Example Posting
Note This topic has been updated to include information about features that were added or changed in the following hotfix for Microsoft Dynamics AX 2012 R3 Cumulative Update 8: KB3047235 The following examples can be set up in the Posting definitions form. (Click General ledger Setup Posting Posting definitions.) Each example contains these sections:. Posting definition – Match criteria. Posting definition – Generated entries. Transactions with the accounts, dimension values, and amounts.
Ledger entries generated from the posting definition When a match occurs between the accounts and dimension values in the Match criteria pane for the posting definition and the accounts and dimension values on the transaction, ledger entries are generated based on the Generated entries pane for the posting definition. Note To associate a posting definition with a specific transaction type, use the Transaction posting definitions form. (Click General ledger Setup Posting Transaction posting definitions.) After you associate a posting definition with a transaction type and select Use posting definitions in the General ledger parameters form, all transactions of the selected transaction type must use posting definitions. Example: Budget appropriations For public sector organizations, original budget balances are recorded as either appropriations for expenses or estimated revenues. The original budget balances are used to track available budget balances against expenditures and the actual revenues that are collected.
A posting definition is created to support recording budget register entries to the general ledger, and a transaction posting definition is set up for budget register entries that have a budget type of Original budget. Posting definition – Match criteria – Row 1 Account structure Match account number. Priority Expense 101 -1.A blank value in the Match account number field means that all matching accounts in the defined account structure will be part of the matching rule. Posting definition – Generated entries for Match criteria – Row 1 Account structure Generated account number Generated debit/credit Balance -36300 (Budgetary fund balance account) Same Balance -36350 (Appropriation account) Balancing Posting definition – Match criteria – Row 2 Account structure Match account number.
Priority Revenue 101 -1.A blank value in the Match account number means that all matching accounts in the defined account structure will be part of the matching rule. Posting definition – Generated entries for Match criteria – Row 2 Account structure Generated account number Generated debit/credit Balance -36300 (Budgetary fund balance account) Balancing Balance -36340 (Estimated revenue account) Same Transactions with the accounts, dimension values, and amounts You enter the accounts, dimension values, and amounts on the budget account entry in the Budget register entry form. (Click Budgeting Common Budget register entries All budget register entries. Click Budget register entry.) Account + Dimensions Debit Credit Comment 101-606400-OU1-OU3566-Training 250.00 Ledger entries generated from the posting definition Generated ledger entries are created to record the original budget in each dimension. Account + Dimensions Debit Credit Comment 101-36300 250.00 101-36350 250.00 In this example, the fund dimension and account part of the Expense account structure match the posting definition criteria. Therefore, when 101-606400-OU1-OU3566-Training is evaluated, the generated ledger entries are created.
Examples: Pooled cash settlements In the public sector, pooled cash accounting consists of amounts that are deposited by individual departments or agencies into a combined ledger account. This improves the control and custody over liquid assets and promotes the efficient management of excess funds. These amounts can be managed by using a Treasurer’s fund.
Substantive Post Example
As a result, the appropriate proportional amount of the pooled cash and investment balances must be reported for each fund participating in the pool. To guarantee this, appropriate due-to and due-from entries must be added to the settlements that transfer amounts from one fund to another to accomplish the settlement. Note No error message is displayed if a posting definition for settlements is not specified or if a match criteria in the posting definition is not available. Public sector installations that do not use pooled cash settlements or that do not require balancing entries on the settlement voucher do not have to set up posting definitions for settlements when posting definitions are enabled for other transactions. For accounts payable settlements, vendor payables in one or more funds are used to record the appropriate fund equity transactions in the Treasurer’s fund. For accounts receivable settlements, the customer credit from the payments in the Treasurer’s fund is used to settle the receivables in one or more funds.
The vendor balance or customer balance posting entries on the transactions being settled are automatically reversed. The use of posting definitions for settlement is optional. The posting definitions are applied at the time of settlement to generate the additional ledger transactions for due-to and due-from entries to balance the settlement voucher by fund. For payroll disbursements, the use of a separate payroll clearing fund necessitates the use of posting definitions to generate the balancing entries when net earnings accumulated in the payroll clearing fund is paid out through the bank in the Treasurer’s fund. Note The payroll examples that are referenced in this section apply only to Microsoft Dynamics AX 2012 R3 or cumulative update 7 or later for AX 2012 R2. Posting definitions can be used for the following settlement transaction types:. Vendor payment journals, which include vendor payments against invoices, reimbursements, and general ledger credit vouchers and credit memos against invoices.
Promissory notes, which include payments using the draw, redraw, remit, and settlement of promissory notes. Customer payment journals, which include customer payments, customer general ledger credit vouchers, and credit notes against free text invoices, project invoices, interest notes, and collection letter transactions. Payroll disbursements using a separate payroll clearing fund. Posting definitions for vendor payment journals, promissory notes, customer payment journals, and payroll disbursement journals can be set up by selecting the Bank module in the Posting definitions form. Then, on the Bank tab of the Transaction posting definitions form, you can select the appropriate transaction types to associate with the posting definitions. Note A single posting definition, if widely defined, can be used for most vendor, customer settlement, and payroll payment scenarios. The single posting definition would still have to be associated with both vendor and customer payment journals, and payroll disbursements on the Bank tab of the Transaction posting definitions form.
You can specify a different posting definition for a specific Bank and Method of payment for vendor and customer payment journals. You can only define a single posting definition for the Payroll disbursement journal. Before posting definitions are applied on settlements, complete the following:. Associate each vendor or customer who has the Treasurer’s fund (999) on the Financial dimensions tab of the Vendor or Customers forms. This includes the payroll disbursement vendor account specified in the Payroll Setup Payroll parameters Payroll parameters Payment issuance page. This enables the vendor or customer payments to be generated in the Treasurer’s fund against the vendor or customer summary account specified in the vendor or customer posting profiles. For Accounts receivable, you can set the default fund value by selecting Setup on the Customer groups form.
Then the Treasurer’s fund will become the default fund when new customers are associated with a customer group. Associate each bank account that is used in settlements with the Treasurer’s fund.
This allows the posted bank account to be in balance by fund with the vendor or customer payment. For payroll, the payroll disbursement bank specified in the payroll parameters would also be associated with the Treasurer’s fund. And do one of the following two options:.
Option A: Specify a single “due-to” account in the Treasurer’s fund for all funds. A single global match criteria addresses all funds (excluding the Treasurer’s fund), you must specify the following Match criteria and Generated entries on the posting definition: Settlement posting definition – Match criteria Account structure Match account number. Priority Balance 999 - Specify a higher priority match entry for the Treasurer’s fund so that balancing entries are not generated for this fund. 1.A blank value in the Match account number field means that all matching accounts in the defined account structure will be part of the matching rule. Settlement posting definition – Generated entries for Match criteria Account structure Generated account number Generated debit/credit No generated entries defined against the match entry for the treasurer’s fund.
Settlement posting definition – Match criteria Account structure Match account number. Priority Balance Use a global match entry of lower priority to create balancing entries for all other funds. 10.A blank value in the Match account number field means that all matching accounts in the defined account structure will be part of the matching rule. Settlement posting definition – Generated entries for Match criteria Account structure Generated account number Generated debit/credit Balance - 10110 (Equity account in the match entry – Cash account) Balancing Balance 999 – 37000 (Equity account in the Treasurer’s fund for all funds) Same. Option B: Specify a different “due-to” account in the Treasurer’s fund for each fund.
For every fund that a vendor payable or customer receivable will be generated in (excluding the Treasurer’s fund), you must specify the following Match criteria and Generated entries on the posting definition: Settlement posting definition – Match criteria Account structure Match account number. Priority Balance 101 - Using a fund value and blank main account makes it applicable to both customer receivables and vendor payables. 1.A blank value in the Match account number field means that all matching accounts in the defined account structure will be part of the matching rule. Settlement posting definition – Generated entries for Match criteria Account structure Generated account number Generated debit/credit Balance 101 - 10110 (Equity account in Fund 101 – Cash account) Balancing Balance 999 – 37001 (Equity account in the Treasurer’s fund for Fund 101) Same You must add additional match criteria rows for each fund with generated entries to reflect the appropriate fund balancing entry and the equity account of the fund in the Treasurer’s fund. From the vendor or customer payment journal, enter the vendor or customer accounts or create a payment proposal and select the invoices to be paid. When the journal is posted, the vendor or customer balance posting entries on both the invoice and payment are matched against the posting definition for settlement.
If match criteria are found, the generated due-to and due-from entries are added to the settlement voucher. For payroll payments, submit pay statements and post the payment in the payroll payment journal. Examples: The following vouchers are representative of a typical invoice, payment and settlement scenario. Accounts payable example Accounts payable invoice voucher Account + Dimensions Debit Credit Comment 101 – 66100 – 150 250.00 Expenditure account 101 – 24210 250.00 Accounts payable Accounts payable payment voucher Account + Dimensions Debit Credit Comment 999 – 24210 250.00 Vendor summary 999 – 11020 250.00 Bank/cash account Accounts payable settlement voucher (Accessed through the related vouchers on the vendor payment voucher.) In this example, the match account number values for the posting definition match the vendor balance posting type accounts. When 999 - 24210 and 101 – 24210 are evaluated, the generated ledger entries will only be created for the Fund 101 because no match entries are set up for 999 - the Treasurer’s fund. Note To use posting definitions for year-end closing and opening, follow these steps:. Select the Create closing transactions during transfer check box on the Fiscal year close FastTab in the Ledger area of the General ledger parameters form.
Create a closing account in the Main accounts - chart of accounts:%1 form. Examples: The following posting definition examples show the year-end close for governmental funds and proprietary funds. Governmental funds example Governmental funds - Posting definition – Match criteria – Row 1 Account structure Match account number. Priority Expense -1.A blank value in the Match account number field means that all matching accounts in the defined account structure will be part of the matching rule. Governmental funds - Posting definition – Generated entries for Match criteria – Row 1 Account structure Generated account number Generated debit/credit Account structure -37300 (Unreserved fund balance ) Balancing Governmental funds - Posting definition – Match criteria – Row 2 Account structure Match account number. Priority Expense -1.A blank value in the Match account number field means that all matching accounts in the defined account structure will be part of the matching rule. Governmental funds - Posting definition – Generated entries for match criteria – Row 2 Account structure Generated account number Generated debit/credit Account structure -37300 (Unreserved fund balance ) Balancing Governmental funds - Posting definition – Match criteria – Row 3 Account structure Match account number.
Priority Revenue -1.A blank value in the Match account number field means that all matching accounts in the defined account structure will be part of the matching rule. Governmental funds - Posting definition – Generated entries for match criteria – Row 3 Account structure Generated account number Generated debit/credit Account structure -37300 (Unreserved fund balance ) Balancing After you set up the posting definition, assign it to the General ledger close transaction type the Transaction posting definitions form. (Click General ledger Setup Posting Transaction posting definitions.) Governmental funds - Transactions with the accounts, dimension values, and amounts The ledger accounts balance through the selected period in the Opening transactions form.
(Click General ledger Periodic Fiscal year close Opening transactions.) Account + Dimensions Debit Credit Comment 101-66100-130 250.00 Governmental funds - Ledger entries generated from the posting definition Generated ledger entries are created to record the closing entry. Account + Dimensions Debit Credit Comment 101-66100-130- 250.00 101-37300 250.00 In this example, Fund 101 is defined as a Governmental fund class in the Fund form. (Click General ledger Setup Fund Funds.) In the Transaction posting definitions form, the General ledger close transaction type is associated with the Governmental fund class and the posting definition. The posting definition matches on any account part of the Expense account structure. Therefore, when 101-66100-130- is evaluated, the same ledger account is used, the amount is reversed to close the account, and the balancing generated ledger entry is created.
Proprietary funds example Proprietary funds - Posting definition – Match criteria – Row 1 Account structure Match account number. Priority Balance -1.A blank value in the Match account number field means that all matching accounts in the defined account structure will be part of the matching rule. Proprietary funds - Posting definition – Generated entries for match criteria – Row 1 Account structure Generated account number Generated debit/credit Account structure -37310 (Retained earnings) Balancing Proprietary funds - Posting definition – Match criteria – Row 2 Account structure Match account number.
Priority Expense -1.A blank value in the Match account number field means that all matching accounts in the defined account structure will be part of the matching rule. Proprietary funds - Posting definition – Generated entries for match criteria – Row 2 Account structure Generated account number Generated debit/credit Account structure -37310 (Retained earnings) Balancing Proprietary funds - Posting definition – Match criteria – Row 3 Account structure Match account number. Priority Revenue -1.A blank value in the Match account number field means that all matching accounts in the defined account structure will be part of the matching rule. Proprietary funds - Posting definition – Generated entries for match criteria – Row 3 Account structure Generated account number Generated debit/credit Account structure -37310 (Retained earnings) Balancing After you set up the posting definition, you assign it to the General ledger close transaction in the Transaction posting definitions form. (Click General ledger Setup Posting Transaction posting definitions.) Proprietary funds - Transactions with the accounts, dimension values, and amounts The ledger accounts balance through the selected period in the Opening transactions form. (Click General ledger Periodic Fiscal year close Opening transactions.) Account + Dimensions Debit Credit Comment 601-66100-130 250.00 Proprietary funds - Ledger entries generated from the posting definition Generated ledger entries are created to record the closing entry.
Account + Dimensions Debit Credit Comment 601-66100-130- 250.00 601-37310 250.00 In this example, Fund 601 is defined as a Proprietary fund class in the Fund form. (Click General ledger Setup Fund Funds.) In the Transaction posting definitions form, the General ledger close transaction type is associated with the Proprietary fund class and the posting definition. The posting definition matches on any account part of the Expense account structure.
Therefore, when 601-66100-130- is evaluated, the same ledger account is used, the amount is reversed to close the account, and the balancing generated ledger entry is created. General budget reservations (Public sector) If you are in the public sector and use general budget reservations, see also. Note General budget reservations are available only if the Public Sector configuration key is selected and if Microsoft Dynamics AX 2012 R3 Cumulative Update 8 is installed with the following hotfix: KB3047235 Posting definitions for general budget reservations enable you to update different general ledger accounts for various types of general budget reservation. Posting definition – Match criteria – Row 1 Account structure Match account number Priority Expense Blank 1.
A blank value in the Match account number field means that all matching accounts in the defined account structure will be part of the matching rule. Posting definition – Generated entries for Match criteria – Row 1 Account structure Generated account number Generated debit/credit Balance - 300143 - -(Encumbrance account) Same Balance - 300144 - -(Reserve for encumbrance account) Balancing Transactions with the accounts, dimension values, and amounts The accounts and dimension values come from the accounting distributions that you enter for a general budget reservation line. Account + Dimensions Debit Credit Comment 101-66100-153 250.00 Main account 66100 is an expense account. Ledger entries generated from the posting definition Generated ledger entries are created to record the encumbrance. Account + Dimensions Debit Credit Comment 101-300143 250.00 101-300144 250.00 In this example, any Expense account structure matches the posting definition criteria. Therefore, when 101-66100-153 is evaluated, the generated ledger entries for the encumbrances are created. See also Feedback.