Accounting codes

• Type (field TYP)

The type of an account code mentions to which type of data the account code is attached. Each code type is associated with a list of accounts to be set up, in a mandatory way or based on their nature.

For instance:

• for a "supplier" type code, the purchase collective account must necessarily be entered whereas the collective account of the drafts to be paid is optional, since this payment method is not used systematically.
• for a "tax" type code, the VAT accounts are mandatory since the VAT posting is generated automatically in some modules.

Similarly, the setup of certain code types, solely intended for the implementation of the account posting templates (accounting modifiers), is left for the user to implement or not.

For instance:

• the "commercial" type code is only used if a variable referring to the sales person should be integrated to the codification of the sales accounts.
• the "company" type code is only used if a variable referring to the company concerned should be integrated to the codification of the sales, purchase and inventory accounts.

Based on their requirements, the user creates one or several account codes of a similar type, that will be assigned to the database records concerned.

For instance:

• a "product" type code by inventory category (raw materials, goods etc.),
• a "customer" type code by geographical zone (France, EU, Export),
• a "tax" type code by VAT rate, etc.

When saving the automatic entry, the assignment is performed as follows:

• search of the "code type" to be retained at automatic journal setup level,
• search of the "code " to be retained in the database record concerned.

• Code (field ACCCOD)

The code is the basic identification key for the account code in the table.

• Description (field DESTRA)

Standard title of the current record.

• 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.

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

• Account type (field CPT)

Depending on the proposed account type, it is necessary to enter:

• a collective account,
• a modifier,
• a normal account.

• Description (field ADESIG)

The code is completed by a descriptive title, used for print-outs and entry masks.

• Mandatory (field OBL)

For the accounting code line, the account entry can be set as mandatory or optional for the displayed charts of accounts.

• field ACC1

For each of the charts of accounts displayed in column, enter the account to use for the accounting code line.

A line can contain accounts of charts of accounts belonging to different models. Provided a single accounting code can be used for Companies belonging to a different model.

For instance:

Case of a folder having a French and an Italian company, each having its own model (with different social Chart of Accounts):

At the level of the Customer management, the two Companies make a distinction between Customers being: National / EEC / Outside EEC.

For the Customer accounting code Outside EEC, it is possible to plan a transaction to enter accounting codes containing FRA and ITA charts: the accounting line "Customer-Sales" containing the collective account information for France (FRA chart) and for Italy (ITA chart) as well.