General ledger account processings

The following processings are available from the General ledger account table:

Automatic entries

This processing produces automatic entries for selected accounts based on period flows.

You use this processing to produce automatic entries for the General ledger account. Although it's normally run at the end of a period, it can also be run several times during the same period for the same general ledger account. Only new movements that have occurred since the last time the processing was run are processed.

Starting the processing

  1. Select the General ledger account rows you want to process.
  2. In the Processing menu, select Automatic entries.
  3. Make settings in the dialog.
    Option Description
    Period interval From/To Defines the start and end year and period for the processing. The current year and period are suggested as default values. If the accounting periods aren't defined, an error message is displayed when you run the processing. If only one of the year or period fields contains a value, this value is also applied to the other field.
    Direct updating Updates the batch immediately.
  4. Click OK.

Change account no.

This processing is used to change the account number on all rows where New account no. is filled out.

Starting the processing

  1. Enter the new account number in the New account no. field for the accounts that you want to change, and save.
  2. Select the General ledger account rows you want to process.
  3. In the Processing menu, select Change account no..

The old account number will be replaced on the same row if the new account doesn't exist. Only the account number is changed, the other settings are kept. At the same time all references to the General ledger account will be updated, and the old account number will be saved in the Old account no. field.

If the New account no. already exists, this general ledger account won't be overwritten. Only the transactions are moved.

If the Account no. already exists, Old account no. won't be updated.

If moving transactions for one or multiple accounts into an existing account, the general ledger balance must be regenerated. When the processing is completed, you will be reminded to do this. When changing an account number, the account balances always have to be regenerated. If you cancel regeneration at this point, you have to run the Regenerate general ledger account balances processing at a later time.

Note:
This is a resource-intensive processing that will impact performance, especially if you’re using common tables. For best results, only change one account at a time, and check first that all related transaction match after the change, including balances on that account. Ideally, pick a time outside of business hours to not disturb others, and make sure to monitor the results carefully.

If common tables are used, the user needs access to all the companies defined in the common table in relation with the company they do the update in.

Example

To switch account numbers 1030 and 1035, both containing transactions:

  1. Set New account no. to 1030 on Account no.1035, so that all transactions belonging to account number 1035 are transferred to account number 1030. Don't run the processing yet!
  2. Then set New account no. to 1035 on Account no. 1030, so that all transactions belonging to account number 1030 are transferred to account number 1035.
  3. Save the changes, select the accounts and run the processing.

The transactions now switch accounts, and you will be asked to run a regeneration of General ledger account balance.

See also: Regenerate general ledger account balances

Regenerate general ledger account balances

This processing regenerates balances for selected general ledger accounts, from transactions.

Note:
This processing is recommended if just a few accounts need to be regenerated, or when the database reaches a size that the regeneration must be split into smaller steps. The balances are processed one-by-one. If a regeneration of all balances is needed, then the Regenerate account balances processing in the Company information table is recommended.

See also: Regenerate account balances

Starting the processing

  1. Select the General ledger account rows you want to process.
  2. In the Processing menu, select Regenerate general ledger account balances.
  3. Make settings in the dialog.
    Option Description
    From year The first year to include in the regeneration. If don't enter a date, everything is regenerated.
    From period The first period to include in the regeneration.

The parameters are validated against the Accounting period table.

Set standard accounts

Mapping between values in the General ledger account and Standard account tables has to be done before creating a SAF-T report. This processing creates mapping suggestions for SAF-T account ID, Account subtype, Grouping code and Grouping category, to be used for reporting purposes.

The SAF-T account ID will be updated with a suggested account number. If there's an exact match in the Standard account table, that account number will be used. If not, then the previous account with the same first digit will be suggested.

Note:
This processing can only be used for general ledger accounts with 4 digits.

Prerequisites

A file including standard accounts for SAF-T has to be imported to the Standard account table.

Starting the processing

  1. Select the General ledger account rows you want to process.
  2. In the Processing menu, select Set standard accounts.
  3. Make settings in the dialog.
    Option Description
    Standard account category

    1 - 4-digit SAF-T

    2 - 2-digit SAF-T
    ISO code
    Completion

    0 - Fill in empty fields (keep existing mapping)

    1 - Replace all fields

You find the status of the suggested mapping in the Standard account status field, and the Account subtype, Grouping code and Grouping category fields will be filled.