This main purpose of this application is to allow for form entry based logging of account balances. Besides this, however, accounting balances, including the statistical values, can also be adopted. Many users also like using this application when responsibilities are limited to some areas and balances have been transferred over from various expert departments. Being able to design individual reports enables you to define various report IDs that are limited to the respective areas of responsibility (copying of the subarea from the master report into an independent report ID).
Image 1: Overview I-KTOSAL
In addition, it is possible to compare balances with another period or type of data (FACT) here without having to generate the report first.
If you have selected a display in the structure of a tree for form entry applications, this tree will always be opened up completely to begin with so you can access all of the input fields immediately. After performing the action 'Save', the display will remain in its previous position and will not be positioned at the beginning of the table, as in the past, so that you can continue again with your entries immediately after this data has been saved.
Form entry can also be run as an external application from the report overview (REP and REPSTR).
After pressing 'Save', any data that might contain errors will be specified by a message that will appear in a new column entitled 'message' and the defective field will be displayed.
The column and sorting option will be surpressed in the print preview and output.
The previous period from the preset value will be preset as the value in the mask if it has been entered.
The report ID used in form entry of account balances will also be used even when there is a change in transaction details, if another report ID has been entered in the startup data.
If data already exists in the entry period, it will be shown in the entry column. These values can be changed and new values can be entered. Existing balances can be deleted by entering the value 0. If an account for entry has been frozen during the current period, but there is a balance, it will be displayed, but it cannot be changed. Form entry can also be started if you only have display rights for the selected keys (Company, Period, Type of Data [Fact]) and the respective value columns are blocked from accepting an entry.
A debit-credit tag cannot be included in the form entry section. For active positions, positive values are displayed on the debit side and negative positions on the credit side; the opposite applies for passive positions. In the area of P+L, positive earnings are presented as credits, positive expenditures as debits.
With positions that are marked with the value tag 8 in the report line description, balancing of the assigned accounts will be surpressed with an entry mask that has the sorting option 'F'; this means no value will be displayed for this position.
You can find the application in the menu trees (resource tree and quick starter) below the menu <Master files> in the submenu <Company financial statements / Entry>.
The keys <TAB> and <ENTER> move the cursor into the next respective cell that is ready to accept entries. If you press <ENTER> , a new input line will automatically be added to the table for the same account after the last entry cell of a line. You can change to the entry line of another account by pressing <TAB> or with the mouse. It is impossible to enter a debit/credit tag. This will be presumed to be a default value in accordance with the balance/P+L code of the account. Deviations in the debit/credit tag can result from making negative entries.
By double-clicking onto the ‘Balance sheet / Profit and Loss tag’, you can switch over to form entry for controlling balances (I-CNTSAL), as long as a controlling outline has been stored. Accordingly, you can switch to the form entry of the respective detail by double-clicking onto the account tag or transaction development tag if you need to change this detail in accordance with the type of data (FAC) or period (ABR). The characteristics fields have coloured backgrounds if the master account indicates that the respective outline needs to be modified and it will be red if the detail does not match the account balance in local currency. It will be yellow if the value of the group and/or parallel currency does not match the balance and green if the outline matches in all currencies. Exception: If the switch for controlling balances for the current type of data is set at 0, the balance/P+L tag will be shown in white if there are no controlling balances for this account. In the same manner, with J accounts without an IC outline, the account tag will have a white background.
A Help Text that is possibly stored in the account master can be retrieved by placing a green checkmark in the column 'H'.
A remark can be entered next to the amount. An existing remark will not be displayed in its entirety, but rather only with a checkmark in order to keep the display compact. The text will be displayed as a tool tip if the cursor remains on this cell. An entry can be made under additional information in I-KTOSAL by double-clicking onto the remarks field:
Image 2: Additional Information
Image 3: Remarks Text as a Tool Tip
Analogous to the KTOSAL overview (account balances), a sum block will be issued for the sums of each balance/P+L tag with the sorting options 'F' and 'K' at the end of the table. These sums will be updated dynamically in accordance with the data entered to ensure that you will always be able to check the balance amount and whether the result of the balance and P+L match. With the sorting option 'F', the position sums will also be calculated and displayed. Analogous to the report, this refers to the sum of the account balance for each position (summation upwards) as well as the sum in accordance with the sum control of the report in the higher-level positions (summation downwards). The only differences with respect to the report relate to how balance sheet profit is displayed.
In form entry, it is possible to have balances and postings of a single type of data displayed simultaneously. However, no postings can be added while using this mask (See also chapter 2.2 Column option B).
Image 4: Display account balances and postings
The keys 'Company', 'Period' and 'Type of Data'[FACT], as well as 'Business Unit' must be entered clearly to start with. It is impossible to enter data for various types of these keys at the same time. Furthermore, additional entries are either necessary or possible in order to enter data:
Image 5: Selection Menu
An entry must be made in the field entitled SortOption.
Image 6: SortOption
Accounts that are invalid as a result of accounting standards, the period of validity and/or a lock on the current period or type of data will not be presented for entries unless a value already exists in the current or comparative period. In this case, the input lines will be shown in gray type and will not permit any entries to be made.
A distinction is made between the following versions:
Image 7: Sort option S
Column option is a mandatory entry.
Image 8: Column options for I-KTOSAL>
A distinction is made between the following versions:
Image 9: Column option B
Image 10: Column option D
Image 11: Column option P
Image 12: Column option U
If you enter a comparative period (the previous period, for example) under the sort option 'F' (Entry according to report line scheme) and 'K' (Entry according to chart of accounts), yet another column will be displayed with the comparative values. For this reason, this application can also be used to view and compare values from two periods in the reporting scheme without having to generate a report.
An invalid account will still be displayed in form entry if the previous period contained values. However, these lines will have a grey color and are locked with respect to the current period.
When a comparative type of data is entered (plan data, for example) under the sort option 'F' (Entry according to the report line scheme) and 'K' (Entry according to the chart of accounts), yet another column that contains the comparative values will be displayed. This application can thus also be used to view and compare values from two periods in the reporting scheme without having to generate a report.
By entering a language, you can control whether the names of the accounts and, if there are any, positions are displayed in a language other than that of the user language.
Analogous to the display of the results of a report, there is also an entry field for displaying the key column that is preset with an X on a standard basis. If the 'X' is missing in the column options 'F' and 'FS', then the keys of the position, account and fixed asset object and lines can only be identified on the basis of their names.
Yet another selection possibility is available in the form of the attribute <account grouP+gt; from the allocation of the company business unit GESUBR. This means that if the business unit of a company is attributed with the account group ‘P’ (only P+L), no balance accounts will be offered for entry.
You can also make a selection based on the balance P+L tag, account tag or transaction development tag.
The action menu is also accessible via the menu bar or the right mouse button. The following applications and actions are available via action selection:
Image 13: Action menu form entry of account balances
The function Save stores all of the values previously entered as account balances in the system. Via the action menu, you can change from form entry to the company financial statements + monitor, account balances, participation accounts to shareholding transactions and with form entry details to the form entry of the respective type of transaction. By starting up Remark (additional information) additional information can be added to an entry. If a help text happens to be stored in the account master, you can gain access via the action menu, but also with a double-click onto the green field in the column <H>. The function cancel can be used to stop processing. If you press continue... you will return to the application that you were using before.
This functionality allows you to gain access to legacy systems in order to display the composition of the values stored in IDLKONSIS that come from data in the system of origin. Here, the key values for Period, Type of Data, Company, Business Unit and Account No. are transferred to the application and displayed there in the selection area. If a configuration for this query has already been stored, the 'Display' button can be pressed and the values you have selected from the original database will be displayed. If no configuration has been defined yet, you should activate "Configuration", the second index card of the selection area. Here, you will find input fields on the left side (URL of the link, Java class of the driver, username for registration) for creating a link to the external database. There is an input field for the SQL command for querying data on the right-hand side. The entries in these fields will be added to the database by pressing the 'Save' button and then be available for future use of this function. For data security reasons, only the username for registration is stored in the IDLKONSIS database, not the password. Therefore, the password must be entered into a registration mask that must be filled out before the respective data is displayed. Technical information: Access to the external database takes place via JDBC. An appropriate JDBC driver for the database system must be made available by the user.