If you do not have much accounting knowledge, the ideal would be to predefine the greatest number of entries to facilitate the registration phase and minimize human errors. To do this, we simply must identify, based on past events or future projections, the different operations carried out or planned to be carried out.
The Predefined Seats They are a utility included in Sage50. They allow us to create seat templates, where we can anticipate in the software all the information related to them. This information can be fixed, it does not undergo any alteration between one record and another. How variable, subject to some type of formula or calculation or pending determination, since it undergoes alterations between one record and another.
The main advantages derived from the use of this tool are:
- Saving time in the registration of operations, the process of generating predefined entries is much faster than the other ways of registering entries in Sage 50. And, additionally, it allows the generation of multiple entries, after configuring certain elements, such as the frequency with which the entry should be generated. seat and the value of the variables established for registration purposes. This process can be executed manually for a specific period or even be executed automatically based on a scheduled task, without the need for user intervention beyond said configuration.
- Reduction in the number of errors in the registration phaseBy standardizing and periodizing the records, the generation of accounting records is made accessible to a greater number of people, since it will not require much knowledge in accounting matters. Except for the previous configuration phase, in addition to avoiding typical typing errors.
The main barrier for use is the apparent complexity of your configuration. Although this is not really the case, it is carried out in an orderly and planned manner.
Determine seats to predefine.
If you do not have much accounting knowledge, the ideal would be to predefine the greatest number of entries to facilitate the registration phase and minimize human errors. To do this, we simply must identify, based on past events or future projections, the different operations carried out or planned to be carried out.
Predefine seats
The process of predefinition of entries begins with the creation of the template for predefined entries that can be generated either from an entry previously recorded in the accounting, duplicating a pre-existing template or from 0.
To create from scratch, you must go to the “Maintenance of predefined entries”, from the route Seats>Predefined seats, pressing "new". The templates are identified with a alphanumeric code and name, the ideal is to be clear and precise in the description of the name of the template so that it unequivocally identifies the entry to be registered. In section "details" We will add the information related to the different items to be recorded in the entry, being able to establish fixed information that will be repeated in each entry and the necessary variables. All information indicated in square brackets [] will act as variable; being possible to establish functions mathematics through the use of the equal sign = and setting the variables [], operation signs + – * / and necessary values.
Set the frequency
This is only necessary if we intend to schedule tasks for manual or automatic execution. The advantage of scheduling tasks is that it allows us to generate multiple entries with a defined periodicity.
To configure the periodicity we must go to the screen “Predefined seat programming”, via menu “options>Periodicity>configuration” from the screen “maintenance of predefined entries”. On this screen, we can enable or disable the scheduled task. This will prevent said configuration from being executed, we will establish the validity, it will be marked with the value "always" default same as field “enabled”, we will establish the periodicity and assign the values for the variables. These values will be repeated in all the records made for the period included in the scheduled task, therefore, for that period these values must be invariable. Subsequently, we will determine the periodicity that can be established:
- Daily, can be set every day or every certain number of days.
- Weekly, you can set every few weeks and on which days of the week it will repeat.
- MonthlyFirst, we will select the months in which the entry is repeated. Then we can choose to determine the specific days on which they will be carried out by:
- Selection of days from 1 to 31, being able to establish the last value.
- Selection of first, second, third, fourth and/or last day of the month.
- Select those days of the week on which they are recorded by selecting the necessary values from Monday to Sunday.
Generate the predefined entry
The generation of predefined entries can be carried out from the execution of a scheduled Task. With which we can register multiple entries with identical values associated with the variables configured in the template; either automatically through manual execution, or by ignoring the scheduled task. This will generate the seats for a specific date. For the generation of entries on a specific date, we will go to predefined seat generator, where we will indicate the registration date of the seat. He code that identifies the template, whose data will go to the body of the screen, being possible to modify any field at this time if necessary, we will click on the variable field to establish their value for the purposes of this specific record. You can additionally generate the forecast collection/payment, how to account for the collection/payment at the time. Once all these aspects have been determined, we will press generate seat and the record will be generated.
To generate multiple entries, we will have to previously determine the configuration on the frequency with which the entry that will be generated from the template will be recorded. We will go to the screen “execution of scheduled tasks”, through the menu “options>periodicity>Execution of scheduled tasks” from the screen, “Maintenance of predefined entries” and we select the template on which we have programmed the task. You can also choose all or a range of them, and the date period over which you want to execute the task. The execution of the task can also be automated, if we press instead "execute" “create automatic task”.
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