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In Recapitulatives handling, you can configure the data collection for the Recapitulatives statements and change the number of digits of the associated accounts.
Configuring Data Collection
To configure data collection for the Recapitulatives statements, follow these steps:
Go to Administrator | [Company];
Select the Parameters of the Fiscal Year option;
Set the Fiscal Year (by default, the working year is suggested);
On the Recapitulatives tab, set the profiles (prefixes and/or masks) of the accounts that should be considered subject to Recapitulatives handling (customers, suppliers, other debtors/creditors, and cash/bank accounts);
Click Confirm;
In the ERP, go to Finance | Accounting | Resources | Tables;
Select the Documents option;
Edit a document to which you want to apply Recapitulatives handling;
On the General tab, select the Subject to Recapitulatives option;
Click Save;
Repeat steps 6 to 8 for the remaining documents to which you want to apply Recapitulatives handling;
Go to Finance | General | Resources | Tables | Third Parties;
Select the Customers option;
Edit a customer whose account is reflected in the prefixes set in Recapitulatives handling;
On the Accounting tab, set the accounting account that should correspond to the suffix which, together with the Recapitulatives account prefix, identifies the customer's account in the Chart of Accounts;
Click Save;
Repeat steps 12 to 13 for the remaining customers whose accounts are reflected in the prefixes set in Recapitulatives handling;
Repeat the procedures described for the customer entity for supplier entities and other third parties.
After configuring the documents, accounts, and entities subject to Recapitulatives handling, the system is ready to collect data for the Recapitulatives statements.
From this point on, whenever you make a posting to an account with recapitulatives handling, the entity associated with the posting will be identified.
The account can contain the "?" character; however, these characters are replaced by the accounting number set in the entity's record. For example, entity XPTO with accounting number "0003". If the mask is "221????", the account will be "2210003".
The format "221???89" is also not accepted, because the system will ignore the "89".
In other words, the "?" character must be placed at the end of the mask; you cannot enter numbers after this character.
Cash and cash equivalents accounts, depending on their nature, are subject to recapitulatives handling by default.
Changing the Number of Digits
Recapitulatives handling is supported through an account-prefix configuration, which assumes that third-party accounts follow a specific format.
For example, account 21110045 can be understood as customer account 0045. In this case, the last four digits identify the customer, and are usually referred to as the customer's accounting number. The prefix 2111 corresponds to the prefix set for customer accounts (set on the Recapitulatives tab in the Parameters of the Fiscal Year).
Sometimes it's necessary to increase the accounting number limit. For example, there may be more than 9,999 open customers, making it necessary to create accounting number 10000. A utility is available for this purpose, which automatically changes this configuration.
To change the number of digits of the accounts associated with recapitulatives, follow these steps:
Go to Administrator | [Company] | Accounting;
Click the Other Utilities option;
On the Recapitulatives tab, select the desired entity: Customers, Suppliers, and Others;
Indicate the fiscal year in which you want to perform the operation;
Set the number of digits to apply to the definition of the accounts associated with recapitulatives;
Click Confirm.
The service will then:
Change the entities' accounts in the Chart of Accounts;
Change the accounting numbers in the entities' records (customers, suppliers, etc.);
Replace the account with the new one in postings already made.
For example, for customers, when going from 4 to 5 digits in 2020:
In the 2020 chart of accounts, account 21110045 would become 211100045;
The respective customer's accounting number in 2020 would go from 0045 to 00045;
In accounting documents already posted, account 21110045 would be replaced by 211100045.
This utility changes the structure of the chart of accounts, so you should be mindful of the impact this change may have, particularly on user-defined reports.
This operation can only be performed if, for the selected entity type and year, the corresponding recapitulatives prefixes have been set.