Postings input line

Accounting > Post

Post

In all tabs of the Post menu entry, an identical footer with the input line is displayed. The contained elements and the corresponding functions are described below.

  • Seq. no.
    Enter a posting number or leave the field empty. Posting numbers must be sequential. If the field is left empty, the next available number is automatically added by the system.

  • Currency code
    Click the drop-down menu to select the appropriate currency. All available currencies are displayed in the list. By default, the base currency is preselected.

    It is possible to set up accounts and post transactions in different currencies, but the Accounting module can only work with the base currency configured in the system. For detailed information about managing and posting exchange rate fluctuations, see Post exchange rate fluctuations.

  • Exchange rate
    Current exchange rate of the selected currency in the Currency code field. This field is automatically updated when changing the currency. It is recommended not to edit the field manually.

    The system retrieves once a day the current foreign currency exchange rates as published by the ECB and applies them automatically, therefore always working with the most up-to-date information.

  • Turnover
    Enter the turnover value. Turnover values can be positive (incomes) or negative (expenses). This field is mandatory.

  • Contra account
    Enter the appropriate contra account. This field is mandatory.

    After you have entered at least two numbers in the field, a list is displayed below the field with all accounts matching the entry. You can select the corresponding account in the list.

  • Receipt 1
    Enter an appropriate reference value, such as the invoice number.

    Even though it is not mandatory, it is highly recommended to fill in the Receipt 1 field, as the system identifies and groups together any subsequent postings taking this field as reference, for example for an invoice settlement or a credit note in case of refund.

  • Receipt 2
    Enter any other appropriate reference value, such as order number.

  • Date
    Enter the posting date. The valid date format is DDMMYY.

  • Account
    Enter the appropriate account number, for example a personal account number, that is, customer or supplier number. A valid range for personal account numbers (10000-69999 for customers and 70000-99999 for suppliers) is predefined in the system.

  • Cost 1
    Enter the applicable cost center number. This field is only applicable if at least one cost center has been set up. For detailed information, see COST ACCOUNTING.

  • Cost 2
    Enter the applicable cost object number. This field is only applicable if at least one cost object has been set up. For detailed information, see COST ACCOUNTING.

  • Posting text
    Enter any appropriate posting text. The posting text can contain a combination of letters and numbers. The text is limited to 30 characters.

The following fields below the input line are filled in automatically when creating a manual posting or selecting a posting in the list. All fields are read-only.

  • Contra account
    Contra account name of the selected posting. This field is read-only.

  • Balance
    Contra account balance. H stands for credit. S stands for debit. This field is read-only.

  • Account
    Account name of the selected posting. This field is read-only.

  • Balance
    Account balance. H stands for credit. S stands for debit. This field is read-only.

  • Amount
    Total amount of all postings in the list.

    • Amount 1
      Click this button to manually set an amount 1. The Set amount 1 window is displayed, see Set amount 1.

    • Amount 2
      Click this button to manually set an amount 2. The Set amount 2 window is displayed, see Set amount 2.

Set amount 1

Accounting > Post > Button Amount 1

Post

  • Amount 1
    Click this field to manually enter an amount.

  • [CANCEL]
    Click this button to cancel any changes. The Set amount 1 window is closed.

  • [OK]
    Click this button to set the entered amount. A confirmation window is displayed. Click the [OK] button to close the Set amount 1 window.

Set amount 2

Accounting > Post > Button Amount 2

Post

  • Amount 2
    Click this field to manually enter an amount.

  • [CANCEL]
    Click this button to cancel any changes. The Set amount 2 window is closed.

  • [OK]
    Click this button to set the entered amount. A confirmation window is displayed. Click the [OK] button to close the Set amount 2 window.

The function buttons in the footer allow to manage the postings manually.

  • [POST]
    Click this button to post the transaction entered in the input line. For detailed information, see Create a manual posting.

  • [CANCEL]
    Click this button to cancel the selected posting. For detailed information, see Cancel a posting.

  • [DELETE]
    Click this button to delete the selected posting. For detailed information, see Delete a single posting.

  • [CLEAR]
    Click this button to clear all input line fields.

  • [SPLIT]
    Click this button to split a manual posting. The Split posting window is displayed, see Split posting. For detailed information about splitting a posting, see Split a posting.

  • [ASSIGN RECEIPT]
    Click this button to assign a receipt to the selected posting or to unassign a receipt from the selected posting. If no document is assigned to the selected posting, the Attach document window is displayed, see Attach a document. If a document is already assigned to the selected posting, the Attached document window is displayed, see Attached document. For detailed information, see Retrieve a receipt.

Split posting

Accounting > Post > Tab POSTINGS > Button SPLIT

Split posting window

This window can also be accessed via the following entries of the EDIT context menu in the postings header:

Postings list

The list displays the selected posting and all partial postings. All fields are read-only.

  • Seq. no.
    Sequential number of the posting. The posting numbers must be sequential and are added by the system automatically.

  • PP
    Month number of the posting period.

  • Jnl
    Journal number of the posting period.

  • Turnover
    Turnover value.

  • Contra account
    Contra account number. No information is displayed. The corresponding contra accounts are assigned to each split posting.

  • Receipt 1
    Receipt 1 value, usually the invoice number.

  • Receipt 2
    Receipt 2 value, which can be any other reference number, such as the order number.

  • Date
    Posting date. The valid date format is DDMMYY.

  • Account
    Account number, usually a personal account number, that is, a customer or supplier account number.

  • Cost 1
    Number of the selected cost center. This field is only applicable if at least one cost center has been set up. For detailed information, see COST ACCOUNTING

  • Cost 2
    Number of the selected cost object. This field is only applicable if at least one cost object has been set up. For more details, see COST ACCOUNTING.

  • Text
    Posting text.

  • REST
    Outstanding invoice amount to be split. As soon as the remaining amount equals 0, the [SAVE] button is unlocked.

  • Amount
    This field displays the total invoice amount.

Input line

The input line allows to split the posting.

  • Seq. no.
    Enter the posting number or leave the field empty. Posting numbers must be sequential. If the field is left empty, the next available number is automatically added by the system.

  • Turnover
    Enter the turnover value for each partial posting. This field is mandatory.

  • Contra account
    Enter the appropriate contra account for each partial posting. This field is mandatory.

  • Receipt 1
    Enter an appropriate reference value, such as the invoice number, for each partial posting if necessary.

  • Receipt 2
    Enter any other appropriate reference value, such as order number, for each partial posting if necessary.

  • Date
    Posting date. This field cannot be modified.

  • Account
    Account number. This field cannot be modified.

  • Cost 1
    Enter the applicable cost center number. This field is only applicable if at least one cost center has been set up. For detailed information, see COST ACCOUNTING.

  • Cost 2
    Enter the applicable cost object number. This field is only applicable if at least one cost object has been set up. For detailed information, see COST ACCOUNTING.

  • Text
    Enter any appropriate posting text. The posting text can contain a combination of letters and numbers. The text is limited to 30 characters.

  • Currency code
    Click the drop-down list to select the appropriate currency if necessary. All available currencies are displayed in the list. By default, the base currency is preselected.

  • Exchange rate
    Current exchange rate of the selected currency in the Currency code field. This field is automatically updated when changing the currency. It is recommended not to edit the field manually.

  • [POST]
    Click this button to make each partial posting.

  • [DELETE]
    Click this button to delete the selected partial posting.

  • [CLEAR]
    Click this button to clear all input line fields.

  • [SAVE]
    Click this button to save the partial postings and record them in the selected posting period. This button is only unlocked if the remaining amount equals 0.

  • [CANCEL]
    Click this button to cancel the split process.

Attached document

Accounting > Post > Tab POSTINGS > Button ASSIGN RECEIPT

For a detailed description of this window and the corresponding functions, see Attached document.

Attach document

Accounting > Post > Tab POSTINGS > Button ASSIGN RECEIPT

Attach document

Directory tree

All folders and sub-folders set up in the Documents module are displayed in this side bar. Depending on the settings, the folders and sub-folders displayed may vary. By default, the following folder and sub-folders are displayed.

  • New documents
    This folder contains the newly uploaded documents.

  • Registered documents
    This folder contains the registered documents. As soon as a new document is linked to a posting, it is moved automatically into the Registered documents folder and then placed in the appropriate sub-folder according to the following structure:

    • 10000-69999 personal account numbers in case of a debtors'/customers' document
    • 70000-79999 personal account numbers in case of a creditors'/suppliers' document

  • Printed documents
    This folder contains the printed documents.

  • New supplier receipts
    This folder contains the newly uploaded supplier receipts.

  • Collapse (Collapse)
    Click this button to close the side bar.

  • Expand (Expand)
    Click this button to open the side bar.

  • [START PAGE]
    Click this button to go back to the top level directory on the start page of the Attach document window.

  • [REFRESH]
    Click this button to refresh the window.

  • [PARENT DIRECTORY]
    Click this button to go from the current folder to its parent directory.

  • [NEW DIRECTORY]
    Click this button to create a new folder in the current directory.

  • [UPLOAD]
    Click this button to upload a new document. The Upload file to window is displayed, see Upload file.

  • [DELETE]
    Click this button to delete a selected document or folder. When you delete a folder, all sub-folders and documents within this folder are also deleted.

Documents

The list displays all documents and folders in the selected directory. All fields are read-only.


  • Select the checkbox to select the corresponding document or folder. If you click the checkbox in the header, all documents and folders in the list are selected.

  • Name
    Folder or document name.

  • Size
    Document size.

  • Type
    Item type (folder).

  • Changed
    Date when the items has been changed.

  • Owner
    Item's owner.

  • [ATTACH DOCUMENT]
    Click this button to assign the selected document to the posting. The Attach document window is closed.

  • [CLOSE]
    Click this button to close the Attach document window.

Upload file

Accounting > Post > Tab POSTINGS > Button ASSIGN RECEIPT > Button UPLOAD

Attach document window

The list displays all uploaded documents. All fields are read-only.

  • Status
    Document status of the uploaded file.

  • Document
    File path of the uploaded document.

  • Remark
    Remarks related to the uploaded document.

  • [ADD]
    Click this button to add a file to be uploaded.

  • [REMOVE]
    Click this button to remove a selected file from the upload list. This button is only unlocked if a file is selected.

  • [RESET]
    Click this button to reset the upload list. This button is only unlocked if at least one file is uploaded.

  • [UPLOAD]
    This button is always locked. The upload starts automatically after adding a file. During the upload, the button is hidden and the [CANCEL] button is displayed instead.

  • [CLOSE]
    Click this button to close the Upload file window.
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