DOCENT - Document Entry


What is DOCENT

The entry of all purchase, sales, credit and debit notes is done in options grouped in DOCENT (although many other applications have automatic document creation features). DOCENT is divided in smaller sets of options all working in a very similar way but varying in the type of document or transaction being registered. This division creates three main document entry groups: Invoices, Journal Entries and F&O trading entries. Two more groups of programs complete DOCENT, the Document Recall group that has programs used to amend previous entries and a Miscellaneous group that contains programs with handy features to assist in DOC.

DOCENT handles all manual document entry with the exception of:
  • Cash Management through CASH
  • TRADE driven Sales invoices through SINV and other Invoicing processes
  • TRADE driven Purchase invoices through INVPURCH and other Invoicing processes
  • TRADE driven direct costs e.g. Freight, Haulage invoices through INVDIRECT
  • TRADE driven commission notes through COMNOTE

DOCENT allows for entry of new documents, principally invoices, but also several forms of journal, including temporary adjustments, interest pay/receive, Single Currency adjustments (FRS23) and accruals.

When a document has been entered/saved, the user has the ability to keep the data in the form for re-use or create repeat document for daily or monthly basis (useful for regular billings where document/tax date is not the 1st of the month when CAC can be used as an alternative).

Documents can be setup with authorization and dated in the future; the ITAS overnight process will validate every night whether these forward dated documents are then available to be posted to the ledgers.

Previously posted documents can be recalled for error correction (EJL) or the creation of a new document (DOCREC) based on the posted document.

The system assigned document references (DRP) are viewed for the next numbers to be used, this feature also illustrates other TRADE references to be used.

Documents can be entered and held in suspense until authorisation to update the ledgers is applied. These documents are all viewable from their respective ledger account. Holding documents in suspense is a very useful feature for the control of incoming invoices, i.e. log them into ITAS as suspense, get the necessary authorization and use DOCENT/AVAIL/DAA/AUTH to amend and authorize them.

The DAA aspect of DOCENT allows for corrections before ledger authorisation and a document can be marked as Deleted (DEL) which will result in an entry in the overnight audit report and the removal of the reference from the system. Use the DMR procedure to print the full list of outstanding documents.

Various applications produce documents automatically that can be reviewed/edited before final authorisation e.g. sales (SIE), purchase (PIE) invoices, stock transfers (JNL), liquidation journals (CM), Futures and Options settlements (DAE/SAE), FX journals (FXE).  Some companies want to restrict access/process on documents created by these processes; to achieve that control the ITAS administrator can install the CMP Privileges EDITAUTO, EJAUTO, DELAUTO and can apply the privileges accordingly.

In the DOCENT subsystem, there are many ITAS variations for controlling currency posting including automated single currency  (FRS23, IAS21) target, converting P&L to a single currency etc.

Dhltype application:
1) Invoice: Client
2) Invoice: Vat
3) F&O Settlement Advice: Client
4) F&O Settlement Advice:  Commission/Fees
5) F&O Settlement Advice: Time Suspense
6) F&O Settlement Advice: Internal Time Suspense
7) Cash: PrePayment/Bank Guarantee
8) Cash: Loan
9) Cash: Client
10) Cash: Charges
11) Cash: Balancing client
12) Cash Forex
13) Stock: Intake
14) Stock: Overpumping
15) Stock: Blend
16) Stock: Manual
17) Stock: Intake costs
20) Journal oriented leg i.e. no special recognition needed
21) MLP x 20 type for recognition to update FRS23 values in phys06/12 COS
31) Stock: Intake (same as type = 14) but is also resetting RSE calculation [1Q13]
41) JNI recognition for DOCENT/EJL

Note:  there is a specialist IMPORT Invoices process, right-click on the main DOCENT  page. This enables with specialist .csv construct to enter an invoice per row with details of currency, client a/c, client amount, p&l account, vat account etc.  This will produce a series of unauthorized PI, SI ready for DOCENT/amendment - authorization

Contents of DOCENT - Document Entry

  • PIE - Purchase Invoice Entry

    What is PIE PIE is the invoice entry program. It is used for manually entering purchase invoices into system. Posting to ledgers and matching with other documents is also possible given the privilege level. The ...

  • SIE - Sales Invoice Entry

    What is SIE SIE is the sales invoice entry program. It is used for manually entering sales invoices into system. Authorising to update the ledgers and matching with other documents is also possible provided the ...

  • CNE - Credit Note Entry

    What is CNE CNE is the credit note entry program. It is used for manually entering credit notes: either a credit on a sales invoice or a debit on a purchase invoice or debiting a ...

  • DNE - Debit Note Entry

    What is DNE DNE is the debit note entry program. It is used for manually entering debit notes: either a debit on a sales invoice or a credit on a purchase invoice or crediting a ...

  • JNL - Regular Journal Entry

    What is JNL JNL is a journal entry program. There are many options for entering journal documents, they are basically the same but differ in generating different document references. JNL is one of these ways, ...

  • IJL - Interest Journal Entry

    What is IJL IJL is a journal entry program. There are many options for entering journal documents, they are basically the same but differ in generating different document references. IJL is one of these ways, ...

  • CTA - Temporary Adjustment Journals

    What is CTA CTA produces 2 accounting documents for different accounting periods using the same document reference, whereby the values being entered to the account ledgers are reversed automatically into the next open period. They ...

  • JNI - Journal Entry for Single Currency (Independant)

    What is JNI JNI is a journal entry procedure which allows a company operating single currency to enter adjustments to the target currency with zero postings to the local currency. The CMP/Privilege JNI is needed ...

  • DAE - Client Settlement Entry

    What is DAE DAE is the futures/options settlement advice procedure when not using the automated process from TERM and SETT. This procedure could be used when a commission amount adjustment is needed. These are the ...

  • SAE - Broker Settlement Entry

    What is SAE SAE is the settlement advice entry program. It is used to manually enter broker settlement advices. These are the terminal trading documents used to post the settlement results (futures and options) from ...

  • DAA - Document Amendment and Authorisation

    What is DAA DAA is an amendment program. It is used for amending any details of documents that have not yet been authorised to update the ledgers. Posting to ledgers is also possible given the ...

  • DEL - Document Deletion

    What is DEL DEL is a deletion marking program for un-posted documents held in DAA. Using DEL, documents are marked as 'delete at day-end' and will be removed upon running the day-end audit procedures. Upon ...

  • DOCREC - Recall Posted Document as Proforma

    What is DOCREC DOCREC is a recall program. It is used for recalling a posted document with the objective of using its details to create a new document. Posting to ledgers is also possible given ...

  • AVAIL - Documents Available for Amendment/Authorisation

    What is AVAIL This will list all the documents that have not been fully posted to the ledgers. You click to select one for amendment and/or authorisation.

  • DRP - Next Document Numbers to be Issued

    What is DRP DRP is an enquiry program. It is used to show the next references to be automatically issued by the ITAS system for the different types of documents. Each fiscal year has its ...

  • EJL - Recall Posted Document for Correction

    What is EJL EJL is the only program that can be used to amend/correct the accounting details of posted documents i.e. amounts, accounts, currency, document date... any details may be amended. On saving the changes ...

  • CAC - Accrual Template Maintenance

    What is CAC CAC is used for maintaining the accrual templates, these templates are reviewed every night as a part of the system date roll process, to ascertain what journals can be created/posted. When the ...

  • FXE - FX Journal Entry

    What is FXE FXE is used for entering FX deals, if the full TRS system is not required or there is a need to enter currency translations as an internal control. The result of completing ...

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