Natures
This function is used to view the detail of the posting lines affecting an analytical account, with the possibility to use a tunnel to the accounting entries.
Prerequisites
Refer to documentation Implementation
Screen management
Header
Presentation
The inquiry is performed on a screen. Enter in the header:
- the company, the site, the group of sites or the group of companies concerned,
- the ledger type, among those ledgers attached to the company and having an analytical accounting type,
- the date ranges for the inquiry,
- the selection currency: the inquiry only concerns those entries whose selection currency is similar to the transaction currency,
- the account, belonging to the chart of accounts of the selected ledger and for the selected company (you can still view all the analytical accounts using radio buttons).
Once the criteria are entered, click Search to launch the inquiry. Click Next and Return to browse through the data pages.
The balance that appears in the header is displayed in company currency. You can inquire the balances details by period in the Balances tab.
Using the Actions icon available on lines, you are provided direct access to:
- the accounting entry (for all entry types); access to this function is granted in view but also creation and modification modes,
- the BP invoice (for the Invoice and Credit memos type entries),
- the open items (for the Invoice and Credit notes entry types).
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Fields
The following fields are present on this tab :
Selection
| This field is used to specify the code for a company, group of companies or group of sites. |
| The site code to be entered in this field is optional if a company code or a group code has already been selected. |
| The ledger types (manual or automatic) available from this field are filtered depending on the entity chosen in the Company/Site field and they have an analytical accounting type. |
| This field is used to filter the journals by transaction currency. |
| The specified ledger currency depends on the type of ledger selected. |
| This field is used to enter a start date relating to the posting inquiry. |
| This field is used to enter an end date relating to the posting inquiry. |
| Balance of the account in company currency, matching the currency in which the main general ledger is kept, on the inquiry end date.
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Code of the company currency. |
Other criteria
| This field reminds the chart of accounts linked to the company (or to the group of companies or the group of sites) and to the selected ledger type. |
| Choose an account belonging to the ledger type selected for the involved site or company. |
| It is used to perform a selection on a specific collective account. |
| It is used to perform a selection on a specific collective account group. |
| Field used to select a BP. |
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Tab Natures
Presentation
You can define the filter and display criteria. Depending on the entered criteria, the list of entries related to the analytical account is displayed.
You can then position the cursor on a line and zoom as required using the Actions icon:
- accounting entry (for all entry types); access to this function is granted in view but also creation and modification modes,
- invoice (for the Invoice and Credit note entry types),
- open items (for the Invoice and Credit note entry types).
Criteria entry
Click Header, Lineand Analyticalto enter additional criteria in the form of combining conditions. These conditions can respectively call on all the fields in tables GACCENTRY(Entry header), GACCENTRYD (Entry lines) and GACCENTRYA (Analytical Entry lines) as well as to the operators equal, greater than, less than, different and to constant values.
When using the criteria definition function, click Memo to save the modified parameters. A window opens where you can enter the memo code identifying the saved parameters.
Click Recall to enter a memo code and recall the criteria related to this code.
When you access the account inquiry function, the parameters stored with the STDcode are recalled by default.
If the criteria are not saved in a STD memo, the default values proposed are the default financial site for the user (and the corresponding company), the date range corresponding to the last open fiscal year.
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Fields
The following fields are present on this tab :
Grid Details
| Creation date of the journal. |
| This field specifies the document type used to enter a journal. |
| Invoice number. |
| This field reminds the amount in transaction currency. |
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| This field specifies the amount in ledger keeping currency. |
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| This field is used to link a description to its record. This description can be printed on the records, displayed when the record code is entered in a screen, or used on selection. By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.
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| It is the purchasing account. If the field is not entered the account will be determined automatically (at invoice validation) by the accounting code of the invoicing element concerned as a function of the parameter setting of the automatic journal PIHI. |
| Code identifying the BP that can have various roles based on the context:
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| Open item payment due date. If the MAXPD - Maximum period (companies) activity code is activated, a blocking message is displayed if the last due date is greater than the period specified, depending on the case, at the level of the following parameters or of the Contractual period possibly specified at the BP level.
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| Value date. |
| This is the code of the assignment company of the entity. |
| The site must be a financial site. It can be different from the site previously selected, but it must belong to the same company. |
| No help linked to this field. |
| Matching code after the automatic or manual matching has been carried out. |
| Only those documents having an accounting date between the dates entered here will be matched. |
| No help linked to this field. |
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| Here, indicate the journal code comprised of one to five alphanumeric characters.
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| It refers to the setup reference. |
| This code is used to identify the currency for a site, BP, etc. It is managed in the currency table.
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| This field is used to specify the contra account. |
| This field is available depending on the inquiry screen setup selected in the Inquiry screens function GESGTC. This field is only available if the CSL - Consolidation activity code is active at the folder level. This is a display-only field that is populated according to the following: The value can default from the setup of the corresponding Journal entry transaction (GESGDE). There is no default value for this field when a journal entry is created from an automatic journal entry or manually. However, you can define a default value for this field when you create an automatic journal entry using the Automatic journal variables function (GESGVG). For example, on a sales invoice, to create a default value for the partner field on duty free and VAT lines, use the syntax [ F: SIH ] BPR. The automatic journal field is then populated with the partner code charged on TTC line of the sales invoice. The field can also default to the partner for the Extraction for Consolidation (BALCONSO) if the option Free criteria is selected. |
| You can only enter a Business partner with one of the following characteristics: Customer, Supplier, or Miscellaneous BP. The Partner is the partner of original record if an account class is set to Yes, and it is empty if the account class is set to No. For a profit and loss account (set up in the chart of accounts line 11), there is no partner regardless of the Partner management setup. Partner initialization: The initialization rule only applies to accounts with Optional or Mandatory Partner management selected and only for the first ledger defined in the journal entry transaction with consolidation management selected. For control accounts If no Business Partner is defined at the journal entry line level setup, the partner defaults to the CSLBPRDEF – Default partner (CPT chapter, CSL group) parameter value. If this parameter is defined, there is no default partner value. For General accounts If the Entry partner check box is not selected for the general account defined at the journal entry line level setup, the partner defaults to the CSLBPRDEF – Default partner parameter value. If this parameter is not defined, there is no default partner value. If no control account line has been found, the partner defaults to the CSLBPRDEF – Default partner parameter value. If this parameter is not defined, there is no default partner value. Limit: If the journal entry is posted with several control account lines, the partner defaults from the first control account line. The partner is the same for all the general account lines where the Entry partner check box is selected. Note: When the journal entry transaction has several ledgers with consolidation management, the partner initialized on the first ledger is propagated to the other consolidated ledgers. If for any reason no partner can been initialized on the first ledger but is mandatory on another ledger, a blocking message appears notifying you that partner management is mandatory. |
| Flow code coming from the account if the flow code management has been chosen for the account. Flow initialization: The initialization rule only applies to accounts with Optional or Mandatory flow management selected and only for the first ledger defined in the journal entry transaction whose consolidation management is selected. When creating or posting a journal entry, the journal entry line flow code defaults as follows: If a flow code is parameterized on the journal, it defaults to that value. If there is no flow code on the journal, the flow code defaults to the value defined on the account. The flow depends of the direction on the journal entry line.
Note: When the journal entry transaction has several ledgers with consolidation management selected, the flow initialized on the first ledger is propagated to the other consolidated ledgers. If for any reason no flow has been initialized on the first ledger but is mandatory on another ledger, you receive a blocking error message that flow management is mandatory for the current account. |
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| Amount expressed in the selected transaction currency. |
| No help linked to this field. |
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| It is the allocated quantity expressed in UOM unit. |
| This field is used to perform the reconciliation of the banking operations that are actually listed on the hardcopy bank statement. |
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| On analytical inquiry, this field determines the non-financial unit linked to the displayed account. |
| No help linked to this field. |
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| This field is automatically loaded with the BP value. |
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| No help linked to this field. |
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| The entry transaction must be selected before starting the journal entry .
The Transaction field is initialized according to the entry transaction selected. Four standard transactions are delivered:
A journal can only be viewed by means of:
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| No help linked to this field. |
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| This field displays the creation (entry) date of the object. |
| This field displays the user who created (entered) the record. |
| This field displays the date of the last modification entered for the object. |
| This field displays the user that made the last modification on the recording. |
| No help linked to this field. |
| Enter the site code. |
| No help linked to this field. |
| This field specifies the destination document of the invoicing element. |
| The Inter-banking code is used by all the banks to specify the bank operation type on the lines of the bank statements that are sent to their customers. It is used to facilitate (sort, selection) and control the bank reconciliation between the postings in a bank account with the lines in the bank statements. This field is initialized in the journals generated for the entered payment lines with an appropriate payment attribute. |
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Action icon
Basic Product Management
The following actions can be available depending on the context. They are used to directly access the base object:
- Accounting entry. Access to this function is provided in view mode but also in creation and modification modes.
- Due date,
- Invoice,
- Payment.
Analytical allocation
This is used to access the detail of the analytical allocation, if the line is analytically allocated.
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Tab Balance
Presentation
For each accounting period end included in the inquiry date range, the debtor and creditor balances as well as the total for the transactions in the period are displayed, either in transaction currency (if a selection of the currency has been made in the inquiry header) and in the local currency amount of the company currency, or in company currency (currency code = blank).
Information is displayed in a "grid" or "graph".
This button is used to switch from graph mode to table mode.
Balances and totals by period
Balance amounts are displayed in this grid. These are the account or dimension balance sheet amounts at each period end on the header's selection header.
Only criteria specified in header are taken into account for the calculations.
Selection criteria for totals
The Debit total, Credit total and Balance are calculated on the basis of additional filters specified by clicking the Criteriabutton (in the action panel).
For a group of companies with different start and end date, the Balances tab is not loaded.
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Fields
The following fields are present on this tab :
Grid Balances and totals by period
| Balance presentation date. |
| This field specifies, in the event of the selection currency having been entered, the debtor balance of the account in the selection currency. |
| This field specifies, in the event of the selection currency having been entered, the creditor balance of the account in the selection currency. |
| This field specifies, in the event of the selection currency having been entered, the total of the debtor movements over the period in the selection currency. |
| This field specifies, in the event of the selection currency having been entered, the total of the creditor movements over the period in the selection currency. |
Total of selection criteria
| Total of the creditor movements in company currency for all periods inquired. |
Currency in which the debit total is expressed in company currency. |
| Total of the creditor movements in company currency for all periods inquired. |
Code of the company currency. |
| Balance of the movements, in company currency, for all the selected periods. |
| Sense of the balance. |
| This field specifies, if the selection currency is entered, the total of the debtor movements in the transaction currency if it is identical to the selection currency. |
Transaction/selection currency code. |
| This field specifies, if the selection currency is entered, the total of the creditor movements in the transaction currency if it is identical to the selection currency. |
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| Balance, expressed in transaction currency, calculated on those movements whose currency is identical to the selection currency. |
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Specific Buttons
Click Criteria to refine the inquiry parameters.
This window also suggests criteria for the display of information:
You can save selections by clicking Memo and assigning a memo code. To display a saved selection, click Recall and enter the Memo code. To clear a saved selection, click Delete memo and enter the Memo code. |
Limits
Matching or unmatching Fiscal Years
First case: the inquiry concerns a company, a site or a group of companies with homogeneous fiscal years, i.e. with the same fiscal year start and end dates.
The following rules should be followed:
- the ledger type chosen must have the same book-keeping currency for each of the companies in the group (the currency of the ledger type is determined at the level of the account core model setup),
- the inquiry must concern a same chart of accounts,
- the breakdown of the fiscal years must be identical for all the companies contained in the group.
Examples:
- Group 1:
- Company 1 has a first fiscal year date on 01/01/2008 and calendar fiscal years (from January to December).
- Company 2 has a first fiscal year date on 01/01/2010 and calendar fiscal years (from January to December).
The group 1 can be inquired from the 01/01/2008 on.
- Group 2:
- Company 1 has a first fiscal year date on 01/07/2008. Its first fiscal year starts on 01/07/2008 and ends on 30/06/2009.
Its second fiscal year goes from 01/07/2009 to 31/12/2009 and the following fiscal years are calendar ones (from January to December). - Company 2 has a 1st fiscal year date on 01/01/2009 and calendar fiscal years (from January to December).
Until the 01/01/2010, the inquiry obeys the rules related to the company groups with shifted fiscal years.
From the 01/01/2010 on, the inquiry obeys the rules related to the company groups with homogeneous fiscal years.
Second case:the inquiry concerns a group of companies with shifted fiscal years, that is with different fiscal year start and end dates.
The same rules have to be respected.
Remember: when the inquiry concerns a group of companies with shifted fiscal years:
Examples:
- Company 1 has a first fiscal year date on 01/01/2008 and calendar fiscal years (from January to December).
- Company 2 has a 1st fiscal year date on 01/09/2009 and fiscal years from September to October.
It has been requested to inquire the period ranging from the 01/01/2010 to the 30/06/2010.
The result displays, for the requested account, the detail of entries related to an analytical account for the requested period. The header accounting balance and the tab "Balances" are not loaded.
Limits related to access codes
In the case where the inquiry applies to an analytical account with an access code, the behavior is as follows:
If the access code is set up at user level, with viewing rights, all entry lines allocated to the account are displayed even if the entry type, journal, or linked account are not authorized for the user.
If you use the Jump to action, Sage X3 does not take into account the access code set up on the entry type but uses the access code set up on the journal.
Examples:
If the entry line applied to the account is linked to an unauthorized entry type while the journal is authorized, then Sage X3 authorizes the use of the Jump to action.
If the entry line applied to the account is linked to an authorized entry type while the journal is unauthorized, then Sage X3 does not authorize the use of the Jump to action. The following message is displayed: XXXX Journal not authorized
Error messages
In addition to the generic error messages, the following messages can appear during the entry :
Full grid
This message is not strictly an error message. For technical reasons, the maximum number of lines loaded in the inquiry screen is set to 500. If more than 500 lines match the criteria this message is displayed, and only the first 500 lines can be viewed. It is then necessary to enter more restrictive criteria in order to obtain fewer lines in the grid.
Mandatory field
No screen code has been entered during criteria entry (it is mandatory).
You must enter a company or a site
In criteria entry, the company and site fields are both empty (which is not authorized).
Other than generic messages, the following error messages can appear when using this tool:
Inconsistent ledger between the companies of the group for this ledger type
The requested inquiry is on a group of companies with different ledgers. No inquiry is possible.
All companies do not have the same currency for this ledger
The requested inquiry concerns a group of companies which currencies set up for the ledgers attached to the selected type of ledger are different. No inquiry is possible.
Periods incompatible between the companies of the group
The requested inquiry concerns a group of companies which fiscal year periods are broken down differently.For instance, for company 'A' the fiscal year starts on the 01/01/2010; as a result, the periods start on the first day of each month. For company 'B', the fiscal year starts on 15/01/2010; as a result, the periods start on the 15th of each month.
No inquiry is possible.