Entries in the following tables and files must be created, in the sequence given below, before you can start working with the A/R. Some codes are mandatory. For details on how to use the different maintenance programs and the meaning and usage of the values in the tables and files, see the Panel help.
For complete setup instructions regarding the functionalities listed below, see the individual documents. The setup can be made now, later or not at all.
The following information must be entered for the A/R to be able to run basic routines such as manual invoice and payment entry:
| Table/File |
To do |
| Pseudo account file |
Pseudo accounts are used by the system to create automatic accounting entries. In the A/R they are used to handle the integration to the G/L. For example, all transactions posted to the debtor control accounts are handled automatically through pseudo accounts. A number of pseudo accounts are integrated into the system and can only be used in specific routines. These have to be included in the pseudo account file to get the correct accounting and should never be used in other areas.
The automatic postings are created via the following pseudo accounts:
- A gain is posted via XRGxxxx.
- A loss is posted via XRLxxxx.
The balance is posted via XRRxxxx for Accounts Receivable. The user defined part of these pseudo accounts, xxxx, is based on the transaction currency code. If the specific accounts are not found, the defaults XRG, XRL and XRR or XRP are used. If these are not found, XERROR is used.
The pseudo accounts that are fixed are used for the preloaded system defined document types. The system uses them for the integration between the G/L and the A/R. One part of the pseudo account is fixed, beginning with an X. The pseudo account can be completed with the codes for, e.g. A/R group, currency etc. to get a flexible accounting structure. In the list below of needed pseudo accounts, upper case letters symbolise the fixed part of the pseudo account and lower case letters symbolise the possible table values/codes that can be attached. These are:
| Code |
Description |
| aa |
A/R group |
| bbbb |
Currencies |
| ccc |
Bank code |
| ddd |
Document type |
| eee |
Cost centre |
The following types of pseudo accounts are needed:
| Code |
Description |
| XDDEBaa |
Debtor control account |
| XDAbbbb |
Exchange rate difference gain |
| XDBbbbb |
Exchange rate difference loss |
| XDCADaa |
Cash discount |
| XDHbbbb |
Hidden discount |
| XDIbbbb |
Invoiced interest on over-due invoices |
| XDCbbbb |
Coin adjustment on interest notes
Note: Even if you do not intend to use cash discount, hidden discount or exchange rate you must create the following pseudo accounts and connect them to a dummy account:
- XDCAD
- XDH
- XD (Exchange rate base pseudo account)
|
Pseudo accounts used for the default accounting for portfolio types in the Portfolio type table (only needed if you use the portfolio routines):
| Code |
Description |
| XPFLddd |
Portfolio |
| XBRBccc |
Bank remittance |
| XBEBccc |
Encashment |
| XBDBccc |
Discounting |
| XCPYccc |
Bank payment |
System-defined pseudo accounts that the system uses for integration between the G/L and the A/R in the revaluation routines:
| Code |
Description |
| XRRbbbb |
Revaluation balance of open items |
| XRGbbbb |
Revaluation gain |
| XRLbbbb |
Revaluation loss |
System-defined pseudo accounts that the system uses in the IFRS routine:
| Code |
Description |
| XIFRSCR |
IFRS trade creditors reversed |
| XIFRSCS |
IFRS trade creditors segments |
| XIFRSDR |
IFRS trade debtors reversed |
| XIFRSDS |
IFRS trade debtors segments |
You can also create default pseudo accounts, consisting of only the fixed part, e.g. XDA. All exchange rate difference gains in currencies that are not defined with a pseudo account of their own will then be posted by using the default account.
User defined pseudo accounts for control accounting per document type can be created if you want to override the automatic postings via XDDEB, as well as user defined pseudo accounts for automatic contra accounting per document type.
User defined pseudo accounts for pseudo catalogues defined per document type or on A/R control file level can be created, which will be proposed when entering manual A/R transactions. |
| Pseudo catalogue table |
A pseudo catalogue is a way to group and sequence different pseudo accounts under one common concept. A pseudo catalogue can be attached to a document type so you obtain a “semi-automatic” contra accounting when entering manual invoices and payments. If a pseudo catalogue is used the system will suggest possible contra accounts and the user need only enter the value to be posted on each account.
Define the pseudo catalogues containing the pseudo accounts that should be proposed when entering manual A/R transactions with different document types. |
| Document number series table |
Define the document number series you want to use for numbering A/R documents, if the voucher number should not give the document number. The number series are allocated to the document types that you create in the next step. |
| Document type table |
The document types are one of the most important concepts in IBS Financials, and it is critical to know how the document type triggers different aspects of transaction entry and accounting.
The document types are used to categorise transactions within ledgers. This is especially true when working with the A/R and the A/P. The document type controls most of the accounting.
The table is preloaded with the A/R document types corresponding to the A/R system document types in the System document table:
| System |
Type |
Description |
| A/R |
CAD |
A/R cash discount |
| A/R |
DIF |
A/R difference |
| A/R |
DMC |
DIS credit note |
| A/R |
DMI |
DIS invoice |
| A/R |
DNC |
A/R debit note, difference |
| A/R |
DNT |
A/R debit note |
| A/R |
ERR |
A/R error difference |
| A/R |
EXR |
A/R exchange rate difference |
| A/R |
FKC |
A/R credit note |
| A/R |
FKI |
A/R invoice |
| A/R |
FKN |
A/R instalment |
| A/R |
FKZ |
A/R zero invoice |
| A/R |
HID |
A/R hidden discount |
| A/R |
IND |
A/R interest note |
| A/R |
OCC |
A/R payment received, cc |
| A/R |
OCH |
A/R payment received, cash |
| A/R |
OCK |
A/R payment received, cheque |
| A/R |
XIC |
A/R control account adjustment |
| A/R |
XDB |
A/R cross debtor difference |
| A/R |
XDN |
A/R cross debtor debit note |
Before using the preloaded document types ensure that all parameters are set to get the correct document numbering, accounting etc.
For further information, see the Panel help. |
| System document type table |
The table is preloaded with the following A/R system document types:
| System |
Type |
Description |
| A/R |
CAD |
A/R cash discount |
| A/R |
DIF |
A/R difference |
| A/R |
DMC |
DIS credit note |
| A/R |
DMI |
DIS invoice |
| A/R |
DNC |
A/R debit note, difference |
| A/R |
DNT |
A/R debit note |
| A/R |
ERR |
A/R error difference |
| A/R |
EXR |
A/R exchange rate difference |
| A/R |
FKC |
A/R credit note |
| A/R |
FKI |
A/R invoice |
| A/R |
FKN |
A/R instalment |
| A/R |
FKZ |
A/R zero invoice |
| A/R |
HID |
A/R hidden discount |
| A/R |
IND |
A/R interest note |
| A/R |
OCC |
A/R payment received, cc |
| A/R |
OCH |
A/R payment received, cash |
| A/R |
OCK |
A/R payment received, cheque |
| A/R |
XIC |
A/R control account adjustment |
These document types will be used by the system if no other document type from the Document type table is indicated. If you want to connect other document types to the defaults, replace the default document types with other types from the Document type table. |
| Document output formats |
This table is preloaded at installation with all the external documents for your company. The entries are to determine the layout for the documents. The default paper layout is the portrait format. Preloaded external documents for Accounts Receivable are:
- A/R statement of account
- A/R interest note
- A/R reminder
- A/R payment order reminder
|
| Number series table |
The table is preloaded with the mandatory proposal number series used in the A/R:
| Series |
Description |
| 901 |
A/R group document proposal |
| 902 |
A/R portfolio proposal |
| 904 |
A/R payment proposals |
| 905 |
A/R payment external document |
| 910 |
A/R – A/P analysis report |
You may change the number series ranges. User defined number series are used for numbering external documents in the A/R payment mode table and for numbering bank remittances in the Bank table. |
| Area table |
At least one area must be entered. An area can be a district, a province, a state etc. Areas are used to classify customers in the Business partner file. |
| A/R – A/P group table |
At least one group must be entered. A/R groups are used to classify customers in the Business partner file. An A/R group can be attached to a pseudo account to control the default debtor control account. The A/R group is also used as selection criteria in listings and reports. Examples of A/R groups could be External debtors, Inter-company debtors etc. |
| Terms of payment table |
Enter the payment terms to use for different customers, as well as the terms of payment for interest notes. Terms of payment can be entered for a customer in the Business partner file as a default terms of payment. The system will always suggest the default when entering invoices. |
| VAT import/export code table |
Define the codes needed for your VAT reporting. If EU reporting is active, the codes control whether or not EU reporting will be needed for the A/R invoices you enter. |
| A/R control file |
Complete the two panels in the file. The A/R control file contains parameters such as:
- Default VAT catalogue, this will be used if no VAT catalogue is defined in the Business partner file.
- Number of periods to store transactions
- Method to calculate interest
- Currency defaults
- User defined text fields
|
| Business partner file templates and defaults |
The Business partner file is used by all IBS Enterprise modules and is common for both customers and suppliers. The file contains several panels. A Business partner file option connects a user-defined set of panels under a common concept. This way the user does not have to deal with panels that are not needed for the users specific function when maintaining the Business partner file. The user can sequence the selected panels to appear in a certain order. It is also possible to enter default values for all the input fields as well as securing fields and values.
Define the options to be used when adding, maintaining and enquiring about customers in the Business partner file. |
| Business partner file |
Enter all of your customers. A number of fields in the Business partner file are mandatory, and you will not be able to move to the next panel without completing them. There are several fields that are optional, but it is wise to complete all fields where a default can be defined, to facilitate transaction entry. |
| Selection options |
The table is preloaded at installation with the following selection options:
| Option |
Description |
Mandatory |
| *STDSELCTN |
Standard selection |
YES |
| *STDSELCTY |
Standard selection display Y |
NO |
The *STDSELCTN selection option must exist in the table to manually settle an A/R payment on the A/R settlement workbench panel.
|
| Settlement options |
The table is preloaded at installation with the following settlement options:
| Option |
Description |
Mandatory |
| *MANUAL |
Manual settlement |
YES |
| *DOC_BRNO |
Bank reference no based settlement |
NO |
| *DOC_LIST |
Document list settlement |
NO |
| *DOC_LIST3 |
Document list – fully settle |
NO |
| *DOC_LISTE |
Doc list settlement with editor |
NO |
| *DOC_MLTEX |
Standard with multiple EXR docs |
NO |
| *DOC_TYPNO |
Standard settlement |
NO |
The *MANUAL settlement option must exist in the table to manually settle an A/R payment on the A/R settlement workbench panel. Other options are optional and available for settlement creations in the Work with open batches routine. |
| Document settlement options |
The table is preloaded at installation with the following mandatory document settlement options:
| Option |
Description |
| 1 |
Standard automatic settlement |
| 2 |
Change (manual settlement) |
| 3 |
Settle fully |
| 4 |
Cancel |
| 5 |
Display |
| 8 |
Debit note |
| 9 |
Difference documents |
| *A |
Settle on account |
| *D |
Settle on error difference |
| *I |
Initial main doc settlement |
| 10 |
Text editor |
The options are defined to work with documents on the A/R settlement workbench panel. |
| Function controls |
The function ALLOCPGR is preloaded as an active function in FIN application. The Active/Inactive switch is foreseen only to simplify the system service, if any issues occur. It is mandatory to run the Work with open batches routine. |
The tables described below are not essential to the basic routines of the system. Entries can be made now, later or not at all.
| Table/File |
To do |
| A/R payment mode table |
Enter the payment modes to be used in the Work with A/R payment proposal routine. |
| Portfolio type table |
Enter the portfolio types to be used in portfolio handling. |
| Validation method table |
Define a local validation program per validation method to validate the bank account number entered in the Bank table and Business partner bank table. The table is preloaded by the system. Preloaded validation methods are:
| Code |
Description |
| BAM |
Bank account number mandatory |
| BAN |
Bank account number numeric |
| BIC |
Bank Identifier Code (BIC) |
| IBA |
International bank account number (IBAN) |
| M10 |
Modulus 10 |
| M11 |
Modulus 11 IBM algorithm |
| STD |
Standard, no controls |
|
| System bank group table |
Define a local bank program per system bank group to be attached to the Bank table and Business partner bank table. With help of the local bank program extended bank data can be entered. The table is preloaded by the system. Preloaded bank group is:
- STD – Standard, bank group
|
| Bank table |
Enter your company’s banks if you want to use the bank remittance routine for portfolios, as well as the DI facility. |
| Control account table |
This table is updated automatically whenever an account combination is used as a control account. When an account combination exists in this table, it cannot be used for manual entry. If you want to prohibit manual use of these accounts beforehand, you can enter them now. |
| Stop code table |
Define the reason codes to be used for stopping a document from further handling regarding reminder issuing, interest note issuing, payment via the automatic routine, remittance to bank and closing. |
| A/R payment statistics group table |
Entries in this table are created automatically if you want to use the customer number as basis for payment statistics. The table is updated when completing the Business partner file. If you want to group customers together, you must create your own groups. |
| Transaction entry templates |
The transaction entry screen can be customised to only show input fields needed by the user. Different entry options can be made for different tasks. At transaction entry the user can choose the appropriate entry option. Default values for different fields can also be entered in the entry option. |
| Interface type table |
Interface types must be defined before you can transfer A/R invoice documents from pre-systems. |
| Reminder texts file |
Entries must be created if you want to use the reminder function, and have user-defined texts on the documents. |
| Reminder rules |
Entries must be created if you want to use the reminder function to establish the parameters that should form the reminder rule. |
| Interest note texts file |
Entries must be created if you want to use the interest issuing function, and have user-defined texts on the documents. |
| Payment order reminder texts file |
Entries must be created if you want to use the payment order reminder function, and have user-defined texts on the documents. |
| Language table |
The Special panel value translation table holds all the panel values defined in the Panel value control file for the subset *ALL. The panel values are used in various programs.
For Accounts Receivable these are used in the following routines:
- A/R transactions enquiry
- Enter financial transactions
- Work with open batches
|
| Program function key table |
This table is preloaded with the program function keys used in various routines. For Accounts Receivable these are used in the following routines:
- A/R transactions enquiry
- Enter financials transactions
- Work with open batches
|
| IFRS segmentation accounts table |
This table holds the accounts that are valid for IFRS segmentation. According to the International Financial Reporting Standards, corporations should give information about the different parts – segments – of their business. These segments should be both business areas and geographical areas. |
| VAT box check rules |
In this table the rules, which should be used when the system checks the VAT transactions to be reported for a country, can be manually defined. When a VAT transaction amount in the VAT box is not in accordance with the VAT box check rule, then the transaction is listed as an error transaction in the VAT declaration printout for that country. |