Set up the accounting environment in DC1 Financials

Related topics

The following programs in DC1 Financials are involved in the accounting of accounting transactions created in DC1 Distribution:

• Work with system document types
• Work with document types
• Work with document number series
• Work with voucher types
• Work with voucher number series

Work with system document types

This program is preloaded when the system is installed. The document types are used to categorise the different types of documents in DC1 Financials.

Seven system document types concern DC1 Distribution and its dependent application DC1 Supplier Marketing support:

These system document types have to be connected to an existing document type in Work with document types.

Tip: Use the preloaded document types in Work with document types for these system document types. The preloaded document types in that file have the same name as the system document types in this table.

Work with document types

This program is preloaded when the system is installed. The document types involved in the accounting of transactions from DC1 Distribution are those connected to the system document types described above.

1. Select the Work with document types menu item.
2. On the initial panel, select the applicable preloaded document type used for accounting transactions in DC1 Distribution, as outlined below, and click Change.

Document types used for accounting transactions in DC1 Distribution are:

• A/R DMC
• A/R DMI
• A/P SMC
• A/P SMI
• A/P SMZ
• G/L GLB
• G/L SMS
3. On the detail panel, the following parameters are important regarding the document types used for DC1 Distribution accounting transactions:

Voucher type

This field controls the voucher numbering of the transactions with this document type.

Leave this field blank, since the transfer group in DC1 Distribution controls the voucher type of the accounting transactions. See Set up transfer groups.

Handling code

You can set this field to 1 or 2 for those document types involved in accounting from DC1 Distribution.

For document types DMI and DMC the following applies:

• If you enter 1, see description of the Number series field below.
• If you enter 2, the Voucher break level field in Work with transfer groups for transfer group IN01 has to be set to 2.

For document types SMC, SMI, SMZ, GLB, and SMS the following applies:

• The document number will always be the same as the transaction number in DC1 Distribution, irrespective of if you enter 1 or 2. For example, the document number for a purchase order will be the purchase order number.
• You should not use handling code 1 if transactions are summarised in DC1 Distribution (the Summarise trans field in Work with transaction types), since the system will not find any document number for summarised transactions.
• If transactions are summarised in DC1 Distribution (the Summarise trans field in Work with transaction types), the document number will be the same as the voucher number for summarised transactions, if you enter 2 in this field.

Note: It is most common to use handling code 1 for SMC, SMI, SMZ, and SMS transactions and handling code 2 for GLB transactions.

Number series

This field can only be completed if the Handling code field on this panel is set to 1.

Note: The document number series you enter has to be defined in Work with document number series. See description of Work with document number series below.

For document types DMI and DMC the following applies:

• If you use different number series for invoices and credit notes (as defined in DIS control file), you also have to use different document number series for the document types DMI and DMC.
• If you do not use different number series for invoices and credit notes (as defined in DIS control file), you have to use the same document number series for the document types DMI and DMC and this document number series has to use the same number range as the invoices/credit notes in the Number series table.

For document types SMC, SMI, SMZ, GLB, and SMS the following applies:

• You have to use a number series with the range of 1 – 9999999, since the system always validates the document numbers when transactions are posted to DC1 Financials. See Work with document number series below.

Click OK to update. Repeat these instructions for the other applicable document types.

Work with document number series

This information in this program is used for automatic numbering of documents.

The document number series involved in the accounting of transactions from DC1 Distribution are those defined for the seven above described document types.

The system uses this program to validate the document numbers of the transactions transferred from DC1 Distribution, if the Handling code of the document types is 1. See Work with document types above.

If you use different number series for invoices and credit notes (as defined in DIS control file), you also have to define two different document number series in this program. One document number series with the same number range as the invoices in the Work with number series, and another with the same number range as the credit note in the Work with number series. The document number series for invoices has to be connected to document type DMI and document number series for credit notes has to be connected to document type DMC.

If you do not use different number series for invoices and credit notes (as defined in DIS control file), you have to use the same number series for the document types DMI and DMC. In this case you define one document number series in this table. The document number series is then connected to both document type DMI and DMC in the Work with document types. The document number series you enter in this table must have the same number range as the invoices/credit notes in Work with number series.

1. Select the Work with document number series menu item.
2. On the initial panel, click Add
3. On the detail panel, the following parameters are important regarding the document number series used for DC1 Distribution accounting transactions:

Series type

Enter 1 for number series that are yearly and 2 for number series that are continuous. If the number series is continuous, then no year should be entered.

Handling code

Always enter 2, since the accounting transactions from DC1 Distribution already have document numbers when they are transferred to DC1 Financials.

Last number used

For document number series connected to document types DMI, this number should be the same number as defined in the corresponding field for the invoice number series defined in Work with number series.

If you use different number series for invoices and credit notes (as defined in DIS control file), the document number series connected to document type DMC should have the same number in this field as the corresponding field for credit note number series defined in Work with number series.

If you do not use different number series for invoices and credit notes (as defined in DIS control file), the document number series connected to document types DMI and DMC should have the same number in this field as the corresponding field for invoices/credit notes defined in Work with number series.

For document types SMC, SMI, SMZ, GLB, and SMS the following applies:

For document number series connected to these document types, this number should be the same number as defined in the Last number to use field on this panel.

First number to use

For document number series connected to document types DMI, this number should be the same number as defined in the corresponding field for the invoice number series defined in Work with number series.

If you use different number series for invoices and credit notes (as defined in DIS control file), the document number series connected to document type DMC should have the same number in this field as the corresponding field for credit note number series defined in Work with number series.

If you do not use different number series for invoices and credit notes (as defined in DIS control file), the document number series connected to document types DMI and DMC should have the same number in this field as the corresponding field for invoices/credit notes defined in Work with number series.

For document types SMC, SMI, SMZ, GLB, and SMS the following applies:

Enter 1.

Last number to use

For document number series connected to document types DMI, this number should be the same number as defined in the corresponding field for the invoice number series defined in Work with number series.

If you use different number series for invoices and credit notes (as defined in DIS control file), the document number series connected to document type DMC should have the same number in this field as the corresponding field for credit note number series defined in Work with number series.

If you do not use different number series for invoices and credit notes (as defined in the DIS control file), the document number series connected to document types DMI and DMC should have the same number in this field as the corresponding field for invoices/credit notes defined in Work with number series.

For document types SMC, SMI, SMZ, GLB, and SMS the following applies:

Enter 9999999.

Click OK to update. Continue with the next document number series, if you need to define more document number series.

Work with voucher types

The voucher types are used to group transactions together. The system uses this table when the voucher type is set on the accounting transactions and to control the numbering of these transactions. As described in Set up transfer groups, it is appropriate to define a separate voucher type for each transfer group in Work with transfer groups.

Tip: Since you can trace transactions in DC1 Financials by voucher type, it is appropriate to define a separate voucher type for each transfer group.

1. Select the Work with voucher types menu item.
2. On the initial panel, click Add.
3. On the detail panel, the following parameters are important regarding the voucher types used for DC1 Distribution accounting transactions:

Number series

Note: The voucher number series you enter has to be defined in Work with voucher number series. Click the Number series function key to access that program. See the Voucher number series section below.

Enter the voucher number series you want to use to set the voucher number for accounting transactions with this voucher type.

For information about the other fields on this panel, see About working with voucher numbers.

Click OK.

4. You access the next detail panel where you, in this case, define that this voucher type is connected to accounting transactions created in DC1 Distribution. Scroll to routine DIS and mark this line. For information about this panel, see About working with voucher numbers.

   Click OK twice to update and return to the initial panel. Repeat to add more voucher types if required.

Work with voucher number series

The voucher number series involved in the accounting of transactions from DC1 Distribution are those connected to the voucher types defined for the transfer groups in the Transfer group table (see Set up transfer groups). The system uses this program to set the voucher numbers on the accounting transactions transferred from DC1 Distribution.

1. Click the Number series function key from Work with voucher types, or select the Work with voucher number series menu item.
2. On the initial panel, click Add.
3. On the detail panel, the following parameters are important regarding the voucher number series used for DC1 Distribution accounting transactions:

Handling code

For voucher number series connected to voucher types involved in the accounting of DC1 Distribution transaction, this field should always be set to 2.

Duplicate control

This field is set to YES by default, denoting that no number in a series may be used twice in one accounting year.

The field is only open for input for user DC1.

Last number used

Enter the number in the series which has been used last. You can enter one unit lower than the first number, but not higher than the number you enter in the Last number to use field. The system will automatically update the field as the numbers are used.

In the following two fields you enter the range of the valid numbers for the series.

First number to use

Last number to use

Note: For the voucher number series connected to the voucher type used for transfer group IN01, certain rules apply regarding the number range on this panel if the Voucher break level field is set to 2 for IN01 (in Work with transfer groups):

• The voucher number series range you define here must be equal to the invoice number series range for invoices/credit notes, which is defined in Work with number series.
• Invoices and credit notes have to use the same number series, which is defined in DIS control file.

Click OK to update. Repeat these instructions if you need to define more voucher number series.

Related topics

• About setting up accounting parameters
• Set up transfer groups
• Set up pseudo accounts in DC1 Distribution
• Set up fixed accounts in DC1 Distribution
• Set up accounting defaults in DC1 Distribution
• Connect accounting parameters to transaction types
• Define transaction type specific table dependent accounting
• Print accounting x-ref list
• About working with voucher numbers