Finalize journal entries
This function is used to perform a mass validation of a group of journals with a Temporary status. With a single operation, a group of journals can move from Temporary to Final status, and they can no longer be modified.
When an accounting journal is validated, all the ledgers containing this journal are impacted.
When Fixed assets are managed, the journal posting results in the Expenses automatic generation, provided that the required setup is implemented (see the Journal entry documentation for further information). The list of expenses then created is included in the log file generated at the end of the posting process.
French electronic signatures for sales invoices and journal entries
In compliance with French and Portuguese antifraud legal requirements and to ensure data security, electronic signatures are automatically generated when a customer invoice or journal entry is posted or set to Final, respectively. After the electronic signature is generated, further modifications to any of the fields identified below can be easily detected.
You can use the Electronic signature control function (FRADSICTL) to review the current electronic signature and highlight any inconsistencies.
See the “French electronic signature how to guide” or the "SVAT certification for Portuguese legislation guide" on the tab for details on implementing this feature. This document is intended for administrators and consultants who maintain and update Sage X3.
Exceptions
Data from invoices or journal entries posted before activating the electronic signature feature is not added to the DKSDATAFRA table and therefore no electronic signature is created.
Legislations other than French or Portuguese do not need to generate electronic signatures.
The electronic signature is a record in the Electronic signatures table (DKSDATAFRA) that includes data from the following fields in the Sales invoice (SINVOICE) and Account entries (GACCENTRY) tables:
|
Field code
|
Description
|
Data source: SINVOICE
|
Data source: GACCENTRY
|
|
ORIDOC
|
Origin of the document
|
1
|
2
|
|
DOCTYP
|
Journal
|
SINVOICE.SIVTYP
|
GACCENTRY.TYP
|
|
DOCNUM
|
Journal description
|
SINVOICE.NUM
|
GACCENTRY.NUM
|
|
TOTTAX(9)
|
Total by tax rate
|
SIH.AMTTAX(i) + SIH.BASTAX(i)
|
|
|
AMTATI
|
Invoice amount with VAT
|
SIH.AMTATI
|
|
|
DATTIM
|
Date and time of the signature
|
Datetime$
|
|
|
INVSNS
|
Document type
|
Evaluate SIH.SNS
|
|
|
CPYNAM
|
Company name
|
CPY.CPYNAM
|
|
|
POSCOD
|
Company postal code
|
BPA.POSCOD
|
|
|
CPYEECNUM
|
Company VAT number
|
CPY.EECNUM
|
|
|
BPRNAM
|
Customer name
|
SIH.BPRNAM(0)
|
BPARTNER.BPRNAM
|
|
BPREECNUM
|
Customer postal code
|
SIH.POSCOD
|
|
|
JOU
|
Journal code
|
|
GACCENTRY.JOU
|
|
DESTRA
|
Journal description
|
|
GACCENTRY.DESTRA
|
|
FNLPSTNUM
|
Final number
|
|
GACCENTRY.FNLPSTNUM
|
|
ACCDAT
|
accounting date
|
SINVOICE.ACCDAT
|
GACCENTRY.ACCDAT
|
|
ACC
|
Account code
|
|
GACCENTRYD.ACC
|
|
BPR
|
BP
|
SINVOICE.BPR
|
GACCENTRYD.BPR
|
|
LIN
|
Journal entry line
|
|
GACCENTRYD.LIN
|
|
LINDES
|
Line description
|
|
string$([F:DAE]DES<>"",
[F:DAE]DES)+string$([F:DAE]DES="","NA")
|
Pre-requisites
Refer to documentation Implementation
Screen management
Entry screen
This processing performs a "mass" validation of the accounting entries. Once they have been validated, it will no longer be possible to modify these journals.
The only data that can still be modified are the title fields (in the header or on the lines), the 1099 processing and payment approval management, the original journal, the reference, the reversal management and the analytical allocation.
This processing cannot be undone.
The journals are selected according to several criteria specific to the journal, and based on date ranges:
- Company,
- Site,
- Document type,
- Journal type,
- Journal,
- User.
The "Log file" flag can be selected to display a summary of all the generated journals at the end of the processing.
Field descriptions
Criteria
| All companies (field ALLCPY)
|
|
|
Select this checkbox to include all companies. To run this process for a single company, do not select this checkbox.
| Company (field CPY)
|
|
Enter the company code for which the processing has been started.
The company code:
- must necessarily refer to a legal entity,
- must necessarily be entered if the box "All companies" is not checked.
|
| Legislation (field LEG)
|
|
| All sites (field ALLFCY)
|
|
Select this check box to include all sites. To run this process for a single site, leave clear.
|
| Site (field FCY)
|
|
Enter the site code for which the processing has been started.
It is mandatory to enter this field if the box "All sites" is not checked.
|
| All document types (field ALLTYP)
|
|
Select this check box to include all types. To run this process for a single type, leave clear.
|
| Entry type (field TYP)
|
|
When a journal type is entered, the processing is only started for the journals for which this type has been used.
Only the journal types for which the simulation category has been checked are submittted here.
It is mandatory to assign this field if the box "All journal types" is not checked.
|
| 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.
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.
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.
|
| Journal (field JOU)
|
|
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.
It is mandatory to enter this field if the box 'All journals' is not checked.
|
| All users (field ALLUSR)
|
|
Select this check box to include all users. To run this process for a single user group, leave clear.
The current user will be used if the user/group code is blank.
|
| User (field USR)
|
|
Ccode of the operator that carried out the process.
It is mandatory to enter this field if the box "All users" is not checked.
|
Date range
| Start date (field STRDAT)
|
|
It is possible to further define the selection by specifying a date range. The creation dates, on journal entry, are those that are taken into account.
|
| End date (field ENDDAT)
|
|
Generation
| Log file (field TRC)
|
|
Select this check box to generate a log file.
|
Batch task
This function can be run in batch mode. The standard task ACCDEF is provided for that purpose.
Specific buttons
|
Memo
|
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.
The STD memo code is associated with the screen and is loaded immediately when you open the function.
For more information on the advanced use of the Memo action, refer to the documentation on the General ergonomics of SAFE X3 software.
|
|
Recall
|
Click this action to enter a Memo code to load the settings associated with the code.
|
|
Delete Memo
|
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 :
The posted documents will have the 'Final' status for the company
If the processing is launched for a given company and this company has selected the French legal regulation (in other words, the value of the FRADGI/LOC chapter /FRA group is 'yes'), the documents generated by the processing will have the 'Final' status.
The posted documents will have the 'Final' status for one or more companies
The processing is launched for all companies or a group of companies, and if at least one of the companies chose the French legal regulation (in other words, the value of the FRADGI/chapter LOC/group FRA parameter is set to 'Yes'), the documents generated by the processing will have the 'Final' status.
Tables used
Refer to documentation Implementation