The first step in using Allocation is to set up the parameters and definitions of how you will map your general ledger (GL) numbers for your interface file. You decide how the GL numbers are defined, how debit and credit indicators appear, how fields are formatted, and which additional data fields you want to include in your output file.
To do this, you need to fully understand how your general ledger functions. iTracer gives you the industry's most flexible GL setup. There is no right or wrong way to set up the Allocation parameters. It all depends on your company's accounting system. If you are unsure of the requirements for the GL interface file, be sure to consult with your accounting department for the applicable business rules.
Defining GL Sub-accounts
You can define up to five sub-accounts in order to make the GL number by using all or parts of the following five Spectrum fields:
You can use the values in these fields exactly as passed from Spectrum, or you can edit the information to suit your needs.
For example, if you want to just use the Employee ID field as your GL number, your setup would appear as follows:
Customer Code: 17 character code entered at a POS which entitles the merchant to discount interchange rates. You can manually enter a customer code if it was not entered at the point-of-sale. You can also use this field to enter purchase order numbers, invoice numbers, or expense account numbers.
Employee ID: Account’s employee ID, which can be up to 22 characters
Cost Center: Account’s cost center ID, which can be up to 10 characters
Account Master GL Number: Indicates the 16-number general ledger (GL) sub-account number tied to the cardholder account
Hierarchy GL Number: Indicates the 16-number general ledger (GL) sub-account number tied to the hierarchy
Or, you may want to use just the first six positions of the Hierarchy GL Number field and the entire Employee ID as your GL number. In this case, your setup would appear as follows:
In this example, your GL number would consist of 15 digits with the first six digits coming from the Hierarchy GL Number and the last 9 digits coming from the Employee ID in your interface file. When using Sub-accounts to define your GL Number, the transaction edit display shows each Sub-account as a separate column. Only when you create your GL output file do you combine these Sub-account fields into a single GL Number. Note, in this particular database, the Hierarchy GL Number displays as GLACCTNBR.
With the ability to combine all or part of five data fields, iTracer gives you a wide range of flexibility in defining your GL Number.
Custom mapping using the Chart of Accounts
iTracer lets you create custom mapping using the Chart of Accounts. Rather than using data from Spectrum, as you do with sub-accounts, the Chart of Accounts lets you manually assign your own GL number, which is mapped to one of four fields:
Merchant category code (MCC): Four-digit classification code that identifies the merchant’s line of business. Merchant Category Codes (MCC) are the basic building blocks of MCC ranges and MCC groups. Each merchant category code represents one merchant or class of merchants (for example, 1234 might represent ABC Airlines and 4321 might represent all sports stadiums).
You can prioritize your GL Main Account mapping in the setup. For example, you may want to assign a GL Number by MCC as your first priority. But, you may only be interested in airline MCCs. As your second priority, you may want to have the GL Number assigned by Employee ID for all transactions other than airline transactions . In this case, your setup would be as follows:
You should not use the same field in more than one Priority, as it serves no purpose and only slows the database response. For example, if you only want to map using MCC, then only select MCC as Priority 1 and leave the remaining Priorities 'Not Used'.
Set up Chart of Accounts
If you choose to custom map your GL numbers, then you'll need to manually assign main GL numbers to the priority values you've selected.
In the Chart of Accounts, you can manually add a GL main number to any or all MCCs and Employee IDs using the example above. In this case, you would only enter a GL number for the airline MCCs and skip MCC 2842 - Specialty Cleaning, Polishing, and Sanitation Prep.
You would enter a GL number for all of the Employee IDs.
Debits and credits
In the data feed from Spectrum, the default values for all purchases are indicated as positive numbers, and all payments as a negative (-) numbers. If your general ledger system does not support this format, you can change it in step 2 of the Allocation setup. iTracer lets you:
Step 2
After you determine the parameters of the GL number in Step 1 of the Allocation setup, you still need to:
Project or job tracking number
iTracer gives you the option of adding a field to the interface file extract for manually assigning project or job tracking numbers to transactions. This lets you expense selected transactions to particular job or project.
Selecting "Yes" in the Allocation setup adds an extra field to the transaction data. You can manually associate a project or job number to with a transaction in the Edit Transaction Data mode.
Convert debits to credits and credits to debits
If you need to reverse this in order to support your general ledger system, click "Yes" to convert Spectrum's credits to debits and debits to credits.
Add special text notation
If you use special text or notation to indicate debits and credits, click "Yes" (this affects the interface file only). Then type the text or notation to indicate debits and credits in the respective text boxes. For example, you may notate debits with "DB" and credits with "CR".
Convert debits and credits to cents
If you need to convert all debits and credits to cents, click "Yes". For example, by selecting "Yes", the interface file would carry a debit of $356.15 as 35615.
Choose the date format
iTracer lets you choose from eleven date formats to interface with your general ledger system. The default format is mmddyyyy.
Choose interface file format
iTracer lets you choose from four interface formats, which virtually assures you of producing an interface file compatible with your general ledger. The default interface format is Fixed length - text file.
Choose fields for the interface file extract
iTracer lets you choose up to 16 Spectrum fields to include in your interface extract file. Simply check the fields that you want included in your interface file extract. You do not need to include these fields when you create your interface file. You determine that when you create your interface file.
