Use this function to set up accounts and to define the characteristics of an account used to save the general and analytical accounting entries.
Refer to documentation Implementation
Fields
The following fields are present on this tab :
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This field recalls the chart of accounts on which the account or the pyramid (general, analytical, both) will be created or to which they will be attached. |
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Account number that is used to identify it in the chart of accounts. Two accounts can share the same code but they cannot be part of the same chart. If the account numbering with fixed length option is retained, the account numbers entered will automatically be completed with "0"s up to the length defined in the setup. |
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Common title of the current record. |
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This check box is only available if the Control check box is selected in the Chart of accounts function (GESCOA). Select this check box to indicate that the account is associated with a BP. |
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Fields
The following fields are present on this tab :
Identification
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Title used in some screens or reports when there is not enough space to view the long title. 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. The connection language must be defined as a default language for thefolder. |
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This field allows you to create a Short code that is used as a keyboard shortcut in entry mode for entries and documents. All short codes must begin with a letter. Important pointsControl accounts: If the Controlcheck box is selected.
Non-control accounts: If the Control check box is not selected.
The short code must not be confused with the code setup in the journal record.
When entering the Short code in a Journal entry, it is replaced with the actual account code. |
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This is the bookkeeping currency. |
Accessibility
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When assigned, the access code is used to limit the operational rights on the accounts based on the user profiles. (See the documentation Access codes). Only users that have this access code in their profile can modify or enter information in this account. According to the rights granted, the following operations are possible:
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Enter a restriction code at this level or set one up at the dimension-dimension, account-account, or account-dimension Restriction code level. To ensure the coherence of postings, you can forbid the entry of associated accounts with specific dimensions, accounts with other accounts, or dimensions with other dimensions. The principle is to define "forbidding code" pairs that are not compatible when posting. When an account and a dimension have incompatible codes, they cannot be used together for posting the same entry line. |
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These dates define the period during which the account can be used for posting an entry. If you do not enter a start date, the account can be used from the first day of the first fiscal year. If you do not enter an end date, the account can be used from the start date with no time limit. |
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Enter or select a Company, Site, or Group to filter accounts accordingly. If you enter a site, it must be a financial site. |
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Classification
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Identifier of the account class, composed of one to 10 alphanumeric characters. This is the account class associated by default with the current chart of accounts. This value is taken by default from the chart of accounts setup. It determines:
The subdivision into classes enables the off balance-sheet accounts to be distinguished from the others. |
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Grid Default accounts
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Enter in this field the chart of accounts, other than the original one, on which the account will be open to tracking. |
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This is the default account that is tracked on another chart. If this field is left blank, the account of the target chart is tracked but without a default association. The Default account table is used to set up the tracking of the account to other charts of accounts. |
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A screen delivers a strict or open authorization.
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The posting on an account can be compulsory or optional. |
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You can manually change the Default VAT code (VAT field) and enter a list of authorized or prohibited VAT codes for the account in the Tax code control grid.
Tax control grid
This grid is enabled if the following conditions are true:
The Tax management check box is selected for the chart of accounts (GESCOA).
Tax management is any value except Not subjected.
You can enter up to 10 tax codes in the grid with the following rules:
The Control type field determines how tax codes are entered in the grid. If you change the Control type, all codes are removed from the grid.
Inactive: You cannot enter tax codes in the grid.
Authorization: The Default tax code must be included in the list. If you change the Default tax code, the updated code is automatically added to the next open line.
Restriction: You must enter at least one tax code. The default tax code cannot be included in the list.
Fields in the Taxes block can only be accessed if the Tax management check box is selected in the Chart of accounts function (GESCOA) linked to the current account.
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Fields
The following fields are present on this tab :
Taxes
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An account can have five different situations regarding the VAT (Value Added Tax):
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Select the tax declaration to set the tax amount to declare in the tax preparatory report. If an account is set up as Subjected, Tax account, EU tax, or Prepayment account, you must specify the tax type to declare. Select the tax allocation appropriate for your VAT declaration:
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By default, each account can have up to three tax accounts that determine the tax calculation, posting, and declaration terms. For more information, see the documentation on Tax rates. The first code to enter is the VAT code. The two other codes must be a different type. If the SAITAX - Mandatory Tax Code(CPT chapter, VAT group) parameter value is set to Yes, it is mandatory to specify at least one tax code in account creation mode. If the SAITAX parameter is set to No, the account can be created without a tax code. The tax code is then searched for via the invoice tax rule in miscellaneous table no. 1, "Tax code" field. |
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Select this check box to identify accounts concerned by the European Open Declaration, which can only be accessed for accounts subject to VAT management. |
Tax code control
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Recurring entries
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A recurring task account (usually, a class four account) can be associated with the current account (often, a load or item type). The automatic balance function of recurring tasks is used to automatically close an account as a counterpart to the recurring task account associated with it. |
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Exchange difference
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During the matching of entries in currency, there could be an automatic difference of conversion on payment. Clear this check box to disable automatic variances for accounts for which the difference of conversion has no consequence. This capability is useful for accounts that can be matched. |
Variance type
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The fields in this block are only available if the current account is linked to a Classification (Generalsection) whose Category type is set to Normal in the Account class function (GESCLS). As a result, if the account class of the current account is Exceptional, the Assessmentmethod is forced to None. Select one of the following options to determine the assessment method:
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This check box is only available if the assessment method is set to By journal entry or By account balance. It allows you to assign a dedicated rate type to the current account so that conversion variance is calculated according to this rate type, rather than using the one entered in the Rate type field in the Conversion variance function (CNVECAR). |
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If the Rate type mgmt. check box is selected, you can choose from the existing rate types that need to be used when the conversion variance is calculated for the current account. |
Grid Variance accounts
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You cannot edit these fields if the selected Assessment method is None. If you change the Assessment method to None from another method, those accounts are removed from the grid. These accounts are used to post the conversion variance journal entries generated by the Conversion variancefunction (CNVECAR). |
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Accounts can only be selected from those available in the current chart of accounts. They cannot be control accounts. If an account or several accounts are indicated in this grid, they have priority over those indicated in the Miscellaneous accounts section (lines 5 to 8), in the Chart of accounts function (GESCOA). |
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Fields
The following fields are present on this tab :
Flags
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All general and/or analytical accounts can use matching. |
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Select this check box for a subtotal of the entries sorted by journal during the printing process of the general ledger. This field is used during the printing process of the general ledger:
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This field indicates if the account receives postings that should be declared within the framework of the Declaration of fees (DAS 2: fees, royalties, etc.). This check box can not be modified when an entry is final and if the parameter FRADGI - French fiscal regulation (TC chapter, CPT group,) is set to Yes. |
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The nature of fees is used by the DAS2 declaration automatic process. |
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Select this check box to generate carry forward entries in currency. If not, the carry forward entries are generated in the ledger currency. This field defines the management rule to be applied to carry forward entries if Carry forward entries is selected for the account class. |
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This field determines if the postings on this control account trigger the update of the balance sheet for the customer or supplier record. If the value in this field is changed, you need to recalculate the corresponding balance sheets. |
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Select the charge type for the account to determine whether or not it is considered when calculating withholdings. |
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Sign
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It is possible to define the default sense of the account. This information is used to set automatically the cursor in the column "debit" or "credit" of the posting entry mask. |
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The sign of the balance is the usual balance sign for the specific account. |
Fixed assets
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Select this check box to authorize using accounts on assets and expenditures that are managed in theFixed assets module. If selected, it is mandatory to enter the accounting nature for this account. When Fixed asset tracking is selected, the Expense creation, Accounting nature, and LVA management fields are available. |
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This check box is only available if the Fixed asset tracking check box is selected. Select this check box to indicate:
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This field must be entered when the Tracking of assets is active. |
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This field is only active if the following conditions are met:
It is used to define whether the LVA (Low Value Asset) management type for the account is:
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Grid BP authorization
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This grid specifies if a control account can accept entries on all BP types. The different BP types correspond to the settings in the BP record. |
FIFO variance process
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If this check box is selected, general entries for this account are excluded from the FIFO rate calculation process (GESFIFCV). This is useful for excluding short-term or overnight deposits and funds posted as Outgoing payment and Incoming payment on the same account. |
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Presentation
A reporting code is an account grouping code meant to simplify the generation of overview reports via the Financial data extraction setup function, in accounting. There are 10 reporting codes. Some of them are used for financial reports.
Please consider carefully the format of the reporting codes. If the reporting codes contain a numerical element the data extraction will total all lines starting with that number. For example, if a debit reporting code is DB1 the data extraction will total all accounts showing a debit balance for the reporting codes that start with the code DB1. These could include the codes DB11, DB12, DB13 and so on.
For an analytical account, reporting codes cannot be used in an analytical syntax financial data extraction.
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Fields
The following fields are present on this tab :
Grid Reporting codes
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Enter the reporting code to use if the account shows a debit balance. When this is a control account, the balance of the single account is taken into account. Note: For Portuguese legislation, the first line stores the taxonomy code required to issue the SAF-T file. You need a taxonomy code linked to each account. If this field is blank, you receive an error on SAF-T file extraction. |
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Enter the reporting code to use if the account shows a credit balance. When this is a control account, the balance of the single account is taken into account. Note: For Portuguese legislation, the first line stores the taxonomy code required to issue the SAF-T file. You need a taxonomy code linked to each account. If this field is blank, you receive an error on SAF-T file extraction. |
Consolidation
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If this field is checked, the pre-consolidated balance gives the details of the account by BP. Otherwise, the account balance is simply deferred. You can indicate an account number that identifies the current account in the balance and the Pre-consolidated general ledger. |
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For a current account, this field is used to specify whether entering a flow code on the entry line is Optional, Mandatory, or Not entered. If the CSL- Consolidation activity code = Yes:
When saving a journal, all the entry lines with the same nature, that is the same identifier, have the same flow code if Flow management for the account is Optional or Mandatory. The flow propagation is made according to the display order of Accounts, Charts, and Type of reference. If the PRCSL - Pre-consolidation activity code = Yes:
The Flow on carry-forwards records is initialized by the CSLFRWFLO – Carry-forward flow parameter (CPT chapter, CSL group). This parameter is defined at Company level.In carry-forward records, the Flow is initialized even if Flow management is not selected 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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Enter the account number to use for the extraction if the account shows a debit balance. |
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This is the default flow code in the journal entry if Flow management for the account is set to Optional or Mandatory. The initialization can be different if the entry line is Debit or Credit. |
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Enter the account number to use for the extraction if the account shows a credit balance. |
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This is the default flow code in the journal entry if Flow management for the account is set to Optional or Mandatory. The initialization can be different if the entry line is Debit or Credit. |
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For non-control accounts when the PRCSL activity code is active, you can select Optionalor Mandatory. For the current account this field is used to specify whether or not to enter a Partner code on the entry line, or if it is managed at all. On journal entry, the partner field can be accessed if one of the ledgers set up in the journal entry transaction has consolidation management selected, and if the account defined at the line level has Partner management set to Optional or Mandatory. On journal entry, the partner field is mandatory if one of the ledgers setup in the journal entry transaction has consolidation management selected, and if the account defined at line level has a Partner management set to Mandatory. 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. |
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For control accounts, this check box is selected by default and cannot be modified. For general accounts, this option is available if Partner management is set to Not entered. |
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This tab can only be accessed for an analytical account or accounts.
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Fields
The following fields are present on this tab :
Budget tracking
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Budget tracking can be used if and only if the account is attached to analytical ledger that can be budgeted. Checking this box gives the authorization for budgetary entry on this account. |
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The allocation key is used to define the allocation conditions of the annual budget, by assigning a weighing coeffcient to each month (refer to the Allocation documentation). |
Nonfinancial unit
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The value posting, either analytical or budgetary, can be complemented by a quantity posting, on the basis of the non-financial unit associated with the analytical account. For this, the Nonfinancial unit entry box must be checked. |
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The quantity entered for each accounting document is expresses in this unit |
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The standard value indicated here makes it possible to pre-initialize the quantity according to the amount. |
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Default values
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The analytical distribution codes are used to automatically distribute the amount of an accounting posting line over several analytical lines according to weighting factors and this, via a single entry. |
Grid Dimensions
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This field is used to enter or select any analytical dimension type parametrized in the database. |
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It is possible to specify for each dimension type a default dimension that will be submitted on entering a posting or a document in this analytical account. |
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Fields
The following fields are present on this tab :
Grid Pyramids
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Principally used for reports and inquiries, the pyramids are used to characterise the summary (roll-up) level and order of the information to be retrieved. This process is automatic and is updated retroactively. |
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Pyramid Group in which the account is included. |
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Definition level of the group of accounts. |
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This is the printing order for groups of the same level. |
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A screen delivers a strict or open authorization.
If the screen is empty, the account is attached directly to the group but it can be 'removed' by deleting the line. On the contrary, if it is attached via a screen, the line cannot be deleted and the link cannot be broken. |
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For a Control account, entering addresses can be useful for sending check-letters.
Fields
The following fields are present on this tab :
Grid Addresses
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This code is used to identify the various addresses associated with the managed record (user, company, site, business partner of any description, etc.). You cannot modify or delete an address code when it is used at the level of a Bank ID number or for a contact. |
Detail
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Click this icon to open a mapping site and locate the entered address. |
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Telephone
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Fields
The following fields are present on this tab :
Grid Bank details
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This code is used to identify the country associated with the bank account. The country table, containing this code, gathers information that is useful to perform controls, and namely:
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The IBAN is an internationally agreed standard of identifying bank accounts in a structured format.
Not all countries support IBAN. The IBAN format applied to bank accounts is controlled by the IBAN management option, defined in theCountries setup. |
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This number identifies the bank account of a given bank, for a given country. For the entry of the Bank ID number to be correct, it is necessary to predefine the entry format in the Countrytable and to activate the option IBAN managementfor those countries supporting the IBAN format. In case of an IBAN this field has to contain the bank account part only, beginning from the 5th character of the IBAN. The first 4 characters of the IBAN (country code and check digits) are calculated automatically and displayed in the field IBAN pref. |
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This field indicates that the Bank ID number is used by default for payments (in the absence of a more precise rule). |
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This field specifies the address code of the bank ID number, controlled in the address codes of the managed entity (company, site, customer, supplier, etc.). This address code is used to define the default bank ID number in payment contexts where an address is known. |
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This code is used to identify the currency associated with the bank account. It is recommended to use the ISO coding during the creation of a new currency. |
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This field, which is mandatory for payments, defines the paying bank related to the account number. The first line contains the name of the bank. |
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This field identifies the bank account's beneficiary (physical or moral person). |
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To perform the automatic processing of payment requests, the sender's bank needs the BIC code of the recipient's bank. This code is an ISO identifier managed by the international banking system, and namley the SWIFT system, the Society for Worldwide Interbank Financial Telecommunication. The BIC code is the only standardized bank identifier at international level. All banks can have a BIC code, even if they do not belong to the SWIFT network. The BIC code can be comprised of 8 to 11 characters. In both cases, the first 8 characters of the BIC code generally designate the bank's head office and are structured under the form BBBB PP AA, which correspond to the following information :
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In some commercial exchanges, upon the request of Business Partners or payment issuing banks, an intermediary bank is sometimes used. For that purpose, the identifiers of this bank must be entered (BIC code, paying bank, country). This information remains optional (it does not need to be entered if no intermediary bank is mandatory). |
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By default, the following reports are associated with this function :
GLGRP : GL journal account details
GLGRPDEV : General ledger/currency
PLAN : Chart
This can be changed using a different setup.
An account is necessarily attached to a chart of accounts which will have been defined before creation of the account. Two accounts can have the same number, but then, they are attached to different charts of accounts. The current function opens up with the elements of the chart of accounts last dsplayed. To gain access to the elements of a different chart of accounts, click on the Chart button. The access can be restricted to only one chart of accounts for a specific user. The function General accounts has to be set up in Functional authorizations (GESAFP) for this user. The option Change plan should not be available (the code '1' should not be displayed in the Options field of the grid). When the user opens the function, the first chart of accounts that contains data is grayed out. To choose the chart of accounts that will be displayed by default for this user, the user must fill the Chart of accounts field in the Menu profile (GESAPN) and associate the desired chart of accounts. |
Use this function to perform an Account query.
Use this function to perform an Analytical account query.
Use this function to copy the chart of accounts associated with the current account.
Copying can be useful during a preparatory phase or for two separate companies to take advantage of the same chart of accounts, except for a few accounts. In the latter case, it is more convenient to copy a chart of accounts and then make a few modifications.
You can copy
Use this function to view the description of the chart of accounts for the current account.
In addition to the generic error messages, the following messages can appear during the entry :
The call code entered is already used for another account.
The entered access code does not exist in the table or the user creating the account does not have access to this code. The Selection function should be used to find out an existing or authorized code.
The BP type (customer, supplier, miscellaneous) entered here must be consistent with the setup of the control account entered in the Recurring account field. You need to change the BP or the control account. This message also appears when no BP has been entered in this field. Entering a BP is required if a control account is used in the Recurring account field.
The variance type Result can be selected only if the account is managed in one currency. The Currency field must be entered to choose this option.
The site entered is not a financial site. Use the Selection icon to find a financial site.
It this message appears, it is necessary to modify the value of the VTP - Number of distributions per journal activity code and revalidate the VENTILE2 analytical distribution screen.
If the Control type field is set to Authorization, the Default tax code is required. If you change the Default tax code, the updated code is automatically added to the next open line in the grid.
If the Control type field is set to Restriction, you cannot add the Default tax code to the grid.
You can only add VAT type tax codes to the Tax control grid.
If the Control type field is set to Authorization, you must enter at least one tax code to the Tax control grid.
If the Control type field is set to Restriction, you must enter at least one tax code to the Tax control grid.