Add G/L Journal Entries

Use this service to import G/L Journal Entries information.

WSDL: AddGLTrans.jws

Method: AddGLTrans

Enhanced Authentication

Underlying File Maintenance

Prior to importing G/L Journal Entries information, the following file maintenance areas must be completed:

  • System Administration > Installation > General Ledger

  • System Administration > Installation > General Ledger > G/L Master File Maintenance

  • System Administration > Installation > Job Cost > Jobs

  • System Administration > Installation > Job Cost > Job Phases

  • System Administration > Installation > Job Cost > Cost Type File Maintenance

  • System Administration > Installation > Equipment Control > Equipment

  • System Administration > Installation > Equipment Control > Cost Category File Maintenance

  • System Administration > Installation > Work Order > Site File Maintenance

  • System Administration > Installation > Work Order > Work Order Entry

  • System Administration > Installation > Service Contracts > Service Contract File Maintenance

  • System Administration > Installation > Enterprise Management > Cost Center Maintenance

Assumptions and Dependencies

  • The GL JE transactions sent will be grouped as a batch, create one journal entry, and must be in balance.

  • The GL Journal Web service is company-specific, therefore each group (or batch) sent must be for the same company code.

  • The import file has a record limitation of 900 records per batch. If the journal entry contains a significant amount of inter-company cost center transactions, then you should create manageable journal entries so that the General Ledger Journal Entry Update can process them correctly.

  • The first record of the import will define the following fields for the Journal Entry header information:

    • Journal Entry Transaction date

    • Journal Entry Description

    • Journal Entry Remark

  • If the General Ledger Code is set to Direct Cost = N (Non-direct):

    • Any data defined in the Job Cost, Equipment, or Work Order fields will be ignored and not populated.

  • If the General Ledger Code is set to Direct Cost = Y (Job Cost):

    • The Job_number, Phase_code, and Cost_type are mandatory and validated.

    • In Spectrum Companies not using Cost Centers, when the Job Cost Installation's "Validate job division with G/L department?' is:

      • cleared then the G/L code must be a direct cost code and valid for the cost type.

      • Checked but the 'Auto default G/L department?' is not checked then the G/L code is validated to the Job's Division code and an error is received: "The Job Division does not match the G/L department' when they do not match.

      • Checked AND the 'Auto default G/L department?' is checked then the G/L code will be auto-switched to match the Job's Division and G/L Department codes.

  • If the General Ledger Code is set to Direct Cost = E (Equipment):

    • The Equipment_Code and Equipment_Cost_Category are both mandatory and validated.

    • The Equipment_Work_Order is required optional or not allowed (none) based on the defined Equipment Cost Category data entry rule.

    • The Equipment Cost Category Code contains General Ledger Overrides.

      • If field is blank then will default from the Cost Category Code.

      • If defined it will validate to the GL Overrides and the Cost Category Code.

  • If the General Ledger Code is set to Direct Cost = W (Work Order):

    • The WO_Number is required.

    • The WO_Equipment is required and validated when the Work Order Installation Require equipment code for work order transactions? checkbox is selected.

    • The WO_Component is required and validated when the Work Order Installation Require component code for work order transactions? checkbox is selected AND the WO Equipment assigned has Components.

    • The WO_Contract is not required, but if it is populated it will be validated.

    • The WO_Sellprice is not required, but defaults the GL debit or credit amount.

  • This Web Service will work the defined Workflow process in Spectrum.

  • Cost center information will only be allowed in if the Company is set to a Yes status.

    • The first record must contain the Cost Center for the Header.

    • The detail lines will follow standard Cost Center logic.

  • For a Cost Center company, the following logic is used:

    • The Cost_Center field name is mandatory and validated for a non-direct GL_Account field name.

    • The Cost_Center field name is not required for a direct cost GL_Account because it will use standard Spectrum logic based on the direct cost type defined below:

      • For direct Job cost GL_Account fields it will attempt to use the Phase cost center; if it is blank then it will use the Job cost center.

      • For a direct Equipment cost GL_Account it will attempt to use the Equipment cost category's cost center; if it is blank then it will use the Equipment cost center.

      • For a direct Work Order cost GL_Account it will attempt to use the Work Order's cost center.

      • Once the Expense_Cost_Center is determined for direct cost records, it is then validated against the Distribution G/L code's cost centers.

  • This Web Service will work with the defined Workflow process in Spectrum.

  • The transaction data being submitted using this web service are stored within the General Ledger Journal Entry screen; the data must manually be updated within Spectrum.

Field Descriptions

Use the table below for reference when using this service. The Authorization_ID and GUID elements are not shown on the Spectrum Excel Office Add-in templates for data entry points.

Excel

 Element Name Description Req Type Max Format Validation
Authorization_ID Authorization ID to access the server YES Text 20 Data Exchange Installation Screen
GUID Unique reference number created by programming Text 36 ** See GUID definition

B

 Company_Code Company Code YES Text 3 Valid Company in Spectrum

C

 Transaction_Date Transaction Date YES Date 10 Enter as: MM/DD/CCYY (for example, 01/05/2010). First record is used for the header and all records will match. Must be within current G/L Processing Date.

D

 Journal_Desc Journal Entry Description YES Text 30 First record is used for the header and all records will match.

E

 Journal_Remarks Journal remarks YES Text 100 First record is used for the header and all records will match.

F

 GL_Account General Ledger Code Text 12 ** See Assumptions and Dependencies. No dashes. G/L Master File

G

 Line_Reference Line Item Reference Text 15

H

 Job_Number Job Number Text 10 Job Master File

I

 Phase_Code Phase Code Text 20 No dashes. Phase Master File

J

 Cost_Type Cost Type Text 3 Phase Master File

K

 Equipment_Code Equipment Code Text 10 Equipment Master File

L

 Equipment_Cost_Category Equipment Cost Category Text 4 ** See Assumptions and Dependencies. Equipment Cost Categories

M

 Equipment_Work_Order Equipment Work Order Text 10 Equipment Work Order is required, optional or none based on Equipment Cost Category data entry rule. Equipment Item must exist on the Equipment Work Order for required or optional settings.

N

 GL_Debit_Amount Debit Amount Numeric 14 Positive values only.

O

 GL_Credit_Amount Credit Amount Numeric 14 Positive values only.

P

 WO_Number Work Order # Text 10 Valid Work Order with a not complete status (for example, not a status of C)

Q

 WO_Equipment WO Site Equipment Text 8 Work Order Site Master File/Equipment Tab

R

 WO_Component WO Component Text 2 Work Order Site Master File/Equipment Tab /Component Tab (old systems)

S

 WO_Contract WO Service Contract Text 10 Work Order Site Master File/Service Contract Tab

T

 WO_Sellprice WO Sell Price Numeric 14

U

 Cost_Center Journal Entry Cost Center Text 10 Required for First Record to define the Header Information. Cost Center Maintenance; G/L Account Cost Center; Job Cost Center; Phase Cost Center; Equipment Cost Center; Equipment Type Cost Center and Work Order Cost Center