Create calculation/redistribution transactions in batch

This can, for example, be done at the end of each period.

Prerequisites
To be able to run this program, Calc/redistribution must be set to 2 or 3 in the G/L control file.

Note that if your company only uses direct creation of calculations and redistributions (Calc/redistribution is set to 1 in the G/L control file), then you never need to run this routine. In this situation, the automatic entries will be posted when you update the base transaction and transfer them to the General Ledger. The newly created transactions will receive the same voucher date as the base transaction.

Note: If a direct calculation/redistribution setup should result in a generated transaction that is identical to the base transaction (in the same way as always happens for redistribution contra accounting), then this transaction will also be excluded from further calculation/redistribution handling.

The automatic postings are based on the entries in the calculation/redistribution files. (See Set up rules for fixed calculation or redistribution and Set up rules for dynamic calculation or redistribution.)

The newly created transactions will receive the latest date for the period from the G/L control file.

Note: If you use dynamic calculation/redistribution rules, then you should update the dynamic percentages before you run this program. See Create dynamic base percentages.

Tip: You can simulate the creation before you do the actual update to view the result of your accounting setup. A work list will be printed, showing details for each created automatic posting. If there are any errors, you maintain the Calculation/redistribution file and print the work list again.

When transactions are created for:

a redistribution, one posting is the counter posting to the original account. This is automatically stopped for further handling in the calculation/redistribution routine. The other posting can be the base for a new redistribution, and/or for a calculation.
a calculation, both postings can be the base for a new calculation, and/or a new redistribution.

Select the Create calculation/redistribution transactions menu item.
You access Create calculation/redistr transactions. On this panel you can choose to use three different methods for creating the transaction. The method you choose depends on how you set the parameters in the One level calc/red and Allow further levels fields. These methods are:

If you set both fields to NO, then the system will create postings for the selected base transactions, and these postings will, in turn, become base transactions for new automatic postings, and so on.
The system will then run the routine until there are no more transactions upon which automatic postings can be based, or until level nine has been reached, which is the limit for avoiding loops. All the postings will be in one journal.
If you set both fields to YES, then the system will create postings for the selected base transaction in one journal and then stop the routine.
When you run the routine again, the created transactions will be the base for a new creation, but only one level is handled per journal. This method makes the postings easier to analyse if there are many levels.
If One level calc/red is YES, and Allow further levels is NO, then the system will create postings for the selected base transactions, but these postings will automatically be stopped for further handling.

Enter information in the following fields:

Accounting period: Mandatory entry. You can only select periods within one accounting year.

Voucher type: You can only select voucher types that allow calculation/redistribution.

Summary transactions: If YES, the system will summarise all automatic postings that are posted to the same account combination and voucher type in the same period.

Calc/red simulation: Set to YES if you want to see if the accounting transactions are correct before you post them in the General Ledger. This can be run as many times as you wish.

Voucher type: Mandatory entry when you update the postings. Enter a voucher type that is valid for the C/RE routine. If you enter a voucher type that does not allow automatic postings, you can only create calculations and redistributions on one level.

In the fields below, indicate the method you want to use. The methods are described above.

One level calc/red
Allow further levels: You can only set this field to YES if the field above is also set to YES.

Enter the printing parameters and click OK to run the batch. The system will inform you when it is ready. A number of journals will be printed and updated, see About starting/closing manual transaction entry for more information about the journals.

For more information on how to enter postings, see About entering G/L transactions (journal vouchers). Exit the routine.

Related topics