The difference between calculation and redistribution rules is that:
Calculation:
- An additional amount is calculated by a predetermined percentage from a base account and is entered to accounts of your choice.
Redistribution:
- An amount is calculated by a predetermined percentage from a base account and is entered to one or several accounts. The contra entry is made on the base account.
The keys for both calculation and redistribution rules are the account combination and voucher type.
When fixed calculation and redistribution transactions update a currency account, the base transaction must have the same currency as the into account posting, since fixed calculation and redistribution transactions are posted in the same transaction currency as the base transaction.
Note: Created postings with a currency that does not correspond with the currency for the currency account will end up in the Journal maintenance program as they are erroneous postings.
Note: All calculation/redistribution modes are handled from the same menu item. You select the applicable mode by toggling Shift mode. The active mode is indicated in the panel sub-heading and will continue to be active on the subsequent panels in the routine until changed. The following modes are available:
- Fixed direct and fixed batch, described below.
- Dynamic direct and dynamic batch, described in Set up rules for dynamic calculation or redistribution.
- Select the Work with calculation/redistribution menu item.
- You access the main panel displaying a list of existing account combinations for which calculation and redistribution rules have been set up. Note: More than one rule can exist for each account combination and voucher type. The following procedure is the same for fixed and direct calculation/redistribution. Click Add.
- You access the detail panel. Complete the following fields:
- Identity
- Enter a unique code to identify the base account entry you are creating.
- Account part 1-8
- Enter the account combination that will be the basis for the calculation or redistribution rule(s). For all account parts, you can also use underscore (___), completely or a masked part of the account, e.g. 7___, which means that any account in the account part which starts with a 7 is valid for the calculation/redistribution rule.
- Voucher type
- Enter a voucher type if you want to create automatic entries for only those postings that have a certain voucher type. Note: The system creates automatic entries only for those voucher types that allow calculation and redistribution.
- Calc/redistr type
- Enter 1 to set up a calculation rule, or 2 to set up a redistribution rule.
- You access the Work with calculation/redistribution, Fixed direct/batch details panel. Click Add to add a new rule.
- You access the detail panel where you set up the rule for the calculation or redistribution base account ID. Enter information in the following fields:
- Sequence
- Enter a sequence number for the rule. This decides in which sequence the rules are to be applied when an entry is made on the base account combination.
- Percentage
- Enter a percentage that will calculate the entry from the base account. Note: The percentage must be positive. If it is a calculation rule an additional calculation will be posted to an account of your choice. If it is a redistribution rule the calculation will be reduced from the base amount and posted to an account of your choice.
- Account part 1-8
- Enter the account combination that is to be used as the “into account” postings when the system creates the automatic entry.
- Account part 1-8
- Enter the account combination that is to be used as the “into contra account” postings when the system creates the automatic entry.
Click OK.
When you set up a calculation rule you can post the calculated amount into two different account combinations.
When you set up a redistribution rule the “into contra account” below will be the same as the base account combination.
Into account
Click Next to access the second detail panel where you enter the “into contra account” parameters.
Into contra account
If this is a redistribution rule, then this section is preloaded with the base account record’s setup and cannot be changed.
Click OK to confirm. You can continue to enter rules, add more records, or exit the routine.
Note: You define, in the G/L control file, when you want the system to create the automatic postings. See Create calculation/redistribution transactions in batch for more information.