Presentation

The Accounting setup page allows you to manage the various parameters related to your accounting one by one. To get to this page, simply follow the path Accounting -> General Ledger Setup.

Please note that this information will be used by the various folders of Open Bee™ Scan Capture that do not have a specific configuration. Otherwise, their configuration will be used and it will not be overwritten by your changes

Setting up labels

Simple Label

The ledger entry labels are fully customizable and can be edited independently for each type of ledger journal.

All you have to do is write the desired text in the field provided after selecting the type of journal for which the format is intended.
To use the variables made available by Open Bee™ Scan Capture enter % ; A dialog box with the variables will appear. All you have to do is select the desired variable.

Scripted Label

To choose a scripted label, simply check the box for this option. Open Bee™ Scan Capture will then offer you to see your label’s script.

A window will open where you can create a JavaScript script that can adapt to the different values of your invoices’ indexes. To create this script, you can use the page provided for this purpose.

Configuration

Open Bee™ Scan Capture allows you to change different configuration settings such as:

• Maximum Label Length: This option allows you to choose the maximum length of ledger entry labels allowed in Open Bee™ Scan Capture. Larger labels will be truncated
• Length of G/L Account Numbers: This parameter is used for the creation of accounts from Open Bee™ Scan Capture, G/L Accounts will be automatically filled with 0’s if they are too short
• Length of third-party account numbers: This setting is used for creating accounts from Open Bee™ Scan Capture , third-party accounts will be limited to the number chosen for this setting
• Allow Negative Values: This option allows you to choose whether to allow Open Bee™ Scan Capture to have negative values in its ledger entries:
  • If checked: Values will remain negative in the debit or credit column
  • If the box is unchecked: A negative or debit value will automatically turn into a positive value on credit and vice versa.
• Merge Identical Accounts: This option merges the different ledger lines generated on an entry that has the same account number. This merger is done by adding up all the amounts on the lines involved
• Fiscal Year Link: This list allows you to choose which Date index will determine the fiscal year in which the invoice is located
• Analytical deviation: This list is used to determine the action to be taken when an analytical breakdown results in a deviation Example: breakdown over 2 sections at 50% of 115.33
  • None: Performs no action; The user will choose
  • Allowed: Allows the user to validate even if the analytics are unbalanced
  • Balance on the last row: Adds the discrepancy to the total of the last broken down section

Reversal of Entries

This part will allow you to determine which values will cause a column inversion for the amounts of the accounting entries. Indeed, if Open Bee™ Scan Capture detects that the value of an index corresponds to one of the values in this table, it will transpose the amounts normally debited on the credit column and vice versa.

In the Index column: You will need to select the index on which you want to add a specific value.
In the Value column: The specific value in question

Display

On the second tab of this page, you will be able to make changes to the display of your ledger entries. This change can be made independently on the two pages displaying the accounting entries in Open Bee™ Scan Capture:

• The videocoding page
• The batch management page
  

Add a column

To add a column, simply click on the button provided (see image above). A new column is then added for both pages, all you have to do is edit it

Edit a column

To edit a column, select the column in question and double-click it. You will then enter edit mode.

On the left side of your column, you can enter the desired name for it.
On the right-hand side, you can select the index on which this column is linked. It will then display the value of that index on each row
A checkbox allows you to disable the column on either page to customize your display as you see fit

Delete a column

To delete a column, simply right-click on the column in question and choose the delete action from the displayed menu.

The index values used to populate a column of the ledger entries are retrieved when the ledger entries are generated . These values can then be modified manually according to the accountant’s needs, but once the entry has been posted, the values are frozen in the accounting entry which is placed on hold for export in batch management.

Open Bee™ Portal Validation

As part of a validation circuit present in Open Bee™ Portal, it is possible to intervene in the export of entries in batch management by warning or blocking documents that have not been validated.

Parameterization

To enable this feature specific to each document type, you need to check the box:

To bring up related options:

• The first option allows you to allow or disallow the export of entries that have not yet been validated in the workflow
• The second option allows you to choose a specific workflow task from which entries can be exported to the general ledger. Tasks are represented by their name, and preceded by the name of their workflow to which they belong. In the event that no task is defined, the document is considered validated when it successfully completes the workflow. If, on the other hand, it is ejected from the workflow, it is considered rejected.

Batch Management

This validation occurs on the batch management page when opening a batch that has not yet been posted. For each ledger entry, an icon indicating its status will be visible next to or instead of the selection box:

	Blocking	Non-blocking
Document awaiting validation
Rejected document
Validated Document