Interface Rules

Owned by Sue Michael (Unlicensed)
Last updated: Nov 05, 2020 by Diane Partridge
5 min read

Overview

The general ledger dissections are broken up based upon a set of Interface Rules that are applied to a transaction type.
The Interface rules are pre-set and usually not touched.
The only real-time you would change interface rules is if you have chosen to break up the standard Readysell chart of accounts to be by Department (what we call Product Category).
If this is the case, you need to ensure you have a chart of account to stand for each product category required, a product category set up, the general account then needs to be assigned to the correct product category account and the product category assigned to the product itself.
Then you can make changes to the Interface rule if you wish to dissect against the Product Category etc.

If there is a product that is in a Product Category that you don't want to apply this interface rules to, you will need to create a new product category and apply this product category to the product.

Please also note, on Non Stock Products the costing method for each Product Category needs to be set up correctly.


Please note:  If you create sub-department chart of accounts, that is you have decided later on to break up Sales Revenue by Department being Sales Revenue Stationery, Sales Revenue Furniture etc, you need to speak to Readysell.
Creating a sub-department chart of accounts after you have been using the standard chart of accounts does not mean that all previous general ledger postings will be moved to the newly created general ledger account for that department.

See link Setting up of a Non Stock Product Category that is a form of a service


  1. From the Navigation>"Administration"> "Interface Rules"

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  2. The Interface Rules browse window opens

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  3. The left-hand side shows the Transaction Types and their fields
  4. The right-hand side shows the:
    1. Transaction Type - the Code and the Name of the Transaction Type
    2. Field - select from the drop-down box the type of field it is
    3. Debit/Credit - select from the drop-down box if the field is a Debit or a Credit
    4. Narrative - this is any further information on the Transaction type Interface Rule
    5. Override Site - usually, this field is left blank unless you are multi-site and wish to dissect a specific transaction type against another general account for another site and not the site that the transaction was created at.
    6. Tab Account
      1. Turn the relevant flag/s on by left-clicking on them to select which ones apply.  Leave the flags off for any that don't apply to this rule.
      2. Category Account - select from the drop-down box if there is a Category Account for this Interface Rule
      3. Specified Account - select from the drop-down box the specified account
      4. Specified Account Site - select from the drop-down box the specified account site
  5. If you make any changes, use the button Save to save those changes.
  1. You can Create a New Interface Rule by left-clicking on the button New (top right-hand corner) or if the rule is similar to an existing tranasction type, click on Copy and make the appropriate changes.

  2. Interface Rule window opens

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  3. The left-hand side shows the Transaction Types and their fields
  4. The right-hand side shows the:
    1. Transaction Type - the Code and the Name of the Transaction Type
    2. Field - select from the drop-down box the type of field it is
    3. Debit/Credit - select from the drop-down box if the field is a Debit or a Credit
    4. Narrative - this is any further information on the Transaction type Interface Rule
    5. Override Site - usually left blank unless you are multi-site and wish to dissect a specific transaction against another gl account for another site and not the site that the transaction was created.
    6. Tab Account
      1. Turn the relevant flag/s on by left-clicking on them to select which ones apply.  Leave the flags off for any that don't apply to this rule.
      2. Category Account - select from the drop-down box if there is a Category Account for this Interface Rule
      3. Specified Account - select from the drop-down box the specified account\
      4. Specified Account Site - select from the drop-down box the specified account site
  5. Click on button Save and Close to save this new Interface Rule.


If you have two source transaction types that create the one final transaction then you can break the interface rule up by adding to the one interface rule for the transaction type and copy each existing rule but add the source transaction type.

EG

A deposit can be made one two types of Source Sales Transaction Type but when the sales order is Invoiced, you get the one transaction type of Saloin.

The two different types of source transactions are Salord and Salweb.

However, the Salord needs to be dissected against a different set of general ledger rules to the Salweb.

Go top the Interface rules
Find and highlight the Saloin 
On the original set of interface rules currently set up, for each of the lines add to the field 'source transaction type' Salord' and click on Save for each of these lines.
Then Sort these rules by OID
Highlight the First line within the interface rule and click on COPY
Add to the first line, Source Transaction Type = Salweb
Click on Save
Repeat the Step for each of the original lines that existed in this interface and add the Salweb to the source transaction type.
If you wish to apply the Override Site to any of these rules for the Salweb you can do so.

EG Screenshot below.
Override Site has been applied to Saloin for Sourcetransaction Type of Salweb only for Tax Value and Value EX Tax Fields.




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