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2011-06-20
Copyright
2011 SAP AG. All rights reserved.SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer, StreamWork, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries.Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects Software Ltd. Business Objects is an SAP company.Sybase and Adaptive Server, iAnywhere, Sybase 365, SQL Anywhere, and other Sybase products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Sybase, Inc. Sybase is an SAP company. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary.These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. 2011-06-20
Contents
Chapter 1
Document History...................................................................................................................7
Chapter 2
Introduction to SAP BusinessObjects Intercompany..............................................................9 Introduction to the documentation............................................................................................9 If you encounter a problem.....................................................................................................10 General interface information...............................................................................................11 Languages.............................................................................................................................11 To select the application language..........................................................................................11 Saving changes in the database.............................................................................................11 Navigation bar........................................................................................................................12 Navigation in list boxes..........................................................................................................12 General user tasks................................................................................................................13 Logging in to the application...................................................................................................13 To log in to the application.....................................................................................................13 Changing your user information..............................................................................................14 Filters.....................................................................................................................................14 Balances page display filters..................................................................................................15 Ad hoc page filters.................................................................................................................17 The reconciliation process....................................................................................................19 Starting the reconciliation process.........................................................................................19 Balances pages......................................................................................................................20 Detail by partners page..........................................................................................................20 Detail by parent accounts page..............................................................................................21 Detail by transaction currencies page.....................................................................................21 Detail by child accounts page.................................................................................................22 Creating and opening balances..............................................................................................22 To select a declaring company...............................................................................................23 To select a period..................................................................................................................23
2.1 2.2
Chapter 3
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Contents
5.3.3 5.4 5.4.1 5.4.2 5.4.3 5.4.4 5.4.5 5.4.6 5.5 5.5.1 5.5.2 5.6 5.6.1 5.6.2 5.6.3 5.6.4 5.6.5 5.6.6 5.7 5.7.1 5.8 5.8.1 5.8.2 5.9 5.9.1 5.9.2 5.9.3 5.9.4
Chapter 6
To create or open a balance row............................................................................................23 Entering amounts in balances.................................................................................................24 Journal account resets...........................................................................................................24 Attaching a standard comment to a balance...........................................................................25 Attaching a file to a balance....................................................................................................26 Entering a comment for a balance..........................................................................................27 Communicating with the partner via statuses and actions.......................................................28 Resetting and removing balances...........................................................................................28 Freezing a company balance..................................................................................................29 Freezing the balances of a company and its partners..............................................................30 Company-partner relationships...............................................................................................30 Entering invoice amounts.......................................................................................................32 To enter an invoice.................................................................................................................32 Invoice updates......................................................................................................................33 Invoice comments..................................................................................................................34 Invoice standard comments....................................................................................................35 Attaching a file to an invoice...................................................................................................36 Why match invoices?.............................................................................................................37 Tracking progress via emails..................................................................................................40 To start or stop receiving detailed emails...............................................................................41 Tracking progress via reports.................................................................................................41 Report contents.....................................................................................................................41 Deleting reports.....................................................................................................................44 Exporting financial data...........................................................................................................44 Exporting journals...................................................................................................................44 Exporting balances.................................................................................................................45 Exporting balances to SAP BusinessObjects Financial Consolidation.....................................47 Exporting invoices..................................................................................................................49 Administration of the application..........................................................................................51 Managing database connections............................................................................................51 Managing database user connections....................................................................................51 Managing connections to different databases........................................................................52 Database maintenance...........................................................................................................52 Defining the database structure.............................................................................................53 Starting and stopping the reconciliation process....................................................................53 The database structure..........................................................................................................54 Metadata...............................................................................................................................55 Periods..................................................................................................................................57 Currencies.............................................................................................................................61 Company groups....................................................................................................................65
6.1 6.1.1 6.1.2 6.1.3 6.2 6.2.1 6.2.2 6.2.3 6.2.4 6.2.5 6.2.6
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Contents
6.2.7 6.2.8 6.2.9 6.2.10 6.2.11 6.2.12 6.2.13 6.2.14 6.2.15 6.2.16 6.2.17 6.2.18 6.2.19 6.3 6.3.1 6.3.2 6.3.3 6.3.4 6.3.5 6.3.6 6.3.7 6.3.8 6.3.9 6.3.10 6.3.11 6.3.12 6.3.13 6.3.14 6.3.15 6.3.16 6.3.17 6.3.18
Chapter 7
Companies.............................................................................................................................66 Users.....................................................................................................................................70 User groups...........................................................................................................................79 Account groups......................................................................................................................80 Materiality values...................................................................................................................84 Journal accounts....................................................................................................................85 Accounts................................................................................................................................87 Standard comments...............................................................................................................94 Forced agreements................................................................................................................95 Templates for data import and export.....................................................................................98 Importing data......................................................................................................................126 Exporting metadata..............................................................................................................136 Consulting import and export results....................................................................................140 General administrative tasks................................................................................................140 Freezing and unfreezing company balances..........................................................................140 Invoice matching..................................................................................................................143 Email....................................................................................................................................147 Statuses..............................................................................................................................150 Reconciliations.....................................................................................................................156 Difference calculation type...................................................................................................158 Categories...........................................................................................................................158 Data entry period.................................................................................................................159 Audit ID................................................................................................................................159 Default flow..........................................................................................................................160 Reports................................................................................................................................160 Purging balances and invoices..............................................................................................165 Balance and invoice interface display...................................................................................166 Deleting invoices by company, parent or child account.........................................................167 Decimals in balances............................................................................................................169 Archiving balances...............................................................................................................169 The application login page text.............................................................................................170 Digit grouping symbols.........................................................................................................171 Glossary..............................................................................................................................173
Appendix A Index
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Contents
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Document History
Document History
The following table provides an overview on the most important document changes in this documentation: Version 1.00 Date January 2009 Description First version Updates for Support Package 06: Added information on importing metadata from SAP BusinessObjects Financial Consolidation. The "To authorize the use of invoices" topic explains the function of the Balance Update By Invoice Only in the "Administration" invoice settings. Removed references to data sources from the topic on "Setting the connection to SAP BusinessObjects Financial Consolidation". Administrators can initialize a new period with data carried forward from a previous period. See "Reusing data from a previous period in a new period". Administrators can import account flows from SAP BusinessObjects Financial Consolidation. See "Account Flows". Administrators can start and stop email delivery. See "Email delivery control". You can now define the page orientation of a report. See "To build a report". Administrators can activate and deactivate accounts. See "Deactivating or activating an account".
1.01
September 2009
1.02
March 2009
1.03
January 2011
Some columns of information in the user and account import files must use the English terms. See the Files for importing users and accounts section for more information.
Related Topics Importing metadata from SAP BusinessObjects Financial Consolidation To authorize the use of invoices
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Document History
Setting the connection to SAP BusinessObjects Financial Consolidation Account flows Reusing data from a previous period in a new period Email delivery control To build a report Deactivating or activating an account Files for importing users and accounts
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SAP BusinessObjects Intercompany is a web application that enables you to manage the reconciliation process.
In the application, reconciliations are dealt with as follows: Peer-to-peer reconciliations are in real time. The head office does not validate peer-to-peer reconciliations; only the companies that perform the transactions are involved in reconciling the balances. Adjustments are made when necessary. The head office ensures that the reconciliation process is trouble free, and acts as referee when differences remain. Amounts are integrated in the consolidation packages.
The reconciliation process works as follows: The Administrator configures the reconciliation process by configuring the database and connections, and then starts the process. Users of all profiles log in to the application to perform specific tasks in the reconciliation process. At the end of the reconciliation process, the Administrator runs a forced agreement, then freezes balances. Users then export the balance amounts and journals.
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The Administrator defines the database objects. Interactive Users add, modify, and delete balances and invoices, perform invoice matching, import and export balances and invoices, and create reports and freeze companies. Power Users monitor the progress of the companies within their scope of responsibility. Power users can also export balances and invoices, build reports, and freeze and unfreeze companies. View Users consult data and monitor how balances are progressing. View Users can also export balances and invoices and build reports.
Do not hesitate to send the correspondent any screen shots, reports, error messages, or any other element to help solve the problem.
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The application offers shortcuts and links to help you move easily and quickly between tabs and pages.
3.1 Languages
The Administrator assigns a default language that affects all text components of the web site pages, for example, tabs, commands, windows, and online help, and all of the names and descriptions stored in the database. Users can change the language.
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This section explains how to: log in to the application change your user information delete objects work with filters
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Note: If you have problems connecting, contact your Administrator. 4. If this is not the first time you have logged in, the Balances tab appears displaying the balances. If you are logging in for the first time, you need to change your password and then select a period. to the right of the current company
Select the company on which you want to work by clicking name. Note: To log out of the application, click the Log off link.
Users also have the following options: store the last balances page used in the memory. display the code and description of objects displayed in the balances page.
4.3 Filters
Users create filters to customize the information on a page. At any time these restrictions can be deactivated so that all application objects appear on screen.
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A "Balance" page display filter for a specific company can be saved and affects the "Balance" page view every time a user opens the page, until the filter is deactivated. An ad hoc filter uses the Search options when available to limit the informations shown on a page. The filter lasts only as long as the user views the page before changing to another page.
4. To filter by a Matching Difference in the Group currency, select >= or <= and enter a threshold amount. 5. To set the Partner with which the current company performed the transaction, click and select a company code. 6. To filter by accounts affected by the transaction: a. Click . b. Activate the accounts. c. Click Select. 7. To filter by an Account Group, click and select a group from the list.
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8.
To filter by the transaction currency, click and select the currency from the list. 9. To filter by a partner's timestamp, for example when the partner last made changes to the balances in question, activate one of the following: Start/Finish Set the start and finish date and time. Last Hours Type the number of timestamp hours in a 24 hour period. 10. Click Apply.
4.3.1.3 To activate code and description display in the Balances page navigation row
To ensure that the navigation row is not too long, you can choose to display only the codes. 1. In the Administration tab, click Your Profile. 2. From the Balance Page Navigation Option list, select one of the following: Show Code Show Description Show Both
3. Click Update.
4.3.1.4 To remove a filter and display all objects in the Balances page
1. Click Filter in the navigation bar. 2. Click Clear. The filter is removed and all objects appear in the balances page.
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During the reconciliation process, different users perform different tasks: Administrators import balances. Interactive Users enter data and load the balances. Power Users monitor the progress of the companies in their scope of responsibility by consulting balances and using reports. Power also act as referees when two companies do not agree, for example by adding comments, and can freeze company balances. View Users consult data and monitor how balances are progressing by consulting balances and reports.
Users then have access to the database and are able to enter their data. Related Topics Starting and stopping the reconciliation process
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A balance is an amount entered in the database. There are four types of pages: "Detail by partners" "Detail by parent accounts" "Detail by transaction currencies" "Detail by child accounts "
You access these pages via the Balances tab. The column headers and order are defined by the Administrator. Related Topics Importing data Entering amounts in balances
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the Their Timestamp column, which indicates when the partner's balances were last changed.
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Note: If there are invoices in the database, the Invoices column appears. Related Topics Matching invoices Status symbols and descriptions
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The period is the date to which the amounts are linked. a partner an account a currency The transaction currency may be imposed by the Administrator. If this is the case, the Administrator or Interactive User must enter all the amounts in the transaction currency chosen by the Administrator. The Administrator or Interactive User can select another currency. If a default transaction currency has been defined by the Administrator, it appears in the "Currency" field. When users log in for the first time, they must select a period and the company on which they want to work. The system memorizes the period and company selected for the next time users log in. However, users can change the period and company whenever required if there are several periods and/or companies available. Related Topics Translating amounts
In the navigation bar, click to the right of the current company. 2. In the Companies dialog box, select a company. The balances page for the company appears.
In the navigation bar, click to the right of the current period. 2. In the Periods dialog box, select a period. The balances page for the period appears.
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The Add/Access Balance button is only available when the reconciliation process is running. 1. In the companies, partners or currencies pages, click Add/Access Balance. Depending on which type of page you are in, the "Partner" and "Account" fields may already be filled in. Note: If the Currency field is already filled in, then the Administrator has chosen the transaction currency. You can select another currency to use when entering amounts. 2. Select the required objects. 3. Click Create.
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This column appears when you can enter local currency amounts. The original amount is the amount stored in the initial accounting system. The amount stored in the journal account, linked to the child account in which data is entered, is the difference between the first and last amounts saved in the database. The difference is called the adjustment amount. Related Topics Journal accounts
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Interactive Users - authorized to change only the balances belonging to the companies to which they have access. Note: The balances of frozen companies cannot be reset or removed.
Deleting and resetting a company's data is performed in a single action. This has the following impact: If the partners have not loaded the balances, all the amounts and balance rows are deleted. If one or more partners have already loaded balances, only the amounts loaded by the declaring company are reset. However, the balances and other amounts remain the same.
Note: This action is performed when the reconciliation process is running. Related Topics Authorizing Power Users to freeze companies with unmatched balances
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Related Topics Freezing a company balance Authorizing Power Users to freeze companies with unmatched balances Statuses
If a balance is frozen, neither the declaring company nor its partner can change it.
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For example, if a user freezes the balances belonging to company 01 and its partner 04, no further balances can be added for either company. On the other hand, this does not affect the balances entered relating to company 01 by its partner 08. Balances can still be added for both companies. To freeze a company-partner pair, both companies must freeze their balances. In another example, the US Mag company has frozen the company-partner pair, so the snowflake icon appears at the end of its line in the balance table. However, there is no icon in front of the US Music company on the balances page, which means that its balances are not frozen. As a result, the balances for the company-partner pair are only partially frozen. The snowflake icon in front of the company code and name on the Balances page indicates that the US Music company has also frozen the company-partner pair. As a result, the balances for the company-partner pair are now frozen. Note: You must freeze balances before exporting them. If the balances for a company-partner pair have only been frozen by one company, only the balances belonging to that company are exported. The balances belonging to the company which did not perform a freeze operation are not exported.
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Note: If a relationship has been frozen by a company, and you then try to freeze the company, the partner relationship remains frozen.
If the Administrator previously specified that the creation of invoices would generate balances containing the sum of the invoice amounts, Administrators and Interactive Users can also automatically recalculate the balance based on the invoice amount. When Administrators and Interactive Users import and manually enter invoices, the balances created contain amounts which are the sums of the invoices linked to the balances. The balances are created for the same company, partner, transaction currency, and account as the corresponding invoices. You can access the invoices by navigating through the balances pages. Related Topics Invoice matching
Note: The Invoice label can be customized. Another term may therefore appear here. 2. Click Add Invoice. 3. Click to add an invoice to another child account (other than the one open) in the Account field.
4. Enter the following information in the relevant fields: the invoice reference the invoice amount in the transaction currency
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5. Select Override or Aggregate. 6. If you want the balance to be recalculated based on the invoice amount, select the Update Balance option. Note: This option only appears if the option has been selected in the Global Parameters menu. 7. Click Create. The new invoice appears in the list.
For each invoice, the Administrator, Interactive User, or Power User can add, modify, or delete: a comment a standard comment a file
Note: If the invoice is included in an invoice group, it cannot be changed and the link to the group is displayed. If the Administrator has chosen to activate them, the fields below are also available to provide additional information on the invoices. The Invoice Group ID field specifies the group ID reference associated to the invoice. The Invoice Group ID field is not an editable field as it is system generated. Note: The Invoice Group ID field is only displayed if Invoice Level Matching has been activated. The following text type fields: Invoice Text 1, Invoice Text 2, Invoice Text 3, Invoice Text 4, Invoice Text 5. If the Administrator predefined the "Invoice Text 1" and "Invoice Text 2" fields, the user can use the list to select the predefined text required.
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The following amount type fields: Invoice Amount 1, Invoice Amount 2, Invoice Amount 3. The following date type fields: Date Amount 1, Date Amount 2, Date Amount,3. A calendar is available beside each date type field.
Related Topics Additional fields for invoices Deleting invoices by company, parent or child account Attaching a file to an invoice Invoice comments Balance and invoice interface display
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1. In the Invoices page, click the invoice to which you want to attach a standard comment. 2. In the invoice edit page, click next to "Standard Comment". 3. Select the required standard comment from the list. 4. Click OK. 5. In the invoice page, click Update. The standard comment text appears in the "Standard Comment" column.
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6. Click Attach.
You can consult invoices via the data entry page for child accounts. The following icon tells you that the total of the invoices is equal to the balance in the child account:
The following icon tells you that the total of the invoices differs from the balance in the child account:
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The "Invoices" page appears. Note: In this page, you can: consult comments entered by the partner sort the "Invoice Reference", "Transaction Amount", and "Local Amount" columns Note: Cancel the sort by clicking the following icon:
Related Topics Detail by child accounts page Deleting invoices by company, parent or child account
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2. Navigate through the balances to the "Detail by child accounts" page. 3. Click Match Invoices. The "Invoice Match" page appears. Note: In this page, you can: consult comments entered by the partner sort the "Invoice Reference", "Transaction Amount", and "Local Amount" columns Note: Cancel the sort by clicking the following icon:
The green check mark icon appears next to the invoices that have been matched. The red X icon appears next to the invoices that have not been matched. The invoices that do not have any particular status are unassigned. 4. Click the following icon corresponding to the invoice you want to match:
The Invoice Group page appears. If an invoice group has not already been created, the Create button becomes available. 5. Click Create. Note: To add other declaring company invoices or partner invoices to the group, click Modify Members. 6. Do one of the following: In the Assigned column, select the invoices required. Click Assign All Ourside or Assign All Theirside to assign all the invoices for the company or the partner. To unassign all invoices to either the company or partner, click Un-Assign All Ourside or Un-Assign All Theirside.
7. Click Update. If all of the invoice amounts have been matched, the green check mark icon appears next to the invoice group. If all of the invoice amounts have not been matched, the red X icon appears next to the invoice group. You are able to see that there is still a variance. The status of the parent accounts is also unmatched.
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Note: If you did not select a partner invoice, the invoice group has a red X icon and the status of the parent accounts is also unmatched. 8. To match invoices using standard comments and apply the same standard comment to all the invoices in the group, in the Standard Comment column, click the post-it icon for your company. 9. In the dialog box used to select the standard comment, select the standard comment required. 10. Click Close. All the invoices belonging to your company now have the same standard comment. The partner must now perform the same operation and select the same standard comment for the invoices to be matched. Related Topics Deleting invoices by company, parent or child account
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Detailed emails inform the user of events such as the partner requesting a balance be removed. Thus informed, the user can connect to the application and respond to the partner by performing an action. Related Topics Automatic detailed emails
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Report component
Description
Period
The current period is selected by default. However, you can select another period. The current company is selected by default. However, you can select another company. The partner with which the selected company performed transactions.
Company
Partner
Transaction currency Accounts Account group A status is used in currency pages and in pages for entering amounts for child accounts The group status is used in partner pages and parent account pages Accounts affected by the transaction
Status
Group status
Reporting company Company Group Partner Company Group In this case, the amounts assigned to the company's company groups are all displayed except those assigned to the company group selected in the "Excluded Company Group" field. In this case, the amounts assigned to the partner's company groups are all displayed except those assigned to the company group selected in the "Excluded Partner Company Group" field.
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Report component
Description
Difference
Start Finish
"Start" and "Finish" define the period in which the balances were changed.
Format
The format of the reports can be RPT, Excel, HTML, Word, Text, or PDF.
Note: The Difference Analysis report also contains a column that displays the standard comments linked to the child account of the declaring company. You can specify how information should be displayed in the Difference Analysis report, filtering by: account code transaction currency status
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If the Administrator authorized the use of journal accounts, any user can export the amounts stored in the journal account to files. The file can then be imported into the source accounting system. Note: You must freeze a company's balances before you can export them. Journal accounts are exported via an Administrator-defined template. The export operation automatically generates a file. When the export is complete, the "Summary" page displays the results of the export. Related Topics Consulting export results Journal accounts
Tip: If you are exporting one company, or companies with a code that start with the same character, you can type the codes in the "Filter Criteria" field. 5. Click Export. The file is exported and the "Summary" page appears displaying the results of the export. Related Topics Consulting export results
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The types of balance export files are: Balances for general balance export templates Balance exports use only the amounts stored in frozen child accounts. Subtotal Balances for subtotal balance export templates Subtotal Balance exports use only the amounts stored in frozen parent accounts. Analysis Balances for analysis balance export templates Balance exports use only the amounts stored in unfrozen child accounts for analysis. Analysis Subtotal Balances for subtotal analysis balance export templates Balance exports use only the amounts stored in unfrozen parent accounts for analysis. Note: Each type of balance export uses a specific template defined by the Administrator. The export files can be filtered by: Companies Partners Reporting companies
When exporting balances or sub-totals, you can also specify that all of the periods should be taken into account. If this option is not activate, only the balances for the current period are exported. Related Topics Balance templates Exporting balances to SAP BusinessObjects Financial Consolidation
Tip: If you are exporting one company, or companies with a code that start with the same character, you can type the codes in the "Filter Criteria" field. 4. To specify the partners whose amounts you want to export, activate Use Partner Filter and click to select partners.
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Tip: If you are exporting one company, or companies with a code that start with the same character, you can type the codes in the "Filter Criteria" field. 5. To specify the reporting companies whose amounts you want to export, activate Use Reporting Company Filter and click to select reporting companies.
Tip: If you are exporting one company, or companies with a code that start with the same character, you can type the codes in the "Filter Criteria" field. 6. To restrict the export data to companies or partners, choose the appropriate option in the "Use Data Filter" list: Ours exports data only for companies to whom you have access Theirs exports data only for partners of companies to whom you have access Both exports data for both companies and partners
Note: This option is available only when the Administrator has activated Data Filter Enabled in the Administration > Settings > Balance Settings menu. 7. To export balances or sub-totals for all periods, activate All Periods. Note: Do not activate this option if you want to export balances only for the current period. 8. Click Export. The file is exported and the "Summary" page appears displaying the results of the export. Related Topics Consulting export results Exporting balance amounts to SAP BusinessObjects Financial Consolidation Balance templates
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Tip: If you are exporting one company, or companies with a code that start with the same character, you can type the codes in the "Filter Criteria" field. 6. To further filter the balance amounts exported, specify the partners whose amounts you want to export by activating Use Partner Filter, and click to select partners.
Tip: If you are exporting one company, or companies with a code that start with the same character, you can type the codes in the "Filter Criteria" field. 7. To specify the reporting companies whose amounts you want to export, activate Use Reporting Company Filter, and click to select reporting companies.
Tip: If you are exporting one company, or companies with a code that start with the same character, you can type the codes in the "Filter Criteria" field. 8. To export balance amounts for all periods, activate All Periods. 9. Set the following SAP BusinessObjects Financial Consolidation options if necessary: Delete Target Data BeforeHand Load Rows Containing Zero Value Amount
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Note: You cannot export balance amounts of 0 to SAP BusinessObjects Financial Consolidation unless you activate this option. Replace Existing Amounts Execute Package Rules Execute Package Controls Publish The Package
10. To export account flows, select Use Account Flows and enter a "Flow Delimiter". 11. Click Export. The balances are exported to SAP BusinessObjects Financial Consolidation and the "Summary" page appears displaying the results of the export. Related Topics Consulting export results
Tip: If you are exporting one company, or companies with a code that start with the same character, you can type the codes in the "Filter Criteria" field.
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4. To specify the partners whose amounts you want to export, activate Use Partner Filter and click to select partners. Tip: If you are exporting one company, or companies with a code that start with the same character, you can type the codes in the "Filter Criteria" field. 5. To restrict the export data to companies or partners, choose the appropriate option in the Use Data Filter list: Ours exports data only for companies to whom you have access Theirs exports data only for partners of companies to whom you have access Both exports data for both companies and partners
Note: This option is available only when the Administrator has activated Data Filter Enabled in Administration > Settings > Balance Settings. 6. To export balance amounts for all periods, activate All Periods. 7. Click Export. The file is exported and the "Summary" page appears displaying the results of the export. Related Topics Consulting export results
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Note: The Administrator must stop the reconciliation process to change databases. The Administrator can disconnect any other users that might be connected.
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2. Click Stop.
5. Click Start if this is the first time you are setting up the reconciliation process, or Update if you are updating an existing reconciliation process,. 6. Click Save. The process starts and stops automatically on the dates specified.
Periods Currencies Groups Companies Users User Groups Account Groups Materiality values Journal Accounts X X X
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Database objects
Optional
6.2.3 Metadata
Metadata objects in the database include: users user groups companies company groups
Even if the majority of objects can be imported, it is necessary to enter certain objects to ensure metadata consistency. Note: Users and User Groups can be created and changed while the reconciliation process is running.
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one or more related metadata objects, like a currency, a company, or an account. a group of related metadata objects, like all of the companies or all of the accounts.
To activate or deactivate an object, go to the object's page and do one of the following: check the Inactive box so that the object cannot be used in balances. deactivate the Inactive box so that the object can be used in balances.
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6.2.4 Periods
Periods are defined by a start date and an end date. These dates determine the period to which the amounts that are entered or imported for balances are linked. The periods defined in the application should be the same as those used in the consolidation system to which the amounts are exported. The following objects are linked to any given period: Materiality thresholds Currency rates The Frozen status for companies
Note: In a new database, the Administrator must create at least one period to have access to the application functions.
Related Topics Opening and closing periods Archiving balances Rates for new periods
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Note: These operations are only applied to open periods. Related Topics Currencies
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6.2.5 Currencies
When a company is created, the Administrator assigns it a currency. In the application, currencies are entered one by one. The currencies the Administrator defines are: The User Group currency, used by the Head Office as a base currency. The local currency or company currency. The transaction currency, amounts entered in balances are expressed in the transaction currency. The default currency, which appears by default when adding or accessing a balance. The users are free to select another transaction currency.
The Administrator must follow the steps in the order listed below: Create the currencies by: entering them directly in the application. importing currencies contained in a .csv or .txt file using an import template.
Define the User Group currency among all the currencies previously created. Optionally, define the default transaction currency. Define the mode for translating amounts.
The currencies are identical for all the periods. However, rates are specifically defined by period. Note: When you create a period, the rates entered for the previous period are applied to the new period. You can then change the rates for the new period. Related Topics Periods The User Group Currency Translating amounts Currency templates
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A currency code. The code is compulsory. No two currencies have the same code and each code must consist of a maximum of three characters. A description (optional) Rates: Opening Rate Average Rate Closing Rate
The rates are defined by period. All the rates are quoted against the User Group currency. They can be expressed using two valuation methods: Multiply The local currency value is expressed on the basis of a variable quantity of the User Group currency. When you create a currency, the default valuation method is multiply. Divide The value of a unit of User Group currency is expressed on the basis of a variable quantity of the local currency. Inactive, when activated, means that the currency is not used for balances. Divided Rate, when activated, the divide valuation method for the rates defined is used. By default, the multiplication method is used.
Note: For users who do not have Administrator rights, the Currencies information appears in read-only mode. Only the Administrator has read-write access to this page. Related Topics Periods
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Note: The numbers you enter in the Opening Rate, Average Rate and Closing Rate fields should be greater than zero. 6. If you do not want the currency to be used in balances, activate Inactive. 7. Click Create. 8. To apply the divide valuation method, activate Divide. 9. Click Update.
The default transaction currency appears when adding or accessing a balance. However, the users are free to select another transaction currency.
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The default transaction currency can be changed at any time by the Administrator. 4. Click Update.
There are two ways of translating amounts in the application: All the amounts are translated from local currency amounts into the User Group currency. In this case, users can enter their amounts in the local currency and in the transaction currency. All the amounts are translated from transaction currency amounts into the User Group currency. In this case, users can only enter their amounts in the transaction currency.
You can request that amounts be calculated automatically in the local currency using amounts entered in the transaction currency. Note: You can also define a mode enabling you to select, for each parent account, which of the two translation modes should be used to translate the amounts. Once chosen, the translation mode cannot be changed unless the process is stopped and the database contains no balances.
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2. From the Group Amount Source list, select one of the following commands: Local amount to Group amount - to translate local currency amounts into group currency amounts. Transaction amount to Group amount - to translate transaction currency amounts into group currency amounts. Mixed Mode - to be able to select one of the two translation modes for each parent account.
3. If you want the local currency amounts to be automatically recalculated using transaction currency amounts, activate Auto Recalculate Local Amount. Note: This option is only available for "Local amount to Group amount" and "Transaction amount to Group amount". 4. Click Update.
You create company groups in the application by entering them manually or by importing them. Once you have created the company groups, you can link them to companies: In the application via: the company page the company groups page
Via an import
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6.2.7 Companies
A company can be linked to: a user group a reporting company The reporting company is the company to which the current company is assigned. Note: If you want to link a company to a reporting company, they must both have the same local currency. one or more company groups
You link companies to user groups: when you create the company when you create a user group
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Active, which means that the company can be used in balances. Inactive, which means that the company cannot be used in balances. The Inactive check box, when activated in the company's edit panel, means that balances cannot be entered for the company. Note: The Administrator can activate or deactivate a company if the reconciliation process has been stopped.
Frozen, which means that the company balances and the balances belonging to all its partners cannot be changed. Note: The Frozen status is defined by period.
the Frozen Time Stamp specifies the date and time that the balances of the current company were last frozen
The Reset/Remove Balances button is used to remove and reset balances. The Freeze Company button is used to freeze companies. The Company groups button opens a page in which you can assign the company to a company group. The User Groups button opens a page in which you can assign the company to a user group. The Delete Invoices button deletes all of the invoices for the current company. Note: Delete Invoices is visible only when invoices exist in the database. Company Contacts lists users who can be contacted if necessary. Related Topics Defining users as company contacts Deleting invoices by company, parent or child account Freezing and unfreezing company balances Resetting and removing balances Periods
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9. If you want to link the current company to a company group, click Company Groups. Note: You can also link a company to a company group via the corresponding company group page. 10. Activate the box next to the company group or groups you want the company to be linked to. 11. If you want to link the current company to a user group, click User Groups. Note: You can also link a company to a user group in the relevant User Group page. 12. Activate the box next to the relevant user group. 13. Click Update. Related Topics To create a company group To create a User Group
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The following limitations apply to deleting companies: Only Administrators can delete companies. A company cannot be deleted while it is a selection in the navigation bar. If an Administrator tries to delete a company in use by another Administrator, a warning message appears and the operation must be confirmed or canceled. Company used in a balance cannot be deleted.
To delete the company metadata object, follow the instructions for deleting metadata objects. Related Topics Deleting metadata objects
6.2.8 Users
The Administrator links users to user groups to include them in the reconciliation process. The Administrator creates users in two ways: by entering them directly in the application. by importing user metadata contained in a .csv or .txt file using a template.
A user is linked to a user group, which defines the companies to which the user has access. A user can also be defined as a company contact. Related Topics User groups User templates Defining users as company contacts
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a unique alphanumeric code a description a user profile that specifies the functions to which the user has access. a default language This language is displayed by default when the user logs in, although the user can also change the displayed language at login.
a password an email address The user can receive emails containing progress reports.
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User profiles enable you to define which functions users are able to access. There are four user profiles in the application: Administrator The Administrator profile can execute all functions, but the other profiles can only execute the functions as detailed in the tables below. Interactive User Power User View User
Account groups: create/modify/delete Account groups: view Balance attachments: add/modify/delete Balance attachments: open Balance comments: add/modify/delete Balance comments: read Balance reports: run Balances: create Balances: export balances/subtotal balances/analysis balances/analysis subtotal balances
X X X
X X X
X X
X X
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Functions
Administrator
Interactive User
Power User
View User
Balances: export to SAP BusinessObjects Financial Consolidation Balances: import Balances: import bulk Balances: modify Balances: purge (all periods) Balances: reset/remove (specific company) Balances: view Companies: create/modify/delete Companies: select and view Currencies and rates: view Currencies: create/modify/delete Currency rates: copy to all periods Database connection configuration Detailed emails: configure (states)
X X X X
X X
X X
X X
X X
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Functions
Administrator
Interactive User
Power User
View User
user groups: create/modify/delete user groups: view Filters: apply/clear Forced agreements: enable/disable/rollback/run Forced agreements: view Freeze (specific) company Freeze/unfreeze (all) companies Freeze/unfreeze companies across periods Global emails: send Global parameters: update User Groups: create/modify/delete Help file: view Imports/exports (own) previous: consult/delete Imports/exports previous: consult/delete (all) previous
X X
X X
X X
X X
X X
X X
X X
X X
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Functions
Administrator
Interactive User
Power User
View User
Intercompany license details: view Interface configuration Invoice additional fields: dd/modify/delete (text/amount/date fields) Invoice attachments: add/modify/delete Invoice comments: add/modify/delete Invoice details: modify (invoice reference/invoice account/txn and local amounts) Invoice matching functions: perform Invoice reports: run Invoice standard comments: add/modify/delete Invoice text validation: create/modify/delete Invoice text validation: view Invoices (Child Account Invoice page): view
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Functions
Administrator
Interactive User
Power User
View User
Invoices (Edit Invoice page): view Invoices (specific company): delete Invoices Un-assigned / Unmatched / Agreed / Comment Matched (from Parent Account Invoice page): view Invoices: add/delete Invoices: export Invoices: import Invoices: purge (all periods) Journal accounts: create/modify/delete Journal accounts: view Journals: export Journals: reset (manual/import) Language: select Login text configuration Maintenance: run
X X X X
X X X X X
X X
X X
X X
X X
X X X
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Functions
Administrator
Interactive User
Power User
View User
Materiality: create/modify/delete Materiality: view Metadata: export Metadata: import Period: select Periods: open / close / archive / delete Personal profile: update (except User Name and User Type) Reconciliation process: start/stop Report configuration Standard comments: add/modify/delete Standard comments: create Standard comments: view States: manage Summary email time configuration
X X X X
X X X X X X
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Functions
Administrator
Interactive User X
Power User X
View User
Summary emails: receive System health checks Template configuration Unfreeze (specific company) Users logged on: view Users: create/modify/delete Users: forced log off Working files (import/export/report): delete Your Details: viewing
X X X X X X X
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6. From the User Profile list, select a profile. 7. From the Default Language list, select a language. 8. If you want the user to receive detailed emails, activate Receive Detailed Emails. 9. Click Create. Related Topics Addressees of detailed emails
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Each parent account should be assigned to a top level account group. A top level account group enables you to define the account sign that is linked to the group. Parent Account Group Sign Expenses: P&L Income: + Balance sheet (BS) Off BS + +
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Note: Calculations are defined using absolute values, therefore it is important to place the minus (-) sign in front of negative amounts.
The Balance Sheet Top Level Account Group is delivered with the application by default. The Administrator then creates subgroups: Assets, which is the parent account group. Fixed Assets and Work-in-Progress, which are subgroups belonging to Assets.
The Tangible Assets parent account is linked to the BS top level account group and to the Fixed Assets subgroup. The Intangible Assets parent account is linked to the BS top level account group, to the Assets group and to the Fixed Assets subgroup.
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The Finished Goods in Progress and Services in Progress parent accounts are linked to the BS top level account group, to the Assets group and to the Work-in-Progress subgroup. In the balances and reports, you can choose to display different accounts depending on the account group selected: All of the accounts contained in the balance sheet top level account group appear: Tangible Assets, Intangible Assets, Finished Goods in Progress and Services in Progress. All of the accounts contained in the Assets account group appear: Intangible Assets, Finished Goods in Progress and Services in Progress. The Tangible Assets parent account does not appear because it is not linked to the Assets group. All of the accounts contained in the Fixed Assets subgroup are displayed: Tangible assets and Intangible assets. Note: The Tangible Assets parent account appears if you select the Balance Sheet and Fixed Assets groups. However, it is not linked to the Assets group and does not appear if only this group is selected.
When you create parent accounts, the account groups defined are assigned to them. Related Topics Parent accounts Child account properties
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To create a group of accounts, you should first of all create the corresponding parent account group. Note: You cannot import account groups.
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7. Click Create. In the Top Level Account Group field, the group's name appears.
Materiality values can be changed at any time by the Administrator when the reconciliation process is not running. Related Topics Accounts Periods
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A journal account is characterized by the following properties: A unique journal account code A journal account name
Example: A balance contains the following amounts Transaction amount = 1,000 Local amount = 2,000
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The amounts can be changed in the application: Transaction amount = 1,500 Local amount = 3,000
The following amounts are stored in the journal accounts: Transaction amount adjustment = 500 (1,500 - 1,000) Local amount adjustment = 1,000 (3,000 - 2,000)
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As soon as you create journal accounts, additional columns appears in the balances. Related Topics To create a journal account Detail by child accounts page Journal Account templates
6.2.13 Accounts
There are three types of account: child accounts parent accounts adjustment accounts
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To create a parent account, and assign child accounts and another parent account to it: Create a parent account. Create a second parent account. Create a child account and assign it to the first parent account. Create a child account and assign it to the second parent account. Link the two parent accounts.
Note: Other child accounts can then be assigned to the parent account. To link a parent account to child accounts and to link two parent accounts, all the objects need to have the same: Top Level Account Group and other account groups Currency Rate Materiality, if a materiality threshold has been defined Translation mode, if it has not been previously defined for all the accounts
The Administrator creates accounts in two ways: by entering them directly in the application. by importing accounts as metadata contained in a .csv or .txt file.
Related Topics Creating child accounts Creating parent accounts Forced agreements Account templates
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A parent account groups together accounts used to reconcile intercompany transactions. A parent account has the following properties: a unique account code an account description a top level account group a currency rate type optionally, a translation mode, if it has not been previously defined for all of the accounts a materiality, if the Administrator previously decided that currency rates would be used a positive or negative balance sign This sign specifies to be assigned to amounts in the account currently open. To match invoices, you must specify the sign to be given to amounts in the account currently open. the applicable counterparty account
You must link parent accounts to: one or more child accounts another parent account one or more account groups.
Reconciliations are carried out using parent companies in the application. The Administrator can select one of two reconciliation types. Related Topics Reconciliations Account groups Currency properties Translating amounts Materiality values
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3. Enter a unique code and a description. 4. Select the relevant information from the Currency Rate Type and Top Level Account Group lists. 5. If the Materiality list is activated, select a materiality. 6. If the Group list is activated, select a mode. 7. If the Balance Sign list is activated, select a sign. 8. Click Create. 9. Click Account Groups to select the account groups you want to link to the parent account.
If no amount translation mode has been previously defined for all the accounts, the child account uses the same mode as the parent account to which it is linked. You link child accounts to: a parent account optionally, a journal account
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To do so, the Administrator must have previously authorized the use of journal accounts and created them. You can also specify whether the current parent account is used in balances. Related Topics Currency properties Matching invoices Journal accounts Account groups Materiality values
The "Parent Account" dialog box appears, listing all of the parent accounts that have the same currency rate, top level account group and materiality as those you selected. 7. Click the link for the parent account you want to assign the child account. The selected parent account appears in the "Parent Account" field. 8. In the Journal Account field, click .
The "Journal Account" dialog box appears, listing the journal accounts defined in the database. 9. Click the link for the journal account you want to assign the child account. The journal account selected appears in the "Journal Account" field. 10. Click Create. The Materiality, Currency Rate, Top Level Account Group, Group Row Source and Balance Sign fields are grayed out. The linked parent company appears on the right of the page.
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To delete the parent account, click the red X on the row of the account in Administration > Accounts.
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corresponding Financial Consolidation account and the code of the flow linked to it as shown in the example below: P6000-F00 P6000-F99
When entering accounts, the separator used is the one defined in the template for importing accounts. Balances that are associated with an Intercompany account containing a flow in its code can be directly imported into Financial Consolidation. Note: Before you export balances to Financial Consolidation, the balances must be frozen and you must have access to Financial Consolidation that allows you to modify data. Related Topics Account templates
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Standard comments can be used as criteria for matching invoices. The Administrator can create predefine standard comments. Related Topics Matching invoices using standard comments Invoice matching Entering a comment for a balance Invoice comments Communicating with the partner via statuses and actions Attaching a standard comment to a balance
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Designate, for each pair of parent accounts, the "Forced Agreement Winner"; the one that has entered the correct amount.
When a child account is linked to a parent account, an adjustment account is created automatically and linked to the parent account. At the end of the cycle, once the forced agreement process has been run, the difference is stored in the adjustment account of the parent account and the balance is matched. Adjustment accounts are automatically created when the forced agreement process is run. Their codes are made up of the name of the account adjusted plus an extension. The extension: is defined by the Administrator. is made up of a maximum of 8 characters. is valid for all adjustment accounts. can be changed at any time.
By default, when the forced agreement process is run, the balances entered for loser accounts which have a "Partner Submitted" status are deleted. However, the Administrator can decide to retain these balances. Related Topics Forced agreements Accounts
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Once the forced agreement process is complete, the Administrator can consult the log files containing the process history. If there is an error, the Administrator can restore the amounts as they were before the forced agreement process was run. Related Topics To manually start the reconciliation process To automatically start and stop the reconciliation process
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6.2.15.4 To consult log files after running the forced agreement process
1. In the Administration tab, select Settings > Forced Agreement Settings. 2. Click View History. The "Forced Agreement History" page appears listing all of the processes that have been run. 3. To display the adjustments made after a process was run, click the "File Location" link for the process.
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Object Accounts Account/Journal Account Relationships Account Groups Balances Analysis Balances Companies Company Groups Currencies Invoices Journals Journal Accounts Subtotal Balance User/User Group Relationships User Group/Company Relationships User Groups Users
Import X X X X
Export X X
X X
X X X X
X X X X X
X X
X X X X
X X X X
The Administrator does the following so that data can be imported or exported: Configure the template fields for each object.
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The following figure shows some of the fields available in a template, and how they need to correspond with items in an Excel worksheet.
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The "Account Status" field displays for each reporting company whether or not it can be used in balances, or if it should be stored in the database for use at a later date. When you create the template in Import/Export > Account Templates, you activate Import Status Information and define the active and inactive status indicators. Forced Agreement Group Amount Source Balance Sign This field enables you to specify the sign to be assigned to amounts in the account currently open. To match invoices, you must specify the sign to be given to amounts in the account currently open. Once the Administrator has populated the fields, templates can be created in Import/Export > Account Templates.
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9. When you have selected the fields, click Update. 10. From the "Skip Lines" list, select the number of lines in the top of the file that should not be imported or exported. For example, if you do not want to import the header row in the file, select 1. Only the second line onwards is imported. 11. If there are no materiality, translation or account group fields in the file, activate the following options and select values from the lists: Use Default Materiality Type Use Default Currency Rate Type Use Default Account Group
12. If the import file contains account flows, activate Use Account Flows and type in the "Flow Delimiter" field the character that is used for the account flow pairs in the import file. 13. Activate Import Status Information if you have a file that includes the "Currency Status" field. You need to define the following status indicators: Type an indicator in the "Active Status Indicator" text box if you have a template that includes the "Currency Status" field. Type an indicator in the "Inactive Status Indicator" text box if you have a template that includes the "Currency Status" field.
14. If the forced agreement winners are included in the file, activate Import Forced Agreement Information and indicate in the "Forced Agreement Winner Indicator" field how the forced agreement winners are identified in the file. 15. Activate Use Account Sign to specify the sign to be assigned to amounts in the account currently open for positive and negative indicators. 16. Click Update. The template is saved to the "Account Templates" list. Note: The Administrator can access the template in the "Account Templates" list at any time to update the details.
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When certain fields in the import file cannot be processed by the application or the database to which the export file will be sent, the Administrator must use the "Ignore" field so that the system does not include the field. Account Code Journal Account Code
Note: You need to import the journal accounts before you can import the user/user group relationships. Related Topics To configure an import or export file template Journal accounts Accounts
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Configure a file template that matches the file to import or the database to which a file is to be exported.
Note: The decimal symbol used depends on the application server's regional settings. The following figure shows some of the fields available in a template, and how they need to correspond with items in an Excel worksheet.
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Local Currency Code Account Code Partner Code Transaction Currency Code If there is no transaction currency in the import file, either enter a default transaction currency name in the field or enter a transaction currency in the "Transaction Currency Code" field when you create a template.
Amount Indicator If there are transaction fields in the file for both the local currency and the transaction currency amount, you activate the Expect Two Lines Per Transaction option when you create a template.
Amount If you use the Amount Indicator field in a template, the account field also needs to be included in the template.
Transaction Amount This field is not used if the Amount Indicator field is used.
First analysis to Tenth analysis correspond to the fields in the import or export file that are not fields in the application. For example, balances are exported to a file that is then used to import the balances into the consolidation system. In the consolidation system, Products is used as an object, but it is not an SAP BusinessObjects Intercompany field. You can enter Products in the "First analysis" field. You can then select the Products field in the import template.
Account Flow Code If the accounts are linked to flows in the application and the flows and account codes are separate in the balance file, then you select the Use Account Flows option when creating the template, and enter a separator used in the file in the "File Delimiter" field. Note: For import file templates, the separator used must be identical to the one used in the account import file.
Standard Comment Code Imported standard comments can be used as criteria for matching invoices. If the import file contains a standard comment which does not exist in the application, an error appears in the log file.
Balance Comment
The following fields are also used in the Balance Export templates: Reporting Company Code Category Code
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Group Amount Timestamp Company Group Code Note: If a company is linked to several company groups, only the information for the first company group will be exported.
Their Company Group Code Their Reporting Company Code Parent Account Code Audit ID Code Flow Code Data Entry Period Code
The following fields are also used in the Subtotal Balance Export templates: Their Group Amount Their Transaction Amount Balance Status Related Topics Matching invoices
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2. Click Add New. 3. Type a unique code. 4. Type a description. 5. From the "Fields Per Line" list, select the number of fields you want to include in the file. Note: This number determines how many fields appears in the window that are available when you click Definite Fields. 6. Enter a character in the "Field Delimiter" text box that the file will use to separate the columns. 7. Click Create. 8. Click Define Fields. 9. In the "Field Definition" page, select the fields that you want to include. Note: The order of the fields must correspond to the file you are importing or to the database to which the file will be exported. 10. When you have selected the fields, click Update. 11. In the template, select the number of lines in the top of the file that should not be imported or exported from the "Skip Lines" list. For example, if you do not want to import the header row in the file, select 1. Only the second line onwards is imported. 12. Activate Expect Two Lines Per Transaction to enter the following: "Local Amount Indicator", which must match the local amount indicator in the file. "Transaction Amount Indicator" which must match the transaction amount indicator in the file.
13. Activate Use Account Flows if there are flows linked to the accounts and type a "Flow Deliminator". 14. For import templates, activate Use Default Transaction Currency to specify a Default Transaction Currency. Note: If there is no transaction currency in the file, the currency specified in this field is used by default for all the amounts in the file. 15. For import templates, activate Use Default Transaction Amount to specify a "Default Transaction Amount".
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Note: If there are no transaction currency amounts in the file, the amount specified in this field is used by default. 16. Click Update. The template is saved to the applicable balance templates list. Note: The Administrator can update the templates in the balance templates lists at any time.
Note: To export balances, the company or companies whose balances are to be exported must be frozen, and the reconciliation process must be running when exporting balances. Related Topics Exporting balances to SAP BusinessObjects Financial Consolidation Setting the SAP BusinessObjects Financial Consolidation parameters Setting the connection to SAP BusinessObjects Financial Consolidation
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The following figure shows some of the fields available in a template, and how they need to correspond with items in an Excel worksheet.
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12. In the template, select the number of lines in the top of the file that should not be imported or exported from the "Skip Lines" list. For example, if you do not want to import the header row in the file, select 1. Only the second line onwards is imported. 13. Activate Import Status Information if you have a file that includes the "Currency Status" field. You need to define the following status indicators: Type an indicator in the "Active Status Indicator" text box if you have a template that includes the "Currency Status" field. Type an indicator in the "Inactive Status Indicator" text box if you have a template that includes the "Currency Status" field.
14. Click Update. The template is saved to the "Company Templates" list. Note: The Administrator can access the template in the "Company Templates" list at any time to update the details.
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Import User/User Group Relationship or Export User/User Group Relationship Import User Group/Company Relationship or Export User Group/Company Relationship Import Journal Accounts or Export Journal Accounts Import Account/Journal Account Relationship or Export Account/Journal Account Relationship
2. Click Add New. 3. Type a unique code. 4. Type a description. 5. From the "Fields Per Line" list, select the number of fields you want to include in the file. Note: This number determines how many fields appears in the window that are available when you click Define Fields. 6. Enter a character in the "Field Delimiter" that the file will use to separate the columns. 7. Click Create. 8. Click Define Fields. 9. In the "Field Definition" page, select the fields that you want to include. Note: The order of the fields must correspond to the file you are importing or to the database to which the file will be exported. 10. When you have selected the fields, click Update. 11. In the template, select the number of lines in the top of the file that should not be imported or exported from the "Skip Lines" list. For example, if you do not want to import the header row in the file, select 1. Only the second line onwards is imported. 12. Click Update. The template is saved to the template list.
The following figure shows some of the fields available in a template, and how they need to correspond with items in an Excel worksheet.
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Once the Administrator has populated the fields, templates can be created in Import/Export > Currency Templates. The Administrator can update the currency template field name entries at any time.
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13. Activate Import Rate Type Information to define the valuation methods used for the currencies: In "Multiply Indicator" text box, type a character to represent rates using the multiply format. In "Divide Indicator" text box, type a character to represent rates using the divide format.
14. Click Update. The template is saved to the "Currency Templates" list.
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The following figure shows some of the fields available in a template, and how they need to correspond with items in an Excel worksheet.
Note: There may be certain fields in the file that cannot be processed by the application. If this is the case, users must use the Ignore field so that the system does not include the field.
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If there is no transaction currency in the import file, either enter a default transaction currency name in the field or enter a transaction currency in the "Transaction Currency Code" field when you create a template. Local Amount Transaction Amount Standard Comment Code Imported standard comments can be used as criteria for matching invoices. If the import file contains a standard comment which does not exist in the application, an error appears in the log file. Invoice Group ID Invoice Reference When importing or exporting an invoice that has no reference in the import file, you can assign a default reference to it. Invoice Text, Invoice Date and Invoice Amount fields are used for objects not mentioned in the field names above. Note: If an object in the import file does not exist in the application, an error can appear in the log file. Invoice Comment
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3. Type a description. 4. From the "Fields Per Line" list, select the number of fields you want to include in the file. Note: This number determines how many fields appears in the window that are available when you click Define Fields. 5. Enter a character in the "Field Delimiter" box that the file will use to separate the columns. 6. Click Create. 7. Click Define Fields. 8. In the "Field Definition" page, select the fields that you want to include. Note: The order of the fields must correspond to the file you are importing or to the database to which the file will be exported. 9. When you have selected the fields, click Update. 10. In the template, select the number of lines in the top of the file that should not be imported or exported from the "Skip Lines" list. For example, if you do not want to import the header row in the file, select 1. Only the second line onwards is imported. 11. Activate Use Default Reference to import and assign a "Default Reference" to an invoice that has no reference in the file. 12. Click Update. The template is saved to the "Invoice Templates" list.
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Company Code Account Code Partner Code Transaction Currency Code If there is no transaction currency in the import file, either enter a default transaction currency name in the field or enter a transaction currency in the "Transaction Currency Code" field when you create a template.
Local Amount Adjustment Transaction Amount Adjustment Original Local Amount Original Transaction Amount Journal Account Code
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7. Click Define Fields. 8. In the "Field Definition" page, select the fields that you want to include. Note: The order of the fields must correspond to the file you are importing or to the database to which the file will be exported. 9. When you have selected the fields, click Update. 10. In the template, select the number of lines in the top of the file that should not be imported or exported from the "Skip Lines" list. For example, if you do not want to import the header row in the file, select 1. Only the second line onwards is imported. 11. Click Update. The template is saved to the "Journal Export Template" list.
The following figure shows some of the fields available in a template, and how they need to correspond with items in an Excel worksheet.
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User Fax User Address User Mobile User Password If there is no password in the file, type a default password in the User Password field. Alternatively, type a password in the Default Password field when you create a template.
User Can Receive Detailed Emails Include this field in your template and file as a flag. Use 0 to indicate that the users should receive detailed emails, or a 1 to indicate that the user should not receive them.
Once the Administrator has populated the fields, templates can be created in Import/Export > User Templates. The Administrator can update the user template field entries at any time. Related Topics Addressees of detailed emails
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6. If you want to set a default password, in case there is no default password in the file, activate Use Default Password box and enter in the "Default Password" text box. 7. Click Create. 8. Click Define Fields. 9. In the "Field Definition" page, select the fields that you want to include. Note: The order of the fields must correspond to the file you are importing or to the database to which the file will be exported. 10. When you have selected the fields, click Update. 11. From the "Skip Lines" list, select the number of lines in the top of the file that should not be imported or exported. For example, if you do not want to import the header row in the file, select 1. Only the second line onwards is imported. 12. Click Update. The template is saved to the "User Templates" list.
Note: You need to import the user groups before you can import the user/user group relationships. Related Topics To configure an import or export file template User groups Users
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User group templates use the following fields: Ignore When certain fields in the import file cannot be processed by the application or the database to which the export file will be sent, the Administrator must use the "Ignore" field so that the system does not include the field. User Group Code User Group Description
Note: You need to import the user groups before you can import the user group/company relationship file. The user group/company relationship import file enables you to define which companies belong to which User Groups.
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Related Topics To configure an import or export file template User groups Companies
Journal account templates use the following fields: Ignore When certain fields in the import file cannot be processed by the application or the database to which the export file will be sent, the Administrator must use the "Ignore" field so that the system does not include the field. Journal Account Code Journal Account Description
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Import file Currency Company Account User Company Group User Group User/User Group Relationships User Group/Company Relationships Account Groups Journal Accounts Account/Journal Account Relationships Balance Invoice Bulk balance or invoice
Profile allowed to import the file Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator, Interactive User Administrator, Interactive User Administrator
To be able to import, the Administrator must specify: the name of the template to be used, if applicable the language in which the descriptions are entered in the import file where applicable the path to the import file
When the import is complete, the "Summary" page appears displaying the results of the import.
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Related Topics To import balance amounts via an import template Templates for data import and export Import order Consulting import results
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Field
EN version
ChineseSimplified Danish Dutch English Finnish French German Italian User Language Japanese Korean NorwegianBokmal Polish PortugueseBrazil Russian Spanish Swedish Turkish
OFFBALANCESHEET Materiality Code PROFITANDLOSS BALANCESHEET Closing Currency Rate Type Opening Average
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Currency and exchange rate metadada import When you import the currency metadata, you can specify the conversion rate period and version to match the SAP BusinessObjects Financial Consolidation exchange rate table. The currency and period correspond to what you have selected in the application. The following table shows the mapping between the application and SAP BusinessObjects Financial Consolidation.
Intercompany Financial Consolidation
If the currency already exists in the application, the exchange rate metadata is updated. If the currency does not exist in the application, the currency is created and then the rates are imported. Company metadada import The following table shows the mapping between the application and SAP BusinessObjects Financial Consolidation.
Intercompany Financial Consolidation
Account metadada import When you import account metadata, you have to specify the account, materiality, and currency rate type that corresponds with the metadata in SAP BusinessObjects Financial Consolidation. Caution: You must do a separate account import for each account group. The following table shows the mapping between the application and SAP BusinessObjects Financial Consolidation.
Intercompany Financial Consolidation
Related Topics To set the web services URL to SAP BusinessObjects Financial Consolidation
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2. From the Template list, select a template. 3. Activate Reset Local Amount Journals to define the local currency amounts as original amounts. 4. Activate Reset Transaction Amount Journals to define the transaction currency amounts as original amounts. 5. To specify the path to the import file, do one of the following: Type the file path and name in the Source Data File field. Click Browse.
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a. In the "Choose file" box, migrate to and then select the import file. b. Click Open. 6. Click Import. Note: If the import has been put in the import queue, you can cancel the import by clicking Cancel. When the import is complete the "Summary" page appears displaying the results of the import. Related Topics Templates for data import and export Import queue Consulting import results
Note: If an identical invoice exists in the application and it is matched, it is not replaced or aggregated with the invoice in the import file.
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2. From the Template list, select a template. 3. To have the imported balances replace the existing balances, activate Override Existing. If you do not activate the option, the imported balances are added to existing balances. 4. Activate Create/Update Balances if you want balances created for invoices that do not contain any amounts. When you import invoices, balances are created even if the invoices do not contain any amounts. The default amount entered is 0. The balances are created for the same company, partner, transaction currency and account as the corresponding invoices. Note: If the Administrator activated Invoices Drive Balances in Administration > Settings > Invoice Settings, the Create/Update Balance option is activated by default. 5. Select a date format from the list. 6. Enter a Thousand Separator. 7. Enter a Decimal Separator. 8. To specify the path to the import file, do one of the following: Type the file path and name in the Source Data File field. Click Browse. a. In the "Choose file" box, migrate to and then select the import file. b. Click Open. 9. Click Import. Note: If the import has been put in the import queue, you can cancel the import by clicking Cancel. When the import is complete the "Summary" page appears displaying the results of the import. Related Topics Import queue Consulting import results
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Companies when relevant, including reporting companies and company groups Account Groups Accounts Journal Accounts (optional) Account/Journal Account Relationships (optional) Users User Groups User/User Group Relationships User Group/Company Relationships
Balance and invoice transaction data is imported during the reconciliation process.
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updating materiality thresholds running the forced agreement process archiving and restoring periods copying rates
Import operations are also placed lower in the queue when another operation considered as a higher priority is being run. When a user runs an import operation, the "Progress Report" page appears, indicating the operation's position in the import queue. Click Cancel to delete the import from the queue and cancel the import. The Administrator can also delete imports from the queue by clicking the red X icon in the Administration > Maintenance page.
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Export file Companies Accounts Users User Groups User / User Group Relationships User Group / Company Relationships Subtotal Balances Analysis Balances Analysis Subtotal Balances Balances Invoices Journals
Profile allowed to export the file Administrator Administrator Administrator Administrator Administrator Administrator Administrator, Interactive User, Power User, View User Administrator, Interactive User, Power User, View User Administrator, Interactive User, Power User, View User Administrator, Interactive User, Power User, View User Administrator, Interactive User, Power User, View User Administrator, Interactive User, Power User, View User
The information on exporting the following is in this section: Accounts Account Groups Account/Journal Account Relationships Companies Journal Accounts Users User Groups User/User Group Relationships
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Information on exporting balance, invoice, and journal files is offered in the reconciliation process section called Exporting financial data. Related Topics Exporting financial data
The Administrator specifies the set to be used before any exports are performed.
6. Click Export. The file is exported and the "Summary" page appears displaying the results of the export.
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You can consult this page at a later date at Import/Export > Previous Import/Export. Related Topics Consulting import and export results
You must enable the data filter in order to access it in the balance and invoice export pages.
6.2.18.3.1 To enable the data filter for balance and invoice exports
1. In the Administration tab, select Settings > Balance Settings. 2. Activate Data Filter Enabled. 3. Click Update.
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The "Use Data Filter" field is now visible in the balance and invoice export pages.
The Administrator can freeze all the balances for all the companies simultaneously and unfreeze the balances for a company if a user froze it by mistake.
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Balances for the current period can be frozen or unfrozen, regardless of whether or not the reconciliation process is running. Balances can be frozen or unfrozen for all of the periods only if: the reconciliation process is stopped there are no users connected
Note: Unfreezing balances for all of the companies and periods enables you to recalculate the balances and take any changes into account, for example rate changes. Related Topics Database maintenance
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3. Click OK.
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Option
Description When you import or manually enter invoices, the balances created contain amounts which are the sums of the invoices linked to the balances. The balances are created for the same company, partner, transaction currency and account as the corresponding invoices. You can access the invoices by navigating through the balances pages.
Note: If the Administrator authorized the use of invoices and activated Invoices Drive Balances: each time a user updates the balances, a message appears indicating that the balance amounts and the sum of invoices linked to the balances no longer correspond. each time a user imports invoices, the user can optionally select Create/Update Balances.
Activate this option to allow users to update balances only by invoice. Balance update by invoice only Note: This option is available when you activate Invoices Drive Balances.
If an invoice which is created manually or imported already exists in the database, the user can choose to override the existing amount or aggregate it with the new amount. The Administrator sets the default option in the "Invoice Settings".
Note: If the Administrator does not activate the options described above, the invoices are loaded in the database but are not available in the application. No balances are created. You can only access the invoices when the relevant balances have been created. Related Topics Invoice templates Matching invoices
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Related Topics Invoice templates Invoice updates To predefine the content of the Invoice Text 1 and 2 fields To activate invoice fields
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in the singular, in the Invoice Singular Caption. in the plural, in the Invoices Plural Caption.
By default, the term invoice, also in the plural, appears throughout the application. The Administrator can choose to use a different term. If this is the case, the Administrator must enter both the singular and the plural form. The terms chosen are taken into account throughout the application, for example in the reports and log files. The terms used must not exceed 32 characters. 6. Click Update. Related Topics Freezing and unfreezing company balances
6.3.3 Email
There are two main categories of email: Global emails, which are sent by the Administrator to the company contacts required. Emails sent to users in charge of entering data to help them to track the progress of invoices. In this category, there are two types of email: Detailed Emails Summary Emails
The Administrator must specify the following email settings beforehand: the email address for: source of detailed and summary emails list of users who can receive summary emails
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By default, every time the status of a balance changes, an automatic email is sent. However, the Administrator can choose not to send detailed emails for certain statuses. In this case, status information is not included in the summary emails either. The Administrator defines the text that accompanies each status change indicated in the emails. The following information is available by default: the meaning of the status. what the user should do.
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The user type is Administrator, Interactive User, or Power User. The user has an email address.
6.3.3.3.1 To define the times when summary emails are automatically sent
1. In the Administration tab, select Emails. 2. Click Create Email Event. A new row appears. 3. In the "Summary Email Events" section, select the hour and minutes for when you want the first summary email to be sent automatically. 4. Click Update. 5. To send a second email automatically, repeat the procedure from step 2 as necessary.
6.3.4 Statuses
Balance and User Group statuses enable you to see how the reconciliation of balances is progressing. All the statuses and User Groups of statuses delivered with are listed at Administration > Statuses. The Administrator cannot create additional statuses; however, the existing statuses can be modified. User Group statuses are used for partner and parent account pages. Balance statuses are used for currency rate pages and pages used to enter amounts in child accounts.
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A status is characterized by the following properties: symbol description, which can be defined automatic emails when a status changes comments attached to balances which have this status default description
Open
Agreed
Company Reopened
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Symbol
Default description
Description The balance was reconciled, but the partner requests it be reopened in order to make changes. A request for the balances to be reopened has been accepted. The balance was not reconciled and the declaring company wants to delete it. The balance was not reconciled and the partner wants to delete it. Only the company has entered amounts. Only the partner has entered amounts. The balance was reconciled automatically when the Administrator ran the forced agreement process.
Partner Reopened
Forced Unmatched
Company Deleted
Partner Deleted
Forced Agreement
Note: If the Administrator authorized all the companies to freeze only agreed balances, the companies cannot freeze balances with Company Agreed To Differ and Partner Agreed To Differ statuses. Related Topics Freezing and unfreezing company balances
When no materiality value has been defined: If there is no difference, the status is Group Row Agreed.
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Note: The "Group Row Agreed" status does not mean that no request has been made to change a balance. If there is a difference, other than 0, the status is Group Row Unmatched. Symbol Default description Description The balance is agreed. Group Row Agreed No changes are required. The balance is not reconciled. Group Row Unmatched Changes must be made to match the balances. The companies must go to the currency and account pages to make the changes.
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Partner Submitted
8. To authorize modifications to the transaction amount for the current status, activate Transaction Amount Editable. 9. If you want to authorize comments for the current status in the balances pages, activate Comment Editable. Comments are authorized via the statuses by default as long as the balance is not frozen or agreed. The Administrator can, however, change the default as required. If you do not want to authorize comments for the current status, deactivate Comment Editable. 10. Click Update.
In each status's page, all of the actions and statuses resulting from the actions for the given status are listed. A reconciliation mode is used when reconciling balances. Related Topics Reconciliations
Example: The materiality value is USD 1,500. The difference is USD 1,000. It is therefore below the materiality level. Therefore the balance is agreed.
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Partner Enters: nothing Resulting status: Partner Submitted Enters: USD 9,000
Phase 3
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The partner accepts the request to reopen the balance. Phase 4 Action: Accept Status: Forced Unmatched The balance is reopened. The declaring company enters the amount it forgot (USD 200) and saves the balance. Status: Agreed
Status: Agreed
6.3.5 Reconciliations
The Administrator specifies how balances are reconciled. This is useful when: a materiality value is being used the amounts are entered in several transaction currencies for the same parent account
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3. Click Update.
6.3.7 Categories
When the reconciliation process is not running, the Administrator defines the category for the amounts to be entered during the next process. Note: The settings for the parameter need to correspond to those contained in the consolidation system to which the amounts are exported at the end of the process.
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6.3.9 Audit ID
When the reconciliation process is not running, the Administrator defines the audit ID for the amounts to be entered during the next process. Note: The settings for the parameter need to correspond to those contained in the consolidation system to which the amounts are exported at the end of the process.
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6.3.11 Reports
In order to analyze the differences and monitor the reconciliation process, users generate reports. The Administrator defines the: types of report can be used among all the report types available information to display in each type of report formats to make available
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This report contains the amounts entered in child accounts, arranged by partner. They appear in local and group currency. Parent Account By Partner This report contains the amounts calculated in the parent accounts, arranged by partner. They appear in local and group currency. Multi Period This report enables you to compare the amounts by period. The maximum number of periods allowed is six.
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Tip: To purge all of the balances and invoices from the database, the Administrator must first close all of the periods. Related Topics Opening and closing periods
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The Administrator defines the order in which the columns are displayed for each page and its interface appearance.
Note: This setting is not available when editing Invoice Edit view settings. 8. If you do not want the column to be displayed, deactivate Visible. 9. Click Update.
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4. Do one of the following: To delete all of the invoices linked to a child account, click Delete. To delete a single invoice, click the red X icon. A confirmation message appears. 5. Click OK. Note: If the deleted invoice belongs to an invoice group, the group is unmatched. If the invoice group does not contain any invoices belonging to the declaring company, it is deleted.
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When work has been completed on the balances for one or more periods, the Administrator can archive the balances by period for use at a later time. Archived periods cannot be viewed or accessed by other users. The Administrator can restore the required balances by period at any time. Note: The period must be closed in order to be able to archive its balances. Related Topics Opening and closing periods
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Tip: Display the Administrator email address in the login page. Use the following syntax:
<a class='DataLink' href='mailto:admin@intercompany.com'>admin@intercompany.com</a>
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3. Click Update.
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Glossary
Glossary
Object for which a transaction is performed. There are two types of account: parent accounts and child accounts. Group of accounts. There are three account group levels: top level account group, parent account group and account group. An action is a response to a company or partner's request. Requests are made via statuses. Line in which an amount can be entered. A balance is created by specifying the declaring company, the partner, the parent account, or the transaction currency. There is no limit to the number of lines that can be imported in this way. Only the Administrator can perform this type of import when the process is stopped and all the users are logged off. Data entry account, such as Goods in Progress or WIP, that depends on a parent account, for example Finished Goods in Progress. Companies make up user groups. A company can be a declaring company, a partner or a reporting company. User assigned to a company via a user group. Local reporting currency assigned to each company. Synonym: Local Currency. Company that records the transactions performed with other companies. The declaring company enters balances. The difference between a declaring company (ours) and a partner (theirs) only depends on your point of view. The partner receives requests from the declaring company. Company that records the transactions performed with other companies. The declaring company enters balances. The difference between a declaring company (ours) and a partner (theirs) only depends on your point of view. Declaring companies make requests to delete or change balances. Email sent automatically each time a balance status changes. Valuation method which uses one unit of foreign currency as the base currency and calculates the equivalent amount in the national currency.
Declaring Company
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Glossary
Term
Definition
Group of similar companies that are involved in the same sector of activity. Restricts the objects displayed. You can use filters to display certain objects on the current page. You can also use filters in the balances and reports. Process run by the Administrator at the end of the process to adjust the remaining differences automatically. The process can be reversed, for example the amounts that were stored in the database before the forced agreement process was run are restored. Operation enabling you to prevent any changes being made to the balances. You can freeze the balances of one or more companies. To be able to export balances and subtotals, the balances containing the amounts to be exported must be frozen. Group of users and companies that enables you to determine which companies each user works on. Currency used by the headquarters or when reporting. All the amounts entered in local and/or in transaction currency are automatically translated into the group currency. Journal accounts store the differences between the first and last amounts entered for one or several child accounts. The differences can then be exported via a journal to the accounting system containing the original data. Local reporting currency assigned to each company. Synonym: Company Currency. Amount expressed in the group currency enabling you to determine whether an amount is agreed or not. If the difference is below materiality, the balance is reconciled. If the difference is above materiality, the balance is not reconciled. Valuation method which uses the national currency as the base currency and calculates the equivalent in a foreign currency. Account whose amount is the sum of the amounts entered in the child accounts assigned to it. A period is defined by a start date and an end date. These dates determine the period to which the amounts that are entered or imported for balances are linked. Action enabling you to delete a group of objects, for example, all the currencies or all the balances. Document used to display balance amounts. Company which user groups together several companies. Predefined comment entered by the Administrator providing an explanation for the amount.
Freezing
Journal Accounts
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Glossary
Term
Definition
Status
Indicator specifying how the reconciliation process is progressing, such as "Agreed To Differ" or "Agreed". For an object, the indicator specifies whether or not it can be used in balances, such as active or inactive currency. Email containing a summary of the detailed emails. It lists the status changes that have occurred since the last summary email was sent. Group of accounts which have similar accounting characteristics. The account group defines the sign to be used for the accounts. Currency used for transactions between the companies. Action enabling you to make changes to balances. This action is performed after a freezing action.
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Glossary
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More Information
More Information
Information Resource
Location
http://www.sap.com Navigate to http://help.sap.com/businessobjects and on the "SAP BusinessObjects Overview" side panel click All Products. You can access the most up-to-date documentation covering all SAP BusinessObjects products and their deployment at the SAP Help Portal. You can download PDF versions or installable HTML libraries. Certain guides are stored on the SAP Service Marketplace and are not available from the SAP Help Portal. These guides are listed on the Help Portal accompanied by a link to the SAP Service Marketplace. Customers with a maintenance agreement have an authorized user ID to access this site. To obtain an ID, contact your customer support representative. http://service.sap.com/bosap-support > Documentation Installation guides: https://service.sap.com/bosap-instguides Release notes: http://service.sap.com/releasenotes
The SAP Service Marketplace stores certain installation guides, upgrade and migration guides, deployment guides, release notes and Supported Platforms documents. Customers with a maintenance agreement have an authorized user ID to access this site. Contact your customer support representative to obtain an ID. If you are redirected to the SAP Service Marketplace from the SAP Help Portal, use the menu in the navigation pane on the left to locate the category containing the documentation you want to access. https://cw.sdn.sap.com/cw/community/docupedia
Docupedia
Docupedia provides additional documentation resources, a collaborative authoring environment, and an interactive feedback channel. https://boc.sdn.sap.com/
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More Information
Information Resource
Location
Notes These notes were formerly known as Knowledge Base articles. Forums on the SAP Community Network https://www.sdn.sap.com/irj/scn/forums http://www.sap.com/services/education Training From traditional classroom learning to targeted e-learning seminars, we can offer a training package to suit your learning needs and preferred learning style. http://service.sap.com/bosap-support Online customer support The SAP Support Portal contains information about Customer Support programs and services. It also has links to a wide range of technical information and downloads. Customers with a maintenance agreement have an authorized user ID to access this site. To obtain an ID, contact your customer support representative. http://www.sap.com/services/bysubject/businessobjectsconsulting Consulting Consultants can accompany you from the initial analysis stage to the delivery of your deployment project. Expertise is available in topics such as relational and multidimensional databases, connectivity, database design tools, and customized embedding technology.
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Index
A
account flows 93 account groups creating 83 defining 80 definition (glossary) 173 properties 82 subgroups 81 top level account groups 83 account subgroups 81 account templates configuring 102 accounts activating 94 deactivating 94 defining 87 definition (glossary) 173 exporting 138 import files 128 importing 130 importing from Financial Consolidation 130, 132 templates 100 actions defining 154 definition (glossary) 173 adjustment accounts defining extensions 96 amount translation defining 64 amounts translating 64 audit ID setting 159, 160 authorizing freeze 141 authorizing freeze by Power user 141 authorizing freeze by Power users 141 balances (continued) ad hoc filters 17 archiving 169, 170 attaching files 26 attaching standard comment 25 authorizing freeze 141 bulk importing 132 child accounts 22 column interface display 167 communicating via statuses 28 creating 22, 24 creating by importing invoices 143 currencies 21 decimal display 169 definition (glossary) 173 deleting a comment 27 digit grouping 171 displaying all the objects 16 entering 24 entering a comment 27 exporting 45, 46, 109 exporting using SAP BusinessObjects Financial Consolidation 47, 48 freeze 29, 30, 31 freezing 30, 140, 142 importing 132 interface display 166 journal account resets 24 opening 22, 24 pages for entering data 20 parent accounts 21 partners 20 purging 165 purging for all periods 166 reconciling 157 removing 28, 29 reopening after agreed 156 resetting 28, 29 restoring 170 selecting declaring companies 23 selecting periods 23 setting filter 15 statuses 151 templates 104 toggling filters 17 unfreezing 140 bulk import balances definition (glossary) 173
C
categories setting 158, 159 child accounts 90 assigning to parent accounts 92 balance page 22 creating 91 definition (glossary) 173 properties 90 comments consulting balances 27 deleting in balances 27 deleting in invoices 35 in balances 27 in invoices 34, 35 companies adding 68, 69 declaring companies 67 defining 66 definition (glossary) 173 deleting 70 exporting 138 freezing 30 importing 130 importing from Financial Consolidation 130, 132 properties 67 reporting companies 67 templates 110 companies and periods freezing 143 unfreezing 143 company balance unfreezing 142 company contacts definition (glossary) 173 company currencies definition (glossary) 173 company groups creating 66 defining 65 definition (glossary) 173 company templates configuring 112 currencies 61 balance page 21 copying to open periods 63 defining for user group 63 entering 62 exporting 138
B
balance export configuring a template 108 balance import configuring a template 108 balance template configuring 107 balance templates configuring 108 balances 141 activate code or description 16
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Index
currencies (continued) importing 130 importing from Financial Consolidation 130, 132 properties 61 templates 114 usergroup 63 currency templates configuring 115
D
data exporting 44 importing 126 data entry period setting 159 database maintenance 52 managing connections 52 metadata 55 objects 54 saving changes 11 setting the connection 52 decimals not storing 169 storing 169 declaring companies defining 67 definition (glossary) 173 default currency 63 default flow setting 160 detailed emails definition (glossary) 173 difference calculation 158 setting 158 digits group symbol 171 divide definition (glossary) 173
emails (continued) receiving 41 selecting recipients 149 sending automatically 148 stopping 149 export balances 45, 46, 48 digit grouping symbol 171 financial data 44 invoices 49 journals 44, 45 export results consulting 139 exports consulting the results 140
forced agreements (continued) consulting the history 98 retaining submitted loser accounts 97 rolling back 98 running 97 setting up 95 freeze balances 29, 31 freezing definition (glossary) 173
G
global emails sending 148 group currencies definition (glossary) 173
F
fields account group templates 104 account templates 101, 102 account/journal account relationship templates 103 company group templates 113 company templates 111 currency templates 115 invoice templates 117 journal accounts templates 126 journal export templates 119 user group templates 125 user group/company relationship templates 125 user templates 122 user/user group relationship templates 124 files attaching balances 26 attaching to invoices 36 consulting, balances 26 deleting from invoices 37 deleting, balances 26 filters 14 ad hoc 17 balances display 15 definition (glossary) 173 deleting 16 for exports 139 setting for balance display 15, 16 toggling in balance display 17 flows 93 setting 160 forced agreement definition (glossary) 173 forced agreements 95 adjustment account extension 96 authorizing 96
I
import files for accounts and users 128 import queue 135 import results consulting 135 imports consulting the results 140 intercompany reconciliation processes starting 53 stopping 53 invoice templates configuring 118 invoices 157 activating additional fields 146 activating fields for import 145 attaching files 36 attaching standard comments 36 authorizing matching 146 auto matching 37 column interface display 167 consulting 38 consulting comments 35 creating balances by importing invoices 143 deleting 167 deleting a comment 35 deleting attached files 37 deleting by child account 168 deleting by company 168 deleting by parent account 168 deleting standard comments 36 entering 32 entering a comment 34 entering amounts 32 exporting 49 importing 133
E
email start delivery 150 stop delivery 150 emails defining 147 defining automatic detailed emails 148 defining automatic summary emails 149 defining global emails 147 defining send times 150 for tracking progress 40
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Index
invoices (continued) interface display 166 manually matching 38 matching 37, 143 matching using standard comments 145 matching with standard comments 38, 40 purging 165, 166 purging for all periods 166 standard comments 35 templates 117 updating 33
metadata (continued) creating 55 deleting 55, 56 exporting 136, 138 import order 134 importing 130 importing from Financial Consolidation 130, 132 multiply definition (glossary) 173
periods (continued) reusing data 136 personal information updating 14 purge definition (glossary) 173
R
reconciliation process 19 reconciliations 156 balances in group currency 157 matching invoices 157 overview 9 starting 19 starting process 53 statuses 154, 155 stopping process 53 reporting companies defining 67 definition (glossary) 173 reports activating 163 activating report types and columns 163 balance 161 building 41, 43 deactivating 163 defining 160 defining the layout 164 definition (glossary) 173 deleting 44 deleting by date 165 for tracking progress 41 formats 163 interface styles 164 invoice 162
N
navigation bar 12 navigation icons 12
J
journal accounts authorizing 86 creating 87 defining 85, 86 definition (glossary) 173 resetting balances 24 journal amounts resetting transactions 25 journal export templates configuring 120 journals exporting 44, 45 templates 119
O
objects activating 56 deactivating 56 overview navigation bar 12 reconciliations 9
P
parent accounts 89 assigning child accounts 92 assigning parent accounts 93 balance page 21 creating 89 definition (glossary) 173 deleting 93 designating the winning accounts 96 linking to other parent accounts 93 partners balance page 20 defining 67 definition (glossary) 173 periods archiving 170 closing 59, 60 closing (all) 60 creating 58 defining 57 defining rates 58, 59 definition (glossary) 173 deleting 60 initializing 136 opening 59, 60 opening all 60 properties 57 restoring 170
L
languages interface 11 selecting 11 local currencies definition (glossary) 173 logging in 13 login text defining 170, 171
S
standard comments attaching to balances 25 attaching to invoices 36 consulting, balances 25 creating 95 defining 94 definition (glossary) 173 deleting from invoices 36 in invoices 35 matching in invoices 38, 40 status definition (glossary) 173 statuses and actions 154 balances 151 changing labels 153
M
matching difference calculation 158 selecting a method 157 setting the difference calculation 158 materiality creating 84, 85 defining 84 definition (glossary) 173 metadata activating 56 character set 138
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Index
statuses (continued) defining 150 in balances 28 reconciliations 154, 155 stopping emails notifications to 149 user groups 152 summary emails definition (glossary) 173
T
templates account 100 account groups 104 account/journal account relationships 103 accounts 101, 102 balances 104 companies 111 company 110 company groups 113 currencies 115 currency 114 defining 98 invoice 117 invoices 117
templates (continued) journal 119 journal accounts 126 journals 119 template list 100 user group/company relationships 125 user groups 125 user/user group relationships 124 users 121, 122, 123 top level account groups definition (glossary) 173 transaction currencies definition (glossary) 173 transaction currency 63 translating amounts 64 defining method 64
U
unfreezing definition (glossary) 173 user connections 51 user groups creating 79, 80 definition (glossary) 173
user groups (continued) statuses 152 user profiles tasks performed 19 user templates 121 configuring 123 usergroups defining 79 users creating 78 defining 70 defining as company contacts 71 disconnecting 51 exporting 138 functions by profile 72 import files 128 importing 130 profiles 71 properties 70
W
web services 109 web services URL setting 109
182
2011-06-20