The difference between calculation and redistribution rules is that:
Calculation:
- an additional amount is calculated by a predetermined percentage from a base account and is both debited and credited to accounts of your choice.
Redistribution:
- an amount is calculated by a predetermined percentage from a base account and is debited or credited to one or several accounts. The contra entry is made on the base account.
The keys for both calculation and redistribution rules are the account combination and voucher type.
- Select the Work with calculation/redistribution (fixed) menu item.
- You access Fixed calc/red file maintenance displaying a list of existing account combinations for which calculation and redistribution rules have been set up. Note: More than one rule can exist for each account combination and voucher type. Click Add.
- You access the detail panel. Enter the base account for the original entry and voucher type.
- Account part 1-8
- Enter the account combination that will be the base for the calculation or redistribution. You can complete a field, except the main account part, with underscores, (__). This means that any account in that account part is valid for the calculation and redistribution rule.
- Vt
- Enter a voucher type if you want to create automatic entries for only those postings that have a certain voucher type.
- Note: The system creates automatic entries only for those voucher types that allow calculation and redistribution.
- Type
- Enter 1 to set up a calculation rule, or 2 to set up a redistribution rule.
- You access Fixed calc/red file maintenance. Click Add to add a new rule.
- You access the detail panel where you set up the rule for the calculation or redistribution. Enter information in the following fields:
- Sequence
- Enter a sequence number for the rule. This decides in which sequence the rules are to be applied when an entry is made on the base account combination.
- Debit/Credit
- Enter the code for DEBIT or CREDIT, which indicates if the base account is an expense or an income account. If you, for example, enter a credit value that is an expense, the system will automatically enter the correct sign of the posting, according to this code. The code represents the relationship between the base account and the accounts you enter in Into account debit and Into account credit.
- Percentage
- Enter a percentage that will calculate the entry from the base account. If it is a calculation rule an additional calculation will be posted to a credit and debit account. If it is a redistribution rule the calculation will be reduced from the base amount and posted to a credit or debit account.
- Start date
- End date
- Into account debit
- Into account credit
Click OK.
You can set up rules which are valid for a specified time range. Note: If you set up several rules with the same set of keys (account combination and voucher type) for an overlapping time period, all the rules will apply for that period.
Complete the fields below:
When you set up a calculation rule you can post the calculated amount into two different account combinations defined in the two fields below.
When you set up a distribution rule one of the account combinations below must be the same as the base account combination.
You can complete the fields below with underscores (__). This means that any account in that account part is valid for the calculation or redistribution rule. At least one account part must be fully completed.
Click OK to confirm. You can continue to enter rules or click Back to return to the maintenance panel. Add more records, or exit the routine.
Note: You define, in the G/L control file, when you want the system to create the automatic postings. See Create calculation or redistribution transactions and Create delayed calculation or redistribution transactions for more information.