By Sheila Zeng

I have worked on our fiscal period change utility for quite few years. It is a big part of my Sage 300 ERP database knowledge.

GLAFS (accounts fiscal set) table is one of the most import tables needed to be updated by the utility. So first, I must learn how the data table GLAFS records different type of G/L transactions for each period and over the years. It decides how to re-create the closing period transactions after all GL transactions are moved to the new fiscal calendar.

The two fields you need to know well in the GLAFS table are FSCSDSG (Fiscal set Designator) and CURNTYPE (Currency type).

First - FSCSDSG (Fiscal set Designator)

The field has 11 list entries in GLAFS table. I’ll explain below how those different types of records relate to the GL transactions.
A – Actual and P – Provisional Actual
A is the most popular one. The A records are created for the amount you entered in the G/L entry details after you post G/L batch successfully.  The P records are created after you provisional post G/L batch successfully. 

Q – Quantity and O – Provisional Quantity
If you activate the G/L accounts’ Maintain Quantity option, after you post G/L batch successfully, the quantities you entered in the G/L entry details are going to create Q records in GLAFS table. Accordingly, O records are created when you provisional post G/L batch successfully.

They are matching to Trial Balance Report format options. 

1, 2, 3, 4, 5 – Budget Sets

There are different budget set you can activate in your G/L Option setup. The records are created through the Budget maintenance function in Sage 300 ERP.

Second - CURNTYPE (Currency Type)

It has three entries:
S – Source
E – Equivalent
F - Functional

Depending upon if you are in a single currency company or multi-currency company, you will see different entries. To make it simple, I’ll focus on the most popular fiscal set “A” in GLAFS table to explain how the three entries are created.

In a single currency company, you can only see “F” records of all G/L accounts in the whole table.  In other words, each G/L account only creates one currency type record. That is F. You won’t see the other two currency types in the table.

In a multi-currency company, the records are more complex. In general, each account affects more than one currency type in the GLAFS table after you post the G/L batch.

In my case, CAD is the functional currency. USD is the transaction source currency. I created and posted a G/L batch as below:
The G/L entry includes two G/L accounts. 1020 is a multi-currency account. 1140 is a single currency account. I enter two details for G/L account 1020. One is functional currency CAD 2000. The other is source currency USD 1000. Let’s see how it displays in GLAFS table.

Actually, you can see all these records on the Account History screen.

For the 1020 account detail entered with source currency USD, three currency type records are recorded.

     1. Currency Type S: the detail of G/L account 1020, which was recorded in source currency USD. $1000 was added to the GLAFS table with currency USD and currency type S.

2. Currency type E: amount $1435.2 exchanged from USD $1000 to CAD $1435.2 was added to the record with currency USD and currency type E. Please note, although Currency is USD, the amount is actually the CAD amount.

3. Currency type F: the same amount $1435.2 was added to the record with CAD currency and currency type “F” as well.

You might wonder why the amount $3435.20 was showing on the screen. Where did the $2000 come from?

 It comes from the other detail of the 1020 account entered with functional currency CAD. For this detail, two currency type records are affected.

1. Currency Type S: the detail of G/L account 1020, which was recorded in functional currency CAD. $2000 was added to the GLAFS table with currency CAD and currency type S.

2. Currency type F: the same amount, $2000, was added to the record with currency CAD and currency type “F” as well.

In summary, in GLAFS table, for one G/L account, if you look to the fiscal set A records only, The amount of currency type F = the amount of currency type E of all currencies + the amount of currency type S of functional currency only.

If it is a P&L type G/L account, the closing entries need to write off all currencies, and all currency types need to balance to 0.