12.02. Posting

In SocrateCloud, operational documents automatically generate their accounting consequences. Therefore, a limited number of manually entered GL Journals is required, which reduces the risk of errors.

The transfer/posting can take place when the document is processed, or it can be generated afterwards, by using a batch generation process when the application server is turned on. The application's unique architecture facilitates the voiding of postings at any time, for the entire organization or for a part of it only, in order to reflect the changes done to the default accounts. Moreover, you can always take up the transfer for a posted documents or for a document whose transfer has failed (e.g. due to a closed period).

The "Accounting" functionality in SocrateCloud registers both credit/debit amounts for operational transactional and their corresponding quantity. As a result, through the accounting reports available, you can obtain both amounts and quantities.

All the postings are registered to the accounts balance and can be viewed in the Accounting Fact Details window. A document's transfer can be displayed by pressing the Posted button. The result of the transfer is, by default, displayed on the schema corresponding to the organization selected by login (an organization for which the user has operating/viewing rights). The accounting schema is associated by completing the "Accounting Schema" field in the "Organization Info" tab of the "Organization" window.

Sales Transactions

Purchasing Transactions

A posted document can be re-posted if it undergoes modifications after the initial posting. For customer/vendor invoices for which declarations were generated, re-posting is no longer possible and an error message will be displayed when trying to do so.

Account - Correspondent Account Posting

If you have selected "Save Accounting Fact Account - Correspondent Account" when defining the accounting schema, each accounting fact will also be written in the Accounting Fact Account - Correspondent Account window, the source of the reports in the Performance Analysis menu that contain the "(RO)" indicative in their name.

A document will only be marked as "Posted" when it has been posted in both ways. There are a series of additional rules that must be taken into account when using this functionality:

• • The associations of material receipts with negative quantity will only be posted if the account defined in the Invoice Price Variance field from the accounting definition of the product category is a Class 6 account (Expense account). If this rule cannot be applied, then, in order to register the negative quantity material receipts, you will need to use the Vendor RMA functionality.

  • The documents whose accounting posting is of the form "X account = X account" with values on one side only (debit or credit) and with the sum of the values equal to 0 will not be entered in the form of "account - correspondent account". The exception is made up of the Material Movements which are treated separately.

  • The GL Journals of the form 6xx/7xx = 6xx/7xx - with values either only on debit or only on credit, will receive an error message at posting.

The Generate Accounting Fact Account-Correspondent Account process is used to generate "Account - Corresponding Account" accounting transactions for multiple documents. Before executing the process you can specify the following parameters:

• Table, Account Date (interval) - selection filters for the documents that will be posted;

• Delete Old/Existing Records - if checked, all existing accounting transactions will be overwritten.

UnPosted Documents

There are situations when, for certain reasons (incorrect setup, incomplete workflow), you cannot transfer documents. The UnPosted Documents and UnPosted Customer Asset Documents windows, located in the Performance Analysis -> Accounting Rules menu, can be to verify which documents and respectively, asset related documents (e.g. depreciation rates) have not been posted. The windows offer information regarding the:

• • Number of the non-transferred document;

  • Date of the document;

  • Table to which the document belongs - i.e. the document type;

  • The error message - i.e. the reason why the document could not be posted;

  • The document status.

To access the document, open the corresponding line in the list and press the Record ID button.

The Last Posting Error window, located in the Performance Analysis -> Accounting Rules menu, displays a list of errors that resulted when attempting to post certain documents. The following fields area available:

• Error Message - error description;

• Document No - document number of the document that generated the error;

• Table - table where the document is registered;

• Record ID button - is used to access the document that generated the error.

The Documents wrong posted report and the Accounting Differences window displays all the documents which, although they appear to have been posted successfully, due to system errors, their corresponding debit and credit amounts are not equal.