You can run this simulation to evaluate the impact of an accounting or analytical entry on their respective accounts without posting to the journal.

The journal being simulated can be active or inactive. Once activated, it is integrated to the inquiry screens and the reports. It can be converted to an actual journal or deactivated to become an inactive simulation journal that is not visible in inquiries and reports. For example, simulating stock count entries such as provisions for risk.

There are several operations that directly impact the simulation journals:

  • Activation
  • Deactivation
  • Cancellation
  • Validation

Validation converts simulated documents to actual journals.

SEEWARNING A period cannot be closed if the simulation entries have neither been converted to actual entries nor canceled.

SEEINFO 

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")

Prerequisite

SEEREFERTTO Refer to documentation Implementation

Screen management

The submitted generation screen is identical for each of the four processes. It is made up of a group of selection criteria making it possible to define the generation type required.

The status of postings in the launch screen must be "Definitive" when the "Actual" journal category is selected and when the company is:

  • either a French legislation company (the setup FRADGI/module TC/group CPT has "yes" for value and cannot be modified),
  • or a foreign company applying the French DGI no. 13L-1-06 compliance rules (the parameter FRADGI/module TC/group CPT has "yes" for value and can be modified).

Entry screen

Selection criteria

The selection of the simulation documents on which one of the four processes will operate is performed following several criteria:

  • The company,
  • The site,
  • Entry type: it needs to be be flagged "Simulation".
  • Journal type: it must be consistent with the selected entry type.
  • Journal: it must have the same type as the type associated with the entry being used.
  • The user.

These criteria make it possible to restrict the selection of the simulated documents to be processed, it is not however mandatory to use all these fields. By default, the system selects all the documents.

Date ranges are used to refine the selection. It is the creation date, specified on document entry, that is taken into account.

The "simulation not active" flag can only be used for document validation. If this flag is not checked, only the active simulation documents are validated (and as a consequence become real documents). It is thus possible to extend the validation to non-active simulation documents. 

Criteria

All companies (field ALLCPY)

Select this check box to run the process for all companies. Otherwise, you need to select a company.

Specific case

In a multi-legislation environment, this check box is not available. The process can only be run one company at a time because the document type and journal for the posting are likely for a single legislation.
Company (field CPY)

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.
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.

SEEWARNING 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.

SEEWARNING It is mandatory to assign this field if the box "All journal types" is not checked.
From entry (field VCRDEB)

Initial journal number used to select the records to be processed.
To entry (field VCRFIN)

End journal number used to select the records to be processed.
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.

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.

SEEWARNING 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)

If a user code is entered in this field, the process only includes accounting documents entered by the user. If left blank, only accounting documents for the current user are included.
Inactive simulations (field SIM)

The "Non active simulation" and "Status of the generated entries" criteria are only requested for the validation of journals as MOs. They make it possible to take account of the non active simulation entries and to generate the journals in real and temporary mode.
Automatic simulated entries (field AUTACC)

The 'Automatic sim. scr.' criterion is used to include the automatic simulation entries in the activation, deactivation or cancellation processes. These automatic simulation entries are characterized by their REFSIM fields (Simulation Reference) that are loaded.
The automatic simulation entries are systematically excluded from the validation processing.
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

Generation type (field SIMSTA)

In the event of an actual generation, the status of the journal can be:

  • Temporary
  • Final

The entry status for entries must be Final when the requested generation type is Actual and the company meets one of the following criteria:

SEEINFO The status defines your ability to modify the document. Once final, the modifications of the journal are only for information purposes or concern the analytical postings. The date, amounts, accounts, VAT code and other purely accounting information can no longer be modified.

In temporary mode, most of the information displayed on the journal can be modified. The modification options can vary based on:

  • The nature and the origin of the accounting document:
    • Temporary payment document: bank line that cannot be deleted
    • Purchase invoice document: BP line that cannot be deleted, purchase account and VAT that cannot be modified
  • The management events that have an impact on the account document are:
    • Charge account with a declared VAT amount
    • Matched VAT account or not
Entry type (field TYPDES)

Journal type to be used to generate the journals coming from the processing.

SEEWARNING Reminder: Pay attention to the selected journal types: their purpose is among other things to prohibit or authorize progagation between ledger types.
Journal (field JOUDES)

Journal taken into account to generate journals coming from the processing.
It must be of the same type as that of the journal linked to the journal type previously selected.
Log file (field TRC)

By answering 'Yes', a log file is used to obtain the list of the journals validated by this process.

Batch task

This function can be run in batch mode. The standard task ACCSIMVAL 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 Conformity DGI no. 13L-1-06 (i.e. the value of parameter FRADGI/chapter TC/group CPT is 'yes'), the documents generated by the processing will have the status 'Final'.

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 Conformity DGI no. 13L-1-06 (i.e. the value of parameter FRADGI/chapter TC/group CPT is 'yes'), the documents generated by the processing will have the status 'Final'.

Tables used

SEEREFERTTO Refer to documentation Implementation