reference rule is used to set up and populate a reference GL control
with no direct relation to posting any amounts or selecting debit and credit accounts.
Each incoming document template contains the following elements:
Document Lines - Document lines group elements obtained from a portion of the posted transaction. For
example, 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 collection
and provides default settings used to populate fields.
Posting Codes - Posting codes define the parameters used with posting rule operations and functions. Posting
rules use posting code values to create journal details. You can add posting codes and modify and delete the
codes you create. Posting codes are grouped under a parent posting entity.
Amounts - Amount elements hold the transaction amounts used by calculated fields.
Selection Criteria
In GL Transaction Type Maintenance, selection criteria are statements which return specific data from the posting
codes 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 grouped
by posting entities and the entities are then grouped by the document lines from the business transaction (incoming
document template).
You can create or update selection criteria to return the posting code data required by a rule. For example, you
want 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 which
contains the posting code required for each warehouse. You select Invoice Line in the For Each field and use the
other field in the sheet to create a statement that selects the correct posting code. The result resembles a WHERE
clause in a SQL statement. You then click Add to include the statement in the Selection Criteria field. You use
the And, Or, and Not buttons to insert logical operators into the statement.
Selection criteria can only pull in data from parent tables. Any information stored in child tables cannot be pulled
in by using selection criteria from the parent. You must create or modify a posting rule which pulls in data directly
from 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 code
fields by using:
Entity Fields-- Business entities (do not confuse these items with posting entities) are static database tables
like Part, Customer, and Supplier which contain data a business transaction requires. Because of this, you can
specify 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 activity
query (BAQ) to an incoming document template. The revision then uses selection criteria defined for a posting
rule to obtain data pulled in by the BAQ. The interface can return a value from a single field or a calculated
sum of fields.
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Posting (Booking) Rules

Each revision contains a series of booking rules (also called posting rules). These rules include general posting
rules, header rules, pre-posting rules, reference rules, and functions. Rules defined for a single book make up a
rule 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 or
a pair of balancing entries. Rules determine the amount, the accounts to which the amount posts, and whether
the amount debits or credits the account. The Reference rules are different; these rules are used to set up and
populate a reference GL control with no direct relation to posting any amounts or selecting debit and credit
accounts.
The version control on the rule level is used when comparing two rule sets, one of which is about to be imported
and the other already in the system. This provides a way to distinguish between posting rules that have changed
and therefore need to be pulled in. Those that have not changed do not need to be imported, saving time on
the import and conversion.
The Version field specifies the individual rule version. The Version field uses a single numeric sequence and
increments every 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 increments
each time a change is released in a patch to a client between service packs. The patch version resets to zero every
time a service pack is released.
To create a new posting rule, add a rule and select appropriate values to define each modifiable option. Each
rule builds the detail field-by-field. You can create, modify, and delete all posting rules.
Example You define a rule for a transaction that generates when a sales order posts. The rule obtains
the 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 division
segment. 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 defines
the 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 functions
that 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-GL
data, detail accounts, and account contexts. By storing this data, the Epicor application can then use it during
later processing.
Tip If you need to make minor changes to the posting process for a transaction type, use account mapping
and 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 segment
value based on a value in the posted transaction. This reduces the need to define lookup tables in posting
rules.
Header Rule
This posting rule type sets up data that all GL journal details share, for example, Journal Code and Apply Date.
No GL journal details are produced.
A header rule always executes before the posting rules. Only one header rule is available for each book.
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You can use this rule to assign default values to GL journal detail fields, but you can also override these values
in the posting rules. For example, you can initiate transaction text in the header rule but then override this text
in 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 provide
a default account before the actual transaction document posts.
Each pre-posting rule is called individually. They do not produce GL journal details.
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 purchase
invoice.
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 does
not populate any 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 property that 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. All
other rules and functions share it. 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.
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
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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 is
an algorithm which calculates a value or values; a logical condition uses If, Then, or Else commands to determine
how the data processes as it moves through the operation algorithms. Select the type you need; these options
change 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 field
contains a rule template with variables. The black text is a rule instruction you cannot change. The blue
underlined 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. The
logical condition list includes Else, Else If, and If. Just like the Operation option, the Formula field contains
a rule template with variables. The black text is a rule instruction you cannot change. The blue underlined
text, 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 rules
within 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 type
revision.
Typically each function contains a series of account and journal contexts. When the posting engine processes
the function, it pulls in a complex piece of data and makes this data available to the pre-posting, posting, and
reference rules for the revision. For example, when the AR Invoice transaction type is run, its functions pull AR
account 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 information
into a format usable by the pre-posting, posting, and reference rules. All other rules and functions share the
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gathered 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 complex
rules to pull in common financial data. They also help you avoid constantly repeating the GL hierarchy while you
develop 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 bold
text.
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
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 rule
up until the point at which it is activated. This workshop demonstrates how to copy and delete a posting rule.
Copy a Posting Rule

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1. In the tree view, navigate to and select AR Invoice > Revision: XXXOp - Draft > Rules > Book:Main
Book > 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 > Posting
Rules > 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.
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 books
for 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 fiscal
calendars.
When configured to do so, the posting engine can generate GL transactions in every book for every input business
transaction. The GL transaction details depend on the different charts of accounts, currencies, methods of
accounting, and calendars defined for each receiving book.
All GL transactions generate from a single business transaction and each one represents a different view of that
business transaction. Each GL transaction has a reference to the original business transaction as well as the
resulting GL transactions in other books.
Important Use of multiple books in a company requires posting engine revisions. You can manually enter
a revision on every GL transaction type to which you want multi-book postings. This action requires account
mapping 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 book
for 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 posting
hierarchy from the original COA's posting rules. You can use COA mapping to modify the posting process
by 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 Transaction
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Type Maintenance. It is common to copy rules from the main book and then adjust as necessary. Using this
method, 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 created
against that book.
Important The GL multi-book transaction type (MultiGLJrn) includes the standard default set of posting
rules for a single book. The single book is required to be linked to the master chart of accounts (COA) in
order for the rules to work correctly. You can then use this default set of posting rules as a starting point
to 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's
Epicor Education company.
Book Maintenance
Book 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 implement
the Epicor application, carefully consider the role each book plays in the financial management and reporting
within a specific company. When a transaction is entered, its amounts can be applied to multiple books, reflecting
the purpose for each book.
Each book can also have its own set of validation rules. These rules define error handling for journals posted to
a specific book. By default, books ignore most posting errors. You can change the defaults so the book blocks
and 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 structure
your country requires. You can use one book to post transactions in a specific currency for reporting, and then
use 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 asset
for 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 statutory
reports. An insurance company might use Generally Accepted Accounting Principles (GAAP) to value
investments and other items for one report and use National Association of Insurance Commissioners
guidelines for another book. State or provincial regulations can also impact reporting, so you may need to
implement 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 journals
between 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 for
segments other than the natural account. (The natural account maintains continuous balances.) The book
also determines the retained earnings account.
Fiscal Calendar - The fiscal calendar determines valid apply dates for each business transaction. The Epicor
application maintains periodic balances for segments based on the fiscal calendar.
Book Currency - The book currency can be used on financial reportsand in consolidations. All journal amounts
post in the currency defined on the book. Books can store journals in additional transaction currencies, but
will only post in the specified book currency.
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Error Handling for Journals - Use the Validations sheet to ensure all transactions are valid. For example,
a validation rule can alert you when the Apply Date for a transaction falls within a closed fiscal period. When
the posting process runs, the Epicor application blocks posting of invalid journals and continues to process
the remaining journals in the batch. All error transactions display in the Review Journal.
Rounding Tolerance Criteria - For each book, you can specify rounding tolerance criteria as well as an
account to which transactions will post currency differences.
GL Transaction Mapping - Set up GL transaction mapping from your source (Main) book to a secondary
book. You determine the COA map and transactional currency to use as well as determine which GL transaction
types 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. Update
posting rules for each book within GL Transaction Type Maintenance. For information on how to create
and 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
Menu Path
Navigate to this program through the Main Menu:
Menu Path: Financial Management > General Ledger > Setup > Book
Retained Earnings
Book Maintenance > Retained Earnings
The Retained Earnings sheet designates the standard account used for retained earnings for the book. The
application continually updates the retained earnings account balance with postings to the COA's revenue and
expense 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 the
reported retained earnings balance by the substitution of a segment in the retained earnings account for a
corresponding segment in the income statement. The substitution allows the splitting of retained earnings by
division, department, or other mandatory controlled account segment. Account masks designate the relationship
between 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-balancing
segment in Self-Balancing Segment Maintenance enables the automatic posting of balancing journals within
a segment. This ensures the book to which the journals post maintains a balanced set of records within the
segment.
For example, a book uses a COA with a mandatory second segment that defines two divisions: LA and MP. The
third segment is optional and defines cost centers. You use segment substitution to split the balance in the
standard retained earnings account 3070. At year-end close, the following balances exist in COA revenue and
expense accounts.
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4010-MP-100
240
4010-MP-200
500
4020-MP-100
100
4020-LA-100
300
3010-LA-100
-500
3010-MP-100
-1200
The application updates the retained earnings account when you transfer opening balances to the new fiscal
year.
4010-MP
3070-MP
740
4020-MP
3070-MP
100
3010-MP
3070-MP
-1200
Total to 3070-MP
-360
4020-LA
3070-LA
300
3010-LA
3070-LA
-500
Total to 3070-LA
-200
Validations
The Validations sheet defines error handling for journals posted to a specific book. By default, books ignore
most 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 all issues are handled within
a specific 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 the
default setting for most posting errors.
Autocorrect - The Epicor application uses a pre-defined process to correct the error. For example, for a journal
posted 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 application
handles each defined error.
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Error
Autocorrection
The Segment is defined as 'not used' but segment This removes the unused segment and occurs when Account
value is specified (depends on natural account). Segment Values blocks use of the segment with a particular
natural account.
The Closing Period is specified but does not exist. This finds the open period for the book and posts the journal
to that period.
The Apply Date is earlier than the Earliest Apply This changes the apply date of the journal to the first day of
Date.
the first open period.
The Fiscal Period is closed.
This changes the apply date of the journal to the first day of
the first open period.
The self balancing segment does not balance.
This runs the self-balancing process.
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 balancing
lines. To use automatic handling of rounding differences, configure the rounding tolerance criterion and specify
the 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 any currency conversion, it is due to a logic error or an improper
configuration. If currency is converted, the tolerance criterion is used to decide whether the conversion causes
the difference. The tolerance criterion records if a rounding difference results in an unbalanced transaction and
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 the
posting process fails.
The tolerance criterion defines a maximum amount that can be considered as a rounding difference. The posting
engine 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 book
to a secondary book.
On this sheet you can determine the COA map and transactional currency to use as well as determine which GL
transaction 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 automatically
without having to manually modify any 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 to
set 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.
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Book Detail
GL Transaction Type Maintenance > Book > Detail
Once the general ledger book is created, in GL Transaction Type Maintenance, use the Book > Detail sheet to
determine how transactions post to a book.
When you select a book on this sheet, you can define its rules. All rules defined for a single book are a rule set
which 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 posted
details to reduce how many records are stored in the database.
Designate whether mapped segments populate book accounts. Chart of Accounts Mapping defines maps
between specific chart of accounts (COA) segments. A map transfers journal details from one book to the
current book. Segment maps reduce the need to define the same posting rules in multiple maps. The application
also 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 needed
to modify the posting elements and rules. For example, the book might use a COA with a mandatory division
segment. Define a reusable function that obtains a posting code value used to look up and return the segment
value.
Define variables that supply values to the book's posting rules. The posting rules use variables to populate
fields in a business transaction. You can create variables that use any of the data types the posting process
allows. You can use a custom variable to store an intermediate value in order to calculate a field in a new or
modified posting rule.
Tip The document template for the GL transaction type can hold predefined and custom variables. The
posting process controlled by the transaction type uses the pre-defined variables. You cannot delete or
modify these variables.
Workshop - Create a General Ledger Book

In this workshop, create a general ledger book and assign a retained earnings account linked to the Saint Paul
division.
Navigate to Book Maintenance.
1. From the New menu, select New Book.
2. Enter the following information:
Fields
Data
Book (ID)
XXX-MM (where XXX are you initials and MM is your birth

month)
Book (Description)
XXX's Book (where XXX are your initials)
Type
Standard
Chart of Account
Master Chart of Accounts
Calendar
Main Fiscal Calendar
Book Currency
United States Dollar
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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 this
workshop, add a book with mapping from the Main book's source GL accounts. This revision will tell the posting
engine to post all AR invoices to the same GL accounts in both the Main book and the secondary book you added
in 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 set
up 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 them
over from the Main book) and then in GL Control Maintenance, enter accounts for the new book to all
relevant GL 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

1. In the Transaction Type field, search for and select AR Invoice as the accounting transaction type (ACT
type).
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 (where
XXX 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.
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4. Click Save.
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:905 Std is set to Blocked.
5. Click Save.
Enter an AR Invoice
7. Click Save.
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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 > 1
(where NNN is the Review Journal number and YYY is the AR Invoice reference).
The Transactions > Lines > Detail sheet displays.
8. In the tree view, navigate to and select NNN > XXXs Book > YYY AR Invoice > Transaction Lines > 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 transactions
to two books, each in their rightful currency. You can do this without modifying any posting rules or manually
adding revisions in GL Transaction Type Maintenance.
Add a Book
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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 Accounts
Mapping program and then select the map you define in this field.
4. In the Transactional Currency field, verify Use Document Currency displays.
5. Click Save.
Enable GL Transaction Configuration

1. In the GL Transaction Configuration 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.
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.
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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 books
do 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. This
posting 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 the
MultiGLJrn 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 the
steps below to change to transaction type to MultiGLJrn.
Set Up Journal Entries for Multiple Books

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.
5. Verify the Create new revision by copying existing revision option is selected.
6. In the Source Revision field, select Revision: 905 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.
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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's
Book (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 rules
in 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 course
or 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.
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.
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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.
The Post Group window displays.
3. To the message, Transaction is posted to GL, click OK.
4. Exit GL Journal Entry.
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.
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Chart of Accounts Mapping

Use Chart of Accounts Mapping to define maps used to transfer journals between different GL books (charts of
accounts).
Mapping accounts transforms one chart of accounts (COA) to another COA and eliminates the need to redefine
the posting rules to create journals in both books. You can handle most posting process modifications through
COA mapping. Typically, you create COA maps instead of modifying specific posting rules. COA maps can reflect
minor 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 to
both of these books. Once you make that decision, add the secondary book with mapping to each individual GL
transaction type by adding a revision in GL Transaction Type Maintenance. You also have the option in Book
Maintenance 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 modifications
are needed, it makes the most sense to link the secondary book to your source (Main) book in Book
Maintenance. Once you establish this link, you can enable as many GL transaction types as you want, all
at the same time. In GL Transaction Type Maintenance, revisions can only be added one transaction type
at a time.
Note For more information on Chart of Accounts Mapping, refer to the Posting Engine Technical Reference
Guide 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
Workshop - Use Mapping

In this workshop, use Chart of Accounts Mapping to define maps used to transfer journals between different
charts of accounts.
Your company has a financial book named Main Book that uses the Master Chart of Accounts used to track all
transactions. 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 following
transaction lines:
Transaction
Line
GL Account
GL Account Description
Type
1100-00-00
Accounts Receivable - MAIN - CORP
Debit
4910-00-00
Sales Discounts - Fabricated - MAIN - CORP
Debit
4010-00-00
Sales - Fabricated - MAIN - COPR
Credit
The Main Book uses the Master Chart of Accounts which has three controlled segments: Chart, Division, and
Department. 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 journals
between the Master COA and the Main COA.
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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).
Fields
Data
Source Chart of Account
Master Chart of Accounts
Target Chart of Account
Main COA
Map Type
GL Account Map
4. Click Save.
Add GL Account Mapping

1. From the New menu, select New GLAccount Mapping.
The COA Mapping > Account sheet displays.
Fields
Data
GL Account
1100-00-00 (Accounts Receivable - MAIN - CORP)
TargetGLAccount
2000-02-00 (AR - St.Paul - CORP)
3. Click Save.
4. Repeat steps 1-3 and use the data below to create two more account mappings:
Fields
Data A
Data B
GL Account
4910-00-00 (Sales Discounts - Fabricated - 4010-00-00 (Sales- Fabricated - MAIN

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

- Corp)
5. Click Save.
6. Exit Chart of Accounts Mapping.
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Add a Book
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).
4. Click Save.
Enable GL Transaction Configuration

1. In the GL Transaction Configuration 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.
Review the Active Revision

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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.
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
7. Click Save.
Review the Results

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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 on
how to review the System Monitor, refer to the Application Help). The AR invoice post may take longer to
process this time because of the revised posting rules. Once the group posts, navigate back to the Review
Journal 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, dynamic
segments to a business entity, which is a table that records data placed against customer, supplier, part, and
other entities.
Dynamic segments set segment values based on values from posted transactions or user input. If your chart of
accounts (COA) uses dynamic segments, you can directly assign dynamic segments to GL controls or modify
specific posting rules to post to the dynamic segments.
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 the
segment value based on the entity ID. If you select the Use Business Entity check box in Chart of Account
Structure Maintenance, you can associate the entity with a segment. The dynamic segment values are set
based on the selected business entity.
Workshop - Add a Dynamic Segment

In this workshop, add a dynamic segment to the Main chart of accounts. Link the dynamic segments 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 Main COA.
2. From the New menu, select New COA Segment.
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Field
Data
Name
Customer
Abbreviation
Cust
Maximum Length
10
Minimum Length
Dynamic
Select this check box.
Use Business Entity
Select this check box.
Business Entity
Customer ID
Message: Do you want the segment values created when this Response to Message: Yes
dynamic segment is saved?
Segment Value Field
CustID
Description Field Name
CustID
4. Click Save.
5. Click OK if a message displays saying some entity codes did not generate segment values.
6. 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.
Import a Revision Template

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 a
template suitable for the custom chart of accounts.
The Import from XML window displays.
3. Click the Input File Name field and navigate to your Epicor905 > Server > 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 revisions
being pulled into the Epicor application. Leave this check box clear to allow updates to the revision
before activation. In this example, the CustID field must be added to the revision after the import
because 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: 905 Ext - Draft displays.
Create Revision and Add CustID to Input Document

Add a CustID field to the standard business transaction document. Since the Customer table is in place, add the
CustID field to the SoldTo Customer to avoid using a BAQ.
1. From the tree view, verify the AR Invoice GL transaction type is selected.
3. Verify Create new revision by copying existing revision is selected.
4. In the SourceRevision field, select 905 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 > Posting
Codes > Detail sheet displays.
11. In the Name field, enter Customer ID.
12. In the Description field, enter any 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 Customer
segment in the posting rules.
1. From the tree view, navigate to Revision: Dynamic - Draft > Rules > Book:Main Book > Posting Rules.
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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 AND
Currency = 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.
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 VBD Field > AR Invoice > Posting Codes >
SoldTo Customer > Customer ID.
The customer segment now populates for the sales account. In the Summary pane, the operation displays
as 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).
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7. Click Save.
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 the
customer 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 more
detailed and specific representation.
Allocation settings are stored under Allocation Codes. One allocation code contains a set of selection criteria for
source data (either accounts or transactions) and allocation ratios, as well as other parameters that enable
allocation chaining. Unlike the standard GL Allocation functionality, you do not have to manually enter advanced
allocations through manual GL journal entries. The Generate Allocations process automates posting of allocations.
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Allocation Code Maintenance

Use Allocation Code Maintenance to enter allocation codes and define a group of settings for each code.
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
General Parameters
Each allocation code is defined for a specific GL book. That book must be selected prior to all 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 the
account 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 total
amount will be divided) and the ratios that define the proportion to divide.
Define target accounts as fixed account codes by entering all segment values. Alternatively, you can inherit some
segment values from the source account.
Define allocation ratios either as fixed values or as formulas. In order to support entry of formulas, a mechanism
for parsing and validating formulas exists. Each formula you enter must consist of basic arithmetic operators and
use the following operands:
1.
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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 Allocation
Code Maintenance. The values you define become the operands. Every parameter of a complex type has its own
individual settings.
Define a single collection of named parameters for each allocation code and use these parameters in any formula
for any of the ratios.
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 source
data criteria.
In this scenario, enter the default purchase expense account as the source data criteria for the allocation. Enter
three target accounts that use the same default expense account but 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 default
purchase 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.
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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.
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

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.
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6. Click Save.
8. In the Description field, enter XXX-1 (where XXX are your initials).
9. Click Save.
Post to the Source Account

3. In the Debit field, enter 10,000.00.
4. Click the Auto Balance button.
A message window asks, Are you sure?
7. Click Yes.
8. To the message Transaction is posted to GL, click OK.
Workshop - Enter a Transactional Allocation Code (Formula)

Add an allocation code that is transaction based and has a formula ratio setup option. The formula parameters
use 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 account
must 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).
4. In the Allocation Type field, verify the default value is Transactional.
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6. In the Ratio Setup Option field, select Formula and click Save.
Enter Source Data Criteria

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:
Name
Type
Description
Maintenance40
Non-Financial Data
Maintenance for Department 40
Maintenance50
Non-Financial Data
Maintenance for Department 50
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. In
your live environment, you must first create lookup tables prior to configuring any 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.
5. Click the Get Source Records button.
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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 following
as a data entry guide:
Formula Parameter
Lookup Table
Use Target Field
Code
Maintenance40
DeptSQFt
SQFT
MACH
Maintenance50
DeptSQFt
SQFT
SERVC
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.
14. To the message, click OK.
15. Repeat steps 1-14 to add target accounts with formulas for the other two general ledger departments to
which 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 adjust
the formula per the data in the table below.
Target Account
Formula Criteria
8000-00-40
Maintenance40 / (Maintenance30 + Maintenance40 + Maintenance50)
8000-00-50
Maintenance50 / (Maintenance30 + Maintenance40 + Maintenance50)
16. Exit Allocation Code Maintenance.
Create a New Group and Journal

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

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7. Click Yes.
Allocation Batch Entry

Use Allocation Batch Entry to define batches of allocations to generate simultaneously. Also, schedule allocations
within this program.
Each batch defined in Allocation Batch Entry must have a unique code and be kept as a persistent entity. Once
you manually add allocation codes to a batch, the codes are kept as a list on the batch entry. A single batch can
only 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 Generate
Schedule 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 - Enter and Schedule an Allocation Batch

Prepare to generate allocations by entering and scheduling an allocation batch for the allocation codes you
created in Workshop - Enter a Transactional Allocation Code (Fixed Value) and Workshop - Enter a Transactional
Allocation Code (Formula).
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 XXX (where XXX are your initials).
3. In the Description field, enter XXX's Batch (where XXX are your initials).
4. In the Book field, select Main Book.
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6. Click Save.
Add Allocation Batch Codes

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.
5. In the Allocation Code field, select XXX's Formula Allocation (where XXX are your initials).
6. 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.
5. Navigate to the Allocation Schedule sheet.
Note The current fiscal period is the only period with a status of Scheduled. To schedule additional
periods, in the row of the period you want to update, select the Scheduled check box.
6. Click Save.
7. Remain in Allocation Batch Entry.
Tiered Allocations
The Epicor application supports tiered allocations. Tiered allocations allow you to apply the results of one allocation
to the results of another.
Tiered allocations are set up in Allocation Code Maintenance. Like any allocation code, each code included in
a 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, this
parameter determines the order in which they should generate. The allocations of each subsequent tier are
applied 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 GL
transaction. Every GL transaction created through standard posting has an empty allocation stamp.
Correspondingly, every 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 this
allocation.
Allocation Stamp - This is the allocation mark to which this allocation should be applied. The following
options are available:
Select the Include All check box to apply this allocation to all transactions previously stamped by a
different allocation.
In the Allocation Stamp field, select an allocation stamp (previously entered as a Target Allocation
Stamp on a different allocation code) to indicate that the current allocation should only apply to
transactions previously marked with the selected allocation stamp.
Select the Exclude check box to indicate the current allocation should exclude any transaction previously
stamped by a different allocation.
Do not select any 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. This
mechanism 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 six
allocation 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 B
each select GL transactions with empty Allocation Stamp fields (for instance, transactions that have never
been allocated) and create new allocation transactions. The application assigns an allocation stamp of 01
to 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 allocations
are applied to all transactional results of allocations A and B (generated during the previous step) because
allocations C and D are targeted at transactions with an allocation stamp of 01. All newly created GL
transactions created by allocation C are assigned an allocation stamp of 021, and those created by allocation
D are assigned an allocation stamp of 022.
3.
Lastly, the application generates allocations E and F. These allocations are marked as Tier 3. Following the
same logic, allocation E is applied to the results of allocation C (stamp 021) and allocation F is applied to
the 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 the
balance of the source account should be allocated as this is a partial allocation. Next, set up a second tier allocation
to 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 Transactional.
6. In the Ratio Setup Option field, select Fixed Value.
7. In the Percentage to Allocate field, enter 66.00.
8. In the Target Allocation Stamp field, enter XXX-01 (where XXX are your initials).
9. In the Source Allocation Stamp field, enter XXX-011.
10. Click Save.
11. Repeat steps 1-10 and use the data below to create another new allocation.
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Field
Data
Allocation Code
XXX-T2
Description
XXX Tier 2
Allocation Type
Transactional
Book
Main Book
Ratio Setup Option
Fixed Value
Percentage to Allocate
100.00
Tier
Target Allocation Stamp
XXX-02
Source Allocation Stamp
XXX-021
Allocation Stamp
XXX-01
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.

6. Click Save.
9. Click Save.
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16. Click Yes.
Workshop - Batch Tiered Allocations

Prepare to generate allocations by entering and scheduling an allocation batch for your tiered allocations. By
batching these allocations, you are able to simultaneously generate both allocation codes.
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 XXX-TIER (where XXX are your initials).
3. In the Description field, enter XXX-Tiered Allocations Batch (where XXX are your initials).
4. In the Book field, select Main Book.
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.
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.
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 additional
periods, in the row of the period you want to update, select the Scheduled check box.
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 define
an Apply Date.
2.
Select a batch of allocation codes (entered in Allocation Batch Entry) for the selected GL book.
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 displays
in 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
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Workshop - Write Allocations to the General Ledger

Use the Generate Allocations process to write allocations to the general ledger. View the transactions posted as
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 any allocation batch other than XXX's Batch (where XXX are your initials).
5. Click Submit.
6. Exit Generate Allocations.
Allocation History Tracker

The Allocation History Tracker stores all allocation transaction information and provides references to the
source data. The history also keeps track of all allocation 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, all of the general ledger (GL) transactions
created 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 prior
allocations 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 - Write
Allocations to the General Ledger.
Track Allocations
Navigate to the Allocation History Tracker.
Menu Path: Financial Management > General Ledger > General Operations > Allocation History Tracker
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.
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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 Allocation
Runs grid.
Review Allocation GL Transactions

1. Navigate to the GL Transactions > Allocation Detail sheet.
2. Click Retrieve.
The Allocation Details grid displays all transactions resulting from your allocation run.
3. Review the allocation transaction details and locate the specific details from the journal entries posted in
prior workshops and their resulting allocations.
HINT: Look specifically for Source Adjustment postings ($10,000 credit to account 6000-00-00 and the
$1,000 credit to account 8000-00-00).
4. Exit the Allocation History Tracker.
Workshop - Reverse an Allocation Run

Reverse the allocations posted in the Workshop - Write Allocations to the General Ledger.
Verify you are still in the Allocation History Tracker with the details from the prior workshop displaying.
1. From the Actions menu, select Reverse Allocation Run.
The Reverse GL Allocations window displays.
2. In the Reverse Date field, select today's date.
3. Click Submit.
4. Close the Reverse GL Allocations window.
5. Click Refresh.
6. Navigate to the Allocation Run sheet.
7. Click Retrieve.
The Reversed check box is now selected on the Batch Code lines.
8. Navigate to the GL Transactions > Allocations Detail sheet.
A Reversed indicator displays.
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Simulate Allocations
In Generate Allocations, there is a specific mode of posting allocations called Simulation Allocations. This
simulation mode enables you to calculate and save allocation transactions without actually affecting the general
ledger (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 in any way the process of
calculating allocations or generating transactions.
Note A journal number is still assigned to a simulated transaction; however, the number of the simulation
mode 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 the
following diagram:
Workshop - Generate and Track Simulation Allocations

Use Generate Allocations to simulate an allocation run for an allocation code. Simulation allocations do not
write to the general ledger; they post to and are stored in a separate set of tables.
Generate Simulation Allocations

Navigate to Generate Allocations.
Menu Path: Financial Management > General Ledger > General Operations > Generate Allocations
2. In the Apply Date field, select today's date.
3. Select the Simulation check box.
4. Navigate to the Allocation Batches sheet.
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5. Delete any allocation batch except the tiered batch you created, XXX-Tiered Allocations Batch, (where
XXX are your initials).
6. Click Submit.
7. Exit Generate Allocations.
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 all 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 all transactions resulting from your simulation allocation generation.
3. Review the simulation allocation transaction details and locate the specific details from the journal entries
you posted in the Workshop - Enter Tiered Allocations.
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 as
well as describes the general ledger role within a multi-company environment. Topics include general ledger
accounts, 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-Site
Technical 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 processes
necessary for working in a multi-company environment.
Important Review the Environment Setup section in this course for detailed information on the setup
steps necessary to complete this course.
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For extended details on the following, refer to the Multi-Site Technical Reference Guide available in the Application
Help.
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 SonicMQ
DomainManager and the SonicMQ Broker or the SonicMQ Container. However, if your environment will
use a single database, the Sonic MQ application is optional. You can instead link your companies through a
Direct data transfer method.
Configure at least one external system record(s) that uses either the Direct or Sonic data transfer method
(Again, depending on your environment).
Configure at least one external company record(s).
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 Startup Schedule.
Schedule either the Multi-Company Server Process or the Multi-Company Direct Server Process.
Start either the Multi-Company Server Process or the Multi-Company Direct 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 connect
companies through either the Direct method or the optional Sonic method. However, if you companies exist
on multiple databases, you must create an external system that uses the Sonic method.
The Direct method moves data directly from the outbound table in the sending company to the inbound table
in the receiving company. The Sonic method integrates with the Sonic application; this third party integration
application connects to the current database and manages transactions and communications between all external
companies on separate databases linked to your current company.
For a description of all available fields available in this program, refer to the Application Help.
Tip A multi-company external system has already been configured in the demonstration database for the
transfer method, SONIC. To see an example setup, navigate to External System Maintenance and review
the External System, MULTI.
Menu Path
System Management > External System Integration > Setup > External System Maintenance
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External Company Maintenance

In order for companies to share data between other companies, you must create external company records. These
records define how each existing company interacts with other companies linked through the Multi-Site
functionality. Launch External Company Maintenance to establish these relationships with external companies.
You use External Company Maintenance to indicate which records are passed between an external company
and 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-Site functionality can send data back and forth between
these companies.
Example You are creating a new company, EPIC06. You need this new company to communicate with
an existing company, EPIC02, that resides in a separate database. To do this, you first create an external
system that uses the Sonic data transfer method. You then create an external company record for EPIC02
within the EPIC06 company. Then, navigate to EPIC02 in the separate database and create another external
system that uses the Sonic method. Now create an external company record for EPIC06. After you activate
the Multi-Company Server Process, the Sonic application can begin passing data between both companies,
updating records in their separate databases.
For more information on the Sonic application, refer to the Multi-Site Technical Reference Guide. For a description
of all available sheets and fields in this program, refer to the Application Help.
The following External Company Maintenance sheets are important when setting up a multi-company environment:
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, in
regards 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 Consolidated
Purchasing 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 sheet
determine the accounts and journal codes used to post transactions to which the record applies. The GL
Control Type tied to the External Company business entity is named External Company. Learn more about
GL 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 the
external system Multi-Company Direct, and review an existing External Company ID (for example, in
Epicor USA, review the External Company ID: EPIC02).
Menu Path
System Management > External System Integration > Setup > External Company Maintenance
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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 essentially
a 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 Business
Entity 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 segment
values. 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 items
directly below business entities in the hierarchy are GL control types. Each GL control type is linked to a specific
business entity, and so the business entity defines what areas of the database the GL control type updates through
its 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 specific
accounts which update for each transaction.
GL Controls
GL controls define all the account strings and journal codes used during the posting process to record a specific
transaction.
Each GL control contains the accounts and journal codes available to a specific record. As part of the posting
process, these accounts generate as needed based on the business transaction which occurred. You attach the
GL control to a specific record, such as a customer record, and the general ledger accounts and journals defined
on 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 journal
contexts 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 a
static 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 which
links to the AR Intercompany, AP Intercompany, and GL Intercompany account contexts. You also need to indicate
that 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 modify
GL controls within GL Control Maintenance.
Multi-Company Server Process

Use the Multi-Company Server Process to update records across companies on separate databases. These
databases can then exchange data through the Sonic 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 uses
Sonic to write multi-company records to the outbound table in the sending company and then this data next
updates the inbound table on the receiving company.
To establish a regular transfer of data, select the Recurring check box, and attach it to the Startup Task Schedule
option. The next time you restart the application server, the process transfers multi-company records as needed
between the companies.
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Menu Path
System Management > Utilities > Multi-Company Server Process
MultiCompany.log file
All multi-company transfers are recorded in a MultiCompany.log file. This log file is an excellent tool for confirming
the multi-company process is performing as expected.
All multi-company transfers are written to the MultiCompany.log file. It is a text file you can view using any text
editor. Following is an excerpt from several transfers written to the log. The log file is a commutative file which
populates with the date and time of the transfer(s).
3:21:28 (Myserver:9416) Multi-Company Process - Starting Sonic Session (TCP://localhost:2506)
13:21:30 (Myserver:9416) Multi-Company Process - 41 Outbound Records Processed (EPIC06/EPIC01)
07/30/09 13:21:41 (Myserver:9416) Multi-Company Process - Completed
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-Company
Direct Server Process. To review the log, contact your system administrator 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-company
GL accounts. To define these accounts, in General Ledger Account Maintenance, select the Multi-Company
check 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 contain
as global records.
General ledger accounts contain one natural account segment and other controlled segments. You cannot include
dynamic 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 COA
against the accounts defined in this program.
Available values in fields used for general ledger accounts entry. For example, the Epicor application limits
entries in the GL Account field to Master COA accounts in AP Adjustment Entry. As a result, the Master
COA must define all 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's
structure 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 journal
that uses the account is posted to the COA after the end of the year.
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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-company
accounts 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
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 a
multi-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 Plant.
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 (eraser) 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 the
initialize Action menu items (Initialize/Send Multi-Company G/L Accounts and Initialize Multi-Company
Global Part/Customer/Supplier/Currency/Rate Group/Exchange Rates) to transfer global records that
already exist in the current company to the new external company. These records are necessary for multi-company
functionality.
Once an external company record is setup and the initialize actions have run once, the transfer of new or modified
records happens automatically as those records are saved.
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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.
Tip This functionality is similar to AP allocations. Use this multi-company functionality in AP Invoice Entry
on the GL Analysis sheet. When configured, AP allocations automatically distribute expense amounts
across 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 control
type in order to define the required inter-company journal context. These journal entries are then posted to the
general 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. The
group entry mode used within the target company defines the COA, fiscal calendar, and currency values used
to 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, the
transferred journals display in Multi-Book Mode, and use the values defined in the configuration of the target
company.
These transactions are automatically sent out to the subsidiary (child) companies, where they are then incorporated
directly 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 it
to 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

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 Education

After 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 External
Company Maintenance. 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 few minutes, 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.
GL Consolidation
Consolidation involves the transfer of subsidiary account balances to a consolidated chart of account (COA) used
in financial reports. Transfers require the configuration, generation, validation, adjustment, and posting of
consolidation journals. Typically, journals transfer balances from a source book owned by a subsidiary to a
consolidated book owned by its parent.
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Consolidations occur in either continuous or periodic mode. Continuous consolidations occur between two
standard-type books. In periodic mode, the source book and the target book relate through an intermediate
book, which is a consolidation-type book. An intermediate book allows validation of consolidation journals and
tracking of consolidation entries.
Consolidations can occur between books in the same database or in different Epicor databases. A remote parent
maintains the consolidated book in a different database from the subsidiaries' books. In this case, consolidation
involves the generation of an output file containing source journals. Import Consolidation From Subsidiary enables
the 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 balances
when consolidated books use different currencies.
Use Consolidation Type Maintenance to determine the method used to calculate account balances during
consolidations 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 display
on consolidated financial statements.
Use Consolidation Definition Maintenance to defines settings that control consolidations, including currency
conversion defaults, consolidation mode, and account mappings between consolidation books. Definitions
determine 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 can
now move from the intermediate book into the target book within the target company.
The following diagram illustrates the consolidation process flow:
72
The consolidation sequence:

1.
The general ledger (GL) transactions post to the source book. These transactions use the posting process
defined for the source book.
2.
The consolidation process begins transforming these GL transactions into the format needed for the
intermediate (consolidation) book. If the intermediate book uses a different currency, the process first
converts the amounts using the exchange rate calculated by the selected consolidated rate type and the
consolidated 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.
73
5.
Now using the Sonic functionality, the GL transactions move from the intermediate book in 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 data
between the source and target books (typically at the end of a fiscal period), launch Consolidate to Parent Entry
and post the results. This program specifies the consolidation period and the consolidation definition used to run
the process. The consolidation process creates journals for source chart of accounts (COA) segments that maintain
balances. 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 the
consolidation data. Use Import Consolidation From Subsidiary to import journals from a source book that
exists in a different Epicor database.
Menu Path: Financial Management > Multi-Site > General Operations > Import Consolidation From Subsidiary
Important This program is not available in the Epicor Web Access interface. You can launch this program

When you reach the end of the fiscal year, you need to run the Consolidated Year End Process. This process posts
consolidation balances for a fiscal year and creates opening consolidation balances for the next fiscal year. To
ensure that source and target books contain the same opening balances, run the Consolidated Year End
Process 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 Plant.
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:
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Field
Data
Company
Epicor Distribution
Field
Data
Book
Target Book
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:
Field
Data
Intermediate Journal
General Journal
Target Journal
Consolidation Journal
11. In the Consolidation Type Options pane, select the following:

Field
Data
Balance Sheet
Balance Consolidation
Income Statement
Income 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 performed
only once in each instance of a restored (refreshed) database. If a user has already completed this workshop
in 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.
75
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 the
Fiscal Period field to the current calendar year and month (for example, November 2010 would be 2010
and 11).
To any warning messages you receive while you update these field, click Yes.
5. Click Save.
76
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 the
task 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.
77
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 year
and 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
Conclusion
Congratulations! You have completed the course.
Please take a moment to let Epicor University know how to serve you better by completing an evaluation at htt
p://www.keysurvey.com/survey/379199/e92f/. Your feedback provides the guidelines for the future direction of
Epicor University offerings.
79
Index
Index
B
gl transaction type maintenance 11
book maintenance 23
multi-company consolidation process flow 72

multi-company journals 68
multi-company server process 65
gl controls 65
80
Additional information is available at the Education and

Documentation areas of the EPICweb Customer Portal. To access
this site, you need a Site ID and an EPICweb account. To create an
account, go to http://support.epicor.com.

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Epicor ERP

Advanced General Ledger

Advanced General Ledger Course

Epicor ERP | 9.05.701

Advanced General Ledger Course

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

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Allocation Batch Entry.............................................................................................................................51

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Enter a Journal Header.............................................................................................................70

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Before You Begin

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Before You Begin

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Before You Begin

From the Main menu, select the Main Plant.

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Daily Advanced General Ledger Processing

Daily Advanced General Ledger Processing

Advanced General Ledger Topics

GL Transaction Type Maintenance

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from an Epicor Smart Client (Windows ) interface.

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Workshop - Add a Revision

from an Epicor Smart Client (Windows ) interface.

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Daily Advanced General Ledger Processing

Workshop - Review Transactions in the Review Journal

Activate Manual Posting

Daily Advanced General Ledger Processing

Advanced General Ledger Course

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

Use the Review Journal

Incoming Document Templates

Epicor ERP | 9.05.701

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