The purpose of the General Ledger Transaction Extended e-view GLTDE-view is to expand the available information at the automation of general ledger transactions ledger level for transactions that could be associated with items, models, equipment, meter types, and contacts.
As you are processing transactions in e-automate, the system posts transactions to the general ledger automatically. The general ledger is not configured to capture every detail associated with each transaction; instead, the general ledger posts a summary entry. For automation of general ledger transactions, if you sold two different supply items and these items happened to be configured to post to the same general ledger revenue account, e-automate would simply post the revenue total to the general ledger as a single entry to the revenue account.
Later, if you were looking at the general ledger, you would not understand the full story of what automation of general ledger transactions on that transaction by only looking automation of general ledger transactions the general ledger.
You would not know that there were two different items; you would only know the revenue total. To get this information, you would need to run additional reports to understand that two different supplies were sold and they both were accounted for using the same revenue account. Because the general ledger is a summary of the entries, a General Ledger Transaction Details Extended e-view was created. This is a special e-view that allows you to see detailed information about transactions at the general ledger level.
While the regular general ledger is populated automatically when you post transactions in e-automate, the General Ledger Transaction Details Extended e-view is created by allocating the details automation of general ledger transactions each transaction to the extended e-view.
This is accomplished by running a script on your database to explore all transactions and determine the details so they can be itemized in the extended view.
Viewing transaction details can be accomplished in a few different ways. If, when you open the mapping tools, the view is not populated, e-automate asks if you want to update this e-view. Additionally, you can create an automated task in e-agent to update this view on a regular basis to keep the details current. The basic idea is to expand the information that posted when the transaction posted to the general ledger. In our above example of two inventory items, the GLTDE-view would expand the entry on revenue from the one row listed on the general ledger to two rows listed in the extended view to account for the second item.
It would also identify the items. When expanding the details for various general ledger transactions, it is fairly straightforward for sales invoices that may have been associated with an equipment and contract or for service invoices that already have the equipment and contract identified. No calculations are done by e-views; it simply associates information. However, for contracts the process becomes much more complex. Every dollar value posted to the general ledger for base charges must be associated with a meter type if there is one on the contract.
This mapping is a complex series of calculations based on weighted averages, overage rates, and usage, if any. If there is no usage, e-automate relies on projected usage. The basic idea is to proportionally distribute the base rate charged and posted to the general ledger for the contract in association with the meter type, equipment, contract, et cetera.
To further complicate this process, the contract type allows contract base charges to be posted to the general ledger in percentage splits. For example, you can split a base charge using the contract type into a user-defined percentage split, such as 65 percent to one account and 35 percent to another account. This contract type configuration posts to the general ledger as two different general ledger entries. This means the GLTDE-view must expand these two rows based on the contract equipment and meter group configurations.
The GLTDE-view automation of general ledger transactions similar weighted percentage weighting to allocate split base costs to the meter groups as well. These instructions assume you are actively using e-agent and have it configured and working for other tasks in your company. From the computer on which automation of general ledger transactions is installed, log in to e-agent.
On the toolbar, click [ New ] to open the New Task window. In the Category field, ensure that All is selected. If not, use the dropdown menu to select All. Select it from the list. In the Name field, accept the pre-populated name or enter your own name. Each task must have a unique name. You can have as many as you like with a unique name per task. In the E-mail field, enter the email address to be used to notify you of the e-view General Ledger Transaction Details Extended.
Click [ OK ] to close the window and save your settings. In the e-agent window, locate the task you just created and select the checkbox beside it. Determine your schedule and set up the task to run on your schedule. For a task to run on the schedule you define, you must ensure the task is active by selecting the checkbox beside the task, and verify e-agent is running. In the Recurrence pattern region, select the recurrence schedule for this task. If you select Weeklye-agent displays the days of the week.
Check which days the task can run. In the Start recurrence field, use the dropdown calendar to select the date you want the recurrence to begin. Automation of general ledger transactions do not have to use the calendar. You can simply enter your start date and time using the keyboard. In the End recurrence region, select one of the following: The task runs based on the recurrence pattern specified automation of general ledger transactions it is manually stopped. The task runs the specified automation of general ledger transactions of occurrences.
The task no longer runs after the specified date and time. Click [ OK ] to save the schedule for the selected task. Verify [ Suspend ] is not depressed. When [ Suspend ] is depressed, no e-agent tasks run. Be sure to leave e-agent open and running for your task to run on automation of general ledger transactions schedule defined.
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