Account Localization Form

INTRODUCTION
1.1WHAT’S IN THIS MANUAL

This Document intends to guide the end-user about the ACCOUNT LOCALIZATION FORM process.

ACCOUNT LOCALIZATION FORM
WHAT IS ACCOUNT LOCALIZATION FORM?

On Account Localization Form, the user can configure the posting Logics based on Global settings. It involves configuring the accounting rules based on Posting Document Types and Transaction screens. This setup contains all the posting logic, including conditions that the system will execute when a transaction is posted within the system.

PRE-REQUISITES FOR ACCOUNT LOCALIZATION FORM

To set the flow of Account Localization Form in VA there are some pre-requisites required:

Posting Document types should be available in the VA system.

CREATE NEW POSTING LOGICS (ACCOUNT LOCALIZATION FORM)
- WINDOW PATH

To open the Account Localization Form user can search the form in the menu search utility or open the window using the following path:

Menu Path: Menu > Financial Management >Posting Setup > Account Localization Form

STEPS TO CREATE ACCOUNT LOCALIZATION

ACCOUNT LOCALIZATION

When the account localization form opens with no existing records, the landing page displays the screenshot below.

Enter the following Information to create a new Account Localization:

Enter a Name and Description for this Account Localization. 
Click the Save button to ‘Save’ the record.

When the account localization form opens with existing records, the landing page displays the screenshot below.
To create the Account Localization, the user needs to click on the Add New Icon.

To edit the Account Localization, the user needs to click on the Edit Icon.

Enter the following Information to create a new Account Localization:

Enter a Name and Description for this Account Localization. 
Click the Save button to ‘Save’ the record.

POSTING RULE

Posting Rule is used to define the rules for the document that is required to be posted in transactions such as AP invoice, AP payment or internal use inventory, etc. Prior to creating a Posting Rule, it is essential that the Posting document types have already been configured within the VA system.
To create the Posting Rule, Click on the New Posting Rule Button.

After clicking on the above icon, the system will display the following screen.

Enter or select the following information at the Posting Rule: Localization will be auto populated.

Select the Posting Document Type from the drop-down; this signifies the document for which the user wants to create Posting rule.
Select the Screen from the drop-down; this specifies the screen to which the posting document type is linked, for which the user intends to create a posting rule.

As per the selection of the above fields, respective Table and column will be available in the Dropdown of Transaction Date Table and Transaction Date column, respectively.

Select the value from the ‘Transaction Date Column’ field and Transaction Date column field. The transaction date column contains the transaction screen table. The Fact_Acct table [Ledger Account Detail] contains two date columns: Account Date and Transaction Date. The Account Date is always populated with the date from the 'Account Date' field of the corresponding transaction, and this logic is fixed. However, for the Transaction Date, users have the flexibility to determine which date to post. Users can select the desired table and column for the Transaction Date while defining the posting logic.
Click the Save button to save the record.

If user ticks Disable Account Sign checkbox, the system considers the negative values as positive values and based on which the posting rules are defined.

For example, there are transactions of cash, allocation, and bank statement where some transaction values may be negative and need to be posted. If the Disable account sign checkbox is ‘True’, the system considers the negative values as positive, and based on that system will post such record based on posting rules defined at the accounts localization.

If this checkbox is marked as false, the system will consider the negative value and post the value as Debit if you have defined the rule of petty cash as Credit.

When a transaction involves multiple document types, users have the option to utilize an existing posting document type rule as a 'Reference Posting Rule'. After selecting the reference posting rule, the posting logic and conditions of the chosen reference posting rule are automatically updated. Users are unable to modify these logics and conditions.

For example, Sales Order screen Contains multiple document types, once a user configures the posting rule, posting logics, and conditions for a Point of Sale (POS) posting document type, they may desire to apply the same posting logic and conditions to the Prepay Order posting document type. In this scenario, the user can select the POS posting document as the reference posting rule.

To Delete, Copy or Edit the Posting Rule, Click on the Action Button.

After clicking on the copy button, the system will display the following screen.

Copy - When a transaction involves multiple document types, users have the option to copy the posting rule. Upon copying, all the posting logic, posting tab and conditions of the duplicated posting rule are automatically updated. Users can modify these logics and conditions. Users can also copy the posting logic from one account localization to another by selecting the account localization from the dropdown list.

Record Level - The record level indicates whether the record is saved at the tenant level or the system level.

Active - The "Active" checkbox indicates whether the record is active or inactive. A specific tenant user can deactivate a system-level record and create records according to their requirements. Records created at the system level do not affect other record

POSTING TAB

The Posting Tab is utilized to select screen tabs and tables, enabling the extraction of data such as Amount, Quantity, and Cost, among others.

To post the AP invoice, it's essential to reference the tabs and tables within the Invoice (Vendor) screen for accurate data extraction and entry.

Posting tab update automatically for those screens which have "linked column tabs". For example, the AP invoice screen includes an invoice tab, an invoice line tab, and a landed cost tab, each equipped with linked column tabs. Consequently, in posting tabs, these three tabs are updated automatically.

Click on specific posting rule to view, edit and add the Posting Tab, Posting Logic, Posting Entity and Account Entities.

Click on the Posting Tab to view the following screen.

Enter or select the following information at the Posting Tab:

Click on to Add New record.
Click on to Edit record.
Click the to delete record.

POSTING ENTITY

In the posting process, various entity types such as amount, quantity, and organization reference, among others, are available. These entities are mandatory for creating posting logic.

The amount entity type is selected to define the Amounts that would be posted. The user here may specify the Table and Column from where the amount needs to be picked up. This is required to post documents like Purchase Order, Invoices, and Sales Order, etc.

Entity Type Cost and Quantity are required in certain postings related to Material Management such as Goods Receipt Notes, Physical Inventory, Inventory Move, etc.

Suppose the user selects Amount as entity type, it means user want to take Amount from defined Tab & Table under Posting Tab, by referring to Table and Column in this Tab.

The process shall follow to create a Posting Entity in the system:

Click on Posting Entity to view, add and edit the entities.

Click on the Posting Entity to view the following screen.

Forced and Master entity are available by default

Enter or select the following information at the Posting Entity Tab:

Click on to Add New record.
Click on to Edit record.
Click the to delete record.

Click on Add New button to add Posting Entity.

Posting Rule field will be auto populated by the system based on the Posting Rule defined in the Posting Rule Tab.
Select Entity Type from the drop-down.
Based on the entity Type selected, the user fills the other columns, as described below.

Sr. No.	Entity Type	Columns to be filled
	Amount	Name, Table, Column
	Budget	Name, Table, Column
	Cost	Name, Table, Column
	Forced	Entity
	Invoiced Price	Name, Table, Column
	Fixed Logic	Name
	Master	Master
	Org Reference	Name, Table, Column
	PO Price	Name, Table, Column
10.	Quantity	Name, Table, Column

Amount: The amount entity type is chosen to specify the amounts to be posted. Users can designate the table and column from which the amount should be extracted.
Budget – The budget entity type is chosen to define the budget that will be posted.
Cost - The cost entity type is chosen to specify the cost amount of a product to be posted. Users can designate the table and column from which the cost should be extracted. Cost is essential in certain postings related to Material Management, such as Goods Receipt Notes, Physical Inventory, Inventory Move, etc. The cost entity is displayed within the amount entity of the posting logic.
Forced - Forced entity shows all the screens in entity field.
Invoice Price - The invoice price entity type is selected to specify the amounts to be posted on invoices. Users can designate the table and column from which the invoice amounts should be extracted.
Fixed Logic - The fixed logic entity is employed to define static posting logic.
Master - In the master entity all the master screens are shown.
Org Reference - "Org reference" generally denotes an organizational reference entity, encompassing attributes such as organization name or pertinent information utilized for distinguishing and managing different entities or branches within an organization.
PO Price - The PO price entity type is selected to specify the amounts to be posted on Purchase order. Users can designate the table and column from which the Purchase order amounts should be extracted.
Quantity – Quantity entity is selected to specify the quantity to be posted for Material Management, such as Goods Receipt Notes, Physical Inventory, Inventory Move, etc.

When the user selects the entity type as Quantity, the converted quantity checkbox becomes editable. If the user selects the quantity converted checkbox, then the base quantity column field and the negate inventory checkbox become editable as well.

Base Quantity Column - The base quantity column is utilized to post the quantity in the base unit of measure (UOM) of the product.

Negate Inventory - The "negate inventory" option is employed to post the quantity with a negative sign according to its impact on the warehouse.

Click the Save button to save the record.

ACCOUNT ENTITY

In Account Entity, there are two types: master and forced. In master entities, all the master screen tables and columns are displayed, while in forced entities, all the transaction screen tables and columns are shown. After creating an account entity, users can proceed to create conditions based on their requirements.

Click on Account Entity, user will be able to view the following screen.

Forced and Master entity are available by default.

Conditions are also available by default.

Users are unable to modify system-level records.

Users can Edit or Add the condition of Particular Account Entity.

POSTING LOGIC

Posting Logic is used to define the default account to be debited or credited with reference to defined Entity type.

The process to create a Posting Logic in the system is as below:

Click on New Posting Logic, to Add the new posting logic.

After Click on New Posting Logic user will be able to view the following screen.

Enter or select the following information at the Posting Entity Tab:

Posting Rule field will be auto populated by the system based on the Posting Rule defined in the Posting Rule Tab.
Select the Master Entity from the drop-down. Users can directly add the master entity by clicking the button.
Select Accounting Default from the dropdown, the dropdown option will be available as per the selection of the Master entity.
In the Posting Side field, users can select either Debit or Credit. When a user initiates a new posting logic from the debit side, the default posting side will be Debit, and vice versa for the credit side.
Select Amount Entity Type from the dropdown list that includes options like Amount, Cost, PO Price, and Invoice Price.
Select Amount Entity from the dropdown list which displays all relevant Amount columns based on the selected Amount Entity Type. 
Select Consolidated By from the dropdown. It indicates the records to be kept in Group by the entity or single Record or Group by account.
Select Posting Type from the dropdown. It indicates the posting type in Actual or Budget, Commitment, Reservation or Virtual.
Select Quantity Entity from the dropdown, displaying all Quantity columns in the quantity entity.
Not post quantity signifies that the quantity is not included or recorded in the posting

Select Custom Org Entity from the dropdown list, which will display all relevant screen columns associated with that entity.

Amount Dimension Control allows the user to split an amount into different dimensions. On selection of Amt Dimension Applicable, new field Amt Dimension Column appears. (Explained in Amount Dimension User Manual).

The Transaction Date Table and Transaction Date column defined at the level of Posting rule tab, by default gets copied here, for all the posting logics. The user may change the values in these columns. When a user overwrites the values here, the system considers these values during the posting and ignores the previous Input for that logic.

If user selects the ‘User Defined Element’ checkbox, then system enables ‘Add/Edit custom Dimension’ button to define the new dimensions.

Select the Table and Column from dropdown to define default accounting linkage in Posting Logics. Default accounting linkage refers to the predefined connections established between different screens.

For example, When users establish posting logic for allocating invoices to payments, there's no direct reference of the bank account in the allocation document screen. Instead, parameter combinations are accessible on the bank account screen's Account Default tab. Consequently, users set parameters for the allocation line to the payment, and from the payment to the bank account. This ensures that the posting logic influences the posting.

Click the Save button to save the record.
Select the specific posting logic to delete, copy, or edit.

select the following information at the Posting Logic:

Click the to delete record.
Click the to copy record. When a user copies the posting logic, the conditions of the copied logic are automatically replicated.
Click on to Edit record.

Active - The "Active" checkbox indicates whether the record is active or inactive. A specific tenant user can deactivate a system-level record and create records according to their requirements. Records created at the system level do not affect other record

CONDITION

Conditions used to define that a particular posting logic will only be posted based on given conditions.

The process followed to create a Condition in the system is as below:

Click Condition Button to view the following screen.

Enter or select the following information at the Condition:

Select Entity Condition from the dropdown.
In Order to add more than One Conditions which are to be satisfied, ‘And/Or’ options may be chosen for every condition line (except the first condition)
Click the Save button to save the record.

If more than one condition is required to satisfy, then Select in the Start Bracket field, Or in ‘AND OR’ field and in the ‘End Bracket’ field, as shown in the example below:

Users can also view the conditions by clicking the chart view button.

Click Chart view Button to view the following screen.

Click on to Add new condition.
Click on to refresh the conditions.