See the documentation for entry transactions setup.
In compliance with French and Portuguese antifraud legal requirements and to ensure data security, electronic signatures are automatically generated when a customer invoice or journal entry is posted or set to Final, respectively. After the electronic signature is generated, further modifications to any of the fields identified below can be easily detected.
You can use the Electronic signature control function (FRADSICTL) to review the current electronic signature and highlight any inconsistencies.
See the “French electronic signature how to guide” or the "SVAT certification for Portuguese legislation guide" on the How to tab for details on implementing this feature. This document is intended for administrators and consultants who maintain and update Sage X3.
Exceptions
Data from invoices or journal entries posted before activating the electronic signature feature is not added to the DKSDATAFRA table and therefore no electronic signature is created.
Legislations other than French or Portuguese do not need to generate electronic signatures.
The electronic signature is a record in the Electronic signatures table (DKSDATAFRA) that includes data from the following fields in the Sales invoice (SINVOICE) and Account entries (GACCENTRY) tables:
Field code | Description | Data source: SINVOICE | Data source: GACCENTRY |
ORIDOC | Origin of the document | 1 | 2 |
DOCTYP | Journal | SINVOICE.SIVTYP | GACCENTRY.TYP |
DOCNUM | Journal description | SINVOICE.NUM | GACCENTRY.NUM |
TOTTAX(9) | Total by tax rate | SIH.AMTTAX(i) + SIH.BASTAX(i) |
|
AMTATI | Invoice amount with VAT | SIH.AMTATI |
|
DATTIM | Date and time of the signature | Datetime$ |
|
INVSNS | Document type | Evaluate SIH.SNS |
|
CPYNAM | Company name | CPY.CPYNAM |
|
POSCOD | Company postal code | BPA.POSCOD |
|
CPYEECNUM | Company VAT number | CPY.EECNUM |
|
BPRNAM | Customer name | SIH.BPRNAM(0) | BPARTNER.BPRNAM |
BPREECNUM | Customer postal code | SIH.POSCOD |
|
JOU | Journal code |
| GACCENTRY.JOU |
DESTRA | Journal description |
| GACCENTRY.DESTRA |
FNLPSTNUM | Final number |
| GACCENTRY.FNLPSTNUM |
ACCDAT | accounting date | SINVOICE.ACCDAT | GACCENTRY.ACCDAT |
ACC | Account code |
| GACCENTRYD.ACC |
BPR | BP | SINVOICE.BPR | GACCENTRYD.BPR |
LIN | Journal entry line |
| GACCENTRYD.LIN |
LINDES | Line description |
| string$([F:DAE]DES<>"", |
The transaction you select determines how you enter information, and how information is displayed and printed.
If only one transaction has been set up you are not offered a choice, the default entry screen displays.
Entering miscellaneous operation documents, or the reversal entry, can automatically generate fixed assets Expenses. The list generated expenses displays in the Selection panel under Associated expenses.
The journal must be Actual and the status must be Final. The following steps must be implemented:
Fields
The following fields are present on this tab :
Block number 1
| The site code for the operation is initialized with the site associated with the user code. It can be modified on the condition that it is chosen in the list of authorized sites. |
| Each accounting journal entered is linked to a given type. The journal type corresponds to the nature of the entered posting: customer invoice, miscellaneous operations, cash receipt, etc. This information comes with management rules relating to VAT, reminders, etc. It is one of the key elements of the journal entry. The setup of the selected journal type determines if you can open or close the propagation to the manual ledgers.
|
| This field represents the unique identifier of a journal in a journal type. |
| This date corresponds to the date of the generated accounting postings. It must belong to a fiscal year or period that is open for all the ledger types. |
Block number 2
| Enter the journal code (1 to 5 alphanumerical characters).
|
| The category is set up in the journal type. Actual: Active simulation/inactive simulation: Off balance sheet: Template: |
| Use this field to select the journal status: Temporary or Final. When set to Final, the only modifications you can make on a journal are for informational purposes only or if they concern the analytical postings. The date, amounts, accounts, VAT code, and other purely accounting information can no longer be modified. |
| 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:
|
Close
Fields
The following fields are present on this tab :
Block number 1
| Entering a value to enable the header description for the journal postings. |
| Field specific to the Italian law. |
Dates
| The default value for this field is the entry date. |
| Indicate the journal due date. |
| The default value of the value date is the entry date. |
| This field is specific to the Italian law and used to specify the posting date of the operation. |
Currency
| This field is used to select different types of rate : daily rate, average rate, etc. |
| Date initialized with the system date. |
| The currency in which the posting will be recorded (called the transaction currency) is, by default, the main general ledger currency for the company to which the site belongs. If the currency is different from the original currency the conversion will be based on the exchange rates recorded in the database for the chosen rate type and the rate date.
|
Source
| The 'source document' and 'document date' fields respectiveley correspond to the reference (journal number) and date of the BP journal. |
|   |
| The Source field displays the source of the journal entry and the Source transaction field displays the origin code for the transaction in conjunction with the value in the Source field.
Source transactioncode values include:
Note:
Examples & special cases If you import journal entries using an import template, the Source transaction code displays the import template code. Accordingly, the Source field then displays Import. If you create an invoice in Supplier invoices (GESBIS) that generates an automatic journal entry, the Source transaction code displays the automatic journal code, BCPIN, with the standard setup. Accordingly, the Source field then displays Automatic generation. When the Validation of simulation entries function (CPTVALSIM) is run on simulated journal entries, whether new journal entries are created or not, the Real journal entries are set with Automaticgenerationand CPTVALSIMas the Source transaction code. When you reverse a journal entry either directly from the Journal entry function (GESGAS) or from the Reversals function (CPTEXT), the reversal journal entry is set with Automatic generation and with CPTEXT as Source transaction code. When a payment cancellation is executed on a posted payment from Payment/Receipt entry function (GESPAY), the corresponding journal entries are set with Automaticgeneration and PAYCANCEL as Source transaction code. When the Dimensional allocations function (CPTDSPANA) is run, the journal entries then generated are set with Automaticgeneration and CPTDSPANA as Source transaction code. |
|   |
| It identifies the source module of the accounting journal.
|
|   |
| 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. |
| This is the reference date for the VAT extraction. The date defaults from the accounting date or the document date, depending on the DCLVATDAT – Date for tax declaration parameter (CPT chapter, VAT group) setting, which can be the accounting date or the document date. If you use the document date, you can act on a period declaration independent of the accounting date. You can change this date if the journal entry has not been included in a declaration. The Formulas grid in Automatic journals has a field for the VAT date. You can enter a formula to use a custom date. This date must comply the legislation rules for the declaration.
|
Flags
| Specify whether the entry must be taken into account in the DAS2 fee declaration or in the 281.5 one. |
| Indicate whether a reminder must be issued for this journal. |
| This field is only accessible upon creating or duplicating a journal. It is initialized according to the NIVBONPAYE parameter data. |
Reference
| This field contains the journal reference. |
| This technical field is fed upon generation of a simulation posting. |
Reversal
| Two values are possible for this field:
|
| Actual reversal date. |
| Fields recalling the journal type and the number of the reversed. |
|   |
Close
Presentation
These lines are used for the accounting entry. Each entry transaction is different.
For manual journal entry
If the Control type field is set to Inactive for the account, you can enter any value on the line.
If the Control type field is set to Authorization for the account, you can only enter a code listed in the Tax control grid in the Management section for the account. Otherwise you receive a blocking message.
I the Control type field is set to Restrictionfor the Account, you can only enter a code that is not listed in Tax control grid. Otherwise, you receive a blocking message.
For automatic journal entry
The same rules apply but the blocking message displays when you click Save.
Fields
The following fields are present on this tab :
| Line number. On "In column" entry, the line number is used as in unique identifier of the line and is used to link lines with different ledger types that relates to the same logical line (for an ex-tax line, there can be a line for the social ledger, one for the associated analytical ledger and one for the linked IAS ledger). |
| You can enter on the entry line a site that is different from the one indicated in the header. |
| These fields specify the ledgers impacted by the netry of the current journal. For the 'In line' entry, only one ledger can be specified. If the setups in the accounts, the entry transaction and the journal type establishes it, the propagation to the other ledgers of company ACM is carried out automatically. |
| This field (maximum five alphanumerical characters) is used to link lines that belong to different ledgers but relate to the same information line. |
| The account associated to the collective account is displayed by default. The BP is left to specify. In the case of a multi-role BP, the search algorithm is function of:
The initialization of the code for the Control field depends on whether or not the BP/Company tab is present in the BP record (GESBPR). |
This field is used to select the accounts recorded on the current chart of accounts. On this ACC field, the user can access the current ledger's accounts only.
When you enter the short code for an account, it is replaced with the actual account code. |
| Title of the account. |
| Specify the BP code. If the Collective and Account fields are empty, the number of the collective account will be determined by the BP accounting code. Searching this account is carried out in accordance with the priority order in the journal entry transaction, (field BP search),and takes into account the tab BP/Company if it is present. |
| Enter an amount if the entry line is a debit. The default sense is set up in the account file. If the default account sense is not determined, the cursor is positioned on the field that is used to balance the journal. The journal must necessarily be balanced in the transaction currency. A rounding variance line is generated automatically in order to balance the journal in the ledger currency if necessary. Three options are proposed using the right-click menu:
|
| Enter an amount if the entry is a credit. The default sign for an account may be defined during the setup of this account (see the GL accounts documentation). |
|
| This is a free field, designed to explain the posting of this entry By using " / ", the account title is displayed by default ; and with "=", the previous line description is copied. |
| Text box which content can be used as automatic matching criteria. |
| When the account on the line is subject to tax, the tax field is accessible for entry. It is initialized with the tax code associated with the account. According to the context, it is necessary to verify that this tax code corresponds to the tax actually applicable, or it should be modified. The tax code defines the rate, the rules, and the terms for the deduction applicable to the operation. If the Control type field is set to Inactive for the Account, you can enter any value on the line. If the Control type field is set to Authorization for the Account, you can only enter a code listed in the Tax control grid on the Management tab in the Account. Otherwise, you receive a blocking message. If the Control type field is set to Restrictionfor the Account, you can only enter a code that is not listed in Tax control grid. Otherwise, you receive a blocking message. |
| This field is used to indicate the contra account.
If left blank, it will be initialized upon journal posting. |
| 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. |
| 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. |
| 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. |
| Because of the analytical nature of a line, you have to enter a quantity expressed in the indicated non-financial unit.
|
| On analytical inquiry, this field determines the non-financial unit linked to the displayed account. |
|   |
|   |
| Defined here are the allocation methods for the line amount on the different dimensions of each dimension type. These methods are defined as follows:
For instance: For these two later cases, it is possible to pre-initialize the allocation with an already existing key. The final display will be " $ ". |
Indicate in this field the dimensions that should be assigned to the posting line.
If the accounting amount is not distributed over several analytical dimensions, the "allocation" field cannot be assigned. The entry is achieved directly in the following columns, in the dimension concerned, for each of the dimension types. Default dimensions can be specified in the analytical account and taken into account or not, according to the default dimension setup. For the journals automatically generated from other modules, the default dimensions are defined by a process (see the Default dimensions documentation). |
| These free fields use the miscellaneous tables no. 351, 352 and 353. |
|   |
|   |
|
| Matching code after the automatic or manual matching has been carried out. |
| Actual date where the matching is carried out. |
|   |
|   |
|   |
|   |
|   |
|   |
|   |
| Sequence number attributed to all entry lines when the entry is set to definitive. This number coms from the counter specified in the Sequence number assignment / Financials module / Document types / accounting sequence no.. No gap should exist in its sequence, which insures that no entry line has been deleted, added or inserted. |
Totals
| Total of the debit lines which compose the posting lines. |
  |
| Total of the credit lines which compose the posting lines. |
  |
Account
|   |
|   |
Action icon
When creating a line, you can select this option when the VATLINGNR - VAT line generation parameter (CPT chapter, VAT group) is set to Yes.
The VAT lines generation function generates the tax line (Normal tax rule type) or the tax lines (CEEtax rule type) for the base line (preceding line).
The base line must be entered with a tax code that complies with the following criteria:
The account on the base line must comply with the following criteria:
Note: The VAT line generation function does not support creating base lines subject to partially deductible VAT for non-recoverable taxes.
Use this link to get a quick access to the Accounts inquiry.
Select this option to distribute the lines on three statistical codes for analysis.
Select this option to chose the account structure to predefine the group of accounting and analytical allocations of an entry, and to pre-load them on creation. When you choose an account structure, an additional window opens where you can enter the amount to be distributed and, if necessary, the BP to be applied to the control lines.
Fields
The following fields are included in this window :
Block number 1
|   |
|   |
|   |
|   |
| These fields contain the invoiced or invoicing BP and the BP |
|   |
|   |
Grid Details
|   |
| 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.
|
| Payment method associated with the due date line. |
| Amount of the open item line |
| Code used by default for the current BP to identify a series of early discount and late charge rates (up to 12) to be applied to a payment according to a number of days early or days late with respect to the open item date. |
| Statement indicator |
| Reminder indicator |
| Reminder level |
|   |
| This field displays the payment approval indicator. The number of |
| Code identifying the unpaid dispute. |
|   |
| The Mandate reference field can be entered and is mandatory only if the payment method is SDD-type.
|
|   |
|   |
|   |
|   |
|   |
|   |
Totals
|   |
  |
|   |
  |
Close
Select this option to view the Open items of the current journal. The automatic open items are calculated according to the selected payment method when you create the accounting journal.
Select this option to view the current journal distributions. The window displays the distribution percentage, the distributed amounts, and the dimensions where the amounts are distributed.
Close
By default, the following reports are associated with this function :
PIECE : Entry print
This can be changed using a different setup.
1. In the Number field, delete the entry number.
2. Update the data in the other fields if necessary.
3. Click Create to create the new entry.
To guarantee the integrity of the journal data from other modules, certain fields cannot be modified. For example, a payment sent to a given bank prevents the modification of the associated account. To cancel such a transaction, you first need to cancel the payment (this reverses the journal), then re-enter the payment for a new bank account. The ability to modify some fields can also be subject to whether or not the journal entry has been validated or not. The table shown below lists the fields that cannot be modified for journals from modules other than accounting:
Source module | Field | Account type | Journal status | Modification |
All | Currency | - | Temporary | Impossible |
All | Currency rate | - | Final | Impossible |
All | Exchange rate type | - | Final | Impossible |
All | Site | - | Temporary | Impossible |
All | Account | Collective | Temporary | Impossible |
All | Business partners | - | Temporary | Impossible |
All | Amount | Collective | Temporary | Impossible |
BP | Account | Bank | Temporary | Impossible |
BP | Amount | Bank | Temporary | Impossible |
Click Deleteto delete this journal. The following conditions must be met to successfully delete a journal:
|
Click Paymentto view the payment for this journal.
Click Invoice action to view the customer invoice or supplier invoice for this journal.
Click Transactionto view the format for this entry transaction.
To reverse a journal, select the journal to be reversed and click Reversal. If the default suggestion is not appropriate, enter your own date and description.
Setup changes are not archived. The journal uses the setup at the moment of the reversal and not the setup for the original journal. For example, when a distribution key is modified.
It is possible to trigger a control on the coherency of the VAT data linked to the accounting document.
This control can be set up:
The control is performed upon entry (creation/modification) of the document. Imports and automatic generations of documents from upstream modules in batch task should create entries that are coherent with respect to the VAT.
Tax codes other than VAT are excluded from the control.
The control upon document entry carries out the same processing than the controls carried out upon execution of the CONTVAPCE VAT control report.
The general parameters should be positioned correctly so that the control can be carried out. The additional condition is that the document type used should be triggering either for VAT on debits or on VAT on receipts.
The control is carried out by VAT code / Tax allocation.
For each VAT code present on the document, the processing cumulates on one hand the base amount (accounts flagged with the type 'subject') and on the other hand the VAT amount (accounts flagged with types VAT or EU VAT).
From the base amount and the VAT code, the processing determines a theoretical VAT amount. This theoretical VAT amount is compared to the VAT amount issued from the document. If the variance is greater than the threshold set up for the company (after the conversion to the document entry currency, if applicable), the processing triggers a message which is either a simple warning or a blocking error, depending on the error policy chosen for the user.
In this type of journal, the prepayment account is in fact tax-including. The processing recalculates the theoretical basis by application of the VAT rate and from this reconstructed basis, calculates the theoretical VAT.
In addition to the generic error messages, the following messages can appear during the entry :
In entry creation, the journal must balance to zero (Balance=0).
The analytical allocation is mandatory.
It is not possible to change the journal date beyond the fiscal year, if journal lines have been entered.
The journal is prohibited for this journal type. For instance, documents with the type Sales invoice cannot be entered in a Purchasing journal.
Mandatory ledger not present for the selected Journal entry transaction code.
This message is displayed when a journal entry is displayed for the following reasons:
To amend this journal you must use a journal entry transaction code that displays all Ledger types. This journal entry transaction code is defined in either the parameter SCHSTDC - Column entry transaction (chapter CPT, group DEF) or the parameter SCHSTDL - Line entry transaction (chapter CPT, group DEF).
This message is displayed if the modified document does not come from the accounting module and if this document contains at least one line with an amount equal to zero and quantities.
The quantity must be an absolute value. The direction has an impact on the debit or credit of the analytical balance.
Error on counter [Counter Code]
Document generated via the calculated entry [Calculated entry code]
This journal will not be regenerated
Confirm?
Line i: this line has been subject to marking
Authorized Payment approval level
Prohibited exceptional documents
Full line entry grid
The results account (line 11) is not entered at the level of the accounts plan setup ( Various accountstab) and the FRWANA - Analytical carry-forward (chapter CPT, group FIY) and/or FRWGAC - General carry-forward (chapter CPT, group FIY) parameters are set to 'Yes' for the current company.
If the Control type field is set to Authorization for the Account, you can only enter a code listed in the Tax control grid on the Management tab in the Account.
If the Control type field is set to Restrictionfor the Account, you can only enter a code that is not listed in the Tax control grid.