Transaction Rules

  1. Click the Transaction Rules tab in the Ledger Setup (LES) dialog.
  2. Specify this information in the Force Journal Listing section:
    Force Journal Listing
    Determines if a journal listing is produced automatically after a journal is successfully posted. Select one from:
    • After All Postings

      produce a listing after any journal is posted (provisional or permanent)

    • After Ledger Postings

      produce a listing after permanent ledger journals are posted only

    • After Provisional Postings Only

      produce a listing after provisional journals are posted only

    • Unused

      the default setting.

    Report Format Code
    This is the document format code to be used for the journal listing, if it is to be produced automatically. The document format must have been defined in Document Format (DFS).
  3. Specify this information in the Import/Entry Preferences section:
    Balance By
    This option allows you to impose an additional level of balancing control when a journal is entered using Ledger Entry (LEN) and Ledger Import (LIM). You can select any of the following journal details as the basis for journal balancing: transaction reference, transaction date, or any one of the ten transaction analysis dimensions.
    If you select one of these options, all journal lines that reference the same value for that field must balance. For example, if you choose Ledger Analysis 1, this means all of the transaction lines that have the same code for Ledger Analysis 1 within a journal must balance. If you select one of the analysis dimensions, you must ensure that the dimension is selected on the Analysis tab in the Journal Types (JNT) form for all relevant journal types.
    If the currency values 1, 3 or 4 have their respective Currency Amount Balancing option specified as Automatic in Business Unit Setup, then SunSystems generates any necessary balancing lines in the journal if it is found not to balance by the balancing criterion.
    Note: You can generate two levels of balancing lines: by transaction reference and by the field you select for Balance By. To do this, use this option in conjunction with the Trans Ref balancing for Entry option, or the Trans Ref balancing for Import option, or both.
    Enforce for Import
    Use to determine whether balancing options specified in Ledger Setup are enforced, or amendable, during Ledger Import (LIM).
    Balance By Override
    Select this option to allow a user to override the Balance By journal balancing check. A warning is displayed if a journal does not balance according to the Balance By option selected. The user is able to override this and accept the journal, providing the other balancing options are met.
    Note: This override does not affect the Trans Ref Balancing for Entry or Trans Ref Balancing for Import options described below.
    Left Justify References
    Use this option to determine whether the reference on all transactions posted from Ledger Import (LIM) should be aligned on the left which will remove all leading spaces and leading zeros.
    Retain Original Order in Ledger Import
    If this option is set, Ledger Import will order the transactions as per the import file. If this option is not set, the transactions will be ordered by Transaction Reference.
    Trans Ref Balancing for Entry
    If this option is set, transactions entered in Ledger Entry (LEN) are balanced by transaction reference, in addition to any Balance By option selected. If the currency values 1, 3 or 4 have their respective Currency Amount Balancing option specified as Automatic in Business Unit Setup, then any necessary balancing lines are automatically generated in the journal if it is found not to balance by the transaction reference.
    Check On Txn Ref Change
    This option is only relevant if the Trans Ref Balancing for Entry check box, is selected. If you are balancing by transaction reference, set this option to check that the journal balances by transaction reference every time the reference is changed during Ledger Entry (LEN), that is, when the person entering the journal clicks New Reference, as well as when it is posted. Otherwise, if you want to check the journal balances by each transaction reference only when it is posted, leave this check box clear.
    Trans Ref Balancing for Import
    If this option is selected, transactions imported in Ledger Import (LIM) are balanced by transaction reference, in addition to any Balance By option selected. If the currency values 1, 3 or 4 have their respective Currency Amount Balancing option specified as Automatic in Business Unit Setup, then any necessary balancing lines are automatically generated in the journal if it is found not to balance by the transaction reference.
  4. Specify this information in the Force Journal Source section:
    Force Journal Source
    This identifies the person or batch process responsible for creating a journal. Journal Source is also referred to as Operator Id. This setting determines how the journal source is entered on ledger entries, held journals and transaction allocations. Select one from:
    • Prompt Operator at Ledger Entry Stage

      Enable the operator to manually enter the journal source when the journal is entered. The operator can choose to leave the journal source blank.

    • Id of Operator Posting Journal

      Specify the journal source as the operator Id of the person who posts the journal.

    • Id of Operator Creating Journal

      Specify the journal source as the operator Id of the person who initially enters the journal.

    Track ID of Opr Holding Jrnl
    This option determines how the Journal Source is treated on a held journal after it is retrieved by a second, different operator Id, and then held again. If this check box is selected and the second operator retrieves and modifies the journal, and puts it on hold again, then the Journal Source registered on the journal is changed to the second operator Id regardless of which Force Journal Source option is selected.
    In other words, if a held journal is retrieved and modified several times by different operators before final posting, then this option allows you to always register the Id of last operator to modify the held journal, rather than the operator who created the journal. On final posting, if the Force Journal Source option is specified as the Id of Operator Creating Journal or Prompt Operator at Ledger Entry Stage, then the Journal Source used is the Id of the last operator who modified and held the journal, and not the original operator who created the journal.
    If this check box is left clear, then the original operator Id is retained on the journal until it is posted, when the Force Journal Source option is used.
  5. Specify this information in the Options section:
    Ledger Archiving
    If this option is selected, old transactions are archived during Ledger Cleardown (LCL). If not, the transactions are deleted. Only actual transactions are archived. Budget transactions are deleted by the archiving process.
    Report Corrections
    If this option is selected, transactions with the allocation marker of Correction are included in financial reports.
    Show Void Payments Message
    This option determines whether or not the payment voiding message is displayed.
    Report from Balance File
    This determines whether reports can be produced from balances on the Balances file, even when these are not fully up-to-date. If this is not selected, reports are produced either direct from the ledger transactions data, or from balances that have been updated to reflect the latest transactions. If you always report from the ledger balances, the reports are produced faster but may not reflect the latest transactions.
    Preserve Original Line Values
    Account Allocations (ACA) allows you to split a transaction into one or more transactions, in order to match part of original transaction value. Also, Ledger Entry (LEN) and Ledger Import (LIM) can split customer and supplier transactions into several instalments if you are using Scheduled Payments. If this check box is selected, the split functions retain the original transaction and post a corresponding offset transaction to reverse the original transaction, in addition to creating the new split transactions. The original and offset transactions are both assigned an allocation marker of C (Correction).
    If this check box is left unchecked, the split facility amends the original transaction value and generates one or more additional transactions for the split amounts. The original transaction value is no longer available.
    Non-Match of System Payments
    Select this option to allow the user to optionally set the allocation marker on the transactions involved in a system generated payment to T (Paid Unmatched) rather than the default setting of P (Paid).
    Normally when transactions are paid by Payment Run (PYR) or Payment Collection Run (PYC), the allocation marker is set to Paid. Transactions with this marker are considered paid and fully allocated and cannot be selected for matching by any of the matching functions, for example Account Allocations (ACA) or Online Allocation.
    Setting the allocation marker to Paid Unmatched marks the transactions as paid but not allocated. These transactions can be selected in Account Allocations (ACA) or Online Allocation for manual matching but cannot be re-selected for payment.
    Ignore Debit Balances
    If this option is selected, Payment Run (PYR) ignores an account if the transactions selected for payment on the account have an overall debit balance. The account transactions are not updated or reported in any way, and no payment documents or payments are produced.
    If this option is not set, Payment Run (PYR) marks each of the transactions making up the debit balance as Balance Forward transactions by setting the Allocation Marker to B. If payment documents are produced it generates a voided cheque and produces a remittance advice that lists the transactions and shows the debit balance.
    Over Expenditure Check
    If this option is selected, and you have activated budget checking in Budget Check Setup (BCS), the tolerance settings below are used during the budget checking. If both the amount and a percent tolerance is set the lower amount is used for the check.
    %Tolerance
    If over-expenditure checking is required, this is the percentage by which the budget can be overspent before any over expenditure messages appear. The percentage variance between the budget available and the expenditure being checked, for the appropriate time period, must be within this percentage.
    Tolerance Amount
    If over-expenditure checking is required, this is the amount by which the budget can be overspent before any over expenditure messages appear. The difference between the budget available and the expenditure being checked, for the appropriate time period, must be within this amount.
  6. Save your changes.
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