Accounts

This field recalls the chart of accounts on which the account or the pyramid (general, analytical, both) will be created or to which they will be attached.
Before creating an account or a pyramid, click Chart from the Actions panel to specify the chart of accounts to be attached.

Account number that is used to identify it 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. 

 Two accounts can share the same code but they cannot be part of the same chart.

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

Common title of the current record.

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

Select this check box 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/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.

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

This field allows you 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.

Important points

Control accounts: If the Control check box 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 check box 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.

The short code must not be confused with the code setup in the journal record.

For the journal, the code setup is only one character (letter or 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 may be accepted upon entry.

When assigned, the access code is used to limit the operational rights on the accounts based on the user profiles. (See the documentation Access codes). Only users that have this access code in their profile can modify or enter information in this account. 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 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.

Enter in this field the chart of accounts, other than the original one, on which the account will be open to tracking.
For instance, for the SOC plan account, not declaring the ANA plan in this zone 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 but without a default association.
When the current account is tracked on another chart, it is possible to 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.
 This field is optional if a default value is not requested.

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 will not be open to modification and the account from the chart of current accounts and the account from the destination chart of accounts will strictly correspond.
If a code is indicated (for instance, "EN*"), the account will be open to modification but a validity control, regarding the screen, will be processed (according to the example, the account has to start with "EN").
If the field is left empty ("*"), the program will take into account the default account specified in the previous field and will authorize any other value.
The wilcards 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", the tracking on the specified chart of accounts will be compulsory in journal/document entry.
If the field is set to "Yes", the tracking on the specified chart of accounts will be optional in journal/document entry.

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

• Subjected -  An account could receive postings that must be taken into account to determine the taxable basis on VAT declaration. The sales and purchase accounts must be set up as Subjected.
• Not subjected - An account 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 taken into account to determine the tax amount to declare.
• EU Tax account - An account receives postings that must be taken into account 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 tax allocation appropriate 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. For more information, see the documentation on Tax rates.

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

If the SAITAX - Mandatory Tax Code (CPT chapter, VAT group) parameter 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, "Tax code" field.

Select this check box to identify accounts concerned by the European Open Declaration, 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 (usually, a class four account) can be associated with the current account (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 check box 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.

The fields in this block are only available if the current account is linked to a Classification (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 Assessmentmethod is forced to None.

None – No conversion variance calculation will be run on the current account.

By journal entry – Calculation based on detailed journal entries.
If this assessment method is chosen, three evaluation types are eligible when running the Conversion variance function (CNVECAR): Fixed rate, Lower-value principle, Higher-value principle in theEvaluation type field.

Note: 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 (BALANCE table).
When processing the conversion variance calculation, carry-forward amounts are taken into account 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 the value of the Currency field (empty or filled) in the General section.

This check box is only available if the assessment method is set to By journal entry or By account balance.

It allows you to 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. check box is selected, you can choose from the existing rate types that need 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, those 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 those 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.

Select this check box 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 the value of this field.

This field indicates if the account receives postings that should be declared within the framework of the Declaration of fees (DAS 2: fees, royalties, etc.).
If this check box is selected, the type of the amounts to be declared must be specified.

This check box can not be modified when an entry is final and if the parameter FRADGI -  French fiscal regulation  (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 the user must create as many general ledgers as fees types.

Select this check box 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 whether or not it is considered when calculating withholdings.

It is possible to define the default sense of the account. This information is used to set automatically the cursor in the column "debit" or "credit" 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 which balance sign is not coherent with this information at the end of the fiscal year. If the value "not determined" is chosen, no control will be processed.

Select this check box 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.

This check box is only available if the Fixed asset tracking check box is selected.

Select this check box 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:
  - 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:
  - Category must be: Actual
  - Status must be: Final
   
• That 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: The setup of the discount line accounting code is compliant with:
  - The Expense creation box is selected.
  - The Early discount/Late charge box is selected.
  - The generated entry matches this pattern: Account <=> BP.
• Accounting codes: The accounting allocations for Tax type codes (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:
  It must be managed in stock.
  It must be 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 upon generating the expense.
• Product accounting code:
  A fixed asset account is specified on the line defined at the level of the  STKISSACC - Accounting code line index parameter.
  
  

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 check box 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.
BP types with the Authorization field set to cannot be linked to a control account.