[Texte]

April
2011

TRAINING
FIN201 – Fundamentals Finance part 3,
Booklet

Version 6.2
 TRAINING FIN201 – Fundamentals Finance part 3, Booklet – 2/10

COURSE CONTENTS

1. GENERAL LEDGER & SET UP

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

COURSE CONTENTS................................................................................................. 2
3. AUTOMATIC JOURNALS..............................................................................3
3.1. Journals......................................................................................................... 3
3.2. Automatic posting flow – Examples................................................................4
3.3. Stock and WIP Accounting Interfaces............................................................4
3.4. Fixed Assets Accounting Interface.................................................................4
3.5. Automatic Journal – Links to transactions......................................................5
3.6. Default Dimensions........................................................................................ 5
3.7. Automatic Journals Structure.........................................................................6
3.8. Automatic Journals Structure – Header.........................................................7
3.9. Automatic Journals Structure – Lines.............................................................7
3.10. Accounting Codes..........................................................................................7
3.11. Accounting Code Entry Transactions.............................................................8
3.12. Accounting Code Lines..................................................................................9
3.13. Accounting Tasks Controls.............................................................................9

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3. AUTOMATIC JOURNALS
3.1. Journals
Journals

Production Stock Fixed Assets

Sales Purchasing

Temporary Tables

ACCBATCH batch task function

SL PL
Manual Journals

 Production, Fixed Assets and Stock journals run via a user controlled interface. They all use
intermediate work files to collect data for future use by the automatic journals.
 Stock interface uses STOJOU primarily, Fixed Assets uses TMPCPTDTA and Production uses
WIPTMP for work in progress and STOJOU for stock movements. Can be run by batch processes.
 Sales and Purchase Ledger data post in real time.
 All of these functions use automatic journals which can be monitored in the accounting tasks monitor.
 Manual Journals run within the GL programme function itself in real time.
 All of the journals have the possibility to post to analytical and other ledgers if required.

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Automatic
3.2. posting
Automatic flow –flow
posting Examples
– Examples
Sales and Purchase Invoices Stock Movements

POST a
Invoice Shipment
document

Transaction - looks up Transaction - looks up

Auto Journal code & Auto Journal code &
resolves Dimensions resolves Dimensions

Stock Journal
Transaction table-
STOJOU

Stock Accounting
Interface

Journal posts to
accounting tables
4

Stock and WIP accounting interfaces have aggregation controls.

3.3. Stock and WIP Accounting Interfaces

 Run using
 Inventory> Periodic Processing> Valuation> Accounting Interface for stock
 Costing> Credit Control> WIP Accounting Interface for WIP

 Both functions allow the user to choose the aggregation of records from their respective holding tables
using any field in the table
 For Example
 By document
 By item number
 By date

 There is a choice by movement types for stock and operation types for WIP

3.4. Fixed Assets Accounting Interface

 Run using:
 Fixed Assets > Processes > Accounting Interface > Generation of Accounting Entries
 Generates summary journals in General Ledger but keeps detail in separate journal function
 User can determine data loaded into temporary table, which all Asset journals use.
 Events can be set to automatically run, upon posting in Fixed assets

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3.5. Automatic Journal – Links to transactions

Every Sage ERP X3 transaction requires a link to an Automatic Journal
 Fixed Asset Events link via
 Parameters> Fixed Assets> Account Posting Types

 Sales Documents link via

 Parameters> Sales> Sales Invoice Types

 Purchase Documents link via

 Parameters> Purchasing> Purchase Invoice Types

 Stock movements link via

 Parameters> Inventory> Entry Transactions>???
(There is a unique record for each type of stock transaction)

 WIP uses a single journal defined in the GPA general parameters

 Payments/Receipts link via
 Parameters> A/P –A/R Accounting> Payment Entry Transactions

Invoices that also generate stock postings use the entry transactions to specify the inventory journal.

3.6. Default Dimensions

Parameters > Financials > Accounting Interface > Default dimensions

 Populate the analytical dimensions fields in a transaction document

 Allows options in case a dimension is blank
Sales Region Product Category Department Sales Representative
Customer Product User Customer
Customer Document Site Sales Rep
Site Origin Document Company Site

Source options only exist where a key link is entered on the Identifier Tab with the fields in the Mask
(screen)
This function is used to define, for all entries of documents requiring the entry of analytical postings, the
manner in which these analytical dimensions must be entered by default. This parameterization is useful
to enter the analytical postings in all the movement where they are stored.
The general principal is to define for each type, an order of priority for the search for a dimension by
default, by giving a list of tables in which to search for the analytical dimensions.

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New initialization of the dimensions: initialization of the dimensions with respect to the
previous line.
On direct entry, the rule is the following to initialize the dimensions:
Phase 1- Taking into account of the default dimension code by means of the default value DEFVAL
defined in the document entry transaction (tab Dimensions)- If not found:
Phase 2 - Taking into account of the CDE default dimension code in "hard code" in the setting of the
document entry transaction (tab Dimensions) – If not found:
Phase 3 - Taking into account of the default dimension code found in the record of the account itself, in
the dimension grid of tab Ana (field DEFVAL) – If not found:
Phase 4 - Taking into account of the default dimension code of the previous line.

3.7. Automatic Journals Structure

Parameters > Financials > Accounting Interface >

Automatic journal
Header
 Controls: Document Type, Journal Code, Dates, Grouping

Lines
 General
 Ledgers, Accounting code lines

 Formulae
 Site, Amounts and Account codes

 Dimensions
 Types and values

 Actions
 Used for subroutines

Lines and Headers both allow for conditions to be set which restrict when a journal or line will be
used

This function is used to define the structure of the journals that must be passed for accounting validation.
By accounting validation, we mean all the functions for the transfer to accounting of the postings linked to

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a journal irrespective of the module. In this way for example, the transfer to accounting of a sales or
purchase invoice posting, of a depreciation charge, of a payment or an automatic reversal…
Each module is likely to generate postings for accounting validation in this way. This transfer is made by a
standard sub-programme, by passing to it a characteristic code for the operation (for example, the
validation of customer business partner invoices which calls the BPCIN code). The application
programmes are in control of the code used and the time of the call to the generation sub-programme.

3.8. Automatic Journals Structure – Header

Document Type
 Commonly driven by formula that determines type by legislation
 e.g. evalue(func SUBTFO.FC(“PIG”))
This formula appears in Parameters> General Parameters> Formulas in the Accounting Interface
section

Journal Number, Site & Accounting Date

 These are all being determined by analysing the formula shown
 e.g. (F:PIH)NUM
Where F = Table; PIH is the abbreviation for Purchase Invoice Header and NUM is the field name
Examples above taken from PIHI Journal

3.9. Automatic Journals Structure – Lines

General Tab
 Controls the ledgers that can be posted to
 Shows the active and any linked tables
 Allows the control of accounting codes

Formulas Tab
 Defines Accounts if not chosen by Accounting Codes
 Defines Amounts for each ledger
 Defines Descriptions, References and Statistics info, if required

Axes/Dimensions Tab
 Defines up to 20 Dimension Types
 Defines the Dimension Values for each type

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Actions Tab: Allows extra sub routines to be added

3.10. Accounting Codes

Parameters > Financials > Accounting Interface > Accounting codes

 Optionally used by a journal to map an account code on a line

 May be conditional using standard Sage ERP X3 formulae
# Type Description Mandatory Legal Analytical IAS Internal PL
1 Modifier Purchasing No 765000 765000 765000 704
2 Modifier Sales No 665000 665000 665000 605

The principle of the accounting codes consists of defining the account postings for the entries
automatically generated by the software.
Associated with the parameterization of the “automatic journals”, they are used to specify the accounts to
be used for each posting lines. These accounts can be fixed in advance or coded from the templates,
called “modifiers”, created as a function of a certain number of variables such as the record currency, the
site involved, the rate and the VAT rule which are applied, the nature of the transaction etc.
For each line of the automatic journal parameterized, the accounting codes to be used will be specified as
well as the order of priority for their application.
When the account coming from the template does not exist in the Chart of accounts, it is automatically
Accounting Codes
created by the software (option that can be parameterized at the folder level). If required, the
corresponding account record, identifiable by a title of the type "XXX number of the original journal XXX",
Allows flexibility of determination of account codes based on
will need to be completed by the user.
product types, customer or supplier types etc.
 Optional
Allows in
flexibility
their useof determination of account codes based on product types, customer or supplier types etc.
 Accounts
Optionalcan
in be normal or collective
their use
A number of code lines can be used together to build codes
 (Modifiers)
Accounts can be normal or collective
 A number of code lines can be used together to build codes (Modifiers)
Product– line 2 7011xx
Sales Rep - line 1 xxxx01

Account Code 701101

When the account coming from the template does not exist in the Chart of accounts, it is automatically
created by the software (option that can be parameterized at the folder level). If required, the
corresponding account record, identifiable by a title of the type “XXX number of the original journal XXX”,
will need to be completed by the user. 12

3.11. Accounting Code Entry Transactions

Parameters > Financials > Accounting Interface > Acc. Code Entry Transactions
 Determines the structure of accounting code lines columns

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Accounting Code Entry Transactions
Determines the structure of accounting code lines columns
Enables different accounts for each legislation for each code
TRAINING FIN201 – Fundamentals Finance part 3, Booklet – 9/10
Parameters> Financials> Accounting Interface> Acc. Code Entry
Transactions
 Enables different accounts for each legislation for each code
Example for Product type Accounting Code FRVENSER
Example for Product type Accounting Code FRVENSER

TRA LEGAL Analytical IAS INT

607000 607000 607000 601

BRI LEGAL Analytical INT

7100 7100 601

3.12. Accounting Code Lines

14
Parameters > Financials > Accounting Interface > Acc. Code Entry Transactions

 Menu 853 to add new lines

 Menu 602 for Process labels
 Product
 Customer
 Supplier
 Fixed Assets etc.

 Menu 604 for types of code

 Account
 Modifier
 Collective

The parameterization of the accounting code lines is used to:

 Associate to each accounting code line a list of indexes that can be used in the parameterization.
 Define the structure of each of the accounting code linked to a code type.

For instance, for all the supplier accounting codes, it is possible to define the various posting options as
many lines as necessary:
 a purchase line,
 a fixed assets line,
 an invoice to be received line,
 a paid pre-payments line...
As many lines as indexes that will be called during the parameterization of the automatic journals should
be defined.

Exercises 1 & 2

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Accounting Tasks Controls

3.13. Accounting Tasks Controls
Possible to divide the accounting task by company,
Parameters > Financials > Accounting Interface > Accounting tasks
if the MULBATCH parameter (chapter CPT, group ACC)
is set to
 Possible to “Yes”
divide the accounting task by company, if the MULBATCH parameter (chapter CPT, group
ADMIN user sets up the task in:
ACC) is set to “Yes”
Parameters> Financials> Accounting Interface>
 ADMIN user sets up the task in: Parameters> Financials> Accounting Interface> Accounting tasks
Accounting tasks (GESBTC)
(GESBTC)
Enables control of each company during month/year
 Enables control of each company during month/year end routines
end routines

Without this function the whole folder needs to be closed to all but one user

Without this function the whole folder needs to be closed to all but
21 one user

 Certain tasks require single user mode in a standard folder.

 In order to stop the need for all except one user to be off the system you can now close down the
folder on a company by company basis.
 This enables the month end procedures to follow the night around the globe without upsetting users on
the other side of the planet.

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