The term dynamic means that the system creates the automatic postings based on a variable amount or quantity, i.e. a balance or budget, according to the rules you set up.
Prerequisites
Before you set up the rules you should define a dynamic option code. See steps 1-2 below. If you already have done this, continue to step 3. You can also maintain the dynamic option codes when you are setting up the rules (see step 7).
You define options on what the dynamic account should be based. For example, you enter the parameters if it should be based on balance or budget, and if the values should be based on amount or quantity.
- Select the Work with dynamic base options menu item.
- On the main panel, click Add.
- You access the detail panel where you enter the options. Enter the parameters depending on what base account combination you want to use for the dynamic calculation or redistribution. If you leave Relative year blank, then the system will use actual year as base. Otherwise, enter 1- for last year or 1 for next year.
Note: If you define the option based on budget you must also enter which budget number you want to use.
- To set up rules, select the Work with calculation/redistribution (dynamic) menu item.
- You access Dynamic calc/red file maintenance displaying a listing with 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 where you set up the account combination and voucher type. Complete the following fields:
- 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. At least one account part must be fully completed.
- Vt
- Enter a voucher type if you want to create automatic transactions 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 Dynamic calc/red file maintenance. Click Add to add a new rule.
- You access the detail panel where you set up the rules for the calculation and 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.
- Dynamic base option
- Enter the code that determines on which basis the apportionment should be made. You can also click Dynamic base options to maintain the option. (See steps 1-2 above for more details.)
- 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 the percentage of the base entry amount, which should be posted automatically.
- 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:
- Start date
- End date
- Dynamic base account
- Enter the account combination. The system automatically creates postings based on the account combination, from which the percentage distribution should be calculated according to the dynamic base option code.
- Note: You must complete at least one account part with dots (….). 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.
- When you set up a calculation rule you can post the calculated amount and quantity 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.
- Into account debit
- Into account credit
Click OK to update.
Click OK.
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: If you are working with redistribution, the system informs you of the total percentage of all the rules you have set up for this account combination when you click Back and then you can click Back again to confirm the total percentage.