The purpose of accounting codes is to define the accounting allocation terms for the entries automatically generated by Sage X3.

When associated with the Automatic journals setup, accounting codes are used to specify the accounts to be used on each entry line.
These accounts can be:

  • Fixed: the account is defined as whole in compliance with its setup at the accounts level (e.g.: 601100).
  • Variables: the account includes modifiers (e.g.: 60110x). The modifier (x) is determined by combining the current line with other accounting code lines at the automatic journal setup level. For each automatic journal line set up, the accounting codes to be used and their implementation priority level is defined at the accounting journals level.

SEEREFERTTO See the documentation on the Accounting code lines and Automatic journals.

When an account from the template does not exist in the chart of accounts, it is created automatically by the ERP (if defined in the Chart of accounts setup). Otherwise, the corresponding account record, identified by a title "XXX source document number XXX", will need to be filled in by the user.

Depending on the chosen accounting code entry transaction when entering the function, and on the given accounting codes line, you can enter the account to be allocated to the line for each plan defined in the transaction.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

Entry screen

Modifier

The setup of a modifier is meant to specify with "x" the characters to be replaced, with respect to the priorities defined in the automatic journals setup, with the figures related to the other variables.

SEEINFONotes:

  • If no variable has been defined, the "x" are replaced by a 0.
  • It is imperative that the account set up at the Accounts level be not set up with an "x" character, since the "x" character of the account in considered as a modifier.

Example:

  • Coding a purchase of goods account:
    • accounting code,
    • code type,
    • modifier.

Accounting code

Code type

Modifier 

PROD1

Product

607xx05xxxx

France

Supplier

xxxx2xxxxxx

EUR

Currency

xxxxxxxx1xx

20.6

Tax

xxxxxxxxxx1

The purchase account linked to a product PROD1, a French supplier, the EUR currency and a VAT rate of 20.6 will be 60702050101.

Block number 1

Type (field TYP)

The account code type is the type of data used for this code. Each type is associated with a list of accounts to be set up. This can be mandatory or based on the account nature.

Example:

A Supplier code type is defined in the suppliers common data.

For a Supplier type, the purchase control account must be entered (mandatory value), whereas the notes payable/receivable control account is optional (Mandatory field set to No).

Depending on your requirements, you can create one or several account codes of the same type, and assign them to the relevant database records.

Example:

  • A Product type by stock category (raw materials, goods etc.)
  • A Customer type by geographical area (France, EU, Export)
  • A Tax type by VAT rate, etc.

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

  • Search for the Code type to be used in the automatic journal setup
  • Search for the Code to be used in the relevant database record.
  • Search for the Line number of the accounting code to be used in the automatic journal setup.
Code (field ACCCOD)

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

Description (field DESTRA)

Common 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.

SEEINFO The connection language must be defined as a default language for thefolder.

Grid Details

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.

Reports

By default, the following reports are associated with this function :

  GACCCODE : List of accounting codes

This can be changed using a different setup.

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