Mass entry

Example of a mass entry

Access : Accounting → Moves → Mass entry

info

There are different statuses that you can find in the Mass entry menu:

Closed: since the last session, the entries have been generated, therefore it is no longer possible to add entries.

Ongoing: entry is not yet complete.

Mass entry in AOS uses the same mechanisms and controls as manual entry (move), but it’s a slightly different approach. An entry is designed to use only the keyboard and to encourage rapid creation.

To achieve this, it is possible to add as many documents as required on a single screen, and then carry out the control of entries (moves) consistency and the generation of entries.

You can perform all actions on the same screen and enter several items in a row in the same journal. Note, there is very little assistance, so this is a feature for the most experienced accountants.

tip

• Navigate through fields using the TAB key;

• Move to the next line by pressing Enter ;

• Cancel the current line using the Escape key.

1. Open the Mass entry menu. You will find all the sessions that have been created in the tool, along with their status. Open a new data entry session.

2. Company: entries will be made for this company. Usually this information is automatically added. In case of multiple companies, select a company.

3. Journal: select the associated journal. For example, Purchases.

4. Functional Origin: select the functional origin. The functional origin depends on the configuration of the journal. It may be present in one journal, but absent in another.

5. +New: click on “+New” to add a new line. Alternatively, you can select the “+New” action with the TAB key and then click on the ENTER key.

6. Fill in the various elements contained in the mass entry line, such as the voucher date / description / partner / condition etc.

7. Input action : add a second line. In the box “Input action”, select :

• Line: this is a line from the same document.

• Counterpart: generate a counterparty directly from the previous line.

• Move: an entry will be used to increment the document number and reset the various fields that you have pre-filled in the previous document.

caution

All the lines with the same number will be grouped together in a single accounting entry in AOS.

8. Counterpart: once you have filled in the lines, generate a counterparty. The counterparty will generate the tax lines and the counterparty line which will be on the supplier financial account (for example, using the Purchases journal). The counterpart line will balance the sum of all the debits on the previous lines.

9. Add a new document: once it has been done, add a new line (Transaction type). As this is a new entry line, the number will increase (for example, number 2). You will be able to enter new information, such as the date, description, partner, etc.

10. A new counterparty: enter the new counterparty for the new entry line.

11. Control moves consistency: once you have finished entering the information, start the moves control.

12. Validate: validate the entry and generate the entries by clicking on the “Validate” button.

info

If there is an imbalance, the fact that you have run the control for moves consistency, will highlight existing errors in red in the table.

Below the “Move lines mass entry” table, a list of errors will appear, allowing you to identify the document that has caused the imbalance.

In addition, a message will also appear in the bottom right-hand corner stating that the errors found during the entry check have been corrected.

tip

Control moves consistency: this control is used to run consistency checks on the entries that will be generated. If the result of the check is unfavourable, it will not be possible to generate the entries unless the option “Allow generation at New status in mass entry?” is activated in the configurations of the selected journal.

If this option is activated, entries containing errors will be generated with the status “New”, while those without errors will have the status “Simulated” or “Daybook” if activated. If neither of the two preceding parameters is ticked, it will have the status “Accounted”.

Configurations at Journal level

In the example, the entries have been generated in Fog status. To understand the status in which the entries will be generated, you need to take account of the journal configuration.

Access : Accounting → Configuration → Financial → Journals

1. Open a journal and then click on the Configurations tab.

2. Allow accounting daybook?: if you wish to allow entries to be generated in the daybook (i.e. draft) status, activate this option. As a result, mass entry will generate entries with the least possible impact on the application. If your journal is not configured to accept simulated entries, these entries will be posted directly.

3. Allow generation with status New on mass entry: this is a specific parameter for mass entry. It allows you to validate mass entry lines despite a failed posting check. However, when this feature is active, unbalanced entries will be generated in “New” status so that you can modify them and then validate again.

Mass entry: quick actions

Quick actions: three quick actions are available to simplify data entry:

Lines: lines are used to retrieve common information from the document with the same number on the line being created. Example: the system retrieves the dates, description, payment method and condition, third party, etc. and applies them to the line.

Counterparty: used to generate the tax and counterparty lines for the document with the same number. The action is the same as for a simple entry.

Move: resets all fields that are common to previous documents and increments the temporary document number.