Accounting transactions are created in the following routines (with the exception of Order settlement) and can be transferred to the General Ledger in DC1 Financials. For access to more specific information see Routines in which accounting transactions are created. See the Related topics for the transfer instructions.
- Invoicing
- Cash sales
- Goods reception: Purchase order
- Stock take
- Stock adjustments
- Stock movements
- Internal order delivery
- Internal order reception
- Returns to supplier
- Average cost change
- Standard and NCC cost change
- Goods reception: Work order; Manufacturing material issue; Manufacturing order operation reporting
- Order settlement: Accounting transactions are not created for order settlements. See Overview of payment transactions created for order settlement for more information.
- Project transactions
- Requests and returns
- Rebate transactions
Other routines
You can also transfer accounting transactions and invoices in the Print invoice journal routine. See Print invoice journal and transfer invoices and all accounting transactions and Print invoice journal and transfer invoices for more information.
Files updated
When the accounting transactions are created, they are stored in the Bookkeeping transaction file (SROBTR). When the transactions are transferred, the system clears this file and the transactions are updated in DC1 Financials. Note: If the Logistic acc log field in the G/L control file is set to YES, then all transactions in the Bookkeeping transaction file will be copied into the Logistic accounting log file (SROLOGBT) before they are cleared.
G/L journal number
When you transfer accounting transactions, the accounting transactions will belong to a journal. The journal has a unique number for each transfer and it is printed on all the printouts described in Printouts below. You can also see the journal number in different enquiry programs in DC1 Financials. The journal number could consequently be used to trace accounting transactions in DC1 Financials.
Note: Invoicing transactions will always be printed on a separate journal, even if you select to transfer both Invoicing transactions and, for example, Goods reception transactions at the same time.
Voucher number
All transactions will receive a voucher number when they are posted in DC1 Financials. You can also use the voucher number to trace accounting transactions. When you set up the accounting parameters, you can choose from which voucher number series the voucher number should be retrieved and assigned to the different transactions. Different voucher number series can, e.g., be defined for each transfer group. For more information see Set up the accounting environment in DC1 Financials.
Document number
All transactions will also receive a document number. Which document number the transactions receive, depends on if you transfer the transactions on detailed level or summarised level. The document number can also be used to trace the accounting transactions.
| Level of transfer | Document number for transactions |
|---|---|
| Detailed transfer | The document number is the number from DC1 Distribution. For example, invoice transactions receive the invoice number as document number, goods reception transactions receive the purchase order number as document number and stock adjustment transactions receive the transaction number as document number. |
| Summarised transfer | The document number will be the same as the voucher number. |
For more information, see Set up the accounting environment in DC1 Financials.
When to transfer
Normally you should transfer the accounting transactions on a regular basis, e.g., every day. Since you can use enquiry programs and different reports in DC1 Financials to view total balance for accounts and account parts, it is important that all accounting transactions are transferred and updated in the General Ledger in DC1 Financials. Otherwise the balances in the General Ledger are not correct.
Printouts
When you transfer transactions, different types of printouts could be printed automatically, depending on how different parameters are defined in the system. The following printouts could be printed automatically when the transfer is completed:
- Accounting transactions – only if the Print transfer list field is set to YES on the Accounting transaction transfer panel
- G/L Entry journal – only if no errors were found when the transactions were transferred
- G/L Transaction summary journal – only if the Print summary list field in the G/L control file is set to YES
- G/L Transaction detail journal – only if the Print detail list field in the G/L control file is set to YES
- G/L VAT journal – only if there were any VAT transactions transferred
- E/S Batch update journal – only if there were any INTRASTAT transactions transferred
- G/L Error journal – only if any errors occurred when the transactions were transferred
- A/R Batch invoice control/update journal – only if you have selected to transfer Invoicing transactions, and there were any invoice accounting transactions to transfer.
Related topics
- Transfer all accounting transactions to DC1 Financials
- Select accounting transactions to transfer to DC1 Financials
- About printing invoice journals
- About setting up accounting parameters
- Routines in which accounting transactions are created
- Overview of payment transactions created for order settlement