Financials >  Inquiries >  Accounts by dimension  

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This function is used to view the detail of the posting lines affecting an analytical account, with the possibility to use a tunnel to the accounting entries.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

Header

Presentation

The inquiry is performed on a screen. Enter in the header:

  • the company, the site, the group of sites or the group of companies concerned,
  • the ledger type, among those ledgers attached to the company and having an analytical accounting type,
  • the date ranges for the inquiry,
  • the selection currency: the inquiry only concerns those entries whose selection currency is similar to the transaction currency,
  • the account, belonging to the chart of accounts of the selected ledger and for the selected company (you can still view all the analytical accounts using radio buttons).

Once the criteria are entered, click Search to launch the inquiry. Click Next and Return to browse through the data pages.

The balance that appears in the header is displayed in company currency. You can inquire the balances details by period in the Balances tab.

Using the Actions icon available on lines, you are provided direct access to:

  • the accounting entry (for all entry types); access to this function is granted in view but also creation and modification modes,
  • the BP invoice (for the Invoice and Credit memos type entries),
  • the open items (for the Invoice and Credit notes entry types).

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Fields

The following fields are present on this tab :

Selection

This field is used to specify the code for a company, group of companies or group of sites.
This optional code is used to define entities common to several companies or sites.
SEEWARNING If the inquiry is launched for a group, the companies (or sites) must have the same currency for the selected ledger type.

The site code to be entered in this field is optional if a company code or a group code has already been selected.

  • Ledger type (field LEDTYP)

The ledger types (manual or automatic) available from this field are filtered depending on the entity chosen in the Company/Site field and they have an analytical accounting type.

This field is used to filter the journals by transaction currency.

The specified ledger currency depends on the type of ledger selected.

  • Start date (field DATDEB)

This field is used to enter a start date relating to the posting inquiry.

  • End date (field DATFIN)

This field is used to enter an end date relating to the posting inquiry.

  • Accounting balance (field LIBSOL)

Balance of the account in company currency, matching the currency in which the main general ledger is kept, on the inquiry end date.

SEEWARNING For a group of companies having fiscal years with different end and start dates, the accounting balance is not calculated/displayed.

Code of the company currency.

Other criteria

This field reminds the chart of accounts linked to the company (or to the group of companies or the group of sites) and to the selected ledger type.

Choose an account belonging to the ledger type selected for the involved site or company.

  • Control (field COLLEC)

It is used to perform a selection on a specific collective account.

It is used to perform a selection on a specific collective account group.

Field used to select a BP.

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Tab Natures

Presentation

You can define the filter and display criteria.  Depending on the entered criteria, the list of entries related to the analytical account is displayed.

You can then position the cursor on a line and zoom as required using the Actions icon:

  • accounting entry (for all entry types); access to this function is granted in view but also creation and modification modes,
  • invoice (for the Invoice and Credit note entry types),
  • open items (for the Invoice and Credit note entry types).

Criteria entry

Click Header, Line and Analytical to enter additional criteria in the form of combining conditions. These conditions can respectively call on all the fields in tables GACCENTRY (Entry header), GACCENTRYD (Entry lines) and GACCENTRYA (Analytical Entry lines) as well as to the operators equal, greater than, less than, different and to constant values.

When using the criteria definition function, click Memo to save the modified parameters. A window opens where you can enter the memo code identifying the saved parameters.
Click Recall to enter a memo code and recall the criteria related to this code.
When you access the account inquiry function, the parameters stored with the STD code are recalled by default.

If the criteria are not saved in a STD memo, the default values proposed are the default financial site for the user (and the corresponding company), the date range corresponding to the last open fiscal year.

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Fields

The following fields are present on this tab :

Grid Details

  • Date (field ACCDAT)

Creation date of the journal.

This field specifies the document type used to enter a journal.

  • Document no. (field NUM)

Invoice number.
This number is used to identify the invoice in a unique way. It is entered upon each creation or automatically generated depending on the counter associated with the invoice type.
  • Debit (field DEBIT)

This field reminds the amount in transaction currency.

  • Credit (field CREDIT)

 
  • Ledger debit (field DEBLED)

This field specifies the amount in ledger keeping currency.

  • Ledger credit (field CDTLED)

 
  • Line description (field DES)

This field is used to link a description to its record. This description can be printed on the records, displayed when the record code is entered in a screen, or used on selection.
The title, used by default in the reports and entry masks is replaced by the short title when it is required by display and print constraints.

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.

SEEINFO The connection language must be defined as a default language for the folder.

It is the purchasing account. If the field is not entered the account will be determined automatically (at invoice validation) by the accounting code of the invoicing element concerned as a function of the parameter setting of the automatic journal PIHI.

Code identifying the BP that can have various roles based on the context:
  • Due date (field DUDDAT)

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.
  • Value (field VALDAT)

Value date.

This is the code of the assignment company of the entity.
This optional zone makes it possible to specify entities common to several companies.

The site must be a financial site. It can be different from the site previously selected, but it must belong to the same company.
  • Ctrl. (field SAC)

No help linked to this field.

  • Match letter (field MTC)

Matching code after the automatic or manual matching has been carried out.
  • Matching date (field MTCDAT)

Only those documents having an accounting date between the dates entered here will be matched.
If no date is specified, all the journals corresponding to the other criteria will be matched.
  • Maximum date (field MTCDATMAX)

No help linked to this field.

  • Status (field STA)

 

Here, indicate the journal code comprised of one to five alphanumeric characters.
Upon creation, the journal is automatically open for all the specified periods.
The journal selected here must be of the same type as the journal linked to the journal type kept in the previous selection criteria.

SEEWARNING It is mandatory to enter this field if the box 'All journals' is not checked.
  • Reference (field REF)

It refers to the setup reference.

This code is used to identify the currency for a site, BP, etc. It is managed in the currency table.
The currency proposed by default is that of the budget.
The exchange rate type applied is based on the BUDTYPCUR - Budget conversion rate type (BUD chapter, CMM group) parameter setting.

SEEINFO It is recommended to use the ISO coding during the creation of a new currency.

This field is used to specify the contra account.
SEEINFO The counterpart of each entry line is updated upon creation. If left blank, it will be initialized upon journal posting.
  • Partner (field CSLCOD)

This field is available depending on the inquiry screen setup selected in the Inquiry screens function GESGTC.

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.

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
The Business Partner defined at the journal entry line level setup is the default partner.

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 selected for the general account defined at the journal entry line level setup, the partner for this general account line defaults to the partner defined in the first control line.

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.

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.

If the direction is Credit, the flow defaults to Flow if Credit. 

If the direction is Debit, the flow defaults to Flow if debit.

If the amount is 0 for both debit and credit, the flow defaults to Flow if debit

If there is no flow code on the account, the flow code defaults to the flow defined in the CSLFLODEF - Default flow parameter.

If this parameter is not defined, there is no default flow code value.

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.

 
  • Amount in currency (field AMTCUR)

Amount expressed in the selected transaction currency.
  • Ledger amount (field AMTLED)

No help linked to this field.

  • Declared tax (field AMTVAT)

 
  • Quantity (field QTY)

It is the allocated quantity expressed in UOM unit.
  • Mark (field CHK)

This field is used to perform the reconciliation of the banking operations that are actually listed on the hardcopy bank statement.
Any character string with a maximum of five characters is authorized for the reconciliation. This string must contain lowercase letters and/or numbers. Upper case letters are reserved for the reconciliation from imported bank statements.
  • Statistic 1 (field STT1)

 

 

On analytical inquiry, this field determines the non-financial unit linked to the displayed account.
The non-financial unit is determined when setting up an account associated with a given value.
This unit is called upon entry.
  • Entry date (field ENTDAT)

No help linked to this field.

  • Multiplying rate (field MLTRAT)

 
  • Dividing rate (field DIVRAT)

 
  • Module (field ORIMOD)

This field is automatically loaded with the BP value.
  • Source (field ORIGIN)

 
  • Source transaction (field ORICOD)

 
  • Source document (field BPRVCR)

No help linked to this field.

  • Document date (field BPRDATVCR)

 
  • Transaction (field DACDIA)

The entry transaction must be selected before starting the entry of the journal.
The action "transaction", accessible by the menu Display/Choose the transaction, is used to open a selection window of the various entry transactions.
After selecting a transaction, only the documents entered via this transaction will be displayed in the left list (provided that the transaction setup authorizes it).

SEEWARNING According to the selected transaction, it will be possible or not to create, modify or view a journal.

SEEINFO The transactions with the type "Tab" do not allow the creation or the modification of journals.

The Transaction field is initialized according to the entry transaction selected.

Four standard transactions are delivered:

  • Standard tab (STD): only for inquiry and used to view all propagated, manual and automatic ledgers.
  • Standard column (STDCO): entry transaction used when the transaction is not specified in the automatic journal. This transaction is used to create, modify and view any journal stemming from a transaction in column.
  • Standard line (STDLI): transaction that has the same properties as the transaction in column but is not used as transaction by default for the automatic journals.
  • Customized column and line: only the journals created from these very transactions will be viewable.

A journal can only be viewed by means of:

SEEINFO A default entry transaction can be added to the user favorites.
  • Reminder (field FLGFUP)

No help linked to this field.

  • Pay approval (field FLGPAZ)

 
  • Created (field CREDAT)

This field displays the creation (entry) date of the object.
  • Creation author (field CREUSR)

This field displays the user who created (entered) the record.

  • Change date (field UPDDAT)

This field displays the last modification date.

  • Change author (field UPDUSR)

This field displays the user that made the last modification on the recording.
  • Reconciliation date (field CHKDAT)

No help linked to this field.

This title is associated with the previous code.

  • Category (field CAT)

No help linked to this field.

  • Header description (field DESVCR)

This field specifies the destination document of the invoicing element.

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.

  • Chronological number (field CHRNUM)

 
  • Final number (field FNLPSTNUMW)

 
  • Final date (field FNLPSTDAT)

 

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Action icon

Basic Product Management

The following actions can be available depending on the context. They are used to directly access the base object:

  • Accounting entry. Access to this function is provided in view mode but also in creation and modification modes.
  • Due date,
  • Invoice,
  • Payment.
Analytical allocation

This is used to access the detail of the analytical allocation, if the line is analytically allocated.

 

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Tab Balance

Presentation

For each accounting period end included in the inquiry date range, the debtor and creditor balances as well as the total for the transactions in the period are displayed, either in transaction currency (if a selection of the currency has been made in the inquiry header) and in the local currency amount of the company currency, or in company currency (currency code = blank). 
Information is displayed in a "grid" or "graph".
 This button is used to switch from graph mode to table mode.

Balances and totals by period

Balance amounts are displayed in this grid. These are the account or dimension balance sheet amounts at each period end on the header's selection header.
Only criteria specified in header are taken into account for the calculations.

Selection criteria for totals

The Debit total, Credit total and Balance are calculated on the basis of additional filters specified by clicking the Criteria button (in the action panel).

SEEWARNING For a group of companies with different start and end date, the Balances tab is not loaded.

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Fields

The following fields are present on this tab :

Grid Balances and totals by period

  • Date (field DAT)

Balance presentation date.
  • Debit balance (field SOLDEB)

This field specifies, in the event of the selection currency having been entered, the debtor balance of the account in the selection currency.

  • Credit balance (field SOLCRE)

This field specifies, in the event of the selection currency having been entered, the creditor balance of the account in the selection currency.

  • Debit transactions (field TOTDEB)

This field specifies, in the event of the selection currency having been entered, the total of the debtor movements over the period in the selection currency.

  • Credit transactions (field TOTCRE)

This field specifies, in the event of the selection currency having been entered, the total of the creditor movements over the period in the selection currency.

Total of selection criteria

  • Debit in ledger currency (field DEBLOC)

Total of the creditor movements in company currency for all periods inquired.

Currency in which the debit total is expressed in company currency.

  • Debit in selection currency (field DEBCUR)

This field specifies, if the selection currency is entered, the total of the debtor movements in the transaction currency if it is identical to the selection currency.

Transaction/selection currency code.

  • Credit in ledger currency (field CRELOC)

Total of the creditor movements in company currency for all periods inquired.

Code of the company currency.

  • Credit in selection currency (field CRECUR)

This field specifies, if the selection currency is entered, the total of the creditor movements in the transaction currency if it is identical to the selection currency.

 
  • Balance in ledger currency (field SOLLOC)

Balance of the movements, in company currency, for all the selected periods.

  • field SNSSOL

Sense of the balance.

  • Balance in selection currency (field SOLCUR)

Balance, expressed in transaction currency, calculated on those movements whose currency is identical to the selection currency.

  • field SNSSOL2

 

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Specific Buttons

You can refine the inquiry with respect to the criteria defined in the header: click Criteria.
A new window opens and suggests the following selection criteria:

  • the company code and the site code (at least one of the two must be entered),
  • the date ranges in order to only select the entries that fall between these two dates,
  • the transaction currency, if you require only the entries entered for a given currency (if not, this field must remain empty),
  • the general account, if only the entries for a given nature and general account are to be displayed,
  • the tick boxes used to specify whether certain entries (simulation, closing, new entries) must be included in the inquiries.

This window also suggests criteria for the display of information:

  • the display currency of entries (distinct from the transaction currency). The amounts are converted into this currency. If a conversion exchange rate is needed (relevant if currencies are different and neither are in currencies), the exchange rate type used is the one defined by the CNSTYPCUR - Inquiry exchange rate parameter (TC chapter, CUR group). The exchange rate is searched at the current date.
  • the screen code used to display the entries,
  • the structure used to view the accounting entries if a tunnel is used to zoom to the entries.

The button Balance is present and replaces the Balances tab when the CNT activity code is set to No.
For each accounting period end included in the inquiry date range, the debtor and creditor balances as well as the total for the transactions in the period are displayed, either in transaction currency (if a selection of the currency has been made in the inquiry header) and in the local currency amount of the company currency, or in company currency (currency code = blank).
Information is displayed in a "grid" or "graph".
 This button is used to switch from graph mode to table mode.
The transaction totals are expressed in the following currencies:

  • in the transaction currency (1st column),
  • in ledger currency (2nd column if present).

Limits

Matching or unmatching Fiscal Years

First case: the inquiry concerns a company, a site or a group of companies with homogeneous fiscal years, i.e. with the same fiscal year start and end dates.

The following rules should be followed:

  • the ledger type chosen must have the same book-keeping currency for each of the companies in the group (the currency of the ledger type is determined at the level of the account core model setup),
  • the inquiry must concern a same chart of accounts,
  • the breakdown of the fiscal years must be identical for all the companies contained in the group.

 

Examples:

  • Group 1:
    • Company 1 has a first fiscal year date on 01/01/2008 and calendar fiscal years (from January to December).
    • Company 2 has a first fiscal year date on 01/01/2010 and calendar fiscal years (from January to December).

The group 1 can be inquired from the 01/01/2008 on.

 

  • Group 2:
    • Company 1 has a first fiscal year date on 01/07/2008. Its first fiscal year starts on 01/07/2008 and ends on 30/06/2009.
      Its second fiscal year goes from 01/07/2009 to 31/12/2009 and the following fiscal years are calendar ones (from January to December).
    • Company 2 has a 1st fiscal year date on 01/01/2009 and calendar fiscal years (from January to December).

Until the 01/01/2010, the inquiry obeys the rules related to the company groups with shifted fiscal years.
From the 01/01/2010 on, the inquiry obeys the rules related to the company groups with homogeneous fiscal years.

Second case:the inquiry concerns a group of companies with shifted fiscal years, that is with different fiscal year start and end dates.

The same rules have to be respected.

Remember: when the inquiry concerns a group of companies with shifted fiscal years:

  • the accounting balance, in the header, is not calculated/displayed
  • the "Closed" tab is not filled.

    • Examples:

    • Company 1 has a first fiscal year date on 01/01/2008 and calendar fiscal years (from January to December).
    • Company 2 has a 1st fiscal year date on 01/09/2009 and fiscal years from September to October.

    It has been requested to inquire the period ranging from the 01/01/2010 to the 30/06/2010.
    The result displays, for the requested account, the detail of entries related to an analytical account for the requested period. The header accounting balance and the tab "Balances" are not loaded.

     

    Limits related to access codes

    In the case where the inquiry applies to an analytical account with an access code, the behavior is as follows:

    If the access code is set up at user level, with viewing rights, all entry lines allocated to the account are displayed even if the entry type, journal, or linked account are not authorized for the user.

    If you use the Jump to action, Sage X3 does not take into account the access code set up on the entry type but uses the access code set up on the journal.

    Examples:

    If the entry line applied to the account is linked to an unauthorized entry type while the journal is authorized, then Sage X3 authorizes the use of the Jump to action.

    If the entry line applied to the account is linked to an authorized entry type while the journal is unauthorized, then Sage X3 does not authorize the use of the Jump to action. The following message is displayed: XXXX Journal not authorized

    Error messages

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

    Full grid

    This message is not strictly an error message. For technical reasons, the maximum number of lines loaded in the inquiry screen is set to 500. If more than 500 lines match the criteria this message is displayed, and only the first 500 lines can be viewed. It is then necessary to enter more restrictive criteria in order to obtain fewer lines in the grid.

    Mandatory field

    No screen code has been entered during criteria entry (it is mandatory).

    You must enter a company or a site

    In criteria entry, the company and site fields are both empty (which is not authorized).


    Other than generic messages, the following error messages can appear when using this tool:

    Inconsistent ledger between the companies of the group for this ledger type

    The requested inquiry is on a group of companies with different ledgers. No inquiry is possible.

    All companies do not have the same currency for this ledger

    The requested inquiry concerns a group of companies which currencies set up for the ledgers attached to the selected type of ledger are different. No inquiry is possible.

    Periods incompatible between the companies of the group

    The requested inquiry concerns a group of companies which fiscal year periods are broken down differently.
    For instance, for company 'A' the fiscal year starts on the 01/01/2010; as a result, the periods start on the first day of each month. For company 'B', the fiscal year starts on 15/01/2010; as a result, the periods start on the 15th of each month.
    No inquiry is possible.

    Tables used

    SEEREFERTTO Refer to documentation Implementation