GL Interface Journal

Circulation transactions that affect the general ledger are interfaced to the GL via several different menu options. These transactions can be broken down into different reporting areas, known as journal codes, as indicated below. The GL Interface Journal, which is one of the reports you can use to record GL activity, can be run for specific journal codes or all codes.

Type of transaction	When interfaced to the GL	Jrnl Code
Account accruals, which post GL entries for reporting purposes when fiscal periods do not match Circulation billing periods	Accruals	AcctAcrl
Most account charges and credits (including draw, returns, and miscellaneous charges)	Account Billing Close	AcctBill
Account credits transferred to AP (where a check can be issued) or directly deposited into carrier’s account	Interface to AP Direct Deposit	AcctCred
Account payments	Payments to GL	Cash
Subscriber donation (during stop, restart, or transfer)	Transaction Processing	Donation
Expire change	Transaction Processing	ExpireCh
Subscriber grace accrual	Grace Due Report	GraceAcc
Subscriber grace due	Transaction Processing	GraceDue
Subscriber grace writeoff	Immediate (Grace Writeoff)	GraceWO
Subscriber refunds	Immediate (Batch Refunds)	Refund
Subscriber refund writeoff	Immediate (Refund Writeoff)	RefundWO
Revenue adjustment	Revenue Comparison Report	RevAdj
Subscriber payment	Sub. Payment Processing	SubsPymt
Tax liability (if tax authority remits on delivery)	Tax Liability	TaxLiab
Subscriber transfers	Transaction Processing	Transfer
Transportation exclusion (if tax authority allows cost of delivery to be deducted from tax)	Account Billing Close	TrExclsn
Tax exclusion (reverses transportation exclusion if subscription rate is below cost of delivery)	Tax Exclusion	TxExclsn
Taxes associated with a move transaction (if tax authority remits on delivery). This will not be included in Tax Liability.	Transaction Processing	TxMove
Unearned revenue (subscription amounts that have been paid for but not delivered)	Unearned Revenue	Unearnrv

The GL Interface Journal is used primarily for balancing the general ledger at the end of the month. If you do not automatically interface Circulation transactions to the GL, you may also use this report when making manual GL entries. It can be created for either a batch (a specific entry session) or a date range.

Notes:

• Information on this report is displayed in general ledger account order. The Audit GL Journal displays the same information in general ledger transaction order, for audit purposes.

• Business Rules govern whether account GL activity should be retained for each transaction, net activity for each carrier/dealer, or net activity for the entire GL account. Regardless of how you set the Business Rules, subscriber activity will always be kept at a transaction level.

• The GL Interface Journal reports only net activities in the GL accounts. This is different from the Billing Journal, which records all transactions to a carrier/dealer’s account. Keep this in mind when comparing the two.

• The export option requires that a “GLInterJrnl” file map be set up in advance. See Appendix B for the data elements that can be included in this file map.

To produce the report:

• Select GL Interface Journal from the Management menu to display the GL Interface Journal window.

  
• Click Add and complete the following fields.

  Field	Type	What to enter
  REPORT TYPE	predefined	Indicate whether this report is being run for a batch or a date range.
  COMPANY	setup	If you are running the report for a specific date range, enter the company to include in the report.
  BATCH NUMBER	setup	If you are running the report for a specific batch, enter the batch number here. This is the number the system creates whenever a certain transaction type (such as a transfer or a group of subscriber payments) is processed by the system.
  SORT BY SUBSCRIPTION ID	yes/no	Select this checkbox if you wish to sort the journal by subscription ID. This option applies only to subscription-related journal codes: Donation, ExpireCh, GraceAcc, GraceDue, GraceWO, Refund, RefundWO, SubsPymt TaxLiab, Transfer, TrExclsn, TxExclsn, TxMove, and Unearnrv.
  SUMMARIZE	predefined	Indicate whether the journal should include both detail and summary (individual transactions are listed for each GL account) or only summary (only total debits and credits for each GL account).
  USE ROLL-UP	yes/no	Check this field if the journal should report debits and credits by rollup account, rather than individual GL account. If no rollup account is defined for a GL account (in Chart of Accounts setup), the individual GL account will be reported.
  ALL JOURNAL CODES, JOURNAL	yes/no predefined	Indicate whether the report should include all journal codes and, if not, enter the journal code to list.
  PAGE ON JOURNAL CODE	yes/no	Indicate whether a page break should be inserted in front of each new journal code.
  ALL GL ACCOUNTS GL ACCOUNT	yes/no setup	Indicate whether the report should include all GL accounts and, if not, enter the GL account(s) to include.
  START DATE END DATE	date	Enter the date range that should be covered in the report. Only transactions that have a transaction date within this range will be included.
  EXPORT	yes/no	Select this checkbox if you want to create an export file.
  FILE FORMAT	setup	Select the file map to use for this export. A file map must be set up previously (“GLInterJrnl” usage).
  FILE NAME	open	You can accept the default file name or modify it.

• Click OK and then Continue to process the journal.

Example—General Ledger Interface Journal (detail)