Batch Entry

• Batch (field LOT)

This code is the sole identifier in batch entry mode.
The journal batches are recorded under a code having an automatic numbering.

• Transaction (field DACDIA)

Select the entry transaction that will be used to generate the entries.

 Parameter SCHSAILOT - Batch entry transaction (chapter CPT, group DEF) can be set to provide the default entry transaction.

• Entry transaction (field DACDIAGAS)

Select the entry transaction that will be used to generate the entries if a default entry transaction is displayed in the Transaction (field DACDIA) field.

• Posted (field UPDFLG)

This field is not available for entry. It is selected when the batch has been validated by the batch validation process.

• Site (field FCY)

The site code for the operation is initialized with the site associated with the user code. It can be modified on the condition that it is chosen in the list of authorized sites.
The site must be a financial one.
It can be modified on the line and the record of the journal will generate line postings (on the accounts defined in the chart of accounts).

• Journal (field JOU)

The batch entry is a single-journal one. Only operations on journal types authorizing the use of this journal can be saved.

• Description (field DESLOT)

Type in a description for this record (maximum 30 alphanumeric characters).

• No. (field NUMLIG)

It is the line number.

• Entry (field NEW)

This field is used to dissociate journals in the batch and to recognize the entry lines of a journal.
For each new journal, enter "Y" ("New journal = Yes") on the first entry line and "N" for the following entries about the same journal. The type, date, currency and site information of the previous line will be displayed again by default.
It is not necessary for the journals to be balanced in order to save a batch. On the other hand, they need to be for the batch to be validated.

• Type (field TYP)

Each accounting journal entered is linked to a given type. The journal type corresponds to the nature of the entered posting: customer invoice, miscellaneous operations, cash receipt, etc.

This information entails management rules relating to the VAT, reminders, etc. It is one of the key elements of the journal entry.

Based on the parameters of the selected journal type, you can open or close the propagation to the manual ledgers.

The journal type prevails and interrupts the propagation to the other ledgers of the company of the entry site.

• Date (field ACCDAT)

This date corresponds to the date of the generated accounting postings. It must belong to a fiscal year or period that is open for all the ledger types.
It is the reference date by default.

• Currency (field CUR)

The currency in which the posting will be recorded (called the transaction currency) is, by default, the main general ledger currency for the company to which the site belongs. If the currency is different from the original currency the conversion will be based on the exchange rates recorded in the database for the chosen rate type and the rate date.

 All amounts and rates, either entered or imported, are converted and stored in the transaction and ledger currency. Hence, the journal can only be created if both conversion exchange rates relevant to this operation are entered (for all ledgers types included in the posting).
For conversions between IN currencies, the conversion exchange rates are automatically defined in the currency table. For other conversions, a rate must have been defined for the date of the journal or for an earlier date.

• Site (field FCYLIN)

You can enter on the entry line a site that is different from the one indicated in the header.
Both sites must belong to the same company. Depending on the situation, link postings will be automatically generated on the link accounts previously set up.

• Ctrl. (field SAC1)

The account associated to the collective account is displayed by default. The BP is left to specify.

In the case of a multi-role BP, the search algorithm is function of:

• the transaction used,
• and the presence or not of the "Company BP" tab.

The initialization of the code for the Control field depends on whether or not the BP/Company tab is present in the BP record (GESBPR).

No BP/Company  tab on the BP record.

When the customer or supplier code is specified, the Control account defined on the Financial tab on the first line of the accounting code is used.

P BP/Company tab present on the BP record.

For a document, the site and the customer or supplier code are the first information entered. The BP record is searched on the BP/Company tab to see if an exception line has been created for the entry site company and, if required, finds the customer or supplier accounting code.

The account of the first line of the accounting code is then used. When the exception line is absent for the entry site company, the Financial tab of the BP record is referenced to identify its code.

• field ACC1

This field is used to select the accounts recorded on the current chart of accounts.

On this ACC field, the user can access the current ledger's accounts only.
The ACC1 field can be entered 'In line' and 'In column'. ACC2 fields and above can be accessed only for the 'In column' entry.
In 'In column' entry mode, the column's name is the one that has been parametrized in the chart of accounts.

 In the case of a general account that is not attached to a collective account, enter its number or its calling code (of the account file or the journal).

• BP (field BPR)

Specify the BP code.

If the Collective and Account fields are empty, the number of the collective account is determined by the BP accounting code. This account is searched according to the priority order in the journal entry transaction, (field BP search),and takes into account the BP/Company tab if it is present.

To search using the auto select option, enter several characters of the supplier name or code and press the Tab or Enter key. The selection window opens with a list of suppliers based on those characters. The results include active and inactive records.

Auto selection is available if the AUTOSEL – Auto selection parameter (SUP chapter, INT group) is set to Yes.

• Document no. (field NUM)

This field represents the unique identifier of a journal in a journal type.
The journal number is generated automatically via a counter linked to the journal type. This number can also be entered manually, if such an option has been defined when creating each journal type.
If the entry of the journal number is authorized and this number is blank, the journal number is generated according to the setup of the sequence number counter associated with this type of journal.

• Debit (field DEB)

If the journal line is a debit, type in the debit amount.

The default sign is defined in the account file. If the default account sign is not defined the cursor is positioned on the field that is used to balance the journal.

The journal must balance in the transaction currency. A rounding variance line is generated automatically to balance the journal in the ledger currency, if necessary.
The offset is generated automatically for a cash journal.

• Credit (field CDT)

If the journal line is a credit, type in the credit amount.

The default sign is defined in the account file. If the default account sign is not defined the cursor is positioned on the field that is used to balance the journal.

The journal must balance in the transaction currency. A rounding variance line is generated automatically to balance the journal in the ledger currency, if necessary.
The offset is generated automatically for a cash journal.

• Description (field DES)

This is a free field, designed to explain the posting of this entry
The default value of this field is the Description field entered in the journal header.

By using " / ", the account title is displayed by default ; and with "=", the previous line description is copied.

• Tax (field TAX)

When the account on the line is subject to tax, the tax field is accessible for entry. It is initialized with the tax code associated with the account. According to the context, it is necessary to verify that this tax code corresponds to the tax actually applicable, or it should be modified. The tax code defines the rate, the rules, and the terms for the deduction applicable to the operation.

If the Control type field is set to Inactive for the Account, you can enter any value on the line.

If the Control type field is set to Authorization for the Account, you can only enter a code listed in the Tax control grid on the Management tab in the Account. Otherwise, you receive a blocking message.

If the Control type field is set to Restriction for the Account, you can only enter a code that is not listed in Tax control grid. Otherwise, you receive a blocking message.

• Unit (field UOM)

Upon analytical account setting up, it is determined whether any non-financial units will be entered, and then a unit is assigned to the account by specifying its default value (in common currency). It is this unit that will appear during the entry of the journal. The quantity is automatically calculated by dividing the ex-tax amount by the working unit value. The quantity can be modified.

• Quantity (field QTY)

Because of the analytical nature of a line, you have to enter a quantity expressed in the indicated non-financial unit.
The default value of this field is calculated based on the amount of the entry line and the "Unit value" line of the analytical account, by dividing the ex-tax amount (converted into devise commune) by the value of the non-financial unit. The quantity can be modified.

 This information can be processed on the analytical and budgetary reports and be useful for the automatic calculation of the analytical allocations.

• Distribution (field DSP)

Defined here are the allocation methods for the line amount on the different dimensions of each dimension type.

These methods are defined as follows:

• the entry of an analytical allocation key previously configured,
• in amount: it is then possible to allocate the amount to as many dimensions as required.
• in percentge: a calculation is performed based on the sum of the coefficients used in the allocation.

For instance:
On a basis of 100, a coefficient of 10 will be read as 10%. But, on a basis of 50, a coefficient of 10 will be equivalent to 20%.

For these two later cases, it is possible to pre-initialize the allocation with an already existing key. The final display will be " $ ". 

• field CCE1

Enter the dimensions that should be assigned to the posting line.

To search for a dimension using the auto select option, enter a keyword for the dimension, like “printer,” and press the Tab or Enter key. The selection window opens with a list of dimensions that include that keyword. The results include active and inactive records.

Auto selection is available if the AUTOSEL – Auto selection parameter (SUP chapter, INT group) is set to Yes.

Important

• Entering a dimension could be mandatory for a dimension type depending on the Company record setup.
• This field is controlled by the setup of the prohibited account-dimension and dimension-dimension codes.

If the accounting amount is not distributed over several analytical dimensions, the allocation field cannot be assigned. The entry is achieved directly in the following columns, in the dimension concerned, for each of the dimension types.

Default dimensions can be specified in the analytical account and taken into account or not, according to the default dimension setup.

For the journals automatically generated from other modules, the default dimensions are defined by a process (see the Default dimensions documentation).

• Reference (field REF)

This field contains the journal reference.
Entry in this field is free and not subject to controls. You can use this field to look for a journal without knowing its number, or to match accounts for instance.

You cannot modify this field when the entry is final and the parameter value FRADGI - French fiscal regulation is set to 'Yes' for the company.

• Source document (field BPRVCR)

The 'source document' and 'document date' fields respectively correspond to the reference (journal number) and date of the BP journal.
For example:
for the supplier, it is the number and date of the supplier invoice.

• Document date (field BPRDATVCR)

• Entry date (field ENTDAT)

The default value for this field is the entry date.

• Due date (field DUDDAT)

Indicate the journal due date.
This field can be used for the printing of reminders, as a due date schedule etc.

• Value date (field VALDAT)

The default value of the value date is the entry date.

• Total debit (field TOTDEB)

Total of the debit lines which compose the posting lines.

• field CURAFF

Entry currency.

• Total credit (field TOTCDT)

Total of the credit lines which compose the posting lines.

• field CURAFF2

• Description (field AFFICHE)

• Balance (field SOLDE)

This field displays the total sum of debits and credits.