F200 Financials: Intermediate Training Guide · 2017-08-03 · Lesson 6: Import of General Ledger Transactions ... Configuring Related Companies | 6 Company Story In this course,

F200 Financials: Intermediate Training Guide

Acumatica ERP 4.2

| Contents | 2

Contents

Course Prerequisites.................................................................................... 4

Part 1: Configuring Related Companies........................................................5Company Story................................................................................................................6Prerequisite: Initial Configuration of a Tenant......................................................................7Lesson 1: Company Structure......................................................................................... 12Lesson 2: Subaccounts................................................................................................... 14Lesson 3: Ledgers with Inter-Branch Transactions..............................................................16Lesson 4: Cash Accounts................................................................................................ 19

Part 2: Data Migration............................................................................... 21Lesson 5: Import of Trial Balances...................................................................................22Lesson 6: Import of General Ledger Transactions...............................................................26Lesson 7: Import of Vendors...........................................................................................30Lesson 8: Import of Open Accounts Payable Documents..................................................... 34Lesson 9: Import of Customers....................................................................................... 38Lesson 10: Import of Open Accounts Receivable Documents................................................41Lesson 11: Import of Outstanding Checks and Deposits in Transit........................................ 45

Part 3: Transactions Across Companies..................................................... 49Lesson 12: Accounts Payable Documents.......................................................................... 50Lesson 13: Accounts Receivable Documents...................................................................... 56Lesson 14: Fund Transfers.............................................................................................. 58Lesson 15: Consolidated Reports..................................................................................... 59

Part 4: Income and Expense Classification by Subaccount.........................60Lesson 16: General Ledger Transactions........................................................................... 61Lesson 17: Classification of Expenses...............................................................................62Lesson 18: Classification of Income..................................................................................64

Part 5: General Ledger...............................................................................65Lesson 19: Budgets........................................................................................................66Lesson 20: Allocations.................................................................................................... 74

Part 6: Cash Management..........................................................................78Lesson 21: Bank Deposits...............................................................................................79Lesson 22: Unrecognized Payments and Payment Reclassification.........................................84Lesson 23: Import of Bank Statements............................................................................ 88Lesson 24: Bank Reconciliation........................................................................................95

Part 7: Accounts Payable........................................................................... 96Lesson 25: 1099 Vendors............................................................................................... 97Lesson 26: Vendor Prices.............................................................................................. 101

| Contents | 3

Lesson 27: Payments to Vendors from a Corporate Credit Card..........................................104

Part 8: Accounts Receivable.....................................................................109Lesson 28: Auto-Application of Payments........................................................................ 110Lesson 29: Customer Prices.......................................................................................... 112Lesson 30: Customer Discounts..................................................................................... 115Lesson 31: Customer Payments by Credit Card................................................................121

Appendix A: Closing Procedure Checklist................................................. 128

Appendix B: Cross-Check Recommendations for Data Verification............131

Appendix C: Constants and Formulas in Import Scenarios....................... 132

| Course Prerequisites | 4

Course Prerequisites

Course requirements:

1. You have to complete the Financials: Basic course.

2. You have to prepare an out-of-the-box instance of Acumatica ERP of the specified build. Thespecified build is required because we provide the snapshots for this build. The snapshotscontain the preconfigured data and demo data that is used in the training course. You canupgrade the instance that you have used for the Financials: Basic course and create a newempty tenant on that instance to go through the Financials: Intermediate course.

Snapshots that are provided for the course:

• InitialConfigurationSnapshot_4_20_0935.zip (to start lesson 1) - the initial configuration

• 2013TBImportedSnapshot_4_20_0935.zip (to start lesson 6) - the ABCERP trial balancesuploaded for 12-2013, import scenarios configured and ARM reports customized (the profit & lossand the balance sheet statements)

| Part 1: Configuring Related Companies | 5

Part 1: Configuring Related Companies

In this part of the course, you will configure the system for use by two related companies, ABC ERPSolutions and ABC Computer Services. You will create the branches, configure the posting ledger foreach company and define the account mapping for inter-branch transactions across companies. You willalso configure the subaccount segments that help to categorize expenses and revenue in reports, andconfigure the cash accounts.

As the result of the lessons of this part, the system will be fully configured and ready for data importand use.


Company StoryIn this course, you will use Acumatica ERP for the related ABC ERP Solutions and ABC ComputerServices companies that are located in the United States (see the diagram below). The companiesprovide similar services, operate independently, and prepare separate financial statements. Along withthe individual company reports, the ABC management asks for reports consolidated by two companies.

The ABC ERP Solutions company has one office in San Francisco. The ABC Computer Services companyhas two offices located in Los Angeles. Each office provides services to their customers and issueinvoices to them. Each company can transfer funds to the other company or make a purchase for twoand three offices, for example, a purchase of furniture or office equipment. The companies migrate toAcumatica ERP from another system and start using Acumatica ERP in January, 2014.

Figure: The organization structure of the ABC companies


Prerequisite: Initial Configuration of a TenantFor this course, you can configure a new Acumatica ERP company (tenant) from scratch according tothe Initial Configuration description given below. Alternatively, to save time, you can import the initialconfiguration by restoring the provided snapshot into the Acumatica ERP tenant that you are using forthe training. After you have restored the snapshot, you can proceed to the first lesson of the course.

The initial configuration is the one for the ABC ERP Solutions company, from which you start to advancethe system for use by two related companies. The initial configuration includes the chart of accounts,the branch, the ledger, and the cash accounts for the ABC ERP Solutions company. It is similar to theconfiguration of MyCompany that is used in the Financials: Basic course.

Below is the reference description of the initial configuration, which is not a required reading. You canuse it as the instruction if you want to set up an Acumatica ERP tenant from scratch without restorationof the initial snapshot.

Initial Configuration

We recommend that you use the ABC name for the Acumatica ERP tenant for the training. ABC is thecommon name of the two related companies that will work within the same tenant in this course.

The initial configuration of the Acumatica ERP tenant for the training:

1. The following features are enabled on the Enable/Disable Features form (CS100000;Configuration > Common Settings > Licensing):

a. Default features: Organization (only the group node), Finance (only the group node), Misc(only the group node).

b. Additional: Consolidated Posting to GL (within the Finance group).

2. The branch that represents one of two related companies, the ABC ERP Solutions company, iscreated on the Branches form (CS102000; Organization > Organization Structure > Configure):

• Branch ID: ABCERP

• Branch Name: ABC ERP Solutions

• City: San Francisco

• Country: US (United States)

• State: CA (California)

• Base Currency ID: USD

• Description: United States Dollar

• Currency Symbol: $

• Decimal Precision: 2

3. The ledger is created for the branch on the Ledgers form (GL201500; Finance > General Ledger> Configuration > Setup):

• Ledger ID: ERPACTUAL

• Description: ABC ERP Solutions Actual Ledger

• Balance Type: Actual

• Is Consolidation Source: Cleared

4. The chart of accounts is uploaded:


a. The ACCOUNT segmented key consists of one segment with the length set to 6 on theSegmented Keys form (CS202000; Configuration > Common Settings > SegmentedKeys).

b. The chart of accounts uploaded from the COA_Intermediate.xlsx file, which alreadyincludes the 303000 - Retained Earnings and 302000 - YTD Net Income accounts onthe Chart Of Accounts form (GL202500; Finance > General Ledger > Configuration >Manage).

5. In General Ledger, the General Ledger preferences are configured on the General LedgerPreferences form (GL102000; Finance > General Ledger > Configuration > Setup):

• YTD Net Income Acct: 302000 - Year-to-Date Net Income

• Retained Earnings Acct: 303000 - Retained Earnings

• Automatically Post on Release: Selected

6. The financial year and the financial periods are configured:

a. The financial year matches the calendar year, the first year is 2013. Configure this on theFinancial Year form (GL101000; Finance > General Ledger > Configuration > Setup):

• Financial Year Starts On: 01/01/2013

• Period Type: Month

b. Financial periods are generated for 2013 and 2014 years on the Financial Periods form(GL201000; Finance > General Ledger > Work Area > Manage).

c. Financial periods from 01-2013 to 09-2014 inclusive are activated.

7. In Cash Management, the Cash Management preferences are specified on the Cash ManagementPreferences form CA101000; Finance > Cash Management > Configuration > Setup):

• Cash-in-Transit: 105000 (Cash in Transit Account)

• Automatically Post to GL on Release: Selected

• Require Approval: Cleared

8. The cash entry types are defined:

a. The BANKCHARGE disbursement entry type is defined on the Entry Types form(CA203000; Finance > Cash Management > Configuration > Setup):

• Entry Type ID: BANKCHARGE

• Disb./Receipt: Disbursement

• Entry Type Description: Bank Service Charges

• Module: CA

• Default Offset Account: 620000 - Bank Service Charges

b. The INTEREST receipt entry type (Entry Types CA203000):

• Entry Type ID: INTEREST

• Disb./Receipt: Receipt

• Entry Type Description: Interest Earned

• Module: CA

• Default Offset Account: 405000 - Interest Income


9. The cash accounts are created for the ABC ERP Solutions company on the Cash Accounts form(CA202000; Finance > Cash Management > Work Area > Manage):

a. The CASHACCOUNT segmented key is modified (Segmented Keys CS202000):

• Segment 1: Description: Cash Account, Length: 6, Edit Mask: Unicode, CaseConversion: Uppercase, Validate: Cleared, Auto Number: Cleared

• Segment 2: Description: Company, Length: 3, Edit Mask: Unicode, CaseConversion: Uppercase, Validate: Cleared, Auto Number: Cleared

b. 101000-ERP - Cash on Hand:

• Cash Account: 101000-ERP

• Account: 101000 (Cash on Hand)

• Description: Cash on Hand of ERP Solutions

c. 102000-ERP - Regular Checking Account:


• Account: 102000 (Regular Checking Account)

• Description: Regular Checking Account of ERP Solutions

• On the Entry Types tab, the BANKCHARGE and INTEREST entry types are allowedfor the 102000-ERP cash account.

10. The payment methods are configured on the Payment Methods form (CA204000; Finance > CashManagement > Configuration > Setup):

a. The CASH payment method is allowed for use in the Accounts Payable and AccountsReceivable modules with the 101000-ERP cash account:

• Use in AR: Selected

• Allowed Cash Accounts:

• Cash Account: 101000-ERP, Use in AP: Selected, AP Default: Selected, Use inAR: Selected, AR Default: Selected

b. The CHECK payment method is allowed for use in the Accounts Payable and AccountsReceivable modules with the 102000-ERP cash account:


• Allowed Cash Accounts:

• Cash Account: 102000-ERP, Use in AP: Selected, AP Default: Selected, AP -Suggest Next Number: Selected, AP Last Reference Number: 000000, Use inAR: Selected, AR Default: Selected.

c. The FEDWIRE payment method is allowed for use in the Accounts Payable and AccountsReceivable modules with the 102000-ERP cash account. You will specify remittancesettings for FEDWIRE and 102000-ERP cash account later in this course.

11. In Accounts Payable, the 30D credit terms of n/30 and the 30D7D3 credit terms of 3/7, n/30are defined for use in both the Accounts Payable and Accounts Receivable modules on the CreditTerms form (CS206500; Finance > Accounts Payable > Configuration > Setup).

12. The Accounts Payable preferences are specified on the Accounts Payable Preferences form(AP101000; Finance > Accounts Payable > Configuration > Setup):

• Require Approval of Bills Prior to Payment: Cleared



You do not define vendor classes and customer classes at this initial step of configuration. You willcreate the needed classes later, directly before you import the vendor and customer accounts intothe system.

13. In Accounts Receivable, the End of month (EOM) statement cycle is configured on the StatementCycles form (AR202800; Finance > Accounts Receivable > Configuration > Setup).

14. The Accounts Receivable preferences are specified on the Accounts Receivable Preferences form(AR101000; Finance > Accounts Receivable > Configuration > Setup):


• Hold Documents on Failed Credit Check: Cleared

15. The company name is set to ABC on the Site Preferences (SM200505; Configuration >Common Settings > User Settings) form. This name is required to create a budget tree and anorganization structure tree (the latter is outside of the scope of this course).

16. On the Tax Categories (TX205500; Finance > Taxes > Work Area > Manage) form, tax categoryEXEMPT is defined.

17. On the Units of Measure (CS203100; Configuration > Common Settings > Common Settings)form, the ITEM unit of measure is defined.

18. On the Non-Stock Items (IN202000; Finance > Accounts Payable > Work Area > Manage) form,the following non-stock items are created:

a. Advertisement service item

• Inventory ID: ADVERT

• Description: Advertisement

• Type: Service

• Tax Category: EXEMPT

• Base Unit: HOUR

• Expense Account: 610000 (Advertising Expense)

b. Support service item

• Inventory ID: SUPPORT

• Description: Support service

• Type: Service


• Base Unit: HOUR

• Expense Account: 790000 (Services Expense)

• Sales Account: 403000 (Sales - Consulting Services)

c. Consulting service item

• Inventory ID: CONSULT

• Description: Consulting service

• Type: Service


• Base Unit: HOUR




d. Customization service item

• Inventory ID: CSTMZATION

• Description: Customization service

• Type: Service


• Base Unit: HOUR



For the detailed steps on how to specify the described configuration, as well as for the explanation ofthe purpose and use of the settings, see the Financials: Basic course.


Lesson 1: Company StructureIn this lesson, you will plan and finalize the configuration of the branches for both ABC companies in thesystem.

1. Plan the Branches

For each of the related companies, you have to create the needed number of branches in the system.You have already created the ABCERP branch for the ABC ERP Solutions company. Along with two newbranches for the ABC Computer Services company, COMPWEST and COMPEAST, you will create anadditional consolidating branch that is used for reporting purposes of this company. Thus, you will havefour branches in the system:

• ABCERP (preconfigured)

• COMPWEST

• COMPEAST

• ABCCOMP, consolidating branch for ABC Computer Services

2. Plan the IDs

Before you create the first branch, you have to plan the structure of your IDs for branches, vendors,customers, and employees. Then you have to configure the segmented keys that apply to the branchIDs, vendor IDs, customer IDs, and employee IDs in the system according to the planned structure ofthe IDs. During the initial configuration, you have used the default structure of segmented keys thatmatch the structure of IDs you will be using in this course. The IDs will be:

• Branch IDs like COMPWEST (the default 10-symbol segment)

• Vendor IDs like V000000001 (10-symbol segment autonumerated after the existing vendors areimported)

• Customer IDs like C000000001 (10-symbol segment autonumerated after the existing customersare imported)

• Employee IDs aren't used and are outside of the scope of this course

3. Configure the Company Branches

According to the planned structure of ABC companies' branches, you configure the second company,ABC Computer Services:

1. Enable additional features on the Enable/Disable Features form (CS100000; Configuration >Common Settings > Licensing):

• Multi-Branch Support (within the Finance group)

2. Create three branches on the Branches form(CS102000; Organization > Organization Structure> Configure):

a. The COMPWEST branch:

• Branch ID: COMPWEST

• Branch Name: ABC Computer Services, Western LA

• Company Name: ABC Computer Services

• City: Los Angeles




b. The COMPEAST branch:

• Branch ID: COMPEAST

• Branch Name: ABC Computer Services, Eastern LA


• City: Los Angeles



c. The ABCCOMP branch:

• Branch ID: ABCCOMP

• Branch Name: ABC Computer Services consolidating branch for reporting




You have to create an additional consolidating branch for a company if the companyrequires FORM 1099-MISC and tax reports and consists of more than one branch in thesystem.


Lesson 2: SubaccountsIn this lesson, you will configure the subaccounts that provide the needed categories for reports, forexample, for income statements.

1. Enable additional features on the Enable/Disable Features form CS100000; Configuration >Common Settings > Licensing):

• Subaccounts (within the Finance group)

2. Configure the SUBACCOUNT segmented key:

a. Define three segments in SUBACCOUNT on the Segmented Keys form CS202000;Configuration > Common Settings > Segmented Keys):

• Segmented Key ID: SUBACCOUNT

• On-The-Fly Entry: Selected

• Segment 1: Description: Department, Length: 3, Edit mask: Alphanumeric, CaseConversion: Uppercase, Validate: Selected, Auto Number: Cleared

• Segment 2: Description: Revenue Source, Length: 2, Edit mask: Alphanumeric,Case Conversion: Uppercase, Validate: Selected, Auto Number: Cleared

• Segment 3: Description: Sales Region, Length: 2, Edit mask: Alphanumeric, CaseConversion: Uppercase, Validate: Selected, Auto Number: Cleared

Figure: Configuration of the SUBACCOUNT segmented key

b. Define the department codes for segment 1 of subaccount on the Segment Values form(CS203000; Configuration > Common Settings > Segmented Keys):

Department codes

Value Description

ADM Administrative

DEV Development

SAL Sales

CON Consulting

000 Non-specific

c. Define the revenue source codes for segment 2 of subaccount, which are listed below(Segment Values CS203000).


Revenue source codes

Value Description

TR Training

CU Customization

SU Support

CO Consulting

00 Non-specific

d. Define the sales region codes for segment 3 of subaccount by uploading them from theUSAStateCodes.xlsx file (Segment Values CS203000).

3. On the Entry Types (CA203000; Finance > Cash Management > Configuration > Setup) form,specify 000-00-00 in the Default Offset Subaccount box for each of the defined entry types,BANKCHARGE and INTEREST.

4. On the Cash Accounts (CA202000; Finance > Cash Management > Work Area > Manage) form,select the 102000-ERP cash account and specify 000-00-00 in the Offset Subaccount Overridebox for each of two entry types listed on the Allowed Entry Types tab.

5. In General Ledger Preferences (GL102000; Finance > General Ledger > Configuration > Setup),specify 000-00-00 in Default Subaccount.

6. In Cash Management Preferences (CA101000; Finance > Cash Management > Configuration >Setup), specify 000-00-00 in Cash-In-Transit Subaccount.

7. In Accounts Payable Preferences (AP101000; Finance > Accounts Payable > Configuration >Setup), specify III-II-LL in the Combine Expense Sub. from mask.

8. In Accounts Receivable Preferences (AR101000; Finance > Accounts Receivable > Configuration> Setup), specify III-II-LL in the Combine Sales Sub. from mask.

Related LinksCombined Subaccounts

http://partner.acumatica.com/Main.aspx?ScreenId=WP000000&PageID=bb40d7e2-35d7-4565-8101-12d7cd166429


Lesson 3: Ledgers with Inter-Branch TransactionsIn this lesson, you will configure the posting ledger for branches of the ABC Computer Servicescompany and define the account mapping for transactions between the ABC Computer Services andABC ERP Solutions companies. The posting ledger for ABC ERP Solutions has been created during theinitial configuration.

The COMPWEST and COMPEAST branches of the ABC Computer Services company operate within asingle legal entity and have partially separated operations. Therefore, no balancing entries are requiredin a transaction that involves only the COMPWEST and COMPEAST branches. In such situation whenthe company has branches that do not require balancing entries, you have to create a separate ledgerfor the transactions of these branches. Therefore, you have to create new CMPACTUAL ledger for theCOMPWEST and COMPEAST transactions (see the diagram below). For this ledger, you also specify theABCCOMP consolidating branch that is used only for reporting needs. The ABCCOMP branch doesn't postany transactions.

Consider an example. The ABC ERP Solutions company receives an Accounts Payable bill for a purchaseof furniture to the amount of $1000 for two companies, ABC ERP Solutions and ABC Computer Services.The $300 furniture is for ABC ERP Solutions, the $700 furniture is for ABC Computer Services. In thesystem, the transaction should be balanced across the company ledgers.

In the ABC ERP Solutions' ledger, you want to have the following transaction:

• AP account Cr, $1000;

• Fixed asset account Dr, $300.

• Due from ABC Computer Services account, Dr $700.

In the ABC Computer Services' ledger, you want to have the following transaction:

• Fixed asset account Dr, $700.

• Due to ABC ERP Solutions account Cr, $700.

In both transactions, the last entry is the balancing entry automatically generated by the system.To make the system generate balancing entries, you have to configure the account mapping fortransactions between branches.

Figure: The posting ledgers and inter-branch transactions across the companies


1. Enable additional features on the Enable/Disable Features form CS100000; Configuration >Common Settings > Licensing):

• Inter-Branch Transactions (within the Multi-Branch Support node)

2. Create the ledger for transactions of the ABC Computer Services company (Ledgers GL201500):

• Ledger ID: CMPACTUAL

• Description: ABC Computer Services Actual Ledger (save the record)

• Consol. Branch: ABCCOMP

• Branch Accounting: Cleared

3. Link the COMPEAST and COMPWEST branches to the CMPACTUAL ledger by using Inter-branchAccount Mapping (GL101010; Finance > General Ledger > Configuration > Manage).

4. Define the inter-branch account mapping (Inter-branch Account Mapping GL101010):

a. Originating branch: ABCERP, Posting Ledger: ERPACTUAL

Transactions in Originating Branch

DestinationBranch

Account From Account To Offset Account OffsetSubaccount

COMPEAST 000000 999999 110011 (Duefrom ABCComputerServices,RELCURAS*)

000-00-00

COMPWEST 000000 999999 110011 (Duefrom ABCComputerServices,RELCURAS*)

000-00-00

Transactions in Destination Branch

DestinationBranch


COMPEAST 000000 999999 200010 (Dueto ABC ERPSolutions,RELCURLIAB*)

000-00-00

COMPWEST 000000 999999 200010 (Dueto ABC ERPSolutions,RELCURLIAB*)

000-00-00

* - RELCURAS (asset), RELCURLIAB (liability) are account classes that are configuredon Account Classes GL202000. You can use any asset or liability account as the offsetaccount for a balancing entry. Also, you can use the same offset account for balancingentries in reverse transactions between branches. For example, instead of two accounts,200010 - Due to ABC ERP Solutions and 110010 - Due from ABC ERP Solutions, you canuse a single account, 200010 - Due to/from ABC ERP Solutions.

b. Originating branch: COMPEAST, Posting Ledger: CMPACTUAL



DestinationBranch


ABCERP 000000 999999 110010 (Duefrom ABC ERPSolutions,RELCURAS)

000-00-00


DestinationBranch


ABCERP 000000 999999 200011 (Due toABC ComputerServices,RELCURLIAB)

000-00-00

c. Originating branch: COMPWEST, Posting Ledger: CMPACTUAL

You can use the copy-paste functionality on the form to copy the account mapping definedfor COMPEAST to the COMPWEST account mapping.


DestinationBranch


ABCERP 000000 999999 110010 (Duefrom ABC ERPSolutions,RELCURAS)

000-00-00


DestinationBranch


ABCERP 000000 999999 200011 (Due toABC ComputerServices,RELCURLIAB)

000-00-00

The examples of inter-branch transactions are demonstrated further in this course.


Lesson 4: Cash AccountsRestrict visibility of ABC ERP Solutions cash accounts to the company, and create two cash accounts ofthe ABC Computer Services company:

1. Restrict visibility of 101000-ERP cash account to the ABCERP branch (Cash Accounts CA202000;Finance > Cash Management > Work Area > Manage):


• Cash Subaccount: 000-00-00

• Branch: ABCERP

• Restrict Visibility with Branch: Selected

2. Restrict visibility of 102000-ERP cash account to the ABCERP branch (Cash Accounts CA202000):



• Branch: ABCERP


3. Add the two cash accounts of the ABC Computer Services company (Cash Accounts CA202000):

a. 101000-CMP - Cash on Hand:

• Cash Account: 101000-CMP

• Account: 101000 (Cash on Hand)


• Branch: COMPWEST (ABC Computer Services, Western LA)

• Description: Cash on Hand of Computer Services

• Restrict Visibility with Branch: Cleared

b. 102000-CMP - Regular Checking Account:

• Cash Account: 102000-CMP

• Account: 102000 (Regular Checking Account)


• Branch: COMPWEST (ABC Computer Services, Western LA)

• Description: Regular Checking Account of Computer Services

• Restrict Visibility with Branch: Cleared

• Entry Types: BANKCHARGE, INTEREST

c. On the Payment Methods (CA204000; Finance > Cash Management > Configuration >Setup) form, select the CASH payment method, add the 101000-CMP cash account tothe Allowed Cash Accounts table and allow to use it in Accounts Payable and AccountsReceivable modules.

To do this, add a record for the 101000-CMP cash account to the table on the AllowedCash Accounts tab and select the Use in AP and Use in AR check boxes for the cashaccount.

d. On the Payment Methods CA204000 form, select the CHECK payment method, add the102000-CMP cash account to the Allowed Cash Accounts table and allow to use it inAccount Payable and Accounts Receivable modules.


To do this, add a record for the 102000-CMP cash account to the table on the AllowedCash Accounts tab and select the Use in AP and Use in AR check boxes for the cashaccount.

e. On the Payment Methods CA204000 form, for the CHECK payment method and the102000-CMP cash account, select the AP - Suggest Next Number check box and set APLast Reference Number to 000000.

The COMPWEST branch as the headquarters of the ABC Computer Services company will process theAccounts Payable bills received for company expenses and collect customer payments for the invoicesissued by both branches of the company.

| Part 2: Data Migration | 21

Part 2: Data Migration

In this part of the course, you will import trial balances, general ledger transactions, vendor andcustomer records, and open documents into the system. For ABC ERP Solutions, you will import thetrial balances for all periods of the 2013 financial year. For ABC Computer Services, you will import thegeneral ledger transactions from the previous system to Acumatica ERP. After that, you will import thevendor and customer records into the system and then import the open Accounts Payable and AccountsReceivable documents of the ABC ERP Solutions company for 12-2013.

As the result of the lessons of this part, all data will be migrated to the system, and the system will beready for use.


Lesson 5: Import of Trial BalancesThe ABC ERP Solutions company operates from January 2013. In this lesson, you will import the trialbalances for the financial periods of the 2013 year for the ABC ERP Solutions company.

1. Review the TB_Upload_01-2013.xlsx file that contains the trial balance for 01-2013.

You can import trial balances into the system from one or multiple Excel files and CSV files. Theprovided Excel file is prepared according to the following requirements:

a. For trial balance import, the Excel file should have the following required columns:Account, Subaccount, YTD Balance.

b. The YTD Balance column can have currency or text format in the Excel file.

The account description column is optional and added for convenient working with theExcel file.

c. The balance of YTD Net Income account must not be imported.

You must not import the balance of YTD Net Income account because it is calculatedautomatically from the imported balances of income and expense accounts.

d. The account balance can be splitted by subaccounts.

If there is no specific subaccount for the account, specify 000-00-00 (You should havethese subaccount's segment values defined in the system). If you don't use subaccountsand the Subaccounts feature is not enabled in the system, then the Subaccount column isnot required for import.

e. In the YTD Balance column, you can specify the normal balances of accounts, or reversedbalances.

Normal balances are debit balances of asset and expense accounts and credit balancesof liability and income accounts. If the respective debit or credit balance is positive, thenyou have to specify the balance with the positive sign. The TB_Upload_01-2013.xlsx filecontains the normal balances of accounts. To upload normal balances, you have to set theSign of the Trial Balance option to Normal on the General Ledger Preferences (GL102000;Finance > General Ledger > Configuration > Setup) form. Normal balances are used bydefault.

Alternatively, you can upload reversed balances. In the reversed balances, the balancesof asset and expense accounts remains normal, while the balances of liability and incomeaccounts are reversed. If the credit balance of liability and income accounts is positive,then you have to specify the balance with the negative sign. To upload reversed balances,you have to set the Sign of the Trial Balance option to Reversed on the General LedgerPreferences GL102000 form. You will later upload the reversed balances of accounts for02-2013.

The Sign of the Trial Balance option also affects the representation of the Trial Balancereports and inquiries. Before you import trial balances, you can set the appropriate normalor reversed sign, then import the trial balances. After import, you can change the Sign ofthe Trial Balance option to have the needed representation of reports and inquires.

2. To upload normal balances, make sure the Sign of the Trial Balance option is set to Normal onthe General Ledger Preferences GL102000 form.

3. Import the ABC ERP Solutions trial balance for 01-2013:

a. Create a trial balance import entry on Trial Balance GL303010:

• Branch: ABCERP (ABC ERP Solutions)

• Import Date: 1/31/2013

• Period: 01-2013

• Description: TB import 01-2013

b. Upload the TB_Upload_01-2013.xlsx file, map the source columns to the destinationcolumns as follows:


• Account - Account

• Subaccount - Subaccount

• YTD Balance 01-2013 - YTD Balance

If you have uploaded incorrect balances, you can delete all records and reupload thebalances from the file.

c. Validate the uploaded entries and correct the errors.

a. To validate all records at once, select the Validate action and click Process All onthe table toolbar. At this moment, you can also merge the balances of duplicateaccount-subaccount pairs, if any.

b. To view the errors, filter the records in the table by Error value in the Statuscolumn. Correct the errors:

• To correct the error with missing subaccount, enter 000-00-00 to the emptycell in the Imported Subaccount column and save the changes.

• To correct the error with incorrect subaccount number, change MAR-00-00 to000-00-00 in the needed cell and click Save.

• To correct the error with incorrect account number, change the 799000account to 745000 and save the changes.

When you correct a value in a cell, always click Save before retrying the validation.

After you have corrected all errors, run the validation of all records in the tableagain.

d. Save the validated trial balance. It gets 000001 number.

e. Check whether the debit total is equal to the credit total. Specify $943,190 in ControlTotal and save the changes.

f. Release the 000001 trial balance import entry.

During the release of the trial balance import entry, the system generates a GL batchwith the On Hold status. For each asset and expense account, the system generates adebit entry if the imported balance is positive or a credit entry if the imported balance isnegative. For each liability and income account, the system generates a credit entry if theimported balance is positive or a debit entry if the imported balance is negative.

g. Review the generated GL batch on Journal Transactions (GL301000; Finance > GeneralLedger > Work Area > Enter) form and release the batch.

You may notice that the totals in the batch differ from the imported trial balance totals.For the -$80 debit balance of the 615000 - Small Balances Write-Off Expense account,the system has generated the credit entry to the amount of $80. Therefore, the batchtotal is $943,270.

h. Review the Trial Balance Detailed (GL632500; Finance > General Ledger > Reports >Balance) for the ABCERP branch for 01-2013.

The trial balance shows the balance of the Year-to-Date Net Income account calculatedfrom the imported data. The total YTD Net Income is included in Liability Total, thereforethe Assets Total is equal to the Liability Total in the report. The report shows the normalbalance representation of accounts.

4. In the TB_Upload_02-2013_12-2013.xlsx file, the balances of accounts are reversed. To uploadthe reversed balances, set the Sign of the Trial Balance to Reversed on the General LedgerPreferences GL102000 form and save the changes.

5. Import the ABC ERP Solutions trial balance for 02-2013:

a. Create a trial balance import entry on Trial Balance (GL303010; Finance > General Ledger> Work Area > Enter):


• Branch: ABCERP (ABC ERP Solutions)

• Import Date: 2/28/2013

• Period: 02-2013

• Description: TB import 02-2013

b. Upload the TB_Upload_02-2013_12-2013.xlsx file, map the source columns to thedestination columns as follows:

• Account - Account

• Subaccount - Subaccount

• YTD Balance 02-2013 - YTD Balance

c. Validate the uploaded entries and correct the error on the last page of the list - removethe error entry, which is the total balance you calculated in the Excel file while werepreparing the file for import.

At this moment, the YTD balance column displays the reversed balances with the sign asthey were uploaded from the file.

d. Review the Exceptions tab.

Records on the Exceptions tab is not a sign of mistakes. When you import the secondand next trial balances, this tab shows the accounts that have a non-zero balance for theprevious period in the system, but their balance for the currently selected Period hasn'tbeen uploaded from the file. On release of the trial balance, for each account listed on theExceptions tab, the system generates a transaction that makes the account balance zerofor the period you are importing the trial balance for.

The Exceptions tab is empty that means all accounts that have a non-zero balance inthe system are listed on the Transaction Details tab for import. If you have accountsappeared on this tab, make sure the balance of these accounts should be 0 for the periodyou are importing the trial balance for. If the balance should be non-zero, verify theaccount balances in the Excel file from which you are importing the trial balance.

e. Specify $993,100 in Control Total and save the trial balance import entry.

f. Release the 000002 trial balance and review the generated batch on Journal TransactionsGL301000 form.

On release of the trial balance, the system generates transactions to update the balanceof accounts for the period. When you import the trial balance for the second and nextfinancial periods, the system generates journal entries to the amount of differencebetween the ending balances of the previous period and the next imported balances.Therefore, if you import the trial balance for more than one financial period, you haveto release each generated batch and post the transactions before you import the trialbalance for the next period, otherwise the transactions might be generated incorrectly.

Again, for each asset and expense account, the system generates a debit entry if theimported balance (or difference) is positive or a credit entry if the imported balance (ordifference) is negative. However, because you have uploaded the reversed balances, foreach liability and income account, the system generates a credit entry if the importedbalance (or difference) is negative or a debit entry if the imported balance (or difference)is positive.

g. On the Journal Transactions GL301000 form, release the batch generated from theimported trial balance.

h. Verify the imported trial balance by reviewing the Trial Balance Detailed GL632500 reportfor the ABCERP branch for 02-2013.

In the report, the positive credit balances of the liability and income accounts are shownwith the negative sign, because the Sign of the Trial Balance option is set to Reversed onthe General Ledger Preferences GL102000 form. The YTD Net Income account doesn'tshow up in the reversed balance representation of the trial balance reports.


6. Import the trial balances for the rest of financial periods, from 03-2013 to 12-2013 inclusive.Verify the trial balance for each period in the system after you release the batch generated fromthe trial balance imported for the period. This step is done in the second snapshot provided forthe course.

7. You have to restore the second snapshot; it contains the imported trial balances for all periodsof 2013 and also includes reports customized for the course, which you will need further. In thesnapshot, the Sign of the Trial Balance option has been set to Normal on the General LedgerPreferences GL102000 form after all trial balances are imported to view the trial balance reportswith normal balances of accounts.


Lesson 6: Import of General Ledger TransactionsThe ABC Computer Services started operating in 12-2013. In this lesson, you will import the GeneralLedger (GL) transactions of the ABC Computer Services company for the 12-2013 period to have thecorrect trial balance of the company for 12-2013. You will import all transactions into a new single GLbatch in the system to be posted to 12-2013.

The parameters that are required for import of a GL transaction are the following ones:

• Batch number (at least for grouping of journal entries)

• Transaction Date

• Post Period

• Originating branch (if you use more than one branch and the Multi-Branch Support feature isenabled in the system)

• Destination branch (if you use more than one branch and the Multi-Branch Support feature isenabled in the system)

• Account

• Subaccount (if you use subaccounts and the Subaccounts feature is enabled in the system)

• Debit amount

• Credit amount

Suppose you have no branch information in the transactions exported from the previous system. In thiscase, you can import the transactions as transactions originated from one of the company branches,COMPWEST. Alternatively, you can import the transactions as the ones originated from COMPEAST.

To import GL transactions, you have to construct an import scenario that defines how the data from thesource file should be imported as batches and transactions into the system. In this lesson, you will usethe preconfigured Import GL transactions scenario that is included in the snapshot. Constructing importscenarios is outside of the scope of this course.

1. Review the preconfigured Import GL transactions import scenario for GL transactions:

a. The Import GL Transactions data provider is defined on the Data Providers (SM206015;System > Integration > Manage) form.

The data provider defines the source type of the imported data (Excel), the name of thespreadsheet that should be used for import of GL transactions (Sheet1) and the list ofcolumns of the spreadsheet.

b. The Import GL transactions import scenario is constructed on the Import Scenarios(SM206025; System > Integration > Manage) form.

The import scenario defines the mapping of the source columns to the destination fieldsof the entry in the system. On the Mapping tab, there is the list of steps of the scenario,by which an every record from the source file will be imported into the system as if itwould be manually entered through the Journal Transactions (GL301000; Finance >General Ledger > Work Area > Enter) form.

You can construct an import scenario for any data entry form. You can also use importscenarios for updating data in existing records.

In the Source Field column, for each target object you can specify an expression thatdefines the value to be inserted into the target object on import. Into the other targetobjects of the entry, which is a batch and a transaction in the case of the Import GLtransaction scenario, the system will insert the default values, as if the system wouldinsert them when a user manually inputs the data on Journal Transactions GL301000.

For more information on constants and formulas that were used for mapping in this course,see Appendix C.


Figure: The Import GL Transactions scenario

2. Import the ABC Computer Services company's transactions for the 12-2013 period from theprovided GL_Transactions_12-2013_COMP.xlsx file into the system:

a. Log in to the COMPWEST branch. To do this, click the down arrow next to the name of thecurrently selected branch and select COMPWEST in the drop-down list.

Figure: Selecting a branch

b. Select the Import GL transactions import scenario on the Import by Scenario (SM206036;System > Integration > Process) form.

c. Click Upload File Version and upload the latest version of the file.

The structure of the uploaded Excel file must match the structure defined in the dataprovider and used in the import scenario. The structure is the name of the spreadsheet,the names of the columns in the file, the data type in columns, and the order of columnson the spreadsheet. If you have changed the file structure, you have to update the dataprovider, then update the import scenario, if needed, and only then you can upload theupdated Excel file to the Import by Scenario SM206036 form to import the data.

d. Click Prepare to upload the data from the file.

Before running the import process, you can review the uploaded data on the PreparedData tab and manually correct any value, if needed.

To remove incorrectly uploaded data from the table on the Prepared Data tab and reuploadthe data from the file, click Rollback on the History tab. Then you can upload a new versionof the file and click the Prepare button on the form toolbar to upload the data from theupdated file.


e. Click Import to run the import of transactions from the Excel file into the system.

The records that have the Active check box selected will be imported into the system.

f. After the process is complete, review the errors by filtering records in the table by Falsevalue in the Processed column.

The selected check box in the Processed column means that the record has beensuccessfully imported into the system. Not all records were imported, and the importstatus is Partially Processed. You see the error in the last record imported from the Excelfile. It is the row of totals you calculated in the Excel file.

g. Clear the Active check box, click Save on the form toolbar, and click Import again.

The system now ignores the row with totals and sets the status to Processed. (SelectClear Filter for the Processed column to cancel the filter and view the list of all uploadedrecords.)

3. Log in to the COMPWEST branch.

4. On the Journal Transactions GL301000 form find and review the batch that has been created forthe imported transactions.

You import the transactions to one of ABC Computer Services branches, COMPWEST. The batchhas been generated with the On Hold status and you can edit the information in it and in thejournal entries, if needed. The batch has the next number automatically assigned to it accordingto the BATCH numbering sequence.

In the file of the transactions to be imported, you have a column with the transaction's batchnumber. In the import scenario, you map this column in the Excel file to the Batch Numberfield of the Batch Summary target object that represents a batch entry in the system. Thesystem groups the transactions into batches by the specified batch number. While uploading atransaction, the system tries to find the existing GL batch that have the same batch number asthe one specified for the transaction in the Excel file. If the GL batch already exists, the systemtries to add the transaction to the existing batch. If the GL batch with such number doesn'texist, the system creates a new GL batch and adds to the batch the transactions that have thesame batch number in the file. If the autonumeration of GL batches is enabled, to the createdbatch, the system assigns the next sequential number according to the numbering sequencethat is specified for autonumeration of GL batches in the General Ledger preferences. If theautonumeration of GL batches is disabled, the system inserts the imported batch number as is.

If there are no GL batches in the system yet, you can import transactions with the original batchnumber as the transaction's batch number in the new system. To do this, you have to enablemanual numbering for GL batches, import the transactions with the original batch number, thenconfigure the numbering sequence to continue from the last imported number to autonumerateGL batches in the system.

If you import GL transactions to the system that has already existing autonumerated GLbatches, we recommend that you import the transactions grouped into new batches by theoriginal batch number. In this case, you have to prepare the Excel file with the unique batchnumbers that correspond to the original batch numbers, and import the transactions grouped bythese unique numbers. You can import the original batch number into the reference number of atransaction, as it is demonstrated in this course.

In the example of this course, the system already has GL batches with ABCERP transactions.The GL batches automatically get their number according to the BATCH numbering sequence.Notice the Unique Number for Import column in the Excel file of transactions to be imported. Inthe import scenario, this column is mapped to the Batch Number field of the Batch Summarytarget object. By this number, the system groups the transactions into new batches on import.We have the same number for all transactions in the file to import all transactions into a newsingle batch in the system. The Unique Number for Import column has been added to the fileintentionally after the transactions were exported from the external system. The number inthe Unique Number for Import column is IMPORT001 that is unique and doesn't intersect withthe BATCH numbering sequence. You import the original batch number of a transaction as thereference number of the transaction by mapping the Ref. Number field of the Transaction Detailstarget object to the Origin. Batch Number column from the Excel file in the import scenario.


When you run the import process and get the 'Save button is disabled' error, one of possiblereasons is that the GL batch with such number already exists and cannot be edited.

Concatenated with the transaction description from the Excel file, the transaction date isimported into the Transaction Description field of a journal entry in the system.

5. Check that the debit and credit total is equal to the debit and credit total calculated in the Excelfile. Release the batch to post the transactions.

The transactions have been posted to the CMPACTUAL ledger to which the transactions of theCOMPWEST branch are posted.

If you have posted an incorrectly imported transaction, you can reverse the batch and reimport thetransactions again.

6. Review the COMPWEST transactions posted to 12-2013:

a. Log in to the COMPWEST branch.

b. Run the Transactions for Period (GL633000; Finance > General Ledger > Reports >Balance) report with the following parameters:


• Branch: COMPWEST

• Start Period: 12-2013

• End Period: 12-2013

You can also review the COMPWEST trial balance for 12-2013 by using the Trial BalanceSummary (GL632000; Finance > General Ledger > Reports > Balance) and Trial BalanceDetailed (GL632500; Finance > General Ledger > Reports > Balance) reports.


Lesson 7: Import of VendorsIn this lesson, you will import vendor accounts into the system and then enable autonumeration tocontinue from the last imported vendor ID. To import vendor accounts, you have to construct an importscenario that defines how the data from the master file should be imported as vendor accounts into thesystem. You will use the preconfigured Import Vendors scenario that is included in the snapshot.

The parameters that are required for import of a vendor account are the following ones:

1. Vendor ID

2. Vendor name

3. Vendor class

4. Country

5. Default cash discount account

6. Default cash discount subaccount

You can specify the last three parameters in a vendor class, and they will be automatically inserted intothe imported vendor accounts that refer to this vendor class. In the vendor class, you can also specifyother default information, including the default AP account and expense account that are used for thevendor. In the example of this course, you will use the default AP account, cash discount account andsubaccount, and prepayment account inserted from the vendor class.

You don't have to import the vendor balances, because they will be automatically calculated from thebalance of open Accounts Payable documents that you will import further in this course.

1. Before you import the vendor accounts, define the DEFAULT vendor class and specify the class asthe default one for the Accounts Payable module:

The vendor and customer classes are preconfigured in the provided snapshot.

a. Define the DEFAULT vendor class by using the Vendor Classes (AP201000; Finance >Accounts Payable > Configuration > Setup) form:

• Class ID: DEFAULT

• Description: Default

• Country: US (Unites States)

• Terms: 30D (Net 30 days)

• Payment Method: CHECK

• AP Account: 200000 (Accounts Payable)

• AP Subaccount: 000-00-00

• Cash Discount Account: 490000 (Cash Discount Received)

• Cash Discount Sub.: 000-00-00

• Prepayment Account: 140000 (Prepaid Expenses)

• Prepayment Subaccount: 000-00-00

On import of vendor accounts that refer to this class, the default values for the fieldsmissing in the imported data will be taken from the class and inserted into the importedvendor accounts.

If you are planning to share the list of vendors between branches that have cash accountswith restricted visibility, it's recommended to leave the default cash account empty invendor classes and vendor accounts. Otherwise, the specified default cash account maycause an access error when you create or import vendor documents. If you do not restrictvisibility of cash accounts, you can specify the default cash account in vendor classes and


vendor accounts. In the example of this course, you leave the default cash account emptybecause the ABCERP cash accounts are restricted by branch.

b. On the Accounts Payable Preferences (AP101000; Finance > Accounts Payable >Configuration > Setup) form, select DEFAULT in the Default Vendor Class ID box and savethe changes.

2. Review the preconfigured Import Vendors scenario:

a. The Import Vendors data provider is defined on the Data Providers (SM206015; System >Integration > Manage) form.

b. The Import Vendors import scenario is constructed on the Import Scenarios (SM206025;System > Integration > Manage) form.

The vendor accounts will be imported from the VendorsMasterFile.xlsx file with their IDsexported from the old system.

If you don't include a column, it means that you use the default value for the field of theimported record. If you include a column but do not specify a value in it, the system willinsert an empty string or 0 into the destination field of the imported record. Thus, in theDEFAULT PAYMENT METHOD column, you specify the default payment method for everyvendor record in the file. Otherwise, the default payment method that is inserted from thevendor class into the imported vendor account will be overridden to empty value for thoserecords for which the DEFAULT PAYMENT METHOD column is empty in the Excel file.

You will import a few 1099 vendors. To import a vendor account as a 1099 vendor, youhave to specify the True value to be inserted into the 1099 Vendor field of the vendor.Additionally, you can import the number of the default box on Form 1099-MISC in whichyou are going to report most of the amounts paid to the vendor. The list of 1099 boxesis defined on the 1099 Settings tab of the Accounts Payable Preferences AP101000 form.Thus, you will import the V000000087 and V000000090 vendor accounts with box 7-Nonemployee Compensation category. Also, you can import or specify later in the vendoraccount the recipient's identification number, for example, the social security number (SSN)or individual taxpayer identification number (ITIN), to be printed on Form 1099-MISC. Therecipient's identification number is specified in the Tax Registration ID field of the vendoraccount. (An example of the configuration of 1099 vendors and printing Form 1099-MISCreports are described further in this course.)

Figure: The Import Vendors scenario

3. Import the vendors from the provided VendorsMasterFile.xlsx file into the system:


a. On the Import by Scenario (SM206036; System > Integration > Process) form, select theImport Vendors scenario.

b. Click Upload File Version and upload the latest version of the file.

c. Click Prepare to upload the data from the file.

You can review the uploaded data and correct any value before you import the data intothe system. If you have corrected a value, you have to click Save before you run the importprocess. Otherwise the change won't take effect, and the system will try to import the oldvalue.

d. Click Import to run the import of vendor accounts from the Excel file into the system.

e. Correct the errors in the data to be imported, which were intentionally added to the filefor demonstration purposes, and retry the import:

• To correct errors in account numbers, change 750000 to 745000 in the needed cellsand save the changes.

• To correct the error with missing vendor class ID, enter DEFAULT to the empty celland click Save.

• To correct the error with incorrect vendor class ID, enter DEFAULT instead of OTHERin the cell and save the changes.

When you correct a value in a cell, always click Save before retrying the import of thecorrected record.

4. After all vendor accounts are successfully processed, review the imported records by using theVendors (AP303000; Finance > Accounts Payable > Work Area > Manage) form.

For instructions on how you can verify that the data was imported correctly, see Appendix B.

You have imported 91 vendor accounts. All vendor accounts are visible for all branches in thesystem. Note that for the V000000007 and V000000008 vendors the 745000 - Utilities Expenseaccount has been additionally inserted. The V000000073, V000000087, and V000000090vendors have been imported as 1099 vendors.

Immediately after import or manual entry, a vendor does not appear on the Vendor Summary(AP401000; Finance > Accounts Payable > Work Area > Explore) and Vendor Details (AP402000;Finance > Accounts Payable > Work Area > Explore) forms because their balance isn't yet initiatedin the system. The first vendor document that you create or import into the system initiates thevendor balance, and after that the vendor appears in inquiries and reports.

5. Enable the autonumeration of new vendor accounts starting from V000000092:

a. On the Numbering Sequences (CS201000; Configuration > Common Settings > CommonSettings) form, create a numbering sequence with the following parameters and leave theother parameters by default:

• Numbering ID: VENDOR

• Description: Vendor account number

• New Number Symbol: <NEW>

• Branch: Empty (To share the numbering sequence for records originated from allbranches)

• Start Number: V000000001

• Last Number: V000000091

b. On the Segmented Keys (CS202000; Configuration > Common Settings > SegmentedKeys) form, select the VENDOR segmented key and specify the created numberingsequence for autonumeration of new IDs:

• Numbering ID: VENDOR


• Segment 1, Auto Number: Selected

c. On the Vendors AP303000 form, create a vendor to make sure it gets the nextautomatically numerated ID on saving:

• Vendor ID: V000000092 (inserted automatically when you save the vendor account)

• Vendor Name: Effective Advertisements, Inc



• GL Accounts, Expense Account: 610000 (Advertising Expense)

• GL Accounts, Expense Sub.: 000-00-00


Lesson 8: Import of Open Accounts Payable DocumentsIn this lesson, you will import the open Accounts Payable (AP) bills for 12-2013 for the ABC ERPSolutions company that is represented by the ABCERP branch in the system. Before you import any APdocuments for a financial period, for each AP account make sure the total balance of open documentson this account is equal to the balance of the AP account according to the trial balance for the periodin the system. You will import and release the AP bills to post their balances to the AP account and thespecial migration clearing account. Then you will reverse the transaction posted to these accounts in thesystem, because the balance of the AP account has been earlier imported as a part of the trial balancefor 12-2013. After the transaction is reversed, you will have the correct balance of the AP account in thetrial balance for 12-2013 and the correct balance of open documents in the Accounts Payable module,from which the vendor balances are calculated.

To import AP documents, you have to construct an import scenario that defines how the data from thesource file should be imported as AP documents in the system. You will use the preconfigured Import APDocuments import scenario that is included in the snapshot.

You can import any AP documents, including bills, debit and credit adjustments, and AP checks.For each vendor, you can import one or multiple documents that consist of multiple detail lines. Foreach document line, you have to create a row in the Excel file. In the row, you specify the documentsummary information and the document line information to be imported. Document lines that havethe same document summary information are imported into a single document in the system. Theparameters required for every document line to be imported are the following ones:

1. Document summary information:

• Document Type

• Reference Number (at least for grouping of document lines)

• Vendor ID

• Location

• Vendor reference number (if the Require Vendor Reference check box is selected on theAccounts Payable Preferences (AP101000; Finance > Accounts Payable > Configuration >Setup) form)

• Date

• Post Period

• Branch (by default, it is the branch to which the user is logged in while creating orimporting the document)

• AP Account (by default, it is taken from the vendor account)

• AP Subaccount (by default, it is taken from the vendor account)

2. Document line:

• Branch (if you use more than one branch and the Multi-Branch Support feature is enabledin the system)

• Extended Cost

• Account

• Subaccount

You can import documents with the date that can be outside of the post period. Together with the date,you can import the credit terms of the original document. For example, to the 12-2013 post period, youcan import an open bill with the document date of 11/1/2013 and the credit terms of 3/7, n/30 to have thisinformation in the system.

Import the open AP bills for the ABC ERP Solutions company for 12-2013 into the system as describedbelow:

1. Create the 999999 - Migration Clearing Account by using the Chart Of Accounts (GL202500;Finance > General Ledger > Configuration > Manage) form:


• Account: 999999

• Account Class: AP

• Account Type: Liability

• Active: Selected

• Description: Migration Clearing Account

2. Clear the check boxes on the Accounts Payable Preferences AP101000 form to disable thevalidation of document amounts before the documents can be released in the system:

• Hold Documents on Entry: Cleared

• Validate Document Totals on Entry: Cleared

After you import the AP documents, you can select these check boxes again to make the systemvalidate the document amounts on manual entry of documents in the module.

3. Review the provided OpenAPBills_12-2013_ABCERP.xlsx file that contains the AP bills—that is,the list of document lines, to be imported.

You will import the AP bills to be posted to the AP account of the vendor and the specifiedmigration clearing account, 999999. During the import, the AP account of the vendor will beautomatically inserted into the imported bills by the system.

The cash accounts of the ABC ERP Solutions company are restricted to the ABCERP branch.Because of the restricted visibility of cash accounts, you cannot use the default cash account of avendor for import of open Accounts Payable documents. Therefore, you have to explicitly specifythe default payment method and the default cash account for every document that you import.

4. Review the preconfigured Import AP Documents scenario:

a. The Import AP Documents data provider is defined on the Data Providers (SM206015;System > Integration > Manage) form.

b. The Import AP Documents import scenario is constructed on the Import Scenarios(SM206025; System > Integration > Manage) form.

The system will group the document lines into AP bills by the VENDOR REF number fromthe Excel file. To the documents, the system will assign the reference number accordingto the APBILL numbering sequence that is specified for autonumeration of bills on theAccounts Payable Preferences AP101000 form.


Figure: The Import AP Documents scenario

5. Import the AP bills from the OpenAPBills_12-2013_ABCERP.xlsx file into the system:

a. On the Import by Scenario (SM206036; System > Integration > Process) form, log in tothe ABCERP branch.

You have to log in to the branch on the Import by Scenario SM206036 form before youimport the documents for this branch to make sure the system uses the appropriate defaultvalues. For document summary, you will use the branch inserted into the document bydefault— that is, the branch to which the user is logged in at the moment of documentimport.

b. Select the Import AP Documents scenario.

c. Click Upload File Version and upload the latest version of the file.


e. Click Import to run the import of documents from the Excel file into the system.

f. Correct the errors in the data to be imported, which were intentionally added to the filefor demonstration purposes, and retry the import:

• To correct the error with incorrect vendor ID, change Y000000023 to V000000023and save the changes.

• To correct the error with missing Location value, enter MAIN to the empty cell andclick Save.

• To exclude the unnecessary row from import, clear the Active check box for the rowand click Save.



6. After all documents are successfully processed, release all the imported bills at once by using theRelease AP Documents (AP501000; Finance > Accounts Payable > Processes > Daily) form.


Because the Consolidated Posting to GL feature is enabled in the system, the system generatesa single batch with transactions with the same post period and currency. Otherwise, the systemwould generate a batch per document.

7. On the Journal Transactions (GL301000; Finance > General Ledger > Work Area > Enter) form,select the AP module, find the generated batch, and reverse the batch.

8. For the 12-2013 period and ABCERP branch, compare the balance of the 200000 - AccountsPayable account according to the trial balance with the balance of this account by open AccountsPayable documents. The balances must equal:

a. Review the balance of the 200000 - Accounts Payable account by running the TrialBalance Summary (GL632000; Finance > General Ledger > Reports > Balance) report:


• Branch: ABCERP

• Financial Period: 12-2013

b. Review the total of open Accounts Payable documents posted to the 200000 - AccountsPayable account by running the AP Balance by GL Account (AP632000; Finance >Accounts Payable > Reports > Balance) report:

• Report Format: Vendor Summary

• Branch: ABCERP


After you have open AP documents in the system, the vendor balances are initiated and you can reviewthe vendor balance and documents by using the Vendor Summary (AP401000; Finance > AccountsPayable > Work Area > Explore) and Vendor Details (AP402000; Finance > Accounts Payable > WorkArea > Explore) forms.


Lesson 9: Import of CustomersIn this lesson, you will import customer accounts into the system and then enable autonumerationto continue from the last imported customer ID. To import customer accounts, you have to constructan import scenario. You will use the preconfigured Import Customers scenario that is included in theprovided snapshot.

The parameters that are required for import of a customer account are the following ones:

• Customer ID

• Customer Name

• Customer Class

• Statement Cycle ID

• Country

• Sales Account

• Cash Discount Account

You can specify the last four parameters in a customer class, and they will be automatically insertedinto the imported customer accounts that refer to this customer class. In the example of this course,you will use default statement cycle ID, sales account, cash discount account, and AR account insertedfrom the customer class.

Customer accounts, as well as vendor accounts, must have unique IDs in the system. You can extend acustomer account to a vendor account and vice versa by selecting Extend to Vendor (Extend to Customer)action on Customers AR303000 form.

You don't have to import the customer balances, because they will be automatically calculated from thebalance of open Accounts Receivable documents that you will import further in this course.

1. Before you import the customer accounts, define the DEFAULT customer class and specify theclass as the default one for the Accounts Receivable module:

The vendor and customer classes are preconfigured in the provided snapshot.

a. Define the DEFAULT customer class by using the Customer Classes (AR201000; Finance >Accounts Receivable > Configuration > Setup) form:

• Class ID: DEFAULT

• Description: Default


• Credit Verification: Disabled

• Terms: 30D (Net 30 days)

• Statement Cycle ID: EOM (End of Month)


• AR Account: 110000 (Accounts Receivable)

• AR Sub.: 000-00-00


• Sales Sub.: 000-00-00

• Cash Discount Account: 595000 (Cash Discount Given)

• Cash Discount Sub.: 000-00-00

• Prepayment Account: 244000 (Customer Deposits)


• Prepayment Sub.: 000-00-00

b. On the Accounts Receivable Preferences (AR101000; Finance > Accounts Receivable >Configuration > Setup) form, select DEFAULT in the Default Customer Class ID box andsave the changes.

2. Review the preconfigured Import Customers scenario:

a. The Import Customers data provider is defined on the (SM206015; System > Integration> Manage) form.

b. The Import Customers import scenario is constructed on the Import Scenarios(SM206025; System > Integration > Manage) form.

The customer accounts will be imported from the CustomersMasterFile.xlsx file with theirIDs exported from the old system.

Figure: The Import Customers scenario

3. Import the customers from the provided CustomersMasterFile.xlsx file into the system:

a. On the Import by Scenario (SM206036; System > Integration > Process) form, select theImport Customers scenario.

b. Click Upload File Version and upload the latest version of the file.

c. Click Prepare to upload the data from the file.

d. Click Import to run the import of customer accounts from the Excel file into the system.

e. Correct the errors in the data to be imported, which were intentionally added to the filefor demonstration purposes, and retry the import:

• To correct the error with a too long address line, enter "1188-1210, WellstockStreet" in the cell and save the changes (the line length cannot exceed 50 symbols).


• To correct the error with incorrect email, enter "[email protected]" in thecell and click Save.

• To correct the wrong country code, enter US in the cell instead of WW and clickSave.


4. After all customer accounts are successfully processed, review the imported records by using theCustomers (AR303000; Finance > Accounts Receivable > Work Area > Manage) form.


You have imported 90 customer accounts. All customers are visible for all branches in thesystem.

Immediately after import, a customer doesn't appear on the Customer Summary (AR401000;Finance > Accounts Receivable > Work Area > Explore) and Customer Details (AR402000; Finance> Accounts Receivable > Work Area > Explore) forms because their balance isn't yet initiated inthe system. The first customer document that you create or import into the system initiates thecustomer balance, and after that the customer appears in inquiries and reports.

5. Enable the autonumeration of new customer accounts starting from C000000091:

a. On the Numbering Sequences (CS201010; Configuration > Common Settings > CommonSettings) form, create a numbering sequence with the following parameters and leave theother parameters by default:

• Numbering ID: CUSTOMER

• Description: Customer account number

• New Number Symbol: <NEW>

• Branch: Empty

• Start Number: C000000001

• Last Number: C000000090

b. On the Segmented Keys (CS202000; Configuration > Common Settings > SegmentedKeys) form, select the CUSTOMER segmented key and specify the created numberingsequence for autonumeration of new IDs:

• Numbering ID: CUSTOMER

• Segment 1, Auto Number: Selected

c. On the Customers AR303000 form, create a customer to make sure it gets the nextautomatically numerated ID on saving:

• Customer ID: C000000091 (inserted automatically when you save the customeraccount)

• Customer Name: Cognitive Solutions Co




Lesson 10: Import of Open Accounts Receivable DocumentsIn this lesson, you will import the open Accounts Receivable (AR) invoices for 12-2013 for the ABC ERPSolutions company that is represented by the ABCERP branch in the system. Before you import open ARdocuments for a financial period, for each AR account make sure the total balance of open documentson this account is equal to the balance of the AR account according to the trial balance for the periodin the system. You will import and release the AR invoices to post their balances to the AR account andthe migration clearing account. Then you will reverse the transaction posted to these accounts in thesystem, because the balance of the AR account has been earlier imported as a part of the trial balancefor 12-2013. After the transaction is reversed, you will have the correct balance of the AR account inthe trial balance for 12-2013 and the correct balance of open documents in the Accounts Receivablemodule, from which the customer balances are calculated.

To import AR documents, you have to construct an import scenario. You will use the preconfiguredImport AR Documents import scenario that is included in the snapshot.

You can import any AR documents, including invoices, memos, and AR payments. For each customer,you can import one or multiple documents that consist of multiple detail lines. For each document line,you have to create a row in the Excel file. The parameters that are required for every document line tobe imported are the following ones:

1. Document summary information:

• Document Type

• Reference Number (at least for grouping of document lines)

• Customer ID

• Location

• Date

• Post Period

• Branch (by default, it is the branch to which the user is logged in while creating orimporting the document)

• AR Account (by default, it is taken from the customer account)

• AR Subaccount (by default, it is taken from the customer account)

2. Document line:

• Branch (if you use more than one branch and the Multi-Branch Support feature is enabledin the system)

• Extended Price

• Account

• Subaccount

Import the open AR invoices for the ABC ERP Solutions company for 12-2013 into the system asdescribed below:

1. Turn off the autonumeration of AR invoices by selecting the Manual Numbering check box forthe ARINVOICE numbering sequence on the Numbering Sequences (CS201010; Configuration >Common Settings > Common Settings) form.

The ARINVOICE numbering sequence is specified for the autonumeration of invoices on theAccounts Receivable Preferences (AR101000; Finance > Accounts Receivable > Configuration >Setup) form. You want to import AR invoices with their reference numbers and then continue thenumeration of new invoices from the reference number of the last imported invoice.

2. Clear the check boxes on the Accounts Receivable Preferences AR101000 form to disable thevalidation of document amounts before the documents can be released in the system:

• Hold Documents on Entry: Cleared

• Validate Document Totals on Entry: Cleared


After you import the AR documents, you can select these check boxes again to make the systemvalidate the document amounts on manual entry of the documents in the module.

3. Review the preconfigured Import AR Documents scenario:

a. The Import AR Documents data provider is defined on the Data Providers (SM206015;System > Integration > Manage) form.

b. The Import AR Documents import scenario is constructed on the Import Scenarios(SM206025; System > Integration > Manage) form.

The system will group the document lines into AR invoices by the INVOICE REF NBR valuefrom the Excel file. Because autonumeration is disabled in the ARINVOICE numberingsequence, the system will import the documents with their reference numbers taken fromthe INVOICE REF NBR column.

Figure: The Import AR Documents scenario

4. Import the AR invoices from the Excel file into the system:

a. On the Import by Scenario (SM206036; System > Integration > Process) form, log in tothe ABCERP branch.

You have to log in to the branch on the Import by Scenario SM206036 form before youimport the documents for this branch to make sure the system uses the appropriate defaultvalues. For document summary, you will use the branch inserted into the document bydefault— that is, the branch to which the user is logged in at the moment of import of thedocument. Also, depending on the branch, the system will insert the default cash accountinto the AR document, which is the default cash account specified for the branch in thepayment method.

b. Select the Import AR Documents scenario.


c. Click Upload File Version and upload the latest version of theOpenARInvoices_12-2013_ABCERP.xlsx file.


e. Click Import to run the import of documents from the Excel file into the system.

5. After all documents are successfully processed, release all the imported invoices at once byusing the Release AR Documents (AR501000; Finance > Accounts Receivable > Reports > Daily)form.


Because the Consolidated Posting to GL feature is enabled in the system, the system generates asingle batch with transactions with the same post period and currency.

6. On the Journal Transactions (GL301000; Finance > General Ledger > Work Area > Enter) form,select the AR module, find the batch, and reverse the batch.

7. For the 12-2013 period and ABCERP branch, compare the balance of the 110000 - AccountsReceivable account by open Accounts Receivable documents with the balance of this accountaccording to the trial balance. The balances of the AR account must be equal:

a. Review the total of open Accounts Receivable documents posted to the 110000 - AccountsReceivable account by running the AR Balance by GL Account (AR632000; Finance >Accounts Receivable > Reports > Balance) report:

• Report Format: Customer Summary

• Branch: ABCERP


b. Review the balance of the 110000 - Accounts Receivable account by running the TrialBalance Summary (GL632000; Finance > General Ledger > Reports > Balance) report:


• Branch: ABCERP


After you have open AR documents in the system, the customer balances are initiated and youcan review the customer balance and documents by using the Customer Summary (AR401000;Finance > Accounts Receivable > Work Area > Explore) and Customer Details (AR402000;Finance > Accounts Receivable > Work Area > Explore) forms.

8. Enable the autonumeration of new invoices starting from INV000045 (the reference number ofthe last imported invoice is INV000044):

a. On the Numbering Sequences CS201010 form, select the ARINVOICE numberingsequence.

b. In the table, add a subsequence with the following parameters:

• Branch: Empty

• Start Number: INV000001

• Start Date: 12/01/2013

• Last Number: INV000044

c. Clear the Manual Numbering check box to enable autonumeration and save the changes.

d. On the Invoices and Memos (AR301000; Finance > Accounts Receivable > Work Area >Enter) form, log in to the ABCERP branch and create an invoice to make sure it gets thenext automatically numerated ID according to the ARINVOICE numbering sequence, thenrelease the invoice:

• Type: Invoice


• Reference Nbr.: INV000045 (inserted automatically when you save the document)

• Customer: C000000001

• Date: 1/1/2014

• Post period: 01-2014

• Description: 1 hour of consulting

• Document Details, Branch: ABCERP, Ext. Price: 100.00, Account: 403000,Subaccount: 000-00-00

By default, the ARINVOICE numbering sequence is shared for autonumeration of invoicesand memos in the system. You can create additional numbering sequences to numeratedebit and credit memos separately from invoices and specify these numbering sequences inthe Debit Memo Numbering Sequence and Credit Memo Numbering Sequence boxes on theAccounts Receivable Preferences AR101000 form.

e. After you have imported all the needed documents and you no longer need the migrationclearing account, on the Chart of Accounts (GL202500; Finance > General Ledger >Configuration > Manage) form, clear the Active check box for the 999999 - MigrationClearing Account to deactivate the account in the system and save the changes.

No transactions can be posted to an account once it is inactive.


Lesson 11: Import of Outstanding Checks and Deposits inTransit

In this lesson, you will import the transactions for outstanding checks and deposits in transit for thechecking account of the ABC ERP Solutions company. You have discovered these transactions by thelast bank statement received for the checking account on 12/31/2013. These transactions should bereconciled with the next bank statement that you will receive on 01/31/2014.

The checking account of the ABC ERP Solutions company is represented by the 102000-ERP cashaccount in the system. Before you import the account balance into the system, you have reconciled thechecking account with the bank statement. Thus, the checking account balance imported for 12-2013is reconciled with the 12/31/2013 bank statement and already includes the bank fees and interestincome, if any. The ending balance of the checking account for 12-2013 is $123,000.

However, the 12/31/2013 bank statement balance is $123,800. By the bank statement, you haverecognized two outstanding checks and a deposit in transit on the bank account. They will appearonly in the next bank statement that you will receive on 1/31/2014. Therefore, you have to createthe transactions for these documents on the 102000-ERP cash account in the system to be able toreconcile them with the next bank statement. Also, you want to import the bank statement balance for12/31/2013 from which you will continue the bank reconciliation of the account in the system.

Figure: Import of transactions for further bank reconciliation

1. Create the transactions for the outstanding checks and the deposit in transit according to thebank statement for 12/31/2013:

a. On the Journal Transactions (GL301000; Finance > General Ledger > Work Area > Enter)form, log in to the ABCERP branch and create a new batch:

• Branch: ABCERP

• Transaction Date: 12/31/2013

• Post Period: 12-2013

• Description: Outstanding checks and deposits in transit for 12/31/2013

b. Add the journal entries to the batch with the following transactions:

Outstanding checks and deposits in transit for 12/31/2013

Branch Account Subaccount DebitAmount

CreditAmount

TransactionDescription

ABCERP 102000 000-00-00 0.00 123,000.00 Reverse TBBalance for12-2013


Branch Account Subaccount DebitAmount

CreditAmount

TransactionDescription

ABCERP 102000 000-00-00 123,800.00 0.00 Bank statementfor 12/31/2013

ABCERP 102000 000-00-00 0.00 2,300.00 Outstanding check#1

ABCERP 102000 000-00-00 0.00 7,500.00 Outstanding check#2

ABCERP 102000 000-00-00 9,000.00 0.00 Deposit in transit

c. Release the batch.

d. On the Cash Account Transactions (CA303000; Finance > Cash Management > Work Area> Explore) form, select the 102000-ERP cash account.

The transactions are listed for the cash account and available for bank reconciliation ofthe cash account. You will see an example of the bank reconciliation process later in thiscourse.

To view the list of transactions on the cash account, you can also use the Cash AccountDetails (CA633500; Finance > Cash Management > Reports > Balance) report.

2. Enable the bank reconciliation for the 102000-ERP cash account in the system:

a. On the Cash Accounts (CA202000; Finance > Cash Management > Work Area > Manage)form, select the 102000-ERP cash account.

b. Select the Requires Reconciliation check box.

The check box makes the cash account available on the Reconciliation StatementsCA302000 form.

c. In the Reconciliation Numbering Sequence box, create and specify the CARECONnumbering sequence that will be used for numeration of the reconciliation statements forthe account in the system.

CARECON is a predefined numbering sequence to use for reconciliation statements.

3. Create the first reconciliation statement for the 102000-ERP cash account in the system by the12/31/2013 bank statement:

a. On the Reconciliation Statements (CA302000; Finance > Cash Management > Work Area> Enter) form, create a reconciliation statement with the following information:

• Reconciliation Date: 12/31/2013

• Load Documents Up To: 12/31/2013

• Statement Balance: 123,800.00

By using this form, you can reconcile the total amount of transactions in the cash accountfor a period in the system with the balance shown in the bank statement for this period.

b. Select the Reconciled check box for all but last transactions—that is, for the outstandingchecks and the deposit in transit, as shown in the screenshot below.

The total balance of the selected transactions is displayed in the Reconciled Balancebox of the statement summary. By doing this, you reconcile the total amount of thetransactions on the 102000-ERP cash account in the system with the balance of the lastbank statement for 12/31/2013.

c. Clear the Cleared check box for the last three transactions.

It is an optional step in the reconciliation process, which helps you to temporarily markthe transactions that haven't appeared in the bank statement yet. Then you can review


the reconciled balance and the uncleared transactions in the cash account by using theCash Account Transactions CA303000 form.

Figure: Transactions in the cash account reconciled with the bank statement for 12/31/2013

d. Clear the Hold check box and release the reconciliation statement.

As soon as you release the reconciliation statement, the system updates the lastreconciliation date from which the next reconciliation statement will be calculated. Thereleased reconciliation statement contains only transactions selected for the statement,and these transactions don't show up for reconciliation in the next reconciliationstatements.

4. On the Cash Account Transactions CA303000 form, select the 102000-ERP cash account andreview the transactions for the 12/1/2013 - 12/31/2013 period.

Bank reconciliation doesn't affect the cash account balance in the system. Thus, the 102000-ERP cash account balance that is calculated by all transactions posted up to 12/31/2013 is$123.000. Additionally calculated, the cash account balance by cleared transactions on this dateis $123,800. You mark a transaction as cleared when it appears in a bank statement. Therefore,the balance by cleared transactions on the bank statement date is equal to the bank statementbalance on this date. The balance by cleared transactions excludes the transactions for theoutstanding checks and the deposit in transit that haven't shown up in a bank statement yet andhaven't been marked as cleared in the system. These transactions must appear in the next bankstatement for 1/31/2014, when you will be able to reconcile them with the new statement.


Figure: Reconciled transactions in the cash account for 12/31/2013

| Part 3: Transactions Across Companies | 49

Part 3: Transactions Across Companies

In this part of the course, you will see the examples of documents that involve transactions acrosscompanies. Earlier you have configured the system so that the transactions are automatically balancedbetween ABC companies. Because the transactions are balanced, each company can independentlyreport their income and expenses.


Lesson 12: Accounts Payable DocumentsIn this lesson, you will review the transactions that are generated from Accounts Payable (AP)documents when the document involves one and two companies. You will see how the system addsbalancing entries to the companies' posting ledgers based on the account mapping configured in thesystem.

Either ABC ERP Solutions or ABC Computer Services company can process and pay a bill received forexpenses incurred by one or both companies. The transactions are automatically balanced across thecompanies' ledgers so that the companies can independently report their expenses.

1. The AP Bill Transaction Within the Same Company

The Western LA office of the ABC Computer Services company, which is represented by the COMPWESTbranch in the system, processes the $300 bill received from Repair master on 1/10/2014. The bill isfor repair of the office furniture in the Western LA office to the amount of $100 and in the Eastern LAoffice to the amount of $200. The repair took place in 01-2014, and the bill is due in 30 days. Enter andprocess the bill in the system:

1. On the Bills and Adjustments (AP301000; Finance > Accounts Payable > Work Area > Enter)form, log in to the COMPWEST branch and create a bill from the V000000090 (Repair master)vendor:

• Type: Bill

• Vendor: V000000090

• Terms: 30D

• Date: 1/10/2014


• Vendor Ref.: 01102014R

• Description: Office furniture repair

2. To the bill, on the Document Details tab, add the line with the repair expense for the Western LAoffice:


• Ext. Cost: 100.00

• Account: 780000 (Repair & Maintenance Expense)

• Subaccount: 000-00-00

3. To the bill, on the Documents Detail tab, add the line with the repair expense for the Eastern LAoffice that is represented by the COMPEAST branch in the system:

• Branch: COMPEAST

• Ext. Cost: 200.00

• Account: 780000 (Repair & Maintenance Expense)


4. Release the document and review the generated batch by using the Journal Transactions(GL301000; Finance > General Ledger > Work Area > Enter) form.

On release of any document in the system (AP bill, AR invoice), the system generates atransaction that has the originating branch and one or multiple destination branches. Thebranch specified on the Financial Details tab of the bill becomes the originating branch of thetransaction; the AP account is credited under the originating branch. The default originating


branch is the one to which the user is logged while creating the document. Thus, the COMPWESTis the originating branch of the transaction generated on release of the AP bill. The branchspecified in each document line becomes the destination branch of the transaction; the accountfrom each document line is debited under the destination branch. COMPWEST and COMPEASTare two destination branches of the transaction.

During posting the transaction to the originating and destination branches, the system analyzeswhether any balancing entries are needed for the transaction. Because the bill's transactioninvolves only the COMPWEST and COMPEAST branches, no balancing entries are required.The transaction across these branches is posted to the CMPACTUAL ledger. Within a ledger,transactions can be either balanced or non-balanced across branches. For this ledger, theBranch Accounting check box is cleared on the Ledgers (GL201500; Finance > General Ledger> Configuration > Setup) form, therefore the balancing entries aren't required for inter-branchtransactions posted to this ledger. (Otherwise, you would have to define the account mappingbetween COMPWEST and COMPEAST to be able to post transactions across these branches.)

The batch that has been generated from the AP bill contains only the journal entries for the APaccount and expense account from the source document:

• COMPWEST, 200000 - Accounts Payable, Cr $300.00 (originating branch)

• COMPWEST, 780000 - Repair & Maintenance Expense, Dr $100.00 (destination branch)

• COMPEAST, 780000 - Repair & Maintenance Expense, Dr $200.00 (destination branch)

In the batch, the originating branch is displayed in the Branch box of the batch summary. Theledger that is displayed in the batch summary is the posting ledger of the originating branch ofthe transaction. This is not necessarily the ledger to which all batch's transactions are posted.Each transaction consists of journal entries that are posted to the posting ledger of the branchof the journal entry. Thus, the COMPWEST and COMPEAST journal entries are posted to theCMPACTUAL ledger. The branch's transactions are posted to only ledger that is specified forthe branch on the Inter-branch Account Mapping (GL101010; Finance > General Ledger >Configuration > Manage) form.

If the Consolidated Posting to GL feature is enabled, the system groups the transactions intobatches by currency, post period, and originating branch of the transaction.

2. The AP Payment Transaction Within the Same Company

The ABC Computer Services company under the COMPWEST branch pays the $300 furniture repair billfrom the 102000-CMP cash account by check:

1. On the Bills and Adjustments AP301000 form, log in to the COMPWEST branch and select the$300 office furniture repair bill.

2. Select Actions > Pay Bill/Apply Adjustment on the toolbar to create the payment document inthe system, that is— the AP check.

3. On the Checks and Payments (AP302000; Finance > Accounts Payable > Work Area > Enter)form that appears for creation of the AP check, leave the full payment amount for the bill.

The 102000-ERP cash account is not available for selection. The user cannot pay a bill from thiscash account unless they are logged to the ABCERP branch. The visibility of this cash account isrestricted to the ABCERP branch. When logged to the ABCERP branch, the user has access to both102000-ERP and 102000-CMP cash accounts because the latter is not restricted to a branch.

4. Review the originating branch specified on the Financial Details tab of the AP check.

The COMPWEST branch on the Financial Details tab is the originating branch of the transactionthat will be generated on release of the AP check. The amount that is posted to the cash accountis posted under the originating branch of the AP check. The destination branches of the AP checkare the originating branches of the bills for which the payment is made. The amount debited to


the AP account is posted under the originating branch of the bill. (You can view the originatingbranch of the bill on the Financial Details tab on the Bills and Adjustments AP301000 form.)

5. Set the Application Date to 1/20/2014 and Application Period to 01-2014, print out the check,and release the document in the system.

6. Review the batch generated on release of the AP check.

In the batch, the AP payment transaction looks as follows:

• COMPWEST, 102000 - Regular Checking Account, Cr $300.00 (originating branch of the APcheck)

• COMPWEST, 200000 - Accounts Payable, Dr $300.00 (destination branch of the AP checktaken from the originating branch of the bill)

3. The AP Bill Transaction Across Companies

The Western LA office of the ABC Computer Services company processes a utility bill received fromUnited Utilities Networks Ltd. The $2400 utility bill includes the expenses incurred by all offices ofthe ABC companies and should be paid in 30 days from 1/12/2014. $700 of the bill is incurred by theEastern LA office, $800 is incurred by the Western LA office, and $900 is incurred by the San Franciscooffice of the ABC ERP Solutions company.

1. On the Bills and Adjustments AP301000 form, log in to the COMPWEST branch and create a billfrom the V000000008 (United Utilities Networks Ltd) vendor:

• Type: Bill

• Vendor: V000000008

• Terms: 30D

• Date: 1/12/2014


• Vendor Ref.: 01122014U

• Description: Utilities

2. To the bill, on the Document Details tab, add the line with the utilities expense for the WesternLA office:


• Ext. Cost: 800.00

• Account: 745000 (Utilities Expense)


3. To the bill, on the Document Details tab, add the line with the utilities expense for the Eastern LAoffice:

• Branch: COMPEAST

• Ext. Cost: 700.00



4. To the bill, on the Document Details tab, add the line with the utilities expense for the ABC ERPSolutions company's office:

• Branch: ABCERP


• Ext. Cost: 900.00



5. Release the bill and review the generated batch.

The balancing entries have been automatically added to the batch during the posting process.The system recognizes the transaction that should be balanced because the transaction is postedto two ledgers, CMPACTUAL and ERPACTUAL. In the system, transactions across ledgers arealways balanced. Therefore, if you want to make transactions between branches that post todifferent ledgers, you have to define the appropriate account mapping, as we did for COMPWEST<> ABCERP and COMPEAST <> ABCERP transactions in this course.

In the batch generated from the AP bill, you can check whether the balancing entries match theaccount mapping that you have defined on the Inter-branch Account Mapping GL101010 form forthe COMPWEST originating branch (see the image below).


Figure: Balancing entries added to the transaction that originates from COMPWEST and has ABCERP as oneof the destination branches

If the transaction should be balanced, the system adds the balancing entries to the batch that isgenerated from any module or entered manually by using the Journal Transactions GL301000 form.


4. The AP Payment Transaction Across Companies

ABC ERP Solutions pays the $2400 utility bill that has been originally processed by the ABC ComputerServices company under the COMPWEST branch:

1. On the Bills and Adjustments AP301000 form, log in to the ABCERP branch and select the $2400utility bill.

2. Select Actions > Pay Bill/Apply Adjustment on the toolbar.

3. On the Checks and Payments AP302000 form that appears for creation of an AP check for thebill, select the 102000-ERP cash account.

4. On the Financial Details tab, review the originating branch of the AP check.

The ABCERP is the originating branch of the AP check, while COMPWEST, which is the originatingbranch of the bill, is the destination branch of the AP check. (You can view the originating branchof the bill on the Financial Details tab on the Bills and Adjustments AP301000 form.)

5. Set the Application Date to 1/20/2014 and Application Period to 01-2014, print out the check,and release the document in the system.

6. Review the batch generated on release of the AP check.

The batch contains the following transaction:

• ABCERP, 102000 - Regular Checking Account, Cr $2400.00

• COMPWEST, 200000 - Accounts Payable, Dr $2400.00

• ABCERP, 110011 - Due from ABC Computer Services, Dr $2400.00

• COMPWEST, 200010 - Due to ABC ERP Solutions, Cr $2400.00

The last two journal entries are the balancing entries automatically added to the batch duringthe posting process. The balancing entries have been generated according to the accountmapping defined between the ABCERP originating branch and the COMPWEST destinationbranch.


Lesson 13: Accounts Receivable DocumentsIn this lesson, you will review the transactions that are generated from Accounts Receivable (AR)documents when the document involves two companies.

The ABC ERP Solutions and ABC Computer Services companies participate in a project and deliver acomplex service to the customer. One of companies processes the invoice to the total amount of theproject, and this transaction is automatically balanced across the two companies' ledgers so that eachcompany can independently report their income.

1. The AR Invoice Transaction Across Companies

On 1/20/2014, the ABC ERP Solutions company issues an invoice to the YY Studio customer to theamount of $3900 total for services delivered to the customer by both ABC companies. ABC ERPSolutions provided services to the amount of $3000, the remaining part has been delivered by ABCComputer Services.

1. On the Invoices and Memos (AR301000; Finance > Accounts Receivable > Work Area > Enter)form, log in to the ABCERP branch and create an invoice for the C000000086 (YY Studio)customer:

• Type: Invoice


• Date: 1/20/2014


• Description: Services delivered together with ABC. Comp. Services during the project

2. To the invoice, on the Document Details tab, add the line with $3000 revenue received by theABC ERP Solutions company:

• Branch: ABCERP

• Ext. Price: 3000.00

• Account: 403000 (Sales - Consulting Services)


3. Add the line with $900 revenue received by the ABC Computer Services company:

• Branch: COMPWEST (you can process the sale to either branch)

• Ext. Price: 900.00

• Account: 403000 (Sales - Consulting Services)


4. Release the invoice and review the generated batch.

In the batch, the AR invoice transaction looks as follows:

• ABCERP, 110000 - Accounts Receivable, Dr $3900.00

• ABCERP, 403000 - Sales - Consulting Services, Cr $3000.00

• COMPWEST, 403000 - Sales - Consulting Services, Cr $900.00

• ABCERP, 110011 - Due from ABC Computer Services, Cr $900.00 (balancing entry)

• COMPWEST, 200010 - Due to ABC ERP Solutions, Dr $900.00 (balancing entry)


2. The AR Payment Transaction Across Companies

On 1/30/2014, ABC Computer Services receives a payment of $3900 from the YY Studio customer forthe project.

1. On the Payments and Applications (AR302000; Finance > Accounts Receivable > Work Area> Enter) form, log in to the COMPWEST branch and create a new payment with the followinginformation:

• Type: Payment


• Cash Account: 102000-CMP (Regular Checking Account of Computer Services)

• Payment Amount: 3900.00

• Application Date: 1/30/2014

• Application Period: 01-2014

• Payment Ref.: 01302014Y

• Description: Payment for the project

2. On the Documents to Apply tab, select the $3900 invoice issued to YY Studio by ABCERP on1/20/2014.

3. Release the payment and review the batch.

In the batch, the AR payment transaction looks as follows:

• COMPWEST, 102000 - Regular Checking Account, Dr $3900.00

• ABCERP, 110000 - Accounts Receivable, Cr $3900.00

• COMPWEST, 110010 - Due from ABC ERP Solutions, Cr $3900.00 (balancing entry)

• ABCERP, 200011 - Due to ABC Computer Services, Dr $3900.00 (balancing entry)


Lesson 14: Fund TransfersOn 1/31/2014, ABC Computer Services transfers $3000 to ABC ERP Solutions.

1. On the Funds Transfers (CA301000; Finance > Cash Management > Work Area > Enter) form,log in to the COMPWEST branch to make the fund transfer originate from this branch.

On the Funds Transfers CA301000 form, all cash accounts are available for transfer-in and transfer-out. You have to configure user rights so that only an authorized person has access to this form.

2. Create a funds transfer from ABC Computer Services to ABC ERP Solutions:

• Description: Fund transfer

• Source Account: 102000-CMP (Regular Checking Account of Computer Services)

• Transfer Date: 1/31/2014

• Document Ref.: 01312014T

• Amount: 3000.00

• Destination Account: 102000-ERP (Regular Checking Account of ERP Solutions)

• Receipt Date: 1/31/2014

For simplicity, we omit the transfer delay time and possible bank charges in this example. You canspecify the receipt date later than the transfer date, and the money will be moved at first to thecash in transit account and then to the destination account. Also, you can enter the bank chargesby clicking Add Expense in the table and entering the cash transaction of the BANKCHARGE type.

3. Release the transfer and review the generated batch.

• COMPWEST, 102000 - Regular Checking Account, Cr $3000.00

• ABCERP, 102000 - Regular Checking Account, Dr $3000.00

• COMPWEST, 110010 - Due from ABC ERP Solutions, Dr $3000.00

• ABCERP, 200011 - Due to ABC Computer Services, Cr $3000.00


Lesson 15: Consolidated ReportsYou can review the following reports:

• The trial balance for a period by branch

• The trial balance for a period by company

• The profit and loss statement for a period and year by company

• The balance sheet statement for a period by company

Complete the lesson steps:

1. You can view the summary and detailed trial balance by branch. To view the trial balance bybranch, use the Trial Balance Summary (GL632000; Finance > General Ledger > Reports >Balance) and Trial Balance Detailed (GL632500; Finance > General Ledger > Reports > Balance)reports. Log in to the needed branch and select the posting ledger of the branch in the reportparameters.

2. You can view the summary trial balance by company. To view the trial balance by company, usethe Trial Balance Summary GL632000 report. Log in to one of the company branches, select theposting ledger of the company and leave the branch empty in the report parameters.

3. To view the profit and loss statement by company, run the Profit & Loss (GL635000; Finance >General Ledger > Reports > Financial Statements) analytical report. The default report has beencustomized to show the profit and the loss by each company and the total amounts by two ABCcompanies. (The needed columns have been added and configured to the report. The creationand customization of analytical reports is outside of the scope of this course.) Thus, to view theconsolidated profit and loss statement of the ABC companies for 01-2014, run the Profit & LossGL635000 report with the 01-2014 financial period specified.

4. To view the balance sheet statement by company, run the Balance Sheet (GL634000; Finance >General Ledger > Reports > Financial Statements) analytical report. The default report has beencustomized to show the balance sheet for two companies at once (columns configured). Thus, toview the balance sheet of ABC ERP Solutions and ABC Computer Services for 01-2014, run thereport for the 01-2014 financial period.

For the ABC Computer Services company, the company assets and liabilities should be summedup by two branches, COMPWEST and COMPEAST. The asset total of the two branches is equal tothe liability total of the two branches of the company. For each individual branch of ABC ComputerServices, the asset total is not equal to the liability total because the system is configured so thatonly the company totals are balanced, while the branch totals aren't necessarily balanced.

In the balance sheet for 2014, the assets and liabilities might be unbalanced because the Year-to-Date Net Income of the previous year hasn't been transferred to the retained earnings of the 2014year yet. To view the balanced report, close the 2013 year in the system.

| Part 4: Income and Expense Classification by Subaccount | 60

Part 4: Income and Expense Classification bySubaccount

In this part of the course, you will see the examples of subaccount usage in documents. All companiesthat live within the same Acumatica ERP tenant use the same chart of accounts and the samesubaccount structure. When you enter Accounts Payable and Accounts Receivable documents,subaccounts can combine automatically for document lines.


Lesson 16: General Ledger TransactionsThe ABC Computer Services company pays salary to their employees who work at differentdepartments of the company for 01-2014.

1. On the Journal Transactions (GL301000; Finance > General Ledger > Work Area > Enter) form,create a batch with the following information:

• Module: GL


• Transaction Date: 1/31/2014


• Description: Salary payment to departments for 01-2014

2. Add the following transactions to the batch:

Salary payment transaction of the ABC Computer Services company

Branch Account Subaccount Debit Amount Credit Amount

COMPWEST 770000 (SalariesExpense)

ADM-00-00 4000.00 0.00

COMPWEST 770000 (SalariesExpense)

CON-00-00 2000.00 0.00

COMPEAST 770000 (SalariesExpense)

CON-00-00 1000.00 0.00

COMPWEST 102000 (RegularChecking Account)

000-00-00 0.00 7000.00

3. For the COMPWEST branch, review the trial balance for 01-2014 broken down by subaccounts.To do this, log in to the COMPWEST branch and run the Trial Balance Detailed (GL632500;Finance > General Ledger > Reports > Balance) report with the following parameters:




The balance of the 770000 - Salaries Expense is broken down by subaccounts. In a similar way,you can review the detailed trial balance for COMPEAST. Along with the detailed trial balance,you can also use the Account by Subaccount (GL403000; Finance > General Ledger > Work Area> Explore) form to analyze the account balance and turnover by subaccounts for the selectedaccount and branch. And, you can customize the profit & loss analytical reports to view thefigures broken down by the needed subaccounts.


Lesson 17: Classification of ExpensesIn each line of an Accounts Payable and Accounts Receivable document, you specify the subaccountthat classifies the expense or income in the document line. You can specify the subaccount manuallyor use the default subaccount inserted from the vendor or customer account. Also, you can use anautomatically combined subaccount that is composed by the system from source segments specified inthe preferences of the Accounts Payable and Accounts Receivable module respectively.

In this lesson, you will see how to use subaccounts for expense classification in Accounts Payable (AP)documents. When you enter an AP document, you don't necessarily have to manually compose theclassification subaccount in each document line. You can select a non-stock item in the documentline, and the system can compose the expense subaccount for the line from the segments of thevendor's expense subaccount and the non-stock item's expense subaccount according to the combinedsubaccount mask specified for the module. To use automatically combined subaccounts in APdocuments, you have to specify the combined subaccount mask for the Accounts Payable module, andinitialize the expense subaccount for the source records of the subaccount segments.

1. On the Vendors (AP303000; Finance > Accounts Payable > Work Area > Manage) form, for theV000000092 (Effective Advertisements, Inc) vendor, set the Expense Sub. to 000-00-00.

You have to initialize both the account and subaccount for a vendor to use them as the defaultones in AP documents. If you use a vendor expense's subaccount segment in the combinedsubaccount mask, you also have to initialize the vendor's expense account and subaccount for thevendor to use the automatically combined subaccount in AP documents of this vendor.

2. On the Bills and Adjustments (AP301000; Finance > Accounts Payable > Work Area > Enter)form, log in to the ABCERP branch and enter an advertisement bill from V000000092 vendor tobe posted to 01-2014:

• Type: Bill

• Vendor: V000000092

• Terms: 30D

• Date: 1/10/2014


• Vendor Ref.: 01102014E


3. On the Document Details tab, add a $100 advertisement expense line to be posted under theABCERP destination branch and save the bill.

The 610000 account and the 000-00-00 expense subaccount specified for the vendor has beeninserted into the document line by default. You can change them, if needed.

4. On the Non-Stock Items (IN202000; Finance > Accounts Payable > Work Area > Manage) form,for the ADVERT item, specify the SAL-00-00 expense subaccount.

5. On the Bills and Adjustments AP301000 form, select the $100 advertisement bill fromV000000092 vendor.

6. On the Document Details tab, add a new line and select the ADVERT non-stock item in the line.

The SAL-00-00 subaccount has been automatically inserted into the document line (youcan change the subaccount, if needed). The system has composed the expense subaccountaccording to the subaccount mask specified on the Accounts Payable Preferences (AP101000;Finance > Accounts Payable > Configuraion > Setup) form. The first two segments of thecombined subaccount are taken from the non-stock item (III-II in the mask) and the lattersegment is taken from the vendor account (LL in the mask).

7. Specify the $200 extended cost in the line so that you have two document lines in the bill asshown in the table below.


The bill details to be posted with different subaccounts

Branch InventoryID

Ext. Cost Account Description Subaccount

ABCERP 100.00 610000 AdvertisingExpense

000-00-00

ABCERP ADVERT 200.00 610000 AdvertisingExpense

SAL-00-00

8. Release the bill and review the balance of 610000 split by subaccounts by using the Trial BalanceDetailed (GL632500; Finance > General Ledger > Reports > Balance) report for the ABCERPbranch for 01-2014.

Related LinksCombined Subaccounts

http://partner.acumatica.com/Main.aspx?ScreenId=WP000000&PageID=bb40d7e2-35d7-4565-8101-12d7cd166429


Lesson 18: Classification of IncomeIn this lesson, you will see how to use subaccounts for income classification in Accounts Receivable (AR)documents.

When you enter an AR document, you can specify the needed subaccount manually in each line or useautomatically combined subaccounts. To use automatically combined subaccounts in AR documents,you have to specify the combined subaccount mask for the Accounts Receivable module, and initializethe sales subaccount for the source records of the subaccount segments. In the example of this lesson,you will use the combined subaccount that is composed from segments taken from the non-stock itemselected in a document line and from the customer's sales subaccount.

1. On the Non-Stock Items (IN202000; Finance > Accounts Receivable > Work Area > Manage)form, for the SUPPORT item, specify the 000-SU-00 sales subaccount.

2. On the Non-Stock Items IN202000 form, for the CONSULT item, specify the 000-CO-00 salessubaccount.

3. On the Customers (AR303000; Finance > Accounts Receivable > Work Area > Manage) form, forthe C000000086 customer (YY Studio), set the Sales Sub. to 000-00-CA.

4. On the Invoices and Memos (AR301000; Finance > Accounts Receivable > Work Area > Enter)form, log in to the ABCERP branch and create an invoice for the support and consulting servicesdelivered to the C000000086 customer in 01-2014:

• Type: Invoice


• Terms: 30D

• Date: 1/20/2014


• Description: Support and consulting services

5. On the Document Details tab, add a document line and select the SUPPORT item in the line.

The 000-SU-CA subaccount has been automatically inserted into the document line (you canchange the subaccount, if needed). The system has composed the sales subaccount accordingto the subaccount mask specified on the Accounts Receivable Preferences (AR101000; Finance> Accounts Receivable > Configuration > Setup) form. The first two segments of the combinedsubaccount are taken from the non-stock item (III-II in the mask) and the latter segment istaken from the customer account (LL in the mask).

6. On the Document Details tab, add one more line with the CONSULT item so that you have thedocument lines in the invoice as shown in the table below.

The invoice details to be posted with automatically combined subaccounts

Branch InventoryID

Ext. Cost Account Description Subaccount

ABCERP SUPPORT 150.00 403000 Sales -ConsultingServices

000-SU-CA

ABCERP CONSULT 250.00 403000 Sales -ConsultingServices

000-CO-CA

7. Release the invoice and review the balance of 403000 split by subaccounts by using the TrialBalance Detailed (GL632500; Finance > General Ledger > Reports > Balance) report for theABCERP branch for 01-2014.

| Part 5: General Ledger | 65

Part 5: General Ledger

In this part of the course, you will prepare budgets for ABC companies for 2014. You will also makeexpense allocations by using different allocation rules.


Lesson 19: BudgetsIn this lesson, you will create the budgets for the ABC ERP Solutions company and for the ABCComputer Services company for 2014. For ABC ERP Solutions, you will build the budget from theaccount balances for 2013. For ABC Computer Services, you will import an earlier calculated budgetfrom the Excel file.

In the system, you can prepare annual budgets by branch. To create a budget of the company thatconsists of more than one branch in the system, you can prepare the budget for one of the branchesand then compare the budget figures with the actual figures consolidated by all branches of thecompany by using an analytical report. To be able to create budgets, you have to configure the budgettree and create a budget ledger. The budget tree is common for all branches. The budget tree definesthe budget articles that automatically appear in a budget when you create one in the system. To thebudget, you can manually add more articles, if needed.

We recommend that you define the budget tree because it makes easier to prepare budgets and analyzethem. However, you can work with plain budgets, which are plain lists of budget articles, without thepreliminary configuration of the budget tree.

1. Configure the budget tree on the Budget Configuration (GL205000; Finance > General Ledger >Configuration > Manage) form:

a. Add the nodes to the root of the tree:

• Node: Selected, Description: Salaries, Account Mask: Empty, Subaccount Mask:Empty

• Node: Selected, Description: Sales, Account Mask: Empty, Subaccount Mask: Empty

• Node: Selected, Description: Rent & Utilities, Account Mask: 74?000, SubaccountMask: 000-00-00

The account and subaccount masks specified for the Rent & Utilities node define thearticles that can be added to this node. When you create a budget, you can preloadarticles to this node by the mask. By the 74?000 mask, the system will add to the budgetthe two leaves for 740000/000-00-00 rent expense and 745000/000-00-00 utilitiesexpense under the Rent & Utilities node (you will see an example later). Therefore, youdon't necessarily have to define a leaf for every single article in the budget tree. Instead,you can use the account and subaccount mask for a node to define the group of leavesthat can be added to the budget. We recommend that you keep the general structure ofthe budget tree by defining the top-level grouping nodes and specifying the account andsubaccount masks for them. The general structure makes the budget tree flexible so thatyou can preload the needed articles while preparing a certain budget. When you create abudget, the system automatically adds the nodes and the articles to the budget accordingto the preconfigured budget tree. Once preloaded from the budget tree, the article cannotbe removed from the budget, but you can add more articles to the budget that aren'tdefined in the budget tree.

If you specify a fixed list of leaves for a node in the budget tree, where the leavesrepresent all possible budget articles that can be grouped under this node, leave theaccount and subaccount mask empty as you did for the Salaries and Sales nodes.

b. Add the leaves to root of the tree:

a. Add a leaf for the advertising expense budget.

Advertising expense budget leaf

Node Account Subaccount Description AccountMask

SubaccountMask

Cleared 610000 000-00-00 AdvertisingExpense

610000 000-00-00

For each leaf in the budget tree, you have to specify all these parameters. Accountand subaccount of the leaf are the ones to which the budget amount is recorded


in the system. The account mask and the subaccount mask define the account-subaccount pair(s) included in the budget article.

b. Save the changes on the Budget Configuration GL205000 form.

c. Add a leaf for the office expense budget that includes the office supplies expenseand the repair & maintenance expense (you want to keep one budget article forthese types of expenses because the amounts are small):

a. On the Chart of Accounts (GL202500; Finance > General Ledger >Configuration > Manage) form, change the Repair & Maintenance Expenseaccount number from 780000 to 758000.

In the chart of accounts, you have the 755000 Office Supplies Expenseand the 780000 Repair & Maintenance Expense accounts that you wantto aggregate under one budget article. To aggregate them, you have tobuild an account mask that defines the group of only these two accounts.The 7????? mask is too general because it includes other accounts, suchas 770000 - Salaries Expense. You have decided to use the 75???? mask,but the Repair & Maintenance Expense account doesn't match the mask.Therefore, you change the account number to 758000. All history oftransactions and documents on 780000 - Repair & Maintenance Expenseremains and now appears on the 758000 - Repair & Maintenance Expenseaccount. All links to this account in documents and vendor accountsthroughout the system are valid.

b. On the Budget Configuration GL205000 form, add the leaf to the root of thebudget tree for the office expense budget with the account and subaccountmasks for aggregation of the amounts on the 755000 and 758000 accountsposted with any subaccounts.

If you want to calculate a budget article from the total of a group ofaccount-subaccount pairs, you have to specify the account and subaccountmask of the group in the leaf. By the mask, the system aggregates thehistorical data under one article when calculating budgets and the amountsfor budget comparison. (You will see an example of mask usage later inpreparing a budget.)

Office expense budget leaf

Node Account Subaccount Description AccountMask

SubaccountMask

Cleared 755000 000-00-00 OfficeExpense

75???? ???-??-??

c. On the Budget Tree pane, select the Salaries node and click Preload Accounts on thetoolbar. Preload the budget leaves from the 770000 - Salaries Expense account bythe ???-00-00 subaccount mask:

• Account from: 770000

• Account to: 770000

• Subaccount Mask: ???-00-00

The system automatically populates the budget tree with possible subaccountcombinations that match the specified mask.

d. From the Salaries node, remove the generated leaf for 000-00-00 because you are notgoing to post transactions and keep the budget for the 770000/000-00-00 account-subaccount pair.

e. Make the description of the salaries budget leaves more informative:

• Account: 770000, Subaccount: ADM-00-00, Description: Salaries - Administration

• Account: 770000, Subaccount: CON-00-00, Description: Salaries - ConsultingDepartment


• Account: 770000, Subaccount: DEV-00-00, Description: Salaries - Developers

• Account: 770000, Subaccount: SAL-00-00, Description: Salaries - Sales Department

It is useful to add the node title to each leaf because it makes easier for users to work withbudget articles in table view of the Budgets (GL302010; Finance > General Ledger > WorkArea > Enter) form.

f. Select the Sales node and click Preload Accounts on the toolbar. Preload the budgetleaves from the 403000 - Sales - Consulting Services account by the subaccount mask000-??-00:

• Account from: 403000

• Account to: 403000

• Subaccount Mask: 000-??-00

g. Remove the generated leaf for 000-00-00 because you are not going to post transactionsand keep the budget for the 403000/000-00-00 account-subaccount pair.

h. For each sales budget leaf, change the last segment of the subaccount mask to ?? tomake the system aggregate the amounts that are posted with different last segmentsof the subaccount under this single budget article. Also, make the description moreinformative so that you have the following sales budget leaves:

• Account: 403000, Subaccount: 000-CO-00, Description: Sales - Consulting, AccountMask: 403000, Subaccount Mask: 000-CO-??

• Account: 403000, Subaccount: 000-CU-00, Description: Sales - Customization,Account Mask: 403000, Subaccount Mask: 000-CU-??

• Account: 403000, Subaccount: 000-SU-00, Description: Sales - Support, AccountMask: 403000, Subaccount Mask: 000-SU-??

• Account: 403000, Subaccount: 000-TR-00, Description: Sales - Training, AccountMask: 403000, Subaccount Mask: 000-TR-??

The 403000 account mask and the 000-CO-?? subaccount mask that are specified for theSales - Consulting leaf define the group of the account-subaccount pairs that includes403000/000-CO-00, 403000/000-CO-CA, and 403000/000-CO-DC.

The budget tree is ready and can be used for preparing budgets The resulting budget tree looksas follows:.

Figure: Root nodes and leaves of the configured budget tree

Figure: Salaries node of the budget tree


Figure: Sales node of the budget tree

2. On the Ledgers (GL201500; Finance > General Ledger > Configuration > Setup) form, reviewthe budget ledgers that have been preconfigured in the snapshot because they are referred inthe preconfigured analytical reports:

• Ledger ID: ERPBUDGET, Description: ABC ERP Solutions Optimistic Budget, Balance Type:Budget

• Ledger ID: CMPBUDGET, Description: ABC Computer Services Optimistic Budget, BalanceType: Budget

To be able to create budgets in the system, you have to create a budget ledger. To the ledger,you post one budget per year and branch. You can use the same budget ledger for multiplebranches. To prepare different types of budgets for the same branch and year, you have tocreate a budget ledger for each budget type. For example, you can create two budget ledgers fora company so that you have an optimistic budget in one budget ledger, and a pessimistic budgetin another one.

3. Create and release the budget for ABC ERP Solutions for 2014.

a. On the Budgets GL302010 form, switch to table view by clearing the Tree View box andcreate a budget with the following parameters:

• Branch: ABCERP

• Ledger: ERPBUDGET

• Financial Year: 2014

As soon as you select the year to create a new budget, the system automatically populatesthe budget with budget articles according to the budget tree configuration and shows thenotification message about that.

b. For 2014, prepare an optimistic budget of 10% increase as compared with actual figuresof the company for 2013:

a. Click Preload Articles on the toolbar and select the following parameters at step 1of the wizard:

• Branch: ABCERP

• Ledger: ERPACTUAL


• Multiplier (in %): 110

b. At step 2 of the wizard, leave the selection of all account-subaccount pairs as is.

c. At step 3 of the wizard, select Update Existing Articles Only to make the systemcalculate the amounts for only articles listed in the table and click Finish.

The system calculates the budget for 2014 as the 10% increase in actualfigures for 2013 posted under the ABCERP branch to the ERPACTUAL ledger. Foreach article, the budget amount is aggregated by the account and subacountmask specified for the article in the budget tree. Thus, the administrationsalaries budget, which has the ADM-00-00 subaccount mask in the budget tree,is calculated from the total amount posted to the 770000 account with theADM-00-00 subaccount. The consulting sales budget, which has the 000-CO-??subaccount mask in the budget tree, is calculated from the total amount posted to


the 403000 account with different subaccounts that match the mask, such as 000-CO-CA and 000-CO-DC.

The office expense budget article has been calculated as the 10% increase of thetotal office supplies expense and repair & maintenance expense in each period of2013.

In the table, the Amount column shows the planned annual budget amount ofevery article in the budget. The Distributed Amount box shows the total budgetamount distributed by financial periods. In each row in the table, the annualAmount must equal the Distributed Amount, otherwise you cannot release thebudget article. If the amounts differ, you will see a warning message.

d. Click Save and switch to tree view of the budget.

In tree view, you can see the amounts summed up by grouping nodes.

e. Add the budget articles to the Rent & Utilities node:

a. Select the Rent & Utilities node and click Preload Articles on the toolbar.

b. At step 1 of the wizard, leave the parameters from which the other budgetarticles have been already built and click Next.

c. At step 2 of the wizard, review the account range and the account maskthat have been taken from the Rent & Utilities node in the budget tree andclick Next.

d. At step 3 of the wizard, select Load Nonexistent Articles Only and clickFinish.

The system adds the articles for the 740000 and 745000 accounts to the budget.

f. Switch to table view and compare the budget for 2014 with the actual figures for2013. Select the parameters in the budget summary:

• Compare To Branch: ABCERP

• Compare To Ledger: ERPACTUAL

• Compare To Year: 2013

As soon as you have selected the year, the system shows the figures for thisyear under each budget article. For example, for the Sales - Consulting budgetarticle, you can see that $368,500 is budgeted with 10% increase as compared to$335,000 actual for 2013.

To hide the compared figures, clear the Compare to Year box and press Enter.


Figure: Budget 2014 for the ABCERP branch

c. On the Release Budgets (GL505510; Finance > General Ledger > Processes > Daily)form, release all budget articles for 2014 for ABCERP.

Release of a budget article means the approval of the budget article. On release, thebudget amounts are posted to the budget ledger under the account and subaccount ofthe budget article. After release, the budget amounts are available for reports and forcomparison with actual figures or other budgets by using the Budgets GL302010 form. Onthe Budgets GL302010 form, you can update the budget amounts and compare them withearlier released ones. Then you can release the new amounts of certain articles to updatethem in the budget ledger, or roll back the changes in the budget.

You can configure user access rights so that only authorized users can view, edit, andrelease all and certain budget articles.

d. Review the Profit & Loss - Comparative (GL635500; Finance > General Ledger > Reports> Financial Statements) analytical report for 01-2014, which has been customized toshow the actual and budget figures by each of the ABC companies.

4. Create and release the budget for ABC Computer Services for 2014 by uploading the articlesfrom the Excel file:

a. On the Budgets GL302010 form, switch to table view and create a budget with thefollowing parameters:

• Branch: COMPWEST (you can select either branch of the company)

• Ledger: CMPBUDGET


b. On the table toolbar, click Load Records from File and select the providedBudgetCOMPWEST2014.xlsx file. In the wizard, leave the null value empty and map thecolumns as the system suggests.

The system uploads the budget articles from the Excel file. In the Excel file, you haveto create a row per each budget article. The articles must match the budget tree thatyou have configured on the Budget Configuration GL205000 form. From the file, you canimport annual budget amounts and the budgets amounts by period.

c. On the Release Budgets GL505510 form, release all budget articles for 2014 forCOMPWEST.


d. Suppose you want to update the Sales - Consulting budget amount for 2014 forCOMPWEST:

a. Open the COMPWEST budget for 2014 on the Budgets GL302010 form.

b. For the 403000/000-CO-00 Sales - Consulting article change Amount to$220,000.00.

You can update the budget for particular periods, but the total budget by periodsmust equal the annual budget. Therefore, you have to distribute the updatedannual amount between the periods of 2014.

e. Distribute the updated Sales - Consulting budget in the same proportions as the amountis distributed in the released budget:

a. Select the COMPWEST budget for 2014 to get the figures for comparison:

• Compare to Branch: COMPWEST

• Compare to Ledger: CMPBUDGET

• Compare to Year: 2014

b. Select the 403000/000-CO-00 Sales - Consulting article in the table.

c. Click Distribute on the toolbar and select the following distribution parameters:

• Distribution Method: Proportionally to Compared Values

This method is available only if compared values were loaded for the article.Otherwise, you can distribute the article in even proportions only.

• Apply to all articles in this node: Cleared

• Apply to subarticles: Cleared

In the COMPWEST budget for 2014, the system distributes the annual budgetamount of the Sales - Consulting article in the same proportions as the amountof the same article is distributed among the financial periods in the releasedbudget. Thus, the updated consulting sales budget for 01-2014 is $18,260.00,which is 8.3% of $220,000 annual. 8.3% is $16,600 from $200,000, which are theamounts from the compared released budget.

f. Switch to table view and add the bank charges expense article to the table:

• Account: 620000 (Bank Service Charges)


• Amount: 1500.00

When you add an article in a table view of the budget, it is added to the root node. Whenyou preload a budget article by using the wizard or import an article from an Excel file, itis automatically placed under the grouping node that matches the article by the accountand subaccount mask. If there is no such grouping node, the article is placed under the rootnode.

g. Distribute the bank charges expense budget in even proportions and save the budget.


Figure: Budget 2014 for the COMPWEST branch

The updated budget article and the new one aren't available in the reports yet. (Reviewthe Profit & Loss - Comparative GL635500 analytical report for 01-2014). You have torelease the updated articles to make them available in the reports and for comparison byusing the Budgets GL302010 form.

h. On the Release Budgets GL505510 form, release the two updated articles in theCOMPWEST budget for 2014.

i. Review the Profit & Loss - Comparative GL635500 analytical report for 01-2014 and checkthat the COMPWEST budget articles have been updated.

Related LinksOverview of Budgets

http://partner.acumatica.com/Main.aspx?ScreenId=WP000000&PageID=5955dd68-7b94-4e1b-aff0-ea3cb9215653


Lesson 20: AllocationsIn this lesson, you will use the allocation functionality of the General Ledger module to distribute theexpense amounts recorded on your books between general ledger accounts according to the specifiedallocation rules.

1. For the ABC Computer Services company, distribute the administrative people salaries thathave been posted to 01-2014 under a single branch between the COMPWEST and COMPEASTbranches with the ratio of 3 to 1:

a. For the COMPWEST branch, the trial balance of the 770000/ADM-00-00 salaries expensefor 01-2014 is $4000. For the COMPEAST branch, the 770000/ADM-00-00 balance is$0.00.

(The balance is $4000 after you have posted the administrative people salaries in one ofthe previous lessons. You can use the Trial Balance Detailed GL632500 report to reviewthe account balance by subaccounts for the COMPWEST branch.)

The 770000 account balance by branches and subaccounts for 01-2014

Branch Account Subaccount Ending Balance

COMPWEST 770000 (Salaries Expense) ADM-00-00 4000.00

COMPWEST 770000 (Salaries Expense) CON-00-00 2000.00

COMPEAST 770000 (Salaries Expense) CON-00-00 1000.00

b. On the Allocations (GL204500; FInance > General Ledger > Work Area > Manage)form, log in to the COMPWEST branch and create an allocation rule with the followingparameters:

• Allocation ID: Inserted automatically on saving

• Description: Administration salaries



• Recurring: Cleared

• Allocation Method: By Account PTD

• Distribution Method: By Weight

• Allocation Ledger: CMPACTUAL

• Source Ledger: CMPACTUAL

• Last Revision Date: 1/31/2014

Start Period and End Period inclusively specify the range of financial periods for whichthe allocation by this rule can be executed. To be able to use the allocation rule for everyperiod of the 2014 year, you have specified 01-2014 in Start Period and 12-2014 in EndPeriod. To use the allocation rule in the selected financial periods of every year, youcan select the Recurring check box. In the example of this course, you want to use theallocation rule only in 2014, therefore you have cleared the check box.

The source ledger is the ledger from which the allocated amounts are deducted byaccounts specified on the Source Accounts tab. The allocation ledger is the ledgerto which the allocated amounts are posted by accounts specified on the DestinationAccounts tab.

c. On the Source Accounts tab, specify the source account from which the allocated amountwill be deducted:


The source branch, account, and subaccount of the allocation

Branch Account Subaccount ContraAccount

ContraSubaccount

AmountLimit

PercentageLimit

COMPWEST 770000 ADM-00-00 100.00

d. On the Destination Accounts tab, add the account-subaccount pairs for two branches towhich the allocated amount should be distributed as 3 to 1:

The destination branch, account, and subaccount of the allocation

Branch Account Subaccount Weight/Percent

COMPWEST 770000 ADM-00-00 3.00

COMPEAST 770000 ADM-00-00 1.00

e. Run the allocation process for the 01-2014 period by using the Run Allocations(GL504500; Finance > General Ledger > Processes > Recurring) form.

f. Review and release the generated batch.

The system generates the allocation transaction to distribute the amounts with the ratioof 3 to 1 for 01-2014.

g. Reverse the batch with the allocation transaction.

2. Reallocate the salaries expense by another rule. For the ABC Computer Services company,distribute the administrative people salaries in proportion of the consultant salaries between thebranches:

a. Review the 770000 account balance by subaccounts and branches of the ABC ComputerServices company for 01-2014.

After you have reversed the batch with the previous allocation transaction, the initialbalances are the same as the balances at the beginning of this lesson.

The 770000 account balance by branches and subaccounts for 01-2014

Branch Account Subaccount Ending Balance

COMPWEST 770000 (Salaries Expense) ADM-00-00 4000.00

COMPWEST 770000 (Salaries Expense) CON-00-00 2000.00

COMPEAST 770000 (Salaries Expense) CON-00-00 1000.00

b. On the Allocations GL204500 form, log in to the COMPWEST branch and create anallocation rule with the following parameters:


• Description: Administration salaries





• Distribution Method: By Dest. Account PTD

• Allocation Ledger: CMPACTUAL

• Source Ledger: CMPACTUAL

• Base Ledger: Empty



The base ledger is the ledger from which the allocation proportions are calculated. Tocalculate the proportions, the system takes the amounts by base accounts specifiedon the Destination Accounts tab. If the base ledger is empty, the system calculates theproportions from the amounts in the allocation ledger.




ContraSubaccount

AmountLimit

PercentageLimit

COMPWEST 770000 ADM-00-00 100.00

d. On the Destination Accounts tab, add the account-subaccount pairs for two branches towhich the allocated amount should be distributed in proportion of the amounts on thebase branch-account-subaccount triples:


Branch Account Subaccount BaseBranch

BaseAccount

BaseSubaccount

COMPWEST 770000 ADM-00-00 770000 CON-00-00

COMPEAST 770000 ADM-00-00 770000 CON-00-00

If the base branch is empty, the system uses the destination branch as the base one.

e. Run the allocation process for 01-2014 by using the Run Allocations GL504500 form.


The amounts are distributed with the ratio of 2 to 1, which comes from $2000 : $1000ratio of the amounts with the CON subaccount and the COMPWEST and COMPEASTbranches respectively.

3. For the ABC ERP Solutions company, distribute the advertisement expense by subaccounts inproportion of the corresponding sales budget articles for 01-2014:

a. Review the 610000 - Advertising Expense account balance for the ABCERP branch for01-2014.

b. On the Allocations GL204500 form, log in to the ABCERP branch and create an allocationrule with the following parameters:







• Distribution Method: By Dest. Account PTD

• Allocation Ledger: ERPACTUAL

• Source Ledger:ERPACTUAL

• Base Ledger: ERPBUDGET






ContraSubaccount

AmountLimit

PercentageLimit

ABCERP 610000 ???-??-?? 100.00

The ???-??-?? subaccount mask specifies the allocation of the total amount posted to the610000 account with any subaccount.

d. On the Destination Accounts tab, add the account-subaccount pairs to which the allocatedamount should be distributed in proportion of the amounts on the base branch-account-subaccount triples:


Branch Account Subaccount BaseBranch

BaseAccount

BaseSubaccount

ABCERP 610000 000-CO-00 403000 000-CO-??

ABCERP 610000 000-CU-00 403000 000-CU-??

ABCERP 610000 000-SU-00 403000 000-SU-??

ABCERP 610000 000-TR-00 403000 000-TR-??

The allocation proportions are calculated from total sales budget amounts aggregated bysubaccounts that match the Base Subaccount mask.

e. Run the allocation for 01-2014 by using the Run Allocations GL504500 form.


The actual amounts on the 610000 advertising expense account are distributed bysubaccounts in proportions of the sales budget on the 403000 account with the ratio of10 : 2 : 1 : 4. This ratio comes from the sales budget articles on the 403000 for 01-2014,which relate to one another as $55,000 : $11,000 : $5500 : $22,000 by subaccounts CO,CU, SU, and TR respectively.

| Part 6: Cash Management | 78

Part 6: Cash Management

In this part of the course, you will configure the cash accounts for processing bank deposits andunrecognized payments. Also, you will import the bank statement for one of the cash accounts tomatch the transactions in the bank statement with the transactions in the system and perform the bankreconciliation of the cash account.


Lesson 21: Bank DepositsIn this lesson, you will configure the cash accounts to be able to process the bank deposits to them inthe system. Then you will process a bank deposit that consists of customer payments and an additionalcash drop from cash on hand to the deposit.

1. Create the 102010-ERP clearing cash account:

a. On the Chart Of Accounts (GL202500; Finance > General Ledger > Configuration >Manage) form, create the 102010 - Undeposited Payments asset account:

• Account: 102010

• Account Class: CASHASSET

• Type: Asset


• Description: Undeposited Payments

b. On the Cash Accounts (CA202000; Finance > Cash Management > Work Area > Manage)form, log in to the ABCERP branch and create the 102010-ERP clearing cash account:


• Account: 102010 - Undeposited Payments


• Branch: ABCERP

• Description: Undeposited Payments

• Clearing Account: Selected


One clearing account is enough for a group of cash accounts in the same currency. Youcan use the same clearing account for multiple cash accounts, including the cash accountsof different branches. However, if you have cash accounts with visibility restricted tothe branch, you have to create dedicated clearing accounts for this branch and restrictvisibility of the clearing accounts to the branch. Therefore, you restrict visibility of the102010-ERP clearing account to the ABCERP branch because the cash accounts of thisbranch are restricted. The 102010-ERP clearing account can be used only for payments tobe deposited to the 102000-ERP cash account of the ABCERP branch.

2. Specify the 102010-ERP clearing account as the allowed cash account for the CHECK and CASHpayment methods for use in the Accounts Receivable module:

a. On the Payment Methods (CA204000; Finance > Cash Management > Configuration >Setup) form, select the CHECK payment method and add the clearing account to the tableon the Allowed Cash Accounts tab.

b. On the Payment Methods CA204000 form, select the CASH payment method and add theclearing account to the table on the Allowed Cash Accounts tab.

3. Specify the clearing account for the 102000-ERP - Regular Checking Account, to which you willdeposit the customer payment checks and cash:

a. On the Cash Accounts CA202000 form, select the 102000-ERP cash account.

b. On the Clearing Accounts tab, add the 102010-ERP account to the list and save thechanges.

For a cash account, you have to specify the clearing account(s) from which the paymentscan be deposited to the cash account. Thus, you have specified the 102010-ERP clearingaccount to be able to deposit funds from the 102010-ERP clearing account to the 102000-ERP cash account.


c. You know the bank fee of 5% applies to every check to be deposited to the 102000-ERP cash account. Specify the charge rate for the CHECK payment method to make thesystem automatically calculate the bank charge when you deposit checks to the 102000-ERP cash account. Specify the charge rate on the Clearing Account tab so that you haveone record in the table:

• Clearing Account: 102010-ERP


• Charges Type: BANKCHARGE

• Charge Rate: 5.00 (in %)

To specify the charge rate, you have to specify the charge type and the charge rate foreach clearing account in the table. The charge type specifies the default account andsubaccount to use in the disbursement cash transaction of the bank charge, which isgenerated on release of the bank deposit to which the charge rate applies.

The charge rate may depend on the payment method. To specify the charge rate thatapplies to total payments added to the deposit regardless of their payment method, leavethe payment method empty. To specify the charge rate that applies to the paymentsthat use a certain payment method, specify the payment method for the charge rate.Because you have specified the CHECK payment method, the charge rate will apply toonly payments that use the CHECK payment method.

d. You know the bank fee of 3% applies to cash deposited to the 102000-ERP cash account.Specify the charge rate that applies to payments with the CASH payment method byadding one more record to the table on the Clearing Account tab:

• Clearing Account: 102010-ERP

• Payment Method: CASH

• Charges Type: BANKCHARGE

• Charge Rate: 3.00 (in %)

4. On the Payments and Applications (AR302000; Finance > Accounts Receivable > Work Area >Enter) form, log in to the ABCERP branch and create and release the customer payments to bedeposited to the 102000-ERP - Regular Checking Account:

a. The $2000 check from Jevy Computers (C000000003) received on 1/1/2014, which canbe deposited after 1/1/2014:

• Type: Payment

• Customer: C000000003 (Jevy Computers)



• Payment Ref.: 01012014J


• Cash Account: 102010-ERP (Undeposited Payments)

• Deposit After: 1/1/2014

• Description: Payment


b. The $1100 cash from Brass Key Bar (C000000051) received on 1/15/2014, which can bedeposited after 1/15/2014:

• Type: Payment

• Customer: C000000051 (Brass Key Bar)

• Payment Method: CASH



• Payment Ref.: 01152014B






c. The $3000 check from Silver Springs Water (C000000053) received on 1/15/2014, whichis a postdated check that can be deposited after 1/31/2014:

• Type: Payment

• Customer: C000000053 (Silver Springs Water)



• Payment Ref.: 01152014S




• Description: Payment, postdated check


The amounts are posted to the 102010-ERP clearing account from which they can be depositedto the 102000-ERP cash account.

5. On 1/15/2014, the ABC ERP Solutions accountant sent the checks and additional $100 drop fromcash on hand to the bank to deposit to the 102000-ERP checking account. Create and processthe bank deposit in the system:

a. On the Bank Deposits (CA305000; Finance > Cash Management > Work Area > Enter)form, log in to the ABCERP branch and create and save the bank deposit for 1/15/2014:

• Tran. Type: CA Deposit

• Cash Account: 102000-ERP - Regular Checking Account

• Document Ref.: 01152014

• Deposit Date: 1/15/2014

• Fin. Period: 01-2014

• Description: Payments and cash drop to be deposited

b. On the Payments tab, click Add Payment to add payments to the deposit.

c. In the Add Payment to Deposit dialog, select the two payments that can be deposited on1/15/2014, the $2000 Jevy Computers payment and the $1100 Brass Key Bar payment.

You can select the payments that have been posted to the clearing accounts specifiedfor the cash account and have the Deposit After date no later than the End Date that is1/15/2014. The $3000 Silver Springs Water payment can be deposited after 1/31/2013and therefore it isn't displayed in the dialog.

To view the Deposit After date of payments, you can add the hidden Deposit After columnto the table in the Add Payment to Deposit dialog. If you set the End Date to 1/31/2014,you will be able to add the Silver Springs Water payment to the deposit. (You don't have todo this in this course.)


d. Click Save to add the selected payments to the deposit and to close the dialog. Click Saveto save the bank deposit.

After you have added the payments to the deposit, you can also view the information aboutthe bank deposit to which they have been added in the Batch Deposit Date and the BatchDeposit Nbr boxes on the Financial Details tab for each payment selected on the Paymentsand Applications AR302000 form.

e. On the Charges tab, review the bank charges automatically calculated by the system.

The system calculates the bank charges that apply to the deposit at the charge ratesspecified for the 102000-ERP cash account. You have specified different charge ratesdepending on the payment method. Therefore, the $133 charge total is the sum of the5% rate of the total amount of checks to be deposited, $2000 * 0.05 =$100, and the3% rate of total cash to be deposited, $1100 * 0.03 = $33. You can change the chargeamounts, if needed.

f. Add the $100 cash drop to the deposit from the 101000-ERP cash account with the 3%charge rate that applies to cash to be deposited:

a. In Cash Drop Account, select 101000-ERP Cash on Hand account.

b. In Cash Drop Amount, specify 100.00.

c. On the Charges tab, add a record with the bank charge that applies to additionalcash drop to be deposited:

• Charge: BANKCHARGE (the entry type that specifies the disbursement cashtransaction that should be added to the batch generated on release of thebank deposit)

• Payment Method: Empty

• Chargeable Amount: 100.00

• Charge Amount: 3.00

• Account: 620000 - Bank Service Charges (the default one is taken from thespecified entry type)


The Charge Total automatically recalculates and now equals $133 + $3 = $136.You have to manually specify the bank charge amount that applies to cash drop,if any. You can also add other bank charges that apply to the specified chargeableamount of the deposit.

d. Review the Total Amount in the deposit summary.

By default, the Total Amount is the sum of the total payment amount and the cashdrop amount less the bank charges, ($2000 + $1100) + $100 - $136 = $3064. Onrelease of the deposit, the system generates one journal entry to debit the bankaccount to the amount of the deposit after the bank charges. If you select theSeparate Charges check box on the Financial Details tab of the deposit, the TotalAmount will include the bank charges. In this case, on release of the deposit, thesystem generates one journal entry to debit the bank account to the total depositamount and another journal entry to credit the account to the amount of bankcharges.

For a certain date, you can review the payments that have been posted to clearingaccounts but haven't been deposited yet. To do this, run the Undeposited Payments(CA657000; Finance > Cash Management > Reports > Audit) report. The reportshows payments grouped by clearing account and excludes the payments that havebeen added to a bank deposit in the system.

g. Release the bank deposit and review the generated batch.

The amount of checks and cash has been moved to the checking account in the system.You can see the bank deposit transaction in the 102000-ERP account by using the CashAccount Transactions (CA303000; Finance > Cash Management > Work Area > Explore)form; the transaction is available for bank reconciliation.


After release, you cannot edit the bank deposit. If you have released a deposit with apayment added to it by mistake, you can void the deposit, release the voided deposit, andthen create and process the new correct deposit.

6. On the Cash Account Transactions CA303000 form, select the 102000-ERP cash account andreview the transactions in the account for the 1/1/2014 - 1/31/2014 period of time.

The two payments that have been deposited to the cash account are represented as one CADeposit transaction, which is convenient for further reconciliation of the cash account with thebank statement. The Receipt column displays the Total Amount of the deposit, which is thedeposit amount after the bank charges, $3064. The postdated check received on 1/15/2014to the amount of $3000 is not displayed in the table because it hasn't been deposited yet andremains on the 102010-ERP clearing account.

The Total Amount of a bank deposit may include or exclude the bank charges, which you define byusing the Separate Charges check box of the bank deposit. For easier reconciliation, you can useeither representation of the deposit transaction in the cash account depending on how the depositamounts are shown in the bank statement.

The CA Deposit transaction in the cash account when the Separate Charges check box wascleared in the bank deposit

Document Ref. Receipt Disbursement

01152014 $3064.00 (the deposit amountafter the bank charges)

$0.00

The CA Deposit transaction in the cash account when the Separate Charges check box wasselected in the bank deposit

Document Ref. Receipt Disbursement

01152014 $3200.00 (the deposit amountbefore the bank charges)

$0.00

01152014 $0.00 $136.00 (the bank chargeamount)


Lesson 22: Unrecognized Payments and PaymentReclassification

In this lesson, you will configure the cash accounts for processing unrecognized (unknown) paymentsand making payment reclassification. You will process an unknown payment and then reclassify it oncethe information of the payment sender becomes available.

Reviewing a bank statement for 1/15/2014 for the 102000-ERP cash account, the accountant of theABC ERP Solutions company detects a Fedwire transfer-in of $900 received on 1/13/2014, for whichthey cannot identify the sender of the payment. The accountant processes the unknown payment inthe system to a temporary liability account. On 1/30/2014, the ABC ERP Solutions company gets toknow that the payment was made by the Boulder Couriers Denver customer. The accountant reclassifiesthe payment to create and process the Accounts Receivable payment in the system, which results inthe correct balance of the AR account and the correct balance of the customer. When you process anunknown payment and then reclassify the payment as a payment from customer, the system generatesthe following transactions:

1. On release of the unknown payment cash entry:

• Cash account Dr, $900

• Unrecognized payments account Cr, $900

2. On release of the Accounts Receivable payment that has been generated by reclassification ofthe unknown payment as a payment from customer:

• Unrecognized payments account Dr, $900

• Accounts Receivable Cr, $900

If you reclassify an unknown payment as a payment from vendor, the system generates the vendorrefund document in the Accounts Payable module. You can review and edit the document on theChecks and Payments (AP302000; Finance > Accounts Payable > Work Area > Enter) form. Toprocess the vendor refund in the system, you have to apply it against an open debit adjustmentor prepayment depending on the reason of the refund. (You have to create and process theappropriate document in the system if you haven't one.) On release of the vendor refund that hasbeen reclassified from an unknown payment, the system generates the transaction so that you getthe correct balance of the AP account and the correct balance of the vendor:

• Unrecognized payments account Dr, $900

• Accounts Payable Cr, $900


1. Configure the 102000-ERP cash account to be able to process unrecognized payments receivedto this account:

a. Create the 210000-ERP cash account to temporarily record the amounts of unrecognizedpayments to this account:

a. On the Charts of Accounts (GL202500; Finance > General Ledger > Configuration> Manage) form, create the 210000 - Unrecognized Payments liability account:

• Account: 210000

• Account Class: OTHCURLIAB

• Type: Liability


• Description: Unrecognized Payments

b. On the Cash Accounts (CA202000; Finance > Cash Management > Work Area >Manage) form, create the 210000-ERP - Unrecognized Payments cash account:


• Account: 210000 - Unrecognized Payments



• Branch: ABCERP

• Description: Unrecognized Payments


One cash account is enough for recording unknown payments for a group of cashaccounts in the same currency. You can use the same account for multiple cashaccounts, including the cash accounts of different branches. However, if you havecash accounts with visibility restricted to the branch, you have to create dedicatedaccounts to record unknown payments made to this branch and restrict visibility ofthese accounts to the branch.

b. For the 210000-ERP cash account, you have to specify the payment methods that can beused with the cash account. You have decided to use the 210000-ERP cash account torecord unknown payments received with the FEDWIRE payment method:

a. On the Cash Accounts CA202000 form, select the 210000-ERP cash account andadd the FEDWIRE payment method to the table on the Payment Methods tab.

b. On the Remittance Settings tab, specify the following information for the FEDWIREpayment method and save the changes:

• Beneficiary Account No: 00000000000

• Beneficiary Name: ABC ERP Solutions

• Bank Routing Number (ABA): 000000000

• Bank Name: MyBank

• Company ID: 000000000

• Company ID Type: 0

The remittance settings of payment methods that represent wire transfers, suchas Fedwire or SWIFT, are used only for export of batch payments in the AccountsPayable module to process them in the ACH system. In Accounts Receivablemodule, the remittance settings aren't used. As soon as you allow the FEDWIREpayment method for a cash account, you have to specify the remittance settingsfor it. You cannot leave these fields empty because the remittance settings arevalidated by the system. Because you will not use the 210000-ERP cash accountfor AP payments, you specify the zero values in the remittance settings forFEDWIRE just to be able to generate AR and AP payments with these paymentmethod and cash account.

c. Create an entry type to be able to create cash transactions for unknown payments in thesystem and perform payment reclassification. On the Entry Types (CA203000; Finance >Cash Management> Configuration > Setup) form, create the record for the UNRECPMTentry type:

• Entry Type ID: UNRECPMT

• Disb./Recept: Receipt

• Entry Type Description: Unrecognized payments

• Module: CA

• Use for Payments Reclassification: Selected

• Reclassification Account: 210000-ERP

After you specify the Reclassification Account, the system automatically inserts thedefault offset account, subaccount, and branch into the entry type.

d. Allow use of the UNRECPMT entry type for the 102000-ERP cash account by using theCash Accounts CA202000 form.


To do this, select the 102000-ERP cash account on the form. On the Entry Types tab, addthe UNRECPMT entry type to the table and save the changes.

Now the 102000-ERP cash account is ready for processing unrecognized payments that can belater reclassified.

2. On the Transactions (CA304000; Finance > Cash Management> Work Area > Enter) form, createand release the cash transaction of the $900 unrecognized payment received on 1/13/2014:

• Tran. Type: Cash Entry

• Cash Account: 102000-ERP (here you have to specify the bank account that has receivedthe unknown payment)

• Entry Type: UNRECPMT (Unrecognized Payments)

• Document Ref.: 01132014Unrec

• Tran. Date: 1/13/2014


• Description: Unrecognized payment

• Transaction Details, Amount: 900.00, Offset Cash Account: 210000-ERP (UnrecognizedPayments), Offset Subaccount: 000-00-00

The amount of the unknown payment has been posted to the 210000-ERP temporary cashaccount. You can see the unknown payment transaction in the 102000-ERP account by using theCash Account Transactions (CA303000; Finance > Cash Management > Work Area > Explore)form; the transaction is available for bank reconciliation.

To view the unknown payments that hasn't been reclassified yet, you can review the transactionsin the temporary account by selecting 210000-ERP Unrecognized Payments on the Cash AccountTransactions CA303000 form.

3. Reclassify the payment as the payment from the Boulder Couriers Denver customer:

a. On the Reclassify Payments (CA506500; Finance > Cash Management > Processes >Daily) form, select UNRECPMT in Entry Type.

You can specify the default entry type that is automatically selected on this form. Todo this, select the needed entry type, which is configured for unknown payments andpayment reclassification, in the Unrecognized Receipts Type box on the Cash ManagementPreferences (CA101000; Finance > Cash Management > Configuration > Setup) form.

b. Select the $900 unknown payment in the table and specify the customer information forit:

• Module: AR

• Customer/Vendor ID: C000000059 (Boulder Couriers Denver)

c. Click Process to reclassify the payment and make the system generate the AR paymentfrom it.

d. After the process is complete, click View Resulting Document to review the generated ARpayment that opens on the Payments and Applications (AR302000; Finance > AccountsReceivable > Work Area > Enter) form.

The Document Ref. number of the unknown payment becomes the Payment Ref. numberof the reclassified payment (which is a customer payment in AR or a vendor refund inAP).

e. Release the AR payment.

The system decreases the customer balance and decreases the AR account balance to theamount of the released payment.

f. On the Cash Account Transactions CA303000 form, select the 210000-ERP - UnrecognizedPayments cash account.


You can see the transaction for the unknown payment and the transaction for thereclassified AR payment.


Lesson 23: Import of Bank StatementsOn 2/1/2014, you have received the bank statement as of 1/31/2014 for the 102000-ERP checkingaccount. You want to check whether all transactions have been accurately processed in the system andin the bank account to be able to reconcile the bank statement balance of the account with the cashaccount balance in the system.

Figure: Cash account transactions for the 102000-ERP checking account for the 1/1/2014 - 1/31/2014 period oftime

In this lesson, you will import the bank statement for the 102000-ERP checking account for the1/1/2014 - 1/31/2014 period of time. Then you will match the transactions in the system to thetransactions in the bank statement.

In the example of this lesson, you will import one bank statement for one cash account from the filein Open Financial Exchange (OFX) format. However, an OFX file may contain one or multiple bankstatements for the same and multiple cash accounts. The periods of transactions listed in the file mustbe in chronological order and should not intersect so that they do not contain duplicate transactions.Duplicate transactions cannot be imported and the system shows an error during the import process.OFX versions 1.X and 2.X are supported; the provided file complies with OFX 2.1.1. The accountcurrency that is specified in <CURDEF> in the OFX file must match the currency of the cash account inthe system.

You can also import the bank statements from Excel files. To import a single bank statement, you canupload the records directly to the table on the Bank Statements (CA304500; Finance > Cash Management>Work Area > Enter) form. If you want to import multiple bank statements from a single Excel file, youhave to compose an import scenario for bank statements and use the import scenario to import the bankstatements into the Bank Statements CA304500 form.

1. Configure the 102000-ERP cash account for import of the bank statements from OFX.

a. On the Cash Accounts (CA202000; Finance > Cash Management > Work Area > Manage)form, select the 102000-ERP cash account and specify the following settings that arerequired for import of bank statements from OFX:

• External Ref. Number: 001-204-00289-01 (The bank account number that isspecified in <ACCTID> in the OFX file)

• Statement Import Service: PX.Objects.CA.OFXStatementReader

Statement Import Service specifies the application service that reads the data beingimported on the Bank Statements CA304500 form. PX.Objects.CA.OFXStatementReader isthe service for importing bank statements from OFX files.

b. Change the cash account description to MyBank 001-204-00289-01 checking a/c ERPSolutions for more convenient working with the cash account in the system.

2. On the Cash Management Preferences (CA101000; Finance > Cash Management > Configuration> Setup) form, specify the bank statement import settings on the Bank Statement Settings tab:

• Import Bank Statement to single Cash Account: Selected


If you import one or multiple statements for a single account from an OFX file into the system,you have to select the Import Bank Statement to single Cash Account check box. If the OFX filecontains statements for multiple cash accounts, you have to clear the check box.

3. Import the bank statement as of 1/31/2014 for the 102000-ERP cash account:

a. On the Bank Statements CA304500 form, select 102000-ERP in the Cash Account box.

b. In Statement Date, specify 1/31/2014.

c. Click Upload File and select the provided BankStatement102000ERP_01312014.ofx file.

The OFX file contains the bank statement as of 1/31/2014 with transactions in theMyBank 001-204-00289-01 checking a/c ERP Solutions bank account for the period oftime from 1/1/2014 to 1/31/2014.

d. Import the bank statement from the file.

The End Balance Date and the Ending Balance have been imported from the file, theStart Balance Date has been suggested by the system. When you import the first bankstatement, the system sets the Start Balance Date to the date of the first transaction inthe bank statement. In the next statements, the system takes the Start Balance Datefrom the End Balance Date of the previous bank statement. The imported transactionslook as shown in the screenshot below.

Figure: The bank statement transactions

The uploaded OFX file is attached to the form, and you can download the file by using Fileson the form title bar.

e. In Beginning Balance, specify 123800.00, which is the previous bank statement balanceas of 12/31/2013, and save the imported bank statement.

As soon as you specify the beginning balance, the system checks whether the beginningbalance plus the total imported receipts minus the total imported disbursements agreeswith the imported ending balance of the bank statement. For the first bank statementthat you import for a cash account from OFX, you have to manually specify the beginningbalance of the statement. In the next statements, the system takes the BeginningBalance from the Ending Balance of the previous bank statement. (The OFX formatdoesn't provide the beginning balance and the start balance date information in bankstatements.)

4. Match the bank statement transactions to the transactions in the system:

a. Select the first transaction in the upper table, the $9000 deposit.

The lower table shows one transaction in system, which could probably match the banktransaction. With the Match Relevance rate of 0.196, the $9000 GL entry, which has beenposted on 12/31/2014, matches the deposit in the bank statement.

As soon as you select the bank statement transaction in the upper table, the systemsearches for the corresponding transactions and documents in the system. There can bemultiple transactions that could match a single transaction from the bank statement. Thesystem searches for documents and transactions by the following conditions:


• The transaction amount in the system is equal to the transaction amount in thebank statement

• The amount sign (whether the transaction is a receipt or disbursement in the cashaccount) is the same as the amount sign in the bank statement

• The transaction date is within the time interval that is specified in Transaction MatchSettings:

• For disbursements, the time interval is specified in the Disbursement DateMatching group: Days before bank transaction date <= transaction date <=Days after bank transaction date

• For receipts, the time interval is specified in the Receipt Date Matching group:Days before bank transaction date <= transaction date <= Days after banktransaction date

• The Match Relevance rate is >0

The transactions, each of which meets all three conditions, appear in the lower table.For each transaction in the system, the system calculates the Match Relevance rate thatshows how likely the transaction in the system corresponds to the transaction in the bankstatement. The Match Relevance rate varies from 0 to 1. The best match has the MatchRelevance rate of 1. The transactions with zero Match Relevance do not appear in thetable.

The Match Relevance rate is calculated based on Transaction Match Settings. InTransaction Match Settings, you specify the relative weight of the three factors fromwhich the likelihood is calculated:

• Reference number - Ref. Nbr

• Date of the document or transaction - Doc. Date

• Payee information - Doc. Payee

For each factor, you specify the percent or weight of this factor in the Match Relevancerate. If you specify percents, the total percent must be equal to 100%. Before calculatingthe Match Relevance rate, to the document date factor, the system applies an additionalweighting by the number of days the transaction in the bank statement usually appearslater than it has been processed the system. The additional weighting parameters for thedate are the Payment Clearing Average Delay and the Estimated Deviation (days). Youselect these parameters based on the following considerations:

• In Payment Clearing Average Delay, you specify the number of days for whichthe payment usually delays to appear in the bank statement with regard to thedocument date in the system.

• In Estimated Deviation (days), you specify the date period that includes almostall (99.73%) possible dates of the transaction in the system that could match thetransaction in the bank statement, so that a date that is outside of the period isalmost unlikely to be the date of the bank transaction.

b. Review the Transaction Match Settings by clicking Match Settings on the form toolbar.

You use the default Transaction Match Settings that you can configure on the CashManagement Preferences CA101000 form:

• Ref. Nbr. Weight: 70.00

• Doc. Date Weight: 20.00

• Doc. Payee Weight: 10.00

• Payment Clearing Average Delay: 0.00

• Estimated Deviation (days): 5.00

For the first bank transaction with reference number 000000001, the reference numberand the payee information doesn't match any transaction in the system. The possible


match has been found by the transaction date, which is 12/31/2013, and this datebelongs to the interval of 99.73% probable dates of the bank transaction. The probabledate interval is 12/31/2013 - 1/5/2014, where the end date of the interval is calculatedas 12/31/2013 + 5 days = 1/5/2014. The bank transaction date is one day past thetransaction date in the system. The additional weighting function for the date is equal to0.98, which is calculated as the normalized value of the Gaussian distribution with themean of 0 (Payment Clearing Average Delay) and the standard deviation of 5 (EstimatedDeviation). As the result, the Match Relevance rate for the found transaction is 0.7 * 0 +0.2 * 0.98 * 1 + 0.1 * 0 = 0.196.

You can modify the Transaction Match Settings that apply to the current user session andexperiment with the parameters to find the best values for the relevance calculation inyour case. After that, you can specify the resulting values as the default ones on the BankStatement Settings tab of the Cash Management Preferences CA101000 form.

c. Click Auto Match on the form toolbar.

Three transactions in the bank statement have been marked with the Matched check box,because the system has found the best match for them. For each bank transaction in theupper table, you can see the transaction in the lower table, which has been marked asthe best match in the system.

Figure: Auto-matched transactions

The auto-matching process searches for the best match according to the following rules:

a. The best match is the transaction with the highest Match Relevance rate that isgreater than 0.75.

b. If there are no transactions with the Match Relevance rate that is greater than0.75, the best match is the transaction that is more relevant than the next foundtransaction for more than 0.2 of the Match Relevance Rate.

c. If only one transaction is found, it is the best match if the Match Relevance rate isgreater than 0.2.

d. Otherwise, there is no best match for the transaction in the bank statement.

d. Select the Statement Summary tab, select the bank transaction with Ext. Ref. Nbr000000001 in the upper table and click Match Selected on the toolbar of the lower tableto match the only found candidate to the bank transaction.


You can edit the information in a bank statement transaction in the upper table until thetransaction is matched to a transaction in the system. To remove matching of transactions,click Clear Match on the toolbar of the upper table.

e. Match the bank transactions with Ext. Ref. Nbr 1 and 2 to only candidates and save thechanges.

The system supports import of bank transactions from the <STMTRS> and <CCSTMTRS>OFX aggregates. The bank statement End Balance Date and the Ending Balance areimported from the <LEDGERBAL> OFX aggregate. The system imports a transactionas a receipt if the transaction amount is positive and imports the transaction as adisbursement if the amount is negative. The transaction type <TRNTYPE> is imported forinformative purposes and doesn't affect the sign of the imported transaction. The tablebelow shows the transaction properties by which the system compares the imported banktransactions with the transactions in the system.

Transaction comparison properties

MatchSetting

OFX <STMTTRN>Element

Acumatica ERPDocuments andTransactions

Imported BankTransaction (thecolumn in theupper table on theBank StatementsCA304500 form)

Ref. Nbr <CHECKNUM>,<REFNUM>, or<FITID> if theprevious ones aremissing

Document Ref. (bankdeposits, cash entries, andfund transfers), PaymentRef. (AP and AR payments)

Ext. Ref. Nbr.

Doc. Date <DTPOSTED> Deposit Date (bankdeposits), TransactionDate (cash entries and GLbatches), Payment Date(AP and AP payments)

Tran. Date

Doc. Payee <PAYEE><NAME> or<STMTTRN><NAME>if <PAYEE><NAME>is missing

Company Name of thevendor or customeraccount in AP and ARpayments

Payee Name (hiddencolumn)

f. Create the documents for the bank transactions that are missing in the system:

a. Add the Payee Name column to the upper table. To do this, click the ColumnConfiguration button (the leftmost button at the table header). In the openedColumn Configuration box find "Payee Name" in the Available Columns list, add itto the Selected Columns list and click OK.


Figure: Adding the Payee Name column to the table

Now you can find the payee name for the bank transaction with reference number010101. Kamm System France is the customer from which you have received thepayment. In the row with the 010101 bank transaction in the upper table, specifythe AR payment information from which the system will create the new document:

• Create Doc.: Selected

• Module: AR

• Business Account: C000000083 (Kamm System France)


On the Payment Application tab, you can apply the AR and AP payments thatyou are going to create to the AR invoices and AP bills that exist in the system.The system will create the payments at once with their application to the selecteddocuments.

b. For the bank transaction with reference number 000000009, specify thedisbursement cash entry information to create the cash transaction for the bankcharges in the system:


• Module: CA

• Entry Type ID: BANKCHARGE

Alternatively, you can process the bank charges as the AP payment to the MyBankvendor. To process the AP payment, you have to create the bill to the amount of thebank charges and then create and apply the AP payment to the bill.

c. For the bank transaction with reference number 000000010, specify the receiptcash entry information to create the cash transaction for the interest earned on thechecking account:


• Module: CA

• Entry Type ID: INTEREST


d. Save the changes and click Create All on the form toolbar to make the systemgenerate the documents.

The system creates the payments and the cash entries in the system and matchesthe bank transactions with the created documents.

g. Review and release the bank statement:

a. Select the Statement Balance tab.

On this tab, you can review the total amounts of the bank statement. You cansee that all transactions in the bank statement have been matched with thetransactions that exist in the system.

The Ending Balance box displays the imported ending balance of the bankstatement, and the Beginning Balance box displays the beginning balance of thebank statement, which you have specified on the Statement Summary tab.

The upper End Balance is calculated by imported transactions. The upper EndBalance is equal to the Beginning Balance plus the total receipt Details minus thetotal disbursement Details. If you have the correct OFX file that has been importedwithout errors, the upper End Balance must be equal to the Ending Balance of thestatement, $123,800 + $21,474 - $12,250 = $133,024. Once the balances equal,the total imported transactions agrees with the imported ending balance of thebank statement. The difference between the imported Ending Balance and theending balance by imported transactions is displayed in upper Difference.

The lower End balance is calculated by matched transactions. The lower EndBalance is equal to the Beginning Balance plus the total receipt Reconciled minusthe total disbursement Reconciled. If all transactions from the bank statementare matched with the transactions in the system, the lower End Balance must beequal to the Ending Balance of the statement. Once the balances equal, the bankstatement is balanced and can be released. The difference between the importedEnding Balance and the ending balance by matched transactions is displayed inlower Difference. The balanced statement has zero Difference.

b. Click Validate Matches to review the bank transactions that have been matched buttheir reference numbers are different in the bank statement and in the system.

This is an optional step before you release the bank statement; by runningvalidation, you can once again review the transactions that could have beenincorrectly matched.

h. On the Statement Summary tab, clear the Hold check box and click Release on the formtoolbar.

During release, the system releases the created documents and transactions andselects the Cleared check box for each transaction that has been matched with the banktransaction. After release, the bank statement cannot be edited or reverted.

Import of bank statements and transaction matching is optional to make the bank reconciliation easier.After you have matched the transactions in the bank statement with the transactions in the system,you can perform the bank reconciliation of the cash account as of the bank statement date, which is1/31/2014.


Lesson 24: Bank ReconciliationIn this lesson, you will reconcile the balance of the 102000-ERP cash account in the system with thebank statement balance for 1/31/2014.

1. On the Reconciliation Statements (CA302000; Finance > Cash Management > Work Area >Enter) form, select the 102000-ERP cash account.

2. Specify the bank statement date and the balance and save the reconciliation statement:


• Statement Balance: 133024.00

3. Select the Reconciled check box for the transactions that have the selected Cleared check box.

You can select and clear the Cleared check box for a transaction until you release a bankstatement in which the transaction is matched with a bank transaction. Once the transaction ismatched, the Cleared check box becomes selected and read-only. Once you have matched thetransactions with the bank statement, the bank reconciliation becomes easy: you have to selectall transactions that have the selected Cleared check box, and the reconciliation is complete.

4. The Reconciled Balance is equal to the Statement Balance and you can release the reconciliationstatement.

One $3000 transfer-in processed on 1/31/2014 remains unreconciled because it hasn't appearedin the bank statement yet.

5. Release the reconciliation statement.

You can void a wrong reconciliation statement. You can void and correct only the last reconciliationstatement in a sequence. To correct an old reconciliation statement, you have to void allreconciliations that have been released after the needed one. For example, if it is necessaryto correct the March reconciliation statement after the April reconciliation statement has beenreleased, you have to void both March and April statements, correct and release the Marchreconciliation, and redo the April reconciliation. When you void a reconciliation statement, thetransactions retains the selected Cleared check box.

| Part 7: Accounts Payable | 96

Part 7: Accounts Payable

In this part of the course, you will track the payments to 1099 vendors and prepare Form 1099-MISC. You will configure vendor-specific prices for non-stock items so that you can easily enter vendordocuments. You will also configure the cash account that represents the corporate credit card fromwhich you make payments to vendors and see how to process such payments in the system.


Lesson 25: 1099 VendorsTo make the system track the Accounts Payable payments that should be filed in Form 1099-MISCat the end of the year, you have to mark the vendor account as the 1099 vendor in the system. Tomark the vendor, you have to select the 1099 Vendor check box on the Vendors (AP303000; Finance> Accounts Payable > Work Area > Enter) form for the vendor account. The other parameters relatedto 1099 payments, which are the 1099 Box in the vendor account and the 1099 Settings in thepreferences of the Accounts Payable module, are optional.

You have imported few 1099 vendor accounts into the system. However, you haven't yet filed Form1099-MISC for independent contractors to whom you have paid during the 2013 year; their paymentsshould be reported in Box 7 of Form 1099-MISC. In 2013, you paid $1000 to Repair master, which isan independent contractor, for repair of the office furniture. Because $1000 is more than the minimumamount reported in Box 7, $600, you have to file Form 1099-MISC for the vendor for 2013.

In this lesson, you will prepare Form 1099-MISC for 2013 for the vendor and then close the 2013 yearto prevent posting of new payments to 1099 vendors in that calendar year. Then you will associateone of the boxes from Form 1099-MISC with an expense account so that when you select the expenseaccount for a 1099 vendor, the associated 1099 box is automatically inserted into the document of thevendor.

1. Specify the payer's identification number and address that are inserted into Form 1099-MISC foreach of ABC companies:

a. On the Branches (CS102000; Organization > Organization Structure > Configure) form,select the ABCERP branch and specify the payer's information for the ABC ERP Solutionscompany:

• Tax Registration ID: 10-9999999 (this is a sample EIN of the company)

• Address Line 1: 123 White Street

The branch name, address, and identification number are inserted into Form 1099-MISCas the payer's information.

b. On the Branches CS102000 form, select the ABCCOMP branch and specify the payer'sinformation for the ABC Computer Services company:

• Tax Registration ID: 10-9999990 (this is a sample EIN of the company)

• Address Line 1: 10 Green Street

2. On the Vendors AP303000 form, select the Repair master independent contractor and specify therecipient's identification number that is inserted into Form 1099-MISC for the vendor:

• Purchase Settings, Tax Registration ID: 123-00-6789

The vendor's name, address, and identification number are inserted into Form 1099-MISC for thevendor.

3. Record the $1000 year-to-date amount that you have paid to Repair master during the 2013calendar year to be able to file Form 1099-MISC for this vendor for 2013.

a. On the Quick Checks (AP304000; Finance > Accounts Payable > Work Area > Enter)form, log in to the ABCERP branch and create, print, and release the $1000 check paid toRepair master to be posted to 12-2013:

• Type: Quick Check

• Vendor: V000000090 (Repair master)



• Date: 12/31/2013


• Description: 1099 YTD payment import for 2013


• Document Details, Branch: ABCERP, Ext. Cost: 1000.00, Account: 758000 (Repair& Maintenance Expense), Subaccount: 000-00-00, 1099 Box: 7-NonemployeeCompensation

You can add more lines to the check for the year-to-date amounts with other 1099 boxes.The cash account and payment method aren't important in the check, you can select any.You neither have to print out the check on paper, because you process the check only torecord the YTD payment amount for the 1099 vendor into the system.

If you implement Acumatica ERP in the middle of a calendar year, you have to use this wayto record the YTD payments to 1099 vendors in this year.

b. Find and reverse the batch generated on release of the quick check, because you havealready imported the actual account balances for 12-2013, which include the payment.

The payment appears in the documents of the Repair master vendor for 2013, and thesystem tracks the payment to be reported in Form 1099-MISC, but the general ledgeraccount balances remain the same as they were before processing of the quick check.

4. Review the reports that show the amounts paid to 1099 vendors.

a. Run the 1099 Year Summary (AP654000; Finance > Accounts Payable > Reports > Audit)report with the ABCERP branch and 2013 calendar year.

In this report, for the selected branch and open 1099 year, you can view the totalpayment amounts by vendor and by 1099 box. The report shows the amount in a 1099box if the amount is no less than the minimum specified for the 1099 box on the AccountsPayable Preferences (AP101000; Finance > Accounts Payable > Configuration > Setup)form, otherwise the report shows zero in the box. As soon as you process the firstpayment to a 1099 vendor in a calendar year, the calendar year appears in the list of the1099 Year box. You can process the payments to 1099 vendors dated to the calendar yearuntil the year is closed in the Accounts Payable module for 1099 payments.

For the ABCERP branch and 2013 calendar year, the report shows $1000 payment madeto Repair master vendor, which you have recorded at the previous step.

b. Run the 1099 Year Summary AP654000 (Reports > Audit) report with the ABCCOMPbranch and 2014 calendar year.

For the ABC Computer Services company, you have configured the ABCCOMPconsolidating branch so that the company can file single Form 1099-MISC with paymentamounts consolidated by two branches of the company, COMPWEST and COMPEAST. Thereport shows 1099 vendors to which you have made payments during the selected year.The amount in the Box 7 column is zero for Repair master because you paid $300 to thevendor, which is less than minimum $600 to be reported in Box 7.

c. Run the 1099 Year Details (AP654500; Finance > Accounts Payable > Reports > Audit)report with the ABCCOMP branch and 2014 calendar year to view the list of payments byvendor.

For the selected branch and open 1099 year, the report shows the amounts paid for thedetail lines with the selected 1099 box in the AP bills. The reports shows all documents,but the Box Total is zero if the total payment with this box to the vendor is less than theminimum specified for the 1099 box on the Accounts Payable Preferences AP101000 form.

For the ABC Computer Services company, you see the two payments to the amount of$300 made to Repair master in 2014. The Box 7 Total is zero because the total paymentamount is less than $600.

To view the list of all vendors that are configured as 1099 vendors in the system, you canuse the list the Vendor box on the 1099 Year Summary AP405000 (Finance > AccountsPayable > Work Area > Explore) form.

5. File Form 1099-MISC for the 2013 year for all vendors to which you have made the paymentsduring the year and then close the 2013 year for new 1099 payments:

a. Open the 1099-MISC Form (AP653000; Finance > Accounts Payable > Reports > Forms)report and select the ABCERP branch and the 2013 year.


The system outputs Form 1099-MISC for each vendor to whom you have made thepayments during the selected year to the YTD amount that is no less than the minimumamount to be reported in each 1099 box. Thus, you see one Form 1099-MISC for theRepair master vendor with the $1000 YTD amount in Box 7 and $1000 total. The providedForm 1099-MISC template is actual for the 2013 and 2014 years according to the InternalRevenue Service (IRS) instructions for Form 1099-MISC for these years.

b. Open the Close 1099 Year (AP507000; Finance > Accounts Payable > Processes >Closing) form to close the 2013 year for 1099 payments.

After you have filed Form 1099-MISC for a year, you can close the calendar year as the1099 year in the system to prevent posting of new payments to 1099 vendors with apayment date that belongs to the closed 1099 calendar year.

c. Select the 2013 year in the 1099 Year box and click Close Year on the form toolbar.

The 2013 calendar year becomes closed for 1099 payments. On the Checks and Payments(AP302000; Finance > Accounts Payable > Work Area > Enter) and Quick Checks(AP304000; Finance > Accounts Payable > Work Area > Enter) forms, users cannotprocess new payments to 1099 vendors with a date that belongs to the 2013 calendaryear with any financial period. You cannot reopen the 1099 year after it is closed.

1099 payments are independently tracked for each calendar year. Therefore, users don'thave to close a calendar year for 1099 payments to be able to prepare Form 1099-MISC forthe next year and they can keep all 1099 years open permanently.

1099 year closing has nothing to do with financial period closing in Accounts Payablemodule.

6. To make the system automatically insert the number of the 1099 box depending on the expenseaccount that you select in the Accounts Payable document for a 1099 vendor, associate the 7 -Nonemployee Compensation box with the 790000 - Services Expense account:

a. On the Accounts Payable Preferences AP101000 form, select the 1099 Settings tab.

b. For the 7 - Nonemployee Compensation box, select the 790000 - Services Expenseaccount in the Account column and save the changes.

When you select the 790000 - Service Expense account for a 1099 vendor, the 7 -Nonemployee Compensation box will be automatically inserted into the document. Youcan change both the account and the 1099 box in the document, if needed.

c. Enter and release the $1000 bill received on 1/31/2014 from John Smith independentconsultant for which the 1099 box is not specified in the vendor account:

• Type: Bill

• Vendor: V000000073 - John Smith Independent Consultant

• Terms: 30D

• Date: 1/31/2014


• Vendor Ref.: 01312014L

• Description: 20 hours of training

• Document Details, Branch: ABCERP, Ext. Cost: 1000.00, Account: 790000- Services Expense, Subaccount: CON-00-00, 1099 Box: 7-NonemployeeCompensation

As soon as you select the expense account for a 1099 vendor, the system inserts the 7- Nonemployee Compensation box into the document for this vendor and replaces thedefault 1099 box number taken from the vendor account, if any.

To process an amount not to be reported in Form 1099-MISC for a vendor, clear the 1099Box box in the line of the vendor's bill.

Related Links


Support for U.S. 1099-MISC Form

http://partner.acumatica.com/Main.aspx?ScreenId=WP000000&PageID=def76f01-4b80-41e0-95a8-304a69d5b50e


Lesson 26: Vendor PricesIn this lesson, you will configure the vendor prices for the consulting service that your companypurchases from vendors. One vendor gives you a promotional price for the first three months of serviceusage. Another vendor offers special prices that depend on the number of hours that you purchase.

Your company purchases the consulting service from the Advanced Concepts Of Engineering & SoftwareInc and Etelligent Solutions vendors. Each vendor takes an hourly rate for the service. The AdvancedConcepts Of Engineering & Software Inc vendor offers a promotional price for the consulting servicethat you purchase until 4/1/2014. Starting from that day, you can purchase the service at a regularprice offered by the vendor. The other vendor, Etelligent Solutions, offers different prices for theconsulting service depending on the number of hours you purchase, so that the more hours youpurchase, the lower price you have to pay to the vendor.

You can specify the vendor-specific prices for non-stock items that you can use in vendor bills. Whenyou enter a vendor's bill and select a non-stock item in a document line, the system suggests thevendor price as the unit cost of the item in the line. The system selects the vendor price according tothe priority of prices listed below from the highest priority to the lowest one. For any date, you candefine one promotional, one current, and one last price, and you can have different prices by vendorlocation for the same date.

1. The promotional price, if there is one that is not expired on the document date.

2. The current price, if there is one that is effective on the document date. Otherwise, the systemtakes the non-zero last price if any.

Additionally, you can define different current (non-promotional) vendor prices broken down by itemquantity if the Volume Pricing feature is enabled in the system. You always have to start vendor pricesfrom zero break quantity.

To define and update vendor prices, you can use the Vendor Prices (AP202000; Finance > AccountsPayable > Work Area > Manage) form. You can also review and update vendor prices by non-stock itemon the Vendor Prices tab of the Non-Stock Items (IN202000; Finance > Accounts Payable > Work Area> Manage) form.

In this lesson, you will configure the vendor prices offered by the Advanced Concepts Of Engineering& Software Inc vendor as shown in the diagram below. Then you will define the prices offered byEtelligent Solutions broken down by item quantity.

Figure: The vendor prices suggested in document lines for non-stock items


1. On the Non-Stock Items IN202000 form, for the CONSULT item, specify CON-00-00 expensesubaccount and the 000-CO-00 sales subaccount.

2. On the Vendors (AP303000; Finance > Accounts Payable > Work Area > Manage) form, selectthe V000000014 (Advanced Concepts Of Engineering & Software Inc) vendor and specify the790000 expense account and the 000-00-00 expense subaccount for the vendor.


3. Define the promotional price of the consulting service offered by the V000000014 (AdvancedConcepts Of Engineering & Software Inc) vendor and the price that comes into effect after thepromotional price expires.

a. The V000000014 (Advanced Concepts Of Engineering & Software Inc) vendor offers apromotional price for the consulting service:

• $95/hour in the period from 1/1/2014 to 3/31/2014

• $100/hour from 4/1/2014 (you can configure the current price starting from1/1/2014 and it comes into effect after the promotional price has expired)

Specify the vendor prices for the CONSULT item:

a. On the Non-Stock Items IN202000 form, select the CONSULT item.

b. On the Vendor Prices tab, add the two records for the promotional price and theregular price offered by the V000000014 vendor:

The prices offered by vendor V000000014 for the CONSULT non-stock item

Vendor PromotionalPendingPriceDate

PendingPrice

CurrentPrice

EffectiveDate

ExpirationDate

V...014 Selected - - 95.00 1/1/2014 3/31/2014

V...014 Cleared 1/1/2014 100.00 0.00 - -

c. Click Update Prices on the table toolbar to set $100 as the current price thatautomatically comes into effect from 4/1/2014, after the promotional price hasexpired.

Unless the price is promotional, you enter every new price at first as the pendingprice. Then you update the current price to the pending price by running theupdate vendor price process. The previous current price becomes the last price,the pending price date becomes the effective date of the current price. The newcurrent price is applied starting from the effective date. If there is no promotionalprice for the period before the current price comes into effect, the system insertsthe last price as the default unit cost into the vendor's bills when you select thenon-stock item.

You can enter and update one or multiple vendor prices at once by running theprocess in the Vendor Prices tab or by running the process on the Vendor PricesAP202000 form. On Vendor Prices AP202000 form, you can upload the new pricesfrom an Excel file and run the update vendor price process for multiple records atonce.

d. Save the changes.

b. On the Bills and Adjustments (AP301000; Finance > Accounts Payable > Work Area >Enter) form, log in to the ABCERP branch and start entering a new bill of the V000000014(Advanced Concepts Of Engineering & Software Inc) vendor. (Here and further you don'thave to save the sample bills.):

a. Set the date of the bill to 1/1/2014 and add the line with the CONSULT non-stockitem to the document.

The promotional $95 price of the item has been suggested in the Unit Cost box.

You can always change the unit cost in the line after the system suggests thevendor price taken from the non-stock item. As the Quantity times Unit Cost, thesystem calculates the Ext. Cost of the line. Alternatively, you can specify only theExt. Cost amount in the line and leave the Quantity and Unit Cost with zero. TheAmount of the line is equal to the Ext.Cost of the line. The total Amount of lines isthe total amount of the bill.

b. Set the date of the bill to 4/1/2014, which is the first day after the promotionalprice expires.


The current $100 price of the item has been suggested in the Unit Cost box.

c. Set the date of the bill to 12/31/2013. On this date, you have no specific vendorprice for the CONSULT non-stock item.

The price has not changed in the Unit Cost box because the last price is zero.

4. Define the vendor prices that depend on the number of consulting service hours that youpurchase from the V000000049 (Etelligent Solutions) vendor.

a. On the Enable/Disable Features (CS100000; Configuration > Common Settings >Licensing) form, enable the Volume Pricing feature located in the Finance group.

The Volume Pricing feature enables you to define vendor price lists and customer pricelists for non-stock items with different prices depending on item quantity.

b. Define the prices offered by the V000000049 (Etelligent Solutions) vendor for theconsulting service depending on the number of service hours you purchase.

a. On the Vendor Prices AP202000 form, select the V000000049 vendor and theMAIN location.

b. Add the rows with the prices to the table.

The Break Qty specifies the item quantity starting from which the new price isapplied. Thus, the $110/hour price will be suggested for 0-4 hours of service,the $100/hours price - for 5-9 hours of service, and the $90/hour price will besuggested for 10 and more hours of service, which you specify in a bill line.

The prices broken down by quantity as offered by the V000000049 vendor for theCONSULT non-stock item

Inventory ID Pending PriceDate

Pending BreakQty

Pending Price

CONSULT 1/1/2014 0.00 110.00

CONSULT 1/1/2014 5.00 100.00

CONSULT 1/1/2014 10.00 90.00

c. Click Update Vendor Prices on the table toolbar to update the current prices.

The pending prices become the current prices of the item, which depend on thequantity of the item you purchase from the vendor.

c. On the Bills and Adjustments AP301000 form, log in to the ABCERP branch and startentering a new bill of the V000000049 (Etelligent Solutions) vendor and add the threelines to the bill with the CONSULT non-stock item and the quantity of 1, 5, and 12 hours.

Make sure the system suggests the unit cost depending on the item quantity according tothe price list that you have defined:

• 1 hour - $110 unit cost

• 5 hours - $100 unit cost

• 12 hours - $90 unit cost

Related LinksNon-Stock Item SupportVendor Prices

http://partner.acumatica.com/Main.aspx?ScreenId=WP000000&PageID=3997a0ff-34f2-4c0d-a8f7-1b579dc103aa

http://partner.acumatica.com/Main.aspx?ScreenId=WP000000&PageID=413dc0fc-b4d9-4354-af38-c545d859567e


Lesson 27: Payments to Vendors from a Corporate Credit CardIn this lesson, you will configure the cash account and the payment method for tracking outgoingpayments made from a corporate credit card. Then you will perform the reconciliation of the corporatecredit card balance in the system with the credit card balance in the bank statement received at the endof the month.

To track payments made from a corporate credit card, you create a cash account that represents thecorporate credit card in the system and link the cash account to an accrued liability account. To processa payment from the corporate credit card for a bill, you specify the credit card cash account in theAP payment. On receiving of the bank statement for the card, you create an AP bill to the amount ofthe statement and specify the accrued liability account as the expense account in the bill. Then youprocess the AP payment for the bill from the cash account from which you pay for the credit card, forexample, from a checking account. When you process the AP payments from the corporate credit cardand process the AP bills for the credit card usage, the system generates the following transactions thatresult in the zero balance of the accrued liability account:

1. On release of an AP payment that is made from a corporate credit card:

• Accounts Payable Dr, $100

• Accrued liability account Cr, $100

2. On release of an AP bill that is created to pay for the credit card usage:

• Accounts Payable Cr, $100

• Accrued liability Dr, $100

The ABC ERP Solutions company has one Visa corporate credit card that is issued by the MyBank bank.Complete the lesson steps:

1. Configure the new 220000-ERP cash account, the new CORPCC payment method, and create theMyBank vendor to be able to track AP payments from the corporate credit card in the system:

a. On the Charts of Accounts (GL202500; Finance > General Ledger > Configuration >Manage) form, create the 220000 - Accrued Liability account:

• Account: 220000

• Account Class: OTHCURLIAB

• Type: Liability


• Description: Accrued Liability

You have to define one accrued liability account in the chart of accounts for eachcorporate credit card. The accrued liability account must be in the same currency as thecorporate credit card is.

b. On the Cash Accounts (CA202000; Finance > Cash Management > Work Area > Manage)form, create the 220000-ERP - Accrued Liability - Corporate Credit Card MyBank Visacash account:


• Account: 220000 - Accrued Liability


• Branch: ABCERP

• Description: Accrued Liability - Corporate Credit Card MyBank Visa

• Restrict Visibility with Branch: Selected (According to business requirements, thecash accounts of the ABCERP branch are restricted to the branch)

• Requires Reconciliation: Selected


• Reconciliation Numbering Sequence: CARECON

c. On the Entry Types tab, add the BANKCHARGE and INTEREST entry types to the table tobe able to create the receipt and disbursement transactions in the corporate credit card.

d. On the Payment Methods (CA204000; Finance > Cash Management > Configuration> Setup) form, create the CORPCC payment method and select the 220000-ERP cashaccount on the Allowed Cash Accounts tab to be able to use the payment method with thecorporate credit card:

• Payment Method ID: CORPCC


• Means of Payment: Cash/Check

• Description: Corporate credit card

• Use in AP: Selected

• Use in AR: Cleared

• Require Remittance Information for Cash Account: Cleared

• Allowed Cash Accounts, Cash Account: 220000-ERP, Use in AP: Selected, APDefault: Selected

e. On the Vendors (AP303000; Finance > Accounts Payable > Work Area > Manage) form,create the MyBank vendor that will represent the bank of the corporate credit card in thesystem:

• Vendor ID: V000000093 (Inserted automatically on saving of the new vendor)

• Vendor Name: MyBank bank

• GL Accounts, Expense Account: 220000 - Accrued Liability

• GL Accounts, Expense Sub.: 000-00-00

Now the 220000-ERP cash account, the CORPCC payment method, and the MyBankvendor are ready so that you can track the corporate credit card AP payments andreconcile the credit card balance in the system with the bank statement balance.

2. Process a new bill for the purchase of books, which was paid by a corporate credit card:

a. On the Bills and Adjustments (AP301000; Finance > Accounts Payable > Work Area >Enter) form, log in to the ABCERP branch and enter and release the $100 bill for thepurchase of books for which you have paid by a corporate credit card on the same day:

• Type: Bill

• Vendor: V000000018 (Borders Books, Music & Cafe)

• Date: 1/10/2014


• Vendor Ref.: 01102014B

• Description: Books on consulting

• Document Details, Branch: ABCERP, Ext. Cost: 100.00, Account: 790000 (ServicesExpense), Subaccount: CON-00-00

• Financial Details, Payment Method: CORPCC, Cash Account: 220000-ERP

b. As soon as you specify the CORPCC payment method and the 220000-ERP cash accountin the bill and release the bill, enter the AP check for the payment by selecting Actions >Pay Bill/Apply Adjustment on the form toolbar.

For the AP payments from a corporate credit card, you can also use the Prepare Payments(AP503000; Finance > Accounts Payable > Processes > Payment Processing) and Release


Payments (AP505200; Finance > Accounts Payable > Processes > Payment Processing)forms as you use them for any other AP payments.

c. On the Checks and Payments (AP302000; Finance > Accounts Payable > Work Area> Enter) form that opens for creation of the AP check for the bill, specify the paymentapplication date and period and the payment reference number:



• Payment Ref.: 01102014BB

d. Release the AP check and review the generated batch.

The amount of the AP payment made from the corporate credit card has been credited tothe accrued liability account.

3. On 1/28/2014, you received the bank statement for the corporate credit card. The statementbalance is $108 that you owe to the bank, and the statement contains the followingtransactions:

The 1/28/2014 bank statement for the corporate credit card

Card Number Transaction Date Transacton Description Amount

VISA XXXX 1/11/2014 Borders Books, Music & Cafe -$100.00

1/28/2014 MyBank service chargesJanuary-2014

-$10.00

1/28/2014 MyBank cash back January-2014 $2.00

Statement Balance: -$108.00

You have decided to pay for the credit card to the bank by issuing a check from the 220000-ERPchecking account:

a. On the Bills and Adjustments AP301000 form, log in to the ABCERP branch and enter the$108 bill to be able to process the payment to the MyBank vendor for the credit card:

• Type: Bill

• Vendor: V000000093 (MyBank bank)

• Date: 1/28/2014


• Vendor Ref.: 01282014M

• Description: Payment for the corp. credit card as of statement 1/28/2014

• Document Details, Branch: ABCERP, Transaction Descr.: Payment for the corp. creditcard as of statement 1/28/2014, Ext. Cost: 108.00, Account: 220000 - AccruedLiability, Subaccount: 000-00-00

b. Release the bill and review the generated batch.

The amount to be paid for the corporate credit card to the bank has been debited to theaccrued liability account.

c. On the Financial Details tab of the bill, make sure that the payment method is CHECK andthe cash account is 102000-ERP - Regular Checking Account, from which you are going topay for the credit card, and then select Actions > Pay Bill/Apply Adjustment on the formtoolbar.

d. On the Checks and Payments AP302000 form that opens for creation of the AP check forthe bill, specify the payment application date and the application period:




e. Print and release the AP check.

You have processed the payment for the corporate credit card to the bank in the system.

4. Perform the reconciliation of the corporate credit card balance in the system with the balance asof the bank statement for 1/28/2014:

a. On the Reconciliation Statements (CA302000; Finance > Cash Management > Work Area> Enter) form, select the 220000-ERP - Corporate Credit Card MyBank Visa cash account.

Before the reconciliation, you can also upload the bank statement for the corporate creditcard and match the transactions by using the Bank Statements (CA304500; Finance > CashManagement > Work Area > Enter) form.

b. Create the reconciliation statement with the Reconciliation Date set to 1/28/2014 and theStatement Balance set to -108.00.

The credit card balance is reconciled with the statement balance when the ReconciledBalance and the Statement Balance are equal for the selected transactions in thereconciliation statement.

c. Select the Reconciled check box for the $100 book purchase disbursement transactionand save the changes.

The credit card cash account is still missing $8, which is displayed in the Difference box.This is the total amount of transactions that have appeared in the bank statement butthey haven't yet been processed in the system.

d. By clicking Create Adjustment on the table toolbar, create the two cash transactions forthe $10 bank charge (BANKCHARGE) and $2 cash back (INTEREST) on the credit cardcash account, which you have discovered from the bank statement.

e. Release the cash transactions by using the Release Cash Transactions (CA502000;Finance > Cash Management > Processes > Daily form and go back to the reconciliationstatement on the Reconciliation Statements CA302000 form for the 220000-ERP cashaccount and click Cancel on the form toolbar.

f. After you have released the transactions, select the Reconciled check box for the twoadded transactions in the 220000-ERP cash account so that the Reconciliation Balancebecomes -$108.00 and the Difference becomes $0.00.

The reconciliation is complete. In the reconciliation statement, you have selected alltransactions that have appeared the bank statement. For the selected transactions, theReconciled Balance is equal to the Statement Balance. Therefore the credit card balanceis reconciled with the bank statement. The reconciliation statement summary informationlooks as follows:


• Reconciled Receipts: 2.00

• Reconciled Disb.: 110.00

• Reconciled Balance: -108.00

• Statement Balance: -108.00

The table below lists the final transactions selected in the reconciliation statement. You donot select the $108 payment that you made to the bank in the reconciliation statement.It will appear in the next bank statement for the credit card and you will reconcile thepayment next time.

The transactions selected in the reconciliation statement for the corporate credit card as of1/28/2014

Reconciled Receipt DisbursementDoc. Date Description

Selected 0.00 100.00 1/10/2014 Books on consulting


Reconciled Receipt DisbursementDoc. Date Description

Selected 0.00 10.00 1/28/2014 MyBank service chargesJanuary-2014

Selected 2.00 0.00 1/28/2014 MyBank cash backJanuary-2014

g. Release the reconciliation statement.

| Part 8: Accounts Receivable | 109

Part 8: Accounts Receivable

In this part of the course, you will apply the customer payments to open documents by using theauto-application functionality of the system. Also, you will configure different prices for customers sothat you can easily create customer invoices. Then you will configure the discount codes that applyto invoices on different conditions. Finally, you will configure the system for processing credit cardpayments that you want to accept from customers.


Lesson 28: Auto-Application of PaymentsIn this lesson, you will apply the customer payments to open invoices by using the auto-applicationfunctionality of the system. The system provides two ways of payment auto-application:

• For newly-entered payments, you can use the auto-application on payment release.

• For open (already released) payments and credit memos, you can run the auto-applicationprocess.

Prepayments are excluded from either way of auto-application.


1. You can use the auto-application on payment entry when you create customer payments in thesystem. Enter the $25,000 payment received from Boulder Couriers Denver on 2/1/2014 withauto-application to open invoices of this customer on release of the payment:

a. On the Customers (AR303000; Finance > Accounts Receivable > Work Area > Manage)form, select the C000000059 (Boulder Couriers Denver) customer and enable the auto-application on payment entry functionality for the customer account by selecting theAuto-Apply Payments check box on the General Info tab for the customer account.

b. On the Payments and Applications (AR302000; Finance > Accounts Receivable > WorkArea > Enter) form, log in to the ABCERP branch and enter and release the paymentreceived from Boulder Couriers Denver:

• Type: Payment

• Customer: C000000059 (Boulder Couriers Denver)





• Payment Ref.: 02012014B



c. On the Application History tab, review the invoice to which the payment has beenautomatically applied.

When you release a payment that has been received from the customer for whichthe Auto-Apply Payments check box is selected, the system automatically applies thepayment to open documents of this customer if there are any. The payment applies atfirst to overdue charges and then to invoices and debit memos if the Apply Paymentsto Overdue Charges First check box is selected on the Accounts Receivable Preferences(AR101000; Finance > Accounts Receivable > Configuration > Setup) form. Otherwise,the payment applies to open invoices, debit memos, and overdue charges starting fromthe oldest ones by their due date.

The payment has been applied to the full amount and therefore gets closed. On theApplication History tab, you see the INV000005 invoice to which the payment has beenapplied. After the application, the invoice retains $81.65 balance.

2. On 2/28/2014, you decided to apply all open payments to outstanding documents. Run the auto-application process for the customer payments:

a. Open the Auto-Apply Payments (AR506000; Finance > Accounts Receivable > Processes> Recurring) form and select the parameters:




• Apply Credit Memos: Cleared

• Release Batch When Finished: Selected

The application date and the application period will be inserted into the applications thatwill be created by the system during the process. You select the Release Batch WhenFinished check box to make the system automatically release the applications after theprocess. If the check box is cleared, the applications will be created but not released andyou can review them on the Documents to Apply tab of each payment on the Paymentsand Applications AR302000 form before release. You left the cleared Apply Credit Memoscheck box because you don't need to include the credit memos into the auto-applicationprocess.

b. In the table, select the EOM (End of Month) statement cycle.

By selecting the statement cycle, you specify the group of customers for which thesystem will run the auto-application process. When you run the process, the systemsearches for open payments of the customers that are assigned to the selected statementcycle (you can select multiple statement cycles at once). In the configuration that youuse in this course, all customers are assigned to the EOM statement cycle. Therefore, thesystem will search for open payments of all customers in the system.

Additionally, you can enable the warning that appears on the Prepare Statements(AR503000; Finance > Accounts Receivable > Processes > Statement Cycle) form ifthe user is going to prepare customer statements while there are non-applied customerpayments for the statement period in the system. To enable the warning, select the RequirePayment Application Before Statement Processing check box for the statement cycle on theStatement Cycles AR202800 form.

c. Click Process to run the auto-application of payments to documents.

When you run the process, the system searches for all open payments that exist in thesystem of all customers assigned to the statement cycle. Once found, the payments applyat first to overdue charges and then to invoices and debit memos if the Apply Paymentsto Overdue Charges First check box is selected on the Accounts Receivable PreferencesAR101000 form. Otherwise, the payments apply to open invoices, debit memos, andoverdue charges starting from the oldest ones by their due date. If you want to includethe credit memos into the auto-application process, select the Apply Credit Memos checkbox before running the process. In this case, the system searches for all open paymentsand credit memos and applies them to the outstanding documents as described above.The payments and credit memos are applied starting from the oldest ones by theirdocument date.

After the process is complete, you can find the applied documents on the ApplicationHistory tab of each payment and credit memo on the Payments and ApplicationsAR302000 form.

d. On the Payments and Applications AR302000 form, select the $2000 Jevy Computerspayment that has been automatically applied to the open invoices of this customer.

On the Application History tab, you see that the payment has been applied to threeinvoices in the order of their due date. The oldest $368 and $540 invoices have been fullypaid and therefore get closed; the third invoice has been partially applied and retains the$3489 balance.


Lesson 29: Customer PricesIn this lesson, you will configure the customer prices for services that your company provides to theircustomers.

You can configure specific prices for non-stock items that you can use in customer invoices. When youcreate an invoice and select a non-stock item in a document line, the system suggests the price as theunit price of the item in the line. You can define different prices at levels listed below and the systemwill select the suggested price in the following priority of the levels from the highest priority to thelowest one:

1. The price specified for the customer. If there is no such price, the system searches for the priceat the lower level. To define and update the prices that are specific for customers, you can usethe Customer Prices (AR202020; Finance > Accounts Receivable > Work Area > Manage) form.

2. The price specified for a user-defined customer price class. If there is no such price, the systemsearches for the price at the lower level. To define and update the prices that are specific forcustomer price classes, you can use the Sales Prices (AR202000; Finance > Accounts Receivable> Work Area > Manage) form.

3. The price specified for the predefined BASE customer price class (base price). If there is no suchprice, the system doesn't suggest anything. To define and update the base prices, you can usethe Sales Prices AR202000 form.

At every level:

• If there is a promotional price that is effective on the document date, the system suggests thepromotional price;

• If there is no applicable promotional price, the system suggests the current price if its effectivedate is not later than the document date;

• If there is no applicable current price, the system suggests the last price if it is non-zero;

• If the last price is zero, the system searches for the price at the lower level.

The system always searches for the price in the described priority and doesn't select the best price forthe customer. Additionally, at each level, you can define different prices broken down by item quantity ifthe Volume Pricing feature is enabled in the system. If you define volume prices for the BASE customerprice class, you have to start the prices from zero break quantity.

You can also review and update customer prices by non-stock item on the Non-Stock Items (IN202000;Finance > Accounts Receivable > Work Area > Manage) form. The customer-specific prices are listed onthe Customer Prices tab, the prices that are specific for customer price classes are listed on the SalesPrices tab, and the current (non-promotional) price of the BASE customer price class is displayed on thePrice/Cost Information tab. In case of volume pricing for the BASE customer price class, the Price/CostInformation tab shows the price for zero break quantity.

In this lesson, you will assign two customers to the new PARTNER customer price class. Then you willdefine different prices for the BASE and PARTNER customer price classes and see how the systemselects the price for the consulting service in an invoice line, where the service is represented by theCONSULT non-stock item.


1. On the Customer Price Classes (AR208000; Finance > Accounts Receivable > Configuration >Setup) form, add a record for the PARTNER customer price class:

• Price Class ID: PARTNER

• Description: Partners

• Sort Order: 1

2. On the Customers (AR303000; Finance > Accounts Receivable > Work Area > Manage) form,assign the PARTNER customer price class to customers C000000001 and C000000002. To dothis, select PARTNER in the Price Class ID box on the Delivery Settings tab.


3. For the CONSULT non-stock item, specify the prices that apply at different levels: the price forthe BASE customer price class, the price for the specific customer price class (PARTNER), andthe price for the specific customer (C000000002):

a. On the Sales Prices AR202000 form, select the BASE customer price class and set the$100 current price that applies from 1/1/2014 for the CONSULT non-stock item. Use theUpdate Prices action to set the current price for the item.

On any form where you can update the current price, if you want to save a pending price toupdate the current price later you have to click Save on the form toolbar.

b. On the Sales Prices AR202000 form, select PARTNER customer price class and set the$90 current price that applies from 1/1/2014 for the CONSULT non-stock item. Add theCONSULT non-stock item to the table, specify the pending price and date and use theUpdate Prices action to set the current price for the item.

Alternatively, if you have multiple items, you can use the Copy Prices action that invokesthe wizard helping you to define the prices for a customer price class from the prices of theBASE customer price class, for example, as 98% from the BASE customer price class prices.For non-promotional prices, the wizard sets the pending prices that you then have to reviewand update by taking the Update Prices action.

c. On the Customer Prices AR202000 form, select the C000000002 customer and set the$80 current price that applies from 1/1/2014 for the CONSULT non-stock item. Use theUpdate Prices action to set the current price for the item.

If you have multiple items, you can group the items into item price classes so that youcan define the item prices by item price class instead of defining individual prices for everysingle item.

4. Analyze how the system suggests the unit price depending on levels. On the Invoices and Memos(AR301000; Finance > Accounts Receivable > Work Area > Enter) form, log in to the ABCERPbranch and select the CONSULT non-stock item in a new invoice for the customers listed below.You don't have to save the invoices:

a. Select the CONSULT non-stock item in the invoice for 1/1/2014 for the C000000001customer, which is assigned to the PARTNER customer price class.

For this customer, the Unit Price that is specific for the customer price class is suggestedfor the item, which is the $90 current price that is defined for the PARTNER customerprice class and effective from 1/1/2014.

b. Select the CONSULT non-stock item in the invoice for 1/1/2014 for the C000000002customer, which is assigned to the PARTNER customer price class but has the customer-specific price defined.

For this customer, the higher priority price is defined, therefore the system suggests the$80 customer-specific price that is effective from 1/1/2014 and not the price defined forthe PARTNER customer price class.

c. Select the CONSULT non-stock item in the invoice for 1/1/2014 for the C000000003customer, which isn't assigned to any customer price class and neither has the customer-specific price.

For this customer, the lowest priority price is suggested—that is, the $100 price that isdefined for the BASE customer price class.

5. Analyze how the promotional price is suggested (you don't have to save the invoices):

a. On the Sales Prices AR202000 form, define the $70 promotional price that is effectivefrom 1/1/2014 to 2/28/2014 for the CONSULT non-stock item and the BASE customerprice class.

b. On the Invoices and Memos AR301000 form, select the CONSULT non-stock item in theinvoice for 1/1/2014 for the C000000003 customer, which isn't assigned to any customerprice class.

The system suggests the $70 promotional price that is defined for the BASE customerprice class and effective on 1/1/2014.


c. Change the invoice date to 3/1/2014.

The system suggests the $100 current price that is defined for the BASE customer priceclass and will be used from 3/1/2014 after the promotional price expires.

d. On the Invoices and Memos AR301000 form, select the CONSULT non-stock item in theinvoice for 1/1/2014 for the C000000001 customer, which is assigned to the PARTNERcustomer price class.

The system suggests the $90 current price that is defined for the PARTNER customerprice class and effective on 1/1/2014.

6. Analyze how the zero last price isn't suggested if there is a non-zero price at the lower level (youdon't have to save the invoice):

a. On the Sales Prices AR202000 form, for the BASE customer price class, update thecurrent price to $120 from 1/1/2014 so that the last price becomes $100 and greaterthan zero.

b. On the Invoices and Memos AR301000 form, select the CONSULT non-stock item in theinvoice for 12/31/2013 for the C000000001 customer, which is assigned to the PARTNERcustomer price class.

The system suggests the $100 last price of the BASE customer price class, because thereis no effective current price for PARTNER on 12/31/2013 and the last price for PARTNER iszero.


Lesson 30: Customer DiscountsIn this lesson, you will configure the discounts that your company gives on services delivered to theircustomers.

You can configure line, document, and group discounts. When you create an invoice or memo on theInvoices and Memos (AR301000; Finance > Accounts Receivable > Work Area > Enter) form, thesystem applies the discounts if there are any defined in the system. At first, the best available linediscount applies to the Ext. Price of the line. The extended price after the line discount is displayed inthe Amount of the line. The total Amount of lines is displayed in the Detail Total box of the documentsummary. Then, all applicable group discounts are applied to the corresponding group totals exceptingthe lines that are automatically excluded from the discountable amount. After that, the best availabledocument discount applies to the amount that equals the detail total less the automatically excludedline amounts less the group discount total. The discount total that is the sum of the group discount totaland the document discount amount is displayed in the Discount Total box. The final document amountafter all deducted discounts is displayed in the Balance box of the invoice summary. The Balanceamount equals the Detail Total less the Discount Total of the document.

When you release the invoice, the AR account is debited to the invoice balance and the sales accountis credited to the detail total. If the discount (expense) account isn't specified in the customer account,the discount total is debited to the sales account.

The prices and discounts that you define in the Accounts Receivable module can also be used in the SalesOrders module of the Distribution suite.


1. On the Non-Stock Items (IN202000; Finance > Accounts Receivable > Work Area > Manage)form, for the CSTMZATION item, specify the 000-CU-00 sales subaccount.

2. On the Customers (AR303000; Finance > Accounts Receivable > Work Area > Manage) form, forthe C000000004 customer (KRK Consulting Service) select the PARTNER customer price class inthe Price Class ID box on the Delivery Settings tab.

3. Define the automatic line discount of 5% that you give for the consulting and customizationservice if the customer purchases 5 and more hours of the service:

a. On the Discount Codes (AR209000; Finance > Accounts Receivable > Configuration >Manage) form, add a record for the line discount code that can be applied to the linedepending on a non-stock item:

• Discount Code: LI

• Description: Line discount item

• Discount Type: Line

• Applicable To: Item

• Auto-Numbering: Selected

b. On the Discounts (AR209500; Finance > Accounts Receivable > Work Area > Manage)form, define the 5% line discount that depends on the purchased quantity of theCONSULT and CSTMZATION non-stock items:

a. Select LI in the Discount Code box to create a discount entry.

b. Specify the following parameters of the discount:

• Discount By: Percent

• Break By: Quantity

• Description: Line discount item 5%

Discounts can be promotional—that is, effective during the specified period of time.To define a promotional discount, select the Promotional check box in the discountsummary and specify the effective and expiration dates.


c. On the Items tab, add the CONSULT and CSTMZATION non-stock items to thetable.

d. On the Discount Breakpoints tab, specify the 5% discount that you give for 5 andmore hours on purchase of each item starting from 1/1/2014, click Save and thenclick Update Discounts on the form toolbar to set the discount:

• Pending Break Quantity: 5.00

• Pending Discount Percent: 5.00

• Pending Date: 1/1/2014

You can apply line discounts to either the extended price or unit price of the line. Bydefault, line discounts apply to the extended price of the line because the Apply LineDiscount to option is set to Item Extended Price on the Price/Discount Calculation tabof the Accounts Receivable Preferences (AR101000; Finance > Accounts Receivable >Configuration > Setup) form. To apply line discounts to the unit price of the line, select ItemPrice in the Apply Line Discount to option. The option sets the calculation base for all linediscounts that you define in the system.

4. Define the automatic line discount of 3% that you give to the customers that are assigned to thePARTNER customer price class if they purchase 5 and more hours of any service:

a. On the Discount Codes AR209000 form, add a record for the line discount code that canbe applied to the line depending on a customer price class:

• Discount Code: LCPC

• Description: Line discount customer price class

• Discount Type: Line

• Applicable To: Customer Price Class


b. On the Discounts AR209500 form, define the 3% line discount that depends on the linequantity purchased by customers of the PARTNER customer price class:

a. Select LCPC in the Discount Code box to create a discount entry.




• Description: Line discount customer price class 3%

c. On the Customer Price Classes tab, add the PARTNER customer price class to thetable.

d. On the Discount Breakpoints tab, specify the 3% discount that you give for 5 andmore hours purchased by customers of the selected customer price class startingfrom 1/1/2014, click Save and then click Update Discounts on the form toolbar toset the discount:




5. On the Invoices and Memos AR301000 form, log in to the ABCERP branch and create the invoicefor the C000000004 customer for 1/1/2014.

6. On the Document Details tab, add the lines with the CONSULT, SUPPORT, and CSTMZATION non-stock items of the 3, 5, and 5 hours and the $90, $100, and $100 unit price respectively.

The system has applied the best available discount to each line in the invoice. In the linewith CONSULT, the discount is zero because the quantity is less than 5 hours. In the line withSUPPORT, the discount is 3%, which is the only line discount that can be applied to this line, the


discount that you give to the customers of the PARTNER customer price class. In the line withCSTMZATION, the discount is 5%, which is the best available one among 5% that you give forthe item and 3% that you give to the customers of the PARTNER customer price class.

You can make the system skip automatic line discounts if a special price is defined for the customeron the item that is selected in the document line. To do this, select the Ignore Configured DiscountsWhen Customer-Specific Price is Defined check box on the Price/Discount Calculation tab of theAccounts Receivable Preferences AR101000 form.

7. Save but do not release the invoice to be able to edit the document.

8. Define the automatic document discount of $10 that you give to the C000000004 customer ifthey purchase any services to the amount of $1000 and more:

a. On the Discount Codes AR209000 form, add a record for the document discount code thatcan be applied to the detail total depending on a particular customer:

• Discount Code: DC

• Description: Document discount customer

• Discount Type: Document

• Applicable To: Customer


b. On the Discounts AR209500 form, define the $10 document discount that depends on thedetail total amount of the C000000004 customer:

a. Select DC in the Discount Code box to create a discount entry.


• Discount By: Amount

• Description: Document discount customer $10

c. On the Customers tab, add the C000000004 customer to the table.

d. On the Discount Breakpoints tab, specify the $10 discount that you give to thecustomer if they purchase services to the amount of $1000 and more starting from1/1/2014, click Save and then click Update Discounts on the form toolbar to setthe discount:

• Pending Break Amount: 1000.00

• Pending Discount Amount: 10.00


9. On the Invoices and Memos AR301000 form, select the invoice that you have created for theC000000004 customer for 1/1/2014 and select Actions > Recalculate Prices and Discounts onthe form toolbar to recalculate the discounts in the document with the parameters listed belowand save the changes.

• Recalculate: All Lines

• Set Current Unit Prices: Selected

• Recalculate Discounts: Selected

• Override Manual Line Discounts: Cleared

Because the Detail Total is greater than $1000, the system has applied the $10 documentdiscount to the invoice. On the Discount Details tab, you can see the applied document discount.

10. On the Discount Codes AR209000 form, for the LCPC discount code, select the Exclude FromDiscountable Amount check box and save the changes.

11. On the Invoices and Memos AR301000 form, select the invoice that you have created for theC000000004 customer for 1/1/2014 and select Actions > Recalculate Prices and Discounts onthe form toolbar to recalculate the prices and discounts with the parameters listed below.






No document discount is applied because the discountable amount is $270 + $475 = $745,which is less than $1000. The Discount Details tab is empty. The $485 amount of the line withthe SUPPORT item has been excluded from the discountable amount of the detail total becauseyou have set automatic exclusion of the LCPC line discount, which applies to the line.

12. In the line with CSTMZATION, specify the 10.00 quantity and save the changes.

Now the discountable amount is greater than $1000. On the Discount Details tab, you can seethat the document discount has been applied to $1220 of the $1705 Detail Total. The amountto which the document discount has been applied is the Detail Total minus the total amountof lines to which the automatically excluded line discounts apply. Because the invoice has oneautomatically excluded line with the LCPC discount, the discountable amount to which thedocument discount applies is $1705 - $485 = $1220.

13. Apply the LI line discount as a manual discount:

a. On the Discount Codes AR209000 form, for the LI discount code, select the Manual checkbox and save the changes.

b. On the Invoices and Memos AR301000 form, select the invoice that you have createdfor the C000000004 customer for 1/1/2014 and select Actions > Recalculate Prices andDiscounts on the form toolbar to recalculate the prices and discounts with the parameterslisted below.





In the line with CSTMZATION, the best available automatic line discount is 3% LCPC thatcomes from the PARTNER customer price class. The LI discount code is now manual andtherefore doesn't participate in the automatic selection of the best available line discount.However, you can specify the LI discount code manually.

c. In the line with the CSTMZATION item, select the LI discount code in the Discount Codebox and save the changes.

Figure: Discounts applied to the invoice

The 5% line discount now applies to the line. The selected Manual Discount check boxindicates that either the manual discount has been selected in the line or the discountpercent or discount amount has been manually changed in the line.

Alternatively, you can specify the needed Discount Percent or Discount Amount in a linewithout selecting the Discount Code.

14. Define the automatic group discount of 5% that you give to the customers that are assigned tothe PARTNER customer price class if they purchase 5 and more hours total of the consulting andcustomization service:


a. On the Discount Codes AR209000 form, add a record for the group discount code that canbe applied to the group total depending on a combination of a customer price class and anon-stock item:

• Discount Code: GCPC0I

• Description: Group discount customer price class and item

• Discount Type: Group

• Applicable To: Customer price class and item


b. On the Discounts AR209500 form, define the 5% group discount from the GCPC0Idiscount code:

a. Select GCPC0I in the Discount Code box to create a discount entry.




• Description: Group discount customer price class and item 5%

c. On the Items tab, add the CONSULT and CSTMZATION items to the table.

d. On the Customer Price Classes tab, add the PARTNER customer price class to thetable.

e. On the Discount Breakpoints tab, specify the 5% discount that you give to thecustomer of the PARTNER customer price class if they purchase 5 and more hoursof the CONSULT or CSTMZATION service starting from 1/1/2014, click Save andthen click Update Discounts on the form toolbar to set the discount:




15. On the Invoices and Memos AR301000 form, select the invoice that you have created for theC000000004 customer for 1/1/2014, select Actions > Recalculate Prices and Discounts on theform toolbar to recalculate prices and discounts with the parameters listed below and save thechanges.





The 5% group discount has been applied to the $1220 group total of the CONSULT andCSTMZATION lines because their total quantity is 13 that is greater than 5. The total quantity ofthese lines meets the group discount condition: for each line, the item is one that is required forthe group discount and the customer price class is one that is required for the group discount.The document discount is applied to the discountable amount that equals the Detail Total minusthe automatically excluded line amounts minus the group discount total, $1705 - $485 - $61 =$1159. On the Discount Details tab, you can see the applied group and document discounts.

Additionally, you can enable the warning that appears on the Invoices and Memos AR301000 formif the average discount percent in the document exceeds the limit specified for the customer classin the Group/Document Discount Limit (%) box on the Customer Classes (AR201000; Finance> Accounts Receivable > Configuration > Setup) form. The average discount percent is equal tothe total Discount Amt. divided by the total Discountable Amt. that are displayed on the DiscountDetails tab.


16. On the Discount Codes AR209000 form, for the GCPC0I discount code, select the Skip DocumentDiscounts check box and save the changes.

17. On the Invoices and Memos AR301000 form, select the invoice that you have created for theC000000004 customer for 1/1/2014, select Actions > Recalculate Prices and Discounts on theform toolbar to recalculate prices and discounts with the parameters listed below and save thechanges.





The $10 document discount has been removed. Once the document has a group discountfor which the Skip Document Discounts check box is selected, the system doesn't apply thedocument discount. Therefore, the final Discount Total of the invoice is $61 and the Balance is$1644.00.

If you want to remove a group or a document discount from a certain document so that it willnever apply to this particular document on editing lines or recalculation of the prices and discountsin the document, select the Skip Discount check box for the unnecessary discount on the DiscountDetails tab. You can also add manual group and manual discounts to the document by using thistab.


Lesson 31: Customer Payments by Credit CardThe ABC ERP Solutions company has customers who purchase services on a regular basis. Thesecustomers want to pay their invoices by credit card, and the company has decided to accept creditcard payments. The company has set up a merchant account from MyBank and purchased a paymentgateway service from Authorize.Net to be able to accept credit card payments and process them inAcumatica ERP. From the merchant account, MyBank will deposit the funds to the checking account ofthe ABC ERP Solutions company in the same bank.

In this lesson, you will configure the system for processing credit card payments and then see howto process the payments in test mode. Acumatica ERP supports processing credit card paymentsthrough the Authorize.Net payment gateway in Card Not Present PCI DSS compliant mode. The diagrambelow shows how the payments are processed across Acumatica ERP, the payment gateway, and thecompany's merchant and bank accounts.

1. At first you enter a credit card payment in the system with the cash account that representsthe merchant account and process the credit card (CC) payment through the gateway. You canauthorize, capture, void, and refund the CC payment. For example, you have authorized andcaptured $100 from a credit card. The information and status of the CC processing transactionsthat have been executed at the payment gateway appear in the details of the AR payment.After the CC payment is captured, you release the AR payment in the system and the followingtransaction is generated:

• Merchant account Dr, $100

• Accounts Receivable Cr, $100

2. On a daily basis, you receive a merchant statement that shows the settlement amount depositedto your bank account by the end of the operating day. To reconcile the settlement amount withthe credit card payments, you can review the CC processing transactions in the system and inthe merchant interface of the payment gateway. Suppose you have only one $100 CC paymentand the settlement amount is $100, so that the amounts are reconciled.

3. After the settlement amount and the total amount of CC payments are reconciled, you processthe deposit to the amount of the settlement from the merchant account to the bank account inthe system. On release of the deposit, the system generates the transaction that is shown below.In the bank statement, the settlement also appears as the deposit in the account; therefore, youcan more easily reconcile the bank account balance after you have processed the deposit in thesystem.

• Merchant account Cr, $100

• Bank account Dr, $100


Figure: Credit card payment process

You can process credit card payments in the Accounts Receivable module of the Finance suite and in theSales Orders module of the Distribution suite of Acumatica ERP. Also, you can develop your own AcumaticaERP plug-in to integrate the credit card processing in the system with other than Authorize.Net paymentgateway.


1. Create the 102050-ERP cash account that represents the merchant account in the system:

a. On the Chart of Accounts (GL202500; Finance > General Ledger > Configuration >Manage) form, add the 102050 asset account:

• Account: 102050

• Account Class: CASHASSET

• Type: Asset

• Description: Merchant Account

You have to define one asset account by currency in which you accept credit cardpayments to the merchant account. In this course, you use only one currency and youaccept credit card payments in only currency.

b. On the Cash Accounts (CA202000; Finance > Cash Management > Work Area > Manage)form, create the 102050-ERP cash account for the merchant account of the ABC ERPSolutions company:



• Account: 102050 (Merchant Account)


• Branch: ABCERP

• Description: Merchant Account ERP Solutions

• Clearing Account: Selected


You have configured the merchant account as a clearing account to be able to processdeposits in the system from the merchant account to the bank account for easierreconciliation of the bank account with the bank statement.

2. Create the AUTHNETUSD processing center:

a. On the Processing Centers (CA205000; Finance > Cash Management > Configuration >Setup) form, create the AUTHNETUSD processing center with the following parameters:

• Proc. Center ID: AUTHNETUSD

• Name: Authorize.Net USD



• Payment Plug-In (Type): PX.CCProcessing.AuthorizeNetTokenizedProcessing

• Transaction Timeout (Sec.): 0

The processing center represents the connection to the payment gateway for the CCprocessing transactions in a certain currency. The cash account specifies the currency inwhich the system will make the authorization and capture transactions to the gateway.The selected Payment Plug-In is a built-in credit card processing plug-in that interactswith the payment gateway in PCI DSS compliant mode. In this mode, the customer isidentified between the system and the gateway by the customer profile ID and the creditcard is identified by the payment profile ID. Sensitive information of the credit card isneither stored in Acumatica ERP nor transferred between the system and the paymentgateway.

The Transaction Timeout (Sec.) setting is not is not used for the tokenized plug-in; theconnection timeout for the tokenized plug-in is configured in the TIMEOUT parameter onthe Settings tab.

b. Click Import Settings from Processing Type to be able to specify the connection settingsfor the processing center; the settings depend on the selected payment plug-in.

c. In the example of this lesson, you will use the payment gateway in test mode. On theSettings tab, specify the connection settings listed in the table below and save thechanges.

To get a test account at the Authroize.Net payment gateway, you have to create asandbox account at http://developer.authorize.net/#sandbox with Card Not Presentaccount type.

Test mode connection settings for Authorize.Net

ID Value

APIURL https://apitest.authorize.net/soap/v1/Service.asmx

MERCNAME The API Login ID of your sandbox account

TESTMODE 1

TIMEOUT 10


ID Value

TRANKEY The Transaction Key of your sandbox account

For the information on settings for live mode, see the Integration With Authorize.Net articlein the Acumatica ERP User Guide by the link below.

d. Click Test Credentials to check whether you have properly specified the connectionsettings.

e. Configure the Acumatica ERP website for HTTPS connections.

The secure connection with a Secure Socket Layer (SSL) certificate is required for makingtransactions to the Authorize.Net payment gateway through the Acumatica ERP website.For information on how to configure the website for HTTPS, see the Microsoft InternetInformation Services (IIS) documentation.

The connection to the payment gateway is ready. Now you have to create a payment method forcredit cards. You can create one payment method for all credit cards. Alternatively, to categorizepayments in Acumatica ERP by card payment system, you can create a payment method foreach payment system supported at the gateway and specify the same merchant account in allpayment methods.

3. Create the VISA payment method to accept customer payments by Visa credit card:

a. On the Payment Methods (CA204000; Finance > Cash Management > Configuration >Setup) form, create the VISA payment method with the following information:

• Payment Method ID: VISA

• Means of Payment: Credit Card

• Description: Visa card payments

• Use in AP: Cleared


• Require Remittance Information for Cash Account: Cleared

b. On the Settings for Use in AR, select the Integrated Processing check box.

c. On the Processing Centers tab, add a record with the AUTHNETUSD processing center:



• Default: Selected

d. On the Allowed Cash Accounts tab, add the 102050-ERP cash account to the table, selectthe following settings for the cash account and save the changes:


• AR Default: Selected

• AR - Suggest Next Number: Selected

• AR Last Reference Number: 000000

You have configured automatic assignment of payment reference numbers to ARpayments that have the VISA payment method and the 102050-ERP cash accountbecause you have to numerate AR payments in the system. The payment referencenumber will be automatically inserted into the Payment Ref. box of the AR payment whenyou select the VISA payment method and the 102050-ERP cash account in the payment.The first payment will get 000001 in Payment Ref.

4. On the Cash Accounts CA202000 form, select the 102000-ERP cash account and add the102050-ERP cash account with empty Payment Method and Charges Type to the table on theClearing Accounts tab.


MyBank will deposit funds from the merchant account to the 102000-ERP checking account. Tobe able to process the deposits in the system, you have specified the merchant account as theclearing account for 102000-ERP.

5. The Bestype Image and Precision Photos customers want to pay their invoices by Visa creditcard. For each card of the customer, you have to create the customer payment method that willrepresent their card in the system. Create the customer payment method for the Visa card of theBestype Image customer:

a. On the Customers (AR303000; Finance > Accounts Receivable > Work Area > Manage)form, select the C000000007 (Bestype Image) customer and click Add Payment Methodon the table toolbar of the Payment Methods tab.

b. On the Customer Payment Methods (AR303010; Finance > Accounts Receivable > WorkArea > Manage) form that appears for adding a customer payment method, specify thefollowing information:


• Payment Method: VISA



c. On the Payment Method Details tab, click Create New on the table toolbar to link thecustomer's card to the payment method.

The Add Payment popup window of the Authorize.Net payment gateway appears.

d. In the Add Payment window, enter the customer's Visa card information. Specify thedemo Visa card and click Save:

• Card Number: 4007000000027 (you get a demo Visa card number with yourAuthorize.Net sandbox account)

• Expiration Date: 12/15 (any date that is greater than your current date;Authroize.Net checks the date in test mode)

• Address: 12 Great Street (any address; required for Visa)

• Zip: 12300 (any code; required for Visa)

The card information is sent from the browser directly to the payment gateway. Whenyou create the first payment method of a customer, the payment gateway generatesthe Customer Profile ID that is then used to identify the customer across the paymentgateway and your system. As soon as you enter the customer's card information, thepayment gateway generates the Payment Profile ID that is then used to identify thecustomer's card across the payment gateway and your system. The Customer ProfileID and the Payment Profile ID are saved to the customer payment method instead ofany information of the card. The Card/Account No: box displays the card identifier in thesystem, which consists of the payment method ID and the last four numbers of the creditcard. Such format complies with PCI DSS.

To add one more Visa card of the same customer, you have to create another paymentmethod of this customer and click Create New on the Payment Method Details tab to linkanother card with the new payment method.

Now you can process the payments from the Visa card of the Bestype Image customer.

6. On the Customer Payment Methods AR303010 form, create another VISA:****-****-****-8888customer payment method for the C000000009 (Precision Photos) customer. (You can use thesecond demo Visa card number that you get with your sandbox account.)

7. Process the credit card payments from the Bestype Image and Precision Photos customers:

a. On the Accounts Receivable Preferences (AR101000; Finance > Accounts Receivable >Configuration > Setup) form, select the Integrated CC Processing check box and save thechanges.


This setting makes the credit card processing steps required for Accounts Receivablepayments so that you cannot release a card payment in the system until you capture thepayment through the gateway, and the payment is automatically released in the systemon capture. We recommend that you select the Integrated CC Processing check box ifyou accept credit card payments. If the check box is cleared, you can release the cardpayments independently from processing through the gateway.

b. On the Payments and Applications (AR302000; Finance > Accounts Receivable > WorkArea > Enter) form, capture the $8747.66 payment for the INV000042 invoice from theVisa card of the Bestype Image customer on 2/1/2014:

a. Create a payment with the following information:

• Type: Payment

• Customer: C000000007 (Bestype Image)


• Card/Account No: VISA:****-****-****-0027




• Payment Ref.: 000001 (assigned automatically)


• Description: Credit card payment


b. On the Documents to Apply tab, select the INV000042 invoice with the $8747.66amount paid and select Actions > Capture CC Payment on the form toolbar.

The credit card payment has been successfully captured through the gateway andreleased in the system. On the Credit Card Processing Info tab, you can see theinformation and status of the authorize and capture transaction at the gateway.The AR payment has been automatically released after the capture.

To review all credit card processing transactions that have been executed at thepayment gateway within the specified period of time, you can use the PaymentProcessing Log (AR406500; Finance > Accounts Receivable > Work Area > Explore)form. To review the transactions for a certain credit card, you can use the PaymentMethod Transaction History (AR406000; Finance > Accounts Receivable > Work Area> Explore) form by selecting the card in the Identifier box on the form.

c. On the Payments and Applications AR302000 form, capture the $25780.00 payment forthe INV000043 invoice from the Visa card of the Precision Photos customer on 2/1/2014:

• Type: Payment

• Customer: C000000009 (Precision Photos)


• Card/Account No: VISA:****-****-****-8888




• Payment Ref.: 000002 (assigned automatically)


• Description: Credit card payment



• Documents to Apply, Document Type: Invoice, Reference Nbr.: INV000043, AmountPaid: 25780.00

Assuming that there are no other transactions in your merchant account, in the merchantinterface of Authorize.Net for your sandbox account (https://sandbox.authorize.net/), you seethe $34527.66 total of unsettled transactions for 2/1/2014.

You can use the Generate Payments (AR511000; Finance > Accounts Receivable > Processes >Credit Card Processing) form to generate payments from invoices in which a customer's creditcard is selected in the default payment information of the invoice. Then you can capture multiplepayments at once by using the Capture Payments (AR511500; Finance > Accounts Receivable >Processes > Credit Card Processing) form. For regular processing, you can schedule the paymentgeneration and the payment capturing processes on these forms.

8. On 2/2/2014, you receive the merchant statement that shows $34527.66 settled to your bankaccount for the 2/1/2014 operating day. Make the $34527.66 deposit from the 102050-ERP tothe 102000-ERP cash account in the system:

a. On the Bank Deposits (CA305000; Finance > Cash Management > Work Area > Enter)form, create the deposit with the following information:

• Tran. Type: CA Deposit


• Document Ref.: 3635585 (you can specify the number from the merchantstatement)

• Deposit Date: 2/2/2014


• Description: Settlement

b. On the Payments tab, add the two credit card payments that you have processed on2/1/2014 to the deposit.

The total of captured payments in the system must equal the settlement amount shownin the merchant statement. The settlement amount is deposited from the merchantaccount to the bank account by the end of the operating day.

You can process the merchant account fees and the payment gateway fees as thedisbursement cash entries in the merchant account in the system. Or, you can create thevendor accounts for the merchant account provider and the payment gateway provider andprocess the fees as AP bills.

c. Release the deposit.

9. On the Cash Account Transactions (CA303000; Finance > Cash Management > Work Area >Explore) form, select the 102000-ERP cash account and review the transactions for the 2/1/2014- 2/28/2014 period of time.

You can see the $34527.66 deposit transaction on 2/1/2014 in the cash account. You will be ableto reconcile the deposit transaction with the next bank statement for 2/28/2014.

Related LinksCard PaymentsIntegration With Authorize.NetProcessing Center Settings

http://partner.acumatica.com/Main.aspx?ScreenId=WP000000&PageID=df8b048c-059f-4ef3-9174-6d8d1dab91e0

http://partner.acumatica.com/Main.aspx?ScreenId=WP000000&PageID=f461ef05-803e-4a72-8178-97303f54e9a9

http://partner.acumatica.com/Main.aspx?ScreenId=WP000000&PageID=cb183799-5efc-4225-a2b1-a0d14f268289

| Appendix A: Closing Procedure Checklist | 128

Appendix A: Closing Procedure Checklist

You can use this checklist to make sure that you have performed all necessary procedures before youclose a financial period in the modules of Acumatica ERP.

Accounts Receivable

1. Generate the recurring transactions, if any.

2. Print out and review the AR Edit (AR611000; Finance > Accounts Receivable > Reports > Audit)report. Release the documents that should be processed in the financial period you are going toclose.

3. Apply the open payments/prepayments/credit memos to the appropriate outstanding ARdocuments.

4. Write off small balances and credits, if necessary.

5. Generate overdue charges, if necessary.

6. Reconcile the customer balances with the balance of GL accounts by using the AR Balance by GLAccount (AR632000; Finance > Accounts Receivable > Reports > Balance) report.

7. Prepare the customer statements.

8. Prepare the dunning letters, if required.

9. Revalue the customer accounts that are maintained in a foreign currency, if any.

10. Print out and file the AR Aged Past Due (AR631000; Finance > Accounts Receivable > Reports >Balance) report and other AR reports that are required by your company's policy.

11. Close the financial period in the Accounts Receivable module.

Accounts Payable


2. Print out and review the AP Edit (AP610700; Finance > Accounts Payable > Reports > Audit)report. Release the documents that should be processed in the financial period you are going toclose.

3. Apply the open prepayments/debit adjustments to the appropriate outstanding AP documents.

4. Reconcile the vendor balances with the balances of GL accounts by using the AP Balance by GLAccount (AP632000; Finance > Accounts Payable > Reports > Balance) report.

5. Revalue the vendor accounts that are maintained in a foreign currency, if any.

6. Print out and file the AP Aged Past Due (AP631000; Finance > Accounts Payable > Reports >Balance) report and other AP reports that are required by your company's policy.

7. At the end of the calendar year, print out the 1099-MISC Form (AP653000; Finance > AccountsPayable > Reports > Forms) report and close the year for 1099 payments.

8. Close the financial period in the Accounts Payable module.

Cash Management

1. Print out and review the CA Edit (CA612000; Finance > Cash Management > Reports > Audit)report. Release the transactions that should be processed in the financial period you are going toclose.


2. Import the bank statements for cash accounts, if necessary.

3. Reconcile the cash accounts with the bank statements, if required.

4. Reconcile the cash account balances with the balances of GL accounts by using Cash AccountTransactions (CA303000; Finance > Cash Management > Work Area > Explore) form.

5. Close the financial period in the Cash Management module.

Deferred Revenue

• Perform the deferred revenue and expense recognition, if necessary.

Fixed Assets

1. Print out and review the Open FA Documents (FA651000; Finance > Fixed Assets > Reports >Audit) report. Release the transactions that should be processed in the financial period you aregoing to close.

2. Depreciate the fixed assets for the period.

3. Reconcile the fixed assets with the balances of GL accounts by using the FA Balance (FA630000;Finance > Fixed Assets > Reports > Balances) report.

4. Close the financial period in the Fixed Assets module.

Taxes

At the end of a tax period:

1. Prepare the tax report.

2. Print out and review the Tax Details (TX620500; Finance > Taxes > Reports > Balances) andthe Tax Summary (TX621000; Finance > Taxes > Reports > Balances) reports. Make the taxadjustments, if necessary.

3. Reconcile the balances by the Tax Details by GL Account by Date (TX622500; Finance > Taxes >Reports > Balances) report with the balances of GL accounts.

4. Close the tax period.

Inventory

1. Print out and review the Inventory Edit Summary (IN610500; Distribution > Inventory > Reports> Audit) report. Release the transactions that should be processed in the financial period you aregoing to close.

2. Reconcile the inventory with the balances of GL accounts by using the Inventory Valuation(IN615500; Distribution > Inventory > Reports > Balances) report.

3. Close the financial period in the Inventory module.

General Ledger


2. Calculate and post the accruals for the unrecorded expenses and revenue, if necessary.

3. Print out and review the GL Edit Summary (GL611500; Finance > General Ledger > Reports >Audit) report. Release the transactions that should be processed in the financial period you aregoing to close.


4. Review the Post Transactions (GL502000; Finance > General Ledger > Processes > Daily) formand post all batches that should be posted to the financial period that you are going to close, ifany.

5. Revalue the GL accounts denominated to foreign currencies.

6. Process the allocations, if necessary.

7. Translate the account balances into the reporting currency, if necessary.

8. Consolidate the subsidiary data into the parent company, if necessary.

9. Print out and file the Balance Sheet, Profit & Loss, and other GL reports that are required by yourcompany's policy.

10. Close the financial period in the General Ledger module.

11. Make the financial period inactive, if necessary.

| Appendix B: Cross-Check Recommendations for Data Verification | 131

Appendix B: Cross-Check Recommendations forData Verification

To verify the data that has been imported into the system, you can use the following methods:

• For customers and vendors, check that the number of the imported accounts in the system isequal to the number of customers and vendors in the source file.

You can review the summary of the imported vendor accounts by using the Vendor Summary(AP655000; Finance > Accounts Payable > Reports > Audit) report. For customer accounts, youcan use the Customer Summary (AR650500; Finance > Accounts Receivable > Reports > Audit)report.

• Make random verification of information imported into a customer account and vendor account.Verify the first, the last, and approximately 10% randomly selected accounts.

If you have imported 90 customers, verify 9 customers: the first one, the last one, and 7 atrandom. You can review the information of an imported vendor account by using the Vendors(AP303000; Finance > Accounts Payable > Work Area > Manage) form and by using the VendorDetails (AP655500; Finance > Accounts Payable > Reports > Audit) report. For customeraccounts, you can use the Customers (AR303000; Finance > Accounts Receivable > Work Area >Manage) form and the Customer Details (AR651000; Finance > Accounts Receivable > Reports >Audit) report.

• For AP and AR documents, check that the number of the imported documents in the system isequal to the number of the documents in the source file.

To review the Accounts Payable documents, you can use the AP Edit (AP610700; Finance >Accounts Payable > Reports > Audit) (to see not yet released documents) and AP Register(AP621500; Finance > Accounts Payable > Reports > Audit) (to see already released documents)reports. To review the Accounts Receivable documents, you can use the AR Edit (AR611000;Finance > Accounts Receivable > Reports > Audit) (to see not yet released documents) and ARRegister (AR621500; Finance > Accounts Receivable > Reports > Audit) (to see already releaseddocuments) reports.

• Make random verification of the amounts of the imported AP and AR documents. To review thedocument amounts, use the reports listed above.

| Appendix C: Constants and Formulas in Import Scenarios | 132

Appendix C: Constants and Formulas in ImportScenarios

If you use an import scenario just once for initial data migration, you can compose a verystraightforward scenario, prepare the Excel file with all data in the appropriate format, and simplymap the source Excel columns to the destination fields in the import scenario. If you import data on aregular basis, you might find it useful to have an import scenario that automatically adjusts the dataexported from an external system for import into the target system. To do this, in the mapping of thesource columns to the destination fields in import scenarios, you can use constants, formulas, and fieldsof the destination object. Below are the notes to the mapping examples that are used in the importscenarios of this course.

Calculated Values

If you prepare data for one-time import, you can calculate everything in the Excel file and use a verysimple import scenario that only maps the destination fields to columns in the Excel file, as we did inthe import scenarios for AP and AR documents. You can import data from Excel columns of any datatype, but you cannot import from formulas. The system doesn't import a value from the column thatcontains an Excel formula like =E3+F3 and leaves the destination field empty. If you use formulasin Excel, next to a column with formula, add another column with values copied from the calculatedcolumn. Then map the value column to the destination field in the import scenario.

Look at the DOC DESCRIPTION column in the OpenAPBills_12-2013_ABCERP.xlsx file. The DOCDESCRIPTION column contains string values and this column is mapped to the destination Descriptionfield in the import scenario for AP documents. At first the descriptions were calculated in the DOCDESCRIPTION (formula) and then copied to the DOC DESCRIPTION column for import.

Columns for import of the document description from the Excel file

DOC DESCRIPTION (formula) DOC DESCRIPTION

=A2&" vendor ref. "&D2&" vendor "&B2 Bill vendor ref. 7670 vendor V000000050

The mapping formula for the Description destination field of AR and AP documents looks as follows:

DOC DESCRIPTION

Composed Strings

If you compose a mapping formula that concatenates values from a number of source columns, youhave to check each column for null as we did for the Transaction Details > Transaction Descriptiondestination field in the import scenario for GL transactions. The following mapping formula inserts astring into the destination field, which consists of the Transaction Description and the Transaction Datefrom the source columns. If the Transaction Description source column is empty, the only TransactionDate is inserted into the destination field. If you didn't check the Transaction Description for null inthe mapping formula, the system would insert empty strings into records for which the TransactionDescription source column is empty.

=IsNull([Transaction Description], '') + ' Tran. Date: ' +[Transaction Date]

Default Values

You can leave an Excel cell empty and specify the default value for the destination field in the importscenario. Look at the COUNTRY column in the VendorsMasterFile.xlsx Excel file. For vendors locatedin the United States, this column is empty in the file. In the import scenario, you specify that the

| Appendix C: Constants and Formulas in Import Scenarios | 133

default country that has been inserted from the vendor class should remain in the destination field if thecountry is not specified for the vendor record in the Excel file. To specify the default country source inthe import scenario, you use the following formula in the mapping of the Country field to the COUNTRYcolumn from the Excel file:

=IIf([COUNTRY]=Null, [DefAddress.CountryID], [COUNTRY])

According to this formula, if the COUNTRY column is empty in the Excel file, the system inserts thevalue that already exists in destination field. If the COUNTRY column isn't empty, the country from theExcel file is inserted into the imported vendor account.

In import scenarios, you can refer to values of the destination fields. The DefAddress.CountryID is areference to the internal field that represents the value in the Country destination field of a vendorrecord being imported into the system. In the Expression Editor of the mapping value, you can view thelist of internal fields that you can use to refer to the destination fields. According to the scenario, thevendor class is inserted before the country, and the system automatically updates the vendor's countryafter the vendor class has been specified. Later in the scenario, the system updates the country forthose records that have the country specified in the COUNTRY column of the Excel file.

You cannot insert empty values into check boxes. By this reason, because you import few 1099vendors, you have to specify the value for the 1099 Vendor check box for every imported record. Allvendors except few ones are not 1099 vendors. Therefore, you specify the default False value for the1099 Vendor check box in the import scenario by using the following formula in the mapping:

=IsNull([1099 VENDOR], 'False')