Certain types of documents are posted repetitively on a periodic basis. Repetitive documents use the same Posting Keys, Accounts, and often the same amounts. Users can simplify the process of entering repetitive business transactions by utilizing a Reference Document at the time of posting. The three types of Reference Documents for used with Complex/General Postings: Recurring Documents (also known as Recurring Entry) Sample Documents Account Assignment Model Enjoy Postings have only one special Reference Document called an Account Assignment Template . Despite the similar name, the Account Assigment Template differs from the Complex Posting’s Account Assignment Model significantly, and the two can not be used interchangeably.
Recurring Documents are business transactions that are repeated regularly, such as rent or insurance expenses. The following data never changes in Recurring Documents: Posting Keys Accounts Line Item Amounts When created, the Recurring Document itself does not post the accounting entry contained in it. Instead, the Recurring Posting Program uses the Recurring Document as the basis for creating the actual Accounting Document via a batch input. To schedule a Recurring Document, the validity period must be defined within which the Recurring Document should be run. Then, there are two ways to set the exact dates that the information held in the Recurring Document will be posted: Specify the posting frequency by entering the day of the month and the period in months between postings. Alternatively, a run schedule can be configured that defines the calendar dates on which the system is to post the entry.
The three steps necessary to use Recurring Documents are: 1) Create a Recurring Document. Enter the data necessary for posting the Accounting Document such as the Posting Keys, Account Numbers and amounts. Enter the control information that sets the posting frequency or run schedule. 2) Run the Recurring Posting Program. The system will determine which Recurring Documents are to be processed during each run period and create a batch input session containing the following: Data required to post the Accounting Documents. Data needed to update the scheduling information in the Recurring Documents including the next run date, the number of runs processed and, if necessary, a deletion indicator. 3) Process the batch input session. The batch input session will post the Accounting Documents and update the scheduling information in the Recurring Documents, such as the number of documents posted, the next date when a new document will be created from a recurring entry, etc.
Recurring Documents can be created and carried out for General Ledger, Accounts Receivable or Accounts Payable postings. Transfer Amounts in Local Currency indicator: When generating an Accounting Document from Recurring Documents in foreign currencies, usually only the currency fields are adopted. The local currency is calculated according to the valid exchange rate at that time. To generate documents using the historical rate, this indicator must be marked, which ensures that the appropriate local currency amounts will be adopted in the new Accounting Documents. Transfer Tax Amounts in Local Currency indicator: To transfer the tax amounts with the historical exchange rate, this indicator must be marked. If a manual rate is to be entered for the tax amounts, then this indicator must be marked in order to transfer the amounts specifically.
A Sample Document is a model document that can be copied into a new posting; it is like a template that is stored in the system. In the Document Entry screen, a user can select a Sample Document that will automatically populate applicable fields. Once a Sample Document has been created and saved, only the amounts can be changed. Line Items cannot be added into the sample document itself. To accommodate new line items, a new Sample Document must be created that contains all of the desired Line Items; however, line items can be added to a FI document that is referencing a sample document. When posting a document, only one Sample Document can be used at a time. It is accessed by its Document Number in the Document Entry Screen by utilizing the Post with reference function. Sample documents have a separate number range. When you create a sample document, the system stores the document but does not update any transaction figures.
An Account Assignment Model is a pattern for document entry. It can contain any number of line items and may include posted amounts. The Account Assignment Model is more flexible than Recurring Documents or Sample Documents since it permits the user to add more line items and to change all the pre-assigned fields. The Account Assignment Model allows the user to enter items in list form using screen templates that are user-defined. The posting in the Account Assignment Model does not need to be complete. For example, in the document line items, the accounts may be pre-assigned in the model, but the Cost Center and Amount fields may be left blank. These fields are filled when the model is actually used. The Account Assignment Model is primarily used to post transactions to General Ledger Accounts rather than sub-ledger accounts. However, one can call this function within document posting in Accounts Receivable and Accounts Payable. The only mandatory field on the header of an Account Assignment Model is the Name, which is user defined. Optional fields in the Account Assignment Model include Currency, Chart of Accounts, Sample Text, Authorization and Equivalence Number (defined later).
With the Account Assignment Model, multiple field assignments can be posted at one time. However, before one can be created, a screen template must be defined. The screen template (variant) identifies the desired fields for the line layout. A line layout may have up to two lines of fields assigned to it. The Account Assignment Model variant contains some header data such as Currency. Since the header information is entered first in the document, one must be sure that the Account Assignment Model contains the same Currency as the document to be posted. For example, to post a document in Canadian Dollars, an Account Assignment Model defined with Canadian Dollars must be used.
There are three ways to call the Account Assignment Model when posting: Via the menu path GoTo / Account Assignment Model... By clicking on the Account Assignment Model push-button In the first document line item, enter “00” as the Posting Key, and the name of the Account Assignment Model in the Account field. Since Account Assignment Models can contain multiple Company Codes, they can be used to create intercompany transactions. The Account Assignment Model allows the distribution of a single amount among different line items using Equivalence Numbers. The Equivalence Number is a percentage of the total amount that the user assigns each line item. The system will then distribute a single amount across the line items according to the assigned percentages. Note, the sum of the percentages must be 100%.
At the time of posting, the Account Assignment Model can be called up multiple times within one document to add the same line items over and over again. Other Account Assignment Models can also be used in the same posting. In addition, more line items can be added manually.
While similar to the Account Assignment Model, the Account Assignment Template is the only reference document that can be used in the Enjoy Posting screen. It is accessed directly from the Enjoy Posting screen through a menu path. It is created directly in the Enjoy Posting screen by entering values in fields and saving the template through the menu path Edit>Create Account Assignment Template. The Account Assignment Template does not allow the use of user-defined screen templates. Enjoy Screen variants may be used; however, they are created independently from the Account Assignment Template so caution should be taken that all of the fields required by the Template are included in the Screen variant(s). The posting in the Account Assignment Template does not need to be complete. For example, in the document line items, the accounts may be pre-assigned in the template, but the Cost Center and Amount fields are left blank. These fields are filled when the template is actually used. The Account Assignment Template is primarily used to post transactions to General Ledger Accounts rather than sub-ledger accounts. One can call this function when posting documents in Accounts Receivable and Accounts Payable, however, the account assignment template will then contain only G/L items, not customer or vendor entries. The only mandatory field of an Account Assignment template is the Name that is provided by the user.
Reference Documents are best used when postings are repetitive over time. When a document is be posted more than once with little or no change, the user can reference a previously posted document. The hold / set data function allows for the automatic default of certain data when creating another similar transaction. The data is specific to that user and must be re-entered by the user after logging off of the system.
Reference Document - document that simplifies the process of entering repetitive postings through the use of templates. Recurring Document (Recurring Entry) - a document containing business transactions that are repeated regularly. Posting Keys, Accounts, and Line Item Amounts cannot be changed. These entries are posted when the Recurring Posting Program is run through a batch input session. Sample Document - used as a template for posting documents. Once created, only the amounts can be changed. Line items cannot be added. Account Assignment Model - the most flexible Reference Document in that it allows additional line items to be added and all of the pre-assigned fields to be changed. It is used primarily for General Ledger Account postings. Account Assignment Template - the only reference document used in Enjoy Postings, very flexible, similar characteristics as the account assignment model for Complex Postings Hold / Set Data - Hold data defaults data into the current transaction from the previous transaction. This data is editable. Set data performs the same function; however, the data is not editable.
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Chapter 12 Reference Documents <ul><li>During the normal course of business, repetitive periodic accounting transactions must be processed. Many of which contain a large number of line items. To minimize input errors and data entry time, the system offers several solutions to repetitive document posting. </li></ul><ul><li>Chapter Objectives </li></ul><ul><ul><li>Provide an understanding of Reference Documents. </li></ul></ul><ul><ul><li>Compare and contrast the advantages and disadvantages of each type of Reference Document. </li></ul></ul><ul><ul><li>Create each type of Reference Document </li></ul></ul>
Solutions to Repetitive Postings Recurring Documents Sample Documents Account Assignment Model COMPLEX POSTING ENJOY POSTING Account Assignment template
Sample Documents <ul><li>Characteristics of a sample document: </li></ul><ul><li>Only the amounts can be changed </li></ul><ul><li>Line Items can not be added to the Sample Doc itself </li></ul><ul><li>Only one can be used in an actual posting document </li></ul><ul><li>Does not have to be a balanced entry </li></ul><ul><li>Uses a special Document Type (X2) </li></ul>
Account Assignment Model <ul><li>Characteristics: </li></ul><ul><li>Flexible </li></ul><ul><li>All fields can be changed </li></ul><ul><li>Line items can be added </li></ul><ul><li>More than one at a time can be used </li></ul><ul><li>Does not have to be complete </li></ul><ul><li>Named by the user </li></ul>
Flexibility of Account Assignment Model Header Account PK Amount Line item 1 xxxxxxxxxx 50 1500 Line item 2 xxxxxxxxxx 40 1500 Account Assignment Model (template) Copy Can Be Edited Header Account PK Amount Line item 1 xxxxxxxxxx 50 3000 Line item 2 xxxxxxxxxx 40 3000 Accounting Document
Account Assignment Model Document Entry Menu Path Push Button Posting Key “00” Or Or Account Assignment Model Identification Currency Company Code Account PK Amount Line item 1 xxxxxxxxxx 50 1500 Line item 2 xxxxxxxxxx 40 1500
Multiple Models within One Document Account Assignment Model 1 Account Assignment Model 2 Account Assignment Model 2 Account Assignment Model 3 Account Assignment Model 4 Manual Entry Document Account Assignment Models
Account Assignment Template for Enjoy Posting <ul><li>Characteristics: </li></ul><ul><li>Flexible </li></ul><ul><li>Does not allow user-defined screen templates </li></ul><ul><li>All fields can be changed </li></ul><ul><li>Line items can be added </li></ul><ul><li>More than one at a time can be used </li></ul><ul><li>Does not have to be complete </li></ul><ul><li>Named by the user </li></ul>
Other solutions to Repetitive Postings 2. Hold / Set Data <ul><li>Hold Data: Data from the previous transaction is defaulted and is editable </li></ul><ul><li>Set Data: Data from the previous transaction is defaulted and is not editable </li></ul>1. Post With Reference <ul><li>A similar document has been posted previously </li></ul><ul><li>The Document Number is known </li></ul>
Reference Documents - Chapter Summary <ul><li>Key Terms: </li></ul><ul><ul><li>Reference Documents </li></ul></ul><ul><ul><li>Recurring Document (Recurring Entry) </li></ul></ul><ul><ul><li>Sample Document </li></ul></ul><ul><ul><li>Account Assignment Model </li></ul></ul><ul><ul><li>Account Assignment Template </li></ul></ul><ul><ul><li>Hold / Set Data </li></ul></ul>