Applies to: 1C:Drive 1.6.3
Related modules: Accounting
Created on: July 25, 2025

Objective

1C:Drive version 1.6.3 introduces a new functionality to customize accounting entries description using formula in accounting entries template. Previously, descriptions of accounting entries in templates were fixed text lines. But now users can define formulas for dynamically generating accounting entry descriptions.

This might be useful for improved reporting.

After completing this tutorial, you will learn how to:

• Insert different accounting entries or source document parameters
• Calculate data using arithmetic operators
• Apply specific format for numbers and dates
• Apply text functions for parameters

Prerequisites

To complete this tutorial, it is recommended that you:

• Have a basic understanding of accounting
• Know how to work with accounting entries templates in 1C:Drive

It is also recommended that you complete the tutorial using the latest 1C:Drive demo infobase. It already contains many data items you might need for this and other tutorials—such as accounting entries and templates. You are free to use any other infobase, but in that case you will have to create these data items on your own.

To learn about setting up accounting entries templates, see tutorial How to start using template-based accounting.

Case description

Best computers is a hardware sales company. They use template-based accounting in 1C:Drive and check accuracy of accounting entries using General ledger report. But for analytical purpose and standard regional logic they need more detailed information for each entry. For example, for revenue recognition they want to see customer name and contract in the entry descriptions, and for sales return – credit document.

Key steps

During the tutorial, you will go through the following steps:

1. Set up 1C:Drive
2. Fill initial data
3. Accounting entries description by formula – overview
4. Learn logic of accounting entries description formula

1. Set up 1C:Drive

Let's start with making several changes to 1C:Drive default settings. These changes are needed to complete the tutorial.

1. Enable Template-based accounting.
   This allows you to manage accounting entries.
   To do this:

   • Go to Settings; under Accounting settings, click Company.
   • In Accounting section, select Use template based types of accounting.
   • Also it is recommended that you select Allow editing active accounting templates checkbox. Unless you do it, you will have to change status of an accounting entries template from Active to Draft every time before you can edit it, and then change it back to Active.

2. Fill initial data

Best computers is using Type of accounting = Accounting (Türkiye).

To review accounting entries in General ledger report, the following documents must be created and posted:

1. Sales invoices:

Number	Date	Customer	Contact	Products	Quantity	Price	Tax	Total	Income and expense items
0000-000004	01.07.2025	James Gremson	Default contract	Laptop connector	1 pcs	20 EUR	15%	23,00 EUR	COGS, Revenue
0000-000005	07.07.2025	James Gremson	#002, dated 1/1/2019 (EUR)	Laptop connector	2 pcs	23 EUR	15%	52,90 EUR	COGS, Revenue

2. Credit notes:

Number	Date	Customer	Contact	Products	Quantity	Price	Tax	Total	Income and expense items
0000-000002	07.07.2025	James Gremson	Default contract	Laptop connector	1 pcs	20 EUR	15%	23,00 EUR	COGS, Sales return income/expenses

After creating the documents, go to Accounting -> Reports -> General ledger to check how the report looks now (for convenience, the report is filtered by period and by list of accounts – only accounts 120 and 610 are displayed).

Now, let’s see how to customize accounting entries description based on the company’s particular needs.

3. Accounting entries description by formula - overview

Before creating an actual formula for accounting entry description, let’s briefly review the theoretical part.

To create a formula for Accounting entries description:

1) Open an existing Accounting entries template, or create a new one.

To quickly open an Accounting entries template from a report—for example, from General ledger—do the following:

1. Double-click Description of a document to open it.
2. Click   to view the document’s accounting entries.
3. Double-click Transaction template code in any line to display Accounting transaction template for that line.
4. Double-click Entries template code in any line to display Accounting entries template for that line.

2) Double-click Entry description. Then, double-click   to display Select entry description form.

This form has several sections:
              1. Formula. In this field, you specify a formula for generating the entry description.

              2. Parameters. List of parameters of entry (data source) or document (of a document type selected in the accounting entries template) you can add to the formula. To expand a section of the list, click   .

              3. Search. Typea parameter name in here to quickly find it in the Parameters list.

              4. Functions. List of functions and arithmetic operators you can add to the formula for calculation, formatting, or dynamic text modification purposes.

              5. Command bar. Here, you can check your formula, save or cancel your changes.

3) Define the formula. For more detailed instructions, refer to “Accounting entries description formula logic” below.

4) To check formula syntax for correctness, click Check formula.

5) Click Select to apply your formula to the accounting entry’s description.

6) Click Save to apply the changes to the accounting entries template.

7) To review how descriptions of accounting entries now look like, click Preview entries.

8) If the Accounting entries template’s status is Draft, change it to Active and save the Accounting entries template. Apply changes to Accounting transactions templates that were previously generated based on this accounting entries template

Learning logic of accounting entries description formula

Let’s see how you can add different types of data into your entry description formula:

1. Text segment.

Type it in and put it in double quotes.

Requirement	Formula example	Result
Standard entry description text	"Revenue recognition"	Revenue recognition

2. Dynamic parameter that gets value from a data source or source document.

Double-click or drag it from Parameters list to Formula.

Put it in square brackets.

Requirement	Formula example	Result
Parameter	[Register.AccountingEntriesData.Counterparty]	Düsseldorf Computers

3. Combination of data items.

Use plus sign to display several formula components together.

Requirement	Formula example	Result
Parameter+Parameter	[Register.AccountingEntriesData.Counterparty] + [Register.AccountingEntriesData.Amount]	Düsseldorf Computers2000

Advice for better readability

If a text segment is followed by a parameter:

• Add a space character to the end of the text segment  (see line 1 of table below).

If a parameter is followed by another parameter:

• Add a separator text segment between parameters (see line 2 of table below).

Requirement	Formula example	Result
Text and parameter	"Revenue recognition from "+ [Register.AccountingEntriesData.Counterparty]	Revenue recognition from Düsseldorf Computers
Parameter + Parameter (with – between them)	[Register.AccountingEntriesData.Counterparty] + “ – “ + [Register.AccountingEntriesData.Amount]	Düsseldorf Computers – 2000,01

4. Quotes.

To display quotes, use quote symbol CHAR(34) available in Text functions.

Requirement	Formula example	Result
Text and parameter in quotes	"Revenue recognition from "+ CHAR(34) + [Register.AccountingEntriesData.Counterparty] + CHAR(34)	Revenue recognition from “Düsseldorf Computers”

5. Number format functions.

To add a number format function to a formula, do the following:

1. Place cursor to the position within formula where you want a formatted number.
2. Double-click or drag a number format function. Number format mask will be shown in the formula form.
3. Insert required Parameter instead of <?> in the format mask.

Requirement	Formula example	Result
Integer number	Int([Register.AccountingEntriesData.Amount])	2000 (instead of 2000,01)
Number with Precision 2	ROUND([Register.AccountingEntriesData.Tax], 2)	12,34
Number with Precision 3	ROUND([Register.AccountingEntriesData.Tax], 3)	12,343

6. Date format functions.

To add a date format function to a formula, do the following:

1. Place cursor to the position within formula where you want a formatted date.
2. Double-click or drag a date format function. Date format mask will be shown in the formula form.
3. Insert required Parameter instead of <?> in the format mask.

Requirement	Formula example	Result
Date in format DD.MM.YYYY	FORMAT([Register.AccountingEntriesData.Period], "DF=dd.MM.yyyy")	11.12.2024
Date in format DD.MM.YY	FORMAT([Register.AccountingEntriesData.Period], "DF=dd.MM.yy")	11.12.24
Date – just day number	FORMAT([Register.AccountingEntriesData.Period], "DF=dd")	11
Date – just month number	FORMAT([Register.AccountingEntriesData.Period], "DF=MMM")	12
Date – just month name	FORMAT([Register.AccountingEntriesData.Period], "DF=MMMM")	December
Date – just 2 last digits of the year	FORMAT([Register.AccountingEntriesData.Period], "DF=yy")	24
Date – just year number	FORMAT([Register.AccountingEntriesData.Period], "DF=yyyy")	2024

7. Text functions.

You can change how text values of some parameters are displayed. For example, standard Document number usually contains zeros in the beginning. If your company does not have too many documents per year, you can cut the excessive zeroes (alternatively, you can set up proper numbering in Settings -> Document numbering).

Do the following:

1. Place cursor to the position within formula where you want formatted text.
2. Double-click or drag a text format function. Text format mask will be shown in the formula form.
3. Insert required Parameter instead of <?> in the format mask.
4. Insert specific numbers instead of data in <>.

Requirement	Formula example	Result
Returns the beginning characters of a string	LEFT([Register.AccountingEntriesData.CorrDepartment], 4)	Main (instead of “Main department”)
Returns the ending characters of a string	RIGHT([Register.AccountingEntriesData.Document], 2)	05 (instead of "0000-000005")
Returns the middle characters of a string	MID([Register.AccountingEntriesData.Contract], 13, 9)	1/1/2019 (instead of "#002, dated 1/1/2019 (EUR)")

8. Arithmetic operators

Arithmetic operators allow to process calculation of Parameters values.

1. If accounting entries description contains only several parameters and arithmetic operators (no additional text – only final number will be displayed), do the following:

1. Choose a parameter from Parameters list.
2. Drag or double-click it to add it to a formula.
3. Insert or type arithmetic separators between parameters.

Requirement	Formula example	Result
Sum of Amount and tax in description	[Register.AccountingEntriesData.Amount] + [Register.AccountingEntriesData.Tax]	52,91

2. If accounting entries description contains not only arithmetic logic of parameters calculation, but texts and other operators as well, arithmetic part should be placed inside of number operator.
This is needed due to specific that system needs to get an idea where “+” is needed to concatenate text, and where “+” is needed to calculate result.
Do the following:

1. Place cursor to the place within formula where you want to see calculated result;
2. Double-click or drag&drop particular number format function you want to see result in – number format mask is shown in the formula form;
3. Double-click or drag&drop particular parameters, used in calculation;
4. Insert needed Parameters and arithmetic separators between parameters instead of <?>.

Requirement	Formula example	Result
Sum of Amount and tax in description	"Full amount " + ROUND([Register.AccountingEntriesData.Amount] + [Register.AccountingEntriesData.Tax], 2)	Full amount 52,91

Going back to our example, let’s build the formula for revenue recognition which includes customer name and contract.

The formula contains several components:

• Text "Revenue recognition – ", in quotes, with trailing space to visually separate it the next component.
• Parameter Debit Counterparty from data source.
• Text " by contract ", with both leading and trailing spaces.
• Parameter Debit Contract from data source.

When the formula is ready:

1. Click Check formula to make sure that there are no syntax issues.
2. Click Select to insert the formula into Description field of the accounting entry template.
3. Click Save to apply the changes to the Accounting entry template.
4. Click Preview entries to review results.

Now, let’s build another formula, for Sales return which includes base document number.

First, create formula for Revenue recognition, containing Customer name and Contract.

The formula contains several components:

• Text "Sales return by ", in quotes, with trailing space to visually separate it from the next component.
• Parameter Base document from Credit note.

Let’s preview the result.

The result is OK. But assume the accountant asks to keep it shorter. For that purpose, you can trim several characters from the beginning of the parameter and from the end (because the type of base document and his date are not needed in entry description). So let’s add text function MID:

1. Double-click MID in Text functions.
2. Specify Base document Parameter instead of <?>.
3. Insert proper numbers:
   • 19 instead of <Start> - that means that we want to delete the first 19 characters from the name of Base document (“Sales invoice 0000-”)
   • 6 instead of <Length> - that means that we want to keep only the next 6 characters (“000004”), and to remove all remaining characters (“dated 01.07.2025”).

Let’s check General ledger after applying changes and reposting documents: