[Texte]

April 2011

TRAINING
FIN201 – Fundamentals Finance part 2,
Booklet

Version 6.2
 TRAINING FIN201 – Fundamentals Finance part 2, Booklet – 2/15

COURSE CONTENTS

1. GENERAL LEDGER & SET UP

 2. ANALYTICAL FUNCTIONALITY
3. AUTOMATIC JOURNALS
4. RECEIPTS AND PAYMENTS

COURSE CONTENTS................................................................................................. 2
2. ANALYTICAL FUNCTIONALITY....................................................................3
2.1. Analytical Accounting.....................................................................................3
2.2. Analytical Ledgers.......................................................................................... 3
2.3. Analytical Accounting.....................................................................................4
2.4. Analytical Accounting.....................................................................................4
2.5. Dimension Types...........................................................................................5
2.6. Dimension Values.......................................................................................... 6
2.7. Dimension Types – Default Dimensions........................................................7
2.8. Dimension Types – Control & Restrictions.....................................................7
2.9. Dimension & Account Restrictions.................................................................8
2.10. Dimension Pyramids/Groups..........................................................................9
2.11. Analytic Allocations......................................................................................10
2.12. Budgets........................................................................................................ 11
2.13. Commitments and Pre-Commitments..........................................................14
2.14. Inquiries....................................................................................................... 14
2.15. Reports........................................................................................................ 15

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2. ANALYTICAL FUNCTIONALITY

2.1. Analytical Accounting

 General Ledger driven by the Chart of Accounts gives the values required by statute
ical Accounting  Analytical Ledger driven by Dimension Types gives the values required for measurement against
budget centres for both values and quantities
Product Category
Sales Region
Market Area
al Ledger driven by
hart of Accounts Account 701000
the values required
tute Account 702000
ical Ledger driven
mension Types
Account 703000
the values required
asurement against
t centres for both Account 704000
s and quantities
Account 705000

Analytical views of the data are

4 optional and are driven by ledger settings.

2.2. Analytical Ledgers

Parameters > Organizational structure > Ledgers
 Can also be a General or Legal Ledger
 Can be linked to budgets
 The “Main” analytical ledger as designated in ACM accepts pre-commitments and commitments
 Operating Budgets function only works with the “Main” analytical ledger
 Each Ledger can specify which dimension types to use and how many subject to the limit of 9 per
ledger
 The ledger also controls whether values can be posted without a dimension
 Can be set to not balance (e.g. Profit & Loss only ledger)

Only ONE ledger within an accounting core model should be authorized as « Operating
budgets ».

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Dimensions can easily be added to an analytical ledger but not removed. ANA folder option controls the
number of types that are allowed for any single line (Maximum 20).

2.3. Analytical Accounting

Analytical Accounting

General Ledger Analytical Ledger

Invoice
Product Sales
Number Account Account
Type Region
701000 5000 Cars UK
1
701000 Trucks UK
2 702000 Cars USA

3 702000 Bikes EUR

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The user has a choice of which ledgers, if any, are to use Analytical functions.
A ledger may only be Analytical.

2.4. Analytical Accounting

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The User has a choice of which ledgers, if any, are to use Analytical functions.
A ledger may be combined with another Ledger. Here the same ledger is both general & analytical

2.5. Dimension Types

Parameters > Organizational Structure > Dimension types
 No limit on number of Types

 Only 20 can be used for any one journal line

 Maximum of 9 per ledger

Auto Carry
Size
Create Forward

Adjustment
Entity Envelope
Allowed

 Size of Dimension Data

 This field is used to define the coding format of the analytical dimensions and it can take the following
values: 5c, 8c, 10c, 12c, 15c (alphanumerical characters).
 The limit of 15 characters concerns the database. It should however be noted that the relative limits for
print-outs are given in number of centimetres and not of characters. It is therefore possible that certain
reports cannot display 15 characters (this depends on the font used, the characters themselves, the
printer etc.).

Automatic creation (field CREAUT)

This parameter is used to process the generation of the automatic journals or within the framework of the
interfaces. If it is activated and the dimension coming from the parameterization or the interface does not
exist, it is automatically created by the process.
No Carry Forward: The data entered in a dimension view is purged at the end of the fiscal year using a
"reset to zero (RTZ)" process.
The Project management flag, if it has been checked, can be used to avoid this purging and transfer all
the dimensions of a dimension view from one period to another.

Change final entries (field FLGMODACE)

 If this box is checked, the postings sorted as final can be modified on journal entry at analytical level,
without having to reopen the period.
 The processing designed to modify the final postings works with the CNTANA parameter.

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Envelopes and Entities

These two fields are related to the Operating Budgets function and the two dimension types must exist in
order to collect the relevant data from that function.

2.6. Dimension Values

Dimension Values
Common Data > G/L Accounting Tables > Analytical > Dimensions
Other Dimensions
Can be linked to other dimension types and values
Carry Forward
This can be driven by individual dimension value or by dimension type
Non Financial Units
Collect values for Budget Comparison and General Information
Budget Tracking
Allows budget values to be stored against this dimension value
Pyramids
Shows which analytical pyramids this dimension value belongs to
Restrictions
Ability to limit the use of one dimension value with another

Other dimension views

 On journal, invoice or payment entry, dimension views can be loaded
9 automatically.
 Setup of the automatic loading of dimension types
 Setup of the default dimensions.
For instance, on journal entry (GACCEN1). If the automatic loading of dimensions is requested on journal
entry, the automatically loaded dimension views must be loaded with the value “Previous dimension”.
The program will refer to the previous dimension to load the current dimension.
 Brings the dimension code back to the entry transaction. In our example, it is necessary to specify
GACCEN1 in the Default dimensions field (Tab Dimensions).
 On journal entry, the program will submit by default the dimension specified in the Default dimension
column.

For direct journal entry, a new initialization of the dimensions exists. This new
initialization is made with respect to the previous line. The rule applied consists in:
 Step 1- Taking into account of the default dimension code by means of the default value DEFVAL
defined in the document entry transaction (tab Dimensions)
Otherwise (not found), Step 2
 Step 2 - Taking into account of the CDE default dimension code in "hard code" in the setting of the
document entry transaction (tab Dimensions)

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Otherwise (not found or empty), Step 3

 Step 3 - Taking into account of the default dimension code found in the record of the account itself, in
the dimension grid of tab Ana (field DEFVAL)
Otherwise (not found), Step 4
 Step 4 - Taking into account of the default dimension code of the previous line.
NB: The notion of "taking into account the dimension of the previous line" applies to the dimensions
and not to the distribution key code.

Carry Forward stops the resetting to zero of the collected values during the financial year.

The No Financial Units can be used for budget comparison and the use of latest distribution.

Dimension Restrictions allow the user to limit values e.g. Finance department with a Product Category.

Exercise 1

2.7. Dimension Types – Default Dimensions

Parameters > Organizational Structure > Default dimension types

 This function allows control of Dimension Types by various Objects

 The list is similar to the Accounting Codes list
 Control is as Folder lever
This very high level control could be useful to remove certain dimension types such as product category
or sales region from a payment attribute for example.

2.8. Dimension Types – Control & Restrictions

Common data > G/L Accounting Tables > Analytical > Prohibition codes

The types you see, and post to, can be controlled at:

 Company level: here you can make dimensions mandatory on all postings (useful for countries where
segmented accounts are normal, such as USA)
 Ledger level: here you can limit types available for a given ledger and determine how many types will
be used
 Account level: here you must add all the dimension types that you wish to post to, otherwise you
cannot enter values.

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Care needs to be taken in order to not be too restrictive.

2.9. Dimension & Account Restrictions

Common data > G/L Accounting Tables > Analytical > Prohibition codes

In order to ensure the consistency of the analytical postings, it is possible to prohibit the entry of
associations between accounts, between dimensions or between dimensions and accounts.
The principle is to define the “restriction codes” combinations that are incompatible upon posting. When
two accounts, two dimensions or an account/dimension pair have unauthorized codes, they cannot be
used together to post the same entry line.
For instance: account/dimension restriction
Over a dimension view X designed to analyse expenses relating to corporate vehicles, it will be possible
to prohibit the posting of accounts other than those likely to record vehicle expenses (maintenance,
petrol, taxes, etc.). For instance, on entry, the user will not be able to allocate an account of “turnover”
type to a dimension of the dimension view X.
The restriction function makes it possible to define the restriction codes that it will not be possible to
associate upon journal entry.

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Exercise 2

2.10. Dimension
Dimension Pyramids/Groups
Pyramids/Groups
Common data > G/L Accounting Tables > Analytical > Dimensions Pyramids
Allows user to create a hierarchy of dimensions for reporting purposes

Allows user to create a hierarchy of dimensions for reporting purposes

 The system can create

The system can acreate
hierarchy automatically.
a hierarchy This is especially
automatically. This isuseful whereuseful
especially numerical values are
where
used.numerical
The pyramid can be built from the bottom up
values are used. The pyramid can be built from the bottom up
 A verification option option
A verification checks checks
that all relevant
that allvalues are values
relevant in the pyramid
are in the pyramid
 Pyramids may be copied between folders
Pyramids may be copied between folders
These pyramids can be used drive analytical inquiries at the various levels.

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For example the Total value will show a single value at the highest level and will generate more totals as
you ask for greater level detail (20,30 etc.).

The migration of data has been improved: instead of carrying out on a last homogeneous
level: the migration takes the lower levels into account.

Exercise 3

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2.11. Analytic Allocations

Analytical Allocations
Common data > G/L Accounting Tables > Analytical > Analytic allocations
Enable immediate distribution of analytical values against a single
Enable immediate distribution of analytical values against a single account
account
Allows
Allows a single
a single journal
journal lineline rather
rather thanthan multiple
multiple lines
lines

Without Distribution GACCENTRYD = GACCENTRYA lines

ACCOUNT LINES CCT
606110 ACCT-001 10
606110 COMM-001 20
606110 DIRE-001 30

With Distribution 1 GACCENTRYD = 3 GACCENTRYA lines

ACCOUNT LINES DISTRIBUTION
606110 MYALLOC 60
Drill Down on the line shows detail

It often happens that several analytic allocations correspond to one18 accounting allocation. In that case,
the “distribution” enables an amount entered to the general ledger to be distributed onto several analytical
dimensions.
The allocation can be limited to a single company, site or a group.

Exercise 4

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2.12. Budgets
Parameters used within a budget

Parameters > Financials > Budgets

Status (field STA)

When the version status is:
 Open: it is possible to enter elements making up the budget via the Budget entry, Budget MO entry,
Budget copy and Budget calculation functions.
 Closed: it is impossible to enter new elements for this budget version.

Final (field CTL)

 This field is used te define the budget version to be checked. For a budget setup code to be checked
and which has been defined in the BUP1 to BUP9 parameters, the considered budgeted amounts are
those of the final version.
 A budget in the “final” status can be open or closed (modifiable or no, but always checked).
 Only one version of a budget can be “final”.

By default (field DEF)

 The version with this status will be submitted by default on budget entry, on entry of budget MOs, etc.
or on inquiry of the analytical balance.
 Only one version, at a given moment, can have the “default” status.

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2.12.1. Budgets settings

Parameters used within a budget

Budget
Company or Site Cannot be both
Code Mandatory
Weighting Optional
Chart of Accounts Determines dimensions available
Up to 3 Dimension Types Pyramids optional
Currency Mandatory
Quantity Optional
Controls None, Annual, Period or Sliding [Multi Annual]
No, Manual [Allows MO and Budget Entry], Complete
Misc. Ops. Allowed
[same as manual but generates trace in Misc Ops]

Controls:
Currency (field CUR)
It indicates the currency in which the budget must be built. By default, this field is initialized with the local
currency of the company concerned by the budget.

Scale factor (field DIVAMT)

It indicates the divisor of the amounts for this budget code. The divisor must be strictly greater than zero.
In this way, a budget can be built in Kilo EURO. By default, this field is initialized at 1. The divisor must
necessarily be greater than or equal to 1.

Operating budget (field GDDFLG)

This flag is used to specify that the budget setup is used in the operating budgets. Then, it can no longer
be used in the “standard” budget entry/modification functions, or in analytical balance inquiry.

Quantity Entry (field QTY)

If this field is set to ‘Yes’, it will be possible to build a budget in quantities, for the natures being managed
in quantities (via a working unit).

Control Type (field BUDCTL)

It determines the budgetary control type that must be applied to the budget:
 No control
 Annual - The budgetary control is performed globally for the financial year.
 By period - The budgetary control is performed for the period.
 Sliding - The budgetary control is performed globally for the budget validity period. If the budget does
not have validity dates, the control is performed on the last open financial year.

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Budget adjustments (field BUPODS)

This field is used to indicate if the budget code can be managed by the budget Miscellaneous Operations
function. None: No budget management by budget Miscellaneous Operation. Manual: The management
of the budget can be carried out by the “Budget Miscellaneous Operations” function in addition to the
standard “Budget entry” function. Complete: The management of the budget can be carried out by the
“Budget Miscellaneous Operations” function in addition to the standard “Budget entry” function. In addition
the latter will generate a Budget Miscellaneous Operation retracing the operations carried out in the
budget.

2.12.2. Budgets copy

Budgets can be created from an existing budget Financial > Budgets > Budget copy

Company A to Company B
Site A to Site B
Year 1 to Year 2
Ledger1 to Ledger2
Increase or Decrease Amounts

Formulae can be used to generate lines within a budget from either previous budgets or actual values

Budget Copy
Destination Budget (field BUDDES)
 If the destination budget exists, it must have the same characteristics as the original budget:
 it must bear the same dimension view code,
 or it must be associated with a reverse dimension view code.
 If analytical pyramids are defined on the original budget, the same analytical pyramids must be
associated with the destination budget.
 If the destination budget does not exist, its creation is submitted. This new budget is by default strictly
identical to the original budget.
 The destination budget can show an amount (or a quantity) that is similar to the original budget but it
can also show an increase or a decrease with respect to the original budget, via the coef field.
 For instance:
 Entered coefficient =0.95, which means a 5% decrease.
 Entered coefficient =1.20, which means a 20% increase.

Formula Codes
 This function is used to automatically calculate the elements constituting a budget code by means of
formulas indicating the elements to be calculated and from where to start the calculation.
 It is with this single function that the parameterization of all the calculation elements is carried out.
 For instance: The budget for company AAA is calculated each year on a global envelope basis
($100,000). For each dimension, the proportion (%) of the actual N-1 with respect to the N-1 budget,
determines the new percentage for the budget obtained for the year N. In this way, the budget N for
“Department 1” is equal to the total amount for the Budget N* (Actual for “Department 1” / Total
amount for N-1 budget). This case can be defined simply in the following way:

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 a calculation expression formula (for instance: V_BUDN*(F1/F2)

 its constituting elements: F1 is the actual N-1; F2 is the budgeted N-1; V_BUDN is a constant that
indicates the global amount to be distributed. By this simple parameterization, the calculation to be
carried out could be defined.

Exercise 5

2.13. Commitments and Pre-Commitments

The use of commitments and pre-commitments is detailed during the Finance Advanced Course in the
topic called “Budget control”.
 Purchase Request creates a Pre-Commitment
 Purchase Order creates a Commitment
 These values are stored and viewed in a unique Commitments function GESCMM
 Amendments to a PO will cause reversal of the original line and creation of a new line

Both functions are optional.

This functionality may be automatic or set to manual operation whereby the user creates commitments as
required and possibly only for limited purchases.

2.14. Inquiries Financials > Inquiries > Dimensions

Financials > Inquiries > Dimension balances

Dimension
 Gives balance for a single dimension over a defined data range for a company or site
 Drill Down on each line for invoice, journal or Open Item
 Extra criteria allow for specific account to be chosen and gives a choice of sort criterion
 Selection can be made by field from either Header or Line
 Print GLANA2 linked to Inquiry (Ctrl-L)
Dimension balances
 Gives balance for multiple dimension over multiple periods for a company and a range of sites
 Allows choice of columns for each enquiry and a Budget/ version to be selected
 Allows a mixture of accounts, dimension types and BP data to be chosen each with its own range of
values (Total of 12 values)
 Can be shown as a screen enquiry or a print out. Report is BALANA and it can only be run via this
program.
Both options allow for screen enquiry transactions to be created

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 User-defined order
 User-defined number of rows.

Exercise 6

2.15. Reports

Prints > Prints/group > Financials > Dimensional/budget accounting

 Print options allow for complete print of budget etc.

 Non input report shows analytical transactions with no dimension

Commitment report is linked to Commitment function.

Non input report only relevant if ledger set to accept analytical postings without a dimension value, at time
of posting.
~

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