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.
Before the information can be entered, the following must have been completed:
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.
Correction | Dr | Cr | Result Factor |
Selected | -100 | 100% | |
-100 | -100% | ||
Not Selected | 100 | 100% | |
100 | -100% |
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.
Correction | Dr | Cr | Result Factor |
Selected | 100 | 100% | |
100 | -100% | ||
Not Selected | -100 | 100% | |
-100 | -100% |
Use the following procedure to enter an automatic posting rule:
- 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.
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.
- 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. Note: When you enter * sign for the code part Project, activity sequence id will also get the * sign. However if the account is marked as exclude from project follow up system will not fetch the activity sequence id of the source posting when the automatic posting rule is applied.- 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.