De-mystifying The GL Map

David Yerg, Sr. Application Support Specialist

MOMENTUM 2010 MIAMI

Road Map Toward Understanding Your GL Map

No real mysteries Starting from the end “result” first What is a GL map? What should be mapped within the G/L? What do we map to the GL? What are the components of your GL map? What are GL overrides? GL map results Tips

MOMENTUM 2010 MIAMI

No Mysteries

All values within your General Ledger originated from:

A transaction that was mapped using the General Ledger Map

A manual journal entry

A budget or data import

MOMENTUM 2010 MIAMI

Starting From The End “Result” First

The final results from GL mapping create journal entries

The journal entry details will then translate into General Ledger detail reports or financial statements

MOMENTUM 2010 MIAMI

What Is a GL Map?

A unique set of rules that translates each ADERANT Expert transaction (subledger detail) into organized journal entries for the General Ledger

A journal entry consists of the following components:• Debit/credit values• Account Code• Employee• Office• Department• Profit Center• Project (optional module)

MOMENTUM 2010 MIAMI

What Should Be Mapped within the GL?

Any ADERANT Expert (subledger) Application

When you implement a new feature or application, “ALWAYS” consider the GL mapping

(Employee Expenses, Credit Notes, Taxes, Interest, etc.)

MOMENTUM 2010 MIAMI

What Do We Map to the GL?

Financial transactions that were created within one of the ADERANT Expert applications. These are sometimes known as the “subledger” transactions.

• Time and Time Edits (TAN, TAM)• Disbursements and Disbursement Edits (CDN, CDM)• Accounts Payable (AP, APX, CH, CHX)• Bills (BL, BLX)• Credit Notes (CN, CNX)• Credit Adjustments (CBA, CBT)• Employee Expenses (EE, EEX)• “Z” transactions for Omnicurrency Gain/Loss

MOMENTUM 2010 MIAMI

What Are the Components of Your GL Map?

Accounts – Chart of Accounts

G/L Types (Account Types)• The link between your chart of accounts and the GL Map• Include an account, where to get the default: office, department,

profit center, and employee• Defined by “Book” or formerly known as “Ledger”

GL Map (Interface) Maintenance• Includes a transactional type, data type, primary table reference,

listing of override tables, valid gets

The actual GL Map

MOMENTUM 2010 MIAMI

Chart of Accounts

MOMENTUM 2010 MIAMI

GL Type Code Screen

MOMENTUM 2010 MIAMI

GL Map Maintenance

MOMENTUM 2010 MIAMI

GL Map

MOMENTUM 2010 MIAMI

Exceptions To The Rule (Overrides)

You are able to direct certain transactional values to alternate GL accounts, offices, departments, profit centers. They are available in multiple areas. These are known as GL Overrides:

Clients and Matters Timekeepers AP Type Codes Disbursement Code / Cost Code Tax Codes Banks

MOMENTUM 2010 MIAMI

Bank - Example

MOMENTUM 2010 MIAMI

Bank - Example

MOMENTUM 2010 MIAMI

Map Results

Informational reports and inquiries

• GLED12 - GL Accounts and Overrides• GLED13 - GL Map• GLED01 - Trial Balance• GLED06 - Account Detail• GLED08 - Subledger to G/L Balance• Financial Statement Formatter• FRx• General Ledger Inquiries • General Ledger Drilldown (Browser app)

MOMENTUM 2010 MIAMI

Final Tips

Always think about the General Ledger and mapping when implementing new features

(Multi-Book, Credit Notes, Progress Billing, Employee Expenses, Omnicurrency, Taxes, Dual Book, Interest, etc.)

When do we record Income?• Cash Basis - Only when cash is received• Accrual Basis - Record as soon as there is a potential to receive

cash

When do we record Expenses?• Cash Basis - When cash is spent• Accrual Basis – When there is a liability to pay

MOMENTUM 2010 MIAMI

Final Tips, cont.

Create a test environment and fully test all map changes. Never change any mapping and implement LIVE until it is tested fully

Confused on what the current map is doing? • Look at the GL Map via the GL inquires, the GLED13, or the standard

GL Map application• Do a test transaction within the test database

Uncertainty about map changes? • Contact ADERANT Expert Support and we can either assist or refer

you to a Consultant who can

MOMENTUM 2010 MIAMI

Closing

Questions?

MOMENTUM 2010 MIAMI

David Yergdavid.yerg@aderant.com

Please complete a session evaluation form. Your input is very important to us.

Thank You!