Exact Globe

 

Release 362: Entry number based on reporting date

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

This setting is only available for the following legislations:

Note: Other legislations are not able to view this setting.

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

 

To ensure that the entry number remains in sequence, the user can enable the setting for "New entry: Block entry number" in journal maintenance via [Menu path: System / Finance / Journals], as shown in Screen 2. The user will not be able to edit the entry number when making new entries in the respective journals. If this setting in disabled, the user is allowed to edit the entry number as required.

 

Screen 2: Journal maintenance

 

 

 

2. Finance module: Journal entries

 

When the "Entry number/ reporting date link" setting is ON,

·         "Reporting date" field is automatically displayed in the header. By default, this field displays the current date and is editable.

·         System defaults an entry number based on the date entered in the "Reporting date" field.

·         For General/ Bank/ Cash journals, the "Date" field is re-named as "Reporting date".

·         Sample journal entry screens as shown below.

 

Screen 3: Purchase journal

 

 

 

Screen 4: Sales journal

 

 

 

Screen 5: Bank / Cash journal

 

 

 

Screen 6: General journal

 

 

When the "Entry number/reporting date link" setting is OFF,

·         "Reporting date" field is not displayed in the header, unless defined by user.

·         System will assign entry numbers based on entry date, as in the earlier logic.

·         For General/Bank/Cash journals, the "Date" field remains unchanged.

 

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.

 

 

 

 

 

     

Main Category:	Support Product Know How	Document Type:	Release notes detail
Category:	Release Notes	Security  level:	All - 0
Sub category:	Details	Document ID:	12.118.520
Assortment:	Exact Globe	Date:	09-05-2017
Release:		Attachment:
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