The implementation of account assignment templates in SAP Business One improves the way organisations manage their financial accounting. These powerful tools provide a pre-defined method for allocating postings to the appropriate accounts. As a result, the process of financial transactions is not only accelerated, but accuracy is also significantly improved. In addition, the use of these templates enables improved clarity and control over financial processes, allowing organisations to operate in a more efficient and targeted manner.

What are account assignment models?

Account assignment templates in SAP Business One, in short, are templates that serve to both simplify and standardise the posting of similar business transactions. In particular, they contain information on relevant G/L or business partner accounts, tax codes and the distribution of transaction amounts as percentage values. This enables consistent and efficient accounting. The use of these templates ensures that recurring postings are not only recorded correctly in accordance with tax regulations, but also with the company's internal guidelines, which ultimately contributes to financial integrity and compliance.

Creation of account assignment templates in SAP Business One

The creation of an account assignment template in SAP Business One begins in the module financewhere you open the window for account assignment templates and switch to entry mode. After entering a code and a description for the template, you define the relevant accounts with the percentages and tax codes.

For hospitality expenses, for example, a G/L account with 70% is created for tax-deductible operating expenses. In addition, a further account with 30% has been created for the non-deductible portion. The input tax is recognised uniformly with the indicator V2 for 19%, as the deduction restriction does not affect the input tax. The account assignment template deliberately leaves out the contra account open in order to ensure flexibility in the reimbursement of expenses.

Definition of account assignment templates in SAP Business One

Go to account assignment template under finance ? account assignment template:

  • Editing the fields for debit and credit in per cent

    In contrast to fixed amounts, you define the inflows and outflows by means of a percentage distribution for each posting line, as shown in the graphic. When entering a total amount in the journal, all you need to do is enter a total amount; the distribution is carried out automatically according to the specified percentages.
  • Add'

    Click this button to create the booking scheme.

To create a booking scheme, follow these steps:

  • Editing the fields for debit and credit in per cent

    In contrast to fixed amounts, you define the inflows and outflows by means of a percentage distribution for each posting line, as shown in the graphic. When entering a total amount in the journal, all you need to do is enter a total amount; the distribution is carried out automatically according to the specified percentages.
  • Add'

    Click this button to create the booking scheme.

The following steps are required to apply a posting scheme in the journal entry window:

  • Select template type

    Select "Percentage" from the drop-down menu for the template type.
  • Specify template

    Insert the code of the booking scheme or use the selection aid to choose from the available schemes.

To use a booking scheme, please note the following points:

  • Edit debit and credit fields

    Instead of the percentage values, enter the desired amounts directly. If you change a value, the distribution of the amounts is adjusted accordingly.
  • Reset template

    Use this button to remove the link between the journal entry and the posting scheme. After this, recalculation is no longer possible for amount entries. New posting lines can be added, but it is not possible to return to the original status for this posting. Select the posting scheme again to start from the beginning.
  • Press 'Add' for the journal entry

    To finalise the booking, click on this button.

Application in SAP Business One

Account assignment templates in SAP Business One

An account assignment template is used when creating a journal entry in the Financial Accounting module. After selecting the account assignment template, the posting lines are automatically filled in with the predefined accounts, percentages and tax codes. This actually simplifies the entry of complex postings considerably and minimises sources of error.

Flexibility for deviating business transactions

An account assignment template in SAP Business One not only offers efficiency and Standardisation. It also provides the necessary flexibility to be able to react to deviating business transactions. By resetting the template, users can adjust the percentage distribution and thus fulfil individual posting requirements.

Conclusion

The implementation of account assignment templates can save a considerable amount of time in your accounting routine. This is especially true for frequently recurring accounting transactions, where the use of such templates is particularly effective. A striking application example of this is the management of the cash book.

By creating specific account assignment templates with memorable names for each type of transaction in the cashbook - be it deposits or withdrawals - the posting process can be simplified considerably. In typical small to medium sized businesses, it is common for cashbook transactions to be repetitive, so a selection of around 30 to 40 different templates is sufficient to cover the majority of these postings.

For the remaining transactions that fall outside this repetitive pattern, it is advisable to carry out classic journal entries. The time savings realised in this way when processing cash book transactions can therefore be considerable.