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X3 Financials Exercise Booklet v3

Booklet

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Tracy Makgane

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0% found this document useful (0 votes)

235 views

X3 Financials Exercise Booklet v3

Booklet

Uploaded by

Tracy Makgane

We take content rights seriously. If you suspect this is your content, claim it here.

Available Formats

Download as PDF, TXT or read online on Scribd

You are on page 1/ 79

Financials

Exercises

Version: July 2019 v3.0

Part #: GLX3-EN-108-12-1c
Financials - Exercises

Important Notice
The course materials provided are the property of The Sage Group plc or its licensors (“Sage”). Please do
not copy, reproduce, modify, distribute or disburse without express consent from Sage.

This material is provided as a general guidance for informational purposes only. Accordingly, Sage does
not provide advice per the information included. The use of this material is not a substitute for the
guidance of a lawyer, tax, or compliance professional. When in doubt, please consult your lawyer, tax, or
compliance professional for counsel. This material is provided on an ”as is” basis. Sage makes no
representations or warranties of any kind, express or implied, about the completeness or accuracy of this
training materials. Whilst Sage may make changes to this training materials at any time without notice,
Sage makes no commitment to update the training materials every time Sage’s products are updated.

The Sage product(s) described herein is/are governed by the terms and conditions per the Sage End
User License Agreement ("EULA") or other agreement that is provided with or included in the Sage
product(s). Nothing in this document supplements, modifies, or amends those terms and conditions.

© 2019 The Sage Group plc or its licensors. All rights reserved. Sage, Sage logos, and Sage product and
service names mentioned herein are the trademarks of The Sage Group plc or its licensors. All other
trademarks are the property of their respective owners.

Table of Contents
LAB 1 - EXPLORE WHAT YOU’VE LEARNED .......................................................................................... 5

LAB 2 - EXPLORE WHAT YOU’VE LEARNED .......................................................................................... 9

LAB 3 - EXPLORE WHAT YOU’VE LEARNED ........................................................................................ 12

LAB 4 - EXPLORE WHAT YOU’VE LEARNED ........................................................................................ 17

LAB 5 - EXPLORE WHAT YOU’VE LEARNED ........................................................................................ 22

LAB 6 - EXPLORE WHAT YOU’VE LEARNED ........................................................................................ 24

LAB 7 - EXPLORE WHAT YOU’VE LEARNED ........................................................................................ 27

LAB 8 - EXPLORE WHAT YOU’VE LEARNED ........................................................................................ 33

LAB 9 - EXPLORE WHAT YOU’VE LEARNED ........................................................................................ 37

LAB 10 - EXPLORE WHAT YOU’VE LEARNED ...................................................................................... 50

LAB 11 - EXPLORE WHAT YOU’VE LEARNED ...................................................................................... 53

LAB 12 - EXPLORE WHAT YOU’VE LEARNED ...................................................................................... 57

LAB 13 - EXPLORE WHAT YOU’VE LEARNED ...................................................................................... 67

LAB 14 - EXPLORE WHAT YOU’VE LEARNED ...................................................................................... 70

LAB 15 - EXPLORE WHAT YOU’VE LEARNED ...................................................................................... 75

IMPORTANT NOTE – Completing exercises

The exercises in this book are intended to be completed in a training environment of Sage X3. Individual
access to this training environment is provided by the instructor for training purposes only.

DO NOT complete any of the activities in this exercise book in your company’s live production folder or
environment for Sage X3.

Lab 1 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

1.1 - Setup: Create a new account plan

Estimated duration: 5 minutes

We are going to be creating a new company to use in our training. Therefore, we need to create a new
chart of accounts. In this exercise, we will be creating a training account plan called TR1 based on the
NA1 account plan. This account plan will define the chart of accounts structure that to use throughout
these exercises.

From the Setup > Organizational structure menu, select Charts of accounts.

Select the NA1 account plan at the Chart code field.

– You can either click the Selection icon in the field to select NA1 (NA legal/anlytic COA) from a list
or select NA1 from the Left list under the Chart of accounts option.

At the Chart code field, highlight NA1 and enter TR1 as the code.

Type Training Chart of Accounts as the description.

Type Train COA as the Short description and Account Num as the Column header.

In the Format section, verify that the account format is 10#.

Click ✓ create.
When prompted, click Yes to Continue and confirm the duplication?

1.2 - Setup: Create and copy new accounts

Estimated duration: 10 minutes

In this exercise, you will create a new accounts receivable account for the TR1 account plan you
previously created.

Under General in the Common data > G/L accounting tables menu, select Accounts.

Click Chart in the Right list and select the TR1 account plan you created previously.

Click New to enter a new account.

Type 12100 as the account number and type Accounts Receivable – Training as the description.

Because this is our Accounts Receivable account, select the Control check box.

Enter ART for the Short code.

Leave the Currency field blank.

Lab 1 - Explore what you’ve learned (continued)

Enter the remaining information on the General tab based on the figure below.

Click the Management tab and complete the following.

– Select the Automatic variances check box, if it is not already selected.

– Select the By account balance option for the assessment type in the Variance type section.

– Select not subjected to tax management.

Click the Miscellaneous tab and complete the following.

– Select the Matchable check box.

– Select Debit for both the default sign and balance sign.

– In the BP authorization section, set the Customer and Miscellaneous B authorization to yes.

Click the Reporting tab.

– Under Reporting codes, enter AR at both the Debit and Credit fields, if not already defined.

Click Create to create the account.

Copy Several Accounts

You have decided to copy the remaining accounts from the NA1 account plan into the TR1 account plan.

With the TR1 account plan still open, click Chart and select the NA1 account plan.

– Note that this plan also has account 12100, which you have created in your account plan.

– Notice that the description is different.

The NA1 account plan is displayed. Under Functions in the Right list, select Copy chart of accounts.

Verify that NA1 is selected at the Copy of chart field. Select the TR1 account plan at the To chart
field.

Click OK.

Review the log report displayed and close the log report page.

Lab 1 - Explore what you’ve learned (continued)

Once completed, click Chart and select the TR1 account plan to verify the accounts were copied
successfully
– Notice that account 12100, which also existed in the NA1 account plan, did not overwrite or
modify the account in your account plan.

Copy Individual Accounts

Using the information, you have learned previously, create the following accounts for the TR1 plan.
Copy the accounts using account 71800 as the basis. Create your own short descriptions and short
codes. Remove any Default accounts.

– 71650 – Training

– 71250 – Remote Employee Expenses

Close the page.

1.3 - Setup: Update the Chart of accounts miscellaneous account

Estimated duration: 5 minutes

Return the Chart of accounts function to enter default account numbers for each plan.

Under Setup > Organizational structure select the TR1 Chart of accounts, if it is not already selected.

On the Miscellaneous Accounts tab enter account 32000 Retained Earnings for the Profit and loss
accounts (Line 11) account. Likewise, make the following entries:

• Enter 99999 Suspense Account for lines 1, 2, 16, 17 and 18.

• Enter 81500 Realized currency gain/loss for lines 3, 5, 6, 9, 12 and 14.

• Enter 81600 Unrealized currency gain/loss for lines 4, 7, 8, 10, 13 and 15.

Click Save and close the page.

1.4 - Setup: Create a new account pyramid

Estimated duration: 2 minutes

In this exercise, create a Gross Profit account pyramid based on the account plan you created previously.
This pyramid will be used for reporting and inquires.

Under General in the Common data > G/L accounting tables menu, select Account pyramids.

Click New.

Type GP as the pyramid ID. Type Gross Profit for the description and GP for the short description.

At the Chart field, select the account plan you created previously (TR1).

Click Create.

Lab 1 - Explore what you’ve learned (continued)

1.5 - Setup: Create account groups

Estimated duration: 8 minutes

In this exercise, create account groups to use in the Gross Margin account pyramid you created. You will
be creating the account groups based on the figure on the following page.

Under General in the Common data > G/L accounting tables menu, select Account groups.

Click Pyramids and select the GP account pyramid you created previously.
Click New.
Now create a new group for the revenue account numbers. At the Group field, type REV as the ID,
Revenue as the group name, and REV as the short description.

Select 4 (Revenue) as the classification.

At the Definition level field, type 25.

At the Print row field, type 10.

In the Accounts section, select accounts:

– 41100 Sales Revenue
– 41600 Sales Revenue – Inter Company
– 41900 Sales Revenue - Clearing

Click Create.

From what you have learned, create a second group for the Cost of Goods Sold (COGS). Include all
accounts that start with a 5.

Classification 5, Definition level 25, and Print row 10.

Associate both groups (REV and COGS) with the GP Total group.

GP Total
Level 10

COGS
REV group
group
Level 25
Level 25

Acct 41100 Acct 41600 Act 4190 Acct 51100 Acct 52* Acct 53* Acct 57* Acct 58*

When you are done, return to the Navigation page.

Under General in the Common data > G/L accounting tables menu, select Account pyramids.

Select the account pyramid you created so you can view the results from the Account groups
function.

Lab 2 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

2.1 - Setup: Create a new dimension type

Estimated duration: 3 minutes

In this exercise, create a new dimension type to track information for sales by Region.

From the Setup > Organizational structure menu, select Dimension types.

Click New.
At the Dim type code field, type REG as the code and Region as the description.

Type Region as the short title and column header.

Type 2A as the format.

Select Change final entries and click Create.

Close the page.

2.2 - Setup: Create values for a dimension type

Estimated duration: 6 minutes

In this exercise, create dimension values for the dimension type you created previously.

Under Analytical in the Common data > G/L accounting tables menu, select Dimensions.

Click Dimension type and select the dimension type you created previously (REG).

Click New to create a new dimension value.

At the Dimension field, enter NE as the value, North East Region as the description, and NE as the
short title.

Click Create.

– Note when creating the dimension type, the system automatically selected the Active, Budget
tracking, and Chargeable check boxes.

Repeat the above steps to add the following additional values.

– SE – South East Region

– SW – South West Region

– NW – North West Region

Close the page.

2.3 - Setup: Create a new Dimension pyramid

Estimated duration: 2 minutes

In this exercise, create a new dimension pyramid based on the dimension type you created previously.

Under Analytical in the Common data > G/L accounting tables menu, select Dimension pyramids.

Click New.

Type REG as the pyramid ID. Type Region for the description and REG for the short description.

Lab 2 - Explore what you’ve learned (continued)

At the Analytical dimension type field, select the dimension type REG that you created previously.

Click Create and close the page.

2.4 - Setup: Create Dimension Groups

Estimated duration: 8 minutes

In this exercise, create several dimension groups to use in the account pyramid you created. You will be
creating the account groups based on the figure on the following page.

Under Analytical in the Common data > G/L accounting tables menu, select Dimension groups.

Click Pyramids in the Right list and select the REG dimension pyramid you created previously.

Click New.
Now create a group for the North dimension values. At the Group field, type NORTH as the ID, North
as the group name, and N as the short title.

At the Definition level field, type 20.

At the Print row field, type 20.

In the Dimensions section, select dimension code NE and NW.

Click Create.

Using the information you have learned, continue to create the remaining Dimension groups using the
figure below.

REG Total
Level 10
Print Row 10

North South
Level 20 Level 20
Print Row 20 Print Row 30

NE NW SE SW

Select the Total Root group and add North and South to the Subgroups.

When you are done, close the page.

Under Analytical in the Common data > G/L accounting tables menu, select Dimension pyramids.

Select the dimension pyramid you created to view the results from the Dimension groups function.

Lab 2 - Explore what you’ve learned (continued)

2.5 - View Impact on Dimensions Based on Dimension Group/Pyramid

Estimated duration: 3 minutes

In this exercise, view information for the dimensions you assigned to a dimension group and pyramid.

Under Analytical in the Common data > G/L accounting tables menu, select Dimensions.

If the REG dimension type is not selected, select it now.

Select dimension code NE and click the Pyramids tab.

Lab 3 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

3.1 - Setup: Create a ledger

Estimated duration: 5 minutes

In this exercise, create a new ledger which is both Legal and Analytical. To do this, we will select an
existing ledger and replace with the TR1 – Training ledger.

From the Setup > Organizational structure menu, select Ledgers.

Select the single or mono ledger for your legislation (NAS for North America).
Type TRL for the ledger code to replace NAS.

Enter Training Ledger 1 as the description. Type TRL1 L/A for the short title.

Select your legislation.

Select all accounting types except Operating budgets, Project management and Consolidation.

Select the new chart of account TR1 as the Chart code.

Set up 4-dimension types; Cost Center, Market, Region and Projects.

If selected, clear Dimensions Required.

Click Create and Continue when prompted to complete the copy and close the page.

3.2 - Setup: Create an Account core model

Estimated duration: 5 minutes

In this exercise, create a new account core model. It will use the legal ledger of TRL for both the main and
analytical ledgers.

From the Setup > Organizational structure menu, select Account core models.

Click New.
Type AM1 for the account core model code.

Type Account Core Model - Training as the description. Type ACM1 for the short description.

Select your legislation.

Select Legal for the main general and main analytical ledgers.

In the Ledgers section, row 1 legal:

– Select No for Auto ledger and select TRL as the Ledger.
– Enter your Currency (for class use USD).
Click Create and close the page.

Lab 3 - Explore what you’ve learned (continue)

3.3 - Setup: Create an accounting code entry transaction

Estimated duration: 3 minutes

In this exercise, you need to create a few accounting codes to go with the new training environment. To
start, create an accounting code entry transaction to link the accounting codes with the training chart of
accounts.

From the Setup > Financials > Accounting interface, select Acc. Code entry transactions.

Click New
Type TRN for the Transaction code and Training for the description.

Select TR1 (Training Legal/Analytical) for the Chart of accounts.

Click Create and close the page.

3.4 - Setup: Create accounting codes

Estimated duration: 6 minutes

In this exercise, create 4 new accounting codes for the training environment (the account numbers used
in this exercise are based on the NA chart of accounts).

From the Setup > Financials > Accounting interface, select Accounting codes.

Select the TRN training entry transaction you just created.

Expand Customer in the Left list.

Select LOCAL – Local Customer.

Select accounts:
– Account 12100 for line 1 Sales
– 20400 for line 4 Invoice to send
– 41100 for line 17 Sales
Click Save.

Expand Supplier in the Left list.

Select LOCAL – Local Supplier.

Select accounts:
– Enter account 20100 for line 1 Purchasing
– 12500 for line 5 Credit memo to receive
– 70900 for line 17 Purchasing
Click Save.

Expand Payment in the Left list.

Select CDISC – Customer Discounts.

Lab 3 - Explore what you’ve learned (continue)

Select accounts:
– 49100 for line 1 Profit
– 49100 for line 2 Loss
Click Save.

Select SDISC – Supplier Discounts. Select accounts:

– 81100 for line 1 Profit
– 81100 for line 2 Loss
Click Save and close the page.

3.5 - Setup: Create a new company

Estimated duration: 8 minutes

As you have learned, companies are one of the building blocks of the Sage X3 system. Companies can
have multiple sites that represent different locations and warehouses, for example.
In this exercise, let’s create a new company to use in this and other exercises.

From the Setup > Organizational structure menu, select Companies.

Select the existing NA10 NA Discrete company, if not already selected.

Type XX50 as the company code, where “XX” represents your legislation (for example, NA50 for
North America or GB50 for Great Britain).

Type Training Bike and Toy Co. as the description for the new company name. Type TRAIN for the
short title.

On the General tab, delete the default site for this company at the Main site field.

Click the ACCT tab

Select AM1 for the account core model.

Enter January 1st of the current year for the first fiscal year.

In the Dimension types/Dimensions section, select RETAILS as the default analytical dimension for
the MAR (Market) dimension type.

On the Addresses tab, change the address to the following.

– 8765 Williams Ave.

Roseville, CA 95678
– Landline number = 9168978855

– Fax number = 9168978856

On the Contacts tab, enter the following contact:

– Robert Williams – Financial and Legal Director

– Department = Admin

– E-mail Address = [email protected]

Click Create and Continue when prompted to complete the copy.

Close the page.

Lab 3 - Explore what you’ve learned (continue)

3.6 - Setup: Create a new site

Estimated duration: 5 minutes

Every company must have at least one financial site. In this exercise, create a new financial site based
on an existing site.

From the Setup > Organizational structure menu, select Sites.

In the Left list, expand the NA10 NA Discrete company and select the existing NA012 Bike & Toy
Products site, if not already selected.

Type XX051 as the site code and Training Site as the site name. Type TRAIN for the short title.

On the General tab, change the legal company to XX50, the company you previously created.

On the Addresses tab, change the address to the following:

– 8765 Williams Ave.
Roseville, CA 95678

– Landline number = 9168978855

– Fax number = 9168978856
On the Contacts tab, enter MGR as the contact code. Enter the contact information below:

– Robert Williams – Financial and Legal Director

– Department = Admin

– E-mail Address = [email protected]

On the Details tab, select the Sales, Purchase, and Stock check boxes, if not already selected. Clear
the Manufacturing and DAS2 check boxes if selected.

The site is open Monday through Friday only.

Click Create and Continue when prompted to complete the copy (this could take time).
Close the page.

Using the information you have learned previously, return to the Companies function and assign the
site you created as the main site for your company.

3.7 - Setup: Create and open a fiscal year

Estimated duration: 6 minutes

Now that we have a company and a site created, we must open the fiscal year so financial transactions
can be recorded. In this exercise, add a fiscal year and open existing ones for the company you created.

From the Common data > G/L accounting tables menu, select Fiscal years.

In the Left list, expand the XX50 company you previously created and select the Legal ledger.

In the Details section, you should automatically see fiscal years 1 – 2, which represent the current
year and next year.

Click Fiscal year in the Right list, verify the first row has Yes and then click OK – this will add an
additional fiscal year to the Details section.
Type Fiscal Year [Year] as the description and FY[Year] as the short title for each line
referencing the corresponding year. (Replace [Year] with the year shown in the Start column.)

Lab 3 - Explore what you’ve learned (continue)

Click Save.

Click Opening in the Right list and select Yes at the Y/N field for the current fiscal year.
Click OK.

Verify the correct fiscal years are open.

Using what you have learned, open the current year for company NA10 and DE10 if they aren’t open.
This will help with future exercises.

3.8 - Setup: Open periods

Estimated duration: 5 minutes

After the year is opened, we must open the fiscal periods. In this exercise, open periods for specific fiscal
years for the company you created.

From the Common data > G/L accounting tables menu, select Periods.

At the Company field, select the XX50 company you previously created,
Click Opening in the upper right corner.

On the Period opening page that appears, scroll through the list of fiscal years/periods and verify that
Yes is selected in the Y/N field for all listed. Click OK to open the periods.

Using what you have learned, open the current year’s periods for company NA10 and DE10, if they
aren’t open. This will help with future exercises.

Close the page.

Lab 4 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

4.1 - Setup: Create a New Journal Code

Estimated duration: 5 minutes

Journal codes define the source journal for journal entries (for example, if you want to restrict the journal
from being used with specific accounts).
In this exercise, modify the description for one of the miscellaneous operations types and create a journal
code restricted to the chart of accounts you created.

To begin, let’s change the description of the Misc. Operations 2 type in the Journal Type Local menu.
From the Setup > General parameters menu, select Local menus.

On the Local menus page, select Financials as the module.

In the Local menu field, click the Selection icon.

From the list displayed, select 613 Journal Type.

Select row 5 and change the description to General Journal.

Click Save and close the page.

When prompted, click OK without selecting to apply the change to all languages.
It is important to note that if you have multiple languages activated; this process will take time to
complete.

Because the changed settings apply to a local menu which is loaded when accessing the program,
you must log out of the program and log back in for the change to take effect. Log out of the program
and log back in now.

Under General in the Common data > G/L accounting tables menu, select Journal codes.

Click New.

Type GEN as the journal code.

Select your legislation (for training use USA).

Type General Misc Entry as the title and Misc Entry as the short title.

We are going to restrict this journal code to XX50. At the Company/site/group field, select the XX50
Training company.

At the type field, select the General Journal type.

Click Create.

Click Status in the Right list and check against the XX50 company that the start of the company’s
fiscal year is the opening start date. There is no end date.
Click Save and close the page.

Take a few minutes to review the other journal codes defined. Once completed, close the page.

Lab 4 - Explore what you’ve learned (continued)

4.2 - Setup: Create a New Document Type

Estimated duration: 8 minutes

In this exercise, create a new document type and set the new journal code as its default.

From Setup > Financials, select Document types.

Click New.
Type GENTR as the document type code and select your legislation.
Type Training General Journal as the title and TRN Journal as the short title.

Select the GEN journal code you previously created for the default journal.

Jump into the sequence number page to create a new one.

In the Sequence number definition page, click New.

Type GENSQ as the sequence counter code and General Journal as the description.

Set the definition level as Site.

Select No RTZ for the RTZ level and select Alphanumeric for the Type.

Enter the components based on the table below:

Component Type Length Formulas

Constant 3 TRN
Site 5
Sequence Number 4
Select Reset to zero in the Miscellaneous section.

Click Create and close the page to return to the Document types page.
Select the Actual, Simulation and Template check boxes for the journal categories.

The only authorized journal types should be Treasury and General Journal (in the Journal type grid,
set Treasury and General Journal to “Yes”)
Select the Open item management check box.

Make sure all ledgers are authorized.

Click Create and close the page.

4.3 - Scenario: Create a new journal entry

Estimated duration: 8 minutes

Training Bike and Toy company has an initial startup of 250,000 dollars. 15,000 cash; 200,000 Finished
goods inventory and 35,000 Funds not deposited.

From the Financials > Journals menu, select Journal entry.

Select 1PAGE 1 page column entry as the transaction selection.

Click New to create a new journal entry.

Select XX051 (Training Site) as the site.

Select GENTR as the entry type.

Lab 4 - Explore what you’ve learned (continued)

Enter today’s date as the date and GEN will default as the journal code.
– Note: Because we specified that the GEN journal code was only available for company XX50, if
you select an alternative site which does not belong to company XX50 you will receive an error
message.

Select Actual as the category and Temporary as the status.

Type AJ 001 for the source document.

Tab through the fields to accept all other defaults. Stop when you are at the first row in the grid.

In the grid, verify XX051 is selected as the site. At the Account Num field, select account 10100.
– Note: It is important to note the various options available for selecting an account. For example,
you can view all accounts by clicking the Selection icon in the field or view them based on a
mnemonic entered for the account.
Type 15000.00 as the debit amount, type Initial Investment for the description. Second line
will be Account 15300 with a debit amount of 200,000.

Tab to the Market field and select Retails.

Line 3, Site is XX051, account is 10400 and debit amount is 35,000.

Using XX051, type a credit amount of 250,000.00 for account 32000, and type Initial
Investment for the description. Tab through the remaining fields.

Click Create.

Because the status of the entry is Temporary, notice that you can still change the debit and credit
amounts. We realize that the cash amount should have been 20,000.00. Make the appropriate
corrections to the debit and credit amounts entered.

At the Status field, select Final.

Now that the status for the entry is Final, try making a change to either the credit or debit amount.

Click Save.

4.4 - Scenario: Create a batch entry and post

Estimated duration: 10 minutes

You need to create a payroll batch that can be used every 2 weeks to post payroll transactions. Because
there are so many lines you will use the batch entry function.

Before starting, let’s verify the Accounting task manger is set to Active. From the Usage > Batch
server menu, select Accounting tasks.
Verify the task status is “Active”. If not, click Activate task ACCENTRY01.

Close the page.

From the Financials > Journals menu, select Batch entry.

Click New.

Lab 4 - Explore what you’ve learned (continued)

Select 1PAGE as the entry transaction, XX051 as the training site (for company XX50), PAYRL as the
journal, and then type Monthly payroll for the description.

The first line in the Input grid should automatically default to Yes at the Entry field. Select PAYRL as
the type, enter today’s date as the date, and select 71400 as the account.

Debit this account for 2,500.00 and J Smith for the description.
Select ACCT-001 for the Cost Center dimension. Tab through the remaining fields in the first line.

On the second line, make sure that No is selected at the Entry field. This is because this line is
associated with the same document as the previous line and makes up the complete journal entry.
Create these lines: No PAYRL XX051 71400 2,000 T Wilson
No PAYRL XX051 71400 1,500 S Barns
No PAYRL XX051 24100 6,000 Payroll

Now, create a new line. Notice on line 5, the document defaulted to Yes; this is because the previous
entry is in balance, so the system assumes you are starting a new entry.
Create an entry using the PAYRL for the document type. The date is today’s date, and the site is
XX051.

Debit account 71100 for 608.00, against Cost Center ACCT-001 and credit account 25300 for 608.00,
both have the description of Payroll taxes.
Verify the batch is in balance in the Totals section and click Create.

Close the page.

From the Financials > Current Processing’s menu, select Batches.

Clear the All companies check box and select company XX50.

You want the journal entries created to be final, so select Final as the status.

Verify that the Log file check box is selected, and the Batch deletion check box is cleared.

Click OK.

Review the log file and close the page.

After completion, verify the entries now show in the Journal entry function (Financials > Journal).
Select the entries made to the PAYRL in the Left list.

Close the page.

4.5 - Setup: Create an Analytical allocation
Estimated duration: 4 minutes

Often, several analytical allocations correspond to one accounting allocation. In that case, the distribution
allows an amount entered to the general ledger to be distributed onto several analytical dimensions (cost
centers).

In this exercise, create a new allocation based on the CCT (Cost Center) dimension type to distribute
costs across 4 cost centers.

Under Analytical in the Common data > G/L accounting tables menu, select Analytical allocations.

Click New.

Type CCSPLIT as the distribution code and Cost Center Split as the description.

In the Dimension types section, select CCT as the dimension type.

Lab 4 - Explore what you’ve learned (continued)

In the Dimension section, enter the remaining information using the table below.

Conversion Factors Cost Center

10 ACCT-001
25 SUPP-001
25 PURC-001
5 MARK-001
After entering the conversion information, click Create.

Close the page.

4.6 - Scenario: Post an Entry Using an Analytical Allocation

Estimated duration: 4 minutes

You need to enter an advertising expense journal entry that uses the CCSPLIT allocation to distribute the
amount entered to one account but multiple dimension values.

From the Financials > Journals menu, select Journal entry.

Select 1PAGE 1 page column entry as the transaction selection.

Click New.

Select XX051 as the site (for the XX50 company), and GENTR – Training General Joural as the entry
type, today’s date, and GEN as the journal.

Select Actual as the category and Final as the status. Accept all other defaults in the Header section.
Distribute 500.00 as a debit to the 70100 account (Advertising). At the Distribution field for this line
item, select the CCSPLIT analytical allocation that you previously created.
Distribute the balance of 500.00 as a credit to the 20100 account (Accounts Payable) and NA009
(ABC Industrial) for the BP. There is no distribution for this line item.

Click Create.
Click the Actions icon for the first row and select Analytical account inquiry to view how the amount
was allocated to the different departments. Review and close function.

Lab 5 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

5.1 - Setup: Create a new Budget Code

Estimated duration: 3 minutes

We’re going to be creating a budget for next year. In this exercise, start the process by creating a new
budget code.

Under Budgets in the Setup > Financials menu, select Budgets.

Click New.
Type the budget code ID TRB.

Type the description Training Budget [Current Year] and short title TRB [Current Year].

Set the Definition level to Company and enter your currency (for this training use USD).

Select the control type Annual and enter the start of the current year as the valid from date and the
end of the current year as the valid until date.

Select Complete for the Budget adjustments.

Select TR1 for the chart of accounts and CCT for the dimension type.

Click Create and close the page.

5.2 - Setup: Create a new Budget Entry Transaction

Estimated duration: 5 minutes

We want to see the Budget and Actual amounts when entering budget transactions. In this exercise,
create a new training Budget entry transaction.

Under Budgets in the Setup > Financials menu, select Budget entry transactions.

Click New.
Type the code TRB01 at the Transaction field.

Type the description Training Budget and short title TRB01.

Enter 4 for the maximum number of dimension types.

Select Dimension for the budget category.

Enter the following Setup lines section.

Column title Content Formula Line Total Displayed

Amount Budget Amount 1 Yes Yes
Actual Amount Actual Amount 1 Yes Yes
Amount Committed Amount 1 No No
committed
Amount Pre-committed Amount 1 No No
precommitted
Total Actual Formula C1-(C2+C3+C4) 0 Yes Yes

Lab 5 - Explore what you’ve learned (continued)

Click Create, it will automatically validate the selections made against the selections and parameters
defined in the program. This process may take a few minutes.
Close the page.
5.3 - Setup: Create a Budget Version
Estimated duration: 3 minutes

Because we have multiple passes when creating the budget, we need multiple versions. In this exercise,
create a new version for your budget.

Under Budgets in the Setup > Financials menu, select Budget versions.

Click New.
Type TRB for the Budget.

Type V1 as the version.

Type the description Initial Version and short title V1.

Select Open for the status.

Select By default.
Click Create.
5.4 - Scenario: Enter Budgets for the Training Budget Code
Estimated duration: 10 minutes

Now that the budget structure has been built, you have been asked to enter the initial budget information
for the new year.

From the Financials > Budgets menu, select Budget entry.

In the Budget entry window, select TRB01 as the transaction code.

In the Criteria section, select TRB as the budget, XX50 as the company, and enter the start of the
current year through to the end of the current year as the period date range. Accept all other defaults.

Enter an account range of 70100 – 70900.

Click OK.
Select ACCT-001 as the cost center.

Enter the annual budget amounts for the accounts listed:

– 70100 = 2,500.00
– 70200 = 1,700.00

– 70300 = 2,400.00

– 70400 = 1,200.00
– 70500 = 1,000.00

– 70600 = 2,800.00

– 70700 = 1,500.00

– 70800 = 1,800.00

– 70900 = 3,000.00

Click Save and close the page

Lab 6 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

6.1 - Setup: Create a new Business Partner

Estimated duration: 5minutes

John’s Bike shop is going to be doing business with us, so we need to add them as a business partner.
In this exercise, create a new Business Partner (BP) for John’s Bike Shop, which will be used in exercises
in this course.

From the Common data > BPs menu, select BPs.

Click New.

Leave the category blank for now.

Type TRBP1 as the BP code, Johns Shop as the short title, and John’s Bike Shop as the
company name (Name 1).

At the Country field, select US and verify the Language field shows ENG.

Click the Addresses tab. In the Addresses section, enter MAIN as the address code and enter the
following address: 8974 Winston Lane, Boyertown, PA 19512
Landline = 610-899-7854
E-mail address = [email protected].
Click the Contacts tab and enter JOHNSON as the contact code.

The contact name is Peter Johnson.

He is a buyer for this company and works in the Purchasing department.

Click Create and close the page.

6.2 - Setup: Modify a customer category

Estimated duration: 4 minutes

Some defaults such as tax and sales rep to be set for all new customers being created from the US
category. In this exercise, modify information for the US customer category.

From the Common data > BPs menu, select Customer categories.

At the Category field, select the US category.

Click the Commercial tab.

At the Sales rep 1 field, select NA104 (Kelly John) as the primary sales rep.
On the Financials tab change the Tax rule to NTX.

Click the Deliveries tab.

Select XX051 is the default shipment site.

Click Save and close the page.

Lab 6 - Explore what you’ve learned (continued)

6.3 - Setup: Create a new customer

Estimated duration: 5 minutes

John’s Bike shop is a new customer that we will be doing business with. In this exercise, enter a new
customer.

From the Common data > BPs menu, select Customers.

Click New.

Select US as the category and type TRBP1 as the customer ID.

– Notice information defaulted based on the BP record you previously defined as well as from the
customer category associated with the customer.

– Information on the Identity tab is the same as discussed for the BPs function.

Click the Addresses tab and verify that the Main address is the default address.

Click the Management tab.

In the Credit section, select the Hold option and enter 10,000.00 as the authorized credit amount at
the Authorized credit field.
Click the Financial tab and verify NTX at the Tax rule field.

Review the remaining information defined for this customer and click the Contacts tab to verify a
contact was created.

Click Create and close the page.

Now create yourself as a customer.

Verify the Business Partner data.

6.4 - Setup: Modify a supplier category

Estimated duration: 4 minutes

Some defaults such as credit options and carrier need to be set for all new suppliers being created from
the US category. In this exercise, modify information for the US supplier category.

From the Common data > BPs menu, select Supplier categories.

At the Category field, select the US category.

Ensure the supplier counter/sequence number is blank.

On the Description tab, select the Check option in the Credit section and clear the default amount, if
one displays.

Click the Commercial tab.

At the Carrier field, select NA501.

Click Save and close the page.

Lab 6 - Explore what you’ve learned (continued)

6.5 - Setup: Create a supplier
Estimated duration: 5 minutes

John’s Bike shop will be a supplier with our company. In this exercise, create a new supplier record.

From the Common data > BPs menu, select Suppliers.

Click New.

Select US as the category and select TRBP1 as the supplier ID.

– Notice information defaulted based on the BP record you previously defined as well as from the
supplier category associated with the supplier.

– Information on the Identity tab is the same as discussed for the BPs function.

– As you view information on the various functions, notice the default settings based on information
you defined for the BP record and the supplier category.

Click the Addresses tab.

Verify that the Main address is the default address

Click the Management tab.

In the Credit section, select the Hold option and enter 5,000.00 as the authorized credit amount.

Click the Financial tab.

Enter NTX for the Tax rule.

Review the remaining information defined for this supplier.

When completed, click Create.

Now that you understand the steps, create a service supplier.

6.6 - Verify the BP Data

Estimated duration: 3 minutes

In this exercise, verify the BP data.

From the Common data > BPs menu, select BPs.

Locate the BP record for the TRBP1 supplier you previously created.

– At this time, you can define information specific to the BP record.

– Notice Supplier is now selected in the Roles section on the Identity tab.
– Also notice the address and contact information is created based on the supplier record you
created

Lab 7 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

7.1 - Setup: Modify payment methods

Estimated duration: 3 minutes

In this exercise, modify settings for the CHQ for USA payment method.

From the Common data > BP tables menu, select Payment methods.

Select the CHQ payment method for USA legislation in the Left list.

Type C for the Statement.

Click Save.

Close the page.

7.2 - Setup: Creating a new payment term

Estimated duration: 8 minutes

In this exercise, you will create a new payment term to collect 25% 15 days after the end of the current
month. Payment terms are used to define the payment conditions used in invoices for both customers
and suppliers. This information is transferred from the BP to documents in the system, such as orders
and invoices in Sales, Purchasing, and AP-AR accounting and can be modified, if required within each
document.

From the Common data > BP tables menu, select Payment terms.

Click New.
At the Payment terms field, type EOM15.

At the Description field, type EOM 15 - Collect 25%.

At the Short description field, type EOM15-25%.

In the grid, at the Method field, select CHQ.

Enter information to satisfy the following conditions:

– Collect 25% 15 days end of current month

– The remaining 75% is to be collected at the end of the next month

Click Create.

Click Simulation in the Right list to perform the following: (Hint if current month is January then 25%
due is February 15th and remainder due March 31st.)
– Simulate with a due date of the 4th for the current month then the 20th.

– Simulate with today’s date and an amount of 150.00.

At the Alt payment terms field, select CC.

At If amount less than enter 1,000 for the alternate threshold.

Click Save.

Click Simulation to simulate with today’s date and a value of 50.

Check the method and due date.

Lab 7 - Explore what you’ve learned (continued)

7.3 - Scenario: Enter a supplier invoice
Estimated duration: 10 minutes

We received an invoice for 1,000.00 from John’s Bike Shop for professional services. It is due upon
receipt and no discount is offered.

From the A/P-A/R accounting > Invoicing menu, select Supplier BP invoices.

Click New.

Use XX051 (Training) as the site and select DIR as the invoice type.

Enter today’s date as the accounting date and select TRBP1 as the supplier.
AP should display automatically in the Control field. If not, select AP (20100).

On the Header tab, the source document date is the 15th of last month, the source document is INC
1256 and the Amount -tax is $1,000. Accept all other defaults such as the currency, pay-to, due date
basis, payment terms, and discounts.

Click the Lines tab.

The information may default based on the setup of the supplier. If it does not default, you must add it
– use 71200 (Professional Services).
Enter 1,000 as the invoice amount minus tax.

Select Services for the purchase type.

Type Design review at the Comment field.

Select ENG-001 at the Cost Center field.

Click Create.
Click Open items in the Right list and verify the Pay Approval method is set to Authorized to Pay.
Click OK to close the window.

Click Post to post/validate the invoice.

Click Yes when prompted to validate.

7.4 - Setup: Enter a Supplier Invoice for recurring invoices

Estimated duration: 8 minutes

Every month we are going to be paying John’s Bike shop for storage rental. In this exercise, you will
create a default supplier invoice to John’s Bike Shop to be used as the monthly storage rental recurring
invoice.

From the A/P-A/R accounting > Invoicing menu, select Supplier BP invoices.

Click New.

Use XX051 (Training) as the site and select DIR as the invoice type.
Enter the 1st of the month as the accounting date and select TRBP1 as the supplier.

On the Header tab, at the Amount -tax field, enter 3,500. Accept all other defaults such as the
currency, pay-to, due date basis, payment terms, and discounts.

Lab 7 - Explore what you’ve learned (continued)

Click the Lines tab.

Enter the expense Account Num for rent (71300).

Enter 3,500 as the invoice amount minus tax.

Select Purchase for the purchase type.

Type Rental charge at the Comment field.

Click Create.

Click Post to post/validate the invoice.

Click Yes when prompted to validate.

7.5 - Scenario: Create a recurring supplier invoice

Estimated duration: 10 minutes

Once the base invoice has been created, you have been asked to setup and generate the recurring
monthly invoices to John’s Bike Shop for storage rental.

From the A/P-A/R accounting > Invoicing menu, select Recurring supplier invoices.

Click New.

Use XX051 (Training) as the site.

Type the description Monthly Rent.

Select the invoice just raised for supplier TRBP1.

Accept all other defaults such as the start date and end date.

Change the recurring frequency for the invoice to Monthly.

Review the information for this recurring invoice and click Create.

Close the page.

From the A/P-A/R accounting > Invoicing menu, select Recurring invoice creation to generate a
supplier invoice.

Select Supplier BP invoice under Recurring and select your legislation.

Clear the All recurring invoices check box and select the number for the Monthly Rent recurring
invoice at the Recurring number field.

Enter the end of next month as the invoice until date and the accounting date as the 1st of next
month.

Click OK.

Review the log report.

Close the log report page to return to the Navigation page.

Use the Supplier BP invoices function to review the invoice created and post.

Lab 7 - Explore what you’ve learned (continued)

7.6 - Scenario: Enter a customer invoice

Estimated duration: 10 minutes

Johns Bike Shop brought in 5 bikes to be repaired. In this exercise you will create a customer invoice for
direct labor services performed on all 5 bikes for 1,200.00.

Before entering a customer invoice, remove the tax from the sales account. Under General on the
Common data > G/L accounting tables menu, select Accounts. Make sure you are in the TR1 Chart.
Select account 41100 (Sales revenue). On the Management tab, change Default tax codes to
USEXE. The account will still be taxable but at a zero amount. Click Save and close the page.

From the A/P-A/R accounting > Invoicing menu, select Customer BP invoices.

Click New.

Select XX051 as the site and DIR as the invoice type.

Enter today’s date as the accounting date.

Select customer TRBP1.

Enter AR for Control if not automatically populated.

Accept the default date and currency on the Header tab.

At the Amount–tax field, enter 1,200.

Tab through the fields to accept the defaults such as Pay-by BP.

Change the payment terms to EOM15.

Select the Statement and Reminder check boxes.

Accept all other default entries on the Header tab and click the Lines tab.

Click in the first line of the grid and verify XX051 defaults as the site. Enter 41100 as the legal
account.
Enter 1,200 at the Amount–tax amount.

Note that the tax value can be changed if our service invoice is taxable.

Click Create.
Click Open items to view any open items and click OK to close the window.

Click Post and Yes to post/validate the invoice.

Create a second invoice by copying the first one:

In the invoice you just created, delete the document number.

Change the date at the Accounting date field to two months prior to today’s date. Note: if beginning of
current year sate back to January 2nd)

Change the invoice amount-tax and line item amounts to 1,000.

Click Create and Continue when prompted to copy the invoice. (Accept the lines amount will be
different than header amount).

Click Post and Yes to post/validate the invoice.

Lab 7 - Explore what you’ve learned (continued)

7.7 - Scenario: Enter a credit memo

Estimated duration: 8 minutes

One of the customer invoices previously created was too much and you now need to enter a credit memo
against the original invoice.

From the A/P-A/R accounting > Invoicing menu, select Customer BP invoices.

Click New.

Select XX051 as the site and CRM as the invoice type.

Enter today’s date as the accounting date.

At the Customer field, select TRBP1.

Enter AR for the Control field if not automatically populated.
At the Amount – tax field, enter 500.00.

At the Invoice number field, select the first invoice you created previously to link the credit memo to
the original invoice. Use the Selection icon.

Accept all other default entries on the Header tab.

Click the Lines tab.

In the grid, accept the default site and enter 41100 as the legal account.
Enter 500 as the amount in the Amount – tax field. Tab through the remaining fields on the line.

Click Create.
Click Open items to view any open items.

Click OK to close the window.

Click Post to post/validate the credit memo.

Click Yes when prompted to validate the credit memo.

7.8 - Setup: Enter a Customer Invoice for recurring invoices

Estimated duration: 7 minutes

Johns Bike shop will be invoiced monthly for bike consulting services and repairs. In this exercise, you
will enter a base customer invoice for 320.00 to use for their monthly invoice.

From the A/P-A/R accounting > Invoicing menu, select Customer BP invoices.

Click New.

Select XX051 as the site and DIR as the invoice type.

Enter the end of this month as the accounting date.

Select customer TRBP1.

Enter AR for the Control if not automatically populated.

Accept the default date and currency on the Header tab.

At the Amount–tax field, enter 320.

Lab 7 - Explore what you’ve learned (continued)

Accept all other default entries on the Header tab.

Click the Lines tab.

Click in the first line of the grid and verify XX051 defaults as the site. Enter 41100 as the legal
account.

Enter 320 at the Amount–tax amount.

Click Create.

Click Post and Yes to post/validate the invoice. Make note of the invoice number.

Close the page.

7.9 Scenario: Create a Recurring Customer Invoice

Estimated duration: 9 minutes

Once the base invoice has been created, you have been asked to setup and generate the recurring
monthly service customer invoices to John’s Bike Shop.

From the A/P-A/R accounting > Invoicing menu, select Recurring customer invoices.

Click New.

Use XX051 (Training) as the site.

Type the description Training Retainer.

Select the invoice just raised for supplier TRBP1.

Accept all other defaults such as the start date and end date.
Change the recurring frequency for the invoice to Monthly.

Review the information for this recurring invoice and click Create. Make note of the Recurring
number.
Close the page.

From the A/P-A/R accounting > Invoicing menu, select Recurring invoice creation.
Verify that Customer BP invoice is selected under Recurring and select USA as the legislation.

Clear the All recurring invoices check box and select the Training Retainer recurring invoice.

Ener the end of next month from today as the invoice until date and the accounting date.

Click OK.
Review the log report, and then close the log report page.

Use the Customer BP invoices function to review the invoice created.

Adjust the Accounting date to next month and post

Enter the end of next months from today as the invoice up to date and the accounting date.

Lab 8 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

8.1 - Setup: Parameter values

Estimated duration: 4 minutes

In this exercise, you will verity/select yes for the INTCPYINV parameter value allowing you to enter
intercompany invoices.

From the Setup > General parameters menu, select Parameter values.

In the Left list, expand TRS Acc Payable/Acc Receivable and then expand Legislation.

Select USA.

USA is the legislation you are using for training purposes.

Click the Actions icon for the INV Invoicing rules group (row 4) and select Detail.

For the INTCPYINV Intercompany invoices parameter value, select Yes at the Value field, if it is not
already selected.

Click OK.

Click Save and close the page.

8.2 - Setup: Intercompany account mapping

Estimated duration: 6 minutes

To perform intercompany transactions, an account mapping must exist between the companies. In this
exercise, you will set up the intercompany account mapping between companies XX50 and NA10 and
XX50 and DE10.

From the Common data > G/L accounting tables menu, select Intercompany account mapping.

Click New.

Select source company XX50.

Select target company NA10.

Enter the following Source mapping and Target mapping data:

– Source mapping: Debited account: 12350

– Source mapping: Credited account: 20650

– Target mapping: Debited account: 12350

– Target mapping: Credited account: 20650

Click Create.

Click New.

Select source company XX50.

Select target company DE10.

Lab 8 - Explore what you’ve learned (continued)

Enter the following Source mapping and Target mapping data:

– Source mapping: Debited account: 12350

– Source mapping: Credited account: 20650

– Target mapping: Debited account: 1594

– Target mapping: Credited account: 0700

Click Create

Close the page.

8.3 - Scenario: Enter an intercompany journal entry

Estimated duration: 10 minutes

You need to charge your current labor costs to multiple companies within your organization. You have
been asked to use the intercompany journal entry to distribute the $50,000.00 labor

From the Financials > Journals menu, select Intercompany journal entry.

Click New.

Select XX051 as the site and INTCO as the entry type.

Type Labor Reallocation as the description and today’s date as the date.

Use the table below to enter the appropriate information into the lines. Accept defaults unless
otherwise stated.
Note: Enter Admin for the default Cost-Center dimension value.

Site Type Main Debit Credit Cost

General Center
Account
XX051 INTCO 58000 50,000.00
XX051 INTCO 59000 10,000.00
NA012 INTCO 59000 15,000.00
DE012 INTCO 4900 25,000.00 ACCT-001

Click Create and Post.

Click Yes when prompted validate and post the transaction.

Review the log and note the entry numbers generated for each of the target companies.

– XX50: _____________________________________________

– NA10: _____________________________________________
– DE10: _____________________________________________

Close the log report and close the Intercompany journal entry page.

From the Financials > Inquiries menu, select Account balances.

Select XX50 as the company and XX051 as the site.

Lab 8 - Explore what you’ve learned (continued)

Enter today’s date as the start and leave the year-end date for the end date.

Click Search in the Right list.

Locate the account 59000 from the intercompany journal transaction and click the Actions button for
the row.

Select the Account option.

In the Account inquiry function that appears, locate the entry created from the intercompany journal
transaction and click the Actions button for the row.

Select the Journal option.

View the complete journal entry.

Return to the Account inquiry function.

In the Account inquiry function, change the appropriate values to view the entries created for the other
sites and accounts.

For the DE012 site, select the DE10 company.

After reviewing the information, close the page.

8.4 - Scenario: Enter an intercompany supplier invoice

Estimated duration: 5 minutes

You received a 2,000 advertising invoice from John’s Bike Shop for both the training bike shop company
and the bike and toy company. Using the intercompany supplier invoice function enter one invoice for
both companies.

From the A/P-A/R accounting > Invoicing menu, select Supplier intercompany invoice.

Click New.

Select XX051 as the site and DIR as the invoice type.

Enter today’s date as the date.

Select TRBP1 as the supplier.

Enter AP for the Control field if not automatically populated.
Type 2000.00 as the Amount –tax on the Header tab and accept all other defaults.

Click the Lines tab.

Use the table below to enter the appropriate information. Accept defaults unless otherwise stated.

Site Type Account Amount-tax Cost Center

XX051 70100 700.00
NA012 70100 1,300.00 MARK-001

Click Create and Post.

Click Yes when prompted, validate and post the transaction.

Once posted, click Accounting document under Zooms in the Right list.

Review the two entries listed; one for each site.

Lab 8 - Explore what you’ve learned (continued)

8.5 - Scenario: Preview Customer Statement

Estimated duration: 5 minutes

Based on the steps that you have learned, preview customer statements.

Lab 9 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

9.1 - Setup: Modify payment attributes

Estimated duration: 3 minutes

In this exercise, create a new PAYIS payment attribute from the PAY payment attribute and create a new
PAYRC payment attribute from the REC payment attribute.

From the Setup > A/P-A/R accounting menu, select Payment attributes.

Select the PAY payment attribute for your legislation in the Left list.

Enter PAYIS for the attribute code.

Enter your legislation (for class enter USA).

Select Payment sign for the Accounting sign.

Save your changes.

Select the REC payment attribute.

Enter PAYRC for the attribute code.

Once completed, save you changes and close the page.

9.2 - Setup: Create a new payment entry transaction type

Estimated duration: 5 minutes

You have been asked to create a new payment entry transaction that can be used in payment proposals
and bank allocations, and the bank amount and check number must always be entered. In this exercise,
you will create a new payment entry transaction.

From the Setup > A/P-A/R accounting menu, select Payment entry types.

Click New.

Enter a new payment entry transaction for TRNCQ

Enter Training Payment as the description and TRAIN as the short description.

Select the Active check box.

Select the Bank option at the Bank or cash field.

Make sure the Expense option is selected at the Sign field.

In the grid, select CHQ at the Payment method field.

Click the Entry tab and select the following check boxes:

– Bank

– Reference

– Header description
– Check number

– Bank amount

Make sure the Bank amount and Check number fields are mandatory.

Lab 9 - Explore what you’ve learned (continued)

Click the Steps tab.

Make sure this transaction is available for use in auto proposals and allow for bank allocation.

In the Bank posting section, select STEP1 at the Group entry field.

Select Payment as the discount grouping, if it is not already selected.

Select Bank as the journal type, if it is not already selected.

Click Create and close the page.

9.3 - Setup: Create a new account for your bank

Estimated duration: 4 minutes

Before payments can be issued or received a new checking account/check book needs to be created.
Note there are multiple steps to create a check book for a company. In this exercise, the first step is to
create a new GL bank account.

From the Common Data > G/L accounting tables > General menu, select Accounts.

In the Left list, search for a bank account in the TR1 chart (10100 Bank Account).

Override the account code with a new code in the same range as the original bank account code
(10150)
Change the description to New Bank Account.
Type NB for the Short code

Select the company currency.

Delete any accounts listed in the Default accounts section.

Click the Management tab and verify it is not subjected to tax management.

Review the information for the account and click Create.

Select Ok to copy the account.

9.4 - Setup: Create a new journal code

Estimated duration: 4 minutes

The second setup set is to create a new journal code that will be used with the new bank account.

From the Common Data > G/L accounting tables > General menu, select Journal codes.

Click New.

Type journal code TR001.

Type the description New Bank Journal and New Bank as the short title.

Select Treasury as the type in the Identification section.

In the Management section select the chart of accounts (TR1) for your company XX50 and select the
new bank account (10150) created as the treasury account and create.

Lab 9 - Explore what you’ve learned (continued)

9.5 - Setup: Create a new bank account

Estimated duration: 8 minutes

The next step is to create the bank account and the check book.

From the Common Data > BP accounting tables, select Bank accounts.

Click New.
Type journal code TRBAN at the Code field.

Type the description New Bank Account.

Enter in any address and use zip code 15222 if selecting US for country.

Select your country.

Type the bank ID number 20908012345678.

Click the Management tab.

Click Ok for the warning message (No interface code: TRBAN without treasury tracking.

Select the company XX50.

In the Journals grid, select journal type Bank and journal TR001.
Enter GENTR for the Entry type.

Select BNKCHG for the Accounting code. Note: Ensure the accounting code has the bank expense
account (70200) set up as the bank expense (row 1).

Verify your currency is selected and enter the file extension CSV.

On the checks tab, select Stub-check-stub for the check printing format.

Now you will be creating the check book.

Click on the check book icon.

Click New.

On line 1, enter 1 for the first check no. and 5000 for the Number of checks.

On line 2, enter 5001 for the first check no. and 5000 for the Number of checks.

Click create and close the page.

Click create again and close the page.

9.6 – Scenario: Transfer cash

Estimated duration: 4 minutes

Using the journal entry create a JE to move 25,000 from the current cash account 10100 to the new
checking account 10150.

Enter a journal entry (Financials > Journals > Journals)

Site XX051 Account 10150 Debit amount 25,000

Site XX051 Account 10110 Credit amount 25,000

Create your adjusting entry.

Lab 9 - Explore what you’ve learned (continued)

9.7 - Print Cash requirements report (Optional for countries selecting invoices to pay)
Estimated duration: 4 minutes

In this exercise, print the Cash Requirements Report for the XX50 company.

Under Financials in the Reports > Prints/group menu, select Tracking of open items.
Select the CSHREQ report.

Select XX50 as the company.

Change the accounting date to the last day of the current year.
In the upper right corner, click Print.

Open the report.

Review and close the report.

Select to clear the list display for the print job you just completed.

9.8 – Scenario: Enter an automatic payment proposal

Estimated duration: 6 minutes

It’s the end of the week and you would like to automatically generate payments for the invoices that are
due. These should be the same invoices listed on the cash requirements report.

From the A/P-A/R accounting > Payments menu, select Payment proposals.

Enter the company code XX50.

Verify the following are selected:

– All transactions

– All payment methods

– All sites

– All BP types

– All BPs

– All users

– All document types

Click the Generation tab.

Select TRBAN at the Bank field.

Select the One item / payment check box to generate one check per site.
Select the Control check box, if it is not already selected.

Enter today’s date as the accounting date.

Click OK.
Take a few minutes to review your payment proposal.

Click Create.

Review the log file displayed and close.

Lab 9 - Explore what you’ve learned (continued)

9.9 - Scenario: Enter a manual check payment

Estimated duration: 10 minutes

John’s Bike Shop will be hosting the international bike conference and to reserve a both in their upcoming
bike expo, we need to send a deposit of 3,500. The pre-payment will be recorded as a manual check
payment.

From the A/P-A/R accounting > Payments menu, select Payment / receipt entry.

In the Transaction selection function, select PAYCH USA Manual Check.

Click New.

At the Site field, select XX051.

Select supplier TRBP1 at the BP field.

Enter AP for the control if it is not already populated.

Enter today’s date for the accounting date.

Select TRBAN at the Bank field.

At the BP amount field, enter 3,500.

Enter 255 as the check number.

In the grid, at the Attribute field, select PAY. Continue to tab through the line to auto-display the
entries from the header area.

Click Create.

Next, preview the Payment Listing

In the Right list, click the drop-down arrow for the Printer icon and select List.

Select the LISREG Payment listing report.

In the Payment Listing screen, change the company to XX50 and click Print.

Open the report.

Review the listing and then exit the report.

Select to remove the list (click the garbage can icon).

Close the page.

Last step is to post the payment

In the right corner, click Post.

Leave Value date blank and click OK to complete the posting.

Review and close the log.

In the right corner, click Milestone to see next steps.

Close the log and close the page.

Lab 9 - Explore what you’ve learned (continued)

9.10 - Scenario: Enter a miscellaneous check receipt

Estimated duration: 8 minutes

John’s Bike Shop sent a 600.00 prepayment (check 124) for several bikes that will be coming in from
Germany. You will need to enter their miscellaneous check receipts.

From the A/P-A/R accounting > Payments menu, select Payment / receipt entry.

In the Transaction selection function, select RECMI – USA Misc Cash/Ck Receipts.

Click New.

At the Site field, select XX051 (for company XX50).

Select customer TRBP1

Enter AR for the Control field if not automatically populated.

Select MAIN for the address code.

Enter today’s date as the accounting date.

Select TRBAN as the bank.

Enter any number for the entry reference.

At the BP amount field, enter 600.
Enter 1234 as the check number.

In the grid, enter PAYRC for the attribute. Tab through all the fields in the row. Notice that the
information from the header defaults into the necessary fields.
Click Create and make note of the payment number that is created.

Note you cannot post the payment. Click Milestone to see the following steps required.

Close the log report and close the page.

9.11 - Scenario: Receive a payment against an invoice

Estimated duration: 7 minutes

John’s Bike Shop sent a payment for 1,200 to be applied to their direct labor invoice issued earlier in the
month. Using the check receipts enter the transaction.

From the A/P-A/R accounting > Payments menu, select Payment / receipt entry.

In the Transaction Selection window, select RECCH – USA Check Receipts.

Click New.
At the Site field, select XX051 (for company XX50).

Select TRBP1 as the BP.

Enter AR for Control if not automatically populated.

Enter today’s date as the accounting date.

Select TRBAN as the bank.

Enter 1,200.00 at the BP amount field.

Lab 9 - Explore what you’ve learned (continued)

Enter 4321 as the check number.

Click the Open Items bar in the Left list and select the first invoice listed.
Review the information in the grid and click Create.

Post and validate the entry.

Review and close the log report and close the Check Receipts page.

9.12 - Scenario: Enter an automatic remittance creation

Estimated duration: 4 minutes

When you entered John’s Bike Shop’s 600 pre-payment you were not able to post the receipt. When you
checked the milestone, the next steps were requesting the creation of a remittance (bank deposit). You
can do this using Automatic remittance function.

From the A/P-A/R accounting > Remittances menu, select Automatic remittance creation.

Select to include the following for the deposit slip:

– Company XX50

– Transaction RECMI

– Bank TRBAN

– All users

– All currencies

Verify USA is the legislation and enter the end of this month at the Items until field.
Enter 10 as the minimum payment amount and 10,000 as the maximum payment.

Select the Reference group check box, if not already selected.

Select XX051 for the note site and click OK.

Review and close the log report.

9.13 - Validate a remittance receipt

Estimated duration: 4 minutes

Once the remittance has been created the payment needs to be posted and validate. This can be done
from the receipt or from the bank posting process.

From the A/P-A/R accounting > Payments menu, select Bank posting.

Select USA as the legislation and select the following:

– Company XX50

– All Sites

– Payments
– Transaction RECMI

– Bank TRBAN

Leave the Entry date until and Due date until fields blank.

Lab 9 - Explore what you’ve learned (continued)

Select the Generate entries and Log file check boxes, if not already selected.

Click OK.
Review and close the Log report.

9.14 - Setup: Supplier bank account – to make electronic payments

Estimated duration: 3 minutes

In this exercise, you will attach bank account details to the Supplier TRBP1.

From the Common data > BPs menu, select Supplier.

Open the TRB1 (John’s Bike shop) supplier record, if it is not already open.

On the Bank ID number tab select the supplier address attached to the bank; 23030351236548.

Select Barclays as the Paying bank.

Click Save.

Click OK if you receive the No interface code warning message.

Close the page.

9.15 - Setup: Set up bank file – to make electronic payments

Estimated duration: 10 minutes

In this exercise, you are going to ensure the Barclays bank file for the payment run is set up correctly.

From the Setup > A/P-A/R accounting > Files > Bank file definition.

Create a header record.

Enter BARCLAY for the bank file and select Header for Record type.

Select Fixed for the Format type and enter BB for a File prefix.

Add the following Record:

Field Type Length Formula Description

Binary 12 Chr$(026)

Create the record.

Create a new detailed record.

Enter BARCLAY for the Bank file and select Detail for the Record type.

Select Fixed for the format type and enter BB for a File prefix

Field Type Length Formula Description

Alphanumeric 6 Left$([F:PYH]BID,6)

Numeric 8 Right$([F:PYH]BID,8)

Numeric 1

Numeric 2 99

Lab 9 - Explore what you’ve learned (continued)

Field Type Length Formula Description

Alphanumeric 6 Left$([F:BAN]BIDNUM,6)

Numeric 8 Right$([F:BAN]BIDNUM,8)

Alphanumeric 4

Cent amount 11 AMTVIR

Alphanumeric 18 [F:CPY]CPYNAM

Alphanumeric 18 [F:PYH]NUM

Alphanumeric 18 [F:PYH]BPANAM

Date (DDMMYY) 6 [F:PYH]BANDAT

Create the record and close the page.

9.16 - Setup: Create a new payment entry transaction type

Estimated duration: 8 minutes

In order to submit electronic bank files, you will have to create a payment entry transaction to handle
electronic payments. In this exercise, you will create a new payment entry transaction type by copying
BKTRF Bank Transfer.

From the Setup > A/P-A/R accounting menu, select Payment entry types.

Select BKTRF and override the Payment type with TRMAG.

Enter Bank Transfer Payment as the description and TRMAG as the short description.

Select the Active check box.

Select the Bank option at the Bank or cash field.

Make sure the Expense option is selected at the Sign field.

Select PAYIS for the Default Payment Attribute.

In the grid, enter BNK at the Payment method field.

Click the Steps tab and select the following check boxes:

– Auto Proposal
– Bank Allocation

– Remittance

– Bank File
Select the Barclays bank file in the Electronic medium field.

In the Bank posting section, enter STEP1 at the Group entry field.

Select Bank as the journal type, if it is not already selected.

Click Create and close the page

Lab 9 - Explore what you’ve learned (continued)

9.17 – Scenario: Enter a supplier invoice

Estimated duration: 6 minutes

You received an invoice from John’s Bike Shop for 3 boxes of customized bike labels. Your news to
enter a supplier invoice and change the amount of $500 to the Office Supplies account.

From the A/P-A/R accounting > Invoicing menu, select Supplier BP invoices.

Click New.

Use XX051 (Training) as the site and select DIR as the invoice type.

Enter today’s date as the accounting date and select TRBP1 as the supplier.

AP should auto populate the Control field, if not enter AP (20100).

On the Header tab, at the Amount -tax field, enter 500. Accept all other defaults such as the currency,
pay-to, due date basis, payment terms, and discounts.

Click the Lines tab.

The information may default based on the setup of the supplier. If it does not default, you must add it
in – use 71000 (Office supplies).
Enter 500 as the invoice amount minus tax.

Select Purchase for the purchase type.

Enter Toner at the Comment field.

Select ENG-001 at the Cost Center field.

Create, Validate and Post the invoice.

9.18 – Scenario: Generate an electronic payment against an invoice

Estimated duration: 8 minutes

Now that we have our system setup to handle electronic payments, we are going to pay John’s Bike
Shop’s using the new electronic medium.

From the A/P-A/R accounting > Payments menu, select Payment / receipt entry.

In the Transaction Selection window, select TRMAG.

Click New.

At the Site field, select XX051 (for company XX50).

Select TRBP1 as the BP.

Enter AP for Control if not automatically populated.

Enter today’s date as the accounting date.

Select TRBAN as the bank.

Enter 500.00 at the BP amount field.

In the grid, PAYIS defaults as the attribute. Click the Open Items bar in the Left list and select the
invoice just raised.

Lab 9 - Explore what you’ve learned (continued)

Review the information in the grid and click Create.

Click Milestones and review the outstanding steps.

9.19 – Scenario: Enter an automatic remittance for an electronic payment

Estimated duration: 5 minutes

The electronic process set in place requires a bank remittance to be sent when doing electronic
payments, so our next steps are to generate a bank deposit.

From the A/P-A/R accounting > Remittances menu, select Automatic remittance creation.

Select to include the following for the deposit slip:

– Company XX50
– Transaction TRMAG

– Bank TRBAN

– All users
– All currencies

Verify USA is the legislation and enter end of this month at the Items until field.

Uncheck the Reference group check box.

Select XX051 for the note site and click OK.

Review and close the log report.

9.20 – Scenario: Create a bank file

Estimated duration: 4 minutes

Now we must create an electronic bank file from the bank remittance created in the previous step. This
data file will end in CSV and will be transferred to the Barclays local bank.

From the A/P-A/R accounting > Remittances > Electronic Remittance

Select to include the following for the bank file:

– Company XX50

– Transaction TRMAG

Select the deposit slip created for the From remittance and the To remittance fields.

The file location is set to folder BQE in the File field.

Click OK

Review and close the log report.

Navigate and view the bank file (c:\sage\x3\folders\seed\BQE).

Lab 9 - Explore what you’ve learned (continued)

9.21 – Scenario: Validate a remittance receipt

Estimated duration: 4 minutes

The last step in the processes is to validate and post the payment.

From the A/P-A/R accounting > Payments menu, select Bank posting.

Select USA as the legislation and select the following check boxes.
– Company XX50

– All Sites

– Payments

– Transaction TRMAG

Select the Generate entries and Log file check boxes.

Click OK.

Review and close the Log report.

9.22 - Scenario: BP netting

Estimated duration: 12 minutes

Because John’s Bike Shop is both a customer and a supplier, we can use the BP netting function to
outstanding AR invoices to outstanding AP invoice and only the difference will be received or paid.

We have purchased supplies from supplier TRBP1. Enter the appropriate invoice information. From
the A/P-A/R accounting > Invoicing menu, select Supplier BP invoices.

Click New.

Select XX051 as the site (for company XX50) and REG as the invoice type.

Enter TRBP1 as the supplier.

Enter AP for the Control field if not automatically populated.

Enter 10,00.00 as the amount - tax.

Click the Lines tab.

Verify XX051 defaults as the site and 70900 as the account.

Enter 1000.00 as the amount minus tax. Accept all other defaults for the line.

Click Create and Post.

Click Yes when prompted to validate the invoice.

What is the document number? _____________________________

Return to the Navigation page.

From the A/P-A/R accounting > Invoicing menu, select Customer BP invoices.

Click New.

Select XX051 as the site and DIR as the invoice type.

Lab 9 - Explore what you’ve learned (continued)

Enter today’s date as the accounting date.

Select customer TRBP1.

Enter AR for the Control field if not automatically populated.

Accept the default date and currency on the Header tab.

At the Amount–tax field, enter 8,500.

Accept all default entries on the Header tab and click the Lines tab.

Click in the first line of the grid and verify XX051 defaults as the site. Enter 41100 as the legal
account.
Enter 8,500 at the Amount–tax amount.

Click Create.

Click Post and Yes to post/validate the invoice.

What is the document number? _____________________________

Return to the Navigation page.

From the A/P-A/R accounting > Open items menu, select BP net settlement.
Select XX50 as the company, uncheck All sites and enter site XX051.

Enter TRBP1 at the Pay-by/pay-to field.

Click Search in the upper right corner.

Click the Select checkbox for the supplier invoice you just created (10,000).

Click the Select checkbox for the first AR invoice (8,500.00).

Click Apply in the upper right corner.

Verify the net balance is zero and click Post.

Click OK to validate.

Review and close the log report page.

Close the page.

Lab 10 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

10.1 – Scenario: Complete the final validation for specific entries

Estimated duration: 5 minutes

At the end of each day, you need to change the status of your journals from a temporary status to a final
status.

From the Financials > Current processings menu, select Final validation.

Clear the All companies check box and select company XX50.

Verify the Log file check box is selected and click OK.

Review and close the log report to return to the Navigation page.

10.2 - Setup: Create a recurring entry

Estimated duration: 7 minutes

We aren’t using the Fixed Asset module yet, so we have been given a depreciation schedule from our
auditors. Every month the same depreciation journal entry of 359.00 needs to be entered. To save time,
we can set this journal entry up as a recurring entry. This exercise will start the setup of that process.

Before defining the recurring entry, let’s first create the template. From the Financials > Journals
menu, select Journal entry.

Select 1PAGE 1 page column entry as the transaction selection.

Click New.

Select XX051 as the site, GENTR as the entry type, enter today’s date as the date, Template as the
category, and Final as the status. Accept all other defaults.

Post a debit to account 70300 in the amount of 359.00 and a credit to account 18100 for the same
amount.

Click Create and make note of the document number assigned.

Close the page.

Under Accounting forms in the Setup > Financials menu, select Recurring entries.

Click New.
Enter EQDEPREC as the code, Equipment Depreciation as the description, and EQDEPREC as the
short description.
At the Template journal field, select GENTR and select the template journal you previously created.

Enter the start of the year as the start date and end of the year as the end date. For the periodicity,
enter 1 and select Month.
Click the Generation tab and accept the defaults for the document type and journal.

Click Create.

Lab 10 - Explore what you’ve learned (continued)

10.3 - Scenario: Generate a recurring entry

Estimated duration: 4 minutes

After the recurring journal entry has been created, as part of your monthly closing processes, you will
generate the monthly depreciation journal entry.

Under Recurring entries in the Financials > Current processings menu, select Recurring entries.

Uncheck All companies and enter XX50 for the Company.

At the From Journal code and To Journal code fields, select the recurring journal you previously
created.

Enter the last day of next month at the Until field. Entries are generated for each month up to this
date.

Select Actual as the generation type and Final as the distributions status.

Click OK.
Review the log file and verify that the entries were created. Close the log report.

Return to the Journal entry function to review the entries created.

Close the page.

10.4 - Scenario: Create a reversing entry

Estimated duration: 4 minutes

In order to have your monthly financial reports reflect your true payroll costs, you need to enter a partial
payroll entry then reverse it back out.

From Financials > Journals > Journal entry select the 1PAGE 1 page column entry transaction.

Click New to start a new entry and create the final reversing entry for payroll accrual.

Use site XX051, PAYRL for the entry type and journal.

Today’s date, Actual and Temporary for Category and Status.

Change the Reversal flag to Yes.

The entry date is end of the month and the reversal date is the first of next month.

Debit account 71400 for 5,116.08.

Balance the entry to account 24100. (Hint: Use an option available through the Actions button in the
Credit field).

Click Create.

Lab 10 - Explore what you’ve learned (continued)

10.5 - Scenario: Create the reversing journal entry

Estimated duration: 3 minutes

After you have generated the payroll journal entry for accurate reporting, you will need to reverse out that
journal entry at the beginning of the next month.

From the Financials > Current Processings menu, select Reversals.

Change the selection criteria to the XX50 company and the XX051 site. (Hint: You will need to clear
the All companies and All sites check boxes.)

Change the date range to the start of this month through to the end of next month.

Click OK.
Review the log report to verify that the reversing entry was created. Close the log page.

Now return to the Journal entry function and verify that the original reversing entry now shows as
Reversed in the Reversal field.

Lab 11 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

11.1 - Setup: Define default variance accounts

Estimated duration: 4 minutes

Because our company deals with customers and suppliers in other countries, we need to do conversion
variances at year end. In this exercise, we are going to verify that the Chart of accounts contains the
default variance accounts required.

From Setup> Organizational Structure, select Chart of accounts.

Select the TR1 chart from the left list.

Select Miscellaneous accounts tab.

Enter account 99999 for lines 1 through 8 and 16 through 18 for Suspense accounts.

Enter account 81600 for lines 9 and 10 Exchange gain and loss.

Enter account 81500 for all other variance and rounding account numbers (lines 12 through 15).

Save your changes and close the page.

11.2 - Setup: Account for conversion variance

Estimated duration: 4 minutes

Verify and set the revenue account for the “By account balance” assessment method.

From Common data > GL accounting tables > General > Accounts.

Select account 41100.

Select the Management tab.

Select the account assessment method to By account balance for the Variance type.

Save your changes and close the page.

11.3 - Scenario: Generate a conversion Variance entry

Estimated duration: 14 minutes

During your year-end processes you need to reevaluate invoices amounts that have been entered with
different currencies. Exchange variance and conversion variance entries will be generated.

Create a sales invoice with the following data.

From AP/AR accounting > Invoicing menu, select Customer BP Invoices.

Click New.

Select XX051 as the site and DIR as the invoice type.

Enter the accounting date as 5 days earlier than the current date.

Select customer GB003.

Enter AR for the Control field.

Lab 11 - Explore what you’ve learned (continued)

Currency is GBP.

Accept the currency rate 1 GBP = .768461 USD.

Enter 3,400 for the Amount -tax.

Enter NTX for the Tax rule.

Click in the first line of the grid and verify XX051 defaults as the site. Enter 41100 as the legal
account.
Enter 3,400 at the Amount–tax amount.

Click Create.
Click Post and Yes to post/validate the invoice.

Click OK and close the page.

Update the current rate table.

From the Common data > Common Tables, select Currency rates.

Change the Source currency to GBP.

Add a new line for the currency USD with a rate date of current rate, a divisor or .65825 and a
rate of 1.

Click Save and close the page.

Check the year and first period are open for Next Year for Company XX50.

Launch the conversion balance by journal entry with the following filters:

From the Financials > Closing processings menu, select Conversion variance.
Select By account balance as the Assessment method.

Select XX50 as the company and site as XX051.

Select All control accounts.

Enter the first and last period in order to cover this year.

Select Customer as the BP type and GB003 as the BP.

Enter today’s date as the rate date.

Select to Generate Entries with a type of Actual.

We are going to generate temporary journals

Enter the Entry type as CURVR and the Journal as GENAJ.

Enter the end of the month as the Journal date.

Enter the beginning or the next month as the Reverse date and click OK.

View the Log file and make a note of the Journal numbers.
View the journal generated and verify the amounts.

Lab 11 - Explore what you’ve learned (continued)

11.4 - Setup: Create a calculated journal

Estimated duration: 15 minutes

John’s Bike Shop has defaulted on some invoices and you have been asked to create a journal entry to
automatically generate a 5% provision for bad debt.
Create a Bad Debt Collective Account

From the Common data > G/L accounting tables, select Accounts.

Copy account 12100 Account Receivable changing the account code to 12000.

Change the description to Account Receivable - Doubtful.

Enter ARD for the short description and short code.

Verify the control check box is selected.

Remove any default accounts entered.

Click Create.

Create a Customer BP Invoice using the Bad Debt Collective Account

From the A/P-A/R accounting > Invoicing menu, select Customer BP invoices.

Click New.

Select XX051 as the site and DIR as the invoice type.

Enter today’s date as the accounting date.

Select customer TRBP1 and change the control account to the new one Account ARD.
Enter 8,000 for the Amount-tax.

Accept all other default entries on the Header tab and click the Lines tab.
Click in the first line of the grid and verify XX051 defaults as the site. Enter 12600 as the legal
account.
Enter 8,000 at the Amount–tax amount.

Click Create.

Click Post and Yes to post/validate the invoice.

Create a new journal template

From the Financials > Journals menu, select Journal entry.

Select 1PAGE 1 page column entry as the transaction selection.

Click New to create a new journal entry.

Select XX051.
Select GENAJ as the entry type.

Enter today’s date as the date and select the GENAJ journal code.

Select Actual as the category and Temporary as the status.

Enter Bad Debt Provision Template as the default description.

Lab 11 - Explore what you’ve learned (continued)

In the grid, verify XX051 is selected as the site. At the Account No field, select account 70900.
Enter 1 as the debit amount and tab through the remaining fields.

Now enter a credit amount of 1 for account 51100 and tab through the remaining fields.

Click Create.
Setup the calculated journal

From Setup > Financials menu > Accounting forms, select Calculated journals.

Click New.
Enter PROVB as the code.

Enter Provision of Bad Debt as the description and Prov BD as the short description.

Verify Global is selected for the generation type.

Select GENAJ as the template journal and select the journal template created in the order no.

Enter the account root 120 as the calculation base.

Enter formula TD*0.05.

Select the entry type GENTR and journal GEN.

Enter the reference "Bad Debt Provision"+month$(month([F:HAE]ACCDAT)).

Enter the description "Bad Debt Provision".

Click Create.
Create the calculated journal for the bad debt provision
From Financials > Current processings menu > select Calculated journals.

Enter XX50 as the company.

Enter the start of the current month for the start date.

Enter last day of the current month for the end date.

Select Actual as the generation type with a status of Temporary.

Enter the last day of the current month for the entry date.

Enter first day of next month for the reversal date.

Click OK.

11.5 - Previewing Reports & Inquiry Functions

Estimated duration: 5 minutes

In this exercise, exercise previewing reports and inquiry functions.

Under Financials in the Printouts > Prints/group menu, select the various report options and reports to
review information.

From the Financials > Inquiries menu, select different inquiry functions to view information using the
options discussed previously such as defining additional selection criteria.

Lab 12 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

12.1 - Setup: Make products available in training site

Estimated duration: 3 minutes

We are going to be editing the Sales invoice auto journal and sales invoice’s require products to sell. In
this exercise we will be prepping our data to have the BMS001 product available for Sales invoices. You
will learn more about products in the Distribution training series.

Common data > Products > Products.

Select product BMS001 in Left list.

Select Product-site in the upper right corner.

Enter XX051 for the stock site.

Create and continue with the duplication.

12.2 - Setup: Make products available in training site

Estimated duration: 6 minutes

In this exercise we will add stock for the product, so it can be sold.

Stock > Receipt/issue transactions > Miscellaneous receipts.

Select the All misc stock receipts full entry screen.

Click New.

Enter XX051 for the stock site.

Type AJ training for the description.

Enter today’s date for Allocation date.

Enter BMS001 for the Product and 500 for the Quantity.

On the Location type field jump to Location type.

Select NA012 / STO from the Left list.

Enter XX051 for the Stock site.

Create and continue with the duplication.

Select Create loc from the upper right corner.

Enter STO001 for From location and STO010 for To location. Click Save and Ok to the creating and
creation.

Close both pages and use STO for the Location type.

Enter STO001 for the Location.

Create and close.

Lab 12 - Explore what you’ve learned (continued)

12.3 - Setup: Review the accounting code lines of different account code types
Estimated duration: 5 minutes
In this exercise, review the lines associated with the different account code types.

Under Accounting interface in the Setup > Financials menu, select Accounting code lines.

Select the Product account code type either at the Accounting code type field or from the Left list, if it
is not already selected.

For Line 1 (Purchasing), change the selection at the Mandatory field to Yes.

Click Save.
Let’s assign a discount granted and charges account to the Miscellaneous business partner account
code type. In the Left list, select Miscellaneous business partners.

Insert a new row and set Account type to Modifier.

Click the icon in the second column and select the 8/Discounts Granted account.

The field won’t be mandatory.

Repeat the above for the 104/Charges.

Click Save.

12.4 - Scenario: Create a new automatic journal (Automatic journals – Header)

Estimated duration: 10 minutes

When entering Sales invoices, you want to display the users ID and name in the Journal Reference field
for tracking purposes. To do this, you will be modifying the SIHI auto journal’s reference field.

Under Accounting interface in the Setup > Financials menu, select Automatic journals.

Select the SIHI automatic journal.

Enter XSIHI as the new ID and change the description to your name.

In the Formulas section, use Analyze formula (accessible by clicking the Actions icon in the Formula
field), to identify which table and field values are coming from for the following:
Journal Number = ____________________________________________
Site = ______________________________________________________
Journal Reference =____________________________________________

On line 15 (Journal Reference) in the Formulas section, click the Actions icon in the Formula field and
select Formula wizard. Revise the formula so that it reads:
([F:SIH]GTE-[F:SIH]BPR)-GUSER-GNOMUSER
Click the Ok icon in the Formula wizard.

Click Create and Continue to copy and close the page.

The invoice type that calls the SIHI auto journal needs to be updated to call the newly created XSIHI auto
journal.

Under Document types in the Setup > Sales menu, select Invoice types.

Lab 12 - Explore what you’ve learned (continued)

Select the DIR sales invoice type and assign the XSIHI automatic journal to it in the Sales auto
journal field.
Click Save and close the page.

Now create a new sales invoice using the DIR invoice type which will utilize the XSIHI automatic journal.
Note: the TRBP1 customer will be on hold from a previous exercise. Use the Customer Jump to feature
to remove the on-hold flag on the customer’s management tab.

From the Sales > Invoices menu, select Invoices.

Select the ALL Full entry invoice transaction selection.

Enter a new invoice with the following details:

– Sales Site: XX051

– Type: DIR

– Date: Today’s date

– Bill-To: TRBP1

– Lines: BMS001 x 10 units.

Click Create.

Click Post to post the invoice.

Review and close the log report.

Use the options under Zooms > Accounting document in the Right list to verify that it used the formula
referenced in step 5. Ensure your name appears at the Reference field.

12.5 - Setup: Create the GL accounts (Automatic journals)

Estimated duration: 5 minutes

Different sales invoices will post to different revenue accounts, such as 41101 and 41102. Both accounts
need to be created in your TR1 chart of accounts. In this exercise, create the necessary GL accounts to
complete the remaining activities.

Under General in the Common data > G/L accounting tables menu, select Accounts.

If the TR1 plan is not showing in the Chart field, click Plan in the upper right corner and select the
TR1 plan.
From the Left list, select the 41100 account.

At the Account field, change the account number to 41101.

On the General tab, change the Short code field to SLS1 and click Create.

When prompted, click Continue to copy the information.

Repeat the above steps to create account 41102 based on the 41100 account
Make the Short code field SLS2.

Lab 12 - Explore what you’ve learned (continued)

12.6 - Scenario: Define a GL account for transaction posting (Automatic journals)

Estimated duration: 8 minutes

As a temporary solution to an internal transaction posting problem, you have been asked to temporarily
“hard code” all sales invoices post to revenue account “41101”.

Under Accounting interface in the Setup > Financials menu, select Automatic journals.

Select the XSIHI automatic journal.

In the Right list, click Lines.

In the Left list, select line number 20 (row 2).

In the Accounting codes section, delete the Product and Tax lines (click the Actions icon to delete).
Click the Formulas tab. On Line 2, delete the formula and enter “41101” (including quotes).

Click Save and exit all functions to return to the Navigation page.

From the Sales > Invoices menu, select Invoices.

Select the ALL Full entry invoice transaction selection.

Enter a new invoice with the following details:

– Sales Site: XX051

– Type: DIR

– Date: Today’s date

– Bill-To: TRBP1
– Lines: BMS001 x 10 units.

Create and post the invoice.

Review and close the log report page.

Use the options under Zooms in the Right list to verify the accounting document created. Verify it
used the appropriate account.

12.7 - Scenario: Modify a GL account for transaction posting (Automatic journals)

Estimated duration: 10 minutes

Now that you have learned more about Automatic Journals, you have now been asked to remove the
hared coded account number and have the revenue account pull from the product’s accounting code
which will be set to 41102.

Return to the Lines function for the XSIHI automatic journal code. (Click Lines in the upper right
corner)

In Automatic journal (lines), select line number 20 in row 2 from the Left list.

In the Accounting codes section, delete line 1, Customer (use actions icon at the beginning of the
line).

Lab 12 - Explore what you’ve learned (continued)

For the product (now accounting code line 1) specify the following :

– Accounting Code: Product

– Index: 2

– Identification Key: [F:SID]ITMREF

– Condition: remove the existing condition

Delete line 2 Tax accounting code.

Click on the Formulas tab. On Line 2, delete the formula for the Account Legal. Leave the field blank.

Click Save and close the page.

Under Accounting interface in the Setup > Financials menu, select Accounting codes.

Select the TRN account transaction.

Select the TRADING Business products accounting code under Product in the Left list.

Change the general ledger account reference on Line 2 to 41102.

Click Save and close the page.

From Common data > Product, select Product.

Select product BMS001 (3 sprockets) in the Left list.

Click the Financials tab and verify that TRADING is the accounting code. If not, change it to
TRADING and save the record. Close the page.

From the Sales > Invoices menu, select Invoices. Enter a new invoice with the following details:

– Sales Site: XX051

– Type: DIR

– Date: Today’s date

– Bill-To: TRBP1

– Lines: BMS001 x 10 units.

Create and post the invoice.

Use the options under Zoom in the Right list to verify the accounting document created. Verify it used
the appropriate account.

12.8 - Scenario: Reference multiple GL accounts (Automatic journals)

Estimated duration: 20 minutes

Now that we have the Sales invoice’s revenue pulling from one accounting code, we have decided to
have the system use some logic and build our sales revenue account by pulling information from the
product as well as the sales invoice sales rep.

Under Accounting interface in the Setup > Financials menu, select Accounting codes.

Select the TRN account transaction.

Click New.
Select Product as the type and enter TRA_PROD at the Code field.

Lab 12 - Explore what you’ve learned (continued)

Enter Product as the title and short title.

Define the following accounts for:

– In a previous activity, we changed the mandatory setting of this account to Yes, which requires us
to enter a value in line 1 when creating an accounting code.

– For the Purchasing account, select account 20200.

– Sales = 41100 (line 2)

– Sales credit = 49100 (line 5)

– Sales return = 48100 (line 19)

Click Create.

If prompted, click Continue to continue with the copy process.

Click Create

If prompted, click Continue to continue with the copy process and close the page.

Next step is to update the product BMS001 with the new accounting code.

From the Common data > Products menu, select Products.

Select the BMS001 product and click the Financials tab.

At the Accounting code field, select the TRA_PROD accounting code you previously created.

Click Save and close the page.

A portion of the revenue account used should come from the product and a portion from the sales rep.
The first three characters 411 are from the product and the last two 00, 01, and 02 come from the sales
rep.

Under Accounting interface in the Setup > Financials menu, select Accounting codes.

Select the TRN account transaction.

Select the TRA_PROD accounting code created previously.

Change the account for Sales (line 2) to 411XX. (Warnings can be ignored.)

– The XX will be replaced based on accounting codes created specific to the sales representative.

Click Save.

Click New.
Select Sales Reps as the type and enter Sales00 as the code and Sales 00 as the title and short
title.
For the Sales account, enter XXX00 and click Create.

Click Continue when prompted to continue with the copy process.

Based on what you have learned, create the accounting codes below.

– SALES01 = XXX01

– SALES02 = XXX02

After creating the necessary accounting codes, close the page.

Lab 12 - Explore what you’ve learned (continued)

Now we need to update the sales reps to include the appropriate accounting codes.

From the Common data > BPs menu, select Sales Reps.
On the General tab, select the appropriate accounting code at the Accounting code field based on the
information below. Remember to click Save to save the changes for each sales representative.

– NA101 & NA102 = SALES00

– NA103 & NA104 = SALES01

– NA201 & NA202 = SALES02

Under Accounting interface in the Setup > Financials menu, select Automatic journals and the XSIHI
journal code.

Click Lines in the upper right corner.

From the Automatic Journals listing in the Left list, select line number 20 at row 2.

Review the information for the line type, general table, and analytic table.

Currently, the item line sales revenue account is coming from the accounting code associated with
the product.
– Remember, we modified the accounting code associated with a specific product so that only the
first three values were defined. The remainder of the account was based on the accounting code
defined for the sales representative.
– In the Accounting codes section, in the second row, select Sales Reps as the type and Mod Sales
(index 1) as the index.

The identification key entered should have the remainder of the account come from the accounting
code associated with sales rep 1 in the SINVOICED table.
– Click the Actions icon and select Formula wizard.

– In the Fields and Variables listing, select the chevron next to the SINVOICD table to expand the
list.
– Highlight the REP1 Sales Rep 1 field to add it to the Formula Entry section.

– Verify the Formula Entry looks like the figure below and select the Ok icon (check mark).

Verify the Accounting codes section includes the additional Sales Reps line.

Click Save.

Close all pages.

From the Sales > Invoices menu, select Invoices.

Select ALL Full entry invoice as the transaction selection.

Lab 12 - Explore what you’ve learned (continued)

Enter a new invoice with the following details:

– Sales Site: XX051

– Type: DIR

– Date: Today’s date

– Bill-To: TRBP1
– Lines: BMS001 x 10 units.

On the Management tab, who is the sales rep? _____________________

Change the Sales rep to John Kelly.

Create and post the invoice.

Review and close the log report page.

Use the options under Zooms in the Right list to verify the accounting document created. Verify it
used the appropriate account.

12.9 - View default automatic journals in parameters

Estimated duration: 4 minutes

Automatic journals can be triggered from parameters, usually starting with GAU.

From the Setup > General parameters menu, select Parameter values.

In the Left list, click the chevron for TRS Acc Payable/Acc Receivable to expand it, and then click the
chevron for Folder.
Select SEED.

Click the Actions icon for the PPY group and select Detail.

What is the automatic journal used for the GAUACPT parameter?

_______________________________________________________________
Exit all functions until you are returned to the Navigation page.

12.10 - View default Automatic Journals in Entry Transactions

Estimated duration:4 minutes

Automatic journals can be triggered from various entry transactions functions.

Under Entry transactions in the Setup > Purchasing menu, select Returns.

Select the STD transaction. Can you locate where the automatic journal is defined and on what tab?

_______________________________________________________________

Lab 12 - Explore what you’ve learned (continued)

12.11 - View default Automatic Journals for Invoice Types

Estimated duration: 4 minutes

Automatic journals can be triggered from various invoice types.

Under Document types in the Setup > Sales menu, select Invoice types.

Select the DIR invoice type for the USA legislation from the Left list.

What is the BP automatic journal?

_______________________________________________________________

12.12 - Setup: Defining Default Dimensions

Estimated duration: 10 minutes

Dimensions are used in many areas of your system. Default dimension values can be set in various
elements such as Company, Customer, Supplier, Product etc. You would like to set an order so
functions, like sales invoices, know which dimension value to pull as the default value. The Sales invoice
should default from the customer then product.

Under Accounting interface in the Setup > Financials menu, select Default dimensions.

Select the SID code for All Companies to edit default dimensions on Sales Invoice line.

Under Dimension Types, enter REG.

Remove SC1, SC2 and PRJ.

In Dimensions, ensure the column for Region is defined as Customer then Product.

Click Save and close the page.

We now need to add the dimension to make it visible on sales invoice transaction entry.

Under Entry transactions in the Setup > Sales menu, select Invoices.

In the Left list, select the ALL entry transaction and click the Analytical tab.

Add the REG dimension type to the dimension line and select Displayed as the method.

Save the entry transaction; this will automatically validate the entry screen.

Close the page.

In order to verify that the REG dimension on a sales invoice detail line is pulled from the customer record,
you need to verify that a value exists on the customer.

From the Common data > BPS menu, select Customers.

Select customer TRBP1.

Click the Financials tab and verify a value exists for the REG dimension type. Note: if REG is not a
listed dimension type, go to Setup > Organizational Structure > default dimension types and add REG
to the customer. Return to the customer function and refresh the page to display the Region
dimension.

Enter SE as the default value.

Save and close the page.

Lab 12 - Explore what you’ve learned (continued)

Note: Verify the Region dimension type is on the TRL ledger under Setup > Organization structure >
ledgers.
Now you can enter an invoice and verify the default dimension. From the Sales > Invoices menu,
select Invoices.

Select ALL Full entry invoice as the transaction selection.

Enter a new ALL invoice with the following details:

– Sales Site: XX051

– Type: DIR
– Date: Today’s date

– Bill-To: TRBP1

– Lines: BMS001 x 10 units.

When entering the line item, click the Actions icon and select Popup view. Verify that the Region field
is displayed.

Create and post the invoice.

Review and close the log report page.

Review the journal entry created by clicking on the Accounting document under Zooms in the Right
list. Verify the value for the Region dimension code on line 2.

Lab 13 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

13.1 - Setup: Financial data extraction

Estimated duration: 15 minutes

The monthly financial reports consist of the Trail Balance, Profit and Loss and Cash Flow statement. You
need to build the trial balance report for your monthly financials.

Under Accounting forms in the Setup > Financials menu, select Financial data extraction.

Select the LIMIT 20 columns maximum transaction selection.

Click New.
Enter TB as the code and Trial Balance as the description.

At the Group field, select US.

At the Legislation field, select USA.

Select Legal at the Default general ledger and Default analytical ledger fields.

At the Column title field for line 1, enter Debits and accept all other defaults.

Using the same steps and defaults, enter the following remaining columns.

– Credits

– Balance

Click the Lines tab.

Under Help in the Right list, select Function help.

In the left list, click Screen management.

Scroll through the Help to find Formulas, which appears under Tab Lines.
Take a few minutes to review the various formulas and meanings for each of the categories described
previously.

Based on the information for Formulas, answer the following questions.

– If you entered “70..72”, what would the result be?
______________________________________________________________

– If you entered “NM(“c”, “s1”, “s4”,”s5”)”, what would the result be?
______________________________________________________________
– If you entered “GQ(“b”,”v”,”cpt”,”sec1”,”sec2”,*), what would the result be?
______________________________________________________________
– If you entered “L3(2)”, what would the result be?
______________________________________________________________
If you entered “L1:5(2)”, what would the result be?
______________________________________________________________
______________________________________________________________
Close Help.

Lab 13 - Explore what you’ve learned (continued)

Enter the following information in each line.

Title Debits Credits Balance

1 TRIAL BALANCE
2 Assets D1 C1 1
3 Liabilities D2 C2 2
4 Capital D3 C3 3
5 Sales D4 C4 4
6 Cost of Sales D5 C5 5
7 General Expenses D7..8 C7..8 7..8
8 Finance and Misc D9 C9 9
9 Total L1:8 L1:8 L1:8

Click Create.

13.2 - Scenario: Calculate information for the extraction code

Estimated duration: 4 minutes

After month end financial reports are built, they need to be calculated every month with the months data.
In this exercise, calculate the monthly data for the Trail Balance report.

Under Financial data extraction in the Financials > Reporting menu, select Calculation.

At the Report group field, select US.

Clear the All worksheets check box and select the extraction code you created at the Start and End
fields. Hint, use the spreadsheet you just created.

You want the system to automatically create the versions, so select the Automatic version check box.

In the Parameter definition section, specify the following for each column as necessary, and accept
defaults for the rest.

Column Co Site Starting Ending Sel Curr

1 Debits XX50 01/01/## 12/31/## USD
2 Credits XX50 01/01/## 12/31/## USD
3 Balance XX50 01/01/## 12/31/## USD
Note: Replace ## with the current year.

Click OK to calculate.

Review the log report.

Lab 13 - Explore what you’ve learned (continued)

13.3 - Scenario: Financial extraction inquiry

Estimated duration: 5 minutes

After the report has been calculated, the report can be viewed. In this exercise, use the Inquiry function
to view information calculated for the Trail Balance.

Under Financial data extraction in the Financials > Reporting menu, select Inquiry.

Select LIMIT 20 as the transaction selection.

Select the extraction code and version created from the Financial data extraction list.

Practice changing the values, recalculating, and printing the report.

Click the Show graph on the Values tab above the grid. Practice changing the style of graph and
column by selecting the Action icon selecting Personalize graph.

Click the X in the upper right corner to close the personalization screen.

Click Show list to return to the grid view.

Click the Action icon of a value and select Detail.

Review the detailed values.

Close the page.

Lab 14 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

14.1 - Setup: Modify payment methods

Estimated duration: 3 minutes

Payment methods need to be associated with a Statement. In this exercise, modify settings for the CHQ
for USA payment method to associate it with “C” statements.

From the Common data > BP tables menu, select Payment method.

Select the CHQ payment method for USA legislation in the Left list.

Enter C for the Statement.

Click Save and close the page.

14.2 - Scenario: Automatically generate statements

Estimated duration: 10 minutes

Instead of sending individual invoices to customer John’s Bike Shop throughout the month, they have
requested to have one monthly statement sent with all new invoices listed.

Before generating statements, you must modify the note type for the customer and change existing
invoices to be included on a statement.

From the Common data > BPs menu, select Customers.

Select customer TRBP1 and click the Financial tab.

At the Note type field, select Monthly.

Click Save and return to the Navigation page.

Add 3 new Customer BP invoices for John’s Bike Shop with the following criteria:
– Site XX051; Invoice type DIR; Accounting date fifteen days prior; Customer TRBP1; and
check the Statement check box.
– Source document STMNT 1 Amount – tax 500.00 Account 41100
– Source document STMNT 2 Amount – tax 650.00 Account 41100
– Source document STMNT 3 Amount – tax 700.00 Account 41100
– Note: you can use the copy feature to make the 2nd and 3rd invoices.
Post each invoice as they are created.

Return to the Navigation page.

Now you will be creating the customer statements.

From the A/P-A/R accounting > Open items menu, select Statement creation.
Click Generation in the upper right corner.

At the BP field, select BP TRBP1, and at the Note type field, verify Monthly displays.

Select the Balanced open items check box.

Lab 14 - Explore what you’ve learned (continued)

Enter 15 days from today as the statement due date and today as the statement date.

Click OK.
Review and close the log report that is displayed.

Close the page.

Refresh the screen.

Review the statement created and validate the statement.

Verify the Posted check box is selected.

14.3 - Scenario: Apply a payment to the statement

Estimated duration: 5 minutes

John’s Bike Shop has sent in a payment. Instead of posting to each invoice listed on statement, you will
post the payment against the statement.

From the A/P-A/R accounting > Payments menu, select Payment/receipt entry.

Select the RECCH transaction type.

Click New.

Select the XX051 site, and select TRBP1 as the BP.

Enter today as the accounting date.

Select TRBAN as the bank account.

Enter 1850.00 as the amount and 5899 as the check number.

Accept PAYRC as the attribute and select STMNT BP Statements as the type.

At the Entry field, select the first open item on the invoice and apply the amount to this invoice.

Create and Post.

Review the Accounting document under the Zoom.

14.4 – Setup: Create a new reminder campaign

Estimated duration: 4 minutes

John’s Bike Shop has not paid the last three invoices that they have been sent. You need to send them a
late notice which is a reminder to pay their account. (You may need to enter 3 Customer BP invoices for
TRB1, with an accounting date 30 days ago before you can run reminders).

Before generating statements, you must associate the customer with a reminder group and change the
reminder type and set a settlement discount to have a late fee of 5%.

From the Common data > BPs menu, select Customers.

Select customer TRBP1 and click the Financial tab.

At the Reminder group field, select STD.

Jump to the Early discount/Late charges from the Settlement discount field.

Lab 14 - Explore what you’ve learned (continued)

Choose SGL01 Single, Inv Date, 2%10 no tax

Change the rate for 11 days to 2.00.

Add a rate for 30 days for 5.00

Click Save.

Return to the Navigation page.

14.5 – Setup: Reminder parameters and open items

Estimated duration: 8 minutes

Now we need to verify the reminder parameters: RPTDST1 (Letter destination) and RPTDST2 (E-mail
destination) are set and configured correctly.

From the Setup > General parameters, select Parameter values.

Expand the TRS Acc Payable/Acct Receivable chapter

Depending on your setup, expand the lowest level for your company. For training we will expand
Legislation and select USA.

Using the action card in the FUP Reminder management line select Detail

Set Letter destination (RPTDST1) to PREVIEW.

Using the action card at the end of the line select Destinations.

Make sure the Output type is Preview.

Click on the looking glass to select / change the Server, even if the server is listed. It will update.
PDF should default in for the Export format.

Save your changes and close the screen.

Set E-mail destination (RPTDST2) to MSSPDF.

Using the action card at the end of the line select Destinations.

Make sure the Output type is Message.

Click on the looking glass to select / change the Server, even if the server is listed. It will update.

PDF should default in for the Export format.

Save your changes and close the screen.

Next, we want to prep some open items so they are flagged for reminders.

Using the Open items function in the right list of a customer invoice, change the remainder flat to YES
for each of the three invoices previously entered for John’s Bike Shop. Hint: A/P-A/R accounting >
Invoicing > Customer BP invoice.

Return to the Navigation page.

From the A/P-A/R accounting > Open items menu, select Reminder campaigns.

Click New to start a campaign.

Select XX50 as the company group.

Lab 14 - Explore what you’ve learned (continued)

Select all users.
Enter today as the reference date.

On the Secondary criteria tab, select the Include open items not to remind check box.

Click OK.

14.6 - Scenario: Review the results of the reminder generation

Estimated duration: 4 minutes

Once a reminder campaign has been created it can be reviewed and modified if need be. You have been
asked to verify the information in the current reminder campaign is correct.

You should be in the Reminder campaign management window from the previous Practice. If not,
click OK in the Reminder campaign window.

Click the Actions icon on the first line and select Customer open items TRBP1.

For the invoices listed, change the reminder method from Letter to email.

Save your changes.

Click Return.

14.7 - Post reminders

Estimated duration: 4 minutes

Now the reminders need to be posted. This is what generates the late fee if it was selected during the
reminder generation.

You should be in the Reminder campaign management window from the previous exercise. Click
Post.

You may get a message that the print server is not available. Click Okay.

Notice that 3 emails were sent in the reminder campaign.

Print the reminders that were set to letter.

Exit all functions.

14.8 – Processing late fee generated from reminder campaign

Estimated duration: 4 minutes

If late fees were generated, they will only be calculated when receipts payments are entered. Enter in a
new receipt for John’s Bike Shop for one of the reminder amounts printed in the last exercise.

Select the Payment/Receipt entry function from A/P-A/R accounting, Payments menu.

Select the RECCH (USA check receipts) entry transaction.

Create a new receipt.

Site is XX051, Business Partner is TRBP1 and it’s for today’s date.

The Bank will be TRBAN and the amount will depend on your reminder amount.

Lab 14 - Explore what you’ve learned (continued)

In the left list in the Open Items drawer select the open item being paid. Choose one from the
reminder campaign.

Notice when selected the late fee will be added into the payment grid. If the late fee is not included in
the payment and left in the payment grid an open item for the payment will be created and added to
the customer balance due.

Create and post the payment.

Review the GL journal entry created.

Lab 15 - Explore What You’ve Learned

Use the following exercise to explore the features you’ve learned.

15.1 - Setup: Define mileage parameters

Estimated duration: 4 minutes

Because we have a mileage reimburse policy for anyone who travels for our company business, we need
to setup a mileage expense code. We start the process by defining the mileage parameters for your
currency.

Setup > General parameters menu, select Parameter values.

Expand the TC (Common data) chapter and select SEED under folder.

Expand and select details for the CUR (Currency management) group.

Set CURSHRFLD – set to your currency (for training us USD).

Set RTZCUR – set to your currency (for training us USD).

Click Ok and then Save.

Close the page.

15.2 - Setup: Define mileage allowance for categories

Estimated duration: 3 minutes

Next, we need to define the mileage allowance for each category. We will be setting up 3 different levels
of reimbursement.

Under Expense note in the Setup > A/P-A/R accounting menu, select Mileage allowances.

Select Bracket 10000

At the Vehicle category field, select Category 1 and enter .41 as the rate.

Enter .43 as the rate for Category 2 and .49 as the rate for Category 3.

Click Save and close the page.

15.3 - Setup: Create a mileage expense code

Estimated duration: 4 minutes

Finally, create an expense code that will be used for mileage.

From the Setup > A/P-A/R accounting > Expense notes, select Expense codes.

New.

Enter MIL for Expense code.

Enter Mileage for description and MIL for Short description.

Enter ML for the Unit and select a mileage account code (create one if one not there) that posts to
account 71700 Travel.

Check Mandatory comment and set the valuation type to Mileage.

Click Create. Do NOT close the page.

Lab 15 - Explore what you’ve learned (continued)

15.4 - Setup: Create expense codes and Accounting codes

Estimated duration: 8 minutes

We also reimburse employees for certain entertainment costs and mobile phone costs. We need to
create two new expense codes and corresponding accounting codes for entertainment and phone.

Stay in the Expense codes function.

Click New.

Enter ENT for Expense code.

Enter Entertainment for description and ENT for Short description.

Enter EA for the Unit and select an entertainment Expense costs for the accounting code (create one
if one not there)

Verify line 1 of the accounting code is 70500 (Entertainment).

Check Mandatory comment.

Set the valuation type to Fixed vale.

Enter 5,000 as the valuation Cap.

Click Create.

Change the Expense code to PHN

Enter Phone for description and PHN for Short description.

Enter EA for the Unit and select a Phone Expense costs for the accounting code (create one if one
not there)

Verify line 1 of the accounting code is if 71600 (Telephone).

Check Mandatory comment.

Set the valuation type to User value.

Set Default value to Telephone (EXPAMT5) and Cap to Telephone maximum (EXPAMT6).

Click Create and close the page.

15.5 - Setup: Create a miscellaneous BP

Estimated duration: 5 minutes

We will be paying employee ERPUS. Verify their setup as a miscellaneous BP.

From the Common data > BPs menu, select BPs.

Select ERPUS from the Left list. (They are an existing BP.)

In the Roles section, select the Miscellaneous BP check box, if not already selected.

On the Accounting Tab set the Accounting code to Expense.

Jump to the Expense accounting code and verify the Expense cost (Line 8) has a control account. If
not, enter 20300 for the account. Save and close the page.

Click Save and close the page.

Lab 15 - Explore what you’ve learned (continued)

15.6 - Setup: Assign a BP to a user account

Estimated duration: 5 minutes

In this exercise, assign the MISC BP to the EXPBPR parameter for the ADMNA user.

From the Setup > Users menu, select Users.

Select the ADMIN user.

Click the Parameters tab.

Click the Actions icon on line 58 for Acc Payable/Acc Receivable (Expenses management) and select
Detail.

In the User parameters window, select ERPUS at the Value field for the EXPBPR parameter.

Enter 75 for EXAMT5 Telephone and 350 for EXAMT6 Telephone maximum.

Enter 100000 for the EXPMIL (Mileage for expense) parameter.

Click Ok and Save.

15.7 - Scenario: Enter employee expenses

Estimated duration: 5 minutes

ERPUS employee has been traveling for the company and you need to enter their business expenses.
They have submitted expenses for mileage, phone and entertainment.

From the A/P-A/R accounting > Expense notes menu, select Expenses form entry.

Select the ADMIN user.

Click Period in the Right list and enter first day of the current month to last day of the current month
as the expense period.

Click OK.

On the first line enter an expense for mileage. Select site XX051, select Code MIL, USD for currency
and enter 500 for the Quantity. The amount should calculate.
On line two select site XX051, select PHN as the charge code, enter $200 for the amount and enter
Phone charges to John’s Bike Shop for the comment.

On line four select Site XX051, select ENT as the charge code, enter $175 for the amount and enter
Meals for the comment.

Click Save.

15.8 - Scenario: Post employee expenses

Estimated duration: 6 minutes

After the expenses have been entered, they need to be posted to the general ledger so they can be paid.

From the A/P-A/R accounting > Expense notes menu, select Expense posting.

Uncheck All companies and enter XX50 for the Company.

Lab 15 - Explore what you’ve learned (continued)

Verify the USA legislation at the Legislation field.

Verify the All employees check box is cleared and that ADMIN is defined in the starting and ending
range. If not, clear the check box and select the ADMIN employee.

The information defaulted based on the expenses entered. Only the expenses entered for the ADMIN
employee have not posted.
At the Expense date fields, enter the first day of the current month to the last day
of the current month.

Select the Generate entries check box and select the Final option in the Distribution status section.
Select GENTR as the entry type and GEN for the journal. Enter the end of the current
month at the Journal date field.

Click OK.

A log report should display indicating the number of entries created, the amount, etc. Review the log
report to verify an expense was posted for employee ADMIN.

Close the log report and return to the Navigation page.

Open the Journal entry function and pull up the journal just created.

– Note the accounts used.

15.9 - Scenario: Pay employee expense

Estimated duration: 5 minutes

Final step is to pay the employee expenses.

Select Payment/Receipt entry in the A/P-A/R accounting Payments module.

Select the Manual check PAYCH Entry transaction.

Create a new manual check.

– Enter site XX051 and ERPUS for the BP.

– Enter EXPP for the Control and today for the accounting date.
– Enter TRBAN for the Bank.

– Enter 375 for the BP amount.

– Enter 201 for the Check number.

In the Grouped open items drawer in the left panel select the transaction and it should populate the
grid.

Create the payment and post.

Close the log.

View the payment journal entry created by selecting the Accounting document under Zoom.

Close the page.

Visit Sage University for your training needs.

www.SageU.com
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