DATA CAPTURE
COURSE MAP
During the next sessions on
DATA.CAPTURE module, we
shall be discussing
•
The DATA.CAPTURE MODULE
structure and links
•
Special features of T24
DATA.CAPTURE module
•
User needs such as Reports,
Accounting, EOD
•
Example inputs in relevant
applications, files
DATA
CAPTURE
2
OBJECTIVE
• Understand the mechanism of DATA CAPTURE
• ID creation
• How entries are input and authorisation done
• Special features
• Enquiries and Reports
• Understand the working through examples
3
COURSE AGENDA
SESSION I
•
•
STRUCTURE
–
Introduction
–
Functionalities
FEATURES
–
Linked tables and applications
–
BATCHES and ENTRIES
–
Authorising a BATCH
BREAK
SESSION II
•
•
USER NEEDS
–
Enquiries and Reports
–
End of Day/Close of Business process
EXAMPLES
–
Examples and Workshop exercises
4
INTRODUCTION
5
INTRODUCTION
INTRODUCTION
• Basic method of raising accounting entries in T24
• Captures entries for which an automated system is not yet available.
• Record generates one accounting entry only
• Items are grouped in batches
• Each batch must have balancing entries in local currency
• Authorisation on batch by batch basis
6
FUNCTIONALITIES
7
INPUT VALIDATION
FUNCTIONALITIES
INPUT
VALIDATION
SYSTEM
UPDATE BATCH
BALANCE
OVERRIDE
8
TYPES OF TRANSACTION
FUNCTIONALITIES
•
Local currency entries
•
Foreign currency entries
•
Profit and Loss entries
– Customer related
– Product related
9
DATA CAPTURE MENU
FUNCTIONALITIES
Depending on the accounting requirements you can use customized
Versions
• Local currency
• Foreign Currency
• Reversal
• Product/customer related
• Authorization of accounting entries
10
DATA CAPTURE MENU
FUNCTIONALITIES
11
FILES AND APPLICATIONS
12
LINKED FILES AND APPLICATIONS
FILES AND APPLICATIONS
• ACCOUNT.CLASS
• TRANSACTION.CODES
• DC.ADVICES
• ACCOUNT.PARAMETER
• DATA.CAPTURE
• CURRENCY
13
ACCOUNT.CLASS
FILES AND APPLICATIONS
DATA.CAPTURE requires two records in this file.
•
SUSPENSE
•
DIFFERENCE
14
ACCOUNT.CLASS- SUSPENSE
FILES AND APPLICATIONS
• Holds definition for default Internal SUSPENSE account to pass
Debit/Credit entries when
– The correct account is not known
– The account cannot be used
• Category 14900 – internal account
• Used during COB, for placing batches that have been left
unauthorized.
15
ACCOUNT.CLASS- SUSPENSE
FILES AND APPLICATIONS
16
ACCOUNT.CLASS- DIFFERENCE
FILES AND APPLICATIONS
• Contains CATEGORY CODE for Daily Difference
• Category Code 14301 – internal account.
• Used for balancing the items, if a batch is found to be out of
balance
17
ACCOUNT.CLASS- DIFFERENCE
FILES AND APPLICATIONS
18
TRANSACTION
FILES AND APPLICATIONS
For accounting entries
• Indicates whether entry is debit or credit
• Used for defining transaction charges
• Used in statements as reference
• Transaction Code - 98 for Credit
• Transaction Code - 99 for Debit
19
TRANSACTION CODE- DEBIT
FILES AND APPLICATIONS
20
TRANSACTION CODE- CREDIT
FILES AND APPLICATIONS
21
TRANSACTION CODES
FILES AND APPLICATIONS
• Values 1 - 999 only allowed
•
For Data Capture, values 1 - 99
•
98 and 99 for Credit and Debit balancing
•
In addition 100 - 109 are for Internal and General use
22
DC.ADVICES
FILES AND APPLICATIONS
• Contains only one record.
• Controls advice printing within DATA.CAPTURE module
• Specifies which of the LOCAL.REF field is to be used to request the
production of an advice
• Production of advices is requested by input in a LOCAL.REF field at
the transaction level
• Enables recording the delivery reference for the advice produced.
23
DC.ADVICES
FILES AND APPLICATIONS
24
RELATED TABLES - CURRENCY
FILES AND APPLICATIONS
When a specific Exchange
rate is not input for FC
transactions, Middle rate
of Currency table
will be used
25
POSTINGS – INTERNAL ACCOUNTS
FILES AND APPLICATIONS
MANDATORY FIELDS
•
Account Number
•
Sign: “D” (Debit) or “C” (Credit)
•
Amount: Either local or foreign currency
•
Transaction code
•
Value Date (However defaults to today, if not input)
26
BATCHES AND ENTRIES
27
BATCH
BATCHES AND ENTRIES
• Each accounting entry is created as a single transaction
• When combined, they form a BATCH
• A valid BATCH must have at least 2 items
• Must always be balanced
• Single entry can also be balanced by many items
28
BATCH ID
BATCHES AND ENTRIES
• DDDD.BBB.SSS
–
4 Num characters = Dept Code (DDDD)
–
3 Num characters = Batch Number (BBB)
–
3 Num characters = Item Number (SSS)
• System will recognize as follows :
–
6 Num characters : Batch Number +Item No
–
7 Num characters : Dept Code + Batch No
29
MORE ON ID
BATCHES AND ENTRIES
• When full key is entered existing item will be shown regardless of
the user department of the inputter.
• The department code of the user will be defaulted
• The next batch number available for that department and the first
item will default to 001
30
ID RECOGNITION
BATCHES AND ENTRIES
• 7 Digit ID:
– When a seven digit ID is entered, the System validates it as
Department Code + Batch Number.
– It treats it as though a full key has been entered and next item in the
batch to be entered is shown
• 6 Digit ID:
– When a 6 digit id is entered, the System validates it as Batch Number
+ Item Number.
– The Department code of the user will be defaulted. The next item in the
batch will be shown for entry.
31
ENTRIES
BATCHES AND ENTRIES
•
In other applications in T24 single transaction may create multiple
accounting entries.
•
DATA.CAPTURE
transaction.
•
When this transaction is combined with other transactions then it
becomes a batch.
•
Entries are nothing but individual debits or credits (STMT.ENTRY or
CATEG.ENTRY) created by T24 or DATA.CAPTURE item.
creates each accounting entry as a single
32
DATA CAPTURE ITEM
BATCHES AND ENTRIES
• It is nothing but a Data Capture record.
• The record generates single accounting entry.
• Either Debit or Credit entry is raised
– Example: To charge a simple fee would require one item to debit a
client’s account, and another item to credit the P&L income account.
• This is a simple ‘BATCH ’.
33
BATCHES
BATCHES AND ENTRIES
•
Batches are groups into which items are separated for control
purposes.
•
Batch could be a single debit/ Credit to a Account,
•
Balanced by many credits to different accounts.
– Dr NOSTRO Account
USD 10000
– Cr CUSTOMER I
USD 3000
– Cr CUSTOMER II
USD 5000
– Cr CUSTOMER III
USD 2000
34
UPDATING ENTRIES
BATCHES AND ENTRIES
• Accounting updates are done
– on-line.
– During Close of Business- C.O.B
• Online update done for entries
– fully authorised
– Balanced
• Updates take place only during COB, if a BATCH
– has not been balanced
– Fully authorized
35
RULES FOR BATCH NUMBERS
BATCHES AND ENTRIES
• If an item number is not entered then the next available item
number within the Batch will be used.
• System will allow 1 to 998 items per batch.
• The item 999 is reserved for difference item to be raised during
COB .
• System will allocate BATCH numbers in sequence.
• Specific User input for Batch number is also allowed.
36
RULES FOR BATCHES
BATCHES AND ENTRIES
• The batch total of debits and credits in local currency will be shown
above the item input
• Enables viewing of batch balance during the batch entry stage.
• A valid batch must have at least two items - one debit and one
credit
37
AUTHORISE A BATCH
38
AUTHORISING ENTRIES
AUTHORISE A BATCH
• Normally made on a batch basis.
• View the Unauthorised batches - DC E
• Enter the Authorise function against the batch
• First record will be displayed for your review.
• Press F5 and validate that record, then request the next for
approval using the F3 key.
• Alternatively, use the F6 key as this validates the current record and
retrieves the next automatically.
39
ADDING ENTRIES TO A BATCH
AUTHORISE A BATCH
• View the unauthorised batches, DC E
• Enter the Input function against the appropriate batch.
• Next available record id will then be used and a blank record ready
for input will appear.
• Can also use a direct command i.e. DC I 3000100003 would take
you to the third record in batch 100 of department 3000, if it has
not already been used the record will be blank.
40
DELETION
AUTHORISE A BATCH
• A direct deletion can be made by inputting the record ID
• From a list of the unauthorised batches, enter the Exception
function against the relevant batch and then use the Deletion
function against the record chosen
41
AMENDING UNAUTHORISED RECORDS
AUTHORISE A BATCH
• View the unauthorised batch list, DC E
• Use the Exception function against the appropriate batch.
• Use the Input function against the one needs to be amended, from
the standard list of records in the batch
• The direct command i.e. DC I 3000100001 would take you to the
first record,
• Standard warning that you are overtaking the input of another user,
if record is not created.
42
ACCOUNTING ENTRIES
AUTHORISE A BATCH
• A compensating suspense account item can be automatically
generated for any unbalanced batch,
• Also possible to automatically balance a batch
• Reversals are not possible
• Field REVERSAL.MARKER can be set to off-set the original entry
without impacting interest, charges or statements. which will offset
the original entry, provided the statement has not been issued
already
• Turnover or transaction charge, originally entered will be cancelled.
43
AUTHORISATION- BLOCKING
AUTHORISE A BATCH
• A BATCH cannot be left unbalanced when field DC.BALANCED is set
to ‘LOCK’ in file ACCOUNT.PARAMETER
• Options available are:
– ‘delete’ the batch
– ‘hold’ the batch
– continue inputting until the batch balances.
• Batch may be left unbalanced if set to ‘YES’, after exercising the
options to ‘delete’ or ‘hold’ the batch.
44
ZERO AUTHORISATION
AUTHORISE A BATCH
• Items will be written and authorised only after the whole batch has
been input and the features of the blocking options have been
applied.
• Authoriser will be displayed as the inputter followed by ‘/A’.
• If the batch is left unbalanced then all items of the batch will be in
an unauthorised status.
• Individual items will not be written to the journal
• all items of the batch should be viewed and committed for the
BATCH to stand authorised
• Committed items are aborted if the batch is left in the middle of
authorisation
45
EXCEPTIONS
AUTHORISE A BATCH
• No authorisation is allowed if:
– Batch is unbalanced
– There is at least one item in ‘hold’ status in the batch
– If Authoriser has input at one least item in the batch
• If the authoriser does not have the class to override at least one
item in the batch, then all items of the batch will have the status
‘NAO’ after the 1st level authorisation.
• File DC.BATCH.CONTROL will hold a list of the items on hold under
ITEMS.ON.HOLD, a list of the inputters to the batch under
INPUTTERS and list of the override classes required for the batch
under OVERRIDE.CLASS.
46
EXAMPLE RECORD - AUTHORISING
AUTHORISE A BATCH
47
AUTHORISING CONT…
AUTHORISE A BATCH
48
SEE – THE AUTHORISE BATCH
AUTHORISE A BATCH
• After a Batch is authorised, it can only be printed
49
FUNCTIONALITY INCLUDED
AUTHORISE A BATCH
•
CAN DELETE AN ENTRY
•
CAN ADD ENTRIES TO A BATCH
•
CAN AMEND AN ENTRY
•
CAN AUTHORISE ENTRIES
•
CAN DELETE AN ENTRY
50
DATES
AUTHORISE A BATCH
• Value date and Exposure dates are defaulted from settings in
Transaction record.
• Can be changed at input stage in Data Capture
51
MORE ON DATES
AUTHORISE A BATCH
• VALUE.DATE:
– date from when the entry is included for calculation of interest .
– Defaults based on the BC.SORT.CODE record
• EXPOSURE.DATE:
– Date on which credit entry is included in the available balance
– Interest calculations can be allowed, but any withdrawal before this
date requires an override
52
DATA CAPTURE BATCH ID
AUTHORISE A BATCH
53
ENQUIRIES
54
LIST OF ENQUIRIES
ENQUIRIES
• ENQ DATA.CAPTURE.BATCH
• ENQ DATA.CAPTURE.JOURNAL
• DC.L.ALL
• DC.E.ALL
• DC.L.XXXX
• DC.E.XXXX
XXXX- DEPARTMENT CODE
55
ENQ DATA.CAPTURE.BATCH
ENQUIRIES
• Exception list of Batches left unauthorised
• Deletion of an entry
• Addition of an entry to a batch
• Amending an entry
• Authorising entries on batch basis
56
ENQ DATA.CAPTURE.JOURNAL
ENQUIRIES
• Entries, dates and totals of specific batches
• Used for providing a hard copy of the report during COB
57
OTHER ENQUIRIES
ENQUIRIES
• DC.L.ALL
Lists all authorised batches
department-wise
• DC.E.ALL
Lists all unauthorised
batches department-wise
(Press F5 to get the next list)
• DC.L.XXXX
Lists all authorised batches
by specific department
• DC.E.XXXX
Lists all unauthorised
batches by specific department
58
ENQ DATA.CAPTURE.BATCH
ENQUIRIES
59
ENQ DATA.CAPTURE.JOURNAL
ENQUIRIES
60
DATA.CAPTURE.JOURNAL
ENQUIRIES
61
PROFIT AND LOSS ENTRIES
ENQUIRIES
MANDATORY FIELDS
•
Profit and Loss Category (50000+)
•
Sign : “D” (Debit) or “C” (Credit)
•
Amount : Local or Foreign Currency
•
Transaction Code
•
Account Officer or Customer ID
•
Product Category
62
REPORTS
63
LIST OF REPORTS
REPORTS
• DATA.CAP.ACTIVITY.JNL
• DATA.CAP.DIFF.ENTRIES
• DATA.CAP.SUSP.ENTRIES
• DATA.CAPTURE.JOURNAL
• ENQ DATA.CAPTURE.JOURNAL
64
DATA.CAP.ACTIVITY.JNL
REPORTS
• Hard-coded EOD report
• Uses routine DC.REP.PH
• Batches input for each department
• Used for Audit purposes
65
DATA.CAP.DIFF.ENTRIES
REPORTS
• Hard-coded
• Produced whenever checked for differences in EOD
• Uses routine DC.SUS
• Produced even if no DIFFERENCE entries are produced.
66
DATA.CAP.SUSP.ENTRIES
REPORTS
• Hard-coded
• Produced whenever EOD raises SUSPENSE entries for DC
• Generated even if no Suspense entries are raised
• Uses routine DC.SUS
67
END OF DAY PROCESS
68
DATA.CAPTURE.JOURNAL
END OF DAY PROCESS
• Produced during COB
• Run in the Batch record EOD.DATA.CAPTURE
• Produced from ENQ DATA.CAPTURE.JOURNAL
• Can be viewed on-line through Verify: ENQUIRY.REPORT
• Can be customised for all batches by department and for entries in
each batch.
69
WORKSHOP
70
WORKSHOP
• Input a Debit to your account with US $ 10 towards interest
adjustment debit
• Use appropriate Transaction code for Debit that allows Data Capture
• Input a Credit to a Customer’s GBP account with GBP 10 towards
interest credit
• Use appropriate transaction code
• Pass corresponding Credit and Debit entries to the entries passed
for P & L Account - interest expense
71
WORKSHOP
• Authorise the batch.
• After that, try to see the records authorised.
• Reverse the credit entry of GBP 10 passed
• Reverse its corresponding debit entry passed also.
• Authorise the first entry
• Delete the second entry
72
EXAMPLES
73
7 DIGIT ID – DEPARTMENT CODE
EXAMPLES
74
6 DIGIT ID – BATCH NUMBER
EXAMPLES
75
DEBIT – INTERNAL ACCOUNT IN FCY
EXAMPLES
76
CREDIT – INTERNAL ACCOUNT IN FCY
EXAMPLES
77
DEBIT – P/L ACCOUNT IN LCY
EXAMPLES
78
CREDIT – P/L ACCOUNT IN FCY
EXAMPLES
79
LOCAL CURRENCY VERSION
EXAMPLES
80
LOCAL CURRENCY VERSION
EXAMPLES
81
FOREIGN CURRENCY VERSION
EXAMPLES
82
FOREIGN CURRENCY VERSION
EXAMPLES
83
FOREIGN CURRENCY VERSION
EXAMPLES
84
P&L CUSTOMER RELATED
EXAMPLES
85
LOCAL CURRENCY VERSION
EXAMPLES
86
DATA.CAPTURE,AUTH
EXAMPLES
87
FINAL WORD
We have now understood
• The concept of DATA CAPTURE with its special features
• Accounting entries that are raised and
• Related Enquiries and Reports
88