Account Assignment Setup
Here you will find the account assignment setup. If you have standard account assignments for certain VAT. You can store them here.
An account assignment setup defines how a document without an order reference is assigned to accounts: for each VAT rate in the document header that has a line in the account assignment setup, SQUEEZE inserts a document line with the stored account and the net amount of that VAT rate – or, through a standard purchase code, several lines across which the net amount is distributed. This pays off for invoices whose individual lines you do not need for posting, such as energy, cleaning, maintenance or office supplies.
Each account assignment setup has a code, the account assignment code. It is applied automatically when the document is imported, or by hand with the Apply Account Assignment Code action on the lines of the document.
Prerequisites
- Account assignment code with lines: the Squeeze Account Assignment Setups list contains a code with at least one account assignment setup line.
- Matching VAT rate: the VAT Rate of a setup line exactly matches one of the tax rates in the document header (Tax Rate, Tax Rate 2 or Tax Rate 3), and the related net amount (Net Amount, Net Amount 2 or Net Amount 3) is not 0.
- Postable accounts: a G/L account is a posting account that is not blocked and allows direct posting; an item is not blocked. A VAT posting setup exists for the VAT business posting group of the document and the VAT product posting group of the line.
- For the assignment on import: the document belongs to the Invoice / Credit Memo document class and has no order reference, the code is assigned in the Document Class Setup, in the Vendor Related Setup or by a rule, and Apply automatically is switched on for it. For the Apply Account Assignment Code action, selecting the code in the list is enough.
- Permissions: with the DEXPRO SQUEEZE User permission set, users can read account assignment setups and therefore apply them to documents. Creating and changing account assignment codes requires DEXPRO SQUEEZE Admin. See Permission sets.
Setup
- Search for the Squeeze Account Assignment Setups list and create a Code with a Description, for example OFFICE.
- Use the Account assignment setup lines action to open the lines of the code, and create one line for each VAT rate you want to assign. You enter the VAT Rate on the Squeeze Account Assignment Setup Line card; each code has exactly one line per VAT rate. The fields of the line are described below under "Account assignment setup".
- Assign the code: in the Account Assignment Code field on the Squeeze FastTab of the Document Class Setup, in the Account Assignment Code field of a vendor's Vendor Related Setup, or by a rule (see Selecting account assignments based on conditions).
- Decide whether the code is applied automatically on import (Apply automatically, Overwrite Squeeze Lines, see below).
The fields of the Squeeze Account Assignment Setups list:
- Code and Description — the account assignment code and what it is for.
- Vendor No. — optional. If it is filled in, the code appears in the selection list of the Apply Account Assignment Code action only on documents of this vendor. The field has no effect on codes assigned through the document class, the Vendor Related Setup or a rule.
- Apply automatically and Overwrite Squeeze Lines — control the assignment on import, see below.
Assignment and automatic application
As soon as an account assignment setup with setup lines has been created and stored in a document class or an vendor related setup, it will be used automatically.
When importing a document from Squeeze, the recognized VAT rates are checked against the setup lines of the stored account assignment setup. If matching entries are found, a check is made to determine whether lines with the stored account assignments may be created. In the standard case, this is only done if Squeeze does not supply any lines.
In addition, it is possible to set up whether an account assignment setup may be used automatically for validation.
This should not be set as default in the document class setup, as this would then apply to all vendors and documents. This option makes more sense for individual vendors (vendor related setup).
For automatically use, you can additionally activate that all squeeze lines of a document are overwritten with the configured account assignment setup lines. ("Overwrite squeeze lines" checkbox).
| Apply automatically | Overwrite Squeeze Lines | SQUEEZE supplies no lines | SQUEEZE supplies lines |
|---|---|---|---|
| off | – | no assignment | no assignment |
| on | off | lines from the account assignment setup are inserted | no assignment, the SQUEEZE lines stay |
| on | on | lines from the account assignment setup are inserted | all lines are deleted, then the lines from the account assignment setup are inserted |
Without Apply automatically the import inserts no lines – not even on documents for which SQUEEZE supplied no lines. The switch works regardless of whether Automatic validation is switched on in the Document Class Setup. Documents with an order reference are never assigned on import. Neither switch has any effect on the Apply Account Assignment Code action.
Account assignment setup
Setup lines are managed separately for each account assignment code.
This is where you create the individual VAT rates for which standard account assignments are to be set.
For each VAT rate you then set the account assignment type.
Account Assignment Type "One Account"
The selection of the account type corresponds to the BC standard:
The description can be customized as desired after selecting the number.
The Type can be G/L Account, Item, Fixed Asset or Charge (Item). When you select the No., the Description of the account is filled in; the Gen. Prod. Posting Group and VAT Prod. Posting Group are taken from the account as long as they are empty. You can change all three fields. If you later change only the no., posting groups that are already filled in stay – check them then. When the document line is inserted, the posting groups of the setup line take precedence over those of the account. You set the dimensions of the line in the Dimensions section or with the Dimensions action.
Business Central determines the VAT percentage of the inserted line from the VAT business posting group of the document and the VAT product posting group of the line – not from the VAT Rate field. That field is only used to find the matching tax rate in the document header. So for the 7% line, choose an account or a VAT product posting group with 7%.
Account Assignment Type "Standard Purchase Code"
Here you can choose the standard purchase code from the recurring purchase lines.
SQUEEZE creates one document line for each line of the standard purchase code, with that line's type, no., description, quantity, unit of measure and dimensions. The posting groups come from the account. The Distribution Type defines how the net amount of the VAT rate is spread across the lines:
| Distribution Type | Quantity of the line | Amount of the line |
|---|---|---|
| Equally | 1 | net amount divided by the number of lines |
| Proportionally by Quantity | quantity from the standard purchase code | the line's share of the total quantity times the net amount; the direct unit cost is that amount divided by the quantity |
| Use Fixed Amount | quantity from the standard purchase code | Amount Excl. VAT of the line in the standard purchase code – regardless of the net amount of the document |
A quantity of 0 in the standard purchase code counts as 1. Rounding differences with Equally and Proportionally by Quantity go to the last line. Text lines without a type are copied as well but get no amount. Business Central only allows an Amount Excl. VAT on G/L account and item charge lines of a standard purchase code; all other lines get an amount of 0 with Use Fixed Amount.
How it works
Which account assignment code applies?
Exactly one account assignment code applies to a document. SQUEEZE determines it in this order:
- Rule: if a rule group is set in the Account Assignment Code field in the Rules section of the Document Class Setup and one of its rules applies to the document, the account assignment code of that rule applies. A matching rule without an account assignment code is skipped.
- Vendor Related Setup: otherwise the Account Assignment Code from the vendor's Vendor Related Setup for this document class applies, if it is filled in.
- Document Class Setup: otherwise the Account Assignment Code on the Squeeze FastTab of the Document Class Setup applies.
On import
When SQUEEZE imports an invoice or credit memo, the account assignment code is only applied if all of these conditions are met:
- No order reference: SQUEEZE found no order number in the document – not in the header, not as an alternative for the order no. and not in any line. Otherwise Order number found is set in the document header and the document is not assigned. This also applies if the automatic order match is switched off or the order number does not exist in Business Central at all.
- An account assignment code applies (see above) and Apply automatically is switched on for it.
- No lines from SQUEEZE – or Overwrite Squeeze Lines is switched on for the code. In that case all lines of the document are deleted first – but only if the account assignment setup inserts a line for at least one tax rate of the document. If none matches, the lines read from the document stay unchanged.
Then, for each setup line whose VAT Rate matches a tax rate in the header, the related net amount is assigned. If that net amount is 0, no line is created for the VAT rate. The import asks no questions.
"Apply Account Assignment Code" action
On the SQUEEZE Document Validation page, choose Functions → Apply Account Assignment Code on the lines. The action works regardless of Apply automatically and Overwrite Squeeze Lines, and also on documents with an order reference. It uses the tax rates and net amounts currently in the document header – so correct them first.
- If a rule or the Vendor Related Setup supplies an account assignment code, the action uses it without asking. Otherwise the Squeeze Account Assignment Setups list opens, showing all codes without a Vendor No. and the codes for the document's vendor; the code from the Document Class Setup is preselected. If you close the list without selecting a code, the action stops with No Account Assignment Setup selected.
- If the code has no setup lines, the action stops with No Squeeze Account Assignment Setup found.
- If the document has an order reference, the system asks: We discovered at least one order number in your document - This feature will delete all existing positions and insert new positions based on tax rates and net amounts of the document header. Do you want to continue? Choosing No cancels the action without changing anything.
- If the document has lines, the system asks: This will delete all existing positions and insert new positions based on tax rates and net amounts of the document header. Do you want to continue? Choosing Yes deletes all lines – including lines allocated to an order or a receipt. Choosing No cancels the action without changing anything.
- The action then inserts the lines from the account assignment setup.
Line account assignment rules do not run by themselves after the action. If you have set some up, choose Functions → Apply Account Assignment Rules afterwards.
Which lines are created
- Account assignment type "One Account": one line with the Type, No. and Description of the setup line, Quantity 1 and the net amount of the VAT rate as Direct Unit Cost. The line gets exactly the dimensions of the setup line; default dimensions of the account are not added. If the setup line has no dimensions, the document line initially has none either.
- Account assignment type "Standard Purchase Code": one line per line of the standard purchase code, distributed according to the Distribution Type (see above).
The new lines are appended after any existing lines, in ascending order of the VAT rates.
If Autocomplete is set to Automatic and the document has no Order No., it runs right after the lines are inserted – on import as well as with the action. If autocomplete has learned a description or dimensions for the vendor and the account, they replace the values from the account assignment setup; an entry without a description or without dimensions leaves the values from the account assignment setup in place.
Order of steps on import
- Header and lines are created from SQUEEZE.
- Autocomplete (only with option Automatic and without an order no.)
- Order numbers are collected and Order number found is set if there are any; automatic order match, if set up
- Account assignment via the account assignment setup (only without an order reference), followed by autocomplete
- Line account assignment rules – a matching rule also overwrites the account of a line from the account assignment setup
- Automatic validation, if enabled
Examples
Example 1: Invoice with 19% and 7%
An office supplier (vendor 44000) delivers office supplies and specialist books. Its invoices have no order number, and you do not need the individual lines. The vendor's Vendor Related Setup holds the account assignment code OFFICE, for which Apply automatically is switched on. OFFICE has two setup lines:
| VAT Rate | Account Assignment Type | Type | No. | Description | VAT Prod. Posting Group |
|---|---|---|---|---|---|
| 7 | One Account | G/L Account | 6820 | Periodicals, books | group for 7% |
| 19 | One Account | G/L Account | 6815 | Office supplies | group for 19% |
From an invoice, SQUEEZE reads Tax Rate 19 with Net Amount 250.00 and Tax Rate 2 7 with Net Amount 2 80.00 in the header, but no lines. On import, two lines are created:
| Type | No. | Description | Quantity | Direct Unit Cost | VAT % |
|---|---|---|---|---|---|
| G/L Account | 6820 | Periodicals, books | 1 | 80.00 | 7 |
| G/L Account | 6815 | Office supplies | 1 | 250.00 | 19 |
Together they make up the 330.00 net of the document header. If the next invoice contains only office supplies at 19%, only the 6815 line is created. Had SQUEEZE supplied lines, the document would stay unchanged – unless Overwrite Squeeze Lines is also switched on for OFFICE.
Example 2: Distributing cleaning costs across three cost centres
A cleaning company invoices the cleaning of the whole building every month at 19% VAT. The costs are to be spread across three cost centres. For this, Business Central has the standard purchase code CLEANING with three lines, all on G/L account 6330 (Cleaning):
| Line | Cost centre | Quantity | Amount Excl. VAT |
|---|---|---|---|
| 1 | ADMIN | 2 | 250.00 |
| 2 | PRODUCTION | 5 | 450.00 |
| 3 | SALES | 3 | 300.00 |
The account assignment code CLEANING has one setup line with VAT Rate 19, Account Assignment Type Standard Purchase Code and Standard Purchase Code CLEANING. For an invoice of 1,000.00 net, these lines are created depending on the Distribution Type (quantity × direct unit cost = line amount):
| Cost centre | Equally | Proportionally by Quantity | Use Fixed Amount |
|---|---|---|---|
| ADMIN | 1 × 333.33 = 333.33 | 2 × 100.00 = 200.00 | 2 × 125.00 = 250.00 |
| PRODUCTION | 1 × 333.33 = 333.33 | 5 × 100.00 = 500.00 | 5 × 90.00 = 450.00 |
| SALES | 1 × 333.34 = 333.34 | 3 × 100.00 = 300.00 | 3 × 100.00 = 300.00 |
| Total | 1,000.00 | 1,000.00 | 1,000.00 |
If the invoice amount rises to 1,100.00, Equally (366.67 / 366.67 / 366.66) and Proportionally by Quantity (220.00 / 550.00 / 330.00) distribute the new amount. Use Fixed Amount still sets 250.00 / 450.00 / 300.00 – you balance the difference of 100.00 by hand.
All three lines have the same G/L account. Autocomplete recognises lines from the account assignment setup only by type and no. If it has learned an entry with dimensions for G/L account 6330 for this vendor and is set to Automatic, all three lines get the same dimensions. So set autocomplete to Manual or Never in this vendor's Vendor Related Setup, or delete the entry.
Example 3: A code for a single vendor, documents with an order number
The Document Class Setup holds the account assignment code GENERAL, without Apply automatically. For an energy supplier (vendor 70000) there is a Vendor Related Setup with the account assignment code ENERGY: Vendor No. 70000, Apply automatically on, one line for 19% with G/L account 6325 (Gas, electricity, water) and the cost centre ADMIN.
- Monthly invoice of the energy supplier without an order number: on import, one line on 6325 with the net amount and the cost centre ADMIN is created.
- Invoice of the energy supplier on which SQUEEZE found an order number: Order number found is set in the header, and nothing is assigned on import. If you choose Apply Account Assignment Code, the action uses ENERGY without a selection list – after the question about the order number.
- Invoice of another vendor without a Vendor Related Setup: GENERAL applies; because Apply automatically is off there, nothing is assigned on import. The action opens the selection list with GENERAL preselected. ENERGY does not appear in it, because vendor no. 70000 is entered on it.
Limitations
- Assignment only works on the three tax rates in the document header, and the VAT rate must match exactly. If the same tax rate appears twice in the header, only the first net amount is assigned.
- If there is no setup line for a tax rate of the document, its net amount is missing from the lines. Unless the line comparison is disabled, the plausibility check reports the difference between header and line amounts.
- Use Fixed Amount takes the amounts from the standard purchase code even if the invoice is for a different amount. The net amount of the VAT rate must still not be 0, otherwise no line is created.
- The dimensions of a line come only from the setup line or the line of the standard purchase code – and from autocomplete, if it applies. Default dimensions of the account are not added.
- Unlike autocomplete and line account assignment rules, the account assignment setup checks the account when inserting the line: a blocked G/L account, a G/L account without direct posting or a blocked item causes an error message – on import as well as with the action.
- On import, assignment only happens in the Invoice / Credit Memo document class and only without an order reference.
- Exactly one account assignment code applies to a document; several codes cannot be combined.
Troubleshooting
No lines are created on import
- Is Order number found set in the document header? Then nothing is assigned on import. Drilling down on the field shows which order numbers were found. Apply the code with the Apply Account Assignment Code action.
- Does the document belong to the Invoice / Credit Memo document class?
- Which account assignment code applies? Check rules, Vendor Related Setup and Document Class Setup in this order. Remember that a Vendor Related Setup took over the code of the document class when it was created.
- Is Apply automatically switched on for that code?
- Did SQUEEZE supply lines? Without Overwrite Squeeze Lines the document then stays unchanged – with it as well, if no tax rate of the document matches the account assignment setup.
- Does the VAT Rate of a setup line exactly match Tax Rate, Tax Rate 2 or Tax Rate 3, and is the related net amount not 0?
Message "No Squeeze Account Assignment Setup found."
The account assignment code has no setup lines. If the code comes from a rule or from the Vendor Related Setup, the action uses it without a selection list – create lines for this code or enter a different code there.
Message "No Account Assignment Setup selected."
You closed the selection list without choosing a code. Nothing was changed on the document.
Message "No DXP SQZ Document Lines found."
This message can appear with the account assignment type Standard Purchase Code and the distribution type Equally or Proportionally by Quantity if the standard purchase code contains no line with a type and no. Complete the standard purchase code.
The line has the wrong VAT percentage
The VAT percentage comes from the VAT product posting group of the line. Enter the matching VAT Prod. Posting Group on the setup line, or choose an account whose group matches the VAT rate.
Error message about the no. or the account
With the account assignment type One Account no No. is entered, or the account has been blocked in the meantime or does not allow direct posting. Correct the setup line.
The lines do not add up to the net amount of the document
A setup line is missing for one of the tax rates, the same tax rate appears twice in the header, or the distribution type is Use Fixed Amount.
Dimensions are missing or different
The line only gets the dimensions of the setup line – enter all the dimensions you need there. A learned autocomplete entry or a line account assignment rule can change them afterwards.
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