Date created 01/12/2014

Version 00
Date Modified
Document Type BBP
Document number BBP-INT/SAP_RR-00

Written by: Elisa Massa

Verified by: Marco Carli
Approved by: EGP

Title : BBP Integration SAP Archibus – accruals and

deferrals

Versions:
Version Date Modification Description Author
00 01/12/2014 Document Creation Elisa Massa
Add Section relative to prepayment before invoice
01 09/11/2016 David Daccache
receipt

Page 1 de 33
Summary
1 Document purpose ........................................................................................................................ 3
1.1 Document structure ................................................................................................................ 3
1.2 Definitions ............................................................................................................................... 3
2 Integration Scope ........................................................................................................................... 3
2.1 Integration Objectives ............................................................................................................. 4
3 Implementation ............................................................................................................................. 4
3.1 Data Flows ............................................................................................................................... 5
3.1.1 Regular Prepayment ........................................................................................................ 7
3.1.2 Late Prepayments .......................................................................................................... 12
3.1.3 Accrued Expenses .......................................................................................................... 17
3.1.4 TRUE UP ......................................................................................................................... 22
3.1.5 Prepayment Before Invoice Receipt (Spanish case) ...................................................... 27

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1 Document purpose

This document will illustrate and describe the technical characteristics and specifications for the
integration of accruals and deferred paymentes of ARCHIBUS and SAP systems used by ENEL GREEN
POWER.

Confirming this document will be considered as validating and approving that this document will
represent the terms and conditions of the solution release.

1.1 Document structure

The following document is structured as follows:

Paragraph Description
Project scope In this paragraph, the perimeter and the scope of the project are defined specifying which
activities are involved and defining the objective and the resulting benefits.
Implementation In this paragraph, the technical details and the modifications done are explained.

1.2 Definitions

For ease of understanding and for convenience, the following definitions and acronyms will be used
in this document:

Term Description

ARCHIBUS Is the name of the information system managing Real Esate

SAP Is the name of the information system managing accounting

Master Refers to the system that will create the data transfer file

Slave Refers to the system that will read the data transfer file

2 Integration Scope

The integration shall guarantee the correct transaction of accruals and deferrals, between the
ARCHIBUS and SAP system.
In particular, the integration shall be applied on data relative to Spain.
The integration shall be applied for the following:
1) Regular Prepayments
2) Late Prepayments
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 3) Accrued Expenses
4) True up

2.1 Integration Objectives

The integration between the systems ARCHIBUS and SAP has the following objectives:
1) Eliminate double work/activity: All related activities will be made on ARCHIBUS and then
transferred automatically to SAP eliminating the need to repeat the same operations.
2) Error risk reduction: The automated and non manual data transfer diminishes and eliminate the
risk of error in manual data registration.

3 Implementation

The integration process is made out of the implementation of the data integration flows (logic
and method);
Integration Model
The integration between ARCHIBUS and SAP requires the creation of the following data flows:
N Data Flow name Archibus SAP
1 Accounting treatment of Accruals and deferred payments Master Slave
2 Record Result Log Slave Master
3 Discards Slave Master

The integration will be realized using SNAPLOGIC and an SFTP server that will guarantee the
communication and data flow between ARCHIBUS and SAP. This kind of integration is already used
by the payment approval process.

The CSV file should be named using a specific way, different for each data flow, as reported in the
following table:
N Data Flow name Data Flow Code File name Example
Accounting treatment of Data Flow RECLASS _20141023_132900.csv
1 Accruals and deferred RECLASS Code +
payments “_“+ Date
2 Record Result Log RECLASS_OK (YYYYMM RECLASS_OK _20141023_132900.csv
DD) + RECLASS_KO_20141023_132900.csv
“_“+ time
3 Discards RECLASS_KO
(hhmmss)
.csv

After reading a file, the Slave system responsible should delete the file from the SFTP server and then
archive it internally in its own repository.
The following table shows the relative Slave system for each Data Flow:
N Data Flow Name System Responsible for archiving
1 Accounting treatment of Accruals and deferred payments SAP

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N Data Flow Name System Responsible for archiving
2 Record Result Log Archibus
3 Discards Archibus

Functionalities Modification
The integration also requires the necessity to modify the already in use functionalities in order to
provide an efficient and accurate data transfer and validation between both systems.

3.1 Data Flows

The activation of the data integration process will be realized at different periods for each country in
which Enel Green Power Group works.
Following is the management process representation.

A table will be created in ARCHIBUS for the accruals in which all details are stored in order to be sent
at the corresponding time to the general ledger.
Field Key Size Values
ID X 10
Country code 16
Payment type 1 A-Anticipated
P-Deferred (postponed)
T- Provisional
Record type 1 1- Reclass
2 - Prepaid
3 - Accrual
4- Reversal
Amount 12
Accrual Date 8
Cost Code 10
Provisional Code 10
Invoice number 10
Contract number 16
Elaboration Date 10

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 Field Key Size Values
Elaboration number 10
SAP number 25

The combination of the payment type and the record type determines how the accounts are affected:
A. ANTICIPATED PAYMENTS
PAYMENT TYPE Record type
A - Anticipated 1 - Reclass
Debit Credit
ACR22TZ101 RCC2T30100

PAYMENT TYPE Record type

A - Anticipated 2 - Prepaid
Debit Credit
RCC2T30100 ACR22TZ101

B. DEFERRED PAYMENT
PAYMENT TYPE Record type
P- Deferred 3 - Accruals
Debit Credit
RCC2T30100 PCR31TZ102

PAYMENT TYPE Record type

P- Deferred 1 - Reclass
Debit Credit
PCR31TZ102 RCC2T30100

C. TRUE UP
PAYMENT TYPE Record type
T- TRUE UP 3 - Accruals
Debit Credit
RCC2T30100 PCR31TZ102

PAYMENT TYPE Record type

T- TRUE UP 4 - Reversal
Debit Credit
PCR31TZ102 RCC2T30100

The system will elaborate all payments and will split them into accruals and deferral records relative
for every month based on the rules defined previously. All these records are saved in a special table.
A month can be elaborated as many times as needed until the consolidation, i.e. until the verification
and the transfer towards SAP system.
After the consolidation of a specific month, elaborating or modifying data relative to that month will
not be permitted (related to payments and costs approved).
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Executing the consolidation process will update the date of the last accounting closure. It is the
responsibility of the user to process the monthly records.
The system, for each elaboration, will save the following info on a specific table:
Field Key Size Values
Elaboration number X 10
Country code 16
Elaboration Date 8
S- Simulation
Elaboration type 1
C- Consolidation

User 64

Notes:
- Records are transferred towards SAP only whenever the month have been consolidated;
- a scheduled flow, at the end of the month (day to be determined), will send to SAP all the
data to elaborate of all the consolidated flows related to that month;
- the extraction date coincides with the accounting date;
- Whenever the procedure is launched, all payment operations will be suspended.
Following are the accounting records for each analyzed case.

3.1.1 Regular Prepayment

Prepaid expense is expense paid in advance but which has not yet been incurred. The prepayments
are payments that take place at the beginning of the period relative to a cost.
The payment method is indicated inside ARCHIBUS on the recurring cost related to the contract.

3.1.1.1 General Ledger Records

Below are the general ledger records and accounts that have to be handled for each record.

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3.1.1.2 Creation of general ledger records

The procedure for the calculation of accrued and deferred payments will be activated on the basis of
the approved costs present in the database.
In particular, the elaboration of the procedure for all the costs having:
- COST CATEGORY: RENT - BASE RENT
- TYPE: ADVANCE
will undertake the following activities:
1. INVOICE STATUS:

Verify that all approved costs have their start period date and end of period date included in the
month of the launch of the procedure, SAP invoice number compiled and invoice status is ISSUED
or CLOSED (payment issued).

2. EXISTANCE OF RECORDS: verify that there is at least one record in the accrual/prepayment table:
a. If exists, continue
b. If there is no records, create new records as shown in the process under point 3.

3. CREATION OF PREPAID EXPENSES: Splitting the total cost according to the accounting period in
which it is incurred;
4. CREATION OF REVERSE ENTRY: create reverse records for the payments non relative to the
period.
Example:

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 Quarterly prepayment
Amount: 3000
Emission date: January
Period: January-March

General ledger records:

The above represented records will be sent to SAP only when the month of the extraction is equal to
the month in which they incur.
After generating the prepaid expenses, it won’t be possible to modify or cancel any record related to
the relative authorization payment (invoice and costs approval).

3.1.1.3 PROCESSING MONTHLY RECORDS

The elaboration of the prepayments/accruals must be performed every month. When a record is
processed, the elaboration date in the activity table will be updated.
Going back to the previous example of the payment issued in January with quarterly accrual (from
January to March). Let’s suppose that the user consolidates the accruals on the 28/01/2015 and the
integration flow from Archibus to SAP is scheduled on the 31/01/2015.
During the same month of the authorization payment, the following records highlighted in yellow
will be passed while the others non highlighted records will remain available until the next extraction:

*Record type: 1- Reclass

2- Prepaid

Once consolidated the first month, it will be possible to elaborate the second month.
In that case, the following records highlighted in yellow will be passed:

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Once consolidated the second month, it will be possible to elaborate the third month.
In that case, the following records highlighted in yellow will be passed:

3.1.1.4 Exchanged Entries

The creation of the flow for prepaid expenses requires the definition of 2 types of entries:
1) RECLASS
2) PREPAID
Exchange terms:
1) Elaboration status is C “Consolidated”
2) Elaboration date = current month

RECLASS ENTRY:
Three types of rows are to be considered:
1) Record 01 for the header
2) Record 02 for the debit entry of a “prepaid”
3) Record 03 for the credit entry of an “expense”
Additional Exchange terms:
1) Entry type = 1 (Reclass)

Header (record 01)

N Field Name Description Field Type Size
1 Record Type Fixed to ‘01’ CHAR 2
2 Company code SAP company code CHAR 4
3 Date Due DATE 8

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4 Invoice Number ARCHIBUS invoice number CHAR 16
5 Currency CHAR 5
6 Lease code CHAR 8
7 Vendor Code SAP vendor code CHAR 16
8 Id costo Pertaining code CHAR 10
9 Cost centre Cost centre CHAR 10
10 WBS WBS CHAR 10
11 Entry type Reclass CHAR 16
12 Payment type A = Anticipated CHAR 1

Record 02
N Field Name Description Field Type Size
1 Record Type Fixed to ‘02’ CHAR 2
2 Accounting key Fixed to ‘40’ CHAR 2

3 Account Fixed to ‘ACR22TZ101’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

Record 03
N Field Name Description Field Type Size
1 Record Type Fixed to ‘03’ CHAR 2

2 Accounting key Fixed to ‘50’ CHAR 2

3 Account Fixed to ‘RCC2T30100’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

PREPAID ENTRY:
Three types of records are to be considered:
1) Record 01 for the header
2) Record 02 for the debit entry of a “prepaid”
3) Record 03 for the credit entry of an ”expense”
Additional Exchange terms:
1) Entry type = 2 (Prepaid)
Header (record 01)
N Field Name Description Field Type Size
1 Record Type Fixed to ‘01’ CHAR 2
2 Company code SAP company code CHAR 4
3 Date Due DATE 8

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 N Field Name Description Field Type Size
4 Invoice Number ARCHIBUS invoice number CHAR 16
5 Currency CHAR 5
6 Lease code CHAR 8
7 Vendor Code SAP vendor code CHAR 16
8 Id costo Pertaining code CHAR 10
9 Cost centre Cost centre CHAR 10
10 WBS WBS CHAR 10
11 Entry type Prepaid CHAR 16
12 Payment type A = Anticipated CHAR 1

Record 02
N Field Name Description Field Type Size
1 Record Type Fixed to ‘02’ CHAR 2
2 Accounting key Fixed to ‘40’ CHAR 2

3 Account Fixed to ‘RCC2T30100’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

Record 03
N Field Name Description Field Type Size
1 Record Type Fixed to ‘03’ CHAR 2

2 Accounting key Fixed to ‘50’ CHAR 2

3 Account Fixed to ‘ACR22TZ101’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

3.1.2 Late Prepayments

Prepaid expense is expense paid in advance but which has not yet been incurred. The prepayments
are payments that take place at the beginning of the period relative to a cost.
In some cases, the prepayment is done later than and in a following month of the beginning of the
cost period. In these cases, the system will elaborate and register the prepaid expenses only for
the months after the elaboration month. The user is responsible of entering and elaborating the
previously skipped payments relative to the months prior to the elaboration month.
Payment type is indicated in ARCHIBUS on the recurring contract cost.

3.1.2.1 General Ledger Records

Below are the general ledger records and accounts that have to be handled for each record.
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3.1.2.2 Creation of general ledger records

The procedure for the calculation of accrued and deferred payments will be activated on the basis of
the approved costs present in the database.
In particular, the elaboration of the procedure for all the costs having:
- COST CATEGORY: RENT - BASE RENT
- TYPE: ADVANCE
will undertake the following activities:
1. INVOICE STATUS:
Verify that all approved costs have their start period date and end of period date included in the
month of the launch of the procedure, SAP invoice number compiled and invoice status is ISSUED
or CLOSED (payment issued).
2. EXISTANCE OF RECORDS: verify that there is at least one record in the accrual/prepayment table:
a. If exists, continue
b. If there is no records, create new records as shown in the process under point 3.
3. CREATION OF PREPAID EXPENSES: Splitting the total cost according to the accounting period in
which it is incurred;
4. CREATION OF REVERSE ENTRY: create reverse records for the payments non relative to the
period.
Example:

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 Quarterly prepayment
Amount: 3000
Emission date: February
Period: January-March

General ledger records:

The above represented records will be sent to SAP only when the month of the extraction is equal to
the month in which they incur except for the record of January that won’t be passed to SAP system
but will be saved as useful information on the management system.
After generating the prepaid expenses, it won’t be possible to modify or cancel any record related
to the relative authorization payment (invoice and costs approval).

3.1.2.3 PROCESSING MONTHLY RECORDS

The elaboration of the prepayments/accruals must be performed every month. When a record is
processed, the elaboration date in the activity table will be updated.
Going back to the previous example of the payment issued in January with quarterly accrual (from
January to March). Let’s suppose that the user consolidates the accruals on the 26/02/2015 and the
integration flow from Archibus to SAP is scheduled on the 28/02/2015.
During the same month of the authorization payment, the following records highlighted in yellow
will be passed while the others non highlighted records will remain available until the next extraction
(as you can notice, the record relative to January will never be sent to SAP):

*Record type: 1- Reclass

2- Prepaid
Once consolidated the first month, it will be possible to elaborate the second month.
In that case, the following records highlighted in yellow will be passed:

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3.1.2.4 Exchanged Entries

The creation of the flow for prepaid expenses requires the definition of 2 types of entries:
1) RECLASS
2) PREPAID
Exchange terms:
1) Elaboration status is C “Consolidated”
2) Elaboration date = current month

RECLASS ENTRY:
Three types of rows are to be considered:
1) Record 01 for the header
2) Record 02 for the debit entry of a “prepaid”
3) Record 03 for the credit entry of an “expense”
Additional Exchange terms:
1) Entry type = 1 (Reclass)

Header (record 01)

N Field Name Description Field Type Size
1 Record Type Fixed to ‘01’ CHAR 2
2 Company code SAP company code CHAR 4
3 Date Due DATE 8
4 Invoice Number ARCHIBUS invoice number CHAR 16
5 Currency CHAR 5
6 Lease code CHAR 8
7 Vendor Code SAP vendor code CHAR 16
8 Id costo Pertaining code CHAR 10
9 Cost centre Cost centre CHAR 10
10 WBS WBS CHAR 10
11 Entry type Prepaid CHAR 16
12 Payment type A = Anticipated CHAR 1

Record 02
N Field Name Description Field Type Size
1 Record Type Fixed to ‘02’ CHAR 2
2 Accounting key Fixed to ‘40’ CHAR 2

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3 Account Fixed to ‘ACR22TZ101’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

Record 03
N Field Name Description Field Type Size
1 Record Type Fixed to ‘03’ CHAR 2

2 Accounting key Fixed to ‘50’ CHAR 2

3 Account Fixed to ‘RCC2T30100’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

PREPAID ENTRY:
Three types of records are to be considered:
1) Record 01 for the header
2) Record 02 for the debit entry of a “prepaid”
3) Record 03 for the credit entry of an “expense”
Additional Exchange terms:
1) Entry type = 2 (Prepaid)
Header (record 01)
N Field Name Description Field Type Size
1 Record Type Fixed to ‘01’ CHAR 2
2 Company code SAP company code CHAR 4
3 Date Due DATE 8
4 Invoice Number ARCHIBUS invoice number CHAR 16
5 Currency CHAR 5
6 Lease code CHAR 8
7 Vendor Code SAP vendor code CHAR 16
8 Id costo Pertaining code CHAR 10
9 Cost centre Cost centre CHAR 10
10 WBS WBS CHAR 10
11 Entry type Prepaid CHAR 16
12 Payment type A = Anticipated CHAR 1

Record 02
N Field Name Description Field Type Size
1 Record Type Fixed to ‘02’ CHAR 2
2 Accounting key Fixed to ‘40’ CHAR 2

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 3 Account Fixed to ‘RCC2T30100’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

Record 03
N Field Name Description Field Type Size
1 Record Type Fixed to ‘03’ CHAR 2

2 Accounting key Fixed to ‘50’ CHAR 2

3 Account Fixed to ‘ACR22TZ101’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

3.1.3 Accrued Expenses

Expenses which are incurred but for which no payment is made during the accounting period.
Payments of these expenses will occur after the total cost incur and after the end of the accounting
period.
Payment type is indicated in ARCHIBUS on the recurring contract cost.

3.1.3.1 General Ledger Records

Below are the general ledger records and accounts that have to be handled for each record.

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3.1.3.2 Creation of general ledger records

The procedure for the calculation of accrued and deferred payments will be activated on the basis of
the approved costs present in the database.
In particular, the elaboration of the procedure for all the costs having:
- COST CATEGORY: RENT - BASE RENT
- TYPE: ARREAR
will undertake the following activities:
1. COSTS: Verify that all approved costs have their start period date and end of period date included
in the month of the launch of the procedure;
2. EXISTANCE OF RECORDS: verify that there is at least one record in the accrual/prepayment table:
a. If exists, continue
b. If there is no records, create new records as shown in the process under point 3.
3. CREATION OF ACCRUED EXPENSES: Splitting the total cost according to the accounting period in
which it is incurred;
4. CREATION OF REVERSE ENTRY: create reverse records for the payments non relative to the
period.
Example:
Quarterly Deferred Payment
Amount: 3000
Emission Date: April
Period: January-March

General ledger records:

*Record type: 1- Reclass

3- Accruals
The above represented records will be sent to SAP only when the month of the extraction is equal to
the month in which they incur.
After generating the deferred expenses, it won’t be possible to modify or cancel any record related
to the relative payment authorization (invoice and costs approval).

3.1.3.3 PROCESSING MONTHLY RECORDS

The elaboration of the prepayments/accruals must be performed every month. When a record is
processed, the elaboration date in the activity table will be updated.
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Going back to the previous example of the payment issued in April with quarterly accrual (from
January to March). Let’s suppose that the user consolidates the accruals on the 28/01/2015 and the
integration flow from Archibus to SAP is scheduled on the 31/01/2015.
During the first month, the following records highlighted in yellow will be passed while the others
non highlighted records will remain available until the next elaboration:

Once consolidated the first month, it will be possible to elaborate the second month.
In that case, the following records highlighted in yellow will be passed:

Once consolidated the second month, it will be possible to elaborate the third month.
In that case, the following records highlighted in yellow will be passed:
Cod.
Tipo Tipo Data Cod. Cod. Cod. Data Codice prestito
ID Country pagamento scrittura Importo competenza Cod. costo previsionale Pagamento Contratto elaborazione eleaborazione SAP
n+1 USA P 3 1000 31/01/2015 123 null null L1 31/01/2015 1 xxxx
n+2 USA P 3 1000 28/02/2015 123 null null L1 28/02/2015 2 yyyy
n+3 USA P 3 1000 31/03/2015 123 null null L1 31/03/2015 3 null

On payment issue, the Reclass entry will be created.

Therefore, the following records highlighted in yellow will be passed:

3.1.3.4 Exchanged Entries

The creation of the flow for accrued expenses requires the definition of 2 types of entries:
1) ACCRUALS
2) RECLASS
Exchange terms:
1) Elaboration status is C “Consolidated”
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 2) Elaboration date = current month
ACCRUALS ENTRY:
Three types of rows are to be considered:
1) Record 01 for the header
2) Record 02 for the debit entry of an “expense”
3) Record 03 for the credit entry of an “accruals”
Additional Exchange terms:
2) Entry type = 3 (Accruals)

Header (record 01)

N Field Name Description Field Type Size
1 Record Type Fixed to ‘01’ CHAR 2
2 Company code SAP company code CHAR 4
3 Date Due DATE 8
4 Invoice Number NULL CHAR 16
5 Currency CHAR 5
6 Lease code CHAR 8
7 Vendor Code SAP vendor code CHAR 16
8 Id costo Pertaining code CHAR 10
9 Cost centre Cost centre CHAR 10
10 WBS WBS CHAR 10
11 Entry type Accruals CHAR 16
12 Payment type P = Deferred CHAR 1

Record 02
N Field Name Description Field Type Size
1 Record Type Fixed to ‘02’ CHAR 2
2 Accounting key Fixed to ‘40’ CHAR 2

3 Account Fixed to ‘RCC2T30100’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

Record 03
N Field Name Description Field Type Size
1 Record Type Fixed to ‘03’ CHAR 2

2 Accounting key Fixed to ‘50’ CHAR 2

3 Account Fixed to ‘PCR31TZ102’ CHAR 10

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 N Field Name Description Field Type Size
4 Amount CURR 15
5 Description CHAR 50

RECLASS ENTRY:
Three types of rows are to be considered:
1) Record 01 for the header
2) Record 02 for the debit entry of an “accruals”
3) Record 03 for the credit entry of an “expense”
Additional Exchange terms:
1) Entry type = 2 (Reclass)
Header (record 01)
N Field Name Description Field Type Size
1 Record Type Fixed to ‘01’ CHAR 2
2 Company code SAP company code CHAR 4
3 Date Due DATE 8
4 Invoice Number NULL CHAR 16
5 Currency CHAR 5
6 Lease code CHAR 8
7 Vendor Code SAP vendor code CHAR 16
8 Id costo Pertaining code CHAR 10
9 Cost centre Cost centre CHAR 10
10 WBS WBS CHAR 10
11 Entry type Reclass CHAR 16
12 Payment type P = Deferred CHAR 1

Record 02
N Field Name Description Field Type Size
1 Record Type Fixed to ‘02’ CHAR 2
2 Accounting key Fixed to ‘40’ CHAR 2

3 Account Fixed to ‘PCR31TZ102’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

Record 03
N Field Name Description Field Type Size
1 Record Type Fixed to ‘03’ CHAR 2

2 Accounting key Fixed to ‘50’ CHAR 2

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 3 Account Fixed to ‘RCC2T30100’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

3.1.4 TRUE UP

A true up (adjustment) is a deferred payment that occurs following the assessment of the actual rent
due to the landlord as a result of specific contractual agreements.
In order to get the most realistic and correct value of the provision, it is recommended to start
inserting the accrual expenses as soon as the deferred cost has been identified. The user have the
responsibility of inserting these provisions for each contract.
For this reason, it is necessary to create inside Archibus a specific table for provisions in which are
saved the following:
 Period From
 Period To
 Provision Number
 Amount
 Contract Number

3.1.4.1 General Ledger Records

Below are the general ledger records and accounts that have to be handled for each record.

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3.1.4.2 Creation of general ledger records

The procedure for the calculation of accrued and deferred payments will be activated according to
the provisions present on the system and they will undertake the following activities:
1. COSTS: Verify that all provisions have their start period date and end of period date included in
the month of the launch of the procedure;
2. EXISTANCE OF PROVISIONS RECORDS: verify that there is at least one record in the provisions
table:
a. If exists, continue
b. If there is no records, create new records as shown in the process under point 3.
3. CREATION OF PROVISIONS: Splitting the total cost according to the accounting period in which it
is incurred;
4. CREATION OF REVERSE ENTRY: create the reverse records for the payments on invoice issue;
5. Whenever the true up payment is done (COST CATEGORY: LEASE EXPENSE), SAP proceeds with
the cost registration and payment.

Example:
Annual Provision (12 months)
Amount: 12000
Date Created: January
Period: January - December

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General Ledger Entries:

*Record type: 3- Accruals

4- Reversal

The above represented records will be sent to SAP only when the month of the extraction is equal to
the month in which they incur.
After generating the provisions, it won’t be possible to modify or cancel any record related to the
relative payment authorization (invoice and costs approval).

3.1.4.3 PROCESSING MONTHLY RECORDS

The elaboration of the provisions must be performed every month. When a record is processed, the
elaboration date in the activity table will be updated.
Going back to the previous example of the annual provision with monthly frequency (from January
to December). Let’s suppose that the user consolidates the provisions on the 28/01/2015 and the
integration flow from Archibus to SAP is scheduled on the 31/01/2015.
During the first month, the following records highlighted in yellow will be passed while the others
non highlighted records will remain available until the next elaboration:

Once consolidated the first month, it will be possible to elaborate the second month and then the
third month till December.
In that case, the following records highlighted in yellow will be passed:
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Once all the months of the period have been consolidated, on invoice issue a new Reversal record is
created and then sent to SAP. In that case, the following records highlighted in yellow will be passed:

3.1.4.4 Exchanged Entries

The creation of the flow for accrual expenses requires the definition of 2 types of entries:
1) ACCRUALS
2) REVERSAL
Exchange terms:
3) Elaboration status is C “Consolidated”
4) Elaboration date = current month
ACCRUALS ENTRY:
Three types of rows are to be considered:
1) Record 01 for the header
2) Record 02 for the debit entry of an “expense”
3) Record 03 for the credit entry of an “accruals”
Additional Exchange terms:
1) Entry type = 3 (Accruals)

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Header (record 01)
N Field Name Description Field Type Size
1 Record Type Fixed to ‘01’ CHAR 2
2 Company code SAP company code CHAR 4
3 Date Due DATE 8
4 Invoice Number NULL CHAR 16
5 Currency CHAR 5
6 Lease code CHAR 8
7 Vendor Code SAP vendor code CHAR 16
8 Id costo Pertaining code CHAR 10
9 Cost centre Cost centre CHAR 10
10 WBS WBS CHAR 10
11 Entry type Accruals CHAR 16
12 Payment type T = Provisions CHAR 1

Record 02
N Field Name Description Field Type Size
1 Record Type Fixed to ‘02’ CHAR 2
2 Accounting key Fixed to ‘40’ CHAR 2

3 Account Fixed to ‘RCC2T30100’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

Record 03
N Field Name Description Field Type Size
1 Record Type Fixed to ‘03’ CHAR 2

2 Accounting key Fixed to ‘50’ CHAR 2

3 Account Fixed to ‘PCR31TZ102’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

REVERSAL ENTRY:
Three types of rows are to be considered:
1) Record 01 for the header
2) Record 02 for the debit entry of an “accruals”
3) Record 03 for the credit entry of an “expense”
Additional Exchange terms:
1) Entry type = 4 (Reversal)

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Header (record 01)
N Field Name Description Field Type Size
1 Record Type Fixed to ‘01’ CHAR 2
2 Company code SAP company code CHAR 4
3 Date Due DATE 8
4 Invoice Number NULL CHAR 16
5 Currency CHAR 5
6 Lease code CHAR 8
7 Vendor Code SAP vendor code CHAR 16
8 Id costo Pertaining code CHAR 10
9 Cost centre Cost centre CHAR 10
10 WBS WBS CHAR 10
11 Entry type Reversal CHAR 16
12 Payment type T = Provisions CHAR 1

Record 02
N Field Name Description Field Type Size
1 Record Type Fixed to ‘02’ CHAR 2
2 Accounting key Fixed to ‘40’ CHAR 2

3 Account Fixed to ‘PCR31TZ102’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

Record 03
N Field Name Description Field Type Size
1 Record Type Fixed to ‘03’ CHAR 2

2 Accounting key Fixed to ‘50’ CHAR 2

3 Account Fixed to ‘RCC2T30100’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

3.1.5 Prepayment Before Invoice Receipt (Spanish case)

This specific case is related to spanish Prepayments that needs to be defered before receiveing the invoice and
executing the actual payment.

In that case, ARCHIBUS will starts sending the deferral records to SAP, even if the invoice doesn’t exist and the
payment is not yet done, according to a certain condition that will be identified during development phase.
SAP in consquence registers the following GL record.

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3.1.5.1 General Ledger Records

Below are the general ledger records and accounts that have to be handled for each record.

1.LEASES PAYEMENT ON INVOICE RECEIPT

The payment is triggered by the letter that is generated by Archibus (on receipt of invoice).
The amount paid quarterly/annually is estimated and based on “a minimum” calculated by Archibus:

2. RECLASS JE
Each quarter a reclass JE is done, in order to reclass the appropriate amount to prepaid.
e.g. if the payment is done in March for March-June period, the entire amount is reclassed to prepaid,
if the payment is done in April for the April- June period, April is expensed and the amount for the
May-June period is reclassed to prepaid:

3.PREPAID ADJUSTMENT
Each month another entry is done in order to take out from the prepaid account the monthly cost
(1/3 of the amount):

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3.1.5.2 Creation of general ledger records

The procedure for the calculation of accrued and deferred payments will be activated on the basis of
a specific condition.
In particular, the elaboration of the procedure for all the costs having:
- COST CATEGORY: RENT - BASE RENT
- TYPE: ADVANCED
- FORSE CONDITION: YES
will undertake the following activities:
1. COST STATUS:

Verify that all approved costs have their start period date and end of period date included in the
month of the launch of the procedure.

2. EXISTANCE OF RECORDS: verify that there is at least one record in the accrual/prepayment table:
a. If exists, continue
b. If there is no records, create new records as shown in the process under point 3.

3. CREATION OF PREPAID EXPENSES: Splitting the total cost according to the accounting period in
which it is incurred;
4. CREATION OF REVERSE ENTRY: create reverse records for the payments non relative to the
period.
Example:
Quarterly prepayment
Amount: 3000
Emission date: February
Period: January-March

General ledger records:

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The above represented records will be sent to SAP only when the month of the extraction is equal to
the month in which they incur.
After generating the prepaid expenses, it won’t be possible to modify or cancel any record related to
the relative authorization payment (invoice and costs approval).

3.1.5.3 PROCESSING MONTHLY RECORDS

The elaboration of the prepayments/accruals must be performed every month. When a record is
processed, the elaboration date in the activity table will be updated.
Going back to the previous example of the payment issued in January with quarterly accrual (from
January to March). Let’s suppose that the user consolidates the accruals on the 28/01/2015 and the
integration flow from Archibus to SAP is scheduled on the 31/01/2015.
During the same month of the authorization payment, the following records highlighted in yellow
will be passed while the others non highlighted records will remain available until the next extraction:

*Record type: 1- Reclass

2- Prepaid

Once consolidated the first month, it will be possible to elaborate the second month.
In that case, the following records highlighted in yellow will be passed:

Once consolidated the second month, it will be possible to elaborate the third month.
In that case, the following records highlighted in yellow will be passed:

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At the invoice receipt and payment (February in this case), ARCHIBUS generates and sends to SAP
the following records:

3.1.5.4 Exchanged Entries

The creation of the flow for prepaid expenses requires the definition of 2 types of entries:
1) RECLASS
2) PREPAID
Exchange terms:
1) Elaboration status is C “Consolidated”
2) Elaboration date = current month

RECLASS ENTRY:
Three types of rows are to be considered:
1) Record 01 for the header
2) Record 02 for the debit entry of a “prepaid”
3) Record 03 for the credit entry of an “expense”
Additional Exchange terms:
1) Entry type = 1 (Reclass)

Header (record 01)

N Field Name Description Field Type Size
1 Record Type Fixed to ‘01’ CHAR 2
2 Company code SAP company code CHAR 4
3 Date Due DATE 8
4 Invoice Number ARCHIBUS invoice number CHAR 16
5 Currency CHAR 5

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6 Lease code CHAR 8
7 Vendor Code SAP vendor code CHAR 16
8 Id costo Pertaining code CHAR 10
9 Cost centre Cost centre CHAR 10
10 WBS WBS CHAR 10
11 Entry type Reclass CHAR 16
12 Payment type A = Anticipated CHAR 1

Record 02
N Field Name Description Field Type Size
1 Record Type Fixed to ‘02’ CHAR 2
2 Accounting key Fixed to ‘40’ CHAR 2

3 Account Fixed to ‘ACR22TZ101’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

Record 03
N Field Name Description Field Type Size
1 Record Type Fixed to ‘03’ CHAR 2

2 Accounting key Fixed to ‘50’ CHAR 2

3 Account Fixed to ‘RCC2T30100’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

PREPAID ENTRY:
Three types of records are to be considered:
1) Record 01 for the header
2) Record 02 for the debit entry of a “prepaid”
3) Record 03 for the credit entry of an ”expense”
Additional Exchange terms:
1) Entry type = 2 (Prepaid)
Header (record 01)
N Field Name Description Field Type Size
1 Record Type Fixed to ‘01’ CHAR 2
2 Company code SAP company code CHAR 4
3 Date Due DATE 8
4 Invoice Number ARCHIBUS invoice number CHAR 16
5 Currency CHAR 5

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 N Field Name Description Field Type Size
6 Lease code CHAR 8
7 Vendor Code SAP vendor code CHAR 16
8 Id costo Pertaining code CHAR 10
9 Cost centre Cost centre CHAR 10
10 WBS WBS CHAR 10
11 Entry type Prepaid CHAR 16
12 Payment type A = Anticipated CHAR 1

Record 02
N Field Name Description Field Type Size
1 Record Type Fixed to ‘02’ CHAR 2
2 Accounting key Fixed to ‘40’ CHAR 2

3 Account Fixed to ‘RCC2T30100’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

Record 03
N Field Name Description Field Type Size
1 Record Type Fixed to ‘03’ CHAR 2

2 Accounting key Fixed to ‘50’ CHAR 2

3 Account Fixed to ‘ACR22TZ101’ CHAR 10

4 Amount CURR 15
5 Description CHAR 50

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