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Autotransactions - Example in Transactions and Simulations

The Autotransactions feature in Standard ERP:
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This page illustrates the use of Autotransactions in Transactions and Simulations using an example. In this example, we will use an Autotransaction that distributes an amount to four Tags/Objects on a percentage basis after you have entered that amount in a Transaction row. You might use such an Autotransaction to allocate shares of overhead costs to four departments.

The first row contains an exclamation mark in the A/C field and a percentage in the Debit field. The exclamation mark indicates that when we use the Autotransaction in a Transaction, the debit or credit amount in the previous row in the Transaction will be overwritten by a figure determined by the application of the Autotransaction (in this case, by a percentage of the original figure). That figure will be on the same side (debit or credit) as the original, as the percentage is in the Debit field in the Autotransaction row (and we have not selected the Don't Swap Debit & Credit option). In this case, the original figure will be reduced by 90%. The Tag/Object specified in the Autotransaction row will be copied to the Tag/Object field in the Transaction row. The # sign in the Description and VAT Code fields signifies that the original Description and VAT Code will be retained.

The second row in the Autotransaction will add a new row to the Transaction. It will again calculate a percentage from the original amount, placing the result in the new row on the same side (debit or credit) as the original. The # sign in the A/C, Description and VAT Code fields signifies that the Account, Description and VAT Code originally specified will be used in the new row, which will contain "DEPT2" in its Tag/Object field. The third and fourth rows in the Autotransaction will have similar effects, adding new rows to the Transaction with different Tags/Objects and percentages of the original figure.

The fifth line calculates VAT from the original figure at the standard rate of 20% and places it in a new row in the Transaction, posting to the Input VAT Account on the same side (debit or credit) as the original figure.

The final line of the Autotransaction contains an Account number and an equal sign (=) in the Credit field. This signifies that the sum of the previous Transaction rows (i.e. a balancing amount) is to be posted to that Account. The posting will be on the opposite side (debit or credit) to the original figure, since the equal sign is in the Credit field.

This is an example of a double-sided Autotransaction. The = in the final row means that when you use it in a Transaction, the result will be a Transaction that balances. You can also use a single-sided Autotransaction in a Transaction, in which case you will need to ensure the Transaction balances yourself before you save it.

When you enter a Transaction or Simulation, begin by entering the Account Number for the relevant expense category and the amount excluding VAT in the first row. In the second row, enter the Code of the Autotransaction in the Account field:

Press Tab or Return or click or tap in another field. The Autotransaction will be applied to the first row of the Transaction, and the amounts will be recalculated as follows:

If you know that you will always use a particular Account in combination with the same Autotransaction, enter that Autotransaction in the Autotrans. field in the Account record:

When you enter the Account in a Transaction or Simulation and press Tab or Return or click or tap in another field, the Autotransaction Code will be brought in to the next row automatically:

Enter the amount on the first row as normal, then press Return twice. The Autotransaction will be applied to the Transaction or Simulation as previously described.

If you would like to be warned if you try to change the Autotransaction on the next row, select the Warn on Overwrite of Autotransaction option in the Transaction Settings setting.

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Settings in the Nominal Ledger:

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