Related topics
Behind each account combination, voucher type and calculation/redistribution type there can be more than one rule. The combinations are listed with account part 1 as primary sequence, followed by part 2, and so on.
Selection fields
Dynamic Calc/Red file maintenance (FMR00901)
On this panel you enter the account combination that will be used as the base for the calculations or re-distributions based on balance or budget.
Calculation means TESTING that a predetermined percentage of an amount and quantity entered on a base account is posted to a number of accounts according to the balance or budget distribution of another account. The bookings according to this distribution can be made both for the credit posting and the debit posting.
Re-distributions means that a predetermined percentage of an amount and quantity entered is debited or credited to a number of accounts according to the balance or budget distribution of another account. The bookings according to this distribution is made on either the credit posting or the debit posting, depending on if the base posting is a debit or a credit. The counter account in this case is then the base account, thus decreasing the movement on the base account.
Calculation and redistribution transactions are posted in system currency. The base transaction may have a transaction currency which is different from the system currency, but the automatic postings are based on the system amount and quantity of the base transaction, entered manually or calculated by the system.
When using dynamic calculation/redistribution it is not possible to create postings to a currency account, since dynamic postings are always created in system currency.
Note: Created postings with a currency that does not correspond with the currency for the currency account will end up in the Journal maintenance program as they are erroneous postings.
The automatic entries based on balance/budget should preferably be run in batch once each period, when the balance/budget values on which they are based are updated and correct. You update the balance/budget distributions in the Dynamic base percentage creation routine. See Update dynamic base percentage for more information.
- Account part 1-8
- Enter the account combination that will be the base for the calculation or redistribution. The system automatically checks that the accounts you state exist in the Account file, that they are active, and that entries can be made on them. The system also checks the combination code for the main account part, if a main account is part of the combination.
- Vt
- Enter a voucher type if you want to create automatic entries for only those postings that have a certain voucher type. The system checks if the voucher type allows calculation/redistribution. If you leave the field blank, all valid postings will create automatic entries, provided the voucher types allow calculation/redistribution.
- Type
- Enter 1 to create a calculation rule, or 2 to create a redistribution rule.
Dynamic Calc/Red file maintenance (FMR00902)
The calculation or redistribution rules that have already been defined for the given base account combination are displayed on this panel.
When you have created redistribution rules for a base account, the system will, when you leave this panel, send a message telling you the percentage of the base entry which will be redistributed to other accounts. The system does not consider the date ranges when calculating the total percentage. If the postings exceed 100 %, you must check so that all rules are not valid at the same time.
- Seq
- The sequence number that is entered for each rule is used to sort the rules in the listing, and also decides in which sequence the rules are to be applied when an entry is made on the base account combination.
- C
- The code for DEBIT/CREDIT indicates if the base account is one which is usually debited or credited, e.g., if it is an expense or an income account. It controls if the postings on the debit/credit accounts should be made with reverse sign or not.
- From
- Displays the voucher date from which the rule is valid.
- To
- Displays the voucher date to which the rule is valid.
- Perc
- This is the percentage of the base entry which is to be posted automatically.
- Debit/Credit/Dynamic base account….
- Account part 1-8
- The first row shows the account combination on which the debit posting of the automatic entry is to be made.
- The second row shows the credit account.
- The third row shows the account from which the balance or budget distribution is taken to distribute the amount and quantity to the debit and/or credit account.
For some account parts, the field may be completed with underscores or a mask instead of an account number. This means that the automatic entry will be made on an account combination with the same account number as the base entry. For one account part in the dynamic account, and for one account part in the debit and/or credit account, the field is completed with dots (…). This is the account part in the dynamic account from which the percentage distribution is taken, and on which, for the debit and/or credit account, it is posted in the automatic entry.
Dynamic Calc/Red file maintenance (FMR00903)
On this panel you set up the rules for the calculation or redistribution. For a redistribution, one of the debit/credit accounts must be the same as the base account. For a calculation, none of the two accounts must be the same as the base account. In both cases, the debit and the credit accounts must not be the same, and the dynamic account should be different from all the other accounts. The dynamic account must have one account part completed with dots (…), and so must also one or both of the debit/credit accounts. This account part is the one from which the balance or budget distribution is taken, to distribute the predefined percentage of the amount and quantity entered on the base account to the debit and/or credit account.
Tip: See Example 1 for a redistribution description, and Example 2 for further details on the account part strings.
Below is an example of a redistribution.
| Type of account | Account part combination | ||
|---|---|---|---|
| Account part 1 | Account part 2 | Account part 3 | |
| Basis account: | 6010 | ____ | 200 |
| Dynamic account | 6999 | … | |
| Debit account | 6011 | ____ | … |
| Credit account | 6010 | ____ | 200 |
The Dynamic base option code is defined as balance previous accounting period. The percentage in this example is 100 %.
The balance previous period for main account 6999, distributed per all used accounts in Account part 3, is:
| Account part combination | Balance | Percentage | ||
|---|---|---|---|---|
| Account part 1 | Account part 2 | Account part 3 | Balance per Acc part 3 | |
| 6999 |
|
100 | SEK 250 | 18% |
| 6999 |
|
200 | SEK 450 | 32 % |
| 6999 |
|
300 | SEK 700 | 50 % |
| Total |
|
|
SEK 1400 | 100 % |
A debit booking of SEK 1000 is made on account 6010 1001 200. The redistribution rule creates debit postings on accounts:
| Account part combination | Amount | Percentage posted to Acc part 3 | ||
|---|---|---|---|---|
| Account part 1 | Account part 2 | Account part 3 | ||
| 6011 | 1001 | 100 | SEK 180 | 18 % |
| 6011 | 1001 | 200 | SEK 320 | 32 % |
| 6011 | 1001 | 300 | SEK 500 | 50 % |
| Total |
|
|
SEK 1000 | 100 % |
The credit posting of SEK 1000 is posted to account 6010 1001 200.
For a calculation, both the debit and the credit account can have dots in the same account part in which the dynamic account has dots.
Function keys
| Dynamic base option table | View the Dynamic base option table and transfer one to this program. |
- Sequence
- Enter a sequence number for the rule you are creating. The number is used to sort the rules in the listing, and also decides in which sequence the rules are applied when an entry is made on the base account combination.
- Dynamic base option
- Enter the code which determines on which parameters the distribution should be made. It can be the balance or budget of the account, and the values can be amount or quantity. The time period for the balance/budget can also be limited to be the values from one accounting period or up to the values from an entire year. The different codes can be retrieved by clicking Dynamic base option table.
- Debit/Credit
- Enter the code for DEBIT or CREDIT to indicate the account type of the base account combination, i.e. if the entries on the account primarily are debits or if they are credits. Entering the debit code means that a debiting on the base account will debit the amount and quantity on the debit account and credit the amount and quantity on the credit account you state below. When crediting the same base account, the amounts/quantities are reversed.
- Percentage
- Enter the percentage of the base entry amount and quantity which should be posted automatically.
- Start date
- Enter the voucher date from which the redistribution or calculation rule is valid.
- End date
- Enter the voucher date to which the redistribution or calculation rule is valid.
Note: The way automatic calculation/redistribution postings are created is defined in the G/L control file.
Code Description 1 Immediate creation. The original posting’s voucher date will be compared with the from/to dates that you enter here. 2 Batch creation. The current run will be compared with the from/to dates. Example:
- Enter a ‘from’ date, e.g. 000101 (1 January, 2000).
- Enter a ‘to’ date, e.g. 001231 (31 December, 2000).
- On January 15, 2001, you enter a G/L posting with voucher date 001225 (25 December, 2000).
If you then run an immediate creation (code 1) the calculation/redistribution is performed as the voucher date 001225 is within the entered range.
However, if you choose a batch creation (code 2) then the calculation/redistribution is not performed since the current date 010115 is not within the entered range.
- Dynamic base account
- Account part 1-8
Enter the account (combination) from which the distribution is to be taken. The system automatically checks that the accounts exist in the Account file, that they are active and that entries can be made on them. The system also checks the combination code for the main account part, if a main account is part of the combination. One account part must be completed with dots (…). This account part is the one from which the percentage distribution is taken, according to the dynamic base option code selected.
- Into account debit
- Account part 1-8
Enter the account (combination) that is to be debited when the system creates the automatic entry. The system automatically checks that the accounts exist in the Account file, that they are active and that entries can be made on them. The system also checks the combination code for the main account part, if a main account is part of the combination.You create a redistribution rule for account 1010 2___, and the debit posting is to be made on account 1020 3___. When an amount/quantity is posted on account 1010 2019, the automatically created debit posting is made on account 1020 3019.
- Into account credit
- Account part 1-8
Enter the account (combination) that is to be credited when the system creates the automatic entry. The system automatically checks that the accounts exist in the Account file, that they are active and that entries can be made on them. The system also checks the combination code for the main account part, if a main account is part of the combination.