Common data > General accounting tables > General > Account structures 

The account structures, designed to simplify the entry of journals of a recurring nature, are used to automatically initialize accounting (general account, tax code) and analytical (natures, allocation structures and dimensions) information of the entries associated with it.

They are accessible in the parameters of the entry transactions, when entering journals or invoices (customer or supplier) of the A/P - A/R Accounting module.
The combination of an account structure and an entry transaction is used to optimize the entry of postings by only displaying on the screen the fields necessary for the entry and by defining their default value.
When entering a BP invoice, by default, once the tax-excl amount of the invoice has been entered, it is suggested to apply the account structure defined at the level of the customer or supplier record (see the documentations Customers and Suppliers)
When the account structure contains VAT accounts, they are not taken into account on invoice entry.

Based on the module, the purpose of a structure is different:

  • an account structure designed to be used in the A/P - A/R Accounting module corresponds to a single-entry entry structure since the offset is ensured with respect to the document header (BP and tax-incl amount),
  • an account structure designed to be used in connection with an entry transaction corresponds to a double-entry entry structure since the structure contains all the entry lines of the journal.

    Prerequisite

    SEEREFERTTO Refer to documentation Implementation

    Screen management

    Entry screen

    Fields

    The following fields are present on this tab :

    Header

    This code (1 to 10 alphanumerical characters) is used as the sole identifier of the account structure.

    A structure can be used in invoice entry mode of the A/P-A/R Accounting mode and/or in the parameterization of the journal entry transactions. In an invoice of the A/P-A/R Accounting module, the structure can be used on the invoice line using the "Structure" button.

    • field DESTRA

    Common title of the current record.

    Identification

    • Short description (field SHOTRA)

    The short description replaces the standard description when display or print constraints require it.

    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.
    You can add your translation in another language using the Translation function:

    • Click Translation from the Actions icon in the corresponding field.
    • In the Translation window, add a new language code with the translation in this language.

    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.

    SEEINFOThe connection language must be defined as a default language for thefolder.

    The 'group' field is used to assign an account structure to the companies and sites contained in the entered group.

    SEEINFO It is possible to set up a group from the setup of of the account structure.

    Accessibility

    When it has been entered, the access code makes it possible to limit the operational rights on the account structures based on the user profiles.
    These rights are defined for each of the following operations:

    • structure enquiry,
    • calling the structure upon parameterization of an entry structure,
    • modification of the database record (i.e. : of the structure parameterization).
    • Validity start date (field VLYSTR)

    These dates define the period during which the structure can be used.
    If the start date is not entered, the structure can be used from the first day of the first financial year.
    If the end date is not specified, the structure can be used from the start date without limit of time.

    • Validity end date (field VLYEND)

     

    Grid Chart of accounts code

    This field is mandatory (at least a chart of accounts must be entered) and is used to specify a chart of accounts for the accounts which will be used in the current account structure.
    The content of this field is added in the table according to the selected charts of account.

    SEEINFO The number of charts of accounts is limited to nine for each account structure.

    Grid Dimension code

    This field is used to specify a dimension view for the accounts whic will be used in the current account structure.
    SEEWARNING To have access in entry mode to the Axe Analytique column, the column must be specified in the setup of the accounts used.

    This fields is optional. When there is no dimension view entered, the information is copied by default from the setup of the accounts.

    SEEINFO The number of dimension views is limited to twenty for each account structure.

    Grid Description

    • No. (field NUMLIG)

     

    This field can accommodate accounts of "normal" or "collective" type.
    When a "collective" account is used, the BP field of the structure is then accessible but not mandatory:
    -if the structure is called from the journal entry, a parameter entry window is used to enter the BP code. This code is then used on the auxiliarized lines generated by the structure, unless they already had a BP.
    - if the structure is called from the PB invoicing, the BP on the invoice is then used on the auxiliarized lines generated by the structure, unless they already had a BP.

    When an account structure is used in BP invoice entry, the accounts parameterized as "VAT account" or "VAT/EU account" will be ignored and the journal line will not be created.

     

     

     

     

     

     

     

     

    Accessible field if the account on the line is a "collective" type account, but not mandatory.

    If the BP field of one of the structure lines is empty, when the latter is preloaded, the operation mode will differ depending on the original function:

    • if the structure is called from the journal entry, a parameter entry window is used to enter the BP code. The latter is then used on the auxiliarized lines generated by the structure, unless they already had a BP,
    • if the structure is called from the BP invoicing, the BP on the invoice is used on the auxiliarized lines generated by the structure, unless they already had a BP.
    • Coefficient (field COE)

    Specify here the weighting coefficient assigned to this structure line.

    The coefficient calculation and application method varies depending whether or not the structure is called from the journal entry or the BP invoice entry.

    In BPinvoiceentry, the coefficients are used to calculate the amount associated with each line as follows:
    Amount=(Amount to be allocated)x(Coefficient)/(Sum of the coefficients)
    With Amount to be allocated=Tax excl. amount entered in the invoice header.
    The coefficient can be null. In that case, the amounts on the lines are not calculated.
    It can be a negative coefficient. In that case, it is taken into account like any other coefficient.
    E.g.: structure containing 3 account lines with the respective coefficients 2, 1 and -0.5.
    The structure is applied to a BP invoice of € 3.000, tax excl.
    Creation of 3 lines with the respective amounts of €2.400, €1.200 and €-600
    (i.e. 3.000*2/2.5, 3.000*1/2.5 and 3.000*(-0.5)/2.5)

    In accountjournalentry, the coefficients are used to calculate the amount associated with each line and determine its sense (Debit/Credit).
    In this way, the coefficients with a negative sense imply that the calculated amount must be credited. Conversely, the coefficients with no sense mean that the calculated amount must be debited.
    The amount to be allocated corresponds to the amount entered in the parameter entry window, from the account journal lines. This amount can be positive or negative and it represents the Debit or Credit total of the journal (necessarily equal to the journal creation).
    The sum of the positive coefficients on the one hand (debit) and the negative coefficients on the other hand (credit) is not necessarily identical, since the structure can be used to initialize an unmatched journal (that must be matched to be able to be posted).
    The largest sum of coefficients with the same sense represents the coefficent basis weighting the amount calculation. Therefore:
    Amount=(Amount to be allocated)x(Absolute value of the coefficient)/(Largest sum of coefficients)
    E.g.: structure containing 3 account lines with the respective coefficients 2, 1 and -0.5.
    The structure is applied to a journal with an Amount to be allocated equal to € 3.000.
    Creation of 3 lines with the respective amounts of €2.000 (debit), €1.000 (debit) and €500 (credit)
    (i.e. 3.000*2/3 and 3.000*1/3 and 3.000*0,5/3
    with 3=sum of the debit coefficients that is higher than 0.5=sum of the credit coefficients)

    This field is used to specify a tax code.
    This code can be accessed by right click or by tunnel and is linked to the tax type specified in the screen (additional tax, provincial tax, etc.): For instance, when you select the provincial tax, the tax rates associated to this type of tax will be those specific to the provincial tax.
    SEEINFO The rule set up in the tax code must be identical to the one specified in this screen.

    • Description (field LIGDES)

    Setup field used to initialize the content of the journal line or the BP invoice line.
    The setup formula can be entered with the help of the formula wizard.

    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.

    Specify here the analytical allocations of each account structure line dimension view by dimension view.

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

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    Pre-loading dimensions

    This functionality is used to retrieve the dimension types set up for the ledgers based on the account structures.

     

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    Reports

    By default, the following reports are associated with this function :

     LISSCHCPT : Account structures

    This can be changed using a different setup.

    Error messages

    In addition to the generic error messages, the following messages can appear during the entry :

    Incorrect date

    This message can be displayed for instance if the validity end date entered is earlier than the validity start date.

    You do not have access to this code.

    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.

    Screen incompatible with the nature

    The syntax of the entered filter is not consistent with the default nature associated with the account. The nature filter must authorize the use of the account default nature. The default nature or the nature filter have to be modified.

    Tables used

    SEEREFERTTO Refer to documentation Implementation