Contents
General information
Functionality of account format in recurring posting operations allows for defining of a recurring posting mechanism in such a way as to use all the accounts in posting operations.
A user has a possibility to:
- Optionally define a range of accounts assigned to a group of accounts participating in posting operation – so-called account format
- Refer to an account format in account definition
- Refer to an account format in amount definition
- Refer to an account format in the description on a posting scheme element
Defining account format
A range of accounts which is to be included in the posting is specified in field Calculate For, on the form of recurring posting scheme element. Accounts format can be composed of letters, digits, dashes, and special characters.
Rules of functioning of an account format:
| Symbol | Operation | Example |
|---|---|---|
| ? or _ | Any character | 5?? All accounts beginning from number 5 and containing 3 characters in their account number |
| * or % | Any sequence of characters | 5* All accounts beginning from number 5 |
| [AB] | Character assigned to a sequence | 401-[137]-01 All subsidiary accounts of the account 401, which contain 1 or 3 or 7 in the second segment, and ‘01’ in the last segment |
| [A-B] | Character included in range | 40[1-4]-* All accounts recording costs by function, which last character in the number of subsidiary account is a digit from range from 1 to 4 |
| [^AB] | Character not included in sequence | 401-[^137]-01 All subsidiary accounts of the account 401, which contain a digit other than 1, 3 or 7 in the second segment, and ‘01’ in a sub subsidiary account |
| [^A-B] | Character not included in range | 40[^1-4]-* All accounts which subsidiary accounts begin with characters ‘40’, and the last character (third character in this case) is different from the digits of the range from 1 to 4 |
For the [Calculate For] button, the following variables responsible for account format handling are available:
- ? – Any character
- * – Any string of characters
- [] – Character included in string
- [-] – Character included in range
- [^] – character not included in string
- [^-] – character not included in range
a record 5*401 – refers to a group of accounts beginning from number 5 and ending with number 401 i.e. 501-01-401, 501-02-401, 502-01-401, 503-02-401, 550-401
a record 501-??- 463 – refers to the accounts 501-01-463 and 501-02-463
Account format in account definition
In fields Account DR/Account CR it is possible to refer not only to a single account but also to an account group which is defined in the Calculate For field by an account format with the use of the @Account variable.
For example – if account format is defined in the Calculate For section as 4??-??-??, then using @Account in Account DR section will be responsible for posting to all the accounts fulfilling the indicated criterion.
In field Account DR/Account CR it is not possible to create an account format. However, it is possible to use the Substring syntax for creating an account number.
Such saved element will generate the same number of journal entries as the number of accounts compatible with the account format 401-??. Each of the journal entries will be posted to accounts 501-01-?? and 409 account (where ?? will be replaced with the end-piece of the number of the account 401. Precisely, two digits, starting from the fifth digit, will be retrieved).
Account format in amount definition
In the field Amount it is possible to refer not only to a single account but also to an account group defined with an account format. The account format can be referred to by:
- Indicating an account format as an argument of an accounting function – for example, for DTT function, which is responsible for Debit turnover of an account, it is possible to type DTT (5*) responsible for Debit turnover of all the accounts from group 5
- Using @AccountFormat variable which is responsible for getting values for an account group defined in Calculate For field. Value of the variable is calculated for all accounts from the group.
Data in the trial balance:
DTT account 501-001: 100.00 USD
DTT account 502-001: 30.00 USD
Account format: 5??-001
In the field with accounts: @Account (and any contra account)
In the field with amount: DTT(@AccountFormat)
As a result, the following two single-sided entry lines are returned:
501-001 (and contra account), amount 130.00 USD
502-001 (and contra account), amount 130.00 USD
- Using @AccountFormat variable which is responsible for getting values for an account group defined in Calculate For field. The value of the variable is calculated separately for each processed account.
Data in the trial balance:
DTT account 501-001: 100.00 USD
DTT account 502-001: 30.00 USD
Account format: 5??-001
In the field with accounts: @Account (and any contra account)
In the field with amount: DTT(@Account)
As a result, the following two single-sided entry lines are returned:
501-001 (and contra account), amount 130.00 USD
502-001 (and contra account), amount 130.00 USD