Automatic Balancing - Journal Entries

If upon upload of our entries into Lawson, an entry doesn't balance Lawson will make entry by "plugging" an amount and running it through an Error Suspense Account. We have assigned that account for someone's review every month but we want to eliminate that step. We have determined that an entry may not balance because of rounding but we want to eliminate the major issues.

Where is the setting to eliminate the ability to upload an entry that isn't balanced or at the very least restrict the "plug" to something minimal (<$1).

Thank you in advance.

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Infor Lawson Financials Group - Discussion

Comments

unknown

The GL190 will plug unbalanced entries, but generally the GL system is built to prevent unbalanced entries from getting in. If you are using GL40, I don't think the system will let you release unbalanced entries. And if you are using GL65/GL165, I don't think it will create the JE if there are errors. Maybe there is some setting somewhere that I don't know about, but I'm wondering if you have something custom that is doing that? How are you uploading your entries?

unknown

We are uploading the entries through the excel upload wizard and using GL65/GL165 to release the entries. I don't know if we have something custom as I am new. I asked around and everyone pointed me to this webpage/group to search out a solution.

unknown

Actually I stand corrected: the GL165 will let you create unbalanced journal entries. GL40 won't let you do that, but unfortunately GL165 doesn't have that feature (among others) that GL40 has. I don't think there is a systemic way to restrict or limit these, or create some sort of threshold. You could run GL165 in 'report only' mode to see if there are any errors, then only run it in update mode once there are no errors. Or, the JERPT output in your print manager will tell you if the JE is unbalanced, at which point you could take action. But I think it will require some sort of manual review somewhere along the way, unless you put controls on the data coming into Lawson and require/force the entries to be balanced before it even gets to Lawson.

unknown

The GL165 will allow unbalanced entries to post, but not if errors exist unless you run with the "partial" option. The out of balance will drive to the error suspense account you have setup in your GL config. These entries are usually assigned the same JE number with a sub number after. You can pull this entry up and correct the values to the right account/sub acct/acct unit and the offset will remove them out of error suspense. However I'm surprised that the AddIns is not tagging the respective lines with the Lawson error that it is throwing. Your addin template will tell you what table that you are driving into from Excel.

unknown

This is the issue we faced when we designed for our original implementation due to concerns from our ICE team. We created a custom job YF104 for importing GLTRANS and Data Validation. We require all files being sent to GL to include a header and trailer record with the number of records and dollar amount debits and credits. The YF104 job has a parameter for Allow Unbalanced GL and the default is "N". This job is run when the file is swept from the staging table into Lawson. We also created a custom screen YF01.1 for Interface Control & Audits that keeps track of all the information for interfaces for each file sent as to number of records sent and received and same with the dollars. If they do not match, it is a failed validation that requires the file to be deleted and resent.

In the rare instance that you need to enter a one-sided entry, to clear something, you can via MS Add-ins upload to GL65. We have done this but it is usually a BR entry not GL.

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