Define Submissions

Here you define which periods and actualities are used. You also define how many and which submissions the reporting sites should use when reporting the period values.

A period can be divided into several submissions. You can create submissions for any combination of period and actuality. For each submission, you can state which form set that should be used for reporting values when each submission is made.

During one period and actuality you can give the unit submitting the report the opportunity to submit various form sets on up to ten different occasions, so-called submissions. You must, however, always enter at least one submission for each combination of period and actuality.

The General Configuration function contains a setting relating to submissions. This setting defines whether you want to work with one or more submissions. You can add up to 10 submissions in IBM® Controller.

For each submission you can define:

The actuality for opening balances to use for all submissions within the same actuality and period.
The form set to use. If the column is left blank, then all forms are used for the period. If you want to use many submissions, you must enter different form sets for each submission.
Note: One single form cannot belong to different form sets within the same period and actuality.

For more information, see Form Structures.
The date and time reporting that the current submission must be completed. This field is only used for information and can be left blank.
If you want to activate/deactivate balance control between accounts of type A, L, E, I and C and opening balances within the forms included in the current form set.
Example: If a submission only contains the income accounts there is no balance control. Note that if the balance control has been activated for a previous submission, it cannot be deactivated for a later submission. The reverse, however, does work. That is, a previous submission can have the balance control deactivated, while it is activated for the later submission.
Whether company journals are registered in columns. Company journals are otherwise entered as standard journal entries.
Note: This option applies to all submissions within one period and actuality.
Which password that has to be entered to unlock a locked form set in the locking companies function. It is, however, possible to have different passwords for different submissions in the same period.
For more information, see Change Period Locking by Company

If a submission is locked, all accounts belonging to forms within that submission are locked. If the account appears in a form included in a subsequent submission, this account is locked for updating.

If you want to use a preliminary sales report in the first submission, you must use two different sets of accounts in two different forms.

You can filter the list of submissions that are displayed by a period range and actuality.

Procedure

On the Maintain menu, click Submission/Define. The Define Submission window opens.
If you want to filter the submissions shown in the list, select the Use Filter check box and select values in the From Period and To Period drop-down lists. To filter by actuality, select a value in the Actuality drop-down list.
To add a new submission in an existing period and actuality, place the cursor on the relevant period and actuality row and click the Add row button. A new row is added and it contains a new submission for the same period and actuality. Note that if you use multiple submissions in a period, each submission has to have a different form set.
To add a new period and actuality, place the cursor on the last row open for input and change the default values. If you want to create new periods for the remainder of a year, place the cursor on the row from which you want to create new periods/actualities and click the Expand button. New periods are created from the current period until the end of that year. One submission is automatically created for each new period. For example, if you place the cursor on the period/actuality 0105 and click the Expand button, periods for 0106-0112 will be created.

You can define up to ten submissions for the same period/actuality.
In the Form Set column, enter the form set to be used in the current submission.

Note: A form cannot be included in different form sets for the same period and actuality.
In the Date column, enter the date when the submission should be ready. This date is only used as information, it does not trigger an action.
In the Time column, enter the time when the submission should be ready. This date is only used as information, it does not trigger an action.
In the OB Actuality column, enter the actuality to be used as opening balance actuality. It must be the same for all submissions within the same period/actuality.
Select the Ignore Balance column to allow data input where the values must not balance within or between forms. This option disables the debit/credit reconciliation for all A, C, E, I and L accounts during reconciliation between accounts and of opening balances, which may be useful if a form set only contains an Income statement and detail accounts.
Select the Comp Journals in Columns column to enter company journals in columns instead of as detailed journals for the specific period and actuality. The selection must be the same for all submissions within a period/actuality.
In the Password column, enter the password that users must supply to unlock a form set, which is performed in the Change Period Locking by Company function. This column is only available if you are using period locking by company.

Results

To be able to work with several submissions in one period you need to select the Multiple Submissions option button in the general configuration, General 1 tab.
If you use the Ignore Balance function all submissions are included when running reconciliation on the last submission. If you set Ignore Balance on the last submission for a given period, then all previous submission for that given period will be set to Ignore Balance as well.
If you set Ignore Balance on the first submission for a given period, and have only Balance Control on the last submission, then a control will be performed on all accounts included in all submissions for the given period to confirm it balance when running the last submission.