Define Automatic Journals

Follow the next steps to define automatic journals.

Procedure

  1. On the Maintain menu, click Configuration/Automatic Journals/Define. The Define Automatic Journals window opens.
  2. Click the New button to create a new automatic journal. All fields are cleared for entry.
  3. In the Code text box, enter the new journal code and in the Name text box, enter a description of the journal. New codes for automatic journals must not begin with E, IC, or IP.
  4. If you want to generate automatic journals based on the results of other automatic journals, enter the level of the present automatic journal. An automatic journal of a higher level is based on the result of an automatic journal on a lower level, provided that the latter automatic journal type is included in the contribution version. You may use levels up to 50.
  5. In the Automatic Journal Type text box, enter the automatic journal type code representing the type of transaction that will be generated, for example, minority.
  6. In the Category list box, select the appropriate category. User-defined automatic journals are normally category 1, default. For more information about categories, see Automatic Journal Categories.
  7. Select the Active check box to enable the automatic journal for use. If an automatic journal is not enabled, the corresponding control table is not available in the Control Tables - Acquisition Calculations window.
  8. The Enable Calculation of Change in Structure check box cooperates with information in the control table E300. If the control table is filled in and the check box is selected, period changes due to changes in owned % will be booked on a specific account on the same automatic journal type as the automatic journal uses, e.g. 90 for minority (E700).
  9. The No General Configuration Bookings check box should be selected only when you do not want the usual calculations via General Configuration to take place (specific case).
  10. The Alternative Currency Translation check box is by default empty. This means that the automatic journal will be created in local currency and then currency converted. This alternative is good if you want to see the effect of currency changes separately. If you tick the check box, the automatic journal will instead be created directly in all valid currencies, based on the currency converted BASE values. This alternative is useful if you have company journals in group currency as basis for the calculation. Only with this alternative will they be part of the calculation basis.
    Note: If you select this option, you cannot trace the currency effect.
  11. Select the Exclude the Automatic Journal from the Specific Consolidation Types check box if you want to exclude the automatic journal from one or more consolidation types.

    If you use this function, it is reflected in the report of automatic journal definitions. Information about excluded automatic journals is logged and can be traced in the system audit log function.

  12. The Roll OB values check box should only be selected in the specific case where the OB should be rolled, even though the OB account exists in the control table in order to make E300 work.

    If the check box is not selected, OB will be handled according to control tables.

  13. In the grid, select those automatic journal parameters you want to display as columns in the journal control table, by selecting the Show column. If you enter a default value, the Show column should usually not be selected.
  14. To set a parameter for an entire journal, select the appropriate alternative in the Default column. Note that if the control table is activated, the value will not be saved automatically. To save the value for the defined control table, open the control table and re-save it.

    To activate the Save button, make a change to the control table, for example add an empty row and then delete it.

  15. If you want a column header in the control table to display a specific text, enter that heading in the Header column.
  16. Select the Mandatory column for those information types that must be filled in when defining the control table. Mandatory must always be combined with Show. If no value is entered the control table cannot be saved.
  17. Click Save.