Professional Documents
Culture Documents
2009-02-23
Copyright © 2009 SAP® BusinessObjects™. All rights reserved. SAP BusinessObjects and
its logos, BusinessObjects, Crystal Reports®, SAP BusinessObjects Rapid Mart™,
SAP BusinessObjects Data Insight™, SAP BusinessObjects Desktop Intelligence™,
SAP BusinessObjects Rapid Marts®, SAP BusinessObjects Watchlist Security™,
SAP BusinessObjects Web Intelligence®, and Xcelsius® are trademarks or
registered trademarks of Business Objects, an SAP company and/or affiliated
companies in the United States and/or other countries. SAP® is a registered
trademark of SAP AG in Germany and/or other countries. All other names
mentioned herein may be trademarks of their respective owners.
2009-02-23
Contents
3
Contents
4
Contents
5
Contents
Chapter 6 Glossary............................................................................................197
Index 205
6
Introduction to SAP BusinessObjects Intercompany
7
Introduction to SAP BusinessObjects Intercompany
Related Topics
• User profiles on page 80
8
Introduction to SAP BusinessObjects Intercompany
• The exact content of the messages that appeared on your screen when
the error occurred
• A description of what occurred and what action you were performing at
the time
• How you tried to solve the problem
Do not hesitate to send the correspondent any screen shots, reports, error
messages, or any other element to help solve the problem.
9
Introduction to SAP BusinessObjects Intercompany
10
General interface information
The application offers shortcuts and links to help you move easily and quickly
between tabs and pages.
Languages
The Administrator assigns a default language that affects all text components
of the web site pages, for example, tabs, commands, windows, and online
help, and all of the names and descriptions stored in the database. Users
can change the language.
11
General interface information
Navigation bar
The navigation bar consist of the following tabs that correspond to the main
functions in the application:
• Balances, for all users
• Import/Export, for Administrators and Interactive Users
• Reports, for all users
• Administration, for Administrators
12
General user tasks
Note:
• If the reconciliation process is not running, you cannot connect to the
application.
• The Administrator assigns a language to each user. When a user connects
to the application, the application opens in the language that has been
assigned to that particular user. Users can change the language.
Related Topics
• Languages on page 11
13
General user tasks
Note:
The password is case sensitive, however the user name is not, for
example you can enter it indiscriminately in uppercase or lowercase
letters.
4.
Select the company on which you want to work by clicking to the
right of the current company name.
Note:
To log out of the application, click the Log off link.
14
General user tasks
Related Topics
• Tracking progress via emails on page 43
Filters
Users create filters to customize the information on a page. At any time these
restrictions can be deactivated so that all application objects appear on
screen.
A "Balance" page display filter for a specific company can be saved and
affects the "Balance" page view every time a user opens the page, until the
filter is deactivated. An ad hoc filter uses the Search options when available
to limit the informations shown on a page.
The filter lasts only as long as the user views the page before changing to
another page.
Note:
• The filters defined are applied to the current company and period.
• When the filters are activated, Filtered appears to the right of the Filter
button on the balances page.
Related Topics
• Account groups on page 92
15
General user tasks
16
General user tasks
To ensure that the navigation row is not too long, you can choose to display
only the codes.
1. In the Administration tab, click Your Profile.
2. From the Balance Page Navigation Option list, select one of the
following:
• Show Code
• Show Description
• Show Both
3. Click Update.
To toggle filters in the balances page click the Toggle Filters link in the
navigation bar.
Note:
If this link is not displayed, it means that no filters have been defined in the
"System Filter" page.
17
General user tasks
For example, the user changes the page parameters and then navigates
through the company pages, making changes and then saving the changes.
The filter is stored in the memory. When the user goes to Administration >
Metadata > Currencies, the filter is gone.
2. Click Search.
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The reconciliation process
Related Topics
• User profiles on page 80
• Balances pages on page 20
• Importing data on page 147
Note:
Once the process is started, the Administrator cannot make any changes to
the database structure.
The Administrator starts the process in two ways:
• automatically
• manually
Users then have access to the database and are able to enter their data.
19
The reconciliation process
Related Topics
• Starting and stopping the reconciliation process on page 59
Balances pages
There are two ways of loading balances:
• Manual data entry, which involves creating and entering an amount for
a balance by the Administrator or Interactive User
• Import from a file by the Administrator or Interactive User
Related Topics
• Importing data on page 147
• Entering amounts in balances on page 25
20
The reconciliation process
21
The reconciliation process
Related Topics
• Status symbols and descriptions on page 172
22
The reconciliation process
Note:
If there are invoices in the database, the Invoices column appears.
Related Topics
• Matching invoices on page 180
• Status symbols and descriptions on page 172
The declaring company is the company the current user is working on.
• a period
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The reconciliation process
When users log in for the first time, they must select a period and the
company on which they want to work. The system memorizes the period and
company selected for the next time users log in. However, users can change
the period and company whenever required if there are several periods
and/or companies available.
Related Topics
• Translating amounts on page 71
To select a period
1.
In the navigation bar, click to the right of the current period.
2. In the Periods dialog box, select a period.
The balances page for the period appears.
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The reconciliation process
Note:
If the Currency field is already filled in, then the Administrator has chosen
the transaction currency. You can select another currency to use when
entering amounts.
Note:
Calculations are defined using absolute values; it is important to use the
minus (-) sign for negative amounts.
Click Update to save the amounts entered in the database.
Note:
If the Administrator has authorized the use of invoices and activated Invoices
Drive Balances in the Administration > Settings > Invoice Settings, each
time you click Update, a message appears indicating that the balance
amounts and the sum of invoices linked to the balances no longer correspond.
Related Topics
• Detail by child accounts page on page 22
When the Administrator has assigned each child account to a journal account,
the following columns appear in the currency pages in which amounts are
entered:
• Reset Transaction Journal
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The reconciliation process
This column appears when you can enter local currency amounts.
The original amount is the amount stored in the initial accounting system.
The amount stored in the journal account, linked to the child account in which
data is entered, is the difference between the first and last amounts saved
in the database. The difference is called the adjustment amount.
Related Topics
• Journal accounts on page 99
26
The reconciliation process
To consult a file attached to a balance, in the File column click the paperclip
icon. The file opens.
27
The reconciliation process
The post-it icon indicates that a comment has been entered by the company
and that it can be changed. The declaring company that entered the comment
sees this icon.
The post-it icon with a little padlock indicates that a comment has been
entered by the company and cannot be changed. The partner sees this icon.
Note:
Comments can be entered depending on the balance states and the setting
defined by the Administrator. You can enter comments for certain states.
28
The reconciliation process
When you select a status, a dialog box appears and you select the action
you want to perform.
For example, the Canadian Food company has requested the balances be
reopened in order to change an amount. The UK Snacks company responds
to this request. The UK Snacks user clicks the status. In the dialog box, UK
Snacks accepts the balances be reopened so that Canadian Food can change
their amount. The changes are saved. Another status replaces the first to
indicate that UK Snacks accepted the request to reopen the balance.
Related Topics
• Statuses and actions on page 176
• Matching invoices on page 180
• User Group statuses on page 174
• Status symbols and descriptions on page 172
• Tracking progress via emails on page 43
29
The reconciliation process
Note:
The balances of frozen companies cannot be reset or removed.
Note:
This action is performed when the reconciliation process is running.
Related Topics
• Authorizing Power Users to freeze companies with unmatched balances
on page 160
4. Click OK.
30
The reconciliation process
Declaring companies are responsible for deciding when the balances are to
be frozen once all of the work is complete and when the partners can no
longer make any changes.
By default, any users, except View Users, can freeze their company balances
if they have been agreed. However, if the Administrator defined the necessary
configuration before starting the process, users can also freeze all their
company balances whether they are agreed or not.
Note:
• If an error has been made, only Administrators can unfreeze company
balances, unless the Administrator gives Power Users the right to freeze
companies.
• If the Administrator authorizes companies to freeze balances only when
they have been agreed, the companies can freeze balances only in the
"Company Agreed To Differ" and "Partner Agreed To Differ" states.
Related Topics
• Freezing a company balance on page 31
• Authorizing Power Users to freeze companies with unmatched balances
on page 160
• Statuses on page 172
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The reconciliation process
3. Click OK.
Company-partner relationships
If a balance is frozen, neither the declaring company nor its partner can
change it.
The snowflake icon in front of the company code and name on the Balances
page indicates that the US Music company has also frozen the
company-partner pair. As a result, the balances for the company-partner pair
are now frozen.
Note:
You must freeze balances before exporting them. If the balances for a
company-partner pair have only been frozen by one company, only the
32
The reconciliation process
4. Click OK.
33
The reconciliation process
The balances are created for the same company, partner, transaction
currency, and account as the corresponding invoices. You can access the
invoices by navigating through the balances pages.
Related Topics
• Invoice matching on page 162
To enter an invoice
1. In the "Detail by child accounts" page used for entering balances, click
in the invoice column.
Note:
The Invoice label can be customized. Another term may therefore appear
here.
34
The reconciliation process
Note:
This option only appears if the option has been selected in the Global
Parameters menu.
7. Click Create.
The new invoice appears in the list.
Invoice updates
Once an invoice has been entered manually or imported, an Administrators
or Interactive User can change the following information:
• the invoice reference
• the child account to which it is assigned
• the transaction amount
• the local amount
For each invoice, the Administrator, Interactive User, or Power User can
add, modify, or delete:
• a comment
• a standard comment
• a file
Note:
If the invoice is included in an invoice group, it cannot be changed and the
link to the group is displayed.
If the Administrator has chosen to activate them, the fields below are also
available to provide additional information on the invoices.
• The Invoice Group ID field specifies the group ID reference associated
to the invoice. The Invoice Group ID field is not an editable field as it is
system generated.
Note:
The Invoice Group ID field is only displayed if Invoice Level Matching has
been activated.
35
The reconciliation process
• The following text type fields: Invoice Text 1, Invoice Text 2, Invoice
Text 3, Invoice Text 4, Invoice Text 5.
If the Administrator predefined the "Invoice Text 1" and "Invoice Text 2"
fields, the user can use the list to select the predefined text required.
• The following amount type fields: Invoice Amount 1, Invoice Amount
2, Invoice Amount 3.
• The following date type fields: Date Amount 1, Date Amount 2, Date
Amount3. A calendar is available beside each date type field.
Related Topics
• Additional fields for invoices on page 166
• Deleting invoices by company, parent or child account on page 191
• Attaching a file to an invoice on page 38
• Invoice comments on page 36
• Balance and invoice interface display on page 190
Invoice comments
Use a comment in an invoice to explain, for example, why an amount was
entered or to provide extra information about a particular invoice.
The post-it icon indicates that a comment has been entered by a company
and can be changed. The declaring company that entered the comment sees
this icon.
The post-it icon with a little padlock indicates that a comment has been
entered by a company and cannot be changed. The partner can see the
icon.
36
The reconciliation process
37
The reconciliation process
Related Topics
• Freezing and unfreezing company balances on page 159
38
The reconciliation process
Related Topics
• Matching invoices on page 180
39
The reconciliation process
You can consult invoices via the data entry page for child accounts.
• The following icon tells you that the total of the invoices is equal to the
balance in the child account:
• The following icon tells you that the total of the invoices differs from the
balance in the child account:
Note:
In this page, you can:
• consult comments entered by the partner
• sort the "Invoice Reference", "Transaction Amount", and "Local
Amount" columns
Note:
Cancel the sort by clicking the following icon:
Related Topics
• Detail by child accounts page on page 22
• Deleting invoices by company, parent or child account on page 191
40
The reconciliation process
If some invoices were not matched during the automatic matching process
being run, the Administrator or Interactive User can manually match the
remaining invoices.
Note:
Even if all of the invoices are not matched, this does not block the
reconciliation process.
Manually matching the declaring company's invoices with those of the partner
creates an invoice group.
Note:
When performing this task, you can find that one declaring company's invoice
corresponds to more than one of the partner's invoices or vice versa.
Note:
In this page, you can:
• consult comments entered by the partner
• sort the "Invoice Reference", "Transaction Amount", and "Local
Amount" columns
Note:
Cancel the sort by clicking the following icon:
The green check mark icon appears next to the invoices that have been
matched. The red X icon appears next to the invoices that have not been
41
The reconciliation process
matched. The invoices that do not have any particular status are
unassigned.
4. Click the following icon corresponding to the invoice you want to match:
If an invoice group has not already been created, the Create button
becomes available.
5. Click Create.
Note:
To add other declaring company invoices or partner invoices to the group,
click Modify Members.
7. Click Update.
If all of the invoice amounts have been matched, the green check mark
icon appears next to the invoice group.
If all of the invoice amounts have not been matched, the red X icon
appears next to the invoice group. You are able to see that there is still
a variance. The status of the parent accounts is also unmatched.
Note:
If you did not select a partner invoice, the invoice group has a red X icon
and the status of the parent accounts is also unmatched.
8. To match invoices using standard comments and apply the same standard
comment to all the invoices in the group, in the Standard Comment
column, click the post-it icon for your company.
9. In the dialog box used to select the standard comment, select the standard
comment required.
42
The reconciliation process
Related Topics
• Deleting invoices by company, parent or child account on page 191
If different standard comments are used for the invoices of the declaring
company and those belonging to the partner, the group of invoices is
considered as unmatched.
If the same standard comments are used for the invoices of the declaring
company and those belonging to the partner, the group of invoices is
considered as matched, even if differences exist.
Related Topics
• To match invoices manually on page 41
Detailed emails inform the user of events such as the partner requesting
a balance be removed. Thus informed, the user can connect to the
application and respond to the partner by performing an action.
43
The reconciliation process
Related Topics
• Automatic detailed emails on page 169
3. Click Update.
Note:
The reports available depend on the configuration defined by the user.
Related Topics
• Reports on page 184
Report contents
You can define reports based on the following criteria:
44
The reconciliation process
Transaction currency
Account group
Reporting company
Company Group
45
The reconciliation process
Note:
The Difference Analysis report also contains a column that displays the
standard comments linked to the child account of the declaring company.
You can specify how information should be displayed in the Difference
Analysis report, filtering by:
• account code
46
The reconciliation process
• transaction currency
• status
Related Topics
• Account groups on page 92
To build a report
1. In the Reports tab, click the link for the report type you want to display.
2. Select the report contents.
3. From the Format list, select the format you want to use.
4. Click Build.
The Cancel button appears enabling you to interrupt the process if
necessary. Once the report has been built, a link appears at the bottom
of the page.
Deleting reports
Users can delete the reports they have built.
Related Topics
• To delete reports on page 188
To delete a report
1. Select the Reports tab.
All the reports that have been created for each report type are listed.
2. Click the red X icon to the right of the report to delete the report.
47
The reconciliation process
3. Click OK.
Related Topics
• Exporting metadata on page 154
Exporting journals
If the Administrator authorized the use of journal accounts, any user can
export the amounts stored in the journal account to files. The file can then
be imported into the source accounting system.
Note:
You must freeze a company's balances before you can export them.
Journal accounts are exported via an Administrator-defined template.
Related Topics
• Consulting export results on page 157
• Journal accounts on page 99
To export journals
1. In the Import/Export tab under "Export Data", click Export Journals.
2. From the Template list, select the template you want to use.
3. To specify which companies' journal amounts are to be exported, activate
Use Company Filter.
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The reconciliation process
4.
Click to select companies.
Tip:
If you are exporting one company, or companies with a code that start
with the same character, you can type the codes in the "Filter Criteria"
field.
5. Click Export.
The file is exported and the "Summary" page appears displaying the
results of the export.
Related Topics
• Consulting export results on page 157
Exporting balances
Any user can export the amounts stored in the application database to a file
that can then be imported into the consolidation system.
Subtotal Balance exports use only the amounts stored in frozen parent
accounts.
• Analysis Balances for analysis balance export templates
Balance exports use only the amounts stored in unfrozen child accounts
for analysis.
• Analysis Subtotal Balances for subtotal analysis balance export
templates
Balance exports use only the amounts stored in unfrozen parent accounts
for analysis.
49
The reconciliation process
Note:
Each type of balance export uses a specific template defined by the
Administrator.
The export files can be filtered by:
• Companies
• Partners
• Reporting companies
When exporting balances or sub-totals, you can also specify that all of the
periods should be taken into account. If this option is not activate, only the
balances for the current period are exported.
Related Topics
• Balance templates on page 120
• Exporting balances to SAP BusinessObjects Financial Consolidation on
page 52
4. To specify the partners whose amounts you want to export, activate Use
Partner Filter and click to select partners.
Tip:
If you are exporting one company, or companies with a code that start
with the same character, you can type the codes in the "Filter Criteria"
field.
50
The reconciliation process
Note:
This option is available only when the Administrator has activated Data
Filter Enabled in the Administration > Settings > Balance Settings
menu.
8. Click Export.
The file is exported and the "Summary" page appears displaying the
results of the export.
Related Topics
• Consulting export results on page 157
• Exporting balance amounts to SAP BusinessObjects Financial
Consolidation on page 126
• Balance templates on page 120
51
The reconciliation process
Note:
When you export balance amounts to SAP BusinessObjects Financial
Consolidation, only the local amount is exported; the transaction amount is
not exported.
2. In the User Name field, type the name of the SAP BusinessObjects
Financial Consolidation user.
Note:
To export balances to SAP BusinessObjects Financial Consolidation from
the application, SAP BusinessObjects Financial Consolidation users must
be declared as being allowed access to the application.
52
The reconciliation process
Tip:
If you are exporting one company, or companies with a code that start
with the same character, you can type the codes in the "Filter Criteria"
field.
6. To further filter the balance amounts exported, specify the partners whose
amounts you want to export by activating Use Partner Filter, and click
to select partners.
Tip:
If you are exporting one company, or companies with a code that start
with the same character, you can type the codes in the "Filter Criteria"
field.
Note:
You cannot export balance amounts of 0 to SAP BusinessObjects
Financial Consolidation unless you activate this option.
• Replace Existing Amounts
• Execute Package Rules
• Execute Package Controls
• Publish The Package
53
The reconciliation process
Related Topics
• Consulting export results on page 157
Exporting invoices
Any user can export invoices to a file.
Note:
Invoices are exported via a template defined by the Administrator.
The export operation automatically generates a file.
To export invoices
1. In the Import/Export tab, click Export Invoices.
2. Select a template.
3. To specify the companies whose invoices you want to export, activate
Use Company Filter and click to select companies.
Tip:
If you are exporting one company, or companies with a code that start
with the same character, you can type the codes in the "Filter Criteria"
field.
4. To specify the partners whose amounts you want to export, activate Use
Partner Filter and click to select partners.
Tip:
If you are exporting one company, or companies with a code that start
with the same character, you can type the codes in the "Filter Criteria"
field.
54
The reconciliation process
• Ours exports data only for companies to whom you have access
• Theirs exports data only for partners of companies to whom you have
access
• Both exports data for both companies and partners
Note:
This option is available only when the Administrator has activated Data
Filter Enabled in Administration > Settings > Balance Settings.
Related Topics
• Consulting export results on page 157
55
The reconciliation process
56
Administration of the application
To disconnect users
1. In the Administration tab, select Logged On Users.
2. Click Log Non-Administrators off system.
A confirmation message appears.
3. Click OK.
57
Administration of the application
Note:
• The Administrator must stop the reconciliation process to change
databases.
• The Administrator can disconnect any other users that might be connected.
Database maintenance
If there are problems with performance or calculations, the Administrator can
set up the following operations in Administration > Maintenance:
• automatic recalculations of all of the amounts.
The Recalc button is used to recalculate the balances if they have not
been updated, for example after the currencies have been changed in
the database. Amounts in the user group currency and differences can
be recalculated for each balance. As a consequence, the states are also
changed.
• refresh the list and update the processing percentage.
58
Administration of the application
Note:
You need to stop the reconciliation process, if it is running, before you make
updates to the database.
In this case, the process starts automatically on the start date specified.
Users can then enter their balances. The process stops automatically on
the end date specified. Only the Administrator then has access to the
database.
Caution:
The process must be stopped for the Administrator to be able to create or
modify the application database structure. If the process is running, the
metadata objects cannot be changed.
59
Administration of the application
2. Click Stop.
Periods
Currencies
Groups X
Companies
60
Administration of the application
Users
User Groups
Account Groups
Materiality values X
Journal Accounts X
Accounts
Standard Comments X
Forced Agreement X
Metadata
Metadata objects in the database include:
• users
• user groups
• companies
• company groups
61
Administration of the application
Note:
Users and User Groups can be created and changed while the reconciliation
process is running.
3. Click OK.
4. Restart the reconciliation process.
62
Administration of the application
You can authorize or deny the use of each metadata object in the balances.
Caution:
No changes can be made if the reconciliation process is running and if
balances exist.
You can activate or deactivate companies when the process is stopped,
even if the existing balances have not been purged.
The icons in the Status column specify whether or not the company is active:
• The green check mark icon indicates that the company is active.
• The red X indicates that the company is inactive.
Periods
Periods are defined by a start date and an end date. These dates determine
the period to which the amounts that are entered or imported for balances
are linked.
The periods defined in the application should be the same as those used in
the consolidation system to which the amounts are exported.
63
Administration of the application
Note:
In a new database, the Administrator must create at least one period to have
access to the application functions.
Period properties
The process start and end dates determine the period during which users
can access the database to work on their balances. Before and after this
period, only the Administrator has access to the database.
Related Topics
• Opening and closing periods on page 66
• Archiving balances on page 193
• Rates for new periods on page 65
Creating periods
In a new database, the Administrator must create at least one period to have
access to all the the application functions.
When you create a period, the materiality thresholds and rates are carried
over from the previous period and applied to the new period.
When frozen companies are carried over to a new period, they are no longer
frozen in the new period.
64
Administration of the application
To create a period
1. In the Administration tab, select Periods.
2. ClickAdd New.
The "Create Period" page appears.
Related Topics
• To confirm rates for a period on page 66
When you create a period, the rates from the previous period are used by
default. They are called estimated rates.
In the "Periods" page, in the "Currency Rate Confirmed" column, the red X
icon indicates that the rates are estimated. The Administrator can:
• approve rates if they are correct for the new period.
• in the case of incorrect rates, enter the correct rates for the period.
Note:
These operations are only applied to open periods.
65
Administration of the application
Related Topics
• Currencies on page 68
Note:
Periods are not closed or opened definitively. When the Administrator opens
a closed period, the companies frozen before the period was closed remain
frozen. Once the period is reopened, the companies can be unfrozen.
When a period is created, it is open by default.
Related Topics
• Freezing and unfreezing company balances on page 159
66
Administration of the application
To open a period
1. In the Administration tab, select Periods.
2. Click the link for the period you want to open.
The selected period's page appears.
To close a period
1. In the Administration tab, select Periods.
2. Click the link for the period you want to close.
The selected period's page appears.
Deleting periods
Related Topics
• Managing database user connections on page 57
• Deleting metadata objects on page 62
67
Administration of the application
Currencies
When a company is created, the Administrator assigns it a currency. In the
application, currencies are entered one by one.
The Administrator must follow the steps in the order listed below:
• Create the currencies by:
• entering them directly in the application.
• importing currencies contained in a .csv or .txt file using an import
template.
• Define the User Group currency among all the currencies previously
created.
• Optionally, define the default transaction currency.
• Define the mode for translating amounts.
The currencies are identical for all the periods. However, rates are specifically
defined by period.
Note:
When you create a period, the rates entered for the previous period are
applied to the new period. You can then change the rates for the new period.
Related Topics
• Periods on page 63
• The User Group Currency on page 71
• Translating amounts on page 71
68
Administration of the application
Currency properties
All the rates are quoted against the User Group currency. They can be
expressed using two valuation methods:
• Multiply
• Inactive, when activated, means that the currency is not used for
balances.
• Divided Rate, when activated, the divide valuation method for the rates
defined is used. By default, the multiplication method is used.
Note:
For users who do not have Administrator rights, the Currencies information
appears in read-only mode. Only the Administrator has read-write access to
this page.
69
Administration of the application
Related Topics
• Periods on page 63
To enter a currency
1.
In the navigation bar, click to the right of the current period.
2. In the "Periods" dialog box, click the link for the period you want to apply.
Note:
The period you select is important because the currency rates you define
are specific to that period.
3. Click OK.
70
Administration of the application
The User Group Currency is the reporting currency used by the Head Office
as a base currency, against which all of the other currencies can be quoted.
The Administrator must select the User Group currency from the currencies
in the database using the application. It cannot be imported.
Note:
The User Group currency can be changed or deleted later only if all of the
balances in the database are deleted.
3.
Click to select a default currency.
The default transaction currency appears when adding or accessing a
balance. However, the users are free to select another transaction
currency.
The default transaction currency can be changed at any time by the
Administrator.
4. Click Update.
Translating amounts
The diagram below illustrates how transaction amounts are translated into
User Group amounts.
71
Administration of the application
Note:
• You can also define a mode enabling you to select, for each parent
account, which of the two translation modes should be used to translate
the amounts.
• Once chosen, the translation mode cannot be changed unless the process
is stopped and the database contains no balances.
Related Topics
• The User Group Currency on page 71
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Administration of the application
4. Click Update.
Company groups
Companies are grouped into company groups. For example, the Canadian
Food and US Food companies make up the Food company group.
Note:
No two company groups have the same code.
• name
Once you have created the company groups, you can link them to companies:
• In the application via:
• the company page
• the company groups page
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Administration of the application
• Via an import
Related Topics
• To add a company on page 77
• To create a company group on page 74
• Company templates on page 127
Companies
A company can be linked to:
• a user group
• a reporting company
Note:
If you want to link a company to a reporting company, they must both
have the same local currency.
• one or more company groups
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Administration of the application
Related Topics
• Company groups on page 73
• User groups on page 91
All the companies (companies and reporting companies) enter balances, but
only the reporting companies export their balances (their own balances and
those belonging to the companies linked to them) to the consolidation system.
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Administration of the application
Company properties
Note:
If you are not an Administrator, the company information appears as read-only
content.
A company has the following properties:
• a unique code
• a description
• a Reporting Currency specifies the local currency used by the company
• a Reporting Company specifies the reporting company to which the
current company is assigned
The Inactive check box, when activated in the company's edit panel,
means that balances cannot be entered for the company.
Note:
The Administrator can activate or deactivate a company if the
reconciliation process has been stopped.
• Frozen, which means that the company balances and the balances
belonging to all its partners cannot be changed.
Note:
The Frozen status is defined by period.
• the Frozen Time Stamp specifies the date and time that the balances of
the current company were last frozen
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Administration of the application
assign the company to a user group. The Delete Invoices button deletes all
of the invoices for the current company.
Note:
Delete Invoices is visible only when invoices exist in the database.
Company Contacts lists users who can be contacted if necessary.
Related Topics
• Defining users as company contacts on page 80
• Deleting invoices by company, parent or child account on page 191
• Freezing and unfreezing company balances on page 159
• Resetting and removing balances on page 30
• Periods on page 63
Adding a company
Related Topics
• Company templates on page 127
• To add a company on page 77
To add a company
1. In the Administration tab, select Companies.
2. Click Add New.
3. Enter a unique alphanumeric Code.
4. Type a Description.
5. From the Reporting Currency list, choose the local currency.
6. Click Create.
7. If you want to link the company to a reporting company or define the
company as a reporting company, click next to the Reporting
Company field.
8. Do one of the following:
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Administration of the application
• Click the link for the reporting company you want to link to the company
you are creating.
Note:
If you want to link a company to a reporting company, they must both
have the same local currency.
• Click the link for the current company to define it as the reporting
company.
10. Activate the box next to the company group or groups you want the
company to be linked to.
11. If you want to link the current company to a user group, click User Groups.
Note:
You can also link a company to a user group in the relevant User Group
page.
Related Topics
• To create a company group on page 74
• To create a User Group on page 92
Deleting companies
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Administration of the application
To delete the company metadata object, follow the instructions for deleting
metadata objects.
Related Topics
• Deleting metadata objects on page 62
Users
The Administrator links users to user groups to include them in the
reconciliation process.
A user is linked to a user group, which defines the companies to which the
user has access. A user can also be defined as a company contact.
Related Topics
• User groups on page 91
• User templates on page 141
• Defining users as company contacts on page 80
User properties
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Administration of the application
• a user profile that specifies the functions to which the user has access.
• a default language
This language is displayed by default when the user logs in, although the
user can also change the displayed language at login.
• a password
• an email address
Related Topics
• Automatic detailed emails on page 169
• User profiles on page 80
The Administrator can specify which user types are company contacts.
When a user group is created, all of the users belonging to the user types
selected are automatically defined as company contacts.
User profiles
User profiles enable you to define which functions users are able to access.
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Administration of the application
• Administrator
The Administrator profile can execute all functions, but the other profiles
can only execute the functions as detailed in the tables below.
• Interactive User
• Power User
• View User
Account groups:
X
create/modify/delete
Account groups:
X X X X
view
Balance attach-
ments: add/modi- X X X
fy/delete
Balance attach-
X X X X
ments: open
Balance comments:
X X X
add/modify/delete
Balance comments:
X X X X
read
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Administration of the application
Balances: create X X
Balances: export
balances/subtotal
balances/analysis X X X X
balances/analysis
subtotal balances
Balances: export to
SAP BusinessOb-
X X X X
jects Financial Con-
solidation
Balances: import X X
Balances: import
X
bulk
Balances: modify X X
Balances: reset/re-
move (specific com- X X
pany)
Balances: view X X X X
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Administration of the application
Companies: cre-
X
ate/modify/delete
Companies: select
X X X X
and view
Currencies and
X X X X
rates: view
Currencies: cre-
X
ate/modify/delete
Database connec-
X
tion configuration
Detailed emails:
X
configure (states)
Filters: apply/clear X X X X
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Administration of the application
Forced agreements:
enable/disable/roll- X
back/run
Forced agreements:
X X X X
view
Freeze (specific)
X X X
company
Freeze/unfreeze (all)
X
companies
Freeze/unfreeze
companies across X
periods
Global parameters:
X
update
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Administration of the application
Imports/exports
(own) previous: con- X X X X
sult/delete
Imports/exports pre-
vious: consult/delete X
(all) previous
Intercompany li-
X X X X
cense details: view
Interface configura-
X
tion
Invoice additional
fields: dd/modi-
fy/delete X X
(text/amount/date
fields)
Invoice attachments:
X X X
add/modify/delete
Invoice comments:
X X X
add/modify/delete
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Administration of the application
Invoice details:
modify (invoice refer-
ence/invoice ac- X X
count/txn and local
amounts)
Invoice matching
X X
functions: perform
Invoice standard
comments: X X X
add/modify/delete
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Administration of the application
Invoices (specific
X X
company): delete
Invoices Un-as-
signed / Un-matched
/ Agreed / Comment
X X X X
Matched (from Par-
ent Account Invoice
page): view
Invoices: add/delete X X
Invoices: export X X X X
Invoices: import X X
Journal accounts:
X
create/modify/delete
Journal accounts:
X X X X
view
Journals: export X X X X
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Administration of the application
Journals: reset
X X
(manual/import)
Language: select X X X X
Maintenance: run X
Materiality: cre-
X
ate/modify/delete
Materiality: view X X X X
Metadata: export X
Metadata: import X
Period: select X X X X
Periods: open /
close / archive / X
delete
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Administration of the application
Reconciliation pro-
X
cess: start/stop
Report configuration X
Standard comments:
X X X
add/modify/delete
Standard comments:
X
create
Standard comments:
X X X X
view
States: manage X
Summary emails:
X X X
receive
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Administration of the application
System health
X
checks
Template configura-
X
tion
Unfreeze (specific
X X
company)
Users: create/modi-
X
fy/delete
Creating users
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Administration of the application
To create a user
1. In the Administration tab, select Users.
2. Click Add New.
3. Enter the password.
4. Enter a unique user code.
5. Enter the Email Address, Telephone Number, Fax Number, Address
and Mobile Number fields.
6. From the User Profile list, select a profile.
7. From the Default Language list, select a language.
8. If you want the user to receive detailed emails, activate Receive Detailed
Emails.
9. Click Create.
Related Topics
• Addressees of detailed emails on page 170
User groups
The Administrator links companies and users together to create a user group.
When users log in to enter balances, they can only access the companies
defined in their user groups.
Note:
Administrator users have access to all of the companies.
Some users are automatically defined as company contacts.
Related Topics
• Defining users as company contacts on page 80
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Administration of the application
Related Topics
• User Group templates on page 145
Account groups
An account group is a group of accounts which have similar accounting
characteristics.
There are three default top level account groups in the application:
• Profit and Loss (P&L)
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Administration of the application
• Balance Sheet
• Off Balance Sheet (Off BS)
Expenses: -
P&L
Income: +
Off BS +
Note:
Calculations are defined using absolute values, therefore it is important to
place the minus (-) sign in front of negative amounts.
Account subgroups
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Administration of the application
The Balance Sheet Top Level Account Group is delivered with the
application by default.
The Tangible Assets parent account is linked to the BS top level account
group and to the Fixed Assets subgroup.
The Intangible Assets parent account is linked to the BS top level account
group, to the Assets group and to the Fixed Assets subgroup.
In the balances and reports, you can choose to display different accounts
depending on the account group selected:
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Administration of the application
• All of the accounts contained in the balance sheet top level account
group appear: Tangible Assets, Intangible Assets, Finished Goods in
Progress and Services in Progress.
• All of the accounts contained in the Assets account group appear:
Intangible Assets, Finished Goods in Progress and Services in Progress.
The Tangible Assets parent account does not appear because it is not
linked to the Assets group.
• All of the accounts contained in the Fixed Assets subgroup are displayed:
Tangible assets and Intangible assets.
Note:
The Tangible Assets parent account appears if you select the Balance Sheet
and Fixed Assets groups. However, it is not linked to the Assets group and
does not appear if only this group is selected.
Related Topics
• Tracking progress via reports on page 44
Note:
You can only edit the "Parent Account Group" field if all balances have
been purged from the database.
• a calculation type defined for the top level account group.
When you create parent accounts, the account groups defined are assigned
to them.
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Administration of the application
Related Topics
• Parent accounts on page 102
• Child account properties on page 104
To create a group of accounts, you should first of all create the corresponding
parent account group.
Note:
You cannot import account groups.
5. Click Create.
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Administration of the application
4.
To select the Top Level Account Group, click .
5.
To select the Parent Account Group, click .
Note:
You can only edit this field if all balances have been purged from the
database.
6. Select the parent account group to which you want to assign the account
group you are creating.
In the "Parent Account Group" field, the selected group's name appears.
In the "Calculation Type" field, the calculation defined for the Top Level
Account Group to which the parent account group is assigned appears
in the list box, and the box is deactivated.
7. Click Create.
In the Top Level Account Group field, the group's name appears.
Materiality values
A materiality threshold is expressed in group currency and determines
whether a balance is reconciled. If the difference is below materiality, the
balance is reconciled. If the difference is above materiality, the balance is
not reconciled.
Materiality thresholds are defined by periods. As soon as you create the first
period, the default materiality threshold values appear for Balance Sheet,
Off Balance Sheet, and Profit and Loss for a parent account.
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Administration of the application
Related Topics
• Accounts on page 101
• Periods on page 63
Creating a materiality
Note:
This operation can only be performed when the reconciliation process is
stopped and there are no balances in the database.
To create a materiality
1.
In the navigation bar, click to the right of the current period to select
the link for the period you want to use.
2. In the Administration tab, select Materialities.
3. Click Add New.
4. Enter a unique code and a description.
5. In the Threshold field, type the relevant value.
6. Click Create.
7. In the Administration tab, Settings > Metadata Settings.
8. Activate Materialities Threshold Defined.
Note:
You can only perform this operation when the reconciliation process is
not running and there are no balances in the database.
9. Click Update.
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Administration of the application
Journal accounts
Journal accounts store the differences between the first and last amounts
entered for child accounts. The differences can then be exported via a journal
to the accounting system containing the original data.
Note:
Several child accounts can be assigned to the same journal account.
• journals can be exported to the source accounting system.
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Administration of the application
Related Topics
• Authorizing the creation of journal accounts on page 100
• Creating journal accounts on page 100
• To create child accounts on page 105
Note:
An Administrator can only authorize or deny the creation of journal accounts
when the process is stopped and there are no balances in the database.
Related Topics
• To create a journal account on page 101
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Administration of the application
Accounts
There are three types of account:
• child accounts
• parent accounts
• adjustment accounts
To create a parent account, and assign child accounts and another parent
account to it:
• Create a parent account.
• Create a second parent account.
• Create a child account and assign it to the first parent account.
• Create a child account and assign it to the second parent account.
• Link the two parent accounts.
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Administration of the application
Note:
Other child accounts can then be assigned to the parent account.
To link a parent account to child accounts and to link two parent accounts,
all the objects need to have the same:
• Top Level Account Group and other account groups
• Currency Rate
• Materiality, if a materiality threshold has been defined
• Translation mode, if it has not been previously defined for all the accounts
Related Topics
• Creating child accounts on page 105
• Creating parent accounts on page 103
• Forced agreements on page 109
• Account templates on page 115
Parent accounts
102
Administration of the application
Related Topics
• Reconciliations on page 179
• Account groups on page 92
• Currency properties on page 69
• Translating amounts on page 71
• Materiality values on page 97
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Administration of the application
Child accounts
Users enter amounts into child accounts. Child accounts must belong to
parent accounts.
The balance in a child account can be broken down into different invoices.
Related Topics
• Invoice matching on page 162
If no amount translation mode has been previously defined for all the
accounts, the child account uses the same mode as the parent account to
which it is linked.
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Administration of the application
You can also specify whether the current parent account is used in balances.
Related Topics
• Currency properties on page 69
• Matching invoices on page 180
• Journal accounts on page 99
• Account groups on page 92
• Materiality values on page 97
7. Click the link for the parent account you want to assign the child account.
The selected parent account appears in the "Parent Account" field.
8.
In the Journal Account field, click .
The "Journal Account" dialog box appears, listing the journal accounts
defined in the database.
9. Click the link for the journal account you want to assign the child account.
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Administration of the application
Restriction:
Parent and child accounts can only be linked if they use the same currency
rate, top level account group, and materiality.
Note:
If forced agreement is authorized for a child account linked to a parent
account, an adjustment account is created automatically and linked to the
parent account.
Related Topics
• Forced agreements on page 109
4. Click the link for the parent account to which you want to assign the current
child account.
The selected parent account appears in the "Parent Account" field.
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Administration of the application
5. Click Update.
4. Activate the box corresponding to the child account that you want to
assign the parent account.
5. Click OK.
In the parent account page, the child account you selected appears in
the "Child Accounts" list.
After creating the parent and child accounts, the Administrator can link parent
accounts.
4. Click the link for the parent account to which you want to link the current
parent account.
5. Click Update.
The partner account appears on the right of the page.
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Administration of the application
To delete the parent account, click the red X on the row of the account in
Administration > Accounts.
Account flows
When you import accounts, you can also import the flows linked to them. If
you do so, the flows are then stored in the application as follows:
• P6000-F00
• P6000-F99
When entering accounts, the separator used is the one defined in the template
for importing accounts.
Related Topics
• Account templates on page 115
Standard comments
Standard comments enable you to explain why an amount was entered for
a balances or invoice.
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Administration of the application
Related Topics
• Matching invoices using standard comments on page 43
• Invoice matching on page 162
• Entering a comment for a balance on page 28
• Invoice comments on page 36
• Communicating with the partner via statuses and actions on page 29
• Attaching a standard comment to a balance on page 26
5. Click Create.
Forced agreements
A forced agreement enables an Administrator to adjust the remaining
differences automatically at the end of the process. Forced agreements are
not compulsory.
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Administration of the application
The extension:
• is defined by the Administrator.
• is made up of a maximum of 8 characters.
• is valid for all adjustment accounts.
• can be changed at any time.
By default, when the forced agreement process is run, the balances entered
for loser accounts which have a "Partner Submitted" status are deleted.
However, the Administrator can decide to retain these balances.
Related Topics
• Forced agreements on page 109
• Accounts on page 101
110
Administration of the application
2. In the Adjustment Account Extension field, enter the text you want to
define as the extension.
Note:
The extension field is limited to eight characters.
Related Topics
• To authorize a forced agreement on page 110
Administrators run this operation once the balances have been entered. The
reconciliation process must be stopped when running forced agreements.
Once the operation is performed, the process can be started again.
Restriction:
The forced agreement process should be the last operation performed on
the balances as it may change the amounts.
Note:
• Once the process is finished, the Forced Agreement Run box is activated
automatically in Administration > Forced Agreement Settings.
• If there is a balance in the non-winning account but not in the winning
account, the amount in the non-winning account is posted to the
adjustment account on forced agreement.
Once the forced agreement process is complete, the Administrator can
consult the log files containing the process history. If there is an error, the
Administrator can restore the amounts as they were before the forced
agreement process was run.
Related Topics
• To manually start the reconciliation process on page 59
• To automatically start and stop the reconciliation process on page 60
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Administration of the application
Related Topics
• To authorize a forced agreement on page 110
Related Topics
• To authorize a forced agreement on page 110
3. To display the adjustments made after a process was run, click the "File
Location" link for the process.
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Administration of the application
Note:
When an Administrator modifies an existing template fields, all templates
based on these fields are automatically updated.
The following table lists the objects that are imported and exported, and
which templates they use:
Accounts X X
Account Groups X
Balances X X
Analysis Balances X
Companies X X
Company Groups X X
Currencies X X
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Administration of the application
Invoices X X
Journals X
Journal Accounts X X
Subtotal Balance X
User Groups X X
Users X X
Template lists
Once the Administrator creates file templates, they are available in the
template list for a specific category of import template. For example, when
the Administrator saves a new company template, then goes to Import/Export
> Company Templates, the new template is listed.
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Administration of the application
Note:
For users who do not have Administrator rights, these objects appears in
read-only mode.
The template lists include:
• The Code column lists the template names defined in the database.
• The Description column lists the template descriptions defined in the
database.
• The Status column indicates whether the template can be used or not.
The green check mark indicates that the template is valid and can be
used. If the red X appears, the template is invalid.
• The fourth column contains the delete icon. If you no longer need a
template, click the delete X to remove the template.
Account templates
The following figure shows some of the fields available in a template, and
how they need to correspond with items in an Excel worksheet.
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Administration of the application
If the accounts are linked to flows in the file, you will select the Use
Account Flows option when you create the template, and enter the
separator used in the import file in the "Flow Delimiter" field. The field is
used with Partner Account Flow Code.
• Materiality Code
If there is no materiality in the import file, either enter a default type field
name or select a default materiality later when you create a template.
• Currency Rate Type
If there is no currency rate in the file, either enter a default currency rate
field name or select a default currency rate later when you create a
template.
• Account Group Code
• Account Description
• Parent Account Code
• Partner Account Code
• Partner Account Flow Code
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Administration of the application
The "Account Status" field displays for each reporting company whether
or not it can be used in balances, or if it should be stored in the database
for use at a later date.
When you create the template in Import/Export > Account Templates,
you activate Import Status Information and define the active and inactive
status indicators.
• Forced Agreement
• Group Amount Source
• Balance Sign
Once the Administrator has populated the fields, templates can be created
in Import/Export > Account Templates.
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Administration of the application
Note:
This number determines how many fields appears in the window that are
available when you click Define Fields.
5. Enter a character in the "Field Delimiter" that the file will use to separate
the columns.
6. Click Create.
7. Click Define Fields.
8. In the "Field Definition" page, select the fields that you want to include.
Note:
The order of the fields must correspond to the file you are importing or to
the database to which the file will be exported.
11. If there are no materiality, translation or account group fields in the file,
activate the following options and select values from the lists:
• Use Default Materiality Type
• Use Default Currency Rate Type
• Use Default Account Group
12. If the import file contains account flows, activate Use Account Flows
and type in the "Flow Delimiter" field the character that is used for the
account flow pairs in the import file.
13. Activate Import Status Information if you have a file that includes the
"Currency Status" field.
You need to define the following status indicators:
• Type an indicator in the "Active Status Indicator" text box if you have
a template that includes the "Currency Status" field.
• Type an indicator in the "Inactive Status Indicator" text box if you have
a template that includes the "Currency Status" field.
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Administration of the application
14. If the forced agreement winners are included in the file, activate Import
Forced Agreement Information and indicate in the "Forced Agreement
Winner Indicator" field how the forced agreement winners are identified
in the file.
15. Activate Use Account Sign to specify the sign to be assigned to amounts
in the account currently open for positive and negative indicators.
16. Click Update.
The template is saved to the "Account Templates" list.
Note:
The Administrator can access the template in the "Account Templates"
list at any time to update the details.
Note:
You need to import the journal accounts before you can import the user/user
group relationships.
Related Topics
• To configure an import or export file template on page 131
• Journal accounts on page 99
• Accounts on page 101
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Administration of the application
Related Topics
• To configure an import or export file template on page 131
• Account groups on page 92
Balance templates
Note:
Calculations are defined using absolute values; it is important to place
the minus (-) sign before negative amounts in the import file.
Note:
The decimal symbol used depends on the application server's regional
settings.
The following figure shows some of the fields available in a template, and
how they need to correspond with items in an Excel worksheet.
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Administration of the application
Balance exports use only the amounts stored in frozen child accounts.
The template is also available for "Analysis Balances" exports that use
only the amounts stored in unfrozen child accounts for analysis.
• Subtotal Balance Export Template Fields for subtotal balance export
templates
Subtotal Balance exports use only the amounts stored in frozen parent
accounts.
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Administration of the application
• Company Code
• Local Currency Code
• Account Code
• Partner Code
• Transaction Currency Code
If there are transaction fields in the file for both the local currency and the
transaction currency amount, you activate the Expect Two Lines Per
Transaction option when you create a template.
• Amount
If you use the Amount Indicator field in a template, the account field also
needs to be included in the template.
• Transaction Amount
For example, balances are exported to a file that is then used to import
the balances into the consolidation system. In the consolidation system,
Products is used as an object, but it is not an SAP BusinessObjects
Intercompany field. You can enter Products in the "First analysis" field.
You can then select the Products field in the import template.
• Account Flow Code
If the accounts are linked to flows in the application and the flows and
account codes are separate in the balance file, then you select the Use
Account Flows option when creating the template, and enter a separator
used in the file in the "File Delimiter" field.
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Administration of the application
Note:
For import file templates, the separator used must be identical to the one
used in the account import file.
• Standard Comment Code
The following fields are also used in the Balance Export templates:
• Reporting Company Code
• Category Code
• Group Amount
• Timestamp
• Company Group Code
Note:
If a company is linked to several company groups, only the information
for the first company group will be exported.
• Their Company Group Code
• Their Reporting Company Code
• Parent Account Code
• Audit ID Code
• Flow Code
• Data Entry Period Code
The following fields are also used in the Subtotal Balance Export templates:
• Their Group Amount
• Their Transaction Amount
• Balance Status
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Administration of the application
Related Topics
• Matching invoices on page 180
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Administration of the application
Note:
This number determines how many fields appears in the window that are
available when you click Definite Fields.
6. Enter a character in the "Field Delimiter" text box that the file will use to
separate the columns.
7. Click Create.
8. Click Define Fields.
9. In the "Field Definition" page, select the fields that you want to include.
Note:
The order of the fields must correspond to the file you are importing or to
the database to which the file will be exported.
12. Activate Expect Two Lines Per Transaction to enter the following:
• "Local Amount Indicator", which must match the local amount indicator
in the file.
• "Transaction Amount Indicator" which must match the transaction
amount indicator in the file.
13. Activate Use Account Flows if there are flows linked to the accounts
and type a "Flow Deliminator".
14. For import templates, activate Use Default Transaction Currency to
specify a Default Transaction Currency.
Note:
If there is no transaction currency in the file, the currency specified in this
field is used by default for all the amounts in the file.
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Administration of the application
Note:
The Administrator can update the templates in the balance templates lists
at any time.
Note:
To export balances, the company or companies whose balances are to be
exported must be frozen, and the reconciliation process must be running
when exporting balances.
Related Topics
• Exporting balances to SAP BusinessObjects Financial Consolidation on
page 52
• Setting the SAP BusinessObjects Financial Consolidation parameters
on page 127
• Setting the data source and web services on page 126
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Administration of the application
Company templates
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Administration of the application
The following figure shows some of the fields available in a template, and
how they need to correspond with items in an Excel worksheet.
If the company group is included in the file, activate the Import Company
Groups option when you create the template in Import/Export >
Company Templates.
• Company Description
• Reporting Company Code
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Administration of the application
• Company Status
The "Company Status" field displays for each reporting entity whether or
not it can be used in balances or stored in the database for use at a later
date.
Once the Administrator has populated the fields, templates can be created
in Import/Export > Company Templates.
5. Enter a character in the "Field Delimiter" that the file will use to separate
the columns.
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Note:
Once you have created the template with this option deactivated, you
cannot return and activate it in the update mode.
7. Activate Import Reporting Company if you have a file that includes the
"Reporting Company Code" field.
If you activate this option, the "Reporting Company" field is available after
you have defined the fields.
8. Click Create.
9. Click Define Fields.
10. In the "Field Definition" page, select the fields that you want to include.
Note:
The order of the fields must correspond to the file you are importing or to
the database to which the file will be exported.
13. Activate Import Status Information if you have a file that includes the
"Currency Status" field.
You need to define the following status indicators:
• Type an indicator in the "Active Status Indicator" text box if you have
a template that includes the "Currency Status" field.
• Type an indicator in the "Inactive Status Indicator" text box if you have
a template that includes the "Currency Status" field.
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Note:
The Administrator can access the template in the "Company Templates"
list at any time to update the details.
Related Topics
• Company groups on page 73
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Administration of the application
5. From the "Fields Per Line" list, select the number of fields you want to
include in the file.
Note:
This number determines how many fields appears in the window that are
available when you click Define Fields.
6. Enter a character in the "Field Delimiter" that the file will use to separate
the columns.
7. Click Create.
8. Click Define Fields.
9. In the "Field Definition" page, select the fields that you want to include.
Note:
The order of the fields must correspond to the file you are importing or to
the database to which the file will be exported.
Currency templates
The following figure shows some of the fields available in a template, and
how they need to correspond with items in an Excel worksheet.
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Administration of the application
Once the Administrator has populated the fields, templates can be created
in Import/Export > Currency Templates. The Administrator can update the
currency template field name entries at any time.
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Administration of the application
5. Enter a character in the "Field Delimiter" box that the file will use to
separate the columns.
6. Activate Use Define Period to identify the period to which the currency
rates are linked.
7. Click Create.
8. Click Define Fields.
9. In the "Field Definition" page, select the fields that you want to include.
Note:
The order of the fields must correspond to the file you are importing or to
the database to which the file will be exported.
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Administration of the application
For example, if you do not want to import the header row in the file, select
1. Only the second line onwards is imported.
12. Activate Import Status Information if you have a template that includes
the "Currency Status" field and want to import the currency status
information.
You need to define the following status indicators:
• Type an indicator in the "Active Status Indicator" text box if you have
a template that includes the "Currency Status" field.
• Type an indicator in the "Inactive Status Indicator" text box if you have
a template that includes the "Currency Status" field.
13. Activate Import Rate Type Information to define the valuation methods
used for the currencies:
• In "Multiply Indicator" text box, type a character to represent rates
using the multiply format.
• In "Divide Indicator" text box, type a character to represent rates using
the divide format.
Invoice templates
The following figure shows some of the fields available in a template, and
how they need to correspond with items in an Excel worksheet.
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Administration of the application
Note:
There may be certain fields in the file that cannot be processed by the
application. If this is the case, users must use the Ignore field so that the
system does not include the field.
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• Transaction Amount
• Standard Comment Code
Note:
If an object in the import file does not exist in the application, an error can
appear in the log file.
• Invoice Comment
Related Topics
• Matching invoices on page 180
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Administration of the application
5. Enter a character in the "Field Delimiter" box that the file will use to
separate the columns.
6. Click Create.
7. Click Define Fields.
8. In the "Field Definition" page, select the fields that you want to include.
Note:
The order of the fields must correspond to the file you are importing or to
the database to which the file will be exported.
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5. Enter a character in the "Field Delimiter" text box that the file will use to
separate the columns.
6. Click Create.
7. Click Define Fields.
8. In the "Field Definition" page, select the fields that you want to include.
Note:
The order of the fields must correspond to the file you are importing or to
the database to which the file will be exported.
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Administration of the application
User templates
The following figure shows some of the fields available in a template, and
how they need to correspond with items in an Excel worksheet.
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• User Language
• User Email Address
• User Phone
• User Fax
• User Address
• User Mobile
• User Password
Include this field in your template and file as a flag. Use 0 to indicate that
the users should receive detailed emails, or a 1 to indicate that the user
should not receive them.
• User External Login
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Once the Administrator has populated the fields, templates can be created
in Import/Export > User Templates. The Administrator can update the user
template field entries at any time.
Related Topics
• Addressees of detailed emails on page 170
5. Enter a character in the "Field Delimiter" text box that the file will use to
separate the columns.
6. If you want to set a default password, in case there is no default password
in the file, activate Use Default Password box and enter in the "Default
Password" text box.
7. Click Create.
8. Click Define Fields.
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9. In the "Field Definition" page, select the fields that you want to include.
Note:
The order of the fields must correspond to the file you are importing or to
the database to which the file will be exported.
Note:
You need to import the user groups before you can import the user/user
group relationships.
Related Topics
• To configure an import or export file template on page 131
• User groups on page 91
• Users on page 79
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Administration of the application
Related Topics
• To configure an import or export file template on page 131
• User groups on page 91
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Administration of the application
Note:
You need to import the user groups before you can import the user
group/company relationship file.
The user group/company relationship import file enables you to define which
companies belong to which User Groups.
Related Topics
• To configure an import or export file template on page 131
• User groups on page 91
• Companies on page 74
Related Topics
• To configure an import or export file template on page 131
• Journal accounts on page 99
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Administration of the application
Importing data
Instead of manually entering all of the metadata objects in the application,
a group of related metadata objects in a .csv or .txt file is imported into the
company database.
If the import data does not match the fields existing in the company database,
the Administrator creates templates that define how the data is entered into
the database.
Before importing the data, verify that the import files are correctly formatted.
The type of file you can import depends on your profile:
Currency Administrator
Company Administrator
Account Administrator
User Administrator
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When the import is complete, the "Summary" page appears displaying the
results of the import.
Related Topics
• To import balance amounts via an import template on page 149
• Templates for data import and export on page 113
• Import order on page 153
• Consulting import results on page 153
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Administration of the application
5. Click Import.
Note:
If the import has been put in the import queue, you can cancel the import
by clicking Cancel.
When the import is complete the "Summary" page appears displaying
the results of the import.
Related Topics
• Templates for data import and export on page 113
• Import queue on page 154
• Consulting import results on page 153
The users in charge of entering data import their balances when the
process is running. In this case, the maximum number of lines that
can be imported is 1000.
• Bulk Import Balance if you are importing a bulk balance file
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Administration of the application
6. Click Import.
Note:
If the import has been put in the import queue, you can cancel the import
by clicking Cancel.
When the import is complete the "Summary" page appears displaying
the results of the import.
Related Topics
• Templates for data import and export on page 113
• Import queue on page 154
• Consulting import results on page 153
Importing invoices
To import invoices:
• users must have a file containing the amounts to be imported.
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Administration of the application
Note:
The decimal symbol used depends on the application server's regional
settings.
• users must also select an import template created by the Administrator.
A mapping between the application fields and the import file fields is
defined by the Administrator in the import templates.
Related Topics
• Parent accounts on page 102
Note:
If an identical invoice exists in the application and it is matched, it is not
replaced or aggregated with the invoice in the import file.
To import invoices
1. In the Import/Export tab, select one of the following:
• Import Invoices
The import file should not contain more than 1000 rows. If it does, you
have to perform a block import.
• Bulk Import Invoices
There is no limit to the number of lines that can be imported in this
way. Before an Administrator can perform this type of import, the
reconciliation process needs to be stopped and all of the users logged
off.
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If you do not activate the option, the imported balances are added to
existing balances.
Note:
If the Administrator activated Invoices Drive Balances in Administration
> Settings > Invoice Settings, the Create/Update Balance option is
activated by default.
9. Click Import.
Note:
If the import has been put in the import queue, you can cancel the import
by clicking Cancel.
When the import is complete the "Summary" page appears displaying
the results of the import.
Related Topics
• Import queue on page 154
• Consulting import results on page 153
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Administration of the application
Import order
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Administration of the application
If there were errors, this line appears indicating the link to a file containing
all of the errors found during the import.
You can consult this page at a later date at Import/Export > Previous
Imports/Exports.
Import queue
All the imports are placed in a queue. When one import finishes, the next
one in the queue is started.
Import operations are also placed lower in the queue when another operation
considered as a higher priority is being run. When a user runs an import
operation, the "Progress Report" page appears, indicating the operation's
position in the import queue.
Click Cancel to delete the import from the queue and cancel the import.
The Administrator can also delete imports from the queue by clicking the red
X icon in the Administration > Maintenance page.
Exporting metadata
Before exporting the data files, verify that they are formatted to match the
destination database.
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Administration of the application
Companies Administrator
Accounts Administrator
Users Administrator
155
Administration of the application
Related Topics
• Exporting financial data on page 48
The Administrator specifies the set to be used before any exports are
performed.
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Administration of the application
To export data
1. In the Import/Export tab, select an export option.
Note:
Only an Administrator can export companies, accounts, users, user
groups, user group relationships, or group company relationships. If you
are exporting invoices, journals, or balances, go to the section in the
documentation on exporting financial data.
2. Select a template.
3. Select a language.
4. If you are exporting currencies, enter thousand and decimal separators.
Note:
The separator should correspond to that used by the database that will
receive the export data.
5.
To filter the data exported, activate Use Filter, and click to select
filter items.
6. Click Export.
The file is exported and the "Summary" page appears displaying the
results of the export.
Related Topics
• Exporting financial data on page 48
• Consulting export results on page 157
When you finish exporting a file, the "Summary" page appears. The
"Summary" page includes the following information:
• The Status indicates the success of the export.
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Administration of the application
• The Template
• The Data File Path field displays a link to the log file generated by the
export.
• The Processed Line Count
• The Error Count indicates the number of errors that occurred during the
export.
• The Log File Path
You can consult this page at a later date at Import/Export > Previous
Import/Export.
Related Topics
• Consulting import and export results on page 159
You must enable the data filter in order to access it in the balance and invoice
export pages.
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Administration of the application
The Administrator can freeze all the balances for all the companies
simultaneously and unfreeze the balances for a company if a user froze it
by mistake.
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Administration of the application
Neither the declaring company nor the partner can access frozen balances.
The declaring company decides when all of the work is complete and the
partner can no longer make any changes.
Note:
If an error has been made, only Administrators can unfreeze company
balances, unless the Administrator gives Power Users the right to freeze
companies.
By default, only company balances that are agreed to can be frozen.
The Administrator can also authorize users to freeze their company balances
whether they have been agreed to or not.
Note:
If the Administrator authorizes companies to freeze their balances only when
the balances are agreed to, the companies cannot do so when they have
the Company Agreed To Differ and Partner Agreed To Differ statuses
activated.
Related Topics
• Freezing company balances at the end of the reconciliation process on
page 161
• Statuses on page 172
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Administration of the application
balances, even if the Group Row Difference option is selected for Group
Amount Matching, and the Unmatched Balance Freezing Allowed option
is not activated.
At the end of the process, the Administrator freezes all of the balances,
agreed or not, for all of the companies:
• for the current period
• for all of the periods
Balances can be frozen or unfrozen for all of the periods only if:
• the reconciliation process is stopped
• there are no users connected
Note:
Unfreezing balances for all of the companies and periods enables you to
recalculate the balances and take any changes into account, for example
rate changes.
Related Topics
• Database maintenance on page 58
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Administration of the application
3. Click OK.
3. Click OK.
4. Click OK.
Invoice matching
If invoice matching is included in the application license, you can break down
the balances in child accounts into different invoices.
This enables users to compare the invoices entered by the declaring company
and the partner. Invoices enable you to analyze differences in greater detail.
Even if the invoices are not matched, this does not block the reconciliation
process.
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Option Description
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Option Description
Note:
Invoices Drive Balances If the Administrator authorized the use of
invoices and activated Invoices Drive
Balances:
• each time a user updates the balances, a
message appears indicating that the bal-
ance amounts and the sum of invoices
linked to the balances no longer corre-
spond.
• each time a user imports invoices, the user
can optionally select Create/Update Bal-
ances.
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Option Description
Invoices Match on Stan- Invoices are matched if they have the same
dard Comment standard comment.
Note:
If the Administrator does not activate the options described above, the
invoices are loaded in the database but are not available in the application.
No balances are created. You can only access the invoices when the relevant
balances have been created.
Related Topics
• Invoice templates on page 135
• Matching invoices on page 180
• Entering invoice amounts on page 33
Related Topics
• Statuses on page 172
• Freezing and unfreezing company balances on page 159
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Administration of the application
By default, these fields are not available; the Administrator activates them.
The Administrator can also predefine the content of two of these fields, called
Invoice Text 1 and Invoice Text 2 by default.
Note:
Predefining these fields allows the invoice import to be validated. If the import
file contains a text which does not exist in the application, an error appears
in the log file.
The predefined texts can then be used:
• for each invoice
In the Balance tab invoice pages, the lists for the Invoice Text 1 and
Invoice Text 2 fields can be used to select their contents.
• when importing invoices
Related Topics
• Invoice templates on page 135
• Invoice updates on page 35
• To predefine the content of the Invoice Text 1 and 2 fields on page 167
• To activate invoice fields on page 166
Related Topics
• Balance and invoice interface display on page 190
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Administration of the application
Note:
If an invoice which is created manually or imported already exists in the
database, the user can choose to override the existing amount or
aggregate it with the new amount. The Administrator sets the default
option beforehand from the Invoice Substitution Behaviour list.
4. If you want to use a term other than invoice, enter the chosen term:
• in the singular, in the Invoice Singular Caption.
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By default, the term invoice, also in the plural, appears throughout the
application. The Administrator can choose to use a different term. If this
is the case, the Administrator must enter both the singular and the plural
form. The terms chosen are taken into account throughout the application,
for example in the reports and log files. The terms used must not exceed
32 characters.
5. Click Update.
Related Topics
• Freezing and unfreezing company balances on page 159
Email
There are two main categories of email:
• Global emails, which are sent by the Administrator to the company
contacts required.
• Emails sent to users in charge of entering data to help them to track the
progress of invoices.
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Global emails
The Administrator can send a global email at any time during the process
whether it is stopped or not.
Each time the status of a balance changes, the application can generate an
automatic email.
These emails inform the declaring company and partner of any changes in
the status of the current balance.
The Administrator:
• decides which statuses generates an automatic email.
• defines what is included in the mail.
• specifies which users receive emails.
The Administrator defines the text that accompanies each status change
indicated in the emails. The following information is available by default:
• the meaning of the status.
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Administration of the application
Related Topics
• Statuses on page 172
4. Click Update.
Users defined as recipients for detailed emails can choose not to receive
them once logged in.
Related Topics
• To start or stop receiving detailed emails on page 44
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Administration of the application
Note:
If the Administrator has not activated Send Email Notification for a status
in Administration > Statuses, the status information is not included in the
summary emails.
During the reconciliation process, the Administrator can send several
summary emails per day. The Administrator defines at what times the emails
are sent automatically.
Only users that meet the following conditions are able to receive summary
emails:
• The user type is Administrator, Interactive User, or Power User.
• The user has an email address.
3. In the "Summary Email Events" section, select the hour and minutes for
when you want the first summary email to be sent automatically.
4. Click Update.
5. To send a second email automatically, repeat the procedure from step 2
as necessary.
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Administration of the application
Statuses
Balance and User Group statuses enable you to see how the reconciliation
of balances is progressing.
All the statuses and User Groups of statuses delivered with are listed at
Administration > Statuses. The Administrator cannot create additional
statuses; however, the existing statuses can be modified.
User Group statuses are used for partner and parent account pages. Balance
statuses are used for currency rate pages and pages used to enter amounts
in child accounts.
Related Topics
• Automatic detailed emails on page 169
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Administration of the application
Balance statuses
Forced Unmatched
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Administration of the application
Note:
If the Administrator authorized all the companies to freeze only agreed
balances, the companies cannot freeze balances with Company Agreed
To Differ and Partner Agreed To Differ statuses.
Related Topics
• Freezing and unfreezing company balances on page 159
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Administration of the application
• If the difference is greater than the materiality value set, the status is
Unmatched.
• If the difference is less than the materiality value set, the status is Agreed.
Note:
The "Group Row Agreed" status does not mean that no request has been
made to change a balance.
• If there is a difference, other than 0, the status is Group Row Unmatched.
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In each status's page, all of the actions and statuses resulting from the actions
for the given status are listed.
A reconciliation mode is used when reconciling balances.
Related Topics
• Reconciliations on page 179
Company
Partner
Enters USD 10,000
Enters: nothing
Resulting status: Company
Resulting status: Partner Submitted
Submitted
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Administration of the application
Company
Partner
Amount entered 10,000 USD
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Administration of the application
Status: Agreed
Related Topics
• Reconciliations on page 179
Reconciliations
The Administrator specifies how balances are reconciled.
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Administration of the application
If several transaction currencies are used for the same parent account,
amounts can be reconciled in two ways:
• If the total difference at group row level is greater than materiality, the
status for the group row is Unmatched, even if the statuses of the
balances in individual currencies are agreed. The total group row
difference is more important than the individual balance states for each
currency.
For example, if materiality is set at 100 dollars and the reconciliation mode
is "Group Row Unmatched", the differences calculated in the two
transaction currencies are both less than materiality. However, the status
of the parent account remains unmatched since the total difference in the
parent account is greater than the materiality threshold.
• If the balance status for each currency is Agreed, the status for the group
row total is Agreed even if the difference at group row level is greater
than materiality. Here, the individual currency balance statuses are more
important than the total group row difference.
Note:
If only one transaction currency is used, the first method is applied. If there
is no materiality threshold, neither method is use. The amount translation
mode can then no longer be changed unless the process is stopped and
there are no balances in the database.
Matching invoices
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Administration of the application
Related Topics
• Why match invoices? on page 39
Related Topics
• Invoice matching on page 162
3. Click Update.
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Administration of the application
Categories
When the reconciliation process is not running, the Administrator defines the
category for the amounts to be entered during the next process.
Note:
The settings for the parameter need to correspond to those contained in the
consolidation system to which the amounts are exported at the end of the
process.
Note:
The settings for the parameter need to correspond to those contained in the
consolidation system to which the amounts are exported at the end of the
process.
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Administration of the application
Audit ID
When the reconciliation process is not running, the Administrator defines the
audit ID for the amounts to be entered during the next process.
Note:
The settings for the parameter need to correspond to those contained in the
consolidation system to which the amounts are exported at the end of the
process.
Default flow
When the reconciliation process is not running, the Administrator defines the
default flow for the amounts to be entered during the next process.
The Administrator can set a default flow if the accounts are not linked to
flows in the application.
Note:
The settings set for the following parameters need to correspond to those
contained in the consolidation system to which the amounts are exported at
the end of the process.
To set a flow
1. In the Administration tab, select Settings > SAP BusinessObjects
Metadata Settings.
2. Enter a Flow Code.
3. Click Update.
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Administration of the application
Reports
In order to analyze the differences and monitor the reconciliation process,
users generate reports.
Related Topics
• To delete reports on page 188
Balance reports
After new balances have been imported, this report enables you to check
that all of the amounts have been correctly imported. When exporting,
this report enables you to check the amounts exported.
• Difference Analysis
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Administration of the application
This report enables you to analyze the discrepancies that exist in the
parent accounts and those that exist for each type of currency. It also
provides you with an overview of the total difference in each accounting
schedule.
• Progress By Parent Account
This report enables you to analyze amounts in greater detail than in the
Progress report: amounts are analyzed for each declaring
company/partner pair for all parent company accounts where a
discrepancy exists.
• Account By Partner
This report enables you to compare the amounts by period. The maximum
number of periods allowed is six.
Invoice reports
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Administration of the application
This report contains the amounts entered in the child accounts and the
total invoices assigned to them, along with any differences found.
• Invoices by Parent Account
This report contains the amounts entered in the parent accounts and the
total invoices assigned to them, along with any differences found. All of
the invoices assigned to the parent company's child accounts are taken
into account.
• Matched Invoices
This report contains a list of the matched invoices and specifies whether
or not the invoices were reconciled manually or automatically.
• Unassigned Unmatched Invoices
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Administration of the application
Report formats
The Administrator selects from the formats users can use for reports:
• Excel
• HTML
• Text
• PDF
• Crystal Reports (RPT)
• Word
To select a report format
1. In the Administration tab, select Reports > Report Formats.
2. Activate formats to make them available to other users.
To make a format unavailable to other users, deactivate it.
3. Click Update.
The "Normal" element includes the user, group currency, period, declaring
company, or partner, corresponding to the filters defined.
• Headings
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Administration of the application
• GrandTotal
This row contains all of the totals, such as total balances entered, total
amounts in group currency, or total difference in group currency.
• High, Medium, and Low
Note:
All of the objects can be modified if necessary.
To delete reports
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Administration of the application
Note:
You cannot delete balances without deleting the invoices.
• the invoices by period
• all of the balances and invoices for all of the periods
Tip:
To purge all of the balances and invoices from the database, the Administrator
must first close all of the periods.
Related Topics
• Opening and closing periods on page 66
To purge invoices
1. Stop the reconciliation process.
2. In the Administration tab, select Purge Balances/Invoices.
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Administration of the application
3. To purge invoices for certain periods, select the periods in the "Purge
Invoices" column.
4. Click Purge.
Caution:
The data is permanently deleted from the database.
The Administrator defines the order in which the columns are displayed for
each page and its interface appearance.
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Administration of the application
4. In the Code column, click the link for the column whose display you want
to define.
5. Change the code or description, if necessary.
6. To change the column width, enter a number in the Width text box.
7. Select one of the following column header alignments:
• Right
• Center
• Left
Related Topics
• Purging balances and invoices on page 189
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Administration of the application
4. Click OK.
5. Click OK.
Note:
If you have deleted all of the invoices, all of the invoice groups are also
deleted. If you have not deleted all of the invoices and the deleted invoices
belong to an invoice group, the group is unmatched. If the invoice groups
do not contain any invoices belonging to the declaring company, they are
deleted.
5. Click OK.
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Administration of the application
Note:
If the deleted invoice belongs to an invoice group, the group is unmatched.
If the invoice group does not contain any invoices belonging to the declaring
company, it is deleted.
Decimals in balances
The Administrator decides whether or not the decimal figures in the balances
are stored in the database.
Note:
The decimal symbol used depends on the application server's regional
settings.
3. Click Update.
Archiving balances
When work has been completed on the balances for one or more periods,
the Administrator can archive the balances by period for use at a later time.
Archived periods cannot be viewed or accessed by other users.
The Administrator can restore the required balances by period at any time.
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Administration of the application
Note:
The period must be closed in order to be able to archive its balances.
Related Topics
• Opening and closing periods on page 66
Tip:
Display the Administrator email address in the login page. Use the following
syntax:
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Administration of the application
4. Click Update.
Note:
The symbol used is the one defined in the application server's regional
options. For example:
• When the symbol defined on the server is a comma, the amounts appears
as follows: 1,000,000.
• When the Administrator decides that no symbol is to be used, the amounts
appears as follows: 1000000.
3. Click Update.
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Administration of the application
196
Glossary
Glossary
Term Definition
197
Glossary
Term Definition
198
Glossary
Term Definition
199
Glossary
Term Definition
200
More Information
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Index
A balance templates
configuring 124
account flows 108 balances 160, 161
account groups activate code or description 17
creating 96 ad hoc filters 17
defining 92 archiving 193, 194
definition (glossary) 197 attaching files 27
properties 95 attaching standard comment 26
subgroups 93 authorizing freeze 160
top level account groups 96 bulk importing 149
account subgroups 93 child accounts 22
account templates column interface display 190
configuring 117 communicating via statuses 29
accounts creating 23, 24
defining 101 creating by importing invoices 163
definition (glossary) 197 currencies 21
exporting 157 decimal display 193
importing 148 definition (glossary) 197
templates 115 deleting a comment 28
actions digit grouping 195
defining 176 displaying all the objects 17
definition (glossary) 197 entering 25
adjustment accounts entering a comment 28
defining extensions 110 exporting 49, 50, 126
amount translation exporting using SAP BusinessObjects
defining 72 Financial Consolidation 52
amounts freeze 31, 33
translating 71 freezing 32, 159, 161
audit ID importing 149
setting 183 interface display 190
authorizing freeze 160 journal account resets 25
authorizing freeze by Power user 161 opening 23, 24
authorizing freeze by Power users 160 pages for entering data 20
parent accounts 21
partners 20
B purging 189
balance export purging for all periods 190
configuring a template 124 reconciling 180
balance import removing 30
configuring a template 124 reopening after agreed 179
balance template resetting 30
configuring 124 restoring 194
selecting declaring companies 24
205
Index
206
Index
digits files
group symbol 195 attaching balances 27
divide attaching to invoices 38, 39
definition (glossary) 197 consulting, balances 27
deleting from invoices 39
deleting, balances 27
E filters 15
emails ad hoc 17
defining 168 balances display 15
defining automatic detailed emails 169 definition (glossary) 197
defining automatic summary emails 171 deleting 17
defining global emails 169 for exports 158
defining send times 171 setting for balance display 15, 17
for tracking progress 43 toggling in balance display 17
receiving 44 flows
selecting recipients 170 setting 183
sending automatically 170 forced agreement
stopping 170 definition (glossary) 197
export forced agreements 109
balances 49, 50, 52 adjustment account extension 110
digit grouping symbol 195 authorizing 110
financial data 48 consulting the history 112
invoices 54 retaining submitted loser accounts 111
journals 48 rolling back 112
export results running 111, 112
consulting 157 setting up 109
exports freeze
consulting the results 159 balances 31, 33
freezing
definition (glossary) 197
F
fields G
account group templates 120
account templates 116, 117 global emails
account/journal account relationship sending 169
templates 119 group currencies
company group templates 131 definition (glossary) 197
company templates 128
currency templates 133 I
invoice templates 136
journal accounts templates 146 import queue 154
journal export templates 139 import results
user group templates 145 consulting 153
user group/company relationship templates imports
145 consulting the results 159
user templates 141 intercompany reconciliation processes
user/user group relationship templates 144 starting 59
207
Index
208
Index
O reconciliations (continued)
matching invoices 180
objects overview 7
activating 63 starting 19
deactivating 63 starting process 59
overview statuses 177
navigation bar 12 stopping process 59
reconciliations 7 reporting companies
defining 75
definition (glossary) 197
P reports
parent accounts 102 activating 186
assigning child accounts 106, 107 activating report types and columns 186
assigning parent accounts 107 balance 184
balance page 21 building 44, 47
creating 103 deactivating 186
definition (glossary) 197 defining 184
deleting 108 defining the layout 188
designating the winning accounts 110 definition (glossary) 197
linking to other parent accounts 107 deleting 47
partners deleting by date 188
balance page 20 for tracking progress 44
defining 75 formats 187
definition (glossary) 197 interface styles 187
periods invoice 185
archiving 194
closing 66, 67 S
closing (all) 67
creating 64, 65 standard comments
defining 63 attaching to balances 26
defining rates 65, 66 attaching to invoices 38
definition (glossary) 197 consulting, balances 26
deleting 67 creating 109
opening 66, 67 defining 108
opening all 67 definition (glossary) 197
properties 64 deleting from invoices 38
restoring 194 in invoices 37
personal information matching in invoices 41, 43
updating 14 status
purge definition (glossary) 197
definition (glossary) 197 statuses
and actions 176
balances 173
R changing labels 175
reconciliation process 19 defining 172
reconciliations 179 in balances 29
balances in group currency 180 reconciliations 177
209
Index
T U
templates unfreezing
account 115 definition (glossary) 197
account groups 120 user connections 57
account/journal account relationships 119 user groups
accounts 116, 117 creating 92
balances 120 definition (glossary) 197
companies 128 statuses 174
company 127 user profiles
company groups 131 tasks performed 19
currencies 133 user templates 141
currency 132 configuring 143
defining 113 usergroups
invoice 135 defining 91
invoices 136 users
journal 138 creating 90, 91
journal accounts 146 defining 79
journals 139 defining as company contacts 80
template list 114 disconnecting 57
user group/company relationships 145 exporting 157
user groups 145 functions by profile 81
user/user group relationships 144 importing 148
users 141, 143 profiles 80
top level account groups properties 79
definition (glossary) 197
210