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QAD 2008 Enterprise Applications - Enterprise Edition User Guide

1. Report Set 1 GL Transaction 100001 What If and Official GL Transaction 100001 saction 100002 GL Transaction 100001 Isaction 100002 GL Transaction 100001 paction 100003 Insaction 100002 lsaction 100003 GL Transaction 100002 paction 100004 Insaction 100003 lsaction 100004 GL Transaction 100003 paction 100005 Insaction 100004 lsaction 100005 Official GL Transaction 100004 Insaction 100005 For Approval Postings ry i GL Transaction 100005 Management i Postings PE E Approval Process What If Postings Figure 5 62 shows a series of transactions that were posted to the transient layer in order to test a GL simulation scenario what if postings By running a set of GL reports and selecting the daybooks that contain the transient layer simulations and the relevant official layer postings the user obtains Report Set 1 The figure also shows a set of transactions posted to the management layer for auditor adjustments By running a set of GL reports and selecting the daybooks that contain the management postings and the relevant official layer postings the user obtains Report Set 2 The For Approval postings contain a set of preliminary postings When these postings are reviewed and approved by a manager they can then be transferred to the official layer Transient Layer The tra
2. Fig 2 12 Select a document xl Document Attach Look in 2 Local Disk C S Q i rr le Program Files Sliviewlink bat J CA LIC PROGRESS my QAD Applications ksp log clientmail aan qad logo gif cvs QUARANTINE B rest xls diff gxtend docs E spoolerlogs Documents and Settings temp Downloads winpows helpalert wmpub instlog Bm Interwise a md IWJavalog S aexsetup bat KSYEdit B COMLOG txt KVSEdit 3 1 Wdelprof exe lviewpro e Fulldisk exe My Recent Documents Desktop io My Documents c ix hme on CONT54 om LO an Cia File name Places Files of type All files z Cancel L When you click Attach a standard Windows Open dialog displays so you can select the document you want to attach The number of attached documents displays in the menu To see the attachments click the chevron in the top bar on the screen Each linked document displays in this view and can be removed if necessary Figure 2 13 illustrates one document attached to a customer invoice Click the document name to open it Note You must have an application associated with the document type to open it for view Right click the attachment to open delete or copy it Deleting the attachment does not affect the original file on the operating system Click the chevron to expand or collapse the attachment area FAQAD 46 User Guide QAD Financials A Fig 2 13 Attached Document Fig 2
3. Taxable Address Tax Is Included Federal Tax State Tax Miscellaneous Tax 1 Miscellaneous Tax 2 Miscellaneous Tax 3 Tax in City Tax Zone Tax Class Tax Usage Field Descriptions Taxable Address Select this field if business activities for this address are normally subject to tax The taxable status of the address defaults to transactions where the address is used Note A taxable status does not necessarily mean a tax amount is calculated You can use tax types and zero percent tax rates to report tax exemptions Tax Is Included Indicate if line item prices for this address normally include tax The value of Tax Is Included defaults to the header of transactions created for this address Clear Tax is calculated and added to line item prices Select The prices include tax During line item entry the system retrieves the item price reverse calculates the tax amount and displays the item price exclusive of tax Federal Tax Enter the tax ID assigned to this address by the federal or national government FAQAD 330 User Guide QAD Financials A FAQAD Tax ID prints on tax reports and other selected documents such as orders and invoices where it is legally required If Tax Report is selected on the General tab the Federal tax ID must be unique otherwise related business relations can share an ID State Tax For reference and documentation purposes enter either a s
4. Fig 7 8 Journal Entry Quantity Grid vx y JournalEntryy Toos GoTo Attach d 523 1 amp X E E Ed GO Ed Journal Entry Create Y Year 2007 06 Posting Date 06 19 2007 Daybook Code QADJE E 000000007 Layer Type OFFICIAL Save As Template r Desctiption Template Code Replacement r Dignal Posting a Sequence Number 000000000 Reversal Bn BL Account SubAccountC CostCe Description b Cur BC Debit BC Credit B 111666 1000 USD 20 000 00 0 00 Quantity UM 500 00 HOURS Cost Center Code Structure gt 1000 n GL Account b Sub Account C Cost Ce Description Curr BC Debit BC Credit dqun m 2 Currency View Base Currency yj Balance USD 20 000 00 0 00 Field Descriptions Quantity Enter a positive or negative quantity amount UM This field displays the unit of measure defined for the account Intercompany The Intercompany grid is displayed when the account specified in the posting was defined as an intercompany account enabling you to perform intercompany transactions An intercompany transaction is a GL transaction or journal entry that affects only one entity but contains an intercompany code within the GL transaction as a reference to another entity Cross company transactions span more than one entity Note When viewing journal entries for which there are cross company postings you can view the cross company postings by right clicking the postin
5. 0 2 000005 92 Changing the Current Domain 0 0 0 eee eee eee 100 Setting Up Profiles 24 ee IR o eee le ec haa oak 102 Profile Types ioo pr epa etek eee ERE 104 Creating Profiles scosese coat bee ssl abe IE be ETE 105 setting Up Entities s ios dssdo dede awa ea ea ewe kc b c aa 106 General Tab s seseo saa sta oup PR a a dae seed sales 108 Shared Sets Tab oce o ceases erie Meee De E ER eee ER d 111 Additional GL Numbering Tab 0 0 0 0 ee eee eee 111 Reference Information 0 0 0 cece urrara rre 113 Default System Domain Data 0 0 0 eee eee 113 Chapter 4 Setting Up Multiple Currencies 115 OVEIVIEW sis edere exe db ed UR Es pee eer LIE ERE EE E 116 Statutory Currency 22 gai had et hea ee eke bbe pep ER RO a 118 V vi User Guide QAD Financials A Rounding Methods 040 0 rema ber e EVE 120 CUITENCICS o sico ced Er ey Re bo dead RE bead AEQ ERI d es 122 Exchange Rate Types i esee stewed ide n RR Red RE Ron qo 124 Exchange Rates 5 1 rebel sdendaksauaiag gre e ac ded acd 127 Inventory Exchange Rate 0 0 0 cece eee eee eee 130 Derived Exchange Rates 0 0 cece cece eee eee nes 132 Realized Gain Loss Accounts 0 0 c eee eect ene 134 Purchase Gain Loss Accounts 00 c cece eects 135 Currency Display ule oy bs Seas Pee a Ps hata Pl ad Dae 137 Chapter5 Setting Up General Ledger 139 OVerVIeW 4 e
6. 0 cece eee eee 220 System SAF Concepts 0 00 cece eee ee eee eee 222 User Defined SAF Concepts 0 0 0 c eee eee ee eee 227 Creating SAF Concepts 0 0 c eee eee eee eee 231 Creating SAF Codes 00 eee eee eee nes 232 Creating SAF Structures 2 0 0 cee eee eee 234 SAP Defaul ng soes ceneje nenii ee haan Oe ead Dee d 235 SAF Reporting and Related Views 0 0 0 2 cece eee 237 Setting Up GL Correction Control 0 0 eee eee 238 Correction Example 0 0 cee cece eens 239 Configuring Transactions in GL Correction Control 240 Accounting Layers usu e prt ead Se haa eed aad eee eins 245 Transient Layer arcate bee ee e e ee ewe ras 247 Management Layer 0 0 eee cee eee 248 Official Layer noct or ee eee ee ee ecc 248 Creating GL Layers 0 0 eee eee 249 Using Day bDOOKS 2 nacre sts cena idee Lies ed an ed ae 250 Daybook Reporting Groups 252 Defining Daybooks 00 0 cece eee 253 Financial Daybooks 0 0c cece eee eee 256 Operational Daybooks 0 0 cece eee eee 258 External Daybooks area cece eee ees 273 Modifying Reporting Daybooks lessen 273 Defining the GL Calendar 0 0 0 cece eee eee 275 Closing Periods at Month End 0 0 0 0 c eee eee ee eee 277 Year End Closing eieo eas daa e bese ede tesa eden 277 Period Types ic 6 6 tie cep er ea ek bee hoe ARE EU tired
7. Bank Number Excel Integration Bank Account No Formatted Number Active b Defaut Extension e Field Descriptions Bank Account Number Specify the bank account number Formatted Number This field displays the formatted bank account number See Define Bank Account Formats on page 832 Active Indicate if this is an active record Default Specify the default bank account number FAQAD 368 User Guide QAD Financials A FAQAD Extension Specify the bank extension number Validation Indicate if the account number must be validated SWIFT Code Specify the SWIFT code Type Specify the parent type Customer Supplier or GL Branch Specify the branch associated with the bank Parent Object Code Specify a customer supplier or GL code Business Relation Code Specify the bank business relation code Curr Specify the currency code of the bank account Entity Code Indicate for which entity the bank number can be used Own Bank Number Specify the number of your bank to be associated with this customer or supplier bank Payment Format Specify the code set up in Payment Format Maintain associated with your bank account number Payment Instrument Specify the payment instrument associated with the payment format associated with your bank account Referenced This field indicates if the account is already referenced within the system Bank Account Format Specify the code set up
8. SAF Concept Code SAF Concept Description s E Active iv Field Descriptions SAF Concept Code Enter a code maximum 20 characters that identifies an SAF concept SAF Concept Description Enter a brief description maximum 40 characters of the concept code This field is mandatory the description cannot be blank You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 System When this read only field is selected this is a system concept it cannot be deleted Active Indicate if this is an active SAF concept The effect of this field is described in Active and Inactive Records on page 73 Creating SAF Codes Use the SAF Code activities 25 3 7 2 to create the values that you assign to an SAF concept They generally correspond to the individual item for which you require analysis For example you can track transactions relating to a particular vehicle belonging to the organization by creating an SAF code of the vehicle registration number Every SAF concept must have at least one default SAF code defined in the SAF structure where it is used and you can link any number of codes to the same concept Setting Up General Ledger You build SAF analysis for an account by creating an SAF code for each type of transaction that updates the account Note SAF codes are created automatically by the system for system SAF concepts based on database records
9. Print Preview Attachments Code 09 31 Create COA Cross Reference Description COA 09 01 amp J AltemateCO4 Description ColumnLabel Level Sequence Leaf 5 Altemate COA Group Code P 4 ACT BANK 1 001 o Bank Altemate COA Description ColumnLabel Level 4 Sequence Leaf Altemate COA Group Code ACA Bank RMB 2 001001 Bank AC 1 2 Bank USD 2 001002 iv Bank Alemate CO Description ColumnLabel Level Sequence Leaf Altemate COA Group Code P 4 AC2 Cash i 002 CASH Altemate COA Description ColumnLabel Level Sequence Leaf Altemate COA Group Code 4 CASH AMB 2 002001 Code Enter a maximum of 20 characters to identify the alternate COA structure Fig 5 27 Alternate COA Structure Create 25 3 21 1 FAQAD 188 User Guide QAD Financials A FAQAD Description Enter a brief description maximum 40 characters of the alternate COA structure You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Alternate COA Enter a maximum of 20 characters to identify the alternate COA account code Description Enter a brief description maximum 24 characters of the alternate COA code Column Label Specify a column label for child non first level accounts Column labels only appear in the Columnar Ledger report in Chinese Accounting Each column label specified for a child account is printed as a
10. The revaluation account is the account into which the revaluation results are posted that is the profit or loss Note Only the system account and the revaluation account for sub ledger accounts are used in the posting However for standard GL accounts the source and revaluation accounts are the same and the source account is also used in the posting Sub ledger accounts require a separate target account for revaluation The target account in these cases is a separate standard GL account in which you post the exchange rate differences These separate accounts are then reconciled to the general ledger General Ledger Transactions 449 For all account types the unrealized loss or gain must be posted to one of the following accounts Unrealized Exchange Loss Unrealized Exchange Gain You can define only one of each type of account in a shared set and you can configure only one set of revaluation accounts in each shared set The system uses the same set of accounts for both transaction currency and statutory currency revaluation See System Accounts on page 148 for details on creating unrealized and realized loss gain accounts Revaluation Example The base currency of an entity is British pounds GBP AR account 12785643 is denominated in Euros and has a balance of 10 000 On the day of posting 10 000 is equivalent to 6 800 However at the end of GL period 10 000 is equivalent to 6 600 Becaus
11. Account Project Use to define projects when project analysis is being defined for an account Specify this profile for the Project field in GL Account Create Project Purchase Account Use to default the Purchases account for non inventory purchases Account Setting Up Financial Foundations Profile Type Description Shared Set Type Sales Account Use to default the Sales account for non inventory sales Account Sub Account Use to define sub accounts when divisional analysis is being used Specify this profile for the Sub Account Profile fields in Customer Create and Supplier Create Sub Account Supplier Account Use to define supplier control accounts Specify this profile for the Purchase Account Profile field in Supplier Create Account Creating Profiles Use the Profile activities 36 1 1 4 to create view modify and delete profiles Profile Create 105 Fig 3 16 Profile Create GoTo Actions J Tools 9 Attach G Print Preview Attachments Profile Code AccountProfile F Description r Profile Type B Shared Set Typ Active Linked Object Field Descriptions Banking Entry Daybook Profile Cash Paid Daybook Profile Cash Received Daybook Profile Cost Center Profile Customer Account Profile Project Profile Purchase Account Profile Sales Account Profile Sub Account Profile Supplie
12. If a validation is successful the data is saved to the database the screen is cleared and you can begin creating another record using Save and Create If you clicked Save after successfully saving the screen goes to View mode so that you can verify the data You can select Modify from the Action menu if you want to make additional changes Depending on your user configuration option the successfully saved window can be closed automatically Cost Center CC14 has been saved successfully Most actions such as Save and Create also have keyboard shortcuts for example Control S for Save and Control N for Create New These shortcuts are listed in the Actions menu User Interface 53 Fig 2 21 Error Prompt when Saving Data Fig 2 22 Record Saved Message FAQAD 54 User Guide QAD Financials A Fig 2 23 Translating Account Description FAQAD Using the Translation Option The Description fields for most component based records support a translation option The initial description is essentially language neutral However clicking the Translation button to the right of the Description field copies that description into a record for each available language Note One of these languages is the language of the current domain While most descriptions are likely to be entered in that language initially the description is linked to a language only by setting up the translations P Translations Purchase La
13. lt Fixed Asset Maintenance 32 3 Domain Account Control 36 9 24 This program prints a report of any invalid combinations it finds and lets you identify account combinations that have been invalidated for example because of inactive elements FAQAD 220 FAQAD User Guide QAD Financials A Validations are based on tables and fields delivered with the standard product If your environment includes custom tables or fields you can use Account Table Field Maintenance 36 9 21 to add custom information before running the validation procedure Supplementary Analysis Fields The system provides sub account cost center project and SAF analysis to be used for additional analytical reporting on transactions SAF analysis is optional but lets you create detailed views of data Using SAFs you can analyze a single account in many different ways by filtering based on the SAF codes included in the postings to the account A carefully planned set of SAF structures avoids the need to set up separate COA elements for individual reporting SAF analysis can be applied to all standard GL accounts except for Bank Closing and Tax SAF analysis is not supported for System accounts except for Purchase Order Receipts You can apply SAF analysis to both revenue and expenses and normally a separate SAF structure would be set up for each of these types of transaction SAF analysis can be further streamlined by using system SAF conce
14. Address Type on page 320 for details The creation of operational address types is described in User Guide QAD Master Data Segregation of Duties Since important financial information such as accounts and credit limits is associated with customers end users and suppliers these records are created and maintained within the Accounts Payable and Accounts Receivable modules Employees are associated with entities and defined with other corporate setup data This supports segregation of duties requirements mandated by many regulatory bodies Setting Up Business Relations However customers and suppliers are also used in operational functions such as manufacturing sales and purchasing End users and employees are used in the Service Support Management SSM module End users are referenced on calls contracts and service returns employees are set up as service engineers who respond to calls Typically financial staff do not have the expertise to define the data related to these operational functions For this reason additional operational data can be set up in supplementary maintenance functions Customer Data Maintenance 2 1 1 Supplier Data Maintenance 2 3 1 End User Data Maintenance 11 9 1 Engineer Maintenance 11 13 1 To facilitate the collaboration required when defining new customers suppliers end users and employees e mail notifications are sent to specific user roles when new records are create
15. Grid Context Menu Commands Export to Excel This command is enabled only when the grid includes data All browses and grids can be exported to Excel See Exporting Data to Excel for Reporting on page 68 Delete a Row To delete a row right click in the row and select Delete a Row from the context menu or press the Delete key on the keyboard The system prompts for confirmation before deleting the TOW Insert a New Row Right click and choose Insert a New Row from the context menu or press the Insert key This either opens a new row for updating the required data fields or displays a new screen for data input see Figure 2 16 on page 50 Insert a Child Row This command is available only in a grid that supports subordinate rows with data related to a parent row Copy a Row Right click in the source row you want to copy and choose Copy a Row A new row is created with the copied data You must modify the key fields before you save the record Columns Right click on the grid header and choose Columns to display a dialog for changing which columns display in the grid and other grid details The same option is available for browses and is described in Customizing the Column Layout on page 62 Save Current Grid Settings This option is available when Allow Save of Grid Settings is enabled system wide and automatic saving is not Choose the option to preserve the changes you have made to the grid Reset to Initial Set
16. Posting Lines Journal Entry Create Y Year 2007 06 Posting Date 06 19 2007 v Daybook Code QADJE 000000007 ayer Type OFFICIAL Save As Template r Description fi Template Code Replacement r Oriana Posting 7 Sequence Number 000000000 Reversal r GL Account SubAccountC Cost Ce Description gt Cur BC Debit BCCredt 9 B 128899 20 0100 USD 0 00 0 00 Sub Account Code 4 20 Cost Center Code t Structure 0100 Project Code Description Structure y PROJOOOT BH GL Account t Sub Account C Cost Ce el Description Curr BC Debit BC Credit Ue Currency View Base Currency Balance USD 0 00 0 00 Save and Create Save Close Field Descriptions GL Account Specify a GL account code Description This field displays a brief description of the posting line This defaults from the header Currency Specify the transaction currency code If a currency has been defined for the GL account the system loads it by default If no currency is defined for the account the system uses the domain base currency The default accounting exchange rate is applied for multi currency transactions See Currency on page 435 for details on entering values in a non base currency For details on currencies and exchange rates see Currencies on page 122 and Exchange Rates on page 127 Debit Enter the debit amount for the transaction The credit amount is s
17. Recurring Entry Use the Recurring Entry activities 25 13 4 to create view modify and delete recurring entries and to process recurring entry postings Recurring entries are transactions that are repeated regularly such as monthly rent payments Figure 7 34 shows the process map for recurring entries Recurring Finance General Ledger Transactions 475 You can run recurring entry transactions in several GL periods eliminating some of the manual effort required An expected end of year expense might be accrued month by month to distribute the effect on the balance sheet Rather than making a manual entry each month you can set up a recurring entry A recurring entry consists of a posting template linked to a posting calendar If you have created a recurring entry recorded in the transient layer you then post the entry to the official layer using Recurring Entry Post If the template was recorded in the official layer the postings step is not required Example An organization pays 12000 a year to rent an office and the rental expense for the entire year is allocated to a rent prepayment account and accounts payable is credited The rent is recorded as a supplier invoice and the initial 12000 to the rent prepayment account is entered on the Matching Posting tab of the Supplier Invoice screen The daybook used must be of type Matching Daybook Matching Daybook Rent Prepayment Acct Accounts Payable 12000 12000
18. Accounting layers let you define different types of transaction postings from official postings to statutory books to temporary postings for analysis or simulation See Accounting Layers on page 245 Daybooks are system or user defined views of the general ledger and contain the transaction posting lines Using different types of daybooks lets you group GL transactions to satisfy legal reporting requirements Each daybook is assigned to an accounting layer Depending upon the daybook type the layers to which the daybook can be assigned may be restricted for example Customer Payments can be assigned to the official layer only See Using Daybooks on page 250 for more information The financial calendar consists of user defined GL calendar years and GL periods You can define custom start and end dates for each GL period to correspond with your accounting cycles See Defining the GL Calendar on page 275 Costs and revenues can be allocated directly to the relevant GL accounts sub accounts cost centers and projects during journal entry However for some costs such as utility bills organizations may prefer to define and run an allocation after the journal entry is created depending on how the organization chooses to apportion such overhead costs across departments and divisions See Financial Allocations on page 295 for information on defining an allocation structure General Ledger Flow The general ledger is a
19. Customer Code gt equals 5J A X Seach Clear Al Business Relation v equals X 5 x Search Name v equals X x Name starts at X x Active v equals x Viewing 1 100 of 134 Records per page 100 gt a e Customer Code Business Relation Code Name id Address gt ZipCode City S County State County gt y 00010000 00010000 Generic Customegras 7453 Tinton Falls e Create 002 002 HondaDela 2 View GR 10001 00000000 SHIPPING TESTS etl City ia dr desir e Maintain Credit Limit zi ux 1011K 1011K Kelhay e Excel Integration 845 City AZ USA 4000 4000 ABC Company ES hee noche F960 Monisto 101 N USA 4001 4001 ABC Distribution B766 Via Rosa 302 CA USA 4002 4002 ABC Parent Co g RE eem boi2 New York NY USA 4003 4003 ABC Company Customer Balance p210 Littlerock 201 AR USA 4010 4010 Medical Compan customer Account Activity b011 San Francisco CA USA 4020 4020 SSC Inc j Customer Data Report 8T 2v6 Montreal QUE CN 4030 4030 Memory Consuite SS Customer Open Item Report Eo Monterey CA USA 6000 6000 ABC Company St Dump XML 7350 Morristown NJ USA 6002 6002 ABC Parent Co 45 Averell Place 10012 New York NY USA 6010 6010 Medical Company 110 Route 24 West 95011 San Francisco CA USA 6020 6020 French Distributor 1 Rue de Triumph M25034 Paris FR 6050 6050 DRK Manufacturing 74 State Street 13463 Rochester NY USA 7000 7000 ECommerce Cust 1 Ecommerce Dr 07960
20. Daybook Code Specify the daybook code of the recurring entry Frequency Choose a type of frequency to filter the recurring entries in this period Update Type Choose an option to indicate if details in the template can be updated when the postings are run Allowed You can optionally update posting details marked as Allowed Posting details with this status are displayed in green Forbidden You cannot update posting details marked as Forbidden Posting details with this status are displayed in black Mandatory You must update posting details marked as Mandatory Posting details with this status are displayed in blue End Date Specify an end date for the recurring entries FAQAD 480 User Guide QAD Financials A FAQAD Code Specify the code that identifies the recurring entries you want to post Click Apply to display all recurring entries that match the search criteria Click OK to post the recurring entry transactions Reversing Transactions Use the Reverse Transactions activity to reverse activity on existing journal entries Reversing journal entries are made on the first day of a new GL period to reverse the effects of adjusting entries made on the last day of the previous GL period without changing the period or amount Reversing entries are used for two purposes Correcting errors Correct a posted transaction by posting an opposing entry to net out the original amounts Posting accruals such as pa
21. Enter the daybook the system uses for generating correction invoice numbers for negative correction amounts This must be an active daybook defined in Daybook Create FAQAD 266 User Guide QAD Financials A FAQAD For AR daybooks the Daybook Type value depends on the setting of the GL Correction field in GL Correction Control If the GL Correction field is set to Yes specify a Customer Invoice Corrections daybook If the GL Correction field is set to No specify a daybook type of Customer Credit Note This field displays only when Use Correction Invoices is Yes in Sales Order Accounting Control For AP daybook sets this field only displays if you set the Accounts Payable field to Yes in the AP AR Correction section of GL Correction Control 25 13 24 Specify a daybook type of Supplier Invoice Corrections Correction Credit Notes Negative Enter the daybook the system uses for generating credit note numbers for negative correction amounts It must be an active daybook defined in Daybook Create For AR daybooks the required daybook type depends on the setting of the GL Correction field in GL Correction Control If the GL Correction field is set to Yes specify a Customer Credit Note Corrections daybook If the GL Correction field is set to No specify a Customer Credit Note daybook This field displays only when Use Correction Invoices in Yes in Sales Order Accounting Control For AP daybook sets this field only displays if
22. Every month in the standard Journal Entries daybook used for recurring entries the rent expense account is debited by 1000 and the rent prepayment account is credited for the month s office rental Journal Entries Daybook Rent Expense Acct Rent Prepayment Acct 1000 1000 QAD 476 User Guide QAD Financials A Fig 7 35 Recurring Entry Create FAQAD x Recurring Entry Tools GoTo Attach kd 55 WG X my Recurring Entry Create Y Code Recurl Active iv Template Code TempRecur2 E Frequency Monthly v Start Date 06 19 2007 Daybook Code QADJE E Update Type Allowed y End Date 06 19 2008 xi BC Amount 1 200 00 Reverse in Next GL Period n Drag a column header here to group by that column Code Status Posting Date ReversingDate BC Amount GL Cal Year p Recurl Waiting 06 19 2007 1 200 00 06 2007 Lo Recurl Waiting 07 19 2007 1 200 00 07 2007 co Recurl Waiting 08 19 2007 1 200 00 08 2007 Recurl Waiting 09 19 2007 1 200 00 03 2007 Recurl Waiting 10 19 2007 1 200 00 10 2007 Lio Recurl Waiting 11 19 2007 1 200 00 11 2007 i Recul Waiting 12 19 2007 1 200 00 12 2007 Recul Waiting 01 19 2008 1 200 00 nul 2008 cn Recurl Waiting 02 19 2008 1 200 00 02 2008 afi Save and Create Save Close Field Descriptions Code Enter a code maximum 20 characters to identify the recurring entry Active Indicate if this is an
23. Exchange Rate 03596888335 Scale Factor 1 0000000 Setting Up Multiple Currencies Field Descriptions From Currency Code Enter the first currency of the exchange rate relationship It must be a valid active currency and cannot be the same as the To Currency Code To Currency Code Enter the second currency of the exchange rate relationship Exchange Rate Type Specify the business area where the exchange rate is applicable See Table 4 1 on page 124 for a list of values Valid From Enter the start date of the currency exchange relationship The effective period of an entry cannot overlap with another entry for the same relationship The exchange rate relationship is used as the default for all transactions during the specified time period Valid To Specify the date after which the exchange rate type becomes inactive When creating a new exchange rate type the system proposes a default validity end date based on the value you entered in the Default Validity field in Exchange Rate Type Create for the exchange rate type However you can overwrite the default value You can only specify a value in the Valid To field if The Use Validity End Date field is selected in Exchange Rate Type Create for the exchange rate type You are using Exchange Rate Create You modify an exchange rate for which the Valid From field contains the highest value latest date for all existing exchange rate records for the same combination o
24. Journal Entry Cr TX Journal Entry gt Te Attach id gs 3 x B Journal Entry Create Y ear 2007 06 Posling Date 06 20 2007 zj aybook Code JL 000000023 ayer Type OFFICIAL Save As Template i Template Coc Replacement E Sequence Number 000000000 Reversal E GL Account SubAccountC 4 CostCe Description 4 Cur BC Debit BC Credit B oooo004P USD 0 00 1 000 00 B 4093 USD 0 00 1 000 00 P Journal Entry Create Journal Entry Create Year 2007 06 Posting Date 06 20 2007 Y Daybook Code oa 1 000000000 Layer Type xax Save As Template n Description ENSE Template Code Hi Replacement r Briginal Posting D H Sequence Number o00000000 Reversal r GLAccount SubAccountC Coste Description Cur BcDex BCCredt B 4099 USD 1 000 00 0 00 dsl Intercompany Code Cross Company Code 4j 1000 GL Account SubAccountC Cost Ce Description Dur 6 BC Debit BC Credit gt j You are now in the original entity and the transaction is balanced Click Save to post the parent transaction Generate a GL Transactions by Intercompany Code Report 25 15 1 5 and select the parent entity in the criteria to view the posting details To view details of the child transaction rerun the report for that entity Note When viewing journal entries for which there are cross company postings you can view the cross company posting by right clicking the posting line and selecting th
25. The management layer is also optional and you can define custom management layers which behave in the same way as the system defined layer Note Postings to the management layer do not update account balances You cannot transfer postings to another layer from the management layer Official Layer The official layer is mandatory and system defined All official postings are posted to the official layer and cannot be deleted or transferred to another layer Setting Up General Ledger 249 The official layer is used for statutory postings for example fiscal stock valuation or fiscal depreciation Important Postings to the official layer cannot be deleted or transferred The official layer can accept transfers from the transient layer only Creating GL Layers Use the GL Layer activities 25 8 14 to create view modify and delete GL layers of all three types Fig 5 63 I Gi Layer Create ids GL Layer Create Layer Toolsy GoTo Attach ld kh 3 gt i X Layer Create Layer Code Description X Layer Type sx Active iv Field Description Layer Code Specify a code maximum 20 characters that identifies an accounting layer Description Enter a brief description maximum 40 characters of the accounting layer You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Layer Type Select a layer type from the drop down list management
26. UpperLimitDate GLPeriodType LastModifiedUser L 01 01 01 2008 01 31 2008 01 01 2008 01 31 2008 Normal m 02 02 01 2009 02 28 2008 02 01 2003 02 28 2008 Normal m 03 03 01 2008 03 31 2008 03 01 2008 03 31 2008 Normal m 04 04 01 2009 04 30 2008 04 01 2003 04 30 2008 Normal m 05 05 01 2009 05 31 2008 05 01 2003 05 31 2008 Normal r 06 06 01 2009 06 30 2009 06 01 2009 06 30 2008 Normal Fei 07 07 01 2009 07 31 2008 07 01 2008 07 31 2008 Normal a 08 08 01 2009 08 31 2008 08 01 2009 08 31 2009 Normal B 03 09 01 2009 03 30 2008 09 01 2009 09 30 2009 Normal NH 10 10 01 2003 10 31 2003 10 01 2003 10 31 2003 Normal 11 11 01 2009 11 30 2003 11 01 2003 11 30 2003 Normal 12 12 01 2003 12 31 2003 12 01 2003 12 31 2003 Normal Ls EEE w FAQAD Setting Up General Ledger 281 Field Descriptions GL Calendar Year This field displays the new GL calendar year GL Pd Specify a period number By default periods are numbered 1 to 12 It is possible to create a maximum of 99 GL periods for a GL calendar year Start Date Click the down arrow to select a period start date This is the official start date of the calendar period End Date Click the down arrow to select a period end date This is the official end date of the calendar period Lower Limit Date Click the down arrow to select the lower limit posting date for this period This date defines how many days before the start of the period that you can post transactions for that period
27. Use the following characters to build the format 91s 0 9 only e lis any letter A Z are treated literally Example For tax IDs in Italy the first two characters must be IT followed by exactly 11 numbers 0 9 To specify the format for Italy enter 199999999999 For Austria the tax format is the letters AT followed by 9 letters or numbers To validate for this format you need to create validation rows as follows AT999999999 State Most countries are subdivided in smaller jurisdictional areas The names of these areas are defined in the State function and specified when creating business relations Note You can also use the State function to define provinces or other types of legal reporting units Use the State activities 36 1 3 2 to create view and modify state records You can also delete a record that is not referenced in the system Fig 6 5 ex State Create Statey Toos GoTo Attach id kh 3 gt i X State Create State CA Description California E Active v Field Descriptions State Enter a code maximum four characters that identifies a state This field is mandatory the code cannot be blank FAQAD 318 User Guide QAD Financials A Fig 6 6 County Create AQAD Description Enter a brief description maximum 40 characters of the state This field is mandatory the description cannot be blank You can optionally enter descriptions in more than one language See
28. Using the Translation Option on page 54 Active Indicate if this is an active record The effect of this field is described in Active and Inactive Records on page 73 County Some countries states or provinces are subdivided into smaller jurisdictions called counties Define official county names and specify them when setting up business relations Note You can also use the County function to define any smaller regional unit relevant to your country s jurisdictional organization Use the County activities 36 1 3 3 to create modify and view county codes You can also delete a record that is not referred to in the system You can use the Excel Integration option 36 1 3 3 5 to export records to or load records from an Excel spreadsheet ATEA x Countyy Toolsy GoTo Attach d wh 7 i X County Create County Code Cw gt Description Carlow Active iv Field Descriptions County Code Enter a code maximum three characters that identifies a county This field is mandatory the code cannot be blank Description Enter a brief description maximum 40 characters of the county This field is mandatory the description cannot be blank You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Setting Up Business Relations 319 Active Indicate if this is an active record The effect of this field is described in Active and I
29. 00 0 eee eee eee 47 Expand Button opere fae eee he ee aes 51 Saving Records 4 22222 ans ee Shao tess ita tepa SEP ER Pads 52 Using the Translation Option lssseseeee eese 54 Using Browses and Search 0 0 0 eee eee ees 55 Search Criteria nists acad dee eter EI Eure ph dee de 56 Stored Searches 1 22 on etos ea eroe a ege 58 Managing Search Results 0 0 eese 62 FAQAD Contents Chart Designer coss cor RE ORE pep E RE CERNEE dees 66 Integrating with Microsoft Excel ssseeeeee eh 66 Exporting Data to Excel for Reporting 0 00005 68 Advanced Excel Integration 0 0 cece eee eee eee 68 Creating a Template to Export to Excel 0000 0 72 Active and Inactive Records 0 0 eee cee eee 73 Accessing Application and Interface Help 0 0 0 ce eee eee ee 74 QAD Assistance Panel 0 0 0 ccc ee eens 75 Chapter 3 Setting Up Financial Foundations 77 Introduction P 78 Data Leyels oreet EE ver etu vepres tbe EERE EA 79 Setting Up Shared Set Codes 0 0 eee cee nee 82 COA Mask Shared Sets 0 0 0 eee eee ee 85 Shared Set Merge ico teed esis edi cube CV RR dba aa ee 85 Setting Up Domains 0 0 III 88 Domain Concepts seses sir edi eneren e Rr Re RE Rer een 88 Domain Prerequisites 0 2 ee eee eee 88 System Domain o ece 0 0 cee een nes 89 Creating and Confirming Domains
30. 172 User Guide QAD Financials A FAQAD SAF Code Select a default SAF code Last Modified Date Time and User These read only fields display the ID of the user who last updated this record and the date and time of update Projects Projects are chart of account COA elements that provide analytical reporting on activities such as engineering design work or production rework You can associate a range of account codes sub account codes and cost centers with a specific project or multiple projects The GL mask determines the valid COA combinations account sub account cost center and project for posting Before creating projects you must define two required codes project groups and project status codes You can post transactions to a project only if its system status is active Figure 5 15 shows the process map for creating projects Setting Up GeneralLedger 173 Fig 5 15 Project Process Map Project Groups Use the Project Group activities 25 3 11 6 to create view modify and delete codes for categorizing a collection of projects for reporting purposes FAQAD 174 User Guide QAD Financials A Fig 5 16 Project Group Project Group Create TX Create Project Group Tools Gc To Attach id zh 2 B x Project Group Create Y Code Description EZ iv Active Field Descriptions Code Enter a code maximum of 20 characters to identify the project group Description Enter a des
31. 25 13 1 14 lets you create a journal entry that reverses automatically in the next GL period you do not have to manually reverse the transaction You also have the option to use correction of accounting for the reversing journal entry When you create a posting in Reversing Journal Create 25 13 1 14 both the original and reversing journal entries are created Fig 7 42 Reversal Reversing Journal posting ase 5 Aden 3 Toots i ff Mach S Prit X Proview Create date mrs Gum Darto Code OAL 00000066 orna Saee As Template Reversal posting date Reversing Journal Create is based on Journal Entry Create and contains many of the same fields However the following two fields are exclusive to reversing journal entries Reversal Posting Date The reversal posting date defaults to the first day of the GL period following the original journal entry posting date However you can change the default date and specify a new date Note The reversing posting must always be posted to a future period The posting occurs even if the posting GL period is not yet open Correction Select this field to reverse the journal entry as a correction When you create a correction the postings are netted out and the balance becomes zero FAQAD 486 User Guide QAD Financials A FAQAD Example A company uses temporary workers during December 2008 and the cost estimate is 18 000 The actual invoice will not be received until Jan
32. 3 Click Search or press Enter Figure 2 26 illustrates the results GL Account Browse for Modify X Fig 2 26 Using Search Actions amp Print wy Add to Favorites ulg Chart i Chart Designer Q Refresh a Stored Searches Search 0000 Account v equals vit PV x Description v equals vj d x GL Type v equals X x System Type v equals wi bd x Active v equals X X x Viewing 1 20 of 20 Records per page 100 M a 9 gt Account Y Description v SubAccount v Cost Center Account 2 Y ProjAnalysis Y gt BI Real Exch Gain USD yes no no 1038 Real Exch Loss USD yes no no 1076 Realized Exch Loss EUR yes no no 1080 Realized Exch Gain USD yes no no 10804 Realised Gain A c no no no 1081 Realized Exch Gain DM yes no no 1082 Realized Exch Gain FFR yes no no 1083 Realized Exch Gain LIR yes no no 1084 Realized Exch Gain SPP yes no no 1085 Realized Exch Gain CND yes no no 1086 Realized Exch Gain EUR yes no no 1090 Realized Exch Loss USD yes no no 1081 Realized Exch Loss DM yes no no 1092 Realized Exch Loss FFA yes no no 1093 Realized Exch Lass LIR yes no no 1094 Realized Exch Lass SPP yes no no 1085 Realized Exch Loss CND yes no no 1096 Realized Exch Loss EUR yes no no 1200R Rev Acc for 1200 yes yes no 1500 m R m test cke eyk no no no Click Clear All to clear the search fields Criteria Active Use the s
33. Active O Payment Instrument Invoices per check fal DMTEST Accounts Receivabl Both iv Check 0 DTAUSZ Accounts Payable Both Vv Electronic Transfer 0 Attribute Name Description t DataType Input Option Level 4 Mandatory reason Reason for paymen Text Selectable Payment Vv Attribute Valu Description Active Default Type GroupCode 1Goods Sales of goods Vv lv DTAUSZ 111 Service Sales of services Vv DTAUSZ 111 Attribute Name Description DataType Input ption Level Mandatory costs Cost Benif Our Text Selectable Payment iv id Goods type Text Both Invoice iv 71 Commerz ID numb Integer Selectable Header iv Format Name Module b Payment Ty Active Payment Instrument Invoices per check EURCheque Accounts Payable Both Vv Check LSTest Accounts Payable Both Vv Electronic Transfer 0 sj X Lal Field Descriptions Format Name Enter a name for the payment format Module Specify Accounts Payable or Accounts Receivable depending on whether the format is used for supplier payments or customer payments Payment Type Specify Domestic Foreign or Both as the payment type A payment is defined as foreign if the country code of the supplier is different than that of your own entity The system verifies that the payment type of the format is correct based on the bank validations Ifthe validation format associated with your GL bank account in the Banking tab of Accoun
34. Adjustment View FAQAD rate gain or loss You can enter the statutory currency amount in the posting grid on the sub level detail line that opens when you click the line expander on the main GL entry line You can leave the base currency amount at zero and then enter a statutory currency amount Viewing Open Item Adjustments Use Open Item Adjustment View to browse existing open item adjustments The view displays read only details of the adjusted items and postings open Item Adjustment Browse Open Item Adjustment View X GoTo Actions f Tools Print Preview Attachments eat 2008 06 06 23 2008 M SADJ j 000000007 Daybook Type Supplier Adjustments 2008 51 000000009 2008 C1 000000028 2008 5ADJ 000000007 Type t Invoice Number Supplier Customer IG TCOrigBalance TCMovement T Supplier Invoice M 2008 S1 000000009 Supp001 Customer Invoice 2008 C1 000000028 ANOUI USD 11 00 11 00 New Supplier Invoi 2008 SADJ 000000007 Supp001 USD 0 00 42 40 Posting Templates If you plan to record the same journal entry on a regular basis posting templates let you save the posting details for reuse Templates are usually used with recurring entries in which the template is posted at recurring intervals according to a predefined schedule However you can use templates for any type of repetitive posting Figure 7 31 shows the process
35. Any change you make to a logical identifier generates an error during validation The other rows contain your business component data User Interface 71 The spreadsheet contains business component ID columns which identify the business component instances in the databases You cannot edit these IDs and you should leave these columns blank for any new rows you create Each spreadsheet can contain a number of ID columns For example when you export Business Relation data to a spreadsheet there are ID columns for business relation address default SAF contact and tax number Important All rows are imported into the system which allows you to hide unnecessary rows while working with large spreadsheets You should avoid hiding columns however as hidden columns are not imported You can create extra columns for maintenance purposes which are also not imported You can however move and resize columns in the Excel sheet Fig 2 37 Sa T Exported Excel ey id Md Spreadsheet Home Insert Page Layout Formulas Data Review 1 Business Component ID Column 1514 CN B c Column Label Row Record ID Active Supplier T 2 tCreditor Creditor ID tCreditor CreditorisActive tCreditor CreditorCo Logical Identifier Row a Sed 145141 TRUE 10074 SU 4 14515 TRUE 3000 5 14516 TRUE 3010 6 14517 TRUE 5000 qi 14518 TRUE 5010 Data Row 8 14519 TRUE 5020 3 14520 TRUE 5030 Avoid using the Sort option i
36. BC Debit BC Credit gt amp 3000 0001 Financial Services USD 0 00 1 000 00 Intercompany Reporting The GL Transactions report includes Intercompany as a selection criterion which you can use to identify intercompany transactions to be eliminated before consolidation You can net intercompany transactions using open item adjustment See Open Item Adjustment on page 460 Cross Company Transactions Use cross company accounting features to create balanced transactions between entities in a domain When transactions or invoices are generated by another entity in the organization these features let you process the transactions or invoices in your current working entity Cross company transactions use cross company control accounts to link across entities Each domain must includes a cross company control account for AR AP fixed assets inventory and manual journal entry transactions Cross company account codes are specified in the Cross Company tab in Domain Create 36 1 1 1 1 See Setting Up Domains on page 88 for more details Note The accounts specified in domain setup are used for every cross company posting line for each entity in the domain Each domain in the database uses a different set of cross company control accounts FAQAD 502 User Guide QAD Financials A Fig 7 57 Cross Company Transactions Process Map FAQAD When you enter a cross company control account on a journal
37. Bill to customer The customer paying the invoice A single bill to is assigned when the customer is set up If no bill to is assigned the sold to customer code is used as the bill to Ship to customer The customer receiving the order Ship to customer IDs are set up in the Customer Ship To function Each customer can have multiple ship to addresses Sales order header information such as default credit terms and currency is determined by the bill to customer Other fields default from the sold to customer unless a customer record was entered for the ship to address for the order These include language taxable status and other tax defaults Setting Up Business Relations 365 During order entry the bill to address defaults from the sold to unless a different bill to address is assigned to the sold to customer The ship to address also defaults from the sold to address If alternate ship to addresses are defined they can be selected as needed Before setting up customers you must first define customer type codes and credit rating codes described next Customers also require GL profiles for defining Control accounts for invoices Control accounts for credit notes Customer bank accounts Sales accounts You must set up the accounts and profiles before defining customers See Chapter 5 Setting Up General Ledger on page 139 Customer Type Use the Customer Type activities 27 20 4 to create modify view and
38. Correcting errors in posted transaction by posting an opposing entry to net out the original amounts Posting accruals such as payroll earned but not yet paid You can reverse a journal entry in two ways manually or automatically See Recurring Entry on page 474 Allocations Costs and revenues must be correctly sourced in the chart of accounts Allocation is a method of breaking a single payment or cost down to its constituent parts and identifying and distributing the correct amounts to each source component You can create allocations as templates See Running Allocations on page 486 Layer Transfer Unfinalized transactions are generally posted to daybooks in a transient layer for review or for simulation purposes Mass layer transfer lets you move postings from the transient layer to the management or official layers When transactions are moved to another layer the overall account balances remain the same but the balances are now stored in the layer to which you have moved them See Mass Layer Transfer on page 494 Intercompany and Cross Company Transactions An intercompany transaction is a single GL transaction or journal entry that indicates trade with another entity in your organization The transaction only updates the GL of the entity in which it is recorded but contains an intercompany code within the GL transaction as a reference to another entity The GL transaction posts to one entity only FAQAD 42
39. Derived Exchange Rates Exchange Rate Derive 26 4 5 lets you derive new exchange rates for currency pairings using the exchange rates between the base currency of the current entity and the base currencies of other entities in the same shared set The system determines base currencies for all other entities that use the same exchange rate shared set as the current entity For each combination of these currencies if a corresponding exchange rate of the specified exchange rate type and start date does not exist the system determines if an exchange rate can be derived using the current entity s base currency For example if an exchange rate is defined between entity base currencies A and B and another exchange rate is defined between currencies A and C you can run this function to create the missing exchange rate between currencies B and C You can specify the exchange rate type to use for the calculation and the resulting exchange rates Any of the available exchange rate types can be specified Derived Exchange Rate Example 1 Entity 1 has a base currency of EUR and exchange rates as follows 1 EUR 2 GBP 1 EUR 3 USD Entity 2 has a base currency of GBP The derived rate between GBP and USD is Setting Up Multiple Currencies 133 1 GBP 3 2 USD 1 5 For Entity 3 with a base currency of USD the derived rate between USD and GBP is 1 USD 2 3 GBP 0 66 GBP Derived Exchange Rate Example 2 The following accounti
40. Setup Process Map FAQAD For example when you specify a sub account on a source account mirroring is triggered for only those transactions that contain that sub account If the sub account field is not specified for the source account then mirroring is triggered for all transactions that update the source account Note SAF analysis cannot be used to trigger mirror accounting Setting up Mirror Accounting Configure mirror accounting using the following steps 1 Define mirror accounting for the entity or domain Mirror accounting is defined as an attribute of the entity and can be enabled per entity or per domain See Setting Up Entities on page 106 When you enable mirror accounting for the domain it is activated for each entity by default 2 Define your source and mirror daybooks See Defining Source and Mirror Daybooks on page 511 3 Define your source and mirror accounts and define the settings for split transactions if required See Defining Source and Mirror Accounts on page 513 Figure 7 62 shows the process map for mirror accounting setup Set Up Mirror Accounting Create Mirror Create Source and Mirror Create Inventory Control General Ledger Transactions 511 Mirror accounting is then enabled in the current entity when e It is activated for this entity A daybook for inventory control transactions has been defined for the entity Each source daybook has a mirror daybook Defining Sou
41. Specify the sub account code for this supplier if necessary Daybook Code Specify a daybook code for the open item Invoice Voucher Enter the invoice number Invoice Date Specify the invoice creation date Invoice Tax Point Date Specify the tax point date Invoice Reference Enter the invoice reference text if required FAQAD 414 User Guide QAD Financials A FAQAD Invoice Description Enter the invoice description This field is mandatory Posting Text Enter reference text for this opening balance posting Posting Type Specify credit or debit as the posting type TC Invoice Amount Enter the invoice amount in transaction currency Currency Code Enter the transaction currency code if this is different from the base currency BC Invoice Amount Specify the invoice amount in base currency if this is different from the transaction currency Click Calculate BC SC to fill in this amount based on the value specified for TC Invoice Amount Base Currency Code This field displays the base currency SC Invoice Amount Enter the invoice amount in the statutory currency if required Click Calculate BC SC to fill in this amount based on the value specified for TC Invoice Amount Statutory Currency Code This field displays the statutory currency code Payment Instrument This field displays the payment instrument Payment Reference Number Enter an invoice reference number if required Bank Number Enter the ba
42. Structure FAQAD 230 User Guide QAD Financials A Fig 5 55 Linking an SAF x Structure toa GL General Ledger Account Tool GoTo Attach d 3 W X Account General Ledger Account Modify Y OIVHCost Description 01 Vehicle Insurance Cos eli BL Type Standard Account i Active v Budget Group Jg Budget Enabled V Category Asset E Posting Currency Analysis Report Link Defaults Analysis Type SAF g SAF Structure Code VEHCOSTS J Sub Account 08 26 2007 m g You can analyze vehicle insurance and maintenance costs by applying SAF analysis to these two accounts By creating an SAF structure that can be applied to both accounts you avoid the need to create multiple accounts for both types of cost and also the need to create a customized SAF structure for each account 4 When you receive an invoice from the your insurance supplier you match the invoice amount with the 01 VEHINS account enabling the SAF analysis When the posting is created the SAF concepts and default codes display you can change them as needed FAQAD Setting Up General Ledger 231 Z Saf Concept Browse for Modify Saf Structure Modify Supplier Invoice gt Edit Documents Tools Goto Help aon nrg M Supplier Code ACE Ins ACE Insurance Ref Posting 2007 1 QADAPIny 1 General Addresses Financialinfo Tax SI Posting Matching Posti
43. The Banking tab is enabled when you create an account with the GL type Bank Account or Cash Account Use this tab to enter bank account details You can assign multiple bank accounts for each GL account to support each entity where the GL account is used The bank information you specify here identifies your company banks You associate these banks with customer and supplier banks in the customer and supplier functions The Customer Banking tab is described in Banking Tab on page 375 Banking activities are described in Banking and Cash Management on page 829 Right click the empty grid and insert a new row for each bank account Fig 5 10 GL Account Banking Tab Posting Currency Analysis Report Link Banking Cash Defaults Entity Code Default amp Bank Format OwnBankNumber Business Relation Code Active SWIFT Code Branck 4 100001 SOAR wa X 100002 51 7 I M gt Banking Daybook Profile Bank Daybook H P Discount Acco 3910 R Discount Account 5200 Field Descriptions Entity Code You must select at least one entity to link to this bank account usually your own entity When you select the Default field you effectively designate this account as the default bank account for your entity FAQAD 164 User Guide QAD Financials A FAQAD You must also enter at least one bank account number The bank account format is validated using the validation drop down
44. The budget daemon calculates the values posted on all WBS topics and maintains up to date values before an allocation run When using WBS topics as source you can select whether to apply the balance debit value or credit value Example The WBS topic Housing Cost is defined in a budget and linked to the GL accounts 610100 610200 610300 The total of postings on those accounts is used to calculate the source value For more information on budgeting and WBS topics see Setting Up Budgets on page 898 Setting Up General Ledger 299 Fractions Constant Factor The fraction can be a constant multiplier that is entered in the allocation definition and which can also be reviewed and changed during the execution of the allocation batch Real Fraction The fraction can be a real fraction defined by its numerator and denominator Both the numerator and denominator are WBS topics from which the value or quantity is retrieved When the allocation is run the source value is multiplied by the constant value and the real fraction Proportional Fraction A proportional fraction uses multiple fractions Only the denominator is specified to calculate the fractions The denominator is a WBS topic The numerators are implicitly defined based on the denominator There are as many numerators and thus fractions as composing elements in the denominator Allocation Targets You must define a posting template to specify how the amounts
45. The effect of this field is described in Active and Inactive Records on page 73 Normal Tab Use the Normal tab to define settings that determine invoice due dates for Normal credit terms Field Descriptions Period Type Choose the period type from the drop down list that is used as the base for due date calculation Calculations can be based on days weeks fortnights months In each case the system calculates the due date starting from the invoice date and adds the number of periods for example weeks or months indicated in the next field Days The system calculates the due discount date by starting from the invoice date and adding the number of days indicated in the No of Periods field Months The system calculates the due discount date by starting from the invoice date going to the end of the invoice month adding the number of calendar months indicated in the No of Periods field then adding the number of days specified in the Supplementary Days field Fortnight If the invoice date is prior to 15th of the month the system uses 15th of the month as the starting point for discount due date calculations If the invoice date is after 15th the system uses the end of the invoice month as the starting point in its calculations Finally if the invoice date falls on 15th or last day of month the invoice date is used as the starting point Week The system uses the date of the Saturday after the invoice date as the s
46. The target daybook must be of the same GL type as the source daybook Target Layer Code This field displays the layer associated with the daybook to which to transfer the postings Click Add to retrieve journal entries that match the criteria Grid Field Definitions Select Select the field to indicate the transactions you want to transfer Clear the field for transactions that you want to remain in the transient layer Voucher This field displays the numeric identifier assigned to the posting When the daybook of the journal entry is changed after transfer the voucher is cleared Description This field displays a description of the posting line Daybook Code This field displays a code that identifies the daybook in the transient layer to which the transaction is currently posted Target Daybook Code This field displays the target daybook for the transaction transfer Layer Code This field displays the target layer for the transaction transfer QAD 498 User Guide QAD Financials A Year This field displays the GL calendar year that the system associates with the transferred transactions GL Period This field displays the GL period that the system associates with the transferred transactions Click Transfer to begin the transfer of your selected postings to the target layer Note A progress indicator shows the status of the transfer Once started you cannot cancel the transfer Fig 7
47. This detail is then used when generating financial statements and summary reports GL Transaction Activities This section summarizes the activities you can use in managing GL transactions Figure 7 1 shows the process map for GL transaction activities General Ledger Transactions 421 Fig 7 1 GL Transactions Process Maps Journal Entries A journal entry or posting is the basic transaction in the accounting system Journal entries are often composed of multiple posting lines each associated with a GL account and an amount Use the Journal Entry activities 25 13 1 to create view modify delete and reverse journal entries See Journal Entry on page 429 Revaluation Each GL transaction is denominated in a transaction currency Currency fluctuation means that transaction amounts can inflate or devalue with respect to the base currency amounts or statutory currency within the GL period in which they are posted Revaluation enables you to identify the results from variances in exchange rates See Revaluation on page 445 FAQAD 422 User Guide QAD Financials A FAQAD Adjustments Open items are unpaid and partly settled invoices both from customers and suppliers You can resolve open items and balance the relevant accounts by posting journal entries by closing invoices and reducing the open balance or by posting payments See Open Item Adjustment on page 460 You can correct errors in G
48. To DisallowedRange De From To DisallowedRange De gt lU 1988 a oa 38 DH 2010 3000 o 102 m 2050 2055 i The field character restrictions are the same as those for Sub Account Mask Create See Sub Account COA Mask on page 207 Example Sub account 25 is assigned the following COA mask Sub Account COA Mask SAMatrix1 GL Account GL From Account To Disallowed 010 1999 No 2010 3000 No 2050 2055 Yes Cost center Dept1 is assigned the COA mask CCMatrix1 Cost Center COA Mask CCMatrix1 GLAccount GL Sub Account Sub From Account To Disallowed From Account To Disallowed 010 1999 No 01 99 No 2010 3000 No 102 199 No 2050 2055 Yes The COA masks are used to validate the postings listed in the following table Table 5 13 Postings and GL Account Sub Account Cost Center Validated Validation Result 1873 100 Deptl No 2010 25 Deptl Yes FAQAD Setting Up General Ledger 211 GL Account Sub Account Cost Center Validated 2051 10 Deptl No 3025 26 Deptl No The posting with GL account 1873 and sub account 100 fails to validate because sub account 100 is not defined in the sub account range for the cost center The posting with GL account 2010 and sub account 25 is validated because both are within valid ranges for the cost center mask and because the sub account mask assigned to sub account 25 includes GL account 2010 within its valid ranges The posting with GL account 2051 and sub acco
49. Tools GoTo Attach A 2j 2 i X Customer Ship To Create Y Customer Code 52046 C2 ar Link To Another Customer Ship To Code 52046C25 Link To End User Address Link To Ship to Address Address Information Field Descriptions Customer Code Enter the code that identifies the customer this ship to record is associated with Ship To Code If you are not linking to another customer or to an end user specify a new code This code is automatically created with an address type of ship to If you leave Ship To Code blank the system FAQAD Setting Up Business Relations 387 automatically generates a number for the record based on the sequence defined in Customer Autonumber Create See Autonumbering Sequences on page 322 If you select Link to Another Customer or Link to End User the Ship To Code field is filled with the value you specify for the customer or end user These addresses are added as ship tos for the customer specified in Customer Code Link to Another Customer Select this field if you want to specify another customer as the ship to of this customer You can then select an existing customer from the lookup The customer code you select is displayed in the Ship To Code field and the customer s headoffice address is displayed in the Address Information fields The Maintain and Create buttons in the Address Information area are unavailable You can use the View button to see tax and contact details Link to
50. Toolsy GoTo Attach id kh 3 gt i X Teale Project Status Create Y Status Code Description System Status Initial v Active iv Field Descriptions Status Code Enter a code maximum 20 characters that identifies a user defined project status Description Enter a description maximum 40 characters of the project status code System Status Select the system status to associate with the project status code The restrictions for that system status apply to the status code you create The possible values are Initial A project with this status cannot be used in accounting transactions but can be used in operational activities such as purchase order creation Open A project with this status can be used in GL transactions and in invoice creation Closed for Accounting A project with this status cannot be used in posting costs or revenue but is still visible on reports FAQAD 176 User Guide QAD Financials A Table 5 5 Project Statuses Related Activities FAQAD Closed for Costs A project with this status cannot have expenses posted to it Closed Projects with this status cannot be used in transactions Table 5 5 lists the system statuses and the restrictions that they apply to project codes when assigned Allowed in Supplier Invoice Customer Invoice System Status GL Postings Create Create Initial No No No Open Yes Yes Yes Closed for N
51. Upper Limit Date Click the down arrow to select the upper limit posting date for this period This date defines how many days after the end of the period that you can enter post transactions for that period The other fields cannot be modified domain level periods are always of type normal Modifying Entity GL Periods Use the Entity GL Period activities 25 4 2 to manage the GL periods for a specific entity The changes you make in this function do not affect the other entities in a domain You can Lock periods to prevent further transactions or unlock them You can lock and unlock application areas separately so that the period can be open to sales transactions but closed to inventory transactions Report the period closing it to further updates and also undo the reporting if additional changes are needed Delete a GL period if the period is open and no outstanding transactions exist for it FAQAD 282 User Guide QAD Financials A Fig 5 77 Entity GL Period Modify FAQAD Using Entity GL Period Create you can also create entity specific GL periods with a type of Correction or Year End Closing Normal GL period types are view only Enlity GL Penod Enty GL Pe w Go To Actions X Tools Print s Preview Attachments LI a GL Pd t StatDate EndDate Status t Gl Peiod Type t AP GL Saes 4 devenir ClsingDate Checked Fieported I m m Y LJ Ue onan 05 3C 2017 Open Nona v
52. accounts you can create a COA cross reference from within the alternate COA structure You can also create a cross reference for an alternate COA structure by using COA Cross Reference Create 25 3 14 1 directly Only the lowest level codes in the alternate COA structure are linked to operational COA elements GL account sub account cost center and project Lowest level codes in the alternate COA structure are codes entered on rows that have no child rows In the example alternate COA structure in Figure 5 23 the following accounts are lowest level nodes AC 1 1 1 AC 1 2 AC 2 1 AC 3 Setting Up GeneralLedger 183 Fig 5 23 Alternate Account Code Level Alternate COA Structure Fig 5 24 Set Up Alternate COA Process Map Account Balance of Totals AQAD 184 User Guide QAD Financials A FAQAD Chinese Alternate COA Example The Chinese subsidiary of a US company submits reports to their head office based on the corporate operational COA structure However the company must also create financial reports that use statutory Chinese account codes and structures in order to fulfill the local requirements from the Chinese Financial Bureau China Accounting Standards CAS regulations require that an account code be structural The first four digits are designated by the Chinese Financial Bureau and the company then defines its own structure based on these requirements In CAS the GL code also contains the
53. for example require consecutive transaction numbers on financial statements The standard internal GL numbering system uses the following method Year Daybook code 9 digit sequential number This method does not generate consecutive numbers for GL postings Introduction to QAD Financials 27 Multiple entities may also need to share the same numbering sequence for GL postings and users should be able to reset the GL numbering sequence Numbering options provided to meet these needs include A second consecutive numbering sequence is available for GL posting When organizations use this option a separate number is stored against the transactions in addition to the standard invoice document numbering system of year daybook and voucher You can share the numbering sequence with another entity You can also reset the numbering sequence on a yearly basis Specialized Chinese Accounting Practices Several features accommodate accounting rules that commonly apply in China The Golden Tax system is required by the Chinese government to process and print value added tax VAT invoices Every Chinese company needs to print VAT invoices using the Golden Tax system Chinese financial regulations require all GL transactions to be verified as well as approved The system supports verification and approval processes and printing transactions that include the names of the creator verifier and approver In China it is necessary to pr
54. is set at the domain level and is inherited by the entities assigned to the domains See Setting Up Domains on page 88 The need for a statutory currency is most likely to arise in a country that is geographically close to a strong currency zone for example Mexico and Poland where the country itself has another local currency Companies Setting Up Multiple Currencies 119 operating in countries close to strong currency zones such as the Euro and US dollars might use the stronger currency as their base currency functional currency However local auditors and tax controllers can mandate that companies submit their declarations and financial reports in the local currency of the country In these cases the local country currency becomes the organization s statutory currency Example A multinational corporation has a subsidiary in Mexico In the Mexican subsidiary most business is conducted in USD which is the base currency However all reports that the subsidiary must produce for the Mexican government are in Mexican Pesos which is the statutory currency In some countries the use of the statutory currency can be limited to a few reports such as tax and basic GL reports However in other countries companies can be required to submit many reports in the local statutory currency for example balance sheet income statement daybooks general ledger sub ledgers and tax declaration reports To meet these requirements you
55. layer types Target Layer Code Specify the layer in which the result of the revaluation is saved The layer code you specify in the first source layer you set automatically defaults to the Target Layer Code field if this field is blank However you can overwrite this value You can select official or management layer types only FAQAD 458 User Guide QAD Financials A Revaluation Scope Select the types of account to check for balances that are subject to revaluation Include Base Currency Select this field to revaluate using the base currency Include Statutory Currency Select this field to revaluate using the statutory currency The statutory currency revaluation uses the statutory exchange rate unless you have specified a different revaluation rate in the currency settings in GL Account Create 25 3 13 1 When using the statutory exchange rate you have the option to revert to using the accounting exchange rate if the statutory rate is unavailable The fallback option is set in Exchange Rate Type Create 26 3 1 The base currency revaluation and the statutory currency revaluation are not dependent You can run the revaluations separately or together Exchange Rate Tab The Exchange Rate tab on the Simulate screen displays a read only list of the exchange rates used in the revaluation Fig 7 20 Revaluation Simulation Exchange Rates ALLEE EM _ m ES Simulate Exchange Rev Rate Date Rev R
56. n None bd Default Cost Cent Default Project Sub Account Default Sub Account GL Analysis Set On Dat GL Analysis Set on by 3l Sub Account Set On Date GL SubAccount 1 FAQAD 160 User Guide QAD Financials A FAQAD Field Descriptions Analysis Type Select a type from the following options Cost center This option enables the default cost center and SAF structure code project is disabled However you can leave the Default Cost Center and SAF Structure Code fields blank Project This option enables the default project and SAF structure code cost center is disabled However you can leave the Default Project and SAF Structure Code fields blank Both both cost center and project This option enables the default cost center project and SAF structure code It also enables the Analysis Limitation field However you can leave the Default Cost Center Default Project and SAF Structure Code fields blank None no analysis Only a sub account can be specified cost center project and SAF structure are disabled SAF You must enter a default SAF structure code cost center and project are disabled Note If you have set an analysis type of None you can modify this to another value after transactions have been posted to the GL account However you cannot change the value in the Analysis Type field from another value to None once transactions have been posted against the GL account The sub accounts cost ce
57. status code with this value would be used only for financial invoices not receiver matching In the Matching Posting tab of the supplier invoice the official daybook defaults but you can select a transient one if you want This setting can simplify setup in some situations by avoiding having to have two different codes Initial Status Select this field when you are creating an invoice status code to be used for initial invoices Invoice status codes for initial invoices must be locked for payment not approved and have a status of No Allocation You can optionally select Receiver Matching as another attribute for initial invoices that are to be used in a matching process This field is only available when you have selected No Allocation as the previous attribute Receiver Matching Select this field when you are creating an invoice status code to be used for receiver matching Selecting this field and No Allocation also makes the Status after Match field available The status before match must have No Allocation and Receiver Matching set to Yes the status used in the Status after Match field has Allocation selected and Receiver Matching also set to Yes See Using Invoice Status Codes on page 722 FAQAD 342 User Guide QAD Financials A FAQAD Note You cannot modify this field if the status code has been referenced in the Status after Match field of another code You also cannot delete a status code that is referenced by another st
58. when you post a sales order the supplier type field does not apply since a customer not a supplier is associated with the sales order shipment The following table lists the system concepts that apply to particular types of operational transactions Operational Transaction Concept Inventory Control IC Product Line including purchase order Site receipts Item Type Item Group Customer or Supplier Type is possible for some consignment inventory issues and receipts Table 5 16 System Concepts and Operational Transactions FAQAD 224 User Guide QAD Financials A Operational Transaction Concept Sales Order SO Work Order WO Product Line Site Item Type Item Group Region Customer Type Product Line Site Item Type Item Group Region Customer Type Supplier Type You can include a maximum of five system SAF concepts in each SAF structure and you can use the same SAF system concept in different SAF structures Retrieving SAF Codes for System Concepts SAF codes for system concepts are automatically updated based on data captured when the operational transactions occurs Unlike user defined concepts and codes you do not have to create the codes for system concepts ahead of time For example when an invoice is posted for a sales order line item with an item type of 10001 and the Item Type concept is active the system automatically creates a code value of 10001 f it does not already exist
59. 1 amp X HARB Entity 1000 Journal Entry Create Year 2007 06 Posting Date 06 20 2007 z Daybook Code JL F 000000023 Layer Type OFFICIAL Save s Template r Description Template Code Replacement r Drignal Posting Ba Sequence Number 000000000 Reversal r GL Account Sub Account C 4 Cost Ce Description Cur BC Debit BC Credit E 000000AP USD 1 000 00 Bg 4088 USD 1 000 00 Intercompany Code Cross Company Code 1n n dei H mn f m Currency View Base Currency z Balance USD 0 00 2 000 00 Right click in the posting grid and select Create cross company posting Export to Excel Expand All Collapse All Delete a Row Insert a New Rov Copy a Row Columns Reset to Factory Settings Print gt Create cross company posting Export to Excel for Maintenance Import from Excel Fig 7 59 Right Click Menu for Cross Company Posting The Journal Entry screen in entity 2000 automatically opens with the corresponding posting for that entity Complete the posting lines to balance the transaction and click OK to post the child transaction This action returns you to the parent transaction screen The appropriate cross company account in the target entity 2000 is populated using the definitions in the domain setup and the intercompany code is stored in the record FAQAD 504 User Guide QAD Financials A Fig 7 60 Postings for Entities 1000 and 2000 FAQAD
60. 11310100 Domaint Account 0001 1200 1200 DomainlAccount 0001 1204 1213 DomainlAccount 0001 COA Mask Excel Integration You can use Sub Account Mask Excel Integration 25 3 9 1 6 Cost Center Mask Excel Integration 25 3 9 2 6 and Project Mask Excel Integration 25 3 9 3 6 to load COA masks defined in an Excel spreadsheet GL Implementation Considerations Before any transactions can be posted the Verify GL Accounts field in Domain Account Control 36 9 24 must be selected When selected this option ensures that your operational account setup has been validated for transaction posting Often other modules are implemented before General Ledger Activities in these modules create unposted transactions Before entering GL account balances during GL implementation you should delete unposted transactions from other modules so they do not post and overstate GL balances With the Delete field cleared run GL Transaction Delete Archive 36 23 2 to print a report identifying transactions to be deleted Review the report adjust the selection criteria as needed then select Delete and run the program again FAQAD Setting Up General Ledger 219 Important GL Transaction Delete Archive can be used only before implementing GL Once any transactions have been posted either IC FA SO or WO any additional transactions of that type can no longer be deleted The first time a transaction posts successfully the system selects a read only f
61. 14 Screen Options FAQAD Click to open Click to expand attach area Right click to delete Customer Invoice Create w GoTo gt Actors 7 Tooh Anah Print x Pret biaz Co OD AL y WOM uso General Addresses Operabonel Inte Comments Customer Code tipcuiz F btpcui2 tipcui2 Type Mrvoece Invoice Date 1474 2008 Doresgtan rent TC Irve Armourd yoo uso y Posting Date m 30000000000 I PonDase unua 0000000000 Taxable Wooo uso Tine Exchashed 4 Sub Account 10 y invece Status Code GADALLOC fias 2009 ou Datch Code C 00000000 Pee Cost Center 0001 Contact w 000000000 9 Using Component Based Screens This section discusses how to enter data in fields and various types of elements that appear in a component activity Entering Data in Fields Use the tab key and mouse cursor to navigate through business component forms and to enter data Cost Center Create X GoTo Actions 2 Tools 9 Attach amp Print 1s Preview Attachments Cost Center E Translation Description S Active Vv o tion Cost Center Administrator Aje Heu iai a pact p Budget Group 2 SAF Structure Code GoTo button Saf Set on Date 7 Saf Set on by Cost Center Mask Code L okup option A lookup option is available on fields that feature magnifying glass icons You can also access this option by pressing Alt L Lookup screens can be customized in the same way as the browse overviews U
62. 146 User Guide QAD Financials A Component Description Accounting Layer Accounting layers provide ways of segregating transactions within a single GL account The posting of transactions is controlled by associating daybook types with one of three system defined accounting layers official management and transient If a daybook is associated with the official layer transactions are immediately posted to the general ledger Management layers provide different types of GAAP reports within one organization Transient accounting layers enable temporary posting for review or analysis before official posting Unit of Measure Units of measure are the values used in transactions that involve any type of quantifiable unit Setting Up the Chart of Accounts The chart of accounts consists of combinations of four elements GL Accounts Sub Accounts Cost Centers Projects Figure 5 3 shows the process map for GL setup activities Fig 5 3 Set Up Chart of Accounts Process Map Budget Group reate Create Sub Accounts Create GL Accounts Create GL Account Profiles Create Cost Centers Create Cost Center Profiles Create Projects Create Project Profiles Create Sub Account Profiles FAQAD GL Accounts Setting Up General Ledger 147 The following table lists GL account types Account Type Description Bank Account Use to con
63. 260 00 Count 17 Average 544 71 Minimum 4 995 00 Maximum 100 00 Grouping Results Use the right click Group option to group data by column type The grid now displays a summary of the column data with the different elements sorted into groups Each group in the list can be expanded to view the details of individual elements using the plus sign next to the group You can also add other columns to the grid to create a group hierarchy Figure 2 33 illustrates a GL BC Balances browse in which the GL Description GL Account and System Type columns have been selected to form a hierarchy FAQAD User Interface 65 Fig 2 33 Viewing 1 100 of 303 Records per page 100 X Group Hier archy Description 1000 1 item Description 1001 no sub acct 1 item GLAccount 1001 1 item Sys Type 1 item Description 1044 Draft Accepted 1 item Description 1044 Draft Allocated 1 item Description 1044 Draft For Collectio 1 item Description Accounts Payable 1 item Description Accounts Payable DM 1 item Description amp ccounts Payable SPP 1 item Description Accounts Payables Acct 1 item Description Accounts Receivable 2 items Description Accounts Receivable Acct 1 item Description Accounts Receivable EUR 1 item The browse data is now grouped by GL Description GL Account and then by System Type Ungroup the data by dragging the column headers back into t
64. Banking Defaults Credit Limit Tax Info Comments SAF Concept Code SAF Code LastModified User LastModified Date Last Modified Tin Field Descriptions SAF Concept Code Specify an SAF concept code SAF Code Specify an SAF code Last Modified Date Time and User These read only fields are maintained by the system and display the ID of the user who last updated this record and the date and time of update Credit Limit Tab Use the Credit Limit tab to apply credit limits to customers Managing customer credit is discussed in more detail in Managing Customer Credit on page 601 The maintenance of credit data is also available as a separate activity Customer Maintain Credit Limit which displays exactly the same tab as the one in the Customer Create and Modify activities You must have access to the Customer Maintain Credit Limit activity in order to use the tab in Customer Create and Maintain Setting Up Business Relations 379 Note The Credit Limit tab is read only in Modify mode This prevents a customer credit limit from being raised or lowered when there is already activity in the system for this customer You can however manually over ride this restriction using Customer Maintain Credit Limit Fig 6 39 Business Relation Acesuntins Payment Banking Defaults Credit Limit Tax info Comment Customer Create Currency Code USD bi Reminder Count
65. COA However alternate COAs can be used for reporting purposes only you cannot post transactions to alternate accounts Currently only Chinese accounting regional reports have the option to use an alternate COA In order to link alternate accounts to their corresponding operational GL accounts you create a COA cross reference from within the alternate COA structure or directly in COA Cross Reference Create 25 3 14 1 See Alternate Chart of Accounts on page 181 FAQAD 30 User Guide QAD Financials A FAQAD describe user i Function Menu 33 46 Interface Help 74 32 User Guide QAD Financials A FAQAD Overview Most of the financial functions are developed using an object based technology that supports a rich user interface The financial functions are component based and have a menu bar that offers access to a range of additional options such as Associating documents with specific records in the database Initiating an ad hoc workflow that sends objects to other users Inboxes Entering design mode through which you can customize the appearance of component based forms Saving a document in draft format Printing and previewing options for reports The navigation in a component based screen is different and uses right click command options Direct Go To links provide one click access to related functions and let you view or create required codes as needed Translati
66. Cost center Dep2 is assigned the following COA mask Cost Center COA Mask CCMatrix2 GL Account GL Sub Account Sub From Account To Disallowed From Account To Disallowed 010 1999 No 01 99 No 2010 3000 No 102 199 No 2050 2055 Yes The project code Engineering is assigned the COA mask PrjMatrix1 Project COA mask PrjMatrix1 contains the following ranges FAQAD Setting Up GeneralLedger 213 Project COA Mask PrjMatrix1 GL GL S A S A CC CC From To Disallowed From To Disallowed Fr To Disallowed 001 990 No 01 990 No Depl Dep2 No 1002 2999 No 101 150 Yes Dep6 Dep8 Yes Dep8 Dep9 No The COA masks are used to validate the postings listed in the following table Table 5 14 GL Account Sub Account Cost Center Project Validated Postings and Validation Result 998 100 Depl Engineering No 1004 28 Dep2 Engineering Yes 2000 10 Dep8 Engineering No 2997 123 Dep9 Engineering No The posting with GL account 998 sub account 100 and cost center Dep1 fails to validate because sub account 100 is not defined in the sub account range for the project mask The posting with GL account 1004 sub account 28 and cost center Dep2 is validated because The sub account mask assigned to sub account 28 includes GL account 1004 within its valid ranges The cost center mask assigned to Dep2 includes GL account 1004 and sub account 28 within its valid ranges The project mask assigned to project Engineering includes
67. Description Cur BC Debit BC Credit gt Currency View Base Currency v Balance USD 8 000 00 0 00 Save and Create Save Close General Ledger Transactions 443 Field Descriptions SAF Concept Code This field displays the SAF concept code defined for analysis on the account SAF Code This field displays the SAF code assigned to the SAF concept Every SAF concept has at least one default SAF code GL Open Item The Open Item grid displays when the account specified in the posting is defined as an open item account When you post to GL accounts of type Open Items you can create a new GL open item or change the value of an existing GL open item GL open items are typically used for posting accruals for example insurance costs for an entire year broken down into monthly values You can create a new open item or use the Allocation Key field to link to and update an existing open item posting For more information on GL Open Item accounts see GL Accounts on page 147 Fig 7 13 T Journal Entry Toos GoTo Attah d 25 1 o X MGA tem Gri Journal Entry Create Y Year 2007 06 Posting Date 06 19 2007 vi Daybook Code QADJE E 000000007 Layer Type OFFICIAL Save As Template r Description Unpaid Invoices Template Code Replacement r Dignal Posting T Sequence Number 000000000 Reversal r GLAccount SubAccountC CostCe 4 Description Cur BCDebt BCCredt B 0007011 USD 1 000 00 0 00
68. For more information see Integrating with Microsoft Excel on page 66 Use the Export to Excel for Maintenance option to create a template for open items You should ensure that all the values you enter in the Excel spreadsheet are valid for this supplier Setting Up Business Relations 413 Fig 6 57 Supplier Opening Balance Cre X Supplier Opening GoTo 7 Actions 2 Tools Print 1s Preview Balance Create Attachments Catculatesc sc Posting Year GL Period 2009 8 F GL Transfer Account Ale Posting Date 08 06 2009 Actio Save Supplier Business Relation Code InvoceType Sub Acct Daybook Code 4 Invoice Voucher 4 Invoice Date Invoice APINVFIn a 08 06 2009 Field Descriptions Posting Year Period Specify an accounting year and period for the opening balance GL Transfer Account Specify a GL account for the posting This must be a manual account of type Standard Posting Date Specify the date the posting is effective You can use the Calculate BC SC button to convert the transaction currency amounts to the base currency and statutory currency using the default exchange rate The following fields display in the grid Supplier Code Specify a supplier code Business Relation Code The business relation code of the supplier displays Invoice Type Select the invoice type from Invoice Credit Note Adjustment Invoice Correction Credit Note Correction Sub Account Code
69. GL account 1004 sub account 28 and cost center Dep2 within its valid ranges The posting with GL account 200 sub account 10 and cost center Dep8 fails to validate because Dep8 is part of a disallowed range The posting with GL account 2997 sub account 123 and cost center Dep9 fails to validate because sub account 123 is part of a disallowed range QAD 214 User Guide QAD Financials A COA Mask Validation The system validates the COA mask for a given GL combination using the following method If the sub account in the GL combination is not blank the system matches the GL account using the sub account COA mask If the cost center in the GL combination is not blank the system matches the GL account and sub account using the cost center COA mask If the project in the GL combination is not blank the system matches the GL account sub account and cost center using the project COA mask Example The following COA masks are defined in a system and assigned to the COA elements in the rightmost column COA Mask COA Link GL From GL To Sub Account 5000 10 20 77 10 30 z 1200 1999 10 60 8 6000 10 60 lt 9000 10 60 F 8100 8200 40 50 GL From GL To S A From S A To Cost Center 1000 1199 A Er 1200 1999 A B z T 10 A G 2000 20 B S 2000 30 F G E 6000 10 G m cc E GL From GL To S A From S A To From CC To Project zT 10 c D 119 ET 10 D White FAQ
70. General Ledger 245 Field Name Transactions Code Expense Expense EXPENSE Labor Advanced Repetitive Labor Material Usage BACKFLSH Direct Labor Posted LABOR Setup SETUP Operation Close OP CLOSE Labor Variance VAR POST Rework Rework REWORK Scrap Scrap SCRAP Subcontract Subcontract SUBCNT WIP Adjustment WIP Adjustment Input Queue WIPADJ I WIP Adjustment Output Queue WIPADJ O WIP Adjustment Reject Queue WIPADJ R AP and AR Corrections The Accounts Payable and Accounts Receivable fields in the AP and AR Corrections frame of GL Correction Control 25 13 24 determine whether you can define some specific daybook types in Daybook Create 25 8 1 1 You can create daybooks of type Supplier Invoice Corrections and Supplier Credit Note Corrections only when Accounts Payable is selected You can create daybooks of type Customer Invoice Corrections and Customer Credit Note Corrections only when Accounts Receivable is selected Accounting Layers Accounting layers provide different ways of segregating transactions within a single GL account The posting of transactions is controlled by associating daybook types with one of the three system defined accounting layers official management and transient Figure 5 61 shows the process map for creating accounting layers FAQAD 246 User Guide QAD Financials A Fig 5 61 Create Accounting Layer Process Map FAQAD Create Ac
71. It automatically displays the type of component that this autonumbering sequence applies to Setting Up Business Relations 323 Domain This field applies to numbering sequences for end users and employees You can set up a separate sequence for each domain by specifying a domain code Shared Set This field applies to customers suppliers and end users Specify the shared set that this numbering sequence applies to Next Number Specify the next number in the sequence The system assigns this number to the next record created and automatically increments the number for each subsequent record The number you define must be greater than the number previously defined in the Next Number field If you enter a number that has already been assigned to a record the system displays an error message Length Specify the maximum allowed length for the generated number The system uses this value to determine the number of leading zeros to add when required and to validate automatically generated numbers to ensure they do not become too long Suppress Leading Zeros Select the field to prevent the system from adding leading zeros to generated numbers that are less than the maximum length Active Select the field to enable autonumbering for the relevant function business relations customers suppliers or employees Creating Business Relations Use the Business Relation activities 36 1 4 3 to create view modify and delete busin
72. Journal Entry Reverse Y Year mw w Posting Date 06 19 2007 Daybook Code OADE 000000003 Layer Type OFFICAL Save As Template E ff Journal Entry Reverse E Xi Dr Journal Entry Reverse Y Year 2007 or Pasting Date 07 01 2007 z Correction r E Daybook Code ADuE o 000000000 Layer Type OFFICIAL Save As Template a Description Template Code aay Qignal Posing anora JET Sequence Numer 777 RN Currency View Base Currency s Balance USD 12 79 1279 L Save Close Click OK to accept these settings and to display the main Journal Entry Reverse screen General Ledger Transactions 483 Fig 7 39 x Joumal Entry Journal Entry gt Tools GoToy Attach wo J G X my my Ed a El Reverse Journal Entry Reverse Y Year 07 Posting Date 07 01 2007 Daybook Code QADJE 1 000000011 Layer Type OFFICIAL Save As Template n Description Template Code J Replacement E Eriginal Posting 2007 QADJE 000000009 Sequence Number 000000000 Reversal M GL Account gi Sub AccountC Cost Ce gi Description Cur l BC Debit BC Credit mp 129988 HKD 0 00 1278 m 1000 HKD 12 79 0 00 ds aaa n Currency View Base Currency v Balance USD 12 79 12 79 Save Close The Journal Entry Reverse screen displays the amended posting date and reversed credit and debit amounts Click Save to save the reversals Correction Journal Entry Reversal In certain countries particularly in Easte
73. Morristown NJ us 7050 7050 MJK Engineering 75 Detroit Avenue 87356 Troy NC USA 8000 8000 Jones Earl 65 Simon Way 97363 Rochester NY USA Create view modify and delete are standard activities available for most types of records Note You can see only the activities to which you have access based on the set of roles associated with your user ID Role based access control is explained in User Guide QAD Security and Controls General Activities The general activities correspond to the command buttons on the screen e Undo discards any changes without saving them This is the same as the Cancel button e Save updates the database with your current changes All validations associated with the type of record are executed before the save is completed Any errors or warnings are displayed on the screen so that you can correct them before continuing with the save FAQAD Save and Create saves changes to the current record and then clears all data from the maintenance screen so you can create a new record This command is available only when you are creating a new record it is not available for all functions Properties is available for all records and displays technical information about the current record such as who last updated it as well as details about the current build number This information can be useful for troubleshooting problems and may be requested by technical support You can use the Dump XML button to create a file
74. QAD Financials A Fig 5 40 COA Mask Process Define Valid Map COA ombinations Define Sub Account Mask Assign Sub Account Mask Define Cost Center Mask Assign Cost Center Mask lt Define Project Mask Assign Project Mask Set Up General Ledger EF COA mask combinations are synchronized with the analysis you define for GL accounts You define the default sub account cost center and project for an account on the account Analysis tab and these combinations must match those of the active COA masks When you have defined Both as the analysis type and At Least One or None as the analysis limitation in GL Account Create the cost center and project analysis for the account does not have to match the COA mask combination exactly Instead the system checks the COA mask for at least one of the elements in the combination If this is found the posting is validated If the COA mask contains any cost center or project in combination with the account you can choose to leave the Cost Center or Project fields blank for the account when generating a posting Implementing COA Masks Before implementing COA masks and shared sets you must first determine who will be responsible for maintaining both the COA element shared sets and COA mask shared sets You must also consider whether the COA shared sets and COA mask shared sets will be administered locally or cen
75. See Projects on page 172 for information on defining project analysis on an account Fig 7 11 Journal Entry Project Grid JournalEntryy Tools GoTo Attach d 2 J Gi X my E my a E Journal Entry Create Y Year 2007 06 Posting Date 06 19 2007 vi Daybook Code QADJE P 000000007 Layer Type OFFICIAL Save s Template r Description Template Code Replacement E Dignal Posting Sequence Number 000000000 Reversal r GLAccount SubAccountC CostCe Description Cur BCDebit BCCrdt B 898893 usD 4 000 00 0 00 Project Code Description Structure gt Engineer Engineering GLAccount SubAccountC CostCe Description Cur BCDebt BCCedt 4 Currency View Base Currency w Balance USD 4 000 00 0 00 Save and Create Save Close Field Descriptions Project Code This field displays the project defined for the account You can specify a different project if necessary Description This field displays a brief description maximum 24 characters of the project Structure If an SAF structure is associated with the project defined for the account it displays See Supplementary Analysis Fields on page 220 for more information on SAF analysis FAQAD 442 User Guide QAD Financials A Fig 7 12 Journal Entry SAF Grid FAQAD SAF The SAF grid displays when the account cost center or project specified in the posting is defined with SAF analysis SAFs provide a
76. Setting When you save a record in draft format none of the system validations are executed You can then return later to complete the record by choosing the Supplier Browse Drafts activity and selecting the record you want to finish from the list See Saving and Browsing Drafts on page 38 for details on drafts The Supplier function supports these additional activities Use Supplier Activity Dashboard 28 18 1 to view all supplier payment and invoice information including open items and payments for one or multiple entities From this view you can drill down to the details of the invoices and credit notes See Supplier Activity Dashboard on page 796 for details Use Excel Integration 28 20 1 5 to export supplier records to or load records from an Excel spreadsheet See Integrating with Microsoft Excel on page 66 for details Use Supplier Bank Number Import 28 20 1 7 to import data related to customer banks This function is exactly the same as Customer Bank Number Import See Customer Bank Account Numbers on page 367 After creating a supplier here specify additional operational data in Supplier Data Maintenance 2 3 1 An e mail is automatically sent to the members of the SupplierNotify role responsible for creating this data when a new supplier is created QAD 404 User Guide Fig 6 51 Supplier Create QAD Financials A Supplier Create i 5 zx Supplier Tpolsy Gotov Attach d 25
77. Setting Up General Ledger 277 Use Tax Period Create 25 4 5 1 to define entity based calendars for tax reporting periods When defined closing a tax period prevents additional tax transactions from being posted Tax periods and reporting are described in the Global Tax Management chapter in User Guide QAD Financials B Use Budget Report Period Create 25 4 5 1 to define periods used within the budgeting area Budget periods are described in detail in Budget Report Periods on page 899 Closing Periods at Month End The ability to filter based on the daybook code facilitates period close because you can easily identify and review transactions of a certain type and identify unusual activity Before you close a GL period verify that there are no unposted transactions such as those created in the operational activities You can run the Unposted Transaction Register report to identify transactions not yet posted to the general ledger Fig 5 74 Undo reported Month End GL Period Flow Unlock Lock Report Freeze Open Locked Reported Frozen Year End Closing Closing the GL calendar year has the effect of changing the status of all of its GL periods to frozen and of marking all periods as reported Year end closing postings are done only at account and sub account level and in the base and management currencies only FAQAD 278 User Guide QAD Financials A AQAD Validate the year end closin
78. Settings These settings are described in User Guide QAD System Administration When Save as Draft is enabled you can save selected records without completing all the validations required to ensure that the record is complete You can then finish adding data to the record at a later time by using the Browse Drafts option to find the incomplete record Only the following subset of components provides the ability to save unfinished records as drafts to be completed and approved later Banking Entry Business Relation Petty Cash Customer Customer Invoice Finance Charge Journal Entry Supplier Invoice Supplier Save as Draft Selecting Save as Draft displays the following dialog x Activity Modify Reference Shared r The Activity field has a value based on the activity you invoked the Save options from You can specify reference text to identify the draft record The system supplies a default number but you should give the draft a name that will help you or others recognize it easily When Shared is selected other users can update the record otherwise only you can complete the record and change its draft status Browse Drafts Selecting Customer Browse Drafts opens the Draft Customer Search screen Use this screen to select open and finalize draft instances that you or other users have created Drafts created by other users are available only if they selected the Shared field when saving the draft Cu
79. Sub Account Specify a sub account for mirror account analysis Mirror 1 Cost Center Specify a cost center for mirror account analysis Mirror 1 Project Specify a project for mirror account analysis Source 2 Account Mirror 2 Account Specify the second source and mirror accounts for the transaction Account Split Types Choose a method for splitting transactions None Mirror transactions are not split Separated The mirror transaction is split and the sub transactions use separate source and mirror accounts Mixed The mirror transaction is split and the sub transactions use a mix of source and mirror accounts Transaction 1 Daybook Specify the daybook for the first split transaction Transaction 2 Daybook Specify the daybook for the second split transaction Example In this example mirror accounting is applied to a work order transaction to reflect inventory movement in the income statement as well as the balance sheet By applying a split to the mirror transaction you ensure that the inventory transaction is posted to the management layer for analysis while the mirror transaction is posted to the official layer QAD 516 User Guide QAD Financials A A quantity of 10 items with a standard cost of 10 per item is issued to WIP from Inventory as a work order This generates the following posting Account Debit Credit WIP 100 Inventory 100 Use the following steps to create a mirrored transaction wit
80. Views on page 998 Closing Reports See GL Closing Reports on page 999 Structured Reports such as Balance See Executing Structured Reports on Sheets and Income Statements page 1018 Two useful and detailed views GL Transactions View Extended and Trial Balance View are described in the following sections GL Transactions View Extended The GL Transactions View Extended 25 15 2 10 lets you view GL transactions across all analytical levels sub accounts cost centers projects and SAFs in addition to intercompany daybook and currency Use the filter options to display the data you require and the view sums all GL transactions that meet the search criteria Table 7 9 lists the filters and columns for the GL Transactions View Extended SAF Structure Entity GL Account Sub Acc Cost Center Project SAF 1 SAF5 Interco Daybook Currency Analytical key Transaction line detail data same as normal GL Transactions View In the grid containing the view search results you can right click to display related views See GL Transactions View Extended Right Click Options on page 529 Fig 7 70 Filtering FAQAD 528 User Guide QAD Financials A Fig 7 71 GL Transactions View Extended 25 15 2 10 Table 7 9 Filters and Columns for GL Transactions View Extended AQAD GL Account Growse for GL Tr
81. Workspace menu is restricted by the window size If you have access to more workspaces than the window can display a More option displays at the end of the Workspace menu items Fig 3 13 Domain3 Domain 3 Curr GBP DB newyork GBP gt CS04 Subsidiary Entity 4 More Option Domain3 Domain 3 Curr GBP DB newyork GBP gt GBP GBP Test Entity Domain4 Domain 4 Curr EUR DB newyork EUR gt C805 Subsidiary Entity 5 If you select the More option the system opens More Items window which the lists all workspaces to which you have access From the list displayed select the workspace you want to access and click OK The system then displays that workspace Fig 3 14 More Items bx Domain2 Domain 2 USD USD gt Cs12 Dom2 C512 a La Domain2 Domain 2 USD USD gt C59 C59 Dom2 Domain3 Domain 3GBP GBP gt 300P Primary Entity Cose Domain3 Domain 3GBP GBP Consol3 4 Domain3 Domain 3GBP GBP gt C503 Subsidiary Domain3 Domain 3GBP GBP gt C504 Subsidiary Domain3 Domain 3GBP GBP gt C53 C53 Subsid Domain3 Domain 3GBP GBP gt C54 Subsidiary Domain3 Domain 3GBP GBP gt CSB Dom3 Consol to a Domain3 Domain 3GBP GBP gt GBP GBP Test Entity Note The Workspace menu displays only when the logged in user has access to more than one workspace This function is useful for system administrators or others with system wide responsibility who regularly access and update information in multiple domains T
82. activity In addition to the options on this menu you can use the commands on the application desktop menu Use Edit commands to manipulate text in the fields on the screen Use Help commands to display context sensitive help FAQAD 34 User Guide QAD Financials A Fig 2 3 Go To Menu FAQAD Go To Menu The content of the Go To menu is different for every function It displays commonly used views and reports that apply to the record you are currently working with The Go To menu also provides quick access links to functions that create data being used by the function you are in In Figure 2 3 the Go To menu for the Customer function is illustrated The current customer has a currency of USD If necessary you can click the Go To link create a new currency code and then return to Customer Modify and use the newly created currency code in the Currency field Go To behaves differently depending on whether the current field has data in it If the field has a value Go To invokes the View activity e If the field is blank Go To invokes the Create activity GL Account Create W GoTo Actions J Tools f Attack Related Views L Related Report gt Create New Budget Group Create New GL Account Unit of Measure All of the related views take the record you are currently using as the base for the information So if you are viewing a particular customer s record you can simply click the Go To to see the cu
83. activity Supplier Payment Use to record supplier payment transactions such as those Account involving checks paper and electronic transfers and drafts System Account Use system accounts for accounting functions that affect all data and transactions for a shared set such as rounding differences revaluation or fixed asset disposals See Table 5 3 on page 148 for a list of types Table 5 2 General Ledger Account Types QAD 148 User Guide QAD Financials A Account Type Description Tax Account Use to record tax entries and transactions such as the tax charged on sales known as output tax and the tax paid on purchases known as input tax Use the information in the account when completing your tax return at the end of each tax period WIP Control Account Use to record the cost of open work orders such as raw materials taken from inventory and being used in the manufacturing process WIP control accounts also include the cost of component issues labor burden and subcontracts System Accounts Use system accounts for system wide functions such as rounding differences or exchange rate gains and losses The System Type drop down list in the GL Account screen is enabled when you specify a system account The following table lists the available types of system accounts Table 5 3 System Account System Account Type Description Types E Purchase Order Receipts Used t
84. adding the default validity days value to the start date entered and then deducting one day Example If the exchange rate start date is 01 15 2010 and the default validity days value is set to 1 the default validity end date is 01 15 2010 the same as the exchange rate start date If the exchange rate start date is 01 15 2010 and the default validity days value is set to 7 the default validity end date is 01 21 2010 seven days including the start and end dates Exchange Rates Use the Exchange Rate 26 4 activities to create view modify and delete exchange rates which are applied to multiple currency transactions Exchange rates are stored at the shared set level Therefore any changes made to exchange rates in a domain affect all other domains using the same shared set The chart of accounts must include a single realized and unrealized gain and loss account and an exchange rate rounding differences account These are used for all currency exchange conversions in the system See System Accounts on page 148 for details on creating unrealized and realized loss gain accounts Exchange rates are specified as the amount by which you multiply a single unit of a From Currency to reach the equivalent number of the To Currency units Exchange rates can be expressed in up to 10 decimal places Example If 1 pound sterling is equivalent to 1 40 euros the exchange rate is expressed as follows From Currency Code GBP To Curre
85. address that owns items requiring service End users are specified on calls return material authorizations and contracts End user addresses must be of type enduser After creating end users here specify additional SSM data in End User Data Maintenance 11 9 1 An e mail is automatically sent to the members of the EndUserNotify role responsible for creating this data when a new end user is created The system can automatically create end user records based on settings in Service Management Control 11 24 when an invoice is posted for an item being recorded in the SSM installed base See User Guide QAD Service Support Management for details End users can also be created during the execution of the following SSM programs Contract Quote Maintenance 11 5 1 1 Contract Maintenance 11 5 13 1 Call Quote Maintenance 11 1 1 7 Call Maintenance 11 1 1 1 QAD 392 User Guide QAD Financials A FAQAD RMA Maintenance 11 7 1 1 This is possible only when the user executing this SSM program also has permission to execute the End User Create activity 27 20 3 1 You can use End User Create in multiple ways Create an entirely new end user and specify the address tax and contact details in this function To do this clear all the link to address fields and enter a code in the End User Code field or leave blank for a system generated number The new address is create as an enduser address type for the customer
86. also the same code and address information is used Specify a new ship to code and associate it with an existing address with the ship to type defined for a customer s business relation In this case the existing address is shared by multiple codes if you change the address it is changed for all codes referencing it Example Business Relation BRI has two associated customers C1 and C2 The two customers use a central receiving address so share a ship to address You create ship to S1 for customer C1 You can now associate the same address with C2 by specifying C2 for the customer code selecting Link to Ship To clicking the Ship To Address button and choosing the S1 address from the lookup If you update any of the address details they are updated for both codes that reference the address QAD 386 User Guide QAD Financials A Temporary ship to address records can be created during the execution of the following operational programs Sales Quote Maintenance 7 12 1 Sales Quote Copy from Order 7 12 5 Sales Quote Copy from Quote 7 12 6 Sales Order Maintenance 7 1 1 Pending Invoice Maintenance 7 13 1 S RO Maintenance 7 23 1 RMA Maintenance 11 7 1 1 Material Order Maintenance 11 11 1 This is possible only when the user executing the operational program also has permission to execute the Customer Ship To Create activity Fig 6 41 Customer Ship To x Create Customer Ship To
87. and customer share the same code they must reference the same business relation If you leave the Customer Code field blank the system automatically generates a number for the record based on the sequence defined in Customer Autonumber Create See Autonumbering Sequences on page 322 Business Relation Choose a business relation code to associate with this customer Address and contact details default from the headoffice address type of the business relation you cannot modify the details here After you have created a customer you cannot modify the associated business relation Note You can create a new business relation for the customer if necessary by clicking the Go To icon next to this field Setting Up Business Relations 371 Active Indicate if this is an active record When you mark a record as inactive all of the transactions that can be blocked in Blocked Transaction Maintenance 2 23 1 can no longer be completed For example you cannot create a new sales quote or order for the customer The effect of this field is described in Active and Inactive Records on page 73 See User Guide QAD Master Data for details about blocked transactions Bill To Customer Enter an optional code that identifies another customer that receives the bills for this customer Business Relation Tab The Business Relation tab displays the address information defined for the associated business relation You cannot modify this
88. and generating Intrastat records These types of addresses are set up in Company Address Maintenance 2 12 The address details are supplied by specifying the related business relation The headoffice address is always the one that supplies the address details for company addresses These company addresses are referenced during inventory movements and in the following functions Physical Address field in Location Maintenance 1 1 18 Ship To field in Purchasing Control 5 24 Declarant field in Declarant Maintenance 29 22 1 20 Bill To field in Purchasing Accounting Control 36 9 5 Company Address field in Sales Order Accounting Control 36 9 6 Company Address field in Sales Quote Accounting Control 36 9 9 Company Address field in SSM Accounting Control 36 9 10 Company Address Maintenance is described in User Guide QAD Master Data E Mail Notification If you have set up e mail notification the system sends notifying e mails to recipients with the relevant roles when customer supplier employee or end user records are created FAQAD 310 User Guide QAD Financials A The system notifies users of an event if they have the appropriate role and have been assigned access to the same domain as the record being created Users receive a separate e mail notification for each event for which they have the relevant role Setting up and configuring e mail is described in User Guide QAD System Administration Se
89. are both greater than zero Amount Specify an amount and a currency for the open item Operator Margin Specify a calculation operator and a margin for the amount The amount and margin must be positive The search returns both debit and credit matches When the operator is set to and the margin is set to zero the search returns open balances that equal the value in the Amount field When the operator is set to and the margin is set to for example 10 the search returns open balances within a range of 10 or 10 of the value in the Amount field When the operator is set to lt or gt the margin field is unavailable and the search returns amounts less than or greater than the value in the Amount field Click Search to display the results FAQAD General Ledger Transactions 465 Adjusting Open Items Adjust the open item by entering a new balance in the TC New Balance column for the item You can adjust a number of items in the same transaction The new balance is always in the currency of the open item and must net to zero You clear the balance by creating a new open item or by allocating it to a GL account The new balance must also net the original balance When the transaction currency is different than the base currency the balance must still net to zero If you allocate the new balance to a GL account you must use the same transaction currency as is used in the invoice Example You adjust the balance
90. are an exception to this and use the exchange rate from the receipt transaction Because the other posting lines in the receiver matching use the statutory rate at invoice date the posting shows a balance difference in statutory currency which is posted as a realized gain or loss in statutory currency Similarly in payment transactions the posting on the customer and supplier control accounts uses the exchange rate used for the invoice creation Other accounts such as the bank account use the rate at the posting date of the payment The difference is automatically posted as a realized gain or loss to system type Realized Gain and Realized Loss accounts Inventory Exchange Rate Example For this transaction the base currency is USD the statutory currency is MXN and transaction currency is USD A PO is created for 25 items at 14 USD per item The exchange rates from MXN to USD were USD z 12 8 MXN when the PO was created USD z 12 9 MXN at the time of the PO receipt The extended PO amount without taxes or charges is 350 00 USD 14 00 USD transaction currency 25 FAQAD 132 User Guide QAD Financials A AQAD When the PO was created the MXN value was 4480 350 00 USD using the 12 8 exchange rate The PO is received and recorded in the base currency Inventory 350 USD PO receipts 350 USD 350 00 USD 12 9 4515 MXN the exchange rate in effect when the PO receipt was created Purchase Price Variance 35 MXN
91. browser The documents include search tools for easily locating topics of interest Conventions Screen Illustrations System functions are available in a feature rich NET based graphical user interface UI a subset of functions can be used in a simplified character interface All screenshots in the documentation show the NET UL Navigation in the two UIs is not the same The user guide text follows the navigation model of the NET UI for moving from one screen to the next In the character interface the Progress status line at the bottom of a program window lists the main UI specific keyboard commands used in that program In the NET UI alternate commands are listed in the Actions menu For complete keyboard command summaries for UI navigation refer to the appropriate chapters of User Guide QAD User Interfaces Typographic This document uses the text or typographic conventions listed in the following table If you see It means monospaced text A command or file name italicized A variable name for a value you enter as part of an operating monospaced text system command for example YourCDROMDir FAQAD 4 User Guide QAD Financials A FAQAD If you see It means indented command line A long command that you enter as one line although it appears in the text as two lines Note Alerts the reader to exceptions or special conditions Important Alerts the read
92. by site is activated use Daybook Set by Site Maintenance 25 8 9 to define sets that apply only to a specified shipping site Otherwise use Daybook Set Maintenance 25 8 7 to define sets for all orders created in the domain Note Regardless of which method you use you must define at least two daybook sets one each for AR and AP These defaults are needed for new customer and supplier records Before defining daybook sets you must define the individual daybooks in Daybook Create 25 8 1 1 All daybook sets require daybooks to be specified for invoices and credit notes as well as an intercompany daybook used when a transaction involves more than one entity Additionally when Use Correction Invoices is selected in Sales Order Accounting Control for AR daybook sets and Accounts Payable is set to Yes in the AP AR Correction section of GL Correction Control for AP daybook sets each daybook set must also specify daybooks for correction invoices and correction credit notes Daybook Set Maintenance Daybook Set Maintenance 25 8 7 lets you create distinct daybook sets for numbering AR and AP invoices Daybook Set Maintenance GoTo Actions 7 Copy GY Print s Preview Daybook Set AP2DB 2nd AP DaybookSell Active V AR AP Setting Up General Ledger 265 Daybook Set Enter a maximum of 24 characters for the daybook set name Active Indicate if this is an active daybook set The effect of this field is described i
93. calculated by applying the fractions to the source amounts are to be posted QAD 300 User Guide QAD Financials A Creating GL Allocations Use GL Allocation Create to set up your allocation structure Fig 5 85 rhea aaa gt x reate Allocation Toos GoTo Attach m z J i X Allocation Create Y Allocation Code Description E General Proportional Allocation Source Type Source WBS From Layers Official 7 From Amt Balance y AmtBy GL Period E Value OF BC Amount Quantity 777888 BC Pice P ECAmount soo Fraction Type Constant Factor From Layer lH DEED Constant Fraction 0 00 Numeratorwes P Denominator wes ENNENNEEEN Daybook Code Z3 Layer Code ba Template Code Save and Create Close Field Descriptions Source Type Select an allocation source type from the following Constant Value The source is a constant value that can be modified before executing the allocation batch The value can be entered as a base currency amount or as a base currency amount with a quantity Standard Charge The source amount is calculated as the multiplication of a quantity and a unit price Both values are entered in the allocation definition but can be modified before executing the allocation batch WBS Topic The source amount is calculated by totaling the postings of the COA elements that comprise the topic AQAD Setting Up General Ledger 301 Source WBS This field is available when you s
94. can access and edit the new accounts in this program or in Purchase Gain Loss Account Maint 26 17 The data that displays is similar You can edit all associated data for the record except for the currency and product line that uniquely identify the new record You cannot delete the new purchase gain or purchase loss account records using Purchase Gain Loss Account Copy FAQAD Setting Up Multiple Currencies 137 Currency Display The currency format displayed in reports is determined by whether the report is for internal or external use Internal reports provide information for users of the system at your organization The currency format for these reports is determined by the user s locale based on the associated country in User Maintenance 36 1 Table 4 2 lists these reports Table 4 2 Report Program Internal Reports PO Receipt Document Print 5 13 2 porcrp p e of Pending Invoice Register 7 13 2 soivrp p User s Country Invoice Post and Print 7 13 4 soivpst p Invoice History Report 7 13 8 soivrp09 p Material Order Maintenance 10 7 1 11 11 1 fseomt p Material Order Shipments 10 7 6 11 11 6 fseops p Renewal Process Report 11 5 13 10 fssaexp p Billing Release to Invoice 11 5 18 13 fssais p Billing Reversal Maintenance 11 5 18 18 fssaisr p Revenue Recognition 11 5 18 21 fssdefre p Intrastat Inquiry 29 22 14 iehiq p Intrastat by Invoice 29 22 15 iehinviq p Intrastat by Supplier Invoice 29 22 16 iehvouiq
95. can run all GL AR AP and tax reports to display output in statutory currency However statutory currency is not available for GL Report Writer reports The system uses a dedicated statutory exchange rate when converting transaction amounts to and from the statutory currency However you can choose to use the normal accounting exchange rate for statutory currency calculation See Exchange Rate Types on page 124 All GL transactions contain statutory currency amount fields on the same level as the base currency amount fields including tax transactions You can revaluate transactions in transaction currency relative to the statutory currency The Currency tab of GL Account Create contains account settings for transaction currency revaluation in statutory currency See Revaluation on page 445 The concept of statutory currency does not exist in the operational modules Therefore when operational transactions are fed into Financials using Operational Transaction Post and Invoice Print and Post the system calculates the GL transaction amounts in statutory currency and adds these values to the posted transactions The system converts the base currency amount to statutory currency using the statutory exchange rate type FAQAD 120 User Guide QAD Financials A FAQAD See Inventory Exchange Rate on page 130 for details on how the system converts inventory transactions on inventory accounts to statutory currency The Fi
96. code Alternate COA groups are used to accumulate data in the Chinese structured reports such as the Chinese Income Statement and Balance Sheet Fig 5 25 COA Example from Chinese Accounting FAQAD 186 User Guide QAD Financials A Example A company s alternate COA structure contains the following alternate accounts for assets AC 1 AC 1 1 AC 1 1 1 AC 1 1 1 1 AC 1 1 2 AC 1 2 AC 1 2 1 AC 1 2 2 The company creates an alternate COA group called Current Assets and assigns it to the highest level alternate account AC 1 using Alternate COA Structure Create 25 3 21 1 All lower level alternate accounts are subsequently linked to the alternate COA group Fig 5 26 Alternate COA Group Create 25 3 21 7 GoTo Actions J Tools 9 Attach Print 1s Preview Attachments Alternate COA Group Create Altemate COA Group Code CurrentAssets Description Current Assets Alt Group c Alternate COA Group Code Enter a maximum of 20 characters for the code to identify the alternate COA group Description Enter a brief description maximum 40 characters for the alternate COA group You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Creating an Alternate COA Structure Use Alternate COA Structure Create 25 3 21 1 to create new alternate COA structures Optionally you can use Alternate COA Structure Copy 25 3 21 5 to create an alter
97. customer record you already created In addition the inactive values with continue to display on reports Accessing Application and Interface Help You access context sensitive help for application programs and fields by pressing F1 within the program or field and also through the Help Menu option Help QAD Enterprise Applications User Interface Help Application Help View Configuration About The Help menu has the following options QAD Enterprise Applications User Interface Help This option displays the default page for the User Interface Help system This page features links to the QAD Assistance Panel View Configuration This option displays server configuration information and is described in User Guide System Administration About This option displays current installation information and is described in User Guide System Administration When you select help within a component based screen the system displays a context sensitive help topic for that screen within the QAD Assistance Panel GL Account Create X GoTo 5 Actions v7 User Interface 75 Fig 2 40 U a rr Assistance ee search Al lt gt Index fal Setting Up General Ledger gt Setting Up the Chart of Accounts Attachments GL Account Description GL Type Standard Active v Posting Currency I Analys Creating GL Accounts Use the GL Account activities 25 3 1 3 to create vi
98. data here See Address Information Tab on page 325 for details about these fields Accounting Tab Use the Accounting tab to set up control accounts and other accounting information Fig 6 35 Business Relation Accounting Payment Banking Defaults Credit Limit TaxInfo Comments Customer Create Accounting Tab Control GL Profile Invoice Sod vr Control GL Profile Credit Note Ar Control GL Profile Pre payment Ar Sales Account GL Profile Alr Finance Charge Profile Ar Sub Account Profile alr Currency Code USD g Customer Type Ar FAQAD 372 User Guide QAD Financials A FAQAD Field Descriptions Control GL Profile Invoice Specify the valid active GL profile of type Customer Account used to determine the accounts receivable GL control account for invoices This field is required Control GL Profile Credit Note Specify the valid active GL profile of type Customer Account used to determine the accounts receivable GL control account for credit notes This field is required Control GL Profile Prepayment Specify the valid active GL profile of type Customer Account used to determine the accounts receivable GL control account for prepayments This field is required All functions that create prepayments use the GL account linked to this profile including Banking Entry Open Item Adjustment Customer Payment Create Supplier Payment Create and Supplier Payment Selection Sales Account
99. eliminations but typically other elimination activities can also be required Financial functions are available for each consolidated entity letting you prepare eliminating entries or perform different types of consolidation postings All the reporting options available in the system apply to consolidation entities as well See Chapter 14 Consolidation on page 923 COA Cross Reference The COA Cross Reference function lets you to map GL accounts sub accounts cost centers and projects in source entities to GL combinations in consolidation entities In addition you can also use COA Cross Introduction to QAD Financials 19 Reference Create 25 3 14 1 to define mappings from GL combinations to alternate COAs The alternate COA mappings can be used to group and report data in statutory reports See COA Cross References on page 190 Accounts Receivable The Accounts Receivable module covers all accounting processes related to customer invoices and payments This module also manages customer definition credit terms credit limits finance charges aging analysis and reminder letters Most customer invoices are generated from sales transactions in the Sales Orders Invoices module When customer invoices are created from confirmed shipments or deliveries the system creates customer invoices using Invoice Post and Print You then process the invoice using the AR functions You collect receivables by tracking customer
100. enter descriptions in more than one language See Using the Translation Option on page 54 Budget Group Select a budget group for the sub account Sub Account Mask Code Specify the COA mask that applies to the sub account Click the lookup to list all sub account masks for the assigned sub account COA mask shared set A sub account COA mask defines the list of GL accounts that the sub account can be combined with during posting Setting Up General Ledger 169 You can also create a new sub account mask as required by clicking the GoTo button to the right of the Sub Account Mask Code field The GoTo opens Sub Account Mask Create 25 3 9 1 1 If you have already assigned a COA mask to the sub account the GoTo button displays Sub Account Mask View 25 3 9 1 3 and also lets you display a related view showing all sub accounts linked to that COA mask See Sub Account COA Mask on page 207 The COA Element without Mask field in Domain Create controls how the system treats sub accounts that are not assigned a sub account COA mask If sub account COA masks are enabled for the current domain and the COA Element without Mask field is set to Exclude from Posting the system prevents all sub accounts without a sub account COA mask from being used in postings If the COA Element without Mask field is set to No Posting Restrictions you can use the sub account with any GL account If sub account COA masks are not enabled for the current domai
101. entry posting line the system recognizes that the transaction is cross company and opens a level two posting line where you enter the code of the other entity in the Cross Company Code field Cross company posting are of two types manual and automatic Figure 7 57 shows the process map for cross company transactions Cross Company Transactions Create First up coo Click Create Cross Compat Create Second Cross Company Run GL Transactions by Manual Cross Company Posting A manual cross company posting is a two part process consisting of a parent and child transaction each of which you complete separately The parent and child transactions are posted from within different entities to different daybooks You can create manual cross company postings in only the management and the official layers The parent transaction is the initial posting that references a cross company control account Example Entity 1000 and entity 2000 are both subsidiaries of a large organization Human resource management and IT services for the entire organization are centralized in entity 1000 Cross company transactions are generated when entity 2000 uses either centralized service Entity 1000 uses a journal entries template to record the charges that entity 2000 and other entities in the organization have incurred General Ledger Transactions 503 Fig 7 58 Journal Entry in Journal Entry Tools GoToy Attah d 25
102. field First Initial Value Enter a value for this selection criterion or select a value from the drop down list The list displays certain variables that are interpreted by the system such as Today which represents today s date These variables let you save stored search criteria that work correctly regardless of the date Second Initial Value This field is editable only when the range operator is specified Enter the ending value in a range for selecting records FAQAD 62 User Guide QAD Financials A Managing Search Results You can make a number of modifications to the search results to configure them for your particular needs Customizing the Column Layout You can change the column order by clicking the column header in the browse screen and dragging it to another position in the results list A red arrow indicates the place where that column is dropped when you release the mouse button You can also adjust the column size by clicking on the border of the column header and dragging that border to the left or the right You can sort all data in the result list on any of the columns just by clicking the column header Click on the header again to sort the data in reverse order When all the records for the query have been retrieved you can filter using the column headers in the result grid Each column header also features a drop down filter option Click the icon to display the available filte
103. for the connection records that exist in the other databases An error displays if any database cannot be accessed and you cannot change the active status Domain Code Page QAD Enterprise Applications supports a Unicode deployment using the UTF 8 code page Unicode is a universal encoded character set that lets you store information in any language by providing a unique code point for every possible character regardless of platform program or language If you have chosen a Unicode deployment you can have domains with any combination of languages in one database See User Guide QAD System Administration for additional details about multiple language setup and Unicode Confirming Domains During initial implementation of QAD Enterprise Applications or during initial setup of a new domain you may need to change some of the key parameters To support this flexibility you can modify most aspects of a domain as long as you need to and then confirm the setup when you are satisfied that it meets your business requirements Until a domain is confirmed it is not available to your operational functions Certain financial functions are also disabled in an unconfirmed domain You cannot maintain accounting and tax calendar periods You cannot create GL mask records You cannot create employees As a result no accounting transactions can be created before confirmation occurs In addition no operational transactions can be created sinc
104. for this transaction type Note Leave this range blank for the system daybook Define entity codes in Entity Create Daybook Specify the daybook code for an active daybook created using Daybook Create All GL transactions created with the specified GL transaction type and GL document type are assigned to this daybook Defining Daybook Sets Each sales order is associated with a daybook set assigned to the bill to customer address and each purchase order is associated with a daybook set that defaults from the supplier data but can be modified Individual daybooks in the set are used to record invoices credit notes intercompany transactions and when correction invoices are used associated correction documents The system also uses daybooks to generate GL reference numbers for these transactions See Setting Up GL Correction Control on page 238 for details about enabling correction transactions 263 QAD 264 User Guide QAD Financials A Fig 5 69 Daybook Set Maintenance FAQAD Depending on your company s business requirements you can define daybook sets either for the entire domain or for individual sites For example the site based method supports the requirement to use a different invoice sequence for each shipping site The Use Daybook Set by Site options in Sales Order Accounting Control 36 9 6 and Purchasing Accounting Control 36 9 5 determine how daybook sets are defined When daybook sets
105. foreign payments such as checks and drafts is set to Paid These differences are calculated and posted in both base currency and statutory currency Rounding methods are used to control how the system rounds monetary amounts for data entry and display See Rounding Methods on page 120 QAD 118 User Guide QAD Financials A Fig 4 1 Multiple Currencies Process Map AQAD Since currency formats vary by region the currency display format is based on the country code If a regional format is not defined the system uses the period as a decimal point The decimal point indicator in financial functions is determined by Windows regional settings on the client computer and can vary from user to user Most reports and screens use the currency format of the logged in user when displaying monetary values However invoices to customers use the format of the recipient address See Currency Display on page 137 for details Set Up Multiple Currency Accounting i Define Rounding Methods Set Up Currencies Define Exchange Rates Create Exchange Rate Types Identify Gain Loss Accounts Statutory Currency You have the option to use an additional base currency for reporting purposes This second currency is known as the statutory currency The need for a statutory currency arises from a combination of global IFRS requirements and local GAAP in some countries The statutory currency
106. further subdivided into Assignable costs are charged directly to the account or sub account without allocation Shared costs cannot be directly assigned to a cost objective but are charged instead to an intermediate cost pool An indirect cost cannot be traced directly to one source For example a company electricity bill covers the electricity usage for all company departments Initially the bill is allocated to an overhead cost center and later re allocated over all the departments You use allocation to distribute indirect costs to the various direct activities that benefited For this you must define a cost allocation plan Setting Up General Ledger 297 Cost Allocation The cost allocation process has three steps 1 Classify Costs Cost classification is the process of labeling direct and indirect costs relative to the cost allocation process Pool Costs Cost pooling is the process of accumulating costs into pools for allocation You must pool similar allocatable costs which you can then combine to simplify the allocation process Cost items can be individually allocated or all cost items in the pool can be totaled and the total allocated The decision depends on the reporting requirements and the level of budget control Allocation You can allocate a cost if the goods or services involved are chargeable or assignable to a cost objective in accordance with relative benefits received This measure of benefit is use
107. groups are transaction groups that contain allocations The system runs all of the allocations in the JE group This ensures that when an allocation batch run is interrupted the system does not stop the batch run until all allocations in the current group have been run You must assign the same daybook to all allocations in a JE group The result of a JE group run is always a single journal entry Alloc Code Specify an allocation code to include in the JE group See Financial Allocations on page 295 for information on how to set up allocations Last Modified Date Time and User These read only fields are maintained by the system and display the ID of the user who last updated this record and the date and time of update General Ledger Transactions 489 GL Allocation Batch Run By default the system runs all selected lines in the GL Allocation Batch Run Execute screen except when a batch has already run for the same target period The system also keeps a log file of previously run allocations An allocation batch is run correctly if the figures it uses from the Budget module are valid These figures are calculated by the Budget daemon The system checks for unprocessed daemon records before running each allocation in the batch and displays a warning when unprocessed records exist When an allocation batch is interrupted you can restart the batch for the same GL period All allocations already run are deselected to ensure that
108. have been completed and released for payment In this case it may be necessary to put one or many invoices for a supplier on payment hold until the problem is resolved Note None of the invoice status settings has any effect on customer invoices the status code is used for filtering in reports and determining how invoices are included in finance charge calculations Invoice status codes do not have a blocking effect on customer invoices and do not form part of the credit checking process QAD 340 User Guide QAD Financials A Creating Invoice Status Codes Fig 6 18 Invoice Status Code Create Invoice Status Code Create L GoTo Actions j Tools 9 Attach Print 4 Preview Attachments Invoice Status Code RecMatchlnit Description Initial receiver matching f A Blocked for payment Invoice Approved Allocation Status Nodllocation v Initial Status v Receiver Matching v Status After Match Do not Increment Reminder Count Active v Field Descriptions Invoice Status Code Enter a code maximum 20 characters that identifies a combination of values for managing supplier invoices or a filter criteria for customer invoices This field is mandatory the code cannot be blank Description Enter a brief description maximum 40 characters of the invoice status This field is mandatory the description cannot be blank You can optionally enter descriptions in more than one language See Using the Translation Optio
109. is subject to a monthly closing You can close a GL period for one entity and leave it open for all other entities in the same domain You can unlock a GL period if more transactions need to be processed for that period Setting Up General Ledger 279 Reported The Reported status applies to a period for which Monthly Closing has been successfully run and reported You can reset a reported GL period to a different status Frozen When you run Year End Closing the Frozen status is automatically applied to all GL periods in the year A Frozen period cannot be reopened Application Areas You can close GL accounting periods by GL transaction type This lets you for example prevent any more sales order shipments while still allowing banking entry in the GL The GL module overrides the other area modules and when closed prevents transactions of any type for the period The application areas that can be closed separately are GL which closes all areas including fixed assets AP which closes the AP sub ledger in financials Sales which closes the AR sub ledger in financials This also prevents the posting of sales invoices through Invoice Post and Print and posting of any SO transaction in Operational Transaction Post Inventory including all inventory IC and work order WO transactions created in operational functions When an application area is open indicated by a selected check box for a period you enable transaction
110. list see Define Bank Account Formats on page 832 The bank number you enter here is displayed in all outgoing payments for example in customer or supplier invoices or as header information in payment files to other banks In cases where a parent company and its subsidiaries use different account numbers within the same company account you can enter a default bank account number for each entity in the domain You can assign bank account numbers only to entities within the same domain When you switch entities within a domain and create transactions that update the company account the bank account number used and displayed in subsequent reports is the one you assigned to this entity in the account grid However you can define only one bank account number for each linked entity If you link multiple account numbers to a single entity the system cannot identify the correct account number when you use the account in a payment selection You can however define two bank account numbers for the same entity when you have selected in bound and foreign validations for the account In this case the system identifies which of the accounts to use from the account information contained in the Payment Format Link For more information on payment selections see Customer Payment Selections on page 592 and Supplier Payment Selections on page 772 Note When you click to save the account details the system displays a warning t
111. of an invoice from 500 US dollars to 2000 US dollars To net this balance to zero you can allocate to a GL account When you create the posting line in the Allocate GL screen you allocate 1500 in US dollars and not in the base currency providing the base currency is not USD The exchange rate used for multi currency adjustments is that of the original open item and rounding differences are automatically applied Click Apply to apply the adjustment Fig 7 25 Business Relation Invoice Reference Invoice Date TCInvoiceBalance Dr Cr InvoiceC TCNewBalance n Open Item ODD10000 st92bm g 2007 AR Finan 00000 02 07 2007 100000DR USD 1 000 00 0 Adjustment Search 00010000 st92bmfg 2007 CN 000000001 01 08 2007 10000 CR USD 100 00 0 Results Grid 00010000 st92bmfg 2006 AR Finan 00000 11 14 2006 54 00 DR USD 54 00 0 mn 00010000 st92bmtg 2006 AR Finan 00000 11 14 2006 345 00 DR USD 45 00 0 o 0000 st92bmfg 2006 AR Finan 00000 11 14 2006 120 00 DR USD 120 00 0 0001 0000 st92bmtg 2006 AR Finan 00000 11 14 2006 2 00 DR USD 2 00 0 lal 0001 0000 st92bmtg 2006 AR Finan 00000 1 n 123 00 DR USD 123 00 0 v 4 LI Save and Create Close BC Balance This field displays the new account balance when you apply the adjustments FAQAD 466 User Guide QAD Financials A Fig 7 26 Open Item Adjustment New Item AQAD New Item The New Item screen is available when the open item search has re
112. of measure is used to quantify items being invoiced See Receiver Matching on page 660 See Posting Tab on page 154 for details on defining the quantity and unit of measure attributes for a GL account Use the GL Account UM activities 25 3 15 to create delete modify or view units of measure 181 Fig 5 22 97 GL Account UM Create x GL Account UM GL Account Unit of Measure Tools gt Attach id 2 3 2 ux Create GL Account Unit of Measure Create Unit of Measure Hours Description Hours worked E Aclive v Field Descriptions Unit of Measure Specify a code maximum 20 characters that identifies a unit of measure code to be associated with an account Description Enter a brief description maximum 40 characters of the unit of measure You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Active Indicate if this is an active account The effect of this field is described in Active and Inactive Records on page 73 Alternate Chart of Accounts In some countries such as China and France the legal COA can be different from the operational COA for business or legal reasons A company that is part of a larger organization may be required to define an alternate COA according to local GAAP and then report to their head office using the operational COA An alternate chart of accounts is a secondary grouping of accou
113. or you can leave this field blank Records defined for a blank product line are used for memo items in Supplier Invoice Create Then enter a purchase gain account sub account and cost center combination and a purchase loss account sub account and cost center combination Standard account validation is used the account must be an existing active account and the combination of account sub account and cost center must also be valid When these accounts have been defined they are used in supplier invoices as follows When the exchange rate changes between receipt of the purchase order and update in Supplier Invoice the resulting difference is posted to one of the following The purchase gain or purchase loss account defined in Purchase Gain Loss Account Maintenance for the combination of the invoice currency and the item s product line if this record is available If this account is not available the purchase gain or purchase loss account defined in Purchase Gain Loss Account Maintenance for the invoice currency needed when the item being invoiced is a memo item if this record exists f this is not available the system unrealized exchange gain or unrealized exchange loss account You can use Purchase Gain Loss Account Inquiry 26 18 to display details about accounts defined in Purchase Gain Loss Account Maintenance Use Purchase Gain Loss Account Copy 26 22 to quickly create new accounts by copying existing ones You
114. page 88 COA masks can be shared by multiple domains and are therefore stored at shared set level You can share a set of COA masks across domains using shared sets of the following types e Sub Account Mask Shared Set Setting Up General Ledger 203 Cost Center Mask Shared Set Project Mask Shared Set The COA mask codes are stored in the shared sets and you can share COA masks regardless of how the COA elements are shared The COA mask ranges are stored according to the COA shared sets for the current domain Different domains that use the same chart of accounts can use different sets of COA masks For example the same sub account COA mask can be shared by Domainl and Domain2 a particular project COA mask can be used by Domainl only and a different project COA mask can be used by Domain2 When domain setup is complete you can no longer modify the shared sets assigned to the domain However this restriction does not apply to the three COA mask shared sets which can be modified at any time The system also uses the COA masks you define to restrict lookup values wherever account combinations are entered For example if sub account COA masks are active and you create a journal entry posting line and specify the GL account the sub account lookup only lets you select from the sub accounts that can be used with the GL account you specified Figure 5 40 shows the process map for defining COA masks QAD 204 User Guide
115. page 895 Budget Enabled Select the field to enable budget checking This field is effective if budget checking is enabled in System Maintain 36 24 3 1 See User Guide QAD System Administration for details on this function Category Select a code for classifying the account based on its function on financial statements Choices are Asset These represent economic resources owned by an entity both tangible and intangible such as bank balances amounts owed by customers inventories land buildings and machinery investments and goodwill Asset accounts appear on the balance sheet Liability Liabilities are amounts owed to other parties for goods and services supplied and loans This category also includes capital sometimes termed equity or net worth which represents the economic resources supplied to an organization such as share capital reserves and loan capital Liability and capital accounts appear on the balance sheet Expense Any account to appear in the income statement and not defined exceptionally as an income account is defined as an expense Typically materials labor and expense accounts are all expense accounts Some revenue accounts may also be defined in the expense category for example scrap sales and recovery accounts FAQAD 154 User Guide QAD Financials A Fig 5 6 GL Account Posting Tab AQAD Income This category identifies any account to appear as a sales account in the income s
116. ranges of postal codes letting you print reports for specific regions as identified by the postal code The postal code is also part of the tax zone for the address City Enter the city maximum 20 characters for this address This field is mandatory City can be used to select a tax zone State Select a valid state or province code for this address Description displays next to the code The state is used to select a tax zone County Code Select a valid county code that identifies the county for this address Description displays next to the code The county is used to select a tax zone Country Code Select a valid country code that identifies the country where this address is located Description displays next to the code This field is mandatory and is used to determine tax defaults Format This field determines where postal codes display on printed addresses It defaults from the value for the same field defined for the country Valid values are After Postal code prints after the city and state Before Postal code prints before the city and state Language Code Enter a valid code identifying the language used by this address The customer ship to language defaults to sales documents such as quotes sales orders invoices and service return material authorizations You can select orders for printing by range of language codes This lets you use preprinted forms in different languages Some financial documents can al
117. repetitive schedules If you define employees as engineers an e mail can be automatically sent to the members of the EmployeeNotify role responsible for creating engineer data when a new employee is created Only active employees can be selected in these operational functions FAQAD 416 User Guide QAD Financials A Fig 6 59 Employee Create AQAD Employee Create oca vx Employee Tools GoTo Attach d 632 4348 xX Employee Create Y Employee Code 524 Active v Supplier for AP Payments test Employee Business Relation Extemal Employee User v Supplier Code Ar Login iww r Registration Currency J Job Title AP Clert Start Date 07 15 2007 v zz Department Code 520 Al End Date v Default Project Field Descriptions Employee Code Specify a code maximum eight characters that identifies an employee The code cannot match any other employee in the current entity or any other entities in the current domain The employee is associated with the entity that is active in your current session If you leave the Employee Code field blank the system automatically generates a number for the record based on the sequence defined in Employee Autonumber Create See Autonumbering Sequences on page 322 Name This field displays a value only after you select a business relation code to associate with this employee in the Business Relation tab Address and contact details come fro
118. results See Year End Transactions on page 517 Reviewing Posted Transactions The system contains a wide range of reports and views that let you analyze GL transaction activity See Reviewing Posted Transactions on page 526 General Ledger Transactions 425 Posting Transactions from Other Modules In a production system most GL transactions originate from operational transactions such as manufacturing purchasing and inventory movements The system collects most operational transactions in an unposted transaction table You can review the transactions to ensure that amounts accounts and dates are correct Once the transactions are verified you must post them to update GL account balances Operational transactions fall into four areas Inventory Control IC Work Order WO Fixed Assets FA limited number of sales order SO transactions Note Invoicing sales orders using Invoice Post and Print 7 13 4 directly updates the GL Figure 7 2 illustrates the process flow for operational transactions Fig 7 2 Operational Transaction Flow Review and correct invalid account data that caused posting to fail Unposted transactions created during operations Post operational transactions Repost corrected transactions Note Before operational transactions can be posted you must set the Verify GL Accounts field in Domain Account Control 36 9 24 to Yes Before setting the Verif
119. right click options as GL Transactions View Extended See GL Transactions View Extended Right Click Options on page 529 FAQAD General Ledger Transactions 535 Fig 7 77 GL Account Browse tor Trial B X Right Click uu C Prnt We AddtoFevontes ds LP Chen Designer Retresh DROWGE MACRO Zi Stored Searches Options ye irs gt tooo Pia D x sewn Gear Alt Yea GL Porod gt lenge wm P 20e P x Orly alances wih S equals I x SAF Stuchae ena Fm 3 x Gl Account gt equis PL I x tt ee E Viewng 1 100 of 855 Records pe pagr 100 299 Trial Balance View Summarize Filters The Trial Balance View contains a number of summarization filters such as Summarize Sub Account Summarize Cost Center Summarize Project Summarize SAFs and Summarize Daybook The summarization filters determine the level of analytical information that the search results display The results are summarized to exclude the level of analytical detail that you have selected to summarize on Using the example in Figure 7 78 if you select Summarize Sub Account the detail lines display data for entities GL accounts and cost centers only Fig 7 78 Summarize Filters SAF Structure Entity GL Account Sub Acc Cost Center Project SAF 1 SAF 5 Interco Daybook Currency J Summarize Sub Account Y Summarize Cost Center Entity Sub lt Gct B Entity ecou suv acet g
120. s business relation Indicate that the customer is also an end user Specify an existing ship to address of a customer as an end user In this case the end user code is the same as the ship to code and the address details cannot be modified here Specify a new end user code and associate it with an existing address with the enduser type defined for a customer s business relation In this case the existing address is shared by multiple customers if you change the address it is changed for all codes referencing it Example Business Relation BRI has two associated customers C1 and C2 The two customers purchase items used at a central office so share an end user address You create end user EU1 for customer C1 You can now associate the same address with C2 by specifying C2 for the customer code selecting Link to End User clicking the End User Address button and choosing the EUI address from the lookup If you update any of the address details they are updated for both codes that reference the address Setting Up Business Relations 393 Fig 6 44 Customer End User Customer End User Toolsy GoTo 9 Attach id z J ix Create Customer End User Create Custemer Code 52046 2 wl ink To Customer v 52046 2 Address Information 52046 A HEADOFFICE 520462 10000 Third Street 33013 Summerland CA California us 7 United States of America Field Descriptions Customer Code Enter the co
121. selected Note The US language is always set to installed since English data is always supplied More details about loading and updating language translations can be found in User Guide QAD System Administration The Installed field is controlled by the system and cannot be set from the user interface Only installed languages can be associated with a user in User Maintenance 36 3 1 When a user logs in the system checks the language code associated with the user record and displays UI elements in that language Requiring the language associated with a user to be installed prevents a user from logging in and not seeing the correct menus and labels Using the Language Function Use the Language activities 36 4 1 to view all records create new ones modify user defined records or delete user defined records System defined records cannot be deleted QAD 314 User Guide QAD Financials A Fig 6 3 Language Modify AQAD Language Modify vx Language Toolsy GoTo Attach id 3 i X Language Modify Description System Language V Active iv Longus m age Field Descriptions Language Code Enter a code maximum two characters that identifies a language This field is mandatory the code cannot be blank Description Enter a brief description maximum 24 characters of the language code This field is mandatory the description cannot be blank You can optionally enter descriptions in more
122. selected if the statutory currency has been enabled for the current domain and if the domain setup is complete Domain Type Enter a code identifying the type of domain You can use this field to group domains based on a user defined convention Each database has one system domain defined in System Control Its type is set to SYSTEM and cannot be changed The system domain is used as a template for supplying default data when other domains are created See System Domain on page 89 Note You cannot change the type field to SYSTEM in this function Sub Account Cost Center Project Mask A Chart of Accounts COA mask is a matrix that defines valid combinations of COA elements for transaction posting Each mask applies to all entities within a domain Use the three mask fields to define the combinations of COA elements the system verifies when you post a transaction Each COA element has a separate COA mask maintenance function Setting Up Financial Foundations 97 Sub Account Mask Create 25 3 9 1 1 Cost Center Mask Create 25 3 9 2 1 Project Mask Create 25 3 9 3 1 The mask maintenance function for a COA element is disabled if the corresponding mask field is not selected for the domain If you do not select any of the options the system permits all combinations provided that each code is valid It is recommended to keep the COA masks inactive during initial system implementation when you are testing and setting
123. set the first domain to inactive You cannot change this field if the domain is a connection record referencing another database You must change this field in the domain s primary database In a multiple database environment you can change this field for a domain in the current database only when all other databases are active and connected The system modifies the Active field for the connection records that exist in the other databases An error displays if any database cannot be accessed and the field cannot be changed You cannot deactivate a domain unless all associated entities are also inactive Setup Complete Indicate if you are satisfied with all aspects of this domain and are ready to establish these settings permanently Important Be aware that after completion you can no longer modify the domain shared sets the base currency and the statutory currency The association between entities linked to this domain is permanently set and cannot be changed No The domain is not available in any operational functions You can modify the shared sets and base currency as needed Yes The domain is now available to operational functions Changes can no longer be made to the list of shared sets to the base currency the statutory currency or to the linked entities new entities can still be added To complete a domain the following must be true Active is set to Yes All shared set codes are defined Only
124. sort levels hold down the Shift key and click on the required column headings The example in Figure 2 17 is sorted by Order then by Receiver and then by Reference The triangle symbol to the right of the column name indicates that the column is used in the grid sort g i a Domain Domain Domain Domaint HHL D1P26 tevr26 pk26 60 D1P26 rtn26 mtn26 40 D1P3 DIR2 Test 100 t Domain Order 7 F Order Ln f e paene T Joona neice neal Referenc Quantity Unit Price Domain DTP 1 REVR PI 10 8 User Interface 51 Grid Filtering Each column header also features a drop down filter option Click the icon to display the available filters Fig 2 18 Format Name Description 4 Module Payment Type Payment Grid Filtering fall IE ABXAP Check Accounts Payable Both Check Bey ABXAR Check Accounts Receivable Both Check NonBlanks ano Accounts Receivable Both Check Rena ea AP Check Accounts Payable Both Check ano AP Draft Accounts Payable Both Draft AP Check m hc AP Elec Transfer Accounts Payable Both Electronic AP PromNote AP PromNote Accounts Payable Both Promissory AP Summary St AP Summary St Accounts Payable Both Summary St Expand Button Screens that display complex details often include a button for expanding or contracting the level of detail displayed Figure 2 19 illustrates the button in Receiver Matching Create Currently the Pending Invoice Filter is closed Fig 2 19 Rece
125. source account the system retrieves a default value for the analysis from the mirror account definition Mirroring GL Account Create w GoTo Actions Tools Attach amp Print os Preview Attachments ao Ga rae Domain Domain Z Entity 1000 F GL Matching Source 1 Account 00055044 sr Mirror 1 Account O0000INV 3 Soruce 1 Account Type Stan Source 1 System Type X Source 1 Sub Account Pr Mirror 1 Sub Account pr ource 1 Cost Center i Mirror 1 Cost Center li arce 1 Proje m litror 1 Project e Soruce 2 Account 000451 p der Mirror 2 Account O011SOAA ler Source 2 System Type X Source 2 Sub Account 5r Mirror 2 Sub Account FH Source 2 Cost Center y Mirror 2 Cost Center Source 2 Project Mirror 2 Project Account Split Type Source and Mirror Accounts Mixed v Transaction 1 Daybook Source Daybook v Transaction 2 Daybook Mirror Daybook X Field Descriptions Source 1 Account Specify the first source account General Ledger Transactions 515 Source 1 Account Type This field displays the source account type Source 1 System Type When the source account is a system account this field displays the system type Source 1 Sub Account Specify a sub account for account analysis Source 1 Cost Center Specify a cost center for account analysis Source 1 Project Specify a project for account analysis Mirror 1 Account Specify a mirror account for the source account Mirror 1
126. statements and summary reports Most organizations print a trial balance summary or detail report before printing statements The trial balance lists the title and amount for all accounts making it easier to identify errors and make adjusting entries before printing formal statements FAQAD 144 User Guide QAD Financials A Fig 5 2 General Ledger Data Flow AQAD After all reports are printed you close the GL period to the general ledger At the end of the fiscal year the GL calendar year is also closed for the year and the year end close updates the retained earnings for the current year s net profit or loss See Year End Transactions on page 517 In multiple currency entities unrealized exchange gains and losses are calculated and posted prior to running reports See Revaluation on page 445 The following figure shows the flow of data in the general ledger Posted Transactions Detail Management Layer Detail Reports Financial Statements and Summary Reports Cum Account Balance Detail Review or Analyze Transactions Detail Transient Layer E Financial Transactions P Invoice Post Unposted Transactions Table Unposted Operational Transactions Posting General Ledger Components The GL account is the base unit in the general ledger Create as many different types of GL accou
127. sub account and cost center The Chinese subsidiary then creates a structural alternate COA to satisfy CAS requirements and maps the alternate COA to its operational COA using COA Cross Reference Create 25 3 14 1 Figure 5 25 shows the alternate COA structure the company created for its bank accounts The alternate COA structure contains four levels and only the level 4 accounts are mapped to the company s operational COA For example alternate account 1002 01 01 0001 HR is mapped to operational account 30001 Bank RMB sub account 010 and cost center 3001 HR When the company runs Chinese statutory reports the statutory account code balances for parent accounts such as 1002 Bank are summed from the child alternate COA codes Setting Up GeneralLedger 185 CAS GL Account 1002 Bank 1002 01 01 Commercial Bank 1002 01 02 China Bank 1002 01 RMB 1002 02 USD m 1002 01 01 0001 HR 1002 01 01 0002 Sales 30001 Bank RMB 010 Commercial Bank 3001 HR Creating Alternate COA Groups Use Alternate COA Group Create 25 3 21 7 to define groups to which you can assign alternate accounts An alternate COA group code functions in a similar way to a budget group code and links level 1 alternate COA accounts When a level 1 alternate COA account is assigned to a group code all lower level alternate COA accounts in that structure are then automatically mapped to the group
128. system determines the default value for new customer records as follows When you define database sets by site Customer Data Maintenance looks for the first active daybook set that matches the default customer site If one has not been defined it uses the first active daybook set with a blank site If no definitions have been set up by site you must create at least one with blank site before you can complete Customer Data Maintenance records Otherwise the customer daybook set value defaults from the Default Daybook Set field in Sales Order Accounting Control However you can overwrite this value Note That field is not available when Use Daybook Set by Site is selected The customer record determines the default daybook set for new orders You can update the daybook set in the following programs Sales Order Maintenance 7 1 1 Customer Scheduled Order Maintenance 7 3 13 Sales Order Shipments 7 9 15 Sales Quote Maintenance 7 12 1 Pending Invoice Maintenance 7 13 1 Call Activity Recording 11 1 1 13 Call Invoice Recording 11 1 1 15 RMA Maintenance 11 7 1 1 QAD 268 User Guide QAD Financials A FAQAD RMA Receipts 11 7 1 13 RMA Shipments 11 7 1 16 Note These programs verify that the updated value has been defined and when you use daybook sets by site matches the order header site Assigning Supplier Daybooks Sets After creating daybook sets assign one to each supplier address in Suppli
129. target GL account 1100 in the consolidation entity Specifying account 1030 in the Source To field did not affect the mapping Setting Up General Ledger 195 Creating COA Cross References Fig 5 35 COA Cross Reference Create X E uu mu COA Cross M Go To Actions Tools 9 Attach 9 Print S Preview Reference Create MEER O 25 3 14 1 Code Test1234 Type Description Test1234 9 Target Domain Domainl 2Je Active v Alternate COA ource Cost 4 Source CostC 4 Source Proje Source Project Ti TargetGlAccount Target Sub Account 4 TargetCostCenler TagetProect gt Al 4 m gt Validate COA cross reference setup against posting history a Acc Year Petiod 2008 17 Validate subaccount v Validate costcentre v Validate Project v Validate Code Enter a maximum of 20 characters for the code that identifies the COA cross reference Description Enter a brief description maximum 40 characters of the COA cross reference You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Type Specify the type of cross reference that you want to define You cannot change the type after the cross reference has been saved Target Domain Specify the target domain This field is relevant when creating separate or combined mappings for use in consolidation You must have already defined the target consolid
130. than one language See Using the Translation Option on page 54 System Language This field indicates if the record is supplied with the system or has been added after installation You cannot delete system defined records Active Indicate if this is an active record The effect of this field is described in Active and Inactive Records on page 73 Installed Language This read only field indicates translated labels for this language have been loaded and are available in the system This field is set either by executing Load Translations 36 24 4 or System Synchronize 36 24 3 2 Only installed languages can be associated with users in User Maintenance 36 3 1 See User Guide QAD System Administration for details on language loading and system synchronize Setting Up Business Relations Country Use the Country activities 36 1 3 1 to create modify view and delete country codes These codes identify countries and are specified when business relations are defined Country codes apply to all entities and domains in a database Additional attributes of countries can be defined in Country Code Data Maintenance 2 14 1 These attributes are used in operational functions such as Regulatory Attributes See User Guide QAD Master Data for details on Country Code Data Maintenance and the QAD Regulatory Attributes module The country code associated with an address is used to determine the number and date formats displa
131. that do not have a value Summarized Transactions and System Concepts All inventory transactions normally create GL daybook transactions These can be created in detail with one GL transaction for each inventory transaction or in summary by day How transactions are created is determined by the Summarized Journal option in Inventory Accounting Control 36 9 3 When this field is selected the system creates summarized journal transactions by day generating just one transaction for each entity account sub account cost center and project combination used To use system concepts for operational transactions you must have access to individual transaction details Before creating inventory transactions you must therefore clear the Summarized Journal option Setting Up General Ledger 227 Receiver Matching and System SAF Concepis The system retrieves the values for system SAF concepts using the supplier and item associated with receiver matching lines System SAF concepts can be included in SAF structures attached to PO receipt accounts and purchase price variance accounts During receiver matching the system posts transactions to PO receipts accounts and automatically creates postings to other accounts such as AP rate variance and AP usage variance When a receiver matching is saved as Finished and the COA elements include SAF structures with system SAF concepts the system retrieves the Product Line Site Item Type Item Grou
132. that you have previously defined See Financial Allocations on page 295 for information on how to set up allocations The Budget daemon should be active when allocations are run because the allocation functionality uses the same tables The Budget daemon ensures that the most current values are available for an allocation run See User Guide QAD System Administration for information about daemons and their administration Defining Allocation Batches Use GL Allocation Batch Run Execute 25 13 9 to run multiple allocations simultaneously This activity also runs allocations in sequence using the result of one allocation as the source of the next An allocation batch can contain one or multiple allocation codes FAQAD 488 User Guide QAD Financials A Fig 7 44 GL Allocation Batch Modify FAQAD GL Allocation Batch Modify GoTo Actions 5 Tools Attach Print Preview Attachments Allocation Batch Code rentBatch Rent allocation Batch Active v JE Group Alloc Code EXEC NN Field Descriptions Allocation Batch Code Enter a code maximum 20 characters that identifies the allocation batch Description Enter a brief description maximum 40 characters of the allocation batch Active Indicate if this is an active record The effect of this field is described in Active and Inactive Records on page 73 JE Group Enter a code to identify the journal entry JE group JE
133. the project for example the department project manager Status Code Select the project status code from the drop down list which shows codes defined using Project Status Create The system status assigned to the project status controls how the projects can be used See Project Statuses on page 174 Retrieve SAF Structure from GL Select the field to use the SAF structure found in the Analysis Tab of the GL account for posting purposes To enable this setting an SAF structure must be specified for all accounts that have analysis type Project or Both In addition an SAF Structure Code cannot be specified for the project FAQAD 178 User Guide QAD Financials A FAQAD SAF Structure Code Select an SAF structure code to link to the project The SAF structure cannot be removed from a project if it has been used in posting If an SAF structure code is specified Retrieve SAF Structure from GL cannot be selected See Supplementary Analysis Fields on page 220 for more information SAF Set On Date and By These read only fields displays the date on which SAF analysis was activated for the project and the ID of the user who activated it Project Mask Code Specify the COA mask that applies to the project Click the lookup to list all project masks for the assigned project COA mask shared set A project GL mask defines the lists of GL accounts sub accounts and cost centers that the project can be combined with during
134. the application back end Microsoft Office Integration The QAD NET Ul lets you export and import financial data to and from Microsoft Office applications such as Microsoft Excel You can also associate Microsoft Word documents or PDFs with any record in the system This lets you for example associate an invoice document with the online record of the invoice For details on document linking see Tools Menu on page 40 For details on Excel integration see Integrating with Microsoft Excel on page 66 Descriptions Stored in Multiple Languages In component based functions most record description fields can be stored and viewed in multiple languages using a translation option available on the UI These translations are available in some of the financial reports See Chapter 2 Using the Translation Option on page 54 for details Go To Features Go To buttons on the UI provide immediate access to other functions where related data is created so that you have single click access to setting up new records that are needed For example while creating a new business relation you can immediately create a new state code and reference it in the address Go To FAQAD 8 User Guide QAD Financials A AQAD navigation also lets you see related views using the current record as the basis for the related information See Attach on page 44 for details Save as Draft Some financial functions let you create a record and save it
135. this field to specify a bank account for self bill payments If you do not select a bank account the system uses the default account in the self billing process Status Use this field to select a payment status for the automatic payment created from the Self Billing process The status you select must be already defined for this bank account If no status is defined for the self billing automatic customer payment the system assigns a status of Paid to the automatic payment Currency This field displays the currency defined for the payment format associated with your bank account Entity Code This field indicates the entity to which your own bank account is linked Bank GL Account This field displays the account code of the bank account linked to the own bank account and payment format combination Referenced This read only field indicates that the account is already referenced within the system For example when the account is used in a payment instrument process this field is automatically selected QAD 378 User Guide QAD Financials A Fig 6 38 Customer Create Defaults Tab AQAD Defaults Tab Use the Defaults tab to specify default values for concepts within an SAF structure Only one default can be specified for each concept The defaults are used when a code value is not supplied in a transaction These fields are not required See SAF Defaulting on page 235 Business Relation Accounting Payment
136. time of update Setting Up Entities Use the Entity activities 36 1 1 2 to create view and modify entities in an active domain Entities represent independent financial units within a business for which you assess taxes and generate separate balance sheets and income statements Each entity within a domain inherits the domain base currency and uses the same shared set data Note You cannot delete entities instead make an obsolete entity inactive Setting Up Financial Foundations 107 A business relation code is associated with an entity to provide address information for your own company on printed documents The business relation record also contains the tax parameters used for your company tax zone federal tax ID number and state tax ID number Prerequisites for creating an entity are an active domain and a business relation Fig 3 17 Entity Create Entity Create GoTo Actions 2 Tools Attach amp Print Preview Attachments Entity Code Active v Entity Description v Domain V Business Relation Pr Localization Code gt General Shared Sets Additional GL Numbering Check Budgets on Overlap AP Exchange Tolerance 0 00 AR Exchange Tolerance 0 00 lt Reverse P amp L Revaluations Consolidation Entity Decimals for Qty 2 Invoice Upper Limit o0 Mirror Setup None si Suspended Tax Not Applicable v Delayed Tax Not Applicable Field Descrip
137. time and is referred to as a hotlink See Linking with Excel on page 919 for details The integration requires that you have one of the following versions of Microsoft Office installed e Microsoft Office 2003 International e Microsoft Office 2003 with a MUI Multilingual User Interface Pack e Microsoft Office XP International Microsoft Office XP with a MUI Pack Microsoft Office 2007 Exporting Data to Excel for Reporting To export data directly into an Excel spreadsheet 1 Choose Export to Excel from the Actions menu of a full or filtered browse search The browse results grid is displayed in a new Excel window The formatting of the original grid is preserved in the new spreadsheet for example the font type and size and the order of headings are the same as those in the original results screen Note The Export to Excel option from a browse search only lets you create spreadsheets You cannot re import the data from these spreadsheets into the database Advanced Excel Integration This activity has multiple steps Choose the Excel Integration activity from the menu Load data into the grid using the Load option right click the empty grid to select Load The Load option lets you retrieve all database records for a supported business component Export the data to a spreadsheet open the data in Excel and modify it right click the grid again to select Export to Excel User Interface 69 After saving y
138. to determine which daybook to use for specific invoices The number of daybooks required in a set is determined by whether you use correction transactions See Defining Daybook Sets on page 263 FAQAD 16 User Guide QAD Financials A FAQAD Other GL Features Other features of the general ledger include GL Calendars Calenders are defined at the domain level and apply to each entity within a domain Accounting periods can be set between any start and end date and can be copied from previous accounting years At the entity level you can modify period attributes as well as lock periods to transactions from different operational areas and in the GL For more information on GL periods see Defining the GL Calendar on page 275 GL Allocations Operational allocation codes automatically split transaction amounts based on predefined percentages during Operational Transaction Post Within the GL more complex allocation structures can be defined linked together and executed in batch General Ledger Transactions Once you have set up your chart of accounts and other general ledger features you can use them to manage transactions in the system GL transactions are of two basic types Transactions from other operational areas such as inventory movements sales order shipments and purchase order receipts Transactions created in financial functions such as supplier invoices bank and cash transactions journal entrie
139. to indicate the central bank reporting ID of your bank Input Option Select an input option for the attribute Selectable Users must select one of the attribute values when creating the payment Editable Users can edit the value on the payment screen Both Users can select from the values defined or edit the value on screen Level This field indicates the level of the payment file to which the attribute applies Header Invoice or Payment Mandatory This field indicates if the attribute is mandatory in a payment using this format When an attribute is mandatory you must supply a value for the attribute in order to complete the payment QAD 358 User Guide QAD Financials A FAQAD Active This field indicates that the attribute is active Group Code This field is an internal reference ID for a set of attributes Last Modified User Date Time These read only fields are maintained by the system and display the ID of the user who last updated this record and the date and time of update Payment Attribute Values Assign values to an attribute by selecting the attribute row in the grid and adding a child row to the attribute Field Descriptions Attribute Value Enter a text or numerical value for the attribute depending on the attribute data type When you enter multiple values you must select one when creating the payment Description Enter a brief description maximum 40 characters Active Indicate
140. to reverse the recurring entry in the next period Specify the reversing date for the entry in the Reversing Date column of the entry grid Click the Apply button to generate recurring entries based on the information you specified in the header If you do not specify an end date the grid displays one instance of the entry only Entry Grid You can modify the recurring entry details before posting the transactions However you cannot modify the status which is assigned by the system Field Descriptions Code Edit the recurring entry code if required Status This field displays Waiting Posted or Deleted as the recurring entry status QAD 478 User Guide QAD Financials A FAQAD Posting Date Edit the posting date if required Reversing Date This field displays the reversing date for the entry which is the first day of the next GL period BC Amount Edit the posting amount in the base currency GL Pd Specify the GL period in which to post the transactions GL Cal Year Specify the GL calendar year in which to post the transactions Last Modified Date Time and User These read only fields are maintained by the system and display the ID of the user who last updated this record and the date and time of update Posting Recurring Entries Use Recurring Entry Post 25 13 4 5 to post recurring entries to the official layer and update the accounts specified in the posting template When selecting recurring
141. transient or official Active Indicate if this is an active layer The effect of this field is described in Active and Inactive Records on page 73 FAQAD 250 User Guide QAD Financials A Fig 5 64 Set Up Daybooks Process Map FAQAD Using Daybooks Daybooks also known as journals are system or user defined views of the general ledger and contain all transactions The use of daybooks is mandatory in all modules Daybooks provide many advantages in terms of analysis segregation of transactions numbering and consequently speed of period close Figure 5 64 shows the process map for creating daybooks Create Daybook Ye Groups Create Daybook Profiles Set Up Default Set Up Default Create Daybook e d Using different types of daybooks lets you group GL transactions to satisfy legal reporting requirements or to ensure that GL reporting is consistent with common business practices Financial daybooks accept postings that originate from financial functions such as the general ledger AR and AP See page 256 Operational daybooks are used for postings that originate from operational functions such as Sales Inventory Control Fixed Assets and Manufacturing They are created as unposted transactions which then require a separate posting activity to update the general ledger with the transaction amounts Operational daybooks are also used to generate invoice numbers during the invoice postin
142. used to Manage the approval allocation status and payment of invoices for suppliers dentify contested invoices for filtering reports and managing finance charge calculation for customers Associate a default invoice status with each customer and supplier record Invoice status codes are primarily used with suppliers You approve supplier invoices and release them for payment by modifying the invoice status code applied to the invoice You also control when and how postings occur by specifying an invoice status code with a different allocation status See Allocating Approving and Releasing for Payment on page 690 The allocation status is typically changed after receiver matching and you can specify the status the system should use after matching by linking two codes together This linking is used to provide defaults during the processing of supplier invoices when receiver matching is done as a separate step The defaults can be changed as needed The following figure shows two status codes one before matching and one after The first code references the second FAQAD 338 Fig 6 17 Linked Status Codes Table 6 3 Sample Invoice Status Codes FAQAD User Guide QAD Financials A Invoice Status Create Invoice Status Tools 9 Attach id Y 3 7 Invoice Status Create Invoice Status Code Description Lock Payment Invoice Approved Allocation Status Receiver Matching Status After M
143. uses them Many are used in transactions that the software creates automatically Assign every account a value even though it may never be used This ensures that transactions cannot be created with a blank account number QAD 290 User Guide QAD Financials A Table 5 32 Default Domain Accounts FAQAD Table 5 32 lists all of the accounts set up in Domain Account Control The Type column indicates how the account is used The Updated By column indicates transactions that update the account If you are using either of the optional consignment modules Customer Consignment Inventory or Supplier Consignment Inventory you can also define consignment accounts See User Guide QAD Sales and User Guide QAD Purchasing for information on these modules System Account GL Type Type Updated in Sales Standard Invoice Post Sales Discount Standard Invoice Post Sales Invoice Tax Tax Invoice Post Sales Tax Credit Note Tax Invoice Post Sales Tax Absorbed Tax Tax Rate Maintenance Sales Invoice Suspended Tax Invoice Post Tax Account E Sales Credit Note Tax Invoice Post S Suspended Tax Account E Sales Returns Standard Inventory Receipt Sales Order 1 Return COGS Material Standard SO Shipment COGS Labor Standard SO Shipment COGS Burden Variable Standard SO Shipment COGS Overhead Fixed Standard SO Shipment COGS Subcontract Standard SO Shipment Sales Freight Accrued Standard Invoice Post Sales Freight Applied St
144. using this program the system checks your security access based on the roles defined for your user ID in the target domain and database Setting Up Profiles You use profiles to identify the relationships between records in shared sets of different types Consider the example discussed in the section on shared sets where customers suppliers and exchange rates are used by all entities in both domains but COA elements are not shared between domains Setting Up Financial Foundations 103 Shared Set Type North America Domain European Union Domain Sunc Sud Sets Customer AllCustomers AllCustomers Supplier AllSuppliers AllSuppliers Account NA Accounts EU Accounts Sub Account NA SubAccounts EU SubAccounts Cost Center NA CCs EU CCs Project NA Projects EU Projects Exchange Rate SystemExRates SystemExRates Daybook NA Daybooks EU Daybooks Each customer needs an associated Customer Control account However if you assign a control account from the NA Accounts shared set it would be invalid when sales orders are created in the European Union domain Instead you assign the customer a Customer Account profile that indicates the account to use in each domain Then regardless of which entity does business with the customer valid accounts are referenced when invoices are registered Fig 3 15 Profiles and Level Data Account 12000 Account 400000 Shared Sets i Customer QMS i F T l i i Domain Data North Americ
145. you set the Accounts Payable field to Yes in the AP AR Correction section of GL Correction Control 25 13 24 Specify a daybook type of Supplier Invoice Corrections Correction Invoices Positive Enter the customer invoices daybook the system uses for generating correction invoice numbers for positive correction amounts This must be an active daybook with a daybook type of Customer Invoices This field displays only when Use Correction Invoices in Yes in Sales Order Accounting Control Note This field is only available for AR daybook sets Correction Credit Notes Positive Enter the customer credit notes daybook the system uses for generating correction credit note numbers for positive correction amounts This must be an active daybook with a daybook type of Customer Credit Note This field displays only when Use Correction Invoices in Yes in Sales Order Accounting Control Setting Up General Ledger 267 Note This field is only available for AR daybook sets Adjustment Daybook Enter the daybook the system uses for generating numbers for adjustment transactions It must be an active daybook with a daybook type of Customer Adjustments This field displays only when Use Correction Invoices in Yes in Sales Order Accounting Control Note This field is only available for AR daybook sets Assigning Customer Daybooks Sets After creating daybook sets assign one to each customer address in Customer Data Maintenance 2 1 1 The
146. yste i Fallback to ACCOUNTING V Use Validity End Date Validity in days o Field Descriptions Exchange Rate Type Enter a code identifying an exchange rate type A number of types are predefined and required by the system Description Enter a brief description maximum 40 characters of the exchange rate type to help identify its use Active Indicate if this is an active record System Defined This read only field indicates if the record is supplied with the system or has been added after installation You cannot delete system defined records Fallback to ACCOUNTING Select this field if the system must revert to using the accounting exchange rate when it cannot find a valid exchange rate of the type for which you have enabled this option Use Validity End Date Select the field to users to specify the validity end dates for exchange rates of this type Note You cannot use the validity end date option for an exchange rate type if you are also using the Fallback to Accounting option Having these options mutually exclusive prevents the system from reverting to looking for an accounting type rate when the exchange rate s validity has passed Default Validity in days Specify the default number of days that exchange rates of this type is valid Setting Up Multiple Currencies 127 When a new exchange rate of this type is created in Exchange Rate Create the system automatically proposes a validity end date by
147. z Accounts Payable Check FRYCOM AP 7 o xx Accounts Payable Elecworic Trarsier Field Descriptions Own Bank Number Select the account number of the bank account to which you want to link a payment format Entity Code This field displays the entity associated with the bank account This is usually the current entity and the bank account is normally your own bank account Payment Format Specify a payment format to link to the bank account Next Pre Printed Number Enter an initial number for supplier check print runs The system automatically uses this number to begin check print runs when the payment format is associated with the supplier payment See Printing and Voiding Supplier Checks on page 795 Extension This field indicates the bank extension number if any Validation This field indicates the account number validation if any Bank File Format Select a bank file format when you intend to generate automatic AR and AP payments from electronic files produced by this bank account You define bank file formats using Bank File Format Maintain AR AP This field displays the module Accounts Receivable or Accounts Payable for the payment format Payment Instrument This field displays the payment instrument for this format Check Draft Direct Debit Transfer Electronic Transfer Direct Debit Promissory Note or Credit Card FAQAD 362 User Guide QAD Financials A Fig 6 29 Associating Your Bank with Cus
148. 0000002 CI Customer Invoices e Customer Invoices DEBT 06 09 2008 2008 06 000000003 CI Customer Invoices ARFINV Default AR Invoice Financial DEBT 06 08 2008 2008 06 000000003 AROPERT ST CUSTOMER INVOICES ARFINV Default AR Invoice Financial DEBT ST CUSTOMER INVOICES 06 09 2008 000000004 AROPER1 ST CUSTOMER INVOICES AROPERT When you double click the transaction you want to modify the system displays the following window Reporting Daybook Modify X GoTo Actions 4 Tools Print amp Preview Attachments Yeat Daybook Voucher 2008 06 000000001 Posting Date 06 06 2008 Invoice Descriptior test for bankin entry Daybook Code e Customer Invoices Reporting Daybook Code ici 4 Customer Invoices Year Daybook Voucher This field displays the posting reference The system generates a posting reference for all invoices credit notes open item adjustments and banking entries based on the combination of the entity year and daybook Setting Up General Ledger 275 Posting Date This field displays the date on which the transaction was posted This date defaults from the invoice or transaction creation date Description This field displays a description of the posted transaction Daybook Code This field displays the daybook code associated with the posted transaction Reporting Daybook Code Select the reporting daybook that you want to apply
149. 076 25 21 17 1076 1081 25 21 21 1041 25 21 23 1038 25 21 24 1040 27 1 648 27 6 12 1 639 27 6 12 4 634 639 27 6 12 7 647 650 27 6 12 8 650 27 6 12 10 652 27 6 12 11 651 27 6 12 15 654 27 6 12 23 654 27 6 12 24 632 28 10 13 819 35 1 638 639 36 9 20 219 36 16 5 654 A Accounting Data Export 1098 Index accounts allocating bank entry 857 analysis for 149 bank 163 836 format 832 cash 166 chart of 146 creating 150 cross company 99 currency 156 mirror 513 Purchase Gain 135 Purchase Loss 135 system 148 system default 289 accounts payable AP 657 804 payment selections 772 778 payments 757 receiver matching 706 reports 1006 supplier invoices 664 Accounts Payable Control ERS Packing Slip Error field 819 accounts receivable AR 537 625 customer credit 601 customer invoices 541 customer opening balance 397 finance charges 618 payment selections 592 payments 562 579 reports 1000 active domain 90 active record setting 73 addresses autonumbering 322 business relations 323 customer invoice 550 types of 320 FAQAD User Guide QAD Financials A allocation batch 486 allocation codes during GL posting 428 allocations batch execution 487 financial 295 operational codes 293 alternate COA 181 Chinese Accounting example 184 1109 process map 183 structure 186 copying an existing structure 189 Analysis Code Maintenance 1045 analysis codes GL creating 1044 linking together 1046 master 10
150. 082 Report Validation Listing 1079 Reporting Daybook Modify 273 Reporting Unit Code Maintenance 1039 reports accounts payable 1006 accounts receivable 1000 budget 921 cash and bank 1010 Chinese GL 1103 consolidation 940 customizing 1021 general ledger analytical 997 closing 999 transaction activity 994 merge tool 1029 multi column 304 1019 receiver matching 1008 report daemon 990 Schedule 1032 FAQAD User Guide QAD Financials A server output processing 1026 structured 1011 templates 1028 revaluation 117 445 methods 450 posting 452 458 setup 448 simulate 456 revaluation rate consolidation 927 Reversing Journal Create 25 13 1 14 485 reversing journal entries 480 correcting 483 rounding difference account 933 Rounding Method Maintenance 1040 rounding methods creating 120 Row Group Maintenance 1049 calculation rows 1055 data rows 1052 print control 1056 text rows 1051 Run Report 1076 saving report images 1081 S Scheduled Order Maintenance Evaluated Receipts Settlement ERS 818 scheduled orders Evaluated Receipts Settlement ERS 818 search 55 Self Bill Auto Create 634 Self Bill Confirm 647 Self Bill Delete Archive 654 Self Bill Discrepancy Report 652 Self Bill Maintenance 639 Self Bill Report 651 Self Bill Unconfirm 650 Self Bill Workbench 637 Self Billing overview 628 traditional 628 work flow 629 Self Billing Control 632 self bills deleting 646 maintaining 639 reversing payments 648 s
151. 2 GS x B Supplier Create Y Supplier Code Active v Business Relation p Business Relation Accounting Payment Banking Defaults Tax Info Sports World Distribtion Center mu 10000 Third Street 93013 Summerland us usa CA Calioria 805 708 8887 info sportsworld com www sportsworld com Field Descriptions AQAD Supplier Code Specify a code maximum eight characters that identifies a supplier If the code you specify matches an existing customer code a warning message displays You can choose to ignore the warning and create the record However when a supplier and customer share the same code they must reference the same business relation If you leave the Supplier Code field blank the system automatically generates a number for the record based on the sequence defined in Supplier Autonumber Create See Autonumbering Sequences on page 322 Note If you plan to send 1099 US tax reporting forms to this supplier do not use the apostrophe asterisk or other special characters on the recipient name line These characters are not allowed on the 1099 form Setting Up Business Relations 405 Business Relation Choose a business relation code to associate with this supplier Address and contact details come from the headoffice address type of the business relation After you have created a supplier you cannot modify the associated business
152. 2007 GL Account Sub Account C Cost Ce Description 4 Curr D BC Debit BCCredt 9 ue 4 Base Currency v Balance USD Currency View Revaluation 0 00 A transaction in a foreign currency is recorded initially in the base currency by applying the exchange rate between the base currency and the transaction currency at the date of the transaction However GAAP rules FAQAD 446 User Guide QAD Financials A Fig 7 15 Types of Currency Amount and Exchange Rates FAQAD stipulate that balances on accounts denominated in foreign currency be reported using the closing rate for the GL period in which the transaction was recorded You typically revaluate at the end of every GL period and the process is more commonly used by international organizations since a US entity dealing in USD only never needs to revalue The revaluation process involves revising amounts in non base currency accounts based on the exchange rate in effect at the end of a GL period GL accounts denominated in non base currency or accounts that accept postings in all currencies are subject to revaluation When you create transactions in the system you can use either the base currency or the transaction currency If you use the transaction currency the system converts the transaction amounts to the base currency using the current accounting exchange rate You can modify or replace this exchange rate befor
153. 22 User Guide QAD Financials A AQAD You can also define an SAF structure as an element of a budget Budgets are structured using budget topics which are linked to elements of the general ledger including GL accounts sub accounts cost centers projects and SAFs Using SAFs in budgets is described in Chapter 13 Budgeting on page 895 System SAF Concepts Seven SAF concepts are predefined and provided with the system They are designed to interact with operational transactions and capture key analysis details useful for reporting the GL effects of operations such as sales by region sales to OEM customers or work orders by item type The following system concepts are provided Product Line This concept captures values created in Product Line Maintenance 1 2 1 and associated with items involved in operational transactions Site This concept captures values created in Site Maintenance 1 1 13 and associated with items involved in operational transactions Item Type This concept captures generalized code values created in Generalized Codes Maintenance 36 2 13 and associated with items in Item Master Maintenance 1 4 1 when those items are used in operational transactions Item Group This concept captures generalized code values created in Generalized Codes Maintenance 36 2 13 and associated with items in Item Master Maintenance 1 4 1 when those items are used in operational transactions Region This con
154. 278 Period Statuses iocos sober UR eb Gade eal Mek so 278 Application Areas 22 s42 exea suec back ai edes a dadaaiea e 279 Defining a Domain GL Calendar Year 0 279 Modifying Entity GL Periods 0 0 0 cece eee eee 281 Period Marks ii i604 tea Pease dene eee bee eee bee ew ads 283 Defining Operational Defaults 0 00 0 eee eee eee 284 vii viii User Guide QAD Financials A Operational Accounting Controls 0 0 eee eee eee 284 Domain Account Control 0 0 0 eee eee 287 Setting Up Allocations III 293 Operational Allocation Codes 0 0 0 cece eee eee 293 Financial Allocations 0 0 0 cece cece eee ee eee 295 Str ctuted Reports eserse cae eee ee eee wea ea ee de ea ola ee a 303 Chapter6 Setting Up Business Relations 305 OVERVIEW oc edad en Sob qe tur aes abs meee dd ere uo hee eh io 306 Segregation of Duties 0 eee eee eee 306 Entity Addresses cres ee ee ke etie eee bbb br ae 308 E Mail Notification sseeeeeee I 309 Setting Up Base Address Data 0 00 eee eee 310 Language oo dsc ase nausea cem sane meses ee meee en gana 311 COUNTY cles cese sur pr CE e USE ER edr a eek E 315 NI PC 317 OUTIL 22 iid ea dame Maan we La ease ictus ee UR d 318 Corporate Group lsssleeeeeee cette nee 319 Address Type i e cca thes nel bee ead RE bee dn 320 Autonumbering Sequences 0 0 cee eee eee
155. 4 gives an on screen summary of transactions filtered by SAF code Table 5 17 SAF Defaulting Sequence FAQAD 238 User Guide QAD Financials A Fig 5 60 Transactions by SAF FAQAD Transactions by SAF Search x Drag a column header here to group by that column SAF Code t Account BCDebit 1500 0 00 Sum 0 Sum 114 5 Grand Summaries Setting Up GL Correction Control Financial reporting standards in some countries particularly in Eastern Europe require that correction transactions are represented by a negative debit and negative credit instead of the standard processing In addition the GL summarization that takes place during invoice post must also account for the differences between negative and positive lines for the same entity account sub account cost center and project These differences create separate GL transactions If you need to set up your accounting system to meet these requirements you must define the proper settings in GL Correction Control 25 13 24 Using these settings you can Produce correction transactions for invoices generated as a result of sales orders for a total negative amount such as credit notes Also generate correction transactions for GL distribution lines that reduce a customer s accounts receivable liability such as discounts Note If you enable sales order invoice correction accounting settings you must also define the co
156. 4 User Guide QAD Financials A FAQAD Cross company transactions reference each other across more than one entity and the associated GL transaction posts to both entities Both of these types of accounting are required to generate the account balances for multi entity organizations See Intercompany and Cross Company Transactions on page 499 Mirror Accounting Mirror accounting links a set of source balance sheet accounts to a set of mirror income statement accounts This function ensures that inventory transactions are reflected immediately in the income statement as well as in the balance sheet When an inventory transaction is posted that updates the source accounts the system generates a mirror posting that updates the mirror accounts simultaneously A mirror transaction can optionally be split into two sub transactions You create source and mirror daybooks as part of the configuration task and the split transactions can be posted to either the source or mirror daybooks See Mirror Accounting on page 508 Year End Closing Year end financial statements are the most important reports generated by the organization Generate year end transactions once all GL periods except the last period are closed GL transactions primarily affect the current fiscal year You can create adjusting transactions in a separate correction period and optionally use a different daybook to help distinguish between audited and unaudited
157. 40 00 Table 7 10 lists the columns and filters in the Trial Balance View Columns Filters Active GL Account Balance Sheet Account Cost Center Currency Daybook Code Daybook Type Entity Code GL Account GL Category GL Type Intercompany Code Layer Code Layer Type Only Balances with SAFs Project SAFs 1 5 SAF Concepts 1 5 SAF Structure Sub Account Code Summarize Cost Center Summarize Currency Summarize Daybook Balance Sheet Account Base Currency BC Balance Cost Center Analysis Cost Center Code Cost Center Description Currency Daybook Code Daybook Type Entity Code Fixed IC GL Account GL Category GL Description GL Type Intercompany Code Layer Code Layer Type SC Balance Opening Balance BC Opening Balance SC Opening Balance TC E 533 Fig 7 76 Trial Balance View 25 15 2 9 Table 7 10 Trial Balance View Filters and Columns FAQAD 534 User Guide QAD Financials A Columns Filters Summarize Entity Period Credit BC Summarize Project Period Credit SC Summarize SAF Period Credit TC Summarize Intercompany Code Period Debit BC Summarize Sub Account Period Debit SC Year GL Period Period Debit TC Project Analysis Project Project Description SAF Analysis SAFs 1 5 SAF Concepts 1 5 SAF Structure Sub Account Analysis Sub Account Sub Account Description TC Balance Trial Balance View Right Click Options The Trial Balance View has the same
158. 421 429 cross companies 438 currencies 435 intercompany 438 posting templates 422 470 projects 441 quantities 437 reversing 480 tax details 445 FAQAD verifying 1096 Journal Entry Approve 1097 Journal Entry Verify 1096 L languages defining 311 installed 313 translation option 312 layers creating 245 mass layer transfer 494 source and target for consolidation 940 locale dat currency settings 122 locking GL periods 925 logistics charges 716 lookups 55 M mark GL period 283 Mass Layer Transfer 925 mass layer transfer 494 menus component based functions 33 Go To 34 merge tool reports 1029 mirror accounting 508 multiple entities cross company accounts 99 Oo Op Acct Structure Validation 219 Op Allocation Code Maintenance 293 open item adjustment 460 opening balance customer 397 supplier 412 Operational Accounting Control menu 284 Operational Transaction Post 427 operational transactions correcting 428 posting 426 operations accounting defaults for 284 options for mirror accounting 509 Output Manager Menu 1081 own bank number changing on customer payments 589 P Page Number Inquiry 1081 payment formats 350 attributes 355 783 payment instruments customer 565 payment selections allocating bank entry 853 customer 592 execute 789 re execute 790 register 787 supplier 772 778 execute 789 re execute 790 registering 782 payment statuses supplier 761 payments allocating bank entry 855 cust
159. 54 Mass Layer Sisi x rans er Togress Mass Layer Transfer Toolsy GoTo Attach id El Indicator Transient Layer Code TRANSIENTLayer 5 Daybook Code Tran001 Year GL Period From 2007 06 Year GL Period To 2007 06 Posting Date From Posting Date To v Description Target Daybook Code JL p Target Layer Code OFFICIAL Add Select Voucher a Description Target Daybook Code Year GLPe od DaybookCode Layer Code gt Vv 000000005 JL 2007 06 Tran O1 TRANSIENT Laye 3 Dof1 i Close Save Progress FAQAD General Ledger Transactions 499 Intercompany and Cross Company Transactions The system supports two types of transaction between entities within the same domain and across domains intercompany transactions and cross company transactions An intercompany transaction is a GL transaction or journal entry that affects only one entity but contains an intercompany code within the GL transaction as a reference to another entity The GL transaction posts to one entity only Use this feature to isolate internal transactions from those that relate to third parties Intercompany transactions are identified using intercompany codes Cross company transactions span more than one entity and the associated GL transaction posts to both entities Intercompany codes identify organizations that are members of a group of entities that trade with each other This activity forms the basis for consolidation reportin
160. 6 54 B RuncHccrucNzmewi Dorking libssaMassncRaed Supplier Create usiness Relation iccounting aymenl efaults Tax Info omments Banking Tab Default Bank Format BankAccountNo OwnBank Number Payment Format co a iv xx 1445555 387654321 AP Check Insert new rows for bank account and payment format details This tab is exactly the same as the banking tab for customers See Banking Tab on page 375 FAQAD 410 User Guide QAD Financials A Defaults Tab Use the Defaults tab to set default values for SAF analysis for this supplier See Supplementary Analysis Fields on page 220 for details Fig 6 55 Supplier Create Business Relation Accounting Payment Banking Defaults Tax Info Comments Defaults Tab SAF Concept Code SAF Code LastModified User LastModified Date Last Modified Time Field Descriptions SAF Concept Code Specify an SAF concept code SAF Code Specify an SAF code Last Modified Date Time and User These read only fields display the ID of the user who last updated this record and the date and time of update Tax Info Tab Tax values default to documents created for the supplier and can be modified during transaction processing The values for the Taxable Supplier Tax Is Included and Tax in City fields default from the Business Relation You can modify the default details as needed See Tax Information Tab on page 328 for a description
161. 7 dashboard customer activity 599 796 databases switching 102 Daybook Group Create 253 Daybook Group Delete 253 daybooks consolidation 932 default 259 mirror accounting 511 overview 142 250 sets 263 sets by site 272 type 256 Default Daybook Maintenance 259 default tax code 933 delete archive GL report images 1082 self bills 654 derived exchanged rates 132 descriptions translating 54 design mode 43 943 discrepancy FAQAD self bill write off 648 Document Import importing self bills 638 documents attaching 44 Domain Account Control 287 auditing 289 base currency 288 default accounts 289 domains calendar 279 changing 100 code page 91 creating 92 system 89 E e mail notification for address creation 309 employees 415 418 end users 391 397 autonumbering 322 entities addresses for 308 consolidation 928 cross company accounts 99 GL periods 281 internal 333 primary 93 setting up 106 shared sets 111 ERS Option field 812 purchase order header 815 purchase order line level 816 ERS Price List Option field order date 813 purchase order header 815 purchase order line level 817 receipt date 813 ship date 813 ERS Processor 819 ERS See Evaluated Receipts Settlement ERS European Union VAT format 316 Evaluated Receipts Settlement ERS 805 805 828 defined 806 fields summary 826 invoices date 810 items 811 packing slip number 810 purchase orders receiving 819 receipt date 810 sched
162. 71 1076 1081 1106 o 3 Enter a new COA mask code and description 4 Modify the ranges and insert and delete rows as required 5 Save the new COA mask COA Mask Browses The system contains two browses for retrieving and viewing COA masks COA Mask Browse 25 3 9 7 and COA Mask Browse AII 25 3 9 8 COA Mask Browse displays all mask definitions for the domain in which you are currently logged in whereas COA Mask Browse All displays all mask definitions across the whole system FAQAD 218 User Guide QAD Financials A Fig 5 49 COA Mask Browse COA Mask Browse for COA M X 7 Actions Print Y Add to Favorites lly Chart Chart Designer amp Refresh S Stored Searches Search 5 COA Mask Type equals pall Jal x Search ClearAl COA Mask Code v equals pall w x Cost Center Code equals Pe x SubAccountCode equals Ae x GLAccountCode equals P s x Viewing 1 9650 of 9650 Records per page 100 X 2006 o GLAccountFrom W GLAccountTo Y GLRuleSharedSet Y Cost CenterFiom Y Cost Centre Rule Shared Set Y Cost Center To Y Mask b Bur 002650VA DomaintAccount 0001 00PPV001 00PPV001 DomainlAccount 0001 1000 1000 DomaintAccount 0001 10020101 1040 DomaintAccount 0001 10404 10424 DomainlAccount 0001 1045 1056 DomainlAccount 0001 1060 1065 Domain1 Account 0001 1071 1076 Domain1 Account 0001 1081 1106 Domain Account 0001 THACCRE
163. 81 renaming 1048 AP See accounts payable AP Approve Status Transition Maintain 1095 AR See accounts receivable AR Archive File Reload 654 archive delete GL report images 1082 self bills 654 attaching documents 44 attributes payment format 355 783 autonumbering addresses 322 B Balance Sheet 1018 bank accounts 836 defining 163 number format 832 bank file format maintain 363 banking entry 838 allocate activity 862 allocating to account 857 allocating to payment 855 allocating to payment selection 853 allocating to prepayment 852 currency details 850 reference details 858 statement create 838 value details 859 banks account number import 367 customer 362 375 linking payment format 360 864 supplier 362 409 FAQAD base currency domain create 95 Domain Account Control 288 Blanket Order Maintenance Evaluated Receipts Settlement ERS 817 browses 55 column layout 62 grouping data 64 budgets 896 922 check overlap 911 copying 917 creating 900 daemon 487 Excel Hotlink 919 GL Report Writer 1062 groups 898 rebuilding 918 reporting periods 899 reports 921 structure 908 topic properties 911 using as report structures 1013 versions 915 business relations autonumbering 322 creating 323 Cc calendars 275 domain GL 279 entity 281 period marks 283 cash accounts 166 Cash Flow Report 887 Change Current Domain 100 changing domains 100 chart of accounts defining 146 check digit validation bank formats
164. 83013 Summerland 5 Click Save Setting an Existing Address as the Ship To 1 Specify the customer code 2 Specify the ship to code or leave blank for a system supplied number 3 Select the Link to Ship To Address field Customer Ship To Create Customer Code 80462 A IEEE Ship To Code 520468 P A Link To Ship to Address v Ship to Address 4 Click the Ship To Address button This displays all ship to addresses for that customer code 5 Select the address you want to use Note A business relation ship to address can be linked to only one ship to code for the same customer Setting Up Business Relations 391 6 Click Maintain to update address details if necessary 7 Click Save to save your changes Deleting a Ship To A number of restrictions relate to deleting a ship to address You cannot delete a ship to address if it is referenced as the ship to customer on a sales order material order sales quote scheduled order invoice service repair order SRO or SSM return material authorization RMA When you delete a ship to record in Customer Ship To Delete the associated business relation ship to address is also deleted provided it is not referenced on another address in any domain Creating End Users Use the Customer End User 27 20 3 activities to create view modify or delete end user records End users are used in the Service Support Management module to identify the
165. 834 checks printing 792 Chinese financial features 1084 1110 accounting data export 1098 GL numbering 1092 GL reports 1103 GL transaction approve 1093 GL transaction verify 1093 Golden Tax 1084 closing reports 999 year end 517 COA cross reference 190 alternate COA mapping 193 combined mapping 191 grid mapping options 193 ranges 193 single COA element 194 wildcards 194 separate mappings 192 types 191 COA Mask Browse 217 COA Mask Browse All 217 code page domain 91 Column Group Maintenance budget columns 1062 calculation columns 1063 Print Control 1063 column layout 62 consolidation 923 base currency 927 cycle 931 daybook 932 default analysis 935 default tax code 933 deleting 939 exchange rate 927 GL period mapping 936 intercompany and cross company transactions 926 mapping GL accounts 938 method 158 overview 924 reporting 940 revaluation rate 927 reviewing 925 938 rounding difference account 933 run number 938 running 938 setting up 928 source and target entities 928 932 source and target layers 940 tax transactions 933 types of transaction 925 unposted transactions 938 viewing 940 consolidation cycle modifying 932 Consolidation Cycle List 940 contacts business relation 331 control program GL Report Writer 1040 Self Billing 631 Index controlling hierarchies using 1073 corporate groups defining 319 corrections GL control 238 journal entry reversal 483 operational transactions 428 Cost Ce
166. 95 Fig 6 45 Customer End User Create Address Information x Customer End Customer End User Create Address Information User Address Information Name Sports World Distribtion Center Search Name Sports World DELIVERY Address Information Tax Information Contacts Address 9885 Tangerine Lane Temporary Zip City Carpinteria State California If County Code 2 Ji X United States Foma Before w Country Code Language Code 4 english us E Telephone Fax E Mail Internet The fields in the Customer End User Create Address Information screen have the same layout and restrictions as those in the Business Relation Address Information tab See Address Information Tab on page 325 End user contact information is used extensively in the Service Support Management module when recording calls You should ensure that the end user has a primary contact if SSM is being used Creating a New End User Code and Address To create a new end user code and address 1 Specify the customer code 2 Clear the Link to Customer Link to Ship To Address and Link to End User Address fields 3 Specify the end user code in the End User Code field or leave blank for a system generated number 4 Click the Create button in the Address Information tab FAQAD 396 User Guide QAD Financials A FAQAD Specify the new end user address in the fie
167. AD Setting Up General Ledger 215 The COA mask is used to validate the following postings Table 5 15 Postings Postings Sub GL Mask GL Account Account Cost Center Project Validations 1 1020 60 A N 2 1200 60 B Y 3 1200 10 B 119 N 4 8100 50 B N 5 8100 45 Y 6 5000 10 G N 7 6000 10 G Y 8 9000 60 B N 9 7100 10 D 119 Y 10 2000 A N 11 2000 B Y The three validation rules described in COA Mask Validation on page 214 are all applied during validation if the COA element of the rule is not blank A validation is considered passed only if it passes all rules applied Line 1 1020 60 A Blank The sub account validation rule for sub account 60 fails The cost center validation rule for cost center A passes The project validation rule is not applicable because the project is blank Line 1 fails at the sub account mask rule Line 2 1200 60 B Blank The sub account validation rule for sub account 60 passes The cost center validation rule for cost center B passes The project validation rule is not applicable because the project is blank Line 2 passes all validations QAD 216 User Guide QAD Financials A Fig 5 47 Sub Account Mask Browse for Copy FAQAD Line 3 1200 10 B 119 The sub account validation rule for sub account 10 passes The cost center validation rule for cost center B passes The project vali
168. AD Financials A FAQAD Bank Formats Payment formats are functions that let users create different payment instrument files to be communicated electronically with banking systems The bank format information is loaded into the system default values can be modified in a Payment Format function and you can link your banks to the required format The format information is then accessed by the system when electronic payment files are generated Different payment formats are necessary for each country to support different inbound outbound file format requirements The formats can be downloaded from the QAD Support Web site A generic format is provided with the system In addition multiple paper payment formats are supported for payment instruments such as checks and drafts Journal Entries Corrections In the Journal Entry function you can correct a GL posting by first creating a reversal posting and then the correct posting that replaces the original posting However the system does not store how the reversal posting and the replacement posting relate to the original posting In some environments users need to identify which postings are being reversed and replaced In addition users may need to use negative GL entries for reversal postings instead of positive GL entries on opposite sides of the ledger Advanced GL Numbering Options for advanced GL numbering support the following types of requirements Some countries China
169. Allocation Allocation Key Open Item Posting New pen Item 015 2007 6 0ADJE 7 BL Account Sub Account C amp Cost Ce Description Cur 4 BC Debt BC Credit ded gt Currency View Base Currency v Balance USD 1 000 00 0 00 Save and Create Save Close FAQAD 444 User Guide QAD Financials A FAQAD Field Descriptions Allocation Choose a transaction type from the drop down list New Open Item Allocate transaction amounts to a new open item This value is the default Link to Open Item Use the allocation key to link this transaction to an existing open item Allocation Key Specify an allocation key for a new open item This key subsequently identifies the GL open item in browses If you chose Link to Open Item click the lookup to display the allocation keys of existing open items and select the one you want to link to Note You can save a GL open item posting without specifying an allocation key If you leave the allocation key blank the system defaults the allocation key value Open Item Posting This field displays the original posting reference for the open item Updating an Existing Open Item Posting Use the following steps to update an existing open item posting 1 In Journal Entry Create posting line 1 specify the relevant open item account and leave the Amount field at zero Tab to the open item details on grid line 2 In the Allocation field
170. BC Credit Exchange Rate TC BC Scale Factor TC BC FAQAD 436 User Guide QAD Financials A Fig 7 7 Journal Entry Currency Grid FAQAD The system uses the accounting exchange rate to convert between the transaction currency and base currency and calculates the base currency amount as BC Amount TC Amount Exchange rate TC BC Scale Factor TC BC Note On level 1 of a currency posting line the system displays either the transaction amounts or base currency amounts depending on the setting in the Currency View field at the bottom of the screen If the Exchange Rate field is displayed in the posting line you can modify the exchange rate there If you modify the exchange rate the new value is used in the base currency calculation See Setting Up Multiple Currencies on page 115 for more information on currencies and exchange rates x JournalEntry Toos GoTo Atah xb 2 1 0 X MARCA Journal Entry Create Y Year 2007 06 Posting Date 06 19 2007 v Daybook Code QADJE E 000000007 Layer Type OFFICIAL Save As Template r Description Template Code z Replacement r riginal Posting Sequence Number 000000000 Reversal r GL Account Sub Account C gt CostCe gt Description Cur BC Debit BC Credit 4 bg 129988 i GBP 3181 17 0 00 TC Debit TCCredt Exchange Rate 4 Scale Factor b BCDebit BCCredt E 2 000 00 0 00 1 5905837442 1 0000000000 3181 17 0 00 GL Account Su
171. Bank Number Specify the customer s bank account number directly in this field or enter the validated segments in the Value fields of the child rows The number you enter in the child field is automatically copied to the parent row when you click away from the child row Own Bank Number Specify your own bank account number which is the account number for the entity in which you are currently working You can retrieve only bank accounts to which payment formats have been linked using Bank Payment Format Link If multiple formats are linked to one bank account each displays in the lookup results as a separate row This ensures that you can select the correct format for different types of payments from this customer Payment Format Displays the payment format linked to your bank account See Payment Format Maintenance on page 353 FAQAD Setting Up Business Relations 377 Payment Instrument This field displays the payment instrument linked to the payment format SWIFT Code If the bank supports SWIFT the Society for Worldwide Interbank Financial Telecommunication specify the SWIFT code Active Indicate if this is an active record Business Relation Code This field displays the business relation linked to the customer Branch Enter the branch number for the bank if necessary Many banking systems use branch numbers as identification codes in transactions Self Bill Default If this customer uses self billing select
172. CT FAS Inventory Receipt RCT CNFG Issue Correction Invoice ISS COR Table 5 27 Inventory Transaction Groups FAQAD 244 User Guide QAD Financials A Field Name Transaction Code Supplier Consignment Consigned Material Adjustment CN ADJ Consigned Material Receipt CN RCT Consigned Material Issue Backflush CN ISS Transfer Inventory Transfer ISS TR Cost Transfer CST TR Inventory Receipt RCT TR WIP Adjustment Work in Process Adjustment WIP ADJ WO Close Work Order Close WO CLOSE Mixed Variance MIX VAR Method Change Variance MTHD CHG Material Variance MATL VAR Floor Stock FLR STK WO Issue Receipt Work Order Issue ISS WO Work Order Receipt RCT WO Work Order Reject RJCT WO Work Order Corrections The following table lists the choices in the Work Order GL Correction frame of GL Correction Control and the transactions they represent Table 5 28 Work Order Field Name Transactions Code SA M tear Cumulative WO Close Advanced Repetitive Accounting Close CLOSE WIP Material Scrap Usage Variance MIV WIP Component Material Usage Variance MUV CMP Burden Usage Variance RBUV Setup Burden Usage Variance RLUV Labor Usage Variance SBUB Setup Labor Usage Variance SLUV Transfer TRANSFER Accounting Close Post WO CLOSE Floorstock FLOORSTK Downtime Non productive Labor DOWN Downtime DOWNTIME FAQAD Setting Up
173. Cost USD 30 00 0 00 Cost Center Code D Structure D Adm Gl Account SubAccountCode 4 Description b Cur BCDebe 4 BCCiedt 610400 Allocation Housing Cost USD 20 00 0 00 Cost Center Code Structure Mngt GL Account 6 SubsAccount Code Description b Cur BCDex BCCredt m 610400 Allocation Housing Cost USD 30 00 0 00 Cost Center Code D Structure M ME ail Curency View Base Currency S Balance USD 700 00 100 00 Save Close Structured Reports Reports that run on a report structure have their content selected and grouped according to that structure and not based on the list of GL accounts The Balance Sheet and Income Statement are generated as GL reports based on predefined report structures Report structures reuse part of the budget setup functionality and are based on work breakdown structures Use Trial Balance and Trial Balance by Currency to print trial balances for selected GL accounts during selected time frames Print the reports to the screen or to hard copy and you can apply a range of filters to each report FAQAD 304 User Guide QAD Financials A FAQAD The Multi Column Balance Sheet Report 25 15 5 6 lets you include up to a maximum of 15 data and calculation columns in the report This lets you view monthly or quarterly comparisons for actuals and budgets and calculate variances and percentage variances for each period The Multi Column Income Statement Report 25 15 5 7 also provi
174. D 468 User Guide QAD Financials A Fig 7 27 Open Item Line Fig 7 28 Adjusted Open Item Fig 7 29 Allocate GL FAQAD payments or to reduce the outstanding balance on an account Select the open item net it to zero or reduce it and click Allocate GL for the remainder of the balance Example A customer has been invoiced for 1000 and the invoice remains open 0 twbr2 2006 Tw CI 00000000 10 10 2006 1 000 00 DR USD DH A payment of 700 from the customer is netted against the open balance and the value is entered in the TC New Balance field 2005 TwCI 00000000 10 10 2006 1 000 00 DR USD DH The user then clicks the Allocate GL button in the main Open Item Adjustment screen The Allocate GL screen opens with the balance remaining on the invoice 300 displayed in the top right The user can then allocate this value to a control account xi Open Item Adjustment Create Y BC Balance 30000 CH GL Account Code b Code Description Cur BC Debit BC Credit Currency View Base Currency z Balance USD 0 00 0 00 oe General Ledger Transactions 469 Field Descriptions GL Account Specify the account to which you want to assign the adjustment balance Description This field displays the year period journal type and adjustment type Curr This field displays the transaction currency Specify a different currency if required Debit TC Credit TC Net th
175. D The transfer account is used in postings to the control account balances because you cannot initially post to the control accounts You cannot modify these postings and the input of customer supplier and GL opening balances ensures that the transfer accounts are referenced in the postings balance Opening balances can be created manually or by using Excel integration For more information see Integrating with Microsoft Excel on page 66 Use the Export to Excel for Maintenance option to create a template for open items You should ensure that all the values you enter in the Excel spreadsheet are valid for this customer Customer Opening Balance Cr GoTo Actions 37 Tools amp Print is Preview Attachments Catculateac sc Posting Year GL Period 2009 8 y GL Transfer Account 1000 je Pasting Date 08 06 2008 Actio Save Customer Code Business Relation Code InvoiceType Sub Acct Daybook Code Invoice Voucher Invoice Date Invoice 08 06 2009 Field Descriptions Posting Year Period Specify an accounting year and period for the opening balance GL Transfer Account Specify a GL account for the posting This must be a manual account of type Standard Posting Date Specify the date the posting is effective Enter the item details in the grid These details are identical to those for customer invoices and credit notes except for the tax and posting information You c
176. End User Select this field if you want to specify an end user address as the ship to of this customer You can then select an existing end user from the lookup The end user code you select is displayed in the Ship To Code field and the end user s headoffice address is displayed in the Address Information fields The Maintain and Create buttons in the Address Information area are unavailable You can use the View button to see tax and contact details Link to Ship to Address Select this field if you want create a new code that shares address information with another existing ship to address for the specified customer code Click the Ship To Address button to display all ship to addresses for the customer After you select the address you require from the lookup you can modify details All fields in the Address Information frame are read only Which buttons are active depends on your previous input Click View to view address details When you specify another customer or end user as the ship to the address is display only QAD 388 User Guide QAD Financials A Click Maintain to modify an existing ship to type address The Customer Ship To Modify Address Information screen is the same as the business relation screen and also contains tabs for contact information and tax information This button is active when you select an address using the Link to Ship to Address option Click Create to display the Customer Ship To Create Addr
177. Entity Entity Create N A Headoffice No 36 1 1 2 1 Fixed Asset Fixed Asset N A Headoffice No Location Location Maintenance 32 1 13 Salesperson Salesperson N A Headoffice No Maintenance 2 5 1 Ship To Customer Ship To N A Ship To No Create 27 20 2 1 Supplier Supplier Create Supplier Data Maintenance Headoffice Yes 28 20 1 1 2 3 1 Customers and suppliers are associated with shared sets which in turn can be associated with one or more domains This lets you maintain customers and suppliers for multiple domains in a single location Entity Addresses When you create the entity that represents your business you reference the headoffice address of a business relation for address and tax details This address must be defined first and then referenced in the Entity Create activity This activity is described in Setting Up Entities on page 106 FAQAD Setting Up Business Relations 309 However typically a single business operation can require many different addresses For example you could have separate addresses for any of the following Address where suppliers send invoices for payment Address where suppliers deliver items on purchase orders Address printed on formal documents sent to customers such as sales quotes sales order acknowledgements and invoices Addresses for sites and locations where inventory is stored Site and location addresses are used for calculating taxes
178. FAQAD QAD Enterprise Applications 2009 Enterprise Edition User Guide QAD Financials A Part 1 User Interface Setting Up Financial Foundations Setting Up Multiple Currencies Setting Up General Ledger Setting Up Business Relations General Ledger Transactions 78 0803A QAD 2009 1 Enterprise Edition September 2009 his document contains proprietary information that is protected by copyright and other intellectual property laws No part of this document may be reproduced translated or modified without the prior written consent of QAD Inc The information contained in this document is subject to change without notice QAD Inc provides this material as is and makes no warranty of any kind expressed or implied including but not limited to the implied warranties of merchantability and fitness for a particular purpose QAD Inc shall not be liable for errors contained herein or for incidental or consequential damages including lost profits in connection with the furnishing performance or use of this material whether based on warranty contract or other legal theory QAD and MFG PRO are registered trademarks of QAD Inc The QAD logo is a trademark of QAD Inc Designations used by other companies to distinguish their products are often claimed as trademarks In this document the product names appear in initial capital or all capital letters Contact the appropriate companies for more information regarding trademarks and registra
179. GL Profile Specify the valid GL profile of type Sales Account used to determine the account for sales This field is required Finance Charge Profile Specify the valid active GL profile of type Sales Account used to determine the account for finance charge postings This field is required when the Finance Charge field in the Payment tab is selected When finance charges are calculated amounts are posted to accounts in this profile Sub Account Profile Optionally specify a default sub account profile If the account specified by the Control GL Profile Invoice of the customer requires a sub account the value used is either The sub account found in this profile if specified The default sub account associated with the GL control account Currency Code Specify the currency code for this customer Currency defaults from the current domain base currency but can be modified Setting Up Business Relations 373 Customer Type Enter an optional code classifying customers by type For example you might classify customers as type RET for retail customers and WHSL for wholesalers You can use customer type to select groups of customers for reporting in particular for sales analysis reports You can also define GL sales accounts by customer type channel product line and site in Sales Account Maintenance This lets you separately track sales and cost of sales amounts for different types of customers Define type codes in Custom
180. Grid Use the grid to define the ranges of GL accounts that can be used with this sub account Each range is defined for the COA shared sets that the current domain is using A range can be shared at the COA shared set level You can define multiple ranges of GL accounts for which you can use the sub account Normal ranges cannot overlap However disallowed ranges can overlap normal ranges From Specify the first GL account in the range To Specify the last GL account in the range Disallowed Range Select the field to indicate that you want to exclude the range of GL accounts specified from being combined with sub accounts that are assigned this COA mask If you select the Disallowed Range field for a range this setting overrules any normal range that the COA element is included in Example A user attempts to post a transaction that uses GL account 1505 and sub account 10 Sub account 10 has the following COA mask ranges GL From GL To Disallowed 1200 1999 No 1500 1509 Yes Setting Up General Ledger 209 The COA combination is not validated for use in the posting because GL account 1505 is used in a negative validation range which overrides the normal range that the account is also included in Description Specify a maximum of 40 characters for a description of the GL account range Specifying Ranges in Grids To define the range of values for which a COA mask applies insert a new row into the COA mask grid Then com
181. Guide QAD Financials A TC Revaluation in Rate Type for Revaluation BC SC in BC SC Description Revaluation Revaluation is applied and The system uses the the Rate Type for revaluation exchange rate Revaluation in BC SC field type that is valid at month is unavailable end but it can revert to using the accounting exchange rate if the Fallback to Accounting field in Exchange Rate Type Create 26 3 1 is selected for the revaluation exchange rate The system displays a warning during the revaluation if it is reverting to using the accounting exchange rate User Defined Any exchange rate with a The system uses the user defined exchange rate exchange rates of the user type defined type in the Rate Type for Revaluation in BC SC field Statutory Only available in the TC The system uses the statutory Revaluation in SC field exchange rate type that is Statutory currency valid at month end but it can revaluation is applied and revert to using the the Rate Type for accounting exchange rate if Revaluation in SC field is the Fallback to Accounting unavailable field in Exchange Rate Type Create 26 3 1 is selected for the statutory exchange rate The system displays a warning during the revaluation if it is reverting to using the accounting exchange rate Revaluation Postings You must define revaluation daybooks for each account type that is being revalued and the daybook type must match
182. J GG X Rounding Method Modify j Description Unit Threshold Field Descriptions Code Enter a one character code identifying the rounding method Description Enter a brief description maximum 24 characters of the rounding method This description displays on various reports and inquiries You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 FAQAD 122 User Guide QAD Financials A FAQAD Unit Enter the number of decimal places used when rounding monetary values For example to specify rounding to three decimal places enter 0 001 Rounding units must be a positive numeric value you cannot define a negative value Threshold Enter the number at which monetary values are rounded up This number must be less than the number entered for the rounding unit The rounding threshold must be a positive numeric value you cannot define a negative value For example if the rounding unit is 0 001 entering 0 0025 for the rounding threshold tells the system that decimal values of 25 ten thousandths and higher are to be rounded up to the nearest one thousandth Amounts are rounded based on their absolute value For example 9 99 is rounded the same as 9 99 Currencies Use the Currency activities 26 1 to create view modify and delete currencies Currency codes identify specific monetary units You define a currency at a database level and globa
183. L 000000015 aye OFFICIAL Sa machine hours of the month Templat R er E Seq lumber 000000000 Reversal GLAccount SubAccountC CostCe Description Cur BCDebt BC Credit m p 111666 Al machine hours of th USD 100 00 0 00 m 111666 A2 machine hours of th USD 120 00 0 00 B 111686 A3 machine hours of th USD 130 00 0 00 m D000DwWIP machine hours of th USD 0 00 350 00 ajem 2 Currency View Base Currency hd 350 00 350 00 ave Close Mass Layer Transfer Mass Layer Transfer Execute 25 13 11 lets you transfer batches of postings from the transient layer to the management or official layers Unfinalized transactions are generally posted to a daybook in a transient layer for review or for simulation purposes If these transactions are subsequently approved you can transfer them in batch to the other layers using Mass Layer Transfer Execute See Accounting Layers on page 245 for more information Figure 7 52 shows the process map for mass layer transfer General Ledger Transactions 495 Fig 7 52 Mass Layer Layer Transfer Finance Transfer Process Map Journal Entries When transferring the target daybook must have the same GL type as the original transient daybook If you do not specify a source daybook all postings in the source daybook that have the same GL type as the target daybook and meet the other selection criteria are selected for transfer When you click the Add button the system populates the
184. L accounts sub accounts cost centers and projects to which you can post transactions Every COA element type has a separate COA mask maintenance function Sub Account Mask Create 25 3 9 1 1 You specify a sub account COA mask code and list the ranges of GL accounts with which sub accounts assigned that COA mask can be combined See Sub Account COA Mask on page 207 Cost Center Mask Create 25 3 9 2 1 You specify a cost center COA mask code and list the ranges of GL accounts and sub accounts with which cost centers assigned that COA mask can be combined See Cost Center COA Mask on page 209 Project Mask Create 25 3 9 3 1 You specify a project COA mask code and list the ranges of GL accounts sub accounts and cost centers with which projects assigned that COA mask can be combined See Project COA Mask on page 211 You assign a COA mask to an element using the COA Mask fields in Sub Account Create 25 3 17 1 Cost Center Create 25 3 20 1 and Project Create 25 3 11 1 1 The COA mask code you specify must be of the same type as the COA element One COA mask can be reused by many COA elements QAD 202 Fig 5 39 COA Mask Types FAQAD User Guide QAD Financials A From GL Account To GL Account 100000 199999 300000 349999 Sub Account Type COA Mask S1 Cost Center Type COA Mask CC1 From GL Account To GL A
185. L data from COA elements and entities as the basis for reporting This gives you the flexibility to define your financial reports based on the criteria you set The GL Report Writer uses its own set of budget data that can be defined using GLRW Budget Maintenance 25 17 4 1 and retrieves actuals data from the posting history table The GL Report Writer uses its own database tables based on account balance information from standard general ledger tables and based on transactions in the official layer only The GL Report Writer tables store financial balances rather than individual GL transactions The system retrieves pre calculated information rather than making calculations when running the report As a result the system generates reports faster See Chapter 17 General Ledger Report Writer on page 1035 Internationalization The system provides extensive support for international accounting requirements in several key areas Exporting bank transactions in country specific formats Advanced GL numbering Specialized Chinese accounting practices International tax management using the Global Tax Management module including suspended and delayed taxes discounted tax at invoice and discounted tax at payment Journal Entry Corrections Multiple Currencies See Multiple Currencies on page 12 for information Multi language support Unicode and UTF 8 code page Alternate Chart of Accounts RQAD 26 User Guide Q
186. L transactions by reversing the transaction in the current or subsequent GL period Recording a reversing transaction as a correction effectively mirrors the original transaction which lets you net the transaction amount and balance the account See Reversing Transactions on page 480 Posting Templates If you plan to record the same journal entry on a regular basis posting templates let you save the posting details for reuse Templates are usually used with recurring entries in which the template is posted at recurring intervals according to a predefined schedule See Posting Templates on page 470 Recurring Entries The majority of GL transactions are similar in nature For example monthly or quarterly GL postings often use the same account currency and exchange rate types and credit or debit the same amounts each time You can use posting templates to save the structure of the journal entry for reuse See Posting Templates on page 470 Recurring transactions are set up to post according to a predefined schedule for example a direct debit payment for building rent or insurance By creating a posting template for a predetermined number of GL periods you automate these transactions Recurring entries as with all other GL transactions can also be adjusted at any stage before posting See Recurring Entry on page 474 General Ledger Transactions 423 Reversing Entries Reversing entries are used for two purposes
187. Mandatory costs Cost Benif Our Text Selectable Payment Vv goods type Goods type Text Both Invoice Vv 1 Commerz ID numb Integer Selectable Header Vv Field Descriptions Attribute Name Enter an appropriate attribute name FAQAD Setting Up Business Relations 357 Description Enter a brief description maximum 40 characters of the attribute Data Type Select the payment format data type Date When you select a date type you must enter a valid date as the attribute value For example enter the expiration date for the payment as a date attribute Text When you select a text type enter an attribute name as a generic description of the attribute values For example use a text type to record the Cost Commission code for the payment Amount An amount attribute must be a positive or negative decimal number Use the amount attribute to indicate a set quantity for example the quantity of goods sold for which this payment is being made Logical A logical attribute is either true or false and must have the values Yes or No You must select one of these attribute values as a default value Example Define an attribute for domestic sales and assign the values Yes or No For payments for domestic sales you select the Yes value when creating the payment For non domestic sales you select the No value Integer This type must consist of a negative or positive whole number For example you can create an attribute
188. Operational daybooks control GL postings that originate from programs in the Fixed Assets and operational modules such as Inventory Control Sales Orders Invoices and Work Orders Depending on the operational function daybook controls are set up in two ways Use default daybooks to group fixed assets inventory control work order and certain non invoice sales order transactions You can control the granularity of daybook assignments by defining default daybooks based on transaction type document type or entity If your business does not require this level of control you can simply assign all operational transactions to a system daybook See Defining Default Daybooks on page 259 Setting Up General Ledger 259 Use daybook sets to control which daybooks are assigned to specific kinds of AR and AP transactions created when sales order invoices and purchase order receipts are posted Separate menu programs let you define daybook sets for the entire domain or for specified sites Select the method your company uses with the Use Daybook by Site option in Sales Order Accounting Control 36 9 6 and Purchasing Accounting Control 36 9 5 For sales orders and purchase orders you must define at least one daybook set to serve as the default See Defining Daybook Sets on page 263 Note To make a daybook available for operational transactions set Daybook Control to Operational in Daybook Create Otherwise it cannot be referenced in
189. POD1 02 23 2008 QADAPINV 000000023 0 00 2400 10 0100 D0QAPOD1 07 17 2008 CA 000000032 50 00 0 00 10 0100 DODAPOD1 07 16 2008 SI 000000084 FAQAD 532 User Guide QAD Financials A Fig 7 75 Filtering FAQAD Trial Balance View The Trial Balance View 25 15 2 9 lets you view balance details for combinations of analytical elements that meet the selection criteria You can use the view to ensure that the total of the debit balances equals the total of the credit balances for the selected GL periods As shown in Figure 7 75 the Trial Balance View contains some additional filtering options relative to GL Transactions View Extended SAF Structure em qm Sub Acc Cost Center Project SAF 1 SAF5 Interco Daybook Currency Analytical key Opening Barco Activity DR Activity CR Closing Balance The Opening Balance BC column can have two values depending on the GL account If the GL account is a Balance Sheet account the Opening Balance BC column contains the Life To Date LTD balance The LTD balance is the sum of all transactions for all years and months prior to the selected GL period If the GL account is a P amp L account also called an Income Statement account the Opening Balance BC column contains the Year To Date YTD balance The YTD balance is the sum of all transactions in the selected year for the months prior to t
190. RCT UNP Unplanned Receipt RCT WO Work Order Receipt RJCT WO Work Order Reject TAG CNT Physical Inventory Update WIP ADJ WIP Material Cost Revalue WO CLOSE Work Order Accounting Close WO BACKFLSH Advanced Repetitive Labor Material Usage CLOSE Advanced Repetitive Accounting Close DOWN Non Productive Labor Posted DOWNTIME Downtime EXPENSE Customer Service Expense FLOORSTK Floor Stock LABOR Direct Labor Posted MUV CMP Component Material Usage Variance Posted MUV WIP WIP Material Scrap Usage Variance Posted OP CLOSE Operation Close RBUV Run Burden Usage Variance Posted REWORK Work Order Rework RLUV Run Labor Usage Variance Posted SBUV Setup Burden Usage Variance Posted SCRAP Scrap Account Posted SETUP Work Order Setup SLUV Setup Labor Usage Variance Posted Table 5 31 Valid Transaction Type Document Type Combinations Page 2 of 3 FAQAD Setting Up General Ledger Transaction Type Document Type Description SUBCNT Subcontract SUV Setup Usage Variance Posted TRANSFER Work Order Transfer VAR POST Labor Variance Posted WIPADJ I WIP Adjustment Input Queue WIPADJ O WIP Adjustment Output Queue WIPADJ R WIP Adjustment Reject Queue WO CLOSE Work Order Accounting Close Post RCT RS Inventory Return to Stock Table 5 31 Valid Transaction Type Document Type Combinations Page 3 of 3 From To Entity Optionally enter a range of entity codes to associate with the specified daybook
191. Reset Credit Limit Tab Apply Fixed Ceiling 7 Fixed Credit Limit 1000000 Apply of Turnover Percentage of Turnover oo Credit on Tumove w Maximum Days Overdue Maximum Number of Days Mo Gredi Agency sd Credit Hold on Overrun Credit Hold Credit Rating A2 Credit Check Include Sales Orders v Balance of Sales Order T Include Open Items v Balance e 37 830 44 Include Drafts Balance Of Dral l 0 00 Calculate before Order Entry v Calculate after Order Entry v Overrule Allowed v Calculate before Invoice Entry Calculate after Invoice Entry Overrule Allowed Warming Ceiling 0 00 oh Credi 4073572 ich Credit Date 08 03 2008 v LastCredtReview C Last Credit Update T Last Sale Date 07 02 2080 F LastPayment Date 08 19 7200 Field Descriptions Currency Code The default currency code defined in the Accounting tab displays All the amounts you specify on the Credit Limit tab are displayed in this currency When a customer account uses a different currency than the default the open balance is converted using the default accounting exchange rate Heset Reminder Count Click to reset the reminder level for all invoices for this customer The reminder level on the invoice indicates the level of reminder letter that is sent to the customer when the invoice is overdue Use the following fields to indicate how you want to calculate the credit limit Apply Fixed Ceiling When selected you can enter a curren
192. Sales Quotation Control rmc ctrl Return Material Authorization Control rpc ctrl Repetitive Control rsn ref Reason Code Master sac ctrl Service Contract Control sbc mstr Service Support Billing Cycle Master sc mstr Cost Simulation Master shop cal Shop Calendar soc ctrl Sales Order Control spc ctrl Salesperson Control src ctrl Service Request Control sroc ctrl Service Repair Order Control sv mstr Service Agreement Terms and Conditions Master svc ctrl Service Support Management Control trl mstr Trailer Master TaskM Warehousing Task Master TransTypeM Warehousing Transaction Type Master tx2_mstr Tax Master txc_ctrl Tax Control woc_ctrl Work Order Control FAQAD Table 3 4 Tables Copied for New Domain Page 2 of 2 134 116 User Guide QAD Financials A FAQAD Overview QAD Financials provides a full set of functions to support monetary amounts expressed in one of three currencies Domain base currency Non base transaction currency Statutory currency used for reporting This three currency system lets you display a transaction or create a report in any of the defined currencies A set of ISO currencies is supplied with the system You must define one currency as the base currency for each domain You can define as many other currency codes as your organization uses See Currencies on page 122 You can also use a second base currency for reporting purposes This second currency is known as t
193. Sub Account A02 Sub Account 001 SA Mask Shared Set 1 SA Mask Shared Set 3 COA Mask Code S1 COA Mask Code SMA2 COA Mask Code Mx Ranges for GL Shared Set 1 Ranges for GL Shared Set 2 Ranges for GL Shared Set 3 Fr GL Account To GL Account Fr GL Account To GL Account 100000 199999 600000 699999 Fr GL Account To GL Account 250000 299999 700000 749999 410000 419999 300000 349999 Scenario 3 In scenario 3 the GL shared sets are not shared across domains and are maintained locally by each site s finance and accounting personnel The sub account and sub account mask shared sets are shared across domains and are maintained by one person centrally in the corporate head office FAQAD Domain 1 GL Shared Set 1 Sub Account Shared Set 1 Domain 2 GL Shared Set 2 Sub Account 100 SA Mask Shared Set 1 COA Mask Code S1 Ranges for GL Shared Set 1 100000 199999 300000 349999 Ranges for GL Shared Set 2 Fr GL Account To GL Account 600000 699999 700000 749999 Sub Account COA Mask Setting Up General Ledger 207 Fig 5 43 Combination o
194. Transfer Issue CN RCT Consignment Inventory Receipt CN RCTTR Consignment Inventory Transfer Receipt CN SHIP Consignment Inventory Transfer Customer CN USE Consignment Inventory Usage CST ADJ Cost Adjustment CST TR Cost Transfer CYC CNT Cycle Count Adjustment CYC ERR Cycle Count Error CYC RCNT Cycle Count Recount FLR STK Floor Stock ISS CHL Change Inventory Detail ISS DO Distribution Order Issue ISS FAS Final Assembly Issue ISS GIT Goods in Transit Issue ISS PRV Purchase Order Return to Supplier ISS RV Inventory Return to Supplier ISS SO Sales Order Shipment ISS TR Inventory Transfer ISS UNP Unplanned Issue ISS WO Work Order Issue MATL VAR Material Variance MIX VAR Mix Variance MTHD CHG Method Change Variance RCT AVG PO Receipt Average Cost Item RCT CHL Change Inventory Detail RCT CNFG Inventory Receipt Configured Products Table 5 31 Valid Transaction Type Document Type Combinations Page 1 of 3 Table 5 31 Valid Transaction Type Document Type Combinations QAD 262 User Guide QAD Financials A Transaction Type Document Type Description RCT DO Distribution Order Receipt RCT FAS Final Assembly Work Order RCT GIT Goods in Transit Receipt RCT LBR Inventory Receipt Labor RCT PO Purchase Order Receipt RCT RS Inventory Return to Stock RCT SOR Inventory Sales Order Return RCT TR Inventory Transfer
195. User Guide QAD Financials A AQAD GL Consolidation GL consolidation lets you combine the financial records for two or more entities within a single database into one consolidated set of financial statements Proportional consolidation lets you consolidate partly owned subsidiaries based on the percentage of the subsidiary owned by the parent entity You can perform multiple consolidations within the same organization The consolidation process consists of determining the entities with accounts you want to consolidate and setting up a consolidation entity in which to store the consolidation data All accounts sub accounts cost centers and projects in the source entities can be mapped to the corresponding consolidation accounts in the consolidation entity using COA cross references You can also use COA Cross Reference Excel Integration 25 3 14 6 to load cross reference mappings from an Excel spreadsheet reducing the time required to set up consolidation The entities to be consolidated can have differing GL periods The consolidation module manages these periods and ensures that they are aligned for the consolidation process Currency conversion is processed automatically based on exchange rate rules defined for each account You cannot include cross company or intercompany transactions in a consolidation and these transactions should be eliminated before consolidation You can use the COA cross reference functions to process some
196. a European Union FAQAD 104 User Guide QAD Financials A Table 3 3 Profile Types AQAD You may need only one profile of each type However there are cases when you may want more than one For example it is a common practice to have different AR and AP accounts for domestic and international trade This requires defining a different profile code for each type Profile Types The following table lists the various types of profiles that you may need to create Profile Type Description Shared Set Type Banking Entry Daybook Use to define the daybook for recording Daybook bank transactions Specify this profile for the Banking Daybook field in the Bank tab of GL Account Create Cash Paid Daybook Use to define the daybook for recording Daybook cash payments from a bank account Specify this profile for the Cash Paid Daybook field in the Cash tab of GL Account Create Cash Received Use to define the daybook for recording Daybook Daybook cash receipts into a bank account Specify this profile for the Cash Received Daybook field in the Cash tab field of GL Account Create Cost Center Use to define cost centers when cost center analysis is being defined for an account Specify this profile for the Cost Center field in GL Account Create Cost Center Customer Account Use to define customer control accounts Specify this profile for the Sales Account GL Profile field in Customer Create
197. a X 7 Acsons Print y Addto Favorites il Chat 9 Chan Dengeer Retrach BROWSE MACRO F Stored Searches Seach 5 rhhy Code LITT gt 1000 Pia Lj x Sear eae An Ponting Date range 272072008 Til 220208 may x GL Accourt equals PL lj x Subecoui Code gt equus Pla I9 x Cont Center eas Pla D x Voucher eah Ix I x Viewing 1 20 of 20 Records pae page an 0 amp c GlAecoun AW SubAccouk Code 2 Y CouCerte Com lt V BCDe 2 v BC Cond cy PosegDae cY Dabo Code cV Voude 2 Y Description cy TCDk4 2 v TCOeS ov connor 10 O00APOO1 10 0100 Po 10 o100 1066 210 10 0100 30 02 24 2008 QADAPPAY 000000023 Check 2005000000013 om ax 000 02 24 2009 GADAPPAY 000000021 Orech 2001000000092 MO oo aoo 02 24 2009 QADAPPAY 000000023 Orech 2009000000022 0 ox aw 02 24 2009 CuntPay 000000012 Check 2009 000000020 50000 ao EI 02 24 2008 QADAPPAY 00000021 Creek 2005 000000002 ow 218 Table 7 9 lists the GL Transactions View Extended columns and filters Columns Filters Active GL Account Balance Sheet Account Batch Number Cost Center Currency Daybook Code Daybook Type Entity Code GL Account GL Category GL Type Intercompany Code Layer Code Layer Type Only Transactions with SAFs Posting Date Posting Description Project SAFs1 5 SAF Concepts 1 5 SAF Structure Sub Account Code Account Description Batch Number BC Balance TC Credit TC Debit Cos
198. a warning but does not prevent the mirroring from taking place Splitting Mirror Transactions When you split mirror transactions you define the daybooks into which the transactions are to be posted You can split mirror transactions into sub transactions in two ways Mixed The sub transactions use the source accounts with their paired mirror accounts Split Transaction Debit Credit Transaction 1 Source Account 1 Mirror Account 1 Transaction 2 Source Account 2 Mirror Account 2 Separate The sub transactions use a mix of source and mirror accounts Split Transaction Debit Credit Transaction 1 Source Account 1 Source Account 2 Transaction 2 Mirror Account 1 Mirror Account 2 When splitting transactions you must specify the daybook in which each split transaction is to be posted You must post at least one transaction in the source daybook FAQAD 514 User Guide QAD Financials A Fig 7 64 Mirroring GL Account Create AQAD Mirror Account Analysis Mirror accounting handles account analysis in the following way When both the source and mirror accounts have the same type of analysis sub account cost center or project but no values are defined for the mirror account the system uses the source account value in the transaction Ifa value is defined for the mirror account the system uses that value in the transaction If analysis is defined for the mirror account but not for the
199. accounts Note The Transfer Variance account is used to record differences in the cost of items at different sites The following example assumes the costs are the same at both sites and the posting is not shown A user creates an inventory transfer for items valued at 2000 from site 10 in entity Y and site 20 in entity Z The system Credits the Inventory account for entity Y for 2000 Debits the Cross Company Inventory account of the current domain for 2000 referencing the intercompany code of entity Z Credits the cross company inventory account of the current domain for 2000 referencing the intercompany code of entity Y Debits the Inventory account of entity Z 2000 Entity Y Entity Z Inventory Acct Cross Comp Inv Cross Comp Inv Inventory Acct 2000 2000 2000 2000 Cross Company Fixed Assets Transactions Cross company postings in Fixed Assets can occur when an asset is transferred between entities The value of both the asset cost and the accumulated depreciation is transferred to the receiving entity with balancing entries made to the Cross Company Fixed Asset account using the intercompany codes of the two entities See User Guide QAD Financials B for details on Fixed Assets QAD 508 User Guide QAD Financials A Fig 7 61 Mirror Accounting Process Map FAQAD Mirror Accounting Mirror accounting is used in several European accounting systems to ensure that inventory transactions are reflected i
200. active record The effect of this field is described in Active and Inactive Records on page 73 Template Code Specify a posting template to use as the basis of the recurring entry Daybook Code Specify the daybook code to which the recurring entry is posted BC Amount Enter the base currency amount of the recurring entry Frequency Select a posting frequency from the following options Manually You must run the posting manually at intervals Use this option when the intervals required are irregular Monthly GL Period General Ledger Transactions 477 Quarterly Weekly Note The GL Period option is the same as Monthly if your GL periods correspond exactly to calendar months Update Type Choose an option to indicate if details in the template can be updated when the postings are run Allowed You can optionally update posting details marked as Allowed Posting details with this status are displayed in green Forbidden You cannot update posting details marked as Forbidden Posting details with this status are displayed in black Mandatory You must update posting details marked as Mandatory Posting details with this status are displayed in blue Start Date Specify a start date for the recurring entry End Date Specify an optional end date for the recurring entry If you do not specify an end date the recurring entry is run at the predefined intervals for an indefinite timespan Reverse in Next GL Period Select
201. activities related to the type of record you are updating For example if you access the workflow from Customer Invoice Create the list of roles includes only those with permission to activities related to customer invoices The linked record is sent to all members of this role Required Activity Select the activity that the recipient of the work item should perform The list contain all activities that can be performed on the record you are currently updating Note If you select the view activity you cannot request Return to Sender The Return to Sender option is initiated when the recipient saves the record this is not possible in view mode User Interface 43 Return to Sender Select this field if you want the work object routed back to yourself when the recipient has completed the assigned activity When this field is selected the record is sent back to you when the recipient saves their changes Instructions Enter any comments or instructions maximum 200 characters for the recipient of the record These can be viewed by the recipient by selecting Workflow from the linked record Instructions are also included in the e mail if that option is enabled E mail Notification Select this field if you want the members of the recipient roles to receive an e mail notification regarding a pending action item To use this option each user must have a valid e mail address defined in User Maintenance 36 3 1 and you must have configure
202. activity and identifying and resolving overdue invoices The sales invoices and the payments received against them are recorded in the Accounts Receivable ledger Invoice handling supports a complete follow up procedure for payments The system manages payments in the form of checks direct debits drafts promissory notes and summary statements After recording the payment you manage it through various statuses Direct debits and electronic drafts can be automatically formatted in electronic files based on bank requirements Reports on open items transactions history and summary are supported with extensive selection criteria Aging lists can be drawn per customer group or sub account Statements of account and different levels of reminder letters are supported AR browses also let you view payments by customer or by due date with one of the following status indications Initial payments Allocated payments Accepted payments FAQAD 20 User Guide QAD Financials A FAQAD For collection payments Paid conditionally paid and bounced Payment history supports a complete trail of all related transactions The Customer Activity Dashboard 27 18 1 displays a read only overview of customer liabilities for the current entity or multiple entities The information includes the customer s credit limit details and separate invoice and payment details it can be generated for specified periods The Customer Self Billi
203. age 169 Project codes provide analysis on costs and revenue for the projects defined in your organization See Projects on page 172 A company that is part of a larger organization may be required to define an alternate COA according to local GAAP and then report to their head office using the operational COA The Alternate COA function provides the ability to generate reports using alternate COAs in addition to a company s operational COA See Alternate Chart of Accounts on page 181 Alternate COA cross references let you specify mappings from source GL combinations to target alternate accounts You can also create cross reference mappings for use in consolidation See COA Cross References on page 190 and Chapter 14 Consolidation on page 923 You can verify valid combinations of COA elements using a COA mask A COA mask is a matrix that defines the combinations of GL accounts sub accounts cost centers and projects to which you can post transactions The mask you define applies to all transactions posted for the current domain See COA Masks on page 201 Use supplementary analysis fields SAF to provide additional reporting on specific areas within GL accounts cost centers or projects SAFs are typically used to track the volume of sales or purchases of a product in a region in a given period See Supplementary Analysis Fields on page 220 FAQAD 142 User Guide QAD Financials A FAQAD
204. al Address Type HEADOFFICE Address Info Tax Information Contact Persons Address Zip City State County Code Country Code Language Code Telephone Fax E Mail Internet 1 Rue de Chien Montmarte Fig 6 11 Business Relation Address Address Information FR L France fr LA french Format Before v 343 2 99 51 98 65 info SportsWorld com SportsWorld com FAQAD 326 User Guide QAD Financials A FAQAD Field Descriptions Name Specify the full name maximum 36 characters of this particular address Name defaults from the value specified for the business relation It cannot be modified for the headoffice type Search Name Specify an alternate name maximum 28 characters for finding this address Search Name defaults from the value specified for the business relation It cannot be modified for the headoffice type The name is useful since some address types in the business relation may operate under their own name For example a ship to address for this business relation may have a unique name Address Type Choose an address type from the drop down list This field is mandatory A set of address types is supplied with the system You can create new address types using Address Type Create See Table 6 2 on page 320 for a list of system supplied address types For each business relation you must create an address with the headoffice address typ
205. al Account Structure Validation 36 9 20 This program validates the initial setup and selects Verify GL Accounts if no problems are encountered When this field is selected the system validates the following Each account sub account cost center and project code entered for a transaction are defined in the appropriate GL setup function with the Active field selected The components of the account number are valid in combination with each other based on the GL masks specified in the GL setup functions The transaction effective date is within an open GL calendar period Base Currency This field displays the base currency of the domain defined in Domain Create Each entity in the domain uses the same base currency The base currency is the default currency used for financial reports Financial statements such as balance sheets and income statements always print amounts in the base currency Other reports may specify base or some other currency Entity This field displays the entity that has been marked as Primary in Domain Create The primary entity defaults to each new site created in a domain See Setting Up Domains on page 88 Default Domain Language The system displays the default language specified for the domain in Domain Create The system selects descriptions in this language to display in operational functions when multiple language descriptions exist Setting Up General Ledger 289 Audit Trail Select thi
206. an AP daybook set is inactive you cannot specify it in Supplier Data Maintenance 2 3 1 or Purchasing Accounting Control 36 9 5 Additionally Invoice Post and Print 7 13 4 verifies that the order daybook set is active before allowing the invoice to be posted FAQAD 270 User Guide QAD Financials A FAQAD If you change the way you set up daybook sets after implementation the system automatically deactivates some records For example if you clear Use Daybook Set by Site after site specific records have been created the system clears the Active field on all records that include a site value See Changing the Use Daybook by Site Setting on page 272 Note You cannot clear this field for the daybook set currently defined as the Sales Order Accounting Control or Purchasing Accounting Control default Daybook Set Type Select the relevant field to indicate whether the daybook set is specific to AR or AP Note You cannot change the daybook set type if the daybook set has been used and invoices or credit notes have been created Copy from Site When you are defining daybook sets by site optionally save data entry time by entering the site code associated with an existing daybook set The system creates a new daybook set record for the new site based on the existing daybook set by site definition Daybooks Specify the daybook code associated with each type of transaction Codes must be defined in Daybook Create with Dayb
207. an active cost center The effect of this field is described in Active and Inactive Records on page 73 Cost Center Administrator Select a system user to associate with the cost center for example the department cost center manager Budget Group Select a budget group to associate with the cost center SAF Structure Code Select an SAF structure code to link to the cost center The SAF structure cannot be removed from a cost center if the cost center has been used in posting If an SAF structure code is specified Retrieve SAF Structure from GL cannot be selected See Supplementary Analysis Fields on page 220 for more information FAQAD Setting Up General Ledger 171 Retrieve SAF Structure from GL Select the field to use the SAF structure found in the Analysis Tab of the GL account for posting purposes To enable this setting an SAF structure must be set for all accounts that have analysis type Cost Center or Both In addition an SAF Structure Code cannot be specified for the cost center SAF Set On Date and By These read only fields display the date on which SAF analysis was activated for the cost center and the ID of the user who activated it Cost Center Mask Code Specify the COA mask that applies to the cost center Click the lookup to list all cost center masks for the assigned cost center COA mask shared set A cost center COA mask defines the lists of GL accounts and sub accounts that the cost center can be
208. an also create new data within Excel and import it to the system database where it is validated before being saved Export to Excel for reporting is available in all browses and grids The more advanced bi directional Excel integration is supported in only a subset of components With advanced Excel integration you can Export all records for remote maintenance You then modify the data and reimport the saved results into the system database e Create a blank template that consists of column headings for all of the fields in a business component and export this template for remote maintenance You can then create the data in the spreadsheet or load data from another application into the template for importing to the system database Advanced integration with Excel is available as a menu activity for the following business components Alternate COA Group Alternate COA Structure Business Relation COA Cross Reference Cost Center Cost Center Mask Country County Credit Terms Customer Daybook Employee End User Exchange Rate GL Account Journal Entry Mirroring Daybook Mirroring GL Account Payment Formats Project Project Mask Reporting Daybook SAF Code SAF Concept SAF Structure State Sub Account Sub Account Mask Supplier User Interface 67 QAD 68 User Guide QAD Financials A AQAD Note You can also use Excel integration when maintaining budgets However the budget integration is maintained in real
209. an use the Calculate BC SC button to convert the transaction currency amounts to the base currency and statutory currency using the default exchange rate See Supplier Opening Balance on page 412 for a detailed description of the fields in the grid Setting Up Business Relations 399 Setting Up Suppliers Use the Supplier function 28 20 1 to set up codes representing the companies you purchase goods and services from Suppliers are used in purchasing accounts payable Service and Support Management and other functions Supplier addresses like customer addresses determine default field values and affect how supplier transactions are processed in the system Remit to addresses are used when payments created in accounts payable must be sent to an address other than the supplier address Each supplier can have only one remit to address Remit to addresses are defined in the business relation with an address type of remittance Figure 6 47 shows the process map for creating supplier data Fig 6 47 Create Suppliers Create Create Supplier P M Create Create Supplier TOCESS a Purchase Types manent Sedtuses Create Supplier Autonumbering Set Up Create Supplier Data Supplier Supplier Item Suppliers Maintenance Maintenance oet Create Business Relations Before setting up suppliers you must first define payment formats payment groups bank account numbers and supplier types These topics are described next N
210. analysis The year end closing process uses this account only when you select the Auto Transfer Profit Loss to BS field Balance Sheet Closing Account Specify the balance sheet GL account to which the total balance of the profit and loss accounts will be transferred The account must not include sub accounts The year end closing process uses this account only when you select the Auto Transfer Profit Loss to BS field Automated Profit Loss Transfer Daybook Specify the daybook to use for the posting that transfers the total balance on the profit and loss accounts to the balance sheet The daybook must be associated with the official layer and be of type Journal Entries This daybook is required only if you have selected the Auto Transfer Profit Loss to BS field Closing Profit Loss Daybook Specify the daybook to use for the posting in which the individual profit and loss accounts are set to Zero The daybook must be associated with the official layer and be of type Year End Closing Closing Balance Daybook Specify the daybook to use for the postings in which the individual balance sheet postings are closed and re opened The daybook must be associated with the official layer and be of type Year End Closing Profit Loss Closing Sub Account Specify the profit and loss GL account to which the year end closing process posts the total balance of profit and loss accounts that include sub accounts General Ledger Transaction
211. and records it as part of the transaction You do not have to do any setup maintenance when you create new operational codes the system handles this for you so you can continue to analyze the system concepts using the new data FAQAD Setting Up General Ledger 225 Example of System SAF Code Usage Customer Sports Inc in the Canada region periodically buys quantities of item 030001 from site 500 with item type COMP This item belongs to product line 6000 The sales order transactions for these line items are posted to the sales account GL10001 Occasionally the customer also buys item 030002 from that same product line it has a blank item type SAF system concepts for site region item type and product line are active You must assign every SAF concept a default SAF code when you set up the SAF structure when the system uses the default value it means that the code was blank in the originating transaction You might want to assign default codes like the following to indicate that the code was not relevant in the transaction Default code Any for the Site concept Default code All for the Region concept Default code None for the Item Type concept Default code None for the Product Line concept You combine these four concepts in an SAF structure such as Sales and assign the SAF structure to account GL10001 You now create sales order SO2001 for customer Sports Inc with two lines one for item 030001 and one for 030002 When y
212. and statutory currency values associated with it Fig 4 3 m E EN Currency Create Curency Tools GoTo Atach 0 d 23 3 i3 X Currency Crea Currency Code USD Currency Description US Dollars SE Decimals Description Cents Rounding Method 2 alr Round to hundredths Active v Field Descriptions Currency Code Enter an ISO standard code identifying a currency Currency Description Enter a brief description maximum 24 characters of the currency code This description displays on various reports and inquiries Descriptions typically include the name of the country and monetary unit such as Japanese yen or New Zealand dollars Decimals Description Enter the descriptive word maximum 20 characters for the secondary amount of the currency which is displayed after the decimal point For example the secondary amount FAQAD 124 User Guide QAD Financials A Table 4 1 Exchange Rate Types AQAD for dollars is cents and for euro is cent The system uses this description when printing out the text version of an amount for example ten dollars and fifty cents Rounding Method Select the rounding method to apply to the currency Description The system displays the description of the rounding method you selected Active Indicate if this is an active record When you mark a new currency code as active it is available to assign to new customer or supplier records a
213. and transaction history You build the list of SAF codes for user defined SAF concepts manually For system SAF concepts you need to define only a default that is used when no value is found for a specific transaction 233 Fig 5 58 VES SAF Code Create SAF Tools GoTo Attach id 4 3 gt i X SAF Create SAF Code SAF Description SAF Concept Code E Budget Group EI Active iv Field Descriptions SAF Code Enter a code maximum 20 characters that identifies a specific value associated with an SAF concept SAF Description Enter a brief description maximum 40 characters of the SAF code You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 SAF Concept Code Specify an SAF concept to associate with the SAF code Budget Group Specify a budget group to associate with this SAF code Budget groups are optional links for reporting Active Indicate if this 1s an active SAF code The effect of this field 1s described in Active and Inactive Records on page 73 FAQAD 234 User Guide QAD Financials A Fig 5 59 SAF Structure Create FAQAD Creating SAF Structures Use the SAF Structure activities 25 3 7 4 to combine up to five SAF concepts in a sequence You then link the structure to general ledger accounts cost centers or projects You can associate only one SAF structure with a GL account cost center or project When an SAF struc
214. andard Invoice Post Terms Late Interest Standard Invoice Post Table 5 32 Default Domain Accounts Page 1 of 4 Setting Up General Ledger 291 System Account GL Type Type Updated in AP Tax Invoice Tax Supplier Invoice AP Tax Credit Note Tax Supplier Invoice AP Tax Retained Tax Supplier Invoice AP Invoice Delayed Tax Tax Supplier Invoice S AP Credit Note Delayed Tax Supplier Invoice Tax 2 S Expensed Item Receipts System PO Supplier Invoice S Receipts z Expensed Item Usage Standard Supplier Invoice Variance Expensed Item Rate Standard Supplier Invoice Variance Cost of Production Standard Non Prod Labor SFC Transfer o E Labor Absorbed Standard SFC Repetitive WO Close RE z Burden Absorbed Standard SFC Repetitive WO Close A Inventory Inventory Inventory Transactions Control PO Receipts Accrued AP System PO PO Receipt Supplier Invoice Receipts Purchases Standard PO Receipt Non Inventory o 5 Overhead Appl Standard PO Receipt E Scrap Standard WO Receipt E Work in Process WIP WO Backflush Repetitive nl Control Inventory Discrepancy Standard Inventory Counts Cost Revalue Standard GL Cost Change Floor Stock Inventory WO Close Control Table 5 32 Default Domain Accounts Page 2 of 4 QAD 292 User Guide QAD Financials A FAQAD System Account GL Type Type Updated in PO Price Variance Standard PO Receipt AP Usage Variance S
215. are data with some other domains share data with all domains or have its own chart of accounts exchange rates customers and suppliers Domains can have different base currencies statutory currencies languages and security as well as different operational controls See Setting Up Domains on page 88 Shared set codes identify data that can be shared among domains so that a domain can have an independent chart of accounts or several domains can share the same chart of accounts streamlining setup and maintenance See Setting Up Shared Set Codes on page 82 Anentity within a domain represents an independent unit for financial and tax planning and reporting An entity can represent a separate legal unit or a division of a legal entity Setting Up Financial Foundations 79 Security can be set up by entity accounting transaction numbering is by entity and period closing procedures are by entity See Setting Up Entities on page 106 Use profiles to build relationships between shared sets in a multiple domain or multi entity environment Profiles help to manage the specific assignment of accounts and daybooks See Setting Up Profiles on page 102 Figure 3 1 shows the process map for the setup of financial structures eate Addres for Internal Enti Fig 3 1 Financial Structure Process Map Set Base Currency and Optional ly Cu Configure Domain COA Mask Settings Data Level
216. arentheses In Figure 2 10 a single item displays in the Inbox The customer record ID is included in the parentheses Fig 2 10 Inbox Default 1 Modify Customer 121313 To refresh the display right click the inbox and choose Refresh Configuring Workflow When you select Workflow from the menu the work flow for the component displays You can specify the recipient s role and link an activity such as approve comment complete Then add instructions and indicate whether the system should route the record back to you when the recipient s activity is complete You can also specify that the recipient be notified by e mail about required activities FAQAD 42 User Guide QAD Financials A Fig 2 11 Workflow Object Create FAQAD Work Object Create Work Object Create Workflow Name Store Role Required Activity Retum to Sender Instructions E mail Notification Field Descriptions Workflow Name Select an existing workflow from the drop down list or enter a code maximum 140 characters to define a new workflow name If you select an existing workflow click Load to display its details After configuring a new workflow click Save to save it for reuse The workflow name is optional You can also create a one off ad hoc workflow and leave this field blank Role Select the role to receive the work item The list contains only roles with permission to execute
217. atch Active ToMatch To be Matched with Receiver vi No Allocation v v Matched vi Invoice Status Create Invoice Status Tools gt Attach id 2 A iX Invoice Status Create Invoice Status Code Description Lock Payment Invoice Approved Allocation Status Receiver Matching a Active Matched Matched Invoice Note When you define linked status codes you should work backwards Define the after matching codes first so they are available when you create the before matching codes Alternatively you can use the Go To function to create a second code while you are creating the first Sample Invoice Status Codes Typically you define a set of status codes that reflect all the activities associated with a supplier invoice The following table illustrates one possible set Status Invoice Allocation Status Code Description Lock Approved Status Match After Registered New Invoice Yes No No Allocation No N A Registered New Invoice Yes No No Allocation Yes Complete PO PO Approved Approved Yes Yes No Allocation No N A Invoice is Valid Approved Approved Yes Yes No Allocation Yes Complete PO Invoice is Valid PO Released Released for No Yes No Allocation No N A Payment Released Released for No Yes No Allocation Yes Complete PO Paymen
218. ate ScaleFact Curr Curr Rate Type Rate Tab 07 31 2008 11605600000 1 0000000000 GBP EUR ACCOUNTING 07 31 2008 5 1000000000 1 0000000000 GBP PLN STATUTORY 07 31 2008 01000000000 1 0000000000 AUD BEF ACCOUNTING 07 31 2008 1 0500000000 1 0000000000 USD AUD REVALUATION 07 31 2008 1 0610000000 1 0000000000 USD AUD ACCOUNTING 07 31 2008 14 5000000000 1 0000000000 USD CND REVALUATION 07 31 2008 1 4500000000 1 0000000000 USD CND ACCOUNTING 07 31 2008 2 0000000000 1 0000000000 USD DM REVALUATION 07 31 2008 1 7790000000 1 0000000000 USD DM ACCOUNTING 07 31 2008 0 6200000000 1 0000000000 USD GBP REVALUATION n0 05006 En hannnonn 1 annann cien enn eecormimiue Posting Revaluations Use the Revaluation Post activity 25 21 1 5 to post the revaluation differences to the relevant accounts FAQAD General Ledger Transactions 459 You can only post a revaluation after you have saved it in Revaluation Simulate Revaluation Post processes one or more revaluation simulations and creates the GL postings for them Select revaluations created using Revaluation Simulate for posting using the GL calendar year and GL period revaluation number layer and revaluation scope items as search criteria Click Add to add revaluations that match the criteria to the Posting grid Fig 7 21 Revaluation Post Revaluation Post w GoTo Actions 3 Toots Prints Preview Attachments v Revaluation Revaluation Scope Action GL Cal Your 299 oyle Supplie
219. ate 25 3 9 2 1 You specify a cost center COA mask code and list the ranges of GL accounts and sub accounts with which cost centers assigned that COA mask can be combined Project Mask Create 25 3 9 3 1 You specify a project COA mask code and list the ranges of GL accounts sub accounts and cost centers with which projects assigned that COA mask can be combined For more information on COA masks see COA Masks on page 201 Supplementary Analysis Fields In addition to the basic components of the general ledger account sub account cost center and project you can define supplementary analysis fields SAFs to fine tune transactions and reporting These provide the basis for powerful and flexible financial reporting and analysis You can define your own SAFs based on your unique reporting requirements Default SAF codes are supplied with the system and can be automatically used with operational transactions These SAFs record key attributes of inventory transactions such as site product line or customer type that can then be used in financial analysis Introduction to QAD Financials 15 For more information on SAFs see Supplementary Analysis Fields on page 220 Intercompany GL accounts can be created as intercompany accounts which means that each transaction on the accounts is associated with an intercompany business relation This lets you retain the balances of intercompany positions Intercompany bus
220. ate from the accounting exchange rate See Revaluation on page 445 User Defined Rate This option accommodates situations where different revaluation rules apply for particular types of assets Rate Type for Revaluation in BC When you select User Defined Rate in the TC Revaluation in BC field specify a revaluation exchange rate type for determining rates Otherwise this field is disabled TC Revaluation in SC Select a revaluation method for the statutory currency Select from None Accounting Rate Revaluation Rate Statutory Rate or User Defined Rate FAQAD 158 User Guide QAD Financials A FAQAD Statutory Rate This option is available for revaluation relative to the statutory currency and uses the statutory exchange rate If the option is defined in Exchange Rate Type Create the system can revert to using the accounting exchange rate if there is no valid statutory exchange rate available at the time of revaluation Rate Type for Revaluation in SC When you select User Defined Rate in the TC Revaluation in SC field specify a revaluation exchange rate type for determining rates Otherwise this field is disabled Revaluation GL Specify an account to be used for revaluation postings Note This field is activated if the account you are creating or updating has a GL Type of control account When the parent account is a control account the Revaluation GL account acts as a mirror balance account to which revaluation
221. ated in the Banking Entry or in Supplier Payment Selection The Open Item Adjustment screen is composed of three parts The header which contains posting parameters GL calendar year GL period daybook voucher and layer The search criteria for locating open items The Open Items grid listing open item transactions for which you can specify new balances Initially the Open Item grid is empty and you must locate open items using the search criteria After entering selection criteria click Apply and the grid displays all open items that match the criteria You can make multiple adjustments for a single customer or supplier or for multiple business relations Each adjustment is displayed in the open item grid in sequence The transaction is posted when you save the adjustments The sum of all debit and credit adjustments results in a balance When that balance is zero the adjustments can be saved When the balance is less than or greater than zero you must clear the balance using a new open item or by allocating it to a GL account FAQAD 462 Fig 7 23 Open Item Adjustment Create AQAD User Guide QAD Financials A The New Item option lets you reopen invoices that were incorrectly matched and allocate the differences to other invoices In addition if you cannot find an item to adjust you can create a new open item for the customer or supplier See New Item on page 466 The Allocate GL option lets you c
222. ated users with access to financial functions After a customer has been created and set up by an authorized role additional operational data such as the default inventory site for sales transactions can be associated with the record in Customer Data Maintenance 2 1 1 See User Guide QAD Master Data for details Figure 6 30 shows the process map for creating customer data FAQAD 364 User Guide QAD Financials A Fig 6 30 Create Customer Process Map FAQAD Create pomete Customer ustomer Payment Credit Rating Statuses Create Customer Type Create Customer Autonumbering Customer Data Maintenance Create End User Autonumbering Set U Customer Item ross Create Customers End User Data Maintenance Q 5 References Create Customer Ship to Create Business Relation Note The customer cannot be used in operational functions until this data is set up Values associated with customer addresses determine default values in functions that reference customers as well as determining how customer transactions are processed For example Credit Hold determines whether orders for a customer are automatically put on credit hold A sales order or sales quotation can reference up to three customer addresses These addresses can reference the same business relation or different business relations Sold to customer The customer placing the order
223. ation domain in Domain Create 36 1 1 1 1 After you have saved the COA cross reference you can only change the target domain to a domain that uses the same shared sets of GL accounts sub accounts cost centers and projects as the current target domain See Setting Up Domains on page 88 for more information This field is not required when creating alternate COA mappings Active Indicate if this is an active cross reference The effect of this field is described in Active and Inactive Records on page 73 FAQAD 196 User Guide QAD Financials A Fig 5 36 COA Cross Reference Grid FAQAD Alternate COA Specify the alternate COA structure to which the alternate account belongs This field is only enabled when you select the value Alternate COA in the Type field Columns This field is only enabled when you select the value Separate COA Dimensions in the Type field The Columns filter lets you focus on one element at a time and you can change the filter type during input Specify which grid columns you require to create separate COA cross references The options are All Displays fields for mapping ranges of source GL accounts sub accounts cost centers and projects to COA elements in the target domain GL Account Displays fields for mapping ranges of source GL accounts to a single GL account in the target domain Sub Account Displays fields for mapping ranges of source sub accounts to a single su
224. atus code Status after Match When No Allocation and Receiver Matching are selected specify the invoice status code to be applied to the invoice after it has been matched The Status after Match field links a status code that is applied to the invoice before matching with no allocation and after matching with allocation so that the one is automatically replaced by the other reducing errors and streamlining the process The code you specify in this field must have Allocation selected and Receiver Matching set to Yes Do not Increment Reminder Count Select this field to create an invoice status code that prevents reminder levels on customer reminder letters from incrementing You can use these status codes to create invoices that remain at the same reminder level for each print run Active Indicate if this is an active record The effect of this field is described in Active and Inactive Records on page 73 Credit Terms Credit terms are used to calculate invoice due dates and to apply settlement discounts on early payments Use credit terms also to define staged payments which allow multiple payments to be made in stages based on invoice percentages Credit terms are linked to customers and suppliers and default when an invoice is created You can modify these defaults on the invoice Types of Credit Terms Two types of credit terms can be defined Normal for specifying the due date and any settlement discou
225. available on the client A copy of the attached document is stored in the system database which means that the document will always be available and consistent with the application data This storage facility ensures that the feature is very secure However the storage facility is not suitable for very large objects of over a gigabyte If your system contains a large number of records with attachments you must consider the effect of these objects on the available database space In other application modules you can link documents to objects by means of a URL or a Universal Naming Convention UNC Example Use the Attach option to associate a summary of a customer s business activities with a customer record or attach a PDF of an invoice to a supplier invoice record If you have set up the Scan daemon you can poll a directory for documents to attach to new records and have the system send work objects to the Inboxes of designated users For example the Scan daemon can create a new supplier invoice record attach a scanned PDF to it and send a link to the Inboxes of all members of the AP clerk role When a user clicks on the link the Supplier Invoice Create screen opens with the scanned document automatically attached See User Guide QAD System Administration for more details about the Scan daemon To create a new attachment manually choose the Attach menu option to display a dialog for selecting the file to attach User Interface 45
226. aybook Set ARINV From Site fields sie 10000 are not included Active in Daybook Set hh Maintenance Cond Hom Sis Invoice Daybook AROINV Default AR Invoice CN Daybook AROPER ST CUSTOMER CREDIT NOTES Intercompany Daybook APOPER JE Fields display only when Correction Invoices Negative Cons CNC P ji Correction Credit Notes Negative QADCCNC D correction a invoices are Correction Invoices Positive AROPER1 p d Correction Credit Notes Positive AROPER p used Adjustment Daybook DADUDUR 4 Field Descriptions Daybook Set Enter a code maximum eight characters to identify a daybook set Description Enter an optional description maximum 40 characters of this daybook set Site In Daybook Set by Site Maintenance only enter the site that uses this daybook set Leave blank to define the default daybook set that is used when site specific records do not apply When you are using daybook sets by site this is the default for new customer and supplier records unless a daybook set has been defined for the customer or supplier site Active Specify whether this daybook set is currently available to other functions By default new daybook sets are active If an AR set is inactive you cannot specify it in Customer Data Maintenance 2 1 1 or Sales Order Accounting Control 36 9 6 or use it in any of the order transaction processing programs If
227. ayer Code DFFICIALLayer Je Customer Openitems M e Customer Payments v Balance Sheet Accounts V e Profit and Loss Accounts V Include Base Curency V Include Statutory Currency Apply Simulation Exchange Rates RevaluationArea Staus aj 4 gt See GL Account GLDescription 4 GL Type Cur 4 BCRevMethod 4 SCRevMethod 4 TCDebt TCCred 1200 Accounts Receiva CustomerContol cc CND Revaluation Rate Revaluation Rate 483 00 1200 Accounts Receiva Customer ContralAcc CND Revaluation Rate Revaluation Rate 50 00 a 1200 Accounts Receiva Customer Control Acc DM Revaluation Rate Revaluation Rate 10 00 1200 Accounts Receiva Customer ControlAcc EUR Revaluation Rate Revaluation Rate 10 760 00 1200 Accounts Receiva Customer Control Acc EUR Revaluation Rate Revaluation Rate 324 40 1200 Accounts Receiva Customer ContiolAce FFR Revaluation Rate Revaluation Rate 540 00 Show bothBC and SC v Currency View Field Descriptions Number This field displays a system generated sequence number for the revaluation GL Calendar Year GL Period Specify the GL calendar year and period in which to revalue transactions Revaluation Date This read only field indicates the last day of the GL period Revaluation Description Enter a brief description maximum 24 characters of the revaluation Source Layer Code 1 2 3 Specify up to three source layers from which to revalue transactions You can select official or management
228. b Account C Cost Ce Description Cur BC Debit t BC Credit do nf oc Currency View Base Currency z Balance USD 3381 17 0 00 Save and Create Save Close Field Descriptions TC Debit Enter the debit amount in the transaction currency The credit amount is set to zero when you enter a debit amount General Ledger Transactions 437 TC Credit Enter the credit amount in the transaction currency The debit amount is set to zero when you enter a credit amount Exchange Rate The system displays the default exchange rate for the currencies defined for the shared set Edit the rate if necessary See Exchange Rates on page 127 for more information on exchange rates Scaling Factor This field displays the scaling factor for the exchange rate The scaling factor is used for currencies that have a very small value relative to other currencies BC Debit Credit The system displays the debit or credit amount calculated in the base currency Quantity The Quantity grid is displayed when the account specified in the posting is defined with a quantity value and unit of measure The quantity value is the number of units specified The unit of measure is the type of unit which you can define as inches pounds work hours days or any item for which you want to include details in the transaction See GL Account Unit of Measure on page 180 QAD 438 User Guide QAD Financials A
229. b account in the target domain Cost Center Displays fields for mapping ranges of source cost centers to a single cost center in the target domain Project Displays fields for mapping ranges of source projects to a single project in the target domain Grid Fields Source GL Account From Source GL Account Till Source SubAccount From Source Sub Account Till 4 Source Cost Center From Source Co 000000ap 10 Source GL Account Sub Account Cost Center Project From Specify the first COA element in the source range that you want to map Source GL Account Sub Account Cost Center Project To Specify the last COA element in the source range that you want to map Target GL Account Sub Account Cost Center Project Specify the target COA element that you want to map to Setting Up General Ledger 197 Alternate COA Specify the name of the alternate COA account to which the source COA elements must map You can only use this field when creating alternate COA mappings The available alternate COA values are restricted to those associated with the alternate COA structure specified in the Alternate COA field in the header Only the lowest level code no children in the alternate COA structure can be mapped Cross Reference Validation The validation facility in COA Cross Reference Create lets you check the mapping combinations that you have specified for the source and target against posting history If the COA cross reference type i
230. bases 102 switching domains 100 Synchronize G L Data 1041 system accounts 148 system domain 89 data loaded into 113 system SAF codes 222 T taxes 1099 reporting 411 Chinese Golden 1084 country VAT format 316 customer invoice 556 journal entry 445 receiver matching 712 tax information for addresses 328 templates posting 422 470 reports 1028 tools menu 40 topic properties 911 transaction intercompany and cross company 926 mirror split 511 types used in consolidation 925 transaction codes 864 translations description fields 54 languages 312 Trial Balance View 532 Index columns and filters 533 LTD balance 532 Result of Previous Year 532 right click options 534 SAFs 536 Summarize Filters 535 YTD balance 532 types customer 365 domain 96 purchase 401 supplier 400 U Unicode database multiple languages 28 Unmatched Invoices account 661 Unposted GL Transaction Correction 428 user interface 32 74 browses 55 customization 942 delete 957 design mode 943 user defined fields 958 grids 47 menu 33 search filters 59 user defined fields 958 V VAT country format 316 registration number 330 Verify Status Transition Maintain 1095 Ww workflow 40 Y Year End Closing 1017 year end closing 277 517 reports 999 FAQAD User Guide QAD Financials A FAQAD
231. books to Official and management record the following types of revaluation transaction Suppliers Supplier Payments Customers Customer Payments Fixed Assets GL Intercompany Inventory Personnel Tax layers Reversing Entries Use to create recurring transactions that automatically reverse This is typically done for accrual postings and provisions for various reserves All layers Self Billing Use to record self bill transactions created using Self Bill Auto Create Official QAD 258 User Guide QAD Financials A AQAD Daybook Type Comment Layer Type Supplier Use Supplier daybooks to record the following types of transaction Adjustments Credit Notes Credit Note Corrections Invoices Invoice Corrections Payments Note You can create daybooks of type Supplier Credit Note Corrections and Supplier Invoice Corrections only when Accounts Payable is selected in GL Correction Control Official only Year End Closing For legal reasons year end closing transactions must be clearly denoted Official and management layers Prior to deleting or inactivating a daybook ensure that there are no unposted transactions in the operational functions that reference the daybook If unposted transactions exist the daybook cannot be deleted or inactivated until these transactions are posted Operational Daybooks
232. both source and mirror transactions to daybooks in either the official or management layer and can also select either journal entry or matching as the daybook type This lets you generate mirror transactions in different layers for reporting purposes A mirror transaction can optionally be split into two sub transactions which can be posted to either the source or mirror daybooks See Splitting Mirror Transactions on page 513 You typically select balance accounts as source accounts and P amp L accounts as mirror accounts and define daybooks and split transactions as required Mirror accounting is also affected by two other options When Summarized Journal is set to Yes in Inventory Accounting Control 36 9 2 operational transactions are summarized before they are posted In this case the mirroring information on individual transactions is executed but the split transactions are summarized and the individual split transactions are not displayed in subsequent reports When Create GL Transactions is set to No in Inventory Accounting Control the system does not generate IC transactions and mirror accounting is disabled Triggering Mirror Accounting Using Analysis When your source accounts have sub account cost center or project analysis defined you can decide to apply some or all of the analysis as conditions to trigger the mirror transactions QAD 510 User Guide QAD Financials A Fig 7 62 Mirror Accounting
233. can use customer credit rating to select groups of customers for reporting Customer credit rating codes are system wide data and apply to all domains and entities Customer Credit Rating Create 1 2 Customer Credit Rating Tools GoTo Attach id z i X Customer Credit Rating Create Code STF EY Description Satisfactory Active iv Field Descriptions Code Enter a code maximum eight characters that identifies a customer credit rating This field is mandatory the code cannot be blank Description Enter a brief description maximum 40 characters of the rating This field is mandatory the description cannot be blank Setting Up Business Relations 367 You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Active Indicate if this is an active record The effect of this field is described in Active and Inactive Records on page 73 Customer Bank Account Numbers You can use Bank Number Import 27 20 1 9 to load bank numbers using Excel Integration You can also export the data to Excel for update or review Note This same function is available for suppliers the description here applies to both customers and suppliers For a description of how to import data from Excel see Integrating with Microsoft Excel on page 66 Fig 6 33 Customer Bank Bank Number Import Number import BankNumber Tools GoTo id x
234. case the original due date of November 10 is changed to December 10 Base Date Specify a base date to be used as the start date for the due date calculation instead of the invoice creation date Do this in situations where goods are shipped in advance of a negotiated invoice date but payment is made relative to the invoice date The system uses the later of the invoice date and base date as the starting point for the due date calculation and the earlier of the base date and invoice date as the starting point for the early payment discount date calculation Base Days Specify the number of calendar days by which the due date and early payment discount date are extended When the system calculates due or discount dates it appends Base Days to the calculated date Grace Days Specify the number of days to be added to the financial due date of an invoice after which interest charges are calculated FAQAD 348 User Guide QAD Financials A Terms Interest Percentage Specify a percentage to be used to calculate an amount to be added to the item list price This percentage is based on the number of days to pay that are defined in the credit terms When terms interest is used it accrues the estimated inflation increase in sales and purchases Terms interest is typically used in hyperinflation environments to calculate an advance estimate of the currency gain loss in the hyperinflationary currency For purchasing GL terms interest
235. ccount 100000 199999 300000 349999 From Sub Acct To Sub Acct S100 S300 S500 S700 From GL Account To G L Account 100000 199999 300000 349999 Project Type lt gt From Sub Acct To Sub Acct COA Mask PR1 S S100 S300 E S500 S700 Se From Cost Center To Cost Center s CC10 CC30 Cen ez E Three control fields in Domain Create 36 1 1 1 1 indicate which COA mask types are active Sub Account Mask Cost Center Mask and Project Mask You can only define a COA mask if it has been activated in Domain Create Postings are validated for each of the types marked as active Three additional fields in Domain Create control how the system treats COA elements that are not assigned a COA mask The COA Element without Mask fields contains two options No Posting Restrictions and Exclude from Posting If for example you activate cost center masks and select No Posting Restrictions in the COA Element without Mask field cost centers that are not assigned a COA mask can be used in any posting Alternatively if you select Exclude from Posting in the COA Element without Mask field cost centers that are not assigned a COA mask cannot be used in postings For more information on domain settings see Setting Up Domains on
236. ccumulated The example uses a proportional fraction type The fractions are calculated using the structure Hours per Department which totals the machine hours per cost center The posting structure is defined by the template Alloc The target posting is in a transient layer and can be reviewed before final posting Fig 7 47 ED Allocation Definition Allocation Toos GoTo Attach mt J Wi X Allocation View Allocation Code Prop lloc Description Proportional Allocation E General Proportional Allocation Official JC Amount BL Period Layer Code Official ig z s o see FAQAD 492 User Guide QAD Financials A The Proportional Allocation tab displays the list of cost centers for which a proportional fraction must be calculated Fig 7 48 Proportional ESSE Allocation Tab Within the Levels tab in the Budget function 25 5 1 3 the cost center level level 2 is used for proportional allocation Fig 7 49 Budget View x Budget Tools GoTo Attach kd 5 Excel Hotlink Budget View Y Budget Code AllocProp2 2 Status Operational Description AllocProp2 Used for Allocation E General Periods Levels Structures Versions WBS Level COAElement Used for Proportional Allocation Last Modifie 1 General Ledger E abx 2 Cost Center m abx o The budget structure on which the allocation is based is
237. ce only and useful in sorting browses Job titles can also be useful on shop floor reports Department Code Specify the department in which this employee normally works Department codes defined in Department Maintenance 14 1 identify major groupings of manufacturing work centers at your own site or at sites belonging to outside suppliers Employees are not restricted to reporting labor at only work centers in their own department This field is a default useful for reviewing employees by department Default Project Code Optionally enter a code identifying the GL project normally assigned to this employee QAD 418 User Guide QAD Financials A Fig 6 60 Employee Create Business Relation Tab FAQAD The employee project defaults in Shop Floor Control functions when non productive labor is reported It can be changed manually as needed If this employee is defined as a service engineer in the Service Support Management module the default project is also used when expenses are recorded for a call in Call Activity Recording 11 1 1 13 In this context the service expense is considered a form of non productive labor Business Relation Tab Use the Business Relation tab to specify the business relation code associated with this employee All address details default from the headoffice address type of the business relation You cannot modify this data here See Address Information Tab on page 325 for details abou
238. centers or projects to the target element in the target entity Table 5 7 Source GL Account From Source GL Account To Target Account Example Ranges 1030 1099 1100 2000 2300 2300 AQAD 194 User Guide QAD Financials A Table 5 8 Single Element Mapping Table 5 9 Wildcard Mapping FAQAD In line 1 all accounts from 1030 to 1099 inclusive are mapped to target account 1100 In line 2 all accounts from 2000 to 2300 inclusive are mapped to target account 2300 Single COA Element You can map a single account or sub account cost center or project to the target element In this case you enter the source COA element in both the Source From and Source To fields Source GL Account From Source GL Account To Target Account 1030 1030 1100 2000 2000 2300 As a result of the mappings in Table 5 8 source account 1030 is mapped to target account 1100 in the consolidation entity and source account 2000 is mapped to target account 2300 in the consolidation entity Wildcards You can enter an asterisk as a wildcard when creating COA cross reference mappings When an asterisk alone is entered in the Source From field this means include all Only the Source From field can contain just an asterisk In this case any value specified in the Source To field is irrelevant Source GL Account From Source GL Account To Target Account 1030 1100 1100 In Table 5 9 all accounts in the source entity are mapped to
239. cept captures generalized code values created in Generalized Codes Maintenance 36 2 13 and associated with customers in Customer Data Maintenance 2 1 1 when those customers are referenced on operational transactions Customer Type This concept captures codes created in Customer Type Create 27 20 4 1 and associated with customers in Customer Create 27 20 1 1 when those customers are referenced on operational transactions Setting Up General Ledger 223 Supplier Type This concept captures codes created in Supplier Type Create 28 20 4 1 and associated with suppliers in Supplier Create 28 20 1 1 when those suppliers are referenced on operational transactions While the system concepts are specifically designed for capturing details of operational transactions you can use a combination of system and user defined concepts in the same structure if you want System concepts cannot be deleted but can be disabled by clearing the Active field Data is captured for a concept only when it is active Since system concepts have a predefined meaning you cannot modify other fields of the concept or create new system concepts Note If you are using a system concept and then decide to deactivate it errors may result if all transactions have not been posted that include data that references the concept The transaction fails to post in this case and you must reactivate the concept Not all concepts apply to every transactions For example
240. ch daybook is associated with a daybook control type which separate postings based on their source FAQAD 254 User Guide QAD Financials A Fig 5 67 Daybook Create FAQAD Daybook Create GoTo Actions 4 Tools 7 Attach Print 1s Preview Attachments Daybook Code APINY Description AP Invoices Daybook Type Supplier Invoices Layer Code OFFICIALLayer ple Active v Daybook Control Financi Daybook Group Code SC Daybook Group e Field Descriptions Daybook Code Enter a daybook code maximum eight characters Description Enter a brief description maximum 24 characters of the daybook You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Daybook Type Select a daybook type from the drop down list See Table 5 30 on page 256 for a list of types Layer Code Select an accounting layer official management or transient See Transactions and Related Daybooks on page 255 for information on the layers with which each daybook type can be associated Active Indicate if this is an active daybook The effect of this field is described in Active and Inactive Records on page 73 Daybook Control Choose the type of daybook control from the drop down list Financial which contains postings originating in the financial modules See Financial Daybooks on page 256 Operational which contains postings f
241. change rate depending on a setting in Exchange Rate Type Create If no accounting exchange rate is defined the transaction cannot be posted See Exchange Rate Types on page 124 for more information You can also use a user defined exchange rate type for revaluation This rate is active when you define the TC and SC revaluation methods as User Defined on the Currency tab of the target GL account Typically you use User Defined as the revaluation method when you want to keep historical records of revaluation for different GAAP reporting purposes See Currency Tab on page 156 for more information on the revaluation fields for GL account setup Fig 7 18 Revaluation Posting Currency Analysis Report Link Defaults Settings ona Supplier Control Account Base Currency Only Currency Code e TC Revaluation in BC None bd TC Revaluation in SC None Y Consolidation Method Current Exchange Rate z e Table 7 1 describes the revaluation parameters and values for transaction currencies Table 7 1 TC Revaluation in Rate Type for Revaluation Revaluation BC SC in BC SC Description Parameters None Revaluation is not The account is not revalued applicable and the Rate Type for Revaluation in BC SC field is unavailable Accounting Rate Revaluation is applied and the Rate Type for Revaluation in BC SC field is unavailable The system uses the accounting exchange rates that are valid at month end QAD 452 User
242. cks on the GL calendar year to close A registration step where the process creates correction periods if required postings and closes all GL periods in the GL calendar year Figure 7 65 shows the process map for year end closing Fig 7 65 Year End Year End Closing s Process Map Perform a eor End psig The year end closing postings include A P amp L transfer to balance sheet posting A P amp L closing posting A balance sheet closing posting FAQAD 518 User Guide QAD Financials A Fig 7 66 Year End Closing Setup Process Map FAQAD A balance sheet opening posting You can transfer the P amp L to the balance sheet manually before the year end closing is run or it can be included as the first step in closing postings You can create the other three postings automatically using the year end closing process Year end postings are created in the base and management currencies and for a single entity at a time The postings can optionally include sub accounts but no other account analysis Set Up Year End Closing Before running year end closing you must set up the GL accounts and daybooks used by the process Figure 7 66 shows the process map for year end closing setup Set Up Year End Closing Create O pening amp Closing Create Balance Table 7 4 lists the accounts required by the year end closing process General Ledger Transactions 519 Accounts Required Restricti
243. column header on the report Level This field displays a numeric identifier that indicates the level of the account in relation to the alternate COA structure The level value is generated automatically by the system Sequence This field displays the sequence number that identifies each alternate COA record The sequence is automatically generated by the system Leaf This field is automatically selected for alternate accounts that do not have any child records Alternate COA Group Code Specify the alternate COA group code that you want to assign to the alternate COA record Only level 1 accounts can be assigned an alternate COA group code See Creating Alternate COA Groups on page 185 for more information Parent Alternate COA Structure Code When you save an alternate COA structure this field displays the value that you defined in the Code field to identify the alternate COA structure Parent Alternate COA This field displays the alternate COA code that is the parent of a child row In the example in Figure 5 27 the codes AC 1 1 and AC 1 2 both have AC 1 as parent alternate COA Setting Up GeneralLedger 189 Copying an Alternate COA Structure To facilitate data entry you can use Alternate COA Structure Copy 25 3 21 5 to create an alternate COA structure based on an existing structure 1 Select an alternate COA structure to copy alternate COA Structure Brows X 7 Actions amp Print Vy Add to Fav
244. combined with during posting You can also create a new cost center mask as required by clicking the GoTo button to the right of the Cost Center Mask Code field The GoTo opens Cost Center Mask Create 25 3 9 2 1 If you have already assigned a COA mask to the cost center the GoTo button displays Cost Center Mask View 25 3 9 2 3 and also lets you display a related view showing all cost centers linked to that COA mask See Cost Center COA Mask on page 209 The COA Element without Mask field in Domain Create controls how the system treats cost centers that are not assigned a cost center COA mask If cost center COA masks are enabled for the current domain and the COA Element without Mask field is set to Exclude from Posting the system prevents all cost centers without a cost center COA mask from being used in postings If the COA Element without Mask field is set to No Posting Restrictions you can use the cost center in combination with any GL account or sub account If cost center COA masks are not enabled for the current domain this field is read only The grid lets you specify which concepts within a structure to associate with the cost center and specify default values for the concepts Only one default can be specified for each concept The defaults are used when a code value is not supplied in a transaction These fields are not required See SAF Defaulting on page 235 SAF Concept Select a default SAF concept QAD
245. containing the XML data for the current component This can be useful as a starting point for loading data with the XML daemon See User Guide QAD System Administration for details on the XML daemon P Object Properties Attachments General _ Business Component Shortname Intemal Object Identification Last Updated By Last Updated On Business Component Version Ul Component Version Dump location Dump XML Field Descriptions Business Component Shortname Displays the internal Business Component code name for the object Internal Object Identification Displays the unique numeric identifier for the object Last Updated By Displays the login ID of the user who last modified the object 5331 mfg 5 7 2007 3 20 50 AM 051 02 051 02 Close User Interface 37 Fig 2 6 Object Properties FAQAD 38 User Guide QAD Financials A FAQAD Last Updated On Displays the date and time when the object was last updated Business Component Version Displays the version of the business component UI Component Version Displays the UI component version Dump Location Specify a directory where you want the XML description of this component to be located This field applies only when you click Dump XML Saving and Browsing Drafts The Save as Draft and Browse Drafts options are available only when the system has been configured to support the draft feature in Change System
246. count profiles Profiles are described in more detail in Setting Up Profiles on page 102 Language A base set of language codes is supplied with the system These language codes correspond to the codes used with UI translation files provided by QAD System defined languages cannot be changed or deleted FAQAD 312 User Guide QAD Financials A FAQAD Languages are used in multiple places in the system A default database language is defined in System Maintain 36 24 3 1 This language provides a default for printed reports when translated strings cannot be found in the language associated with a customer or supplier This language is used as the default language for displaying translatable strings for system level operational data A language code is associated with each business domain and is the default language to use for displaying translatable strings for domain level data See Using the Translation Option on page 54 for details Languages are associated with business relations Each address associated with a business relation can have its own language The language associated with the specific address type headoffice ship to end user is used to select comments in the appropriate language in operational functions such as sales purchasing and service support Languages are associated with users and determine the language for displaying menus labels messages and other user interface elements Bef
247. counting Layers Define Accounting Layers assign Layer ode Define Layer Type Transient accounting layers enable temporary posting for review or analysis before official posting and publication of accounts When a daybook is associated with the transient layer transactions are posted to this layer for temporary review If the daybook is associated with the official layer transactions are immediately posted to the general ledger Use management layers to provide different types of GAAP reports within one organization For example you can compile a set of local accounts for a French subsidiary of a US parent organization that comply with French GAAP standards You can then compile US GAAP accounts for the parent company and generate reports on the combination of the two sets Then review your subsidiary accounts and create correction and adjustment transactions to make these accounts comply with the parent company GAAP standards Auditor adjustments are generally applied in the management layer IFRS and US GAAP requirements are also implemented in management layers When transferring between layers the daybooks must be of the same type You can transfer only from the transient layer to the other layers When the transaction is transferred a new daybook and reference is created for it Setting Up General Ledger 247 Fig 5 62 Report Set 2 Management and Official Accounting Layers
248. cription maximum of 40 characters of the project group You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Active Indicate if this is an active project group The effect of this field is described in Active and Inactive Records on page 73 Project Statuses Before you can begin to create project codes you must first define the set of statuses that control how the project code can be used The status assigned to a project determines whether it can be used for postings in GL transactions in invoices and if costs can be assigned to it You must associate each project status code you define with one of five predefined system status codes Initial Open Closed for Accounting Closed for Costs and Closed The system status code assigned determines the affect of the status code you define and consequently how the project codes assigned that status can be used See Table 5 5 for more information Figure 5 17 shows the process map for defining project statuses AQAD Setting Up GeneralLedger 175 Fig 5 17 MNA Project Status Code Activate the Assign New Ma Create Project Predefined New Proj p ject Status to Status System Status Status Projects The project status codes you define populate the Status drop down list in the Project Create screen 25 3 11 7 1 and are then available to assign to project codes Fig 5 18 n Project Status zx Creat Project Status
249. ctions Ej Print ly Addto Favorites ulo Chart ES Chart Designer Refresh E Stored Searches Select a stored search or display Manage Filter Fields Search 12 Supplier Code equals pL X seh j GexAr Business Relation v equals M P x Invoice Year v equals 2008 x Invoice Daybook v equals s Dp x Invoice Voucher equals P x Invoice Status Code v equals X P x Dete pu i poem mL alz amp 9 viewing 1 50 of 144 Records per page 50 9 Q9 e Supplier Business Relation Code gt Invoice Year gt Invoice Daybook Invoice Voucher Invoice Status Code Matching D b CKC supt CKCA11 or S RM ATPSUPOI ATPSUPOI 00000007 RahukAfterRM anosup ano3535 ATPSUPO1 ATPSUPOT JieSup BE ATPSUPO1 ATPSUPOT anosupl ano3535 B5iSup 1011K Isnsup Isnsup EKRM EKBRI SirSup SirSupBR US Sup USBR US Sup US BR US Sup USBR US Sup US BR USSup USSR US Sup US BR anosup ano3535 imhsupp imhsupp US Sup US BR SirSup Sit SupBR Isnsup Isnsup 2008 SuplnvDC 2008 QADAPInv 2008 QADAPInv 2008 QADAPInv 2008 SuplnvDC 2008 SI 2008 QADAPInv 2008 SuplnvDC 2008 QADAPInv 2008 GWLAPSI 2008 GWLAPSI 2008 GWLAPSI 2008 GWLAPSI 2008 GWLAPSI 2008 GWLAPSI 2008 SuplnvDC 2008 QADAPInv 2008 GwL APSI 2008 QADAPInv 2008 SI 000000151 Rahul AfterRM 000000000 Aft
250. cture Set Up Operational Account Contro Create Layers Set Up Daybooks Define GL Calendar Set Up Allocations Set Up Structured Reports Create User Defined SAFs Set Up COA Masks GL reports include trial balance transactions in a given GL period open items and monthly closing Each report is filtered by criteria for example by GL calendar year and period daybook code currency or posting date See GL Reports on page 990 for more information on generating GL reports Setting Up General Ledger 141 Next you set up a chart of accounts COA Accounts show values for financial elements such as cash inventory and sales The individual account balances show values at a given point in time and these values change as a result of transactions Account balances provide the content for financial statements For more detailed financial reporting you can use sub accounts cost centers and projects Sub accounts provide a further level of detail within an account and can be linked to customers and suppliers and their individual transactions See Sub Accounts on page 168 You can refine account and sub account information further by defining cost centers For example a cost center can be a profit center or department within the account or sub account Balances in sub accounts and cost centers can be listed separately or summarized under account codes See Cost Centers on p
251. customer The details you enter here your own bank account the customer s bank account number and the formats required for processing different types of payment from this customer are automatically retrieved for customer payments and payment selections See also Associating Your Bank with Customers or Suppliers on page 362 FAQAD 376 User Guide QAD Financials A Fig 6 37 Customer Create Banking Tab Business Relation Accounting Payment Banking Defaults Credit Limit Tax Info Comments Default BankGLAccount Entity Code Bank Format 4 Customer Bank Number OwnBank Number PaymentFormat gt o pob acc1 1000 xx pobcust pob123 AR Draft Field Descriptions Right click to insert a new row to add banking information for this customer Default Indicate if this is the default bank account number for the customer You can set up multiple accounts for each customer with one default account Bank Format Choose the validation method to be used for the customer bank account number from those defined in Bank Account Format Maintain When you select a bank number format the system creates one or more child rows in which you define the individual segments to be validated Click the plus sign next to the row to see the child rows You can also type the number directly in the Bank Account Number field if you want See Define Bank Account Formats on page 832 for details Customer
252. cy Five options are available for the revaluation method None No revaluation is performed Accounting Rate The accounting exchange rate for that date is used this is the most common option Revaluation Rate You can use a separate rate For example in certain countries the government sets the rate that must be used for revaluation and this is separate from the accounting exchange rate Statutory Rate This option is available for revaluation relative to the statutory currency and uses the statutory exchange rate If the option is defined in Exchange Rate Type Create the system can revert to using the accounting exchange rate if there is no valid statutory exchange rate available at the time of revaluation User Defined Rate This option accommodates situations where different revaluation rules apply for particular types of assets When you select the Revaluation method in the TC Revaluation in BC field ensure that a revaluation exchange rate type is defined for all currencies used in postings to the account Similarly when you select the Revaluation method in the TC Revaluation in SC field ensure that a statutory exchange rate type is defined for all currencies used in postings to the account General Ledger Transactions 451 The default exchange rate type is the accounting exchange rate When you use a currency for which no exchange rate has been configured the system has the option to revert to using the accounting ex
253. cy amount in the customer s default currency in the Fixed Credit Limit field This represents the maximum open balance over all entities that use the customer shared set FAQAD 380 User Guide QAD Financials A FAQAD Fixed Credit Limit When Apply Fixed Ceiling is selected specify the currency amount that determines the maximum credit extended to this customer Note This credit limit is stored at the shared set and not entity level Apply of Turnover When selected you can enter a percentage in the Percentage of Turnover field Turnover is the total sales over the 12 months preceding the current month over all the entities in the customer shared set Percentage of Turnover When Apply of Turnover is selected specify a percentage value The system applies this percentage to the last year turnover and displays the result in the Credit on Turnover field The amount is recalculated when you change the percentage Credit on Turnover Displays the turnover limit amount which is calculated by applying the percentage specified to the turnover amount Maximum Days Overdue When selected you can enter a value in the Maximum Number of Days field Maximum Number of Days When Maximum Days Overdue is selected specify the number of days that any invoice for this customer can be overdue before the system disallows any further credit During credit checking the system looks for any invoice that is overdue more than this nu
254. d CustomerNotify for customers SupplierNotify for suppliers EndUserNotify for end users EmployeeNotify for employees The members of these roles are then responsible for ensuring that the supplemental information required for operations is added See User Guide QAD Security and Controls for details about setting up role membership Important New customer and supplier records cannot be referenced in operational functions until this additional data has been specified Adding operational data marks the record as complete This is not true of end user and engineer records they do not need to be completed before being referenced in SSM functions The following table lists all of the records in the system that reference business relations for address data 307 FAQAD 308 User Guide QAD Financials A Table 6 1 Records Record Created Related Data Type E Mail Referencing Business Relations Bank GL Account Create N A Headoffice No 25 3 13 1 Carrier Carrier N A Headoffice No Maintenance 2 17 1 Company Company Address N A Headoffice No Address Maintenance 2 12 Customer Customer Create Customer Data Maintenance Headoffice Yes 27 20 1 1 2 1 1 Dock Dock Maintenance N A Dock No 7 3 1 Employee Employee Create Engineer Maintenance Headoffice Yes 36 1 7 1 11 13 1 End User End User Create End User Data Maintenance Enduser Yes 27 20 3 1 11 9 1
255. d Sets Tab FAQAD 112 User Guide QAD Financials A Fig 3 19 Entity Create Additional GL Numbering Tab FAQAD Sequence numbers are used in Chinese GL Transaction Reports 25 15 7 1 Functions on this menu generate Chinese legal reports where the sequence numbers are displayed as transaction voucher numbers Note Sequence numbers are not used in standard GL reports They appear only in regional GL reports General Shared Sets Additional GL Numbering Additional GL Numbering Reset Number Yearly V Source Numbering Entity Al Field Descriptions Additional GL Numbering Indicate whether you want to enable additional GL numbering Reset Number Yearly Select this field to have the GL numbering sequence automatically reset at the beginning of each fiscal year Source Numbering Entity Optionally specify another entity to use its GL numbering sequence You can specify an entity only when e Additional GL numbering is also enabled for that entity That entity is not sharing its GL numbering sequence with another entity With this feature a legal entity that consists of two or more entities in the system can use the same numbering sequence Setting Up Financial Foundations 113 Reference Information Default System Domain Data The following table lists database tables containing data that is copied when a new domain is created Table 3 4 Table Description Tables Copied for acdf mst
256. d created with a component based activity you begin by launching a browse Figure 2 25 The top pane of the browse provides tools for managing the data you are viewing You can retrieve stored searches filter search results and update browse settings The bottom pane of the browse displays the retrieved records Browses that return large numbers of records display a progress indicator while the records are being retrieved Fig 2 24 Browse Progress Supplier Invoice Browse for Mo S E Indicator Actions Print 9p Add to Favorites lly Chart 9 Chart Designer Refresh 3 St Search 14 Supplier Code equals P Business Relation X equals bd P Reference bd equals bd A Year equals X A d Daybook Code equals T Pa Ez ue Voucher equals 4 Py x noe n i f r EEG o oem a Supplier Y Business Relation Cod Retrieving Browse Data Due Date 2 Y Counting Records Summaries 0 If the record count is too large refine using search conditions The existing records are displayed on scrollable pages and you can set the number of records per page When many records exist choosing to display all of them may take some time FAQAD 56 User Guide QAD Financials A Fig 2 25 Typical Browse FAQAD Enter filter values Set no of records per page Click to display next page of records Receiver Matching Browse for X A
257. d the e mail server appropriately Setting up e mail is described in User Guide QAD System Administration Design Mode Design mode lets you modify the screen layout and add user defined fields to a screen It also lets you remove fields from the screen to create new tabs in a tabfolder and to create different views for grids Design mode is enabled only if you are a member of a role with access to updating the design at a specific level The levels of access are You can make changes just for yourself that are seen only when you execute the screen You can make changes that can be shared with other users that are members of your default role You can make changes that can be used by all users in the system This feature can be used to streamline data entry and reduce training costs by customizing the UI for your particular business needs However only knowledgeable designers that understand the function they are modifying should be allowed to make significant screen changes For more information on design mode see Design Mode on page 943 QAD 44 User Guide QAD Financials A FAQAD Attach The Attach option lets you attach any type of document such as a Microsoft Word file graphics file or PDF to a record within the application This integration ensures that all required documentation is immediately accessible when needed You can attach and view any type of file if the corresponding viewing software is
258. d to define the allocation algorithm Allocation Structure An allocation consists of the following elements Source This is the base amount for the allocation Fraction This is a factor applied to the source amount to calculate the amount to be posted to the target Target This consists of the COA elements such as account sub account or cost center to which the fraction is to be posted Fig 5 84 Allocation Structure Fraction Numerator Denominator FAQAD 298 User Guide QAD Financials A FAQAD Allocation Sources Constant Value The source is a value that is entered in the allocation definition but which can still be changed during execution of the allocation batch The value can be entered in the base currency or as a combination of base currency and quantity Standard Charge Standard charges are calculated as the multiplication of a quantity and a unit price Both values are entered in the allocation definition but can still be changed when the allocation is executed The per unit cost for electricity is an example of a standard cost WBS Topic Work Breakdown Structure WBS topics are used in budgets to provide analysis for budget costs and are also used in allocations as a source type WBS topics are combinations of COA elements such as GL accounts cost centers or projects The allocation source is calculated as the total of all postings on all the COA elements
259. dation rule for project 119 fails Line 3 fails at the project mask rule COA Mask Copy To facilitate data entry each COA mask has a copy function that lets you create a COA mask based on an existing matrix The copy functions are e Sub Account Mask Copy 25 3 9 1 5 Cost Center Mask Copy 25 3 9 2 5 Project Mask Copy 25 3 9 3 5 To create a new COA mask by copying and modifying an existing mask 1 Open the COA mask function for the type of mask you want to copy for example Sub Account Mask Copy A browse opens Sub Account Mask Browse for Actions Print vip Addto Favorites do 1 8 Chan Designer Retreih GB Stored Searches Seach 2 Code eau Fa x Search Clew All Dercrpion equk x Acie loqa x Viewing 1 34 ot 34 Records pet page 100 SubAccourt Mask Code 2 Y Deren gt Y Acte oF C 10 10 100 100 1000 1000 10009100 1000100 323531 10005100 10005100 2 Double click on the COA mask that you want to copy The Sub Account Mask Copy window opens with the data for the COA mask you copied Setting Up General Ledger 217 Fig 5 48 Sub Account Mask Sub Account Mask Copy X C opy GoTo Actions 3 Tools Attach G Print i4 Preview Attachments Code Active v Description m GL Account Rules From To DisallowedRange Dew BU 002650VA 3 DOPPVO01 DOPPVO01 o 1000 1000 o 10020101 1040 o 10404 10424 o 1045 1056 o 1060 1065 o 10
260. dditional reporting on specific areas within GL accounts If SAF analysis has been defined for an account cost center or project the codes appear automatically in the posting lines Journal Entry Create can only display a single SAF structure on a posting line If a posting line contains more than one set of SAFs you receive the error message Dual SAF structures are not allowed within a single posting line If a posting line contains both a project and a cost center and both have SAF structures only the cost center SAFs are used and the project SAFs are ignored See Supplementary Analysis Fields on page 220 for more information on setting up SAFs See Defaults Tab on page 167 for information on defining SAF analysis on an account and Supplementary Analysis Fields on page 220 for detailed information on SAF analysis Journal Entry Create Xx JournalEntry Toos GoTo Attah d 25 2 7 0 0X E E EU G Ed Journal Entry Create Year 2007 06 Posting Date 06 19 2007 vi Daybook Code QADJE 5 000000007 Layer Type OFFICIAL Save As Template n Description Template Code Replacement DH Driginal Posting Sequence Number 000000000 Reversal Dn GL Account Sub Account C Cost Ce Description Cun 4 BC Debit BC Credit Eg safacct USD i 8 000 00 0 00 Sub Account Code SAF Concept Code SAF Code Brand Nissan Fuel Gasoline GL Account SubAccountC 4 CostCe
261. de QAD Financials A FAQAD Suspended Tax AR Select an option to define the point at which suspended taxes become payable and are transferred from the suspended tax account to the real tax account This field has four options Not applicable No suspended taxes are required for this entity Till First Payment The whole tax amount of the invoice becomes payable when the first payment for that invoice is made Till Last Payment The whole tax amount becomes payable only when the invoice is completely paid Proportional to Payments Taxes are suspended and released as payable tax proportionally to the amounts paid for the invoice Suspended Tax Amount Payment Amount Total Tax on Invoice Original Invoice Total Delayed Tax AP Select an option to define the point at which delayed taxes are calculated when you complete an outstanding payment to a supplier in payment stages This field has the same four options described for the Suspended Tax field but applies to delayed AP taxes that become deductible AP taxes after payments are made Setting Up Financial Foundations 111 Shared Sets Tab The system displays the shared set codes that default from the associated domain in the Shared Sets tab These cannot be updated here General Shared Sets Additional GL Numbering Shared Set Code 4 Shared Set Type LastModified User Last Modified Date p BAT Eur Suppliers SS Supplier mig 06 04 2007 BA Eur Custom
262. de that identifies the customer this end user record is associated with End User Code If you are not linking to another customer or to a ship to address specify a new code This code is automatically created with an address type of end user If you leave the End User field blank the system automatically generates a number for the record based on the sequence defined in End User Autonumber Create See Autonumbering Sequences on page 322 If you select Link to Customer or Link to Ship To Address the End User Code field is filled with the value you specify for the customer or ship to These addresses are added as end users for the customer specified in Customer Code Link to Customer Select this field if you want to define the customer entered in the first field as an end user In this case the end user code is set to the customer code and cannot be modified All address details are filled in based on the headoffice address of the customer and cannot be changed The Maintain and Create buttons are disabled You can use the View button to see the details FAQAD 394 User Guide QAD Financials A FAQAD Link to Ship To Address Select this field if you want to enter a ship to associated with the customer and define the ship to as an end user When selected a lookup for existing ship tos is enabled beside the Link to Ship To Address field You can enter or select the ship to All address details come from the selected ship to ad
263. defined in the Structures tab in the Budget function GL account 111666 is linked to the structure FAQAD General Ledger Transactions 493 Fig 7 50 A Budget Modify Budget Toods GoTo Attach E A GE Topic Details Excel Hotlink Budget View Y Budget Code AllocProp2 Statu Descriptior AllocProp2 Used for Allocation F e as Report General Periods Levels Stuctures Versions Versions Initial Version 2007 3 v Auto Roll Up fa Topic TCAmt 01 Qty 01 ForecastCost 01 Forecast Qty 01 Class 0 00 0 Ba Hours per dep You can now run the allocation batch using Allocation Batch Run Execute 25 13 9 As indicated by the posting template GL account 666111 is debited with transaction postings for each cost center A temporary account is credited The cost center driving the allocation is referenced in each posting line Note The COA level marked as Used for Proportional Allocation in the budget Levels tab must be used within the posting template The allocation does not run if the system does not find a matching level You can view the resulting allocation postings in Journal Entry View 25 13 1 3 FAQAD 494 User Guide QAD Financials A Fig 7 51 Journal Entry View FAQAD AEREA x Journal Entry Toos GoTo Atah d 0 amp X EM E Ed G Ed Journal Entry View Y Year 2007 03 03 09 2007 v D Code J
264. delete codes for grouping customers You can use customer type to select groups of customers for reporting in particular for sales analysis reports Customer types are system wide data and apply to all domains and entities You can also define GL sales accounts by customer type channel product line and site in Sales Account Maintenance 1 2 17 This lets you separately track sales and cost of sales amounts for different types of customers Customer Type Create vx Customer Type Toolsy GoTo Attach ld z 3 i X Customer Type Create Y Code whol E Description Wholesaler m Active v Fig 6 31 Customer Type Create FAQAD 366 User Guide QAD Financials A Fig 6 32 Customer Credit Rating Create FAQAD Field Descriptions Type Enter a code maximum four characters that identifies a customer type This field is mandatory the code cannot be blank Description Enter a brief description maximum 40 characters of the customer type This field is mandatory the description cannot be blank You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Active Indicate if this is an active record The effect of this field is described in Active and Inactive Records on page 73 Customer Credit Rating Use the Customer Credit Rating activities 27 20 5 to create modify delete and view codes for ranking customers by creditworthiness You
265. des each level of allocation codes multiplying the amount to be apportioned by the percentages at each level Op Allocation Code Maintena TX Op Allocation Code Maintenance Go To ACTIONS Allocation Code Rent Description Rent Allocation to Depts Account Sub Acct cc Project Percent e300 P P 0100 P 50 000 Example When ABC Company posts utility expenses to Accounts Payable a part of the expense is posted to cleaning costs Cleaning costs are pro rated among several accounts 40 to Production 50 to General Expense 10 to Capitalization Rather than enter multiple account codes for each transaction ABC defines an allocation code for the group of accounts allowing the data entry operator to enter one allocation code rather than three accounts Taking this example one step further allocation codes can be nested In the example above 10 of cleaning cost is capitalized as improvements This 10 is split evenly between accounts for general improvements and preventive maintenance An allocation code is set up for capitalization Setting Up General Ledger 295 The accounts for general improvements and preventive maintenance each have an allocation percentage of 50 However only 5 of the total cleaning cost expense is posted to each account Fig 5 82 Allocation Code Examples Allocation Code for Cleaning Costs General Festo Capitalization Expense uon 1096 Account i 50 Allocation Code for Capitaliza
266. des up to 15 columns of reporting in which you define the From and To Dates and the content criteria for the Income Statement See Structured Reports on page 1011 for more information on how to set up and run structured reports ldress Data 310 ations 323 ustomers and Suppliers 336 363 412 306 User Guide QAD Financials A FAQAD Overview Business relations contain location and contact information for all addresses defined in the system They also contain tax details that are directly referenced or used as defaults for customers and suppliers Business relation codes are defined at the database level This lets you maintain all address data in one function and then reference it in other functions that require address data such as customer and supplier records When the business relationship address data is modified all other codes that reference that address are also updated automatically reducing time and duplicate maintenance effort Each business relation code identifies a set of up to six system defined address types that can be associated with different types of records in the system from customers and suppliers to end users and docks Some address types are used only in financial functions These include reminder and remittance types Others are used only in operational functions These include ship to dock and end user The headoffice address is used in both financial and operational functions See
267. differences of unrealized exchange profits and losses are posted You cannot select a Revaluation GL account for bank cash open items standard or system accounts The revaluation account tracks unrealized gains and losses that occur on assets and liabilities that have not yet been converted to cash such as AR When the AR payment is received and converted to cash the exchange gain or loss associated with that payment becomes a realized gain or loss See Revaluation on page 445 Consolidation Method If this account will be used by a domain that is the target of a consolidation select the revaluation exchange method from the drop down list The exchange method of the account in the consolidation entity determines how subsidiary transaction amounts are converted to transactions in the consolidation entity In each case the system uses the exchange rates defined in the domain of the consolidation entity See Chapter 14 Consolidation on page 923 for details on consolidation setup The possible settings of the Consolidation Method are as follows Current Exchange Rate The system recalculates the value of transactions based on current exchange rates Historical Exchange Rate The system consolidates transactions at the exchange rate effective on the date of the transaction Setting Up General Ledger 159 Simple Average Exchange Rate The system determines a set value for a transaction by averaging the rates for the first a
268. dify Fig 5 72 Reporting Daybook Modify 25 13 1 15 FAQAD When you open Reporting Daybook Modify a browse opens listing all invoice type transactions for the current domain You can use the selection criteria to refine the list and locate the transaction for which you want to modify the reporting daybook If you want to view the original transactions right click on the relevant transaction and select a related view Otherwise you can double click on the transaction to display the reporting daybook information Reporting Daybook Browse for X Actions Print ly Addo Favorites ule Chart Chart Designer Refresh 7 S Stored Searches Search 12 e Posting Date equals gt Hea x Search ciearan Year equals 2 x GL Period equals I2 x Voucher equals 2 x Daybook Code equals Pia x Description v equals 9 x IE CH CHEERS 1 r Tal l a Viewing 1 100 of 1547 Recodsperpage 100 xr 3 9096 A Posting Date Year gt GLPeriod Voucher Daybook Code Daybook Description Reporting Daybook Code Reporting Daybook Description o0 06 000000001 CI Custome jice Customer Invoices 000000030 CI Customer Invoices Customer Invoices 06 09 2008 2008 06 000000001 AROPER1 ST CUSTOMER INVOICES AROPER1 ST CUSTOMER INVOICES DEBT 06 08 2008 2008 06 00
269. dividual components Overview 140 Setting Up the Chart of Accounts 146 Alternate Chart of Accounts 181 COA Cross References 190 Validating Accounts 200 Supplementary Analysis Fields 220 Setting Up GL Correction Control 238 Accounting Layers 245 Using Daybooks 250 Defining the GL Calendar 275 Defining Operational Defaults 284 Setting Up Allocations 293 Structured Reports 303 140 User Guide QAD Financials A Fig 5 1 Set Up General Ledger Process Map AQAD Overview Generally accepted accounting practice requires that an organization s financial information be periodically compiled in two financial statements a balance sheet and an income statement The balance sheet provides a summary of an organization s assets liabilities and equity at a given point in time The income statement shows profit or loss for a given time period In order to satisfy these reporting requirements a general ledger GL is used To set up a GL you must first determine what kinds of information must appear on the financial statements Organizations normally produce a range of different types of GL statements from interim reports for management purposes to official statements that comply with statutory regulations GL reporting is embedded in the system which means that you can produce customized statements at any stage of the GL process Figure 5 1 shows the process map for GL setup activities et Up Chart o Accounts Stru
270. dress The Maintain and Create buttons are disabled You can use the View button to see the details Link to End User Address Select this field if you want create a new end user code that shares address information with another existing end user address for the specified customer code Click the End User Address button to display all end user addresses for the customer After you select the address you require from the lookup the Modify and View buttons are enabled and you can modify details All fields in the Address Information frame are read only Use the buttons as follows Click View to view address details When you define the customer as an end user or select an existing ship to as an end user the address is display only Click Maintain to modify an existing enduser type address The Customer End User Modify Address Information screen is the same as the business relation screen and also contains tabs for contact information and tax information This button is active when you select an address using the Link to End User Address option Click Create to display the Customer End User Create Address Information screen which lets you create a new address for the ship to end user This button is active when none of the link to check boxes is selected When you create a new end user address using End User Create 27 20 3 1 the customer s business relation is updated with the new end user address Setting Up Business Relations 3
271. dress type for records related to your own company such as your entity address and site location salesperson and employee addresses as well as for external organizations such as customers suppliers banks and carriers Each business relation must have one and only one headoffice address Setting Up Business Relations 321 Address Type Description Reminder Address where reminder letters are sent if this is different than the headoffice address Each business relation can have only one reminder address This address type is used only in AR financial functions Remittance Address where payments are sent if it differs from the headoffice Each business relation can have only one remittance address This address type is used only in AP financial functions Fig 6 8 a ea Address Type Tools GoTo Attach id z J gt i X reate Address Type Create Y Address Type KEY Description Key Account Address Type E Active v System Owned r Field Descriptions Address Type Enter a code maximum 20 characters that identifies an address type This field is mandatory the code cannot be blank Description Enter a brief description maximum 40 characters of the address type This field is mandatory the description cannot be blank You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Active Indicate if this is an active record The
272. duct line you create The product line account becomes the default account for work order accounts defined in Work Order Account Maintenance 1 2 9 The work order account defaults to the specific work orders and is updated when inventory transactions are posted to the general ledger Domain Account Control has two sections General settings for the domain most of which are read only here except for the GL audit trail Multiple frames that display default accounts sub accounts and cost centers used by various programs in the system General Domain Information Most of the fields in the first frame of Domain Account Control display information defined for the domain in Domain Create 36 1 1 1 Domain Account Control Domain Account Control Go To ACTIONS Verify GL Accounts I Base Currency USD Entity 1000 Default Domain Language US Audit Trail Iv Fig 5 79 Domain Account Control 36 9 24 General Settings FAQAD 288 User Guide QAD Financials A FAQAD Field Descriptions Verify GL Accounts This system maintained field determines whether the system validates general ledger GL accounts and effective dates for transactions created in modules other than General Ledger Accounts are verified in the GL module regardless of the value in this field This field is cleared in a newly created domain After implementing the GL and defining default accounts throughout the system you can run Operation
273. dvideu E a E eps d ss A 420 GL Transaction Activities leeee eee 420 Posting Transactions from Other Modules 425 Journal Entry seeiis ceesre selle re eee RR RR UR d Rhe e 429 Posting Lines sosh eee eee om ce rore Sed gae 432 Revaluation 242252 Shoots negon i ee Jabhdedddaidenddal ni dbs heads 445 Accounts Subject to Revaluation 0 000 e ee ee eee 447 Setting Up Revaluation 0 0 0 cece eee 448 Revaluation Postings 0 0 cece eee eee 452 GL P riodes ennie eei eed ee es e e 453 Simulating Revaluation seeeeeeeeee eee 456 Open Item Adjustment leseeeeeeeee 460 Adjusting Open Items sees 465 Allocate GE sitawitscdan spe ve aub et doa erat ed cegud e fand 467 Viewing Open Item Adjustments llle 470 Posting Templates cose GaP epee E ae Eo aee E pe eed wanes 470 Creating a Posting Template 2 0 0 eee ee eee eee ee 471 Using a Posting Template 00 eee eee eee 472 Recurring Entry i ovis ce keke Ga C eS AE ed eds ud 474 Entry Grid oi is teia ged ee ed ee EI E EUR a d 477 Posting Recurring Entries 0 eee ee eee 478 Reversing Transactions lesse 480 x User Guide QAD Financials A Manual Reversal sorene sanen ede ese RERO E CERE E WES 481 Automatic Reversal 0 0 0 cece eee 485 Running Allocations 0 0 ee eect eee eens 486 Defining Allocation Batches 0 0 0 cee eee eee
274. e Other types of business relation addresses can be created as needed However you cannot create any other types until you have created the headoffice address It is common for affiliated addresses to operate under different names For example a customer ship to address may have a name that is distinct from the customer address The only address types that can be created directly in the business relation are headoffice dock reminder and remittance you cannot create or delete ship to and end user addresses You must use the Customer Ship To and End User functions This prevents ship to and end user addresses from being created that are not linked to customer ship to and end user records Temporary If the type of this address is ship to or dock indicate if the address is temporary This field is for reference and can be useful for sorting and filtering records Ship to records created in operational functions such as Sales Order Maintenance 7 1 1 are automatically marked as temporary You can change the setting here if necessary Setting Up Business Relations 327 Address Enter up to three lines of address details Each line can be up to 36 characters You must enter data in Address Line 1 at a minimum Zip Enter the postal code or US zip code maximum 10 characters associated with this address Postal codes print on all address reports and documents based on the setting in the Format field Some reports can be selected for
275. e the system uses the first mapping record it finds in the grid Figure 5 30 shows the alternate COA structure from Figure 5 23 updated to show the operational elements to which the alternate accounts are mapped Setting Up General Ledger 191 Fig 5 30 Alternate Account Code Operational COA Level a m Equivalent Mapped Values AC 1 1 AC 1 1 2 AC 1 1 1 GL Account 1001 3 Blank Sub Account Cost Center 100 AC 1 2 GL Account 1001 2 Blank Sub Account Blank Cost Center Project Eng AC 2 1 AC 2 1 GL Account 2001 2 Sub Account 20 COA Cross Reference Types Use COA Cross Reference Create 25 3 14 1 to define COA cross references You can create three types of cross reference mappings Combined COA Dimensions Separate COA Dimensions and Alternate COA Combined COA Mapping Combined COA mappings are used in consolidation and let you specify cross references from source GL combinations to target GL combinations Fig 5 31 Combined COA Mapping Source L LI E FAQAD 192 User Guide QAD Financials A Table 5 6 Combined COA Mappings Fig 5 32 Separate COA Mappings FAQAD Table 5 6 shows a combined COA cross reference where combinations including ranges of GL COA elements in the source domain are mapped to single COA elements in the target domain Source Target GL Sub Acc CC Proj GL Sub Acc CC Proj 1000 9000 100 808 10 99 0900 999 9 All Separate COA Mapping Separate COA mappings are used in co
276. e Cross Company Posting option Automatic Cross Company Postings For automatic cross company transactions the Cross Company daemon creates the balancing transaction You are not prompted to create the child transaction and the processing occurs in the background Automatic postings are processed by the Cross Company daemon For more information on system daemons see User Guide QAD System Administration General Ledger Transactions 505 There are two types of automatic cross company postings financial and operational Automatic Financial Postings The automatic cross company functionality supports activity on Banking entries across multiple domains Customer and supplier payment selections across multiple domains Open item adjustments across multiple domains Automatic cross company postings are possible only for transactions in the official layer Post the transaction in the source entity using the cross company control account for the target entity that owns the open item A request is created for the Cross Company daemon The daemon processes the request and creates the posting in the sub ledger of the target entity Automatic Operational Cross Company Transactions The system separates cross company transactions that originate in the operational modules into separate postings for the relevant entities Each transaction posts entirely within the associated entity but cross references the corresponding transaction in th
277. e adjustment to zero by entering the netting amount as a credit or debit to the account Currency View Choose to view the transaction balance in the base or transaction currency Balance CUR This field displays the account balance and the adjustment balance Realized Exchange Gains and Losses Realized exchange gains and losses in open item adjustment typically occur in the following two situations When handling prepayments in foreign currency customers typically use the same exchange rate on invoices as on prepayments Since this is a manual process exchange gains or losses are likely to occur When recording payments in advance before a customer has provided details of the invoices to be paid When you match the prepayment to the invoices in Open Item Adjustment exchange gains and losses can occur The Allocate GL option in Open Item Adjustment lets you post the difference to either an unrealized exchange gain account or an unrealized exchange loss account depending on whether the difference is a debit or credit value Open Item Adjustment Create 25 13 5 does not automatically create postings for gains or losses in statutory currency An error message displays when the amounts in statutory currency do not balance To rectify this you must manually create an additional line using the Allocate GL option and manually post the statutory currency exchange FAQAD 470 User Guide QAD Financials A Fig 7 30 Open Item
278. e currency for each entity within the domain Optionally you can also define a statutory currency for the domain Introduction to QAD Financials 9 See Setting Up Domains on page 88 for details Entities An entity is an independent financial unit within a domain and is used to generate financial reporting of a business unit for example a legal entity or autonomous branch or operation Create entities within the domain for the organizations and entities your system requires For example create an entity for the headquarters of an international organization and then entities for each subsidiary You can perform intercompany accounting and consolidation within this structure and produce balance sheets and income statements both for the individual entity and for the whole organization Each entity is associated with a business relation which contains contact address and other default entity information For more information on entities see Setting Up Entities on page 106 Shared Sets Shared sets group data that can be shared among domains so that a domain can have an independent chart of accounts or several domains can share the same chart of accounts streamlining setup and maintenance Note All entities within a domain use the same shared sets A default group of shared set codes is supplied with the system You can create as many as you need The following types of data can be shared customers suppliers acc
279. e generation of payments After recording the payment you manage it through various statuses Introduction to QAD Financials 21 You can generate reports on open items transactions history and summary Aging lists can be generated for supplier group or sub account You can easily select held invoices by supplier or approval status and due date providing complete control of the invoice approval process in your organization The Supplier Activity Dashboard 28 18 1 offers a comprehensive overview of all activity related to a single supplier in a single entity or over multiple entities The drill down generates read only information that includes invoices credit notes and payments You can select open or closed payments and display individual payment details as well as total amounts for each selection you make You can filter by currency See Chapter 10 Accounts Payable on page 657 Evaluated Receipts Settlement Evaluated Receipts Settlement ERS lets you generate confirmed supplier invoices and corresponding receiver matching records based on completed purchase order receipts The system automatically records liabilities to the supplier based on quantities received at the unit price negotiated with the supplier in a purchase agreement You can use ERS to generate supplier invoices and receiver matching for purchase orders scheduled orders blanket orders and supplier consignment inventory consumption ERS can also proc
280. e layer type associated with the daybook FAQAD 432 User Guide QAD Financials A FAQAD Template Code Specify a template code if you are using a posting template or enter a code to save the current posting structure as a posting template See Posting Templates on page 470 for details Sequence Number This field displays a nine digit sequence number generated for the journal entry This is an alternative reference number for use in countries where local GAAP constraints require that GL posting numbering be sequential without any gaps Note The sequence number is generated only if the Additional GL Numbering check box is activated for the entity See Additional GL Numbering Tab on page 111 for details Save as Template Select to save the entry details as a posting template If you select this field you must specify a new posting template code For more information on templates see Posting Templates on page 470 Replacement This field is read only and indicates if the journal entry is areplacement posting Normally if a GL posting is incorrect it is rectified using two subsequent GL postings a reversal posting to balance out the original incorrect posting and a new replacement posting with the correct values Note Use Journal Entry Replacement View to view a list of the replacement journal entries in the system Reversal Select the field if the journal entry is a reversal posting to balance o
281. e normal calculation date This value applies only when you select the period type Month Staged Payments Tab Staged payments consist of a series of normal credit terms staggered over time periods Enter a credit term code and percentage of payment for each stage of the payment The description of the credit terms code is displayed for reference The payment percentages must total 100 Each credit term code that you enter for a stage must be unique and of type Normal Example For a staged credit term code consisting of three stages create the following codes for each of the stages PC001 PC002 and PC003 Create a separate code for the staged payment SPI Normal Discount Staged Credit Terms Percentage Description 30D 20 00 30 days from the date of the invoice 60D 40 00 2 months 30D 40 00 3 months later Fig 6 23 Credit Terms Staged Tab FAQAD 350 User Guide QAD Financials A FAQAD Payment Formats Payment formats are used in customer and supplier payments to define the layout of the payment output These codes ensure that each payment from your account is formatted according to the requirements of the receiving customer or supplier bank Each individual payment contains your own bank account details the required format and the correct customer and supplier account information Payment formats determine aspects of the payment such as Whether the payment is for AR or AP Whether it is d
282. e other entity All operational cross company transactions are processed using the cross company control accounts defined for the domain so that cross company activity by entity can be tracked easily within the GL AR Cross Company Postings Cross company postings are generated by Invoice Post and Print 7 13 4 when one or more lines on a sales order are shipped from a site with an entity other than the sales order header entity In this case the sales amount associated with the line is posted to the shipment entity but the AR amounts are posted to the header entity Invoice Post and Print creates both a customer invoice and GL transactions However when a transaction spans more than one entity it includes information on the appropriate cross company AR accounts so that the correct GL transaction is created This single transaction is split into two separate transactions when posted FAQAD 506 User Guide QAD Financials A FAQAD For cross company invoices the operational transaction is split as described in the following example A sales order is created for header site 1000 associated with entity A It has one line item priced at 50 which is shipped from site 2000 associated with entity B When this invoice is posted the system debits the customer control account for 50 using a Customer Invoice daybook and credits the cross company AR account for entity A for 50 using entity B s intercompany code The system
283. e posting There are two types of revaluation Revaluation of transactions denominated in a non base currency relative to the base currency Revaluation of transactions denominated in a non base currency relative to the statutory currency Transaction TC to BC Base Currency Currency Amount Exchange Rate Amount TC to SC Exchange Rate The exchange rate differences for a certain item must be recorded in each GL period until the period in which the item is closed The exchange rate difference is then reversed on the first day of the next GL period When the item is closed the exchange difference is realized Statutory Currency Amount Accounts can also be revalued based on balances or activity Balance sheet accounts are revalued based on the year to date balance and profit and loss accounts are revalued based on activity These settings cannot be changed General Ledger Transactions 447 Fig 7 16 Revaluation Revaluation Process Flow Accounts Subject to Revaluation Revaluation affects the following account types Customer and supplier control accounts Open items denominated in a foreign currency are subject to revaluation until paid Customer and supplier payment accounts The effect of revaluation on customer and supplier payment accounts depends on the payment instrument If the payment instrument is direct debit customer accounts only the foreign currency transactions are performed u
284. e source and allocated to the target The target posting does not include quantity fields Quantity The target receives a base currency amount that is calculated by multiplying the source quantity by the fraction The target posting does not include quantity fields Quantity This field displays the quantity value when you use a Constant Value or Standard Charge source type This field is unavailable if the Source Type field is set to WBS Topic FAQAD 302 User Guide QAD Financials A FAQAD BC Price This field is available when you select Standard Charge as the source type Specify a price in base currency BC Amount Specify a base currency amount to be allocated This field is available only when you select Constant Value as the source type When the source type is Standard Charge this field displays the calculation of quantity multiplied by base currency price Fraction Type Select a fraction type from the drop down list Constant Faction The fraction is a constant that you specify in the Constant Fraction field Real Fraction Specify a numerator and denominator Proportional Fraction Only the denominator has to be specified The numerators are derived from the denominator definition Numerator WBS From Amt Amt By Value Of Use these fields to define the fraction numerator The fields are available only when you select a fraction of type Real Fraction Denominator WBS From Amt Amt By Value Of Use these
285. e the domain entities are not available to be associated with sites in Site Maintenance Confirming a domain freezes its base currency statutory currency and shared set codes as well as locking the relationships with any entities that reference it Note that new entities can still be added to the domain later but entities cannot be removed from a domain or transferred to another domain Confirming a domain also sets up domain specific master QAD 92 User Guide QAD Financials A Fig 3 7 Domain Create FAQAD records for all existing shared set data Because the amount of shared set data may be large especially if the domain is not the first one in a database this process is completed through a background process called the Replication daemon Daemon setup is described in User Guide QAD System Administration Important Before confirming a domain you should ensure that the Replication daemon process is running The setup of a domain can be unconfirmed only when no data exists that is shared with other domains Creating and Confirming Domains Use the Domain activities 36 1 1 1 to define domains in the current database and confirm them for use in the system Domain Create GoTo Actions 3 Tools gt Attach Prints Preview Attachments Domain MexDom Primary Entity MexEntl e Name MexDom Active v Search Name MexDom Setup Complete General Shared Sets Operational Cross Co
286. e the account is a sub ledger account a second account is required for the revaluation difference The postings are as follows Unrealized Loss Account Revaluation GL Account 200 200 The balance of the source account is 12785643 AR Account 6800 Therefore the value of the account 6 600 is attained by combining the revaluation GL account with the 12785643 AR account Revaluation posting to these accounts is automatic Revaluation postings for all balance sheet accounts are automatically reversed in the revaluation accounts on the first day of the following period QAD 450 User Guide QAD Financials A AQAD Reversing revaluation amounts in a standard profit and loss GL account is optional Select the Reverse P amp L Revaluations field on the General tab of the Entity screen to enable this option for all standard GL accounts in an entity Typically revaluation of profit and loss GL account is not required However it may be necessary in hyperinflationary regions where organizations restate their profit and loss using for example an average exchange rate for the quarter See Setting Up Entities on page 106 Revaluation Methods and Rates You define the revaluation methods and rates for a source GL account in the Currency tab of Account Create 25 3 13 1 The tab lets you define both methods and rates for the revaluation of transaction currencies against the base currency and the statutory curren
287. eadoffice address of an internal entity since it is printed in some AR functions such as Reminder Letters and Customer Statements Customer Supplier Compensation Allowed Indicate how open items should be managed during payment processing when a customer and supplier are both associated with this business relation By selecting this field you enable open item adjustment and the netting of credits and debits for customers and suppliers using the same business relation See Open Item Adjustment on page 460 Intercompany Code When Intercompany is selected you must enter an intercompany code This code is linked to GL accounts and GL transactions for this business relation when an intercompany transaction is created This in turn lets you identify transactions that can be eliminated during consolidation FAQAD 334 User Guide QAD Financials A FAQAD Typically you should enter an intercompany code that is the same as the entity code This field is not validated so you must plan your intercompany codes carefully The code entered here must match the intercompany code entered for GL accounts in order to generate intercompany reports The intercompany code must be unique for this business relation Tax Report For an internal company indicate whether to use this address for 1099 tax reporting In the United States the Internal Revenue Service requires companies to submit an annual 1099 form on payments to certain suppliers O
288. earch operator drop down list to apply one of the following operators to the filter equals not equal contains FAQAD 58 User Guide QAD Financials A Fig 2 27 Stored Searches FAQAD range starts at greater than less than is null is not null You can use the Manage Filter Fields option see Manage Filter Fields on page 59 to display more fields or other fields Adding and removing Filter Fields with and X or using the Manage Filter fields menu option provides the same result However with the Manage Filter fields option you can also give the fields persistent initial values if you save the changes in the Stored Search menu Using Manage Filter Fields you can also change the order of the filter fields by right clicking and choosing Move Up Move Top Move Down or Move Bottom You can also select a field and move it by pressing the Alt key and then pressing the Arrow Up or Arrow Down key There is more information on browses in User Guide QAD User Interfaces Stored Searches Use this option to save your current lookup settings under a name The stored search is then listed for selection when you launch this browse and can be reused The settings you save apply to this browse only and are not listed in browses for other types of records supplier Invoice Browse for iew Save Current Settings As 7 ni xj Name SlInvoicel Level System X Entity Dependent Customer Default User Int
289. ecas cR EDEN Ra 18 Accounts Receivable 0 0 ccc eect dte ciar iets 19 Accounts Payable seses cau tese ida ee eee eae ed a ed 20 Evaluated Receipts Settlement lesse 21 Banking and Cash Management 0 0 cece eee eee eee eee 22 Budgeting serus cor entat doe esee Socio e n e eee ed e A de 22 Financial Reporting leleeeeee teen eens 23 General Ledger Report Writer 2 0 0 eee eee ee eee eee 24 Internationalization 2 2 6 iei i eh bee eee bee eher bh ens 25 Bank Formats i es 600 seca Se eee ar ee ee dy dna 26 Journal Entries Corrections 0 0 cee eee eee 26 Advanced GL Numbering 0 cee eee eee eee 26 Specialized Chinese Accounting Practices 0000 27 Unicode and UTF 8 Code Page 00 cece eee eee ee 28 Multiple Languages orcas rirni eee I 28 Alternate Chart of Accounts COA 0 0 c cece eens 29 Chapter 2 User Interface cee eee eee 31 OVerVIeW odie ned chee edd bed hehe Eder bode ea ede seo ees 32 Component Based Function Menu 2 0 0 eee ee eee eee ees 33 Go To Ment 2 31 tees dad sdaaeihasnea etadatad lava tie san sale 34 Component Actions Menu 0 0 0 cee eee eee 34 Tools Menu ii vk see reER eee wera oie tages eee Rep 40 Lure Em 44 Using Component Based Screens lleeeeeeeeee eese 46 Entering Data in Fields oscicsicssiosinss ercis erneia tesian 46 Using Information Grids
290. ect to display open items of suppliers linked to the selected business relation To display all open items for all suppliers select this field without specifying a business relation When you specify a supplier adjustment SA daybook type this field is selected by default Fig 7 24 Search Criteria for Invoices Payments FAQAD 464 User Guide QAD Financials A Include Closed Items Select to include open items that have previously been closed Use this field in combination with the Start from Year field to limit the number of results If you have closed an item in error or if the item you want to adjust is not listed with the open items use the Include Closed Items field to expand the search criteria Start from Year Specify a GL calendar year from which to search for closed open items All Entities Select to display open items from all entities in the database When you adjust an open item from another entity you create a cross company posting See Intercompany and Cross Company Transactions on page 499 for more information Only Over Allocated Items Select this field to display only open items that have been over allocated in the results grid The sign positive or negative on the invoice amount should be the inverse of the sign on the balance amount An item is over allocated if the invoice debit TC amount and balance TC amount are both less than zero or if the invoice credit TC amount and balance TC amount
291. ected rows in XML format Figure 7 73 shows the GL Account Browse for GL Balance Fig 7 73 Pci account BrowseforGiBalonce NN unix GL Account 7 Actions E Print Refresh BROWSE MACRO 8 Stored Searches Browse for GL Search 5 Balance Wacen ema gt 20 ex Active GL Account v equals v yes MI X Balance Sheet ccou v equals X I X ec iz Zr ra m a v E Viewing 1 1 of 1 Records per page 100 9 0 GLAccount 2 v Description Y SysType gt Y GL Type SY LayerCode 2 v LayerType Y BCBalance 2 V Active gt Y Aut Default CREDITORCONTROL OFFICIALLayer OFFICIAL Figure 7 74 shows the GL Account Browse for GL Transactions Fig 7 74 lolx GL Account F Actions Print Refresh BROWSE MACRO E Stored Searches Browse for GL Search 22 Transactions Business Relation Na v equals I AI J Xx y Cost Centre Descripti v equals X I j J x DMCC v equals I jj x emacs ee repens I ara Ex a v zl Viewing 1 100 of 400 Records per page 100 o GLAccount PostingDate Daybook Code Voucher 2 BCDebit 2 BCCredit SubAccountCode Cost Center Code Project gt 3j gt En 0 09 GADAPINV 000000024 0 00 30 00 10 0100 g o00AP001 02 24 2008 QADAPPAY 000000023 30 00 0 00 10 0100 E o00APo01 02 24 2009 QADAPPAY 000000021 24 00 000 10 0100 DOQA
292. ecute Y GL Calendar Year 2006 Auto Transfer Profit Loss to BS Iv Include Sub Accounts Iv Profit Loss Closing Account E FiLose Closing Sub p Balance Sheet Closing oa Balance Sheet Closing Sub B Account Account T Automated Profit Loss H C E Transfer Daybook Default Tax Code 7 Closing Profit Loss Daybook M Closing Balance Daybook Lt Field Descriptions GL Calendar Year Specify the GL calendar year for which you want to run the year end closing process Auto Transfer Profit Loss to BS Select the field to automatically transfer the profit and loss to the balance sheet during the year end closing process If you clear the field the year end closing process assumes that you have transferred the profit and loss manually Note If you do not transfer the profit and loss to the balance sheet either manually or automatically the sum of the profit and loss accounts will not be zero and you cannot register the year end closing Include Sub Accounts Select the field to close sub accounts during year end closing FAQAD 522 User Guide QAD Financials A FAQAD If you clear the field the year end closing process does not include sub accounts in the postings Profit Loss Closing Account Specify the profit and loss GL account to which the year end closing procedure posts the total balance of the profit and loss accounts The account must be a profit and loss GL account defined without sub accounts and
293. ed percentages of the transaction amount among multiple accounts the system creates a separate posting line for each account combination Operational transactions are created in pairs that are balanced A single GL reference can contain multiple lines and when posted separate transactions are created for each daybook For transactions that span multiple entities operational programs create separate transactions for each entity as needed The system automatically generates a reference to link the cross company transactions during the posting process Currency and Exchange Rate IC and WO transactions use the inventory exchange rate type if it is defined FA and SO transactions normally use the existing accounting exchange rate type If no inventory exchange rate is in effect at the time of PO receipt then the accounting exchange rate type is used by default See Inventory Exchange Rate on page 130 for more information Correcting Account Errors Use Unposted GL Transaction Correction 25 13 16 to modify invalid account data for transactions that fail validation To be accessible in this program transactions must have failed transaction post You can update the following fields Account Sub Account Cost Center Project General Ledger Transactions 429 In addition to updating the unposted transaction table this program also modifies the fields in operational transaction history to ensure that the history reflects
294. edit amount in the closing posting becomes a debit amount in the balance sheet opening posting Every debit amount in the closing posting becomes a credit amount in the balance sheet opening posting The system creates the posting in GL period 00 of the new calendar year The posting date is the first day of the GL period GL Periods Frozen The year end closing process sets the status of all GL periods for the year General Ledger Transactions 525 to Frozen and marks the periods as reported Note Period 00 of the new GL calendar year is set to Locked and not Frozen Validation Reports Validate the year end closing by manually running closing reports on every period Table 7 6 lists the reports to be generated Report Reference Numbering Completeness See Numbering Completeness 25 21 2 1 on page 999 Posting Balance Check See Posting Balance Validation 25 21 2 3 on page 999 AR vs Control GL Check See AR vs Control GL Check 25 21 2 5 on page 999 AP vs Control GL Check See AP vs Control GL Check 25 21 2 6 on page 999 The following table lists optional year end reports Report Reference Unmarked GL Postings See Unmarked GL Postings Validation 25 21 2 7 on Check page 999 Pending Transient Layer Postings See Pending Transient Layer Postings 25 21 2 10 on page 1000 Open Item GL Validation See Open Item GL Validation 25 21 2 4 on pa
295. ee Creating Business Relations on page 323 QAD 156 User Guide QAD Financials A Fig 5 7 GL Account Currency Tab FAQAD Default Intercompany Optionally specify the default intercompany code associated with the GL account This field becomes active when you select the Intercompany Account field This field is used only if the system cannot find an intercompany code from the business relation associated with a transaction Fixed Intercompany Select this field if you do not want the default intercompany code to be changed during manual entry When this field is clear the system uses any intercompany code associated with the business relation in the transaction rather than the code associated with the account Quantity Select this field if you want to store quantity values for posting lines for this account When selected the GL Account Unit of Measure field is enabled in postings using this account and you must specify a quantity and unit of measure in the posting lines GL Account Unit of Measure When Quantity is selected specify a unit of measure for quantities specified for this account By default all quantities on the account are assumed to be in the same unit of measure See GL Account Unit of Measure on page 180 Currency Tab Use the Currency tab to specify the currency attributes of the account See Setting Up Multiple Currencies on page 115 for more information on the setup of foreign curre
296. eee eee 322 Creating Business Relations 0 0 0 c eee cee eee eee 323 Address Information Tab 0 0 0 0 c eee eee eee nee 325 General Tab 1 ess cet eae REL ead bebes b E Vb 332 Defaults Tab scat cae cad eee eue bad he ee be E RU ke ee 335 Setting Up Codes for Customers and Suppliers 00 336 Invoice Status Code s sioi esaa a ee eee nee 337 Credit Terms gis loo eve eva ee ee es 342 Payment Formats 0 0 0 cece eee 350 Associating Your Bank with Customers or Suppliers 362 Setting Up Customers i ca cce ee edd ease eee eee de co 363 Customer Type ids cc egre edie ene tee D eee 365 Customer Credit Rating 0 00 eee eee eee eee 366 Customer Bank Account Numbers 0 000000 eee eee 367 Creating Customers 0 0 0 eee eee eee 368 FAQAD Contents ix Creating Customer Ship To Addresses 00 00005 385 Creating End Users 00 eee es 391 Customer Opening Balance 0 0 2c eee eee 397 Setting Up Suppliers cic cianida ee ee edu ales ede ree inem eaa 399 Supplier Type 2 02 4 eau cee Sei eee Eee 9 aes 400 Purchase Type recepere ila ent eae 401 Payment Group seeeeeeeeee eee eens 402 Creating Suppliers crue ee ed hee eee na 402 Supplier Opening Balance seseeeeee eee 412 Creating Employees 0 0 ees 415 Chapter 7 General Ledger Transactions 419 OVELVIEW qiien eias em dette
297. eference Excel Integration 25 3 14 6 to load COA cross references defined in an Excel spreadsheet You can only load cross references for the current domain Using COA Cross Reference Excel Integration 25 3 14 6 to load cross reference mappings from Excel reduces the time required to set up consolidation See Chapter 14 Consolidation on page 923 Copying COA Cross References COA Cross Reference Copy 25 3 14 5 lets you create new COA cross references based on an existing COA cross reference You can only copy COA cross references from domains that use the same shared sets of GL accounts sub accounts cost centers and projects as the current domain Specify a new cross reference code description and modify the mapping definitions in the copied cross reference as required Validating Accounts The system supplies two methods for validating account combinations used during posting Setting Up General Ledger 201 Use general ledger masks during day to day operation to determine which combinations of accounts sub accounts cost centers and projects are allowed for posting During initial implementation use Operational Account Structure Validation to ensure that only valid account types and combinations have been defined in various operational areas where account defaults are defined This program can also be run later if changes are made COA Masks The COA mask is a matrix that defines the combinations of G
298. effect of this field is described in Active and Inactive Records on page 73 System Defined This field indicates if this record is supplied with the system or has been added after installation It cannot be modified You cannot delete system defined records FAQAD 322 User Guide QAD Financials A Fig 6 9 Autonumber Business Relation Create FAQAD Autonumbering Sequences You can set up sequence numbers to be used to automatically generate numbers for Business relations Customers and customer ship tos End users Suppliers Employees When you leave the code field blank in the activities that create these records the system supplies a number based on the defined autonumber sequence These sequences are all defined in a similar way However the scope of the sequence differs for the various types of records Business relation autonumbers are database wide Supplier and customer autonumbers apply at the shared set level End user autonumbers apply to both a shared set and domain and both a shared set and domain code must be specified Employee autonumbers apply to each domain and a domain code must be specified Auto Number Business Relat u Auto Number Business Relation Toolsy GoTo Attach kd z J G xX Auto Number Business Relation Create Next Number Length Suppress Leading Zeros Iv Active iv Field Descriptions Type This field cannot be updated
299. eld is selected the posting contains a line for each combination of profit and FAQAD 524 User Guide QAD Financials A FAQAD loss account and sub account or for each profit and loss account if the field is cleared The posting date is the last day of the closing period created by the year end closing process The amounts used in the posting are The reverse of the open balance for the closing profit and loss account without sub accounts The reverse of the open balance for the closing profit and loss account that includes sub accounts if Include Sub Accounts is selected Balance Sheet Closing The balance sheet closing posting sets the balance of each balance sheet account to zero If the Include Sub Accounts field is selected the posting contains a line for each combination of balance sheet account and sub account or a line for each balance sheet account if not The posting date is the last day of the GL period created by the year end closing The amounts in the posting are The reverse of the open balance on the closing balance sheet account without sub accounts The reverse of the open balance on the closing balance sheet account that includes sub accounts if Include Sub Accounts is selected Balance Sheet Reopening The balance sheet opening posting sets the balance of each balance sheet account to a value It is similar to the balance sheet closing posting with the following differences Every cr
300. elect WBS topic as the source type Specify a WBS topic from a Budget definition that has the Used for Allocation field selected If this field is not selected when the topic is defined it cannot be used in the allocation definition You do not need to enter budget data at this stage The Allocation function uses only the WBS structure and the COA links See Budgeting on page 895 From Layers This field is available when you select WBS topic as the source type Select the layer from which postings should be taken to calculate the source amount for the allocation From Amt This field is available when you select a WBS topic as the source type Select from Balance Credit or Debit This field determines whether only credit activity debit activity or both the balance are used to calculate the source amount Amt By This field is available when you select WBS Topic as the source type Specify the time period taken into account when the posting totals are calculated Select GL Period to specify the period entered at the moment of the allocation run Select YTD to specify the period from the start of the accounting year to the current date Value Of This field is available when you select WBS topic as the source type Select from the following drop down options Both A base currency amount and a quantity are taken from the source and are allocated to the target BC Amount Only a base currency amount is taken from th
301. emplate Clear All Select to delete all existing currency amounts You can enter new currency amounts in the posting grid Note You can use the base currency and one other currency only when saving posting details in a template When you save a posting that uses two non base currencies the Clear All field is automatically set and the amount quantity and currency details are cleared from the template TC Amount Specify the transaction currency amount Leave this field blank to load the amounts saved in the template Quantity Specify the quantity of units for this transaction if the account is defined to accept units of measure Quantities are not saved in posting templates and this value defaults to zero See GL Account Unit of Measure on page 180 for details FAQAD 474 User Guide QAD Financials A Fig 7 34 Recurring Entry Process Map FAQAD Sub Account This field displays a sub account code if one is used in the template Project This field displays a project code if one is used in the template Cost Center This field displays a cost center code if one is used in the template SAF Concept Code This field displays an SAF concept code if one is used in the template SAF Code This field displays an SAF code if one is used in the template Append Select to retain the original posting lines and append the template posting lines If you do not select Append the original posting lines are removed
302. en a domain has only a single entity This ensures that if another entity is added later transactions are created properly General Shared Sets Operational Cross Company Accounts Receivable GL Account Accounts Payable GL Account Inventory Manual Journal Entry GL Account SARRIERI ESI Fixed Assets GL Account Changing the Current Domain If you are using the character UI you can use Change Current Domain 36 1 1 1 10 to change the active domain in your current session to another domain that you have access to In the INET UI when you have access to more than one domain the Workspace menu lets you choose the one you want to work in If the company represented by the workspace is in a different domain the domain switching occurs automatically Workspace Window Help Y Domain Domain 1 USD USD gt 1000 Test Company Primary 1 Domain Domain 1 USD USD gt 2000 Test Holding co Domain Domain 1 USD USD gt 2010 Global 1 y 1999 closed Domainl Domain 1 USD USD gt 3000 Test European Co When you first log in you must choose a workspace When you exit the QAD NET UI the active workspace is saved and displays when you log in again Setting Up Financial Foundations 101 When you change workspaces any programs you have running in the current workspace remain open You can return to the workspace later to complete any open transactions The number of workspaces that display in the
303. enerated voucher number Layer This read only field indicates that the adjustment is to be posted to the official layer General Ledger Transactions 463 Search Criteria for Invoices Payments Use the search criteria to locate outstanding open items BC Balance 0 00 DA x Search Criteria for Invoices Payments Business Relation 2 Include Customers n Customer Supplier Include Suppliers Hn Invoice Reference Include Closed Items m Year Daybook Voucher F ea 2007 Amount 0 00 2 All Entities r perator Marain F 0 00 Apply Field Descriptions Search for Invoices Payments Customer Supplier Specify a customer or supplier Depending on whether you selected the Include Customers field or Include Suppliers field the lookup results display customers or suppliers Business Relation Specify a business relation Select one or both of the Include Customers and Include Suppliers fields to refine the search criteria Invoice Reference Specify an invoice reference This applies to supplier invoices only Year Daybook Voucher Specify a year daybook or voucher number for the open item to adjust Include Customers Select to display open items of customers linked to the selected business relation To display all open items for all customers select this field without specifying a business relation When you specify a customer adjustment CA daybook type this field is selected by default Include Suppliers Sel
304. entries are created at PO receipt and update interest accrued and applied accounts specified in Purchasing Accounting Control 36 9 5 For sales GL terms interest entries are created at invoice post and update accrued and applied interest accounts set in Sales Order Accounting Control 36 9 6 Daily Overdue Int Percentage Specify an interest percentage to be charged per day for overdue payments This option is used in specific accounting environments only Discount Tab Use the Discount tab to define the data that determines settlement discounts on early payments for Normal credit terms Fig 6 22 Credit Terms Normal Discount staged Discount Tab Discount Percentage 0 00 Period Type Days No of Periods 0 Supplementary Days 0 Field Descriptions Discount Percentage Specify a discount percentage to be applied for prompt payments with this credit terms code The default percentage is zero and you must specify the actual discount percentage in this FAQAD Setting Up Business Relations 349 field and not the payment percentage For example to apply a discount of 2 on settlement of the payment you enter 2 as the value and not 98 Period Type Choose the period type from the drop down list days weeks fortnights months No of Periods Enter the number of periods to take into account when calculating the due date Supplementary Days Specify the number of days that should be added to th
305. entries to post you must specify an end date as a search criterion Refine the search further using the template daybook frequency and update type criteria Recurring entries without an end date are also included in searches if they match the other search criteria General Ledger Transactions 479 Fig 7 36 ACE x Recurring Entry Recurring Entry Toolsy Go To Attach id E Post Template Code Recur t E Frequency Monthly x End Date 06 19 2008 M Daybook Code QADJE z T Update Type Allowed v Code Recurl Drag a column header here to group by that column Code GLCalYear GLPd j PosingDate DaybookCode ReversingDate 4 TemplateCode Frec p Recurl 2007 06 06 19 2007 QADJE Recur t Monthly el Recul 2007 07 07 19 2007 QADJE Recut Monthly Recut 2007 08 08 19 2007 QADJE Recur 1 Monthly wo Recurl 2007 03 09 19 2007 QADJE Recur 1 Monthly cou Recul 2007 10 10 19 2007 QADJE Recut Monthly cu Recul 2007 11 11 19 2007 QADJE Recurti Monthly t Recul 2007 12 12 19 2007 QADJE Recurll1 Monthly i Recurl 2008 01 01 19 2008 QADJE Recurl1 Monthly tu Recul 2008 02 02 19 2008 QADJE Recurl1 Monthly i Recurl 2008 03 03 19 2008 QADJE Recurli Monthly pul Recul 2008 04 04 18 2008 QADJE Recurf1 Monthly wo Recurl 2008 05 05 19 2008 QADJE Recur 1 Monthly T Recul 2008 06 06 19 2008 QADJE Recur01 Monthly a Ok Close Field Descriptions Template Code Specify the template code for the recurring entry you want to post
306. eporting data on specific customer or supplier items within GL accounts SAFs can be used to provide costings on a particular service before you create a purchase order for the service GL Mask The GL mask is a matrix of your accounts The GL mask allows you to combine accounts sub accounts and cost centers in a predefined posting framework GL Period You must define a GL calendar year and GL periods before you can post transactions Periods have start and end dates that do not have to correspond with calendar months All entities in a domain share the same GL calendar year but each entity can manage the opening and closing of periods separately Daybook Daybooks contain transaction posting lines and control the posting of transactions because each daybook must be linked to an accounting layer The system provides a range of daybook types which lets you group transactions by type such as banking revaluation or consolidation or by payment type such as supplier or customer payments Journal entries are automatically entered in the daybooks with which they are associated Daybooks also control the numbering of invoices and credit notes in addition to GL transaction numbers Period Mark Period marks are automatically generated by the system and let you trace transactions by period The mark is an attribute of the posting and appears in posting reports Table 5 1 General Ledger Components FAQAD
307. eporting units 1039 required GL accounts 1037 rounding methods 1040 synchronization 1041 information flow 1036 introduction 1035 master analysis codes 1081 planning reports 1043 redundant components 1080 Report Base Period Maintenance 1076 reports 1069 content detail 1081 controlling hierarchies 1073 definition 1043 errors 1079 footers 1075 generating 1076 global queries 1074 invalid formulas 1079 omissions 1080 titles 1075 types 1081 validation 1079 rounding methods 1040 row explosions 1054 row groups 1048 unexploded data rows 1054 GL Correction Control 238 698 FAQAD User Guide QAD Financials A GL period consolidation cross reference 936 locking 925 mapping 936 GL Report Writer Control 1040 GL Transactions View Extended 527 columns and filters 528 right click options 529 GL See general ledger GL Go To menu 34 Golden Tax 1084 control settings 1088 Pending Invoice Extract 1089 upper limit 1086 Golden Tax File Create 1090 Golden Tax File Load 1091 Golden Tax Invoice Control 1088 grids using 47 groups budget 898 corporate 319 payment 402 H headoffice address type 320 l Image Delete Archive 1082 inbox 41 Income Statement 1020 intercompany transactions 500 journal entry 438 Inventory Control 509 Invoice AR Balance Report 651 invoice status codes 337 342 receiver matching 722 items Evaluated Receipts Settlement ERS 811 J journal entries approving 1097 cost centers 439 creating
308. er requires a sub account the value used is either The sub account found in this profile if specified The default sub account associated with the GL control account Credit Agency Reference If relevant enter the credit agency reference number assigned to this supplier This field is for reference only It displays on the Supplier Performance Report to help you investigate customer credit issues If your company does not use reference numbers as tracking identifiers record any other identifier you use for credit investigations One common credit agency is Dun amp Bradstreet a provider of business to business credit and business related information for both publicly and privately held companies The D amp B number is a distinctive nine digit number used as an identifier in electronic data interchange EDI and global electronic commerce transactions Suppliers doing business with your company using EDI can submit their D amp B number as part of the registration and transaction processes This number eliminates errors in electronic transactions and serves as a consistent trading partner Chamber of Commerce Number Enter an optional registration number assigned to this address code typically the Chamber of Commerce registration number This field is for reference only and appears on various reports and inquiries TID Notice Optionally enter the number of times the US Internal Revenue Service has notified you that this
309. er Data Maintenance 2 3 1 The system determines the default value for new customer records as follows When you define daybook sets by site Supplier Data Maintenance looks for the first active daybook set that matches the default supplier site If one has not been defined it uses the first active daybook set with a blank site If no definitions have been set up by site you must create at least one with blank site before you can complete Supplier Data Maintenance records Otherwise the supplier daybook set value defaults from the Default Daybook Set field in Purchasing Accounting Control 36 9 5 However you can overwrite this value The supplier record determines the default daybook set for new orders You can update the daybook set in the following programs Purchase Order Maintenance 5 7 e Supplier Scheduled Order Maintenance 5 5 1 13 When a supplier scheduled order is a trade sales order the Daybook Set field defaults from the related supplier but is read only Blanket Order Maintenance 5 3 1 Daybook Sets by Site Use Daybook Set by Site Maintenance 25 8 10 to define site specific default sets of daybooks that are used for recording invoices credit notes intercompany transactions and when used for correction invoices Setting Up General Ledger 269 Fig 5 70 Daybook Set by Site Maintena Daybook Sets by W GoTo Actions L Copy Print i Preview Site Maintenance 25 5 10 Site and Copy D
310. er Type Create described on page 365 Payment Tab Use the Payment tab to enter details on how payments from this customer are managed Fig 6 36 ustomer Create Business Relation Accounting Payment Banking Defaults Credit Limit I Tax Info Comments Sant Ani Credit Terms 2 10 30 H BLWI Group ea Invoice Status Code DMSTAT Print Reminder r Payment Group Grout Print Statement r Invoice by ri Authorization Finance Charge n Statement Cycle Field Descriptions Credit Terms Specify the default credit terms for this customer This field is required See Credit Terms on page 342 for details Invoice Status Code Specify the default invoice status for invoices for this customer This field is required Generally you specify a status that indicates invoices are uncontested A contested invoice is typically a special condition See Invoice Status Code on page 337 for details FAQAD 374 User Guide QAD Financials A FAQAD Payment Group Specify a payment group in which you want to include this customer Invoice by Authorization Indicate how invoice totals should be calculated and displayed for this customer Clear Invoice totals are calculated by line This is the typical method for calculating totals unless the customer is using AR Self Billing Select Invoice totals are calculated by authorization number The printed invoice includes the price and amount for each auth
311. er to critical information Warning Used in situations where you can overwrite or corrupt data unless you follow the instructions nationalization 6 User Guide QAD Financials A AQAD Overview QAD Financials consists of a set of financial modules that provide a complete solution for global manufacturing companies to e Support accounting transactions and financial management across the organization e Offer both simple internal reporting tools and sophisticated budgeting and analysis The core financial administrative processes General Ledger Accounts Payable Accounts Receivable Budgeting Cash Management Consolidation and Reporting are integrated into one comprehensive system This supports the financial administrator with system wide control and immediate information on any aspect of the organization s finances QAD Financials can be deployed across multinational organizations and supports multiple languages currencies and tax systems Financial features manage international accounting issues such as currency revaluation and differing tax systems and function in both single entity and multiple entity environments Extended budgeting and cost accounting features handle cost control and allocation issues Financials combines local legislative and business processes with cost accounting and management accounting practices specific to an organization s needs while providing support that e
312. erRM1 000000044 PandfterRM 000000070 imhap 000000115 Rahuk fterRM 000000034 RahukfterRM 000000107 Pan fterRM 000000118 EKARM 000000113 Sir AfterMatching 000000084 RahukAfterRM 000000071 RahulAfterRM 000000072 RahulAfterRM 000000078 RahulAfterRM 000000068 RahulAfterRM 000000070 RahukAfterRM 000000101 ROlnitial fter 000000086 imhap 000000082 RahulAfterRM 000000078 Sir AfterMatching 000000015 lsn af matching Ail Search Criteria 04 03 2008 Fi 04 03 2008 Fi 04 03 2008 In 01 27 2008 Fi 04 03 2008 Fi 02 27 2008 Fi 03 21 2008 Fi 02 26 2008 Fi 02 29 2008 Fi 03 02 2008 C 03 03 2008 Fi 02 21 2008 Fi 02 22 2008 Fi 02 25 2008 Fi 02 21 2008 Fi 02 21 2008 Fi 02 21 2008 Fi 02 22 2008 Fi 02 28 2008 Fi 02 21 2008 C 03 03 2008 C The Search Criteria area displays the fields for filtering your search If stored search criteria exist you can select one by name from the drop down list at the top of the search criteria This sets up the filter criteria to produce preconfigured results Otherwise the search fields display with a default configuration You can refine the search using combinations of filters and wild cards Click the and X buttons to add and remove search filters User Interface 57 Example To search for GL accounts that begin with the numeral 1 and with descriptions that begin with the letter r 1 Enter 1 followed by in the Account field 2 Enter r followed by in the Description field
313. erface 59 Field Descriptions Name Enter a code maximum of 80 characters to identify the saved search settings The name must be unique to that browse Level Choose an option to determine which users can access the stored search The options available in the Level drop down list depend on your role permissions User lt Current User ID gt Only you can access the stored search It is not available in the stored search list of other users This setting is the default Role lt Current Role gt Only users who have the same role as your default role can access the stored search It is not available in the stored search lists of users who do not have this role System The stored search is available to all users in the system Note This option is available only to users who have a role assigned that lets them define a stored search on the system level Entity Dependent Select the field if you do not want the stored search to be available across entities Customer Default The stored search settings become the initial settings for this browse for all users They replace the factory default initial settings The availability of these choices depends on the access you have been given in Role Permissions Maintain to the stored search activities See User Guide QAD Security and Controls for details The system saves all the field filter operator and row and column information you configure in the Lookup Settings dialog Manage F
314. ers S S Customer mfg 06 04 2007 BAT Def CCs SS Cost Center mfg 06 04 2007 BAT Def Accts SS General Ledger mig 06 04 2007 BAT Def SubAccts SS Sub Account m a 06 04 2007 BAT Def ExRates SS Exchange Rate mfg 06 04 2007 BAT Eur Daybooks SS Daybook mfg 06 04 2007 BAT Def Projects SS Project mfg 06 04 2007 Additional GL Numbering Tab Use the Additional GL Numbering tab to allow a secondary numbering sequence for GL transactions This feature is used in some countries when transactions must be identified by unique sequence numbers without any gap The sequence number of a transaction appears in statutory transaction reports When you enable the Additional GL Numbering feature the system generates a sequence number for any GL posting in the official layer The sequence number has the following format It has 9 digits starting from 000000001 The number increments by 1 per posting For example if the current posting is numbered 000000005 the next posted transaction will be numbered 000000006 The system assigns the sequence number to any posted GL transaction that originates not only from the financial modules but also from operational modules such as purchasing and sales Only transactions posted to the official layer have sequence numbers The official layer is used for GAAP purpose such as legal reporting For more information about accounting layers see Accounting Layers on page 245 Fig 3 18 Entity Create Share
315. es by reporting functions to allow you to drill down from the general ledger all the way to the original operational transaction Fig 5 68 Default D aybook Default Daybook Maintenance X Maintenance Default Daybook Maintenance Go To Actions 25 8 4 Transaction Type IC Inventory Control Document Type RCT UNP Unplanned Receipt From Entity To Entity Daybook Field Descriptions Transaction Type Specify a valid GL transaction type or leave blank to define the system daybook FA Fixed Assets IC Inventory Control SO Sales Orders non invoice transactions created only by Revenue Recognition WO Work Orders Document Type Specify the GL document type assigned to this daybook You can enter a value only when Transaction Type is not blank If you leave this field blank the GL transaction is assigned to a transaction type daybook To define the system daybook leave both fields blank The system assigns GL transactions for the specified transaction type and a corresponding document type to this daybook Table 5 31 lists valid transaction type document type combinations FAQAD Setting Up General Ledger 261 Transaction Type Document Type Description FA FA Fixed Assets IC CN ADJ Consignment Inventory Adjustment CN CNT Consignment Inventory Count CN ISS Consignment Inventory Issue CN ISSTR Consignment Inventory
316. es in two cases nvoices generated as a result of normal positive quantity sales order shipments when the net effect of a GL distribution line is to reduce a customer s AR liability such as a discount nvoices generated as a result of sales orders for a total negative amount such as credit notes for customer returns Table 5 21 illustrates the GL postings for discounts when the correction feature is not activated during a normal positive quantity sales order shipment Account Description Debit Credit 1200 AR 396 00 2400 Tax 36 00 3000 Sales 400 00 3900 Discount 40 00 Total 436 00 436 00 Table 5 22 illustrates the GL postings for discounts when the correction feature is activated during a normal positive quantity sales order shipment Account Description Debit Credit 1200 AR 396 00 2400 Tax 36 00 3000 Sales 400 00 3900 Discount 40 00 Total 396 00 396 00 Table 5 23 illustrates the GL postings when the correction feature is not activated during a sales order return Account Description Debit Credit 1200 AR 396 00 2400 Tax 36 00 3000 Sales 400 00 3900 Discount 40 00 Total 436 00 436 00 Table 5 24 illustrates the GL postings when the correction feature is activated during a sales order return Account Description Debit Credit 1200 AR 396 00 2400 Tax 36 00 3000 Sales 400 00 Setting Up General Ledger 241 Table 5 21 Invoice Posting for AR Discount Table 5 22 In
317. ess Information screen which lets you create a new address to use as the ship to address This button is active when none of the link to check boxes is selected When you create a new ship to address using the Create activity or modify an address using the Modify activity the customer s business relation is updated with the new ship to address details Fig 6 42 aa e a P Customer Ship To Create Address Info reate ress Customer Ship To Create Address Info Information Name Search Name Sports World SHIP TO Address Info Contact Persons Address Temporary Zip City State County Code County Code A Format After Language Code us english U S Telephone Fax E Mail Internet The fields in the Customer Ship To Create Address Information screen have the same layout and restrictions as those in the Business Relation Address Information tab See Address Information Tab on page 325 FAQAD Setting Up Business Relations 389 Creating a New Ship To Code and Address To create a new ship to code and new address 1 Specify the customer code 2 Clearall the Link to fields 3 Specify the ship to code in the Ship To Code field or leave blank for a system generated number 4 Click the Create button in the Address Information tab 5 Specify the new ship to address in the fields provided 6 Click Save The ship to address is saved in the business relation for the custo
318. ess non inventory PO receipts ERS can process receipts across multiple entities and sites within a domain where the entity that recorded the purchase order and incurred the AP liability is different from the receiving entity In this case ERS automatically creates cross company postings See Chapter 11 Evaluated Receipts Settlement on page 805 FAQAD 22 User Guide QAD Financials A FAQAD Banking and Cash Management To process banking transactions you set up your own bank accounts as well as customer and supplier accounts as GL accounts of type Bank You can then add details to the account to manage the banking transactions A business relation contains the bank address contact and tax details Banking features let you process banking transactions and allocations to open items or GL accounts This process also supports discounts prepayments and multiple currencies Realized currency differences are automatically analyzed and each bank account can be linked to a separate daybook The import of bank statements is automated Automation also includes customer invoice collection supplier payment processing and allocation of miscellaneous banking transactions The module supports a large variety of global banking standards Banking features let you define payment formats for delivery of electronic files to your bank Banking supports full coverage on the following transaction types Accounts receivable bank
319. ess relation records You can also use the Excel Integration option to export records to or load records from an Excel spreadsheet Business relations can be saved in draft format when Draft Instances is selected in System User Settings Change System Setting When you save a record in draft format none of the system validations are executed You can then return later to complete the record by choosing the Business Relation Browse Drafts activity 36 1 4 3 6 and selecting the record you want to finish from the list See Saving and Browsing Drafts on page 38 for details on drafts FAQAD 324 User Guide QAD Financials A Fig 6 10 Business Relation Create Business Relation Tools GoTo Attach id z ex B Business Relation Create Y Business Relation 52046 3 Name SportsWorld Intemational Search Name Sportsworld Intemational Second Name Third Name Group Name p I Active r2 Address Info General Defaults Address Address 4 Address 4 Name SearchName Telephone E Mail Field Descriptions Business Relation Enter a code maximum 20 characters to identify the business relation You can use numerical or alphanumerical codes To simplify searches you should adopt a convention that is easily understood If you leave the Business Relation field blank the system automatically generates a number for the record based on the sequence defined in Business Relation Autonu
320. et to zero when you enter a debit amount The amount is displayed in the domain base currency FAQAD General Ledger Transactions 435 Credit Enter the credit amount for the transaction The debit amount is set to zero when you enter a credit amount The amount is displayed in the domain base currency Currency View Choose Base Currency or Transaction Currency from the drop down list to view the posting amounts in either currency Total This read only field displays the total of debit and credit amounts for the posting Note For more information on defining GL account values see Creating GL Accounts on page 150 Currency For accounts that are not denominated in a unique currency you can record journal entries in either the base currency BC of the domain or in a non base transaction currency TC For accounts denominated in a specific currency you enter amounts using the transaction currency and the system converts the amounts to the base currency The system displays a level 2 posting line with fields for entering the transaction currency when You specify a GL account that is denominated in a non base currency You modify the default base currency value in the Currency field in the level 1 posting line to a non base currency for accounts that accept postings in all system currencies The level 2 posting line for the transactions currency contains the following fields TC Debit e TC Credit BC Debit
321. etting up Self Billing 631 633 Shared Set Merge 85 shared sets FAQAD creating 82 domain 97 Shipment Invoice Crossref Report 653 1005 ship to addresses creating 385 simulation revaluation 456 sites Evaluated Receipts Settlement ERS 811 split transactions 511 staged credit terms 343 states defining 317 Sub Account Mask Copy 216 Sub Account Mask Create 207 sub accounts creating 168 supplementary analysis fields SAF 220 analysis in consolidation 935 business relation defaults 335 codes creating 232 concepts creating 227 customer default 378 defaulting 235 structures creating 234 supplier default 410 system codes 222 Supplier Activity Dashboard 21 796 supplier invoice GL Correction Control settings 698 Supplier Invoice Control 665 supplier invoices 664 allocating 691 allocation and approval 668 hold amounts 680 initial invoice 703 navigation 669 receiver matching 706 720 receiver matching field 675 reverse and replace 697 Supplier Maintenance Fixed Price field 814 supplier opening balance 412 supplier payment selections 772 execute 789 re execute 790 register 787 supplier payments 757 766 selections 772 778 status change 770 suppliers 402 411 1099 reporting 411 accounting defaults 406 autonumbering 322 banking defaults 409 Evaluated Receipts Settlement ERS 811 payment defaults 408 payment groups 402 purchase type codes 401 reports 1007 tax defaults 410 types 400 SWIFT 165 377 switching data
322. ew modify and delete GL accounts You can also use Excel integration 25 3 13 5 to import account information from an Excel spreadsheet See Integrating with Microsoft Excel for details on setting up Excel integration Balance P amp L Auto Manual Intercompany Account Fixed Intercompany Quantity Map shows the process map for setting up GL accounts Fig 5 4 Set Up GLAccount Process Map as H mm re e eee Use the Search field on the top right of the screen to launch the QAD Assistance Panel QAD Assistance Panel The QAD Assistance Panel provides online help for the NET UI and for Enterprise Edition applications The Assistance Panel replaces the previous NET UI and application online help display and is a searchable HTML interface that is displayed by pressing the F1 key The panel can also be accessed by clicking links on individual application help topics Note Character UI users can still access the online help available for fields and procedures The Panel features links to program help field help user guides and process maps You can display results for the search entry in any on these formats or in all of them FAQAD 76 User Guide QAD Financials A For more details on the Assistance Panel see User Guide QAD User Interfaces FAQAD 82 Setting Up Profile Setting Up En 78 User Guide QAD Financials A FAQAD Introduction This chapter describes how to
323. f Shared and Segregated Data Use Sub Account Mask Create 25 3 9 1 1 to define the ranges of GL accounts with which a sub account can be combined in postings The sub account mask is then assigned to the sub account using Sub Account Create 25 3 17 1 or Sub Account Modify 25 3 17 2 If you assign a COA mask to a sub account the system prevents it from being used with any GL account not specified within the ranges defined in Sub Account Mask Create Sub Account Mask Create Fig 5 44 Sub Account Mask X GoTo Actions X Tools Attach Attachments Code YMGSA Print is Preview Active YMG Sub Account Mask Description GL Account Rules From To 10390 a at Disallowed Range Desci Create FAQAD 208 User Guide QAD Financials A FAQAD Code Enter a maximum of 20 characters for the sub account GL mask code A mask code is created within the COA mask shared set of its type in this case the sub account COA mask shared set The mask code you assign must be unique within the sub account COA mask shared set Description Enter a brief description maximum 40 characters of the sub account GL mask code You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Active Indicate if this is an active GL mask reference The effect of this field is described in Active and Inactive Records on page 73
324. f From Currency Code and To Currency Code Otherwise the Valid To field is inactive when you modify an exchange rate Example Validity end dates are enabled in Exchange Rate Type Create and the system contains two exchange rate records for Euros to US dollars Record 1 has a Valid From date of May 20 and a Valid To date of May 24 129 FAQAD 130 User Guide QAD Financials A FAQAD Record 2 has a Valid From date of May 25 and a Valid To date of May 30 In Exchange Rate Modify you can only change the Valid To date for exchange rate Record 2 because its Valid From date is later than and supersedes that of Record 1 Exchange Rate Enter the exchange rate Exchange rates are specified as the amount by which you multiply a single unit of a From Currency to reach the equivalent number of the To Currency units Scale Factor Enter a number used in the exchange rate calculation to adjust the amount of the From Currency This is typically used in hyperinflationary environments when the differences between currency values is large Inventory Exchange Rate The inventory exchange rate is used for inventory purchase order scheduled order receipt and work order transactions to convert between the statutory currency and base currency Note The inventory exchange rate is optional and its use depends on whether your business process requires a dedicated rate for inventory transactions For purchase order or scheduled orde
325. faults from the database language defined in System Maintain 36 24 3 1 The code specified here sets the default for each address created for the business relation but can be changed as needed The customer ship to language defaults to sales documents such as quotes sales orders invoices and service return material authorizations You can select orders for printing by range of language codes This lets you use preprinted forms in different languages Master comments are also stored by language When you update comments during order entry the system searches for comments stored in the document s language This lets you quickly access text such as customs documentation or item descriptions in the correct language Domain Restricted Indicate if access to this business relation is restricted by domain A restricted business relation can only be viewed modified and reported on in the domain in which it was created If for example the database is organized by domain per country you can use this restriction to ensure that users cannot accidentally or deliberately use a business relation that belongs to another domain and country The value for this field defaults from the Business Relations by Domain field in System Maintain 36 24 3 1 See User Guide QAD System Administration Defaults Tab Use the Defaults tab to specify default values for concepts within an SAF structure Only one default can be specified for each conce
326. fields are mandatory in Alternate COA Excel Integration Alternate COA all levels Description all levels Parent Alternate COA child rows COA Cross References The COA Cross Reference function lets you to map GL accounts sub accounts cost centers and projects in source entities to GL combinations in consolidation entities In addition you can also use COA Cross Reference Create 25 3 14 1 to define mappings from GL combinations to alternate COAs The alternate COA mappings can be used to group and report data in statutory reports You can create COA cross references from the source COA elements to the target COA elements in a many to one relation For example you can map a range of source GL accounts to a single GL account in the target domain When creating an alternate COA mapping you do not need to specify a target domain alternate COA mappings are created at the system level By selecting the Validate option at the end of COA Cross Reference Create you can validate the cross references that you have defined against posting history If the cross reference type is Separated COA Dimensions or Combined COA Dimensions you can indicate whether to validate the sub account cost center or project See COA Cross Reference Types on page 191 If gaps exist in the cross reference mappings used in a report or consolidation the system displays an error If there are any overlaps in the cross reference mappings you creat
327. fields to define the fraction denominator The fields are available only when you select a Real or Proportional Fraction Daybook Code Specify a daybook for the allocation posting Layer Code This field displays the layer to which the daybook is assigned Template Code Specify a daybook template for the target posting For constant factor and real fractions the template also defines how the amount to be posted is prorated over the different posting lines of the template In the following example of a housing allocation cost the amount to be posted is prorated as Administration 30 Management 20 EDP 30 Sales 20 Setting Up General Ledger 303 The Proportional Allocation tab displays the calculated amounts This tab contains additional data for the allocation engine when calculating the proportional fractions The journal entry for this allocation displays the final prorated amounts Fig 5 86 x Journal Entry for JournalEntry lods GoTo Ath a 2 c X RG Allocations Journal Entry Modify Y Year 2007 06 Posting Date 06 11 2007 Non Financ jn m Daybook Code Tren o 000000004 Layer Type TRANSIENT Save As Template n Description Allocation Housing Cost Template Code Replacement n DigndPosing gt SequenceNumbe 000000000 Reversal rn GLAccount SubAccountCode Description b Cun e BCDebt o BCCiedt ap RI Allocation Housing
328. figure a bank account Cash Account Use to record cash transactions Closing Account Use in the year end closing process to post the total balance for each account type Normally you create four year end closing accounts e Profit loss closing account Balance sheet closing account e Profit loss closing account including sub account analysis Balance sheet closing account including sub account analysis See Year End Transactions on page 517 for details Cross Company Control Account Use to record postings from one entity to another The corresponding balances are kept in mirrored cross company accounts Customer Control Account Use as the control account for customer Accounts Receivable activity Customer Payment Account Use to record customer payment transactions such as those involving checks direct debits and drafts Fixed Assets Account Use to record fixed assets activity Inventory Control Account Use to record the inventory sub ledger activity Open Items Account Use to record open item transactions Open items are unpaid and partly settled invoices both from customers and suppliers where the transaction is not completed at the end of the GL period You can perform reconciliation on open item accounts Standard Account Use to define basic non specific accounts Supplier Control Use as the control account for supplier Accounts Payable Account
329. for each concept The defaults are used when a code value is not supplied in a transaction These fields are not required See SAF Defaulting on page 235 General Defaults SAF Concept Code SAF Code LastModified User Last Modified Date LastModified Time WI Regon ECA 000000 SAF Concept Code Select an SAF concept SAF Code Select the default SAF code Last Modified Date Time and User These read only fields display the ID of the user who last updated this record and the date and time of update GL Account Unit of Measure Units of measure are the values used in transactions that involve any type of quantifiable unit Units of measure might describe dimensions weights volumes or amounts of locations containers or business activities Examples include inches pounds work hours and days For example an organization hires a communications consultant to help staff with their presentation skills The consultant charges a daily rate and works for three days The unit of measure is days The transaction displays the quantity and unit of measure specified Another example of the use of units of measure is in allocations If an organization allocates its electricity bill by department the unit of measure would be kilowatt hours KWh Setting Up General Ledger Note The term unit of measure is also used elsewhere in the system For example in receiver matching an operational unit
330. for this business component the system attempts to validate it before saving to the database and will generate validation errors You can however move and resize columns Export Data to Excel for Modification To export the data 1 Right click in the grid and choose Export to Excel for Maintenance 2 At the prompt enter the name of the spreadsheet in which to save the data 3 Open the spreadsheet in Excel and make your modifications Note You do not have to exit the QAD application before working in Excel For minor maintenance it is more convenient to run the applications simultaneously and to switch back to your QAD application to import the saved data If you want to modify only a subset of the records that were loaded from the database into the grid you can delete the redundant rows from the grid before exporting to Excel Only the records that remain are then updated in the following steps Excel integration does not delete records from the database The spreadsheet has the following features The first row of every spreadsheet contains the column header labels for the business component fields You can edit these headers for maintenance purposes within Excel When you import your saved data into the system your edits are discarded The second row contains technical field names for the business component fields as illustrated in Figure 2 37 The names correspond directly to the database fields and must not be edited
331. fore a new customer invoice is entered Select Calculate after Invoice Entry to perform the credit check when saving a new or modified invoice and include the new invoice amount in the total When you have enabled credit calculation before and after order entry the calculation is done at the beginning and end of the following programs except where noted Sales Quote Maintenance Sales Quote Release to Order Sales Order Maintenance Pending Invoice Maintenance Customer Scheduled Order Maintenance only before EDI PO Load RMA Maintenance Material Order Maintenance only before Call Maintenance only before Contract Quote Maintenance Contract Maintenance Specify whether to allow users to enter transactions for a customer when the customer s credit limit is exceeded You define this using two Overrule Allowed fields one for order entry and one for customer invoice entry When the fields are selected the system displays a warning if a transaction causes a customer s credit limit to be exceeded and the user can continue entering or saving the transaction When the field is cleared the system displays an error message and the user cannot continue processing the transaction The Overrule Allowed field for order entry is always selected and is read only If a credit violation occurs when you create an order the system displays a warning message and you can proceed with the transaction Setting Up Bu
332. g 2007 3 QADAPInv 23 0 00 TCinvoice Amount 117 50 General Addresses Financiallnfo Tax SI Posting Matching Posting Matchina Credit Terms 30 60 90 Due Date 03 28 2007 7 Discount Due Date hl BLWI Group g Payment sd Reference Validation Bank Number b OwnBankNumber Payment Format b Payment Ins Clicking the Staged button displays the various components of the staged credit terms and lets you modify the percentage applied to each Fig 6 20 Staged Credit Terms in Invoice Supplier Invoice Create Y Due Date x b TC Amount l Disc Date Credit Terms D Descriptic 03 28 2007 40 00 47 00 03 28 2007 30D 30 days fron 03 28 2007 30 00 35 25 03 28 2007 60D 2 months oy 03 28 2007 30 00 5 25 03 28 2007 30D 3 months lat When a staged credit terms code applies the system calculates and displays default values which you can modify as needed Each line contains a due date a percentage and an amount When the percentage is entered the amount is calculated as the percentage of the invoice total If you modify the amounts the system verifies that the sum of all amounts entered equals the invoice total or an error displays Each due date on the grid must be unique When a payment selection is created you can select invoices based on due date For invoices with a multi stage credit terms code only the due part of the invoice is selected in the payment selection FAQAD Setting Up Business Relat
333. g Daybooks on page 250 Certain daybook types are linked by default to particular layers as indicated in Layer Type column Daybook Type Comment Layer Type Banking Entries Use Banking Entry daybooks to Official only record all incoming and outgoing transactions to the bank Cash Entry Use Cash Entry daybooks to record Official only all incoming and outgoing cash transactions Consolidation Use to record consolidation All layers transactions Consolidation daybooks are defined during the setup of the consolidation cycle Setting Up General Ledger 257 Daybook Type Comment Layer Type Customer Use customer daybooks to record the following types of transaction Adjustments Credit Notes Credit Note Corrections Invoices nvoice Corrections Payments Note You can create daybooks of type Customer Credit Note Corrections and Customer Invoice Corrections only when Accounts Receivable is selected in GL Correction Control Official only Journal Entries Use this daybook type to record non specific transactions All layers Matching Daybook Use the Matching Daybook type to Official for receiver record posted supplier invoices matching and financial See Supplier Invoices on matching and transient page 664 for more information layer s for financial about Unmatched Invoices accounts matching only and daybooks Revaluation Use Revaluation day
334. g at period closing when the financial results of multiple entities are consolidated and intercompany transactions are eliminated before consolidation If an entity is to be used in intercompany and cross company transactions select the Intercompany field in its associated Business Relation and define the intercompany code in the field provided If required select the Fixed Intercompany field in the Business Relation to ensure that the intercompany business relation cannot be overwritten when posting transactions to accounts for the entity See Creating Business Relations on page 323 for more information on assigning intercompany codes to business relations To identify GL accounts used in intercompany transactions select the Intercompany Account field in Account Create This makes the Default Intercompany field available Use this field to assign the intercompany code defined in the business relation of the intercompany entity See Posting Tab on page 154 for information on defining intercompany accounts FAQAD 500 User Guide QAD Financials A Fig 7 55 Intercompany Transactions Process Map FAQAD Note Cross company transactions use cross company control accounts When you select Cross Company Control Account as the GL type in Account Create the Intercompany Account field in Account Create is automatically selected Intercompany Transactions An intercompany transaction is a posting within an entity on an i
335. g by manually running closing reports on every period See Year End Transactions on page 517 Period Types There are three types of GL periods Normal Correction Year End Closing Note The correction and year end closing types are associated with only the entity calendar all domain periods are of a normal type The purpose of a period type is to differentiate special activity from the standard period activity You create a correction period in cases where a review of the year end statements results in the need to make adjustments to the accounts before official publication The correction period is normally the last period in the GL calendar year Periods are normally reset to year end closing when final reporting is complete and the year end process is started The default period type is normal Period Statuses The status associated with a GL period determines what kind of activity can take place A period can have one of four assigned statuses Open This is the normal period status and applies when no closing date has been set for the period Transactions are normally posted during open periods except when the period has been closed and re opened The closing date for the period is automatically set once you begin the process of closing the period Some entities within a domain may need to keep a GL period open for longer than other entities in the same domain Closed Locked This status applies when the period
336. g line and selecting the Cross Company Posting option FAQAD General Ledger Transactions 439 Intercompany and cross company accounting is described in more detail in Intercompany and Cross Company Transactions on page 499 Fig 7 9 x Journal Entry JounalEnry Toos GoTo Atah 2 2 7 05 X ELEME EAE GEI Intercompany Grid Journal Entry Create Y Year 2007 06 Posting Date 06 19 2007 vi Daybook Code QADJE 000000007 Layer Type OFFICIAL Save As Template r Description IT Services Template Code Replacement n Original Posting Bal Sequence Number 000000000 Reversal n GL Account Sub amp ccount C Cost Ce Description Cur BC Debit BC Credit 787788 USD 0 00 Intercompany Code Cross Company Code Entertainment GLAccount 4 SubAccountC CostCe Description 4 Cur BCDebt BCCredt us J Currency View Base Currency Balance USD 5 000 00 0 00 Save and Create Save Close Field Descriptions Intercompany Code The intercompany code defined for the account displays Specify a different intercompany code if necessary See I ntercompany Transactions on page 500 Cross Company Code This field is read only when creating intercompany transactions When creating cross company transactions you specify the code of the other entity in the transaction See Cross Company Transactions on page 501 Cost Center The Cos
337. g process See page 258 External daybooks can be used with an interface to external systems such as payroll systems See page 273 Setting Up General Ledger 251 Daybooks can be used to distinguish between different types of journal entries such as auditor adjustments payroll entries GAAP adjustments and manually prepared accruals Once daybooks are defined you can use the Daybook field as a selection criterion on many GL reports and views Daybooks provide the ability to separate records by transaction You use different daybooks to separate transaction types for example to distinguish between credit notes and invoices and inventory receipts and stock receipts If you use a particular daybook code for certain types of transaction you can then browse and filter based on that code The ability to filter based on the daybook code facilitates period close because you can easily identify and review transactions of a certain type and identify unusual activity For example when reconciling sub ledger balances to the general ledger daybooks provide a clearer analysis of the transactions making it easier to identify any unusual activity against an account How many daybooks are required depends on your particular accounting practices Daybooks record transactions chronologically and as such provide dated records of the entire financial activity of the entity Daybooks also provide a controlled mechanism for having several diffe
338. ge 999 Pending Allocations See Pending Allocations 25 21 2 11 on page 1000 Pending Recurring Entries See Pending Recurring Entries 25 21 2 12 on page 1000 Table 7 6 Mandatory Year End Closing Reports Table 7 7 Optional Year End Closing Reports QAD 526 User Guide QAD Financials A Reviewing Posted Transactions The general ledger transactions are supported by a range of reports and views that let you analyze a wide range of activity on posted GL transactions GL reporting can be detailed or summarized and includes information on one or a range of entities In addition you can define supplementary analysis fields SAFs to fine tune transaction reporting These provide the basis for powerful and flexible financial reporting and analysis Figure 7 69 shows the options available for viewing and reporting GL transaction data Fig 7 69 Review Review Transactions Transactions Process Map Refer to the sections listed in Table 7 8 for more information on GL reports and views FAQAD General Ledger Transactions 527 Table 7 8 Report Reference General Ledger Reports and Views GL Transactions Reports See GL Transaction Activity Reports on page 994 GL Transactions Views See GL Transaction Activity Views on page 996 Analytical Transactions Reports See Analytical Transaction Reports on page 997 Analytical Transactions Views See Analytical Transaction
339. grid in the Mass Layer Transfer screen with postings that match the selection criteria From this list you can choose which postings to include in the transfer by selecting or clearing the Select field for that posting All selected postings are transferred to the same target daybook which can be linked to the official layer a management layer or another transient layer However the target daybook must be different from any of the source daybooks The postings are transferred from the source daybook in blocks to ensure that they appear sequentially in the target daybook The following types of postings cannot be transferred using Mass Layer Transfer Journal entries for posting templates or recurring entries Journal entries that have a different GL type than the target daybook Example A US parent entity has a French subsidiary In France the accounts are compiled to conform with French GAAP standards However the French accounts must also conform to the GAAP standards of the parent entity which is US GAAP FAQAD 496 User Guide QAD Financials A Fig 7 53 Mass Layer Transfer FAQAD The subsidiary creates a transient layer for French accounts It then reviews the accounts for errors removes invalid transactions and posts correction or adjustment transactions to make the French accounts apply to US GAAP The subsidiary then uses Mass Layer Transfer to move the postings to a specific management layer for final conso
340. h a separated split 1 Define a source daybook in the management layer and a mirror daybook in the official layer 2 Define the following mirroring accounts Account Debit Credit Source 1 WIP 100 Mirror 1 Cost of Production 100 Source 2 Inventory 100 Mirror 2 Raw Material Expense 100 3 Define a split of type Source and Mirror Accounts Separated 4 Select the source daybook management layer for Transaction 1 and the mirror layer official layer for Transaction 2 5 Postthe transaction The posting generates the following split transactions Transaction 1 to the management layer Account Debit Credit WIP 100 Inventory 100 Transaction 2 to the official layer FAQAD General Ledger Transactions 517 Account Debit Credit Cost of Production 100 Raw Material Expense 100 Mirror Accounting Report The Mirror Accounting Report 25 15 1 16 displays the source and mirror postings for a selection of source accounts and source daybooks The report identifies the source and mirror posting lines and daybooks both for split and non split transactions Year End Transactions The Year End Closing activities 25 21 4 let you run a process to automatically create closing postings and to close the GL calendar year to new transactions The year end closing process comprises three steps A setup step to create all accounts and daybooks required A verification step that includes a number of che
341. haracter client Note Entering data through the character client using one code page and then changing to another may corrupt the data entered previously If the domain uses a code page other than UTF 8 enter the same code page used by the domain This value defaults to is08859 1 Cross Company Tab Use the Cross Company tab to set up cross company accounts to track amounts for these transactions between entities Accounts Receivable AR Accounts Payable AP Inventory Control Manual Journal Entry Fixed Assets FA These accounts must be cross company control accounts When an operational transaction references more than one entity the system automatically creates the required intercompany balancing entries using these accounts The default sub account associated with the account in GL Account Create is also used in the cross company posting Manual cross company postings call also be made in various financial functions See Intercompany and Cross Company Transactions on page 499 FAQAD 100 User Guide QAD Financials A Fig 3 11 Domain Create Cross Company Tab Fig 3 12 Workspace Menu AQAD Note Cost centers projects and SAF analysis cannot be used with cross company accounts You can leave these fields blank when the domain associated with the entity is unconfirmed but you cannot confirm the setup of a domain until the cross company accounts are defined These fields are required even wh
342. he customer on credit hold if any of the credit limits are violated when new orders for this customer are created Credit Hold Select to put this customer on hold The system displays a warning when you create or modify any AR transactions or any orders for a customer on hold Whether orders for this customer are also put on hold depends on settings in Sales Order Accounting Control 36 9 6 If you want to put all existing orders on hold you can use Sales Order Auto Credit Hold 7 1 17 See User Guide QAD Sales for details on sales orders Specify what document types to include when calculating the customer s current credit amount You must select at least one of these options when you have enabled Apply Fixed Ceiling or Apply of Turnover Select Include Orders to include the balance of open orders in the system Select Include Open Items to include the balance of unpaid invoices The current balance is calculated and displayed in the fields next to the options Specify when to perform credit checks and whether users can override the system results Select Calculate before Order Entry to perform the credit check before a new order is entered Select Calculate after Order Entry to perform the credit check when saving a new or modified order and include the new order amount in the total AQAD 382 User Guide QAD Financials A FAQAD Select Calculate before Invoice Entry to perform the credit check be
343. he direction of the change FAQAD If you disable the daybook set by site feature the system makes existing site specific daybook sets inactive You can continue to use records that do not specify a site when you create new orders However order entry shipping and invoice programs validate the daybook set field The next time you access an existing order with a site specific daybook set you must update that field manually before completing a transaction If you enable the feature the system makes inactive all daybook sets except the defaults specified in Sales Order Accounting Control 36 9 6 and Purchasing Accounting Control 36 9 5 You can continue to use that value in customer and supplier records and transactions but you must define site specific records in Daybook Set by Site Maintenance 25 8 10 You also must update existing orders to reference an active daybook set Setting Up General Ledger 273 External Daybooks External daybooks are designed as an interface to external systems such as payroll systems Example An organization outsources the calculation of its employee salaries and the breakdown between gross salary taxes social security net salary and fringe benefits to an external company This external company returns the results for each employee and in addition the results grouped by GL account sub account and cost center If the external company sends the resulting postings in electronic format i
344. he result list Note The group options that you have configured are saved automatically in your last used settings and can be reused when you open this browse again You can also save these options as a stored search The column header menu also has a Properties option which shows the internal field name that in most cases also matches the database field name Exporting Results to XML The right click Dump XML option on results grids lets you export selected lines to an XML file for analysis Specify a filename and location in the Dump Location field The XML file is stored on the server on which the appserver is running Fig 2 34 Dump XML FAQAD 66 User Guide QAD Financials A Fig 2 35 Browse Chart FAQAD Chart Designer With the browse chart designer feature you can quickly generate graphical representations of browse data You can toggle between the standard browse display called the grid view and the new chart view Using the chart view editor you can select data in a browse and have it displayed as a pie chart or bar graph for example Supplier Invoice Browse for View e Pav Mr l 20 16 08 j il 00 ug i r 3000 3010 5000 FED pina Amer IDV iPr ee Amounts See User Guide QAD User Interfaces for detailed information on the Chart Designer Integrating with Microsoft Excel Use the Excel integration feature to export data into Excel spreadsheets for analysis or reporting You c
345. he selected GL period For example if the selected GL period is 2008 11 the YTD balance includes all transactions from January 2008 until the end of October 2008 If the selection criteria includes the last GL period of the previous year and contains all accounts and if the year end closing is not finalized the view displays the Result of Previous Year value The Period Debit BC and Period Credit BC columns contain the sum of all transactions in the selected period In addition the Balance BC column contains the closing balance at the end of the selected period This value is calculated as Opening Balance BC Period Debit BC Period Credit BC GL Account Browse for Thal B X amp Print Wy adds Favornes ole ort 9 onse Dengner Retesh Opening Balance BC Pesci Debt BC General Ledger Transactions BROWSE MACRO T Stored Searches Search Gear All 20092 75 _bh eh eee ite ow wo M 3990 Posed Cie BC BCRAexe Sa Shehue 2 SAFI S s sazo 432 4 1000 Pw z P I SAF Stuehure gt oms Aa GL Account gt ess P y r equ E EM I Viewing 1 s Recos s per cage 100 GLA GL Decon 2 SubMecout Cos Certe DOP A QUXODAP Accounts Payable 10 CODEN Accounts Pane 1 QUXODIP Accounts Payable 1 CONOP Account Payable 10 OOXODAP Accounts Payable 10 1230 000 aw 13000 18658 000 am 18658 2009 000 aw 2000 60000 000 aw 60000 40 00 000 aw
346. he statutory currency See Statutory Currency on page 118 When creating GL accounts you can specify that the account accepts transactions in all currencies in the base currency only or in a specific currency See GL Accounts on page 147 for details Transaction currencies can be used with purchase orders sales quotations sales orders price lists AR and AP payments custom and supplier invoices journal entries and other GL transactions and customer service For accounts that are not denominated in a unique currency you can record journal entries in either the base currency or in the transaction currency For accounts denominated in a specific currency you must enter all amounts using the transaction currency See Journal Entry on page 429 An exchange rate is the current market price for which one currency can be exchanged for another It is expressed as the amount by which one unit of a currency must be multiplied to give the equivalent value in the second currency Exchange rates are used for any transaction that is denominated in a currency other than the base currency of the domain and for any transaction that is denominated in a currency other than the Setting Up Multiple Currencies 117 statutory currency of the domain Exchange rates can also have a scaling factor This option is useful for currencies that have a very small value compared to currencies such as the US dollar and Euro The Derived Exchange Rate functio
347. his function affects your current session only Each time you log in using the character UI you are prompted to specify a domain The domain designated as default in Domain Entity User Access displays the first time you log in For more information on user access see User Guide QAD Security and Controls FAQAD 102 User Guide QAD Financials A AQAD When you change domains the system accesses information about the new domain such as the base currency statutory currency and primary entity Domain Access You can change to only an active domain you have been given access to in Domain Entity User Access If you are assigned to a different role in the new domain or entity the functions you can perform may be different from the functions you performed in the previous domain or entity Therefore the application menu is refreshed when you change the current workspace Domain and entity access is controlled by the Role Permissions function See User Guide QAD System Administration for more information Database Switching If you change to a domain associated with a database other than the current one database switching is initiated The system connects to the database using the information set up in Database Connection Maintenance If the connection cannot be made a message displays This is equivalent to logging out of the current database and starting a new session in a different database Note When you switch databases
348. ials Pue S Function Regional Manager Gender Male Language Code r G Ir Telephone 3329951 88554 Mobile Phone Fax 3329951 98 64 E Mail Piere SportsWorld com Primary Contact V Secondary Contact FAQAD 332 User Guide QAD Financials A Fig 6 14 Business Relation General Tab FAQAD Most fields you associate with a contact are the same as the fields specified in the Address tab for the business relation with the following exceptions Telephone and Fax fields are a maximum of 20 characters You can specify additional information related to title gender and function Only one primary contact per address type is allowed The primary contact corresponds to the Attention 1 field and the secondary contact corresponds to the Attention 2 field in operational addresses Primary and secondary contacts are used in call processing in the optional Service Support Management module The primary contact displays by default in the Caller field of Call Maintenance when you create new calls for an end user When a business relation is associated with an entity the primary contact is also used in several customer facing reports The primary contact name function and telephone are used as part of the signature section of reminder letters General Tab Use the General tab to define general information about this business relation Address Info General Defaults Language Code u
349. ield in GL Op Transaction Control 36 9 13 GL Transaction Delete Archive does not let you delete any transactions for a selected type GL Op Transaction Control GoTo Actions GL Transaction Audit Trail GL Posting Batch Size 9 Inventory Transaction Posted Copy Print Preview Work Order Transaction Posted Sales Order Transaction Posted Fixed Assets Transaction Posted Fig 5 50 GL Op Transaction Control 36 9 13 Transaction cannot be deleted when associated field is selected After archiving deleting transaction records use Op Acct Structure Validation 36 9 20 to report on the account sub account cost center and project combinations defined in the following programs Product Line Maint 1 2 1 Purchasing Account Maint 1 2 5 Work Order Account Maint 1 2 9 nventory Account Maint 1 2 13 Sales Account Maint 1 2 17 Inventory Movement Code Maint 1 1 9 Site Maint 1 1 13 Inbound Account Maint 1 2 21 1 Outbound Accrual Account Maint 1 2 21 13 Outbound Expense Account Maint 1 2 21 16 Price List Maint 1 10 1 1 Logistics Charge Code Maint 2 15 1 e Logistics Accounting Control 2 15 24 Trailer Code Maint 2 19 13 Mirror Table Maint 3 20 1 Inventory Control 3 24 Purchase Approvals Maint 5 1 1 Purchasing Control 5 24 Department Maint 14 1 Repetitive Control 18 22 24 e Class Maintenance 32 1 17
350. ields Business Relation I Accounting Payment Banking Defaults Credit Limit Tax Info Comments Taxable Customer Tax Is Included r Federal Tax State Tax Miscellaneous Tax 1 Miscellaneous Tax 2 Miscellaneous Tax 3 Tax in City iv Tax Zone USA Tax Class 2 Tax Usage 2 Setting Up Business Relations 385 Comments Tab The Comments tab lets you enter free form text related to this customer that is saved with the customer record Comments display in the Customer Activity Dashboard Creating Customer Ship To Addresses Use the Customer Ship To activities 27 20 2 to create view modify or delete customer ship to records You can use Customer Ship To Create 27 20 2 1 in multiple ways Create an entirely new ship to and specify the address tax and contact details in this function To do this clear all the link to address fields and enter a code in the Ship To Code field or leave blank for a system generated number The new address is create as a ship to address type for the customer s business relation Indicate that another customer of the same or different business relation is the ship to address of a specified customer in this case the same code and address information is used A customer can be the ship to address of only one other customer and the address used is the headoffice address Indicate a customer s end user is also a ship to address In this case
351. ier in the Banking grid is that of the customer or supplier s bank Setting Up Business Relations 363 Once you have completed the setup the system automatically loads the account and format details when you create a customer or supplier payment The Financial Info tab of customer and supplier invoices displays the customer or supplier bank number your entity bank number and the payment format and payment instrument to apply to the invoice For customer or supplier payments the system loads your bank account the customer or supplier bank account number and the payment format to apply to the payment To load a different format for the customer or supplier select a different account number Create a new line in the grid for each account number When you change the bank account and linked format on an initial supplier payment selection the system automatically loads the new account and format details into the Banking tab of the supplier definition See Changing Bank Accounts on a Payment Selection on page 782 Setting Up Customers Customers represent the companies that purchase your goods and services They are referenced on sales quotations sales orders invoices and in accounts receivable They are also used for service and support documents such as calls contracts and return material authorizations RMAs Customers are created and all financial related data such as credit limits and accounts are defined by design
352. if this is an active record The effect of this field is described in Active and Inactive Records on page 73 Default Select this value as the default value to be displayed in the payment create screen Last Modified User Date Time These read only fields display the ID of the user who last updated this record and the date and time of update Bank File Format Import Use Bank File Format Import to import predefined bank format XML files for use with electronic bank payments Each imported format file is specific to an individual bank and contains the payment information and attributes required for that bank Once the file is imported a payment format with the same name is displayed in Payment Format Maintenance You can then link this format to the bank account you intend to use for electronic payments Setting Up Business Relations 359 The format definition files are usually delivered by the bank in zipped XML format You unzip the files to a server directory and then load the files into the system using the Import function Fig 6 27 Bank File Format Import Bank File Format Import M GoTo Actions Copy gt Print A Preview Input Directory diO1 netu work93 Import Select Some eCommerce Target Domain domainS Select Documents Import Document Definitions Yes 6000Rules 080206 163446 2209 xml m 6000R ules 080206 164834 xnl no 6000R ules 080206 164944 xml no 6000Rules xml Field Descripti
353. ilter Fields This option displays all the search fields possible for this type of record You can use the Manage Filter Fields tab to Specify whether a filter field should appear on the Selection Criteria tab Visible column Specify in which order the filter fields should appear Specify what operator to use when finding data to view FAQAD 60 User Guide QAD Financials A Define a persistent initial value or range of values for the filter field The values for search criteria entered in the actual Search Panel are not saved with the stored search However the initial values entered in Manage Filter Fields are saved Example You can refine the default search for GL accounts to retrieve only accounts with codes that are within a number range of 1000 to 5000 Fig 2 28 Manage Filter x Fields 3 um Label Visbe Operator First Initial Value Second Initial Value EBENEN OE NNNM Description ivi equals BL Type ivi equals System Type ivl equals Active vi equals Sub Account O equals Cost Center Account equals Project Analysis equals Currency Code L1 equals Automatic Account equals Balance Account equals Debit Credit equals Fixed Intercompany equals Intercompany Account L1 equals Base Currency Only equals Quantity equals SAF Enabled o equals a The browse is then populated with these conditions and you click Search to conduct the search O
354. in Bank Account Format Create for validating this bank account number Last Modified Date Time and User These read only fields display the ID of the user who last updated this record and the date and time of update Creating Customers Use the Customer activities 27 20 1 to create view modify or delete a customer Account profile details cannot be modified if transactions already exist A record can be deleted only if it is not referred to in the system Instead you can mark the record inactive Setting Up Business Relations 369 Customers can be saved in draft format when Draft Instances is selected in System User Settings Change System Setting When you save a record in draft format none of the system validations are executed You can then return later to complete the record by choosing the Customer Browse Drafts 27 20 1 7 activity and selecting the record you want to finish from the list See Saving and Browsing Drafts on page 38 for details on drafts The Customer function supports these additional activities Use Customer Maintain Credit Limit 27 20 1 6 to adjust the customer credit information This displays exactly the same tab that displays in Customer Create See Credit Limit Tab on page 378 Use Customer Activity Dashboard 27 18 1 to view all customer credit related information including open items and payments for one or multiple entities From this view you can drill down to the details of the in
355. in Excel and import it to the system database where it is validated before being saved See Integrating with Microsoft Excel on page 66 for details General Ledger Transactions 431 Fig 7 4 zx Journal Entry JournalEntryy Toolsy GoTo Attach d 23 3 a X BAREA Create Journal Entry Create Y Year 2007 06 Posting Date 06 19 2007 Daybook Code gt 000000000 Layer Type Save As Template r Description Template Code gt Replacement r piiginal Posting gt Sequence Number 000000000 Reversal r GLAccount SubAccountC CostCe Description Cun BCDe BCGed gt MET Currency View Base Curency z Baaceuso 0 00 0 00 Save and Create Save Close Field Descriptions Year Specify the GL calendar year and GL period for the journal entry Daybook Code Specify a daybook for the entry The daybook must be of type Journal Entries The read only system generated voucher number displays next to the code Description Enter a brief description maximum 40 characters of the journal entry The description defaults to each entry line Original Posting Reference This field displays the original posting reference in cases where a posting has been reversed or replaced Posting Date Specify the date for the postings The posting date for journal entries must occur within the GL calendar year and period Layer Type This read only field displays th
356. in draft format to be completed at a later time This lets you avoid passing all the required validation while still establishing a record that can be corrected and finished later Business Model Before beginning your financial implementation you must set up the infrastructure for your business organizations Use domains and entities to represent related business operations and specific business units for which you want to produce profit and loss statements and financial reports Much of the financial data you define for example types of banking entry daybook or supplier control account details is shared throughout the system and used in many types of transactions by multiple business units You use shared sets to define the data to be shared Profiles act as links between the shared set and specific accounts or daybook types Chapter 3 Setting Up Financial Foundations on page 77 describes in detail how you set up these foundational elements Domains The domain represents the base unit of the system and comprises one or more entities You can have multiple domains per database and can log on to another domain from within the application provided you are an authorized user for the domain For more information on users and security see User Guide QAD Security and Controls An initial system domain and entity are automatically created during installation You define a base currency for each domain which is then the bas
357. iness relations can be customers or suppliers or other entities in the system If you create GL transactions between different entities or domains the system automatically creates postings to special cross company control intercompany accounts to keep the inter entity postings balances Daybooks and Accounting Layers Accounting layers provide different ways of segregating transactions within a single GL account to satisfy reporting requirements The posting of transactions is controlled by associating daybook types with one of the three system defined accounting layers official management and transient or with additional user defined layers Transient layers can be used for simulation and approval processes management layers can be used for multi GAAP valuation of balances such as comparisons between IFRS and local GAAPs For more information on accounting layers see Accounting Layers on page 245 All transaction posting lines are recorded in daybooks journals for ease of summarization Daybooks control the posting of transactions because each daybook must be linked to an accounting layer A wide range of daybook types supports different transactions Daybooks also provide a controlled mechanism for having several different transaction numbering sequences The numbering system prevents fraud since each daybook produces its own integral numbering sequence Daybooks are grouped in sets which are linked to customers and suppliers
358. ing Business Relations on page 323 System wide tax data for the business relation Tax setup is described in User Guide QAD Financials B Some tax data can be added in a later phase of the implementation if you do not want to define this data during initial implementation However you cannot save an address record without specifying a tax zone When a matching zone is not found the default tax zone from Global Tax Management Control 29 24 is used This tax zone is labelled Error and can be changed later System Domain Every database has one system domain indicated by a domain type of SYSTEM The initial system domain named QAD is created when the database is created The name is recorded in the System Maintain function described in User Guide QAD System Administration If you want to use a different domain as the system domain you must identify it in System Maintain This automatically changes the type for the new domain to SYSTEM and clears the type of the previous system domain QAD 90 User Guide QAD Financials A FAQAD You cannot change the type for the system domain in Domain Modify That function lets you change the domain name and short name but not the domain code The system domain includes default data that is required to begin implementation such as control program settings and generalized codes These tables are listed in Table 3 4 on page 113 The system domain is a template for new domains Whe
359. ing with formal reporting You can manage year end processing and consolidation with General Ledger functions A wide range of analytical and structural reports lets you view accounting data in many different formats The system also provides the ability to drill down on a GL transaction and retrieve the detail relating to the source of the transaction For example when drilling down on a GL transaction for a customer invoice or supplier invoice you can right click in the GL Transactions View 25 15 2 1 and select Customer Invoice View 27 1 1 3 This option opens a separate Customer Invoice View window that displays the specific invoice you selected The option to view the source detail is also available for supplier invoices customer and supplier payments recurring entries allocations revaluations open item adjustments receiver matchings petty cash and banking entry transactions When drilling down on a GL transaction for an associated operational Inventory Control IC transaction you can right click and select the View Inventory Transactions Detail Inquiry to displays details on the original inventory transaction Similarly when drilling down on a GL transaction for an associated operational work order transaction you can right click and select the View Operational Transactions Detail Inquiry to display details on the original work order transaction See Chapter 7 General Ledger Transactions on page 419 FAQAD 18
360. ink Tab Use the Report Link tab to link the current GL account to accounts in other shared sets Report link lets you combine account information from different shared sets into one corporate chart of accounts You can then generate a corporate report that contains all of the defined accounts regardless of which shared set they belong to Every GL account can be linked to an account in every shared set in the system You can also specify a cash group code used in Cash Flow Reports To enter details of the account to be linked right click the empty grid and insert a new row Posting Currency Analysis Report Link Banking Cash Defaults Shared Set Code GLAccount 4 GL Description 4 Modif User t Modif Date Modif Time gt Cash Group 21 Field Descriptions Shared Set Code Specify the code of the GL account shared set to which you are linking GL Account Specify the code of the account to which you are linking GL Description This field displays a brief description of the GL account to which you are linking Setting Up General Ledger 163 Last Modified Date Time and User These read only fields display the ID of the user who last updated this record and the date and time of update Cash Group Select the cash group to which the account belongs Cash groups are used to categorize information in the Cash Flow Report See Creating Cash Groups on page 889 Banking Tab
361. iod Revaluation 5 Source Layers Target Layer Mgt2 Mgt2 The system does not save Revaluation 5 because the target was already used in Revaluation 2 with source layers that are different but overlapping Mgt2 Note When the system validates subsequent revaluation runs for the same layers it considers whether you have chosen to revaluate relative to the base currency statutory currency or both Revaluation 3 would only be allowed if the revaluation settings for base currency and statutory currency were the same as those for the previous revaluation run You cannot re create revaluation postings that occur in correction periods or create a reverse posting to occur in a correction period Example The last GL period of the calendar year is 2009 12 and the correction periods are 2009 13 and 2009 14 The revaluation is processed in the same period 2009 12 and reversal postings are processed in 2010 1 You can modify or delete revaluations only when all revaluation areas have an initial status In this case you can modify only the revaluation header or scope and can delete entire rows in the Simulation tab of the Revaluation screen but not modify the row data FAQAD 456 User Guide QAD Financials A FAQAD Simulating Revaluation The Revaluation Simulate activity 25 21 1 1 identifies the revaluations to be run for the GL periods and revaluation areas specified You can also specify the source layers where the bala
362. ions 345 Creating Credit Terms Use the Credit Terms activities 36 1 10 to create view modify or delete a credit terms code Only credit terms that are not referred to elsewhere in the system can be deleted Fig 6 21 Credit Terms Ceca Credit Terms gt Tools GoTo Attach td 2 3 ex Credit Terms Create Credit Terms Code Description C Payment Type Noma Active iv Normal Discount Staged Period Type Das A HB No of Periods 6 Base Days lo Supplementary Days 0 Grace Days lo Min Due Days 0 Terms Interest Percentage o0 Daily Overdue Int Percentage 0 00 Field Descriptions Credit Terms Code Specify a code maximum of eight characters that identifies this credit term You cannot modify existing credit term codes This field is mandatory the code cannot be blank Description Enter a brief description maximum 40 characters of the credit term This field is mandatory the description cannot be blank You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Payment Type Select the type of payment Normal or Staged The payment type determines which tabs can be used to configure the credit terms code Normal and Discount are used with normal payment type Staged is used with the Staged payment type FAQAD 346 User Guide QAD Financials A FAQAD Active Indicate if this is an active record
363. ions 375 The system checks the value of this field when generating statements for customers with Print Statement selected You can select statements to print on a regular basis for each customer based on their cycle code BLWI Group Specify the default group associated with this customer for Belgian Luxembourgian BLWI reporting The default code is 999 Print Reminder Indicate if reminders are typically printed for this customer to report past due balances Clear The customer s balance is not reviewed when Reminder Letter is executed regardless of the selection criteria Select When you generate reminder letters with the appropriate selection criteria this customer s accounts are reviewed If the customer has past due balances a reminder letter is printed Note Customers are included in Customer Reminder Overview an internal report regardless of this setting See Reminding Customers of Outstanding Balances on page 615 for more details on reminder letters Print Statement Indicate if statements should be printed for this customer When this field is selected a statement is printed for this customer using the frequency specified in Statement Cycle Clear A statement for this customer is never generated regardless of the selection criteria used in Customer Summary Statement Print Select Statements are included for this customer Banking Tab Use the Banking tab to set up the process for payments from this
364. ironments with high inflation and strong currency fluctuation Introduction to QAD Financials 13 The need for a statutory currency is most likely to arise in a country that is geographically close to a strong currency zone for example Mexico and Poland where the country itself has another local currency Companies operating in countries close to strong currency zones such as the Euro and US Dollars might use the stronger currency as their base currency However local auditors and tax controllers can mandate that companies submit their declarations and financial reports in the local currency of the country Exchange differences are automatically calculated under all circumstances Monetary assets and liability accounts that accept foreign currency transactions can be revalued using a Revaluation function in the general ledger for example a single customer control account can accept postings in many currencies Separate revaluation postings are created for each currency in which transactions have been made For customer and supplier revaluation the revaluation is entered in separate accounts and automatically reversed in the next period Financials also lets you simulate what if revaluation scenarios For more information on multiple currencies and exchange rates see Chapter 4 Setting Up Multiple Currencies on page 115 General Ledger QAD Financials uses standard industry recognized components to implement your chart of acc
365. is is an active record The effect of this field is described in Active and Inactive Records on page 73 Setting Up Business Relations 401 Purchase Type Use the Purchase Type activities 28 20 3 to create view modify and delete codes for grouping supplier invoices for reporting letting you track your cash expenditures for different types of expenses For example use EX for miscellaneous expenses and PO for purchases of raw materials or components You must use at least three purchase codes for Rents Royalties and Non Employee Compensation if you are submitting 1099 tax reports Each of these categories is summarized into a different box on the 1099 report Fig 6 49 idis Purchase Type Purchase Type Tpos GoTo Attah id h J i2 X Create Purchase Type Create Bd Purchase Type Description g Active v Field Descriptions Purchase Type Enter a code maximum four characters that identifies a purchase type Description Enter a brief description maximum 40 characters of the purchase type You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Active Indicate if this is an active record The effect of this field is described in Active and Inactive Records on page 73 FAQAD 402 User Guide QAD Financials A Fig 6 50 Supplier Payment Group Create FAQAD Payment Group You use payment groups to link mul
366. isplay Mode in Security Control 36 3 24 Primary Entity Select the entity that should be considered primary in this domain The primary entity has these functions Itis the default entity for each new site created in the domain Itis the default entity when users log in to the character user interface When site connection records are created they are always associated with the primary entity of the target domain You cannot confirm the domain until an entity has been specified The first entity can be created from within an unconfirmed domain See Financial Structure Process Map on page 79 Active Indicate whether this primary domain is currently active Yes the default This domain can be referenced in other system functions No This domain is not active in the current database Note Unless you have purchased the Shared Services Domain module the system lets you have only one active domain If you attempt to activate a domain when your database already has an active domain an error message displays QAD 94 User Guide QAD Financials A FAQAD When new sites are created in Site Maintenance 1 1 13 a site connection record is created in active domains only See Active and Inactive Domains on page 90 for more details The system performs the following validations related to this field You cannot change the Active setting of your current domain Switch to another domain from there you can
367. isplay protocol essentially a combination of a code page and collation table The QAD Unicode database uses the UTF 8 code page which includes all characters from all languages the collation table sets the sort order for those characters for display or reporting See User Guide QAD System Administration for further information on Unicode and the UTF 8 code page Multiple Languages Multi language capabilities are used in two areas Screens and screen elements such as labels and messages are displayed in multiple languages e Data is stored and displayed in multiple languages Each QAD Financials user is assigned a language and based on this language setting the system displays screen labels menus messages and help in the appropriate language See User Guide QAD System Administration for further information on multiple languages Introduction to QAD Financials 29 Alternate Chart of Accounts COA In some countries the legal COA can be different from the operational COA for business or legal reasons A company that is part of a larger organization may be required to define an alternate COA according to local GAAP and then report to their head office using the operational COA An alternate chart of accounts is a secondary grouping of accounts that is generally used for statutory reporting The Alternate COA function provides the ability to generate reports using alternate COAs in addition to a company s operational
368. iver Matching Create X Expand Button GoTo Actions 3 Tools 9 Attach Prints Preview Attachments Matching Data Date 03 04 2008 Yeavpa 2008 e 03 amp Daybook OADCIREC e 000000000 Invoice 0 0000000 amp Reference Supplier Registration 0000000000 ivoa Salus CL _ Be Spa Finished gt Expan d Search for Pending Invoices button 9 Clicking the button expands the contracted frame as shown in Figure 2 20 Other screen areas are hidden and shown using the contract button FAQAD 52 User Guide QAD Financials A Fig 2 20 Contract Button FAQAD Registration ooonooougg Invoice Status a Number l 0000000000 Code LLL e Status Finished X Search for Pending Invoices Purchase Order Receipt Purchase Order Shipper Logistic Charge Order t Transaction Date E X To L D b55 po External Reference To Internal Reference To Ship To P To Item Number To Buyer Approved By Auto Select Recalculate Tax Rates 4 m Contract Matching Overview button lt lt lt To Match 000 Matched 0 00 Difference Saving Records When you have entered all the data necessary for the screen click Save or Save and Create Note Save and Create is available only when you are creating a new record from selected screens when available it lets you save the current record and then clears all fields so you can create a
369. l currencies are predefined in the system using three character ISO codes The currency description can be specified in all languages and can be up to 24 characters in length Assign an inactive status to a currency that is no longer in use which ensures that it cannot then be associated with any other records Currency amounts are rounded based on the associated rounding method The display of the decimal point is based on settings associated with country codes in the 1ocale dat file For customer facing records such as invoices the system uses the country code of the customer to retrieve the relevant decimal point indicator from 1ocale dat For supplier facing records such as purchase orders the system uses the country code of the supplier to retrieve the relevant decimal point indicator from 1ocale dat Setting Up Multiple Currencies 123 e In certain operational functions the display of currency amounts is formatted based on the country of the intended recipient for example the customer country code supplier country code or user country code See Currency Display on page 137 for more information The locale dat file is described in your QAD application installation guide Once defined a currency code cannot be deleted or deactivated if It is specified as the base currency for the current domain t is referenced in a current or future exchange rate relationship Each transaction can have base transaction
370. ld blank The system supplies the IDs when you import the data Fig 2 38 E3 Microsoft Excel customers xls Shared Blank E HU file Edit View Insert Format Tools Data Window Help Exported or Maintenance Daee 0 P Arial 10 B ZU D5 z f A B C Creditor ID Active Supplier Tax Nature Tax Level E tCreditor Creditor ID tCreditor CreditorisActive tCreditor CreditorCode tCreditor VatDeliveryType tCreditor VatPercentageLevel t Co M 4 gt nNSheetl Sheet2 Sheet3 Ready 4 Save your spreadsheet and import the data into the application as described in Import Modified Data from Excel on page 72 Active and Inactive Records Most records that are set up as part of the base financial data can be marked as active or inactive When a record is active it can be referenced from other maintenance functions For example only an active currency code can be associated with a new customer record FAQAD 74 User Guide QAD Financials A Fig 2 39 Help Menu FAQAD When a record is inactive it cannot be referenced when a new record is created in other functions It is not included in lookups of valid values However marking a record as inactive does not prevent you from continuing to use existing records that reference the inactive value This means that based on the same currency or customer example you cannot create another customer referencing the inactive currency but you can continue to use the
371. lds provided Click Save The end user address is saved in the business relation for the customer Setting a Ship To Address as an End User 1 2 3 4 Specify the customer code Leave End User Code blank Clear the Link to Customer and Link to End User Address fields Select the Link to Ship To Address field A lookup for existing ship tos is enabled beside the Link to Ship To Address field Enter or select the ship to All address details come from the selected ship to address The ship to code displays in the End User Code field and the address details of the headoffice of the customer s business relation display in the Address Information area The address cannot be modified tax and contact details can be viewed by clicking the View button Click Save Setting an Existing Address as an End User 1 2 Specify the customer code Specify the end user code or leave blank for a system supplied number Clear the Link to Customer and Link to Ship To Address fields Select the Link to End User Address field Click the End User Address button This displays all end user addresses for the business relation associated with the customer code Select the address you want to use Setting Up Business Relations 397 Note A business relation end user address can be linked to only one end user address for the same customer 7 Click Maintain to update address details if necessary 8 Click Save Deleting an End U
372. lidation x Mass Layer Transfer Tools GoTo Attach ii El Transient Layer Code TRANSIENT Layer Daybook Code Tran001 Year GL Period From 2007 05 Year GL Period To 2007 06 Posting Date From bad Posting Date To m Description Target Daybook Code W D o Tagetlsyer Code OFFICIAL Add Select Voucher Description 4 Target Daybook Code Year GLPeriod l Daybook Code 4 Layer Code Mi v 1 000000005 JL 2007 06 TranOO1 TRANSIENTLaye J1 l Field Descriptions Transient Layer Code Specify the layer code that identifies the transient layer to transfer postings from Daybook Code Specify the daybook in the transient layer from which to transfer postings Year GL Period From Specify the GL calendar year and the first GL period from which postings are to be transferred This field is mandatory General Ledger Transactions 497 Year GL Period To Specify the GL calendar year and the last GL period from which postings are to be transferred This field is mandatory Posting Date From Specify the first date in a range to search for postings to transfer Posting Date To Specify the last posting date in the range to search for postings to transfer Description Enter a brief description maximum 40 characters of the postings to be transferred Target Daybook Code Select the daybook to which to transfer the postings
373. lized Exchange Gain Yes No No No Unrealized Exchange Loss Yes No No No Creating GL Accounts Use the GL Account activities 25 3 13 to create view modify and delete GL accounts You can also use Excel integration 25 3 13 5 to import account information from an Excel spreadsheet See Integrating with Microsoft Excel on page 66 for details on setting up Excel integration Figure 5 4 shows the process map for setting up GL accounts FAQAD Setting Up General Ledger 151 Fig 5 4 Set Up GL Account Process Map You can modify the following attributes of an existing GL account if it has not been used in posting Tab Field Posting Currency Analysis Report Link Banking and Defaults GL Description Budget Group Balance PL Automatic Manual Category TC Revaluation in BC TC Revaluation in SC TC Revaluation Rate SC Revaluation Rate Exchange Method Exchange Rate Type Analysis Type All fields FAQAD 152 User Guide QAD Financials A Fig 5 5 GL Account Create AQAD If the account is not a standard account you cannot modify the Balance PL field with the exception of tax accounts In addition restrictions exist regarding the Analysis Type See Supplementary Analysis Fields on page 220 You cannot delete a GL account if it is referred to by another system element G Act Jose Golos P ath wi s5 3x GL Account Create Field Descriptions Acc
374. ll open item adjustments are recorded in the official layer Figure 7 22 shows the process map for open item adjustment activities Fig 7 22 Open Item Adjustment Process Map You can link invoices to credit notes using Customer Invoice Create 27 1 1 1 and Supplier Invoice Create 28 1 1 1 FAQAD General Ledger Transactions 461 Customer Payment Selection Create 27 6 4 6 and Supplier Payment Selection Create 28 9 4 1 Use open item adjustment if you have not linked and reduced or netted invoices and credit notes using the above options Open item adjustment also lets you adjust supplier or customer balances without linking an outstanding payment for example to resolve unallocated cash payments You can make customer and supplier adjustments in the same adjustment transaction When the invoice or credit note is paid or when a prepayment is allocated the open item is closed If the Customer Supplier Compensation Allowed check box is selected in the business relation customer and supplier open items belonging to the same business relation can be adjusted directly against each other See Creating Business Relations on page 323 Often organizations are billed for services they have not yet benefitted from for example rent is often paid in advance You can use Open Item Adjustment to record prepayments for revenue received or expenses paid in advance You can also create adjustments for prepayment open items cre
375. lowing example uses alternate COA cross references to illustrate how the system searches for and uses cross reference mappings and how it treats blank mappings Example A user defines the following COA cross references GL Account Sub Account Cost Center Project Alternate Account Exotaple Che 1000 10 0100 ACA SENS 1000 AC 5 1000 10 White AC 3 1000 10 0100 White AC 1 1000 10 AC 4 The user then runs the Account Transaction Journal report and specifies the cross reference code for the mappings created in Table 5 10 At run time the system searches mappings in the order specified in Search Order for COA Cross Reference Mappings on page 198 The mappings listed in Table 5 10 are searched in following order Table 5 11 GL Account Sub Account Cost Center Project Search Order 1000 10 0100 White 1000 10 0100 1000 10 White 1000 10 1000 For the postings listed in Table 5 12 the mapping search result is FAQAD 200 User Guide QAD Financials A Table 5 12 Mapping Search Result FAQAD Postings Cost GL Account Sub Account Center Project Mapping Search Result 1 1000 10 0100 White AC 1 2 1000 10 White AC 3 3 1000 10 119 AC 4 4 1000 10 0100 AC 2 5 1000 10 AC 4 6 1000 AC 5 7 1000 20 0200 119 AC 5 8 1000 10 0200 White AC 3 COA Cross Reference Excel Integration You can use COA Cross R
376. lysis type is Project Cost Center or SAF select a default SAF structure code for transactions on this account This field is required when analysis type is SAF When Analysis Type is cost center or project it is also required if any cost centers or projects have the field Retrieve Structure from GL Account selected Sub Account Select to indicate that this account uses sub account analysis Enter the default sub account profile in the next field Default Sub Account Enabled when you select the Sub Account field You must select a default sub account profile if the account is set to post transactions automatically GL Analysis Set On Date This field displays the date on which analysis was activated for the account This field is unavailable if analysis is not activated for the account GL Analysis Set On By This field displays the user who activated analysis for the account This field is unavailable if analysis is not activated for the account GL Sub Account Set On Date This field displays the date on which sub account analysis was activated for the account This field is unavailable if sub account analysis is not activated for the account QAD 162 User Guide QAD Financials A Fig 5 9 GL Account Report Link Tab AQAD GL Sub Account Set On By This field displays the user who activated sub account analysis for the account This field is unavailable if sub account analysis is not activated for the account Report L
377. m the headoffice address type of the business relation including the value for name After you have created an employee you cannot modify the associated business relation Active Indicate if this 1s an active record The effect of this field is described in Active and Inactive Records on page 73 Setting Up Business Relations 417 External Employee Select this field if the employee is a contractor or not employed directly by your organization Supplier Code Specify a supplier code to associate with this employee for the payment of expense claims Registration Currency Specify the currency that should be used when expenses for this employee are paid This field is available only when a supplier code is specified Start Date Specify the date this employee was hired This field is for reference and filtering report data End Date Specify the date when this employee terminated employment at your company This field is for reference and filtering report data Generally when you enter an end date you should also clear the Active field to indicate that this employee is no longer active User Indicate if this employee is also defined as a valid user in User Maintenance 36 3 1 Login If this employee is also a user enter the associated login ID specified in User Maintenance This field is available only when the User field is selected Job Title Enter an optional job title for this employee This field is for referen
378. made for any entity in the domain Shared Set Type The system displays a read only list of default shared set types required for each entity Operational Tab Use the Operational tab to specify values for use with operational functions General Shared Sets Operational Cross Company Propath lt 3 Domain Code Page 1S08859 1 Field Descriptions Propath Enter a comma separated list of directories in addition to those defined at login that the system should use for this domain The system validates that the entry does not exceed 1950 characters the maximum size of the database field and that all elements represent valid directories Note You cannot change this field in the domain that is part of your current workspace in this case the Propath field is disabled If necessary change your current workspace Setting Up Financial Foundations 99 See User Guide QAD System Administration for more details about the propath Domain Code Page Specify the code page that a character client must use to access the domain See Domain Code Page on page 91 for details The character client must use a code page that is compatible with that of the domain Access to the domain from a client session with an incompatible code page is blocked because it may distort the character display and possibly cause data corruption If the code page of the domain is UTF 8 enter a non Unicode code page you want to use with the c
379. main Accounts Page 4 of 4 Setting Up Allocations The system supports two types of allocations Operational allocation codes are used in operational transactions such as sales and purchasing More complex allocations can be set up for use in general ledger transactions within financial modules Figure 5 80 shows the process map for allocation setup Set Up Allocations Allocations EF Set Up Set Up Operational Financial Allocations Allocations Operational Allocation Codes Fig 5 80 Set Up Allocations Process Map To simplify data entry in operational transactions use Operational Allocation Code Maintenance 25 3 23 to define codes that percentages of expenses to different accounts sub accounts allocate fixed cost centers FAQAD 294 User Guide QAD Financials A Fig 5 81 Operational Allocation Code Maintenance 25 3 23 AQAD and projects You can specify an allocation code anywhere you enter an account in operational transactions such as sales orders and purchase orders Transactions involving an amount allocated among several accounts can reference an allocation code rather than individual accounts sub accounts cost centers and projects Transaction amounts are distributed automatically to allocation accounts when transactions are posted You can define nested allocation codes so that one allocation code references another When the system calculates amounts it explo
380. main and that can only be accessed from within that domain Entity specific data belongs to a particular entity within a particular domain and includes employees bank account numbers period closing status and accounting transactions general ledger and subledger transactions and balances In Financials the transaction numbering is per entity There are exceptions where entities can share numbering for example additional GL numbering See Additional GL Numbering Tab on page 111 Some data can be shared among two or more domains All the entities within a domain must use the same shared data but entities in other domains can use this data as well The data types included in shared sets are GL account components accounts sub accounts cost centers and projects customers suppliers daybook codes and exchange rates Profiles link specific data items in shared sets to other elements within domains FAQAD 82 User Guide QAD Financials A AQAD Generalized Codes Example When you install a new QAD database a number of system and reference fields accept any kind of data as long as it does not exceed the field length You can customize the user interface by adding generalized codes and lookups Generalized codes are domain specific Since domains can represent businesses in diverse geographical and political locations these codes may vary widely For example sales distribution channels and buyer planner code
381. maintenance screen to select a related report Multiple Report Output Report output is first shown in a viewer where powerful functionality is available for navigating and searching through the data In addition to sending reports to a printer data can be exported in many standard formats such as PDF XLS and DOC Multiple Currencies Most reports have a Reporting Currency option which lets you print the amounts in any currency The system translates the base currency amounts automatically to the specified currency using the latest spot rate If you select the statutory currency as the reporting currency the base currency values are translated to the statutory currency using the statutory exchange rate that was valid on the transaction date Many reports also contain the original transaction currency amounts for example the foreign currency amounts for customer and supplier transactions FAQAD 24 User Guide QAD Financials A AQAD Usability Default settings are provided for each report These can be adapted based on your company standard to better support your best practices Filter settings and layout can be given a name and stored as a report variant for private use or to be shared amongst users or groups of users roles Ease of Customization Reports can be customized to optimally support your company processes and best practices You can e Add or remove report filter criteria assign default values and save cust
382. map for posting template activities General Ledger Transactions 471 Fig 7 31 Posting Templates Process Map Posting templates retain the following transaction details GL account including the associated sub account cost center project or SAF details Description Currency Debit amount Credit amount The account details are loaded into the posting grid when you select the template You need change only the monetary amount and the reference each time you reuse the template or maintain and use the same values You can save the transaction or edit the details as required Creating a Posting Template Create posting templates from existing journal entry posting lines by selecting the Save as Template option on the Journal Entry screen entering a code that identifies the template and clicking Save If you use a daybook linked to a transient layer you can review the template details before posting the transactions to the official layer When you have verified the template you can then change the daybook type to official FAQAD 472 User Guide QAD Financials A Fig 7 32 Saving a Journal x Entry asa Posting Journal Entry gt Tool GoTo Attach i O 5 amp X El El E a El Template Yea 2007 06 Posting Date 06 19 2007 Daybook Code QADJE 000000010 Layer Type OFFICIAL Save As Template E Template Code TemplGLOT Replacement E sting Sequence Numbe 000000000 Reversa E GL Acc
383. mber Create See Autonumbering Sequences on page 322 Name Specify the full name maximum 36 characters of the business relation This field sets the default name for linked addresses such as customers and suppliers Name defaults from the Business Relation field Search Name Specify an alternate name maximum 28 characters for finding the business relation This can be useful for sorting and filtering Search Name defaults from the Business Relation field Second Name Optionally enter an extended name maximum 36 characters when the Name field is not large enough to contain all information FAQAD Setting Up Business Relations 325 Third Name If needed enter a third name required for some regional reports Group Name Specify a corporate group to associate with the business relation for reporting Click the Go To button to create a corporate group See Corporate Group on page 319 Active Indicate if this is an active record The effect of this field is described in Active and Inactive Records on page 73 Address Information Tab A business relation must have a single address of the headoffice type To add an address right click in the Address Information tab and choose Insert a New Row The Business Relation Address Information screen displays Business Relation Create Address Info Business Relation Create Address Info SportsWorld International Sports world Internation
384. mber of days If such an invoice is found additional credit is refused regardless of the size of the invoice Credit Rating Enter an optional code rating the customer s creditworthiness Set up codes in Customer Credit Rating Create 27 20 5 Credit rating is for reference only It displays on the Customer Credit View and can help you evaluate customer credit issues Credit Agency Reference If relevant enter the credit agency reference number assigned to this customer This field is for reference only It displays on the Customer Activity Dashboard to help you investigate customer credit issues If your company does not use reference numbers as tracking identifiers record any other company identifier you use for credit investigations Setting Up Business Relations 381 One common credit agency is Dun amp Bradstreet a provider of business to business credit and business related information for both publicly and privately held companies The D amp B number is a distinctive nine digit number used as an identifier in electronic data interchange EDI and global electronic commerce transactions Customers doing business with your company using EDI can submit their D amp B number as part of the registration and transaction processes This number eliminates errors in electronic transactions and serves as a consistent trading partner identifier in business transactions Credit Hold on Overrun Select this field and the system puts t
385. mer Using Another Customer or End User Address as the Ship To You can use the Link to Another Customer and Link to End User Address check boxes to associate another customer or an end user of the current customer as the ship to This works the same for both fields linking to a customer is described here Address details from the headoffice of the business relation associated with the customer or end user are referenced 1 Specify the customer code 2 Leave the Ship To Code field blank 3 Select the Link to Another Customer field This enables the field to the right of the check box Customer Ship To Create Customer Code 520462 AJ Link To Another Customer v ia 4 Click the lookup button in the newly enabled field and select the customer address you want to use FAQAD 390 User Guide QAD Financials A Fig 6 43 Ship To Using Another Customer FAQAD The customer code displays in the Ship To Code field and the address details of the headoffice of the customer s business relation display in the Address Information area The address cannot be modified tax and contact details can be viewed by clicking the View button Customer Ship To Create Customer Ship To Toos GoTo Attach d zh 3 3 X Customer Ship To Create Customer Code 52046 C2 ZA Link To Another Customer V 520468 zl Address Information 520464 r HESDGEEIGES r 520468 10000 Third Street
386. mmediately in the income statement as well as in the balance sheet This lets you analyze purchases and inventory movement in the GL in internal management reports You can apply mirror accounting to inventory control transactions only such as PO Receipts WO receipts inventory movements and SO shipments Figure 7 61 shows the process map for mirror accounting Mirror Accounting Mirror accounting links a set of source balance sheet accounts to a set of mirror income statement accounts When an inventory transaction is posted that updates the source accounts the system generates a mirror posting that updates the mirror accounts simultaneously Account Debit Credit Source 1 GL1 100 Mirror 1 GL 3 100 Source 2 GL2 100 Mirror 2 GL4 100 Mirroring adds two posting lines to the original transaction which update the mirror accounts you defined You can select the following types of source account Standard account Cross Company Control account Inventory Control account General Ledger Transactions 509 System accounts of type Purchase Order Receipts and Unmatched Invoices All mirror accounts must be standard GL accounts When your source account is a cross company account the cross company mirror transactions are posted as usual across the entities Inventory transactions normally use operational daybooks in the official layer only When mirror accounting is enabled you can choose to post
387. mpany Base Currency uso o Language Code P Statutory Currency MXN gt Type Statutory Currency Enabled COA Mask COA Element without Mask Sub Account Mask y No Posting Restrictions Cost Center Mask v Exclude From Posting X Project Mask v Exclude From Posting X Field Descriptions Header Domain Enter a code maximum eight characters identifying a specific domain Codes are restricted to the characters A Z a z and 0 9 A primary domain code must be unique within a database and across connected databases Note QADRSRvV is a reserved name and cannot be used Setting Up Financial Foundations 93 Name Enter a descriptive name to associate with this domain maximum 28 characters This name must be unique within a database and across connected databases The name displays in the workspace identifier in the NET UI in the lookup associated with Domain fields and on various reports and inquiries as space permits In the NET UI the full domain and entity context for the current workspace displays in the NET UI title bar in this format Domain Code Domain Name Currency Entity Code Entity Description Number of open forms Search Name Enter a brief name maximum 14 characters to associate with this domain This name must be unique within a database and across connected databases The domain search name displays in the program title bar in the character interface based on the setting of Header D
388. must also be within a valid GL period Transactions must also be balanced with debits equaling credits Otherwise an error message displays and the transaction is not posted The concept of statutory currency does not exist in the operational modules Therefore when operational transactions are fed to Financials using Operational Transactions Post and Invoice Print and Post the resulting GL transactions are updated with the corresponding statutory currency amounts If the transaction currency is not available then the system converts the base currency amount to statutory currency using the statutory exchange rate type Note If the criteria ranges select multiple transactions only those with one or more posting lines that contain invalid account information fail the posting process Transactions with valid values on all lines are posted Both numeric identifiers generated during the creation process are retained as part of the history record GL reporting functions display both numbers The Reference ID field on GL reports lists both the operational reference number and GL reference General ledger operational transaction reports views and browses list the following details for operational transactions Reference ID Transaction Type QAD 428 User Guide QAD Financials A FAQAD Doc Type Address These fields can be filtered when generating reports Split Data If allocation codes have been set up to split specifi
389. n on page 54 Lock Payment Select this field to prevent supplier invoices with this invoice status from being included in payment selections Invoice Approved Select this field if supplier invoices with this status can be approved for payment This field must be selected in order to complete the Supplier Invoice Approve activity Allocation Status Choose the allocation status for supplier invoices with this invoice status This status controls how the system manages posting of GL transactions related to the invoice Posting of a supplier invoice always has two steps FAQAD Setting Up Business Relations 341 Posting to the temporary Unmatched Supplier Invoices account Posting from the Unmatched Supplier Invoices account to the correct cost account How these steps occur is determined by the status code Possible status values are No Allocation The invoice is posted to the Unmatched Supplier Invoices account posting to the cost account must occur later as a separate step Allocation Two postings are created the first to the Unmatched Supplier Invoices account and then immediately to the cost account in the official layer Transient Allocation Two postings are created the first to the Unmatched Supplier Invoices account and then immediately to the cost account in the transient layer Any This option lets you choose either Allocation or Transient Allocation as long as you have the appropriate daybook specified A
390. n this field is read only Active Indicate if this is an active sub account The effect of this field is described in Active and Inactive Records on page 73 Cost Centers Use the Cost Center activities 25 3 20 to create cost centers for providing an additional reporting level for the GL account and sub account Typically a cost center can be a department or profit center within the entity for which you want to generate separate reports You can associate a range of different accounts and sub accounts with a cost center and also associate a number of cost centers with a single account You can further analyze a cost center by including it within a budget group QAD 170 User Guide QAD Financials A Fig 5 14 Cost Center Create R Cost Center Create GoTo Actions 3 Tools Attach Print Preview Attachments Cost Center Dep Description Department Active v Cost Center Administrator e atrii SAF Structure Budget Group 00 Aee SAF StuctueCoee A Cost Center Mask Code Pje SAF Defaults SAF Concept Code uds SAF Code 4 Field Descriptions Cost Center Enter a code maximum four characters that identifies the cost center Description Enter a brief description maximum 24 characters of the cost center You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Active Indicate if this is
391. n Active and Inactive Records on page 73 Daybook Set Type Select the relevant field to indicate whether the daybook set is specific to AR or AP Note You cannot change the daybook set type if the daybook set has been used and invoices or credit notes have been created Invoice Daybook Enter the daybook the system uses for generating invoice numbers If you select AR the invoices daybook must have a daybook type of Customer Invoices If you select AP the invoices daybook must have a daybook type of Supplier Invoices Credit Note Daybook Enter the daybook the system uses for generating credit note numbers This must be an active daybook defined in Daybook Create For AR daybooks the Daybook Type value depends on the settings of Use Correction Invoices in Sales Order Accounting Control and GL Correction in GL Correction Control When Use Correction Invoices is No and GL Corrections is Yes the system does not use this daybook during processing However to validate correctly the specified daybook must be of type Customer Invoice Corrections If you select AP the credit note daybook must have a daybook type of Supplier Credit Notes Intercompany Daybook Enter the daybook the system uses for managing transactions that involve multiple entities This must be an active daybook defined in Daybook Create with a daybook type of Journal Entries Note This field is only available for AR daybook sets Correction Invoices Negative
392. n addition to paper documents an external daybook must be defined External daybook transactions have a daybook type of Journal Entries For external daybooks sequence numbers are generated by the external transaction However Record Number Maintain 36 16 21 still generates a number series which is unused The system also validates duplicates when numbers are passed from an external application Record Number Maintain is used if a number is not passed from the external system Modifying Reporting Daybooks Reporting Daybook Modify 25 13 1 15 lets you change the reporting daybook code on financial transactions created using customer and supplier invoice and payment functions Banking Entry Create 31 1 1 Open Item Adjustment Create 25 13 5 Petty Cash Create and Invoice Post and Print 7 13 4 For invoice type transactions the reporting daybook normally matches the posting daybook However if a transaction was posted using an incorrect daybook you can use Reporting Daybook Modify to modify the reporting daybook to ensure that the transaction is reported on correctly You can also use Reporting Daybook Excel Integration 25 13 1 16 to update the reporting daybook After using Reporting Daybook Modify you can use the Reporting Daybook Exception report 25 8 13 to identify transactions for which the reporting daybook has been modified FAQAD 274 User Guide QAD Financials A Fig 5 71 Reporting Daybook Browse for Mo
393. n Excel Most business components contain sublevel information For example the business relation can contain separate address rows for head office delivery invoice reminder and remittance and can also contain contact details When you export to Excel the main business component data and its sublevel data are grouped together in a hierarchy with each main business component row followed by sublevel rows If you sort the data in Excel the sublevel rows are rearranged throughout the spreadsheet and the hierarchical relationship is lost This creates a conflict and prevents you from importing the saved data FAQAD 72 User Guide QAD Financials A AQAD Ensure that your column widths are set to Autofit before saving If the column width is too narrow and the data is not readable the data does not import correctly The spreadsheet you create has the Shared attribute which allows other network users to modify the data Be aware of mandatory fields while you are modifying data For example you must specify a bank number currency and banking profile when you create a GL bank account If you do not enter valid information for these fields while creating a new GL bank account in the spreadsheet an error occurs after import when you try to save the data Import Modified Data from Excel When you have completed the modifications 1 Save the changes to your Excel spreadsheet 2 Switch back to your QAD application 3 Righ
394. n lets you derive new exchange rates for currency pairings using the exchange rates between the base currency of the current entity and the base currencies of other entities in the same shared set See Derived Exchange Rates on page 132 Exchange rate differences are automatically calculated during revaluation and the analysis of realized currency exchange differences is also supported Monetary assets and liability accounts defined in foreign currency can be revalued at the current rate fixed rate historical rate statutory rate or any predefined rate Individual customer and supplier accounts maintain the historical rate See Creating GL Accounts on page 150 for information on setting exchange methods for revaluation For customer and supplier revaluation the revaluation is entered in separate accounts and automatically reversed in the next period This step is done because the revaluation does not change the value of the open item so that the system can differentiate realized and unrealized currency differences The system also lets you simulate what if scenarios You can separately revaluate the accounts against base currency and statutory currency and you can use different revaluation rates for each of the currencies See Revaluation on page 445 for more information Realized exchange differences are automatically calculated and posted when invoices in foreign currency are paid in banking entry or when the status of
395. n you create a new domain associated with the current database default data is copied from the system domain Since the system domain is a template you may want to add data to it or tailor defaults before creating new domains based on it In a new database the system domain is created as unconfirmed so you can modify data such as the base currency or shared sets Note This default data is not added to connection records see the following section which reference another database that contains the actual data associated with a domain Typically the system domain is not used for maintaining active transactions You can prevent users from updating it by setting Active to No in Domain Modify and by restricting access to it in User Domain Entity Access You must set Active to No if you do not have the Shared Services Domain module which supports multiple active domains in a database Active and Inactive Domains To ensure data integrity you cannot delete a domain Instead set the Active field to No This prevents users from specifying this domain at login or switching to it later Note Unless you have a license for Shared Services Domain there can be only one active domain at a time In a multiple database environment you can change the active status of domains in the current database only and then only when all other databases are active and connected The system modifies the Active field Setting Up Financial Foundations 91
396. nables the organization to comply with Sarbanes Oxley and International Financial Reporting Standards IFRS The term financials is used to refer to those modules programs and functions that deal with financial accounting and reporting The term operational is used to refer to the other types of activities that take place in QAD applications such as sales orders purchasing inventory transactions and manufacturing activity Introduction to QAD Financials 7 User Interface Features Financial functions operate seamlessly within the NET User Interface and provide the same basic features as other QAD application functions However some additional extended features are available in the component based functions that distinguish them from standard QAD application programs Workflow Workflow is a built in automated approval process that can be applied to any record or document created in the system It uses an Inbox feature and e mail to notify users of actions they must take For more information see Workflow on page 40 Customization Built in customization tools enable customization of the interface to specific organizational and user requirements You can also use user defined fields for capturing information The system automatically includes these fields in browses For more information on customization see Design Mode on page 943 You can also define user defined business components to customize both the user interface and
397. nactive Records on page 73 Corporate Group Use the Corporate Group activities 36 1 4 2 to create view and modify corporate groups You can also delete a record that is not referred to in the system A corporate group is a logical grouping of business relations used for reporting Fig 6 7 a Lomeral Cr Corporate Group Toolsv GoTo Attach id z4 1 7 i X ae Corporate Group Create Group Name Inventory Suppliers Description Suppliers of Inventory terns gF Active Iv Field Descriptions Group Name Specify a code maximum 20 characters that identifies a corporate group This field is mandatory the code cannot be blank Description Enter a brief description maximum 40 characters of the corporate groups This field is mandatory the description cannot be blank You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Active Indicate if this 1s an active record The effect of this field is described in Active and Inactive Records on page 73 FAQAD 320 User Guide QAD Financials A Table 6 2 System Address Types FAQAD Address Type Each business relation can have multiple associated addresses identified by an address type Some types are predefined and supplied with the system The predefined types affect business processing related to addresses You can also define your own address types Any new address
398. nate COA structure based on an existing structure or define a structure using Excel and load it using Alternate FAQAD Setting Up General Ledger 187 COA Excel Integration 25 3 21 6 See Copying an Alternate COA Structure on page 189 and Alternate COA Excel Integration on page 190 for more information The alternate COA structures you create are maintained at system level When you have defined an alternate COA structure you must then map it to the operational COA using COA Cross Reference Create 25 3 14 1 You can only create COA cross references to GL accounts for the lowest level alternate COA accounts that is alternate accounts that have no child records A lowest level alternate account can be mapped to a combination of GL account sub account cost center and project where any of the sub account cost center or project values can be blank You can also create an alternate COA cross reference to GL combinations from within Alternate COA Structure Create After you define an alternate COA structure click on the Create COA Cross Reference button The alternate COA structure is saved and COA Cross Reference Create 25 3 14 1 opens The alternate COA structure accounts default to the grid in COA Cross Reference Create where you can map them to the relevant operational COA elements See COA Cross References on page 190 for more information Alternate COA Structure Create GoTo Actions Tools 7 Attach
399. nces are calculated and the target layer where the revaluation is be posted when you run Revaluation Post The Revaluation Scope settings let you identify specific types of accounts for which to run the revaluation process for example customer or supplier payment or control accounts or balance sheet accounts The account types you select are displayed in the Revaluation Area column of the simulation grid when you click Apply to begin the simulation The simulation results are displayed in a hierarchical grid You can drill down for more detail on individual items The results are grouped by revaluation area and by transaction currency or by transaction currency sub account combination if you defined sub account analysis for the system accounts The results display the following information The original debit and credit amounts in TC BC and SC The revaluated debit and credit amounts in TC BC and SC The revaluation differences to be posted Analytical information if you defined analysis on the accounts When you have completed the fields click Save to save the revaluation General Ledger Transactions 457 Fig 7 19 Revaluation Simulate x Revaluation GoTo Actions 48 Tools f Attach D Print A Preview Simulate Attachments amp Revaluation a GL Cal Year 20097 07 Rev Date 07 31 2008 Supplier Open Items y 000000003 Badas Cd Supper Payments v j BFFICIALLayer Target L
400. ncies Posting Currency Analysis Report Link Defaults Base Currency Only Currency Code TC Revaluation in BC None X TC Revaluation in SC None X Consolidation Method Current Exchange Rate e Setting Up General Ledger 157 Field Descriptions Base Currency Only Select to ensure that postings are performed in the base currency only When selected you cannot specify a currency code in the next field Note For most accounts this field is cleared For accounts where transactions are enacted in a number of currencies separate balances are maintained for each currency against the account Currency Code Select a unique currency for the account You typically enter a currency for accounts that use only a specific currency such as bank and cash accounts or customer and supplier control accounts Postings for the account use this currency only If you do not specify a currency postings can use any of the currencies configured for the entity This field is disabled when you select the Base Currency Only option TC Revaluation in BC Select a transaction currency revaluation method from the following options None No revaluation is performed on transactions Accounting Rate The accounting exchange rate for that date is used this is the most common option Revaluation Rate You can use a separate rate For example in certain countries the government sets the rate that must be used for revaluation and this is separ
401. ncy Code EUR Exchange Rate 1 4000000000 To enter the exchange rate with the From Currency as EUR and To Currency as GBP you specify From Currency Code EUR QAD 128 User Guide QAD Financials A Fig 4 5 Exchange Rate Create FAQAD To Currency Code GBP Exchange Rate 0 7142857143 Note You can create an exchange rate in only a single direction you cannot create both an exchange rate and a reciprocal rate Exchange rates can have both a start date and an end date An exchange rate between two currencies is superseded by an exchange rate of the same type between the same two currencies with a later start date Exchange rates can also have a scaling factor Use scaling factors for currencies that have a very small value relative to other currencies The actual exchange rate used is the product of the entered exchange rate and the scaling factor The scaling factor can have up to seven decimal places Example If 1 pound sterling is equivalent to 250 000 units of Turkish lire the exchange rate could be expressed as follows From Currency Code TRL To Currency Code GBP Exchange Rate 4 0000000000 Scaling Factor 0 0000010 This means that an invoice for 1 000 000 TRL is equal to 4 GBP Exchange Rate Create W GoTo Actions 3 Tools Attach E Print S Preview Attachments From Currency Code CND Pje To Currency Code EUR j Exchange Rate Type ACCOUNTING Fle Vaid Fon i aT alid To ine X
402. ncy Code i USD 4 Jr Supplier Type 10 Ar Purchase Type Field Descriptions Control GL Profile Invoice Specify a valid active GL profile of type Supplier Account that identifies the accounts payable control account for invoices This is a required field Control GL Profile Credit Note Specify a valid active GL profile of type Supplier Account that identifies the accounts payable control GL account for credit notes This is a required field Control GL Profile Prepayment Specify a valid active GL profile of type Supplier Account used to determine the accounts payable GL control account for prepayments This field is required All functions that create prepayments use the GL account linked to this profile including Banking Entry Open Item Adjustment Customer Payment Create Supplier Payment Create and Supplier Payment Selection Purchases Account GL Profile Specify valid active GL profile of type Purchases Account used to determine the account for purchases This field is required FAQAD Setting Up Business Relations 407 When an purchase order is created for this supplier for a non inventory item the default account used is determined by the Purchases Account Profile value the default cost center defined for this account and the sub account found in the Sub Account Profile Sub Account Profile Optionally specify a default sub account profile If the account specified by the Purchases GL Profile of the suppli
403. nd is stored in the input directory Optionally for outbound definitions verify the destination directory and file name counter in Transmission Group Maintenance 35 13 13 These fields define where exported files are written and which eCommerce NRM sequence is used to generate file names Note The Transmission Group name matches the Trading Partner ID and also maps to the bank format name Linking Payment Formats to Bank Accounts Use Bank Payment Format Link 25 11 2 to link payment formats to bank accounts You select the bank account by its number and only GL accounts for which you have defined the account number can be linked to a format You can link as many formats as required to the account although you normally require only one format for example check draft or electronic transfer for each customer or supplier When you select multiple formats for the account all formats are linked to the same account number When you create a payment selection the other formats defined for the account are selectable in the account number browse See Supplier Payment Selections on page 772 Once you select a format the system loads the format details into the grid as read only fields Setting Up Business Relations 361 Fig 6 28 Bank Payment Format Link Bank Payment A Format Link Own Bark Number 123407 1000 P wFome Active NertPiePimodNo Enomion Vaidaion Bank File Format ayf om AP Check m 0
404. nd last dates in the range of transaction effective dates For example if transactions are imported for the month of January the system averages the rates for January 1 and January 31 Weighted Average Exchange Rate The system determines a set value for a transaction by averaging the rates for all dates in the range of transaction effective dates For example if transactions are imported for the month of January the system adds up the rates for each date January 1 January 2 and so on and then divides by 31 User Defined Exchange Rate If you select the User Defined Rate option you must set up specific exchange rates for each subsidiary base currency for each GL account with this method and for each GL period See Revaluation on page 445 Consolidation Rate Type When you select User Defined Exchange Rate for the consolidation method specify a user defined exchange rate type for determining rates Otherwise this field is disabled Analysis Tab Use the Analysis tab to set analytical parameters for the account When you define analysis for an account you can specify the individual sources or targets such as cost centers or SAFs of transaction amounts Important After you have saved account data and used the account in postings you can add analysis but not remove it Fig 5 8 GL Account Posting Currency Analysis Report Link Banking Cash Defautts Analysis Tab Analysis Type None v Analy
405. ned and loaded Three types of payment attributes correspond to three sections of an electronic payment file Header level attributes These attributes can be used for addressing details in the payment header of the file When a format containing header attributes is used in a customer or supplier payment selection you can modify the header level attributes of the format in the Payment Selection Create screen See Supplier Payment Selections on page 772 and Customer Payment Selections on page 592 Payment level attributes These attributes are used to provide payment information for customer or supplier orders These attributes can be modified during the creation of the invoice Invoice level attributes These attributes are used to provide invoice information in the payment file These attributes can be modified during the creation of the invoice Fig 6 26 Payment Attribute S Format Name Module b Payment Ty Aclive Payment Instru Invoices per check DMTEST Accounts Receivabl Both ilv Check 0 DTAUSZ Accounts Payable Both iv Electronic Transfe 0 Attribute Name Description DataType Input Option Level Mandatory reason Reason for paymen Text Selectable Payment Vv Attribute Value Description b Defaut Type GroupCode Active 1Goods Sales of goods iv DTAUSZ 1 Vv 2Service Sales of services 5 DTAUSZ 1 Vv Attribute Name Description b DataType Input Option Level
406. nee 487 GL Allocation Batch Run 2 eee eee eee 489 Proportional Fraction Allocation Example s 49 Mass Layer Transfer 5122 ua epos ciao E Pa toa wag CIUS Kara 494 Intercompany and Cross Company Transactions 200 000 499 Intercompany Transactions seleeeeeee e 500 Cross Company Transactions 0 0 cece eee ee eee ee 501 Mirror AccoUntIng i e Gein i oe ex ee ad 508 Setting up Mirror Accounting 0 0 0 cece eee eee eee 510 Defining Source and Mirror Accounts 0000000 ee 513 Mirror Accounting Report 0 0 eee eee eee 517 Year End Transactions s s 23 4 tas kr epa dor ke olan ERG da nes 517 Set Up Year End Closing 0 0 eee eee 518 Year End Closing Checks 0 0 00 e eee e eee eee 519 Running Year End Closing esee 521 Records and Postings 0 0 cece ee eee eee ee 523 Validation Reports inse c cb REIR Ku Gr pene 525 Reviewing Posted Transactions llle 526 GL Transactions View Extended 0 0 02 e eee eee 527 Trial Balance View 0 cee eee eee eens 532 FAQAD About This 2 User Guide QAD Financials A FAQAD This guide covers the core financial modules in the QAD Enterprise Applications 2009 1 Enterprise Edition Other financial modules including Global Tax Management Intrastat Costing and Fixed Assets are described in User Guide QAD Financials B Othe
407. ner pee ead bet eee eee ML ed tex dde dr ig 140 General Ledger Flow 0 0 0 cece eee ee 142 General Ledger Components 0 00 cece eee eee 144 Setting Up the Chart of Accounts 0 0 0 0c 146 GL Accounts sce ee eee ee EIS I RUE RR S ERR E 147 SUD ACCOUR S ede de eer ed e RR ee blue eo deca ed 168 Cost Centers zi iieo copa eps tee ber bep S baie thd ghadae hates 169 PYOJECtS Per 172 GL Account Unit of Measure 0 0 eee eee eee eee 180 Alternate Chart of Accounts 0 0 cece cece cece teenies 181 Chinese Alternate COA 00 cece eee eee 184 Creating Alternate COA Groups 00 eee eee eee 185 Copying an Alternate COA Structure llle 189 Alternate COA Excel Integration 0 0 0 0 0 eee eee 190 COA Cross References 3 acsiaintawutan ods ccawsiaadan yale daw EUR GC sand 190 COA Cross Reference Types 0 0 0 0c eee 191 Grid Mapping Options 0 0 c cece 193 Creating COA Cross References 0 0 0 0 eee ee eee eee 195 Grid Fields Luce err tiem tote ws web eR 4a 196 Search Order for COA Cross Reference Mappings 198 COA Cross Reference Excel Integration 200 Copying COA Cross References 000 c eee eee eee 200 Validating Accounts 0 0 200 FAQAD Contents COA MASKS sere DRE vae betur pU ede 201 GL Implementation Considerations esee 218 Supplementary Analysis Fields
408. ng Matching Insurance 06 07 TC 450 00 USD Year 2007 OL Posting Date 01 08 2007 E Daybook Code QADCIREC 000000001 Layer Type Code OFFICIAL External E Description Insurance 06 07 ACE Ins Template Code Save as Template n GLAccount Sub Acc Code CostCe Description Cur DebtBC CredtBC Insurance 06 07 AC USD 0 00 450 00 Insurance 06 07 AC USD 450 00 0 00 Saf Concept Code Saf Code Make and Lic FISQUKN8997 oo Vehicle Type Truck Fuel Type Diesel When you post this transaction the transaction records retains the SAF information you defined and you can then use the SAF codes for filtering in reports Creating SAF Concepts Use the SAF Concept activities 25 3 7 1 to create view modify and delete SAF concepts Changing concepts has the following restrictions You cannot delete a system SAF concept You cannot delete a user defined SAF concept if it has already been used in a transaction You cannot create system concepts The only value you can modify for a system concept is the Active setting You cannot deactivate a concept if it is linked to an active SAF structure Fig 5 56 SAF Analysis in a Supplier Invoice FAQAD 232 User Guide QAD Financials A Fig 5 57 SAF Concept Create AQAD I Sar concept crente x SAF Concept Tools GoTo Attach id 4 i X SAF Concept Create Y
409. ng exchange rates already exist for an exchange rate shared set Fig 4 6 Derived Exchange Entity A USD Derived Rates for Entity A Rates Example Pose Exch Rate Shared Set SUR Ven USD EUR EUR MXN D YEN ewe Jeo emu EuR eon USD CND USD GBP GBP CDN GBP EUR Entity C GBP GBP YEN GBP MXN Entity D GBP EHE EIE Current Entity Entities A B and C are part of the same exchange rate shared set If entity is the current entity the system derives exchange rates from the euro to yen and mexican pesos MXN and from British pounds GBP to Canadian dollars CDN euro and yen This is because an exchange rate exists between US dollars and the other base currencies in the same shared set euro and GBP and between US dollars and the yen MXN and CDN However because YEN MXN and CDN are not base currencies of entities in the shared set the system cannot derive exchange rates for the value of these three currencies relative to each other FAQAD 134 User Guide QAD Financials A Fig 4 7 Exchange Rate Derive FAQAD Exchange Rate Derive bis X ExchangeRate Tools Md 4 Ed Statt Date 05 04 2007 v USD Exchange Rate Type ACCOUNTING f Derive FromCumency Code ToCurnencyCode Exchange Rate Field Descriptions Start Date Specify the start date for deri
410. ng function lets you process customer initiated payments based on line item shipper details Use self billing functions to match the customer remittances against the original invoices and create an open item for the amounts which you can then process using standard Financials payment functions See Chapter 8 Accounts Receivable on page 537 and Chapter 9 Self Billing on page 627 Accounts Payable The Accounts Payable module covers all accounting processes that relate to suppliers This module manages supplier definition and all other criteria necessary for supplier management such as credit terms aging analysis locking and payment procedures The system manages payments in the form of checks drafts promissory notes transfers electronic transfers and summary statements Electronic transfers can be automatically formatted based on bank requirements Invoice status codes let you manage the stages of invoice processing and are primarily used with suppliers Using invoice status codes you can manage the approval allocation status and payment of invoices for suppliers and identify contested invoices You approve supplier invoices and release them for payment by modifying the invoice status code applied to the invoice You can also control when and how postings occur by specifying an invoice status code with a different allocation status A flexible approval process supports simple or complex segregation of roles in th
411. nguage Translation E F ssen Purchase Purchase Purchase Purchase Purchase Purchase Purchase Purchase Purchase Purchase If you choose to use this feature you must develop your own policies to ensure that the translation of descriptions is completed for the languages that need to be supported in your organization Some financial data is also displayed and accessed in other operational functions These functions do not support multiple language dependent descriptions When only one description exists it is always used in the operational functions However when multiple translations of the descriptions exist the system attempts to use the most appropriate one To determine which language should be used the system Uses the value of System Language specified in System Maintain 36 24 3 1 for records that apply to the entire database See User Guide QAD System Administration for details User Interface 55 Uses the value of domain language for records that apply to a specific domain Note Unless you are using a Unicode database some restrictions exist on which languages can be used in a single database See the appropriate installation guide for information on the Unicode database deployment Using Browses and Search The Search options in component activities let you filter your search results in a number of ways and save customized search settings for reuse Whenever you view modify or delete a recor
412. nk account number defined for this supplier This number should match the bank account number you defined for this supplier on the supplier Banking tab Bank Number Extension Enter the bank number extension if required Credit Terms The credit terms assigned to the supplier display you can change them if required Invoice Due Date Enter the invoice due date Due date is calculated based on the credit terms Invoice Due Date Discount Enter the date when a discount is to be applied to the invoice This field defaults to today s date Setting Up Business Relations 415 Cost Center Specify a cost center if required Project Specify a project code if required Invoice Status Code Select an invoice status code with allocation selected If you want the opening balance approved select a code that requires approval or is locked for payment Creating Employees Use the Employee activities 37 1 7 to create view modify or delete an employee A record can be deleted only if it is not referred to in the system Otherwise you can mark the record inactive Figure 6 58 shows the process map for creating employee data Fig 6 58 Set Up Employees Human Set UI Resources Process Map Create Departments Create Create Create Employees Employees are associated with entities They are referenced when defining engineers in the Service Support Management module and also for labor recording for work orders and
413. nly company addresses are used for 1099 tax reporting Clear This address is not used for 1099 MISC reports Select This is the payer address to appear on 1099 MISC reports When this field is selected you must supply values for name first line of the street address city state zip code telephone number and federal tax ID for the headoffice address A warning displays when Name Control is blank More than one company address record can use the same federal tax ID but only one of those records can have Tax Report selected More than one company address record can have Tax Report selected but only when the federal tax ID is different for each record Name Control For an internal company enter the IRS magnetic media control code assigned to this company In the United States this code is assigned by the IRS and must be included on all 1099 magnetic media This code is generally listed on your IRS mailing label and contains some combination of the first few letters of your company name When Tax Report is selected a warning displays when this field is blank Last Filing For an internal company indicate whether this is the last time your company is filing a 1099 MISC under its current taxpayer ID number Select only if your company is going out of business or merging with another company Setting Up Business Relations 335 Language Code Enter the code identifying the language used by this business relation Language de
414. nother record The system validates the data before saving to the database and prompts you if you have entered invalid data or have not completed essential fields The prompt outlines the severity of the problem and provides instructions for resolving it A red exclamation mark on the screen indicates which fields are affected see Figure 2 21 Note On fields that have a Lookup button if you press Alt L when your cursor is in the field the system launches a lookup which validates the value you entered x Cost Center Tools GoTo Attach d z 3 G x Cost Center Create Y Cost Canter le Description Active vi e Retrieve SAF Login a Structure from GL Budget Group I SAF Structure Code SAF Defaults SAF Concept Code SAFCode LastModified User LastModified Date LastModified Time 4 Save andCreate a Close Type 4 Message Number Severity Field Message t H E Normal Cost Center You must enter this field Click Detail to view details about code that was running when the error occurred and click Return to access the form again without closing the error prompt When you have corrected the issues you can click Close to close the Error Messages screen However you can also click Save again without closing the Error Messages screen In both cases the data is validated again The status bar indicates when a record is saved successfully
415. ns and entities The name of the system domain must be specified in System Maintain This name is initially set to the system domain created during installation The system functions are described in User Guide QAD System Administration Each domain must have a base currency and optionally a statutory currency ISO currency codes are supplied with the system You are prompted during installation to specify the currency to be associated Setting Up Financial Foundations 89 with the system domain which is used as a template for new domains Details related to currencies can be modified using the Currency activities described in Currencies on page 122 Each domain has a default language Default language codes are supplied with the system Details related to languages can be modified using the Language activities described in Language on page 311 Each domain must have a shared set code for each type of shared set data One default set is supplied with the system but you can create as many shared set codes as you need Shared sets are described on page 82 In addition before you can confirm the creation of the domain at least one entity must be defined Defining an entity requires the following additional data A business relation to provide the address details for the entity A number of address related codes including counties states countries corporate groups and address types These are described in Creat
416. nsient layer is used for postings for internal use only and should be separate from legal accounting Certain transactions can for example require approval by management before being officially posted Accounting transactions can be registered in transient layers and then FAQAD 248 User Guide QAD Financials A FAQAD transferred to official layers Reporting can be applied to combinations of layers to produce a complete record of transaction records A limited number of transactions can be posted to the transient layer Consolidation Journal entries Reversing entries Matching postings for supplier invoices The transient layer is optional Transactions posted to this layer have no impact on GL and can be modified or deleted You can also define custom transient layers which behave in the same way as the system defined transient layer All templates for journal entries recurring entries and invoices are stored in the transient layer It is recommended to keep the templates separate from transient postings by storing them in a separate custom transient layer Otherwise the templates could accidentally be moved with other postings during a layer transfer Management Layer The management layer is used for management accounts Types of posting suitable for the management layer include accruals stock valuation elimination postings for consolidation auditing adjustments or for IFRS and GAAP specific requirements
417. nsolidation and let you specify separate cross references from source COA elements to separate target COA elements GL accounts to target GL account sub accounts to target sub accounts and so on When creating separate COA cross references use the Columns field to indicate the type of mapping to filter on AIl GL Account Sub Account Cost Center or Project The filter lets you focus on one element at a time and you can change the filter type during input Figure 5 32 shows a separate COA cross reference mapping with the Columns field set to All in COA Cross Reference Create In this case you can create mappings for each type of COA element on a separate row Columns set to All Target I GL Account 1 GL Account N Sub Acc 1 Sub Acc N Project 1 Project N GL Account A GL Account Z Setting Up General Ledger 193 Figure 5 33 shows a separate COA cross reference mapping with the Columns field set to Sub Account Fig 5 33 Separate Sub Columns set to Sub Account Account Mapping i Em Alternate COA Cross Reference Alternate COA mappings let you specify cross references from source GL combinations to target alternate accounts You can only create mappings for the lowest level alternate accounts Fig 5 34 Alternate COA Cross Reference Mapping Grid Mapping Options You can create mappings using ranges single elements or wildcards Ranges You can map a range of accounts sub accounts cost
418. nt as are required for your business environment Posting is executed during predefined GL periods within the framework of the GL calendar year Analysis of transactions is further refined using sub accounts cost centers projects and supplementary analysis fields SAF Transactions are recorded in daybooks which can enable temporary postings through links to accounting layers The general ledger mask allows you to combine accounts sub accounts and cost centers in a predefined posting framework Setting Up GeneralLedger 145 The following table summarizes GL components Define each of these components in turn to set up the general ledger Component Description GL Account Plan the different types of accounts required for the chart of accounts Define accounts for cash bank inventory sales fixed assets open items cross company control customer control customer payments supplier control supplier payments or WIP control System Account This is a category of account that is required by the system such as rounding accounts and exchange rate difference accounts When the GL type is system account you must specify which system subtype applies Sub account Cost Center and Project These elements provide finer detail in financial reporting Balances in sub accounts and cost centers can be listed separately or summarized under account codes Supplementary Analysis Field SAF SAFs provide r
419. nt that may be given for early payment Setting Up Business Relations 343 Staged indicating that multiple payments are made in stages based on invoice percentages A first amount x percent will be paid on due date MMDDY Y Y Y A second amount y percent will be paid on due date MMDDY Y Y Y A third amount z percent will be paid on due date MMDDY Y Y Y One credit terms code can contain a combination of types For example a long term construction contract may specify a series of staged payments with discounts for early payment to be applied to each stage You can create a credit terms code that defines the stages and the discounts within one structure Note When you create a staged credit terms code the codes that apply to each stage must be of type Normal Aging analysis functions take into account the individual amounts and due dates and show each amount in a separate due column Payment selection functions also account for the individual amounts and due dates and select for payment only the part that is actually due When staged terms apply to the invoice the Staged button is enabled in the Supplier Invoice activity QAD 344 User Guide QAD Financials A Fig 6 19 Supplier Invoice Tx Supplier Invoice Tools GoTo Attach kd z J g 8 AR a Supplier Invoice Create Supplier Code egger2 10000 Customer Reference Postin
420. nter Mask Copy 216 Cost Center Mask Create 209 cost centers creating 169 counties defining 318 countries creating 315 VAT format 316 credit limits 378 601 credit rating 366 credit terms 342 349 discount 348 normal 346 staged 343 349 cross company accounts 99 cross company transactions 501 journal entry 438 currencies 116 137 account attributes 156 bank entry 850 base 95 creating 122 display format 118 exchange rates 116 127 journal entry 435 purchase gain loss accounts 135 revaluation 117 445 revaluation settings 158 rounding methods 120 Customer Data Maintenance self billing fields 633 customer invoices 541 Addresses tab 550 CI Posting tab 559 Comments tab 561 Financial Info tab 551 Operational Info tab 555 Tax tab 556 customer payment status 577 764 customer payments 562 allocating 583 creating 579 mass change 589 prepayments 585 selections 592 FAQAD User Guide QAD Financials A execute 597 Customer Supplier Compensation Allowed field 774 customers 368 385 accounting information 371 activity dashboard 599 796 autonumbering 322 bank defaults 375 bank numbers 367 credit limits 378 601 credit rating 366 end users 391 finance charges 618 opening balance 397 payment defaults 373 reports 1002 ship to addresses 385 tax defaults 384 type codes 365 Customization Delete 957 customizing 942 963 reports 1021 D daemons budget 487 896 cross company 504 Scan daemon 665 XML 3
421. ntercompany account An entity is identified as intercompany based on its business relation Figure 7 55 shows the process map for intercompany transactions Intercompany Transactions Set Up Intercompany Business Example An organization supplies goods to an affiliated company When creating the invoice the user assigns an intercompany code to indicate that the sale was to an associated entity In this instance the system generates only one GL transaction for the invoice When you generate a sales invoice and post to a customer account that uses an intercompany code the resulting transaction identifies that the invoice was sent to the entity specified by the intercompany code General Ledger Transactions 501 Fig 7 56 x Customer Invoice Customer Invoice Ioolsy Goto Attach xb ey J amp Using Intercompany Code Customer Invoice Create Customer Code JCement Johnson Cement Posting 2007 CustInv1 000000003 T e Amount 1 000 00 USD General Addresses Financial Info Operational Info Tax Cl Posting Comments Year 2007 02 02 16 2007 z External E f Daybook Code Custlnv1 000000003 3 OFFICIAL Save as Template r Description Financial Services smplate Code GL Account gt Code Code Description Cur BC Debit BC Credit ep HTC Financial Services 1 000 00 0 00 Intercompany Code Cross Company Code DSS GL Account Code Code Description Cur
422. nters and projects used in analysis for the account must be valid according to the COA masks See COA Masks on page 201 Analysis Limitation When you select Both as the analysis type set a condition for the analysis from the following options None There is no limitation on how you use cost centers and projects on a transaction Note If you select an Analysis Type other than Both the Analysis Limitation is not updatable and is always set to None At Least One You must specify at least one project or one cost center on the transaction Both Required You must specify both a project and a cost center on the transaction Setting Up General Ledger 161 Excluding each Other You must specify either a project or a cost center on the transaction Default Cost Center When the analysis type is Cost Center select a default cost center profile for transactions on this account When you select cost center analysis for an account that is set to post automatically you must select a default cost center profile You can leave the Default Cost Center and SAF Structure Code fields blank Default Project When the analysis type is Project select a default project profile for transactions on this account When you select project analysis on an account that is set to post automatically you must select a default project profile You can leave the Default Project and SAF Structure Code fields blank SAF Structure Code When the ana
423. nts that is generally used for statutory reporting FAQAD 182 User Guide QAD Financials A FAQAD Some countries such as China require that companies use different alternate COAs for different financial periods and that all alternate COA versions be stored for auditing purposes Alternate COA offers a solution for companies operating in these countries The Alternate COA function provides the ability to generate reports using alternate COAs in addition to a company s operational COA However alternate COAs can be used for reporting purposes only you cannot post transactions to alternate accounts Currently only Chinese accounting regional reports the Regional Balance Sheet report and the Regional Income Statement report have the option to use an alternate COA See Chinese GL Reports on page 1103 for more information on Chinese regional reports An alternate COA consists of one or more account structures each containing a group of non duplicate alternate accounts Each alternate account is assigned an account code description and account level indicator and optionally a column label and an alternate COA group code You can create an alternate COA structure manually or copy from an existing structure The Alternate COA function also includes an Excel integration feature that lets you import alternate COA structures from an Excel spreadsheet In order to link alternate accounts to their corresponding operational GL
424. nts to the actual account to use in each account shared set Fig 1 3 Shared Sets and Domain B Profiles Domain A Entity 5 FR Entity 4 DE Customer Shared Set Customer Control Account Profile Control Account 407100 Control Account 407120 Account Shared Set 1 Account Shared Set 2 In Figure 1 3 two domains share customers However Domain A uses Account Shared Set 1 and Domain B uses Account Shared Set 2 The customer control account profile links customers to the correct customer control account in each account shared set In an entity using Account Shared Set 1 account 407100 is updated when the invoice for Customer 1 is created An entity using Account Shared Set 2 updates account 407120 during invoicing For more information on profiles see Setting Up Profiles on page 102 QAD 12 User Guide QAD Financials A FAQAD Business Relations Business relations contain location and contact information for all addresses defined in the system They also contain tax details that are directly referenced or used as defaults for customers and suppliers Business relation codes are generally defined at the database level but can also be defined at domain level This lets you maintain all address data in one function and then reference it in other functions that require address data such as entities cust
425. nventory Control is described in User Guide QAD Master Data Requisition Accounting Control 36 9 3 determines financial approval limits and related settings for creating requisitions with the Global Requisition System described in User Guide QAD Purchasing Supplier Consignment Accounting Control 36 9 4 contains settings that affect inventory costing in the supplier consignment work flow described in User Guide QAD Purchasing FAQAD 286 User Guide QAD Financials A FAQAD Purchasing Accounting Control 36 9 5 contains settings that affect the financial impact of purchasing activities included default accounts for PO Interest Applied Purchasing is described in User Guide QAD Purchasing Sales Order Accounting Control 36 9 6 contains settings that determine the financial impact of the sales order and invoicing flow including credit management the default daybook set trailer codes how sales person commission is calculated and whether price lists are required Sales and invoicing are described in User Guide QAD Sales Customer Scheduled Orders Shipper Accounting Control 36 9 7 contains settings that determine invoicing defaults for shipments using containers and shippers The Customer Scheduled Orders module is described in User Guide QAD Scheduled Order Management Containers and shippers are described in User Guide QAD Sales Sales Quote Accounting Control 36 9 9 contains settings that determine the addres
426. o statutory currency If the inventory rate is not available the system calculates the statutory currency value using the statutory rate with the option to fall back to using the accounting rate See Inventory Exchange Rate on page 130 REVALUATION Used for revaluing GL accounts denominated in non base currencies relative to the base currency It can also be used to revaluate the transaction currency relative to the statutory currency See Revaluation on page 445 STATUTORY Used to convert transaction currency amounts to statutory currency The system always looks for a statutory exchange rate type first If the system cannot find a statutory exchange rate that is valid for that date it reverts to using the accounting exchange rate if the Fallback to Accounting field in Exchange Rate Type Create 26 3 1 is selected for the statutory exchange rate TAX Yes Used to translate amounts in tax reports See User Guide QAD Financials B for more information on tax reports Accounting exchange rates are the standard rates used throughout the system in manufacturing and distribution transactions QAD 126 User Guide QAD Financials A Fig 4 4 Exchange Rate Type Create FAQAD pu Exchange Rate Type Create X X GoTo Actions 3 Tools Attach amp Print Preview Attachments Exchange Rate Type YMG Test Description YMGTest Active 7
427. o No No Accounting Closed for Costs Yes No Yes Closed No No No Active This field indicates whether the project status is active Only active status codes can be assigned to projects The effect of this field is described in Active and Inactive Records on page 73 Note Only projects that have a system status of Open or Closed for Costs can be used in profile creation Setting Up GeneralLedger 177 Creating Projects Use Project Create 25 3 11 1 1 to create project codes Fig 5 19 Priest Create gt Project Create Project Create GoTo Actions Tools Attach amp Print oS Preview Attachments Project Proj3 E Status Code ze Description Engineering c Meli SAF Structure Project Administrator laje SAF Structure Code Saf Set on Date ad Saf Set on b Project Mask Code e _ General Defaults Sub Account Profile 1000 Domain1 S P e Start Date 08 05 2008 gt Budget Group 1000 P e End Date X le Original Completion xl Project Group e Date Revised Completion Main Project Date Currency USD Date Revised Field Descriptions Project Enter a code maximum eight characters that identifies the project Description Enter a brief description maximum 24 characters for the project You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Project Administrator Select a system user to associate with
428. o ensure that posting is successful you must define default values The defaults are used when a code for an active SAF concept cannot be retrieved for a transaction This substitute SAF code ensures that the transaction is processed See Example of System SAF Code Usage on page 225 for an illustration of how defaults are used FAQAD 236 User Guide QAD Financials A FAQAD You define default codes for user defined SAF concepts manually Defaults for user defined concepts applied to financial transactions are suggested by the system during the creation of postings But if user defined concepts are combined in a structure with system concepts and applied to operational transactions values must be found through defaulting logic since the values cannot be retrieved from the transaction In this case the default value is applied to every transaction which might make this scenario of limited usefulness Default SAF codes can be defined on multiple levels The defaulting mechanism selects the most likely default SAF code for the concept based on an order of precedence determined by the type of transaction in which the SAF is being used Only the default at the structure level is required others are optional Default codes for SAF concepts are defined for multiple components Customers on the Defaults tab Suppliers on the Defaults tab Business relations on the Defaults tab Projects on the Defaults tab Cost centers
429. o record that a supplier has fulfilled all or part of a commitment by delivering items or services ordered on a purchase order Realized Exchange Loss Used in the foreign currency revaluation process for accounts that can be considered as realized profit or loss Realized Exchange Gain due to exchange rate differences Unrealized Exchange Loss Used for revaluation of customer open items and supplier Unrealized Exchange Gain open items Result of the Current Year Used in report structures to incorporate the balance of profit and loss accounts for the current year The Result of the Current Year accounts are automatic balance sheet accounts without actual postings See Report Structures on page 1011 for more information FAQAD Setting Up GeneralLedger 149 System Account Type Description Result of Previous Years Used in report structures to incorporate the balance of profit and loss accounts for previous years that have not yet been closed The Result of Previous Years accounts are automatic balance sheet accounts without actual postings See Report Structures on page 1011 for more information Rounding Differences When the conversion from one currency to another results in rounding differences in the base currencies this account is used to record the differences Unmatched Invoices When posting a supplier invoice in Accounts Payable that is not yet app
430. o say that you have not defined bank accounts for all the other entities using this account shared set You need only define bank accounts for the entities in which you are working and this message does not prevent you from saving the account Default Select this field to make this account the default for the entity See Define Own Bank Number on page 836 Setting Up General Ledger 165 Bank Format If the bank account number must be validated choose the validation method from the drop down list When you select a bank number format the system creates a child row in which you enter the number to be validated See Define Bank Account Formats on page 832 Own Bank Number Specify your own bank account number which is the account number for the entity in which you are currently working The account number is validated by the bank format you selected Currency This field displays the currency defined for the payment format associated with your bank account Business Relation Code Specify a business relation for the bank if necessary For example if the company bank account for the parent organization is with Bank of America create a business relation that contains the bank address This links the account details you define to your bank address and tax details and provides address tax and contact information for payment processing For example bank address details are required for certain formats and are retrieved fr
431. o view and modify payment formats their attributes and attribute values You can also create a new format by adding a new row in the grid and specifying its attributes You must ensure that these attributes match the requirements of the banking system to which you send the payment For electronic payment formats most users use Bank File Format Import to import predefined formats so that manually creating payment formats is not needed This function imports formats as bank specific XML files and automatically creates payment formats that are customized for the bank s individual requirements The imported formats are displayed in the list of available payment formats and can then be linked to the bank accounts used for the payments See Bank File Format Import on page 358 Once you have used a payment format in a payment you cannot subsequently modify the format code but can modify the description and currency The exception to this rule is the use of bank accounts and formats within a supplier payment selection which you can change when the status of the selection is initial See Changing Bank Accounts on a Payment Selection on page 782 QAD 354 User Guide QAD Financials A Fig 6 25 Payment Format Maintenance FAQAD Payment Format Maintenance Payment Format Tools a E Payment Format Maintain Format Name Module b Payment Ty
432. of the fields FAQAD Setting Up Business Relations 411 Fig 6 56 Business Relation Accounting Payment Banking Defaults Tax Info Comments Supplier Create Tax Info Tab Taxable Supplier Tax Is Included Federal Tax State Tax Miscellaneous Tax 1 Miscellaneous Tax 2 Miscellaneous Tax 3 Tax in City v Tax Report Tax Zone USA 4l Tax Class 4l Tax Usage Tax Report Select this field to authorize generation of a supplier tax activity 1099 report to this supplier The 1099 MISC Report references this field Select The system reviews all payments to this supplier over the time period specified If the sum of these payments is greater than the minimum 1099 amount specified this supplier is included on the 1099 report listing the supplier name address and tax ID along with a detailed or summarized list of payment amounts Clear The 1099 MISC Report excludes this supplier regardless of selection criteria When this field is selected the headoffice address of the associated business relation must have values for name first line of the street address city state zip code telephone number and federal tax ID In addition a default purchase type must be specified Details about 1099 reporting are included in the chapter on Global Tax Management in User Guide QAD Financials B Comments Tab The Comments tab lets you enter free form text rela
433. olidation Entity enabled by means of a journal entry See Chapter 14 Consolidation on page 923 for details about consolidation Decimals for Qty Specify the number of decimals used in GL quantity fields Invoice Upper Limit If you plan to use the Chinese Golden Tax module with this entity specify the highest invoice amount allowed See Upper Limits and Invoice Splitting on page 1086 for details about the effect of this setting AP and AR Exchange Tolerance The exchange tolerance verifies whether the realized exchange gain or loss on foreign currency payments is reasonable The realized gain or loss amount in base currency is compared with the base currency equivalent of the amount paid and expressed as a percentage gain loss BC payment BC 100 If that percentage is higher than the maximum allowed tolerance an error message is displayed in the payment transaction The default is zero indicating you are not using exchange tolerance When a payment is entered in a foreign currency you are prompted to enter the exchange rate The exchange tolerance verifies whether this rate is reasonable Exchange tolerance represents an important control point for processing multiple currencies preventing data entry errors Mirror Setup Select a mirror accounting configuration level You can choose to enable mirror accounting setup per domain or per entity See Mirror Accounting on page 508 FAQAD 110 User Gui
434. om report variants by user role or system wide Use the designer tool to modify the report layout add and remove data fields add calculation logic or change sort order and grouping Customize system supplied report templates that contain formatting information such as fonts logo and paper orientation landscape portrait Define scheduling and e mailing options for reports that enable saved reports to be printed in iterations and e mailed to system users and roles Documents Using the same designer tool you can customize documents sent to your customers or suppliers such as checks and reminder letters to meet the company requirements Regional settings You can use the Language setting in the Report Options window to select the language used for report labels and data descriptions regardless of the language you are using The system managers other regional settings such as the decimal point number of decimals and the date format See Chapter 16 Financial Reports on page 987 General Ledger Report Writer The GL Report Writer lets you run financial reports previously created in an earlier version of a QAD ERP application You can report on transactions in the official layer of the current domain and in the base and account currencies Note You cannot use the GL Report Writer to report on SAFs daybooks layers or transactions in the statutory currency Introduction to QAD Financials 25 The function uses G
435. om the business relation linked to the account Extension Specify the bank extension number if required If your company needs several bank accounts in different currencies you can configure one default bank account number with an extension for each currency Active Indicate if this is an active record The effect of this field is described in Active and Inactive Records on page 73 SWIFT Code If the bank supports SWIFT the Society for Worldwide Interbank Financial Telecommunication specify the SWIFT code SWIFT is a network banks use to perform world wide AP payments between banks SWIFT payments require additional data Branch Enter the branch number for the bank if necessary Many banking systems use branch numbers as identification codes in transactions QAD 166 User Guide QAD Financials A Fig 5 11 GL Account Cash Tab FAQAD Last Modified Date Time and User These read only fields are maintained by the system and display the ID of the user who last updated this record and the date and time of update Banking Daybook Profile Specify the daybook profile to be used for registering bank transactions AP Discount Account Specify a discount account to be updated when an AP discount is applied to a payment AR Discount Account Specify a discount account when an AR discount is applied to a payment for example for credit terms payment amounts Cash Tab The Cash tab is activated if you selec
436. omain general ledger periods Domain GL masks The domain must be active If the domain is not confirmed you can change the association if needed If the domain is confirmed no changes are allowed after you save the record In this case a warning displays before the data is saved Entities are not typically set up in the system domain If the domain you specify is the system domain a warning displays but you can continue General Tab Check Budgets on Overlap Select this field to verify that the same combination of budget elements GL accounts sub accounts cost centers projects and SAFs is not being used in different budget topics or in different budgets This setting is only applicable for budgets that also overlap in time for example overlapping budget periods When the field is selected the system generates an error message when a conflict occurs This verification process adds considerably to the length of time taken to save and run a budget Setting Up Financial Foundations 109 Reverse P amp L Revaluations Indicate if revaluation amounts of profit and loss accounts income and expense accounts should be reversed at the beginning of the next GL period This is a legal requirement in some countries Consolidation Entity Indicate if this entity is to be used as a target entity to store the results of consolidation The consolidation process transfers GL transactions from source entities to a target entity with Cons
437. omains in a database Most financial transaction data is not stored by domain but by entity the association with a domain is defined when the entity is set up In the basic system foundation of a QAD implementation data items can be shared at the following levels e System wide data is shared by all domains and entities and includes Setting Up Financial Foundations 81 Business relations and address related data such as address types corporate groups currencies rounding methods languages counties states and countries Also included is address related tax data such as tax zones tax environments tax classes tax usage codes and tax types Financial data such as shared set codes credit terms invoice statuses profiles and Supplementary Analysis Fields SAFs Security data such as users and roles Administrative data such as e mail definitions and printers Some EDI eCommerce setup data User interface information such as labels menus messages and look up definitions Most operational data is domain specific This includes the setup for items as well as most purchasing sales and manufacturing functions Some financial data is also domain specific such as GL masks which determine valid combinations of accounts sub accounts cost centers and projects and accounting periods Although business relations are generally shared system wide you can create business relations that are owned by a do
438. omer 562 customer defaults 373 customer payment status codes 577 764 groups 402 supplier 757 supplier defaults 408 Pending Invoice Extract 1089 periods budget report 899 GL calendar types 278 mark 283 petty cash 882 893 cash flow report 887 PO Fiscal Receiving Evaluated Receipts Settlement ERS 818 PO Shipper Maintenance Evaluated Receipts Settlement ERS 818 post operational transactions 426 recurring entries 478 posting templates 422 470 prepayments allocating bank entry 852 customer 585 Print Report Image 1081 Profile Overview 994 Project Mask Copy 216 Project Mask Create 211 projects creating 172 groups 173 statuses 174 Index Purchase Gain Loss Account Copy 136 Purchase Gain Loss Account Inquiry 136 Purchase Gain Loss Account Maintenance 135 Purchase Order Maintenance Evaluated Receipts Settlement ERS fields 814 Purchase Order Receipts Evaluated Receipts Settlement ERS 819 purchase orders Evaluated Receipts Settlement ERS effect 814 purchase type codes 401 Q Quarter Maintenance 1038 R receiver matching 706 logistics charges 716 inbound 717 matching to logistics supplier invoices 729 outbound 717 postings 663 reports 1008 tax calculation 712 types of receiver 715 recurring journal entries 474 posting 478 Rename Analysis Code 1048 Report Base Period Maintenance 1076 Report Content Listing 1054 1079 Report Exceptions Listing 1079 1080 Report Maintenance 1058 1069 Report Output Filter 1
439. omer Payment Customer Opening Balance and Customer Invoice It helps determine customer creditworthiness High Date This field displays the date the highest credit amount was extended to this customer Last Credit Review Enter the date when the customer s credit status was last reviewed Last Credit Update Enter the date when the customer s credit status was last updated 383 QAD 384 User Guide QAD Financials A Fig 6 40 Customer Create Tax Info Tab FAQAD Last Sale Date The system displays the date an invoice was last posted for this customer This date is updated by Invoice Post and Print 7 13 4 Last Payment Date The system automatically updates this date when transactions are posted in Banking Entry Petty Cash and Customer Payments Tax Info Tab Tax values default to documents created for the customer and can be modified during transaction processing The value for the Taxable Customer field defaults from the Taxable field in Global Tax Management Control 29 24 The values for the Tax Is Included and Tax in City fields default from the business relation Note If the Taxable field in Global Tax Management Control is set to No the Taxable Customer field defaults to No in all new customer records in the current domain and in all other domains that use the same customer shared set You can modify the default details as needed See Tax Information Tab on page 328 for a description of the f
440. omers suppliers and employees When the business relationship address data is modified all other codes that reference that address are also updated automatically reducing time and duplicate maintenance effort Note System Maintain 36 24 3 1 contains a field that lets you activate the ability to define business relations at the domain level See User Guide QAD System Administration for more information See Chapter 6 Setting Up Business Relations on page 305 for details Multiple Currencies QAD Financials supports multiple currencies for GL transactions Currencies are defined at the database level and are available to all domains and entities in the system A set of ISO currencies is supplied with the system Multiple types of exchange rates are available including accounting budgeting cash Intrastat inventory tax statutory and revaluation Adjustments to exchange rates are automatically applied wherever the exchange rate is used To streamline exchange rate setup new rates can be derived from existing ones automatically filling in any missing combinations Various rounding methods can be defined and specified for each currency Monetary amounts can be expressed in either the domain base currency a non base foreign currency or a statutory currency used for reporting This three currency system lets you display a transaction or create a report in any of the defined currencies This is especially important in env
441. omestic foreign or both Which payment instrument to use such as check draft or electronic transfer Payment electronic formats are used with paper based payments such as checks or drafts and with electronic payments such as direct debit or electronic transfer Formats tend to be common to certain regions For example US banks tend to deal with AP and AR checks while AP electronic transfers and AR direct debits are more commonly used by Northern European banks and checks drafts and transfers by Southern European banks Note Payment formats are not required for cash transactions which are processed using Petty Cash Maintenance Preconfigured formats are available on the QAD Support Web site for download and can be loaded in the system using an import function These formats are designed for specific banking systems and are used to create electronic payment files to be transferred to these banks See Bank File Format Import on page 358 You ensure that supplier and customer payments automatically use the correct format by linking the format to your bank account and then associating the linked account number to the supplier or customer bank account number Once the account numbers are linked the system selects the correct format When you create a customer or supplier payment the customer or supplier default bank is automatically displayed in the payment screen If you have defined multiple account numbers for a supplier or c
442. on Enter a brief description maximum 40 characters of the SAF structure You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Active Indicate if this is an active SAF structure The effect of this field is described in Active and Inactive Records on page 73 Line Enter a value to uniquely identify each concept associated with the structure If you do not enter a value the system automatically assigns a line number The lowest line number must be 1 and the highest line number cannot be greater than 5 You cannot change the line sequence once the structure has been linked to an account sub account or cost center SAF Concept Specify an SAF concept to be linked to this structure At least one concept but no more than five concepts must be specified Default SAF Value Specify the default SAF value for the concept Every concept must have one default code Last Modified Date Time and User These read only fields display the ID of the user who last updated this record and the date and time of update SAF Defaulting The system validates the SAF structure to ensure that each SAF concept both system and user defined has a default SAF code System SAF concepts retrieve codes from operational transaction records see System SAF Concepts on page 222 Operational transactions are posted automatically and you cannot manually correct SAF data before posting Therefore t
443. on options let you create multiple language descriptions for many base data items such as accounts sub accounts and cost centers The browse and search capabilities of component functions are similar to browses in other modules but are arranged slightly differently Some component based functions let you export to Excel either for reporting or to update data and re import it All records created with component based functions can be marked as active or inactive affecting how they can be used in the system All objects created with component based functions can be exported in XML format from within the browses or from the Properties page of an individual object User Interface 33 The following figure illustrates a typical component based function Fig 2 1 Customer Mody Example of W GoTo Achons ool Attach G Prnt S Prewew Component Based m 9 Function 4x j Acme y 4x0 z Bi To Customer axo Burner Relaton Accounting Payment Banting Default Credit Limit Taxinio Comments ABC Compary 150 JEK Parkway 1 7 venit USA gt United States NI Pew Jersey Xm Monsoon New Jersey Component Based Function Menu The following figure illustrates the menu that displays at the top of component based functions Fig 2 2 Component Based Function Menu Options W GoTo Actions 2 Tools Attach Print i Preview This figure illustrates the menu bar for the Customer Create
444. on the main screen GL accounts on the Defaults tab Table 5 17 lists the defaulting sequence for retrieving a code when a value is not found in the transaction or when the SAF data is being specified manually in programs such as Journal Entry The system always finds the correct structure to use based on the type of analysis and the value of Retrieve SAF Structure from GL It then finds default values for codes by searching the components listed in the table in the listed order If no values are defined for a component the system then checks the next component Since default values must be defined for the SAF structure a value is always found Setting Up General Ledger 237 Transaction Type Defaulting Sequence Non Invoice Operational and Journal Entries Cost center or project GL account SAF structure Customer Invoices and Credit Notes Customer Business relation Cost center or project GL account SAF structure Supplier Invoices and Credit Notes Supplier Business relation Cost center or project GL account SAF structure SAF Reporting and Related Views The following reports provide detailed and summarized information on transactions filtered by specific SAF codes or concepts SAF Code Transactions Detail SAF Code Transactions Summary For more information on these reports see Analytical Transaction Reports on page 997 The Transactions by SAF related view 25 15 4
445. onal Supplier Invoice Corrections Financial Supplier Invoices Financial Operational Supplier Payments Financial Year End Closing Financial Table 5 29 Transactions and Related Daybooks QAD 256 User Guide QAD Financials A Table 5 30 Daybook Types AQAD Daybook Group Code Specify a daybook group to associate with the daybook for ease of reporting If you have created at least one daybook group it is mandatory that you specify a daybook group value Otherwise this field is optional If no active daybook groups exist the Daybook Group field is blank and read only Financial Daybooks Table 5 30 lists the available types of financial daybooks Each daybook type is linked to an accounting layer ensuring that transactions recorded in the daybook are automatically posted to the associated layer Several daybooks can have the same daybook type Daybooks define the accounting layers to use for posting official management or transient For example IFRS adjustment postings can be applied to the management layer to make the books conform to an IFRS standard Therefore transactions that require verification can be easily grouped and isolated Depending upon the daybook type the layer codes available for selection can be limited Each posting belongs to a single daybook and each daybook is linked to a single layer type Some postings can be transferred between layers See Usin
446. one of the elements has SAF analysis If a posting line contains both a project and a cost center and both have SAF structures only the cost center SAFs are used and the project SAFs are ignored Setting Up General Ledger 229 Sample User Defined Concept You want to create an SAF analysis system for insurance and maintenance costs for company vehicles Set up the structure concepts and codes in the following way 1 Create the following SAF concepts and codes SAF Concept SAF Code SAF Code Description Vehicle MSL500 Mercedes SL500 HIJ8976 F150WDS Ford F 150 WDS 2114 F150JKN8997 Ford F 150 JKN 8997 FRangerDDT3452 Ford Ranger DDT3452 TTLQW5674 Toyota Tacoma LOW5674 Fuel Gasoline Gasoline Diesel Diesel LPG LPG Usage CompanyCar Company Car Truck Truck Personal Personal 2 Add these concepts and codes to an SAF structure called VEHCOSTS AGG x SAF Structure Tools gt Attach id 23 3 a x SAF Structure Create Y Structure Code VEHCOSTS Description Vehicle Costs E Active v Line SAF Concept 4 Default SAF Value LastModifiedUser LastModified Date LastModified Time 1 Fuel Gasoline 00 00 00 2 Usage 00 00 00 a 3 Vehicle 00 00 00 3 Link the structure to GL cost accounts for company vehicle insurance and company vehicle maintenance Fig 5 54 Adding User Defined SAF Concepts to an SAF
447. one primary entity is associated with the domain Cross company accounts have been defined Setting Up Financial Foundations 95 See Confirming Domains on page 91 for more details about confirmation Important Once set to Yes this field cannot be changed In addition you can no longer modify the primary entity shared set list or currency of the domain A warning displays before the domain is confirmed General Tab Fig 3 8 General Shared Sets Operational Cross Company Domain Create Base Currency usb Je Language Code Je General Tab e Type ed Statutory Currency MXN s COA Mask COA Element without Mask Sub Account Mask y Cost Center Mask v Project Mask v Exclude From Posting Field Descriptions Base Currency Enter the base currency for this domain Each domain in a database can have its own base currency All entities in a domain use the same base currency Base currency is the primary currency for Financial Reporting Although reports can be generated on the spot in any desired currency the amounts on the reports is the translation of the base currency to the reporting currency using the current accounting rate However the statutory currency is an exception to this If a statutory currency is active within the domain all transactions are also converted to the statutory currency using the statutory exchange rate active on the transaction date Base currency determines the defa
448. ons P amp L Closing Account without sub account analysis The account must be A P amp L account of GL type Year End Closing Defined without sub account or other analysis A non intercompany account Defined to accept postings in the base currency only P amp L Closing Account with sub account analysis Restrictions as above except that the account must be defined with sub account analysis Balance Sheet Account without sub account analysis The account must be A balance sheet account of GL type Year End Closing Defined without sub account or other analysis A non intercompany account Defined to accept postings in the base currency only Balance Sheet Account with sub account analysis Restrictions as above except that the account must be defined with sub account analysis Table 7 5 lists the daybooks required by the year end closing process Daybooks Required Restrictions P amp L to retained earnings daybook Daybook of type Journal Entries Official layer P amp L closing daybook Balance sheet closing and opening daybook Daybook of type Year End Closing Official layer Note You must also create a record for the subsequent GL calendar year with at least one GL period Year End Closing Checks When you run the year end closing process the system performs a number of checks Figure 7 67 shows the process map for
449. ons Input Directory Specify the input directory from which to load the XML definition files This is the same server directory in which the original bank files were stored Import Choose from the following selection options Select All All the format files in the directory are imported and a payment format is created for each one Select Some Select one or multiple files to import The system displays the Select Documents frame which is a list of the format files available in the input directory You can use the keyboard arrow keys to scroll through the list of available import files before selecting Press the space bar or use the Enter key to select a file Press F1 or F4 to exit this selection screen FAQAD 360 User Guide QAD Financials A AQAD eCommerce Target Domain This read only field indicates the eCommerce domain into which the trading partner information is loaded eCommerce domains are associated with one or many QAD domains and are described in User Guide QAD EDI eCommerce The system prompts you to confirm that all information is correct Choose No to cancel the import Note You cannot overwrite existing format files of the same name When the import is completed review the log file in the import directory for errors or warnings For example the function directory may not exist or a user defined function may not compile correctly This log file is named library import today s date nn log a
450. ook Control set to Operational they also must be active Additionally the current date must be within the specified effective date range for the associated Number Range Maintenance sequence The required value of Daybook Type in the definition depends on the transaction Field Required Daybook Type Invoice Daybook Customer Invoices when daybook set type is AR Supplier Invoices when daybook set type is AP Field Setting Up General Ledger 271 Required Daybook Type Credit Notes Daybook Intercompany Daybook Correction Invoices positive Correction Invoices negative Correction Credit Notes positive For AR daybooks the daybook type to enter depends on the settings of Use Correction Invoices in Sales Order Accounting Control and GL Correction in the Sales Orders Invoice frame of GL Correction Control When Use Correction Invoices is cleared and GL Corrections is selected the system does not use this daybook during processing However to validate correctly the specified daybook must be of type Customer Invoice Corrections Otherwise Customer Credit Note For AP daybooks the credit note daybook must have a daybook type of Supplier Credit Notes Specify a Journal Entries daybook for intercompany transactions This field is only available for AR daybook sets Specify a Customer Invoices daybook This field is only available for AR daybook sets For AR daybook sets the daybook type yo
451. ore defining business relations you can define additional language codes if necessary However since languages are used to select the appropriate translated strings to display on the user interface and in reports generally it is not a good practice to create new languages The ones supplied with the system are associated with translated data strings and if you define new languages appropriate translations cannot be found Translation Option Many data setup functions provide a language translation option for description fields For example when you define an account you typically use a cryptic possibly numeric code and specify a description that indicates the account s use for example Account 001SOVA Description Sales Order Variance Account Since accounts belong to the accounts shared set and can be used in multiple domains you may have users with different languages that need to see these descriptions in their own language You can supply your own Setting Up Business Relations 313 translation using the Translation Option associated with the Description field The correct descriptions are then displayed based on the user s language See Using the Translation Option on page 54 Installed Languages Loading translated language data sets the Installed field to Yes for a language Language load can be completed in two ways Execute Load Translations 36 24 4 Execute System Synchronize 36 24 3 2 with Languages
452. orites olg Chart m Chart Designer Refresh BROWSE MACRO Stored Searches 7 Search 2 Code v equals X 2 3J I x Description v equals I 3 E J t X Viewing 1 17 of 17 Records per page 100 X i 9 gt i a Code Yv Description 03 02 09 2 09 03 09 03 03 04 09 04 Cash Cash Accounts Alternate structure Cash Altemate COA Cash Accounts Alternate structure Cash Altemate COA2 Cash Accounts Altemate structure Cash Altemate COA3 Cash Accounts Alternate structure The accounts of the selected structure are displayed Alternate COA Structure Copy X GoTo Actions J Tools Attach amp Print Preview Attachments Description Cash Accounts Altemate structure E Alternate COA Description Altemate COA Group Code Level Leaf gt EE i eve 1003 ACA Bank 1001 1 AC 2 Petty Cash 1002 1 2 Enter a new structure code and description 3 Modify the row information and insert and delete rows as required 4 Save the new alternate COA structure Fig 5 28 Alternate COA Structure Browse Fig 5 29 Alternate COA Structure Copy 25 3 21 5 FAQAD 190 User Guide QAD Financials A FAQAD Alternate COA Excel Integration You can use Alternate COA Excel Integration 25 3 21 6 to load alternate cross reference structures defined in an Excel spreadsheet The following
453. orization line as well as the total for all authorization lines The extended price for each invoice line item is not displayed This field is important for customers using the AR Self Billing module and ensures that rounding errors do not occur between the AR amount calculated by Self Bill Payment Application and the invoice amount Rounding errors can prevent invoices from being closed or create unapplied payments Select this option if this customer typically pays invoices for items on scheduled orders using authorization numbers When the self payment is applied by authorization number the amounts match exactly The value you specify in this field sets the default for the same field in Scheduled Order Maintenance 7 3 13 It can be changed for individual orders as needed See User Guide QAD Financials B for details on self billing Finance Charge Select this field to make this customer s accounts liable for finance charges If the customer has past due balances finance charges are levied Clear this field to disable finance charge calculation for this customer See Finance Charges on Overdue Payments on page 618 for more information on how finance charges are calculated Note You can use invoice status codes to keep individual customer invoices from being included in finance charges Statement Cycle Specify a value to indicate how often you normally print AR statements for this customer Setting Up Business Relat
454. ose V Voxhe 2OY Devotion Y Idee ov ICOmR ov C 000004 0 000 300 00 24 2008 QADAPPAY Q0Q000023 Cheek 20098 000000013 000 30 u 2 24 2008 QADAPPAY O000X22 Check 2009 000000032 000000023 Cheek 2008 000000033 2 24 2008 GADAPPAY 000000024 Check 204600000033 0 24 2008 QADAPPAY 00000002 Cheek 2003000000032 62 24 2008 QADAPPAY OOOUXX24 Check 2009 000000033 The following right click options are available Create Opens GL Account Create 25 3 13 1 Excel Integration Opens GL Account Excel Integration 25 3 13 5 GL Balance Opens the GL Account Browse for GL Balance Open Item Activity Displays detailed information on activities for GL open item accounts General Ledger Account Extended Displays extended details of GL accounts including the posting sign debit credit posting type analysis revaluation settings shared sets and budget groups Open Items Displays and sums all transactions on GL open item accounts that meet the search criteria GL Transactions Opens the GL Account Browse for GL Transactions General Ledger Transactions 531 GL TC Balance Displays the actual balance in transaction currency for all GL accounts that meet the selection criteria GL Summarized Transactions Displays summarized posting history for the accounts specified in the selection criteria Trial Balance View See Trial Balance View on page 532 GL Transactions View Extended Dump XML Lets you dump the sel
455. ost a transaction that references an inactive daybook the system displays an error and the transaction is not posted Important As part of daybook setup you must define at least one record in Default Daybook Maintenance to represent the system daybook in operational transactions Use Unposted Transaction Inquiry 25 13 13 or Unposted Transaction Register 25 13 14 to view operational transaction records before they have been posted In the register program you can select Unbalanced Only to limit the output to records that failed to post correctly General Ledger Transactions 427 Note The system assigns an operational SO reference number to transactions created in Invoice Post and Print 7 13 4 However the posting process for invoices is not part of the same process flow as other operational transactions Only Revenue Recognition 11 5 18 21 in the Service Support Management SSM module creates SO type transactions that are posted as part of the SO transaction process See User Guide QAD Sales for information on invoice post Posting Transactions To apply unposted transaction amounts to the GL use Operational Transaction Post 25 13 7 You can select transactions for posting by entity date or the daybook assigned based on records in Default Daybook Maintenance 25 8 4 The system verifies that all transactions contain valid combinations of active account sub account cost center and project code the effective posting date
456. ote If you plan to generate 1099 tax reports in the United States you must also set up purchase type codes Suppliers also require GL profiles for defining Control accounts for invoices FAQAD 400 User Guide QAD Financials A Fig 6 48 Supplier Type Create FAQAD Control accounts for credit notes Supplier bank accounts Purchases accounts You must set up the accounts and profiles before defining suppliers Supplier Type Use the Supplier Type activities 28 20 2 to create view modify and delete codes for grouping suppliers You can use supplier type to select groups of suppliers for reporting You can also define GL purchasing accounts by product line site and supplier type in Purchasing Account Maintenance 1 2 5 This lets you separately track purchase costs for different types of suppliers Supplier Type Create VV Supplier Type Tools gt Attach id 2 23 xg Supplier Type Create Code 10 e Description Floor Stock Supplied rr Active v Field Descriptions Code Enter a code maximum four characters that identifies a supplier type This field is mandatory the code cannot be blank Description Enter a brief description maximum 40 characters of the supplier type This field is mandatory the description cannot be blank You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Active Indicate if th
457. ou post an invoice that updates account GL1001 the codes for all the active concepts are stored with the transaction history so they are available for analysis In this example the SAF codes would have the following values For line item 030001 Site is site 500 from the sales order line Region is Canada from the sales order customer Item Type is COMP from the sales order line item Product line is 6000 from the sales order line For line item 030002 Site is site 500 from the sales order line Region is Canada from the sales order customer QAD 226 User Guide QAD Financials A Fig 5 52 Retrieving SAF Codes for System Concepts FAQAD Item Type is None from the default value Product line is 6000 from the sales order line SAF Codes in Financial Records Sales Order SO2001 Sold to Sports Inc Canada region Invoice Post em ae tem Region Canada Site 500 All SAF concepts have y Site 500 Prod Line 6000 specified codes Item Type COMP Prod Line 6000 Item Type COMP Line 2 p ei Find Line 2 Item 030002 un CER default Region Canada Site 500 7 ES value for Site 500 Prod Line 6000 blank Item Type lt blank gt value concept Prod Line 6000 Item Type None The retrieval process for system concepts is automatic and requires no user input However you must supply the default values for active concepts
458. ount Sub Account C Cost Ce gi Description el Curr l BC Debit BC Credit 8 1048 EUR 88 36 amp 1106 EUR 0 00 88 36 du m ve gt Currency View Base Currency Y Balance USD 88 36 0 00 Save Close Click the lookup in the Template Code field to select and load a template for use in a journal entry The system records the number of times each template has been used Note You cannot select a template with a daybook type different than that of the current posting For this reason the Daybook Type filter is read only Using a Posting Template Use the following procedure to create a journal entry using a posting template 1 Clickthe Template Code lookup and select a template The Posting Template Apply screen is displayed 2 Complete the fields as described below FAQAD General Ledger Transactions 473 Fig 7 33 xi Posting Template emplate Code TemplGL01 Apply Posting Text D 3 Description D Clear All m TC Amount 0 00 Quantity 0 00 Sub Account Code Project Cost Center Code SAF Concept Code SAF Code iy Append Field Descriptions Template Code This read only field displays the template code Posting Text Enter the journal entry description Leave this field blank to load the description saved in the template Posting Line Text Enter the posting line description You can also edit this text in the posting grid Leave this field blank to load the description saved in the t
459. ount Enter a code maximum eight characters identifying the account Description Enter a brief description maximum 24 characters of the GL account You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 GL Type Select the type of account See GL Accounts on page 147 for a description of the available account types Active Indicate if this is an active account Inactive accounts cannot be used to record new transactions An inactive account is still available however for historical transactions in Overviews and reports The effect of this field is described in Active and Inactive Records on page 73 Setting Up General Ledger 153 Referenced This read only field indicates that the account is already referenced within the system For example when the account is used in a payment instrument process this field is automatically selected In Posting This read only field indicates that the account has been used in postings System Type This drop down menu is enabled when you select a system account as the account type Select a value from the list See System Accounts on page 148 Budget Group If this account is to be included in a budgeting group enter a code for the group or click to look up and select an existing code Setting up a budget can be done with this group code or by specifying ranges or lists of GL accounts See Budgeting on
460. ounts COA The strength of the application is in its flexibility you can configure the model to generate many different types of accounting information GL Account GL accounts track financial transactions manage account balances and are used to produce financial statements and comparisons GL reporting is detailed or summarized and includes information on one or a range of entities Banks are defined as a special type of GL account with additional banking attributes Sub Account As a further level of detail within an account sub accounts can be defined Sub accounts can be linked to customers and suppliers and their individual transactions QAD 14 User Guide QAD Financials A AQAD Cost Center You can refine account and sub account information further by defining cost centers For example a cost center can be a profit center or department within the account or sub account Project The project provides analysis on costs and revenue for the projects defined in your organization The combinations of COA elements that are considered valid are defined through a COA mask These combinations are validated when transactions are posted preventing any errors Every COA element type has a separate COA mask maintenance function Sub Account Mask Create 25 3 9 1 1 You specify a sub account COA mask code and list the ranges of GL accounts with which sub accounts assigned that COA mask can be combined Cost Center Mask Cre
461. ounts sub accounts sub account COA masks cost centers cost center COA masks projects project COA masks exchange rates and daybooks Shared sets support great flexibility in how you set up a system For example when domains represent businesses that sell to completely different customers each can use its own customer shared set QAD 10 User Guide QAD Financials A Fig 1 1 Multiple Domains and Multiple Shared Sets Fig 1 2 Multiple Domains and Single Shared Set FAQAD Domain B Domain A Entity 5 FR Entity 1 US Entity 2 UK Entity 3 JPN Customer Customer Shared Set 1 Shared Set 2 However if the operations represented by two domains sell to the same customers they can both use the same shared set for customer data Domain A Domain B Entity 1 US Entity 5 FR Entity 2 UK Entity 4 DE j Entity 3 JPN Customer Shared Set 1 For more information see Setting Up Shared Set Codes on page 82 Profiles When you have multiple shared sets for a type of data you use profiles to identify the relationships between records in shared sets Introduction to QAD Financials 11 Example You have two domains with different charts of accounts that share the same customers When creating a customer you specify the customer control account profile and not the customer control account itself The profile then poi
462. our changes you return to the QAD application and import the modified data right click the empty grid to select Import from Excel and click Save to create or update the data in the system database Detailed Steps To export data for maintenance 1 Choose the Excel Integration activity for one of the supported record types such as supplier The system displays a blank grid containing the data fields for this business component as column headings 2 Right click on the blank grid and choose Load Suppliers Fig 2 36 Supplier Excel integration Supplier Excel 2830 Tot Abn tions t SO Took ti Gp Prnt is Prodow Integration Antachenerts w Adwe Supper TexNowe Tarlev Sendfiemiance Indidus Payments TaxebleSuppier Taxn Cty Texhiincuded t Fede The system retrieves all supplier records from the database and loads them into the grid The order of columns in the grid is determined by the sequence of the fields in the original data model and this is the order in which they appear in the spreadsheet You can also make modifications directly on screen before exporting to Excel once the business component data is loaded Your modifications are validated when you click Save FAQAD 70 User Guide QAD Financials A FAQAD Important You should not customize the display by hiding columns before export When you hide a column the corresponding field is not exported to the spreadsheet If the field is mandatory
463. ovide various financial reporting statements in standard formats All required reporting requirements are fully supported with region specific reports The China Accounting Interface exports accounting data into text files that meet regulatory requirements In the Journal Entry activities you can specify the original GL posting on which the reversal posting or the replacement posting you are creating is based Reports show relationships among original GL postings reversal GL postings and replacement GL postings When you create a reversal GL posting you can choose whether to enter negative amounts on the same DR CR side against the original GL posting lines or to enter positive amounts on the opposite DR CR side QAD 28 User Guide QAD Financials A FAQAD You can create Chinese balance sheets and income statements using the Regional Balance Sheet report 25 15 5 8 and Regional Income Statement report 25 15 5 9 and print the outputs based on a multi level alternate COA structure See Chapter 18 Chinese Financial Features on page 1083 for details Unicode and UTF 8 Code Page A single QAD database can be set up with multiple domains each with a distinct language With a Unicode database languages with different code pages can be supported in the same database Defining a Unicode database is an installation option described in the relevant installation guide for your system Unicode is a data storage and d
464. p Intrastat by Order 29 22 17 iehordiq p Extrastat Inquiry 29 22 21 14 iehexiq p Extrastat by Invoice 29 22 21 15 iehexinv p Extrastat by Supplier Invoice 29 22 21 16 iehexvou p Extrastat by Order 29 22 21 17 iehexord p External reports are intended to be sent to customers and suppliers The currency format for these reports is based on the country of the report recipient These reports are listed in the following table FAQAD 138 User Guide QAD Financials A Table 4 3 External Reports Displaying Currency Format of Recipient FAQAD Program Recipient Country Report Name Code Blanket Order Print 5 3 5 poblrp03 p Supplier po_vend Purchase Order Print 5 10 poporp03 p Supplier po_vend Purchase Return Document Print 5 13 8 porvrp p Supplier prh_vend Sales Order Print 7 1 3 sosorp05 p Sold To so_cust Sales Quote Print 7 12 13 sqqorp05 p Sold To qo cust Invoice Print or Reprint 7 13 12 soivrp10 p Bill To ih_bill RMA Print 11 7 1 3 fsrmrp08 p Sold To so_cust Contract Quote Print 11 5 1 3 fsqorp p Sold To sq_cust Contract Print 11 5 13 4 fssarp p Sold To sq_cust Invoice Export 35 4 3 edominv p Bill To ih_bill Chapter 5 Setting Up General Ledger The general ledger is a system of accounts used to record and report on the value of assets liabilities equities revenues and expenses The following topics give an overview of the general ledger and describe how to configure its in
465. p and Supplier Type concepts using the item and supplier data associated with the receiver matching lines User Defined SAF Concepts You create user defined SAF concepts 25 3 7 1 based on your business requirements and unlike system SAF concepts they do not automatically retrieve code vales from transactions Instead you manually create both the concept and the SAF codes it uses and then select the code or define defaults Figure 5 53 shows the process map for creating user defined SAFs FAQAD 228 User Guide QAD Financials A Fig 5 53 User Defined SAFs Process Map FAQAD Create User Defined SAFs Create SAF Code Create or Modify GL Account Create SAF Create SAF Assign To e Concepts Structure Account Ssign To Co enter 9 Create Cost Assign To e Center Project o z Run SAF Code Transaction Summary Run SAF Code Transaction Detail User defined SAF concepts are normally applied only to financial transactions although you can also used them with Fixed Assets Like system concepts you can include a maximum of five user defined SAF concepts in each SAF structure and you can use the same user defined SAF concept in different SAF structures You can create user defined SAF analysis to track specific costs arising from any type of financial transaction Important If you intend to use a particular cost center and project within the same transactions ensure that only
466. plete the From and To fields to define a range You must define at least one range in a COA mask grid The ranges are stored according to the COA shared sets of the current domain and a COA mask code can include ranges for different COA shared sets Blanks If you specify a non blank value in the From field and a blank in the To field this indicates that you want to map all values beginning with the non blank value to the end of the range If you specify a blank in the From field and a non blank value in the To field this indicates that you want to map all values from the beginning of the range up to the non blank value Cost Center COA Mask Use Cost Center Mask Create 25 3 9 2 1 to specify the ranges of GL accounts and sub accounts that you can use in combination with a particular cost center You then associate the COA mask with a cost center by specifying the cost center COA mask code in the COA Mask field in the cost center record in Cost Center Create See Cost Centers on page 169 If you have activated cost center COA masks in Domain Create you must specify ranges in at least one of the two grids in Cost Center Mask Create QAD 210 User Guide QAD Financials A Fig 5 45 Cost Center Mask Cost Center Mask Create X Create 25 3 9 2 1 i GoTo Actions 3 Tools 9 Attach Print Preview Attachments Code CCMatrixi Active 7 Description e GL Account Rules Sub Account Rules From
467. posting You can also create a new project mask as required by clicking the GoTo button to the right of the Project Mask Code field The GoTo opens Project Mask Create 25 3 9 3 1 If you have already assigned a COA mask to the project the GoTo button displays Project Mask View 25 3 9 3 3 and also lets you access a related view showing all projects linked to that COA mask See Project COA Mask on page 211 The COA Element without Mask field in Domain Create controls how the system treats projects that are not assigned a project COA mask If project COA masks are enabled for the current domain and the COA Element without Mask field is set to Exclude from Posting the system prevents all projects without a COA mask from being used in postings If the COA Element without Mask field is set to No Posting Restrictions you can use the project in combination with any GL account sub account or cost center If project COA masks are not enabled for the current domain this field is read only Setting Up GeneralLedger 179 Project Create General Tab Fig 5 20 Project Create General Defaults General Tab Sub Account Profile SUB pr f Start Date 06 12 2007 Budget Group E End Date z Project Group ALL E Original Completion m m Main Project 5 eyed Completion m ate Date Revised bd Currency USD Field Descriptions Sub Account Profile Select a sub account profile to indicate which division or business
468. posting of AP transactions during this period Sales Select to enable posting of AR transactions during this period Inventory Select to enable posting of inventory and work order transactions from operation activity during this GL period Transactions affecting inventory accounts include purchase order receipts work order issues or receipts sales order shipments physical inventory counts and manual inventory transactions Each transaction affects inventory by creating a GL transaction that either debits or credits the account value Closing Date The closing date is generated automatically by the system Checked Reported This read only field indicates that the GL period has been checked and reported Mark This field displays a system defined period mark for the period if one has been defined Domain This field displays the domain for which the GL calendar year was created Entity This field displays the current entity Last Modified Date Time User These system maintained fields display the ID of the user who last updated this record and the date and time of update Period Marks Report periods are further controlled using period marks which identify the period during which a transaction was posted and also describe the status of the period in GL reporting In addition period marks are used to identify tax periods Period marks are system defined The Open period mark identifies periods during which transactions ha
469. pt The defaults are used when a code value is not supplied in a transaction These fields are not required See SAF Defaulting on page 235 QAD 336 User Guide QAD Financials A Fig 6 15 Business Relation Defaults Tab FAQAD Address Information General Defaults SAF Concept Code SAF Code LastModified User LastModified Date LastModified Time Field Descriptions SAF Concept Code Specify an SAF concept code SAF Code Specify an SAF code Setting Up Codes for Customers and Suppliers You define three types of codes used within the system to manage the invoice process format payment files and calculate credit and due dates for both customers and suppliers Define these codes before you begin setting up either customers or suppliers Invoice status codes manage the stages of invoice processing Credit terms manage the calculation of due dates Payment formats create files for electronic delivery to customer and supplier banks Figure 6 16 shows the process map for the general data required by customers and supplier Setting Up Business Relations 337 Fig 6 16 General Data RM UD leek Process Maj General Data Setup p Define Invoice Define Credit eos aus de iens Formats Create Invoice Status Codes Invoice Status Code i Create Cea Crede Payment Formats Use the Invoice Status Code activities 36 1 11 to create modify view and delete codes
470. pts that automatically retrieve key data from operational transactions performed in manufacturing sales and purchase orders and inventory control see System SAF Concepts on page 222 These concepts can be used without additional setup User defined SAF analysis can augment the operational reporting or be used only with financial transactions For these concepts you must define the values see User Defined SAF Concepts on page 227 SAF analysis is managed through a combination of three elements Figure 5 51 SAF concepts identify the type of analysis required See System SAF Concepts on page 222 and User Defined SAF Concepts on page 227 SAF codes define the analysis details Associate the codes with an existing concept See Creating SAF Codes on page 232 SAF structures contain a selection of concepts in a logical sequence You associate the structure with a GL account cost center or project See Creating SAF Structures on page 234 Setting Up General Ledger 221 Fig 5 51 SAF Structure InventoryData Supplementary Analysis Fields SAFs Structure Product Line E 1000 1001 H 1002 1003 E linked to Accounts Site E 500 H 600 700 H 800 Cost Centers or Projects rL GL Account Item Type pup 100 200 300 400 ue 10005678 a J SAF Concepts SAF Codes Project 171 You can optionall
471. r the designation is not binding You can hold both debit and credit postings in the same account The system also supports negative debits and negative credits as a correction of a previous transaction Auto Manual Indicate what types of posting this account accepts Automatic The account cannot be used for a manual posting line entry such as Journal Entry or Supplier Invoice Allocation Manual The account can be used for all manual posting line entries as well as in programs that create transactions automatically Manual posting is available for the following types of account e Bank Cash Cross company Fixed Asset Open Items Standard e Tax Posting is automatic for all other account types System accounts and control accounts must use automatic posting with the exception of the Conversion system account which has manual posting Important You cannot modify the value in the Auto Manual field after transactions have been posted to the GL account Intercompany Account Select to designate the account as an intercompany account This field is always selected for cross company control accounts and cannot be modified The intercompany identifier distinguishes organizations that are members of a group of entities that trade with each other When the field is selected you can choose to enter an intercompany code for postings to this account Intercompany codes are configured on the General tab of the business relation S
472. r Account Default Master New Doman AlgoM Warehousing Algorithm Master AlgoTypeM Warehousing Algorithm Type Master bic_ctrl Service Support Contract Billing Control bl ctrl Master Bill of Lading Control cac ctrl Service Support Call Master Control caq mstr Service Support Call Queue Master cas mstr Service Support Call Status Master cd det Master Comments clc ctrl Regulatory Attributes Control code mstr Generalized Code Master cs mstr Cost Set Master drp_ctrl Distribution Requirements Planning Control egc ctrl Service Support Engineer Schedule Control emc_ctrl Employee Control es_mstr Service Support Escalation and Repair Master esc_ctrl Service Support Escalation Control esh mstr Service Support Engineer Schedule Master ess mstr Service Support Engineer Status Master fac ctrl Final Assembly Control famt mstr Fixed Asset Method Master gl ctrl Domain Account Control icc ctrl Inventory Control lec ctrl Import Export Control iao_mstr Output File Master Table 3 4 Tables Copied for New Domain Page of 2 FAQAD 114 User Guide QAD Financials A Table Description iaod_det Output File Field Data mfc_ctrl Control Work Table mrpc_ctrl Material Requirements Planning Control opc ctrl Shop Floor Operation History Control pcc ctrl Product Change Control pgc ctrl Service Support Paging Control pic ctrl Pricing Control pl mstr Product Line Master poc ctrl Purchase Order Control qcc ctrl Quality Order Control qoc ctrl
473. r Account Profile Profile Code Specify a code maximum 20 characters that identifies a profile Description Enter a brief description maximum 40 characters of the profile FAQAD 106 User Guide QAD Financials A FAQAD Profile Type Choose a profile type from the drop down list Table 3 3 on page 104 lists possible types When you select a profile type all of the shared sets with the associated shared set type display in the grid below Example Select the Customer Profile for Profile Type All of the customer shared sets in the system display in the grid below Shared Set Type The system displays the type of shared set associated with the selected profile type Active Indicate if this is an active profile The following fields display in the grid Linked Object Specify a specific record to link to this profile For example for a supplier account profile you select a specific account from each account shared set Then when you associate this profile with a supplier in the Purchase Account Profile field a valid account is available regardless of which company references the supplier Object Description This read only field defaults from the description of the selected record Shared Set This column is populated when you select the shared set type and cannot be modified Last Modified Date Time and User These read only fields display the ID of the user who last updated the record as well as the date and
474. r Open Itema y Gear Rev Number Al Surcler Payments y Set Selected Target Laver Code OFFICIAL ayer e Customer Open temi mM Customer Payenents B sano Sheet Accounts v Undo Prol and Loss Accounts v Undo All Posting Exchange Rates Selected Layer Code GLPd GLCalYem MevDese RevNumber_ fevDae even Stau LI wi OFFICIALLayer 07 2008 000000002 07 31 2009 Supplier Paymerk Inisal sj OFRCIALLayer o7 2008 000000002 07 31 20 Supefer penite Iniel Field Descriptions GL Calendar Year Period Specify a GL calendar year and GL period in which to search for revaluation transactions Number Specify a revaluation object number that identifies a simulation Target Layer Code Specify a target layer to search for revaluation simulations Revaluation Scope Select the types of account to include in the revaluation object search Set Selected Use the drop down list to include or exclude selected revaluations in the posting grid Use the Clear Add Undo and Undo All buttons to clear the posting grid and to add or remove revaluations from the grid Click Save to generate the revaluation and reversal postings FAQAD 460 User Guide QAD Financials A Open Item Adjustment Use Open Item Adjustment Create 25 13 5 to reconcile unpaid or incorrectly paid invoices and credit notes In addition you can record prepayments and adjustments change the value of an existing open item or create a new open item A
475. r QAD Documentation For an overview of new features and software updates see the Release Notes For software installation instructions refer to the appropriate installation guide for your system For conversion information refer to the Conversion Guide For an overview of system features and instructions on navigating the user interface see User Guide QAD User Interfaces For detailed information on using system features refer to the relevant user guide For technical details refer to Entity Diagrams and Database Definitions For a complete list of QAD documentation visit the QAD Online Support Center at http support qad com QAD Web Site QAD s Web site provides a wide variety of information about the company and its products You can access the Web site at http www qad com For users with a QAD Web account product documentation is available for viewing or downloading from the QAD Online Support Center at http support qad com About This Guide 3 You can register fora QAD Web account at the QAD Online Support Center Your customer ID number is required Access to certain areas is dependent on the type of agreement you have with QAD Most user documentation is available in two formats Portable document format PDF PDF files can be downloaded from the QAD Web site to your computer You can view them with the free Adobe Acrobat Reader HTML You can view user documentation through your Web
476. r project to add analysis to the customer or supplier control account used for the adjustment posting Invoice Date Specify an invoice date This is normally prior to the posting date and within the same GL period Due Date Specify a due date for the invoice Discount Due Date Specify a discount due date for payments that are subject to discount TC Amount Adjustment Enter the adjustment amount in the transaction currency Exchange Rate This field displays the accounting exchange rate when the transaction currency is different from the base currency You can modify this value Scale Factor This field displays the scaling factor for the exchange rate BC Amount Adjustment This field displays the adjustment amount in the base currency Invoice Status Code Specify an invoice status code to associate with the invoice The code indicates whether the invoice is contested allowed to be paid approved or locked for payment Allocate GL Click Allocate GL to post the adjustment balance to a customer or supplier control account or to a standard GL account The Allocate GL option creates a journal entry in which completed adjustments are made in control accounts You balance the accounts by creating additional posting lines on standard GL accounts You can optionally apply sub account intercompany cost center project and SAF analysis to the postings You typically use the Allocate GL option to write off bad debts or short QA
477. r receipt transactions where the inventory exchange rate is in effect at the time of PO receipt the system uses the following calculation for statutory currency 1 For inventory transactions on inventory accounts the system firsts look for the inventory exchange rate type to convert the base currency value to the statutory currency value If the system cannot find an inventory exchange rate type it looks for a statutory exchange rate type If the system cannot find a statutory exchange rate type it has the option depending on a setting in Exchange Rate Type Create to revert to using the accounting type rate for inventory transaction conversions to statutory currency Setting Up Multiple Currencies 131 4 Asaresult of using different rates for the inventory account and other accounts in the same posting a variance in statutory currency can occur In PO receipt transactions this results in a purchase price variance in statutory currency 5 The system posts the exchange rate difference to the purchase price variance account for statutory currency 6 For other inventory transactions the statutory currency amounts from all posting lines is converted using the inventory exchange rates Therefore no variance occurs Note In general the rates valid on the posting date of the transaction are used However in receiver matching the posting lines on the PO receipt account Expense Accrual accounts and Reversal of Old Taxes accounts
478. rce and Mirror Daybooks Use Mirroring Daybook Create 3 20 6 1 to create modify delete and view source and mirror daybooks You create the source and mirror daybooks as a linked pair You can select the same daybook for both source and mirror and the mirror daybook can be any daybook of type Journal Entry in either the official or management layer You can for example define management layer daybooks for your mirror transactions and generate management reports for this layer only Each source daybook must have a mirror daybook to enable mirroring and at least one transaction must be posted in the source daybook The following restrictions apply when defining source and mirror daybooks The daybooks can be in either official or management layer but at least one must be in the official layer The source and mirror daybook type must be of type Journal Entry The source and mirror daybook control operational only must be the same When a mirror transaction is split and a sub transaction is posted to a mirror daybook the system retrieves the mirror daybook by checking the source daybook and identifying the other half of the pair FAQAD 512 User Guide QAD Financials A Fig 7 63 Mirroring Daybook Create Mirroring Daybook Create M GoTo Actions 4 Tools Attach G Print Preview Attachments Domair Domaint A Entity 1000 Source Daybook DO3T 5r MirrorDaybook rce Daybook Type Journal Ent
479. rdering Fields You can also change the order in which fields display in the filter criteria by right clicking the field and using one of the Move commands Figure 2 29 If you right click in a logical field such as the Visible column you can clear or select all of the Visible fields at one time FAQAD User Interface 61 Fig 2 29 x Rearranging Search Fields Label Visible Operator First Initial Value Second Initial Value Account vi range 1000 5000 p Description v equals GL Type vi equals Active vi equals Experto Exel 7 Sub Account o equals Move Up Change Cost Center Account o equals Move Down Project Analysis o equals o rd er Currency Code o equals Move Top of Automatic Account L1 equals Move Bottom Balance Account o equals E col umns Debit Credit o equals Resetto Original Sequence Fixed Intercompany o equals Columns Intercompany Account o equals Base Currency Only o equals Save Current Grid Settings Quantity O equals Resetto Initial Settings SAF Enabled o equals Print Field Descriptions Label This read only field displays the field label which is also the column heading of the browse Visible Select this field to include the field in the browse search criteria This field does not affect the columns displayed in the browse use the right click Columns menu for that It affects only which fields you can use for finding records Operator Select an operator to apply to this
480. reate AQAD In a multiple domain environment use profiles to build relationships between shared sets 36 1 1 3 For example the customer account profile links the customer shared set with the accounts shared set and identifies which Customer Control account to use in a particular domain at invoice registration See page 102 for details x Shared Set Tools gt Attach id 2 3 2 Bx Shared Set Create Y Shared Set Code CustSetl Shared Set Description First set of customers E Shared Set Type Active v Field Descriptions Shared Set Code Specify an alphanumeric code maximum 20 characters that identifies a shared set Shared Set Description Enter a brief description maximum 40 characters of the shared set Shared Set Type Select a shared set type from the drop down list e Cost Center Cost Center COA Mask Customer Daybook Exchange Rate General Ledger Account Project Project COA Mask Sub Account e Sub Account COA Mask Supplier Active Indicate if this 1s an active record Setting Up Financial Foundations 85 COA Mask Shared Sets A COA mask is a matrix that defines the combinations of GL accounts sub accounts cost centers and projects to which you can post transactions The system contains three COA mask shared sets which are used to share COA masks among domains e Sub Account COA Mask Cost Center COA Mask Project COA Mask Unlike normal shared sets yo
481. reate a journal entry in which completed adjustments are represented as read only posting lines in control accounts See Allocate GL on page 467 Open ltem Adjustment Create X GoTo Actions 73 Tools Print Preview Attachments Pasting Info Posting Year GL Period Daybook Code 2008 SADJ New Item Allocate GL Search for Invoices Payments Customer Supplier Business Relation Invoice Reference Posting Date Layer Year DaybookVoucher Group Name Amount 0 00 Operator Margin 0 00 Entity 4 Business Relation 3 Invoice Type 4 1000 5000 Invoice 1000 5000 Invoice 1000 5000 Invoice 1000 5000 Invoice 1000 5000 Adjustment 1000 5000 Invoice Field Descriptions 01 27 2008 m BC Balance Include Customers Include Suppliers Include Closed Items Start From Year All Entities Only Over Allocated Items OpenBalanceTC Open 150 00 CR 120 00 CR 531 25 CR 531 25 CR 293 00 CR 120 00 CR DFFICIALLayer Cur Full New Balance USD USD oO UsD USD USD USD Posting Year Period Date Specify a GL calendar year GL period and posting date for the adjustment posting Daybook Voucher Specify a daybook You must specify a type of either SA Supplier Adjustment or CA Customer Adjustment The Voucher field is a read only display of the system g
482. record of all transactions that occur in the entity It is maintained by recording debit and credit transactions in a process known as posting After posting the balance of each account is updated and the transaction becomes a permanent part of your financial records and cannot be modified directly Account balances can however be changed using adjusting entries The posting process is controlled by associating daybook types with one of the three system defined accounting layers official management and transient Accounting layers provide different ways of segregating transactions within a single GL account Although account balances are updated by transactions an update does not always occur at the time of its corresponding transaction Most operational GL transactions originate from manufacturing purchasing Setting Up GeneralLedger 143 and inventory movement and are created as unposted transactions The system collects most operational transactions in an unposted transaction table that is not associated with an accounting layer You can review the transactions to ensure that amounts accounts and dates are correct Once the transactions are verified you must post them to the official layer to update GL account balances However certain operational transactions such as invoice post are not collected in an unposted transaction table and are posted directly to the official layer of the general ledger You can temporarily record
483. rectified Example A company has two domains one for the US and Asia Pacific Domain A and another for Europe Domain B Each domain uses a separate customer shared set Before Merge Domain A Domain B Entity 1 ntity 1 US Entity 4 UK Entity 2 AUS Entity 2 DE Entity 3 JPN Customer Shared Set 1 Customer Shared Set 2 L After resolving all errors found in Validation mode the company runs Shared Set Merge in Merge mode for Customer Shared Set 1 and Customer Shared Set 2 In this case Customer Shared Set 2 is the source and Customer Shared Set 1 is the target All references to Customer Shared Set 2 in Domain B are deleted and replaced by references to Customer Shared Set 1 Setting Up Financial Foundations 87 Fig 3 5 After Merge Shared Sets After Merge Domain A Domain B Entity 1 dd Entity 4 UK Entity 2 AUS E Entity 2 DE Entity 3 JPN Figure 3 6 shows Shared Set Merge 36 25 91 Fig 3 6 Shared Set Merge X Shared Set Merge GoTo Actions f Tools C Print i Preview Shared set type Customer lt Source Shared Set Remove DefautCustomer f Target Shared Set Keep Domain Customer 7 Type of information 4 Number gt Number of elements to Number of missing ele 0 Number of errors 0 Number of
484. relation Note You can create a new business relation for the customer if necessary by clicking the Go To icon next to this field Active Indicate if this is an active record When you mark a record as inactive all of the transactions that can be blocked in Blocked Transaction Maintenance 2 23 1 can no longer be completed For example you cannot create a new purchase requisition or purchase order for the supplier The effect of this field is described in Active and Inactive Records on page 73 See User Guide QAD Master Data for details about blocked transactions Business Relation Tab The Business Relation tab displays the address information defined for the associated business relation You cannot modify this data here See Address Information Tab on page 325 for details about these fields QAD 406 User Guide QAD Financials A Accounting Tab Use the Accounting tab to set up control accounts tax details and other accounting information Fig 6 52 Supplier Create Accoun ting Tab Business Relation Accounting Payment Banking Defaults Tax Info Comments Control GL Profile Invoice 2100 st82bmfa ar Control GL Profile Credit Note L 2100 st82bmfa ve d Control GL Profile Pre payment 2100 st82bmfa Ar Purchases Account GL Profile O00PUR01 st92bmfg I Sub Account Profile 8833 Sub pr Ar Credit Agency Reference Chamber of Commerce Number TID Notice External Customer Number Curre
485. rent transaction numbering sequences The numbering system prevents fraud since each daybook produces its own integral numbering sequence These numbers can be maximum 22 characters in length and consist of Year YYYY e Slash character to act as a separator Daybook Code maximum eight characters Sequence number 000000001 At the beginning of the year the sequence resets to 000000001 and the year is incremented accordingly FAQAD 252 User Guide QAD Financials A Fig 5 65 Daybook Group Flow FAQAD Daybook Reporting Groups Daybook groups let you link numerous daybooks together so they can be reported on as a group for example you can create a group for all domestic supplier invoices You link a daybook group to a daybook using the Daybook Group field in Daybook Create 25 8 1 1 Create a Daybook Group Link Daybook C to Group Link Daybook A to Group Link Daybook B to Group Report on Group If you create a daybook group it becomes mandatory that users specify a daybook group value in Daybook Create 25 8 1 1 Currently the following reports include daybook groups Reporting Daybook Exception Report 25 8 13 Italian AP Tax Register Report 29 6 3 11 Italian AP Purchases Tax Register Report 29 6 3 12 Italian EU Sales Linked to EU Purchases 29 6 3 14 Italian AR Tax Register Report 29 6 3 16 Italian Suspended Tax Register Report 29 6 3 18 See User G
486. retrieves the cross company AR account to use from the domain setup It uses the intercompany daybook from the relevant daybook set for the posting A corresponding set of entries is made for entity B The system debits cross company AR 50 using entity A s intercompany code and credits the sales account 50 using a Journal Entries daybook Entity A Entity B AR Cust Ctrl Cross Comp Ctrl Cross Comp Ctrl Sales Stand Acct 50 50 50 50 AP Cross Company Postings Cross company postings can be created during purchase order receipts when a line item on a purchase order is received at a different site than the one on the order header These transactions are managed through operational transaction postings A different kind of cross company posting can occur when one entity pays the invoices for goods received at another site These postings are created during receiver matching and handled by the Cross Company daemon The value of the PO Expensed Item Receipts amount for non inventory items or PO Receipts amount for inventory items associated with the line is transferred to the AP payment entity General Ledger Transactions 507 Inventory Cross Company Postings Cross company postings occur when inventory is transferred from one site to another site associated with a different entity The value of the inventory is transferred to the receiving entity using Cross Company Inventory and Transfer Variance accounts as clearing
487. returned to the originator s Inbox when the recipient saves it Note Return to Sender does not apply when the View activity is selected When workflow is initiated the system routes the record to all users with the specified role As soon as one user opens the object it is removed from the Inbox of the remaining users The system refreshes the Inbox by default every 5 minutes Note If you want to direct workflow to an individual create a role that includes just that user The role does not need to have any permissions assigned and can be used just to direct the workflow The following are examples of processes for which workflow can be used Approve supplier invoices Release invoices for payment Notify stakeholders of changes to accounts GL data and customer or supplier data User Interface 41 Escalate overdue customer invoices Approve transient journal entries Create supplier invoices based on scanned documents See Attach on page 44 You can optionally use e mail notification to inform users who do not regularly log in to the QAD application that they have activities to be performed These users can then access the necessary function to perform the required activity Any instructions included in the workflow are also included in the e mail Example of Inbox Workflow items display as a list in the inbox by component name and activity The key fields that identify the component are displayed in p
488. rie bd Mirror Daybook Type Journal Entre bd rce Layer OFFICIALLayer Pr Mirror Layer MANAGEMENTLaye rce Layer Type Official Mirror Layer Type Management M Mirror Daybook Contrc Operational El Field Descriptions Domain This read only field displays the current domain Entity Specify the entity in which the mirror transactions are generated You can only select entities in the current domain Source Daybook Specify a daybook for the source transactions Mirror Daybook Specify a daybook for the mirror transactions Note You can select journal entry or matching daybook types only Source Mirror Daybook Type These read only fields display the daybook type for the source and mirror daybooks Source Mirror Layer These read only fields display the source and mirror daybook layers Source Mirror Layer Type These read only fields display the source and mirror daybook layer types You can select daybooks in the official and management layers only Source Mirror Daybook Control These read only fields display the source and mirror daybook control types AQAD General Ledger Transactions 513 Defining Source and Mirror Accounts Use Mirroring GL Account 3 20 7 1 to create modify delete and view mirror account configurations Use this function also to define mirroring analysis and transaction splitting options Note When you define two mirror accounts with differing consolidation methods the system displays
489. riods and tax periods unless you have confirmed the setup of the domain in which you are working The system contains two functions related to GL calendars and periods Use the Domain GL Period function to create modify and view the GL calendar year and its related GL periods for a specific domain The GL periods defined at the domain level are copied to all entities linked to the current domain GL periods created with this function always have a Normal period type The Entity GL Period function lets you apply GL period settings to individual entities and lets you lock unlock report and undo reporting for GL periods per entity When you lock a GL period for one entity it remains open for other entities in the same domain Using the Entity GL Period function you can also create modify and delete entity specific GL periods with a type of Correction or Year End Closing Normal GL period types are read only Note AGL period cannot be closed if unposted transactions exist with effective dates within the GL period You can manage period posting activity by defining lower and upper limit dates to specify the number of days before and after each report period during which transactions can be posted Note You cannot delete a GL period if it closed or if it is open and has had activity posted to it In addition you can delete only GL periods of type Correction Two other system functions can be used to define specialized calendars
490. rn Europe you must post a reversing correction journal entry at the same side of the general ledger debit credit as the original posting This step is required because the total balance of the original and the correction reversal must equal zero in the general ledger To post a reversing correction select the Correction field in the Journal Entry Reverse subscreen FAQAD 484 User Guide QAD Financials A Fig 7 40 Journal Entry EI x Reverse Subscreen Journal Entry Reverse M Year 2007 04 Posting Date 04 01 2007 2 Daybook Code QADJE 000000000 Layer Type OFFICIAL fi Description Test Reversal Template Code grigal Posting 2007 0ADJE 7000000005 Z3 Sequence Number 000000000 When you reverse a journal entry as a correction the postings are netted out and the balance is zero Fig 7 41 Correction Reversal GLAccount Code Code Description Cur BCDebt BCCedt Postings s 1000 Test Reversal USD 1 000 00 0 00 DOOODDAR Test Reversal USD 0 00 1 000 00 Table 7 3 shows the difference in the GL posting lines between a reversing posting and a reversing correction posting Table 7 3 Reversal and GL Account Debit Credit Correction Postings Original Posting GL1 100 GL2 70 GL3 30 Reversing Posting GL1 100 GL2 70 GL3 30 Reversing Correction GL1 100 GL2 70 GL3 30 FAQAD General Ledger Transactions 485 Automatic Reversal Reversing Journal Create
491. rom operational functions See Operational Daybooks on page 258 External which contains postings originating from external third party systems for example payroll applications See External Daybooks on page 273 Daybook control types are used to clearly separate postings based on their source Table 5 29 indicates which transaction types can be posted to each Setting Up General Ledger 255 daybook control type Transactions Daybook Banking Entries Financial External Cash Entries Financial External Consolidation Financial External Customer Adjustments Financial Operational Customer Credit Note Corrections Financial Operational Customer Credit Notes Financial Operational Customer Invoices Financial Operational Customer Invoices Corrections Financial Operational Customer Payments Financial Finance Charge Financial Journal Entries Financial Operational External Matching Daybook Financial Revaluation Customer Payments Financial Revaluation Customer Financial Revaluation GL Financial Revaluation Intercompany Financial Revaluation Supplier Payments Financial Revaluation Suppliers Financial Revaluation Tax Financial Reversing Entries Financial Supplier Adjustments Financial Self Bills Financial Operational Supplier Credit Note Corrections Financial Supplier Credit Note Financial Operati
492. roved or allocated through the final costs the amount to be allocated is posted to the Unmatched Invoices account You create one Unmatched Invoices account per system This account is used by default for all supplier invoice postings Account Analysis To support different types of reporting and analysis some accounts can be used in combination with sub accounts cost centers and projects The following table lists the valid combinations QAD 150 User Guide QAD Financials A esee Type by Account Type Sub Acct Cost Center Project SAF AQ Bank Account Yes No No No Cash Account Yes Yes Yes Yes Closing Account Yes No No No Cross Company Account No No No No 4 Customer Control Account Yes Yes Yes No E Customer Payment Account Yes Yes Yes Yes E Fixed Assets Account Yes Yes Yes Yes T Inventory Control Account Yes Yes Yes Yes z Open Items Account Yes Yes Yes Yes Z Standard Account Yes Yes Yes Yes Supplier Control Account Yes Yes Yes No Supplier Payment Account Yes Yes Yes Yes Tax Account Yes No No No WIP Control Yes Yes Yes Yes Conversion for conversion N A N A N A N A activity only PO Receipts Yes Yes Yes Yes E Realized Exchange Gain Yes No No No 5 Realized Exchange Loss Yes No No No Result of Current Year Yes No No No E Result of Previous Year Yes No No No Rounding Differences Yes No No No Unmatched Invoices Yes No No No Unrea
493. rresponding daybook sets for recording these corrections The daybook set programs validate daybooks based on whether correction is enabled Configure invoice post to consolidate positive and negative GL postings to the same entity account sub account cost center and project to produce a single GL posting instead of two Setting Up General Ledger 239 Configure specific areas of inventory control and work orders to generate correction transactions by selecting specific transaction types Enable or disable the creation of daybooks for correction transactions for either AP or AR Correction Example Most inventory transactions are for positive quantities However to register a correction a negative inventory quantity can be entered For example an inventory clerk does an unplanned receipt using Receipts Unplanned 3 9 for 10 items at a cost of 20 each Table 5 18 Account X Description Debit Credit Posting for Positive Receipt 1500 Inventory 200 00 5100 Purchases Expenses 200 00 A later count shows only 9 items were actually received A correction is made by executing the same program for a quantity of 1 Two different conventions can be used to represent this correction transaction in the GL The standard processing is shown in Table 5 19 which shows the transaction for the original issue of 10 and the correction of 1 Table 5 19 Account Description Debit Credit Standard Posting for Negative 1500 Inven
494. rs Fig 2 30 e ers rm Account Y Description A Y SubAccount gt Y CostCenter Account Y ProjAnalysis gt Y peti aoe 1500m AN 3 ro no no Custom 1037 Blanks yes no no NonBlanks i is R m test ckc eyk Lana 10804 Real Exch Gain USD no no no 1085 Real Exch Loss USD Realised Gain A c vj y 1081 Realized Exch Gain DM yes no no 1086 Realized Exch Gain EUR yes no no 1082 Realized Exch Gain FFR yes no no 1083 Realized Exch Gain LIR yes no no 1084 Realized Exch Gain SPP yes no no 1080 Realized Exch Gain USD yes no no 1085 Realized Exch Loss CND yes no no 1081 Realized Exch Loss DM Realized Exch Loss EUR Realized Exch Loss EUR no no You can make additional adjustments to column settings by right clicking on any column header and choosing the Columns option FAQAD Supplier gt Eres Supp001 Supp001 3010 3010 3000 Supp001 3000 3000 3000 3000 Business Relation Code 10000 10000 10000 3010 3010 3000 10000 3000 3000 3000 Inv Date Reference DueDate TC Balance RR v Sutosize Columns 06 09 2008 inv001 002 06 09 2008 testrev 06 03 2008 inv003 003 06 03 2008 inv003 0033 06 10 2008 reft 06 10 2008 inv3232 06 10 2008 tef ek12 ise Reset to Factory Settings 05 31 2008 ref ek89 Columns 06 10 2008 ref ek101 Properties 06 10 2008 ref 03 03 2008 Click to select or deselect column labels Summarizing Results The Summary right click option le
495. rs and a single one for suppliers But you need two codes for each COA element accounts sub accounts cost centers projects and daybooks Exchange rates are also shared so one shared set of this type is sufficient To set up this scenario associate the codes with the domains as shown in the following table Shared Set Type North America Domain European Union Domain Sample Shared Sets Customer AllCustomers AllCustomers Supplier AllSuppliers AllSuppliers Account NA Accounts EU Accounts Sub Account NA SubAccounts EU SubAccounts Sub Account COA NA SubAccounts CM EU SubAccounts CM Mask Cost Center NA CCs EU CCs Cost Center COA NA CC CM EU CC CM Mask Project NA Projects EU Projects Project COA Mask NA Projects CM EU Projects CM Exchange Rate SystemExRates SystemExRates Daybook NA Daybooks EU Daybooks Now whenever a new customer is created by a user whose active workspace is an entity in North America the customer is visible to users in all the entities in Europe as well However when a user creates a new account in an entity in North America the account is not visible to users in Europe Note Users never specify a shared set when creating records The records are automatically marked as belonging to the shared set associated with the user s current domain The records are then visible to users in every other domain with the same shared set FAQAD 84 User Guide QAD Financials A Fig 3 3 Shared Set C
496. s One advantage to having business operations represented by different domains and entities in a single database is that some system administration functions can be managed across domains such as defining users currency codes country codes menus messages and labels System administrators can control exactly which users have access to data in which domains FAQAD 80 User Guide QAD Financials A Fig 3 2 Data Model FAQAD es QAD Applications Database System Wide Data EE Domain Wide Data Domain Wide Data Domain Domains Wide Data Wide Data EntityA EntityB EntityC EntityD EntityE EntityF EntityG Data Data Data Data Data Data Data Domain 1 Domain 2 Domain 3 Domain 4 Profiles Shared Set Data J Shared Set Data Other data updates take place within the context of a specific domain So for example users exist at the database level and can be referenced in different domains while items product lines and sales and purchase orders reside within a domain With shared sets you can share some common master data across domains where appropriate You can also use processes such as distribution requirements planning DRP enterprise material transfer EMT enterprise operations planning EOP and shared Financials services centralized payments and credit control among d
497. s M Tax Report Domain Restricted Name Control Intemal Entity tercompany Code Intercompany Customer Supplier Compensation Allowed Setting Up Business Relations 333 Field Descriptions Intercompany Indicate if the business relation identifies an entity that is amember of a group of entities that trade with each other When selected you can enter an intercompany code in the Intercompany Code field Note Intercompany transactions are not the same as cross company transactions which are always posted to the cross company accounts associated with the domain Intercompany transactions are typically recorded for entities that are not defined in your current database If the business relation is identified as an internal entity the Intercompany field is automatically selected and you cannot change it Internal Entity Indicate if the business relation identifies one of your entities within this database Only records marked as internal display for selection as the address for a new entity If this is an internal entity you can also update the Tax Report Name Control and Last Filing fields which are used for filing 1099 MISC reports in the US For internal entities the Intercompany field defaults to selected and cannot be changed You must specify an intercompany code to be referenced in intercompany and cross company transactions You should ensure that you specify a correct primary contact for the h
498. s open item adjustments and AR and AP payments You can use the general ledger to create journal entries create recurring entries reverse transactions manually and automatically and perform currency revaluation If you plan to record the same journal entry on a regular basis posting templates let you save the posting details for reuse Templates are typically used with recurring entries when the template is posted at recurring intervals according to the related calendar However you can use templates for any type of repetitive posting You can create GL transactions through transferring batches of transactions from one layer to another When unfinalized transactions are posted to a daybook in a transient layer for review you can you transfer them as a group to the official layers after they are approved Introduction to QAD Financials 17 You can also allocate costs from a central cost pool and distribute the costs across departments based on identified cost drivers General Ledger manages intercompany and cross company accounting and balances transactions between entities in the same domain Mirror accounting provides support for the reflection of inventory transactions in the income statement and is often used in environments where the periodic method of inventory accounting is used Monthly closing and reporting processes provide a broad range of reports with which to check the completeness and consistency of data before proceed
499. s 523 The year end closing process uses this account only when you select the Auto Transfer Profit Loss to BS field This field is unavailable if the Include Sub Accounts field is cleared Balance Sheet Closing Sub Account Specify the balance sheet GL account to which the year end closing process transfers the total balance of the profit and loss accounts with sub accounts This account is required only when the Auto Transfer Profit Loss to BS field is selected This field is unavailable if the Include Sub Accounts field is cleared Default Tax Code Specify the default tax code to associate with the year end closing transactions This rate is required to make the closing postings for tax accounts While the amount of the posting is zero the rate is required to create a valid record Records and Postings The process creates a number of records and postings A closing period e An opening period 00 The system reopens the balance sheet for this GL period Four postings Transfer Profit and Loss to Balance Sheet The system creates a posting that transfers the profit and loss to the balance sheet The posting is made in the last correction or normal period if there are no correction periods of the GL calendar year The posting date is the last day of the GL period Profit and Loss Closing The system creates a profit and loss closing posting that nets off each income and expense account If the Include Sub Accounts fi
500. s Combined COA Dimensions or Separate COA Dimensions you can indicate whether to include the sub account cost center or project in the validation Fig 5 37 Validate COA cross reference setup against posting history e Validation Fields in COA Cross Acc Yeat Period 17 Validate subaccount v Reference Create Validate costcentre v Validate Project v Validate If a cross reference contains invalid or missing mappings this impacts the output of reports run using alternate COA or the result of a consolidation The validation facility lets you to determine if the mappings are valid against the current posting history and chart of accounts both operational and alternate The result of the validation is displayed in the standard error viewer Fig 5 38 e Validation Results Message Naber Sevesty 3 Qafas Nima Qufean4 Normal Osea Nona FAQAD 198 User Guide QAD Financials A FAQAD Even if a corresponding mapping does not exist in posting history or in the chart of accounts you can still save cross reference mappings that return error messages Posting history is constantly growing with new transactions and the chart of accounts can change also Therefore mappings that are currently invalid could become valid at a later date However you receive an error if you try to save a cross reference that contains invalid mappings Accounting Year Period Specify the GL calendar year and GL period for which
501. s activated This creates a single positive line 150 00 Account Description Debit Credit 1200 AR 150 00 3000 Sales 150 00 Inventory Corrections Setting Up General Ledger 243 The following table lists the choices in the Inventory GL Correction frame of GL Correction Control and the transactions they represent Field Name Transaction Code Cost Adjustment Cost Adjustment CST ADJ Consignment Transfer Consigned Material Transfer Issue CN ISSTR Consigned Material Receipt CN RCTTR Customer Consigned Material Adjustment CN ADJ Consignment Consigned Material Shipment CN SHIP Consigned Material Usage CN USE Consigned Material Cycle Physical Count CN CNT DO Shipment Distribution Order Change ISS DO Goods in Transit Issue RCT GIT DO Receipt Distribution Order Receipt RCT DO Goods in Transit Issue ISS GIT Inventory Adjustment Cycle Count Adjustment CYC CNT Cycle Count Recount CYC RCNT Physical Inventory Update TAG CNT Issue Unplanned Issue Unplanned ISS UNP PO Receipt PO Receipt RCT PO Purchase Order Receipt Average Cost RCT AVG Receipt Unplanned Receipt Unplanned RCT UNP Return to Stock Inventory Return to Stock RCT SOR Inventory Sales Order Return RCT RS Return to Supplier Purchase Order Return to Supplier ISS PRV Inventory Return to Supplier ISS RV SO Shipment Sales Order Shipment ISS SO Configured Product Issue ISS FAS Configured Product Receipt R
502. s could differ between a domain representing a business in England and one in Germany even though they are in the same database However some programs that update system wide data such as User Maintenance 36 3 1 also reference generalized codes These generalized codes must exist in all domains or you may encounter errors editing a user record in one domain while you can successfully edit it in another domain See User Guide QAD System Administration for detailed information on generalized codes Setting Up Shared Set Codes Before defining domains you must define shared set codes The system is supplied with one default group of codes Shared set codes let you identify financial data that can be shared across selected domains When you create a domain you must select at least one shared set code for each type of required data customers suppliers accounts sub accounts cost centers projects exchange rates and daybooks All entities within a domain use these shared sets You need to carefully consider your business requirements in determining how many shared set codes you need Consider the following scenario Your database has two domains North America and European Union The entities in both domains share customers and suppliers However the chart of accounts COA differs because of local accounting practices Setting Up Financial Foundations 83 To implement this scenario you need a single shared set code for custome
503. s created for this address Tax Usage Enter a tax usage code previously defined in Tax Usage Maintenance 29 1 9 Tax usage codes identify the normal use of items sold to this address Setting Up Business Relations 331 Tax usage codes along with tax class and tax date determine which tax rates apply Tax rates vary depending on the nature of operation of the buyer or seller or on the intended usage of the item Common tax usages are retail manufacturing and industrialization The value of Tax Usage defaults to the header of transactions created for this address Contact Persons Tab The Contact Persons tab lets you define detailed information for specific people associated with an address All fields are optional except for Name and Language You can create as many contacts as you need and associate them with specific address types for the business relation You can designate one primary and one secondary contact Errors display if you try to designate more than one primary or secondary contact You must clear the field from the current primary or secondary contact before you can select the field on a different record To add a contact right click in the Contact Persons grid and choose Insert a New Row The Contact screen displays Fig 6 13 P Business Relation Create Address Info Contact i Business Relation Business Relation Create Address Info Contact Address Contacts Title Mr Name Piere Cordon r Init
504. s feature information grids These grids have many of the same features as browses for example you can change the column order and width See Using Browses and Search on page 55 for details Some grids are more complex than others letting you add child rows with additional data related to a parent row System and user settings affect whether grid changes are temporary or remembered by the system These settings are described in User Guide QAD System Administration Allow User Customization must be enabled and either Automatic Save of Last Used Grid Settings or Allow Save of QAD 48 User Guide QAD Financials A Fig 2 15 Grid Context Menu AQAD Grid Settings must be enabled for the system to save changes If the save is allowed rather than automatic you can pick that command from the context menu To see the commands available in the grid right click to display a context menu x Cost Center Tools GoTo Attach 4 2 B x Cost Center Modify Y 0100 Description Residential Sales l Active iv Retiieve SAF Login A Structure from GL Budget Group i FIP Sar Structure Code SAF Defaults SAF Concept Code SAFCode LastModified User LastModifiedDate LastModified Time Customer Type 00 00 00 Export to Excel Delete a Row Insert a New Row Columns Save Current Grid Settings Reset to Initial Settings Print
505. s field to have the system store audit detail information for a subset of critical master tables Review these details with Master Data Audit Detail Report 36 17 2 If cleared you can still retrieve summary level audit information with Master Data Audit Report 36 17 1 Auditing of changes to unposted GL transactions is based on a similar field in GL Transaction Control See User Guide QAD System Administration for information on auditing Setting Default GL Accounts The second section of Domain Account Control 36 9 24 defines default GL accounts sub accounts and cost centers that are accessed by many operational maintenance functions Each account is identified by an account code a sub account code and a cost center code Sub accounts and cost centers are optional depending on how the account is defined These accounts determine defaults when you add static data such as tax rates product lines and departments Later they appear as defaults on some transactions such as sales and purchasing Note A few accounts in Domain Account Control are updated directly such as Sales Freight Accrued and Applied These accounts typically cannot be modified in the transactions that reference them Since these are only default accounts none of the static data or transactions that reference them are changed when these accounts are modified in Domain Account Control Follow these guidelines for system accounts Know how the system
506. s of that type to be posted during the GL period The area check box acts as a switch opening or closing the period to transactions of that type You can update the area switch only when the period is open Defining a Domain GL Calendar Year Use the Domain GL Period activities 25 4 1 to create modify or view the domain level GL calendar year When you choose Create the following screen displays You can create a new year based on an existing one This is typically used unless you have changed your legal GL calendar year requirements FAQAD 280 User Guide QAD Financials A Fig 5 75 Domain GL Period LF Domain GL Period Create x Create New Year 2009 How to Create Cc v From GL L alendar Create Manually Save Cancel Field Descriptions New Year This field displays the new GL calendar year to create The default value is the latest GL calendar year incremented by one Copy from GL Calendar Year Select to use an existing year as a template for the new year and specify the year Create Manually Select to create a new year by manually specifying the periods Defining the GL calendar year displays the Domain GL Period Create screen 25 4 1 1 in which you define period dates and attributes Fig 5 76 Domain GL Period x Create Domain GL Period Toolsy GoTo attach d WA Domain GL Period Create GL Calendar Year Y GL Calendar Year 2008 GLPd Start Date l EndDate LowerLimitDate
507. s printed on the quote whether price lists are required and how freight is calculated Sales quotes are described in User Guide QAD Sales SSM Accounting Control 36 9 10 contains settings that affect the financial aspects of service contracts contact billing and call processing SSM is described in User Guide QAD Service Support Management Work Order Accounting Control 36 9 11 contains settings that affect the financial impact of work order completion Work orders are described in User Guide QAD Manufacturing Advanced Repetitive Accounting Control 36 9 12 contains the default account for WIP transfers Repetitive functions are described in User Guide QAD Manufacturing GL Transaction Control 36 9 13 contains one field you can modify that controls whether an audit history is kept when changes are made in Unposted GL Transaction Correction 25 13 It also displays fields indicating whether transactions in various business areas inventory work orders sales orders and fixed assets have been posted Setting Up General Ledger 287 Domain Account Control Domain Account Control 36 9 24 is a key program that affects processing throughout the system It is critical to set up this control program correctly because the system automatically propagates this data to other tables as data records are created Example When you designate a domain account for work in process this account becomes the default account for each pro
508. s their default currency In addition you can create customer and supplier invoices with that currency Exchange Rate Types Use the Exchange Rate Type activities 26 3 to create view modify and delete exchange rate types Before setting up exchange rates you can add user defined exchange rate types if necessary A number of predefined types are supplied with the system which are used in financial and operational functions Note Ifthe exchange rate type selected in a function or report does not exist the system uses the accounting exchange rate type by default Financials Exchange Rate Type Only Description ACCOUNTING No Used in the general operation of the system such as sales and purchasing activities It is the default exchange rate type for the system BUDGET Yes Used for budgets stated in non base currencies CASH Yes Used for cash flow forecasts denominated in non base currencies INTRASTAT No Used in Intrastat reporting to provide specific exchange rates See User Guide QAD Financials B for details about Intrastat Setting Up Multiple Currencies 125 Exchange Rate Type Financials Only Description INVENTORY No Used for inventory purchase order scheduled order receipt and work order transactions to convert between the transaction currency and the base currency The system also uses the inventory exchange rate to convert inventory transaction amounts t
509. select Link to Open Item In the Allocation Key field open the lookup which lists all open items for the account you specified Select the relevant open item from the lookup The selected item is automatically counter posted on the new posting line that you are creating General Ledger Transactions 445 Tax Details The Tax Details grid displays when the account specified in the posting is defined as a tax account The posting line includes the following fields Type Tax Zone From To Tax Usage Tax Environment Tax Class The system determines the tax rate to use based on the values specified for the above fields To calculate values for the Base Debit Base Credit Full Debit and Full Credit fields the system uses the rules defined in Global Tax Management See User Guide QAD Financials B for more information on Global Tax Management Fig 7 14 x Journal Entry Tax JournalEntryy Tools GoTo Attach x z J 3 X Ed Ed Ed a E Details Grid Journal Entry Create Y Year 2007 06 Posting Date 06 19 2007 Daybook Code QADJE p 000000007 Layer Type OFFICIAL Save As Template O Description Template Code Replacement n B gnaPosing Sequence Number 000000000 Reversal r GLAccount SubAccountC CostCe Description 4 Cun BCDeb BE Credt B OOOSLSTX USD 0 00 0 00 TaxClass TaxUsage FromTaxZone ToTaxZone TaxEnv TaxDate Tax Trans Type gt AST u0 40000 50001 USA USA 06 19
510. ser The system enforces a number of restrictions on deleting an end user address You cannot delete an end user address if it is referenced on a material order return material authorization RMA or call contract or invoice Note When you delete an end user record in Customer End User Delete 27 20 3 4 the associated business relation end user address is also deleted provided it is not referenced by another address in any other domain Customer Opening Balance Use Customer Opening Balance Create 27 1 10 to manually create an open item in the sales sub ledger and generate postings for customer invoice and credit note control accounts The activity lets you transfer the outstanding open items invoices credit notes adjustments for a specific customer in detail from an external system to your QAD application Create a standard GL account to act as a balancing transfer account for the control accounts The opening balance activity updates the following accounts For invoices debits Customer Control and credits the GL Transfer account For credit notes debits GL Transfer and credits Customer Control For item adjustments if the adjustment involves a debit on the item the accounts referenced are the same as those for an invoice If it involves a credit the accounts referenced are the same as those for a credit note FAQAD 398 User Guide QAD Financials A Fig 6 46 Customer Opening Balance Create FAQA
511. ser Interface 47 Many actions such as Save and Create also have keyboard shortcuts for example Control S for Save and Control N for Create New The shortcuts are listed in the Actions menu The translation option is available for description fields and lets you store translations of your description text in active system languages Using the Translation Option on page 54 discusses this option in more detail You can click the Go To button to access the related activity that created the value displayed in a field Go To options are also available on the Go To menu Which activity displays depends on whether the source field is empty or contains a value Example In Figure 2 14 you click the Go To button next to the Budget Group field when the field is empty The Budget Group Create screen displays so you can create a new budget group for this cost center If you click Go To when a value already exists in the field the Budget Group View screen displays If you want to modify the budget group you can switch from View to Modify in the Actions menu of the Budget Group screen Note The system security determines if you have modify rights In some amount fields you can use the F3 to automate data entry When your cursor is in a transaction amount field pressing F3 automatically fills in the balancing side of the transaction This can be very useful in functions such as journal entry Using Information Grids A number of screen
512. set up the Financial structure of your QAD application including domains shared sets entities and profiles When you have completed this setup you can continue with other Financial setup functions To fully implement an operational system you must also refer to User Guide QAD System Administration which describes additional aspects of the system The first step in implementing QAD applications is to determine how various features can be used to model your current business practices QAD applications provide a wide range of functions that manage supply chain customer relationships manufacturing and other aspects of your business as well as financial accounting All of these depend on certain core elements described here as part of your business model Core elements that represent your business especially from a financial point of view are described in this set of topics In addition base data that is required during initial implementation steps is also described The core elements of the business model include the following The database contains all of your business critical data in a secure format A database can have one or more distinct logical partitions called domains Some data is defined at the database level and is available throughout the system including currencies countries languages business relations addresses and contact data A domain represents one or more of your business operations Each domain can sh
513. siness Relations When you deselect the Overrule Allowed field for Check before Customer Invoice Entry the system displays a warning message if there is a credit violation but does not prevent you from continuing with the invoice creation When you deselect the field for Check before Customer Invoice Entry the system prevents you from saving an invoice for this customer if there is a credit violation Deselect this field for both Before and After options to prevent a credit limit overrun for invoices Specify a warning ceiling percentage Warning Ceiling in Select to generate a warning message when the specified percentage of the credit limit has been reached Example An organization includes open orders and unpaid invoices in the credit check for a customer A customer credit limit is set at 100 000 A warning ceiling of 7596 displays a warning when a transaction causes the sum of open orders plus unpaid invoices to exceed 75 000 The transaction can be completed If warning ceiling is 0 no warnings are displayed The following fields are used to store and display additional credit information for reference High Credit This field displays the highest amount of credit you have ever extended to this customer This is the largest AR balance they have had open at one time This field is calculated and updated by various programs that create AR transactions including Invoice Post and Print Open Item Adjustment Bank Entry Cust
514. sing the accounting exchange rate for the direct debit date and revaluation is not required However for drafts and post dated checks denominated in a foreign currency the payee must wait until the due date to collect the value The value of the check or draft can vary from the date of issue until the due date and is subject to revaluation e Standard GL accounts Some standard GL accounts accept transactions in any currency and are therefore subject to revaluation Bank and cash accounts Bank and cash accounts can be denominated in a non base currency which must be expressed in the base currency of the entity FAQAD 448 User Guide QAD Financials A Fig 7 17 Revaluation Setup Process Map AQAD Setting Up Revaluation To enable accounts to be revalued you must configure currencies and revaluation parameters on the accounts and then create a posting structure for revaluation postings Figure 7 17 shows the process map for revaluation setup Set Up Revaluation Create Source Define Create System roe Sure Revaluation for Accounts Create Target Revaluation Typically two or three accounts are involved in revaluation the source account target account and revaluation account The source account is the original GL account to which the transaction affected by revaluation was posted The system account is the account that contains the exchange rate differences produced by the revaluation
515. so have other dimensions represented by analytical codes Use the Journal Entry activities 25 13 1 to create view modify delete and reverse journal entries You can use Journal Entry Create 25 13 1 1 only to manually record transactions for financial daybooks However Journal Entry View 25 13 1 3 lets you view transactions posted to operational and external daybooks in addition to financial daybooks See Using Daybooks on page 250 for more information Note You can only modify or delete journal entries posted to a transient layer See Transient Layer on page 247 QAD 430 User Guide QAD Financials A Fig 7 3 Journal Entry Process Flow FAQAD Delete Journal View Journal You can also use the following activities within Journal Entry Journal entries can be saved in draft format when Draft Instances is selected in Change System Settings 36 24 5 1 When you save a record in draft format none of the system validations are executed You can then return later to complete the record by choosing the Journal Entry Browse Drafts activity and selecting the record you want to finish from the list See Saving and Browsing Drafts on page 38 for details on drafts See User Guide QAD System Administration for more information on system and user settings Using the Excel integration feature you can export data into Excel spreadsheets for analysis or reporting You can also create new data with
516. so be printed in the language of the customer FAQAD 328 User Guide QAD Financials A FAQAD Language defaults from the language specified in the General tab but each address can have a different language if necessary Telephone Enter the telephone number maximum 40 characters for calling this business relation address Fax Enter the fax or telex number maximum 40 characters to use when sending documents to this address E Mail Specify the e mail address associated with this business relation Internet Specify the Web site of this business relation Tax Information Tab Use the Tax Information tab to enter details that determine how taxes are calculated for this address Tax codes must be set up using functions on the Global Tax Management 29 menu before specifying them here You can modify tax data for customers and suppliers This is important in cases where a customer and a supplier are both linked to the same business relation but the tax details of the customer must be different than those of the supplier See User Guide QAD Financials B for information on Global Tax Management Setting Up Business Relations 329 Fig 6 12 P Business Relation Create Address Info L Business Relation Business Relation Create Address Info Address Tax Information Tab Sports world International Sports world International Address Type HEADOFFICE Address Info Tax Information Contact Persons
517. stomer s balance and open invoices Note Go Tos are enabled only when The corresponding function is an activity not a standard program The user has security permission to the linked activity Component Actions Menu This menu contains a list of activities related to the object you are editing User Interface 35 Fig 2 4 T Actions B Tools Function Menu Undo Ctrl Z ll Save Ctrl S Save As Draft Create Ctrl N y View Ctrl B a Modify Ctrl 0 X Delete Ctrl D Maintain Credit Limit B Browse Drafts Properties Exit Alt F4 General activities are available on this menu or as buttons on the activity screen These include Undo Save Save and Create Save as Draft and Properties Record Specific Activities Record specific activities are also available on this menu For customers this includes Create View Modify Delete and Maintain Credit Limit You can choose record specific activities in multiple ways By selecting from this menu By selecting from the main application menu By right clicking on a record within a browse and selecting from the context menu as shown in Figure 2 5 FAQAD 36 User Guide QAD Financials A Fig 2 5 Right Click Menu for Customer Customer Browse for Modify x Actions E Print yy Add to Favorites ill Chart 8 Chart Designer Refresh S Stored Searches Search 5
518. stomer Browse for Modity Cuitomer Modify BrowieForm X Batons Prnt vip Addio Favorites ds chon LP Chan Dengner Retresh Stored Searches Seach 7 Helerence gt equals Creston Date gt enas Mtivly equals Owner gt ozas 1 lel ie 8 Viewing 1 2 of 2 Records per page 100 lt dD Busness Comporart W Reeence Y Cased By V CinatonOatn W CinatndOn SV Adiy W Owe SY Shaved Y DTI ICIIS m 04 14 2008 061951 User Interface 39 Fig 2 7 Save as Draft Fig 2 8 Draft Customer Search FAQAD 40 User Guide QAD Financials A Fig 2 9 Tools Menu FAQAD Tools Menu The Tools menu lets you access Workflow and Design Mode Tools GoTo P Design Mode Workflow Workflow lets you forward final or draft work items to one or more individuals identified by a role in the organization for completion or validation You activate workflow using System and User Settings Details about enabling workflow and the setup required for the Inbox to display are included in User Guide QAD System Administration Workflow can be used for most records created with component based functions The ad hoc workflow sends a link to the current record to another user s Inbox and optionally notifies them by e mail The recipient can double click to open the item and complete the assigned task If the Return to Sender option is included in the workflow the record is
519. supplier s tax ID number is invalid External Customer Number Enter the external customer number maximum 10 characters associated with this supplier QAD 408 User Guide QAD Financials A This number applies to some check print requirements and follows the name and address of the supplier Currency Code Specify the default currency code for this supplier Currency defaults from the domain base currency Supplier Type Enter an optional code classifying suppliers by type For example you might classify suppliers as type RAW for raw material suppliers and SUB for subcontractors You can use supplier type to select groups of suppliers for reporting in particular for supplier and accounts payable reports If you are in the US and submit 1099 tax reports you can select suppliers by type You can also define purchasing accounts by product line site and supplier type Purchase Type Specify a code for grouping supplier invoices for reporting letting you track your cash expenditures for different types of expenses For example use EX for miscellaneous expenses and PO for purchases of raw materials or components This field is optional when Tax Report is selected indicating that you are submitting 1099 tax forms in the United States Payment Tab Fig 6 53 Supplier Create o IE Jati A ti ayment ki ilt fi Ci it Payment Tab usiness Relation iccounting Banl ing efaults ax Info omments Credit Terms 230 30 Ar Parent Gro
520. system automatically creates Intrastat history records for these transactions See User Guide QAD Financials B for information on Intrastat Postal Format This field determines where postal codes display on printed addresses It defaults to the Business Relation function when addresses are added for the country Valid values are After Postal code prints after the city and state Before Postal code prints before the city and state This code affects only addresses printed on documents meant to be mailed such as invoices purchase orders mailing labels statements checks and reminder letters Active Indicate if this is an active record The effect of this field is described in Active and Inactive Records on page 73 Tax Format Specify the format for tax identification and tax declaration numbers associated with this country This format is used to validate the tax IDs specified in the State Tax ID field in the Tax Information tab of the business relation customer and supplier functions when the address references an EU member country European VAT registration numbers follow strict formats dictated by regulatory authorities and vary from country to country You can find lists of valid formats on Web sites such as the following http www kd85 com euvat html You can right click to add multiple rows to this grid some EU countries such as the Czech Republic allow multiple formats Setting Up Business Relations 317
521. t PO Setting Up Business Relations 339 Status Invoice Allocation Status Code Description Lock Approved Status Match After Posting Detailed No Yes Transient No N A Prepared Posting Allocation Prepared Complete Posting No Yes Allocation No N A Complete Complete Posting No Yes Allocation Yes N A PO Complete Hold On Payment Yes Yes Allocation No N A Hold Initial Initiate receiver Yes N A No Allocation Yes Complete matching from P O Initial Invoice These sample codes define several potential steps for processing supplier invoices when different roles in the organization are responsible for each step In some organizations a simpler approach may be adopted using fewer steps For example if invoices are first registered and then approved released for payment and posted all as one operation only the Registered and Complete status are needed Different sets of codes may be needed depending on whether you are creating a financial invoice or an invoice for matching with a purchase order PO In the sample set up the codes for POs have Receiver Matching selected and specify a code to be assigned Complete PO when the matching is done Since you need to define the Complete PO code before the others this type of table is helpful in designing the codes you want to use The Hold status code can be used when a problem arises with a supplier after invoices
522. t Sentre Example A company has two cost centers CC1 and CC2 and three projects Prj1 Prj2 and Prj3 At the end of last month the following cost data is returned FAQAD 536 User Guide QAD Financials A FAQAD Cost Center Project Cost CCl Prjl 10000 CC2 Prjl 20000 CCI Prj2 25000 CC2 Prj3 4300 CC2 Prj3 2100 To view the cost control performance of each cost center and to ignore project information select Summarize Projects The results are as follows Cost Center Project Cost CCl 35000 CC2 26400 Similarly you can see the performance by project by choosing Summarize Cost Centers The results are as follows Cost Center Project Cost Prjl 30000 Prj2 25000 Prj3 6400 If you want to see the total performance on cost control select Summarize Cost Centers and Summarize Projects The results are as follows Cost Center Project Cost 61400 SAFs When filtering on SAF codes all positions of a SAF structure GL SAF cost center SAF and project SAF are searched The system searches using the SAF codes provided and their corresponding SAF concepts for example SAF 1 and SAF Concept 1 Numerics 2 1 1 633 2 3 1 814 1099 reporting enabling 411 purchase types 401 25 3 23 293 25 21 1 1045 25 21 5 1049 25 21 9 1069 25 21 12 1 1040 25 21 12 5 1039 25 21 12 13 1048 25 21 13 5 1079 25 21 13 6 1054 1079 25 21 13 7 1079 1080 25 21 15 1
523. t these fields The system fills in the Name field based on the business relation after you save the record Employee Business Relation Business Relation Supplier for AP Pay Supplier for AP Payments test Luchthavenlei 7A B 2100 Antwerp Deume BE Belgium Intercompany and Cross Company Transactions IJ Mirror Accounting Year End Transaction Reviewing Posted Transac 420 User Guide QAD Financials A FAQAD Overview The general ledger GL is a record of all transactions that occur in an entity It is maintained by recording debit and credit transactions in a process known as posting After transactions have been posted the balance in each account is updated Journal entries are the basis of most GL records Journal entries directly map to GL postings and the general ledger lets you view the activity and balance of each account at a glance See Journal Entry on page 429 Transactions recorded in the official layer or management layer are created and posted as part of the same journal entry process Transactions recorded in the transient layer can be transferred to the official layer or management layer Simple GL transactions consist of multiple posting lines associated with amounts and GL accounts During posting the transaction detail in the posting line is used to update cumulative account balance detail records for the GL period
524. t Center Cost Center Description Creator Currency Daybook Code Daybook Type Description Daybook Description Entity GL Account GL Description GL Type Intercompany Code Is Reversal Layer Code Layer Type Line Text General Ledger Transactions 529 Columns Filters System Date SC Balance TC Credit SC Credit TC Debit SC Debit Voucher Posting Date Year GL Period Posting Description BC Balance Project MC Balance Project Description TC Balance SAFs 1 5 SAF Concepts 1 5 SAF Structure Sub Account Code Sub Account Description System Date TC Balance TC Credit TC Debit Third Party Voucher Year GL Period GL Transactions View Extended Right Click Options Figure 7 72 shows the related views that are available as right click options from GL Transactions View Extended FAQAD 530 User Guide QAD Financials A Fig 7 72 Right Click Options FAQAD GL Account Browse for GL Tra X D Actions G Print y Addio Favorites uly Chan Chae Designer Rebech BROWSE MACRO BE Stored Searches Sewch 8 7 Entty Code equa 100 2 3 I x March Qem aa Posting Osta nom 2720 2088 Tia 2202x8 WI x GL Account equals PL IJ x SubAccount Code gt equal H Pia Ij x Cont Certes gt equate Pia I tx Voucher llega I IJ x Ven gt 1 10 4 10 Fiecends per page Al J OOA Q Glaca Y Subhccont Code cW Cos Conte Code Y BCDeb SY BCOm cY FowngDae cY Datok C
525. t Center grid is displayed when the account specified in the posting is defined with cost center analysis See Cost Centers on page 169 for information on defining cost center analysis on an account FAQAD 440 User Guide QAD Financials A Fig 7 10 Journal Entry Cost 1 m Center Grid JournalEntry Toos GoTo Attach x 26 2 o X ARCA Journal Entry Create Y Year 2007 05 Posting Date 06 19 2007 z Daybook Code QADJE 000000007 Layer Type OFFICIAL Save As Template r Description Template Code 2 Replacement r Biiginal Posting Sequence Number 000000000 Reversal r GLAccount SubAccount t CostCe Description Cur BCDebt BCCredt 908900 C100 USD 0 00 0 00 Cost Center Code gt Structure GLAccount SubAccountC CostCe Description Cur BCDebit BCCredt 9 i m n Currency View Base Currency w Balance USD 0 00 0 00 Save and Create Save Close Field Descriptions Cost Center Code The cost center code defined for the account displays Specify a different cost center if necessary Structure If an SAF structure is associated with the cost center defined for the account it displays See Supplementary Analysis Fields on page 220 for more information on SAF analysis FAQAD General Ledger Transactions 441 Project The Project grid is displayed when the account specified in the posting is defined with project analysis
526. t Create is the same as the validation specified for the customer or supplier bank in the Banking tab of Customer Create or Supplier Create only formats marked as domestic or both can be used If the validation format associated with your GL bank account is different than the one specified for the customer or supplier bank only formats marked as foreign or both can be used See Define Bank Account Formats on page 832 Active Indicate if this 1s an active record Setting Up Business Relations 355 Currency Specify a currency for the payment format Payment Instrument Select Check Draft Direct Debit Electronic Transfer Promissory Note Summary Statement Transfer or Credit Card as the payment instrument for this format You use checks drafts direct debits promissory notes summary statements and credit cards in AR payments Transfers and electronic transfers are used in AP payments only See Customer Payments on page 562 and Supplier Payment Instruments on page 758 for descriptions of these instruments Invoices per Check If you are creating a check format enter the number of invoice lines that can be printed on the check This limit ensures that you do not have more invoice lines on a single check than can be printed on a single page and prevents an error in the numbering sequence of a check print run Type Description Enter a brief description maximum 40 characters of the payment format TP Si
527. t a GL type of Cash Account and is used to set the daybook profiles for incoming and outgoing cash transactions Posting Currency Analysis I Report Link Banking Cash Defaults Cash Received Daybook Profile Cash Paid Daybook Profile Lt Save and Create Close Field Descriptions Cash Received Daybook Profile Select a profile that indicates the daybook used to record cash receipt transactions using Petty Cash Only profiles that have a Cash Received Profile Type are available to select Setting Up General Ledger 167 Cash Paid Daybook Profile Select a profile that indicates the daybook used to record cash payment transactions using Petty Cash Only profiles that have a Cash Paid Profile type are available to select Defaults Tab Use the Defaults tab to specify which concepts within a structure to associate with the account and specify default values for the concepts Only one default can be specified for each concept The defaults are used when a code value is not supplied in a transaction These fields are not required See SAF Defaulting on page 235 Fig 5 12 GL Account Posting Currency Analysis Report Link Banking Cash Defaults Defaults Tab SAF Concept Code gi SAF Code gi Last Modified User LastModified Date Last Modified Time Field Descriptions SAF Concept Select an SAF concept to link to this account SAF Code Select an SAF code rela
528. t click in the business component data grid and choose Import from Excel 4 When prompted select your spreadsheet and click OK 5 Click Save to validate the data and save to the database If the system returns validation errors you can resolve them on screen at this stage and save again to validate The system only saves multiple records to the database if there are no errors The system treats the entire Excel spreadsheet as a single transaction and does not make partial updates for rows without errors Creating a Template to Export to Excel This option creates a blank spreadsheet for maintenance that contains the relevant fields as column headings You use the template to add your own data and import it which creates new records in the system User Interface 73 This is similar to the previous activity but you do not load existing system data It is recommended to load one existing record from the database that can be used as an example of how to fill the fields To do this load all records and then delete all except one from the grid 1 Choose the Excel Integration activity for a supported business component such as customer The system displays the blank grid consisting of the data fields as column headings 2 Right click on the blank grid and choose Export to Excel for Maintenance 3 Open your spreadsheet in Excel and make your modifications Important You must leave the first column with the component name ID fie
529. t financial and accounting decisions The financial organization and the project team are usually responsible for entering the data in Domain Account Control 36 9 24 a special control program that defines most of the default GL accounts used throughout the operational functions Module Control Settings This section briefly describes each module control program Figure 5 78 shows the process map for setting up operational accounting controls Setting Up General Ledger 285 Figure 5 78 shows the process map for the setup of operational accounting controls Fig 5 78 Set Up Set Up Stup ET Operational e istics nventor sition Lo MR Aoun Account Account Accounting Control Control Control Controls Process Map Set Up Set Up Set U T p Sales Set U gere Purchasing Order Account Cust Sched Control Control Control Order Control Set Up Advanced Repetitive Acct Set Up SSM Account Control Set Up Sales Set Up Work Quote Account Order Account Control Control et Up Domain Account IET 825 3 Logistics Operational Accounting Control 36 9 1 affects the operation of Logistics Accounting This is an optional module described in User Guide QAD Master Data You define a number of default GL accounts in this program Inventory Accounting Control 36 9 2 determines costing impacts of inventory transactions and how GL transactions are created A Transfer Clearing Account is also defined here I
530. tandard Supplier Invoice AP Rate Variance Standard Supplier Invoice Method Variance Standard WO Close Transfer Variance Standard Multisite Transaction Material Usage Variance Standard WO Close Material Rate Variance Standard WO Issue WO Close E Labor Usage Variance Standard SFC Repetitive WO Receipt 3 Labor Rate Variance Standard SFC Repetitive Burden Usage Variance Standard SFC Repetitive WO Receipt Burden Rate Variance Standard SFC Repetitive Subcontract Usage Standard WO Close Variance Subcontract Rate Variance Standard WO Close Mixed Variance Standard WO Close for joint orders co products by products Service Labor Standard Call and Project Activity Recording Service Overhead Standard Call Activity Recording Service Expense Standard Call and Project Activity t Recording v Expense Due Standard Invoice Post Service Returns Standard Call Activity Recording Deferred Revenue Standard Contract Maintenance Accrued Revenue Standard Contract Maintenance Table 5 32 Default Domain Accounts Page 3 of 4 Setting Up General Ledger 293 System Account GL Type Type Updated in SO Consigned In Transit Inventory SO Shipment Control SO Consigned Inventory Inventory Inventory Transactions E Control E SO Consigned Offset Inventory AR Deferral 2 Control 5 PO Consigned Inventory Inventory Inventory Transactions Control PO Consigned Offset Inventory AP Deferral Control Table 5 32 Default Do
531. tarting point for discount due date calculations or the invoice date if it is Saturday You can use this calculation so that the payment due date always falls on a Saturday of the following month depending on the invoice date No of Periods Indicate the number of periods to take into account when calculating the due date Setting Up Business Relations 347 Supplementary Days Specify the number of days that should be added to the normal calculation date This value applies only when you select the period type Month Min Due Days Specify the minimum number of days in which the payment must be made This prevents creating invoices with unreasonable due dates If an invoice is created near the end of the month and a due date is set for the end of the month it is not reasonable to expect it to be paid If the number of days between the invoice creation date and the end of month is less than the minimum number of due days the payment due date is moved to the next period Example An invoice is created on October 31 with credit terms specifying payment at the end of the month with due days of 10 and minimum due days of 15 Using these terms the due date is calculated as November 10 October 31 10 Next the system compares the minimum due days 15 to the difference between the due date and the invoice date November 11 October 31 The difference is less than the minimum due days so the due date is moved to the next period In this
532. tate or provincial tax identification number or a VAT registration number If the country specified for the address is an EU member the ID is validated based on the tax format associated with the country See Tax Format on page 316 Miscellaneous Tax 1 2 3 For reference and documentation purposes enter any other tax identification numbers that are useful Tax in City This setting determines whether the address is in the city limits for taxation purposes It is used only with the Sales and Use Tax Interface for US and Canadian tax processing See Technical Reference QAD Sales and Use Tax Interface Tax Zone Enter the tax zone for this address defined in Tax Zone Maintenance 29 2 1 A value is required The system searches for a default based on the country state or province county city and postal code of the current address If a default is not found the tax zone specified in Global Tax Management Control 29 24 displays This normally indicates an error condition and a warning displays when this zone defaults The system uses tax zones to help identify the tax environment for transactions involving this address Tax Class Enter a tax class previously defined in Tax Class Maintenance 29 1 5 Tax classes group addresses taxed at specific rates or that are tax exempt and help determine the default tax environment set of tax types for related transactions The value of Tax Class defaults to the header of transaction
533. tatement The system assumes in some reports that the income account values provide the denominator when the system calculates percentages of sales For example Labor account expense category is 50 of the sum of the sales accounts income category Posting Tab Use the Posting tab to set posting attributes for the account Posting Curency Analysis Repor Link Bankina Cash Defauts Balance P amp L Balance Sheet Account v Debit Credit p sx Auto Manual Ee Intercompany Account H Itl r a Fixed Intercompany m Quantity O nt Unit of M E F Field Descriptions Balance P amp L Indicate whether this is a Balance or Profit and Loss account Profit and loss accounts are cleared at year end closing and the total balance of profit and loss is transferred to a profit and loss transfer balance account This selection is available for standard account types and for certain system type accounts Rounding Differences Realized and Unrealized Exchange Profit and Loss All other account types are balance accounts by default and this field is disabled Important For standard accounts you cannot modify the Balance P amp L field once transactions have been posted to the GL account Debit Credit Select the posting designation for this account Setting Up General Ledger 155 The posting designation is a convenient way of identifying accounts that hold only debit postings or only credit postings howeve
534. te TP Address Subsystem These fields display information used in the EDI eCommerce load program Payment Attributes Payment attributes provide additional information about the payment and can be mandatory or optional depending on the requirements of the banking system that is to receive the payment Attributes are typically used for electronic payments since you are unlikely to need attributes and values for a paper payment format You create a new attribute by selecting the format row in the grid and adding a child row to the format You can add values to attributes in cases where you want to apply an attribute to a number of different payments and identify each payment by a different value When you change the bank account and payment format on a supplier payment selection you must ensure that attributes linked to the new format are consistent with the original attributes you defined for the invoices and supplier referred to in the selection This is described in Changing Payment Attributes on a Selection on page 783 QAD 356 User Guide QAD Financials A Example The sales commission codes for payments to a particular customer are 400 500 and 600 You create an AR payment attribute called Commission Code which has the values 400 500 and 600 When creating customer payments you can select the correct commission code for each payment When you load predefined payment formats all required attributes are already defi
535. ted to the concept for this account Last Modified Date Time and User These read only fields display the ID of the user who last updated this record and the date and time of update Related Views and Reports The Related Views option for GL accounts links to Open Item Activity GL Balance GL Transactions and Open Items FAQAD 168 User Guide QAD Financials A Fig 5 13 Sub Account Create AQAD Sub Accounts Use the Sub account activities 25 3 17 to create sub accounts for analyzing activity on an account code and to providing further detail in financial reporting Sub accounts are typically used to report on the financial activity of business units or divisions within an entity You can create sub accounts to correspond to those parts of the entity for which you would like to generate separate balance sheets profit and loss statements or open customer and supplier items You can further analyze the sub account by including it within a budget group A single GL account can be associated with multiple sub accounts Sub Account Create GoTo Actions 3 Tools 9 Attach Print Preview Attachments Sub Account 100 Description Sub Account 100 Budget Group SubAccountMaskCode Active y Field Descriptions Sub Account Code Enter a code for the sub account maximum eight characters Description Enter a brief description maximum 24 characters of the sub account You can optionally
536. ted to this supplier that is saved with the supplier record Comments display on the Supplier Activity Dashboard FAQAD 412 User Guide QAD Financials A FAQAD Supplier Opening Balance Use Supplier Opening Balance Create 28 1 15 to manually create open items invoices credit notes or adjustments in the purchases sub ledger and generate appropriate postings The activity lets you transfer the outstanding open items invoices credit notes adjustments for a specific supplier in detail from an external system to your QAD application Create a standard GL account to act as a balancing transfer account for the control accounts The opening balance activity updates the following accounts For invoices debits Supplier Control and credits the GL Transfer account For credit notes debits GL Transfer and credits Supplier Control For item adjustments if the adjustment involves a debit on the item the accounts referenced are the same as those for an invoice If it involves a credit the accounts referenced are the same as those for a credit note The transfer account is used in postings to the control account balances because you cannot initially post to the control accounts You cannot modify these postings and the input of customer supplier and GL opening balances ensures that the transfer accounts are referenced in the postings balance Opening balances can be created manually or by using Excel integration
537. the account type Table 7 2 lists the revaluation daybook types and corresponding GL accounts FAQAD General Ledger Transactions 453 Daybooks GL Account Types Revaluation Customer Payments Customer Payment Account Revaluation Customers Customer Control Account Revaluation GL Bank Cash and Standard GL Accounts Revaluation Intercompany Cross Company Control Accounts Revaluation Suppliers Supplier Control Account Revaluation Supplier Payments Supplier Payment Account Revaluation Tax Tax Account Note The Revaluation Tax daybook is typically used by organizations with an accounting exchange rate that does not match that used by the local tax authority Use the Revaluation GL daybook type as the default daybook for account types for which no revaluation daybook type exists The revaluation posting is based on the system and revaluation accounts For GL accounts non sub ledger Debit Credit Revaluated GL Account Unrealized For AR accounts Debit Credit Revaluation Unrealized GL Periods Multiple revaluation runs can be made during the same GL period When a revaluation posting has been created for a particular GL period a subsequent revaluation posting for the same period reverses the existing posting Table 7 2 Revaluation Daybooks FAQAD 454 User Guide QAD Financials A FAQAD You can also choose up to three source layers to be revaluated and the target la
538. the default or daybook set programs Modify operational daybooks using Daybook Modify Defining Default Daybooks Use Default Daybook Maintenance 25 8 4 to control the assignment of the following types of operational GL transactions to daybooks FA Fixed Assets IC Inventory Control SO Sales Orders non invoice transactions only invoice daybooks are controlled by daybook sets WO Work Orders When creating a transaction the system searches for a daybook starting with an exact match on the lowest level of the hierarchy matching transaction type document type and entity to the highest level system daybook Important At a minimum you must create at least a system daybook record which has transaction type document type and entity range blank This is the daybook used when the system cannot find a matching record based on a combination of transaction type document type and entity When creating an operational transaction the system uses the specified daybook to generate a GL reference See Operational Accounting Controls on page 284 QAD 260 User Guide QAD Financials A Note In addition to the daybook assigned number the system also assigns two more reference numbers to each transaction One is a transaction sequence number the other is an operational transaction ID consisting of the transaction type FA IC SO WO the date and a system maintained sequence These numbers are used as cross referenc
539. the same values as the actual GL posting Any errors you locate and correct using Unposted GL Transaction Correction also exist in Inventory Transaction History which now contain references to account data that no longer exists Re run Operational Transaction Post to update Inventory Transaction History with the account data changes You can edit a line of an operational GL transaction only if it contains an account error For example if while updating invalid data you notice an incorrect but valid account in one of the posting lines you cannot change it You cannot modify transaction dates or amounts either In these cases you must create a second operational transaction to reverse the original amount correct the account data and run the post program again Changes made in this program can be audited by setting GL Transaction Audit Trail to Yes in GL Op Transaction Control 36 9 13 Audit records indicate the field name old value new value user ID and date and time associated with the change These records can be archived and deleted using Audit Detail Delete Archive 36 23 1 See User Guide QAD System Administration for details Journal Entry A journal entry or posting is the basic transaction in the accounting system In its most simple representation a journal entry is a transaction composed of multiple posting lines each of them associated with a GL account and an amount Nevertheless in most cases journal entries al
540. they are not re run The result of an allocation is immediately posted By using a transient layer daybook as target the recommended approach you can review the allocation postings and correct or delete them as necessary You then assign them to the official or management layer GL Allocation Batch Run Exec GoTo Actions 27 Tools amp Print i4 Preview Search for Allocation Batch amp Allocation Batch tentBatch Processing Status Source GL Period 2008 1s Number of Groups 1 Target GL Period 2008 12 J To Be Processed o Posting Date 12 31 2000 Processed 0 search Sequence JE Group Execute Processed AllocationCode Source Type Proportional COA Code Proportional COA Eleme b Field Descriptions Allocation Batch Specify the allocation batch to run Fig 7 45 Allocation Batch Run Execute FAQAD 490 User Guide QAD Financials A Processing Status This field displays the status the current allocation batch Source GL Period Select the source data from this period only or cumulative data from the start of the GL calendar year up to the end of this period Target GL Period Posting Date Specify the target period and posting date Number Of Groups Specify the number of JE groups selected for execution To Be Processed This field displays the number of JE groups still to process Processed This field displays the number of JE gro
541. tings Choose this option to clear any changes you have made to the browse and reset it to its initial defaults defined at system installation Print Choose this option to send the data in the grid to the default Windows printer You can also use the print commands on the NET UI File menu to print data For example in Cost Center Create choosing Insert a New Row opens a row directly in the grid Figure 2 16 illustrates the same command in the Business Relation Create screen which opens a form for entering the data in the row In this example right clicking the grid and choosing Insert a New Row displays the Address Information screen User Interface 49 QAD 50 User Guide QAD Financials A Fig 2 16 Address Information Fig 2 17 Grid Sorting AQAD P Business Relation Create Address Info Business Relation Create Address Info M 14 Address Type HEADOFFICE Address Info Address Zip City State County Code Country Code Language Code Telephone Fax E Mail Internet Contact Persons 4 Ir l Format us LIP engish U S Complete the information in this screen and click OK The new address row is now inserted into the grid in the Business Relation Create form Grid Sorting You can sort the information in a grid using multiple sort levels To use this facility click on the first sort column on the grid For subsequent
542. tion Preventive Maintenance General Improvements Account 5 50 of 10 Account 5 50 of 10 Financial Allocations Allocation is the process of distributing costs and revenues to the appropriate accounts sub accounts cost centers and projects Use the GL Allocation activities 25 3 22 to identify types of cost and automatically distribute them to the correct cost targets Configure allocations using the following sequence of steps Define the allocation structure Allocation structures consist of a source a target and the transfer algorithm between them Group allocations into batches Configure recursive allocations to reuse a previous allocation run as input for the next Interrupt and restart the execution of a batch Validate the results of the allocation run before final posting Figure 5 64 shows the process map for the set up of financial allocations FAQAD 296 User Guide QAD Financials A Fig 5 83 Set Up Financials Allocations Process Map FAQAD Set Up Financial Allocations EF Define Allocation Source Create Journal Entry Template Create Allocation Create Allocation Batch Cost Types The allocation function recognizes direct and indirect types of cost A direct cost can be traced directly to the source For example when a department purchases office furniture for its own use the cost is a direct cost Direct costs can be
543. tion Copyright 2009 by QAD Inc QAD Inc 100 Innovation Place Santa Barbara California 93108 Phone 805 684 6614 Fax 805 684 1890 http www qad com Contents BDOUE THIS CUIOG ui sd 3o 0E Q3 079 43 oe hee eed 3 4 2 ACA ke 1 Other QAD Documentation 00 000 ccc cece eens 2 OAD Web Site recer redt cede ht RENS oA Edu Sen ERR P Edd 2 CONVENTIONS 1 222 221372 Mea eee CURT OR E a a ee 3 Screen Ilustratiotls sosise sale ac bx ERR ale EORR aida wala 3 Typographi ss iui i oe ete aee oe gage et 3 Chapter 1 Introduction to QAD Financials 5 OVERVIEW 2 pert EERE ds idus adv e a eh ga raaa 6 User Interface Features o ie daca n s Ree eee eme dae ea 7 Business Model seme eee epe EH EP d De kaka 8 Dotnatns oegi Deh mae a dave acd UR GALE den UR s 8 luni c t PS 9 Shared Sets ssc said ARRA eR PERI a ded da eek ede ek i 9 luni rm 10 Business Relations 45522 suas cea ele el cea eda ee a 12 Multiple Currencies 0 0 eee ene eee ee 12 General Ledger eich ut hate ee RUE E eee eG eue eee 13 Supplementary Analysis Fields 0 0 0 0 eee eee eee ee 14 Intercompany iio eee eee met reet eaeque esce proe ees 15 Daybooks and Accounting Layers llle 15 Other GL Be t t es ose wien hoe er noma See uus has Kee dob 16 General Ledger Transactions 00 cece eee eee eee 16 GL Consolidation 0 0 0 0 eee 18 iv User Guide QAD Financials A COA Cross Reference s
544. tions Entity Code Specify a code maximum 20 characters that identifies an entity This code must be unique within the current database and any connected databases Entity Description Enter a brief description maximum 24 characters of the entity Business Relation Specify a business relation to associate with the entity Only business relations marked as internal display for selection The head office business relation provides address details See Creating Business Relations on page 323 for details Localization Code This field can be used to support localized code that implements regional differences in financial processes It is not currently used FAQAD 108 User Guide QAD Financials A FAQAD Active Indicate if this entity is to be active This field must be selected in order to create a new entity You cannot deactivate an entity if any pending invoices or unposted GL transactions exist that reference it After an entity is deactivated you can no longer create any inventory work order or fixed asset transactions that reference the entity or create any orders for a site that references the entity Also you cannot associate a site or fixed asset location with an inactive entity Domain Specify the domain that this company is associated with The following domain data is copied to the entity when you save the record Domain shared set codes Domain base currency Domain cross company accounts D
545. tiple suppliers together and to use as filter criteria when making supplier payment selections Payment groups are linked to suppliers and let you search for invoices from multiple suppliers when you create the payment selection You link a payment group with a supplier on the Payment tab of Supplier Create 28 20 1 1 Use the Supplier Payment Group activities 28 9 1 3 to create view modify and delete payment groups You can delete only groups that are not referenced in the system Supplier Payment Group Cre vx Payment Group Tools Attach id 3 ux Payment Group Create Y Payment Group Description Active v Field Descriptions Payment Group Enter a code maximum 20 characters that identifies a payment group Description Enter a brief description maximum 40 characters of the payment group You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Active Indicate if this is an active record Creating Suppliers Use the Supplier activities 28 20 1 to create view modify or delete a supplier Account profile details cannot be modified if transactions already exist A record can be deleted only if it is not referred to in the system Otherwise you can mark the record inactive Setting Up Business Relations 403 Suppliers can be saved in draft format when Draft Instances is selected in System User Settings Change System
546. to the transaction You can only specify a reporting daybook that has the same daybook type as the original daybook Defining the GL Calendar The financial calendar consists of user defined GL calendar years and GL periods Creating GL periods lets you divide the fiscal year into smaller subsets in order to manage and report on business activities Opening or locking a GL period allows an organization to better control its accounting and reporting processes Figure 5 73 shows the process map for defining the GL calendar Fig 5 73 Define GL Set Up GL Periods Calendar EF Process Map Confirm Domain Setup Create Domain GL Periods Modify Entity GL Periods Create Tax Periods Create Budget Report Periods FAQAD 276 User Guide QAD Financials A FAQAD Operational transactions are entered with a GL effective date This date and not the transaction date although they are often the same determines which GL calendar period the transaction affects By default the GL calendar year consists of twelve monthly GL periods Each GL period does not have to correspond to a calendar month You can define custom start and end dates for each GL period to correspond with your accounting cycles and the GL calendar year can exceed twelve calendar months in length The GL calendar year is defined at the domain level all entities within a domain use the same GL calendar year definition Important You cannot create GL pe
547. tomers and Suppliers FAQAD Note Customer payment selections for direct debits are automatically defined as automatic payments See Customer Payment Selections on page 592 Payment Type This field displays the payment type for this format Domestic Foreign or Both See Payment Format Maintenance on page 353 Bank Account Specify the GL account of type bank to which you want to link this payment format The lookup displays the bank account number and retrieves only GL accounts for which an account number has been defined Last Modified User Date Time These read only fields display the ID of the user who last updated this record and the date and time of update Associating Your Bank with Customers or Suppliers You set up the relationships between your entity bank account and customer and supplier accounts on the Banking tab of the customer and supplier definitions See Banking Tab on page 375 Customer Supplier Banking Tab Your Bank Account Cust Sup Account Number Format Entity Cust Sup Account Number Account Number Format Cust Sup Bank Business Relation Account Number Currency Your Bank Account Number Your Bank s Business Relation Cust Sup Payment Format Customer Supplier Payment Format AP AR Payment Instrument Foreign Domestic You can assign multiple bank account numbers to the customer or supplier but you designate one default account The business relation you specify for the customer or suppl
548. tory 200 00 Receipt 5100 Purchases Expenses 200 00 1500 Inventory 20 00 5100 Purchases Expenses 20 00 In the standard processing the correction credits the account that was previously debited and debits the account that was credited QAD 240 User Guide QAD Financials A Table 5 20 Correction Posting for Negative Receipt AQAD When correction postings are used the correction transactions are represented by a negative debit and negative credit instead of the standard processing In the current example the transactions are shown in Table 5 20 which uses the transaction for the original issue of 10 and the correction of 1 Account Description Debit Credit 1500 Inventory 200 00 5100 Purchases Expenses 200 00 1500 Inventory 20 00 5100 Purchases Expenses 20 00 Configuring Transactions in GL Correction Control If you want to implement correction transactions you can select the specific transactions you want to be affected using fields in GL Correction Control 25 13 24 To optimize the correction process transactions are grouped into three sets based on similar function The sets of transactions are sales order inventory control and work order Sales Order Corrections GL correction transactions for sales orders are enabled by selecting the GL Correction field in the Sales Orders Invoices frame of GL Correction Control When this is selected correction type transactions are produced for invoic
549. trally or a combination of both FAQAD Setting Up General Ledger 205 Both of these considerations greatly influence the setup of the COA masks and their shared sets as described in the following scenarios Scenario 1 In this scenario the GL shared set sub account shared set and sub account mask shared sets are administered centrally in the organization s head office by corporate finance and accounting personnel The data is then shared across all domains Fig 5 41 Complete Sharing Domain 1 Domain 2 Domain 3 GL Shared Set 1 Sub Account Shared Set 1 Sub Account 100 Sub Account Mask Shared Set 1 COA Mask Code S1 I I I Ranges for GL Shared Set 1 From GL Account To GL Account 100000 199999 300000 349999 Scenario 2 In this scenario the GL account sub account and sub account mask shared sets are maintained locally by each site s finance and accounting personnel An organization may want to separate shared sets due to varying levels of complexity within the COA and within the COA masks for each domain FAQAD 206 User Guide QAD Financials A Fig 5 42 Complete Segregation Domain Domain 2 Domain 3 GL Shared Set 1 GL Shared Set 2 GL Shared Set 3 Sub Account Shared Set 1 Sub Account Shared Set 2 Sub Account Shared Set 3 Sub Account 100
550. transactions Accounts payable bank transactions Miscellaneous bank transactions Cash management reports present information on open items bank and cash accounts loans and deposits and accruals See Chapter 12 Banking and Cash Management on page 829 Budgeting A budget is a set of amounts expected to be spent or earned during a given time period Financials supports budgeting for all elements of the chart of accounts accounts sub accounts cost centers projects and supplementary analysis fields Budget figures can be prepared in Excel or in external systems and then uploaded to the budget structure Introduction to QAD Financials 23 Budget periods can be set up to differ from GL periods This lets you produce non period budgeting for example in the form of quarterly budgets Within the same period and budget structure multiple versions of a budget can be created and reported against See Chapter 13 Budgeting on page 895 Financial Reporting QAD Financials offers a robust reporting framework combined with a leading reporting product Crystal Reports The extensive reporting features in conjunction with configurable browses and views that are easily exported to Excel cover all business requirements and provide maximum flexibility and operational efficiency for users Easy access Reports can be run directly from the menu by right clicking on a record in a browse or by using the Go To menu from a
551. ts you display summary information depending on the column header in which you have clicked Example By right clicking the BC Amount column in the results grid for Supplier Invoice Browse you can display the following summary information Sum Displays a total sum of the invoice amounts Count Displays the number of invoice records Average Displays the average of the invoice amounts Minimum Displays the lowest invoice amount Maximum Displays the maximum invoice amount Note You only see meaningful results if the operator you choose applies to the date type For example applying the average operator to a date column does not produce a meaningful result Minimum and maximum are useful with dates and summary and average with numeric fields User Interface 63 Fig 2 31 Columns Option FAQAD 64 User Guide QAD Financials A Fig 2 32 Results Columns RoleName VY BCBalance oY Type gt Y SubAcct gt v SCBalance gt Y Option 100 00 Invoice 10 100 00 200 00 Invoice 10 200 00 210 00 Invoice 10 210 00 100 00 Invoice 10 100 00 200 00 Invoice 10 200 00 125 00 Invoice 10 125 00 4 995 00 Invoice 10 4 995 00 600 00 Invoice 10 600 00 100 00 Invoice 10 100 00 220 00 Invoice 10 220 00 400 00 Invoice 10 400 00 100 00 Invoice 10 100 00 100 00 Invoice 10 100 00 200 00 Invoice 10 200 00 110 00 Invoice 10 110 00 500 00 Invoice 10 500 00 1 000 00 Invoice 10 1 000 00 Sum 9
552. tting Up Base Address Data To ensure consistency of data entry you must define a number of codes required by all addresses including Languages Countries States provinces Counties Figure 6 1 shows the process map for the setup of country and language data Fig 6 1 Set Up Countries Process Ma Set U Set Up Multiple Currencies Create Languages Create Countries Create Maintain Alternate Country Codes Country Data FAQAD Setting Up Business Relations 311 Other optional setup includes Defining implementation specific address types in addition to the ones that are supplied with the system Defining corporate codes for grouping business relations for reporting Setting up autonumbering sequences for business relations customers and ship tos end users suppliers and employees Figure 6 2 shows the process map for optional address setup Fig 6 2 Create Address Optional Setup for Internal Setup Process Map Entities Create Corporate Group Set Up Autonumbering Create Address Types Create Business Relation In addition for customers and suppliers codes are needed for managing invoice processing These include invoice status codes and credit terms You can then define business relations and set up customers and suppliers and other similar address types Note Before completing the setup of customers and suppliers you must have already defined accounts and ac
553. ture is associated with a project cost center or GL account and a transaction updates that element the SAF concepts and default codes are displayed in the transaction posting lines For system concepts based on operational transactions values are retrieved automatically When user defined concepts have more than one value you must select the value to use when you create the transaction SAF structures are independent of the entity and domain and can contain both system and user defined concepts Each structure must contain a minimum of one concept up to a maximum of five concepts Each concept must have one and only one default value which is used to supply a value based on the defaulting logic described in SAF Defaulting on page 235 Other defaults are optional but the one associated with the structure is required and used when more specific defaults have not been defined After an SAF structure has been used in a transaction you cannot delete any of the associated SAF concepts J SAF Structure Create SAF Structure Tools GoTo Attach id 23 J i X SAF Structure Create Y Structure Code Description E Active iv Line SAFConcept Default SAF Value LastModified User 4 LastModified Date LastModified Time 4 Setting Up General Ledger 235 Field Descriptions Structure Code Enter a code maximum 20 characters that identifies the SAF structure Descripti
554. turned results Depending on the type of search you conducted the New Item screen defaults to new items for customers or suppliers You enter the open item date due date and the adjustment amount The GL calendar year GL period daybook and voucher of the invoice created are the same as the adjustment parameters you specified in the header of the main Open Item Adjustment screen P Open Item Adjustment Create xj Open Item Adjustment Create igin Customer Business Relation Miko Customer Supplier Miko Invoice Type Adustment x Description Sub Account Project Cost Center Invoice Date 03 02 2007 v Due Date 03 02 2007 v Discount Due Date 03 02 2007 v TC Adjustment Amount 189000 feur E pn gt Exchange Rate 11045000000 Rate Scale 10000000 BC Adjustment Amount 20750 uso Invoice Status Code DMSTAT 7 coe Field Descriptions Origin This read only field indicates the type of new item either Customer or Supplier Business Relation Specify the business relation for which the open item applies Customer Supplier Specify the customer or supplier for which the open item applies General Ledger Transactions 467 Invoice Type Select Adjustment or Prepayment to indicate the type of open item Description Enter a brief description maximum 24 characters of the open item Sub Account Project Cost Center Specify an sub account cost center o
555. types you create can be referenced only in financial functions for reporting and filtering in browses they are not used in other operational areas Use the Address Type 36 1 4 1 activities to view all address types create your own modify the ones you have created or delete user defined types System defined types cannot be deleted The following table lists the types included with the system Address Type Description Ship To Address for receipt of goods and services This address type is automatically associated with addresses created in the Ship To Create activity A business relation can have multiple ship to addresses Dock Specific location within a ship to address for receipt of goods Docks are associated with customers or customer ship to addresses and used in shipping functions When you create a dock in Dock Maintenance 7 3 3 you must select a dock address type A business relation can have multiple dock addresses Enduser Address associated with a customer where service for purchased items is delivered This address type is automatically associated with addresses you create in End User Create End users are referenced in the optional Service Support Management module You define additional SSM data in End User Data Maintenance 11 9 1 A business relation can have multiple enduser addresses Headoffice Main address of a business organization and the only address type that is required You select this ad
556. u can enter depends on the setting of GL Correction in the Sales Orders Invoice frame of GL Correction Control 25 13 24 Yes Customer Invoice Corrections No Customer Credit Note For AP daybook sets this field only displays if you set the Accounts Payable field to Yes in the AP AR Correction section of GL Correction Control 25 13 24 Specify a daybook type of Supplier Invoice Corrections Specify a Customer Credit Notes daybook This field is only available for AR daybook sets QAD 272 User Guide QAD Financials A Field Required Daybook Type Correction Credit Notes negative For AR daybook sets the daybook type you can enter depends on the setting of GL Correction in the Sales Orders Invoice frame of GL Correction Control 25 13 24 Yes Customer Credit Note Corrections No Customer Invoices For AP daybook sets this field only displays if you set the Accounts Payable field to Yes in the AP AR Correction section of GL Correction Control 25 13 24 Specify a daybook type of Supplier Credit Note Corrections Adjustment Daybook Specify a Customer Adjustment daybook This field is only available for AR daybook sets Changing the Use Daybook by Site Setting Although it is not recommended it is possible to change the way you assign daybook sets after you have implemented your system However you should keep in mind the effects of doing this System behavior and user requirements depend on t
557. u can modify the COA mask shared sets at any time Shared Set Merge Use Shared Set Merge 36 25 91 when you want to unify separate shared sets in domains The function replaces the records in one shared set the target with those of another shared set the source so that you only need to maintain one shared set instead of two Before using Shared Set Merge carefully consider the domains and shared sets in your system and plan which sets you want to merge You can run Shared Set Merge in two modes Validation and Merge Validation mode compares the target and source shared sets you have specified and reports on conflicts no actual merging is performed You must rectify the conflicts and rerun Shared Set Merge until no conflicts exist before you run the program in Merge mode When run in Merge mode Shared Set Merge Replaces all instances of the target shared set ID with the source shared set ID Changes any non validated field values in the target shared set to the values for the same fields the source shared set if there is a discrepancy Merges profile code objects if identical and if not uses the source shared set values Converts transaction history as appropriate FAQAD 86 User Guide QAD Financials A Fig 3 4 Shared Sets Before Merge FAQAD If you run Shared Set Merge in Merge mode and the program finds errors it stops the merge and reports the errors The merge cannot continue until all errors are
558. uary 2009 In order to correctly reflect the costs for 2008 the cost for temporary staff must be included in the year 2008 books The company creates an automatically reversing journal entry on December 31 for the estimated cost of 18 000 On January 1 the posting is automatically reversed The financial statements for 2008 now correctly reflect the cost of temporary staff Modifying Reversing Journal Entries Use Journal Entry Modify 25 13 1 2 to change details in the automatic reversing journal entry The system automatically copies any change you make to the original journal entry to the reversing journal entry Deleting Reversing Journal Entries You cannot delete a reversing journal entry directly You must delete the originating journal entry using Journal Entry Delete 25 13 1 4 Both the original and reversing journal entry are then deleted Running Allocations Allocation is the process of distributing costs and revenues to the appropriate accounts sub accounts cost centers and projects Use the Allocation function to identify types of cost and automatically distribute them to the correct cost targets Figure 7 43 shows the process map for running allocations General Ledger Transactions 487 Fig 7 43 Allocations Process Allocations Finance Map Set Up Financial The GL Allocation Batch Create 25 3 22 6 and Allocation Batch Run Execute 25 13 9 activities let you create and run batches of allocations
559. uch as the US dollar or euro if the third digit after the decimal point has a value of 5 or higher the second digit after the decimal point is rounded up by 1 If the third digit after the decimal point has a value of less than 5 the third and subsequent digits after the decimal point are dropped Setting Up Multiple Currencies 121 The decimal point indicator is determined by the country code associated with the user in User Maintenance so can vary according to regional requirements See Currencies on page 122 and Currency Display on page 137 Note You cannot delete a rounding method if it is associated with a currency referenced in Global Tax Management Control 29 24 or associated with a tax environment in Tax Environment Maintenance 29 3 1 Three rounding methods exist by default 0 Round to zero decimals using 0 5 as the rounding threshold 1 Round to one decimal using 0 05 as the rounding threshold 2 Round to two decimals using 0 005 as the rounding threshold Define additional rounding methods as needed For example you can set up a custom rounding method to support the optional invoice rounding feature which lets you meet requirements in countries such as Switzerland This feature is enabled and set up in Sales Order Accounting Control 36 9 6 For information on special invoice rounding requirements see User Guide QAD Sales Fig 4 2 Route Method Rounding Method Tools GoTo Attach d
560. uide QAD Financials B for more information on tax registers and tax register reports Another function Reporting Daybook Modify lets you change the reporting daybook code used in financial transactions See Modifying Reporting Daybooks on page 273 Setting Up General Ledger 253 Creating Daybook Groups Use Daybook Group Create 25 8 2 1 to define reporting daybook groups Fig 5 66 Daybook Group Daybook Group Create L Create GoTo Actions 3 Tools Attach Print ps Preview Attachments Daybook Group Code Supplinv Description AP Invoices v Active y Daybook Group Code Enter a maximum of 20 characters for the code that identifies the daybook group Description Enter a maximum of 40 characters for a description of the daybook group You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 Active Indicate if this is an active daybook group The effect of this field is described in Active and Inactive Records on page 73 Deleting Daybook Groups You can use Daybook Group Delete 25 8 2 4 to delete a daybook group if no daybooks have been associated with the group Defining Daybooks Use the Daybook 25 8 1 activities to create view modify and delete daybooks Daybooks contain the transaction posting lines and control the posting of transactions because each daybook must be linked to an accounting layer In addition ea
561. uled purchase orders 818 ship date 810 sites 811 suppliers 811 Excel budget hotlink 919 business relations 323 counties 318 customers 369 GL accounts 150 import bank numbers 367 integration 66 journal entry 430 payment formats 352 exchange rates creating 116 127 creating derived 132 inventory 130 types 124 Export Report Image 1081 F filters managing 59 finance charges 618 Financials Statement ProForma 1018 formats bank account numbers 832 payment 350 G general ledger GL 139 303 additional numbering 1092 allocation codes 293 allocations 295 calendars 275 chart of accounts 146 daybooks 142 250 default accounts 289 numbering 111 operational defaults 284 period marks 283 reports analytical 997 Chinese 1103 closing 999 transaction 994 supplementary analysis fields SAF 220 general ledger GL transactions 420 525 approving 1093 cross company 499 501 intercompany 500 Index journal entries 421 429 mall layer transfer 494 open item adjustment 460 operational 426 posting templates 422 470 recurring entries 474 reports 527 activity 994 997 revaluation 445 reversing transactions 480 verifying 1093 year end 517 General Ledger Report Writer 1035 1082 analysis codes linking 1046 budget columns 1062 calculation columns 1063 calculation rows 1055 column group types 1058 data rows and multiple GL types 1052 implementing control program 1040 defining quarters 1038 initializing the database 1041 r
562. ult currency for new customers and suppliers created while logged into an entity in the domain This field is required even when transactions take place in multiple currencies The code you enter must be a valid active currency It cannot be changed after the domain is confirmed FAQAD 96 User Guide QAD Financials A FAQAD Language Enter the default language for this domain The system uses this language for selecting descriptions to display in operational functions when multiple language descriptions exist See Using the Translation Option on page 54 Statutory Currency Specify a second base currency used for generating reports for local authorities The need for a statutory currency arises from a combination of global IFRS requirements and local GAAP in some countries The statutory currency applies to all entities in the domain By default the system proposes the same currency code as the base currency but you can change this value You can change the value of the Statutory Currency field when the Setup Complete field in the header is cleared When the Setup Complete field is selected and saved the Statutory Currency field becomes read only It can only be changed with a special utility that re initializes all statutory currency fields in the database See Statutory Currency on page 118 for detailed information on the concept of statutory currency Statutory Currency Enabled This field is read only and is
563. unfinalized financial transactions in a transient layer for review and analysis Transactions recorded in transient layers do not update account balances When the records are verified you can then post them by transferring them to the official layer Finalized financial transactions can be entered directly in the official layer using a single journal entry process During posting the transaction detail in the posting line is used to update cumulative account balance detail records Once transactions are posted to the official layer you cannot change or correct them directly Use reversing transactions to make any required changes See Reversing Transactions on page 480 The management layer is used for management accounts for example auditing adjustments or for IFRS and GAAP specific requirements Transactions recorded in the management layer do not affect account balances See Accounting Layers on page 245 At the end of each GL period it is recommended that you close the GL calendar for each transaction type to new activity You cannot close a GL period if unposted transactions exist Transactions are generally posted daily although some organizations post weekly or monthly Posted transaction data remains in the system for detailed reporting During posting the transaction detail is used to update cumulative account balance detail records for the period The account balance records are then used to generate financial
564. unit is responsible for the project Start Date Enter the start date of the project activities No transactions can be posted before that date Budget Group Select a budget group to associate with the project Project budgets track cost and revenue evolution during a project life cycle End Date Enter the date on which the project is expected to end No transactions can be posted after that date Project Group Use the lookup to specify the project group to which the project belongs if any Define the project group first see Project Groups on page 173 Original Completion Date Enter the initial planned completion date of the project Main Project Enter the code of the main project This can be used when the current project is a subproject of a larger one The main project is used for reporting purposes and the linked projects behave completely independently Revised Completion Date If necessary enter the date that the completion date was revised to Currency Specify the currency in which project transactions are denoted and recorded QAD 180 User Guide QAD Financials A Fig 5 21 Project Create Defaults Tab FAQAD Date Revised Enter the date on which the revised project completion date was set Project Create Defaults Tab Use the Defaults tab to specify which concepts within a structure to associate with the project and specify default values for the concepts Only one default can be specified
565. unt 10 fails to validate because GL account 2051 is within a disallowed range The posting with GL account 3025 and sub account 26 fails to validate because GL account 3025 is not within a valid GL account range for COA Mask CCMatrix1 Project COA Mask Use Project Mask Create 25 3 9 3 1 to specify the ranges of GL accounts sub accounts and cost centers that you can use in combination with a particular project when posting You then associate the COA mask with a project by specifying the project COA mask code in the COA Mask field in Project Create See Creating Projects on page 177 If you have activated project COA masks in Domain Create you must specify ranges in at least one of the three grids in Project Mask Code Create QAD 212 User Guide QAD Financials A Fig 5 46 Project COA Mask Project Mack Create X Code Create POE gt Tools Attach Print i Preview 25 3 9 3 1 Attachments Code PriMatrix1 Active v Description Project Matrix 1 P GL Account Rules Sub Account Rules Cost Center Rules From t To From To From To 1002 2999 101 150 Dep6 Dep8 The field character restrictions are the same as those for Sub Account Mask Create See Sub Account COA Mask on page 207 Example Sub account 28 is assigned the following COA mask Sub Account COA Mask SAMatrix1 GL Account GL From Account To Disallowed 010 1999 No 2002 3000 No 2050 2055 Yes
566. up Senta Invoice Status Code DMSTAT Le T BLWI Group zr Send Remittance Field Descriptions Credit Terms Specify the default credit terms for this supplier This field is required The credit terms determines the due date calculated for the supplier invoices See Credit Terms on page 342 FAQAD Setting Up Business Relations 409 Invoice Status Code Specify the default invoice status for determining the approval payment and allocation status of invoices for this supplier This field is required See Invoice Status Code on page 337 for details Payment Group Specify the payment group A payment group can be used as a filter criterion when making a payment selection BLWI Group Specify the default group associated with this supplier for Belgian Luxembourgian BLWI reporting The default code is 999 Send Remittance When you select this field the system automatically prints a Supplier Remittance Report when a payment for this supplier is executed See Supplier Payment Selection Execute on page 789 This report is addressed to the Remittance address defined for the supplier s business relation Individual Payments Indicate whether each invoice gets an individual payment line in payment files Banking Tab Use the Banking tab to set up the accounts and payment formats for this supplier The details you enter here are automatically retrieved for supplier payments and selections Fig
567. up your accounting structure You can then change the COA mask settings later COA Element without Mask Indicate how the system treats COA elements that are not assigned a COA mask Each COA mask type has a corresponding COA Element without Mask field There are two options Exclude from Posting If you select this value COA elements that are not assigned a COA mask are excluded from use in postings No Posting Restrictions If you select this value COA elements that are not assigned a COA mask can be used in any posting Shared Sets Tab Use the Shared Sets tab to associate shared set codes with the domain Fig 3 9 General Shared Sets Operational Cross Company Domain Create Shared Sets Tab Shared Set Code 4 Shared Set Type Last Modified User Last Mo j BAT Eur Suppliers SS Supplier Customer Cost Center General Ledger Sub Account Exchange Rate Daybook Project FAQAD 98 User Guide QAD Financials A Fig 3 10 Domain Create Operational Tab FAQAD Field Descriptions Shared Set Code Specify a shared set code for each shared set type You must associate a code with each type Each entity in this domain uses the same shared sets After setup has been confirmed the shared set codes cannot be changed See Setting Up Shared Set Codes on page 82 You cannot add or remove rows from this list If you modify a code before confirmation the corresponding change is
568. ups already processed Click Search to display the allocation batch details in the grid When you have executed the allocation batch run use Journal Entry View to view the resulting posting Fig 7 46 Allocation Batch cir ER Journal Entry Journal Entry Tools GoTo Attach j J X E a Journal Entry View ear 2007 04 Posting Date 04 30 2007 v Extema E aybook Code QADJE 000000006 Lay e OFFICIAL Save As Template E C Allocations Exp 2007 3 Te e Code Replacemen E Briginal Posting Sequence Number 000000000 Reversal r GL Account Code Code Description el Cur 6 BC Debit BC Credit 4 mp 111555 GEN Allocation Expenses USD 0 00 64 000 00 m lt 111555 Al Allocation Expenses USD 54 000 00 0 00 ds 4 gt l Currency View Base Currency z Balance US 64 000 00 64 000 00 Save Close FAQAD General Ledger Transactions 491 Proportional Fraction Allocation Example In this example machine hours are posted to the cost center to which the machines belong You define an allocation that distributes the costs to the relevant cost centers The amounts are distributed based on the number of machine hours recorded against GL account 111666 for each of the cost centers Al A2 and A3 GL account 111666 is a standard GL account used to record quantities in the form of hours Allocation Definition In this example the source is taken from the budget structure where the machine hour costs are a
569. uses the same Realized Gain and Realized Loss accounts for all foreign currencies However the currency code of the transaction that caused the gain or loss is added to the posting so that you can analyze realized gain and loss transactions per currency Purchase Gain Loss Accounts Many companies find that when currency exposure is significant it is useful to include currency variance in margin reports In some countries such as Poland it is a legal requirement that all variances affecting item cost are recorded against the item product line To support this requirement use Purchase Gain Loss Account Maintenance 26 17 to define a purchase gain and a purchase loss account sub account and cost center for each currency or combination of currency and product line These accounts are updated during receiver matching when the exchange rate changes between the point of goods receipt and matching Without these detailed accounts the variance is posted to the system unrealized exchange gain or unrealized exchange loss account and combined with other currency variances Fig 4 8 x Purchase Gain Loss Purchase Gain Loss Acct Maint Go To Actions Account Maintenance 26 17 Currency USD United States Dollars Product Line 1000 Home Product Purchase Gain Account Purchase Loss Account P 2 2 FAQAD 136 User Guide QAD Financials A Enter a valid currency code defined in Currency Create 26 1 1 You can enter a product line code
570. ustomer Setting Up Business Relations 351 you can select another account number for the payment but only if it has been linked to a format See Linking Payment Formats to Bank Accounts on page 360 Manual or paper payments and electronic payments are treated differently in the system and require different formats The system lets you change the default bank account and payment format within a supplier payment selection provided the status of the selection is initial and the bank account and linked format have already been configured See Changing Bank Accounts on a Payment Selection on page 782 Payment Format Setup Workflow A number of different types of data must be set up before you can generate customer and supplier payments The following figure illustrates the general flow This figure assumes that you have already created bank account validations and defined your entity banks See Define Bank Account Formats on page 832 and Define Own Bank Number on page 836 QAD 352 User Guide QAD Financials A Fig 6 24 Setting Up Payment Data FAQAD Payment Setup Payment Execution Load Payment Formats using Bank File Format Import Create invoices using customer or supplier default bank Modify payment format attributes and values if needed Combine invoices that use the same payment format in payment Link payment formats to your bank esteem accounts Execute pa
571. ut a previous incorrect posting Note You cannot reverse and replace a journal entry at the same time You may select only one of the Replacement and Reversal fields for a journal entry Posting Lines Define the transaction posting lines in the grid A posting line can be composed of multiple sub levels containing additional posting information General Ledger Transactions 433 The level 1 posting line contains fields for the GL account sub account cost center journal entry description base currency and debit and credit amounts in the base currency The posting grid can automatically display additional level 2 posting lines and fields depending on how the GL accounts used in the transaction are defined such as fields for Transaction currency Quantity Intercompany Cost center analysis Project analysis SAF analysis Open items Tax account details If the posting line contains additional level 2 posting lines a line expander gt appears to the left of the line Fig 7 5 GL Account Posting Line with gt i Expander 3000 Click on the line expander to view the level 2 posting lines If the GL account you use does not have analysis and the transaction you enter is in the base currency the posting contains only a single line and no level 2 posting lines FAQAD 434 User Guide QAD Financials A Fig 7 6 ME Multip e Level 2 JouralEntry Toolsy GoTo Attach d 25 3 S X E E EM OG Ed
572. ve been posted between the normal start and end dates Transactions can then be reviewed and the period closed to normal activity The following auto generated period marks are also supplied with the system QAD 284 User Guide QAD Financials A AQAD e Close Report Period Undo Close Report Period e Report Period Undo Report Period These marks are automatically applied during the monthly closing and reporting process Transactions posted during each of these periods are subsequently identified by the corresponding system period mark The Close Report Period mark is auto generated when you close a report period and date stamps the period end The Undo Close Report Period mark is then auto generated if the period is re opened Defining Operational Defaults Operational Accounting Controls As part of initial system implementation you should set up values in the various control programs on the Operational Acct Controls menu 36 9 The settings in each control program affect operations within a specific business area Typically these settings represent a subset of all the settings that affect the related business area These control settings have been separated because they have a financial effect on all modules and should be defined only by a financial analyst with security access to this function This separation facilitates the segregation of responsibility so that financial personnel can manage the settings that reflec
573. ved exchange rate records The default value is the current date Base Currency This field displays the base currency of the current entity Exchange Rate Type This field displays the exchange rate type to use The default value is the accounting exchange rate type Click Apply to display the matching records in the grid Derive Select the field to save the derived exchange rate Clear the field if you do not want to save the derived exchange rate for the corresponding row From Currency This field displays the origination currency for the exchange rate To Currency This field displays the destination currency for the exchange rate Exchange Rate This field displays the derived exchange rate Realized Gain Loss Accounts When customer and supplier invoices in foreign currency are paid in Banking Entry or when the status of customer or supplier payments is set to Paid in Banking Entry or in the payment programs the system automatically calculates and posts the realized gain or loss Setting Up Multiple Currencies 135 The gain or loss is caused by a difference in exchange rate between the date on which the invoice was created and the date on which the invoice was paid The system posts the gain or loss in both base currency and statutory currency The system uses Realized Gain and Realized Loss system accounts for the gain or loss posting and there can only be two of these accounts in each chart of accounts The system
574. vi vi v n3 ova OVAM pen Noma v v vi v D4 10 01 2017 12 31 2007 Open Nomad v v v v Field Descriptions Start Date Click the down arrow to modify the GL period start date This is the official start date of the calendar period End Date Click the down arrow to modify the GL period end date This is the official end date of the calendar period Status The system displays the current period status You cannot modify this field manually it is changed by the system when you lock or report the period GL Period Type This field displays the appropriate period type which is assigned by the system All periods are initially of Normal type If you need special periods for year end processing or corrections create new GL periods of the appropriate type Normal is the default standard period Correction is used when a review of the year end statements results in the need to make adjustments to the accounts before official publication The correction period is normally the last GL period in the GL calendar year Note Once you have created a Correction GL period for a GL calendar year you cannot create any further periods of type Normal Year End Closing periods are generated by the system as part of the Year End Closing process Setting Up General Ledger 283 GL Select to enable the creation of GL and Fixed Asset transactions for this period When GL is cleared all other areas are also cleared AP Select to enable
575. voice Posting for AR Discount as Correction Table 5 23 Invoice Posting for Return Table 5 24 Invoice Posting for Return as Correction FAQAD 242 User Guide QAD Financials A Table 5 25 GL Postings with Summarization Deactivated Table 5 26 GL Postings with Summarization Active FAQAD Account Description Debit Credit 3900 Discount 40 00 Total 396 00 396 00 GL Summarization The Sales Orders Invoices frame in GL Correction Control also includes the GL Summarization field Use it to activate summarization of transactions during invoice post When this field is cleared negative and positive lines for the same entity account sub account cost center and project create separate GL transactions When this field is selected positive and negative GL postings to the same entity account sub account cost center and project are netted to produce a single GL posting instead of two Summarizing the transactions can make the reconciliation process less complex Note Summarization of transactions prevents SAF analysis on those transactions Table 5 25 shows GL postings when summarization is deactivated In the example the positive 200 00 posting and one negative 50 00 posting to Sales create two GL transactions with the net effect of 150 00 Account Description Debit Credit 1200 AR 150 00 3000 Sales 200 00 3000 Sales 50 00 Table 5 26 shows the same posting when summarization i
576. voices and credit notes See Credit Reporting and Views on page 603 for details Use Excel Integration 27 20 1 5 to export customer records to or load records from an Excel spreadsheet See Integrating with Microsoft Excel on page 66 for details Use Customer Bank Number Import 27 20 1 9 to import data related to customer banks After creating a customer here specify additional operational data in Customer Data Maintenance 2 1 1 An e mail is automatically sent to the members of the CustomerNotify role responsible for creating this data when a new customer is created QAD 370 User Guide QAD Financials A Fig 6 34 Customer Create FAQAD ACE x Customr Toos GoTo Attach d 2 2 S xX MG Customer Create Y Customer Code 520468 Active iv Business Relation 52046 A 2 Bill To Customer 2 Business Relation Accounting Payment Banking Defauts Credit Limit Tax Info Comments Name Sports World Distribtion Center 10000 Third Street m 93013 Summerland Cc Code us United States of America State CA California elephone 805 708 8887 Mai info sportsworld com terne www sportsworld com Field Descriptions Customer Code Specify a code maximum eight characters that identifies a customer If the code you specify matches an existing supplier code a warning message displays You can choose to ignore the warning and create the record However when a supplier
577. wamings Validate Shared Set Type Select the type of shared sets you want to merge The shared sets to merge must be of the same type Source Shared Set Specify the shared set you want to merge and remove You can only select from shared sets of the type you specified in the Shared Set Type field FAQAD 88 User Guide QAD Financials A FAQAD Target Shared Set Specify the shared set that will contain all the merged data and which will be retained You can only select from shared sets of the type you specified in the Shared Set Type field Setting Up Domains Since domains are central to the way you implement your system make sure you understand the following concepts before you begin your implementation process Domain Concepts This section describes some important background information about domains that you should understand before beginning your implementation System Domain Active and Inactive Domains Domain Code Page Confirming Domains marking setup as complete Domain Prerequisites The business domain is the fundamental building block in your system setup However before you can define a domain a certain amount of base data is required Default data is supplied with the system You should verify this data before beginning your setup e An initial system domain and system entity should exist in an empty database They are used as templates for creating your own business domai
578. xed Assets module does not support dual currencies Therefore if you want to create fixed asset postings in statutory currency or in both statutory currency and base currency you can do this in an indirect way by creating an additional domain with the statutory currency from your primary domain as the base currency in the new domain See the Fixed Assets chapter of User Guide Financials B for details Rounding Methods Use the Rounding Method activities 26 2 to define the methods the system uses to round monetary amounts for data entry and display They are also used in the display of financial amounts in browses Rounding methods are used in all calculations of monetary values and are defined at the database level The Rounding Method function lets you define a rounding unit and a rounding threshold The rounding unit determines the value by which a monetary amount is modified when subject to rounding The rounding threshold determines the value above which a digit is rounded up rather than removed and the position after the decimal point where the rounding takes place that is the number of decimal places Associate a rounding method with each currency These methods apply when you enter monetary amounts and also when you view data online or generate reports Rounding is performed using an identical process for all currencies the only variable is the number of decimals to use in rounding For example for a two decimal currency s
579. y GL Accounts field you can run the Op Account Structure Validation report to determine if any issues exist with combinations of accounts sub accounts cost centers and projects See Domain Account Control on page 287 FAQAD 426 User Guide QAD Financials A FAQAD Creating Operational Transactions Unposted operational GL transactions composed of multiple lines representing debits and credits to individual accounts are created by operational processing functions outside the GL module They are identified with a 14 character operational reference number in the following format lt transaction type gt lt yr gt lt mm gt lt dd gt lt transaction number gt Example At the same time PO Receipts 5 13 1 generates an RCT PO inventory transaction it also creates an unposted GL transaction with an IC prefix A typical operational reference would be IC0605210037 the 37th inventory movement transaction created on May 21 2006 Important The use of daybooks is mandatory and you must create at least one daybook of type Journal Entries Additionally based on the daybook associated with the transaction type the system assigns a GL reference number used to identify the transaction after it is posted to the general ledger lt Year gt lt DaybookCode gt lt SequenceNumber gt Default Daybook Maintenance 25 8 4 records associated with the operational transaction functions must reference active daybooks If you attempt to p
580. y associate concepts and default codes with accounts cost centers projects customers suppliers and business relations You must define a default code for each concept in an SAF structure when you set up the structure This value is used when none of the other defaults are available The system uses a search algorithm for finding defaults depending on the type of transaction See SAF Defaulting on page 235 for details Item Group Configured Purchased H Built Cost Center 90078c Defaults are used differently depending on whether the SAF is being used in an operational or financial transaction In operational transactions the default is used automatically when a code in the structure is missing a value For example if the structure includes an item type concept and the item involved in the transaction does not have an associated type code a default is used instead n financial transactions the default displays and can be changed Identify the accounts you want to analyze and also the types of analysis you want to apply before creating your SAF system You can subsequently change your SAF system by defining a different SAF structure for the account but remember that SAF reporting must be consistent to be of value changing the structure renders the analysis up to that point invalid Once an SAF structure has been used in a transaction you cannot redefine the concepts within the structure QAD 2
581. year end closing checks Table 7 4 Accounts for Year End Closing Table 7 5 Daybooks for Year End Closing FAQAD 520 User Guide QAD Financials A Fig 7 67 Year End Closing Checks Process Map FAQAD Year End Closing Checks Inve iffe stigate You can create year end adjustment postings only when the following conditions are met Each GL period for the specified GL calendar year and entity has been closed to transactions from modules other than GL All of the GL periods for the specified year and entity are closed except for the last one which must be open The GL calendar year has not been closed The system history tables are up to date and the History daemon has no records to process The trial balance sums to zero See Structured Reports on page 1011 The profit and loss balance has already been set to zero in cases where you choose to close the GL calendar year manually General Ledger Transactions If any of the checks fail the system displays an error message and stops the year end closing process If all the checks are passed the system displays a message indicating you can register the year end closing You can cancel the process or continue Running Year End Closing When you have completed the setup run the year end closing process 521 Fig 7 68 Year End Closing E xecute Year End Closing Tools GoTo Attah kd 2 0 El Year End Closing Ex
582. yed on reports Internal reports use the country of the user external reports the country of the sold to or destination customer or supplier address A default set of ISO country codes is supplied with the system Fig 6 4 315 x Country Create Country Tools GoTo Attach id k 3 B x Country Create Country Code Description Cz EU Member Country Format After v Aclive v Tas Format LastModified User LastModified Date LastModified Time Field Descriptions Country Code Enter a code maximum three characters that identifies a country This field is mandatory the code cannot be blank Using the ISO coding structure is recommended because this standard is often required for international communication between banks FAQAD 316 User Guide QAD Financials A FAQAD Description Enter a brief description maximum 28 characters of the country This field is mandatory the description cannot be blank You can optionally enter descriptions in more than one language See Using the Translation Option on page 54 EU Member Indicate if the country belongs to the European Union This information is used by the system to determine when a transaction relates to an intra EU inventory movement and what type of transaction it is These transaction types display in various tax reports If Use Intrastat in Intrastat Control 2 22 24 is enabled the
583. yer to which the revaluation posting must be made A subsequent revaluation that has the same target layer as a previous revaluation for the same GL period must also use the same source layers as the previous revaluation Alternately all the source layers must be different in the subsequent revaluation for the same GL period to prevent overlap If the target layer is the same and the source layers overlap then an error message is displayed and you cannot save the revaluation posting Example A domain contains four accounting layers Official Mgtl Mgt2 and Mgt3 You make subsequent revaluations for the GL period 2010 05 Revaluation 1 Source Layers Target Layer Official Mgt1 Mgtl Revaluation one is posted There are no limitations because it is the first revaluation for the GL period Revaluation 2 Source Layers Target Layer Official Mgt2 Mgt2 Revaluation two is posted because the target layer is different from that of Revaluation 1 Revaluation 1 is preserved Revaluation 3 Source Layers Target Layer Official Mgt1 Mgtl Revaluation 3 is saved and posted The system allows the revaluation because the source and target are the same as Revaluation 1 Revaluation 1 is reversed General Ledger Transactions 455 Revaluation 4 Source Layers Target Layer Mgt3 Mgtl Revaluation 4 is saved and posted The system allows the revaluation because the source is different from any previous revaluation in the GL per
584. yment selections to generate payment files in directory Assign your bank account and set during EDI load linked format to customers and suppliers Load the payment formats you need using Bank File Format Import This function imports predefined file formats for electronic bank files Note You can also use Payment Format Excel Integration to create a template and load data See Integrating with Microsoft Excel on page 66 for details However this is typically not required since Bank File Format Import provides this data for you Typically no changes are needed to these formats but if necessary attributes and values can be changed See Payment Format Maintenance on page 353 Link the payment formats to your entity bank account using Bank Payment Format Link 25 11 2 See Linking Payment Formats to Bank Accounts on page 360 Associate your bank account and the correct linked format with the customer and supplier bank account numbers specified on the Banking tab of the Customer or Supplier function See Associating Your Bank with Customers or Suppliers on page 362 Setting Up Business Relations 353 5 When this setup is complete you can create invoices using this payment information combine them in payment selections and execute the selections to generate payment files These activities are described in Customer Payments on page 562 Payment Format Maintenance Use Payment Format Maintenance 25 11 1 t
585. you want to validate COA cross reference mappings against posting history The system validates against all postings from the GL calendar year and GL period you enter up to the current system date Note You can also enter a future GL calendar year and period to validate postings in the posting history table In this case the system validates postings future dated from the specified GL calendar year and period and after Validate Sub Account Select the field to validate sub accounts in the COA cross reference mappings against posting history for the specified time period Validate Cost Center Select the field to validate cost centers in the COA cross reference mappings against posting history for the specified time period Validate Projects Select the field to validate projects in the COA cross reference mappings against posting history for the specified time period Search Order for COA Cross Reference Mappings When searching for COA cross references to use in Chinese GL reports and in consolidation the system searches for mappings in the following order 1 Matching account sub account cost center and project 2 Matching account sub account cost center and blank project 3 Matching account sub account blank cost center and project Setting Up General Ledger 199 4 Matching account sub account blank cost center and blank project 5 Matching account blank sub account blank cost center and blank project The fol
586. yroll earned but not yet paid Post an entry typically on the last day of a GL period and immediately reverse the entry on the first day of the next GL period This procedure lets you record subsequent payments without having to recognize the portions that were accrued at an earlier date Figure 7 37 shows the process map for reversing entries General Ledger Transactions 481 Fig 7 37 Reversing Entries Process Map Note It is recommended that you set up a standard Journal Entries daybook for accruals Use the daybook code as a search filter select all accruals and reverse them simultaneously A reversing entry consists of two parts the original adjusting entry and the reversing or opposite entry The second entry reverses the position of all debits and credits You can reverse a journal entry in two ways manually or automatically Manual Reversal Use the Reverse option in Journal Entry 25 13 1 5 to manually select entries for reversal The initial reversing screen displays a summary of the entry details Reversals are usually processed on the first day of the GL period that follows the original posting period The year period and posting date therefore default to these values FAQAD 482 User Guide QAD Financials A Fig 7 38 Journal Entry Reverse FAQAD 9 Journal Entry Browse for Re ff Journal Entry Reverse x Journal Entry Tools GoTo Atah m 23 A X El El El B El

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