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Sage University
Sage ERP X3
Financials: Beyond the Basics
Sage North America certified course curriculum

Sage ERP X3
CERTIFIED STUDENT CURRICULUM

SAGE UNIVERSITY
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Curriculum Version 4.0

NOTICE
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07/2014
Contents
Welcome and Introduction .................................................................... 1
Automatic Journals & Dimensions ........................................................ 3
General Overview ................................................................................. 4
Accounting Code Lines ....................................................................... 12
Account Code Entry Transactions........................................................ 15
Accounting Codes ............................................................................... 16
Automatic Journals .............................................................................. 19
Variables ............................................................................................. 29
Grouping Automatic Journals .............................................................. 33
Automatic Journal Comparison ........................................................... 36
Assignment Rules ................................................................................ 37
Working with Multiple Ledgers ........................................................... 41
Default Dimensions ............................................................................. 42
Lesson Practices .................................................................................. 50
Financial Data Extraction .................................................................... 60
General Overview ............................................................................... 61
Financial Data Extraction .................................................................... 62
Financial Extraction Calculation .......................................................... 69
Financial Extraction Inquiry ................................................................ 71
Customer Statements & Reminders .................................................... 77
Customer Statements ........................................................................... 78
Statement Creation .............................................................................. 80
Reminders ........................................................................................... 85
Reminder Campaigns .......................................................................... 87
Employee Expenses .............................................................................. 95
Tracking Employee Expenses .............................................................. 96
Processing Expense Reports .............................................................. 101
Lesson Practices ................................................................................ 103
Summary ........................................................................................... 105
Sage North America Certified Student Course Curriculum - Version 4.0 Page i
Copyright © 2014 Sage, Inc. All Rights Reserved.
Page ii Sage North America Certified Student Course Curriculum - Version 4.0
Lesson 1
Welcome and Introduction
Welcome to the Financials Beyond the Basics training class. This course is divided into
discussion of concepts, activities, and a review.
The information in this document is intended to provide you with information on how to
create and modify automatic journals and defaults dimension, financial data extraction,
and the printing of statements and reminders.
This course is designed to provide you with knowledge of:
How to define and use accounting codes and automatic journals to control how
general ledger is updated for financial transactions.
How to set up and use financial data extraction codes for generating inquiries and
reports based on information you specify.
How to print statements for a customer or supplier and apply payments to a
statement.
How to generate and print reminders to provide to customers on past due invoices.
Sage North America Certified Student Course Curriculum - Version 4.0 Page 1
Welcome and Introduction (continued)

How to Use This Curriculum
The following table describes the conventions used in this curriculum
Convention Explanation
Step numbers versus Step numbers are not part of an activity and
activity numbers are intended to provide you with the steps
typically used to complete a function.
Activity numbers appear in bold and are
completed in class.
Italic font in a Items that are part of a Practice and appear in
Practice an italic font indicate you need to select a
function or perform a specific action to
complete the step (for example, click OK).
Courier font in an Items that are part of an activity and appear in
activity courier font indicate information you should
enter (for example, at the Customer No. field,
enter 01-ABS).
Company
For the purposes of this training, you will be using the SEED endpoint, which is multi-
legislation folder. You will be accessing data specific to North American including
companies, customers, suppliers, and existing transactions.
The data specific to North America either begins or includes “NA”. For example,
the NA10 site and the NA011 and NA012 companies.
Logging On To Sage ERP X3
In this Practice, you will log on to Sage ERP X3.

1. Open your Web Browser and the URL provided by the instructor.
2. Click Click here to start your experience.
3. When prompted, enter admin as the user name and password.
4. Click OK.
5. From the Landing page displayed, click the Navigation icon in the Upper bar.
Page 2 Sage North America Certified Student Course Curriculum - Version 4.0
Lesson 2
Automatic Journals & Dimensions
In this lesson, information necessary for using Sales is discussed. Before starting the
sales process for a new company, you must first ensure specific information is defined
this includes customers, product information, pricing, etc.
The topics in this lesson include:
General Overview
Accounting Code Lines
Account Code Entry Transactions
Accounting Codes
Automatic Journals
Variables
Grouping Automatic Journals
Automatic Journal Comparison
Assignment Rules
Default Dimensions
General Overview
All activity generating a profit or loss in a company needs to post in accounting. The
connection between the activity and accounting is the accounting interface.
The accounting entries are generated according to the following rule:

- Accounting codes define the accounts
- Automatic journals determine the journal entries
General Overview (continued)

When creating a new Folder in the program, you can choose to inherit all or some
part of the parameters established in the primary Folder. This initializes all
accounting code information.
It is recommended that you do not modify the standard accounting codes and
automatic journals that are inherited as part of the Folder creation process.
- You can use the standard ones as a basis for new ones by changing the names.
- This also prevents you from losing changes made for updates that are done to the
standard accounting codes and automatic journals.
Automatic Journals
An automatic journal is a set of parameterized rules which allow the system to build
an accounting journal entry from an event. Examples of events include:
- An invoice (Sales or Purchasing)
- A payment
- A stock or WIP movement
- A Fixed Asset transaction
- Year End Processing
The automatic journals convert a document into an entry journal. They are used
when a document is validated (invoices, payments, etc.) or an interface process is
run (stocks and WIP).
You can define a group of automatic journals in order to:

- Create different entries for a given automatic journal code.
- Have different automatic journals for different legislations.
- Generate an automatic matching for entries (only usable in payment automatic
journals).
- You can define up to 10 automatic journals for each group.
- When executing an automatic journal, the system searches if a group exists with
the corresponding code, and executes the journals found in the group.
- Otherwise, the system executes the automatic journal corresponding to the code.

The program will search the automatic journal associated with the original
document and applies the parameterization set to create the journal entry.
The diagram below shows how the various journals send information to general
ledger.
- Production, Stock, and Fixed Assets journals run via a user controlled interface.
They all use intermediate work files to collect data for future use by the
automatic journals.
- Stock interface uses STOJOU primarily, Fixed Assets uses TMPCPTDTA, and
Production uses WIPTMP for work in progress and STOJOU for stock
movements.
- All of the functions listed use automatic journals which can be monitored trough
the Accounting tasks function in the Usage > Batch server block.

The Stock and WIP accounting interfaces are run using the Account interface
function under Valuation in the Stock > Periodic processing block and the In-
process posting for WIP in the Costing > WIP block.
- Both functions allow the user to choose the aggregation of records from their
respective temporary tables using any field in the table such as the document
number, product, and date.
- There is a choice by movement type for stock and operation types for WIP.
The Fixed Assets accounting interface is run using the Generation of accounting
entries function under Account interface in the Fixed assets > Processes block.
- This generates summary journals in General Ledger but keeps detail in separate
journal functions.
- User can determine data loaded into temporary table, which all asset journals
use.
- Events can be set to automatically run, upon posting in Fixed Assets.
Every transaction or event requires a link to an automatic journal, except for journal
entry transactions recorded directly in Financials.
- Fixed Assets events link via the Accounting entry types function in the Setup >
Fixed assets block.
- Sales documents link via the Invoice types function under Document types in the
Setup > Sales block.
- Purchase documents link via the Invoice types function in the Setup >
Purchasing block.
- Stock movement link via specific stock transaction functions (e.g. Receipts,
Deliveries, Packaging, etc.) available under Entry transactions in the Setup >
Inventory block.
- WIP uses a single journal defined in the GPA general parameters.
- Payments and receipts link via the Payment types function in the Setup > A/P–
A/R accounting block.
- Invoices that also generate stock postings use the entry transactions to specify
the inventory journal.

An example of an automatic posting flow is shown below.
Accounting Codes
Accounting codes define accounts to use and can be created for every chart of accounts
and defined for each ledger in a Sage ERP X3 Folder.
They are optionally used by an automatic journal to map an account code on a line.
Defining account codes is not required as you can specific accounts in the automatic
journal itself.
- Defining account codes gives you greater control over how different types of
customer, suppliers, products, etc. post to the General ledger.
Accounting codes are attached to many elements of common data according to type.
Some examples include:
- Company/Site
- Products
- Business Partners (Suppliers, Customers, etc.)
- Tax
- Manufacturing Work Centers

For each accounting code, you define the account to which a type of posting should
be made. For example, on Products, you can define accounts to use for such items
as:
- Purchase Expense
- Sales Revenue
- Stock
- Work in Progress
- GRNI (Goods Received Not Invoiced)
An accounting code is referenced in an automatic journal line by Type, Line
Number, and Identification Key.
Accounting Codes & Automatic Journals
Accounting codes and Automatic journals work together to determine the accounts and
how to generate the appropriate journal entry.
Note: It is important to keep in mind that an understanding of the entire program,
formulas, and tables is necessary to modify automatic journals.
Accounting codes can be related to a different type of element such as a supplier,

customer, item, invoice line items, tax code, fixed asset, etc.
The system automatically includes a standard set of automatic journals and activity
codes for standard postings of transactions.
The only time they are modified, if is special posting requirements are in place and
the source of the actual accounts to use in not part of the standard structure.

Example
A sales invoice is created with a line that credits sales turnover.
The event which drives this automatic journal (SIHI) is the posting of a sales
invoice.
Line 2 of this automatic journal is used to create the entry line: Item line Sales
Revenue.
Below is the definition of the accounting code which is read to populate the account.
What this means:

The system looks at an accounting code of type Product.
It uses the accounting code defined on the product which is the subject of the
invoice line which is being processed.
- [F:SID]ITMREF is referencing the product code on the invoice line
It will than read the account from line 2 of the accounting code to determine to
which account to post.
- If the product sold is NEGOC00016, the account code is TRADING, and in the
TRA Legal A chart of accounts, line 2 gives us account 707000.
When creating and defining accounting codes you must associate them with an account
code type.
For each account code type, you can determine what accounts should be defined
(e.g. Sales, Services, Inventory, etc.) when creating accounting codes for the
selected type.
- These are referred to as account code lines.
Use the Accounting code lines (GESCCL) function under Accounting interface in
the Setup > Financials block to determine what accounts should be defined for each
account code type.
Accounting Code Lines (continued)

The accounting code type defines the base object which the account code, when
created, refers to (e.g. Product, Customer, Supplier, Company, Site, etc.).
The Setup section displays the account code lines starting with Line 1.
Default lines are automatically created for each account code type selected. Some
usages of the lines are hard coded, meaning you cannot delete them nor can you
change where they appear in the account code lines list.
- For example, when creating a customer invoice, the system will always look for
the default control account at Line 1.
- The following group of accounting codes and their lines are used for
default/hard coded values.
- If the default lines defined are not enough, you can add new lines to meet your
company’s specific needs.
For each line, you can decide if you want to define a normal account, a control
account, or a modifier.
- The Account and Control options require the selection of an account already
defined in the chart of accounts.
- Select Modifier to have the ability to partially define an account, having the
whole account number completed based on the automatic journal rules. This is
discussed when creating accounting codes and automatic journals.
For each line, you must identify what the line is defining. For example, is the line
used to define the Sales account, Services account, Charges account, etc.
- You must select from a pre-defined index that is specific to the account code
type selected.
- You are not required to create a line for every possible account reference, as an
account can come directly from the automatic journal and not an accounting
code.
At the Mandatory field, you can determine if it is mandatory that an account be
defined for the line when creating an accounting code.
Accounting Code Lines (continued)

Adding Accounts
You can also add an account to an account code type, if not already listed. For example,
you might want to add a default control account to the Customer accounting code type.
This is done by defining the appropriate type, account you are defining, text, and
mandatory setting in the first open row available in the grid.
Account Code Entry Transactions
Before defining accounting codes, you can also create account code entry transactions.
These transaction types define the chart of accounts and the columns available for
accounting codes created using the specific transaction type. This allows you to create
accounting codes specific to a chart of accounts.
You are prompted for the entry transaction when first accessing the Accounting
codes function.
Account code entry transactions are defined using the Acc. code entry transactions
(GESGCO) function under Accounting interface in the Setup > Financials block.
A separate column displays in the Accounting codes function based on the chart of
accounts selected for the transaction code.
You can select one or more chart of accounts. This allows you to define which
account number to use for an account in different chart of accounts.
- For example, for the Sales account, you can select an account specific to the
NA1 chart of accounts, INT chart of accounts, etc.
Accounting Codes
Use Accounting codes (GESCAC) under Accounting interface in the Setup > Financials
block to view and create an unlimited number of accounting codes based on the various
accounting code types.
The option selected at the Type field identifies what you are creating the accounting
code for, as well as the accounting code ID and description.
For each accounting code, you must define an ID at the Code field as well as a title
and short title.
- Existing accounting codes are displayed in the Left List and are grouped based
on the accounting code type.
The lines listed are based on the type selected, which are defined in the Accounting
code lines function.
- For each line, you can optionally define the actual account to use for each chart
of accounts associated with the transaction selected when accessing this
function.
- You can use wildcards to generate the account from multiple codes.
- If you leave an account blank, it is assumed you are setting up the automatic
journal to either include an account or to look to another source.
- It is important to note, the system does not verify the account entered exists.
Accounting Codes (continued)

Accounts Construction
The program can construct one account based on more than one accounting code
within one automatic journal.
- The lines constructed must have Modifier select as the account type.
- The account can be created by combining lines of the same accounting code or
by combining lines of different accounting codes.
Any account filled with an “X” is replaced by another character defined in another
accounting code line.
- Once the “X” has a value, it is not changed again. This is in case there is more
than one parameterization for the same character.
- At the end of the search, any remaining “X” values are replaced by a zero (0).
This is the reason why the second character in the example below turned out to
be a zero.
The selection of the Automatic creation check box on the chart of accounts
determines if the account constructed is automatically created if it does not exist.
- If this check box is cleared, an error message displays on the appropriate log
report when trying to update general ledger.
Below is an example of a sales account construction.
Accounting Codes (continued)

Assigning Accounting Codes
You can optionally assign accounting codes to various entities throughout the system.
This includes customers, suppliers, sales reps, products, etc. It is assigned at the
Accounting code field.
Automatic Journals
Use Automatic journals (GESGAU) under Accounting interface in the Setup >
Financials block to view and add automatic journals. Remember, the program
automatically includes automatic journals for standard posting processes for each
module.
A listing of the standard automatic journals is available in Help.
When creating an automatic journal, there are two steps. The first is defining the
Header information and the second is the Lines.
You can enter a maximum of five characters as the automatic journal ID.
General Tab
Use the General tab to define information such as the module, grouping, formulas for
generating the description, if negative entries are allowed, and any special linking to
additional tables.
Automatic Journals (continued)

At the Module field, select the module for which you are creating the automatic
journal. You can only use the automatic journal in the module selected.
The table selected at the Triggering table field identifies in which database table the
master record(s) are found, specific to the posting transfer.
- For example, for sales invoices it is (SINVOICE) and for purchasing invoices it
is (PINVOICE).
The option selected at the Index field determines how the information in the
triggering table is sorted before entries are generated.
- For example, you can select to sort information based on the invoice number
(NUM) or the invoice type and number (INVTYP+NUM).
- The options available for selection are based on the indexed fields associated
with the triggering table selected.
- If an entry is not made at this field, data is reviewed and entries are generated as
they appear in the table.
At the Grouping field, you can determine if a separate entry is generated for each
record or if records are grouped into one entry.
- For example, do you want separate entries posted for each sales invoice entered
or a single entry made for all records.
If you select Grouped Journal at the Grouping field, you can still have the system
generate several journal entries in the place of one, based on a break character
defined for a detail table linked to the triggering table.
- The table and field used to determine the break is entered at the Explode journal
field.
- For example, if you are grouping entries but want to ensure a different journal
entry is created by currency, you would select the SINVOICED table and the
CURLIN (currency) field. A separate entry is generated where the currency is
different in the detail lines.
The Sub-prog after links field is used to create a connection to link tables for which
no link is provided by the dictionary, or reading global variables.
The Sub-prog creation journal end field allows the system to write to another table,
once the accounting document is generated.
The Filter and Condition fields are used to define conditions that must be met before
an entry is generated when using the selected automatic journal.
If the Negative amounts check box is not selected and a line contains a negative
amount, the system automatically converts negative debits to credits and vice versa.
If the accounting date for an entry falls within a closed period, an error is generated
and it cannot be properly validated. If the First date check box is selected, entries
that fall within a closed period are posted on the first date of the first open period.

The Ref. entry field is only used if the triggering table selected is PAYMENTH
(Payment Header)
- The field references an internal name list for the payment lines and is used to
trigger certain automatic mechanism (bad debt management, storage of
intermediary treasury accounts).
- The value is stored in the PAYACONUM table is also used to define the states
that appear in payment entry.
- It is recommended that you do not change the selection for the standard
automatic journal delivered with the product.
The grid allows you to define the calculation formula used to determine the content
of the fields in the generated header file.
- The calculation formulas can be simple or more complicated and include fields
extracted either from the triggering table or from the linked tables.
- In some cases, a default value is assigned to the field if no calculation is defined.
Review Help for information on key fields in the header and their default values.
Lines
After defining and creating the General information for an automatic journal, click
Lines in the Right panel to define the parameters for the line. The parameters for the
lines define:
Conditions to execute the line and accounts
Entry line contents
Default dimensions
Specific actions to group or ungroup the lines
Number of Lines
The number of lines is dependent on the number of lines of the journal entry. At
minimum, you need to have one accounting journal line per one entry journal line.
There are two different possibilities.
The lines to define for each automatic journal are listed under Automatic journals in
the Left List.

General Tab
Use the General tab to define the conditions for creating the entry journal line. This
includes the line type, linked tables, and accounting codes to use.
In the Ledgers section select the ledger updated as part of the entries made.

The Unique option at the Line type field generates a single record (grouping = 1
journal/line) or N records (grouping = grouped journal) for the triggering table
defined in the Header.
- Used if you want to generate one single entry journal line based on the triggering
table line data.
- You can add linked tables and use it in the formulas in order to enhance the
entry line.
- For example, line 1 for the Customer Sales Revenue is Unique and comes from
the triggering table defined for the Header.
The Linked Table option at the Line type field generates a single record (grouping =
1 journal/line) or N records (grouping = grouped journal) for the table defined at the
General Table field.
- Used if you want to generate one or more entry lines starting from the linked
table. These records are in general the detail lines associated with the triggering
table defined for the Header.
- You can add linked tables and use it in the formulas in order to enhance the
entry line.
- In the case of an analytical dimension record for a single general entry line, you
are able to specify the corresponding analytical table.
- If there is not one, the analytical information can be retrieved from another
related table defined at the Analytic Table field.
- For example, line 2 for the Item line Sales Revenue is Linked Table and both a
general table and analytic table are defined.
The formula defined at the Condition field determines the usage rules of the line.
- For example, the condition defined for the line 2 Main tax defines that this
definition is only used if the VAT tax is not empty and the amount is not equal
to zero.
- These expressions are always connected to the triggering table selected in the
Header, from the general table selected for the Line, and from the tables declared
in the Actions after line creation field on the Actions tab.
- In order to execute the creation of one or more entry journal lines, the condition
must return a True value.
The Tables section defines the tables whose records make it possible to generate the
various entries.
- If multiple analytical postings are needed for each entry line, you can define a
secondary analytic table at the Analytic tables field.

At the Default dimension field, you can select a default dimension code which
identifies default values to use if none are found for the entry.
- These are defined through the Default dimensions function which is discussed in
a later topic.
The Debit-credit compensation check box determines how entries are grouped.
- Clear the check box to group only the entries generated for this line if they have
all the characteristics listed: Site, GL Account, Business Partner Account,
Analytic Allocation, Account, Tax Code, and Sign.
- If selected, compensate for entries of opposite signs and common characteristics.
If the resulting amount is zero, do not generate the entry.
- Entries posted to the analytic dimensions without allocation are grouped if the
other characteristics are identical. An allocation in an amount, associated with
the general entry list, is created.
In the Accounting codes section, you can optionally determine if an account should
come from the account code(s) listed.
- The accounting codes are only used if an account is not defined on the Formulas
tab. The search order is based on the figure below.
- At the Accounting code field, select the type of accounting code used (e.g.
Product, Sales Rep, Customer, Supplier, etc.)
- The index selected at the Ind field defines which element of the accounting
modifier table is seen. This represents the various accounts defined based on the
accounting code type. For example, Purchasing, Sales, Services, Fixed Assets,
Sales Credit, etc.)

- The formula defined at the Identification key field tells the system where to
locate the accounting code to use. For example, for line 2 Item line Sales
Revenue, the key is [F:SID]ITMREF, which is the product associated with the
sales invoice line item in the INVOICED table.
- At the Condition field, you can define a condition that determines when the
account from the selected accounting code is used.
- You can define more than one accounting code and the system performs the
search starting with the first reference listed.
- If you are generating an account based on values defined in different accounting
codes, you would list all of them here. For example, to obtain the Sales account
based on the accounting codes we defined previously, you would use the
accounting code for the product as well as the one assigned to the sales
representative.
Formulas Tab
Use the Formulas tab to create formulas to define each of the fields making up the
posting lines. This includes accounts, ledger amounts, etc.
When defining the formula, you can:

- Reference a field from the triggering table, general table, or even from a linked
table.
- Reference a field from the Header or Lines window for the automatic journal
- Define as hard coded – an actual account number
If an account field is left blank, the system uses the accounting code defined on the
General tab.

Dimension Types/Dimensions Tab
Use the Dimensions Types/Dimensions tab to define, for each line, the source of the
dimension for each dimension type.
This includes the field to trigger the dimension type and the field to trigger the
dimension code where the amount is updated.
- You can use fields in the triggering table defined for the Header, the general
table defined for the line, and the analytical table defined for the line, and the
tables defined by the accounting codes.
The information automatically defaults based on dimension defaults defined, which
is discussed in a later topic.
Actions Tab
Use the Actions tab to call a standard sub-program carrying out special technical
operations specific to a journal line. Most of these actions are used in the supplier and
customer invoices, payments, and stock.
The action defined at the Actions after links field establishes a contextual link
between tables where no standard link is available from the triggering table or the
line linked tables.
- For example, the below reads the account file and its currency from the bank.
o Field = LECDEVBAN; Program = PAYCPTA (payment automatic journal)
o This is defined for line 18 of the PRINC automatic journal.

The action defined at the Action before line creation fields allow the addition of
criteria group the line.
- For example, as mentioned previously, the automatic journals generation
program groups lines with the same site, accounts, BP, tax, allocation key, and
label.
- In case of the payments, even if you set a posting by deposit slip (only one entry
by deposit), the system manages a forced grouping criteria (payment number) in
the lines related to the BP account, in order to have a track of the entries
generated for each payment for each matching.
- So even if we have a group deposit validation, you will have, for each BP
account, as many lines as payments.
- The below regroups based on the below.
o Field = REGROUP; Program = PAYCPTA (payment automatic journal)
o This is defined for line 10 of the PRINC automatic journal.
The action defined at the Action after line creation fields allows fields to be
populated which were not done before.
- For example, the below is used on lines managing the invoice BP. It updates
payments with the unique number of the open item.
o Field = APLIGFAC; Program = PAYCPTA (payment automatic journal)
o This is defined for line 10 of the PRINC payment automatic journal.
Example of Syntaxes/Formulas
Below are examples of syntaxes/formulas you are able to use under the Header and
Lines conditions.
Site with [F:PIH]FCY – Connection to a field of the triggering or linked table with:
- F = File data
- PIH = Table abbreviation
- FCY = Table field name of the site
Accounting date with [M:DIA]ACCDAT – Connection to a field of a main/current
screen with:
- M = Screen data
- DIA = Screen abbreviation
- ACCDAT = Screen field name
The type of journal field with “XXX” or the journal status field with the value 2
hard coded.

Expressions/syntax which are evaluated at the time of processing:
- “CCA”=format$(“D:MM[-]YY”,[M:DIA]ACCDAT)
- String$([F:PIH]PIHTYP=1 | [F:PIH]PIHTYP=2, “FAF”) +
string$([F:PIH]PIHTYP=3 | [F:PIH]PIHTYP=4, “AVF”)
- func AFNC.PARAM(parameter, GSOCIETE)=value
- func TRTX3FNC.GETLEG(FCY)=”USA”
If fields are mandatory and nothing is set on the automatic journal, it means they are
hard coded in the program for safety reasons.
Variables
Defining variables is useful when the expression (formula) you want to create is very
long, complex, or even when it is not possible to achieve the result with a single
formula.
There are two steps to creating a variable: defining the variable parameters and
creating the automatic journal variables.
Parameters of Variables
Use the Parameters of variables (GESGVA) function under Accounting interface in the
Setup > Financials block to define the variable name and content (e.g. decimal,
character, etc.).
There are standard default variables defined, which you cannot modify; however,
you can create new variables.
When creating a new variable, you must define the ID in the first Description field.
You can enter a maximum of 10 characters for the variable ID.
- When defining the ID, it is important you verify it doesn’t exist already under
another code in order to avoid redundancies.
The option selected at the Parameter type field identifies the type of date for the
variable. The options include: Character, Integer, Decimal, Date, Description, Image
file, and Text file.
The actual usage of the variable created in this function is defined using the
Automatic journal variables function.
Variables (continued)
Standard Variables
The list below defines the standard variables, which cannot be changed.
Code Title Code Title
ACC Account PARAM Parameter code
ACCMISTYP Misc. account type PFCY Site
ACCNUM Internal number PRI Price
AMTDES Destination amount PVAL Document movement
value
AMTLNG Amount PVCRLIN Document line number
AMTORG Original amount PVCRNU Document number
M
BAN Bank PVCRTYP Document type
BPR Business Partner QTY Quantity
COA Chart of Accounts SAC Collective
COST Cost SITE Site
COURS Rate SLO Sub-lot
CPTETAP Accounting stage SNS Accounting Sign
CPY Company TYP Type
DAT Date TYPAMT Amount type
DATE Date TYPCOST Cost type
DES Description TYPCUR Rate type
DEVDES Destination Currency VALLING Value
DEVORG Source Currency VALPAR Parameter value
FCY Site VAT Tax code
IND Index VATRAT VAT rate
ITEMREF Product VCRLIN Document line number
LEDTYP Reference type VCRNUM Document number
LINFAC Invoice line VCRTYP Document type
LOT Lot
NUMFAC Invoice Number
Automatic Journal Variables
Once the variable parameters are defined, you are able to create the automatic journal
variables in the Automatic journal variables (GESGVG) function under Accounting
interface in the Setup > Financials block. For each automatic journal variable created,
you must define the process and subprogram and any related variables.
Before creating the automatic journal variables, you must first create the processes
and subprograms that are used to generate the final value of the automatic journal
variable.
- Processes and subprograms are developed using the Script editor (ADOTRT)
and Subprograms (GESASU) functions under Scripts in the Development >
Script dictionary block.
- These functions require programming knowledge.
In the Subprograms section, select the process and subprogram you developed.
- You can click the Actions icon in the field and select Editor to view the program
developed, as well as make any necessary changes.
For each parameter value selected, you must select either By Value or By Address
as the argument type.
- At least one of the parameters must be By Address in order to return the result of
the evaluation.
- The By Value option allows values to be passed to the subprogram in order to
make part of the evaluation of the return parameter.
The order of input and the parameter value types in the variable must be respected in
the parameters declaration of the process. So:
- In addition to the parameters defined in the variable, there is an additional one in
the last position STAT. This is an integer type and is only explored in the
process.
- It allows you to return a status back at the generation time. Whenever an error
occurs in the evaluation of the variable, the program created should position
STAT to 98 and populate the global variable GMESSAGE with an error that
prevents the creation of the accounting journal.
- If the process created uses the primary table or linked table fields, they must be
open, not under their own abbreviation, but under the abbreviation [F:TB0] and
[FL:TB1] for the linked table.
For example, the TVA variable has 3 parameters, by values there is Company, Tax
code, and Date; with VAT rate as the searched value.
- The Amount field for Line 32 in the PRINC automatic journal - the parameter
DAT from the variable TVA is [M:HAE0]ACCDAT.
- The Amount field for Line 32 in the STEPN automatic journal - the parameter
DAT from the variable TVA is [F:PYH]ACCDAT.
Additional Information
To call a variable, use the expression V_VARIABLE CODE but it can only be used
in the automatic journal line.
The same variable can be used in different automatic journals.
You can use more than one variable in the same formula.
In the same automatic journal, you can use the same variable in different lines or in
different fields of the same line.
The parameter values depend on the context. This means they are related with the
automatic journal, the lines or even with the field itself.
Using the Actions icon in a field, you are able to see the variable definition as well
as valued assigned to each parameter.
Grouping Automatic Journals
Use Automatic journal groups (GESGRA) under Accounting interface in the Setup >
Financials block to create an automatic journal group. Automatic journals are grouped
to:
Create different entries for a given automatic journal code
Have different automatic journals according to each legislation (use a condition
based on legislation at the automatic journal header level)
Generate an automatic matching for entries (only usable in payment automatic
journals)
- In the case of payment accounting, it is necessary to create a group of journal
entries, with the payment lines in question being amongst other things matched
together.
The diagram below shows how the system performs the search.
- Based on the automatic journal assigned, the system searches for the same code
defined as a group.
- With the exception of payments, which allows you to define an exact group code
for the payment entry transaction.
The automatic journals grouped do not necessary lead to the generation of postings,
because the conditions placed in the Header and Lines of each automatic journal
make it possible to say if the journal entry (or the line) must be created.
Grouping Automatic Journals (continued)

Group Automatic Entries
For each group, you must define an ID and description, as well as list the automatic
journals to include in the group and define any matching criteria.
In the Entries To Link section, select the automatic journals to link together. They
system reviews the automatic journals in the order listed.
- For example, if an entry when reviewed does not meet the conditions defined in
the first automatic journal, it will look to the second automatic journal listed, and
so on until the appropriate conditions are met.
Grouping Automatic Journals (continued)

Matching
The Matching Grouped Entries section is used to group entries together based on those
generated using the automatic journals listed. This section is used for payment
automatic journal groups; allowing you to group specific payments together based on
different criteria such as matching payment types, bank codes, etc.
At the Entry and Part fields, you must select the automatic journals you are
matching. You can only match automatic journals selected in the Entries to link
section.
For each automatic journal selected, you must select the line number to match at the
Line fields. Based on the line selected in the first Lines field, the system will only
display those lines from the second automatic journal of the same type.
The Invoice matching check box is only available if an automatic journal is not
selected at the Part field and indicates the matching takes place at the invoice level
for the payment.
If several matching lines share a single line of origin are created, the group is
matched as a single group. This can lead to matching groups with many postings,
grouping many invoices and many payments. For example:
- Customer C has three invoices: invoice F10 with two open items Part A and Part
B, invoice F20 with two open items Part C and Part D, and invoice F30 with two
open items Part E and Part F.
- If payment Pay1 exactly settles the open items Part A and Part B for invoice
F10, and Part C for invoice F20, the postings made to the account for the
Customer are matched together by the automatic journal linked to the Pay1
payment and F10 and F20 invoices.
- The matching is only partial because the balance of the group is equal to Part D,
which is not settled.
- If payment Pay2 is entered, which exactly settles the open items Part D for
invoice F20 and Parts E and F for invoice F30, the posting passed to the account
for the customer is matched together by the journal entries linked to Pay2 and
invoices F20 and F30.
- Because the posting linked to invoice F20 was already partially matched, a
global matching is carried out. Here, the group being balanced, the matching is
global.
- But if the open item Part F had not been closed there would have been again a
group of posting for the unbalanced Customer account and a third payment
would have been aggregated to the matching group.
Automatic Journal Comparison
Use Automatic journal comparison (CMPGAU) under Accounting interface in the Setup
> Financials block to compare two automatic journals. You can:
Compare the same automatic journal in two different folders. This is useful when an
automatic journal is delivered in patch and you want to compare the one in the
working folder with the patched one in the reference folder.
Compare two different automatic journals in the same folder.
Compare all automatic journals between two folders. In this case, you must input an
asterisk (*) in the automatic journal field in order to have a complete comparison of
the automatic journals between the two folders.
A trace file is generated detailing all the differences.
Assignment Rules
There are several rules to determine the automatic journal to apply. These can be based
on parameters, entry transaction, and invoice type.
Parameters
You can define default automatic journals for specific parameters in the Parameter
values (ADPVAL) function in the Setup > General parameters block.
The automatic journal is defined in the parameter values starting by GAU*.
Assignment Rules (continued)

Below are some examples:
Module Group Parameter Description Activity Param. Automatic
Code Level Journal
Code
TRS PPY GAUACPT Prepayment Transfer Folder ACPT
CPT CAS GAUCASH Sage treas. trans. import CASIN Folder CASH
document
CPT CLO GAUCCA Expense accruals journal SVC Folder CCA
CPT CLO GAUCNV Conversion variance Company CNV
journal
If the parameter is blank, the program uses a default automatic journal code which is
hard coded.

Entry Transaction
You can also define automatic journals when defining different entry transactions for
various functions in the system.
For example, in the Miscellaneous receipts (GESSRT) function under Entry
transactions in the Setup > Stock block, you can define an automatic journal to use
on the General tab for each miscellaneous receipt transaction you created.
If nothing is defined, the system will not post the entry journal and, depending on
the case, a trace with the error may be generated.

Invoice Type Level
When defining purchase and sales invoice types, you are able to determine the
associated automatic journal for both the Sales/Purchase invoices and the direct BP
invoices.
If nothing is defined for the automatic journal code, an error message displays when
creating the document.
Working with Multiple Ledgers
The program allows for multiple ledgers to be used for company recordkeeping. For
example, you may want to record transactions using both GAAP and IFRS, or you may
want to record some transactions using cash accounting methods and others using
accrual accounting methods.
In different global jurisdictions, there are requirements for using a standard Chart of
Accounts that may differ from the account structure that you use internally.
- For each of these examples, you would be able to define multiple ledgers for a
single company.
- You can only have one ledger defined as a Legal ledger (e.g. your main ledger).
In a multiple ledger environment, transactions can automatically flow from one
ledger to another using mapped accounts and automatic journals.
- Note that entry transactions for the General journals function may need to be
configured to reflect the use of multiple ledgers.
Considerations for Multiple Ledgers
In order to work with multiple ledgers, the following areas need to be configured:
You can define multiple ledgers in the Ledgers (GESLED) function in the Setup >
Organizational Structure block.
- This allows you to define the type of ledger it is and whether dimensions are
used.
You define which ledgers are being used for a company (including multiple ledgers)
in the Account core models (GESGCM) function in the Setup > Organizational
Structure block.
In the setup of an account in the Accounts (GESGAC) function, for each chart of
accounts used, you can use the Default Accounts area to map and link accounts
across ledgers for transaction entry.
In the Accounting codes (GESCAC) function under Accounting interface in the
Setup > Financials block, you are able to define a single accounting code for
transaction records and automatic journals across ledgers.
- In a multi-ledger environment, there will be columns for each ledger used,
allowing you to define general ledger accounts.
Default Dimensions
In Automatic journal lines, it is defined from which table a dimension is read. This is
typically a table related to the event.
The Default dimensions (GESCDE) function, allows you for various events to
define where the dimensions are defaulted from.
- For example, for the entry of an order line and a given dimension type, it is
possible to specify that the default value be searched in the product record, then
if the field is not assigned to search the customer record, and then finally by
default in the order header.
A default dimension code is usually assigned to an event. For example, during the
creation of a sales order line, the dimensions are loaded according to the default
dimension code SOP.
A default dimension code consists of identifiers and initialization.
- The identifiers provide the keys to make links to other records where dimension
are defined. These identifiers should only be modified by experienced
consultants.
- The Initialization tab is loaded with a grid; the columns are the list of dimension
types is use.
- For each dimension type, you select which origin to use. The selections available
are dependent on which identifiers are populated for this default dimension code.
- You can select more than one origin; these are read in order until a value is
found.
By exception, a default dimension can be directly referenced in an automatic journal
line, to recover dimensions directly from the common data.
The assignments of the codes to events are hard coded; however, it is possible to
define other codes in the automatic journal lines.
- For example, the default dimension code for the sales invoice line is SID.
However, you can create another default dimension code and assign it to the
automatic journal SIHI in line 2 (product line) in order to default dimensions
coming from this new code.
Default Dimensions (continued)

Default Dimensions
Use Default dimensions (GESCDE) under Accounting interface in the Setup >
Financials block to define default dimension codes. For each code you define for each
dimension type(s) selected an order of priority when searching for a default value and
where to search.
At the Module field, select the module for which you are defining the default
dimension value. This determines how it can be used when selecting it through the
Automatic journals function.

In the Dimension Types section, select the dimension types for which you want to
determine default values.
- If a company is selected at the Company field, only those dimensions defined for
the company are available for selection; otherwise, you can select any dimension
type.
- You can pre-load the dimension types by clicking the Actions icon in a field in a
row and selecting Pre-loading dimensions.
The columns in the Dimensions section relate to the dimension types selected. For
each row, you can identify where to search for the value for each dimension type
and the order.
- The system searches for values based on the selection for each column in the
first row.
- If a value is not found, it continues to the next row defined.
Identifiers Tab
Use the Identifiers tab to determine where the system is looking for the product,
customer, supplier, sales rep, etc. that may contain the defaults for the dimension
identified on the Identification tab.
For example, in the SOP code for the product type dimension value, it indicates that
it should look first to the product.
- On the Identifies tab, the product to which it will look for the value is the
product of the current line on the Lines tab in the Orders function.
The expressions on the Identifiers tab are normally preset and do not need to be
modified.
- You should take great care when changing any of the default dimension codes.
Information for defining formulas is the same as discussed in other functions.

Working Rules
The default dimension set is only used if you are directly creating a record (e.g. a
direct sales invoice).
If the document (e.g. invoice) is initialized by another document (e.g. sales order),
the dimensions are loaded from the original document.
The same rule applies if you duplicate a document; dimensions are loaded from the
original document.
Note: The information defined in the Customer Relation and Function sections are
specific to CRM.
Standard Parameters
The following flows show the standard default dimension codes.
Purchase Flow
Sales Flow

Inventory Flow

BP/AR Accounting Flow
Manufacturing Flow

CRM Flow
General Ledger Flow
Lesson Practices
Complete the following lesson practices in the order shown.
Modifying the Sequence Counter
In this Practice, modify the sequence counter to start at 20. This is necessary only for
the practices you are completing using the DIR invoice type.
1. Under Miscellaneous in the Development > Utilities block, select Sequence number
values.
2. Enter NAPDS as the counter. This is used to generate the documents numbers for
supplier invoices.
3. At the Next value field, enter 20.
4. Click Save.
5. Return to the Navigation page.
In this Practice, review the lines associated with the different account code types.
1. Under Setup in the Setup > Financials block, select Accounting code lines.
2. Select the Product account code type either at the Acctg code type field or from the
Left list.
3. For Line 1 (Purchasing), change the selection at the Mandatory field to Yes.
4. Click Save.
5. Now let’s assign a discounts granted and charges account to the Miscellaneous
Business Partner account code type. At the Acctg code type field, select
Miscellaneous Business Partners.
6. Insert a new row and click on the icon in the second column and select the
8/Discounts Granted account.
7. Repeat the above for the 104/Charges account.
8. Click Save.
9. Review selections made for several of the other accounting code types.
10. When completed, return to the Navigation page.
Lesson Practices (continued)

Automatic Journals - Header
In this Practice, create a new automatic journal based on an existing one.

1. Under Accounting interface in the Setup > Financials block, select Automatic
journals.
2. Select the SIHI automatic journal.
3. Enter SIHIM as the new ID and change the description to your name.
4. Using the Formula Assistant, accessible by clicking the Actions icon in a formula
field, can you identify what table and field values are coming from for the
following:
• Journal Number = ____________________________________________
• Site = ______________________________________________________
• Journal Reference =____________________________________________
5. On line 14 (Journal Reference), 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
6. Click the Finish icon in the Formula wizard.
7. Click Create and Continue to copy.
9. Under Document types in the Setup > Sales block, select Invoice types.
10. Select the DIR sales invoice type and assign the SIHIM automatic journal to it in the
appropriate field.
11. Click Save and return to the Navigation page.
12. From the Sales > Invoices block, select Invoices.
13. Select the ALL Full entry invoice transaction selection.
14. Enter a new invoice with the following details:
• Sales Site: NA021
• Type: DIR
• Date: 12/31/14
• Bill-To: NA009
• Lines: BMS001 x 10 units.
15. Click Create.
16. Click Post to post the invoice.

17. Review the log report and exit the function.
18. Use the options under Zooms in the Right panel to verify that it used the formula
referenced in step 5.
Automatic Journals
In this practice, create the necessary GL accounts to complete the remaining activities.
1. Under General in the Common data > G/L accounting tables block, select Accounts.
2. If the NA1 plan is not showing in the Chart field, click Plan in the Right panel and
select the NA1 plan.
3. From the Left list, select the 41100 account.
4. At the Account field, change the account number to 41101.
5. Clear the entry at the Short code field and click Create.
6. When prompted, click Continue to copy the information.
7. Repeat the above steps to create account 41102 based on the 41100 account.
8. When done, return to the Navigation page.
Automatic Journals
In this practice, you will define a specific G/L Account for transaction posting in the
Automatic Journal.
journals.
2. Select the SIHIM automatic journal.
3. At the Lines field, select line number 20 in row 2.
4. Delete the line (click the Actions icon to delete) referencing the Accounting Code
for Product.
5. Click on the Formulas tab. On Line 2, delete the formula and enter “41100”
(including quotes).
6. Click Save and exit all functions to return to the Navigation page.
8. Select the ALL Full entry invoice transaction selection.

• Type: DIR
• Date: 12/31/14
• Bill-To: NA009
10. Create and post the invoice.
11. Use the options under Zoom in the Right panel to verify the accounting document
created. Verify it used the appropriate account.
Automatic Journals
In this practice, you will use an accounting code G/L Account for transaction posting in
the Automatic Journal.
1. Return to the Lines function for the SIHIM automatic journal code.
2. Select line number 20 in row 2.
3. In the Accounting codes lines, specify the following accounting code in line 1:
• Accounting Code: Product
• Ind: 2
• Identification Key: [F:SID]ITMREF
4. Click on the Formulas tab. On Line 2, delete the account reference and leave the
field blank.
6. Under Accounting interface in the Setup > Financials block, select Accounting
codes.
7. Select the ENG account transaction.
8. Select the TRA_PROD accounting code under Products.
9. Change the general ledger account reference on Line 2 to 41102.

• Type: DIR
• Date: 10/31/13
• Bill-To: NA009
Automatic Journals
In this practice, you will use a formula to reference multiple accounting code G/L
Accounts for transaction posting in the Automatic Journal.
1. Under Accounting interface in the Setup > Financials block, select Accounting
codes.
2. Select the ENG transaction.
3. Click New.
4. Select Product as the type and enter TRA_PROD at the Code field.
5. Enter Product at the description and short description.
6. Define the following accounts for:
• Sales = 41100
• Sales credit = 49100
• Sales return = 48100
7. Click Create.
8. If prompted, click Continue to continue with the copy process.
9. You should receive a note indicating that line 1 is mandatory and an account was
not defined. Click OK.
• In a previous activity, we changed the mandatory setting of this account to Yes,
which requires us to enter a value when creating an accounting code.
10. For the Purchasing account, select account 51100.

11. Click Create.
12. If prompted, click Continue to continue with the copy process.
14. From the Common data > Products block, select Products.
15. Select the BMS001 product and click the Financials tab.
16. At the Accounting code field, select the accounting code you created above.
17. Click Save.
19. It has been decided that a portion of the Sales account used should come from the
product and 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 block, select Accounting Codes.
20. Select the ENG American account transaction.
21. Select the TRA_PROD accounting code created previously.
22. Change the account for Sales to 411XX.
• The XXX will be replaced based on accounting codes created specific to the
sales representative.
23. Click Save.
24. Click New.
25. Select Sales Reps as the type and enter Sales00 as the code and Sales 00 as the
description and short description.
26. For the Sales account, enter XXX00.
27. Click Create.
28. Click Continue when prompted to continue with the copy process.
29. Based on what you have learned, create the accounting codes below.
• SALES01 = XXX01
• SALES02 = XXX02
30. After creating the necessary accounting codes, return to the Navigation page.
31. Now we need to update the sales reps to include the appropriate accounting codes.
From the Common data > BPs block, select Sales Reps.

32. 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.
• REP001 & REP002 = SALES00
• REP003 & REP004 = SALES01
• REP005 & REPRE001 = SALES02
journals and the SIHIM journal code.
34. Access the Lines.
35. From the Automatic Journals listing in the Left list, select line number 20 at row 2.
36. Review the information for the line type, general table, and analytic table.
37. 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 second row, select Sales Reps as the type and Sales (index 1) as the index.
38. 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, double-click the SINVOICD table to expand
the list.
• Double-click the REP1 Sales Rep 1 field to add it to the Formula Entry section.
• Verify the Formula Entry looks like the figure below and click OK.
39. Verify the Accounting codes section includes the additional of the Sales Reps line.
40. Click Save.

41. Exit all functions to return to the Navigation page.
• Type: DIR
• Date: 10/31/13
• Bill-To: NA009
44. On the Controls tab, who is the sales rep? _____________________
Viewing Default Automatic Journals in Parameters
In this Practice, learn how to view the default automatic journals for parameters.
1. From the Setup > General parameters block, select Parameter values.
2. From the Left list, click the chevron for TRS Acc Payable/Acc Receivable and
Folder.
3. Select SEED.
4. Click the Actions icon for the PPY group and select Detail.
5. What is the automatic journal used for the GAUACPT parameter?
• _______________________________________________________________
6. Exit all functions until you are returned to the Navigation page.

Viewing Default Automatic Journals in Transactions
In this Practice, learn how to view the default automatic journals for transactions.
1. Under Entry transactions in the Setup > Purchasing block, select Returns.
2. Select the STD transaction. Can you locate where the automatic journal is defined
and on what tab?
• _______________________________________________________________
Viewing Default Automatic Journals for Invoice Types
In this Practice, learn how to view the default automatic journals for invoice types.
1. Under Document types in the Setup > Sales block, select Invoice types.
2. Select the DIR invoice type for the USA legislation from the Left list.
3. What is the BP automatic journal?
• _______________________________________________________________
Defining Default Dimensions
In this Practice, learn how to define the default dimensions for invoice detail lines.
1. Under Accounting interface in the Setup > Financials block, select Default
dimensions.
2. Select the SID code for All Companies to edit default dimensions on Sales Invoice
line.
3. Under Dimension Types, verify PRO is selected.
4. In Dimensions, ensure the column for Product is defined as Product.
6. We now need to add the dimension to make it visible on transaction entry. Under
Entry transactions in the Setup > Sales block, select Invoices.
7. Select the STD entry transaction and click the Analytical tab.
8. Add the PRO dimension type to the dimension line and select Displayed as the
method.
9. Save the entry transaction; this will automatically validate the entry screen.

11. In order to verify that the PRO dimension on a sales invoice detail line is pulled
from the product record, we need to verify that a value exists on the product. From
the Common data > Products block, select Products.
12. Select product BMS007.
13. Click the Financial tab and verify a value exists for the PRO dimension type.
15. Now we can enter an invoice and verify the default dimension. From the Sales >
Invoices block, select Invoices.
16. Select ALL Full entry invoice as the transaction selection.
17. Enter a new STD invoice with the following details:
• Type: DIR
• Date: 10/31/13
• Bill-To: NA009
18. When entering the line item, click the Actions icon and select Popup view. Verify
that the Department is displayed.
20. Return to the Navigation page
Lesson 3
Financial Data Extraction
In the following topics, you will learn the purpose of financial data extraction and
understand how to use the tools available to create any financial report.
General Overview
Financial Extraction Calculation
Financial Extraction Inquiry
General Overview
The Financial data extraction tool allows you to extract data from the general ledger,
analytical dimensions, and budgets.
The parameters you define are based on fixed data (e.g. account characters,
dimensions, etc.) and variables (e.g. an amount based on the result of another field)
Execution of the data extraction is in a single mode or for a group of reporting
codes.
There are standard reports (USBS and USPL); however, you can build your own
report and link it to a reporting code or group.
Use Financial data extraction (GESTXS) under Accounting forms in the Setup >
Financials block to define the report format as well as formulas for extracting amounts
and quantities.
For each financial data extraction definition, you must enter a code and group ID.
- You can create a new group by entering a new group ID or select one already
created.
- Remember, you can run the financial data extraction for either a single
extraction code or a group.
In the Ledgers section, select the default general and analytical ledgers to use.
- These are used when defining information to filter the data available.
Definition Tab
Use the Definition tab to define in the lines what you want to see across the columns of
the report created, fields to drill-down on, version management, and a link to any
special Office documents.
Financial Data Extraction (continued)

Columns Section
For each line in the Columns section, enter a column title, total calculation, input
characters, style and effect, devisor factor, and decimals.
In the Total field, you can optionally enter a simple formula using the four
arithmetic operations (e.g. +, -, *, and /) to calculate a total based on other columns.
- For example, the formula 1-2 will display the different between column 1 and
column 2.
- Each entered number represents a column number.
- If a formula is entered, all the lines of the column (Lines tab) are entered with
the same formula, which cannot be changed.
- If you leave this field blank, you can define different formulas to use for various
lines defined on the Lines tab.
- Deleting a formula from the Total field on the Definition tab does not remove
them from the appropriate fields on the Lines tab.
At the Input field, you determine if the column is hidden, displayed, or entered when
generating the report or inquiry.
- If you create a column needed specific to creating a calculation; however, you
do not want it displayed, select the Hidden option.
The Style and Effect fields define how the values display in the column. For
example, you can have a style of Italic with an Underlined effect.
At the Divisio factor and Decimals fields change the displayed values.
- The devisor must be greater than zero and makes it possible, for instance, to
display amounts in thousands or Euros.
Storage Section
By default, all calculated amounts are stored in detail. For each financial data extraction
it is necessary to specify whether the account, business partner, or dimension detail
should be stored.
The detail storage information is then used to navigate with the inquiry allowing you
to sort information by site, account detail, etc.
The Site detail check box is always selected and the BP detail check box is only
available if the Account detail check box is selected.
For each option selected, you can associate additional information. This information
appears in detail inquiry as well as on printed reports.
- For example, for the BP detail, you can select to display the business partner
name.

Special Features Section
Select the Auto numbering of versions check box to activate version management,
which will automatically number versions of the reports generated for the financial
extraction code.
- If this check box is clear, you can manually enter a version number.
You can also select to print negative amount in brackets by selecting the Negative in
brackets check box.
If you have created a specific report code to use with the extraction code, select the
report code at the Report code field. Otherwise, the system will use the default of
TXSVAL.
Lines Tab
Use the Lines tab to define the data to display for each column created on the Definition
tab. Basically, these are the lines of the report.
Each line must have a title entered at the Title field. You can enter a maximum of 50
characters as the title.
For each line, identify under each column the data you want to trigger. You can use
a formula with the following structure:
- Up to 250 characters
- One formula can be the concatenation of several expressions, separate with
spaces
- If one formula has more than one expressions, the calculated amounts are the
sum of each expression
- If a line is left completely blank, the title still displays.

For each formula, click the Actions icon in the field to:
- Modify – If you have more than one expression, you must specify which one
you want to modify. The system leads you through a formula wizard where you
can make modifications. The wizard is discussed later in this topic.
- Add – Select this option to access the wizard to create a formula.
- Format field – Select this option to define a different style or print effect.
- Summarize Yes – Summarizes the information and does not display the detail.
Can turn off by clicking the Actions icon and selecting Summarize No.
- Copy to the bottom – Select this option to copy the current formula to any
remaining fields in the column.
- Significance – This option gives you a detailed explanation of what the formula
is triggering. For example, the formula “266 D268 269” would provide the
following result:

Help
Using Help you are able to view all the syntax information and a description. This
includes syntax for:
Amounts extracted from the General Balance
Amounts extracted from the Analytical Balance
Use of the Pyramids
Amounts extracted from the Budgets
Formula Wizard
The Formula wizard automatically displays when you select the Add or Modify options
through the Actions icon. The Formula data extraction wizard is designed to guide you
through the creation of a formula; making it unnecessary to know the various extraction
syntaxes.

Based on the selections made, the wizard enables all the fields related to the chosen
type and disables all the others that are out of context.
- For example, if you select Budget accounting in the Formula Type section, the
Budget and Version fields in the Budget section are available.
You can also define your own formula by selecting Expression as the formula type
and entering the formula at the Expression field.
The Formula field displays the formula you have created.
Variables Tab
Use the Variables tab to define variables used in the analytical and totals formulas, as
well as to search for a value in another version and/or financial data extraction.
The name of the variable always starts with “V_” followed by a maximum of 8
characters.
- If “V_” is not entered, the system will automatically add it to the name once
entered.
At the Type field, select the data type. This controls the data entered and determines
what value the user is prompted for either when performing the extraction or in the
inquiry window.
- The options available include: BUP (Budget code), BUV (Budget versions),
CCE (Analytical dimension), DIE (Dimension types), GAC (G/L accounts), and
TXS (Financial data extraction).
The option selected at the Type field determines what you select at the Parameter
field. For example, if you select GAC, you must select the chart of accounts to use
at the Parameter field.
You can optionally select a default value at the Default value field. You are
prompted for values in inquiry functions and when extracting data for the report.
- The default value is also based on the Type selected. For example, if you choose
BUP as the type, you can select a default budget code.

Usage Examples
To make a reference to one or more fields from the extracted data.
- $V1(L5(2)) – It takes the value of line 5 and column 2 from version V1 of the
current extracted data table.
- $T1.V1(L5(2)) – It takes the value of line 5 and column 2 from version V1 of
the reporting code T1. The amount is achieved but not the detail of the value.
- The syntax “$” is used to make reference into any line/column.
Used to replace the crossing dimensions (Type=BUP), dimensions (Type=CCE),
accounts (Type=GAC) and to use them in budgets, general ledger accounting, and
analytical accounting. The variable must exist in the table in order to use in the line.
To replace any value like a rate. For example, R((L1)*V_TAUX).
Report Tab
Use the Report tab to define the information for the page format that is passed to the
report when printed.
You can generate information to displays in the Page Header and Page Footer using
either free text or a formula.
- You can create multiple lines in these sections and determine if it is Left, Center,
or Right text.
If you are entering free text, you must enter between quotes (“”).
Financial Extraction Calculation
Use Calculation (TXSGRP) under Financial data extraction in the Financials >
Reporting block to perform the data extraction and calculations necessary and create the
table used to view information in the Inquiry function.
You can select to run the calculation for all extraction codes defined for a group or a
range at the Start and End fields.
You can either select to automatically generate the version for the extracted data by
selecting the Automatic version check box or manually enter a version at the New
version field.
- You can have an unlimited number of versions created.
- Once a version is created, you can extract and recalculate the data for that
version by selecting a specific version at the Version field in the List section.
- When recalculating for an existing version, you can choose to recalculate using
the same parameters and values or select new ones.
The number entered at the Period shift field is to aid in the entry of preloaded dates
in the Start and End fields in the Parameter Definition section.
The List section lists the extraction codes selected. For each code, you must define
parameters and variable values.
Financial Extraction Calculation (continued)

The Variables section displays variables and you can enter a value at the Value
column.
Parameter Definition Section
The Parameter definition section defines information to determine the data extracted for
the extraction code selected in the List section. For example, the company and dates to
use.
The columns listed are associated with the extraction code selected.
- For each column, you must define parameters such as the company, site,
start/end dates, currency information, and the amount type.
The Sel. curr field defines the selection currency. If you select a specific currency,
only the amounts in that currency are extracted. Leave the field blank to extract all
amounts, regardless of currency.
The Print curr field defines the print currency, which is mandatory.
- If it is the same as the currency at the Sel. curr field, then an exchange rate is not
required.
- If it is different to the currency at the Sel. curr field, then you must define a rate
type at the Rate type field.
The option selected at the Amount type field determines if the carry-forward and
closing entries are taken into account.
- The options available include: Movements + CR + Closing, Movements + CR,
Movements + Closing, Movements only, CR only, or Closing only.
- CR represents carry-forward and they are only taken into account if the start date
corresponds to the first period of the fiscal year.
- The Closing entries are taken into account if the end date corresponds to the last
period of the fiscal year.
Use Inquiry (GESTXW) under Financial data extraction in the Financials > Reporting
block to view the results of the calculation performed for an extraction code and
version.
The extraction codes and version created can be selected at the Extraction code and
Version fields or from the Financial data extraction option in the Left List.
You can modify the values displayed within each column on the Values tab.
- If changed, the values display in red to indicate a change was made.
- You can save the changes for the extraction code and version selected by
clicking Save.
- If you selected to track detail, you can click the Actions icon in a field and select
Detail to view the details that make up the value displayed.
Financial Extraction Inquiry (continued)

You can select to recalculate the values based on new dates, variables, etc. by
clicking Calculation in the Right panel.
The Parameter definition and Setup tabs display the information used to calculate
the values and the formulas defined on the Lines tab for the extraction code in
Financial data extraction.
- You cannot modify the information on these tabs.
Click New Word Document in the Right panel to use the Microsoft Office
integration and send the data to Microsoft Word using a template you select.
You can also export the data to Excel in a .csv format by clicking Export in the
Right panel.
- When exporting, you can select to include the column and line titles, export
values entered by the user, and select the destination location for the file created.
You can also print the report for the extraction code and version selected by clicking
the Print icon.
- Information in the Header and Footer is based on settings defined in the
extraction code.
- If you did not define a specific report code for the extraction code, the default
TXSVAL report code is used.
Click the Actions icon in the upper-left corner of the Values tab to display the data
in a graphical format.
- Once displayed, you can select the type of graph to view and the column.
- Click the Actions icon again to return to the list view.
Financial Extraction Inquiry (continued)

Financial Extraction Inquiry Report
A report was developed to provide a landscape view of financial extraction information.
You can access the report by selecting TXSVAL3 in the Financial accounting function
under Financials in the Printouts > Prints/group block.
When defining the parameters, select the appropriate extraction code and version to
view the appropriate report.
You can also access the Financial extraction inquiry report in the Financial
accounting function under Financials in the Printouts> Prints/group block.
Lesson Practices
Financial Data Extraction - Definition
In this Practice, you will define a new trial balance for data extraction.
1. Under Accounting forms in the Setup > Financials block, select Financial data
extraction.
2. Select the NOLIMIT 99 columns maximum transaction selection.
3. Click New.
4. Enter TB as the code and Trial Balance as the description.
5. At the Group field, select US.
6. At the Legislation field, select USA.
7. Select Legal at the Default general ledger and Default analytical ledger fields.
8. At the Column title field for line 1, enter Debits and accept all other defaults.
9. Using the same steps and defaults, enter the following remaining columns.
• Credits
• Balance
10. Click the Lines tab.
11. Under Help in the Right panel, select Function help.
12. In the left list, click Screen management.
13. Scroll through the Help to find Formulas, which appears under Tab Lines.
14. Take a few minutes to review the various formulas and meanings for each of the
categories described previously.

15. 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?
______________________________________________________________
______________________________________________________________
16. Close Help.
17. 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
18. Click Create.


Calculation
In this Practice, calculate the information needed for the extraction code you created
previously.
1. Under Financial data extraction in the Financials > Reporting block, select
Calculation.
2. At the Report group field, select US.
3. Clear the All worksheets check box and select the extraction code you created at the
Start and End fields.
4. We want the system to automatically create the versions, so select the Automatic
version check box.
5. 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 NA10 01/01/14 12/31/14 USD
2 Credits NA10 01/01/14 12/31/14 USD
3 Balance NA10 01/01/14 12/31/14 USD
6. Click OK to calculate.
7. Review the log report and return to the Navigation page.
In this Practice, using the Inquiry function to view information calculated for the
extraction code you created.
1. Under Financial data extraction in the Financials > block, select Inquiry.
2. Select NOLIMIT as the transaction selection.
3. Select the extraction code and version created from the Financial data extraction list.
4. Practice changing the values, recalculating, and printing the report.
5. Click the Actions icon on the Values tab above the grid and select Show graph.
Practice changing the style of graph and column.
6. Click the Actions icon again grid and select Show list to return to the grid view.
7. Exit the function.
Lesson 4
Customer Statements & Reminders
In the following topics, you will learn how to create customer statements and reminders
as well as how to apply a payment towards a specific statement or reminder.
Customer Statements
Statement Creation
Reminders
Reminder Campaigns
Customer Statements
Statements are used to provide customers or suppliers with information regarding open
items (e.g. invoices and credit notes).
For certain customers or suppliers, you can group due dates with the same
characteristics and you can apply payments for these documents against the
statement.
You can generate a statement either automatically or manually, as well as print and
post to accounting, if required.
Creditor’s amounts are identified and reported under certain conditions.
Only due dates flagged to be included on a statement are considered.
Requirements
There are specific requirements that determine whether an invoice appears on a
statement.
To have an invoice available and generated on statements, it must meet the
following requirements:
- The Statement check box must be selected on the invoice
- The invoice must be validated and posted in accounting
- The invoice cannot have already been included on another statement
When you create an invoice, it can be defaulted with the Statement check box
selected. To accomplish this status you must ensure the following:
- An option other than Per Request is selected at the Note type field on the
Financial tab for a customer in the Customers function.
- The payment term defaulted for the customer must have the Statement Due Date
check box selected.
- The payment method associated with the payment term must be coded for a
statement.
If you are creating a supplier invoice, the Statement check box is always cleared.
However, you can modify this selection.
Customer Statements (continued)

Parameters
There are specific parameters you must define in order to correctly generate statements.
All of the below parameters are defined for module TRS and group SOI.
GAUSOI – Used to define the code for the automatic journal to use for posting of
open item statements. This is optional.
SOIADD – Used to define the address code to use for the printing of the open item
statements. If it is not entered, the address used is the customer or supplier default
address.
SOIBPR – Used to define if the statement must be sent to the pay-by BP or to the
bill-to BP.
SOICPT – Used to define whether the statement must be posted or not; creation a
balance forward amount. Statement posting is used to generate two entry lines on
the BP account:
- An entry line to close all the open items recorded on the statement
- An entry line to record the accounts receivable corresponding to the total amount
of the statement
- All the items are partially matched until the final payment of the statement.
SOIFCY – Used to determine if the open items belonging to different sites are
regrouped or not on a single statement.
SOISAC – Used to determine if the open items recorded on different collective
accounts are regrouped or not on a single statement.
Statement Creation
Use Statement creation (GESREL) in the A/P-A/R accounting > Open items block to
automatically or manually create statements.
This function groups the open items related to the transactions posted for a BP
(invoices, credit memos, etc.) in a statement.
You can also modify an existing statement before validation, as well as validate and
delete a statement.
The management of statements is a mandatory stage in the management of open
items with automatic payment proposals.
- Only the open items on a statement (if specified as such) are processed.
- If the entry of a payment is managed case-by-case, you are not required to create
and generate statements.
Automatically Generating Statements
In the Statement creation function, click Generation in the Right panel to automatically
generate statements based on criteria you define. This button is only available if you
have never created a statement or when you click New.
Statement Creation (continued)

You can select whether you are creating statements based on a customer or supplier.
- To automatically generate statements for all customers/suppliers with the
appropriate setup and transactions, leave the BP field blank.
- If you want to generate for a specific customer/supplier, select them at the BP
field.
You can enter a date range for invoices to include at the First invoice and End
invoices fields, or enter a date at the Items until field to include only those
transactions up to this date.
You can also define a minimum statement amount and/or a minimum number of
open items necessary to generate a statement.
The statement due date entered is the due date for payments on the statement.
Select the Statement/due date check box to add this as a criteria for grouping items
on the same statement.
Select the Statement due date update check box to modify the due date and payment
method to replace these values on the items included to match the statement.
Once the process is completed, you can view the statements generated in the
Statement creation function until they are updated and validated.

Viewing Statements
When automatically generating statements, you can view and edit them in the Statement
creation function; accessible from the Statement creation option in the Left list.
For the line items displayed the type of document displays along with the document
number.
If the statements are posted, you must click Validation in the Right panel to validate
and post the statement. You cannot modify statement information if a validation is
performed.

Manual Statements
You can also manually create statements for a BP in this function. This is done by
clicking New and entering the appropriate information.
You must manually create statements for customers with Per Request selected as the
note type.
After entering the information, click Create to create the statement.
To update the open items with the statement due date and payment method, you can
click Upd.
Automatic vs. Manual
The differences between manual and automatic statement generation is how the carry-
over amount is generated.
For automatic generation, if the amount to pay to a customer is larger than the
amount to receive (creditor statement), the statement is generated as statement carry
over.
For manual creation, you are prompted by the system if you want to carry over the
statement or not.
Carry Over Conditions
If the SOICPT parameter is set to No (no statement posting):
- The carry over is limited to the deletion of the creditor statement and the
carryover of those due dates for a new statement.
- Statement to carry over is noted in the statement footer.
- Carry over proposed on creation and made only for the statements with the same
features (except the statement code which can be different between the credit
statement and the final statement).
If the SOICPT parameter is set to Yes (statement posting):
- The carry over is dependent on the posting of the creditor statement.
- The creditor statement is not deleted but text is added with the wording
“Statement to be Deferred”.
- Final statement with the wording of “Statement deferred”.

Printing Statements
You can print statements for individual statements by clicking the Print icon in the
Statement creation function or for a range of BPs using the Tracking of open items
(NA-CUSSTA) function under Financials in the Printouts > Prints/group block.
Applying Payments to a Statement
You can apply payments directly to a statement in the Payment/receipt entry (GESPAY)
function in the A/P-A/R accounting > Payments block. This is done by selecting
STMNT BP Statements as the type when entering the line information.
You must select the statement number at the Entry field.
All open items appearing on the statement are automatically displayed as line items.
The amount received is automatically distributed to the oldest invoice first;
however, you can modify the distributed amount.
Reminders
Once due dates from invoices issued to customers are past due, you can use reminders
to notify your customers about their past due balance. These are referred to as Reminder
Campaigns.
Reminders are generated based on levels from 1 to 5 and represent the level of
severity.
- All open items start at level 1 regardless of their past due status, and are passed
to the next level if still unpaid when generating new reminders.
- Use the Reminder texts function under Reminders in the Setup > A/P-A/R
accounting block to define the Header and Footer text to print for each level.
You can generate them separately if printing reminders by invoice or globally.
In order to enable an invoice to be included on a reminder campaign, the following
requirements must be satisfied:
- The invoice must be validated/posted.
- The invoice cannot be paid by another BP.
- The Reminder setting for a document must be selected.
- The reminder type selected for a customer on the Financial tab in the Customers
function must not be No Reminder.
- Each open item must have the Reminder column set to Yes.
When you create an invoice, it can be defaulted with the Reminder check box
selected. To accomplish this status you must ensure the customer does not have No
Reminder selected as the reminder type.
Reminder Groups
Reminder groups are defined using the Reminder groups (GESFGP) function under
Reminders in the Setup > A/P-A/R accounting block. These groups are used to define
the minimum past due amount required for a reminder as well as threshold amounts for
each level.
You can also determine if reminders are created by site and whether any credits for
the customer are taken into account.
Each customer is assigned to a reminder group at the Reminder group field on the
Financial tab in the Customers function.
- If a customer is not associated with a reminder group, it is not subject to
reminder actions (e.g. letters or e-mails).
- When a customer is associated with a reminder group, the reminder type and
minimum reminder are automatically defined based on the group; however, they
can be changed.
Reminders (continued)
Parameters
There are specific parameters you must define in order to correctly generate reminders.
All of the below parameters are defined for chapter TRS and group FUP.
FUPADD – Used to define the BP reminder address to use. You can specify a
specific address code for the business partner to receive reminders. If blank, the
system uses the customer’s default address.
FUPCRM – Creates the link between reminders and CRM.
FUPLEV1..5 – It is possible to associate the reminder levels with the miscellaneous
table of the dispute code. The change in reminder level automatically updates the
dispute code associated with the open item.
FUPTSKTYP – Used to define the CRM function type to generate once the
parameter FUPCRM is active.
RPTDST1 – Used to define a specific printing destination code if you want to print
a letter with the reminder.
RPTDST2 – Used to define an e-mail destination if you want to send an email with
the reminder contents.
Customer
You can define the following reminder types for a customer on the Financial tab in the
Customers function.
No Reminder – The customer is never reminded.
By Invoice – The customer receives as many reminders as invoices that are past
due.
Global – A single reminder level is addressed to the customer for all the late
invoices.
Global by Level – The open items are grouped by identical level and the customer
receives a reminder letter by level. Each reminder level contains all the open items
past due for a given level.
Global by Date – The open items are grouped by a category (e.g. past due 30 to 60
days).
Reminder Campaigns
Use Reminder campaigns (GESFUP) in the A/P-A/R accounting > Open items block to
generate reminders for past due customers. You can create different reminder
campaigns with different criteria.
You can create different reminder campaigns with different criteria. Each reminder
campaign is assigned a unique campaign number.
- You can select a campaign already created by either clicking the Selection icon
at the Campaign number field or by clicking Recall.
When creating a campaign, you can enter a comment and select a reminder type,
which determines the fields available on each tab.
The user, date created, and change user and date default based on the user logged in
and the current system date.
Principle Criteria Tab
Use the Principle criteria tab to define the main selection criteria used to generate a new
reminder. For example, you can select to generate reminders for all customers or only a
range, as well as for all payment methods and reminder groups.
At the Reminder BP field, you can select BPs based on the Pay-by BP or the Bill-to
BP.
The date entered at the Reference date field is used to calculate interest based on the
number of days past due. The number of days for the interest calculation is the
difference between this date and the due date for each document.
Reminder Campaigns (continued)

At the Level of reminder fields, you can enter a range of the levels to be generated.
- The level at which an invoice appears on a reminder is not based on how far it is
past due, but whether it has appeared on a previous reminder.
- For example, if an invoice is 90 days past due but has never been included on a
reminder, it will appear at level 1, along with invoices that may only be 10 days
past due.
- If the invoice is still not paid when a new reminder campaign is generated, it will
appear on the next reminder level, level 2.
Select the Customer prepayments check box to include any unapplied prepayments
on the reminder, reducing the amount owed.
At the Criterion field, you can enter a formula to further define the criteria for
generating the reminders.
Secondary Criteria Tab
Use the Secondary criteria tab to define additional selection information based on the
customer group, risk factor, sales representative, ABC class, and statistical group.
Select the Charge calculation check box to charge the interest calculated on the past
due invoices.
Select the Include due dates not for reminding check box to include invoices in the
selection process that were not set up to be included on a reminder.

Reminder Campaign Management
After clicking OK, the Reminder campaign management window displays. The list of
BPs to remind are listed along with the reminder type, balance to be reminded, balance
not to be reminded, bank charges, and totals.
The Select column displays one of three options: Total, Partial, and None.
- Total indicates that all open items are selected.
- Partial indicates that only a portion of the customers balance is to be reminded.
- None indicates all open items are excluded from this campaign.
For each BP, there is one line per company and site and then an accumulation line.
In the To send section, the total number of letters and e-mails to generate for this
campaign displays. The calculation is based on reminder type (global, by invoice,
etc.) and by the reminder addresses.
You can add comments in the Comment field. The first 30 characters displays for
the appropriate row in the Comment column.
If you access this window and realize a mistake was made when defining the
reminder campaign, click Return.

Open Item Detail
Click the Actions icon on a line and select the Customer open items XXXX option to
view the invoices selected as part of the reminder (XXXX represents the customer
code).
You can clear the selection in the Select column to remove the invoice from the
reminder to generate.
You can modify the due date, number of days late, address code for letters, and
reminder method, as well as modify or enter a discount/bank charge.
- You can also add a comment specific to an invoice selected at the comment
field.
If the invoice selected is in dispute, you can select a dispute code at the Dispute
Code field.
Through the Actions icon, you can access options allowing you to view the open
items, select/deselect all invoices, and drill-down to the actual invoice.
If changes are made, click Save.
To return to the Reminder campaign management window, click Return.

Posting Reminders
After verifying all information, click Post in the Right panel to post the reminders
validating the campaign, updating open items, creating the letter, and sending e-mails.
The update of open items includes the due date, level, etc.
- If any of this information was changed outside of this function and before you
click Post, they are overwritten based on information defined in this function.
E-mails are sent from the default e-mail client of the print server based on the setup
in generate parameter RPTDST2.
If letters are being sent, they are either printed to a file or you are prompted to print
the reminders. This is based on the setup in general parameter RPTDST1.
- The directory of the file created is determined in the FUPRPTDIR parameter and
the name of the file generated is: LET-campaign-BP-SEQUENCE.EXTENSION
(where LET represents the first three characters of the reminder method).
Regardless of whether you are emailing or creating a letter, you can click the
Reprint button to send the e-mail or letter again.
Lesson Practices
Statements
In this Practice, automatically generate statements for customers in all companies and
sites.
1. Before generating statements we must modify the note type for the customer and
change existing invoices to be included on a statement. From the Common data >
BPs block, select Customers.
1. Select customer NA009 and click the Financial tab.
2. At the Note type field, select Monthly.
3. Click Save.
6. Select the ALL Full entry invoice transaction type.
7. Select invoice NA0231302INV000041 from the Invoices option in the Left list. This
is an invoice previously entered and validated.
8. Click Open items in the Right panel.
9. In the Open items edit window, select Yes at the Statement field and click OK.
10. Repeat the above steps for invoice NA0231302INV000039.
12. From the A/P-A/R accounting > Open items block, select Statement creation.
13. Click Generation in the Right panel.
14. At the BP field, select BP NA009, and at the Note type field, verify Monthly
displays.
15. Select the Balanced open items check box.
16. Enter 09/01/14 as the statement due date and 12/31/14 as the statement date.
17. Click OK.
18. Once the log report displays, return to the Navigation page.
19. Review the statement created and post and validate the statement.
20. Verify the Posted checkbox is selected.

Statements – Payments
In this Practice, apply a payment to the statement you just created.

1. From the A/P-A/R accounting > Payments block, select Payment/receipt entry.
2. Select the RECCH transaction type.
3. Click New.
4. Select the NA011 site, and select NA009 as the BP. Accept all defaults with the
exception of:
• Enter 12/31/14 as the payment date.
• Select NA1US as the bank account.
• Enter 500.00 as the amount and 5899 as the check number.
5. Accept REC as the attribute and select STMNT BP Statements as the type.
6. At the Entry field, select the first open item on the invoice and apply the amount to
this invoice.
7. Close Create and return to the Navigation page.
Reminders
In this Practice, create a new reminder campaign.

1. Before generating statements we must associate the customer with a reminder group
and change the reminder type. From the Common data > BPs block, select
Customers.
2. Select customer NA009 and click the Financial tab.
3. At the Reminder group field, select PTF01.
4. Click Save.
5. Exit the function.
6. From the A/P-A/R accounting > Open items block, select Reminder campaigns.
7. Click New to start a campaign.
8. Select NA10 as the company group.
9. Select the ADMIN user at the User field.
10. Enter 11/01/13 as the reference date.
11. On the Secondary criteria tab, select the Include open items not to remind check
box.
12. Click OK.

Reminder – Reminder Campaign Management
In this Practice, review the results of the reminder generation and modify the reminder
method for each customer listed.
1. You should be in the Reminder campaign management window. If not, click OK in
the Reminder campaign window.
2. Click the Actions icon on the first line and select Customer open items.
3. For the invoice listed, verify Letter is selected at the Reminder method field.
4. Click Return.
Reminder – Post
In this Practice, post the reminders.

Note: You must have set up the RPTDST1 parameter to preview the reminders.
1. Click Post.
2. If prompted, select to open the report using Adobe Acrobat.
3. Review the report generated for the reminder letters. Once reviewed, close the
Adobe Acrobat window.
4. Exit all functions until you are returned to the Navigation page.
Lesson 5
Employee Expenses
In the following topics, you will learn how to create customer statements and reminders
as well as how to apply a payment towards a specific statement or reminder.
Tracking Employee Expenses
Processing Expense Reports
Tracking Employee Expenses
To enter and track employee expenses in Sage ERP X3, there are certain settings and
information that you must defined. This includes the expense accounts, expense cost
accounting codes, defining the employee as a miscellaneous BP, and processing
expense reports.
G/L Accounts for Expenses
You should create an account in the Accounts (GESGAC) function under General in the
Common data > G/L accounting tables block to track the employee expenses.
For example, you may have a separate account defined to track airfare, mileage,
hotel, etc.
When defining the account, it should be assigned to a non-operating expense
classification.
Tracking Employee Expenses (continued)

Accounting Codes for Expense Costs
It is recommended that you define an account code specific to expense costs for each
expense group. This is done through the Accounting codes (GESCAC) function under
Accounting interface in the Setup > Financials block.
You should define the appropriate account codes for each expense group.
- Assign the respective general ledger account at the Leg/Ana field.

You should also set up a Miscellaneous Business Partners account code for each
expense group. Assign a Control employee expense clearing account to Line 8
(Expense costs). This account code line is referenced by the EXP (Refund of
Expenses) automatic journal.

Expense Codes
Use the Expense codes (GESTES) function under Expense notes in the Setup > A/P-
A/R accounting block to define the list and the setup of the different expenses necessary
for the posting an expense.
For each expense, you must define the accounting and analytical allocation, default
value, and maximum value.
At the Accounting code field, assign the corresponding expense cost account code
you defined.
In the Valuation Type section, set the valuation type to Unitary for all charge codes
except Mileage, which should be set to Mileage.

Mileage Allowance
Use Mileage allowances (GESEXM) under Expense notes in the Setup > A/P-A/R
accounting block to define the rate for each category. The rate defined for each category
is per mile.
Miscellaneous Business Partner
Use BPs (GESBPR) in the Common data > BPs block to define a miscellaneous BP for
expense processing.
Select Miscellaneous as the role on the Identify tab.
On the Acct tab, assign the miscellaneous BP accounting code you created to the
BP.
Employees as BPs
You can optionally define employees as a miscellaneous BP, using the same ID for both
the user and BP. If this is done, you are not required to complete the steps in the User
Account for Expense Processing topic discussed later in this topic.
This is normally done to post the expenses to a control account and an individual
account and can also take into account the payment method selected in the BP
record and the bank details.
The EXPBPR parameter takes into account the user and BP codes to create a link.

User Account for Expense Processing
Use Users (GESAUS) in the Setup > Users block to set up the A/P and A/R parameters
definitions for the user.
On the Parameter definitions tab, click the Actions icon on the line for Acc
Payable/Acc Receivable (Expense Management) and select Detail.
- For the EXPBPR parameter, select the miscellaneous BP you defined as the
value.
Processing Expense Reports
After you have defined the appropriate parameters and settings, you can enter the
employee expenses using the Expense form entry (GESEXS) function in the A/P-A/R
accounting > Expense notes block.
The employee selected at the Employee field must be a user defined in the program.
The period is defined by clicking Period in the Right panel and setting the period
range.
- If expense information was previously entered for the period dates defined, the
lines automatically display.
- You can modify the existing expense information as long as they have not
posted.
For each line added, select the site, enter the date, the expense code, quantity, and
amount.
- With the exception of mileage, the quantity entered is typically 1.
- If a maximum is defined for the charge code selected and the amount entered is
greater than the maximum defined, the amount is automatically changed to the
maximum amount allowed for the charge code.
The date entered must fall within the period date defined for the expenses.
When entering mileage, you can enter the actual number of miles traveled at the Qty
field and the system will calculate the mileage reimbursement.
Based on settings defined, you can assign a dimension(s) values to the charge code
line.
- Depending on how you want to structure your dimension types, you can have
one charge code and use dimensions to catalog the different elements (e.g.
airfare, hotel, auto, etc.).
Processing Expense Reports (continued)

Expense Posting
Use Expense posting (EXSGEN) in the A/P-A/R accounting > Expense notes block to
post the expense entries, which creates a credit to the expense clearing account.
Expenses are posted based on a criteria you define. For example, you can select to
only post expense entries entered for a specific employee and period.
In the Generation section, you can select to create a separate journal for each
employee as well as determine if entries are generated.
You can also select whether to create actual entries or only simulations and
determine if they are temporary or final.
The actual posting date for the expenses is based on the date entered at the Journal
date field.
Lesson Practices
Mileage Allowance
In this Practice, define the mileage allowance for each category.

1. Under Expenses in the Setup > A/P-A/R accounting block, select Mileage
allowances.
2. At the Vehicle category field, select Category 1 and enter .41 as the rate.
3. Enter .43 as the rate for Category 2 and .49 as the rate for Category 3.
4. Click Save and close the page.
Miscellaneous BP
In this Practice, create a miscellaneous BP.

1. From the Common data > BPs block, select BPs.
2. Select NA101 from the Left list. They are an existing BP.
3. In the Roles section, select the Miscellaneous BP check box if not already selected.
User Account
In this Practice, assign the MISC BP to the EXPBPR parameter for the ADMNA user.
1. From the Setup > Users block, select Users.
2. Select the ADMIN user.
3. Click the Parameter Definition tab.
4. Click the Actions icon on line 47 for Acc Payable/Acc Receivable (Expenses
management), and select Detail.
5. In the User parameters window, select NA101 at the Value field for the EXPBPR
parameter.
6. Click OK.
7. Click Save.

Employee Expenses
In this Practice, enter expense information for the ADMNA employee.

1. From the A/P-A/R accounting > Expense notes block, select Expenses form entry.
2. Select the ADMIN user.
3. Click Period in the Right panel and enter 12/31/14 to 12/31/14 as the expense
period.
4. Click OK.
5. In the Expenses form entry window, enter an expense line for air fare expense.
Select NA011 as the site and select FRPLANE as the charge code. .
6. Accept the default quantity and enter 375.00 as the amount and invoice amount
plus tax.
7. Click Save.
Posting Employee Expenses
In this Practice, post the expense you entered in the previous activity.
1. From the A/P-A/R accounting > Expense notes block, select Expense posting.
2. Select the USA legislation at the Legislation field.
3. 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.
4. At the Expense date fields, enter 12/31/14 to 12/31/14.
5. Select the Generate entries check box and select the Final option in the Distribution
status section.
6. Select GENAJ as the entry type and journal and enter 12/31/14 at the Journal date
field.
7. Click OK.
8. 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.
9. Exit the log report and return to the Navigation page.
Summary
You have learned:

How to define and use accounting codes and automatic journals to control how
general ledger is updated for financial transactions.
How to set up and use financial data extraction codes for generating inquiries and
reports based on information you specify.
How to print statements for a customer or supplier and apply payments to a
statement.
How to generate and print reminders to provide to customers on past due invoices.
Visit Sage University for your training needs.
www.SageU.com
© 2014 Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage product and
service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc.,
or its affiliated entities. All other trademarks are the property of their respective owners.

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Sage University

Sage North America certified course curriculum

CERTIFIED STUDENT CURRICULUM

Curriculum Version 4.0

Welcome and Introduction (continued)

Logging On To Sage ERP X3

In this Practice, you will log on to Sage ERP X3.

The accounting entries are generated according to the following rule:

General Overview (continued)

You can define a group of automatic journals in order to:

General Overview (continued)

General Overview (continued)

General Overview (continued)

General Overview (continued)

Accounting codes can be related to a different type of element such as a supplier,

General Overview (continued)

What this means:

General Overview (continued)

Accounting Code Lines

Accounting Code Lines (continued)

Accounting Code Lines (continued)

Account Code Entry Transactions

Accounting Codes (continued)

Accounting Codes (continued)

Automatic Journals (continued)

Automatic Journals (continued)

Automatic Journals (continued)

Automatic Journals (continued)

Automatic Journals (continued)

Automatic Journals (continued)

When defining the formula, you can:

Automatic Journals (continued)

Automatic Journals (continued)

Automatic Journals (continued)

Grouping Automatic Journals

Grouping Automatic Journals (continued)

Grouping Automatic Journals (continued)

Automatic Journal Comparison

Assignment Rules (continued)

Assignment Rules (continued)

Assignment Rules (continued)

Working with Multiple Ledgers

Default Dimensions (continued)

Default Dimensions (continued)

Default Dimensions (continued)

Default Dimensions (continued)

Default Dimensions (continued)

Default Dimensions (continued)

Default Dimensions (continued)

General Ledger Flow

Complete the following lesson practices in the order shown.

Modifying the Sequence Counter

Accounting Code Lines

Lesson Practices (continued)

In this Practice, create a new automatic journal based on an existing one.

Lesson Practices (continued)

Lesson Practices (continued)

Lesson Practices (continued)

Lesson Practices (continued)

Lesson Practices (continued)

Lesson Practices (continued)

Viewing Default Automatic Journals in Parameters

Lesson Practices (continued)