Selecting account assignments based on conditions

Account assignments can be linked to conditions, so that SQUEEZE picks the right account assignment setup for a document automatically.

Setup

Open the Document Class Setup of the document class. In the Rules section at the bottom, create a new value in the Account Assignment Code field.

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This value is a rule group. From now on, account assignments can be set by rules: in this rule group you create and define individual rules, for example one per vendor.

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Example

A rule for an insurance company as vendor:

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The upper part of the rule defines the if. Your conditions can refer to any field of the SQUEEZE document header and to any information linked to it, compared with the various operators. Conditions can be combined with AND or OR.

Example: if the vendor no. equals 4711 AND the Description field of a document line contains "Examination fee", the then is applied. It is defined in the lower DEXPRO Squeeze part of the rule, where you select the matching account assignment setup in the Account Assignment Code field.

The account assignment setup

The account assignment setup itself defines which VAT rates are taken into account and how they are assigned. This lets you handle the VAT rates of each vendor specifically, so that invoices with several VAT rates are later assigned automatically in one go.

An example for a VAT rate of 19%:

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• At the top is the VAT Rate to be assigned.
• In the middle is the account assignment itself.
• At the bottom are the shortcut dimensions, such as cost centre or cost object, which are also set by the automatic account assignment.

Which account assignment setup is used: if a rule of the rule group applies and has an account assignment code, that code is used. Otherwise SQUEEZE takes the account assignment code from the Vendor Related Setup of the vendor and, failing that, the one in the document class setup.

This way, a requirement like the one in the example can be met in the standard app without any programming.

Assigning accounts to individual lines by rule

The account assignment code above chooses one account assignment setup for the whole document. Line account assignment rules work on each document line on its own: a rule gives every line that matches it an account and dimensions. For example, all lines whose description contains "Freight" can go to a freight G/L account with the cost centre of the logistics department.

Setup

1. Open the Document Class Setup of the document class. In the Rules section, create a new value in the Line Account Assignment field. Like the account assignment code, this value is a rule group.
2. Create the rules of this rule group. Their conditions can refer to the document line as well as to the SQUEEZE document header and the other linked information. Conditions on the document line are checked against each line on its own, which is why the rule card does not show the Record Match Type for these rules.
3. Define the then in the lower DEXPRO Squeeze part of the rule, group Line Account Assignment:
   • Account Type and Account No. — the G/L account, item, resource, fixed asset or item charge the line gets. Leave Account No. empty to only add dimensions.
   • Gen. Prod. Posting Group and VAT Prod. Posting Group — replace the posting groups the line takes from the account, for example to match the VAT rate of the document. Leave them empty to keep those of the account.
   • Dimensions — the shortcut dimensions the line gets. The Line Dimensions action on the rule edits all dimensions of the rule, including those without a shortcut.

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How the rules are applied

The rules run automatically when an invoice, credit memo or order confirmation is imported from SQUEEZE. They run after the other automatic steps of the import, such as autocomplete, the order match and the account assignment by VAT rate, so they see the final lines. They run before an automatic validation, so the assigned accounts are transferred to the target document.

• For each line, the rules are checked in the order of their Sequence No. Only active rules that are currently valid count. The first rule whose conditions match is applied, and no further rule is checked for that line. A line that no rule matches stays as it is.
• A matching rule without an account and without dimensions leaves the line unchanged and keeps the rules after it away from that line. Use such a rule to exclude lines.
• A matching rule overrides the account a line already has, including one set by the account assignment setup.
• Quantity, direct unit cost, discounts and line amount stay exactly as read from the document.
• Lines allocated to an order or receipt line are skipped: their account comes from that line.
• The dimensions of the rule are added to those the line already has, for example the default dimensions of the account. If both have a value for the same dimension, the rule wins.
• The Item Match Method field of the line shows which rule assigned the account, for example Assigned by account assignment rule FREIGHT (Freight costs). The field is hidden by default; add it to the lines by personalising the page.

An account that has been blocked since the rule was set up does not stop the import. The plausibility check of the document reports it.

Applying the rules again

After you have changed a rule or corrected the lines, choose Functions → Apply Account Assignment Rules on the lines of the SQUEEZE document. A message shows how many lines a rule was applied to, for example The account assignment rules were applied to 3 of 5 lines.

If the document class has no rule group in the Line Account Assignment field, the action stops with Line Account Assignment is not set up for document class … followed by the document class.