GL Accounts (Part 3)

Next is reference documents. So, reference documents are of 2 types again, recurring document and sample document. And one more thing is also there, account assignment model, but, of course, that is not in use right now. And, a recurring document is a document the nature of which recurs every month. For example, say office rent is there. Every month, I have to post this document. And say I don’t mind posting the same document because office rent account data to bank. But in some cases, you may have to post an accounting entry. Same in to say for example, warehouse rent. So, when warehouse bills are received, what is the accounting entry if fixed warehouse rent is there? Every month, I have to pay, say, 50,000 is the warehouse rent I have to pay. Like that, I have 100 warehouses. 100 warehouses per month, each one is, say, 15,000 per month. So, in such a case, warehouse and account data to that vendor account we have to credit. There is the same entry we have to post. But instead of posting 100 entries every month, say, whether that fellow sends me a bill or not, I have to provide it, and make provision for the rent to be paid. So, in such case, is there any mechanism which creates the same document because 100 entries are there instead of because same party, same amount, same line items. Every month, I’m going to post that entry. In such case, if some mechanism is there which makes that entry automatically, that could be better. So that is the concept. So now that is called recurring document. So, because it recurs every month, what we can do is that all 100 documents, recurring documents should be created at the beginning of the year and we have to execute a small program so that the system will post that, entry. Unless it is going to be executed, unless you are going to execute the program, the system will not post. Automatically means, automatically, if you give a date something like, if you set an alarm with rings, it will not post like that. So, it is a manual activity and you have to execute a small program. Then only those 100 entries will be posted in a fraction of a second. That is called recurring document. 

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We also have Sample document. Sample document is a document which is created as a template, a sample. And by taking that, I can post any number of entries. Both of these things we’ll see. And, recurring document, in order to create it first, we need to have a number range. X1X2, we have to create. X1 is for this one, x2 is for this, because when I’m going to create and keep the document, the system will not post it. Unless you execute the program, it will not post. So, let us see the creation of the document. 

We’ll go to Document Entry, Reference Documents, Recurring Document.

 

This is the recurring document you have to create. 

But before we create, I need to create a number range for this. So, step number 1 is to define number ranges. So, number range means what? We can use FBN1. The path is Document, document number ranges, documents in entry view, Define document number ranges for entry view. 

So we’ll Input our company code, DRLB, go to Intervals.

Click on interval.

So, I have to use some different number range. If you give 101 to 103, it will be posted. So, I don’t want to post the recurring document when it is created. When it is executed, then only it will be posted. For that purpose, we need to use X1. When you give X1, the system will not post it immediately.

 Year 2013. So, I’m taking some extreme number. Something like, say, 25 lakhs. 1 to 26 lakhs. This is used by recurring document, and, X2 I’m creating. 261227 lakhs. Save it.