EDI Viewer - BC GL Upload Window

EDI Viewer can create a GL Batch file for importing to your accounting system.

Before trying to create the GL Batch file, make sure you have done the following 2 steps:

1. Open the BC Cost Center Maintenance window (CC on the toolbar) and Retrieve data for any company. This inserts new UWI's into the cost center table that are not already in there. They will have empty cost centers that you will need to enter before creating your GL Upload file. Any UWI with a blank cost center is not included as part of the upload file.
   
2. Make sure you have setup your GL Accounts in the GL Accounts Maintenance window.

Create GL Upload / Estimate - choose whether you want an upload file from an invoice or estimated royalty (accrual). It is possible to create an upload file for Gas and Oil invoices simultaneously by having both boxes checked off.

Create GL Upload by Business Unit - choose whether you want an upload file based on a Business Unit

Create Gas Royalty Entries As: - choose whether to create gas royalty entries by net or gross gas royalty

Deep Well Deduction: - Unchecked will book DeepWell as a one line entry, checked will split DeepWell out to each product

PCOS Deduction: - Unchecked will book PCOS as a one line entry, checked will split PCOS out to each product

GL Batch Header - this will change depending what financial system you are using. Fill in your information.

Pick a Directory and filename click on the Directory button and navigating through the pop up window to the desired file location.
Type in a file name and click save; the GL Batch file will be created and saved in this location under the name you give it.
Always end your filename with .txt as in the example below.

• Click the Create GL Batch File button to start the process. You may see a warning message appear, like the one below, indicating there are UWI's without cost centers in your system. This is only a warning and does not stop you from creating the GL Batch file, but you will NOT have GL entries for those UWI's without cost centers and your batch file will not balance.
  
  
  Click Yes to continue and create the GL Batch file.
  
  
• When the GL Batch file as been created, run the GL Batch Summary and Detail reports on the GL Reports tab to make sure the batch is balanced and all entries will be transferred to the financial system. If the batch does not looked balanced, you can create the GL file as many times as you need.
  
  There are usually 2 reasons the GL Batch may not be balanced:
  1. There are UWI's that are missing cost centers. UWI's missing cost centers are not included in the upload process.
  2. You may be missing a GL Account for 1 of the GL Account types, eg. if there is no gl account for butane,
  no butane entries will be included in the upload file.
  
  

Procedures to create the GL Batch File are: Pick a Company Code from the list box at the top of the GL Upload window. Pick an Invoice Month from the list box at the top of the GL Upload window. Pick an Estimate Month from the list box at the top of the GL Upload Create GL Entries As - choose whether you want to create 1 file or 1 file per GL account. This option is provided in case your financial upload may be slow or limited to the number of lines that can be in one batch. Choosing 1 file per account will add the GL Account Type to the end of the file name you are using.