Ledger entry validation controls

Data and ledger integrity checks

These are the generic validation controls that apply to all ledger entries and are always performed:

• Standard data controls - all fields are checked for 'sensible' values, wherever possible. Date and value fields are checked for correct formats (which are defined as part of the business unit setup).
• Posting rules - up to four values can be entered on each transaction and posting rules are used to determine which values are mandatory, optional, can or cannot be calculated and so on. The default rules are set for a business unit and can be overridden by a journal type.
• Balancing controls - every journal must balance in the base currency, and by period. You can optionally choose to balance journals by other currencies e.g. transaction currency, and by another selected field e.g. transaction reference.
• Period and date controls - all journals must reference valid accounting periods and dates and you can control the open periods.
• Currency controls - you can determine which currency values are mandatory or optional, which types of conversion rates should be used, apply tolerance checks to rate changes and so on.

User-defined accounting and analysis control checks

In addition to the standard controls, you can assign other more sophisticated validation rules using standard Financials functions:

• Account controls - using journal presets you can control the type of account that is referenced on a journal, for example to ensure an invoice is only posted to debtor/receivables, creditor/payables or client accounts.
• Analysis controls - you can determine which analysis dimensions and codes can be assigned to particular accounts and/or journal types.
• Budgetary controls - flexible budget and commitment checks can be defined to monitor or control expenses.

Complex business rule checks

SunSystems Process Manager can be used to apply additional, more complex validation to your ledger entries. For example, decision tables can be used to define relationships between data items and valid values based on a combination of factors. For example, a number of factors may determine when an analysis code is required for an account.