Release 380: Added Entry Number Based on Reporting Date (Austrian Legislation)
Background
Background
When an entry is made in
the journal entry screens or other applications which create entries with entry
numbers assigned by the system, the entry number is determined by the entry
date (also known as invoice/transaction date). It is possible for the user to
enter a date of a different period and the transactions created would result in
records which do not have sequential entry numbers.
For example:
Year 2003 and 2004 are open for entries.
The first free entry number in 2003 is 200300101.
The first free entry number in 2004 is 200400004.
On 05/01/2004, a
Purchase Invoice dated 20/12/2003 is
received. The invoice is registered on 05/01/2004, but the invoice date stated on the
document is also entered into the system. Thus, the purchase invoice is entered
with date 20/12/2003 and reporting date
05/01/2004.
Thus, the entry number would be taken from Year 2003, as the entry
number is linked to the entry date. The sequence of entry numbers would be as follows:
Entry date Entry number
01/01/2004 200400001
02/01/2004 200400002
03/01/2004 200400003
20/12/2003 200300101 (the
Purchase Invoice received above)
What has been changed
In Release 362, the
changes made are explained in the following sections:
1. Settings
2. Finance module: Journal
entries
3. Invoice module:
Printing of invoices
4. Other modules
1.
Settings
A new setting "Entry
number/ reporting date link" has been added to the "General ledger
settings" [Menu path: System / General / Settings], as shown in Screen 1.
Screen 1: General
ledger settings
Now this setting is available for
Autria legislations.
By default, the setting
is not enabled. If the user requires entry numbers to be based on reporting
date, the user can enable this setting. The behavior of the setting is as
follows:
|
"Entry
number/ reporting date link" setting
|
Entry number
basis
|
|
ON
|
Reporting date
|
|
OFF
|
Entry / invoice / transaction
date
|
3. Invoice module: Printing of invoices
When the user prints
invoices, it is possible to define "Reporting date". The transaction
entries created by the system shall depend on the reporting date entered by the
user when the "Entry number/ reporting date link" setting is ON.
Furthermore, in
"Invoice settings", there are other settings that controls the
behavior of the entry numbers. These are as follows:
- "Invoice code/ journal link" setting,
which allows invoice numbers to be the same as journal entry numbers.
- "Assign
invoice numbers" setting, which controls the manner in which invoice
numbers are assigned. The behavior of the three options in relation to the
basis for entry number, is shown as follows:
|
“Entry number/
reporting date link” setting |
“Invoice code/ journal
link” setting |
“Assign invoice
numbers” setting |
|
“At entry” |
“At trial print” |
“At final print” |
|
ON |
ON |
Entry number/ Invoice
number is assigned before financial entry is created. Thus, it is always
based on invoice date and not on reporting date. |
Entry number/ Invoice
number is assigned before financial entry is created. Thus, it is always
based on invoice date and not on reporting date. |
The user can enter a
different reporting date. System detects this and uses the reporting date to
assign the entry number/ invoice number. |
|
OFF |
ON |
Entry number/ Invoice
number is assigned based on invoice date. |
Entry number/ Invoice
number is assigned based on invoice date. |
Entry number/ invoice
number is assigned based on invoice date. |
|
ON / OFF |
OFF |
No impact on entry
number. |
No impact on entry
number. |
No impact on entry
number. |
- At final print, when the setting "Entry number/ reporting date link" setting is
ON, please note the following:
- It is possible to enter a different reporting date.
System detects this and uses reporting date to assign the entry number. This
is applicable when the invoice is successfully processed the first time.
- If the invoice is reprinted
(second invoice or more), the reporting date is ignored because the
invoice number is already assigned during the first processing of the
invoice. Thus, if the reporting date is amended when re-printing the
invoice (second invoice or more) the entry number/ invoice number will
not change.
- For Czech and
Hungary
,
the reporting date at print invoice can be hidden conditionally and in
this case, it is the same as the delivery date of the original
invoice/sales order, the logic of detecting entry number will not be
changed.
4. Other modules
When
setting "Entry number/ reporting date link" is ON, the following
applications will behave as follows:
XML import
- XML import applications involving financial
entries, which contain reporting date and generates entries with entry
numbers, have been adjusted to ensure that the entry number is assigned
according to the reporting date.
Deduction management
- In Deduction management functionality, when a balance is processed as 'Invoice back', the entry number assigned will
be based on the Reporting date, as shown in Screen 7. (Note: If the 'Entry number/Reporting date
link' setting is not enabled, then the generation of entry number will be based on
entry date.)
Screen 7: Deduction management
7
Matching/ Reallocation
- During matching, it is possible to write-off amount differences
at the "Process" screen. When the setting "Check: Closed periods" in General
settings is set as "Reporting date", this field is shown in the "Process"
screen as shown in Screen 8. On processing this entry, system creates the
entry with the entry number based on the "Reporting date" defined by
user.
Screen 8: Process
- During reallocation, it is possible to define a reporting
date as shown in Screen 9. System will assign the entry created by this
reallocation, with an entry number based on the reporting date entered by
user.
Screen 9: Reallocation
Repair
- For Repair function, the entry numbers are assigned,
based on the reporting date if available. If reporting date
is not available, the invoice year will be used, irrespective of the settings.
Note: Cash
flow application
For
cash flow entry application, it is currently not possible to
define reporting date for a cash flow transaction. Since Exact Globe 2000, the cash flow
application defaults the reporting date, in the background function, to follow the statement
date. However, the statement date here does not mean the same as the reporting date.
This is because the cash flow module is designed to cater
for heavy usage
of cash flow transactions. This function caters for the needs of operational users, rather
than accounting users. Thus, during normal cash flow entries, users are
more concerned with the value date (i.e. the transaction date effected in bank
account) and statement date (i.e. document date of the bank statement of
the transaction). Based on this understanding, the statement date is not the reporting date.
| Main Category: |
Support Product Know How |
Document Type: |
Release notes detail |
| Category: |
Release Notes |
Security level: |
All - 0 |
| Sub category: |
Details |
Document ID: |
14.681.309 |
| Assortment: |
Exact Globe
|
Date: |
11-05-2017 |
| Release: |
380 |
Attachment: |
|
| Disclaimer |