Enter Automatic Posting Rule

Explanation

This activity is used to enter, change, and view processing rules for automatic postings. Processing rules contain information on how transactions are to be created during automatic posting. You can allow the system to create transactions automatically on the basis of an original transaction. These can be completely new transactions, such as transactions for social security deductions created on the basis of salary transactions. They can also be distributions of a transaction, such as when rental charges are distributed to various cost centers.

You can specify that a transaction created automatically, in turn, creates another automatic transaction. A chain of no more than five automatic postings can be created. The Level of Chain in Automatic Posting field in GL Update Parameters is used for specifying the number of levels.

You can specify two different means for creating automatic transactions on the basis of a certain original transaction.

1. Always when posting to a certain code string.
2. When posting to a certain code string and also when entering a valid process code. This can be useful when you want to use different processing rules for the same code string. The process code enables you to control which processing rule is to be executed on each occasion. The process codes are entered in Process Codes. Process codes can be connected to accounts. When entering postings to the account, the process code is default. This is established in the Account.

Prerequisites

Before the information can be entered, the following must have been completed:

• The company must exist in IFS Financials.
• The accounts and other code part values you want to use must have been entered in IFS/Accounting Rules.

System Effects

As a result of the entry, the automatic posting rule can be used by the updating routine. Each automatic posting row creates a transaction. If you want the voucher   to balance, you must enter an automatic posting row that creates a transaction with a counter posting for the total of all automatic posting rows.

These transactions are created when you update the voucher using the Update GL Vouchers function. The transactions created are added to the voucher and are given the transaction type Automatic Rule (Rule ID). Each transaction created is also marked with the processing rule used to create the transaction, the row number of the row from which the transaction originated, and the sequence number of the processing rule. This information can be viewed in GL Voucher Details Analysis, as well as in the detailed update journal. If there is an imbalance in the voucher and this balance is greater than the maximum amount stated in Accepted Difference in GL Update Parameters, the voucher is returned to the hold table with an error status. If the difference is less than the maximum amount, the difference is posted to the difference account specified for the posting type GP1, Difference Account, in Posting Control.

When automatic posting rules are specified and when a correction is required for the voucher, the postings for the voucher will be carried out according to the information specified in GL Automatic Posting Rules window. The information of these postings carried out can be viewed in GL Voucher Details Analysis.

In case of a normal debit transaction, if the posting rules are defined with the result factor being 100%, the double entry would change accordingly depending whether the Correction check box is selected or not.  

In case of a correction transaction with the original entry being a debit entry, double entry in postings would be carried out as follows depending whether the Correction check box is selected or not.

Window

GL utomatic Posting Rules

Related Window Descriptions

GL Automatic Posting Rules

Procedure

Use the following procedure to enter an automatic posting rule:

1. Open GL Automatic Posting Rules.
2. Use the New function to enter a new processing rule. Enter the identity, a description, and a sequence number, if appropriate.
3. Select the Automatic Posting Rule tab and specify how the original transaction is to be structured if the processing rule is to be executed by the updating routine.
4. Specify the voucher type for which the rule is valid for. Enter a % sign if the rule is to apply to all voucher types.
5. Specify the validity interval for the automatic posting rule.
6. Check the New Automatic Posting box if you want to specify that a transaction is going to create another automatic transaction. 
7. Check the Reverse Posting box if the automatic posting row that re-posts the original transaction is to be created automatically. In this case, the row is displayed automatically in the Automatic Posting Rule tab.
8. Specify how selection is to take place for all the code parts in the code string. There are four different means of indicating how selection is to take place for each code part:

• Enter a valid code part value. The description of the code part value is displayed in the Description field, if you use List of Values.
• Enter a % sign to indicate that the processing rule is to be executed, regardless of the value of the original transaction in this field.
• Leave the field blank to indicate that the processing rule is to be executed if the original transaction has no value in this field. This is not valid for the code part Account.
• Enter an underscore (_) to indicate that the processing rule is to be executed if the original transaction has a value in this position, e.g., if you enter Code B _3_, the processing rule will be executed if the original transaction’s Code B is three characters long and contains a 3 in the second position.

9. Change the default value in the Transaction Code field if required. The List of Values can be used to select an appropriate value.
10. Save the information in the Automatic Posting Rule tab.

When you have entered all the information for the original transaction, select the Automatic Posting Row tab to specify the calculations to be carried out, as well as information on the code string where the result is to be posted.

1. Select the Automatic Posting Row tab.
2. Use the New function and specify the calculations to be carried out. Depending on the calculations, enter either a positive or a negative value in the Result Factor field. The percentage sign (%) is displayed automatically.
3. Enter the code string where the transaction that will be created by the updating routine is to be posted. The code string is checked for code part demands. Enter the code parts according to the following options:

Enter a valid code part value.
Enter a * sign to indicate that the code part is going to have the same value as the original transaction.
• Leave the field blank to indicate that the code part has no value in this field, i.e., the value should be blank. This is not valid for the code part Account.

4. Enter two or several rows in the Automatic Posting Row tab, depending on the type of rule you want to specify. The Total Result Factor for the entered rows must be zero before you can save the information.
5. Save the information in the Automatic Posting Row tab when finished.