Ledgers

• Ledger (field LED)

This field displays the code for the current ledger.

• Description (field DESTRA)

Common title of the current record.

• Short description (field SHOTRA)

The short description replaces the standard description when display or print constraints require it.

By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
You can add your translation in another language using the Translation function:

• Click Translation from the Actions icon in the corresponding field.
• In the Translation window, add a new language code with the translation in this language.

A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.

The connection language must be defined as a default language for thefolder.

• Legislation (field LEG)

In multi-legislated folders (where the LEG activity code is active), the Legislation fields are displayed.

• If a legislation has been set in the LEGFIL (Legislation selection filter) parameter (SUP chapter, INT group), it is used as the default but can be changed if needed.
• If LEGFIL has no legislation set, there will not be a default, so the Legislation field will have to be entered appropriately.

If a legislation is entered in the record header, other fields entered must follow any rules applicable to the legislation.

If a legislation is not entered in the record header, it might be deduced from another element (such as the company, site, or employee) and again, other fields entered must follow any rules applicable to the legislation.

If a multi-legislation group of companies is selected, other fields entered must follow any rules applicable to the legislation of at least one company in the group.

Example

If you select a group of British (BRI) and French (FRA) legislation companies, you cannot enter a value in a field that is only applicable to the South African (ZAF) legislation.

In single legislation folders (where the LEG activity code is not active), the Legislation fields are not displayed.

• General (field GEN)

The account core model must necessarily have a general ledger. If the ledger being created is a general ledger, the accounting types Budget, Operating budgets and Commitments cannot be accessed.

• Analytical (field ANA)

The main analytical ledger must be checked to 'Analytical'. A general ledger can also be checked as 'Analytical'.
The Budget, Operational budgets, Commitments and Project management options can only be accessed if the Analytical check box is selected.

• Budget (field BUD)

A ledger can only manage budgets if it is an analytical ledger.
Budgets are not necessarily associated with the main analytical ledger.

When generating commitments/precommitments, if a manual ledger is associated with an automatic ledger, only the manual ledger is updated.

• Operating budgets (field GDD)

A ledger can only manage operating budgets if it is an analytical ledger.
A ledger flagged "Operating budgets" MUST contain a dimension type flagged "Entity" and a dimension type flagged "Envelope".

• Commitment (field CMM)

A ledger can manage an account management of type 'Commitments' only if the ledger is analytical.
In the case of a company having several ledgers managing commitments, the latter are generated on all the ledger checked 'Commitments".

 Upon generation of commitments/precommitments, when a manual ledger is associated with an automatic ledger, only the manual ledger is updated.

• Project management (field PJMFLG)

Click this check box to define this ledger as a Project management ledger.

 This check box is only available if this ledger is an analytical ledger.

 To track Project management costs analytically at the account core model level, the following conditions must be met:

• Project management must be tracked for a single ledger;
• The ledger must be set to 'Analytical' (field Analytical (ANA));
• The ledger can only contain one dimension type which is set to track Project management costs.

• Consolidation (field CSL)

Select this check box to allow consolidation management. An accounting core model can have several ledgers with this type of accounting.

• Ledger type (field LEDTYPE)

• Chart code (field COA)

Specify in this field the chart of accounts associated with the ledger.
 The accounting type(s) of the chart of accounts must be consistent with those of the ledger.

• No. of dim. types (field DIENBR)

Specify the number of dimension views of the current ledger.

• field DIE

Enter the code of the dimension types of the current ledger.
A dimension type can be common to several ledgers, irrespective of whether the latter belong to the same account core model or not.
 The order in which the codes of the dimension types are entered has an impact on the setup of the previous dimension types of the default dimensions.

• Balance (field BAL)

In a journal, the balance represents equal debits and credits in the transaction currency, irrespective of the site.
The main general ledger must absolutely be balanced.

• Balance by site (field FCYBAL)

If the chosen balance is to be considered by site, the journal must be balanced site by site. This balance is obtained by using the link accounts defined in the chart of accounts if the need arises.
The main general ledger must necessarily be balanced by site.

• Matching (field MTCFLG)

All general and/or analytical accounts can use matching.
 This option is only applied if the ledger is matchable.

• One dimension required (field DIEDACOBY)

When this box is checked, it will be mandatory, for instance when entering an entry, to assign at least one dimension view for this ledger.

• Store lines without dimensions (field DIEIPT)

This option can only be accessed if the option Mandatory dimension view entry is not checked.
Concerning an entry line for an analytical ledger with storage of blank allocations, if no dimension view is entered, the analytical balance is still loaded for the amount and the account concerned.

• Generation type (field GENTYP)

This option is used within the framework of the fiscal year-end process and it can take the following values:

• Site: the processing generates a carry-forward journal by currency/site combination GAUFIYEN setup).
• Company: the processing generates a carry-forward journal by currency/company combination (GAUFIYEN setup).

The fiscal year-end processing function generates at least this Carry Forward Entry journal (GAUFIYEN setup).

• Balanced carryforward (field EQLRANANA)

If the box balanced CFE  is checked, in addition to the carry-forward entry journal, the processing will generate a result establishment entry (GAUFIYRE parameter).
If the box Balanced CFE is not checked, the fiscal year end processing will only generate the carry-forward entry by site or company.

For a General Accounting ledger, the balanced CFE is requested.
For an Analytical Accounting ledger, the result does not necessarily need to be calculated. In that case, the balanced CFE box does not need to be checked.

• Closing document (field ENDVCR)

When the Closing journal checkbox is checked, a closure document for all accounts is created on the last day of the fiscal year. If the ledger is a general and analytical ledger, the journal closes all accounts and their analytical balances.
This journal can therefore complete the carry-forward journals (GAUFIYEN parameter) and the result calculation journals (GAUFIYRE parameter).

 The automatic journal used to generate the closing entry is determined by means of theGAUFIYCL parameter.

• One entry per account (field ACCVCR)

When a closing journal will be generated, the fiscal year end processing is likely to create:

• a closing journal (GAUFIYCL setup) recorded on the last day of the fiscal year to be closed for balance closing,
• a carry-forward journal (GAUFIYEN setup) recorded on the first day of the next fiscal year to re-create the opening balances,
• a result establishment journal (GAUFIYRE setup).

When this box is checked, the program will create a closing journal by account.