Account Assignment Model when Entering a Document
Description
As of Release 3.0A, account assignment models are available as utilities for entering documents. Account assignment models consist of any number of G/L account line items. By referring to an account assignment model when entering a document, both the entries and possible input error are reduced.
Account assignment models represent an alternative to the already known
sample documents. The account assignment models have a number of
advantages.
- The G/L account line items in the account assignment model might be
incomplete. Thus for example, the account can be predefined, but cost center
and amount are only completed when using the model.
- When entering a document, as many account assignment models as required
can be called up. You can switch back and forth between the normal entry of
line items and the entry via account assignment models.
- The account assignment models are not restricted to one company code. They
can contain line items for different company codes. The specification of
external company codes (which are managed in other systems) is allowed as is
not specifying the company code. In the latter case, the company code is set
dynamically when using the account assignment model.
- Account assignment models can be provided with equivalence numbers. In
this case, only a total amount which is always distributed to the items of the
model proportionally is predefined when using the model.
- An entry in list form is supported when using an account assignment model.
Similar to the fast entry of G/L account line items, the screen templates can
be laid out individually. Furthermore, scrolling is supported on these
screens.
- When using an account assignment model, all data on the screen template can be overwritten. Further items can also be created without having to change to the normal entry.
Change system parameters in customizing
For the account assignment models, you can generate your own screen
templates similar to the fast entry of G/L account line items. To do this,
choose the 
"Account assignment models: define entry screens" step in the
"Financial accounting global settings" Implementation Guide. Defining your own
screen templates is similar to the fast entry of G/L account line items or
incoming invoices.
Changes in procedure
Creating and changing an account assignment model
If you are in one of the Accounts receivable, Accounts payable or General ledger menus, choose the Document entry -> Reference documents -> Act assignment model path, to enter, change or display account assignment models.
On the following screen, enter a key up to 10 characters long. The account assignment model is stored under this key. If you want to display or change an existing model, you receive an overview of the existing models by means of the possible entries pushbutton.
When creating a new model, maintain the following attributes first:
- You specify a currency key if you want to predefine
amounts in the model. The model can then only be used for postings in the
specified currency. If you do not want to predefine amounts, leave the
currency key empty. The model can thus be used for any currency.
- You specify a chart of accounts if you do not want to
predefine a company code in the items of the model but the existence of the
specified accounts is to be checked.
- You can specify a model text as an explanation of the
model. Note that the text is, similar to a document header text, not
language-dependent.
- You enter an authorization group if you want to protect the model. You can
block the display, changing and usage of the model for unauthorized users. The
authorization check is carried out via the authorization object
F_KMT_MGMT . In the list of the authorization objects for Financial
Accounting, you can find this object under the name Account assignment
model: Authorization for maintenance and usage.
- You select Equivalence to, if you want to determine the
distribution of a total amount to several items via equivalence numbers. When
using the model, an amount is to be predefined which is distributed to the
items according to the specified equivalence numbers.
Via the Items functions, you reach a screen template for the items of the account assignment model. As long as no item has been entered, you can vary the screen template. Via Settings -> Screen template, you can choose a template that contains the fields you require.
You enter the items with the data that is to be proposed when posting. You then save your entries.
Usage of account assignment models
When entering a document, you can call up an account assignment model almost everywhere. You can do this via Goto -> Act assignment model or simply via the ActAsgmtModel function. A window where you enter the key of the required account assignment model appears.
As an alternative, you can also call up the account assignment model via entries in the footer. To do this, enter Posting key "00" and in the Account field, the key of the account assignment model . One dialog step is saved with this procedure.
You then see the account assignment model as it was entered. You can change, complete or delete the proposed data as you like. If you made all entries, you return to the normal entry with the Back key. You generally reach the Document overview screen. Only if you called up the account assignment model from open item processing in a clearing transaction do you return to the open item processing.
If you want to directly post the document after processing the account assignment model, select the Save key instead of the Back key. Providing no errors are found, the document is posted.
If you use an account assignment model with equivalence numbers, you cannot enter amounts in the items. Instead, two input fields in which you specify the debit amount or credit amount to be distributed appear in the header of the screen. The distribution of the amounts to the items is done by the system.