Automatic Counter Entry Management

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Automatic Counter Entry Management

Location: Automatic Counter Entries (ACE) (task ID: AutoCounterEntriesMnt)

Automatic counter entries are created based on definitions which you can add to the system in the Automatic Counter Entries (ACE) view.

Automatic counter entry definitions are organized into groups. First create the groups, then add the definitions to them.

1.Click add-consolidation-unit Add New Group above the upper pane of the view.

2.Type a name for the group in the Group Name column. The maximum length of the name is 32 characters.

3.Type a description for the group in the Description column.

4.Click add-account Add New Definition above the lower pane of the view. The ID for the definition is generated automatically and cannot be changed manually.

5.Add the obligatory settings for the automatic counter entry definition.

•Account: Add the account for which this automatic counter entry definition is used. The account must be connected to the data type defined in the definition (see step 4), and it must be an input account or a sum account that has no sub-accounts connected to the same data type. Rate difference accounts and calculated accounts cannot be added as accounts.

•Counter Account: Add a counter account for the account. For document series 20 000, the counter account must be different than the account. The counter account must be connected to the data type defined in the definition (see step 6), and it must be an input account or a sum account that has no sub-accounts connected to the same data type. Rate difference accounts and calculated accounts cannot be added as counter accounts.

•Document Series: Add the document series for which this automatic counter entry definition is used.

Note! Entries are not created to type 3 document series even though it is possible to add definitions for them.

6.Add the optional settings you want to use. Note that the more settings are defined, the more restricted the definition will be. The optional settings include the following:

•Data Type: Add the data type for which this definition is used. If this option is left empty, counter entries are created for all data types.

Note! The account and counter account of the definition (see step 3) must be connected to the data type defined here, otherwise no counter entries are generated. Accounts and data types can be connected in the Accounts view (for more information, see Modifying Account Properties).

•Unit: Add the unit for which this definition is used. The unit must be an input unit or the AllowConsolidationInput=true setting must be in use.

•If this option is left empty, counter entries can be created for any input unit. The unit must be connected to the data type defined in the definition. If no data type has been defined, the unit must be connected to all data types.

•Counter Unit: Add the counter unit for the specified unit. The unit must be an input unit or the AllowConsolidationInput=true setting must be in use.

If this option is left empty, the counter unit can be any input unit. The unit must be connected to the data type defined in the definition. If no data type has been defined, the unit must be connected to all data types.

•Other dimensions: Add the other dimension units for which this definition is used. If the options are left empty, counter entries can be created for all units (input units that are connected to the data type(s) defined in the definition) of the dimensions.

•Start Period: Add the period and year from which on the definition is valid. Use the format 6/2009 (month/year). Only periods and years created in the system can be used.

•End Period: Add the period and year to which the definition is valid. Use the format 6/2009 (month/year). Only periods and years created in the system can be used.

Note! If start and end periods are used in the definitions, 0 is saved to those periods which are not within the start and end periods of the definition. This applies also when data has already been saved to some periods and the definition is changed so that the start and end period range no longer contains the saved periods. Currency conversion with cumulative currency rates is also applied only to periods included in the definition.

7.To save the changes, click save.

Click to open/close expanding sectionNote the following:

•Definitions that result in a counter entry to the same account from different accounts within the same or overlapping years cannot be added.

•If changes are made to the definitions, the old version remains in the database (audit trail).

Note! If counter entries have already been created according to a definition and the definition is then modified so that it applies to a different counter account or only to some of the already saved counter entries, those counter entries to which the definition no longer applies to will remain in the database. The previously saved counter entries are not deleted if the original entry is saved again, and counter entries cannot be edited or deleted manually.
 
If counter entries have already been created for a certain year and an end period is added in the middle of that year, the entries from the periods after the new end period can be cleared by saving the original entry again. Note, however, that if an end period is added to a definition, previously created counter entries to years after the new end period will remain in the database and cannot be cleared.

•Data saved by automatic counter entries cannot be changed manually.

•To be able to see the automatic counter entries, the input template XML definitions file must include the "inputtype" definition for the column. For more information on the input template parameter definitions, refer to Clausion Financial Performance Management Input and Report Template Parameters.

Note! When you delete a group, all definitions included in it will also be deleted. When you delete a definition, previously saved counter entries related to it are not deleted. Note also that counter entries cannot be edited or deleted manually.