How to configure entities in the Accounting link?

In the link to the Accounting module, you can configure the application to automatically create the accounts for entities, as well as create link lists with the accounting account in the same category as the system list.

Automatically creating Third-Party Accounts

By default, when a new entity such as a customer or a supplier is created, the corresponding accounts in the Chart of Accounts (POC) are automatically created (provided the application is configured to do so).

The accounts created are obtained by combining the account prefixes, set in the Administrator, in the fiscal year parameters, with the accounting number, which is set in the entity's record. For example, if the customer accounts prefix is 2111, when creating the entity SOFRIO with accounting number 0001, the application creates account 21110001.

Since this automatic creation is optional and can be canceled by the user, there is a utility that, based on the Administrator's settings and the accounting numbers, automatically creates the entities' accounts.

To automatically create third-party accounts, follow these steps:

1. In the Administrator, select the desired company;

2. Go to Accounting | Parameters of the Fiscal Year;

3. Select the Fiscal Year (by default, it suggests the working year set in Accounting);

4. On the Accounts Opening tab, set the profiles (prefixes and/or masks) of the accounts to be automatically created when opening third-party records, based on the recapitulative accounts configuration;

5. Click Confirm;

6. Go to Accounting | Other Utilities;

7. On the Account Creation tab, select the entity type: Customers, Suppliers, Other Creditors, and Other Debtors;

8. Set the Fiscal Year (by default, it suggests the working year);

9. Select the account settings you want to create;

10. Set the range of identifiers for the selected entity to consider in the account creation process (optional);

11. Click Confirm.

Once the entity type is selected, the utility goes through all the records of the selected entity type included in the defined range. If the chart accounts for the records of the selected entity are not yet defined, they are automatically generated according to the configuration set in Accounts Opening, using the accounting number set in the entity's record for this purpose.

When the Standardize the names of tables and descriptions of existing accounts option is selected, the descriptions of the chart accounts will be updated.

Configuring Entity Accounts Opening

You can configure the ERP so that, when creating an entity of the type Customer, Supplier, Other Creditor, or Other Debtor, the corresponding accounts are automatically created in the chart of accounts.

To configure the opening of entity accounts in Accounting, follow these steps:

1. In the Administrator, after selecting the company, go to Accounting | Parameters of the Fiscal Year;

2. On the Accounts Opening tab, configure the accounts for each entity type (Customer, Supplier, etc.). You can use the following tokens:

   • D: market type (1. Domestic; 2. Intra-Community; 3. External);

   • S: third-party segment code (set in the entity's record, on the Accounting tab).

3. Go to Business Application Foundation | Company Parameters;

4. Select the Accounting section and enable the Suggest opening of Accounting accounts when creating entities option;

5. In the ERP, go to Finance | General | Resources | Tables | Third Parties;

6. Create a new entity;

7. Fill in the Accounting number.

When creating a new entity, with the option active, the ERP automatically suggests creating the accounts resulting from combining the accounting number with the various prefixes, according to the entity type. To prevent an account from being created, remove the green checkmark.

For the Portuguese market, the following opening prefixes are suggested (assuming 4 digits for the third party's Accounting accounts):

• Customers - 211SD????; 212SD????; 214SD????; 218SD????

• Suppliers - 221SD????; 222SD????; 228SD????

• Other debtors - 2781D????

• Other creditors - 2782D????

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.

In the Angolan market, the "D" token is decoded as follows: 1. Domestic; 21. African; 22. Other Markets.

Getting the Entity List

With the introduction of Charts of Accounts by fiscal year, the accounting account can theoretically change from year to year. For this reason, a structure was created to support this configuration. However, you can create a list of customers, suppliers, or any other entity with the accounting account column in the same category as the system list, as well as with the system and list features.

To create link lists, follow these steps:

The default list will only be displayed for users who have access to the list in question.