Accounting entry types

This function is used to set up the account entry types relating to the posting:
- of depreciation expenses,
- of the depreciation expense variances between plans (given the fact that the LNK - variances between plans activity code is active,
- of events arising from the various actions carried out on the objects Expenses and Fixed assets,
- of provisions for renewal (when the concessions transmitted by renewal are managed),
- of elements coming from any other standard or specific table.

These can be the Depreciation expense entries, the VAT adjustment entries, Asset issue entries, Impairment loss entries, and Provisions for renewal entries, etc.

These entry types are used during the posting phase:
- during the processing of Generation of accounting entries intended for loading accounting ledgers,
- after a business action, if the Immediate posting of the entry type is requested.

A set of default entry types is delivered in the root folder and in Sage X3 application folders. The list and the conditions under which they can be modified/deleted are described below.

SEEREFERTTO Refer to documentation Implementation

Screen management

Header
Tab General
Tab Interface

Header

In the header, it is possible to:

define, if necessary:
- the legislation for which the entry type is blocked,
- the company for which it is defined, if not it is defined By default, for all companies.
link the entry type to an entry type group which is freely defined (for example, an Disposal group which gathers the entry types processing the issue event, but generating different accounting entries depending on the issue reason).
Specify whether the entry type is Active, i.e. whether it must be taken into account when generating the accounting entries.

Field descriptions

Entry type (field ACETYP)

The code identifying the entry type. This code must be unique.

Description (field DESTRA)

The descriptive label for the entry type.

Legislation (field LEG)

This field is used to enter a legislation code. It will be used to filter entry types based on the legislation of the selected company upon launch of the Generation of accounting entries processing.

When a company is specified:
- if this company is subject to a legislation, this field is automatically loaded with the code of this legislation and cannot be modified.
- if this company is not subject to any legislation, the choice of the legislation is free.
When no company is specified, the legislation code can be selected freely.

This field is not mandatory. When no legislation is specified, the entry type is defined for all the legislations but it will be possible to specify the setup - choice of the entry type and journal code - by legislation.

Company (field CPY)

Code of the company to which the posting type setup is applied. This information is optional.
If a legislation code is specified, only the code of a company with the same legislation code or without any legislation code can be entered.
If no company is specified, this posting type is regarded as "default" setup; it can be used by all companies of the folder.

Group (field ACEGRP)

This optional field enables to enter the group code to which the entry type is attached.
This user-defined alphanumeric code enables grouping in the left list all the entry types which are attached to it.
For example, several entry types can be defined to post the asset issues according to the issue reason. These entry types can then be attached to a same group untitled Issue.
Entry types which are not attached to any group are displayed in the left list under the Not grouped title.

Active (field ENAFLG)

This indicator is used to enable/disable the entry type setup. If an entry type is not active, it will not be taken into account for the accounting journal generation.

Tab General

This tab is used to define the setup options for the entry type. This setup consists in:

establishing a relationship between:

- on the one hand, the data source containing the information elements to be posted: this can be the DEPREC depreciation expense table, an event table, the CCNRPR provisions for renewal table (or any other table, making it thus possible to cover the production requirement of specific entries which have to rely on a table other than those from which the standard is able to produce the accounting entries),

- and on the other hand, an accounting structure defined at the level of the specified Automatic journals or at the level of the journals which belong to the referenced Automatic journal groups.
specifying the depreciation plan (except for events which are not managed in the plan and the provisions for renewal).

It is also possible to:

to select the period type to be posted (closed, current and/or open periods). This setup will be applied only when the interface process concerns the current fiscal year. On the following FY where there is neither closed period, nor current period, only the open periods can be processed.
to add additional selection criteria for events or records from the DEPREC or the CCNRPR table. These criteria concern the information associated with the event or the business object table linked to the event.
to specify the sorting/grouping criteria which are different according to users and accounting entry types. For instance, the entry type used to post depreciation charges can lead to the generation of an accounting entry by accounting code (for a site) whereas the impairment loss entry type can lead to a grouping by CGU (for the IAS ledger).
In addition, the user can carry out a pre-sorting on the analytical postings making it possible to have accounting entries with a single accounting posting.
to indicate whether the posting must be immediate when generating the element to be posted. By default, the posting is performed during the Accounting entry generation process.
to indicate the date that determines the Accounting date.

The grid is used:

To specify the Entry type code that is used. It is the entry type that has:
- the addressed ledger(s),
- the sequence number counter used for the entry numbering; for depreciation expense entries and for those concerning the posting of variances between plans, it is thus possible to specify a entry type for simulation entries (Temporary) different from the one specified for actual entries.
to enter the Journal code used for each of the entry types.

When the entry type is defined for a single legislation, this grid contains only one line corresponding to this legislation.
When the entry type is defined at the "All legislations" level, this grid is used to define a setup line (entry type and journal code) by legislation.

Field descriptions

Source

Source (field SRCTYP)

This field is used to specify the source of the data to be posted.
It can be:
- either the depreciations
- or the variances between plans,
- or the events , in which case it is necessary to enter in the following field the selected event type,
- or the provisions for renewal,
- or anyOther table which name is to be entered in the field Table to browse; in that case, it is also necessary to enter, in the field Specific processing, the name of the processing containing the code specific to the posting management for this table.

Event type (field EVTTYP)

This field can be entered only when the source of data containing the elements to be posted is the event table. It is used to indicate the event type to be associated with the automatic journal.

Table to browse (field TABCPT)

This field contains the table name to browse to recover the information necessary to the posting
It can only be entered if the data source has for value Another table.
In the other cases, it must be:
- the DEPREC table, when the data to use are depreciations or variances between plans,
- the table associated with the selected event, when the data to use are Events,
- the CNNRPR table, when the data source to use is the provisions for renewal table.

Item table (field TABOBJ)

This field can not be entered. It is automatically loaded with:
- the FXDASSETS table, when the data source entered is either Depreciations, or Variances between plans, or Provision for renewal,
- the job object table associated with the selected event type, when the data source to use has for value Events.
It is empty when the data source used is Another table.

Depreciation plan (field DPRPLN)

This field is used to specify the depreciation plan to use to select the records of the table to browse.

When the data source is the event table, the choice of plan is only possible if the type of event selected is managed by depreciation plan, otherwise, it is automatically loaded with the value All.
When the data source has for value Variance between plans, it is the plan from which the link towards another plan has been defined in the Contexts setup.
When the data source has for value Other table, the choice of plan is only possible if the table selected has a Local menu 3101 field.

Specific processing (field TRTSPE)

This field can be viewed only after entering the table to browse when the value of the data source is Other table.
It is used to enter the name of the processing including the code used to manage the posting in the table to browse.

Selection

Closed period (field PERCLOFLG)

This field is used to specify if, for this posting type, the accounting interface must take into account the closed periods of the selected posting year.
Note: this setup only applies to the process of the current year (the choice for the posting year to be processed (either current or following) is carried out at Accounting posting generation screen level).

Current period (field PERCOUFLG)

This field is used to specify if, for this posting type, the accounting interface must take into account the open periods of the selected posting year.
Note: this setup only applies to the process of the current year (the choice for the posting year to be processed (either current or following) is carried out at Accounting posting generation screen level).

Open period (field PEROPEFLG)

Extra criteria (field DIVCRIT)

This field is used to enter a selection formula that will be applied to the records of the table to be run through: this formula can contain:
- the fields of table DEPREC when the data source is the depreciation table, or the fields of the table for the selected event; in this case, use abbreviation [F:CPT],
- the fields of the object table, in this case, use abbreviation [F:OBJ].

Sorting/regrouping

Preliminary analytical sorting (field SORTCCE)

When activated, this checkbox is used to carry out a sorting by analytical posting for the selected records from the source table.
This sorting, previous to that performed at sorting/grouping grid level, is used to have accounting journals with an identical accounting posting.

Posting

Immediate posting (field DIRCPTFLG)

When activated, this tick box is used to specify that the posting must be generated immediately and consecutively after carrying out the job action to which it is linked.
$..\FCT\SEEWARNING$ Immediate posting is possible only following the use of a unitary job action.
When it is not activated or when the job action is carried out via a mass process, the posting will only be carried out by launching the Accounting postings generation process.

Log (field DIRCPTTRA)

This field can only be accessed if box Immediate posting is ticked.
It is used to request the systematic creation of a log file displaying the list of created journals upon postings immediate generation.

Grid Criteria

Table for sort field (field SORTFLDTAB)

This field is used to enter the table containing the field selected as sorting/grouping criterion. It can either be the Table to browse, or the Object table.

Sort criteria (field SORTFLD)

This field is used to specify one or several heading(s) that will be used as sorting/grouping criteria for records from the data source.
The selected headings must belong to the Sort field table entered.
When any heading has been specified, the records are grouped by Site.

Description (field SORTFLDDES)

Description of the field selected as sorting/grouping criterion.

Entry (field RUPPCEFLG)

This field is used to check the line to indicate that an accounting journal will be generated for each value shortage on fields defined as sorting criteria, from line 1 to the checked line included.

Block number 6

Automatic journal (field GAU)

This field is used to specify the code of the automatic journal that will be used by the interface to generate journals from the Table to browse records.

Group entries (field GRA)

This field can be entered only if no automatic journal has been specified.
This field is used to specify the code of the group of automatic journals that will be used by the interface to generate the accounting documents.

SEEINFO At the end of an interface processing refering to the type of posting using a group of documents, the record posting flags (events, depreciations, variances between plans) will only be updated if no error has been detected.

Date type (field ACCDATRUL)

The accounting date can take the following values:

Automatic journal: the accounting date is determined by the setup of the automatic journal.
Start of the processed period: the accounting date is the start date for the processed period based on the selection setup carried out (closed period, current period or open period).
End of the processed period: the accounting date is the end date for the processed period based on the selection setup carried out (closed period, current period or open period).
Start of the processed fiscal year: the accounting date is the start date of the fiscal year processed depending on the selection carried out upon launching the accounting interface (Current / Following).
End of the processed fiscal year: the accounting date is the end date of the fiscal year processed depending on the selection carried out upon launching the accounting interface (Current / Following).
Current period start: the accounting date is the start date of the context current period.
Current period end: the accounting date is the end date of the context current period.
Date entered: the accounting date is the date entered in the following field.
Specificthe accounting date will be determined at the level of the interface process entry point level.

SEEWARNING To make sure that the entries generated from fixed assets are allocated for the right accounting periods, it is necessary to maintain a synchronization (via the opening and closing of periods), between the calendar of the Depreciation contextsand the calendar ofFiscal yearsand accountingPeriods.

It is necessary to pay attention to the setup carried out in theAutomatic journalsfunction, at the level of the "First date" field which also has an impact on the determination of the accounting date.

Acct. date (field ACCDATFIX)

This field, used to enter the accounting date, can be accessed only when field Accounting date has value Date entered.

Grid Setup by legislation

Legislation (field LEGLIN)

This field cannot be entered.

If the entry type is linked to a legislation or to a company, only one line is displayed in this grid. It contains the legislation of the header (entered or linked to the company entered).
If the entry type is defined at the "All legislations" level (no legislation entered in the header), there are as many lines in the grid as legislations defined in the folder. It is thus possible to specify the setup (choice of the entry type and journal code) by legislation.

Entry type (field GTE)

This field is used to enter the reference of the real journal type to be used.

Journal (field JOU)

This field is used to enter the journal code used for the real journal type.

Sim entry type (field GTEPRO)

This field can be viewed and accessed only for Depreciation expense entry types.
It is used to enter the reference of the simulation entry type to be used.

Sim journal (field JOUPRO)

This field can be viewed and accessed only for Depreciation expenseentry types.
It is used to enter the journal code used for the simulation entry type.

Tab Interface

When the accounting interface processing deals with an entry type, it selects a record group to be posted and loads a temporary table (TMPCPTDTA) with the necessary information for the supervisor tool to generate the accounting entry/entries.

This tab is used to define loading rules for each temporary table field. The name of the table loading process, determined upon entry type creation, is unique. The modification of the entry type setup leads to the deletion/re-creation of this process.

Field descriptions

Grid

Active (field ENALIG)

When activated, this flag is used to indicate that the line has to be taken into account in the generated process. When deactivated, the setup is kept but ignored by the process.

Destination (field TMPFLD)

Field of temporary table TMPCPTDTA. A sized field appears n times, n corresponding to its size.
$..\FCT\SEEINFO$ The technical fields of this table, used by the accounting interface processing, are not displayed in this grid.

Index (field TMPIND)

This field is entered only if it is sized. It contains an index whose value varies from 1 to n, n being the size of field TMPFLD defined in the table dictionary.

Source condition (field ORICND)

This optional field is used to enter an expression that conditions the loading of field Destination.
$..\FCT\SEEWARNING$ When it is entered, it is copied as is in the generated process. No syntax control is carried out upon expression entry. An expression error can thus lead to an error in the compilation of the generated processing or to an error upon execution of the accounting interface processing.

Source table (field ORITAB)

Field Destination can be loaded either from a source table / source field couple, or from an expression.
When a source table / source field couple is used, it is necessary to enter here the name of the table. Two tables can be used:
- Table to be ran through: DEPREC charges table or events table,,
- Table of the linked object.

Source field (field ORIFLD)

When a source table / source field couple is used to load the Destination field, it is necessary to enter here the field of the selected source table.

Source expression (field ORIEXP)

This field is to be entered when an expression has to be used to load field Destination. It is possible to enter any accepted expression in an X3 processing: constant, X3-language elements.
$..\FCT\SEEWARNING$ No syntax control is carried out upon expression entry. An expression error can thus lead to an error in the compilation of the generated processing or to an error upon execution of the accounting interface processing.

Block number 2

Processing (field TRTINT)

This field can only be entered in a development root folder. It contains the name of the processing, generated from the setup defining the temporary table loading.
The name of the processing is determined, depending on the entries, as follows:

Charges:
GWDEPnnzzzzz, where nn is the number of the depreciation plan and zzzzz is a sequence number.
Provisions for renewal
GWRPRnnzzzzz, where nn is the number of the depreciation plan and zzzzz is a sequence number.
Events:
GWExxnnzzzzz, where Exx is the abbreviation of the event table used for the entry type, nn is the number of the depreciation plan and zzzzz is a sequence number.

All the processings generated for the standard entry type set have a sequence number going from 00001 to 09999. The sequence number of all the entry types defined by the user will start from 10000.

field EDIT

This button $..\FCT\GESTPE_02.jpg$ is used to view/modify the generated processing in the processing editor.

field RPT

This button $..\FCT\GESTPE_03.jpg$ is used to analyze the consistency between the setup of the automatic journal and that of the posting type.
It makes it possible to have a log file summarizing the temporary table loading setup as well as the matchings and use of the fields in the temporary table from the automatic journal used by the posting type.

Technical log file (field DBGMOD)

When ticked, this box makes it possible to activate the diagnostic mode on the posting type. A technical log file is then generated, on accounting interface, in the folder temporary directory. A file is created by posting type and by site under the name: TRTCPT_USR_999999_FCY_ACETYP.log où :
- USR is the user code having launched the accounting interface
- 999999 is the process number
- FCY is the site code
- ACETYP is the code of the posting type for which the debug mode is active.

List of the default accounting entry types

The following standard entry types are pre-defined and delivered in the root folder and in Sage X3 application folders:

Entry types for the company accounting (company ledger)
	Code	Title
	IMPAIRM	Depreciation charges
	FASAFFAGE	Asset: Analytical transfer
	FASCHGIMP	Asset: Account transfer
	FASCNL	Asset: Deletion
	FASCRT	Asset: option removal
	FASIML	Asset: Impairment loss
	FASISS	Asset: Asset issue
	FASREEVAL	Asset: Revaluation
	FASVATREG	Asset: VAT adjustment
	GRTCASH	Grant: Collection
	GRTCRB	Grant: Reintegration
	GRTCRT	Grant: Allocation
	LEAPAY	Contract: Open item payment
	LOFCIM	Expenditure: Account transfer
	LOFVATREG	Expenditure: VAT adjustment
	CCNRPR	Provisions: Expenses
	FASCCNISS	Provisions: Asset transfers
	FASRNW	Provisions: Renewals
Entry types for the group accounting (IAS ledger)
	Code	Title
	DEPRECIAS	Asset: Depreciation charges
	FASAFFAGEIAS	Asset: Analytical transfer
	FASCHGIMPIAS	Asset: Account transfer
	FASCNLIAS	Asset: Deletion
	FASIMLIAS	Asset: Impairment loss
	FASISSIAS	Asset: Asset issue
	FASREEVALIAS	Asset: Revaluation
	FASVATREGIAS	Asset: VAT adjustment
	GRTCASHIAS	Grant: Collection
	GRTCRBIAS	Grant: Reintegration
	GRTCRTIAS	Grant: Allocation
	LEAACTUIAS	Contract: Update
	LEACRTIAS	Contract: Subscription
	LEAPAYIAS	Contract: Open item payment
	LEARPUIAS	Contract: Option removal
	LEATRMIAS	Contract: Termination
	LOFCIMIAS	Expenditure: Account transfer
	LOFVATREGIAS	Expenditure: VAT adjustment

The user can modify or delete these entry types in the application folders. On the contrary, the default entry types defined in the root folder cannot be deleted if the root folder is not a development folder; however they can be modified.
When a default entry type is updated (patch delivery), this update is only applied at the level of the root folder in order not to overwrite users' setup in the application folders.
The use of button on a standard entry type in the root folder makes it possible to update the default entry type in the application folder.

Specific accounting entries

Requirements for generating specific accounting entries relying on a table different from one of those from which are generated the standard accounting entries:

1/ The source table must include the following fields:

CPY – Company
FCY – Site
A field to identify the posted records.

2/ A specific processing has been developed making it possible:

To select the records to be posted.
To (partly) load the temporary table.
To manage the update of the field used to indicate that a record has been posted.

Specific Buttons

Copy
Processing

Copy

This button is used during the validation to launch the compilation of the processing generated.

Processing

This button, available in View mode, enables the transfer of a posting type from or towards another folder.
It also enables the user to "retrieve" from the root folder, the updates concerning the standard entry types delivered by default.

Error messages

Generic messages

The only error messages are the generic ones.

Tables used

SEEREFERTTO Refer to documentation Implementation

Accounting entry types

Prerequisite

Screen management

Header

Tab General

Tab Interface

List of the default accounting entry types

Specific accounting entries

Specific Buttons

Error messages

Tables used

Did you find this helpful?

Sorry about that

Want to tell us more?

Great!

Site links

Sage links

Page info

Sage media