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Loading data in A/R tables and files

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Implementation for A/R

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.

  • Pseudo account file
  • Pseudo catalogue table
  • Document number series table
  • Document type table
  • System document type table
  • Document output formats
  • Number series table
  • Area table
  • A/R-A/P group table
  • Terms of payment table
  • VAT import/export code table
  • A/R control file
  • Business partner file templates and defaults
  • Business partner file
  • Selection options
  • Settlement options
  • Document settlement options
  • Function controls

Before going any further with installing the A/R, the information given in Mandatory data for the G/L must have been entered.

Related setup documents

For complete setup instructions regarding the functionalities listed below, see the individual documents. The setup can be made now, later or not at all.

Mandatory data

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 invoices

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 DC1 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 invoice
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 invoice
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 invoice
  • 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
907 A/R SEPA payment 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 invoices. 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
  • Currency defaults
  • User defined text fields
Business partner file templates and defaults The Business partner file is used by all DC1 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:

Settlement option code Description Explanation Mandatory
*MANUAL Manual settlement This option is automatically assigned to the payment if its settlement is manually performed on the A/R settlement workbench panel. YES
*DOC_TYPNO Standard settlement If this option is selected for a payment, then the document which is to be settled must be uniquely identified by its document type and number. A dedicated panel is displayed and you are prompted to enter the settlement data for the newly created settlement or to correct erroneous settlement information, if it is sent from the interface. NO
*DOC_BRNO Bank reference number based settlement If this option is selected for a payment, then the document which is to be settled must be uniquely identified by its bank reference number. A dedicated panel is displayed and the user is prompted, to enter the settlement data for the newly created settlement or to correct erroneous settlement information, if it is sent from the interface. NO
*DOC_MLTEX Standard with multiple EXR documents This settlement option is based on *DOC_TYPNO with the difference being that YES is defined for the Exch rate on doc lvl field. NO
*DOC_LIST Document list settlement This option is dedicated to create a settlement for a payment transferred from the interface, which is to be settled with several documents. The list of documents must be provided in the dedicated interface file and each document which is to be settled must be identified by:

  • the document type and number
  • the document number
  • the bank reference number, or
  • the reference number

A dedicated document settlement option can be specified. If it is not provided, then the default standard option 1 (Settle) will be applied. Any errors identified in the interface settlement data must be corrected on the Interface data import/error correction panel accessible from the A/R settlement workbench.

 NO
*DOC_LIST3 Document list – fully settle This settlement option is based on *DOC_LIST, but the default document settlement option which is automatically applied by the system, if not defined in the interface file, is the standard option 3 (Fully settle). NO
DOC_LISTM Doc list – omit not matched The *DOC_LISTM, similar to the *DOC_LIST and DOC_LIST3 settlement options, is dedicated for import rather than manual registration. It can be chosen if an imported payment is to be settled with a provided list of documents.

The fields available in the settlement interface file (SROKBSP) to identify the paid documents are:

  • document number,
  • document type and number,
  • bank reference number, or
  • document reference number.

If more than one reference is provided, then the document found must match all the given references.

This method is suitable if the provided payment and settlement information is incomplete and the system should not only complete the missing payment information (as the payment’s debtor), but also determine the settlement sequence and the document settlement option in a way which minimizes the manual data maintenance.

Additionally, the method is applicable, if these references loaded into the interface, which do not point to any document in the transaction file SRODTA, do not need to be corrected and it is acceptable to omit them at settlement creation.

The default values are applied for the imported payment only if the following conditions are fulfilled:

  • The applied template is defined with the Init from existing field set to YES.
  • The corresponding interface file field value is blank.
  • The constant value, for the corresponding field in the template indicated at transfer, is not defined.
  • The initialization code of the field is NOT set to NI (No initialization) for the template, which was indicated at transfer.

If a document is found for a given reference, but it differs from the payment’s debtor (the one provided in the interface file or defaulted by the system from the first found settlement document), then this document will be omitted in the same way as if it would not point to any existing document. In other words, the cross-debtor settlement is not applicable for this method. This is to minimize the risk of accidental settlements for this more automated method.

If a reference provided in the settlement interface file does not indicate any document in the transaction file SRODTA, then it is excluded from the settlement process. No error code is assigned by the system if a referenced document is not found and therefore omitted. It means that the user will not be notified and the incorrect references will not be available for correction.

 NO
*DOC_LISTE Doc list settlement with editor This option is dedicated to create a settlement for a payment with several documents and can be applied both for manually registered and imported payments. Documents to be settled must be identified by:

  • the document type and number
  • the document number
  • the bank reference number, or
  • the reference number

A dedicated panel is displayed and you are prompted to enter the settlement data for the newly created settlement or to correct erroneous settlement information, if it is sent from the interface.

 NO
*DOC_LISTX Document list settlement view text This settlement option is based on *DOC_LIST, with the following exceptions:

  • There is a new settlement editing program (FSR980, Settlement information entry). This panel shows the imported payment data as well as the text attached to the payment.
  • If the document settlement option is not entered, the default one is 3 (Fully settle)
 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. See Settlement options for more information.
Document settlement options The table is preloaded at installation with the following mandatory document settlement options:

Settlement option code Description Explanation
1 Standard automatic settlement If a document is marked with this option, then the document’s remaining amount or part of the remaining amount will be settled by the available settlement balance (payment amount). If the cash discount conditions are fulfilled, then the CAD document will be automatically created. If the document is not fully paid and the missing payment amount can be covered by an amount allowed for the currency’s hidden discount, then the HID document will be created for the document.
2 Change (manual settlement)

 
3 Settle fully The document marked with this option will be fully settled even if the settlement balance does not cover the settled amount. If the cash discount is granted, then the CAD document will be automatically created. Note: Hidden discount is never created for this document settlement option.
4 Cancel This option resets the settlement values to their original state. The following will occur if a document is marked with this option:

  • If no debit notes have been entered on the document level, then the initial settlement values will be reset for this document. This means that the paid amount will be reset to zero and all the document related differences will be deleted.
  • If debit notes have already been created on the document level, then the paid amount will be reset as described in the first bullet above. All difference documents except for the DNC document, however, will be deleted. A message will be sent to the user and the settlement will be interrupted.
5 Display

 
8 Debit note

 
9 Difference documents

 
10 Text editor

 
*A Settle on account The option is currently not visible on the A/R settlement workbench panel; it is internally used by the system.
*D Settle on error difference The option is currently not visible on the A/R settlement workbench panel; it is internally used by the system.
*H Settle on hidden adjustment The option is currently not visible on the A/R settlement workbench panel; it is internally used by the system.
*I Initial main doc settlement The option is currently not visible on the A/R settlement workbench panel; it is internally used by the system.
30 Settle fully if non-zero balance The option is currently not visible on the A/R settlement workbench panel. It can be defined to be used as the default document settlement option at import. The document settlement option 30 settles a document almost in the same way as DSOP = 3 (Settle fully) with the following difference:

If the settlement balance is equal to zero, then the next document marked with this option will not be settled.

It is instead automatically set to the document settlement status 4 (Cancelled) which indicates that it will be omitted by the settlement process.

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.

Optional data

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.

The following A/R payment modes are pre-defined and pre-loaded at system installation:

A/R payment mode Description Comments
BILL Bill direct accepted The BILL payment mode is pre-defined to create a payment request to be sent to a financial institution and it is not required to wait for the debtor’s acceptance. The postings created at payment proposal update depend on the document type indicated in the Connected doc type field. The document type is not pre-defined by the system.
DRAFT1 Draft (wait for accept) The DRAFT1 payment mode is pre-defined to create a payment request to be sent to a financial institution after the proposed payment is accepted by the debtor. The postings created at a proposed payment acceptance depend on the document type indicated in the Connected doc type field. The document type is not pre-defined by the system.
DRAFT2 Draft only (no accept) The DRAFT2 payment mode is pre-defined to create a payment request to be sent to a financial institution and it is not required to wait for the debtor’s acceptance, but a document enumerating the proposed payments should be sent to the debtor. The postings created at payment proposal update depend on the document type indicated in the Connected doc type field. The document type is not pre-defined by the system.
SDDB2B

SDDCOR

SDDCO1

 SEPA Direct Debit B2B

SEPA Direct Debit CORE

SEPA Direct Debit CORE 1

 The payment mode requires that the SEPADD function is activated in the Function control file. The payment mode is used in Work with A/R payment proposals to print the A/R remittance advice and to create an XML file according to the guidelines from the EPC (European Payments Council).

For more information, see Setting up the SEPA Direct Debit functionality.
EGCS External Group Consolidation System The payment mode requires that the EGCS function is activated in the Function control file. The payment mode is used in Work with A/R payment proposals to create a transfer file to the EGCS, External Group Consolidation System.
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 invoice 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 invoice texts file Entries must be created if you want to use the interest invoice issuing function, and have user-defined texts on the documents.
Interest rules Entries must be created if you want to use the interest invoice issuing function to establish the parameters that should form the interest invoicing rule.
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.

Related topics