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R/3

USER’S MANUAL

GENERAL LEDGER

INDEX

CREATING A NEW ACCOUNT .........................................................................................................................................2

CREATING AN ACCOUNT AS COST ELEMENT ..........................................................................................................5

ENTERING G/L ACCOUNT DOCUMENT........................................................................................................................6

CANCELLING A DOCUMENT /PERIODIZE.................................................................................................................................8

REGISTERING A REMITTANCE INTO VENDOR’S CREDIT NOTE .......................................................................10

ROUNDING THE FIGURES.....................................................................................................................................................12

CHANGE OF POSTING PERIOD.....................................................................................................................................12

OPENING AND CLOSING POSTING PERIODS...........................................................................................................................13 GR/IR CLEARING................................................................................................................................................................13 GR/IR REGROUP.................................................................................................................................................................14 CURRENCY VALUATION OF BANK ACCOUNTS......................................................................................................................15

TURN OF THE YEAR.........................................................................................................................................................17

BALANCE CARRY FORWARD...............................................................................................................................................17 ZEROING TAX ACCOUNTS IN TURN OF THE YEAR.................................................................................................................18

REPORTS .............................................................................................................................................................................18

DOCUMENT JOURNAL.........................................................................................................................................................18 ACCOUNT STATEMENT 1.....................................................................................................................................................18 ACCOUNT STATEMENT 2.....................................................................................................................................................19 BALANCE LIST.....................................................................................................................................................................19 LINE ITEMS .........................................................................................................................................................................19 ARVONLISÄVEROLASKELMA ...............................................................................................................................................19 VAT REPORT (TAX CODES BY ACCOUNTS)..........................................................................................................................19 VAT REPORT (TAX CODE + CUSTOMER/SUPPLIER CODE) ....................................................................................................19 BALANCE AND INCOME STATEMENTS..................................................................................................................................19

CREATING A NEW ACCOUNT

Accounting � Financial accounting -> General ledger � Master records � Individual Processing � Centrally

G/L account number Number of account to be created Company code (FICO Aspro Power Supplies )

Click on

Or , if you want the account to be based on an existing account. Account group Account group (the following screen filled based on it) PL statement acct Select, if a profit and loss account Balance sheet account Select, if a balance sheet account Short text Short name of account G/L acct long text Full name of account

Account currency Currency Only balances in local crcy Select, if you want to see transactions only in RMBs Exchange rate difference key ‘SALC’ on foreign exchange bank accounts Tax category Allowed tax codes for this account Posting without tax allowed Select, if posting without a tax code allowed Recon.acct for acct type Type of ‘Reconciliation account’ Alternative account no. Number of alternative account Open item management Line item display Displays data in lines, not e.g. tax accounts and claim accounts Sort key Sort key (usually 008)

Field status group Defining fields, which are filled when the document is created

(compulsory, optional, hidden fields) ( sales receivables = G067; accounts = G068; travels = G069) Post automatically only Supplement auto.postings An account line can be complemented Planning level Related to treasury Relevant to cash flow

Save the document by clicking on .

Note! Remember to update the account scheme in Documentum!

CREATING AN ACCOUNT AS COST ELEMENT Accounting � Controlling � Cost Element Accounting � Master Data � Cost Element � Individual Processing � Create Primary

Cost element Account number Valid from to Reference If you want the cost element to be based on an existing cost element

Press Enter or click on .

CEIem category 1 Primary cost element 11 Revenue element 12 Sales deduction

If you want to define a default cost center or order number for the cost element, fill in this screen.

Save the work by clicking on .

ENTERING G/L ACCOUNT DOCUMENT 1. Accounting � Financial Accounting � General Ledger � Document Entry � Enter G/L Account

Document

Doc.date Document date Currncy Posting date Calc.tax Amount of tax is calculated automatically Reference Reference number of receipt Shrt txt Text fields which applies to the whole document Doc.type Document type

Exchange rate Translation date Date of the exchange rate, if the “own” rate is used Calc.tax Amount of tax is calculated Fill in data into rows.

You can view postings of the document with automatical entries (VAT) by clicking on

If the document is ok, save it by clicking on

2. Accounting � Financial Accounting � General Ledger � Document Entry � Others � General Posting

Document date Type Document type Company code 0008 Posting date Period Currency/rate Document number (Leave this blank, is filled in automatically) Translation dte Date of exchange rate, if the “own” rate is used Reference Document’s reference number Doc.header text PstKy Posting key, defines type and sign of entry Account Account number Sp.G/L Used in e.g. down payments Trans.type Used in AM

Amount Tax code Calculate tax Amount of tax is calculated automatically Business area Cost center Order Sales order More Purchasing doc. Text Text field for the whole row PstKy Posting key, defines type and sign of entry Account Account number Sp.G/L Used in e.g. advance payments, bills of exchange Trans.type Used in AM Fill in the following screen in the same way.

You can view postings of the document with automatical entries (VAT) by clicking on

If the document is ok -> Save -> You get a document number

Cancelling a document /periodize

Accounting � Financial accounting � General ledger � Document � Reverse Individual Reversal Cancelling an individual document

Document no. Company code (FICO) Fiscal year (not necessary, filled in automatically according to document number) Reversal reason Posting date Posting date of reversal (default: date of original document) Posting period Posting period (default: period of original document) Mass Reversal Cancelling the whole document type / several document numbers (Note! Document type 76 cancellations are automatically done with document type 77)

Company code FICO Document number Document type If you want to cancel all documents made with a document type Posting date Posting date of cancelled document, if you want to select documents

posted at certain date Reason for reversal Posting date Posting date of reversal (default: date of original document) Posting period Posting period (default: period of original document) Test run Select, if you first want to check documents to be cancelled If the document has been cleared already, cancel it in the following way: Accounting � Financial accounting � General ledger � Document � Reset cleared items

Clearing document Company code (FICO)

Shows all documents referred to that clearing document.

Click on

Only resetting Cancels only clearing Resetting and revers Cancels clearing and clearing document

REGISTERING A REMITTANCE INTO VENDOR’S CREDIT NOTE Accounting � Financial accounting � General Ledger � Document entry � Incoming payment

Document date Type Company code (FICO) Posting date Period Currency/rate Document number (Leave blank, is filled in automatically) Translation dte Reference Document’s reference number Doc.header text Clearing text Text field for the rows Account Bank account Business area Amount Bank charges Text Text field for G/L account row Account Supplier code Account type K = supplier Standard OIs (Select) Additional selections More selections for open items

Select wanted item(s) with a double-click. Note! Sum in ‘Not assigned’ field must be 0. You can check the document: Document -> Simulate

To save the document, click on .

Rounding the figures

Go to Res.items screen � doubleclick the payment row � change the amount of rounding into Residual items field by doubleclicking the field or entering the amount manually. In RCd field, select reason code 4 (rounding is done to account 8349 0000) and click on

. If you want to view all posting � Document � Simulate

When the posting is ok, click on .

CHANGE OF POSTING PERIOD

Opening and closing posting periods

Accounting � Financial accounting � General ledger � Environment � Current settings � Open and close posting periods

Account type * All account types A Assets D Customers K Vendors S G/L accounts From - to account Define open accounts From per.1 - to period Define periods

GR/IR Clearing

Accounting � Financial Accounting � General Ledger � Periodic Processing � Automatic Clearing � Without Specification of Clearing Currency

Company code (FICO) Fiscal year (Note! Leave blank!) Select G/L accounts (Select) G/L accounts 26405000 (GR/IR clearing account) Clearing date Detail list with error log (Select) Only docs which can be cleared (Select, you get a list of documents which can be cleared)

First select Test run � � “check “ the list � unselect Test run � .

GR/IR regroup

Accounting � Financial accounting � General ledger � Periodic processing � Closing � Regroup � GR/IR clearing � Search for variant "Aspro"

G/L account GR/IR account Company code (FICO) Key date The last day of period GR/IR clearing (Select)

Document date Document type Posting date Month Reversal posting date Reversal period

Click on

Check the list. Note! You can view postings by clicking on .

Go back to “Posting” screen, select "Creating postings" and click on . Then start Batch Input. See instructions on page 17.

Currency valuation of bank accounts

Accounting � Financial accounting � General ledger � Periodic processing � Closing � Valuate � Foreign Currency Valuation

Search for variant "Aspro balances" by clicking on

Company code (FICO) Evaluation key date First day of a new period (Nore! You can enter data for new period only

after currency valuation!) Valuation method (KTO2) Valuation in curr.type (10) Postings Batch input session name (VALUATION) Document date Posting date Posting period Selections

Valuate G/L account balances (Select) G/L account

Click on Select your own display variant: Settings � Display variant � Choose � select /bal.valuation Check the list.

Go back to "Postings" screen, select “Creating postings” and click on .

To print out the list, click on .

Then start the actual posting: System � Services � Batch input � Sessions

Select your own session and click on .

Process/foreground Select, if you want to view process of postings Display errors only Select, if you want postings to stop only when errors occur Background Select, if you want postings to process in the background

Click on If you select “Process/foreground”, accept screen by clicking Enter. You can also correct postings at this stage.

Click on If necessary, you can cancel the batch input in the following way: System � Services � Batch input � Cancel

TURN OF THE YEAR

Balance Carry Forward

Accounting � Financial Accounting � General Ledger � Periodic Processing � Closing � Carrying Forward � Balance Carry Forward

Note! You must close Asset accounting before General Ledger!

Company code (FICO) Carryforward to fiscal year Aja ensin testiajona eli täppä 'Test run' kohdassa. Tarkista tulos ja suorita uudelleen ilman 'Test run':ia.

Zeroing tax accounts in turn of the year

Accounting � Financial Accounting � General Ledger � Periodic Processing � Closing � Report � Post Tax Payable

REPORTS

Document journal

Accounting � Financial accounting � General Ledger � Periodic Processing � Closing � Report � Report Selection � Adequacy and documentation � Document � Document journal (1)

Account statement 1

Accounting � Financial accounting � General Ledger � Periodic Processing � Closing � Report � Report Selection � Lists � Account � Account statement

Account statement 2

Accounting � Financial accounting � General Ledger � Periodic Processing � Closing � Report � Report Selection � Adequacy and documentation � Balance audit trail � G/L accounts � From document � General Ledger from the Document File

Balance list

Accounting � Financial accounting � General Ledger � Periodic Processing � Closing � Report � Report Selection � Adequacy and documentation � Account � Totals balances

Line items

Accounting � Financial accounting � General Ledger � Periodic Processing � Closing � Report � Report Selection � Adequacy and documentation � Account � Line items

Arvonlisäverolaskelma

Accounting -> Financial accounting -> General Ledger -> Periodic Processing -> Closing -> Report -> Report Selection -> Reporting -> Tax reports -> General -> Generate advance return

VAT report (tax codes by accounts)

Accounting � Financial Accounting � General Ledger � Periodic Processing � Closing � Report � Report Selection � Reporting � Tax reports � General � Tax advance return (add.list)

VAT report (tax code + customer/supplier code)

Accounting � Financial Accounting � General Ledger � Reporting � Tax reports � General � Advance return for tax on sales/purchases � Advance return for tax on sales/purchases Select variant “VENDOR/CUSTOMER” � Change period and enter tax code if you don’t want to list all tax codes

Balance and income statements

Accounting � Financial accounting � General Ledger � Periodic Processing � Closing � Report � Report Selection � Adequacy and documentation � Account � Balance sheet/P+L statement

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