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DISCLAIMER

© COPYRIGHT© 2015 BY INDUSTRIAL AND Financial SYSTEMS, IFS AB (PUBL). ALL RIGHTS RESERVED.
THIS MATERIAL AND ITS CONTENT IS PRODUCED BY THE IFS ACADEMY FOR AUTHORIZED
TRAINING PURPOSES ONLY AND REMAINS THE INTELLECTUAL PROPERTY OF IFS.
NEITHER THE MATERIAL OR ITS CONTENT MAY BE COPIED, REPRODUCED, OR DISTRIBUTED
WITHOUT IFS’ EXPRESS WRITTEN PERMISSION.

IFS DOES NOT WARRANT, EITHER EXPRESSLY OR IMPLIED, THE ACCURACY, TIMELINESS, OR APPROPRIATENESS OF THE
INFORMATION CONTAINED IN THIS TRAINING MATERIAL AND DISCLAIMS ANY RESPONSIBILITY FOR CONTENT ERRORS, OMISSIONS,
OR INFRINGING MATERIAL. IFS ALSO DISCLAIMS ANY RESPONSIBILITY ASSOCIATED WITH RELYING ON THE INFORMATION
PROVIDED IN THIS DOCUMENT AND ANY AND ALL LIABILITY FOR ANY MATERIAL CONTAINED ON OTHER CHANNELS THAT MAY BE
LINKED TO THE IFS TRAINING
© 2015 IFS MATERIAL.
IFS FINANCIALS™
ACCOUNTING
IFS Specialist Course – IFS Applications™ 9

IFS ACADEMY

© 2015 IFS
TIMINGS
DAY 1
Lesson Topic Time
1. Company Creation 9.00
2. Chart of Accounts and Code String 9.30
Break 10.30
3. Posting Control 10.45
4. User Data 11.15
5. Voucher Types 12.00
Lunch 12.30

© 2015 IFS
TIMINGS
DAY 1
Lesson Topic Time
6. Accounting Calendar 13.30
7. Currencies, Tax Codes and Payment Terms 14.00
Break 15.00
8. Manual Vouchers 15.15
9. Cash Box 15.45
10. Update General Ledger 16.30
11. General Ledger Analysis 16.45
Wrap Up 17.00

© 2015 IFS
SAFETY AND GROUND RULES
Fire Alarm – Process – Exits – Attendance

Phones off or on silent

Be social, switch of Social Media

Respect

Access

© 2015 IFS
IFS APPLICATIONS ™ 9 ENGINEER TO WHAT-IF
SCENARIO
ORDER EXPLORER

EMPLOYEE CONFIGURE | MAKE COMPONENT OVERALL


Consolidation SELF-SERVICE | ASSEMBLE TO REPAIR EQUIPMENT
ORDER EFFECTIVENESS

BUDGET HEALTH & MAKE TO Project DEMAND MAPPING B2B


MANAGEMENT SAFETY FORECASTING CONTRACTING

CASH FLOW PAYROLL Project BATCH MULTI-SITE CALL & CASE COMPLEX
ADMINISTRATION REPORTING MANUFACTURING PLANNING MANAGEMENT MRO

Project TIME & Project RISK REPETITIVE INVENTORY DYNAMIC VEHICLE


FINANCE ATTENDANCE DELIVERY MANAGEMENT MANUFACTURING REPLENISHMENT SCHEDULING INFORMATION
MANAGEMENT

EXPENSE Project COMPONENT FIELD PREVENTIVE COLLABORATIVE


eINVOICE MANAGEMENT COMMISSIONING BUDGETING & MRO DISTRIBUTION SERVICE MAINTENANCE SOLUTIONS
FORECASTING

AccountS TRAINING COMPATIBLE PLANNING & Customer SERVICE SCHEDULING & ROLE-BASED
PAYABLE MANAGEMENT UNITS SCHEDULING SHOP ORDER ORDERS CONTRACT RESOURCING PORTALS
MANAGEMENT

AccountS EMPLOYEE ASSET Project CONSTRAINT- SALES MOBILE


RECEIVABLE DEVELOPMENT DESIGN MANAGEMENT BASED PROCUREMENT CONFIGURATOR WORK ORDER SOLUTIONS &
SCHEDULING APPS
ENGINEERING SUB-CONTRACT SHOP FLOOR RENTAL INTEGRATION &
FIXED ASSETS RECRUITMENT CHANGE MANAGEMENT REPORTING MANAGEMENT WEB STORE LINEAR ASSETS DATA
MANAGEMENT MANAGEMENT

GENERAL EMPLOYEE PDM SALES CONTRACT COSTING WAREHOUSING CRM EVENT


LEDGER MANAGEMENT CONFIGURATION MANAGEMENT EQUIPMENT MANAGEMENT

IFS IFS IFS IFS IFS IFS IFS


HUMAN IFS IFS BUSINESS
FinancialS™ ENGINEERING™ ProjectS™ MANUFACTURING™ SUPPLY CHAIN™ SALES & SERVICE™ MAINTENANCE™
RESOURCES™ ENABLERS™

AccountING SUSTAINABILITY LIFECYCLE DOCUMENT BUSINESS QUALITY PROCESS MODELS CONFIGURATION &
RULES MANAGEMENT MANAGEMENT MANAGEMENT INTELLIGENCE MANAGEMENT EXTENSIBILITY

IFS FOUNDATION1™— LAYERED APPLICATION ARCHITECTURE AND TECHNOLOGY


FOCUS AREA ENGINEER TO WHAT-IF
SCENARIO
ORDER EXPLORER

EMPLOYEE CONFIGURE | MAKE COMPONENT OVERALL


Consolidation SELF-SERVICE | ASSEMBLE TO REPAIR EQUIPMENT
ORDER EFFECTIVENESS

BUDGET HEALTH & MAKE TO Project DEMAND MAPPING B2B


MANAGEMENT SAFETY FORECASTING CONTRACTING

CASH FLOW PAYROLL Project BATCH MULTI-SITE CALL & CASE COMPLEX
ADMINISTRATION REPORTING MANUFACTURING PLANNING MANAGEMENT MRO

Project TIME & Project RISK REPETITIVE INVENTORY DYNAMIC VEHICLE


FINANCE ATTENDANCE DELIVERY MANAGEMENT MANUFACTURING REPLENISHMENT SCHEDULING INFORMATION
MANAGEMENT

EXPENSE Project COMPONENT FIELD PREVENTIVE COLLABORATIVE


eINVOICE MANAGEMENT COMMISSIONING BUDGETING & MRO DISTRIBUTION SERVICE MAINTENANCE SOLUTIONS
FORECASTING

AccountS TRAINING COMPATIBLE PLANNING & Customer SERVICE SCHEDULING & ROLE-BASED
PAYABLE MANAGEMENT UNITS SCHEDULING SHOP ORDER ORDERS CONTRACT RESOURCING PORTALS
MANAGEMENT

AccountS EMPLOYEE ASSET Project CONSTRAINT- SALES MOBILE


RECEIVABLE DEVELOPMENT DESIGN MANAGEMENT BASED PROCUREMENT CONFIGURATOR WORK ORDER SOLUTIONS &
SCHEDULING APPS
ENGINEERING SUB-CONTRACT SHOP FLOOR RENTAL INTEGRATION &
FIXED ASSETS RECRUITMENT CHANGE MANAGEMENT REPORTING MANAGEMENT WEB STORE LINEAR ASSETS DATA
MANAGEMENT MANAGEMENT

GENERAL EMPLOYEE PDM SALES CONTRACT COSTING WAREHOUSING CRM EVENT


LEDGER MANAGEMENT CONFIGURATION MANAGEMENT EQUIPMENT MANAGEMENT

IFS IFS IFS IFS IFS IFS IFS


HUMAN IFS IFS BUSINESS
FinancialS™ ENGINEERING™ ProjectS™ MANUFACTURING™ SUPPLY CHAIN™ SALES & SERVICE™ MAINTENANCE™
RESOURCES™ ENABLERS™

AccountING SUSTAINABILITY LIFECYCLE DOCUMENT BUSINESS QUALITY PROCESS MODELS CONFIGURATION &
RULES MANAGEMENT MANAGEMENT MANAGEMENT INTELLIGENCE MANAGEMENT EXTENSIBILITY

IFS FOUNDATION1™— LAYERED APPLICATION ARCHITECTURE AND TECHNOLOGY


ABOUT THE COURSE

“THIS IS ONE OF THE COURSES TOWARDS GAINING THE


IFS CERTIFIED SPECIALIST ACCREDITATION FOR CONSULTANTS.

IT ENABLES STUDENTS TO COVER AND PREPARE


ALL OF THE EXAMINATION TOPICS FOR
THE ACCOUNTING EXAM.”
© 2015 IFS
ACCOUNTING
COURSE OBJECTIVES
To be able to create a Company.
To define the Chart of Accounts and Code String.
Understand how to Setup Posting Controls.
To be able to Setup User Groups, Voucher Types and
Accounting Calendar.
To be able to Setup Currency Rates , Tax Codes and
Payment Terms.

© 2015 IFS
ACCOUNTING
COURSE OBJECTIVES
To be able to Create and Post a Manual Voucher.
To be able to use Cash Box
To be able to Update the General Ledger from the
Hold Table.
To be able to Analyze Results in the General Ledger.

© 2015 IFS
1. COMPANY CREATION
COMPANY CREATION
LESSON OBJECTIVES
By the end of this lesson, students should have:
An understanding on how to create a Company using
options available in the IFS Application.

© 2015 IFS
COMPANY CREATION
OVERVIEW

Using an existing
Company
Create a new
Company
Using a Template

© 2015 IFS
COMPANY CREATION
USING AN EXISTING COMPANY

Update Basic
Normal Company
Data
Using an existing
Company
Template
Company

© 2015 IFS
COMPANY CREATION
USING A TEMPLATE

Create
Update Basic
Use Template Normal
Data
Company

© 2015 IFS
COMPANY CREATION
‘COMPANY’ WINDOW
General
Distribution Address

Periodic
Communicat
Cost
ion Methods
Allocation

Company Message
Fixed Assets
Setup

Payments Employees

Accounting
Invoice
Rules

© 2015 IFS
COMPANY CREATION
GENERAL FINANCE SETUP
•Site(s)
•Chart of Accounts
•Posting Controls
•User Data
•Combination Rules
General •Accounting Calendar
Finance Setup •Voucher Types, Tax Codes, Payment Terms

© 2015 IFS
DEMO
© 2015 IFS
PRACTICE & LEARN
COMPANY CREATION

Create a New Company using a Template.

Create a New Company using an Existing Company.

Create a New Company Template using an Existing


Company.

© 2015 IFS
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON

© 2015 IFS
2. CHART OF ACCOUNTS AND CODE STRING
CHART OF ACCOUNTS AND CODE STRING
LESSON OBJECTIVES
By the end of this lesson, students should have:
An understanding on how to define the Code String
and Setup the Chart of Accounts in the IFS
Application.

© 2015 IFS
CHART OF ACCOUNTS

“A METHOD OF CLASSIFYING FINANCIAL AND STATISTICAL DATA


BELONGING TO AN ORGANIZATION FOR SUPPORTING REPORTING
REQUIREMENTS EXTERNALLY AND INTERNALLY.”
© 2015 IFS
CHART OF ACCOUNTS AND CODE STRING
CHART OF ACCOUNTS
DEPARTMENT Project FIXED ASSETS
Marketing Service Machinery

Buildings
Account

Sales Development

Finance Warranty Furniture

Etc Etc Etc

Business Accounting Segments for Management Accounting

© 2015 IFS
CHART OF ACCOUNTS AND CODE STRING
SEGMENT FUNCTIONS
Project
Accounting

Internal Fixed Asset


Ledger Accounting

Code
Part Currency
Costing
Functions Balance
Accounting

Internal
Consolidation
Elimination

© 2015 IFS
CHART OF ACCOUNTS AND CODE STRING
BUSINESS TRANSACTION TRANSLATION
Order No Customer No Region Sales Part No Quantity Price
A110098 ABC North 471-1001 100 $750

9140 10 100 A10 N1 100 $750


Account Cost Customer Product Area Qty Amount
Centre Group Group

© 2015 IFS
CHART OF ACCOUNTS AND CODE STRING
CODE STRING
Account Types
•Highest level of Classification
•User can define values
•Any Account belongs to Revenue, Cost, Assets and Liabilities.

Account Groups
•Second Level of Classification
•User can define values
•Used to group the Accounts further for reporting

Account
•Lowest level in the Chart of Accounts
•User can define values
•One segment out of the 10

© 2015 IFS
CHART OF ACCOUNTS AND CODE STRING
CODE STRING - ACCOUNT
The Account (Code Part A) is the only required segment in the Chart of
Accounts
Rest of the segments (Code Part B thru J) are optional

Always linked to an Account Type and Account Group.

Ledger Accounts are blocked against Manual Postings

Account can be made a ‘Tax Account’ if it is used in Tax Ledger

Code Parts B – J can be made Mandatory, Blocked or Can

© 2015 IFS
CHART OF ACCOUNTS AND CODE STRING
CODE STRING - CODE PARTS B THRU J

•Only when the Code Parts column “Code


When can we enter Used” is set to YES is it possible to add Code
values to Code Parts Part Values (setting in “Define Code String”)

•Can be added via the screen Code Part


Where can we add Values. This will be done in two ways;
values to Code Parts •Manually
•Automatically

© 2015 IFS
CHART OF ACCOUNTS AND CODE STRING
CODE STRING COMPLETION AND PSEUDO CODES
Code String Completion
• This refers to a Code String for a Code Part and this
facilitates Voucher entry. For example, a product group
could generate a default cost centre.

Pseudo Codes
• A Pseudo Code is used as a short Code for a Code String
combination.

© 2015 IFS
CHART OF ACCOUNTS AND CODE STRING
PROJECT COST AND REVENUE ELEMENTS

Project Cost/Revenue
• These are User-definable Cost/Revenue categories that are used
to break down Costs/Revenues for planning and follow-up
purposes in Projects.

• This makes IFS/Project suitable for flexible Cost/Revenue


management.

© 2015 IFS
CHART OF ACCOUNTS AND CODE STRING
PROJECT COST AND REVENUE ELEMENTS
Project Cost
• The Project Cost Element concept makes it possible to identify
costs under different cost categories i.e. for example Planned Cost,
Committed, Used and Actual.
Project Revenue
• The Project Revenue Element concept makes it possible to identify
revenues under different revenue categories i.e. Estimated
Revenue, Planned Revenue, Preliminary Revenue, Posted Revenue
and Actual Revenue.

© 2015 IFS
CHART OF ACCOUNTS AND CODE STRING
CODE PART ATTRIBUTES AND STRUCTURES
Code Part Attributes
• For reporting purposes, grouping of Code Part Values
• Single level
• Multiple attributes for each Code Part

Code Part Structures


• For reporting purposes, i.e. business units or departments
based on cost center
• Multi level
• Multiple structures for each Code Part

© 2015 IFS
DEMO
© 2015 IFS
PRACTICE & LEARN
CHART OF ACCOUNTS AND CODE STRING

Check the Chart of Accounts for a Company (preferably in


your Company). Create new Accounts.
Add a value for the Code Part B (Cost Center).
Create a Code String Completion for the newly created
value in Code Part B.

© 2015 IFS
PRACTICE & LEARN
CHART OF ACCOUNTS AND CODE STRING

Assign a new Code Part Value for the Code Part used
as the ‘Base for Project Cost/Revenue Element’.
Create a Project Cost Element and connect it to an
existing Code Part(s).
Create a Pseudo Code and Code String Completion
and enter a Manual Voucher
Setup a structure for Code “B”

© 2015 IFS
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON

© 2015 IFS
3. POSTING CONTROLS
POSTING CONTROLS
LESSON OBJECTIVES

By the end of this lesson, students should have:


An understanding on how to Setup Posting Control.

© 2015 IFS
POSTING CONTROL

“THE POSTING CONTROL IS THE CENTRALIZED SET OF RULES


THAT KEEPS THE AUTOMATED ACCOUNTING MODEL UP TO
DATE. IT TRANSLATES DIFFERENT BUSINESS EVENTS IN THE IFS
APPLICATION INTO FINANCIAL TRANSACTIONS.”
© 2015 IFS
POSTING CONTROLS
Use of Posting Controls

•The Posting Control is used to post the different dimensions


(Account + Chart of Account segments) according to a Code plan.

© 2015 IFS
POSTING CONTROLS
HOW DOES IT WORK ?

• Transactions in various modules are


linked to system defined Business
Defined Rules
Events, which controls which Posting
Types will be used for the transaction

• Each Posting Type has a defined list of


Defined Control Types Control Types which can be used to
define the rules using data in other
modules

© 2015 IFS
POSTING CONTROLS
CONTROL TYPES (CT)

Normal Control
Types

CT Types Combination
Control Types

Specification
Control Types

© 2015 IFS
POSTING CONTROLS
EXAMPLE
Control types Fixed value – Salesman for Sales Group Market for
AC1 Order – c27 for Sales Part Customer
– c15 Order – C20
Business Posting type Account Cost Center Product Market
event Segment A segment B Segment C Segment D
Deliver Goods
to Customers
• Cost of M24 5000 C C 204 X43201 SouthEast
Goods
sold
• Inventory M1 1200

© 2015 IFS
DEMO
© 2015 IFS
PRACTICE & LEARN
POSTING CONTROL
Setup Posting Control for M28 with Fixed Value.
Complete the Customer Order and check the
postings.

Setup Posting Control M28 with the Control Type


“Sales Group”. Complete the Customer Order and
check the postings.

Review other postings.

© 2015 IFS
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON

© 2015 IFS
4. USER DATA
USER DATA
LESSON OBJECTIVES
By the end of this lesson, students should have:
Understood how to Setup User Groups.

© 2015 IFS
USER DATA
USER
Database User
(Technical User
In the database)
User
IFS Financials
User (Application
User)

© 2015 IFS
USER DATA

A User is connected to one or more Companies.

A User is connected to and one or more User Groups.

Enables a User to work in the system.

A User has only one default Company.

A User can only create Financial Transactions for the Companies they are attached to.

© 2015 IFS
USER DATA
Company A User 1

User 2

User 3

User 4

User Group ‘AC’ User Group ‘YE’


User 1 User 1
User 2 User 3
User 4

© 2015 IFS
USER DATA
USER GROUP
Used to permit and control

•Entering of transactions (Combination Rules)


•Viewing of transactions (Authorization Controls)
•Viewing of Queries and Reports
•Accounting Periods
•Financial Transactions (i.e., transactions in
IFS/Accounts Payable, IFS/Accounts Receivable,
and IFS/General Ledger)

© 2015 IFS
USER DATA
USER GROUPS ARE CONNECTED TO……
Accounting Periods
• User Groups allow Accounting Periods to be closed for the Users connected
to the User Groups

Voucher Type Series


• Authorization Levels can be defined at Voucher Type
• Enter and Approve
• Approve Only
• Enter Only

Combination Rules
• Defines legal and illegal Code Part combinations per User Group

© 2015 IFS
DEMO
© 2015 IFS
PRACTICE & LEARN
USER DATA
Create a User Group and connect Users to it

Connect the User Group to Accounting Periods

Connect to the Voucher Types

Setup Combination Rules

Setup Authorization rules

© 2015 IFS
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON

© 2015 IFS
5. VOUCHER TYPES
VOUCHER TYPES
LESSON OBJECTIVES
By the end of this lesson, students should have:
Understood how to Setup Voucher Types.

© 2015 IFS
VOUCHER TYPES

•To separate transactions from different business

Use of it events
•To group similar business events together into
Function Groups

•Voucher Types are associated to a Function Group


How it always
•Voucher Types has a manual or automatic numbering

works •Voucher Types can be defined


•Authorization Levels can be defined because of the
User Group attached

© 2015 IFS
DEMO
© 2015 IFS
PRACTICE & LEARN
VOUCHER TYPES
Create a Voucher Type.

Create a Voucher Series for this Voucher Type.

Connect the User Group to the new Voucher Type.

© 2015 IFS
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON

© 2015 IFS
6. ACCOUNTING CALENDAR
ACCOUNTING CALENDAR
LESSON OBJECTIVES
By the end of this lesson, students should have:
Understood how to setup the Accounting Calendar.

© 2015 IFS
ACCOUNTING CALENDAR
Accounting
Year

Year
Ordinary Year Closing
Opening

Year End User Group Year End


User Group A User Group

User Group
B

© 2015 IFS
ACCOUNTING CALENDAR
ACCOUNTING PERIODS

The Periods are either Open for postings or Closed.

The Periods could also be Open or Closed for each User Group.

Above the Accounting Period is Accounting Year.

The Accounting Year can have the Open or Closed status.

© 2015 IFS
DEMO
© 2015 IFS
PRACTICE & LEARN
ACCOUNTING CALENDAR
Creating a Calendar Year
Creating Periods and connecting User Groups.
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON

© 2015 IFS
7. CURRENCIES, TAX CODES AND PAYMENT TERMS
CURRENCIES, TAX CODES AND PAYMENT TERMS
LESSON OBJECTIVES
By the end of this lesson, students should have:
Understood how to Setup Currency Rates , Tax Codes
and Payment Terms.

© 2015 IFS
CURRENCIES
CURRENCIES, TAX CODES AND PAYMENT TERMS
CURRENCIES
Currency Codes
•These are available under ISO Code Usage/Currency tab.
•Currency Codes are both System and User defined.
•In order to use a Currency Code in a Company, you have to select check box Used in
Company.

Currency Rates
•Cross rates between the Accounting Currency (Company Currency) and the Currency
used for Financial Transactions.
•Exchange Rate Effectivity Periods – Valid From.
•You can update Currency Rates either manually or by using Currency Update Assistant.
•Currency Rates can have values between 0 and 9 decimal place values. But the
resulting amount can only have either 0 or 2 decimal places only.

© 2015 IFS
CURRENCIES, TAX CODES AND PAYMENT TERMS
CURRENCIES

Currency Rate Types

• Can be used for splitting the Currency Rates into buy and
sell rates as well as separate Currency Rates for tax buy and
sell rates.
• You can create more than one Currency Rate Types, these
are on Company level.
• You can have only one Currency Rate Type default per
Company.

© 2015 IFS
TAX CODES
CURRENCIES, TAX CODES AND PAYMENT TERMS
TAX TYPES

Tax Types

Calculated Surcharge Withholding


VAT No VAT Sales Tax Use Tax
VAT VAT Tax

© 2015 IFS
CURRENCIES, TAX CODES AND PAYMENT TERMS
TAX CODES

Tax Codes can be defined

Can be used as a Control Type

Tax Codes are used to extract tax information for tax reporting

Used for Customer and Supplier Invoices and Manual Vouchers

© 2015 IFS
PAYMENT TERMS
CURRENCIES, TAX CODES AND PAYMENT TERMS
PAYMENT TERMS
•Payment Terms with Installments determine
What does it do when invoice payments are due

•It can be used to define Due Dates, Payment


Use of it Vacation, Discounts, Specific Due Dates etc..

Example •

© 2015 IFS
CURRENCIES, TAX CODES AND PAYMENT TERMS
PAYMENT TERMS
Installments
•Must have at least one Installment.
•Installments determine the Due Date.
•Automatic Installment Plan will create multiple Installments automatically.
•Installment Plan is used for Supplier and Customer Invoices with the specified Payment
Term.
•If no Installment Plan is needed, use one Installment with net amount percentage
100%.

Interval
•Must have at least one Interval that covers the 31 possible days in a Month.
•Enables an invoice to have up to three specific due dates based on the day of the
Month.

© 2015 IFS
CURRENCIES, TAX CODES AND PAYMENT TERMS
PAYMENT TERMS

Discounts
•Are specific to each Installment and Interval combination.
•Enable each Invoice to have up to three specific discount days
•Can have one or more Free Delivery Months.

Payment Vacation
•A Payment Vacation Period defines Periods in which no payments
from Customers are expected, due to vacation or other reasons.

© 2015 IFS
DEMO
© 2015 IFS
PRACTICE & LEARN
CURRENCIES, TAX CODES AND PAYMENT TERMS
Connect a Currency Code and define a Currency Rate

Create a Tax Code

Create a new Payment Term

© 2015 IFS
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON

© 2015 IFS
8. MANUAL VOUCHERS
MANUAL VOUCHERS
LESSON OBJECTIVES
By the end of this lesson, students should have:
Understood of how to create Manual Vouchers.

© 2015 IFS
MANUAL VOUCHERS

“MANUAL VOUCHER IS USED TO RECORD TRANSACTIONS THAT DO


NOT FIT INTO SPECIAL VOUCHERS SUCH AS SALES, PURCHASE,
CASH RECEIPTS, CASH DISBURSEMENTS, AND PAYROLL
VOUCHERS.”
© 2015 IFS
MANUAL VOUCHERS

Manual Voucher Status Function Groups Used

•Approved •M (Manual Vouchers)


•Awaiting Approval •K (Corrections)
•Not Approved •Q (Opening Balances)
•Error
•Cancelled

© 2015 IFS
MANUAL VOUCHERS
CREATE MANUAL VOUCHERS
•Creating Manual Vouchers, Correction Vouchers, or
Opening Balance Vouchers in open Accounting
Periods
•Copying Vouchers in the Hold Table
Manual •Copying Voucher rows from the General Ledger
•Using Voucher Template
Voucher

© 2015 IFS
MANUAL VOUCHERS
OPTIONS OF USING MANUAL VOUCHERS

Creating Periodic Allocation Vouchers

Creating Interim Vouchers

Create Multi-Company Vouchers

Simulation Vouchers

External Voucher Import

© 2015 IFS
DEMO
© 2015 IFS
PRACTICE & LEARN
MANUAL VOUCHERS
Create a new Manual Voucher.

Create a Manual Voucher from a Template.

Create an Interim Voucher.

Create a Voucher and Period allocation.

Create a Manual Voucher at not approved state and approve using


the approval window.

© 2015 IFS
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON

© 2015 IFS
9. CASH BOX
CASH BOX
LESSON OBJECTIVES
By the end of this lesson, students should have:
Understood how to use Cash Box and record Cash
Box transactions.

© 2015 IFS
CASH BOX
PROCESS FLOW

Enter Cash Print Cash Approve Cash Print Cash


Box Receipt Box Payment Box Report

© 2015 IFS
CASH BOX
TRANSACTION TYPES IN CASH BOX

Enter
Customer
Payment

Direct Enter
Cash Supplier
Payment. Payment

© 2015 IFS
CASH BOX
BENEFITS

All cash transactions connected to actual cash in the organization can be properly
managed.

Customer Payments, Supplier payments, and other payments made in cash


can be managed.

A receipt can be printed for each outgoing and incoming cash transaction.

Cash Box report can be printed at the end of the chosen Period – day, week or
longer.

© 2015 IFS
DEMO
© 2015 IFS
PRACTICE & LEARN
UPDATE GENERAL LEDGER
Create a Cash Box

Enter a Cash Box transactions for different


transaction types

© 2015 IFS
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON

© 2015 IFS
10. UPDATE GENERAL LEDGER
UPDATE GENERAL LEDGER
LESSON OBJECTIVES
By the end of this lesson, students should have:
Updated the General Ledger from the Voucher Hold
Table.

© 2015 IFS
UPDATE GENERAL LEDGER
THE GENERAL LEDGER UPDATE ROUTINE
Update
Parameters
Updating Update
Other Vouchers
Automatic History
Validation
Postings
Hold General
Table Ledger

Manual Vouchers Summary Journal

Detailed Journal

Error Log

© 2015 IFS
UPDATE GENERAL LEDGER
FUNCTIONS IN VOUCHER UPDATE
Start Updating Routine

• Updates Vouchers from the Hold Table.

Update Parameters

• Used to define various control parameters.

Summary Parameters

• Used to specify, by Voucher Type, whether Voucher rows with the same
Code String in a Voucher will be summarized.

© 2015 IFS
UPDATE GENERAL LEDGER
FUNCTIONS IN VOUCHER UPDATE
Update History

•Contains information on Vouchers that have been updated to


the General Ledger as well as error-marked Vouchers.
Remember that you must also check the errors that occurred
during updating.

Update via Selection Tab

•Enables you to limit updates by defining which Voucher Type,


Accounting Year, Period, and User ID should be updated.

© 2015 IFS
UPDATE GENERAL LEDGER
FUNCTIONS IN VOUCHER UPDATE
Update via Batch Scheduling

•Use the single execution alternative to start the update routine


online or in the background at a specified date and time. Repeated
scheduled execution is used for daily/weekly updates.

Instant Update of General Ledger

•Use this activity to instantly update a Manual Voucher from the


Hold Table to the General Ledger. The instant update routine is
performed in the Voucher Entry window.

© 2015 IFS
UPDATE GENERAL LEDGER
FUNCTIONS IN VOUCHER UPDATE

Additional Accounting transactions are created or Code Parts


are added when updating Vouchers to the General Ledger:

•Project Accounting Transactions


•Automatic Posting
•Periodic Allocation
•Internal Elimination (Code Part added)
•Currency Balance Accounting (Code Part added)

© 2015 IFS
DEMO
© 2015 IFS
PRACTICE & LEARN
UPDATE GENERAL LEDGER
Update GL Vouchers

Enter a Manual Voucher and Instant update GL

Setup an automatic posting rule and create a Manual


Voucher and update.

© 2015 IFS
FEEDBACK ON THE OBJECTIVES
OF THIS LESSON

© 2015 IFS
11. GENERAL LEDGER ANALYSIS
GENERAL LEDGER ANALYSIS
LESSON OBJECTIVES
By the end of this lesson, students should have:
Run GL Balance Analysis
Drilled down into Vouchers and transactions
Run Voucher Information Analysis
Run General Ledger Reports
Run Report Generator Reports

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GENERAL LEDGER ANALYSIS
BASIC DATA TO VIEW GENERAL LEDGER

Authority
Class

Basic
Data
User per
Authority
Authority
Combinations
Class

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GENERAL LEDGER ANALYSIS
BALANCE ANALYSIS AND VOUCHER ANALYSIS
GL Balance Analysis

• Search by Year, Period Account, Account Type, Account Group or any Code
Part or Attribute
• Zoom In to decide how the analysis is broken down and summarized

Voucher Analysis

• GL Vouchers Analysis gives an overview of the Voucher header information.


• GL Voucher Rows Analysis gives an overview of the Voucher, including the
rows.
• GL Voucher Details Analysis gives a detailed view of the Voucher describing
the different rows.

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GENERAL LEDGER ANALYSIS
VOUCHER ANALYSIS

GL Voucher Analysis

GL Voucher Rows Analysis

GL Voucher Details Analysis

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GENERAL LEDGER ANALYSIS
TYPES OF ANALYSIS AND REPORTS

Voucher Information Analysis

Balance Analysis

General Ledger Reports (Voucher row based)

Report Generator Reports (GL Balances based)

Business Analytics Reports

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DEMO
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PRACTICE & LEARN
GENERAL LEDGER ANALYSIS
Run GL Balance Analysis
Drill down into Vouchers and transactions
Run Voucher Information Analysis
Run General Ledger Reports
Run Report Generator Reports

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FEEDBACK ON THE OBJECTIVES
OF THIS LESSON

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WRAP-UP
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