On this panel you define the parameters that control period and transaction handling. You also decide the level for VAT accounting when you enter transactions.
- Elimination periods
- Enter the relative elimination period. This is the number of periods added to the transaction period to give the period in which to post the elimination transaction.
For example, if the elimination period is to be one period after the period where the original transaction is posted, you enter 1. The maximum value is the number of total periods minus one period. For A/P and A/R documents, eliminations will only be allowed in the same accounting year as the original transaction. For G/L transactions, eliminations are allowed also in one succeeding year. The information must be completed when the system is installed.
- Saving periods 1
- Enter the number of periods to save G/L postings in the system. Whether saving periods option 1 or 2 is used, is determined for each main account number in the Account file.
The system automatically deletes postings that are too old when the period roll-over is performed in the backup routine. The accounting period of the posting is compared to last closed period minus the saving period, when selecting which postings to delete. The postings are accumulated into a total per account combination, voucher type and transaction currency. The trade account totals are deleted at year end, whereas the balance account totals are saved for as long as stated in the No of years to save field in the Balance group definition table.
You can save transactions for a maximum of 99 periods. The information must be completed when the system is installed.
- Saving periods 2
- Enter an alternative number of periods for which G/L transactions can be saved. Whether saving periods alternative 1 or 2 is used, is determined for each main account number in the Account file. You can save transactions for a maximum of 99 periods. The information must be completed when the system is installed.
- Max periods backward
- This is the number of periods backwards from the actual period for which it is permitted to enter transactions. The value is used to limit the possibilities of someone entering a year or period which is too old.
- Max periods forward
- This is the number of periods forwards from the actual period for which it is permitted to enter transactions. The value is used to limit the possibilities of someone entering a year or period which is too far ahead in the future.
Transaction currency defaults
Enter the default values for exchange rates that you want the system to suggest in the manual G/L transaction entry routines. Default values must be entered if the standing orders routine and the batch transfer routine for G/L transactions from pre-systems is used, and system currency amounts do not exist for the transactions.
- Period G/L trans
- Enter the time value for G/L transactions, i.e. if the default exchange rate should be the daily, weekly, monthly or yearly rate defined in the Exchange rate table. The codes for DAY, WEEK, MONTH and YEAR are defined in the Language table.
- Level G/L trans
- Enter the level for G/L transactions, i.e. if the default exchange rate should be the high, medium or low rate defined in the Exchange rate table. The codes for HIGH, MEDIUM and LOW are defined in the Language table.
- Currency pick notify
- Set this field to YES if you want the system to notify you when it cannot find the exchange rate for the level code, period code and period when you enter manual G/L transactions. The system will then give a message before it starts looking backwards in time, to find the first available exchange rate with the same period and level codes. If you do not want this message to be displayed, set it to NO.
Reporting currency defaults
The following fields will always be used when an exchange rate should be retrieved to calculate an amount in reporting currency. These defaults in combination with the document date decide which exchange rate to use. The validation of the reporting currency exchange rate will be performed at the same time as all other fields are finally validated for a G/L posting before update. This means that the validation will be performed once the journal is sent to batch for update to the G/L, and applies for manually entered transactions as well as transactions originating from the general interface.
- Period G/L trans
- Enter the time value for G/L transactions, i.e. if the default exchange rate should be the daily, weekly, monthly or yearly rate defined in the Exchange rate table. The codes for DAY, WEEK, MONTH and YEAR are defined in the Language table.
- Level G/L trans
- Enter the level for G/L transactions, i.e. if the default exchange rate should be the high, medium or low rate defined in the Exchange rate table. The codes for HIGH, MEDIUM and LOW are defined in the Language table.
Note: These fields are only displayed if the Reporting currency field has been defined in the System company control file and if the reporting currency has a variable exchange rate. This means that if the exchange rate is fixed then these fields will not be displayed.
- Transaction update
- Enter 1 if the G/L is to be updated directly with all G/L postings created in the G/L, the A/R and the A/P. Enter 2 if delayed update of the G/L will be used. All the G/L postings created in the A/R, the A/P and the G/L must then be transferred to the G/L by running the batch transfer routine called Update delayed G/L journals. For example, delayed update can be selected if you want to enhance computer performance during work hours. You can then update the G/L at night and print all accounting journals at the same time. The batch transfer routine should be run each day, to keep the G/L balances updated and correct.
- Calc/redistribution
- Enter the code which decides when the automatic entries created from the calculation and redistribution rules will be posted. See About working with calculation/redistribution for more information.
Code Description 1 Automatic entries are posted when you update the base transactions and transfer them to the G/L. 2 Automatic entries are posted when you run the batch program for calculation and redistribution update, for example by the end of each period. 3 Automatic entries are posted both when you update the base transactions and run the periodical/batch program. 9 Automatic entries are suspended and are not entered at all. This can be used if you need to enter some corrections to accounts that normally are base accounts for automatic entries.
- VAT entry inv level
- If VAT accounting is to be made when entering the invoices, you enter YES. Otherwise set it to NO.
- VAT entry G/L level
- If VAT accounting is to be made when entering the G/L postings, based on which account the entry is made, you enter YES. Otherwise set it to NO. Note that if both methods are used, VAT on G/L level will only be applied for pure G/L transaction entry. For the manual entry of invoices, the method for VAT entry on invoice level will override VAT on G/L level.
- Debit/Credit
- Set this field to YES if you want the system to separate the updating of debit and credit transactions. Set this field to NO if you want the system to calculate the sum of the debit and credit transactions.
When the system adds up transactions with the same account number, period, journal number, voucher type and voucher number, two transactions are created (one debit and one credit). Otherwise (if you enter NO), only one transaction is created (debit minus credit).
- VAT check
- Indicate if VAT is to be applied on the transaction.
- VAT check – prefix
- Enter the VAT prefix which is identical to the ISO country code. For example, SE is for Sweden. This is a mandatory field if VAT check is selected.
- Summarise trans
- Set this field to YES to activate the summation function. A G/L transaction summary journal will then be printed for each updated journal, with details on what has been summarised. Note that if you enter NO, then the list will not be printed and no summations will ever be carried out, even if summation is defined for any accounts in the Account file.
Note: The above scenario does not apply for interface transactions. These depend on the settings for the Summary code field in the Interface type table.
- VAT check dimension
- Enter the VAT check dimension. The VAT check dimension:
- must be in the range 1 – 8,
- must be one of the previously selected account parts,
- is only valid when VAT check is selected.
- Print detail list
- Indicate if you want to print a G/L transaction detail journal for each updated journal.
- Sav periods in VAT file
- Enter the number of periods for which you want to save the transactions in the VAT file.
- Logistic acc log
- Indicate if you want to save any logistic accounting transactions in the Logistics accounting log file.
- Sav periods acc log
- Enter the number of periods for which you want to save the transactions in the Logistics accounting log file. This is valid only if the Logistic acc log file field is set to YES.