How is the Activity Date Selected in Voucher Entry?

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Introduction

Qbyte Financial uses the activity date or the accounting date (if there is no activity date) on a Line Item to determine which DOI it will use to split the costs out to the partners. Major/Minor accounts can be customized to require Activity Dates through the  Chart of Accounts screen.

User input activity dates are validated based on values defined in the System Defaults and Controls screens.

Activity Date Required Flag

The Chart of Accounts screen determines whether an Activity Date is required for a Major/Minor account combination. This screen can be accessed by navigating to the menu and selecting Master Data > Chart of Accounts.

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• If the Activity Date Required check box is selected on a major account, when setting up a new minor account, the Activity Date Required checkbox will be selected by default.

• If the Activity Date Required check box is not selected on a major account, when setting up a new minor account, the Activity Date Required checkbox will not be selected by default.

The Activity Date Required check box can be modified if no line items have been coded to the account. Once a line item has been coded to the account, you will not be able to modify this checkbox.

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Activity Date Customization in System Defaults

Qbyte Financial has two system defaults which affect the validation of activity dates. To modify these system defaults, navigate to the menu and select Administration > System Defaults and Controls.

Navigate to Sub-System 2 Qbyte FM, Sub-Sys Comp 16 Core and search for ACTS012_ACTVY_TO_ACCT_DIFF_MTH or ERR_ACTVY_TO_ACCT_DIFF_MONTHS

System default ACTS012_ACTVY_TO_ACCT_DIFF_MTH determines the activity date that will default in the Actvy Date field on the Line Item in your voucher. The value entered in this system default will determine the number of months prior to the Accounting Period that will be defaulted into the Actvy Date field. 

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Examples:

• If system default ACTS012_ACTVY_TO_ACCT_DIFF_MTH is set to 1, and the Accounting Period on the voucher is 21/12, the value that will default into the Actvy Date field will be 21/11.

• If system default ACTS012_ACTVY_TO_ACCT_DIFF_MTH is set to 2, and the Accounting Period on the voucher is 21/12, the value that will default into the Actvy Date field will be 21/10.

• If system default ACTS012_ACTVY_TO_ACCT_DIFF_MTH is set to 25, and the Accounting Period on the voucher is 21/12, the value that will default into the Actvy Date field will be 19/11.

ERR_ACTVY_TO_ACCT_DIFF_MONTHS 

System default ERR_ACTVY_TO_ACCT_DIFF_MONTHS determines the maximum number of months that the Activity Date can differ from the Accounting Period of the voucher. If you try to code to an activity date that exceeds this tolerance, an error will be displayed. The maximum number of months for this system default is 99.

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Examples: 

• If system default ERR_ACTVY_TO_ACCT_DIFF_MONTHS is set to 12, and the Accounting Period on the voucher is 21/12, the valid activity period range that you can code to is 20/12 and 22/12.

• If system default ERR_ACTVY_TO_ACCT_DIFF_MONTHS is set to 24, and the Accounting Period on the voucher is 21/12, the valid activity period range that you can code to is 19/12 and 23/12.

• If system default ERR_ACTVY_TO_ACCT_DIFF_MONTHS is set to 99, and the Accounting Period on the voucher is 21/12, the valid activity period range that you can code to is 13/09 and 29/03.