SAGE ACCPAC. Sage Accpac ERP. G/L Consolidations. User Guide

Transcription

1 SAGE ACCPAC Sage Accpac ERP G/L Consolidations User Guide

2 2008 Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. Sage Software, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package.

3 Contents Chapter 1: Introducing G/L Consolidations Restrictions When Importing Optional Fields Viewing the G/L Consolidations Folder Export Import Setup Reports Using Sage Accpac Search Aids Other Chapters in This Guide Where to Now? Chapter 2: Installing G/L Consolidations Installing G/L Consolidations Activating G/L Consolidations Where to Now? Chapter 3: Understanding Key Concepts Steps in the Consolidation Process Multilevel Consolidations Multiple Export Processes Choosing Data to Consolidate Consolidating Account Codes, Segment Codes, and Source Codes Restrictions on Consolidating Account, Segment, and Source Codes Consolidating Budgets User Guide iii

4 Consolidating Transactions Account Balances and Net Changes Transactions by Fiscal Period or Posting Sequence Consolidating Optional Fields Consolidating Account Groups Exporting a Range of Accounts (Partial Exports) Using the Mapping Table Consolidating Different Account Codes, Types, and Structures Using Different Account Structures for Individual Accounts Multicurrency / Single Currency Account Consolidations Converting Currency Example A: Balanced Export with Different Rate Types Example B: Partial Export with Different Rate Types Accounts for Handling Currency Rounding Differences Exporting To and From Companies With Differing Fiscal Periods Exchange Rates Used for Currency Translation with a Period Offset Providing an Audit Trail G/L Batch Header Fields G/L Batch Detail Fields Where to Now? Chapter 4: Setting Up G/L Consolidations Setting Up Import Unit Maintenance Last Import Setting Up a Mapping Table Setting Up Exports Export Setup: Main Tab Export Setup: Transactions Tab Export Setup: Criteria Tab Export Setup: Currency Tab Export Setup: Mapping Tab Where to Now? iv Sage Accpac G/L Consolidations

5 Chapter 5: Exporting Data for Consolidation Exporting Data Possible Error Messages Exported Files Archive Folder Where to Now? Chapter 6: Importing Data for Consolidation Selecting an Import Method Troubleshooting: What to Do if Import Fails Importing Partial Records Archival Records Where to Now? Chapter 7: Printing G/L Consolidations Reports Printing the Import Unit Maintenance Report Printing the Export Setup Report Printing the Mapping Table Report Printing Export Audit Reports Printing Import Audit Reports Index User Guide v

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7 Chapter 1 Introducing G/L Consolidations Introducing G/L Consolidations G/L Consolidations is a powerful add-in product that allows you to perform sophisticated consolidations of multiple general ledgers, while maintaining a comprehensive audit trail. Using G/L Consolidations, you can: Consolidate any number of general ledgers, using single-level and multilevel consolidations. Export Transactions by Posting Sequence, by Fiscal Period, by Net Changes, or by Balances. Note: When you choose Net Changes or Balances, only a net quantity will be exported. If you want to check these amounts before exporting, open the G/L Account History form, then view the Net Changes column or the Balance column next to the export period. Consolidate transactions as often as required (for example, weekly consolidated reports). Consolidate multicurrency and single-currency ledgers with the same or differing functional currencies. Consolidate companies with different year-ends. Consolidate dissimilar account code structures, using a mapping table facility. Merge multiple accounts in subsidiaries into single holding company accounts. User Guide 1 1

8 Restrictions When Importing Optional Fields Transfer transactions originating in a holding company (or elsewhere) back to subsidiaries. (This can be useful where payroll or fixed assets are maintained centrally.) Maintain a full audit trail of transactions, as well as a detailed audit trail of all consolidation activities. Consolidate transactions from subsidiaries and holding companies at different locations. G/L Consolidations is designed so that data can be extracted and made available for transfer to other locations. Import and export optional field setup data to and from General Ledger and Common Services. Import and export account optional fields and transaction optional fields (with restrictions, see below). Import note Import is available only in the Full version of G/L Consolidations. Restrictions When Importing Optional Fields The following restrictions limit optional fields imports: Account optional fields You cannot add or update account optional fields if account optional fields have not been defined in the destination company s general ledger You cannot add or update account optional fields that conflict with account optional fields defined with the same name in Common Services. Transaction optional fields Optional fields from G/L Import will skip transaction optional fields that conflict with transaction optional fields defined in Common Services. Import will skip G/L optional fields that conflict with optional fields defined in Common Services. 1 2 Sage Accpac G/L Consolidations

9 Viewing the G/L Consolidations Folder Account groups You can import account group sort codes for a new record, but only the account group description will change if the account group sort code already exists in the destination company. Introducing G/L Consolidations Viewing the G/L Consolidations Folder Activation places the G/L Consolidations icon in the General Ledger folder, as shown below: G/L Consolidations icon G/L Consolidations includes Export, Import, G/L Consolidations Setup, and G/L Consolidations Reports icons, as shown below: G/L Consolidations Setup and G/L Consolidations Reports are subfolders and have other icons associated with them. The Setup folder includes icons for Import Unit Maintenance, Mapping Table, and Export Setup. The Reports folder includes icons for Import Unit Maintenance, Mapping Table, Export Setup, Export Audit, and Import Audit reports. User Guide 1 3

10 Viewing the G/L Consolidations Folder The next sections offer brief outlines for Export, Import, Setup, and Reports. For detailed information, see the other chapters in this guide. Export To export data from the source company, you double-click the Export icon, choose a Process ID (previously created in Export Setup), and then select the folder to export to. See Chapter 5, Exporting Data for Consolidation. Import In the destination company, you double-click the Import icon to import general ledger data from the source company. For details, see Chapter 6, Importing Data for Consolidation. 1 4 Sage Accpac G/L Consolidations

11 Setup Viewing the G/L Consolidations Folder This folder contains the following icons: Import Unit Maintenance, Mapping Table, and Export Setup. Introducing G/L Consolidations Import Unit Maintenance. Validate and manage import files from your source companies. Mapping Table. Map source company accounts to destination company accounts and manage settings required for individual accounts. Export Setup. Define export processes. For each process, you select the general ledger data to export (subject to certain limits and parameters). For more information about Setup, see Chapter 4, Setting Up G/L Consolidations. User Guide 1 5

12 Viewing the G/L Consolidations Folder Reports There are five reports available in G/L Consolidations. These include: Import Unit Maintenance Report, Mapping Table Report, Export Setup Report, Export Audit Report, and Import Audit Report. Import Unit Maintenance report. This report displays the last import for each source company. Mapping Table report. This report displays the mappings set up for a range of source accounts for each specified Mapping Table. Export Setup report. This report displays the setup for a specified export process (or for a range of export processes). Export Audit report. This report displays detailed reports by Process ID, Date, Fiscal Period, or Sequence Number. Import Audit report. This report displays detailed reports by Unit ID (Process ID), by Import Date, by Unit ID (Fiscal Period), or by Import Sequence Number. For more information about reports, see Chapter 7, Printing G/L Consolidations Reports. 1 6 Sage Accpac G/L Consolidations

13 Using Sage Accpac Search Aids Using Sage Accpac Search Aids Introducing G/L Consolidations When entering codes in G/L Consolidations, you can use the following search aids: Finder Use the Finder to select an existing code. (The code s description appears in the adjacent field.) Use the navigation arrows to scroll through existing codes. New Use the New button to clear the field and enter a new code. Other Chapters in This Guide In addition to Chapter 1, the following chapters are included in the G/L Consolidations User Guide: Chapter 2, Installing G/L Consolidations, explains the steps and procedures necessary to install G/L Consolidations. Chapter 3, Understanding Key Concepts, describes the concepts that form the basis for a thorough understanding of G/L Consolidations. Chapter 4, Setting Up G/L Consolidations, explains how to set up and maintain G/L Consolidations. Chapter 5, Exporting Data for Consolidation, describes how to define export processes. Chapter 6, Importing Data for Consolidation, explains how to select files for importing into the destination company, and how to specify elements of those files to import. Chapter 7, Printing G/L Consolidations Reports, describes the reports available in G/L Consolidations, and explains how to print them. User Guide 1 7

14 Where to Now? The Index contains an alphabetical listing of topics in the G/L Consolidations User Guide, with corresponding page-number references. Where to Now? If you have just purchased G/L Consolidations, and are ready to install the program, read Chapter 2, Installing G/L Consolidations, then read Chapter 3, Understanding Key Concepts. 1 8 Sage Accpac G/L Consolidations

15 Chapter 2 Installing G/L Consolidations Installing G/L Consolidations Activating G/L Consolidations Where to Now? Installing G/L Consolidations User Guide 2 i

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17 Chapter 2 Installing G/L Consolidations This chapter explains the steps and procedures necessary to install G/L Consolidations. Installing G/L Consolidations Installing G/L Consolidations To install G/L Consolidations: 1. Insert the program DVD into the DVD drive. If the setup program does not run automatically, choose Run from the Windows Start list, and enter d:setup (where d: is the letter of your DVD drive). 2. Follow the on screen prompts to finish the installation. Installation creates an icon called G/L Consolidations in the General Ledger folder, as shown below: G/L folder G/L Cons icon See the System Manager Administrator Guide if you need more information about installing Sage Accpac ERP software. User Guide 2 1

18 Activating G/L Consolidations Activating G/L Consolidations Once installation has been completed, it is necessary to activate G/L Consolidations in each company in which it is to be used. The activation procedure is the same for all Sage Accpac ERP modules. 1. Double-click the Data Activation icon in the Administrative Services folder to open the Data Activation screen: 2. Click Activate. The following screen appears: 3. Click Proceed. Where to Now? Read Chapter 3, Understanding Key Concepts, for more information about the program. 2 2 Sage Accpac G/L Consolidations

19 Chapter 3 Understanding Key Concepts Steps in the Consolidation Process Multilevel Consolidations Multiple Export Processes Choosing Data to Consolidate Consolidating Account Codes, Segment Codes, and Source Codes Restrictions on Consolidating Account, Segment, and Source Codes Consolidating Budgets Consolidating Transactions Account Balances and Net Changes Transactions by Fiscal Period or Posting Sequence Consolidating Optional Fields Consolidating Account Groups Exporting a Range of Accounts (Partial Exports) Using the Mapping Table Consolidating Different Account Codes, Types, and Structures Using Different Account Structures for Individual Accounts Multicurrency / Single Currency Account Consolidations Converting Currency Example A: Balanced Export with Different Rate Types Example B: Partial Export with Different Rate Types Accounts for Handling Currency Rounding Differences Exporting To and From Companies With Differing Fiscal Periods Exchange Rates Used for Currency Translation with a Period Offset Providing an Audit Trail G/L Batch Header Fields G/L Batch Detail Fields Where to Now? Understanding Key Concepts User Guide 3 i

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21 Chapter 3 Understanding Key Concepts There are a number of concepts that form the basis for a thorough understanding of G/L Consolidations. You can set up the consolidated ledger in one of two ways: Or Create a separate general ledger solely to house the consolidation. Understanding Key Concepts Use the head office general ledger to do the branch consolidation. Information is exported from branch office general ledgers, and imported to the head office general ledger. Data can also be returned to the branch offices. You can export and import account nets and balances, transactions from a fiscal period or range of posting sequences, budget balances, source codes, segment codes, accounts, optional fields, account groups, and transactions. Steps in the Consolidation Process After setting up G/L Consolidations (see Chapter 4), consolidating general ledger data is very straightforward. The steps include: 1. In the branch office, choose the data to export by setting up a Process ID. User Guide 3 1

22 Multilevel Consolidations Process IDs Process IDs identify the data that is being exported and specify how and where it will be exported. You can create Process IDs for different exports. 2. Send the exported data to the head office: If the head office general ledger is on the same wide area network as the branch office, the exported data can be easily copied to the directory used by the head office. It then needs to be imported to the destination company. 3. Import the consolidated data to the head office general ledger. The import process: Creates batches for all transactions you are importing, such as account balances, net amounts, or transactions for a fiscal period or range of posting sequences. Adds account information, account code segments, source codes, account groups, budgets, and optional field data directly to the head office general ledger database, replacing information in records that already exist. Single currency / multicurrency Sort code You cannot import a single currency account to replace an existing multicurrency account. To Sage Accpac ERP, this is the same as trying to change a multicurrency account back to singlecurrency; it can t be done. You cannot change the sort code of an account group that already exists in the destination company. 4. Post imported transactions. Multilevel Consolidations G/L Consolidations uses the concept of source and destination companies to achieve multilevel consolidations. The source company is the company sending the data, while the destination company is the company receiving the data. 3 2 Sage Accpac G/L Consolidations

23 Multiple Export Processes This therefore allows for multilevel consolidations as follows: Company A Company B Company C Company D Company B is both the destination company for data from Company D as well as the source company for data sent to Company A. Multiple Export Processes Understanding Key Concepts G/L Consolidations allows you to define as many export processes as you need. The benefits of this are best illustrated by the following example: Company A Company B Company C In the above situation, Company C has two holding companies (Company A and Company B) and exports data to both, using different export processes for each. Choosing Data to Consolidate G/L Consolidations lets you export and import sufficient detail to ensure a complete consolidation process, including: General Ledger records (accounts, source codes, segment codes, account groups, optional fields). Budget amounts. User Guide 3 3

24 Consolidating Account Codes, Segment Codes, and Source Codes Transactions: Actual balances or period net amounts. Transactions posted in a particular fiscal period or for a range of posting sequences. You should understand how G/L Consolidations handles each type of General Ledger data before you use the program. Companies should have the same account structures To avoid any importing errors, we strongly recommend that both the source and the destination companies have the same account structure codes. If they do not, you should map all exporting accounts. (See Using the Mapping Table, later in this chapter.) Consolidating Account Codes, Segment Codes, and Source Codes When you consolidate these codes, you are importing the complete account code, segment code or source code record into the destination general ledger. If the record already exists in the destination ledger, G/L Consolidations updates the record that exists with the new information. Import fails if record updates are invalid Import will fail if the records being imported cause an invalid update. For example, if a single currency account is imported to a ledger where the existing account is multicurrency, import will fail because you cannot change the multicurrency setting for an account back to single currency. A restart record will be created when import fails. Note the restrictions in the next section on importing General Ledger records. 3 4 Sage Accpac G/L Consolidations

25 Consolidating Account Codes, Segment Codes, and Source Codes Restrictions on Consolidating Account, Segment, and Source Codes The main restrictions to consolidating involve transferring accounts between multicurrency and single currency ledgers. The rule is that you can only import accounts that you can save in the destination ledger. This means, for example, that you cannot import the following items: Multicurrency accounts to a single currency ledger. Single currency accounts that replace multicurrency accounts in the destination ledger. Accounts that use allocation accounts that don t exist in the destination ledger. Understanding Key Concepts Segment codes for a segment that does not exist in the destination ledger. Segment codes that are the wrong length. Accounts with account groups that don t exist in the destination ledger. If the import program encounters one of these invalid conditions, the import stops and a restart record is created in Restart Maintenance. To fix the import: 1. Use Export Setup to change the export process so the problem records are not exported. 2. Open Restart Maintenance in Administrative Services to delete the restart record created by Import. 3. Run Export again, using the updated process. 4. Run Import again. User Guide 3 5

26 Consolidating Budgets Consolidating Budgets When you consolidate budgets, you are replacing the contents of budget set 1 in the destination ledger with the budget information from the source ledger. Note, also, the following points regarding budgets: You can export only the functional currency for budgets. Imported budget information will replace destination information (it will not be added to current information). Sample macro You may find it easier to consolidate budget data from several source companies by adapting and using the sample VBA budget macro (budget.xls) that ships with System Manager. It reads budget information directly from a General Ledger database, and lets you update it with revised information. Budgets do not use balancing accounts. (This account is used to create balanced transaction batches when consolidating account balances or net amounts and period or posting sequence transactions.) You can choose the budget figures to be transferred to the destination ledger (budgets 1, 2, 3, 4, or 5), and you can specify a range of fiscal years. Reports include the total number of budget records imported or exported and display the import status for each budget set (for example, imported, aborted, missing). You can choose a Consolidate option for exporting budget information. This option accumulates budget amounts of several source accounts that are mapped to a single destination account. If you do not choose the Consolidate option, the mapped accounts will not be added together. 3 6 Sage Accpac G/L Consolidations

27 Consolidating Budgets For example, assume accounts 1005, 1006 and 1007 are all mapped to account 1005 in the export file. Consolidate option selected If the Consolidate option is selected in the Export process: If several accounts are mapped to a single account, and the Consolidate option is selected, Export creates a single entry that accumulates the budget amounts. Exported Account Mapping Exported Budget , , ,500 Total 3,700 Understanding Key Concepts Imported Account Imported Budget ,700 Consolidate option not selected If the Consolidate option is not selected in the Export process: If several accounts are mapped to a single account, but the Consolidate option is not selected, Export creates separate entries for import that consecutively replace each other. The last imported entry appears as the destination company s new budget amount, as shown in the next table: Exported Account Mapping Exported Budget , , ,500 Imported Account Imported Budget ,500 User Guide 3 7

28 Consolidating Transactions Consolidating Transactions G/L Consolidations lets you transfer the following types of transactions from source companies to a destination company: Account balances Net changes. Transactions for a particular fiscal period. Transactions for a range of posting sequences. Note that you can export only one type of transaction at a time. Account Balances and Net Changes You consolidate account balances and net changes by creating transaction batches that can be posted to general ledger accounts in the destination ledger. When you choose to export account balances or net changes, you also specify: The source ledger and source code to use for each transaction. A transaction detail description for each transaction. Whether you want to create zero amount transactions for accounts with a zero balance or zero net for a period. The unit balancing account for situations in which the set of exported data is not balanced. The maximum number of transactions in an entry. A transaction balancing account to create balanced journal entries. 3 8 Sage Accpac G/L Consolidations

29 Consolidating Transactions Specify account number Unless you are exporting your complete chart of accounts in a single journal entry, G/L Consolidations will add a transaction detail to each journal entry to make it balance. This is why you specify the account number of this balancing account. If the source and destination companies have different fiscal periods or year ends, you synchronize them by choosing the Period Offset option. You can export all accounts, or perform a partial export. For instructions, see Exporting a Range of Accounts (Partial Exports), on page Multicurrency Considerations for Consolidating Balances and Net Amounts Understanding Key Concepts G/L Consolidations lets you mix single and multicurrency ledgers even where companies have different functional currencies. In other words, with some restrictions, G/L Consolidations can consolidate data from a single currency company to a multicurrency company or from a multicurrency company to a single currency company. Only functional currency is exported Importing to a multicurrency ledger Single-currency with different functional currencies For account balances and net changes, only functional currency amounts are exported, so you can import the transactions to either a single currency or a multicurrency ledger. If you import the account balances or net amounts to a multicurrency ledger, G/L Consolidations will create transactions with a source currency that matches the functional currency. If you are consolidating single currency companies with different functional currencies, you can translate the source account balances or net amounts to the destination functional currency as part of the export process. For instructions, see Converting Currency, on page User Guide 3 9

30 Consolidating Transactions Transactions by Fiscal Period or Posting Sequence You can export posted transactions from the source ledger by fiscal period or by posting sequence. When exporting transactions by these methods, you can also specify: A source ledger and source code. The maximum number of transaction details in an entry. A transaction balancing account to create balanced journal entries. Transaction optional fields. Audit trail preserved in consolidation If you choose the option, Insert Original Audit Trail, the original General Ledger posting sequence, batch number, entry number and detail number are added to the detail comment field, with the original source account number to which the detail was posted. If you choose the option, Retain Original G/L Reference, the same reference information that was posted in the original General Ledger entry is included Sage Accpac G/L Consolidations

31 Consolidating Optional Fields Source Currency of Exported and Imported Transactions Unlike account balances and net amounts, transactions exported from a multicurrency ledger retain their source currency so you can retain that information in the destination ledger. Multicurrency Enabled The following table shows the source currency of transactions sent to the destination ledger under various single currency / multicurrency configurations. (The source and destination ledgers have the same functional currency.) Source Ledger Source Currency Functional Currency Multicurrency Enabled Destination Ledger Source Currency Functional Currency N N/A CAD N N/A CAD N N/A CAD Y CAD CAD Y Various CAD N N/A CAD Y Various CAD Y Various CAD Understanding Key Concepts Where both source and destination ledgers are multicurrency, transactions are created in the destination ledger with identical currency details as in the source ledger. Where the source and destination companies have different functional currencies, G/L Consolidations can convert the consolidation data to the functional currency of the destination company. For more information, see Converting Currency, on page Consolidating Optional Fields You can import and export optional fields. You can export optional fields even when they are not matched by optional fields in the destination company. In the Data section of the Export Setup form, you can select one or both of the following options: Optional Fields from C/S Setup. Optional Fields from G/L Setup. User Guide 3 11

32 Consolidating Account Groups Consolidating Account Groups You can import and export account groups. When importing an account group to the destination company, the account group sort code will not be changed if the account group record already exists in the destination company. In this situation, only the account group description will change. Exporting a Range of Accounts (Partial Exports) G/L Consolidations also lets you export a specified range of accounts, known as a partial export. When performing a partial export, the program uses the unit balancing account you indicated on the Main tab of Export Setup to ensure that the destination company does not import an unbalanced set of transactions. This feature is particularly useful in the following situation: Company A Company B Company C Companies B and C both consolidate into Company A. However, payroll is processed in Company A, and entries arising from this must be transferred back to Companies B and C. In other words, two partial export processes (that is, export of a range of accounts) must be defined in Company A for each of Company B and Company C. Entry-balancing detail G/L Consolidations allows you to specify the maximum number of transaction details in a journal entry. Because each journal entry must be balanced, the program will add an entry balancing detail to each entry whenever a transaction export spans several journal entries Sage Accpac G/L Consolidations

33 Using the Mapping Table Using the Mapping Table G/L Consolidations lets you consolidate companies with dissimilar account numbers, account types, and account number structures. The tool that lets you do this is the account mapping table. Understanding Key Concepts Note that you must select a balancing account when you choose a mapping table and select the option, Only Transfer Mapped Accounts. (A balancing account can be chosen using the Finder in the Unit Balancing Account field on the Main tab of Export Setup.) Consolidating Different Account Codes, Types, and Structures The account mapping table lets you specify individual accounts that have different account numbers, structures, or settings from the equivalent accounts in the source ledger. This includes: Changing destination accounts (numbers, descriptions, structures, and consolidation options). Mapping multicurrency accounts to single currency destinations, and single currency accounts to multicurrency destinations. Changing exchange rate types. The mapping table that is used during the export process resides in the source company database. User Guide 3 13

34 Converting Currency Using Different Account Structures for Individual Accounts We strongly recommend that both the exporting and importing companies have the same account structure codes. If they do not, you will need to use the mapping table to map all exported accounts. Multicurrency / Single-Currency Account Consolidations If you are consolidating accounts, you must use the mapping table to export account records from a single currency company to a multicurrency company or from a multicurrency company to a single currency company. Sage Accpac ERP reports an error and halts the import process if you try to import account data to an account with a different multicurrency/single currency setting. See Chapter 4, Setting Up G/L Consolidations, for instructions about how to set up mapping tables. Converting Currency Currency translation If the source and destination companies have different functional currencies, G/L Consolidations converts the consolidation data to the functional currency of the destination company using a system called currency translation. The following table illustrates the contents of the source currency and functional currency fields of transactions in the source ledger and the equivalent transactions created in the destination ledger, when the source and destination ledgers have different functional currencies. (Lines 1 to 4 in the table apply when net amounts, balances or transactions are exported; lines 5 and 6 apply when you export transactions.) 3 14 Sage Accpac G/L Consolidations

35 Converting Currency You can translate the source or functional currency amount Note: When translating currencies from a multicurrency source ledger, you can calculate the new functional currency amount from the source company s functional currency amount or from the source currency amount. Note, also, that if you translate the functional currency, the source ledger s functional currency becomes the source currency in the destination ledger. Source Ledger (CAD) Destination Ledger (USD) Translate MC Enabled Source Currency Functional Currency MC Enabled Source Currency Functional Currency 1. N/A N N/A CAD N N/A USD 2. N/A N N/A CAD Y CAD USD Understanding Key Concepts 3. Functional Y Various CAD N N/A USD 4. Functional Y Various CAD Y CAD USD 5. Source Y Various CAD N N/A USD 6. Source Y Various CAD Y Various USD The MC Enabled column indicates a multicurrency ledger. If you translate the source currency, you will retain the original source currency in the destination ledger. There are a number of possible scenarios that can arise with regard to currency translations: Different rates are applicable to different transactions exported to the destination ledger (arising from different rate types for different accounts, or different rates on different transaction dates). See Example A, below. In addition to the different rates in the above scenario, there is also a partial export. See Example B, on page User Guide 3 15

36 Converting Currency Account Example A: Balanced Export with Different Rate Types In this example, although the export is balanced (that is, a full export), the export process which uses the mapping table has specified that accounts 5000 and use the Daily Spot Rate (SP) instead of the default Monthly Average Rate (AV). The resulting difference is thus attributable to the currency translation process and G/L Consolidations creates an entry in the Gain/Loss currency translation accounts. Source Ledger (ZAR) Rate Type Rate Date Conversion Rate Destination Ledger (USD) ,000 SP 15-Jun-XX R3=$1 4, (6,000) SP 20-Jun-XX R2=$1 (3,000) (4,000) AV 30-Jun-XX R4=$1 (1,000) (2,000) AV 30-Jun-XX R4=$1 (500) Total 0 Subtotal (500) Legend: R=ZAR; $=USD Gain/Loss Acct entry 500 Total 0 Example B (see next section) includes both an unbalanced (partial) export and different rates. Example B: Partial Export with Different Rate Types In this case, G/L Consolidations differentiates between the entry needed to balance the export (Unit Balancing account) and any entry generated due to a gain/loss on translation (Gain/Loss on Translation accounts). The process applies an exchange rate (dependent on the option you selected in Export Setup) to the value that is determined as the balancing amount in the source company s functional currency, which is then posted to the Unit Balancing account. The resultant difference, therefore, relates to the Gain/Loss on currency translation and is reflected in the Gain/Loss accounts Sage Accpac G/L Consolidations

37 Converting Currency Account Source Ledger (ZAR) Rate Type Rate Date Conversion Rate Destination Ledger (USD) (6,000) SP 20 Jun XX 2:1 (3,000) (4,000) AV 30 Jun XX 4:1 (1,000) (2,000) AV 30 Jun XX 4:1 (500) Total (12,000) Subtotal (4,500) Bal. Acct 12,000 AV 30 Jun XX 4:1. 3, Entry to unit balancing account. 2. Entry to gain/loss on translation accounts. Subtotal (1,500) Gain/Loss Acct entry 1,500 2 Total 0 Understanding Key Concepts Note: When translating by transaction date, the Transaction Date field in the Export form determines the exchange rate for translating the Unit Balancing Account (which balances the export). G/L Consolidations will use the same date even if there is a period offset. In other words, period offset has no effect on the exchange rate of the Unit Balancing Account when translating by transaction date and when exporting by posting sequence. When translating by fiscal period, the exchange rate for translating the Unit Balancing Account is based on the period of the importing company. See the next section for more information on differing fiscal periods. User Guide 3 17

38 Exporting To and From Companies With Differing Fiscal Periods Accounts for Handling Currency Rounding Differences In addition to transferring the account balances you specify, G/L Consolidations may also include amounts in the following accounts in order to adhere to Generally Accepted Accounting Principles (GAAP): Income account to handle exchange gain due to rounding differences. Expense account to handle exchange loss due mainly to rounding differences. Exporting To and From Companies With Differing Fiscal Periods Source companies do not need to have the same fiscal year as the destination company. For each source company, you can specify the number of periods by which the destination company differs (the offset) from the source company. In the following example, the source company has a 31 December year end, and the destination company has a 31 March year end. In order to synchronize the periods, transactions exported from the source company need to use an offset of 3 (because period 5 in the source company equals period 2 in the destination company). Please note that periods one through three in the source company would be exported to periods ten through twelve of the previous year in the destination company. The Adjustment Period (14) is always exported to period 14 in the destination company. Period 15 cannot be exported Sage Accpac G/L Consolidations

39 Providing an Audit Trail Warning: companies must have the same number of periods Although source and destination companies do not need to have the same year end, they must have the same number of fiscal periods. Note: You cannot export budgets if you are using the Period Offset option. Exchange Rates Used for Currency Translation with a Period Offset G/L Consolidations provides the following methods when choosing exchange rates for currency translation: Fiscal period: If the currency translation rates are based on the fiscal period, G/L Consolidations bases the exchange rates on the last day of the source (exporting) company s fiscal period before the offset was applied. (This date must be the last day of the fiscal period.) Note that the fiscal period used for the exchange rates is not affected by the offset. Understanding Key Concepts Transaction date: If the currency translation rates are based on the transaction date, G/L Consolidations chooses the exchange rates in effect on the date of the transaction in the source (exporting) company. Specified: When you select the Specified option, you will enter the date at the time of the export. In all cases, the actual rates are chosen from the exporting company. Providing an Audit Trail In addition to providing an audit trail report, G/L Consolidations inserts audit information directly into the general ledger batch header and detail fields when the import process creates batches in the destination company. User Guide 3 19

40 Where to Now? This audit trail information enables transactions in a destination company to be traced back to source documentation in the source company. G/L Batch Header Fields Batch. The batch description is Imported from Unit ID/Export Sequence Number. (For example, Imported from IMP2,0020. ) Entry. The description for each entry in the batch is Import File Unit ID/Export Sequence Number. G/L Batch Detail Fields Comments. If you are consolidating transactions by fiscal period or posting sequence, this field will contain the original general ledger source account number. Then, depending on how the Insert Original Audit Trail option is set on the Transactions tab in Export Setup, this field may also display the original General Ledger posting sequence number, batch number, entry number and transaction detail number. Description. If you are exporting account net changes or balances, you can specify the transaction detail description on the Transactions tab of Export Setup. If you are exporting transactions for a fiscal period or posting sequence, the field will retain the original transaction s description. Reference. The reference field will contain Process ID/Unit ID/Export Sequence Number (for example, ACCTEXP/IMP2/ 0020 ). Where to Now? You are now ready to set up G/L Consolidations. Please see Chapter 4, Setting Up G/L Consolidations Sage Accpac G/L Consolidations

41 Chapter 4 Setting Up G/L Consolidations Setting Up Import Unit Maintenance Last Import Setting Up a Mapping Table Setting Up Exports Export Setup: Main Tab Export Setup: Transactions Tab Export Setup: Criteria Tab Export Setup: Currency Tab Export Setup: Mapping Tab Where to Now? Setting Up G/L Consolidations User Guide 4 i

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43 Chapter 4 Setting Up G/L Consolidations This chapter explains how to set up the Import and Export functions of G/L Consolidations. The Setup folder contains these icons: Import Unit Maintenance, Mapping Table, and Export Setup, as displayed next: Setting Up G/L Consolidations Import Unit Maintenance. See the section, Setting Up Import Unit Maintenance, on page 4 2. Mapping Table. See the section, Setting Up a Mapping Table, on page 4 4. Export Setup. See the section, Setting Up Exports, on page 4 7. User Guide 4 1

44 Setting Up Import Unit Maintenance Setting Up Import Unit Maintenance Destination company only Use Import Unit Maintenance in the destination company to create and manage unit IDs unique to each of its source companies. Identify Unit ID The Source Unit ID which is incorporated into filenames of the exported data identifies the data as being from the source company. The destination company cannot import G/L data from a source until a Source Unit ID has been created in the Import Unit Maintenance form. This form is also used to specify and check the functional currency of the source company. In addition, you can view the status of previous imports. To set up Import Unit Maintenance: 1. Enter a Source Unit ID code. 2. Enter a description for the code. Note: We recommend that you create a Source Unit ID that exactly matches the Unit ID that you entered in the Export Setup form. Without a matching Source Unit ID, the exported files cannot be imported successfully. 4 2 Sage Accpac G/L Consolidations

45 Setting Up Import Unit Maintenance 3. Using the Finder, select the currency code or enter the functional currency of the source company. G/L Consolidations will compare this to the actual functional currency of the source company, at the time of import. The destination company will only be able to import the general ledger data if the functional currency specified here is the same as that specified in the export from the source company. Last Import This section of the Import Unit Maintenance form displays information about the most recent import from the source company to this destination company. Note that all fields are read only. Export Method. Displays the export method used on the last import for this unit ID. Year/Period. Displays the Fiscal Year/Period of the last import for this unit ID when the fiscal year or period was used as the basis for the last export. First/Last Posting Sequence. Displays the range of posting sequences for the last import for this unit ID, when posting sequence was used as the basis for the last export. Setting Up G/L Consolidations Segment Codes. Displays the import status of segment codes for the last import for this unit ID. Source Codes. Displays the import status of source codes for the last import for this unit ID. Optional Fields From C/S Setup. Displays the status of the last optional field imported from Common Services optional field setup. Optional Fields From G/L Setup. Displays the status of the last optional field imported from G/L optional fields setup. Account Groups. Displays the status of the last account group imported. User Guide 4 3

46 Setting Up a Mapping Table Accounts. Displays the import status of accounts for the last import for this unit ID. Budgets. Displays the import status of budgets for the last import for this unit ID. Transactions. Displays the import status of transactions for the last import for this unit ID. The next section explains how to set up Mapping Tables for the destination company. Setting Up a Mapping Table You need a mapping table if you are consolidating accounts with dissimilar numbers, types, or structures. Note: Using a mapping table is an optional feature. Mapping Table The mapping table gives you the flexibility to specify how individual accounts can be consolidated, created or converted. Note the following features: Source company accounts can be matched to destination company accounts on a one to one basis, where account numbers are dissimilar. 4 4 Sage Accpac G/L Consolidations

47 Setting Up a Mapping Table Source company accounts can be matched to destination company accounts on a many to one basis, if you need to merge source accounts. Source company accounts and destination company accounts can have different consolidation options or different multicurrency settings. The rate types for individual accounts can be different from the default rate type (where currency translation occurs). To set up a mapping table: 1. Enter an ID for a new mapping table, and enter a description that accurately describes the table. 2. Double click the Finder in the Source Account column to select the general ledger account number for the account in the source ledger that you want to map. The number must be a valid source ledger account number. 3. Click the Validate button to check that the source account numbers are correct. (Any lines with invalid numbers will be deleted from the list.) Setting Up G/L Consolidations 4. In the Target Account column, enter the account number for the account in the destination company that you want to map to. If this is left blank, the source account number will be used. 5. Enter a description in the Target Account Description column. If this is left blank, the source account description will be used. 6. Enter a code in the Target Structure Code column. If this is left blank, the source account s general ledger account structure will be used. 7. Enter the Closing Segment Number for the target account. If this is left blank, the source account s closing segment will be used. User Guide 4 5

48 Setting Up a Mapping Table 8. Enter the Posting Type you prefer, choosing one of the following: Consolidate. Select this type if the target account in the destination company is consolidated. Detail. Select this type if the target account in the destination company is detailed. N/A. Select this type to use the setting of the source account in the source company. 9. Specify a different Rate Type than the default rate type, if currency translation is relevant for the consolidation process. If you leave this field blank, G/L Consolidations will use the default rate type set for the export process in Export Setup. Rate Type lets you ensure compliance with Generally Accepted Accounting Principles when certain account balances need to be translated using different rate types. For example, you may have to translate some account balances at spot rates, others at average rates and others at historic rates. All these rate types can be set up and recorded in the mapping table to ensure consistent application of the different rate types. 10. Select one of the following options in the Multicurrency column: Yes. Select Yes if the destination account in the destination company is multicurrency, and the account in the source ledger is single currency. No. Select No if the destination account in the destination company is single currency, and multicurrency in the source ledger. N/A. Select N/A to use the setting of the source account in the source company. 4 6 Sage Accpac G/L Consolidations

49 Setting Up Exports Example If the source ledger is set up as single currency with a functional currency of USD, and the destination ledger is set up as multicurrency with a functional currency of CAD, then you will select the Yes option. Upon successful import in the destination ledger, both the source currency (USD) and the functional currency (CAD) will be displayed in the transaction exported to the destination ledger. Note that you: Cannot change a multicurrency account to single currency. Can change a single currency account to a multicurrency account. In Source Company Note: If you select Yes (that is, a single currency account in source ledger becomes a multicurrency account in the target ledger), G/L Consolidations assumes that all currencies are valid for that account in the target ledger. The next section describes how to create export processes in the source company. Setting Up G/L Consolidations Setting Up Exports Use the Export Setup form to specify the general ledger data you want to export from the source company. Once you specify the data, you can save the specification as an export process. You can create as many different export processes as you need. You can allow (or not allow) optional field setup data to be exported from both Common Services and General Ledger. Basic steps to set up an export process: 1. Create a Process ID, enter a Unit ID, and select the data to be exported. (See Export Setup: Main Tab, on page 4 8.) User Guide 4 7

50 Setting Up Exports 2. Select options on the Transactions tab if you selected transactions as data to be exported in the previous step. (See Export Setup: Transactions Tab, on page 4 11.) 3. If you selected Budgets on the Main tab, click the Criteria tab to choose the budgets to export. (See Export Setup: Criteria Tab, on page 4 15.) 4. Click the Currency tab if either company is a multicurrency company. (See Export Setup: Currency Tab, on page 4 17.) 5. If you are using a mapping table, click the Mapping tab. (See Export Setup: Mapping Tab, on page 4 20.) Export Setup: Main Tab The following screen shows the Main tab of Export Setup: 1. Assign a code in the Process ID field, up to eight characters long, then enter a description of the process. Process IDs can be edited. Note. Only one user can edit an export process at one time. A second user attempting to open a process ID that is being edited or exported by another user will receive a message that it is already in use, and the Save button will be disabled. 4 8 Sage Accpac G/L Consolidations

51 Setting Up Exports 2. In the Unit ID field, enter an ID (up to four characters long) unique to the source company. Each source company should have a Unit ID that identifies it in the destination company. The Unit ID forms the first four characters of the exported data file names (for example, U N I T X X X). It is used to identify and validate exported files upon import to a destination company. 3. Using the Finder, select a Balancing Account to be used in situations where exported data is not balanced (such as when you export the net changes for a partial chart of accounts). This step is mandatory when transactions being exported with the following settings have been chosen on the Criteria, Mapping, and Transactions tabs (these settings may lead to an out of balance export if you don t choose a balancing account): If the option, Specify Segment Code for Export, has been chosen on the Criteria tab, and if you are exporting transactions. If you are using a mapping table, and, on the Mapping tab, select the option, Only Transfer Mapped Accounts. Setting Up G/L Consolidations If you are using source code exclusion. (See the description of including or excluding transactions with specific source codes on page 4 13.) 4. Select the data to be exported; choosing from the following options: Accounts. Select this option to export account master records (without balances). Source Codes. Select this option to export source codes. User Guide 4 9

52 Setting Up Exports Budgets. Select this option to export budgets. (You then click the Criteria tab to choose budget sets to export, and to consolidate budget amounts that are mapped from several accounts to a single destination account.) Note: You cannot use a period offset (option is on the Transactions tab) if you are exporting budgets. Export Inactive Accounts. Select this option to export inactive accounts (available only when the Accounts option is selected). Segment Codes. Select this option to export segment codes. Transactions. Select this option to export transactions by choosing the transaction type. You can export account balances or net changes, or you can export posted transactions by fiscal period or by posting sequence. (When you choose this option, fields have to be filled in and other options selected on the Transactions tab.) Set Inactive Accounts to Active. If you are exporting inactive accounts, select this option to set inactive accounts to active in the destination company. The benefit for you arises when certain accounts are used only for posting by the holding company. The integrity of these accounts in the source ledger is assured by not allowing posting to these accounts in the normal course of business. Account Groups. Select this option to export account groups. Account Optional Fields. You can export account optional fields when exporting accounts. Optional Fields From CS Setup / from G/L Setup. When you export accounts, you can export optional fields setup data from General Ledger and from Common Services. You can export transaction optional fields when exporting transactions by posting sequence or by fiscal period Sage Accpac G/L Consolidations

53 Setting Up Exports Allow Runtime Edit. This option lets you clear selected data in the Export form if you change your mind about the elements to be exported. Note, however, that you cannot select other data for export that had not been selected in export setup. If this option is left blank, the data that is selected for this export process will be displayed in the Export form, but you will not be able to clear it. Export Setup: Transactions Tab On this tab, you choose the export method, set the transaction source ledger and source code, choose source code substitutions, and, if exporting account balances or net changes, enter the transaction description. You can also use this tab to choose to export transaction optional fields. Setting Up G/L Consolidations 1. If the option to export transactions was selected on the Main tab, you must select one of the following methods on the Transactions tab: Choose Net Changes to export the net change in the balance of each account for a fiscal year and period (that you select when you run the export process), or choose Balances to User Guide 4 11

54 Setting Up Exports export the balance of each account for the fiscal year and period (that you select when you run the export process). The following fields appear when you select either method: Transaction Detail Description. This is the text that will be inserted in the Description field for each journal entry detail created by net changes or balance exports. You can use it to identify the type of method used for consolidation. Create Zero Transactions. This option lets you produce a zero amount transaction for any accounts that have a zero balance or a zero change in balance for the period. If you do not select this option, Export will not create transactions for zero balances or net changes. Choose Transactions by Posting Sequence to export transactions for a range of posting sequences (that you will select when you run the export process). The following fields appear when you select this export method (and also when you select Transactions by Fiscal Period): Insert Original Audit Trail. Selecting this option allows the original audit trail information to be inserted into the Comments field in each journal entry. Retain Original G/L Reference. Selecting this option allows the Reference field to contain the same reference information that was posted in the original G/L entry. Source Code Conversions. Substitute the source codes used for each transaction in the source company with different account source codes in the destination company. You can also exclude transactions from the consolidation based on the transactions source codes. Original Source Code. Select the source code that will be substituted in the destination company Sage Accpac G/L Consolidations

55 Setting Up Exports Operation. You select either Substitution or Exclusion from the drop down list in this column. Substitution For substitutions, you choose a source code with the same source ledger as you specified in the Default Source Code field. For example: AP-IN AP-CN CO AP Exclusion In the above example, all source codes belonging to the Accounts Payable source ledger are mapped to the same source code in the destination company source code CO AP, where CO has been specified on the Transactions tab. You can exclude transactions with specified source codes from being exported. This mechanism allows the movement of data from a holding company back to the subsidiary company while excluding the original data received by the holding company from the subsidiary company. Export Source Code. Select the source code to substitute for the original source code. Note that only source codes specified in the Transaction Source Ledger field will be available. Choose Transactions by Fiscal Period to export transaction for a fiscal year/period. See explanations in the Transactions by Posting Sequence (above) for fields that appear when you select this option. Choose Period Offset to synchronize the source company s fiscal periods with the destination company s periods, where they have different year ends. A value of 0 means no offset which means that the periods in both the source and destination companies are the same. Setting Up G/L Consolidations User Guide 4 13

56 Setting Up Exports For example, if both the destination company and the source company use 12 periods, but the source company has its year end on December 31 and the destination company has its on March 31, this field should be set to 3. Transaction Optional Fields check box 2. If you selected Transactions by Fiscal Period or Transactions by Posting Sequence in the Export Method field, click the Transaction Optional Fields check box so that optional fields attached to the transactions can be included in the export. 3. Use the Finder to select the transaction source ledger for each imported journal entry. We suggest that you create a unique source ledger code for all data consolidated by G/L Consolidations, to differentiate them from the normal general ledger transactions within the destination ledger. (For example, all consolidation entries could have a transaction source ledger code of GC.) Note: Because all transactions within a general ledger batch must have the same transaction source ledger, all transactions exported with this export process will use the transaction source ledger specified here, irrespective of their source code in the source company. 4. Use the Finder to select the general ledger Default Source Code that G/L Consolidations will use as a default. (We suggest that you create a different source code for each source company.) Note: It s handy to use the same two characters for the source code and for the unit ID that identifies the source company. For this reason we recommend that you use twocharacter unit IDs. When you are consolidating several source companies, the source codes can help you easily identify the source company of each entry in the destination ledger. To continue our earlier example, a source ledger and source code of GC 01 could identify all consolidation entries from source unit Sage Accpac G/L Consolidations

57 Setting Up Exports 5. Enter an amount in the Maximum Transactions Per Entry field to limit the number of transaction details per G/L entry. (If this is set to zero (0), there is no limit on the transaction s entry size, in which case, all transaction details will be exported into one journal entry.) 6. If you limited the number of transaction details per entry (see previous step), use the Finder to select the Transaction Balancing Account that will receive balancing details for the entry. If you plan to review, and perhaps edit, batches in the destination ledger, you may limit the maximum number of detail lines per entry. You may also limit journal entry size to improve system performance (if you are consolidating a large chart of accounts). Export Setup: Criteria Tab To export accounts, balances or net changes, you choose the range of account segment codes and specify budget sets on this tab. Setting Up G/L Consolidations User Guide 4 15

58 Setting Up Exports Segment Information section 1. Select Specify Segment Code for Export to restrict export data to accounts that have a particular range of values associated with a selected segment. Note: When you select this option, you must also enter a Unit Balancing Account number on the Main tab. 2. Enter the Segment Number of the account segment by which you want to select account data for export, then enter a range of values for the specified segment number. For example: Company A Company B Company C In the above structure: Subsidiaries B and C export data to holding Company A. In addition, certain entries relating to Companies B and C are entered directly into Company A. This group of entries must be transferred back to B and C. To transfer the second group of entries back to B and C, two separate export processes must be defined in Company A. Let us assume that the following account code structure exists in all three Companies: Segment No. Segment Name 1 Account 2 Company 3 Division For each of the two export processes to be set up in Company A, select the option, Specify Segment Code for Export, then specify segment number 2, then enter the range in accordance with the destination subsidiary Sage Accpac G/L Consolidations

59 Setting Up Exports Budget Information section 3. If you selected Budgets on the Main tab, make selections from the following options: a. Budgets. Choose from budget sets 1 to 5. b. From Year/To. Select the Fiscal Year of the budget sets. c. Consolidate. If you are using a Mapping Table to consolidate accounts (in other words, if you are merging many source ledger accounts into one destination ledger account), select this option to consolidate the budgets for all source accounts being merged. Export Setup: Currency Tab If you select Consolidate, the relevant budget amounts will also be consolidated according to the Mapping Table. If you do not select Consolidate, only the budget for the last merged source ledger accounts will appear in the destination accounts. When the source company and the destination company have different functional currencies, currency options need to be adequately defined within the export process. Setting Up G/L Consolidations 1. Select Multicurrency Destination Company if the destination company is multicurrency. User Guide 4 17

60 Setting Up Exports This choice is for the destination company only. It doesn t matter whether the source company is single currency or multicurrency, or whether the source and destination companies have the same or different functional currencies. 2. Select a Default Rate Type in the field that appears to the right of the Multicurrency Destination Company option if: You selected Multicurrency Destination Company. You did not select Translate To Different Functional Currency when you selected Multicurrency Destination Company. The rate type is required for single currency transactions that are imported to a multicurrency account because the transaction cannot be posted in the destination ledger without a rate type. Note, however, that since the multicurrency transaction will have the same source and functional currencies, it doesn t really matter which rate type you use, as long as it is a valid rate type in the destination company. 3. Select Translate to Different Functional Currency if the functional currencies of both source and destination companies are not the same. This activates currency translations on export. (Note that the Translate From field is activated when you select the Different Functional Currency option. See step 5, following.) 4. Enter a Currency Code or use the Finder to select the functional currency of the destination company. For transactions by fiscal period or posting sequence 5. To translate the individual source ledger transactions using either the functional currency or the source currency of individual transactions, select either Source Currency or Functional Currency in the Translate From section of the Currency tab. (The Translate From option does not apply to net account changes or balances, because these amounts are exported in functional currency only.) 4 18 Sage Accpac G/L Consolidations

61 Setting Up Exports For example: A source company has multicurrency activated and a functional currency of USD. Transactions for posting sequence 200 had a source currency of GBP. The destination company has a functional currency of CAD. You can choose to create transactions in the destination company by converting the GBP amount (the original source currency amount) or the USD equivalent (functional currency equivalent) to CAD. 6. Select a Default Rate Type: Mapping table rates override default a. If you are exporting Transactions and translating currencies, select a rate type for the currency conversion. Any rate types specified for individual accounts in the mapping table for the export process will override this Default Rate Type. Setting Up G/L Consolidations Note: Any system generated entries made to the balancing account will use this default rate type. This will arise in the case of a partial export. (See the section, Exporting a Range of Accounts (Partial Exports), in Chapter 3, and also read the discussion about balancing transaction entries on page 3 9.) b. If you are exporting Budgets and translating currencies, enter or select a rate type to be used for the currency translation. Although any rate type specified in the mapping table will override default rate types for transactions, this is not the case with budgets. The rate type specified here will be used for all exported budgets. User Guide 4 19

62 Setting Up Exports 7. Once the rate type is specified, enter the Translation Rate Date for the rate that should be used. There are three options: Fiscal Period. If you select this option, the program will use the fiscal period end date to look up the rate. Transaction Date. This option is available only if detailed transactions are being exported (instead of balances or net changes). If selected, the actual dates of the original transactions will be used to look up exchange rates. Specified. If you select this option, you will be required to enter a rate date at the time of export. Currency Translation Accounts section 8. Use the Finders to select the Currency Translation Gain and Loss accounts to be used for any gains or losses that arise from currency translation. (Gains or losses can occur on currency translation due to rounding or as a result of different rates being applied on export.) Export Setup: Mapping Tab The Mapping tab has the following purposes: To specify whether or not a mapping table is used for a particular export process. To map General Ledger account segments. Mapping tables are required only if you need to change account codes, account segments, account structures or rate types, or if you want to merge account balances, net changes or budgets while exporting. Single currency / Multicurrency You must also use the mapping table to export account records from a single currency company to a multicurrency company (or from a multicurrency company to a single currency company) Sage Accpac G/L Consolidations

63 Setting Up Exports Different account structure codes Note: We strongly recommend that both the source and destination companies have the same account structure codes, otherwise, use the mapping table to map all exported accounts. 1. Select Use Mapping Table if you want to use a mapping table for the export process that you are currently setting up. 2. Use the Finder to select a Mapping Table (previously set up in the Mapping Table Setup form.) Setting Up G/L Consolidations Mapping Method 3. Select one of the following mapping methods: Generate An Error for Unmapped Accounts. Selecting this option lets G/L Consolidations generate an error for any general ledger accounts that have not been specified in the selected mapping table. (In other words, all accounts in the source company must be mapped if you select this option; otherwise, exporting will generate errors.) Only Map Accounts in Table. If they are used in the export, you must map the Unit Balancing account, the Transaction Balancing account, and the Gain/Loss on Conversion account. If G/L Consolidations needs to create an entry to these accounts and you did not map to them and if they User Guide 4 21

64 Where to Now? had not been specified in the selected mapping table an error message appears. Only Transfer Mapped Accounts. If this option is selected, only general ledger accounts specified as source accounts in the mapping table will be exported. Segment Number Substitution 4. If you are consolidating general ledger account segments, map account segment numbers in the source company to different account segment numbers in the destination company. In the following example, the source and destination companies have different general ledger account segments. Using this facility, you can map segment number 3 in the source company to segment number 4 in the destination company. Source Company Destination Company Seg # Segment Name Seg # Segment Name 1 ACCT 1 ACCT 2 DIV 2 DIV 3 DEPT 3 REGION 4 DEPT a. Enter a Source Segment Number or use the Finder to select the number to be mapped to a different segment number in the destination company. b. Enter the Target Segment Number of the account segment that the source segment will be mapped to in the destination company. Where to Now? Now that you have set up exporting and importing options, you can export data from a source company to a destination company. Go to Chapter 5, Exporting Data for Consolidation, and then go to Chapter 6, Importing Data for Consolidation Sage Accpac G/L Consolidations

65 Chapter 5 Exporting Data for Consolidation Exporting Data Possible Error Messages Exported Files Archive Folder Where to Now? Exporting Data User Guide 5 i

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67 Chapter 5 Exporting Data for Consolidation This chapter describes how to use the G/L Consolidations Export form to export data from a source company. Note: Only one user at a time can open the Export form. Exporting Data Export form Use the Export form to export data according to the processes you defined in Export Setup. The following screen shot displays the Export form: Exporting Data To export data: 1. Add a local folder to your company network to hold the exported files. 2. Enter a process ID code or use the Finder to select one. Data will appear in the following fields: Unit ID. Displays the Unit ID for the Process ID. User Guide 5 1

68 Exporting Data Export Data Selection. This section displays checkmarks in the boxes for the data to be exported (options chosen when the selected export process was set up), and could include any or all of the following: Segment Codes, Budgets, Source Codes, Transactions, Accounts, and Optional Fields from Common Services or General Ledger account groups. If you selected Allow Runtime Edit when you created this export process, you can clear any of these options. If you did not select Allow Runtime Edit, you will not be able to change the data selected for this export process. (This feature is to provide a higher level of control over the data to be exported.) Export Method. If you are exporting transactions, this field displays the type of transactions that are being exported that is, balances, net period changes, transactions by posting sequence, or transactions by fiscal period. 3. Choose the path to the export directory. (The default directory is the directory specified when the Export Process was created in Export Setup.) 4. If the following fields are available, select or enter data for them. (Note that these field are available only if the export method chosen when setting up the Process ID is Transactions By Posting Sequence or Transactions By Fiscal Period.) From/To Posting Sequence fields: Enter the sequences. Year/Period. Select a year and period. Currency Conversion Rate Date. This field appears when you set up the Export Process for a multicurrency export with Specified selected in the Translation Rate Date section of the Currency tab. Transaction Date. This field appears when you set up the Export Process to export transactions by posting sequence, with the Translation Rate Date set to Transaction Date. This 5 2 Sage Accpac G/L Consolidations

69 Possible Error Messages date is used to determine the exchange rate for translating the Unit Balancing account entry that is created by the application to balance the export. Possible Error Messages If there are errors when exporting posting sequences, you might receive the following messages: Invalid Input. The From Posting Sequence Number is greater than the To Posting Sequence Number: The From posting sequence you chose in the current export is greater than the To posting sequence. Posting sequence has been previously exported. Continue?: The From posting sequence you chose in the current export is less than or equal to the last posting sequence in the previous export or the previous posting sequence exported is greater than or equal to the To posting sequence. Earlier Posting Sequences have not been exported: The From posting sequence you chose is greater than the previous posting sequence by a factor of one. Fiscal Period has been previously exported: The export fiscal year you chose is the same as the last fiscal year exported and the export fiscal period you chose is equal to the last fiscal period exported. Exporting Data Exported Files Depending on the general ledger data being exported, between two and six files are copied to the specified directory of the destination company. The same files will be saved to the archive directory of the source company. User Guide 5 3

70 Exported Files G/L Consolidations uses the standard DOS naming convention for the exported files (that is, filenames of up to eight characters, with three character extensions). The first four characters of the filename are reserved for the unit ID (this should be unique for each source company). (Example: U N I T. _) The next four characters are reserved for the export sequence number, which is incremented each time general ledger data is exported from the source company (no matter which export process is used). It ranges from 0001 to (Example: U N I T S E Q #. _) The three character file extension identifies the export data. ZCC Control File File generated for each export, containing export information. Must be present in the import directory for files listed below to be imported. Depending on the general ledger data being exported, the following files are created: Extension Data Type Explanation ACT Accounts Exported G/L accounts BDG Budgets Exported budgets 001 Transactions Can be summary account data or posted transactions by fiscal period or posting sequence. SEG Segment Codes Exported G/L segment codes. SRC Source Codes Exported G/L source codes. OFD G/L optional fields Optional fields exported from General Ledger CSF C/S optional fields Optional fields exported from Common Services AGP Account Groups Exported account groups No export If no data was exported, the extension of the archive file is ZCC. 5 4 Sage Accpac G/L Consolidations

71 Archive Folder Successful export For a successful export, a message similar to the following appears: Archive Folder Exported files are saved to an archive folder on the server, based on the date of the export. The path for archival exports is: X:\Program Files\Sage Software\Sage Accpac\Company\Company ID\ZCEXPORT. When the files are saved, a dated subfolder is added under \ZCEXPORT, in the format: \YYYY MM DD\ (where YYYY represents the year, MM the month, DD the day of the export). Note that archived files are not available from a Web browser. Exported files remain permanently in the archive folder if they re not deleted regularly. If you export more than once on the same day, all exports are archived to the same folder, with the later exports added to the earlier file list, as shown below: Exporting Data ing Data Earlier Export folder, with dated subfolders Later exports User Guide 5 5

72 Where to Now? Where to Now? Now that you have learned how to export data, read Chapter 6, Importing Data for Consolidation. See Chapter 7, Printing G/L Consolidations Reports, for instructions about printing reports. 5 6 Sage Accpac G/L Consolidations

73 Chapter 6 Importing Data for Consolidation Selecting an Import Method Importing Files Troubleshooting: What to Do if Import Fails Importing Partial Records Archival Records Where to Now? Importing Data User Guide 6 i

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75 Chapter 6 Importing Data for Consolidation This chapter describes how to use the G/L Consolidations Import feature to import data into a destination company. Import icon Click the Import icon in the G/L Consolidations folder to open the Import form: You use Import to select files for importing into the destination company from the source company, and to specify elements of those files that will be imported, if you do not wish to import everything in the source file. Restriction Web access Importing optional fields Note that only one user at a time can open the Import form in each company. You can use the G/L Consolidations import feature when you open Sage Accpac ERP in your Web browser. You can import optional field setup data, account optional fields, and posted transactions optional fields if you have a license for the Sage Accpac optional fields product and if the optional fields in the originating company match the optional fields created in the destination company. Importing Data User Guide 6 1

76 Selecting an Import Method Selecting an Import Method You can use the following selection criteria to filter the imported data. Note that the files available are limited to those contained in the specified import directory which you chose when you set up the Import Process. Year/Period. If this option is selected, only transactions exported by fiscal period for the fiscal year and period specified here will be available for import. You must specify the year and period fields if you do not wish to use the default entries (current accounting period). Posting Sequence. If this option is selected, only files exported by posting sequence will be available for import. All Data. All exported files will be displayed for possible import. Importing Files Files for importing will be located in X:\Program Files\Sage Software\Sage Accpac\Company\Company ID/ZCimport\ (where Company ID is your company code, for example, SAMLTD). These are the files exported from the source company that were placed in ZCimport during the export procedure. Columns in the Import form lists the files that match the import selection method and fiscal year and period (if applicable) specified above. To import files: 1. Open the G/L Consolidations Import form. 2. Click the Add to List button to add files to the Import List. Note: Because the files will be deleted from the local machine, make sure you first perform all necessary backups, as suggested in the following warning: 6 2 Sage Accpac G/L Consolidations

77 Selecting an Import Method 3. Browse to the folder where the exported files from the source company are located. For example: 4. Click Add. Columns in the Import grid are filled with data, as shown below: You cannot change entries in the grid. The columns on the grid include the following: Can Import column The Can Import column displays one of the following messages pertaining to the availability of general ledger data for import: Yes. General Ledger data is available for importing. No. General Ledger data is not available for importing. Not in Unit Maintenance. The unit ID for the general ledger data has not been defined in Import Unit Maintenance. Importing Data Same Sequence. The destination company is attempting to import general ledger data with a unit ID and export User Guide 6 3

78 Selecting an Import Method sequence number that is the same as one previously imported. (You can override this warning and continue with the import process.) Bad Currency. This message means either: The functional currency of the source company does not match the functional currency specified for the source company in Import Unit Maintenance. Or The translation currency does not match the functional currency of the destination company. You cannot import general ledger data until you fix the bad currency problem. Import column 5. Change the entry in the Import column to Yes from No if needed. (You cannot change N/A.) Yes. Import the general ledger data. (Can change to No.) No. Do not import the general ledger data. (Can change to Yes.) N/A. Data is not available for import. Segment Codes column 6. Change the entry in the Segment Codes column from Yes to No if needed (You cannot change N/A.) One of the following entries appears: No. Do not import segment codes. (Double click on the field to change it to Yes.) The import record will stay in the list until manually deleted, or until the user imports the rest of the items by choosing Yes and running Import again. Yes. Import segment codes. (Double click on the field to change it to No.) N/A. Segment codes were not exported. 6 4 Sage Accpac G/L Consolidations

79 Selecting an Import Method Missing. Segment codes were exported, but the file (U n i t S E Q #. S E G) could not be found in the import directory. Previously Imported. You cannot import the same data more than once. Aborted. The import stopped before completion. Check for a restart record, correct the error that caused the process to abort, then retry the import. Source Codes column 7. Change Source Codes from No to Yes, or Yes to No. The column will display one of the following entries: No. Do not import source codes. (Double click on the field to change it to Yes.) The import record will stay in the list until manually deleted, or until the user imports the rest of the items by choosing Yes and running Import again. Yes. Import source codes. (Double click on the field to change it to No.) N/A. Source codes were not exported. (You cannot change this status.) Missing. Source codes were exported, but the file (U n i t S E Q #. S R C) could not be found in the import directory. Previously Imported. You cannot import the same data more than once. Optional Fields from C/S or G/L Aborted. The import stopped before completion. Check for a restart record, correct the error that caused the process to abort, then retry the import. 8. Change Optional Fields from C/S or G/L Setup to Yes or No as needed. (This allows you to import optional fields setup data.) Importing Data No. Do not import optional fields from C/S or from G/L Setup. (Double click on the field to change it to Yes.) The User Guide 6 5

80 Selecting an Import Method import record will stay in the list until manually deleted, or until the user imports the rest of the items by choosing Yes and running Import again. Yes. Import optional fields from C/S or from G/L Setup. (Double click on the field to change it to No.) N/A. Optional fields from C/S or from G/L Setup were not exported. (You cannot change this status.) Account Groups column 9. Change Yes to No in the Account Groups column as needed. No. Do not import account groups. (Double click on the field to change it to Yes.) The import record will stay in the list until manually deleted, or until the user imports the rest of the items by choosing Yes and running Import again. Yes. Import account groups. (Double click on the field to change it to No.) N/A. Account groups were not exported. (You cannot change this status.) Missing. Account groups were exported, but the file could not be found in the import directory. Previously Imported. You cannot import the same data more than once. Aborted. The import stopped before completion. Check for a restart record, correct the error that caused the process to abort, then retry the import. Accounts column 10. Change Yes to No in the Accounts column as needed: No. Do not import accounts. (Double click for Yes.) The import record will stay in the list until manually deleted, or until the user imports the rest of the items by choosing Yes and running Import again. Yes. Import accounts. (Double click on the field to change it to No.) 6 6 Sage Accpac G/L Consolidations

81 Selecting an Import Method N/A. Accounts were not exported. Missing. The file (U n i t S E Q #. A C T) could not be found in the import directory. Previously Imported. You cannot import the same data more than once. Aborted. The import stopped before completion. Check for a restart record, correct the error that caused the process to abort, then retry the import. Optional Fields 11. Change Yes/No in Account Optional Fields or Transaction Optional Fields columns if necessary. Yes. Import account optional fields or transaction optional fields. (Double click on the field to change it to No.) No. Do not import. N/A. Account optional fields or transaction optional fields were not exported. Budgets column 12. Change Yes/No in the Budgets column. The column displays one of the following: No. Do not import budgets. (Double click for Yes.) The import record will stay in the list until manually deleted, or until the user imports the rest of the items by choosing Yes and running Import again. Yes. Import budgets. (Double click for No.) N/A. Budgets were not exported. Missing. Budgets were exported, but the file (U n i t S E Q #. B U D) could not be found in the import directory. Previously Imported. You cannot import the same data more than once. Importing Data User Guide 6 7

82 Selecting an Import Method Aborted. The import stopped before completion. Check for a restart record, correct the error that caused the process to abort, then retry the import. Transactions column 13. View the following uneditable fields in the Transactions column: No. Do not import transactions. (Double click for Yes.) The import record will stay in the list until manually deleted, or until the user imports the rest of the items by choosing Yes and running Import again. Yes. Import transactions. (Double click for No.) N/A. Transactions were not exported. Missing. Transactions were exported, but the file could not be found in the import directory. Previously Imported. You cannot import the same data more than once. Aborted. The import stopped before completion. Check for a restart record, correct the error that caused the process to abort, then retry the import. The following columns are not editable: Unit ID. Displays the Unit ID for the set of import files. Unit Description. Displays the description of the unit ID. Export Sequence Number. Identifies the export record (in case of a failed export). Process ID. Displays the process ID for the set of import files. Currency. Displays the functional currency for the set of import files. Export Method. Displays the method of export for the set of import files. 6 8 Sage Accpac G/L Consolidations

83 Selecting an Import Method Year. Displays the fiscal year for the set of import files. Period. Displays the fiscal period for the set of import files. First Posting Sequence. Displays the range of posting sequences exported. Last Posting Sequence. Displays the last posting sequence. Possible Duplication. Displays one of the following entries: None. No apparent duplication. Same Posting Sequence. If the general ledger data was exported using the Posting Sequence Method, this warning appears when data with the same unit ID and posting sequence number has already been imported. Same Fiscal Period. If the general ledger data was exported using fiscal periods, this warning appears if data with the same unit ID and fiscal year and period has already been imported. 14. Click Import. After the import process, the following message appears, displaying the results: The grid then shows items that could not be imported: Importing Data User Guide 6 9

84 Troubleshooting: What to Do if Import Fails 15. Highlight these entries, then click the Delete button if you will not try again to import them. If there was an error, you can fix the error, then import again. Troubleshooting: What to Do if Import Fails Import problems are caused when you try to import records that are invalid in the destination database. These might include: Multicurrency accounts in a single currency destination. Single currency accounts replacing multicurrency accounts in the destination ledger. Segment codes that are the wrong length or that are for a segment that does not exist in the destination ledger. If the import program encounters an invalid record, it will display an error message, create a restart record, and stop importing. Restart Record A restart record specifies the import record that failed and what was happening when it failed. The record is identified by Unit ID and Export Sequence Number in Restart Maintenance. After correcting the problem (using Export Setup), delete the restart record, then run Export again (using the updated, corrected process), and then run Import again Sage Accpac G/L Consolidations

85 Importing Partial Records Importing Partial Records If you import only part of a record, the records with data not selected will be left on the system. Note: These files will not be deleted automatically; you must delete them manually. Archival Records Imported files will be archived in the folder: X:\Program Files\Sage Software\Sage Accpac\Company\Company ID\ZCimport\Archive (where Company ID is your company code). Where to Now? See Chapter 7, Printing G/L Consolidations Reports, for instructions about printing reports. Importing Data User Guide 6 11

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87 Chapter 7 Printing G/L Consolidations Reports Printing the Import Unit Maintenance Report Printing the Export Setup Report Printing the Mapping Table Report Printing Export Audit Reports Printing the Export Audit Report by Process ID Printing the Export Audit Report by Date Printing the Export Audit Report by Fiscal Period Printing the Export Audit Report by Sequence Number Printing Import Audit Reports Printing the Import Audit Report by Unit ID Process ID Printing the Import Audit Report by Import Date Printing the Import Audit Report by Unit ID Fiscal Period Printing the Import Audit Report by Import Sequence Number User Guide 7 i P rinting R eports

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89 Chapter 7 Printing G/L Consolidations Reports This chapter describes the reports that you can print in G/L Consolidations, and how to print them. The reports include: Import Unit Maintenance Report. (See next section.) Export Setup Report. (See page 7 2.) Mapping Table Report. (See page 7 2.) Export Audit Report. (See page 7 3.) Import Audit Report. (See page 7 6.) Printing the Import Unit Maintenance Report This report provides information from the Import Unit Maintenance form. For each source unit ID, it lists the details of the last import from that unit, in order of source currency, and will include data on optional fields, if used. To print the Import Unit Maintenance report: 1. Use the Finders to select a range of Unit IDs to print. 2. Click Print, then click Close. User Guide 7 1 P rinting R eports

90 Printing the Export Setup Report Printing the Export Setup Report The Export Setup report lists all the choices that were made to define export processes, and will include data on optional fields, if used. To print the Export Setup report: 1. Using the Finders in the From Process ID and To Process ID fields, select a range of Export Process IDs to print. 2. Click Print, then click Close. Printing the Mapping Table Report The Mapping Table Report shows how accounts are mapped from the source to the destination ledger for a range of mapping tables and account IDs. This report does not include optional fields data. To print the Mapping Table report: 1. Use the Finder to select a Mapping Table ID. 2. Using the Finders in the From and To fields, select a range of source accounts. 3. Click Print, then click Close. 7 2 Sage Accpac G/L Consolidations

91 Printing Export Audit Reports Printing Export Audit Reports The Export Audit Report provides information on each export procedure you have run for one or more export processes, and will include data on optional fields, if used. You can print the report by process ID, or by date, fiscal period, or export sequence number. The following options are available for all Export Audit reports: Reprint Previously Printed. Select this option if items from the specified range have already been printed and you would like to reprint them. Clear After Printing. If this option is selected, the specified range of data will be cleared after confirmation of printing. To print the Export Audit report: 1. You must choose how you want the report ordered. The choice you make also determines the ranges of information you can print. The choices include the following: By Process ID. By Date. By Fiscal Period. By Sequence Number. 2. After choosing the Report By option, enter data in the fields that appear for each type, click Print, then click Close. User Guide 7 3 P rinting R eports

92 Printing Export Audit Reports The following is displayed on printed reports: The total number of budget export records. Number of records exported. Source codes. Segment codes. Transaction number. Account group. Number of optional fields from CS optional fields setup or G/L optional fields setup. The mapping table and the mapping method (if used). Currency information (for example, if the destination currency is multicurrency). The following four sections describe each Export Audit Report type. Printing the Export Audit Report by Process ID Process ID. In the From and To fields, enter the range of Export Process IDs to appear on the report. 7 4 Sage Accpac G/L Consolidations

93 Printing Export Audit Reports Printing the Export Audit Report by Date Export Date. In the From and To fields, enter the range of Export Dates to appear on the report. (The default entry is the current date.) Printing the Export Audit Report by Fiscal Period Fiscal Information. In the From and To fields, enter the range of fiscal years and periods to appear on the report. (The default entry is the current accounting period.) Printing the Export Audit Report by Sequence Number Export Sequence Number. In the From and To fields, enter the range of export sequence numbers to appear on the report. User Guide 7 5 P rinting R eports

94 Printing Import Audit Reports Printing Import Audit Reports This report provides information on each import procedure, and will include data on optional fields, if used. The following options are available for all Import Audit reports: Reprint Previously Printed. Select this option if items from the specified range have already been printed and you would like to reprint them. Clear After Printing. Select this option to have the specified range of data cleared after printing. To print the Import Audit report: 1. Choose how you want the report ordered. The choice you make determines the range of information that can be printed. The choices include the following: By Unit ID, Process By Import Date By Unit ID, Fiscal Period By Import Sequence Number 2. After choosing the Report By option, enter data in the fields that appear for each type, click Print, then click Close. Import Audit reports display the following data: From/To Unit IDs, From Fiscal Period, Date of the report, Status, Method, Counts, Source Codes, Segments, Transactions, Budgets, Company, Sequence Number, Currency, Date, Year/Period, Posting Sequence, Account 7 6 Sage Accpac G/L Consolidations

95 Printing Import Audit Reports Groups, Optional Fields from G/L, Optional Fields From C/S, and will display one of the following statuses for each budget set: Imported. Not Imported (but available). Not Available. Missing. Aborted. Previously Imported. The next four sections describe each Import Audit Report by type. Printing the Import Audit Report by Unit ID Process ID Unit. In the From and To fields, enter the range of unit IDs to appear on the report. Process. In the From and To fields, enter the range of process IDs to appear on the report. User Guide 7 7 P rinting R eports

96 Printing Import Audit Reports Printing the Import Audit Report by Import Date Import Date. In the From and To fields, enter a range of dates to appear on the report. (The default entry is the current date.) Printing the Import Audit Report by Unit ID Fiscal Period Unit. In the From and To fields, enter the range of unit IDs to appear on the report. Year/Period. In the From and To fields, enter a range of fiscal years and periods to appear on the report. (The default entry is the current date.) 7 8 Sage Accpac G/L Consolidations

97 Printing Import Audit Reports Printing the Import Audit Report by Import Sequence Number Import Sequence Number. In the From and To fields, enter the range of Import Sequence Numbers to appear on the report. The fields display default entries, which you can change. User Guide 7 9 P rinting R eports