Enter Automatic Posting Rule

Explanation

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.

  1. Always when posting to a certain code string.
  2. When posting to a certain code string and also when entering a valid process code. This can be useful when you want to use different processing rules for the same code string. The process code enables you to control which processing rule is to be executed on each occasion. The process codes are entered in Process Codes. Process codes can be connected to accounts. When entering postings to the account, the process code is default. This is established in the Account.

Prerequisites

Before the information can be entered, the following must have been completed:

System Effects

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 page. 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 is enabled or not.  

Correction Dr Cr Result Factor
Enabled -100 100%
-100   -100%
Not Enabled 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 is enabled or not.

Correction Dr Cr Result Factor
Enabled   100 100%
  100   -100%
Not Enabled -100   100%
    -100 -100%