Accounting templates and accounting profiles provide the ability to save frequently used data for use in subsequent transaction creation.
Accounting Templates provide a set of chart of account values that may be a subset or all that are needed to record an accounting event. A limited number of additional values are available. The inference of values is a ‘weak’ one by default in that you can replace a value inferred in the event it should not be used and even pre-populate a value that will not be overlaid. If changed to a ‘powerful’ inference, this is not possible and you have to use what infers.
More information on this feature, see the Chart of Accounts User Guide.
Accounting Profiles provides the ability to link one or more accounting templates along with a required percentage distribution defined to each. Profiles are setup on the Accounting Profile (ACTPR) reference page after accounting templates have been established. The reference page is split into two tabs.
Accounting Profile – Of the fields present, only the following require more information:
Department – This is a required organizational chart of account. The intention is for row-filtering and is not part of the key to an accounting profile. This means the same code for an accounting profile cannot be used for multiple departments. Also, there is no editing against the Transaction Department where an accounting profile is used. When a profile contains accounting templates of differing departments, then the accounting profile department should be one restricted to central use to secure maintenance of the profile.
Active – This indication will invoke a common error if an inactive profile is used. However, of special note is that this indication should be false until all templates with percentages summing to 100% have been defined on the second tab. At which point, the profile can be activated to avoid profile setup errors.
Active To and Active From – These two fields are used to set the active time period for a profile when interfacing profiles to a 3rd party system such as a payroll system. The dates can also be used to track any event necessary with a profile and not an active range. Because the dates are open to any use, there are no edits other than a valid date, so if used as active dates, a Configurable Validation should be added to ensure the ‘to’ is after the ‘from’. Furthermore, the application will view a profile as invalid if used out of those dates.
There are five flags available to classify profiles as needed for interfaces.
Accounting Template – Of the fields present, only the following require more information:
Percentage – Each template must have a value in this field where the total of all templates sums to zero.