Setup > Financials > Accounting interface > Automatic journal groups 

When entries associated with an event need to be created automatically (for instance, in the case of a customer invoice), automatic journals are used. They describe the accounting journal, and they characterize both the header fields and the various entry lines, depending on the context generating the entry. In the case of an invoice, the header line, invoice lines and linked tables are available.

The purpose is to create a group of journals, to be used any time a document needs to be validated or posted.This setup enables the management of of group of automatic journals during a payment phase, with the associated matching conditions.
SEEINFO An automatic document line can be matched to another automatic journal line or with the original entry line (for instance the original invoice).
Thus, these automatic journal groups are linked to transactions.

It is possible to define a group of automatic journals linked to:

  • Notes payable/receivable posting
  • Intermediate posting
  • Bank posting
  • Notes payable/receivable risk closing

During validation of the entry, the software reads the automatic journal group prior to reading the automatic journals of the same code.
The automatic journals do not post upon creation but upon validation of the payment: the program saves the information in a temporary file, then it starts a processing designed to update the balance.

    Prerequisite

    SEEREFERTTO Refer to documentation Implementation

    Screen management

    The setup is completed by defining one to ten automatic journals to be created. These automatic journals will not automatically give rise to the generation of postings: indeed, conditions placed in the header and on the line of each journal makes it possible to say if the journal (or the line) must be created. Obviously if a journal contains lines that are not created, it will not be created either.

    SEEINFO Each line in each automatic journal is used to create one or several account posting lines (essentially according to the number of posting lines as well as the grouping criteria.

    SEEINFO TheMatching section is used for the posting of payments only.

    In the Matching of group journals grid, the following matching conditions need to be defined:

    1. Give the code of one of the automatic journals defined here above,

    2. Enter a line number corresponding to the entry(ies) to match,

    3. a: Specify a second pointer of a similar type to a line of one of the automatic journals in the group,
    3. b: Or check the Invoice matching field. This means that one or several matchings will be carried out on one or more of the lines corresponding to the postings associated with the invoices to be posted, according to the grouping conditions. It should be noted that these matchings will be carried out by picking up for each posted invoice, the line having the same account and same collective account.

    SEEWARNING The matching will be effective if:

    • the corresponding account can be matched (if it is not, the matching line will be ignored),
    • the lines concerned are generated (otherwise the matching line will be ignored),
    • the corresponding line at the level of the automatic journal contains, in the "Action" tab, in the Action after line creation field, the appropriate APLIGFAC action .

    Tab Entry screen

    Presentation

    Notes on matchings in grouped journals

    If several matching lines sharing a single original line are created, the group will be matched as a single group. This can lead to matching groups with many postings, grouping many invoices and several payments.

    Example:
    Let us consider Customer C with:

    - a given invoice F10 with two due dates E11 and E12.
    - a given invoice F20 with two due dates E21 and E22.
    - a given invoice F30 with two due dates E31 and E32.

    • If payment R1 exactly settles the due dates E11, E12, and E21, all the postings transferred to the BP account are matched together by the journals linked to R1, F10, and F20. But this matching will be in lowercase (i.e. not balanced, partial), because the balance of the group is equal to E22 (that is not settled).
    • If the payment R2 is now saved, which exactly settles the due dates E22, E31, and E32, the postings passed on the account for BP C will be matched together by the journal entries linked to R2, F20, and F30. The posting linked to F2 being already matched (in lower case), a global matching will be carried out. Here the group being balanced, the matching will be global. But if the open item E32 had not been closed, there would have been again a group of postings for the unbalanced BP C account and a 3rd payment would have been aggregated to the matching group.

    Close

     

    Fields

    The following fields are present on this tab :

    Block number 1

    Code of the auto. journal group

    • Description (field DESTRA)

    Journal Group description.

    • 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.

    Block number 2

     

    Entries to link

    Specify the automatic journal codes to link in order to form the group.

    Grid Matching grouped entries

    Specify the code of one of the automatic journals (in progress : used as reference for the document to match ???)

    • Line (field LIG1)

    Enter a line number corresponding to the entry(ies) to match.

    Specify a second pointer of a similar type to a line of one of the automatic journals in the group, if the Invoice matching cannot be accessed directly.

    • Line (field LIG2)

     

    • Invoice matching (field INVMTC)

    Check the field Invoice Matching, if a second pointer must not be specifiied.

    The fields to check in column invoice matching can be directly accessed when there is no corresponding journal in the columns 3 (Journal) and 4 (Line) of the grid.

    Close

     

    Specific Buttons

    The following fields are included on the window opened through this button :

    Block number 1

    • field OBJET

     

    • field CLES

     

    Block number 2

    • From folder (field DOSORG)

    Use this field to define the folder from which the record will be copied. The possible syntaxes are described in the Dedicated appendix.

    • All folders (field TOUDOS)

    Use this option to copy the record to all the folders defined in the dictionary (ADOSSIER table of the current solution).

    • To folder (field DOSDES)

    Use this field to define the folder to which the record will be copied. The possible syntaxes are described in the Dedicated appendix.

    Close

    This button is used to copy the record definition from or to another folder.

    Error messages

    The only error messages are the generic ones.

    Tables used

    SEEREFERTTO Refer to documentation Implementation