Accounts

This field recalls the chart of accounts on which the account or the pyramid (general, analytical, both) is created or to which they are attached.

Before creating an account or a pyramid, select Chart from the Actions panel to specify the chart of accounts to attach.

Number that is used to identify the account in the chart of accounts.

The codification of the account depends on the format and length options applied during the setup of the chart of accounts.

If the account numbering with fixed length option is retained, the account numbers entered are automatically completed with 0s up to the length defined in the setup.

Common title of the current record.

This checkbox is only available if the Control checkbox is selected in the Chart of accounts (GESCOA).

Select this checkbox to indicate that the account is associated with a BP.

Title used in some screens or reports when there is not enough space to view the long title.

By default the short title, the long title or the column header of a data are recorded, on creation or update, in your connection language. You can add your translation in another language by using the Translation function (DES_AXX):

• Select Translation from the Actions icon in the corresponding field.
• In the Translation window, add a new language code with the translation in this language.

If a translation exists, the connection language displays in the short description, long description or column header. Otherwise, these descriptions are available in the folder language.

Use this field to create a Short code that is used as a keyboard shortcut in entry mode for entries and documents. All short codes must begin with a letter.

Control accounts: If the Control checkbox is selected. This field contains the control account code. For example, C1 for a customer control account. You can enter up to 4 characters and you cannot modify the short code for these accounts.

Non-control accounts: If the Control checkbox is not selected. The limit is 12 characters and must match the format of the actual account. For example, if the account code has 6 characters, the associated short code can only have 6 characters. You can modify the short code.

For the journal, the code setup is only one character, either a letter or a number. It is associated with a specific account and journal.

When entering the Short code in a Journal entry, it is replaced with the actual account code.

This is the bookkeeping currency. If the currency is specified, the entries are only assigned in this currency. If no currency is specified, every currency can be accepted upon entry.

When assigned, the access code is used to limit the operational rights on the accounts based on your profile. See the documentation on Access codes (GESACS). You can only modify or enter information in this account if you have this access code on your profile. According to the rights granted, the following operations are possible:

• Inquiry: Used to display the entries posted to this account. The display of the basic record is always possible.
• Modification: This allows the modification of the basic record.
• Completion: Used to post entries to this account.

Enter a restriction code at this level or set one up at the dimension-dimension, account-account, or account-dimension Restriction code (GESCAZ) level.

To ensure the coherence of postings, you can forbid the entry of associated accounts with specific dimensions, accounts with other accounts, or dimensions with other dimensions.

The principle is to define forbidding code pairs that are not compatible when posting. When an account and a dimension have incompatible codes, they cannot be used together for posting the same entry line.

These dates define the period during which the account can be used for posting an entry.

If you do not enter a start date, the account can be used from the first day of the first fiscal year. If you do not enter an end date, the account can be used from the start date with no time limit.

Enter or select a Company, Site, or Group to filter accounts accordingly.

If you enter a site, it must be a financial site.

Identifier of the account class, composed of one to 10 alphanumeric characters. This is the account class associated by default with the current chart of accounts. This value is taken by default from the chart of accounts setup.

It determines:

• The behavior of the closing process with respect to the account, CFE or not.
• The sign of the account balance in the various reports and inquiries for the analytical accounts.

The subdivision into classes enables the off balance-sheet accounts to be distinguished from the others.

In this field, enter the chart of accounts that is different than the original one, on which the account is open to tracking. For instance, for the SOC plan account, not declaring the ANA plan in this field means that this account is never tracked on the ANA plan.

This is the default account that is tracked on another chart. If this field is left blank, the account of the target chart is tracked without a default association. When the current account is tracked on another chart, you can combine it with a default account on the target chart. This line is used to define the propagation rules of the current account to another chart.

The Default account table is used to set up the tracking of the account to other charts of accounts. When creating an account, the propagation rules of the current account to the other charts of accounts of the folder are by default from the association rules specified in the Default accounts section of the chart of accounts of origin. This rule can be modified at account record level.

A screen delivers a strict or open authorization. If the code indicated in the previous zone is retrieved entirely in the Screen field, the account is not open to modification. In that case, the account from the chart of current accounts and the account from the destination chart of accounts strictly correspond. If a code is indicated, such as EN*, the account is open to modification but a validity control, regarding the screen, is processed. In that case, the account has to start with EN. If the field is left empty, the program considers the default account specified in the previous field and any other value is authorized. The wildcards that can be used are:

• * to replace any character chain.
• ? to replace a single character.

The posting on an account can be compulsory or optional. If the field is set to Yes, tracking on the chart of accounts indicated here is mandatory when entering a document. If the field is set to No, tracking on the chart of accounts indicated here is optional when entering a document.

An account can be in five different situations regarding the VAT (Value Added Tax):

• Subjected: An account could receive postings that must be considered to determine the taxable basis on VAT declaration. The sales and purchase accounts must be set up as Subjected.
• Not subjected: An account that has no relation with the VAT. The employee expense accounts, depreciation expense accounts or VAT accounts to adjust or declare must be set up as Not subjected.
• VAT account: An account receives postings that must be considered to determine the tax amount to declare.
• EU Tax account: An account receives postings that must be considered to determine the tax amount to declare in other EU countries.
• Prepayment account: Account 409 or 419.

Select the tax declaration to set the tax amount to declare in the tax preparatory report.

If an account is set up as Subjected, Tax account, EU tax, or Prepayment account, you must specify the tax type to declare.

Select the appropriate tax allocation for your VAT declaration:

• Collected sales
• Collected fixed assets
• Deductible purchases
• Deductible fixed assets
• Deductible G & S
• State rules
• Company rules
• Collected G & S

By default, each account can have up to three tax accounts that determine the tax calculation, posting, and declaration terms.

The first code to enter is the VAT code. The two other codes must be of a different type.

If the SAITAX - Mandatory Tax Code parameter (CPT chapter, VAT group) value is set to Yes, it is mandatory to specify at least one tax code in account creation mode. If the SAITAX parameter is set to No, the account can be created without a tax code. The tax code is then searched for via the invoice tax rule in miscellaneous table no. 1, in the Tax code field.

Select this checkbox to identify accounts concerned by the European Open Declaration (DCLESD), which can only be accessed for accounts subject to VAT management. In account creation mode, this option is selected by default if the account is subject to payable VAT and if the default tax code is linked to a EU nature.

A recurring task account, which is usually a class four account, can be associated with the current account, which is often a load or item type. The automatic balance function of recurring tasks is used to automatically close an account as a counterpart to the recurring task account associated with it. This field is used by the recurring task automatic function to know the account on which the recurring task closure journal must balance. If this account is a control account, you need to give the BP code corresponding to the following field.

During the matching of entries in currency, there could be an automatic difference of conversion on payment.

Clear this checkbox to disable automatic variances for accounts for which the difference of conversion has no consequence. This capability is useful for accounts that can be matched.

You can only access the fields in this block if the current account is linked to a Classification, in General section, whose Category type is set to Normal in the Account class function (GESCLS).

As a result, if the account class of the current account is Exceptional, the Assessment method is forced to None.

Select one of the following options to determine the assessment method:

• None: No conversion variance calculation is run for the current account.
• By journal entry: Calculation based on detailed journal entries. If this assessment method is chosen, three evaluation types are eligible in the Evaluation type field when running the Conversion variance function (CNVECAR). The types are Fixed rate, Lower-value principle and Higher-value principle. With this assessment method, carry-forward journal entries are not considered. As a result, when launching the Conversion variance function (CNVECAR), start date and end date ranges might need to cover several fiscal years.
• By account balance: Calculation based on account balance in the BALANCE table. When processing the conversion variance calculation, carry-forward amounts are considered as soon as the indicated start date matches the fiscal year start date of the calculated ledger type.
• By journal entry and By account balance methods can be chosen, based on whether the value of the Currency field is empty or filled, in the General section.

You can only access this checkbox if the assessment method is set to By journal entry or By account balance.

By using this field, you can assign a dedicated rate type to the current account so that conversion variance is calculated according to this rate type, rather than using the one entered in the Rate type field in the Conversion variance function (CNVECAR).

If the Rate type mgmt. checkbox is selected, you can choose the existing rate type that needs to be used when the conversion variance is calculated for the current account.

You cannot edit these fields if the selected Assessment method is None. If you change the Assessment method to None from another method, these accounts are removed from the grid.

These accounts are used to post the conversion variance journal entries generated by the Conversion variance function (CNVECAR).

Accounts can only be selected from those available in the current chart of accounts. They cannot be control accounts.

If an account or several accounts are indicated in this grid, they have priority over the accounts indicated in the Miscellaneous accounts section (lines 5 to 8), in the Chart of accounts function (GESCOA).

All general and/or analytical accounts can use matching. This option is only applied if the ledger is matchable in the Manual matching function.

Select this checkbox for a subtotal of the entries sorted by journal during the printing process of the general ledger.

This field is used during the printing process of the general ledger:

• If there is an account summary, a global amount per journal and per month display in the general ledger.
• If there is no summary, the entry details display in the general ledger. This field does not affect data storage. For traceability, the entry details are still stored in the database, regardless of the field value.

This field indicates if the account receives postings that should be declared within the framework of the Declaration of fees. DAS 2 corresponds to fees, royalties, and so on. If this checkbox is selected, the type of the amounts to be declared must be specified.

This checkbox cannot be modified when an entry is final and if the FRADGI - French fiscal regulation parameter (TC chapter, CPT group,) is set to Yes.

The nature of fees is used by the DAS2 declaration automatic process. An account can only receive one type of fees, therefore you must create as many general ledgers as there are fees types.

Select this checkbox to generate carry forward entries in currency. If not, the carry forward entries are generated in the ledger currency.

This field defines the management rule to be applied to carry forward entries if Carry forward entries is selected for the account class.

This field determines if the postings on this control account trigger the update of the balance sheet for the customer or supplier record. If the value in this field is changed, you need to recalculate the corresponding balance sheets.

Select the charge type for the account to determine if it is considered when calculating withholdings.

You can define the default sense of the account. This information is used to automatically set the cursor in the debit or credit column of the posting entry mask.

The sign of the balance is the usual balance sign for the specific account. This information is controlled at the end of the fiscal year and is used to give the list of accounts for which balance sign is not coherent with this information at the end of the fiscal year. If the Not determined value is chosen, no control is processed.

Select this checkbox to authorize using accounts on assets and expenditures that are managed in the Fixed assets module. If selected, it is mandatory to enter the accounting nature for this account.

When Fixed asset tracking is selected, the Expense creation, Accounting nature, and LVA management fields are available.

You can only access this checkbox if the Fixed asset tracking checkbox is selected.

Select this checkbox to indicate that:

• The validation of an invoice line posted on this account must result in the creation of an expense in the Fixed asset module. This system only works if the following setup is also implemented:
• Document type (GESGTE): The Expense creation must be selected to authorize the automatic creation of an expense in the Fixed asset module when entering a document assigned to the document type.
• Journal entries (GESGAS): The Category must be Actual. The Status must be Final.
• For a purchase invoice or supplier BP invoice payment, creating an early discount line chargeable to this account creates a negative capitalized expense in the Fixed Assets module. This system only works if the following setup is also implemented:
• The company is submitted to the German or Austrian legislation.
• The DEPMGTMOD - Discount management mode parameter (TC chapter, INV group) is set to Distribution by VAT (invoice level).
• Payment attribute (GESCDA): For the discount line accounting code the Expense creation checkbox is selected, the Early discount/Late charge checkbox is selected, and the generated entry matches the Account <=> BP pattern.
• Accounting codes (GESCAC): The accounting allocations for Tax type codes, that are determined from the tax code on the payment line, are defined for line 13 Adjustment to deduct. These are used for the accounting allocations of the negative expense.
• Any Stock miscellaneous issue can create a capitalized expense in the Fixed Assets module, upon the posting of the movement. This system only works if the following setup is also implemented:
• Product (GESITM): It must be managed in stock and capitalizable.
• The STKISSACC - Accounting code line index parameter (AAS chapter, FAS group) is entered. This parameter applies to the accounting codes of the Product type. It indicates the entry line number used to specify the fixed assets account allocated when generating the expense.
• Product accounting code (GESCAC): A fixed asset account is specified on the line defined at the level of the STKISSACC - Accounting code line index parameter (AAS chapter, FAS group).

This field must be entered when the Tracking of assets is active. It is used to enter the accounting nature associated with the account.

This field is only active if the following conditions are met:

• The legislation is German or Austrian.
• The Fixed asset tracking checkbox is selected.

It is used to define whether the LVA (Low Value Asset) management type for the account is:

• LVA
• Pool (only for the German legislation)

This grid specifies if a control account can accept entries on all BP types. The different BP types correspond to the settings in the BP record.

If this checkbox is selected, general entries for this account are excluded from the FIFO rate calculation process (GESFIFCV).

This is useful for excluding short-term or overnight deposits and funds posted as Outgoing payment and Incoming payment on the same account.

Enter the reporting code to use if the account shows a debit balance. When this is a control account, the balance of the single account is considered.

For Portuguese legislation, the first line stores the taxonomy code required to issue the SAF-T file. You need a taxonomy code linked to each account. If this field is blank, you receive an error on SAF-T file extraction (FUNSAFTEXT).

Enter the reporting code to use if the account shows a credit balance. When this is a control account, the balance of the single account is considered.

For Portuguese legislation, the first line stores the taxonomy code required to issue the SAF-T file. You need a taxonomy code linked to each account. If this field is blank, you receive an error on SAF-T file extraction (FUNSAFTEXT).

If this field is selected, the pre-consolidated balance gives the details of the account by BP. Otherwise, the account balance is simply deferred. You can indicate an account number that identifies the current account in the balance and the Pre-consolidated general ledger.

For a current account, use this field to specify whether entering a flow code on the entry line is Optional, Mandatory, or Not entered.

If the CSL- Consolidation activity code is set to Yes:

• On journal entry, you can access the Flow field if at least one account on the line is Optional or Mandatory.
• On journal entry, the Flow field is mandatory if at least one account on the line is Mandatory.

When saving a journal, all the entry lines with the same nature, that is the same identifier, have the same flow code if the Flow management for the account is Optional or Mandatory. The flow propagation is made according to the display order of Accounts, Charts, and Type of reference.

If the PRCSL - Pre-consolidation activity code is set to Yes:

• On journal entry, you can access the Flow field if one of the ledgers set up in the journal entry transaction has consolidation management selected, and if the account defined at the line level is Optional or Mandatory.
• On journal entry, the Flow field is mandatory if one of the ledgers set up in the journal entry transaction has consolidation management selected, and if the account defined at the line level is Mandatory.

The flow on carry-forwards records is initialized by the CSLFRWFLO – Carry-forward flow parameter (CPT chapter, CSL group). This parameter is defined at Company level. In carry-forward records, the flow is initialized even if Flow management is not selected for the account.

Flow initialization: The initialization rule only applies to accounts with Optional or Mandatory flow management selected and only for the first ledger defined in the journal entry transaction whose consolidation management is selected.

When creating or posting a journal entry, the journal entry line flow code defaults as follows:

• If a flow code is parameterized on the journal, it defaults to that value.
• If there is no flow code on the journal, the flow code defaults to the value defined on the account.

The flow depends of the direction on the journal entry line:

• If the direction is Credit, the flow defaults to Flow if credit.
• If the direction is Debit, the flow defaults to Flow if debit.
• If the amount equals 0 for both debit and credit, the flow defaults to Flow if debit.
• If there is no flow code on the account, the flow code defaults to the flow defined in the CSLFLODEF - Default flow parameter (CPT chapter, CSL group). If this parameter is not defined, there is no default flow code value.

Enter the account number to use for the extraction if the account shows a debit balance.

This is the default flow code in the journal entry (GESGAS) if the Flow management for the account is set to Optional or Mandatory.

The setup can be different if the entry line is Debit or Credit.

Enter the account number to use for the extraction if the account shows a credit balance.

This is the default flow code in the journal entry if the Flow management for the account is set to Optional or Mandatory.

The setup can be different if the entry line is Debit or Credit.

For non-control accounts, when the Pre-consolidation activity code (PRCSL) is active, you can select Optional or Mandatory.

For the current account, this field is used to specify whether or not to enter a Partner code on the entry line, or if it is managed at all.

On journal entry, the partner field can be accessed if one of the ledgers set up in the journal entry transaction has consolidation management selected, and if the account defined at the line level has Partner management set to Optional or Mandatory.

On journal entry, the partner field is mandatory if one of the ledgers set up in the journal entry transaction has consolidation management selected, and if the account defined at line level has a Partner management set to Mandatory.

Partner initialization: The initialization rule only applies to accounts with Optional or Mandatory Partner management selected and only for the first ledger defined in the journal entry transaction with consolidation management selected.

For control accounts : The Business Partner defined at the journal entry line level setup is the default partner.

If no Business Partner is defined at the journal entry line level setup, the partner defaults to the CSLBPRDEF – Default partner parameter (CPT chapter, CSL group) value. If this parameter is defined, there is no default partner value.

For General accounts: If the Entry partner checkbox is selected for the general account defined at the journal entry line level setup, the partner for this general account line defaults to the partner defined in the first control line.

If the Entry partner checkbox is not selected for the general account defined at the journal entry line level setup, the partner defaults to the CSLBPRDEF – Default partner parameter (CPT chapter, CSL group) value. If this parameter is not defined, there is no default partner value.

If no control account line has been found, the partner defaults to the CSLBPRDEF – Default partner parameter (CPT chapter, CSL group) value. If this parameter is not defined, there is no default partner value.

Limit: If the journal entry is posted with several control account lines, the partner defaults from the first control account line. The partner is the same for all the general account lines where the Entry partner checkbox is selected.

For control accounts, this checkbox is selected by default and cannot be modified.

For general accounts, this option is available if Partner management is set to Not entered.

You can use budget tracking only if the account is attached to an analytical ledger that can be budgeted. Selecting this box gives the authorization for budgetary entry on this account.

The allocation key is used to define the allocation conditions of the annual budget, by assigning a weighing coeffcient to each month. If the field is left empty, the same coefficient is assigned to every month.

The value posting, either analytical or budgetary, can be complemented by a quantity posting, on the basis of the non-financial unit associated with the analytical account. For this, you must select the Nonfinancial unit entry checkbox.

The quantity entered for each accounting document is expressed in this unit. If applicable, the default value given to this unit is used for the automatic calculation of quantities upon any entry of documents, BP invoice, or in budget entry mode. The default value must be indicated in common currency. The conversion in entry currency is managed automatically by Sage X3.

The standard value indicated here makes it possible to pre-set up the quantity according to the amount. It is expressed in the common currency.

The analytical distribution codes are used to automatically distribute the amount of an accounting posting line over several analytical lines according to weighting factors and this, via a single entry.

Use this field to enter or select any analytical dimension type parameterized in the database. By default, if the account is subject to a screen defined in the chart of account, the loaded dimension types codes come from the associated chart of accounts setup. This list can be modified. If a dimension type is declared on this list, then the account is tracked on this dimension type. On the contrary, if a dimension type is not declared on this list, it means that the account won't allocate it.

You can specify for each dimension type a default dimension that is submitted on entering a posting or a document in this analytical account.

Principally used for reports and inquiries, the pyramids are used to characterize the summary, or roll-up, level and the order of the information to be retrieved. This process is automatic and updated retroactively. Depending on the analysis and synthesis goals, you can assign each general or analytical account to several pyramids. On the other hand, an account can only be attached once to a pyramid, that is to say to a group of accounts. It can also be done within the specifications of the groups of accounts.

Pyramid group in which the account is included.

Definition level of the group of accounts.

This is the printing order for groups of the same level.

A screen delivers a strict or open authorization. If a code is indicated, for instance '60*, the current account can be modified but a validity control is processed for this screen. In that case, the account name should start with FR. If the zone is left empty, as represented by the * sign, the program automatically considers the default account defined in the previous zone and authorizes any other value. The wildcards that can be used are:

• * to replace any character chain.
• ? to replace a single character.

If the screen is empty, the account is attached directly to the group but it can be removed by deleting the line. However, if it is attached via a screen, the line cannot be deleted and the link cannot be broken.

This code is used to identify the various addresses associated with the managed record, such as user, company, site, business partner of any description, and so on. Each address code is unique to a given record. In general, it is mandatory to enter an address for each record, and one of them must be declared as the default address using the corresponding box.

Select this icon to open a mapping site and locate the entered address.

This code is used to identify the country associated with the bank account.

The country table, containing this code, gathers information that is useful to perform controls, such as:

• The telephone number format.
• The format of the number identifying a company or an activity such as SIRET or NAF in France.
• The postal code format.
• The Bank ID number code format.

The IBAN is an internationally agreed standard of identifying bank accounts in a structured format. IBAN can be used in national and/or international payment transactions (country-specific). The IBAN code consists of:

• A 4-digit IBAN prefix composed of a country code made of 2 letters and two check digits. This prefix is displayed. It is calculated automatically upon the bank account information entered in the Bank ID field.
• The bank account information which is country-specific and up to 30 characters.

This number identifies the bank account of a given bank, for a given country. The entry format of a Bank ID number depends on the country where the bank is domiciled.

For the entry of the Bank ID number to be correct, you need to predefine the entry format in the country table and to activate the IBAN management option for countries that support the IBAN format.

In case of an IBAN, this field has to contain the bank account part only, beginning from the 5th character of the IBAN. The first 4 characters of the IBAN (country code and check digits) are calculated automatically and displayed in the IBAN pref field.

This field indicates that the Bank ID number is used by default for payments, in the absence of a more precise rule.

This field specifies the address code of the bank ID number, controlled in the address codes of the managed entity, such as company, site, customer, supplier, and so on.

This address code is used to define the default bank ID number in payment contexts where an address is known.

This code is used to identify the currency associated with the bank account. It is managed in the Currency function (GESTCU) table.

It is recommended you use the ISO coding during the creation of a new currency.

This field, which is mandatory for payments, defines the paying bank related to the account number. The first line contains the name of the bank.

This field identifies the bank account's beneficiary, that can be a physical or moral person.

To perform the automatic processing of payment requests, the sender's bank needs the BIC code of the recipient's bank. This code is an ISO identifier managed by the international banking system, and namely the SWIFT system, the Society for Worldwide Interbank Financial Telecommunication.

The BIC code is the only standardized bank identifier at international level. All banks can have a BIC code, even if they do not belong to the SWIFT network.

The BIC code can be composed of 8 to 11 characters. In both cases, the first 8 characters of the BIC code generally designate the bank's head office and are structured under the form BBBB PP AA, which correspond to the following information:

• BBBB is the bank mnemonic identifier.
• PP is the ISO country code.
• AA stands for a service code often to serve a geographic purpose.

In some commercial exchanges, upon the request of business partners or payment issuing banks, an intermediary bank is sometimes used. For that purpose, the identifiers of this bank must be entered, such as the BIC code, the paying bank, and the country. This information remains optional. It does not need to be entered if no intermediary bank is mandatory.

Use this function to perform an Account query.

Use this function to perform an Analytical account query.

Use this function to copy the chart of accounts associated with the current account.

Copying can be useful during a preparatory phase or for two separate companies to take advantage of the same chart of accounts, except for a few accounts. In the latter case, it is more convenient to copy a chart of accounts and then make a few modifications.

You can copy:

• From the current folder to the current folder.
• From the current folder to another folder.
• From another folder to the current folder.

Use this function to view the description of the chart of accounts or the current account.

For specific accounts, the key change tool does not apply to the Accounting codes (GESCAC) and Automatic journals (GESGAU) functions.

The number of links that can be created on synchronizing a pyramid is limited to 10,000.

If the journal entry is posted with several control account lines, the partner defaults from the first control account line. The partner is the same for all general account lines where the Entry partner checkbox is selected.