Training: (Texte)

[Texte]
TRAINING
FIN201 – Fundamentals Finance part 4,
Booklet
Version 6.2
TRAINING FIN201 – Fundamentals Finance part 4, Booklet – 2/22
COURSE CONTENTS
1. GENERAL LEDGER & SET UP

2. ANALYTICAL FUNCTIONALITY
3. AUTOMATIC JOURNALS
 4. RECEIPTS AND PAYMENTS
4. RECEIPTS AND PAYMENTS........................................................................5

4.1. A/P & A/R flow................................................................................................5
4.2. Payment Methods..........................................................................................5
4.3. Payment Terms..............................................................................................6
4.4. Early Discount/Late Charges..........................................................................7
4.5. Collective Accounts........................................................................................8
4.6. Business Partners..........................................................................................9
4.7. Banks........................................................................................................... 10
4.8. Bank Accounts and Journal Codes..............................................................10
4.9. Invoices and Credit Notes............................................................................11
4.10. Pay Approval................................................................................................ 12
4.11. Open Items/Document Types.......................................................................12
4.12. Open Items................................................................................................... 13
4.13. Payments & Receipts...................................................................................14
4.14. Payment Entry Transactions........................................................................16
4.15. Payment Attributes.......................................................................................16
4.16. Group Journals – Payments.........................................................................16
4.17. Payment/Receipt Entry................................................................................17
4.18. Payments/Receipts not to or from a BP.......................................................17
4.19. Cheque Receipt with Deposit.......................................................................17
4.20. Charges and Write Offs................................................................................18
4.21. Charges and Write Offs – Payment Attributes..............................................18
4.22. Mixed currency............................................................................................. 19
4.23. Cheque Receipt via an Intermediate Account..............................................20
4.24. Credit Control............................................................................................... 20
4.25. Expenses..................................................................................................... 20
Known by many names

 1. Debtors, Accounts Receivables, Sales Ledger & Customer Ledger for debit balances, and
 2. Creditors, Accounts Payable, Purchase Ledger, Bought Ledger & Vendor’s Ledger for credit balances
Sage 2011 - Internal & Confidential

4. RECEIPTS AND PAYMENTS
4.1.
A/R & A/P & A/R flow
A/P flow
Document
Document input input
and Cash flows and Cash flows
Business Partner Documents
Open Item Created upon CREATE
Post to General Ledger upon POST
Payment/Receipt
Matched to Open Item in Temporary status
Post to General Ledger and Matched upon POST

3
 Open Items are created when the record is saved.

 Only when a document is posted can it be paid or have cash posted against it.
4.2. Payment Methods

Common data > BP Tables > Payment Methods
 User created
 Can be legislation specific
 Used as a selection option in payment proposal function
 Used as a selection option in Open Item selections
 A method can be linked to the X3 statement function
 An acceptance code which can be attached for use with Letter of Credit functionality
Statement
A Statement code, which is used to define how the open item statements are generated. If this column is
empty, the payments using this code never appear on a statement. If this column is not empty, the open
items are grouped by this statement code (in other words, the open items with payment codes using the
same statement code will be grouped together if the other parameters and the generation permit it). It is

also possible, at the time of the statement generation, to only select a single statement code, which
makes it possible to only process the payment methods concerned.
Acceptance
An Acceptance code, which takes numeric values defined as a function of the contents of local menu 682,
whose values are modifiable. This value is taken into account as a function of the acceptance return, to
display a value indicating the acceptance type as a function of the payment method. It also serves to
assign the acceptance code in the bank interface files.
Paper form
A Paper form that is equal to 2 if a form must be printed with the status form for this payment method
(another value prevents the printing of the form for this payment method).
Type
Specifically linked to the Argentinean legislation.
4.3. Payment Terms
Common data > BP Tables > Payment Terms
 User defined, used by all BP types

 Can be Legislation/ Company group specific
 Due date by month, number of days
 A number of due dates (open items) may be generated to cater for pre-payments/deposits etc.
 TPT activity code allows choice of tax percentages on split items
 Simulation function allows user to test the terms created
 Minimum open item amount. Used when more than one open item line would be generated. Value is
carried to the last line of the terms and its controls will be used.
 Alternate payment terms can be specified if the value is below a controlled amount
 Holidays and other days can be excluded
The TPT activity code is used to specify whether to calculate the payment conditions by detailing the
payment schedule as a global percentage of the invoice (its value is then No), or by separately calculating
the percentage for taxes and ex-tax amount by taking into account in the calculation each open item (its
value then being Yes, and a %VAT (or (%TAX) column then appears in addition to the % Open item).
The parameterization of the grid gives the possibility:

 To introduce a delay rule calculating the due date for the open items as a function of the original
document date, with the possibility to add a number of days or months. The due date can be forced to
the end of month (Fdm column) and/or be pushed to the next fixed day on the month given in a list
with a maximum of 6 set days (D1, D2, D3, D4, D5, D6).

 An additional option exists to exclude certain days of the week or holidays from the calculation. It
should be noted that, by convention the fixed day 99 signifies the last day of the month).
Minimum Due Date Amount (field DUDMINAMT)

This is the lowest value for which this item will be created. Use the field to avoid automatically producing
accounting items that are inappropriately small.
It should be set to non-zero only if there is one or more following item lines for this Payment Terms. The
value should be set to zero for the last item line for any Payment Terms.
If the calculated amount for an item is less than this value, the amount is carried over to the next item line.
For example, if you define a Payment Terms with two lines, where the invoice amount is to be split
60% / 40% on two due dates, and you set the Minimum Amount of the first item line to 100.00:
 An invoice of 5 00.00 will result in two items, one for 300.00 and the second for 200.00.
 An invoice of 200.00 will result in two items, one for 120.00 and the second for 80.00
 An invoice of 150.00 will result in only one item, for 150.00, with the controls and parameters set to
those of the second item line. The first line will be skipped entirely.
4.4. Early Discount/Late Charges
Common data > BP Tables >Early Discount / Late Charge
 Same table for both options

 DATDEP parameter determines start date as either Due Date or Accounting Date. (Can be set by
legislation)
 Invoice issued on 14 Aug , Due date 20 Oct, Paid 20 Aug
 Parameter set to Due Date: 10% Discount allowed
 Due Date – Payment Date = -61 days
 Parameter set to Accounting Date: No Discount
 Accounting Date – Payment Date = 6 days
 Payment made on 20 Oct would not incur a late charge based on Due Date but would incur a charge
based on Accounting Date
Day Rate
-30 -10
0 0
20 2
This table is used to define the early discount (in case of early payment) or late charge (in case of late
payment) conditions to be applied to the payment open items. These conditions are defined by means of

an early discount/late charge code mentioned on the BP records (customers, suppliers, in the Financials
tab).
This early discount / late charge code is transferred from the BP to the invoice, then to different
associated open items, and then to the payments (this code can be modified each step of the way,
provided an authorization to modify it has been granted).
Early discounts and late charges are used as follows:

 in the event of payment proposal (either from the customer or the supplier), the early discounts and
late charges are automatically calculated and associated to the corresponding payment attributes.
 on open item inquiry, it is possible to display the early discounts or late charges associated with each
open item by mentioning, either a reference date for the calculation of the late charges, or a number of
early or late days.
 on manual entry of payments, if a line is entered with a payment attribute of early discount or late
charge type associated with the open item, the amount is automatically submitted.
 on reminder management, it is possible to calculate or to mention on the letters either a fixed late
charge rate or the late charge rate of the customer, which is then picked up from the early
discount/late rate code specified on the open item.
4.5. Collective Accounts
Common data > G/L Accounting Tables > General > Accounts
 A Collective Account is a control account for a Business Partner Ledger held within the General
(Social/Legal) Ledger
 Every Collective account has a unique mnemonic which can be used instead of the account code.
 A Collective may be used for both customers and suppliers which is useful for Inter Company
Collectives
G/L Code – 401000- 411000-

Mnemonic- F1- C1-
Description Suppliers Customers
BP codes ASTR001 ACTR001
ASTR002 ACTR002
ALCAMPO ALCAMPO
 You can have as many as you wish and they are driven by the accounting code/Legislation
combination on the Business Partner
 Each Collective Account can be defaulted as either a customer or supplier type and a choice of BP
types is available
 A Bank Account may also be a collective which could be used for lawyer’s client accounts.

4.6. Business Partners
Common data > BPs > BPs
BP invoice entry (A/P & A/R parameters): Possible to specify the order of the ledgers and whether
the user can enter account values.
BP/Company Tab (BP Common Data):

 Controls tax Rules
 Payment Terms
 Early Discount/ Late Charges
 Authorization
BP/Company Tab
 Company (field CPY)
 This is the company for which the business partner exception applies.
 This exception may involve the tax rule of the business partner and/or posting of accounting entries
to the business partner.
 Customer tax rule (field VACBPC)

 Supplier tax rule (field VACBPS)
 Customer payment terms (field PTEBPC)
 Supplier payment terms (field PTEBPS)
 Customer early disc (field DEPBPC)
 Supplier early disc (field DEPBPS)
 Customer account code (field ACCBPC)
 Supplier account code (field ACCBPS)
 Authorization (field ACEAUZ)
In the case of multi-company management, the posting of accounting entries to a business partner may
be restricted on certain companies. The list of restrictions (Company/Business Partner) must be entered
with the authorization code set to “No”. All the business partners are authorized in entry by default.
Exercises 1.1 & 1.2

4.7. Banks
Common data > BP Accounting Tables > Bank Accounts
 Currency is mandatory
Banks
Company is mandatory
 Currency
Each Bank Account must have at least one General Ledger Account
is mandatory
 Company
Other Ledger accounts are required for intermediate postings
is mandatory
 Each
EachBank Account
Account musthave
must have a
at unique
least onejournal
Generalcode.
Ledger Account
Other Ledger accounts are required for intermediate postings
Each Account must have a unique journal code.
Journal Code
TRBNK
General Ledger Account

512900
TRBN1 900
22
4.8. Bank Accounts and Journal Codes
Common data > BP Accounting Tables > Bank Accounts
Common data > G/L Accounting Tables > General > Journal Codes
 Every type of account linked to a bank requires a journal code

 A document type can be linked to each type for unique numbering
 Journal Codes have a mandatory type, which will default to Sales
 Banks require a Treasury type
 A Chart of Account and General Ledger Account then become mandatory

Bank Accounts and Journal Codes
Every type of account linked to a bank requires a journal code
A document type can be linked to each type for unique numbering
Journal Codes have a mandatory type, which will default to Sales
Banks require a Treasury type
A Chart of Account and General Ledger Account then become
mandatory
G/L Account
Journal Code
Bank Account
Currency is mandatory for the bank account but not for the G/L Account
23
Exercises 2
4.9. Invoices and Credit Notes
Documents are generated from the following functions

 Sales (GESSIH)
 Sales of Goods and Services
 Purchasing (GESPIH)
 Miscellaneous or against Purchase Order Receipts
 Accounts Receivable (GESBIC)

 Sales of Fixed Assets
 Accounts Payable (GESBIS)

 Purchase of Services or Fixed Assets
Add-on :
 When attaching a credit note to an invoice, it is now checked that the credit note (ACCDAT of
SIH or PIH) is later than or equal to the date of the invoice to which it is linked. Otherwise, Sage
X3 ERP returns the following message: 'The accounting date of the document must be later than
or equal to the invoice date [DD/MM/YY]'.
 Entry of customer and supplier BP invoices - Functions GESBIC and GESBIS

We have got an additional warning message when the "Invoice number" field is entered (in case
of a credit note) and this invoice number has already been allocated to another invoice. New
message "This invoice has already been the subject of a credit note!"

 The print cycle of the sales invoices can now be applied to the customer BP invoices. This circuit
uses parameter SIVCFM "Invoice print compulsory" (chapter Common Data, group INV).
 Concerning the Yes and No values of parameter SIVCFM, they are controlled and
they are used in the customer BP invoices in the same way as in the sales invoices.
 Parameter SIVCFM contains another value "Yes after posting". This parameter value
is used to print the final invoice. This has generated the addition of a field in table
SINVOICE to provide the print status of the invoice. This field is updated on printing
of the invoice after posting. If the invoice report is printed before the accounting
posting of the invoice, the Temporary mention is then printed.
 As for the Status report of the invoice, it now only concerns the accounting posting of the
invoice. It contains only two values: Validated, Not validated.
 Reports BPCINV and BPCINV2 now also manage the notion of duplicate like the sales
invoices.
4.10. Pay Approval
There are four level options available

 Authorized to Pay
 This option allows payments to be made.
 Not Approved (before due date)

 This option only allows payments on or beyond the due date
 When running a payment proposal you will not see the invoices
 They will not appear in left lists
 Conflict
 Enables user to hold payment of this invoice.
 A dispute code can be entered as well
 Delayed
 Used when you just don’t want to pay
Level can be set as a default when posting

 Set at Folder/Legislation or Company level - DEFBONPAY
Local menu n°510 is used to specify the different “Payment approval” levels. This table is only useful if, at
the general parameter level, it has been decided to manage payment approvals (FLGPAZ). Each user
has available, one the one hand, an initialization value on creation of supplier or purchase invoices
(DEFBONPAY) and, on the other hand, a maximum PA value (NIVBONPAYE) as per the values listed in
local menu 510.
Finally, a parameter value can be used to specify, user by user, if it is possible to settle an open item
without PA at payment level (CTLPAZ).

4.11. Open Items/Document Types
Postings are made to Open Items based on two flags
Parameters > A/P-A/R Accounting > Payment attributes
 The Payment Attribute must have the Posting flag ticked

 This is only possible for attributes that could affect open items
Parameters > Fnancials > Documents types

 Document Type
 The Open Item flag must be ticked if you wish values to be posted
 The type of Open Item should also be chosen
 Payment Method may be defaulted
Posting flag does not work on postings that are relevant to the Business Partner e.g. accepted bank
charges. Document type flag must be ticked for invoices, credit notes and manual journals if relevant.
We have a new resynchronization utility for the open item history. This history is used in the
aged balance on date inquiry functions. This utility corrects any anomalies detected on the records to be
found in the HISTODUD table. Its purpose is therefore not to create missing records (in the event of HDU
being activated during operation, for instance, to recover former records).
4.12. Open Items
A/P-A/R Accounting > Invoicing > ….
A/P-A/R Accounting > Opens items > Opens items
A/P-A/R Accounting > Opens items > Opens item Edit
Once an item is posted you can still manipulate certain data.

 Pay by or Pay to BP can be altered
 Split the item into numerous items with their own characteristics
 Payment Method
 Due Date
 Modify the early discount/ late charge coding
 Specify a dispute
The other data that can be changed are :

 Work with Reminder management

 Payment Approval can be modified
 These amendments can be made individually from the document or using the Open Item Edit function.
 The Open Item inquiry screen also allows these changes and is useful for multiple amendments.
Open Item Inquiry screen locks all the documents it opens during your processing so be careful not to use
global parameters.
Payments & Receipts

Exercise 3
In Sage ERP X3 these are the same processes

Payment Attributes
4.13. Payments determine whether the posting is a debit or
& Receipts
a credit
Payment
In Sage ERP Entry Transactions
X3 these are the same processeslink Attributes to type of payment
and payment
Payment method.
Attributes determine whether the posting is a debit or a credit
Payment
Payment EntryEntry Transactions
Transactions also
link Attributes to type control
of payment screen
and payment layout and
method.
fields
Paymentetc.
Entry Transactions also control screen layout and fields etc.
Payment/ Receipt Entry  Transaction type

Attributes
Entry Transaction
The parameterization of payment transactions is used to define the characteristics and the operation
methods of the different payment transactions used by the company:
 general characteristics:
 sense (receipt or expense), payment method (transfer, cheque...) 16
 entry screen:
 displayed fields, fields with mandatory entry,
 accounting stages and grouping methods:

 bank posting, cash posting,...


4.14. Payment Entry Transactions

Parameters > A/P-A/R Accounting > Payment Entry transactions
 General characteristics:
 sense (receipt or expense), payment method (transfer, cheque...)
 Entry screen(s):
 displayed fields, fields with mandatory entry
 Accounting stages and grouping methods:

 bank posting, cash posting, ...
4.15. Payment Attributes
Parameters > A/P-A/R Accounting > Payment Attributes

 Posting sign
 Type of posting
 Whether to post to open items
 Tax
 Early Settlement/Late Charge functionality
4.16. Group Journals – Payments

Parameters > Financials > Accounting interface > Groups Automatic entries
 Allows for multiple journals to be used at a single payment stage

 Every line of every journal in the group will be read and used subject to conditions
 Payments/Receipts function contains many potential combinations of postings at one time
ournals - Payments
STEP1 Group
• PRINC
or multiple journals to 1 • 47 lines
at a single payment
• PYODT
2 • 4 lines
e of every journal in the • PYODH

ll be read and used 3 • 4 lines
o conditions
• PYODD
4 • 4 lines
s/Receipts function
many potential • BKACC
tions of postings at one • 8 lines
5
• ACCBP
6 • 16 lines
21

 A single posting may be for an invoice posted in one currency to be paid in another currency.
 A receipt may be for less than the exact invoice amount and you may wish to write off the charges at
the same time as clearing the invoice.
 Early settlement charges may affect postings.
Exercise 4
4.17. Payment/Receipt Entry
A/P-A/R Accounting > Payments > Payment / Receipt Entry
What we can do in this function

 Record a payment and associate it with an invoice/order.
 View all the payments recorded, by payment transaction.
 Generate an accounting document by payment entered, or to know the grouping/posting stages that
remain to be carried out.
 View all the payment journal entries already generated
 Post an Unallocated payment
 Post a payment to a General Ledger account directly
 Link a Pre-Payment to an order
4.18. Payments/Receipts not to or from a BP

 It is not necessary to use a Business Partner account for all payments or receipts
 Tax payments or Social Taxation
 Tax refunds
 Salary Cheque or Dividends
Exercise 5
4.19. Cheque Receipt with Deposit

 Allows creation of a paying in (deposit) slip for clients who receive many cheques (Facilitates bank
reconciliation)
 Creates an additional stage in payment process
 Does not necessarily generate any new account postings

Charges and Write Offs

4.20. Charges and Write Offs
Values dodonot
Values not always
always gogo from
from BP
BP to to bank
bank
BP
Account
Bank Charges not

Write offs
accepted
Bank Charges accepted

Bank
Other G/L
Account
29
4.21. Charges and Write Offs – Payment Attributes
Charges accepted
 Use the Bank  Account structure
 Accounting Sign is Expense
 There will be no posting to the open items
 Accounting Code required for charge account
Write Offs
Set up as above but using a different accounting code to post to correct expense account
Charges not accepted

Normally amount received from the bank is posted against the original invoice leaving a balance
Unallocated cash
Post a receipt but do not link to a specific invoice
Some examples:
Bank <> Account structure
Used for accepted charges and factor fees. Link is done with an appropriate accounting code that set the
use of the loss account to be used.
BKCAC – Bank <> Account – accounting code = 627000 – Through the transaction TRA we find the use
of the loss account.
Account <> BP

For early discount and latest charge, we use an Account <> BP structure.
Payment late charge = TRCHG – the accounting code AGIO using TRA legislation points on the
relevant accounts.
Early discount = TRESD – The accounting code ESC/REG using TRA legislation points on the
relevant accounts
For a small difference between the amount paid or received in comparison with the invoice
Payment difference TRBNK – using the accounting code BANKCHG
Exercise 6
Mixed
4.22.currency
Mixed currency
Sage ERP X3 has the capability to accept postings where the invoice is in
 Sage ERP X3and
one currency has
thethe capability
receipt to accept
is in another postings where the invoice is in one currency and the
currency
receipt is in another currency
Thesystem
 The system will
will create
create three
threejournals
journals
Journal One Journal Two Journal Three

Bank Provisional Collective
Provisional Collective P/L on Exchange
Posted in Posted in Posted in Receipt

Bank Receipt Currency
Currency Currency
Both linked to Receipt transaction MTC Journal
32
Exercise 7
4.23. Cheque Receipt via an Intermediate Account
Payment attribute needs two steps

 Intermediate Posting
 Requires STEP1 Group Entry
 Journal Type Cheque to Cash

 Bank Posting
 Requires STEPN Group Entry
 Payment Group Payment
 Journal Type Bank
Remittances must be set to yes
Note that you must have Cheque to Cash account in General Ledger. That must be attached to a journal
code and linked to the Bank record.
4.24. Credit Control

A/P-A/R Accounting > Inquiries > Customers & Suppliers inquiries
 Inquiries menu from within a BP record gives access to all relevant data
 BP Situation gives access to Open Items, Risk and Last Operation
 Aged debt periods can be adjusted in Criteria option
 Customer and Supplier records can be locked/ unlocked
 CRM appointment functionality can be used to record details and planning of calls
4.25. Expenses
 User must be set up as a Business Partner and connected to User in parameters
 User expenses are entered against pre-set categories
 Authorising Signature can be set up
 Accounting team can post
 Payment made via normal payment cycle
4.25.1. BPs and users

4.25.2. Charge codes

4.25.3. Mileage allowances
The local menus (2807 and 2808) are accessible through :

 Parameters / General parameters / Local menus ( Module A/P-A/R Accounting)
 Or Development > Data and parameters > Tables > Local menus – Messages

4.25.4. Expenses form entry
Parameters values
EXPSTRDAT  Period start date (TRS)

EXPENDDAT  Period end date (TRS)
 set default terminals periods entry

4.25.5. Expenses posting
Exercise 8

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1. GENERAL LEDGER & SET UP

4. RECEIPTS AND PAYMENTS........................................................................5

Known by many names

Sage 2011 - Internal & Confidential

4. RECEIPTS AND PAYMENTS

Open Item Created upon CREATE

Post to General Ledger upon POST

Matched to Open Item in Temporary status

Post to General Ledger and Matched upon POST

 Open Items are created when the record is saved.

4.2. Payment Methods

Sage 2011 - Internal & Confidential

4.3. Payment Terms

Common data > BP Tables > Payment Terms

 User defined, used by all BP types

The parameterization of the grid gives the possibility:

Sage 2011 - Internal & Confidential

Minimum Due Date Amount (field DUDMINAMT)

4.4. Early Discount/Late Charges

Common data > BP Tables >Early Discount / Late Charge

 Same table for both options

Sage 2011 - Internal & Confidential

Early discounts and late charges are used as follows:

4.5. Collective Accounts

G/L Code – 401000- 411000-

Sage 2011 - Internal & Confidential

4.6. Business Partners

Common data > BPs > BPs

BP/Company Tab (BP Common Data):

 Customer tax rule (field VACBPC)

Exercises 1.1 & 1.2

Sage 2011 - Internal & Confidential

Common data > BP Accounting Tables > Bank Accounts

General Ledger Account

4.8. Bank Accounts and Journal Codes

Common data > BP Accounting Tables > Bank Accounts

 Every type of account linked to a bank requires a journal code

Sage 2011 - Internal & Confidential

4.9. Invoices and Credit Notes

Documents are generated from the following functions

 Accounts Receivable (GESBIC)

 Accounts Payable (GESBIS)

 Entry of customer and supplier BP invoices - Functions GESBIC and GESBIS

Sage 2011 - Internal & Confidential

4.10. Pay Approval

There are four level options available

 Not Approved (before due date)

Level can be set as a default when posting

Sage 2011 - Internal & Confidential

4.11. Open Items/Document Types

Postings are made to Open Items based on two flags

Parameters > A/P-A/R Accounting > Payment attributes

 The Payment Attribute must have the Posting flag ticked

Parameters > Fnancials > Documents types

4.12. Open Items

A/P-A/R Accounting > Invoicing > ….

A/P-A/R Accounting > Opens items > Opens items

A/P-A/R Accounting > Opens items > Opens item Edit

Once an item is posted you can still manipulate certain data.

Sage 2011 - Internal & Confidential

 Work with Reminder management

Payments & Receipts