When a payment is entered into Tabs3, the payment is automatically applied to accounts receivable. When Tabs3 is configured to integrate with GLS, journal entries for the payment are posted to GLS. The integration can be configured so that Tabs3 posts journal entries to one or more debit and credit accounts based on how the payment is allocated. This is done by specifying Posting Methods and mapping GLS accounts in the GLS Integration Setup program.

Once the integration is configured, journal entries are created automatically when a payment is saved. The journal entries are created without any user intervention. In Tabs3, you can verify what journal entries were created by accessing the payment in the Payment Entry window and clicking the button or pressing Ctrl+J. A GLS Integration window will be displayed (provided the user has Detail Payment GLS View access rights).

Alternatively, the GLS Integration window can be displayed each time a payment is saved by clicking the button (or Ctrl+J), instead of the button (or Ctrl+S).

In Tabs3, the Transaction File List can be used to print a list of journal entries created for a payment by selecting the GLS Information check box on the Options tab when running the report.

In GLS, you can verify the journal entries created by a payment by using any of the following:

Adding Payments

If an amount due is present when the payment is saved, GLS journal entries will be created. These journal entries will use the payment transaction date as the journal entry date.

If no amount due is present when the payment is saved, the payment is considered an unapplied payment. Likewise, if the payment exceeds the amount due, the excess portion of the payment (above and beyond the amount due) is also considered an unapplied payment. Journal entries for unapplied payment amounts are posted to the Unapplied Payments accounts specified in the GLS Integration Setup program. Generally, a debit is posted to the bank account and a credit is posted to a "holding" account. The payment will eventually be allocated when new work is final billed and updated; this is the point at which billed amounts are updated to accounts receivable. When the payment is allocated, Tabs3 will post journal entries that transfer the allocated amount from the holding account to the account(s) designated for the final payment allocation. The date of the journal entries that transfer the amount from unapplied payments will be the date of the statement that allocated the amount or the original payment date, whichever is later. If this date is outside of the GLS Date Restrictions, the statement will be updated and journal entries will be added. However, you will be prompted to print a GLS Error Report upon running the Update Statements program. This allows you to review journal entries that were posted outside of the set date ranges.

When a payment is allocated, Tabs3 determines all of the GLS accounts that will be affected before any journal entries are posted. Any allocations that post to the same GLS account and journal will be combined into one journal entry.

Source of the GLS Journal Entry Fields

The following indicates the source of the GLS journal entry's fields:

GLS FIELD SOURCE
Trans # Automatically assigned by GLS.
Date Date field from the payment transaction. (Note: Journal entries that transfer an allocated amount from the unapplied payments holding account to the account(s) designated for the final payment allocation will use the statement date or the payment date, whichever is later. If the date is outside of the GLS Date Restrictions, journal entries will be posted; however, a message will be logged in the GLS Error Report allowing you to review posted journal entries.)
Account GLS Accounts defined in the GLS Accounts Tables.
Debit/Credit The portion of the payment transaction that is being allocated.
Description The first 120 characters of the Description field from the payment transaction.
Type Receipt Type field from the payment transaction.
Check # Check # field from the payment transaction.
Jrnl GLS Journal defined in the GLS Accounts Tables.
Reference Ref./Memo field from the payment transaction (defaults to the Tabs3 Client ID).
Status The Status will be cleared, indicating that the journal entry is Outstanding. (Note: If a change is made to a Tabs3 transaction where reversing journal entries were created, the Status will show R [Reconciled] for the original journal entry and reversing journal entry to the bank account.)
User ID User ID entering the payment transaction.
Date Entered System Date when the payment transaction is entered.

See also:   GLS Integration Overview
  GLS Integration Setup Program
  Configure Payment Integration
  When GLS Journal Entries are Created for Payments
  How GLS is Affected When a Payment is Changed
  How GLS is Affected When Reversing or Refunding a Payment
  How GLS is Affected When Using Client Funds
  Disabling Payment Integration
  How Fee Compensation Rules Affect GLS Integration
  Knowledge Base Article R11170 - Integrating Tabs3 Payments with GLS in Current Versions