General Ledger (GL) Module — Aidacare MS-GP BAU Portal

Active GP Series: Financial Auto-posting from sub-ledgers Management Reporter connected

Module Profile

Module: General Ledger
GP Series: Financial
Purpose: Core financial recording — chart of accounts, journal entries, period and year-end close, sub-ledger reconciliation
Posting Feeds: AR, AP, Inventory, WennSoft, SOP (auto-posting)
Reporting Tool: Management Reporter (connected to GL)
Financial Calendars: Period close required before month-end processing

Key Database Tables

Core SQL Server tables used by the GL module in the DYNAMICS / TWO database.

GL10000: GL Open Transactions — current period unposted / open journal entries
GL20000: GL Account Transaction History — posted historical GL transactions
GL00100: Chart of Accounts master — account numbers, descriptions, account type

Note: Additional GL tables (GL00102, GL10001, GL30000) exist in standard GP. Consult GP documentation for full schema reference.

Sub-Ledger Integration Flow

The GL acts as the central repository. All sub-ledgers post to GL via auto-posting rules configured in GP.

Accounts Receivable

→

Accounts Payable

→

INV

Inventory

→

WennSoft

HRE / Service

→

SOP

Sales Orders

→

General Ledger

→

Mgmt Reporter

Financial Reports

Source: GP documentation, SOP Library

Validation Required: Several GL configuration items are not documented in the TechCodebase and require validation with the Aidacare finance team before relying on this information for BAU tasks.

Chart of Accounts

Configuration: Configured in GP (structure requires Aidacare validation) TBD
Account Structure: TBD — Segment configuration not documented in TechCodebase
Account Types: Profit & Loss, Balance Sheet, Unit (standard GP types)
Key Table: GL00100 — Chart of Accounts master

Posting Setup

Posting Modes: Real-time and batch posting both supported in GP
Batch Posting: Used for period-end consolidation and bulk journal entries
Auto-Posting: Sub-ledger transactions auto-post to GL via GP posting rules
Out-of-Balance: GP prevents posting of out-of-balance batches — validate daily

Multicurrency

Requires Validation

Status: TBD — Requires Aidacare validation
Functional Currency: TBD — Assumed AUD; confirmation required
Foreign Currency: TBD — Unknown if multicurrency is enabled

Multicurrency configuration not documented in the Aidacare ERP MS-GP Infrastructure Details.docx. Raise with Aidacare finance team.

Intercompany

Requires Validation

Status: TBD — Requires Aidacare validation
Consolidations SOP: SOP_Consolidation Journal Failure.docx available in SOP library
Company Setup: TBD — Entity structure not documented

Intercompany GP module setup unknown. Existence of SOP_Consolidation Journal Failure.docx suggests consolidations are in use, but configuration details require validation.

Management Reporter Connection

Tool: Management Reporter (MR) — connected to GL for financial reporting
Data Source: Reads directly from GP GL tables (GL10000, GL20000, GL00100)
Report Types: P&L, Balance Sheet, Cash Flow (standard MR report types)
Refresh: Reports pull live data from GL; reflects posted transactions only

Daily BAU Tasks

Daily

Source: Daily Task Checklist

GL Posting Validation Daily

"Validate manufacturing and inventory postings to GL. Avoid out-of-balance conditions."

Check: Review unposted batches in GP Batch Recovery
Check: Confirm no out-of-balance GL transactions in GL10000
Action if issue: Refer to SOP_Unposted Batch Resolution.docx

Monthly BAU Tasks

Monthly

Source: Monthly Task Checklist & Process.docx

Sub-Ledger to GL Reconciliation Month-End

Reconcile all sub-ledger balances (AR, AP, Inventory, Fixed Assets) to GL control accounts before period close.

AR aging summary must match GL AR control account
AP aging summary must match GL AP control account
Inventory on-hand value must match GL inventory account
GRNI balance must be reconciled and cleared

Financial Posting & Month Close Month-End

Post all outstanding batches and journals, then lock the period to prevent further posting.

Post all sub-ledger batches before closing period
Review and post manual journal entries
Lock period in GP Fiscal Periods Setup
Run Management Reporter financial statements

Compliance & Audit Preparation Month-End

Prepare audit trail documentation and compliance reconciliations.

Export GL transaction detail for audit period
Reconcile GST/BAS accounts
Document journal entry approvals

Period Close Process

All sub-ledgers must be reconciled before the period can be locked. The sequence below must be followed in order.

1. Reconcile Sub-Ledgers

AR / AP / INV / FA

→

2. Post All Batches

Clear unposted in GP

→

3. Post Journals

Manual adjustments

→

4. Lock Period

GP Fiscal Periods

→

5. Run Reports

Mgmt Reporter

Source: Monthly Task Checklist & Process.docx

SOP Library Location: All SOPs are stored in assets/docs/GP Tech Support SOP Documents/. Links below point to their locations within this portal's assets folder. Source: GP Tech Support SOP Documents

GL-Related SOPs

SOP: Unposted Batch Resolution Monthly Closure

File: SOP_Unposted Batch Resolution.docx
Category: Monthly Closure
Purpose: Resolve batches that remain unposted at period close, preventing period lock
Trigger: Month-end: batches stuck in posting / in-use status

Download SOP

SOP: Consolidation Journal Failure Finance / Consolidations

File: SOP_Consolidation Journal Failure.docx
Category: Finance / Consolidations
Purpose: Troubleshoot and resolve consolidation journal failures in GP
Trigger: Consolidation journal fails to create or post during period close

Download SOP

SOP: AP Batch Posting Failure Finance / AP

File: SOP_AP Batch Posting Failure.docx
Category: Finance / AP
Purpose: Resolve AP batches that fail to post to GL — impacts GL balance
Trigger: AP posting error; GL does not reflect expected AP transactions

Download SOP

Monthly Task Checklist & Process Reference Document

File: Monthly Task Checklist & Process.docx
Purpose: Master monthly checklist covering all period-close activities including GL, AP, AR, GRNI, and compliance tasks
Usage: Primary reference for month-end close sequence and sign-off

Download Checklist

Action Required: The following items are not documented in the TechCodebase and must be validated with Aidacare before using this portal as a definitive reference for GL configuration.

Open Items & TBD

Item	Status	Action Required	Priority
Chart of Accounts structure (segment definition, account format)	TBD	Not documented in TechCodebase. Requires Aidacare validation — obtain COA export from GP	High
Multicurrency configuration	TBD	Unknown if multicurrency module is enabled. Confirm with Aidacare finance team	Medium
Intercompany setup	TBD	Entity structure and intercompany GL routing not documented. SOP exists for consolidation journal failures, suggesting consolidations are in use — confirm setup details	Medium
Period close sequence (full detail)	Partial	High-level sequence documented; detailed step-by-step with GP navigation paths not confirmed. Refer to Monthly Task Checklist & Process.docx	Low
Year-end close process	TBD	Year-end close steps and retained earnings roll not documented in TechCodebase	Medium

Risk Register

Out-of-Balance GL Conditions Risk

Auto-posting failures from sub-ledgers (e.g. AP batch posting failure) can leave GL out of balance. Daily validation of GL postings is required.

Mitigation: Daily BAU task — GL Posting Validation. SOP: SOP_Unposted Batch Resolution.docx.

Period Locked Before Sub-Ledger Reconciliation Risk

If a period is locked prematurely, sub-ledger transactions cannot post and will accumulate in the next period, distorting financial statements.

Mitigation: Follow the period close sequence — reconcile all sub-ledgers before locking. Refer to Monthly Task Checklist & Process.docx.

Management Reporter Showing Stale Data Operational Risk

MR reports only reflect posted GL transactions. Unposted batches or incomplete period close will cause MR to show incomplete financials.

Mitigation: Always complete GL Posting Validation before generating MR financial reports.