Generation of accounting entries
For a given company, this function enables the generation processing of accounting entries from:
- the charges, and/or the variances between depreciation plans, saved in the DEPREC table of depreciations,
- the provisions for renewal recorded in the CCNRPR table,
- the events resulting from the various actions performed on the Expenses, Assets and Financial lease contracts objects (VAT adjustment, posting changes, asset disposals...) saved in the event tables,
- records from any other standard or specific table of the application.
This processing uses the Accounting entry type setup. This setup makes it possible to establish the relationship between:
- on the one hand, the data source containing the elements to be posted:DEPREC table of depreciation charges and variances between plans, CCNRPR table of provisions for renewal, table of event or any other table,
- and on the other hand, an accounting structure defined at the level of the Automatic journals function.
To make sure that the entries generated from fixed assets are allocated to the right accounting periods, it is necessary to maintain a synchronization (via the opening and closing of periods), between the calendar of theDepreciation contextsand the calendar ofFiscal yearsand accountingPeriods.
The accounting entries can also be automatically generated during the calculation, or the generation of the event resulting from a unit action on the asset (saving/deleting an asset, account posting change, transfer...).
To that end, the Immediate posting option must be active on the entry type defined to post the depreciation expenses, the variances between plans and/or the event, depending on the situations.
However, the events and the depreciation expenses (and variances between plans) coming from the calculation and the mass processings cannot be immediately posted but only by the accounting interface processing.
The accounting entries coming from the interface processing or produced by immediate posting are generated in "temporary" tables before being transferred, after validation, in the "final" tables of the accounting folder (see the Processing description).
They can be viewed via the functions:
- Accounting entries
- Journal entry
At the level of the fixed asset, the Posted amounts and those To post, as well as the list of entries justifying this posted amount are displayed on the Posting tab of its Periodic depreciation plan detail window.
Prerequisite
Refer to documentation Implementation
Screen management
Processing setup
First, it is necessary to set up the processing or to recall, using the button button, an existing setup previously saved under a Memo code.
The setup of the processing consists in:
- Specifying the processing options. By default, the processing is carried out in Simulation mode and generates a log file presenting the value of the different setups applied, the list of accounting entries generated and their principal characteristics, as well as any errors that may appear during the processing execution.
- Selecting the company or the potential financial sites where the processing will be carried out.
- Selecting the entry types from which the entries will be generated.
Note: Once the processing setup is completed, the user can save it under an identification code using the button . It can then be recalled for a future submission of entry generation processing.
Entry screen
Presentation
Options
- Fiscal year
The generation of entries concerns:
- either the current FY: the processed periods are those defined at the level of the entry type setup (closed, current and/or open periods),
- or the following FY, in which case all the open periods of this FY are processed. - Simulation
This check box, selected by default, is used to carry out a simulation of the processing. The accounting entries are not generated but the log file displayed at the end of the processing is used to view the detailed list for each entry.
Notes:
When the processing is submitted for real, the log file displays, apart from the entered parameters (company, sites and entry type setup), the list of entries grouped by site, entry type and period.
All the entry details can be viewed through the Fixed asset accounting entries and Accounting entries functions.
- The details of the log file produced at the end of the processing, in simulation or real mode, is described below.
Company/Sites
The processing is carried for only one company at a time. The list presents only the companies for which the user is fully authorized (for the whole company or for all the sites of the company).
When a company is selected, all its sites are selected by default. The None right-click button is used to mass delete this selection, in order to select manually only those concerned by the processing.
When there are errors or inconsistencies in the data of at least one of the contexts of the selected company, a message specifying the reason for the error is displayed when launching the processing, which cannot be executed in this case.
When the value of theACCPERCTL - Control of accounting periods (AAS chapter, CPT group) company parameter is set to Yes, the company is not displayed in the list if at least one its contexts is not synchronized with the accounting period/fiscal breakdown. It is then necessary to launch theContext synchronization process.
The situation of desynchronization of a context can be viewed on theDetailed status of contexts,Calculation tab (the value of the Modification type field is CNX and the value of the field Modified parameter is DESYNC).
Types of accounting entries
Each line in the table can be used to specify an entry type to process. By default, this table is empty.
The right-click functions to help the entry enable the user to fill it.
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Fields
The following fields are present on this tab :
Options
| This check box is selected by default and runs the closing in simulation mode. In this case, controls and the process are carried out but there are no updates recorded in the database. Clear this check box to run in actual mode. In this case, you cannot reverse the closing and updates are recorded in the database. If you are using intermediate commits, it is recommended that the NIVTRACE – Log file level parameter (AAS chapter, MIS group) value is 0. |
| This field enables the user to precise of the process of the interface must deal with the current or the following financial year. |
| This checkbox can only be accessed when the processing is request in simulation mode. |
Block number 2
| This field is used to select the company to which the interface process is applied. |
| This field, that cannot be modified, reminds the user of the legislation to which the company is subject. |
Grid Sites
| This table displays all the sites linked to the selected company. |
| The grid displays the list of the sites attached to the companies and for which the user has authorizations. |
Grid Accounting entry types
| Each line in the grid can be used to indicate an entry type to process. By default, this grid is empty. The right-click buttons to help the entry enable the user to fill it. |
| This field, that cannot be modified, reminds the user of the legislation for which the entry type is defined. |
| This field, that cannot be modified, reminds the user of the company for which the entry type is defined. |
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Action icon
All
This button which can be accessed from the line header, is used to fill by a mass processing the entry type table with all the entry types defined for all companies and for the selected company.
None
This button which can be accessed from the line header, is used to delete selected entry types from the table.
Selection
This button which can be accessed from the Entry type field, is used to display for selection the list of the entry types defined for all companies and for the selected company.
Accounting entry types
This button which can be accessed from the Posting types field, is used to display the setup screen of the Posting types.
Properties
This button which can be accessed from the Entry type field, is used to display a window with the entry type properties: date and author of creation and modification.
Advanced selection
This button which can be accessed from the Entry type field, is used to display an entry window for the selection criteria of the entry type.
This selection can be saved under an alphanumeric memo code with a maximum of 15 characters.
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Processing description
Generation of entries
The processing loops on the financial sites of the company to be processed.
For each financial site, the processing loop on the entry types to be processed.
For each financial site/entry type couple, the posting is performed either for the current FY or for the following FY, according to the selection made when launching the processing:
- When the processing is performed on the current FY: the periods taken into account are those specified for the selected entry type: closed periods and/or current period and/or open periods.
- When the processing is performed on the following FY for which there cannot be closed periods nor current period, only the open periods are processed, whatever the setup defined for the entry types.
For the depreciation expense posting as well as the posting of variances between plans, the resulting entries are either in simulation (they cancel and replace the ones previously recorded), or actual,depending on the Posting type setup defined for the period in the Context function.
For the event posting, the entries produced are always actual (along with the production of reversal entries for the posting of the events resulting from an action cancellation).
Posting in simulation mode
First of all, the processing deletes the potential simulated entries previously generated for the period (even if this period is closed) and produces new entries: these new simulated entries cancel and replace the previous ones. The user can generate depreciation expense entries and variance between plans entries concerning this period as many times as required (the depreciations remain marked as To post).
Specificity linked with the simulated or immediate posting when the grouping level is the Site (default grouping):
The user needs to relaunch the interface process when a unit action performed on an asset has an impact on its depreciation expenses, and that the interface process has already been performed.
Indeed, the simulated posting totaling the expenses of all the assets and generated by the interface processing is deleted and replaced by the one immediately produced in order to post the event resulting from the unit action. But this entry only posts the depreciation expenses of the asset that has been subject to the action, therefore the user needs to restart the interface processing to produce a new entry posting the depreciation expenses of all assets. The same system is applied to the posting of variances between plans.
Actual posting
First of all, the processing deletes the potential provisionalentries already posted for the period and produces actual entries: these actual entries cancel and replace the simulated entries previously produced and the processed amounts are marked as Posted. If definitive entries had already been produced for the period during a previous processing, these entries are kept; they are never deleted. If a new calculation linked, for example, to a modification of the depreciation setups, is required, only the entries corresponding to the difference between the amount already posted and the newly calculated amounts are generated.
Reminder on the rules linked to the posting type
- The user can switch from the posting In simulation mode to a type of Actual posting at any time.
- Once the posting type for the period is Actual and at least one expense or variance entry between plans has been generated, the user cannot switch back to the Simulation mode.
- Periodic closures are authorized if there is no amount To calculate left.
- If the posting type is Simulation,the closing is authorized, even though some amounts To post are remaining, the control will be carried out when closing the fiscal year.
- If the posting type is Actual,the closing of the period can only be carried out if all the expenses and variances between plans of the period (when managed) have been posted. - The FY closing is not authorized as long as at least one amount is to be posted on at least one asset: therefore the user must have generated the accounting entries in Actualmode on every period of the FY.
Entry storage
The posting interface processing generates the entries in the following "temporary" tables:
- GACCTMP Entry header
- GACCTMPD Entry lines
- GACCTMPA Analytical details of lines
The posting task posts these entries and relocates them, after posting, in the following "actual" accounting tables:
- GACCENTRY Entry header
- GACCENTRYD Entry lines
- GACCENTRYA Analytical details of lines
Cancellation/deletion of the simulation journals.
1/ The deletion of the simulated accounting entries, whether located in the "temporary" tables or validated and saved in the "actual" accounting tables of the Sage X3 folder, is performed by the accounting interface processing.
2/ When Sage X3 is used with another accounting tool, the accounting interface processing can delete the simulation entries situated in the "temporary" tables, but cannot directly delete those already sent to posting. In this case, it may be useful not to delete from the Sage X3 temporary tables the simulation entries already taken into account by the interface processing, and to mark them as canceled so that they can be taken into account by an export processing to the Accounting module. This possibility not to delete these simulation entries from the temporary tables is defined at company level by the (AAS - Fixed Assets chapter, CPT - Accounting group): ANNPCEPRO - Provisional entry cancellation parameter
Identification of simulation entries
The simulation entries can be identified either by the CAT field (active or inactive simulation) and by the REFINT field containing a reference, loaded by the accounting entry generation processing, used to distinguish the actual entries from the simulation entries and canceled simulation entries.
The simulation entries are managed by the utilities contained in the Simulationmenu. These utilities are used by the balance preparation processes to include or exclude the simulation entries.
* Identification of the depreciations expense simulationentries
- CAT = "2 – Active simulation" or "3 – Inactive simulation"
- REFINT = "P-numtrt" ("D-numtrt" for the actual entries)
- REFSIM = copy of REFINT in REFSIM
* Identification of the cancelleddepreciation expense simulationentries
- CAT = "2 – Active simulation" or "3 – Inactive simulation"
- REFINT = "A-numtrt" ("D-numtrt" for the actual entries)
- REFSIM = copy of REFINT in REFSIM
Log file content
The log file produced at the end of the processing:
- Displays the processing criteria and options as well as the grids of the processed companies and entry types.
- Summarize the setup important elements of the processed entry type :
- data source to post,
- Automatic journal or entry group used,
- list of the target ledgers setup in the entry type (or in the entry types if a simulation entry type has also been defined),
- the activation or not of the analytical pre-sorting,
- the rule determining the accounting date of the generated entries.
- Recalls the start and end dates of each period for which at least one entry is generated. The status of the period with respect to the assets (closed, current, opened) and with respect to the accounting (actual or simulated posting) is displayed.
Detail of the entries in simulation mode
In simulation mode, the accounting entries are not created but the detail of the entry that would have been created in real is displayed in the log file:
- Header main information: entry type, financial site, journal et accounting date.
- Aggregation level and key of aggregation used to generate the entry (example: by asset or by accounting code / depreciation method).
- For each ledger: list of the lines generated with the indication of the currency in which amounts are expressed (ledger currency), line number, account, amount, and line description.
Upon launching the processing, if the Dimension details check box is selected and the generated entry contains analytically tracked lines, a grid summarizes the analytical postings related to the entry: to each line of a given analytically tracked) ledger of the accounting entry, corresponds a line (or several lines if an analytical distribution has been used to split the line amount) indicating by dimension type the different analytical dimensions. The number of dimension types displayed in the grid corresponds to the maximum number of dimension types of the ledger having the largest number of dimension types.
List of the entries in actual mode
When the processing is launched for real, the detail of accounting entries is not generated but a list with the following information is displayed:
- the simulation entries previously generated and deleted,
- the new generated entries, whether simulated or real entries.
The accounting entries can be viewed via functions:
- Accounting entries
- Journal entry
Batch task
This function can be run in batch mode. The standard task TRTCPTINT is provided for that purpose.
Specific Buttons
Click this action to save the current settings to a Memo code to be reused later. The memo is linked to your user profile, not to the function or the screen.
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Click this action to enter a Memo code to load the settings associated with the code. |
Click this action to delete a Memo code. |