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Overview of Documents Used in Posting

Overview of Documents Used in Posting

Overview of Documents Used in Posting

010411.gif

 

000001.gif Before transferring the data on revenues and expenditures to the records accounts, it is necessary to close or verify the outstanding items because only properly closed items get transferred!
000001.gif Payment items which have already been transferred to records accounts are not selected by using this procedure - this is how multiple transfer of expenses and revenues to records accounts are omitted.

008514.gif

Preparation for a New Entry
Account TO Information about the records account code, to which the entry shall be made, can be viewed. 

The records accounts matrix specifies on which account the entry shall be made (see Transfer Criteria).
Account FROM Information about the account code, which appears on the original posting of the received or issued invoice, can be viewed. Using the data on the closing of the outstanding receivables or payables, the program finds which account was approved (with payables) during the posting of the invoice paid or charged (with receivables).
Amount Here is the amount for entry to the account from the "Account TO" field. It is the amount of the whole payment and is related to the cost from the "Account FROM" field. With partial payments this is the relative portion of the receivable/payable regarding the paid amount of the invoice.

Data about the Payment Which Is Transferred to Revenue or Expenditure
Journal entry The ID of the journal entry for posting of payment
Line The line ID of the journal entry from the previous field.
Subject The subject to which the receivable/payable is related.
Document The document, to which the payment is related.

Data about the Original Entry of Expenditure or Revenue
Journal entry The number of the original journal entry used in automatic posting of the received or issued document from the previous field
Line The line Id of the journal entry from the previous field.

Other Data
Status with the help of the line status you can estimate whether the entry being prepared will be performed or not. The following statuses are used:
  • OK- The posting will be performed accordingly. The invoice was paid patially or entirely where the amount of payment is not greater than the original receivable/payable.
  • Overpayment - The posting WILL NOT BE performed. The amount for the invoice was partially overpaid. The amount of payment is greater than the original receivable/payable. In such a case you check the status of the outstanding items and close the overpayment statment with some other open documents. You then post the difference to rounding differences and cash discount accounts and perhaps exchange differences account, and so on. 
Linked document The number of the linked document from the journal entry for the original entry of the revenue or expenditure as well as payment posting. The information is of use in case of overpayment because you can verify the balance of the outstanding items by using the information about the linked document and properly close the statement of overpayment.
008516.gif  By clicking this button you create a journal entry with the data entered in the Transfer Criteria window (except those with the "Prepayment" status).

The individual line may be excluded from the list of documents for transfer of post also by deleting it from the list using the following combination of keys 005059.gif005054.gif  (see Deleting Records). In this way you do not delete  the post, but only exclude the line from the journal entry. Lines excluded in this way may be transferred subsequently.
008509.gif  By clicking it the window closes.

 

 

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