Financials >  Current processes >  Reversals  

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Use this function to launch an automatic reversal processing on a set of journals selected by the user depending on a number of criteria.

Use this function, especially at the beginning of the fiscal year, to globally reverse all the stock count MO of the previous fiscal year.

All journals, either simulation or actual journals, can be reversed. The "Reversal" field in the journal entry function only needs to be set to "Yes", and a reversal date, added.
SEEREFERTTO See the documentation on journal entry for further information.

For each reversal, a journal will be generated. The journal thus dealt with will have their "Reversal" fields set to the "Reversed" value.
SEEINFO When a journal is processed, all the ledgers containing this journal will be impacted.

When the Fixed assets are managed, the journal reversal will result in the Expenses automatic generation, provided that the required setup is implemented (see the Journal entrydocumentation for further information). The list of expenses then created is included in the log file generated at the end of the reversal processing.

Pre-requisites

SEEREFERTTO Refer to documentation Implementation

Screen management

Entry screen

Presentation

Selection criteria

The selection of journals to be reversed is made according to several criteria:

  • Company,
  • Site,
  • Document type,
  • Journal type,
  • Journal,
  • User.

These criteria can be used to restrict the selection of journals to be reversed. It is not however mandatory to enter all these fields. By default, the system selects all the journals having the "Yes" status.

Date ranges are used to refine the selection. The reversal date specified on journal entry is the date that is taken into account. Note that the operation will only be valid if the relevant fiscal year and accounting period are open.

Generation

The accounting journal type generated during this processing is the same as the type of the original journal.

At processing level itself, it is possible to select the reversal method to use:

  • Based on the journal sign: the journal is generated by debiting the credited accounts in the original journal and by crediting the debited accounts in the original journal
  • Based on the amount: The allocation sign of the original journal is kept but the amounts are recorded with a negative sign.

The "Log file" flag can be selected to display a summary of all the generated journals at the end of the processing.

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Fields

The following fields are present on this tab :

Criteria

  • All companies (field ALLCPY)

If this box is checked, the processing is launched for all the companies (otherwise, they have to be specified).

Enter the company code for which the processing has been started.

SEEWARNING The company code:

  • must necessarily refer to a legal entity,
  • must necessarily be entered if the box "All companies" is not checked.

 
  • All sites (field ALLFCY)

Select this check box to run the process for all sites. Otherwise select a site.

         

Enter the site code for which the processing has been started.

SEEWARNING It is mandatory to enter this field if the box "All sites" is not checked.
  • All document types (field ALLTYP)

If this box is checked, all types are taken into account by the operation. Otherwise, the type to be taken into account must be entered.

it is possible to enter a specific journal type in this field when the box "All journal types" is unchecked.
  • All journal types (field ALLTYPJOU)

If this box is checked, all journal types are taken into account for the operation.
  • Journal type (field TYPJOU)

Enter the journal type. It must be of the same type as the journal linked to the selected journal type.

SEEWARNING It is mandatory to enter this field if the box "All journals" is not checked.

The journal type is used to group journals based on common characteristics mainly linked to the nature of the operations that will be recorded in it:

  • Sales,
  • Purchasing,
  • Cash,
  • Miscellaneous Operations,
  • Analytical MOs,
  • Carry forward entries.

Some processings and controls depend on the journal type:

  • the "carry forward entries" journals can only record journals associated with the "Carry forward entries" period",
  • the "ana. MO" type journals can only record journals assigned to the "analytical" category.
  • a cash account must be attached to each "cash" type journal so that the entries posted in this journal have an automatic counterpart. A cash-type journal is used:
    • in the A/P-A/R accounting module on payment posting,
    • in the automatic journals.

SEEREFERTTO The setup of the cash journals is specified in the Definition of the journals, journal types and accounts on payments documentation.

Six journal types have been allocated to the miscellaneous operations:

  • values 4 and 5 for the General Accounting,
  • values 8, 9 and 10 for the Analytical Accounting,
  • All journals (field ALLJOU)

If the box "All journals" is checked, all types of journals are taken into account for the operation.

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.
  • All users (field ALLUSR)

When this box is checked, the data associated with all the users are involved by the process (if it is not checked, only the user whose code is given is involved (if no code given, the current user).

Ccode of the operator that carried out the process.

SEEWARNING It is mandatory to enter this field if the box "All users" is not checked.

Date range

  • Start date (field STRDAT)

Start of the selected period representing the reversal date entered on journal entry.

SEEWARNING The operation will only be valid if the fiscal year and accounting period concerned are open.
  • End date (field ENDDAT)

End of the selected period representing the reversal date entered on journal entry.

SEEWARNING The operation will only be valid if the fiscal year and accounting period concerned are open.

Generation

  • Generation type (field EXTSNS)

This field is used to generate automatic reversals. The journals having their "Reversal" flag set to Yes and meeting the criteria defined below will be reversed on the reversal date defined in the journal.
Generation types:

  • Debit/Credit: it matches the standard accounting reversal for which an accounting journal is cancelled and replaced with another by inverting the debit and credit amounts.
  • Negative Amount: this method cancels the entries of a journal by using the same journal but with negative amounts.
    This way, the accounts totals are not incorrect.
  • Log file (field TRC)

Select this check box to generate a log file.

 

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Batch task

This function can be run in batch mode. The standard task ACCRVS is provided for that purpose.

Specific buttons

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

  • Memo code (field CODE)

You use a memo code to save the criteria applied to an entry screen. Use this field to find out if a memo code has already been saved for the current screen values.

Use the following buttons to manage memos:

Recall: Recall a previously defined and saved memo.

Memo: Save the current values of the screen in a memo file with a code to be specified.

Del. Memo: Delete a previously saved memo.

If a memo named STD (standard) is associated with the screen, it is loaded when opening the function.

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Click this action to save the current settings in a Memo code to be reused later. The memo is linked to your user profile, not to the function or the screen.

If a memo code entitled STD is associated with the screen, it is loaded immediately on entering the corresponding function.

For further information on the advanced use of the Memo action, refer to the documentation on the General ergonomics of SAFE X3 software.

Click this action to enter a Memo code previously saved and change the setup.

Click this action to delete a Memo code.

Error messages

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

" ... fiscal year not open"

The reversal date is not included in an open fiscal year.
SEEREFERTTO Concerning the opening of fiscal years, please refer to the Periods documentation.

" ... period not open"

The reversal date is not included in an open accounting period.
SEEREFERTTO Concerning the opening of accounting periods, please refer to the Periods documentation.

Tables used

SEEREFERTTO Refer to documentation Implementation