Copyright...7. Overview of General Ledger Processes Configuration...11

Transcription

1

2 Contents 2 Contents Copyright...7 Overview of General Ledger Processes... 8 Configuration...11 Preparation...11 Recommended Initial Configuration of the General Ledger Module Advanced Configuration...12 Managing Ledgers Actual Ledgers Budget Ledgers...17 Reporting Ledgers Statistical Ledgers To Add an Actual Ledger...19 To Associate an Actual Ledger with a Branch...19 To Add a Budget Ledger To Add a Reporting Ledger...20 To Add a Statistical Ledger Managing the Chart of Accounts Account Identification Chart of Accounts YTD Net Income and Retained Earnings Accounts Denominated Accounts...25 Modification of the Chart of Accounts Account and Subaccount Security To Create an Account Class...30 To Add an Account to the Chart of Accounts To Specify a Consolidation Account To Denominate Accounts...32 To Deactivate an Account...32 To View the Trial Balance on Reports...32 To View Account Balances by Period...34 To View Account Details...35 To View an Account Summary Managing Subaccounts...37 Defining Subaccount Identifiers...37 Example of Subaccount Definition Editing Subaccounts Combining Subaccounts... 40

3 Contents 3 To Define Segment Values for Subaccounts...41 To Add a Subaccount...41 To Deactivate a Subaccount To View Account Balances by Subaccount Setting Up the Financial Year Financial Year Configuration...44 Financial Period Generation and Activation Financial Year Modification...48 Modification of Periods for a Year...48 To Configure a Financial Year with Month-Based Periods...50 To Configure a Financial Year with Week-Based Periods...50 To Configure a Financial Year with a Custom Number of Periods...52 To Add an Adjustment Period To Generate Periods for a New Financial Year To Activate Financial Periods...53 To Add a New First Financial Year...54 Importing Financial Data Importing Trial Balances To Import Trial Balance...58 Processing Transactions...61 GL Batches...61 Auto-Reversing Transactions Foreign Currency Transactions Tax Entry from General Ledger...64 Rules for Balancing Inter-Branch Transactions...66 Document Quick Entry Through Document Batches To Create a Batch To Release a Batch...71 To Release Multiple Batches...71 To Post Batches To Reverse a Batch To Create an Auto-Reversing Batch To Find and View a Particular Batch To Create a Tax-Related Transaction...75 To Enter a Voucher Code To Add Documents to a Document Batch To Enable Adding Balancing Entries...80 To Define Inter-Branch Account Mapping Rules Processing Recurring Transactions Recurring Journal Transactions...82 To Schedule a Recurring Batch To Generate Recurring Transactions for a Single Schedule To Generate Recurring Transactions for Schedules...86

4 Contents 4 Reclassifying a Transaction...87 Understanding the Reclassification Process Initiating Reclassification Processing Reclassification...89 Viewing and Managing Reclassification Transactions...90 To Reclassify General Ledger Transactions...91 Managing Financial Periods...93 Posting Transactions to Financial Periods...93 Closing Periods Year-End Closing...98 To Close Financial Periods To Deactivate a Financial Period...99 Managing Budgets Overview of Budgets Budget Structure Example Security of GL Budget Articles To Build a Budget Tree To Prepare a Budget Managing Allocations Allocation Rules Managing Consolidations General Ledger Consolidation Overview Consolidation Configuration Account Mapping for Consolidations To Configure Consolidation in a Parent Company To Configure Consolidation in a Subsidiary To Prepare the Consolidation Data in a Subsidiary To Import the Consolidation Data from a Subsidiary Managing Analytical Reports Analytical Report Manager Overview Analytical Report Parameters Row Set Row Attributes Column Set Column Attributes Cell Formatting Unit Set Unit Attributes Formulas Formula Editor Parameters

5 Contents 5 Operators Functions Data Source Data Filtering Criteria Printing Style Designing Analytical Reports Designing the Report Layout Viewing and Editing the Row Sets Viewing and Editing the Column Sets Viewing and Editing the Unit Sets Publishing the Analytical Report General Ledger Form Reference Account by Period Account by Subaccount Account Classes Account Details Account Summary Allocations Budget Configuration Budgets Chart of Accounts Close Financial Periods Column Sets Consolidation Data Source Editor Financial Periods Financial Year General Ledger Preferences Generate Recurring Transactions Import Consolidation Data Inter-Branch Account Mapping Journal Transactions Journal Vouchers Ledgers Post Transactions Reclassification History Reclassify Transactions Recurring Transactions Release Budgets Release Transactions Release Vouchers Report Definitions Row Sets Run Allocations Subaccounts...263

6 Contents 6 Trial Balance Unit Sets Validate Account History Voucher Entry Codes General Ledger Reports Balance Sheet Balance Sheet - Comparative Cash Flow GL Budget Edit GL Edit Account Distribution GL Edit Detailed GL Edit Summary GL Recurring Transactions GL Recurring Transactions Detailed GL Register GL Register Detailed GL Reversing Batches Profit & Loss Profit & Loss - Comparative Profit & Loss - Quarterly Transactions for Account Transactions for Period Trial Balance Detailed Trial Balance Summary Appendix Reports Report Form Report Form Toolbar Table Toolbar Glossary

7 Copyright 7 Copyright 2017 Acumatica, Inc. ALL RIGHTS RESERVED. No part of this document may be reproduced, copied, or transmitted without the express prior consent of Acumatica, Inc SE 6th, Suite 140 Bellevue, WA Restricted Rights The product is provided with restricted rights. Use, duplication, or disclosure by the United States Government is subject to restrictions as set forth in the applicable License and Services Agreement and in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFARS or subparagraphs (c)(1) and (c)(2) of the Commercial Computer Software-Restricted Rights at 48 CFR , as applicable. Disclaimer Acumatica, Inc. makes no representations or warranties with respect to the contents or use of this document, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, Acumatica, Inc. reserves the right to revise this document and make changes in its content at any time, without obligation to notify any person or entity of such revisions or changes. Trademarks Acumatica is a registered trademark of Acumatica, Inc. HubSpot is a registered trademark of HubSpot, Inc. Microsoft Exchange and Microsoft Exchange Server are registered trademarks of Microsoft Corporation. All other product names and services herein are trademarks or service marks of their respective companies. Software Version: 2017 R2 Last updated: April 23, 2018

8 Overview of General Ledger Processes 8 Overview of General Ledger Processes The General Ledger module is the central financial module of Acumatica ERP, offering integration with other modules and giving instant access to mission-critical financial data. You use the General Ledger module and its forms to perform a variety of procedures related to processing financial transactions, which are briefly described in the following sections of this topic. Integration of General Ledger with Other Modules By using this module, you can monitor all transactions that are entered or automatically generated in the General Ledger module. Each time a transaction is released in another module, the transaction is created in the General Ledger module. Transactions that involve cash accounts and are created in the General Ledger module, can also be tracked in the Cash Management module. Transactions that are associated to projects create project transactions in the Project module. For the illustration of integration of General Ledger with other modules, see the following figure. Figure: Transaction flow in General Ledger

9 Overview of General Ledger Processes 9 Managing Ledgers Acumatica ERP supports multiple types of ledgers: Actual, Budget, Reporting, and Statistical. Thus, you can record actual financial information and store budgets, forecasts, and statistical and reporting information for all branches of your organization. If your company has multiple branches, each branch may have one actual ledger and an unlimited number of ledgers of other types. For details, see Managing Ledgers. Managing the Chart of Accounts You can establish the set of accounts that best supports your company's operations. You can define accounts of the following types: asset, liability (balance sheet accounts), income, and expense (income statement accounts). For convenient grouping, sorting, and filtering of the financial information associated with General Ledger accounts in reports and inquiries, Acumatica ERP provides predefined account classes. Acumatica ERP also gives you the ability to configure and use two system-maintained accounts: YTD Net Income and Retained Earnings. For details, see Managing the Chart of Accounts. Managing the List of Subaccounts In Acumatica ERP, you can use subaccounts with your accounts. By using subaccounts, your organization can virtually break down an account into multiple accounts that are smaller and more specific, for better tracking of company revenue and expenses for reporting. Your site can define subaccounts to reflect your operational needs, support reporting and analytical needs, and keep the number of your accounts manageable. For details, see Managing Subaccounts. : For your organization to use subaccounts, the Subaccounts feature must be enabled on the Enable/ Disable Features (CS ) form. Managing the Financial Year and Periods For a financial year you can specify the start date and set the type of financial periods that make up the year. You can define any number of accounting periods within the financial year, and you can add an adjustment period to post adjustment transactions to this period. Once you have defined the financial year structure, you can generate the financial periods for the company's financial years. For details, see Setting Up the Financial Year. Acumatica ERP provides multiple options so that you can implement period-closing procedures in accordance with your company's policies. For details, see Managing Financial Periods. Processing Transactions In Acumatica ERP, General Ledger transactions are organized in batches. Transactions posted to the General Ledger module can be manually entered or system-generated, posted from other modules. For details, see Processing Transactions. Scheduling Transactions Transactions that are repeated periodically can be assigned to schedules. A schedule defines how many times and how often specific General Ledger transactions should be created. After you run the schedule, the system periodically creates batches in the General Ledger module. For details, see Processing Recurring Transactions. Reclassifying Journal Entries In Acumatica ERP, if an amount has been mistakenly posted to the wrong general ledger account, subaccount, or branch, you can create a correcting transaction to move an amount from one general ledger account to another general ledger account, from one subaccount to another subaccount, or from one company branch to another one; that is, you can reclassify a transaction.

10 Overview of General Ledger Processes 10 As a result of the reclassification process, the system generates a new transaction of the Reclassification type based on the original general ledger transaction. For details, see Reclassifying a Transaction. Managing Budgets By using Acumatica ERP, you can prepare annual budgets in the system. You can create two types of budgets in the system: single-level budgets and hierarchical budgets. A single-level budget is a simple list of planned or forecasted revenues and expenses. A hierarchical budget contains a budget structure that consists of multiple levels of articles and subarticles. This structure makes it easier to analyze the budget. For hierarchical budgets, you configure the budget tree and create a budget ledger. For details, see Managing Budgets. You can create a virtually unlimited number of budgets, and you can compare budgets to other budgets or to actual data. You can manage access to budget articles by using restriction groups. You can compare the budget being prepared to any of the following: the actual data of the previous year, the year-to-date amounts of the current year, or other budgets. Configuring and Processing Allocations With Acumatica ERP, you can use allocation templates to automate the distribution of amounts accumulated on one account or multiple accounts between another accounts based on the specified rule. If subaccounts are used in your system, you can also use subaccounts to compose allocation rules. For details, see Managing Allocations. Managing Consolidations By using the General Ledger module, you can upload account balances from consolidation units to a parent company. If your organization is a consolidation unit, you can configure mapping of the accounts and subaccounts to the parent company accounts and subaccounts, as well as specify which ledgers contain consolidation data. For details, see Managing Consolidations. Reviewing Account Balances Acumatica ERP provides a set of inquiry forms that you can use to review account balances in various ways, depending on your current needs. On inquiries, you can find the following information: Beginning and ending balances, along with total debits and total credits for a particular period Account balances split by subaccounts Account balances by financial periods for a particular year A list of transactions posted to a particular account in the selected period range For details, see Managing the Chart of Accounts. Other Processes Importing Financial Data, as described in Importing Financial Data Managing Journal Vouchers, as described in Document Quick Entry Through Document Batches Processing Taxes, as described in Tax Entry from General Ledger Managing Analytical Reports, as described in Managing Analytical Reports

11 Configuration 11 Configuration To start working with the General Ledger module, you have to perform the configuration of the module in the system. First, you have to configure the initial settings that are mandatory for working with the module and performing the key financial activities. If you are going to use subaccounts, maintain budgets, consolidate data, or perform allocations, you then have to perform the additional configuration for each capability you plan to use. In this chapter, you will read about the recommended initial and advanced configuration needed so you can start working with General Ledger. In this Chapter Preparation Recommended Initial Configuration of the General Ledger Module Advanced Configuration Preparation Before you start configuring the General Ledger module of Acumatica ERP, you have to do the following: Perform the initial Acumatica ERP configuration, as described in the Performing Initial Configuration chapter in the Implementation Guide. During this step, you should make decisions on the number and structure of your organization's branches and the currency to be used as the base currency in Acumatica ERP. Also, you need to specify the site management and security preferences. For users who will perform implementation, you have to create user accounts and set up the security policies. Collect and analyze the necessary data to be entered during the configuration of the General Ledger module. For details on the data that should be gathered, see General Ledger: Preparation in the Implementation Guide. You can print the General Ledger Preparation Checklist and refer to it when you prepare to implement the General Ledger module. After you have performed the initial system configuration and collected all the necessary data, you can proceed to performing the initial configuration of the General Ledger module. For details, see Recommended Initial Configuration of the General Ledger Module. Recommended Initial Configuration of the General Ledger Module For company users be able to perform the key activities related to the General Ledger module, after the company and any branches have been configured in the system (for details, see Multiple Branch Support), you have to perform the following configuration steps: 1. Create at least one ledger of the Actual type on the Ledgers (GL ) form. For details on actual ledgers, see Actual Ledgers. : If your company has a multi-branch structure, the Multi-Branch Support feature has to be enabled on the Enable/Disable Features (CS ) form. You then need to assign the company branches to actual ledgers.

12 Configuration Review and make any needed changes to the predefined structure of the ACCOUNT segmented key on the Segmented Keys (CS ) form. For details on segmented keys for accounts, see Account Identification. 3. Define the chart of accounts to be used for the transactions of your company (including the Year- To-Date Net Income and Retained Earnings accounts) on the Chart of Accounts (GL ) form. For details on accounts, see the Managing the Chart of Accounts chapter. : You can set up restriction groups to control which users can view or use certain General Ledger accounts. For details, see Account and Subaccount Security. 4. Specify the appropriate accounts in the YTD Net Income Account and Retained Earnings Account boxes on the General Ledger Preferences (GL ) form. 5. Set up your company's financial year on the Financial Year (GL ) form. For details, see Financial Year Configuration. 6. Generate and activate financial periods on the Financial Periods (GL ) form, as also described in Financial Year Configuration. With these basic settings, you can create, modify, and post transactions and prepare financial statements in the General Ledger module. For details on the full step-by-step process of configuring the General Ledger module, see General Ledger: Configuration in the Implementation Guide. You can print the General Ledger Configuration Checklist and refer to it as you configure the General Ledger module. After you have performed the recommended system configuration, if you are going to manage subaccounts, allocations, budgets, or consolidations to meet your business needs, you can proceed to configuring these aspects of the system, as described in Advanced Configuration. If you do not foresee needing these capabilities in the future, and you have used other software before you started working with Acumatica ERP, you can proceed to importing the data from this software. For details, see the Importing Financial Data chapter. Advanced Configuration If you want to perform any of the advanced activities in the General Ledger module such as managing subaccounts, budgets, allocations, or consolidations you should configure the necessary settings to make it possible for employees to perform these processes. You can perform most of the optional configuration tasks before you start using the system or when you are already using the system. : If you plan to use subaccounts, we recommend that you configure subaccounts before you start using the system. In this topic, you will read about the optional configuration tasks in the General Ledger module, which give users in your system the ability to perform the advanced business processes. Managing Subaccounts To better track the revenue and expenses of your company and keep your chart of accounts of a manageable size at the same time, you can use subaccounts to virtually split your accounts into smaller and more specific accounts. To use subaccounts in the system, you do the following: 1. Enable the Subaccount feature on the Enable/Disable Features (CS ) form. : Each particular feature may be subject to additional licensing; please consult the Acumatica ERP sales policy for details. 2. Configure the SUBACCOUNT segmented key on the Segmented Keys (CS ) form, and define the list of possible values for segments on the Segment Values (CS ) form. For details on the SUBACCOUNT segmented key, see Defining Subaccount Identifiers.

13 Configuration Optional: Define the needed subaccounts on the Subaccounts (GL ) form. After you have defined subaccounts, you can start recording transactions to account-subaccount pairs. : You can set up restriction groups to control which users can view or use certain General Ledger accounts and subaccounts. For details, see Account and Subaccount Security. Managing Budgets To create and keep budgets in the system, you have to do the following: Create at least one ledger of the Budget type on the Ledgers (GL ) form. For details, see Budget Ledgers. Configure a budget tree on the Budget Configuration (GL ) form. The budget tree defines the budget articles that automatically appear in a budget when you create one in the system. For details, see the Managing Budgets chapter. : We recommend that you define the budget tree because it makes easier to prepare budgets and analyze them. Additionally, you can use a budget tree to restrict access rights to specific budget nodes for particular users. However, you can instead work with plain budgets, which are simple lists of budget articles, without the preliminary configuration of the budget tree. After you have prepared and reviewed a budget tree and budget ledger, you can create budgets in the system. Managing Allocations For faster data entry, all transactions can be recorded to one account and then distributed between different accounts, or some operation expenses can be posted to one subaccount and then distributed between different subaccounts (for example, between subaccounts related to a company's locations or departments). To periodically distribute amounts between account-subaccount pairs, you can configure and run allocations as follows: 1. Enable the General Ledger Allocations Template feature on the Enable/Disable Features (CS ) form. : Each particular feature may be subject to additional licensing; please consult the Acumatica ERP sales policy for details. 2. Create allocation rules on the Allocations (GL ) form. For details, see Allocation Rules. After you create the rule, you can run allocations for a specific period, which will create a batch of transactions according to the rule. Managing Consolidations To be able to import consolidation data to a parent company (or to a company dedicated to holding consolidation data), you perform the following steps: 1. Enable the General Ledger Consolidation feature on the Enable/Disable Features (CS ) form. : Each particular feature may be subject to additional licensing; please consult the Acumatica ERP sales policy for details. 2. Configure consolidation for the parent company as follows: a. Optional: Create a ledger of the Reporting type on the Ledgers (GL ) form. For details on reporting ledgers, see Reporting Ledgers. b. Optional: Create a branch (or multiple branches) on the Branches (CS ) form to hold the data imported from the subsidiaries.

14 Configuration 14 c. Set up access to Acumatica ERP website of each subsidiary, and synchronize the involved websites on the Consolidation (GL ) form. 3. Configure consolidation for the subsidiaries as follows: a. Map the subsidiary General Ledger accounts to the parent company accounts on the Chart of Accounts (GL ) form. b. Map the subsidiary subaccount segments to the parent company subaccount segments by using the Segmented Keys (CS ) form. c. Map the subsidiary segment values to the parent company segment values by using the Segment Values (CS ) form. d. Set up the source ledger for consolidation on the Ledgers form. After you perform these steps, you can prepare the data to be consolidated and import it to the parent company. For details on consolidations, see Managing Consolidations.

15 Managing Ledgers 15 Managing Ledgers Acumatica ERP supports multiple ledgers for the General Ledger module. Each branch that has been created in the system may have one actual ledger and an unlimited number of ledgers of other types. Because you can keep ledgers of multiple types, you can record actual financial information and can store budgets, forecasts, and statistical and reporting information for all branches of your organization. Ledger Types Depending on the processes you are going to perform, you can create ledgers of different types in Acumatica ERP as follows: To post all financial transactions that your company performs, you create a ledger of the Actual type. For details, see Actual Ledgers. To store the results of financial translations or consolidation data imported to a parent company from consolidation units, you create a ledger of the Reporting type. For more information, see Reporting Ledgers. To store statistical information about a branch's operations, you create a ledger of the Statistical type. For details, see Statistical Ledgers. To store budget information, you create a ledger of the Budget type, as described in Budget Ledgers. To start live operations in the system, you have to create at least one ledger of the Actual type. You can create other ledgers depending on your business needs. Ledger Creation You can create ledgers of any type on the Ledgers (GL ) form. When you create each ledger, you have to specify a ledger identifier, type, and currency (if the Multi-Currency Accounting feature is enabled on the Enable/Disable Features (CS ) form). You can specify additional settings, as described below: For multi-branch companies, to assign a ledger of the Actual type to a consolidation branch, you specify the consolidation branch assigned to the ledger in the Consol. Branch column. For details, see Multiple Branch Support. : This column is available only if the Multi-Branch Support feature is enabled on the Enable/Disable Features form. For multi-branch companies, to balance transactions for all branches involved, you indicate that the system should automatically generate inter-branch transactions for the actual ledger by selecting the Branch Accounting check box. For details, see Rules for Balancing Inter-Branch Transactions. : This column is available only if the Inter-Branch Transactions feature is enabled on the Enable/ Disable Features form. To use a ledger as a source for consolidations, you select the Is Consolidation Source check box. For details on consolidations, see General Ledger Consolidation Overview. : This column is available only if the General Ledger Consolidation feature is enabled on the Enable/ Disable Features form. You can find instructions on adding a ledger of a specific type to the system in the To Add an Actual Ledger, To Add a Reporting Ledger, To Add a Statistical Ledger, and To Add a Budget Ledger topics.

16 Managing Ledgers 16 After you have created the ledgers, you have to upload or enter the chart of accounts. For details on accounts, see the Managing the Chart of Accounts chapter. : You cannot delete a ledger or change its currency or type if the ledger has any journal entries or other records. In This Chapter This chapter describes the types of ledgers supported by Acumatica ERP, and provides instructions on creating ledgers of each type. Actual Ledgers Reporting Ledgers Statistical Ledgers Budget Ledgers To Add an Actual Ledger To Add a Reporting Ledger To Add a Statistical Ledger To Add a Budget Ledger To Associate an Actual Ledger with a Branch Actual Ledgers In Acumatica ERP, a ledger of the Actual type is the core of your company s financial records. The records in the actual ledger make up the history of all financial transactions of your company. The system updates the actual ledger every time you release and post a financial transaction in the system. In this topic, you will read about creating actual ledgers in the system and associating ledgers with branches for multi-branch companies. Creating an Actual Ledger You must create at least one ledger of the Actual type for a branch on the Ledgers (GL ) form before you can start live operations in Acumatica ERP. For details, see To Add an Actual Ledger. : You cannot delete a ledger or change its currency or type if the ledger has any journal entries or other records. If you have multiple branches, they can use the same ledger of the Actual type or different ledgers, depending on the transaction processing requirements of your company and its organization structure. The system supports only one ledger of the Actual type per branch. If your company has multiple branches, you have to associate the actual ledgers you have created with the branches. You associate actual ledgers with branches on the Inter-Branch Account Mapping (GL ) form. For details, see To Associate an Actual Ledger with a Branch. For a multi-branch company, you can also specify an actual ledger as a ledger for keeping consolidation data, and set up automatic balancing of transactions between branches. For details, see the following sections in this topic. Specifying a Ledger for a Consolidation Branch If your company has multiple branches, to consolidate the data of multiple branches in the actual ledger of one branch that will represent a legal entity that consists of multiple branches, you select a branch as a consolidation branch in the Consol. Branch column of the Ledgers form. The consolidation branch does not post any transactions itself and cannot be selected on data entry forms; it is used only in tax reporting and in 1099 reporting. If a ledger is shared by multiple branches that are separate legal entities, you do not specify any consolidation branch for the ledger.

17 Managing Ledgers 17 Setting Up the Balancing of Transactions To have the system automatically balance transactions that occur between different branches in the organization, you can specify the rules of balancing on the Inter-Branch Account Mapping form. For details on the balancing of transactions, see Rules for Balancing Inter-Branch Transactions. : You can set up an automatic balancing only if the Inter-Branch Transactions feature is enabled on the Enable/Disable Features (CS ) form. After you specify the rules, if the actual ledger is used by multiple branches of the same legal entity, you indicate that inter-branch transactions should be automatically generated by selecting the Branch Accounting check box on the Ledgers form. If the Branch Accounting check box is cleared for the ledger, you still can make transactions between the branches (for example, transfer fixed assets from one branch to another), but the system does not create inter-branch balancing entries. The resulting batch remains unbalanced in each of the individual branches, but the batch is balanced in the ledger that is assigned to the consolidating branch. In this case, the branches are not independent, and separate balance sheet reports cannot be prepared. Budget Ledgers A ledger of the Budget type is used to store budget information. In this topic, you will read about using and updating budget ledgers in the system. Budget Ledger Usage You use a budget ledger to create budgets in the system. You can post annual budgets of different branches to this type of ledger. To prepare two different budgets for the same branch and year (for example, an optimistic budget and a pessimistic budget), you have to create a budget ledger for each budget. You can create as many budget ledgers as you need. For details on budgets, see Overview of Budgets. The budget ledger can also be used as a base ledger for calculating allocation proportions. For details on allocations, see Allocation Rules. Entry Update in a Budget Ledger : You cannot enter transactions directly to the budget ledger. To create a budget in the budget ledger, you prepare a budget on the Budgets (GL ) form and release it on the Release Budgets (GL ) form. When you release it, the budget amounts are posted to the budget ledger under the account (and subaccount if applicable) of the budget article. After release of the budget, you can prepare reports and compare the budget amounts with actual figures or other budgets on the Budgets form. Reporting Ledgers A ledger of the Reporting type stores the results of financial translations (that is, the results of the conversion of account balances from the base currency to any foreign currency configured for use in your system) or data for consolidated reports. For details on translations, see Overview of Translations. In this topic, you will read about using and updating reporting ledgers in the system. Reporting Ledger Usage Reporting ledgers can be used by subsidiaries to hold the data translated for consolidations to be performed by the parent company, or they can be used by parent companies to keep data

18 Managing Ledgers 18 imported from subsidiaries. You can use the reporting ledger for preparing reports or as a source for consolidation. You can create and use any number of reporting ledgers. When you create a reporting ledger on the Ledgers (GL ) form, the currency that you specify for the reporting ledger is the destination currency to which translations of financial data will be performed. For details on how to create a ledger, see To Add a Reporting Ledger. Entry Update in a Reporting Ledger If you use the reporting ledger to store the results of financial translations, you specify the reporting ledger as a destination ledger when you configure a translation definition on the Translation Definition (CM ) form. When you release a worksheet on the Translation Worksheets (CM ) form, the system generates a translation batch and posts it to the reporting ledger specified for the related translation definition. For details, see Creation of Translation Definitions. After the translation has been performed, the reporting ledger contains account balances translated to the currency of the reporting ledger, so that you can use it for preparing financial statements and other reports in that currency for the period specified in the translation worksheet. If you use the reporting ledger to keep data for consolidated reports, you can upload the data by importing consolidation data or importing the trial balance. For details, see General Ledger Consolidation Overview and Importing Trial Balances. Statistical Ledgers A ledger of the Statistical type can be used to store statistical information about a branch's operations. Each organization can have multiple statistical ledgers, each for a different type of information. If your organization has multiple branches, all branches can use the same statistical ledgers with the information in ledgers arranged by branch, or each branch can use separate statistical ledgers created for the branch. In this topic, you will read about using and updating data in statistical ledgers. Statistical Ledger Usage You can use statistical data to better understand and analyze your company's financial data. Statistical ledgers can be a source of data for reporting, for calculation of allocations, or for consolidations. With Acumatica ERP, your organization can define an unlimited number of statistical ledgers to store statistical information. Entry Update in a Statistical Ledger The system uses the same chart of accounts to post transactions to a statistical ledger as to an actual ledger. Depending on the policies established in your organization, you can create special accounts to be used for statistical information and use only those accounts with statistical ledgers, or you can use the same accounts as you use for financial data. Balances for each account are calculated by a ledger. For details on accounts, see Modification of the Chart of Accounts. You enter statistical data into ledgers through batches of journal entries. You can create batches of statistical entries on the Journal Transactions (GL ) form. When you create journal entries for a statistical ledger, you can specify the quantities of goods or services and the units of measure (in which the quantities are measured), along with monetary amounts. To make statistical data on reports more useful, follow your organization's policies on selecting the units of measure for specific goods or services. For details, see GL Batches. A batch of journal entries to be posted to a statistical ledger may be unbalanced that is, it may not comply with the double-entry bookkeeping rule and may have a total credit amount that is not equal to

19 Managing Ledgers 19 the total debit amount even if the Validate Batch Control Totals on Entry check box is selected on the General Ledger Preferences (GL ) form. For batches of journal entries containing statistical data for a statistical ledger, you can apply all the options available for batches intended for actual ledgers: You can create auto-reversing batches and schedule recurring batches by using the Recurring Transactions (GL ) form. For details, see Auto-Reversing Transactions and Processing Recurring Transactions. To Add an Actual Ledger In Acumatica ERP, you use the Ledgers (GL ) form to add a ledger of the Actual type. For details on actual ledgers, see Actual Ledgers. To Add an Actual Ledger 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Setup > Ledgers (GL ). 2. On the table toolbar, click Add Row. 3. In the Ledger ID column, type the unique identifier to be used for the ledger. 4. Optional: In the column, briefly describe the ledger. 5. In the Balance Type column, select Actual. 6. In the Currency column, select the currency of the ledger, which must be the base currency. 7. On the form toolbar, click Save. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the table of the form: The Currency column is available only if the Multi-Currency Accounting feature is enabled on the Enable/Disable Features (CS ) form. You can later delete the ledger or modify its properties only if it has no journal entries or other records. To Associate an Actual Ledger with a Branch In Acumatica ERP, if your company has multiple branches, you have to select a ledger of the Actual type to which transactions will be posted for each branch of your company. You associate ledgers with branches on the Inter-Branch Account Mapping (GL ) form. Before You Proceed Before you start associating ledgers with branches, make sure that the necessary ledgers have been added on the Ledgers (GL ) form. For details, see To Add an Actual Ledger. To Associate a Ledger with a Branch 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Manage > Inter-Branch Account Mapping (GL ). 2. In the Originating Branch box, select the branch you want to associate with the ledger.

20 Managing Ledgers In the Posting Ledger box, select the ledger of the Actual type to which all financial transactions will be posted for the branch. 4. Click Save. : If the Inter-Branch Transactions feature is enabled on the Enable/Disable Features (CS ) form, on the Inter-Branch Account Mapping form, you can also specify the rules to be used to automatically balance the transactions that occur between different branches. For details, see To Define Inter-Branch Account Mapping Rules. To Add a Budget Ledger In Acumatica ERP, you use the Ledgers (GL ) form to add a budget ledger to keep budgets. To Add a Budget Ledger 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Setup > Ledgers (GL ). 2. On the table toolbar, click Add Row. 3. In the Ledger ID column, type the unique identifier to be used for the ledger. 4. Optional: In the column, briefly describe the ledger. 5. In the Balance Type column, select Budget. 6. In the Currency column, select the currency of the ledger. 7. On the form toolbar, click Save. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the table of the form: The Currency column is available only if the Multi-Currency Accounting feature is enabled on the Enable/Disable Features (CS ) form. You can later delete the ledger or modify its properties only if it has no journal entries or other records. To Add a Reporting Ledger In Acumatica ERP, you use the Ledgers (GL ) form to add a reporting ledger to keep the results of translations or consolidations for reporting purposes. To Add a Reporting Ledger 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Setup > Ledgers (GL ). 2. On the table toolbar, click Add Row. 3. In the Ledger ID column, type the unique identifier to be used for the ledger. 4. Optional: In the column, briefly describe the ledger. 5. In the Balance Type column, select Reporting.

21 Managing Ledgers In the Currency column, select the currency of the ledger. 7. On the form toolbar, click Save. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the table of the form: The Currency column is available only if the Multi-Currency Accounting feature is enabled on the Enable/Disable Features (CS ) form. You can later delete the ledger or modify its properties only if it has no journal entries or other records. To Add a Statistical Ledger In Acumatica ERP, you use the Ledgers (GL ) form to add a statistical ledger to store statistical data. For details on statistical ledgers, see Statistical Ledgers. To Add a Statistical Ledger 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Setup > Ledgers (GL ). 2. On the table toolbar, click Add Row. 3. In the Ledger ID column, type the unique identifier to be used for the ledger. 4. Optional: In the column, briefly describe the ledger. 5. In the Balance Type column, select Statistical. 6. In the Currency column, select the currency of the ledger. 7. On the form toolbar, click Save. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the table of the form: The Currency column is available only if the Multi-Currency Accounting feature is enabled on the Enable/Disable Features (CS ) form. You can later delete the ledger or modify its properties only if it has no journal entries or other records.

22 Managing the Chart of Accounts 22 Managing the Chart of Accounts Each company has its own structured list of General Ledger accounts. Acumatica ERP provides you with the ability to define the chart of accounts that suits your company's needs. To define the chart of accounts in the system, you have to perform the following steps: 1. Plan account identifiers 2. Configure the ACCOUNT segmented key based on your planned structure 3. Add accounts to the chart of accounts (including the Retained Earnings and YTD Net Income accounts) 4. Optional: Restrict user access to accounts This chapter describes the rules of configuring and maintaining accounts in the system. The chapter also contains information about the specific accounts supported by the system. In This Chapter Account Identification Chart of Accounts YTD Net Income and Retained Earnings Accounts Modification of the Chart of Accounts Denominated Accounts To Create an Account Class To Add an Account to the Chart of Accounts To Denominate Accounts To Specify a Consolidation Account To Deactivate an Account Account and Subaccount Security Account Identification The well-planned design of account identifiers helps users to enter data more quickly and prevent making errors. Acumatica ERP provides segmented keys, which give you flexibility in configuring account identifiers. In this topic, you will read about planning the identifiers for accounts and configuring the account identifiers in the system. Planning Account Identifiers Account identifiers must comply with the following: Accounting best practices Restrictive rules of financial reporting (in some countries) Identifiers should be designed to indicate the account type to users. For each type of account, plan gaps between numbers so that you can insert new accounts if necessary. As an example of a way you can structure account identifiers for different types, by using a nonsegmented five-character account identifier, you can set rules to associate the first character in the account identifier with the account type as follows: 1 for asset accounts, 2 through 3 for liabilities and equity, 4 for income accounts, and 5 through 9 for expense accounts. Then you might use account identifiers for different account types as follows: : Asset accounts

23 Managing the Chart of Accounts : Liability and equity accounts : Income accounts : Expense accounts With the previous example, you could instead create a two-segment account identifier, reserve the first one-character segment for account type, and reserve the second four-character segment for the account number within the particular type. To better track the revenue and expenses of your company and keep your chart of accounts of a manageable size, you can use subaccounts along with accounts. For details, see Managing Subaccounts. Configuring Account Identifiers To define the structure of account identifiers used in the system, you use a segmented key that serves as a template when you create an identifier. For details, see Segmented Identifiers. Acumatica ERP provides predefined segmented keys that you can access and edit on the Segmented Keys (CS ) form, including ACCOUNT for General Ledger accounts. On this form, you can modify the ACCOUNT segmented key based on your planned structure. You use this structure when you add new account to the chart of accounts on the Chart of Accounts (GL ) form. The segmented key contains a string, which can be up to 10 characters. The key can be non-segmented or divided into multiple segments. To reduce errors that could occur when users enter account identifiers, you can set up validation for the identifier segment values, as described in Segmented Identifiers. Although you may add a segment to a segmented key or remove it from the key after some accounts have been created, we don't recommend these actions because they may have unpredictable results. Thus, you should plan identifiers in a way that gives you the ability to expand the chart of accounts in the future. Chart of Accounts In Acumatica ERP, you define the chart of accounts on the Chart of Accounts (GL ) form. On this form, accounts are grouped by account types and, independently, by account classes. In this topic, you will read about defining the chart of accounts, using such account properties as classes and types, and using mandatory accounts in the system. Entry of the Chart of Accounts Before you start defining the chart of accounts, you have to review the predefined structure of the ACCOUNT segmented key on the Segmented Keys (CS ) form and make any needed changes to it. For details about segmented keys for accounts, see Account Identification. You then use the Chart of Accounts (GL ) form to define your company's chart of accounts in the system. When you define the chart of accounts, you assign to each account a name, a unique number by which it can be identified, and a type. Acumatica ERP supports the following types of General Ledger accounts: Asset Liability Income Expense We recommend that when you design the account identifiers, you make the numbers correspond to the account types.

24 Managing the Chart of Accounts 24 You can assign a class to accounts to group the accounts. (For details on account classes, see the Account Classes sections of this topic.) You can also specify optional account-related settings. You can prepare the chart of accounts in.xlsx or.csv file and upload the file to the system, as described in To Import Data from a Local File to a Table. Alternatively, you can add accounts one by one, as described in To Add an Account to the Chart of Accounts. Account Classes For convenient grouping, sorting, and filtering of information associated with General Ledger accounts in reports and inquiries, you can associate accounts with account classes on the Chart of Accounts (GL ) form. Acumatica ERP provides predefined account classes that can be modified if needed, and you can add new account classes on the Account Classes (GL ) form. For details on how to create an account class in the system, see To Create an Account Class. Mandatory Accounts Acumatica ERP supports two special General Ledger accounts of the Liability type: Year-to-Date Net Income and Retained Earnings. These accounts must be added to the chart of accounts and specified during General Ledger configuration on the General Ledger Preferences (GL ) form. For details on these accounts, see YTD Net Income and Retained Earnings Accounts. Cash and Denominated Accounts To track cash transactions in the General Ledger module, you link cash accounts to General Ledger accounts. For details, see Cash Account Configuration. If your company has a bank account in a foreign currency, you have to denominate this account to maintain its balance in two currencies: in the currency of the account and in the base currency. For details, see Denominated Accounts. Restriction of User Access In Acumatica ERP, you can configure restriction groups that manages user access to accounts on the GL Account Access (GL ) form. For details, see Account and Subaccount Security. You can use the Restriction Groups by GL Account (GL ) form to view and manage the restriction groups that have already been created. If any restriction groups have already been configured for accounts, you can quickly invoke this form by clicking View Restriction Groups on the Chart of Accounts (GL ) form. YTD Net Income and Retained Earnings Accounts In Acumatica ERP, you must create two system-maintained accounts of the Liability type: YTD (Year-to- Date) Net Income and Retained Earnings. You need to create these accounts on the Chart of Accounts (GL ) form and specify them on the General Ledger Preferences (GL ) form before any actual data is entered. In this topic, you will read about the YTD (Year-to-Date) Net Income and Retained Earnings accounts. YTD (Year-to-Date) Net Income Account The YTD Net Income account tracks the net income accumulated since the beginning of the financial year that is, the difference between the amounts posted to all income and expense accounts. The system updates this account for every transaction posted to an income or expense account. When the system updates the balance of the YTD Net Income account, it also updates the beginning balance of the Retained Earnings account in the next financial years for which the financial periods are defined. For a new financial year, the system resets the balance of YTD Net Income to zero for a new financial year.

25 Managing the Chart of Accounts 25 : Users cannot post transactions directly to the YTD Net Income account. After any transaction has been posted to an income or expense account, the selected YTD (Year-to-Date) Net Income account cannot be changed in the YTD Net Income Account box on the General Ledger Preferences (GL ) form. Retained Earnings Account The Retained Earnings account accumulates the company s net income or loss that is retained by the company. Retained earnings are summarized over the years since the first year of company operations. You can also post direct transactions to this account, such as dividends paid to shareholders. This account is normally reported in the Shareholders' Equity section of the balance sheet. Denominated Accounts To maintain an account balance in two currencies, you need to denominate the account that is, assign a particular currency (base or foreign) to this account. Once the account is denominated, you can post to it in only the assigned currency, which is called the currency of denomination. : You can denominate accounts only if the Multi-Currency Accounting feature is enabled on the Enable/ Disable Features (CS ) form. Once you have denominated the account, you can review the account balance in both currencies. The foreign currency balance represents the actual holdings of the company, whereas the base currency balance is its reporting equivalent. Transactions posted to the denominated account update both balances of the account. Each transaction is posted with the particular exchange rate, which is the rate effective on the date of the transaction. You must denominate the General Ledger accounts to which cash accounts are linked. In addition to cash accounts, you also need to denominate accounts that should be updated by transactions in one currency only and accounts for which you need to know their balances in this currency. Restrictions of Denominated Accounts In comparison with ordinary accounts, denominated accounts have a few specific restrictions: You can enter and post to denominated accounts only transactions in the currency of denomination. You cannot use accounts denominated in a foreign currency as direct or contra source accounts or destination accounts for allocations. You cannot mark an account as denominated if it has at least one journal entry in a currency other than the currency of denomination. Due to currency rate fluctuations, you may need to revalue the balances of denominated accounts at the end of each period. Because of these restrictions, you should denominate only accounts that absolutely have to be denominated. Generally, these are the base accounts for cash accounts. For more information, see Configuring Cash Accounts. Setup of Denominated Accounts To set up an account as a denominated account, you specify the currency of denomination in the Currency column on the Chart of Accounts (GL ) form. Attention: You can always make the account no longer denominated by clearing the Currency box on the Chart of Accounts form.

26 Managing the Chart of Accounts 26 If the currency of the account is a foreign currency, you can specify the currency rate in the Revaluation Rate Type column to be able to perform revaluations of the account balances. For details on revaluations, see General Ledger Revaluations. Modification of the Chart of Accounts In a live system, you can make the following changes to the chart of accounts on the Chart of Accounts (GL ) form: Add an account. For instruction on how to add an account, see To Add an Account to the Chart of Accounts. If no transactions have yet been posted to the account, and the account has not been used anywhere in the system, delete an account. Deactivate an account. If you deactivate an account, the history of transactions remains on the account but you cannot select the deactivated account for new documents you create. For instructions on how to deactivate an account, see To Deactivate an Account. Change the account number. If you change the account number, the system updates the account number in the history of transactions and the new number appears in the system reports and inquiries. : Changing the number of the account can make the auditing more difficult, especially after the old number has been disclosed in printed reports. Merge accounts by moving the balances to one of the accounts and then deactivating the unnecessary accounts. Account and Subaccount Security In Acumatica ERP, you can control which users will use particular General Ledger (GL) accounts and subaccounts. To configure the security of GL accounts and subaccounts, you can use a combination of user roles and restriction groups. By using user roles, you can configure the access of users to branches and to all branch-specific accounts and subaccounts. With restriction groups, you can set up the visibility of particular accounts and subaccounts within branches and for certain users, and you can limit the use of subaccounts with particular accounts. For details on restriction groups, see Restriction Groups in Acumatica ERP. : In Acumatica ERP, you can configure groups with direct and inverse restriction. In this topic, groups with direct restriction are used in examples for simplicity. You can use inverse restriction groups in the same way as you use direct restriction groups. For details on the types of restriction groups, see Types of Restriction Groups. In this topic, you will read about using restriction groups and branch-specific roles to configure and manage the security of accounts and subaccounts. Usage Scenarios The most common scenarios of managing the security of accounts and subaccounts are the following: Managing the visibility by branch: When your organization consists of multiple branches (and you have created multiple branches in Acumatica ERP), you can configure the system so that it narrows the lists of accounts and subaccounts by branch on data entry forms. For details, see Visibility by Branch.

27 Managing the Chart of Accounts 27 : You can configure and use the restriction groups that include branches only if the Multi-Branch Support feature is enabled on the Enable/Disable Features (CS ) form. Managing the visibility by user: If your organization has sensitive GL accounts and subaccounts, you can provide the visibility of these objects to only a limited set of users. For more information, see Visibility by User. : For performance reasons, visibility restrictions by user for subaccounts do not affect analytical (ARM) and form-based reports or general inquiries. This means that users who can view the reports and general inquiries that include subaccounts will see the full list of subaccounts. Managing the visibility of subaccounts by account: If you have subaccounts that users must use with only particular GL accounts, you can set up lists of available subaccounts for each GL account. For details, see Visibility of Subaccounts by Account. Adding the needed objects to one restriction group to control visibility by multiple factors: For example, if you need to limit the users who use sensitive accounts, and only particular subaccounts must be used with these sensitive accounts, you can configure restriction groups to address this task. For details, see Visibility of Accounts, Subaccounts, and Users. : If the By Segment: All Avail. Segment Values lookup mode is selected on the Segmented Keys (CS ) form for the SUBACCOUNT segmented key (that is, if the users of your Acumatica ERP instance enter subaccounts by segments on forms), you manage the security of subaccount segments instead of entire subaccounts. In this case, you need to add to a restriction group all subaccount segments that form a subaccount whose visibility should be restricted. Cash accounts are one type of sensitive accounts that you may need to secure in the system. The ways of managing the security of cash accounts differ from the ways of managing the security of GL accounts. For more information, see Security of Cash Accounts. Visibility by Branch If your organization has users who have access to multiple branches, you can use restriction groups to narrow the lists of accounts and subaccounts on data entry forms by branch. With restriction groups set up in this way, users will make fewer mistakes when selecting accounts and subaccounts on data entry forms. For example, suppose that your organization has two branches the Headquarters office (HQ in the system) and the Regional Sales office (RS). The accounting department processes documents for both branches. To configure the visibility restrictions of accounts and subaccounts by branch, you need to do the following: 1. You configure user roles for each branch (for example, Branch HQ and Branch RS) and assign both roles to the user accounts of the accountants. With the roles assigned, the accountants will see information for both branches in Acumatica ERP. For details, see Security of Organization Branches. 2. To configure the visibility of accounts within branches, you do the following on the GL Accounts by Branch Access (GL ) form: a. You create two restriction groups of type A (with direct restriction): the HQ Accounts group for the Headquarters office and the RS Accounts group for the Regional Sales office. b. In the HQ Accounts group, you include the Headquarters branch (HQ) and the accounts that should be visible within the HQ branch. c. In the RS Accounts group, you include the Regional Sales branch (RS) and the accounts specific to the RS branch. 3. To configure the visibility of subaccounts within branches, you do the following on the Subaccounts by Branch Access (GL ) form:

28 Managing the Chart of Accounts 28 a. You create two restriction groups of type A (with direct restriction): the HQ Subaccounts group for the Headquarters office and the RS Subaccounts group for the Regional Sales office. b. In the HQ Subaccounts group, you include the HQ branch and the subaccounts that should be visible within this branch. c. In the RS Subaccounts group, you include the RS branch and the subaccounts specific to this branch. After you have configured restriction groups for accounts and branches, or subaccounts and branches, the system will narrow the lists of accounts or the list of subaccounts on data entry forms after a user selects a branch. For example, suppose that an accountant is adding a bill on the Bills and Adjustments (AP ) form and selects the HQ branch in the Branch column of the Document Details tab. In the Account column of the same tab, the accountant will see only accounts added to the HQ Accounts restriction group. Visibility by User Within branches, your organization may have sensitive or confidential accounts and subaccounts which must be invisible for majority of users. You can control the visibility of these accounts and subaccounts for users (that is, which users can view the accounts and subaccounts) by using restriction groups. For example, suppose that only a chief accountant of your organization can work with the tax payable account. To make this account visible to the chief accountant only, you need to do the following on the GL Account Access (GL ) form: 1. You create a restriction group (for example, Access to Tax Payable Account) with direct restriction. 2. You add to the group the user account of the chief accountant. 3. You add to the group the tax account. As another example, suppose that the subaccount for the financial department can be used only by accountants (and not by other users). To make this subaccount visible to only accountants, you need to do the following on the GL Account Access form: 1. You create a restriction group (for example, Access to Financial Subaccount) with direct restriction. 2. You add to the group the user accounts of the accountants. 3. You add to the group the subaccount for the financial department. Visibility of Subaccounts by Account You can specify which subaccounts can be used with only a particular account on forms in Acumatica ERP; thus, the specified subaccounts will appear for selection only if that account is selected. This limitation will help users to avoid errors when they select accounts and subaccounts on forms. : If you are using restriction groups to control the accounts and subaccounts that can be used together, you must create at least two groups and include all subaccounts in either of the groups. For example, suppose that you need to restrict visibility of subaccounts for only one account. To solve this task, you create two restriction groups. In the first group with direct restriction, you include a GL account and the list of subaccounts that should be related to this account. In the second group with inverse restriction, you include the same account and subaccounts that should not be displayed after users select this account. As a result, when users select the account on a form, they will see only one of the subaccounts included in the first group. For example, suppose that the ELE-000 subaccount, which is used for electronics and computers, should be visible only after a user has selected the warehouse account, and the NSS-000

29 Managing the Chart of Accounts 29 subaccount should be related to the warehouse account. To restrict the visibility of the subaccounts by account, you should create the following restriction groups on the GL Account Access (GL ) form: 1. Stock Item Subaccounts: In this group, you need to include the warehouse account and the ELE-000 subaccount. 2. Non-Stock Item Subaccounts: To this group, you should add the warehouse account and the NSS-000 subaccount. Visibility of Accounts, Subaccounts, and Users By using restriction groups, you can combine the functionality of the following scenarios: Managing the visibility of accounts to users Managing the visibility of subaccounts by account To implement this functionality, you need to add users, accounts, and subaccounts (or subaccount segments) to the same group. In this case, the visibility will be restricted as follows: Only users included in the restriction group will see the accounts and subaccounts added to the group. If a user included in the group selects an account in the group when processing a document, he or she will be able to select a subaccount from the list of only subaccounts added to the group. For example, suppose that the ELE-000 (electronics and computers) and FUR-000 (furniture) subaccounts should be visible only if a user has selected the warehouse account, and that only the warehouse workers User Y and User Z should work with these accounts and subaccounts. To restrict the visibility of the ELE-000 and FUR-000 subaccount by the account and to make the account and the subaccounts visible to only User Y and User Z, you should do the following on the GL Account Access (GL ) form: 1. You create a restriction group (for example, Restriction of Warehouse Accounts). 2. You add to the group the warehouse account. 3. You add to the group the ELE-000 and FUR-000 subaccounts. 4. You add to the group User Y and User Z. Forms for Account and Subaccount Security In the following table, you can find the list of forms that you can use to manage restriction groups with accounts, subaccounts, and subaccount segments, and tasks that you can resolve by using each form. Forms for Account and Subaccount Security Task To initially configure the visibility of accounts and subaccounts (or subaccount segments) to users To initially configure the visibility of accounts by branches To initially configure the visibility of subaccounts (or subaccount segments) by branches To change the visibility of an account in multiple restriction groups Form GL Account Access (GL ) GL Accounts by Branch Access (GL ) Subaccounts by Branch Access (GL ) Restriction Groups by GL Account (GL )

30 Managing the Chart of Accounts 30 Task To change the visibility of a subaccount in multiple restriction groups To change the visibility of a subaccount segment in multiple restriction groups To change the visibility of system objects by a user in multiple restriction groups To change the visibility of system objects by a branch in multiple restriction groups Form Restriction Groups by Subaccount (GL ) Restriction Groups by Sub Segment (GL ) Restriction Groups by User (SM ) Restriction Groups by Branch (GL ) For information about how to add or remove objects from a restriction group, see Operations with Restriction Groups. To Create an Account Class You use the Account Classes (GL ) form to create an account class. To Add a Class 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Setup > Account Classes (GL ). 2. On the table toolbar, click Add Row. 3. In the Account Class ID column, type the unique identifier for the account class. 4. In the Type column, change the type of the class, if necessary. 5. In the column, briefly describe the class. 6. On the form toolbar, click Save. You can later delete the account class only if no accounts have been associated with it. To Add an Account to the Chart of Accounts You use the Chart of Accounts (GL ) form to add an account. Before You Proceed Know your organization's agreements about account classes. On the Account Classes (GL ) form, make sure the list of account classes defined in the system contains the class to which you want to assign the new account. Review the structure of accounts and the meanings of their segment values in your organization. For more information about account identifiers, see Segmented Identifiers and Account Identification. To Add an Account 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Manage > Chart of Accounts (GL ). 2. On the table toolbar, click Add Row.

31 Managing the Chart of Accounts Click in the Account column of the new row to view the input mask for account identifiers. Enter the account in one of the following ways; the applicable way depends on whether the Validate check box on the Segmented Keys (CS ) form is selected for the segment of the ACCOUNT segmented key: Select the segment value from the list of predefined values (if the check box is selected for the segment). Type a value for the segment here (if the check box is cleared for the segment). The system validates only the number of characters and the type of string (which is specified in the Edit Mask column on the Segmented Keys form for the segment). 4. Optional: In the Account Class column, select the account class to which the account is assigned. 5. In the Type column, select the type of account: Asset, Liability, Income, or Expense. 6. Optional: In the column, briefly describe the account. 7. If the users should specify the quantities and units of measure (UOMs), along with amounts, for each transaction to be posted to this account, select the Require Units check box. 8. Select the Use Default Sub check box if you want the system to fill in the Subaccount column with the default subaccount for the account on the Journal Transactions (GL ) form. The default subaccount is specified in the Default Subaccount box on the General Ledger Preferences (GL ) form. 9. In the Post Option column, select whether transactions should be posted to this account in detail (Detail) or in summary (Summary). 10. Optional: If required, in Consolidation Account column, specify the external General Ledger account (from the parent company's chart of accounts) to which the balance of the account will be imported in the consolidation process. 11. If you need to denominate the account, select the currency in the Currency column, and specify the type of exchange rate in the Revaluation Rate Type column. 12. On the form toolbar, click Save. To Specify a Consolidation Account You use the Chart of Accounts (GL ) form to specify a consolidation account that is, an account of a parent company to which data will be imported during consolidation from a particular account of a consolidation unit. To Specify a Consolidation Account 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Manage > Chart of Accounts (GL ). 2. For each account for which you want to specify a consolidation account, in the Consolidation Account column, select an account of the parent company to which data will be imported. : The YTD Net Income account cannot be specified as a consolidation account. 3. Click Save on the form toolbar.

32 Managing the Chart of Accounts 32 To Denominate Accounts You use the Chart of Accounts (GL ) form to denominate accounts. : You can denominate accounts only if the Multi-Currency Accounting feature is enabled on the Enable/ Disable Features (CS ) form. Before You Proceed Before you start denominating accounts, make sure that the necessary currencies and rate types have been created on the Currencies (CM ) and Currency Rate Types (CM ) forms, respectively. For details, see To Configure a Currency and To Create a Rate Type. To Denominate an Account 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Manage > Chart of Accounts (GL ). 2. In the chart of accounts, find the account that you want to denominate. 3. In the Currency column, select the currency of denomination. 4. Optional: If the currency of denomination is a foreign currency, in the Revaluation Rate Type column, select the rate type that will be used for revaluation of the account. 5. Perform Steps 2 through 4 for each account you want to denominate. 6. Click Save on the form toolbar. To Deactivate an Account An account that has transactions posted cannot be deleted; if the account is no longer being used, you can instead deactivate it. Once it has been deactivated, the account remains in the database but does not appear in any selector box on data entry forms among the accounts listed for selection. You use the Chart of Accounts (GL ) form to deactivate an account. To Deactivate an Account 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Manage > Chart of Accounts (GL ). 2. Optional: To find the account you want to deactivate, type an identifying string in the Search box at the top right of the form, and review the results. 3. Click the row with the account you want to deactivate. 4. Clear the check box in the Active column for the account. 5. On the form toolbar, click Save. To View the Trial Balance on Reports The trial balance is the listing of all active accounts with their beginning and ending balances, and the debit and credit transactions for the period. You use the trial balance report to ensure that accurate data is maintained in the actual ledger, so this data can be used in the financial reporting for your business. If the total value of all debit entries equals the total value of the credit entries, the data is accurate and can be used to prepare a profit and loss statement and a balance sheet. If the totals are

33 Managing the Chart of Accounts 33 not equal, by using the functionality of inquiries and reports, you can drill down to the transaction that caused the error. You can review the company trial balance by using one of the following methods, as described below: 1. Account Summary (GL ) inquiry form 2. Trial Balance Summary (GL ) report 3. Trial Balance Detailed (GL ) report To Use the Account Summary Form 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Explore > Account Summary (GL ). 2. In the Branch box, select the branch for which you want to view data. 3. In the Ledger box, select the actual ledger. 4. In the Period box, select a period. View the trial balance. To Use the Trial Balance Summary Report 1. On the Finance tab, click General Ledger. In the left pane, select the Reports tab, and then navigate to Balance > Trial Balance Summary (GL ). 2. In the Branch box, select the branch for which you want to view data. 3. In the Ledger box, select the actual ledger for which you want to view trial balance information. 4. In the Financial Period box, select the financial period whose data you want to view. 5. Optional: Select the Combine Totals check box if you want debits and credits to be calculated to one value. 6. Select the Suppress Zero Balances check box if you want to exclude accounts with zero balances from the report. 7. Click Run Report. 8. Review the company trial balance information, which is grouped by General Ledger account. To Use the Trial Balance Detailed Report 1. On the Finance tab, click General Ledger. In the left pane, select the Reports tab, and then navigate to Reports > Trial Balance Detailed (GL ). 2. In the Branch box, select the branch for which you want to view data. 3. In the Ledger box, select the actual ledger whose data you want to view. 4. In the Financial Period box, select the financial period for which you want to view data. 5. Optional: Select the Combine Totals check box if you want debits and credits to be calculated to one value. 6. Select the Suppress Zero Balances check box if you want to exclude accounts with zero balances from the report. 7. Click Run Report. 8. Review the company trial balance information, which is grouped by the type of General Ledger accounts and detailed to each particular subaccount.

34 Managing the Chart of Accounts 34 To View Account Balances by Period You make inquiries about account balances by financial period by using the Account by Period (GL ) form. To Inquire about Accounts by Period 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Explore > Account By Period (GL ). 2. In the Branch box, select the branch for which you want to view data. 3. In the Ledger box, select the ledger of the account you want to view. 4. In the Financial Year box, select the financial year for which you want to view account details. 5. In the Account box, select the account whose balances you want to view over the selected financial year. 6. In the Subaccount box, do one of the following: Specify a subaccount. Specify a mask to view a group of subaccounts. To define a mask, specify the values for only some of the segments. The system will select all the different subaccounts that have the specified segment values. Leave this box blank to view transactions on the account detailed by all relevant subaccounts. 7. Select the Show Currency Details check box if you want to view currency details. 8. In the table, view the account balances calculated for the financial periods of the selected financial year. 9. Optional: View more information on the account as follows: To view account details, click Account Details on the form toolbar. To view account balances by subaccount, click Account by Subaccount on the form toolbar. To view account balances in the previous year, click Go to Previous Record on the form toolbar. To view the data for the next year, click Go to Next Record on the form toolbar. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the form toolbar: The Account by Subaccount button is available only if the Subaccounts feature is enabled on the Enable/Disable Features (CS ) form. Note the following about the Selection area of the form: The Branch box is available only if the Multi-Branch Support feature is enabled on the Enable/ Disable Features form. The Subaccount box is available only if the Subaccounts feature is enabled on the Enable/Disable Features form.

35 Managing the Chart of Accounts 35 The Show Currency Details check box is available only if the Multi-Currency Accounting feature is enabled on the Enable/Disable Features form. To View Account Details You view account balances by subaccount, as well as transactions that updated these balances during a financial period, by using the Account Details (GL ) form. To View the Details of an Account 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Explore > Account Details (GL ). 2. In the Branch box, select the branch for which you want to view data. 3. In the Ledger box, select the ledger in which you want to view account balances. 4. In the From Period box in the Summary area, select the financial period that begins the date range of the batches you want to view. 5. In the To Period box, select the financial period that ends the date range of the batches you want to view. 6. In the Account box, select the account for which you want to view details. 7. In the Subccount box, do one of the following: Specify a subaccount. Specify a mask to view a group of subaccounts. To define a mask, specify the values for only some of the segments. The system will select all the different subaccounts that have the specified segment values. Leave this box blank to view transactions on the account detailed by all relevant subaccounts. 8. Use the check boxes on the right side of the Summary area to adjust the information you want to view in the list: To view only daily total credits and total debits, select the Show Summary check box. To add the batches with an Unposted status, select the Include Unposted check box. To add the batches with a Balanced status, select the Include Unreleased check box. To view currency details, select the Show Currency Details check box. 9. In the list in the table, view the transactions that updated the account balance during the selected financial period. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the Summary area of the form: The Branch box is available only if the Multi-Branch Support feature is enabled on the Enable/ Disable Features (CS ) form. In the From Period and To Period boxes, by default, the current period is selected.

36 Managing the Chart of Accounts 36 The Subaccount box is available only if the Subaccounts feature is enabled on the Enable/Disable Features form. If the Show Summary check box check box is selected, totals are calculated over all the transactions that occur during a day of the period. The following columns are displayed in the table: Tran. Date, Period, Branch, Beg. Balance, Debit Amount, Credit Amount, and Ending Balance. The Show Currency Details check box is available only if the Multi-Currency Accounting feature is enabled on the Enable/Disable Features form. To View an Account Summary You view account summary information by using the Account Summary (GL ) form. To View Summary Information About Accounts 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Explore > Account Summary (GL ). 2. In the Branch box, select the branch for which you want to view data. 3. In the Ledger box, select the ledger for the accounts you want to view. 4. In the Period box, select the period for which you want to display summaries. 5. To inquire about the accounts of specific class, select an Account Class. 6. In the Subaccount box, do one of the following: Specify a subaccount. Specify a mask to view a group of subaccounts. To define a mask, specify the values for only some of the segments. The system will select all the different subaccounts that have the specified segment values. Leave this box blank to view transactions on the account detailed by all relevant subaccounts. 7. Select the Show Currency Details check box if you want to view currency details. 8. In the table, view the summary balance for General Ledger accounts and subaccounts that meet the selection criteria you have entered. 9. Optional: View more information by doing any of the following: To view account details, select an account and click Account Details on the table toolbar. To view account balances by subaccount, select an account and click Account by Subaccount on the table toolbar. To view account information by financial period, select an account and click Account by Period on the table toolbar. To view account activity for the previous period, click Go to Previous Record on the form toolbar. To view account activity for the next period, click Go to the Next Record on the form toolbar.

37 Managing Subaccounts 37 Managing Subaccounts In Acumatica ERP, you can use subaccounts in addition to accounts to record your financial data. : If you want use subaccounts in your system, the Subaccounts feature must be enabled on the Enable/ Disable Features (CS ) form. You use subaccounts to virtually split accounts into smaller, more specific accounts to achieve finer classification, for reporting and internal management purposes. Subaccounts can be based on the structure of your organization, such as the department, or product. This chapter provides an information about defining subaccounts in the system with an example of configuring subaccount identifiers and includes the procedures related to subaccounts in the system. In This Chapter Defining Subaccount Identifiers Example of Subaccount Definition Combining Subaccounts To Define Segment Values for Subaccounts To Add a Subaccount To Deactivate a Subaccount Editing Subaccounts Defining Subaccount Identifiers In Acumatica ERP, you can configure subaccount identifiers so that the users can easily recognize each particular subaccount in the system. You configure a subaccount identifier with the help of the segmented key, which lets you define the structure of the identifier and serves as a template for creating the subaccount identifier. For details, see Segmented Identifiers. Before you start creating the list of required subaccounts, think through the whole set of accounts and subaccounts you want to define and the ways their identifiers will be composed. If you add a segment to a segmented key or remove it from the key after some subaccounts have been created, these actions may have unpredictable results. Configuration of Subaccount Identifiers Acumatica ERP provides predefined segmented keys that you can access and edit on the Segmented Keys (CS ) form, including SUBACCOUNT for General Ledger subaccount identifiers. You can modify this segmented key so that the structure of subaccounts meets your business needs. The SUBACCOUNT segmented key contains a string, which can be up to 30 characters. You can divide the segmented key into multiple segments or can leave it non-segmented. To make subaccount identifiers meaningful for users of the system, you can compose identifiers of segments with different meanings. For example, the subaccount identifiers could contain a two-character regional branch code, a one-digit department number, and a three-character product type, resulting in an identifier such as CA-1-T32. For an example on how to define subaccounts for company's needs, see Example of Subaccount Definition. Depending on the validation setting of the subaccount entry, you might need to add subaccounts on the Subaccounts (GL ) form. You can also turn on validation for the segment values of subaccounts, as described in Segmented Identifiers.

38 Managing Subaccounts 38 Validation of Subaccount Entry The validation of subaccount entry is controlled by the entry and lookup mode selected in the Lookup Mode box on the Segmented Keys (CS ) form. Depending on whether you want to turn on validation or not, you do one of the following: To give users the ability to select subaccounts on a data entry form only from the list of defined subaccounts in the system, you select the By Segmented Key mode. In this case, all necessary subaccounts have to be specified on the Subaccounts (GL ) form before any transaction can be entered. To give users the ability to enter subaccounts on a data entry form by selecting the values segment by segment, you select the By Segment: All Avail. Segment Values mode. When you enter a new subaccount on any data entry form, the system automatically adds it to the list of subaccounts on the Subaccounts form. You might want to select the By Segment: All Avail. Segment Values mode when the number of segments and the number of values in each segment could produce too many combinations to enter them in advance. Restriction of User Access In Acumatica ERP, you can configure a restriction group that manages user access to subaccounts along with accounts on the GL Account Access (GL ) form. For details, see Account and Subaccount Security. You can use the Restriction Groups by Subaccount (GL ) form to view and manage the restriction groups that have already been created. If any restriction groups have already been configured for subaccounts, you can quickly invoke this form by clicking View Restriction Groups on the Subaccounts (GL ) form. Example of Subaccount Definition Suppose that one company North Serpent Company, with stores in the mountainous areas of California and Nevada sells skis and snowboards and offers rental services. Each sale transaction of a ski or a snowboard is recorded to sales account Later, at the period closing, management would like to know the total sales on skis in the Nevada store and the total sales on snowboards in the California store, as well as the total rental of snowboards in the California store and the total rental of skis in the Nevada store. Thus, we can split the sales account into eight more specific accounts, as shown below: 40100: Ski sales in the Nevada store 40200: Snowboard sales in the Nevada store 40300: Ski rentals in the Nevada store 40400: Snowboard rentals in the Nevada store 40500: Ski sales in the California store 40600: Snowboard sales in the California store 40700: Ski rentals in the California store 40800: Snowboard rentals in the California store By implementing subaccounts, you can answer the following questions: what is the total sales amount for snowboards in both stores or what is our revenue from rental services. Additionally, you record your expenses to appropriate subaccounts, you can analyze your profit by stores, by cost centers or by product type.

39 Managing Subaccounts 39 Defining Subaccount Identifiers In Acumatica ERP, subaccounts are referred to by their identifiers. Because subaccounts are mostly used for internal management purposes, greater flexibility is allowed for their design, and identifiers can be segmented. Segmented identifiers with meaningful, recognizable segment values reduce the input error rate, because they are easier to enter. For the North Serpent Company, you could define a three-segment subaccount in the following way: First Segment (Company Division): NV (Nevada) and CA (California) Second Segment (Profit Center): RENT (rentals) and SALE (sales) Third Segment (Product Type): SK (skis) and SB (snowboards) All sales and rental transactions can then be posted to the sales account with the following subaccounts: NV-SALE-SK: To enter sales amounts on skis in Nevada NV-SALE-SB: To enter sales amounts on snowboards in Nevada NV-RENT-SK: To enter amounts received on ski rentals in Nevada NV-RENT-SB: To enter amounts received on snowboard rentals in Nevada CA-SALE-SK: To enter sales amounts on skis in California CA-SALE-SB: To enter sales amounts on snowboards in California CA-RENT-SK: To enter amounts received on ski rentals in California CA-RENT-SB: To enter amounts received on snowboard rentals in California Editing Subaccounts After the subaccounts have been fully configured and transactions have been posted, you can append a segment to the subaccount, but you cannot delete subaccount segments because such a deletion can cause data loss. If you need to change the configuration of subaccounts in a live system, you have the following options: If you are not planning to use a subaccount anymore, you can deactivate it on the Subaccounts (GL ) form. If you deactivate it, the history of transactions remains on the subaccount, but users cannot create new documents with the deactivated subaccount. For details, see To Deactivate a Subaccount. You can add new segment values and edit existing values on the Segment Values form (CS ). If you edit a segment value, you have to update the list of subaccounts that use the old value to the new value on the Subaccounts form, and the history of transactions will be updated. You can add a new segment to the end of the subaccount on the Segmented Keys (CS ) form. In this case, the account-subaccount combinations that are referred to in existing transactions will get an empty value in the new segment. You can update the list of these combinations on the Subaccounts form and specify the needed value in the new segment. The history of transactions will be updated. You can merge subaccounts by moving the balances to one of the subaccounts and deactivating the unnecessary subaccounts on the Subaccounts form. After that, you can also deactivate the unnecessary values on the Segment Values form so that the users cannot select these values when combining subaccounts "on the fly."

40 Managing Subaccounts 40 Combining Subaccounts In Acumatica ERP, you can use automatically combined subaccounts for documents to keep detailed records. This helps users to speed up data entry and reduce possible errors. For example, when you enter a document, such as a vendor bill or a customer invoice, in the system, multiple subaccounts are involved, such as the subaccount associated with the product being purchased or sold, the subaccount associated with the employee handling the operation, and the subaccount associated with the vendor or customer involved. With the combined subaccount functionality, you can use a particular subaccount that is a combination of the combination of segment values that you select that is, you configure a rule that the system uses to compose a new subaccount identifier by using the segment values of each of the selected subaccounts. Usage of Combined Subaccounts The combined subaccount functionality is available in the following modules: Accounts Payable Accounts Receivable Projects Time & Expenses Inventory Sales Orders Purchase Orders For the Accounts Payable, Accounts Receivable, Projects, and Time & Expenses modules, you specify the combined subaccount mask in the appropriate box on the Acumatica ERP form where you specify the preferences for that module. For example, to specify the combined expense subaccount to be used for document lines on data entry forms in the Accounts Payable module, you use the Combine Expense Sub. From box on the Accounts Payable Preferences (AP ) form. If you use the Distribution suite in your system, you can configure the combined subaccounts on the Posting Classes (IN ) form of the Inventory module. Configuration of Combined Subaccounts A box for a combined subaccount contains a subaccount mask, such as..., in accordance with the segmented structure of subaccounts defined in your company. You can specify the rule the system uses for selecting the values for the segments of a combined subaccount from the subaccounts involved. : We recommend that you select the By Segment: All Avail. Segment Values lookup mode in the Lookup Mode box for the SUBACCOUNT segmented key on the Segmented Keys (CS ) form, so that the system can generate valid subaccounts segment by segment. Otherwise, all the subaccounts that may result from combining segments from multiple sources must be predefined in the system that is added to the list of valid subaccounts on the Subaccounts (GL ) form. To set up a rule for combined subaccounts, you can select one of the following options (the available options in the list vary depending on the module) for each segment of subaccount: C: The subaccount associated with the company branch E: The subaccount associated with the employee I: The subaccount associated with the stock or non-stock item L: The subaccount associated with the customer location or a vendor location

41 Managing Subaccounts 41 : If the Business Account Locations feature is disabled on the Enable/Disable Features (CS ) form, then the customer or vendor record is used as the value source if you specify L in the combined subaccount mask. P: The subaccount associated with the project T: The subaccount associated with the project task S: The subaccount associated with the salesperson W: The subaccount associated with the warehouse For a segment, the character designating the option is repeated as many times there are characters in the segment (for example, you use CCCC, EEEE, IIII, or LLLL for a four-character segment, and CC, EE, II, or LL for a two-character segment). To Define Segment Values for Subaccounts You use the Segment Values (CS ) form to define the allowed values for the segments of the SUBACCOUNT segmented key. You can open this form as described in the following procedure. Alternatively, if you are viewing a segmented key on the Segmented Keys (CS ) form, you can click the needed segment in the table and then click View Segment. Before You Proceed Make sure that the structure of the subaccount has been configured on the Segmented Keys (CS ) form. To Define a Segment Value 1. On the Configuration tab, click Common Settings. In the left pane, navigate to Segmented Keys > Segment Values (CS ). 2. In the Segmented Key ID box of the Summary area, select SUBACCOUNT. 3. In the Segment ID box, press F3 and select the identifier of the segment to which you want to add a value. 4. In the table, perform the following actions for each segment value to be added: a. Click Add Row on the table toolbar. b. In the Value box, type the code for the selected segment. c. Optional: In the box, type a brief description of the segment value. 5. Click Save. 6. Repeat Steps 3 5 for each segment for which you want to define values. To Add a Subaccount You use the Subaccounts (GL ) form to add a subaccount. Before You Proceed 1. On the Segmented Keys (CS ) form, be sure the structure of subaccounts has been configured.

42 Managing Subaccounts Review the meanings of the subaccount segment values in your organization. For segments requiring validation, you define valid values by using the Segment Values (CS ) form. To Add a Subaccount 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Manage > Subaccounts (GL ). 2. On the table toolbar, click Add Row. The input mask for subaccount identifiers is shown in the Subaccount column for the new row. 3. Create the subaccount segment by segment by using one of the following methods, depending on whether the Validate check box is selected for the segment on the Segmented Keys (CS ) form: If the Validate check box is selected for the segment, select the segment value from the list of predefined values. If the check box is not selected for the segment, type a value. Only the number of characters and the type of string (specified in the Edit Mask box on the Segmented Keys form) will be validated. 4. Make sure the Active check box is selected for the subaccount. 5. Optional: In the column, briefly describe the subaccount. 6. Click Save on the form toolbar. To Deactivate a Subaccount A subaccount that has transactions posted cannot be deleted; if such a subaccount is not used anymore, you can deactivate it. After the subaccount has been deactivated, it remains in the database but does not appear in the list of subaccounts for selection on data entry forms. You use the Subaccounts (GL ) form to deactivate a subaccount. To Deactivate a Subaccount 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Manage > Subaccounts (GL ). 2. Optional: To quickly find a subaccount, type a segment value in the Search box at the top right of the form, and review the results. 3. Click the row with the subaccount you want to deactivate. 4. Clear the check box in the Active column for the subaccount. 5. On the form toolbar, click Save. To View Account Balances by Subaccount You view account balances broken down by a subaccount or a group of subaccounts by using the Account by Subaccount (GL ) form. To Inquire about Accounts by Subaccount 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Explore > Account By Subaccount (GL ).

43 Managing Subaccounts In the Branch box, select the branch for which you want to view data. 3. In the Ledger box, select the ledger where the account you want to view is located. 4. In the Period box, select the period for which you want to view account details. 5. In the Account box, select the account whose balance you want to view for the selected financial period. 6. In the Subaccount box, do one of the following: Specify a subaccount. Specify a mask to view a group of subaccounts. To define a mask, specify the values for only some of the segments. The system will select all the different subaccounts that have the specified segment values. Leave the box blank to view transactions on the account broken down by all relevant subaccounts. 7. Select the Show Currency Details check box if you want to view currency details. 8. In the table, view the account balances for the selected subaccount or group of subaccounts. 9. Optional: View more information as follows: To view the account balances by subaccount in the previous period, click Go to Previous Record on the form toolbar. To view the account balances by subaccount for the next period, click Go to Next Record on the form toolbar. To view the account details, click a subaccount and click Account Details on the form toolbar.

44 Setting Up the Financial Year 44 Setting Up the Financial Year In Acumatica ERP, transactions are posted to financial periods defined in the system. So during configuration of the General Ledger module, you have to set up a financial year. To set up a financial year, you have to first define the structure of the financial year, and then generate and activate the financial periods. This chapter provides information and instructions on the initial configuration of the financial year and its periods in the system, and on ways you can modify this configuration. In This Chapter Financial Year Configuration Financial Period Generation and Activation Financial Year Modification Modification of Periods for a Year To Configure a Financial Year with Month- Based Periods To Configure a Financial Year with Week- Based Periods To Configure a Financial Year with a Custom Number of Periods To Generate Periods for a New Financial Year To Activate Financial Periods To Add a New First Financial Year To Add an Adjustment Period Financial Year Configuration You perform the configuration of the financial year on the Financial Year (GL ) form. To configure the financial year, you do the following on this form: 1. Decide which year should be the first year, and specify it in the system. 2. Define its structure that is, define the periods of the year in the system. 3. If it is necessary to post adjustment transactions at the end of the year, add an adjustment period. After you have saved the financial year, you can generate and activate periods in the system, as described in Financial Period Generation and Activation. In this topic, you will read about these steps in detail. Defining the First Financial Year The first financial year usually designates the year when the company starts processing its operations in Acumatica ERP. However, we recommend that you define the first financial year so that it includes the last period before the company started to use Acumatica ERP, even if that means defining an extra financial year. You can then upload the ending balances of accounts to that period. : You cannot post transactions with dates earlier than the start date of the first active period of the first financial year defined in Acumatica ERP.

45 Setting Up the Financial Year 45 For example, if you plan to start using Acumatica ERP from the first period of the 2018 financial year, you should select 2017 as the first year. You then generate all periods of 2017, activate only the last period of 2017, and enter initial balances in the last period of If your company starts operations in Acumatica ERP after the first financial period of the year, you select the current year as the first financial year and activate only the periods for which you are going to enter transactions. For example, if you intended to start operations in November 2018, define financial years as calendar years, and use monthly financial periods, you would select 2018 as the first financial year and activate periods for October 2018, November 2018, and December You define the first financial year by selecting its start date in the Financial Year Starts On box on the Financial Year (GL ) form. After you have selected the start date, you can see the first financial year defined by its start date in the First Financial Year box. In some organizations, the financial year starts in the current year but belongs to the next year. For example, the United States Government's financial year begins on October 1 of the previous calendar year and ends on September 30 of the year that gives the financial year its number so the financial year 2018 ran from October 1, 2017, to September 30, In this case, you indicate that the financial year starts in the current year but belongs to the next year by selecting the Belongs to Next Year option. The system automatically calculates the end date of the financial year as the end date of the last period. Defining Periods for the Financial Year The financial year is divided into financial periods, which can have equal durations or different ones. The total length of all periods may or may not be equal to the year. In the Period Type box, you set up periods as follows: To set up duration of each period based on months, you do one of the following selections: If duration is one month, you select Month. If duration is two months, you select Two Months. If duration is four months, you select Quarter. To set up duration of each period based on weeks, you do one of the following selections: If duration is one week, you select Week. If duration is two weeks, you select Two Weeks. If duration is four weeks, you select Four Weeks. To divide financial year into four quarters with periods of different duration, you do one of the following selections: If each quarter includes two four-week periods and a five-week period, you select Weeks. If each quarter includes a four-week period, a five-week period, and a four-week period, you select Weeks. If each quarter includes a five-week period and two four-week periods, you select Weeks. To divide financial year into user-defined number of periods, you select Custom Number of Periods. For instructions, see: To Configure a Financial Year with Month-Based Periods To Configure a Financial Year with Week-Based Periods

46 Setting Up the Financial Year 46 To Configure a Financial Year with a Custom Number of Periods Other years will have the same structure as the first financial year. You can make limited modifications to the financial year and periods, as described in Financial Year Modification and Modification of Periods for a Year. Setting Up Periods Based on Months If you set up financial periods based on months (Month, Two Months, or Quarter), the periods will start and end on the same dates each year (except the leap years). Each successive financial year will start and end on the same date. To define periods in the system, you click Generate Periods on the form toolbar of the Financial Year (GL ) form after making the needed selections on the form. After you have generated the periods, you can review the defined year. Setting Up Periods Based on Weeks If you set up financial periods based on weeks (Week, Two Weeks, Four Weeks, Weeks, Weeks, or Weeks), the start and end dates of same-name periods will vary with the year, and the number of periods per year may vary. Financial periods based on weeks always start on the same day of the week and always end on the same day of the week. However, a calendar year has either 365 or 366 days, and the maximum length of the a year's periods based on weeks is 364 days. For a financial year based on the 4-4-5, 4-5-4, or type, if the gap between the end of the financial year and the end of the last period exceeds three days, the system automatically adds an additional week to the last period. For example, you set up the first financial year to start on January 1, 2017 with periods of the Week type. In the 2020 financial year, the last period of four weeks ends on December 26. The gap between the end of the financial period and end of the financial year is 5 days. The system automatically adds a week to the last period so that it lasts 5 weeks. : For a week-based period type of calendar, because the financial year does not have fixed start date, you cannot generate a year template on the Financial Year (GL ) form. Setting Up Periods of Week Type For a financial year with Week period type, you select the day of the week on which each period will start in the Periods Start Day of Week box. According to the selected day of the week, the system calculates the start date of the first period. You can view this date in the First Period Start Date box. To process the difference between the length of a calendar year and the length of all week-long periods, you can set up the system to add an additional (53rd) period by selecting one of the following options in the Year-End Calculation Method box of the Financial Year (GL ) form: To set up the system to add an additional period if the last period ends four or more days earlier than the financial year ends, you select Last Day of the Financial Year. The system adds no additional period if the last period ends fewer than four days before the financial year ends. To set up the system to add an additional period if the year's last period does not include the last occurrence of the day of the week that is displayed in the Day of Week box in the financial year, you select Include the Last <Day of Week> of the Financial Year. The system adds no additional period if the last period includes the last occurrence in the financial year of this day of the week. To set up the system to add an additional period if the year's last period does not include the day of the week specified in the Day of Week box that is nearest to the end of the financial year, you select Include <Day of Week> Nearest to the End of the Financial Year. The system adds no additional period if the last period includes the day of the week that is nearest to the end of the financial year.

47 Setting Up the Financial Year 47 : When you select the start day of the week for the periods in the Periods Start Day of Week box,the day of the week in the Day of Week box is automatically specified as one day earlier so it is the last day of the period. The system uses this day of the week to calculate whether an additional period is necessary to be added as described above. Defining an Adjustment Period An adjustment period is a special one-day period added after the last period in a year. Its start date and end date are the same as the end date of the last period of the current financial year. An adjustment period can be used for posting only adjustment transactions. If you need to, you can add an adjustment period during the initial setup of the financial year by selecting Has Adjustment Period check box on the Financial Year (GL ) form before you generate periods. The number of periods in the Number of Financial Periods box increases by one. With the adjustment period configured, when you generate periods, each year will have an adjustment period. After initial setup of the financial year, you can add an adjustment period for a particular financial year or delete it for a particular financial year (if the adjustment period was configured) by using the Financial Periods (GL ) form. For details, see Modification of Periods for a Year. For instructions on how to add the adjustment period, see To Add an Adjustment Period. Financial Period Generation and Activation In Acumatica ERP, you can post transactions to only periods that are active. You generate and activate periods on the Financial Periods (GL ) form. Generating Periods You generate periods after you have performed the initial setup of the financial year, and each time you add a new financial year whose periods you will post transactions to. For details on the setup of the financial year, see Financial Year Configuration. After you have configured the first financial year, the system automatically selects it in the Financial Year box on the Financial Periods (GL ) form. To generate periods for the first financial year, you click the Generate Periods button on the form toolbar. After you have generated periods, you can modify them before any transactions have been made. To do so, you select the User-Defined Periods check box. For details about modifying periods, see Modification of Periods for a Year. To generate periods for any other year, on the form toolbar, you have to first click the Add New Record button and then click the Generate Periods button. After the system has generated periods, you have to activate the periods to be able to enter and post transactions to them. For details on how to generate periods, see To Generate Periods for a New Financial Year. Activating Periods You have to activate (that is, open) the periods you are going to post transactions and documents to. To activate periods, on the Financial Periods (GL ) form, you first make sure the necessary year is selected in the Financial Year box and then select the Active check box next to the periods you need. For instructions, see To Activate Financial Periods. After you have activated periods, they can be used in the General Ledger module and other modules of Acumatica ERP. At any time, you can have multiple active periods. Activating one period does not require you to close the previous one.

48 Setting Up the Financial Year 48 Financial Year Modification In Acumatica ERP, you can make limited changes to the configuration of the financial year. You can delete the configuration of the financial year, and you can make the first financial year the year before the current first financial year. In this topic, you will read about deleting a financial year and making the first financial year one year earlier. Deleting the Configuration of the Financial Year : You can delete the financial year setup only if there are no financial periods generated for the first financial year on the Financial Periods (GL ) form. If you have discovered that you have configured a year incorrectly, you delete this financial year setup by selecting the financial year on the Financial Year (GL ) form and clicking Delete on the form toolbar. You then can configure the financial years again. Making the First Financial Year One Year Earlier When you start to use Acumatica ERP, if you realize that some financial data (such as the beginning balances for General Ledger accounts) should be posted before the start date, you need to add a year before the current first financial year that will become the new first year. To make the first financial year one year earlier, you have to do the following: 1. Set up new first year on the Financial Year (GL ) form 2. Add this year on the Financial Periods (GL ) form 3. Generate and activate periods for this year on the Financial Periods form For instructions on making the first financial year one year earlier, see To Add a New First Financial Year. Modification of Periods for a Year After financial periods are defined, the same periods will be used for all subsequent financial years. If needed, you can modify the financial periods of a year on the Financial Periods (GL ) form. You can change the settings of the current financial period if all previous financial years are closed and if you did not post any transactions to any period of the current financial year. : However, modifying periods is highly inadvisable, because it will affect all budgets and reports that compare information between the previous year and the current one. Such a change can result in reporting errors and formatting problems. In this topic, you will read about how to edit periods, add an adjustment period, and delete periods in the system. Editing Periods If you have discovered that the periods configured for a year are incorrect, you can perform some modifications. To be able to perform any modifications of periods, you have to select the User-Defined Periods check box on the Financial Periods (GL ) form. If you want to change a duration of a period, you edit the end date for the period. The system will adjust the start date of the next period automatically. After you have modified the periods, the last period may end on a different date than the financial year does. If that happens,when you attempt to save the periods, the system brings up the Update

49 Setting Up the Financial Year 49 Financial Year dialog box, and you need to select how to make the year end by making the appropriate selection in the Update Method box as follows: To move the start date of the next financial year to the end of the last period, you select Modify Start Date of the Next Year. : This option is available only for the financial year with week-based periods. To modify the settings of the financial year to make the last period end when the year ends, you select Modify Financial Year Settings. To extend the last period so that it includes the end of the year, you select Extend the Last Period. : This option is available only if you have changed the end date of the last period to the earlier one. After you save the changes, you can review periods and change them once again if necessary, or proceed to perform financial operations for these periods. Modifying Week-Based Periods If you edit the end date for periods based on weeks on the Financial Periods (GL ) form, the day of week on which the last period ends can differ from the day on which other periods end. When you save your changes, the system brings up the Update Financial Year dialog box. In the dialog box, you select how to make the year end as described in the section above. And you can set the system to move the start date of a financial period to another day of the week by selecting the Move Start Date of Financial Period check box. : You should move the start day of periods to another day of week only if it is absolutely necessary; the change of the start day will affect budgets and reports that compare the data of successive financial years. If you do not want to change the end day that is already configured, you clear the Move Start Date of Financial Period check box. The system adjusts the end date of the period so that it meets the configuration of the financial year. Adding an Adjustment Period To post adjustment transactions, you can add an adjustment period after the last period. The adjustment period is one-day period, the start and end days of which are the same as the end date of the last period of the current financial year. To add an adjustment period, you select the User-Defined Periods check box and click Add Row on the table toolbar of the Financial Periods (GL ) form. The system automatically selects the check box in the Adjustment Period column. The adjustment period will be added only for this particular year. Alternatively, you can select the last period and select the check box in the Adjustment Period column for this period. When you click Save, the last period will become an adjustment period with a new end date that is equal to initial start date of the period. The next financial year in the system will start from this date. Deleting Periods If you have realized that a period is unnecessary for the financial year (for example, an adjustment period), you can delete it on the Financial Periods (GL ) form if no transactions have been posted to it yet. To do so, you select the User-Defined Periods check box, select a period in the table and click Delete Row on the table toolbar for the form. If during initial configuration, you have generated periods and discovered that this is not a configuration that you need, you need to delete all periods to be able to configure a year once again. To do so, on the Financial Periods form, you delete the generated year and its periods by clicking Delete on the form toolbar. After you have changed the configuration on the Financial Year (GL ) form, you

50 Setting Up the Financial Year 50 can add the year again on the Financial Periods form, generate periods according to the financial year settings, and modify the periods if necessary. To Configure a Financial Year with Month-Based Periods You use the Financial Year (GL ) form to configure a financial year that has month-based periods in Acumatica ERP. To Set Up a Financial Year 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Setup > Financial Year (GL ). 2. In the Financial Year Starts On box, specify the start date of the first financial year in which your company wants to keep records in Acumatica ERP. 3. In the First Financial Year box, review the first year, which the system fills in based on the Financial Year Starts On date. 4. Select the Belongs to Next Year check box if the financial year has the number of the year when the financial year ends (rather than the year when it begins). 5. In the Period Type box, select one of the following month-based options to define the periods of each financial year: Month: Each financial period lasts one month, and there are 12 periods per year. Two Months: Each financial period lasts two months, and there are six periods per year. Quarter: Each financial period lasts a quarter (four months), and there are three periods per year. 6. Make sure the Adjust to Period Start check box is cleared. 7. If you want the system to generate an adjustment period, select the Has Adjustment Period check box. 8. On the form toolbar, click Generate Periods. 9. On the form toolbar, click Save. Notes About the Instruction The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the Summary area of the form: If you plan to start recording operations at the very start of the financial year, in the Financial Year Starts On box, select the previous year as the first financial year. You can then enter initial account balances in the period before the first period of live operations. If the financial year runs from January 1 to December 31, the Belongs to Next Year check box should be cleared. To Configure a Financial Year with Week-Based Periods In Acumatica ERP, you can configure a financial year with financial periods based on weeks by using the Financial Year (GL ) form.

51 Setting Up the Financial Year 51 To Configure a Financial Year 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Setup > Financial Year (GL ). 2. In the Financial Year Starts On box, specify the start date of the first financial year in which your company wants to keep records in Acumatica ERP. 3. In the First Financial Year box, review the first year, which the system fills in based on the Financial Year Starts On date. : If you plan to start recording operations at the very start of the financial year, select the previous year as the first financial year. You can then enter initial account balances in the period before the first period of live operations. 4. Select the Belongs to Next Year check box if the financial year has the number of the year when the financial year ends (rather than the year when it begins). 5. In the Period Type box, select one of the following: Week: Each financial period lasts one week, and there are 52 or 53 periods per year. Two Weeks: Each financial period lasts two weeks, and there are 26 or 27 periods per year. Four Weeks: Each financial period lasts four weeks, and there are 13 or 14 periods per year Weeks: The financial year is divided into four quarters, and each quarter includes two four-week periods and a five-week period Weeks: The financial year is divided into four quarters, and each quarter includes a four-week period, a five-week period, and a four-week period Weeks: The financial year is divided into four quarters, and each quarter includes the following periods: a five-week period and two four-week periods. 6. If the Week period type is selected, in the Periods Start Day of Week box, select the day of week on which periods will start. 7. If the Week period type is selected, in the Year End Calculation Method box, select one of the following options, which will be used to define the end of each financial year: Last Day of the Financial Year: To add an additional (53rd) week-long period if the last period ends four or more days earlier than the financial year ends. If the last period ends fewer than four days earlier than the financial period ends, no additional period will be added. Include Last <Day of Week> of the Financial Year: To add an additional (53rd) week period if there is a complete week between the end day of the last period and the end of the year. (Here, <Day of Week> is the last day of the week in your week-long period.) Include <Day of Week> Nearest to the End of the Financial Year: To add an additional period if the last period ends four or more days earlier than the financial year ends. 8. On the form toolbar, click Save. Notes About the Instruction The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the Summary area of the form:

52 Setting Up the Financial Year 52 If you plan to start recording operations at the very start of the financial year, in the Financial Year Starts On box, select the previous year as the first financial year. You can then enter initial account balances in the period before the first period of live operations. If the financial year runs from January 1 to December 31, the Belongs to Next Year check box should be cleared. To Configure a Financial Year with a Custom Number of Periods You use the Financial Year (GL ) form to configure a financial year with a custom number of periods. To Configure a Financial Year with a Custom Number of Periods 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Setup > Financial Year (GL ). 2. In the Financial Year Starts On box, specify the start date of the first financial year in which your company wants to keep records in Acumatica ERP. 3. In the First Financial Year box, review the first year, which the system fills in based on the Financial Year Starts On date. 4. If the financial year has the number of the year when the financial year ends (rather than the year when it begins), select the Belongs to Next Year check box. 5. In the Period Type box, select Custom Number of Periods. 6. In the Number of Financial Periods box, type the number of periods you want the financial year to be divided into. 7. On the form toolbar, click Generate Periods. 8. In the table, adjust the lengths of the periods by changing their Start Date and End Date, and provide descriptions for periods in the column. 9. On the form toolbar, click Save. Notes About the Instruction The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the Summary area of the form: If you plan to start recording operations at the very start of the financial year, in the Financial Year Starts On box, select the previous year as the first financial year. You can then enter initial account balances in the period before the first period of live operations. If the financial year runs from January 1 to December 31, the Belongs to Next Year check box should be cleared. To Add an Adjustment Period In Acumatica ERP, you can add an adjustment period for each year only during initial setup, when you configure your financial year and its periods. However, when you are generating financial periods for a new financial year, you can easily add an adjustment period for this particular year.

53 Setting Up the Financial Year 53 In Acumatica ERP, you add an adjustment period on the Financial Periods (GL ) form. To Add an Adjustment Period 1. On the Finance tab, click General Ledger. In the left pane, click the Work Area tab, and then click Manage > Financial Periods (GL ). 2. On the form toolbar, click Add New Record. 3. On the form toolbar, click Generate Periods. 4. In the Summary area, select the User-Defined Periods check box. 5. In the Modify Financial Periods dialog box, which appears, click Yes, which closes the dialog box and makes it possible to add or delete a period and edit a period length by editing the End Date column. 6. Click Add Row on the table toolbar. 7. For the added row in the table (that is, the last period), make sure that the check box in the Adjustment Period column is selected. 8. Optional: In the column, type a description for the period that indicates that this is an adjustment period. 9. On the form toolbar, click Save. To Generate Periods for a New Financial Year In Acumatica ERP, you can generate financial periods for each new year on the Financial Periods (GL ) form. Before You Proceed Make sure that the financial year and its periods has been configured on the Financial Year (GL ) form. For details, see To Configure a Financial Year with Month-Based Periods, To Configure a Financial Year with Week-Based Periods, or To Configure a Financial Year with a Custom Number of Periods. To Generate Financial Periods 1. On the Finance tab, click General Ledger. In the left pane, click the Work Area tab, and then click Manage > Financial Periods (GL ). 2. On the form toolbar, click Add New Record. 3. On the form toolbar, click Generate Periods. 4. In the table, select the Active check box for each of the periods to which you are going to post transactions. 5. On the form toolbar, click Save. To Activate Financial Periods When a new financial period starts, you may need to activate (that is, open) it to be able to select this period in documents. You can activate a financial period (or multiple periods at once) on the Financial Periods (GL ) form.

54 Setting Up the Financial Year 54 To Activate the Financial Period 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Manage > Financial Periods (GL ). 2. In the table, review the list of financial periods. 3. Select the Active check boxes for the periods you want to activate to post transactions to them. 4. Click Save. To Add a New First Financial Year If you realize that some financial data (such as beginning balances for General Ledger accounts) should be posted before the start date, you may need to shift the first financial year earlier that is, add a year before the current first financial year that will become the new first year. You can shift the first year by using the Financial Year (GL ) form. You then generate and activate periods on the Financial Periods (GL ) form. To Shift the First Year 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Setup > Financial Year (GL ). Review the settings of the first financial year configured in the system. 2. On the form toolbar, click Shift the First Year. When you click this button, the system brings up a dialog box with a message that warns you about the consequences of such an action. 3. In the dialog box, click Yes to shift the first year and close the dialog box. 4. On the form toolbar, click Save. To Generate Periods for the New First Year 1. On the Finance tab, click General Ledger. In the left pane, click the Work Area tab, and then click Manage > Financial Periods (GL ). 2. On the form toolbar, click Add Year Before the First. This brings up a dialog box that warns you about the consequences of such an action. 3. Click Yes to add the first year and close the dialog box. 4. On the form toolbar, click Save. 5. On the form toolbar, click Generate Periods. 6. In the table of periods, select the Active check box only for the period or periods for which you will enter data. Now you can enter the required transactions to the active periods of the new first year. To be able to close any of the later periods, you should close the periods of the first year first.

55 Importing Financial Data 55 Importing Financial Data Before you start working in Acumatica ERP, you can import into the system trial balances, general ledger transactions, vendor and customer records, and open documents from the third-party software. : If you import general ledger transactions for a period, you do not have to import the trial balance for this period because the trial balance is automatically calculated by the transactions in the system. In this chapter, you will read about importing trial balances and financial transactions. In This Chapter Importing Trial Balances To Import Trial Balance Importing Trial Balances In Acumatica ERP, to initialize the system during initial implementation, you can import either a trial balance (or balances) or a number of GL transactions from third-party software. If you import the GL transactions, you do not need to import the trial balance because the trial balance will be computed by the system automatically according to imported GL transactions. If you do not need to keep the history of GL transactions in Acumatica ERP, you can import the trial balance only. Before importing the trial balance, you need to select the period to start keeping records in Acumatica ERP, and decide whether you want to import the history of balances for multiple preceding periods or just one period. : We recommend that you import the trial balance for at least one period prior to the period in which you start using Acumatica ERP. For example, if you start using Acumatica ERP in , you import the trial balance for at least In the third-party software, you should prepare the data to be imported. For each required period, you should run the trial balance report. If the third-party software has no such report, you need to use a traditional trial balance report and calculate the balances of accounts by using information about the account types. Preparing and Editing the File to Be Imported From the third-party software, you should export the prepared trial balance data to a CSV file (.csv) or to an Excel spreadsheet (.xlsx). The file should have the following columns: Account: The account ID of the account to be imported. Subaccount: The subaccount ID of the subaccount to be imported. If there is no specific subaccount for a particular account, specify a non-specific subaccount that fits the SUBACCOUNT segmented key in your system for example, For details, see Segmented Identifiers. : This column is required only if you plan to use subaccounts with your accounts. In that case, the Subaccounts feature should be enabled in Acumatica ERP on the Enable/Disable Features (CS ) from. YTD Balance: The ending balance of the account for the period. The balance can be provided either with positive or with negative sign. For details about the signs of the balance, see sections below in this topic. For this column, the Currency or Text format setting can be specified in the Excel file. : The file can contain multiple columns with the balances for different financial periods.

56 Importing Financial Data 56 (optional): Any meaningful description of the account that you can add for convenient working with the file. You should not import the balance of the YTD Net Income account; Acumatica ERP calculates this balance automatically from the imported balances of income and expense accounts. Specifying the Sign of the Trial Balance The following types of trial balances can be used in different accounting software: Normal trial balances are those that have debit balances for asset and expense accounts and credit balances for liability and income accounts, and these balances are displayed with the plus sign if the respective debit or credit balances are positive. Reversed trial balances are those that have normal balances of asset and expense accounts that is, positive amounts are displayed with the plus sign. The balances of liability and income accounts are reversed: the credit balances of these accounts are positive, but they are displayed with the minus sign. From the third-party software, you have exported either the normal or the reversed type of the balance, so before you start importing the trial balance to Acumatica ERP, you need to specify an appropriate option in the Sign of the Trial Balance box on the General Ledger Preferences (GL ) form: Normal: To keep the signs of account balances while importing a trial balance Reversed: To reverse the signs of credit balances of the liability and income accounts while importing a trial balance Importing Normal Balances Normal balances satisfy the following validation criterion. Total Debit Balance of the (Assets + Expense) Accounts = Total Credit Balance of the (Income + Liabilities) Accounts The example below demonstrates a trial balance with normal account balances. Account Type Balance Cash Asset 100 Accounts Receivable Asset 400 Accounts Payable Liability 100 Shareholders' Equity Liability 100 Retained Earnings Liability 100 Sales Income 400 COGS Expense 100 Other Expense Expense 100 Totals: Debit Total (Asset Accounts + Expense Accounts) 700

57 Importing Financial Data 57 Account Type Balance Credit Total (Income Accounts + Liability Accounts) 700 For a normal trial balance, you select Normal as the Sign of the Trial Balance on the General Ledger Preferences form. Importing Reversed Credit Balances The reversed credit balances, implemented in some applications, satisfy the following validation criterion. Total Debit Balance of (Assets + Expense) Accounts = - (Total Credit Balance of (Income + Liabilities) Accounts) This criterion can also be expressed as follows. Total Debit Balance of (Assets + Expense) Accounts + Total Credit Balance of (Income + Liabilities) Accounts = 0 The example below demonstrates a valid trial balance with reversed credit balances for liability and income accounts. Account Type Balance Cash Asset 100 Accounts Receivable Asset 400 Accounts Payable Liability -100 Shareholders' Equity Liability -100 Retained Earnings Liability -100 Sales Income -400 COGS Expense 100 Other Expense Expense 100 Totals: Debit Total (Asset Accounts + Expense Accounts) Credit Total (Income Accounts + Liability Accounts) Before importing a reversed trial balance, you should select the Reversed option in the Sign of the Trial Balance box on the General Ledger Preferences form, so that the balances of liability and income accounts will be imported properly. Processing Imported Data You import data by uploading a specially prepared Excel or CSV file with the trial balance on the Trial Balance (GL ) form. You import data to a selected target branch into its posting ledger to the

58 Importing Financial Data 58 specified financial period. For the import to complete successfully, you have to map the imported list of accounts (and subaccounts, if any) to the internal accounts (and subaccounts) used in Acumatica ERP. After you have uploaded the file with the trial balance, the list of accounts (and subaccounts) to be imported are displayed on the Transaction Details tab. Acumatica ERP performs most of the mapping of the imported accounts (and subaccounts) and the internal accounts (and subaccounts) automatically when you select the Validate action and click Process or Process All on the table toolbar. However, after the mapping process is finished, some lines can contain unmapped accounts (and subaccounts). Such records are marked as errors and displayed in red font. The system also marks the duplicate records as errors. In this case, you need to perform the mapping of accounts and subaccounts manually, and merging the duplicate records (by processing the Merge Duplicates action on the table toolbar). If you import the trial balance data for system initialization, the Exceptions tab will be empty because the target ledger contains no records. If you perform periodic imports, the Exceptions tab contains the list of accounts (and subaccounts) with their balances (as currently recorded in the ledger for the specified period) that are not present in the data being imported. In this case, you should review this list carefully and make sure that the balances of these accounts should be equal to zero in the period for which you are importing the trial balance. This review is needed because on release of the trial balance entry, for each account listed on the Exceptions tab, the system generates a transaction that makes the account balance zero for the period you are importing the trial balance for. If these accounts balances should be non-zero, verify and correct the list of accounts in the file from which you are importing the trial balance. Once you are done mapping the accounts and adjusting the records, clear the Hold check box and release (Release) the trial balance entry. After the release, the system will generate a batch of GL transactions that adjusts account balances in the ledger to match the imported trial balance. : Only the Balanced trial balance entry can be released. If you import the trial balance for the second financial period and all subsequent financial periods, the system generates journal entries in the amount of the difference between the ending balances of the previous period and the imported balance of the next period. Therefore, if you import the trial balance for more than one financial period, you have to release each generated batch and post the transactions before you import the trial balance for the next period; otherwise, the transactions might be generated incorrectly. During the release of the trial balance entry, the system generates a GL batch with the On Hold status. For normal balances, for each asset and expense account, the system generates a debit entry if the imported balance is positive, or a credit entry if the imported balance is negative. For each liability and income account, the system generates a credit entry if the imported balance is positive, or a debit entry if the imported balance is negative. For the reversed balances, for each liability and income account, the system generates a credit entry if the imported balance is negative, or a debit entry if the imported balance is positive. If you have imported the trial balance incorrectly, or you have had some inconsistencies during the importing process, you can repeat the importing procedure once again. After you release and post the GL batch, the account balances will be adjusted. To Import Trial Balance You use the Trial Balance (GL ) form to import the trial balance file to Acumatica ERP. Before You Proceed Before importing trial balances, make sure of the following:

59 Importing Financial Data 59 The CSV file (.csv) or the Excel file (.xlsx) is correctly prepared for importing trial balance data in the system. For details, see Importing Trial Balances. The chart of accounts is configured, and all required accounts are defined in Acumatica ERP. If the trial balance file to be imported contains subaccounts, the Subaccounts feature is enabled on the Enable/Disable Features (CS ) from. On the General Ledger Preferences (GL ) form, in the Sign of the Trial Balance box, the selected option corresponds to the balances that you are going to import (Normal or Reversed). To Import the File 1. On the Finance tab, click General Ledger. In the navigation pane, click the Work Area tab and then navigate to Enter > Trial Balance (GL ). 2. In the Import Date box, specify the date of import. 3. In the Period box, specify the financial period to which the imported data should be posted. 4. In the Branch box, select the branch of the organization whose trial balance is to be imported. 5. In the Ledger box, select the ledger to which the imported data should be posted. 6. If required, in the Control Total box, enter the control amount to be used to validate the total amount of the balance to be imported. 7. On the Transaction Details tab, perform the following steps to prepare for the import: a. On the table toolbar, click Load Records from File. b. In the File Upload dialog box, select the required file, and click Upload. c. In the Common Settings dialog box, do the following, and click OK: In the Null Value box, type the character that is used as the null value in the source file, or leave this box empty. In the Culture box, select the locale in which the data is presented in the source file. In the Mode box, select the Insert All Records option to update the records that exist in the system. d. In the Columns dialog box, for the columns in your file, select the appropriate property name; click OK. The records are exported from the file to the table area of the Transaction Details tab. e. In the table, select the unlabeled check box next to a record, multiple records, or all the records. f. On the table toolbar, select the Validate action, and click Process (to validate selected records) or Process All (to validate all records in the list). g. If there are unmapped accounts or subaccounts, map them manually to the corresponding internal accounts or subaccounts. h. If there are duplicate accounts or subaccounts, on the table toolbar, select the Merge Duplicate action, and click Process or Process All. Then select the Validate action and Process or Process All once again. 8. Review the list on the Exceptions tab. 9. In the Summary area, check the Debit Total and Credit Total amounts, and clear the Hold check box.

60 Importing Financial Data Click Save on the form toolbar. 11. Click Release on the form toolbar. 12. In the Batch Number box, click the number of the batch generated for the imported trial balance. 13. Navigate to Finance > General Ledger > Work Area > Enter > Trial Balance (GL ) form, release and post the batch generated for the imported trial balance. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following general recommendations: We recommend that you import the trial balance for at least one period prior to the period in which you start using Acumatica ERP. For example, if you start using Acumatica ERP in , you import the trial balance for at least If you are going to import the trial balance for more than one financial periods, you have to import the trial balances one by one successively, and release and post each generated batch before you import the trial balance for the next period. It is required because the system generates journal entries in the amount of the difference between the ending balances of the previous period and the imported balance of the next period. Note the following about the Summary area of the form: The Control Total box is available only if the Validate Batch Control Totals on Entry check box is selected on the General Ledger Preferences (GL ) form. The amount in this box should be equal to the sum of the debit totals (of the asset and expense accounts) and the credit totals (of the liability and income accounts) of the trial balance. Note the following about the Exceptions tab of the form: If you perform periodic imports and the target ledger contains records, this tab displays the list of accounts and subaccounts (with their balances) that currently exist in the ledger for the period you are importing the trial balance for and that are not present in the data being imported. For details, see Importing Trial Balances.

61 Processing Transactions 61 Processing Transactions Transactions posted to the General Ledger module are organized into batches. These batches can be created manually or generated automatically by the system when documents are released in other Acumatica ERP modules. Each batch can contain one transaction or multiple transactions. A transaction, in turn, contains at least two journal entries for which the account and the debit and credit amounts are specified. In this chapter, you will read about how to work with batches in the General Ledger module, and how to create, release, and post batches in this module. The chapter also describes how to create autoreversing transactions: adjusting transactions that are reversed at the beginning of the next period. Also, you will find information about foreign currency transactions and tax-related transactions. In This Chapter GL Batches Auto-Reversing Transactions Foreign Currency Transactions Tax Entry from General Ledger Rules for Balancing Inter-Branch Transactions To Create a Batch To Release a Batch To Release Multiple Batches To Post Batches To Find and View a Particular Batch Document Quick Entry Through Document Batches To Reverse a Batch To Create an Auto-Reversing Batch To Create a Tax-Related Transaction To Enter a Voucher Code To Add Documents to a Document Batch To Enable Adding Balancing Entries To Define Inter-Branch Account Mapping Rules GL Batches Transactions posted to General Ledger, whether manually entered or system-generated, are organized in batches. Because of the potential for errors, we recommend that manual entries to the General Ledger be kept to a minimum. This topic focuses on the use of manually entered General Ledger batches. Manually Entered Batch All transactions in one General Ledger batch must use the same currency (but not necessarily the base currency). They also must be posted to the same ledger and the same period. A General Ledger batch must include at least two transactions. For each transaction, you should specify all of the following by using the Journal Transactions (GL ) form: Account Subaccount (if subaccounts are enabled in your system) Debit or credit amount

62 Processing Transactions 62 The total credit and debit amounts of transactions in a batch must be equal; otherwise, the batch cannot be processed further. : No transactions can be entered for the Year-to-Date Net Income account. When you first save a batch, its batch number is automatically generated in accordance with the numbering sequence assigned to General Ledger batches on the General Ledger Preferences (GL ) form. Batch Status The batch status reflects its current state and defines what processing can be applied to it. See below for a description of the batch statuses. Status On Hold Balanced Scheduled Unposted Posted Void A batch with On Hold status cannot be released or posted. You can give a batch this status by selecting the Hold check box on the Journal Transactions form. The On Hold status is usually assigned to a newly created batch if further editing is planned. Also, if after being edited, a batch becomes out of balance, it can be saved as On Hold. If a batch that's on hold has total debits equal to total credits, you can change its status to Balanced once you clear the Hold check box. To have the On Hold status assigned by default to all batches on their entry, select the Hold Batches on Entry check box on the General Ledger Preferences form. The Balanced status indicates that the batch's debit total equals its credit total and the batch can be released or posted. You can modify or delete a balanced batch, but you can save changes only if the batch's credit and debit totals remain equal. To have the Balanced status assigned by default to all entered batches, clear the Hold Batches on Entry check box on the General Ledger Preferences form. The Scheduled status indicates that the batch was attached to a schedule. A scheduled batch is used as a template for generating similar General Ledger batches with dates calculated according to the schedule settings. The batch can be scheduled if its status is Balanced. A batch with a Scheduled status can be modified, but it can be saved only if its debit and credit totals are equal. The status of a batch will change to Void if the batch is deleted from the schedule. A scheduled batch can be fully deleted only if the schedule was never executed and no ordinary General Ledger batches were generated in accordance with it. A batch with the Unposted status is a balanced batch that was released but not yet posted (used to update General Ledger account balances). You cannot edit or delete such a batch. The Posted status indicates that the transactions of the batch were posted that is, were used for updating appropriate General Ledger account balances. A posted batch cannot be modified or deleted; it is available only for viewing. The Void status indicates that this batch was canceled for example, because it was removed from the schedule before the schedule was completed. However, the voided batch cannot be deleted because it is needed for auditing.

63 Processing Transactions 63 Control Total Amount of a Batch In Acumatica ERP, each batch has a control total, which is specified on the Journal Transactions (GL ) form. For a balanced batch, the control total is equal to both its credit total and its debit total. If these totals differ, the batch cannot be released and posted. You use the Validate Batch Control Totals on Entry check box on the General Ledger Preferences (GL ) form to enforce validation of batch control totals as follows: If this check box is selected, each time you add a transaction (by using the Journal Transactions form) during initial entry of the batch or later editing, the system updates the Total Credits and Total Debits and highlights in red the Control Total. To save the batch with the Balanced status, in the Control Total box, you must enter the control total amount, which is equal to both total credits and total debits. If you cannot make the batch balanced, change its status to On Hold by selecting the Hold check box and clicking Save. An On Hold batch doesn't need to have valid control totals. If the Validate Batch Control Totals on Entry check box is cleared, the Control Total box isn't shown on the Journal Transactions form. The system checks the batch totals only when you click Save, and if the totals are not equal, an error message appears. Unbalanced batches may be saved as drafts with the On Hold status. Batch Processing Once the batch status changes to Balanced, the batch may be processed further. You can apply the Release action on the Journal Transactions form after you have finished editing the batch, or you can use the Release Transactions (GL ) form. After you release the batch, it gets the Unposted status and cannot be modified. You can instead configure the system to immediately post batches on their release. To do this, use the Automatically Post on Release option, located on the General Ledger Preferences form. You can post released batches (those with the Unposted status) only by using the Post Transactions (GL ) form. You can post all the batches listed or only those you select. The system initiates the posting process in the background so that you can continue with data entry or other tasks. When the system has finished posting the batches to General Ledger, it automatically updates the status of the batches to Posted. Batch Audit Trail To facilitate batch tracking, you can attach scanned images of supporting documents to a batch and to each line of the batch. Once transactions are posted to the database, you cannot delete them because they're needed for auditing purposes. The only way to correct errors while keeping a full audit trail is to create another batch that contains reversing or adjusting journal entries for the original batch. Auto-Reversing Transactions Acumatica ERP makes it easy to close your books at the end of a period. To do so, you may need to post some adjusting transactions that should be reversed at the beginning of the next period. For example, at the period-end, the accounts maintained in foreign currencies are revalued in the base currency, and the adjusting entries are posted to the General Ledger's unrealized gains and losses accounts. At the beginning of the next period, these entries should be reversed. In Acumatica ERP, the General Ledger module can process auto-reversing batches, which can be manually marked as such on the Journal Transactions (GL ) form. Also, some auto-reversing batches are automatically generated.

64 Processing Transactions 64 Reversing Batches For a batch marked as auto-reversing, the system automatically creates the reversing batch according to the following rules: All transactions are reversed that is, a debit entry is reversed as a credit entry and vice-versa. The first day of the next financial period is set as the date of the reversing transactions. Depending on the Generate Reversing Entries option on the General Ledger Preferences (GL ) form, the system can be configured to generate reversing batches at either of the following times: On Post: Each reversing batch is generated once the original batch is posted. On Period Closing: All reversing batches are generated at once when the process of period closing has been initiated. : When you view the batches on the Journal Transactions form, note that for the reversing batches, the Reversing Entry check box is selected. Foreign Currency Transactions You can use the General Ledger module to record batches of journal entries in foreign currencies. All the transactions in one batch must use the same currency, but not necessarily the base currency. : If at least one of the accounts used in a batch is denominated to a specific currency, only this currency can be used as a batch currency. The default exchange rate type is defined for all the foreign currencies on the Currency Management Preferences (CM ) form. Exchange rates for all rate types are maintained in the system with their history. You can manually change the default rate type for a particular batch. On the Journal Transactions (GL ) form, click in the second Currency ID box (with the exchange rate). In the Rate Selection dialog box, select the rate type; the rate effective for the batch date and for this rate type will be shown. If you manually change the rate, the rate will be stored with the batch. Rounding Gains and Losses Once you enter your journal transactions with debit and credit amounts in the foreign currency, the system automatically converts the amounts into the base currency based on the default or the specified exchange rate. The base currency generally has fewer decimal places than the exchange rate, which has six decimal places. Thus, the debit and credit amounts calculated in the base currency may differ by a very small amount, causing the batch to not balance. In this case, the difference is recorded to one of the accounts specified for each currency, Rounding Gain account or Rounding Loss account, and the corresponding transaction is automatically added to the batch. Tax Entry from General Ledger In Acumatica ERP, you can configure automatic tax calculation in documents that you create in the system. With automatic tax calculation, tax and taxable amounts are computed automatically on each bill or invoice created in the system modules (such as Accounts Receivable or Accounts Payable). Once a document is created and released, the system automatically creates the appropriate General Ledger transactions containing tax-related journal entries. For details, see Setting Up Tax Calculation.

65 Processing Transactions 65 In Acumatica ERP, you can also create tax-related transactions manually in the General Ledger module. These transactions update the balances of the General Ledger accounts specified for each journal entry of the transaction. : Manual creating of tax-related transactions is available only if the Tax Entry from GL Module feature is enabled on the Enable/Disable Features (CS ) form. Manual Creation of a Tax-Related Journal Transaction You should use the Journal Transactions (GL ) form to create a tax-related journal transaction in the General Ledger module. On this form, you need to select the Create Tax Transactions check box so that the additional Tax ID and Tax Category columns appear in the table. Each tax-related transaction should contain at least three journal entries: A journal entry that represents the document amount. (This amount can be recorded, for example, to the Accounts Payable account.) A journal entry that represents the tax amount. (This amount can be recorded, for example, to the Tax Payable account defined for a tax.) A journal entry that represents the taxable amount. (This amount can be recorded, for example, to any expense or income account, depending on the tax type.) While creating a journal transaction, you need to specify the following information for each journal entry you add: Account: The GL account that should be updated with the amount you enter in this line. Subaccount: The appropriate subaccount (if any). Ref. Number: The number of the internal or external document to which the transaction is related. Tax-related information will be posted to the appropriate tax report only if you specify this reference number. Otherwise (if the Ref. Number column is empty), tax and taxable amounts will not be reflected in the tax report. : All journal entries of the journal transaction that relate to the same document should have the same document number in the Ref. Number column. Debit Amount or Credit Amount: The amount that should debit or credit the specified GL account (and subaccount, if applicable). : A single journal entry should contain only a debit amount or credit amount. Tax ID: The tax to be used to calculate tax amount. The system enters the tax automatically if you have specified an account assigned to a particular tax on the GL Accounts tab on the Taxes (TX ) form.. Tax Category: The tax category based on which the taxable amount is calculated. The system enters the tax category automatically if you have selected an account (expense, income, or inventory) that is associated with a particular tax category on the Chart of Accounts (GL ) form. In a transaction, the total credit amount (Credit Total in the Summary area) of all journal entries must be equal to total debit amount (Debit Total) of all journal entries. Tax Amount Calculation When you create a journal entry on the Journal Transactions form, the system calculates the tax amount according to the tax associated with the GL account (and subaccount, if applicable) that you specify in the Account (and Subaccount, if any) column. When you specify the account (subaccount),

66 Processing Transactions 66 the system automatically enters the tax associated with this account (subaccount) in the Tax ID column and uses it for calculating the tax amount for the entry. : The account (and subaccount. if any) associated with the tax has been specified in the Tax Payable Account (and Subaccount) or Tax Claimable Account (and Subaccount) box (depending on the tax type) on the GL Accounts tab on the Taxes (TX ) form during configuration of a tax in the system. While you are adding a journal entry, you can overwrite the default Tax ID value. Taxable Amount Calculation The system calculates the taxable amount according to the tax category specified for the journal entry in the Tax Category column on the Journal Transactions form. Once you have selected an account in the Account column, the system automatically enters the tax category associated with the GL account. The associated tax category is the one that is assigned to the selected GL account in the Tax Category column on the Chart of Accounts (GL ) form. : If no tax category is specified for the GL account you select in the Account column, no tax-related transaction can be created. Batch Release On release of the journal transaction (a batch) that you have created, the GL accounts specified in each journal entry will be updated with the appropriate amounts. The tax-related amounts will be reflected in the appropriate tax report only if the number of the document related to the journal transaction is specified for each journal entry in the Ref. Number column. Rules for Balancing Inter-Branch Transactions When an organization consists of multiple legal entities (branches), it often has transactions that occur between these branches. The branches of the same organization may regularly purchase stock items for other branches, transfer goods, or redistribute funds among branches in the organization. Interbranch transactions, if they are not properly processed and eliminated, can result in overestimation of the organization's financial position. Acumatica ERP supports automatic generation of inter-branch transactions if the Inter-branch Transactions feature is activated. Types of Inter-Branch Transactions An inter-branch transaction occurs when one branch of an organization is involved in a transaction with another branch of the same organization. Branches engaging in transactions with one another debit and credit each other as they would if there were no corporate relationship between them. Transactions between branches of an entity can take multiple forms and can occur between any branches of the entity. The transactions are processed differently depending on whether both branches are legal entities (or are units of different legal entities). There are two basic types of inter-branch transactions: 1. If transactions occur between branches that are legal entities themselves (as shown by Model 2 in Basic Models for Multi-Branch Organization) or are subordinate branches of different legal entities (Model 3), they should be balanced in each branch involved so that the accounts of each legal entity will be in balance. 2. If transactions occur between a consolidation branch and its subordinate branch (Model 1), these transactions do not always require balancing within each branch. However, it may happen that some inter-branch transactions require elimination before reporting.

67 Processing Transactions 67 In Acumatica ERP, an inter-branch transaction is considered a transaction of the first type if the following criteria are met: The branches involved in the transaction post their records to different ledgers. The branches use the same ledger, and for the ledger, the Branch Accounting check box is selected on the Ledgers (GL ) form. Inter-branch transactions of the first type should be balanced in such a way that each branch can file reports separately. An Example of Inter-Branch Transaction Balancing In Acumatica ERP, the rules for balancing inter-branch transactions define offset accounts to be used for particular branches involved, depending on the accounts used in the original transactions. Let's create balancing rules based on the following example: Consider a retailing organization with several autonomous branches (Model 2). To use volume discounts, Branch 1 purchases goods for itself and other branches and then transfers the purchased inventory to other branches. For example, Branch 1 moves some of the purchased inventory from its asset account to Branch 2's asset account and records the following journal entries. Branch Account Debit Credit Branch $ Branch $ To balance these transactions for each branch, we should add one complementary transaction for each original transaction, as shown below. Branch Account Debit Credit Branch $ Branch 1 XXXX (Receivables from Branch 2) $ Branch $ Branch 2 YYYY (Payables to Branch 1) 0.0 $ In this example, XXXX and YYYY are offset accounts that should be defined by the balancing rules. XXXX is an account used by Branch 1 to record the amounts receivable from Branch 2, and YYYY is an account used by Branch 2 to record the amounts payable to Branch 1. Using specially created offset (inter-branch) accounts helps you efficiently identify inter-branch transactions, view that they are in balance, and eliminate them when you close an accounting period. Failure to eliminate inter-branch transactions when preparing the consolidated financial statements results in overstated financial results and can lead to legal consequences. Rules for Transaction Balancing In Acumatica ERP, you can create account mapping by using the Inter-Branch Account Mapping (GL ) form. For each branch, specify a range of accounts that might be involved in inter-branch transactions. In each branch, specify offset (inter-branch) accounts for amounts to be paid to other branches (Payables to Branch 1, Payables to Branch 3, and so forth) and for amounts to be received from other branches (Receivables from Branch 1, Receivables from Branch 2, and so forth). : The following terminology is used on the Inter-Branch Account Mapping form: An originating branch is always the branch specified in the Summary area (header) of the document to be balanced, and each of the branches specified in the document lines are the destination branches.

68 Processing Transactions 68 For each branch selected in the Summary area of the Inter-Branch Account Mapping form, use the Transaction in the Originating Branch tab to specify the offset accounts to be used for specific ranges of accounts in each of the other branches. Then, if an inter-branch transaction refers to an account in one of the specified ranges in any destination branch, the system will generate a new balancing transaction in the originating branch for the respective offset account. You can use the Transaction in the Destination Branch tab to specify the offset accounts to be used for generating balancing transactions in other branches if the inter-branch transactions refers to accounts within specific account ranges in the destination branches. To better understand how to use the Inter-Branch Account Mapping form, consider the following example: There are three branches in an organization. If you select Branch 1 in the Summary area of the form, on the Transaction in the Originating Branch tab, for Branch 1 you can specify the following offset accounts: Receivables From Branch 2, Receivables From Branch 3. For the above example, by using the Transaction in the Destination Branch tab, you can specify the following offset accounts: For Branch 2: Payables to Branch 1 For Branch 3: Payables to Branch 1 Successively selecting Branch 2 and Branch 3 in the Summary area of the form, you can specify the inter-branch accounts for all possible inter-branch transactions. Usage of the Rules The system will apply the balancing rules to the inter-branch transactions once the following conditions are met: The transaction accounts match the account range specified by rules for inter-branch transactions. The transaction's header and the details refer to different branches. Complementary transactions are generated when the original transactions are posted. Document Quick Entry Through Document Batches Generally, bookkeeping routines include data entry: hundreds or thousands of accounting documents, each of which should be entered correctly in a specific module and verified. With Acumatica ERP, you can dramatically decrease the bookkeeping workload by using a single form to enter a batch of documents of different types, including vendor bills, prepayments, customer invoices and payments, cash receipts and disbursements, and General Ledger journal entries. This form is designed for quick entry of documents. You have to enter only the key values for each document type, and other elements get the default values. Also, you can apply the payments to documents. After you enter all the documents and release the batch, all the documents are generated automatically in the respective modules (subledgers). To enable this functionality, you have to specify transaction codes for documents and transactions that may be included in document batches in your company. Defining Transaction Codes You can define transaction codes specific for your company by using the Voucher Entry Codes (GL ) form. A transaction code uniquely identifies a document type in a particular module. The list of Acumatica ERP internal codes used for document and transaction types is available here: Voucher Entry Codes. This list includes all the document types from the Accounts Payable, Accounts Receivable, Cash Management, and General Ledger modules that can be processed through document batches. You can manually specify transaction codes in the table on the Voucher Entry Codes form for

69 Processing Transactions 69 the types of transactions or documents that are used in your system, or you can import these codes to the system from the file. : Only codes with the Active check box selected can be used for adding documents to a document batch. Entering Document Batches You can enter the batches of miscellaneous documents by using the Journal Vouchers (GL ) form. A batch, when it is saved, gets a reference number in accordance with the numbering sequence assigned to document batches on the General Ledger Preferences (GL ) form. A batch may contain any number of documents. The summary information of the batch includes the branch associated with the transaction, the currency of the documents, the default date of the documents (which may be changed for specific documents), and the post period for all documents. A document batch has one of the following statuses: On Hold: The batch is a draft, and new documents can be added. The system marks the documents with incomplete information with yellow marks so that you can address the issues. You can take it off hold only if all added documents are valid (have all the required information). Balanced: All the documents of the batch have complete information, and the batch can be released. You can add only valid documents to a batch with this status. Released: All the included documents have been generated and released successfully. If release fails, correct the errors or delete the documents that are the sources of errors. Adding Documents to a Batch You can add new documents to a batch with the On Hold or Balanced status at any time. You enter information about documents that includes the transaction code, the date, the customer or vendor, the document total, and the tax information, if available. (These details differ slightly for different types of documents.) Once you specify the transaction code, some of the elements become available, while others become unavailable, depending on the code. : As you enter the document information (transaction code, document type, vendor or customer, and amount) in a row, the system assigns a reference number to the record according to the numbering sequence assigned to documents of this type. This reference number will be reserved for the document whether it is successfully generated or its generation fails (and the document is removed from the system). To avoid duplication of documents, you can specify these reference numbers on paper documents as you proceed through the document stack. A document can be entered as a one-line document or as a multi-line document with a header line and detail lines if needed. If the document is entered by its summary (as a one-line document), it takes one row in the Transactions table, with this row including the document header values as well as the document total and the tax total (if applicable). By using the Split check box, you can enter a document with line details. Selecting the Split check box leaves the information related to the document header on the current row, and adds a row that can be used for line item information. You can add the required number of lines with a line subtotal. The document to be complete or valid should have total debits equal total credits. Entering documents of different types associated with specific modules is slightly different, and these differences are discussed in To Add Documents to a Document Batch. Applying Payments to the Documents in the Batch While entering miscellaneous documents to the batch, you can apply the payments to the documents in the same batch or to other documents available in the system. On the Journal Vouchers (GL ) form, by using the AP Payments Application tab, you can apply checks, credit adjustments, and

70 Processing Transactions 70 prepayments to bills and debit adjustments. By using the AR Payments Application tab, you can apply customer payments and debit adjustments to invoices and credit adjustments. : The documents added to the batch appear on the AP Payments Application and AR Payments Application tabs only after you save the batch. If you add checks to the batch, make sure they are fully applied before you take the batch off hold. : Make sure the payment methods specified for payments to vendors do not require check printing or are not ACH payments. If invoices or customer payments listed in the batch have an unapplied balance, these documents cannot be used in any other application until the batch is released and the actual documents are generated. Releasing Document Batches You can release a particular batch with the Balanced status by using the Journal Vouchers form. To do this, select the batch on the form and click Release on the form toolbar. Releasing the batch may take some time. If the batch was released successfully, you will see the green mark on the form toolbar. If release fails, you will see the red mark. If you point the cursor on the mark, you will be able to read the error message. To Create a Batch You use the Journal Transactions (GL ) form to create a batch. To Create a Batch 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Enter > Journal Transactions (GL ). 2. On the form toolbar, click Add New Record. 3. In the Summary area, perform the following steps: a. In the Module box, select GL, because a new batch can be created for only the General Ledger module. b. In the Transaction Date box, specify the transaction date for the batch. c. In the Post Period box, change the financial period to which the transactions should be posted, if necessary. d. Optional: In the box, enter a brief description of the transaction. e. In the Branch box, check the branch to which the transactions belong, and change it if necessary. f. In the Ledger box, check the ledger to which the transactions are posted, and change it if necessary. 4. For each journal entry to be added to the batch, click Add Row on the table toolbar, and enter the journal entry parameters as follows: a. In the Branch column, check the branch whose balance will be updated by the journal entry, and change it if necessary. b. In the Account column, select the account to be updated by the entry. c. If required, in the Subaccount column, select the subaccount to be used with the account.

71 Processing Transactions 71 d. Optional: In the Ref. Number column, specify a value that meets your internal requirements. e. In the Debit Amount column, specify the debit amount of the journal entry (if any). f. In the Credit Amount column, specify the credit amount of the journal entry (if any). g. Optional: In the Transaction column, enter a description that will help you or other users identify the journal entry. 5. If the Control Total box is shown, enter the amount that equals the debit total or credit total. 6. Click Save on the form toolbar. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the Summary area of the form: The Branch box is available only if the Multi-Branch Accounting feature is enabled on the Enable/ Disable Features (CS ) form. The Control Total box is available only if the Validate Batch Control Totals on Entry check box is selected on the General Ledger Preferences (GL ) form. Note the following about the table of the form: The Branch column is available only if the Multi-Branch Accounting feature is enabled on the Enable/Disable Features form. The Subaccount column is available only if the Subaccounts feature is enabled on the Enable/ Disable Features form. To Release a Batch You release a batch by using the Journal Transactions (GL ) form. To Release a Batch 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Enter > Journal Transactions (GL ). 2. Open the batch that you want to release; see To Find and View a Particular Batch if necessary. 3. If the batch has the On Hold status, clear the Hold check box, and type in the control total, if the Control Total box appears on the form. 4. If the batch has a status of Balanced, click Release. After you release the batch, the system changes the status of the batch to Unposted or Posted, depending on whether the Automatically Post on Release check box is selected on the General Ledger Preferences (GL ) form. To Release Multiple Batches You release multiple batches at once by using the Release Transactions (GL ) form.

72 Processing Transactions 72 To Release Multiple Batches 1. On the Finance tab, click General Ledger. In the left pane, select the Processes tab, and then navigate to Daily > Release Transactions (GL ). Batches with the Balanced status are listed here. 2. Do one of the following: Click Release All to release all the listed batches. Select the unlabeled check box in the row of each batch you want to release. (If you plan to release most of the listed batches, instead select the check box in the column header to select all check boxes on the page, and clear the check boxes in the rows of batches you don't want to release.) Click Release. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the status of the batches that have been released: The release operation changes the status of batches to Unposted or Posted, depending on whether the Automatically Post on Release check box is selected on the General Ledger Preferences (GL ) form. You can set up a filter to display only specific batches on the list. For more information, see Reusable Filters. To Post Batches You post batches that have originated in different modules by using the Post Transactions (GL ) form. To Post Multiple Batches 1. On the Finance tab, click General Ledger. In the left pane, select the Processes tab, and then navigate to Daily > Post Transactions (GL ). 2. Do one of the following actions, each of which changes the status of the applicable batches to Posted: Select the unlabeled check boxes in the rows of the batches in the list that you want to post, and click Post. Click Post All. : You can set up a filter to display only specific batches on the list. For more information, see Reusable Filters. To Reverse a Batch You reverse a released batch by using the Journal Transactions (GL ) form. To Reverse a Batch 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Enter > Journal Transactions (GL ).

73 Processing Transactions Open the batch you want to reverse; see To Find and View a Particular Batch if necessary. 3. On the form toolbar, in the Actions menu, select Reverse Batch. This creates and opens a new batch in which credit entries become debit entries and debit entries become credit entries. Notice that the Reversing Entry check box is selected in the new batch, indicating that this is a reversing batch. 4. If the Control Total box is shown, enter the control total. 5. Click Save. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the Summary area of the form: In the Orig. Batch Number box, you can see the reference number of the batch that was reversed. The Control Total box is available only if the Validate Batch Control Totals on Entry check box is selected on the General Ledger Preferences (GL ) form. To Create an Auto-Reversing Batch You use the Journal Transactions (GL ) form to create a batch that will be reversed automatically. To Create an Auto-Reversing Batch 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Enter > Journal Transactions (GL ). 2. On the form toolbar, click Add New Record. 3. In the Summary area, perform the following steps: a. In the Module box, select GL because a new batch can be created only for the General Ledger module. b. In the Transaction Date box, specify the transaction date for the batch. c. In the Post Period box, change the financial period to which the transactions should be posted, if necessary. d. Optional: In the box, enter a brief description of the transaction. e. In the Branch box, check the branch to which the transactions belong, and change it if necessary. f. In the Ledger box, check the ledger to which the transactions are posted, and change it if necessary. g. Select the Auto Reversing check box. h. Make sure the Hold check box is cleared. 4. For each journal entry to be added to the batch, click Add Row on the table toolbar, and enter the journal entry settings as follows: a. In the Branch column, check the branch whose balance will be updated by the journal entry, and change it if necessary.

74 Processing Transactions 74 b. In the Account column, select the account to be updated by the entry. c. If required, in the Subaccount column, select the subaccount to be used with the account. d. Optional: In the Ref. Number column, specify a value that meets your internal requirements. e. In the Debit Amount column, specify the debit amount of the journal entry (if any). f. In the Credit Amount column, specify the credit amount of the journal entry (if any). g. Optional: In the Transaction column, enter a description that will help you or other users identify the journal entry. 5. If the Control Total box is shown, enter the amount that equals the debit total or credit total. 6. Click Save on the form toolbar. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the Summary area of the form: The Branch box is available only if the Multi-Branch Accounting feature is enabled on the Enable/ Disable Features (CS ) form. The Control Total box is available only if the Validate Batch Control Totals on Entry check box is selected on the General Ledger Preferences (GL ) form. Note the following about the table of the form: The Branch column is available only if the Multi-Branch Accounting feature is enabled on the Enable/Disable Features form. The Subaccount column is available only if the Subaccounts feature is enabled on the Enable/ Disable Features form. To Find and View a Particular Batch To find and view a batch, you can use the Journal Transactions (GL ) form. To find a batch by financial period, you can also use the GL Edit Summary (GL ) report, which lists On Hold batches grouped by period. To Find a Batch by Using the Journal Transactions Form 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Enter > Journal Transactions (GL ). 2. Open the list of batches by clicking the lookup icon in the Batch Number box. 3. To locate the batch, do one of the following: Click any column header to arrange the items in ascending or descending order based on the values in the column. You can navigate between pages to locate the specific batch. Click the column header for any column you may want to search, and then type a string in the search box at the bottom of the dialog box that pops up. As you type, the system filters the listed batches to display only those containing the text you entered in the selected column.

75 Processing Transactions 75 Create a filter to find the batch by its details. To do this, click Filter Settings on the table toolbar of the lookup window, and specify a condition based on the batch details. 4. When you find the batch, double-click anywhere in the row to open that batch and view its information. To Find a Batch by Using the GL Edit Summary Report 1. On the Finance tab, click General Ledger. Select the Reports tab, and then navigate to Audit > GL Edit Summary (GL ). 2. Select the ledger and financial period. 3. Click Run Report. 4. Review the list of batches for the period. : If you don't see the batch you're looking for, click Parameters, change the selection criteria, and run the report again. 5. To view the details of the batch you were looking for, click the batch number to navigate to the Journal Transactions (GL ) form. To Create a Tax-Related Transaction You use the Journal Transactions (GL ) form to create a tax-related transaction. Before You Proceed Before you start creating a tax-related transaction, make sure that the needed tax categories, tax zones, and taxes have been created in the system. To Create a Batch 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Enter > Journal Transactions (GL ). 2. On the form toolbar, click Add New Record. 3. In the Summary area, perform the following steps: a. In the Module box, select GL. b. In the Transaction Date box, specify the transaction date for the batch. c. In the Post Period box, change the financial period to which the transactions should be posted, if necessary. d. Optional: In the box, enter a brief description of the transaction. e. In the Branch box, check the branch to which the transactions belong, and change it if necessary. f. In the Ledger box, check the ledger to which the transactions are posted, and change it if necessary. g. Select the Create Tax Transactionscheck box. 4. For each journal entry to be added to the batch, click Add Row on the table toolbar, and enter the journal entry settings as follows: a. In the Branch column, check the branch whose balance will be updated by the journal entry, and change it if necessary.

76 Processing Transactions 76 b. In the Account column, select the account to be updated by the entry. c. If required, in the Subaccount column, select the subaccount to be used with the account. d. If required, in the Ref. Number column, specify a value that meets your internal requirements. e. In the Debit Amount column, specify the debit amount of the journal entry (if any). f. In the Credit Amount column, specify the credit amount of the journal entry (if any). g. Optional: In the Transaction column, enter a description that will help you or other users identify the journal entry. 5. If the Control Total box is shown, enter the amount that equals the debit total or credit total. 6. Click Save on the form toolbar. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the Summary area of the form: The Branch box is available only if the Multi-Branch Accounting feature is enabled on the Enable/ Disable Features (CS ) form. The Control Total box is available only if the Validate Batch Control Totals on Entry check box is selected on the General Ledger Preferences (GL ) form. Note the following about the table of the form: The Branch column is available only if the Multi-Branch Accounting feature is enabled on the Enable/Disable Features form. The Subaccount column is available only if the Subaccounts feature is enabled on the Enable/ Disable Features form. The Ref. Number column is mandatory if the Require Ref. Numbers for GL Documents with Taxes is selected on the General Ledger Preferences (GL ) form. To Enter a Voucher Code You use the Voucher Entry Codes (GL ) form to enter new transaction codes. : On this form, you can also upload the Voucher Entry Codes file, which contains transaction codes provided by Acumatica ERP. To Enter a Voucher Code 1. On the Finance tab, click General Ledger. In the left pane, select the Configuration tab, and then navigate to Setup > Voucher Entry Code (GL ). 2. On the form toolbar, click Add Row. 3. In the Module column of the new row, select the module where a document or a transaction will be generated. 4. In the Module Tran. Type column, select the type of the document or transaction to be generated for the code.

77 Processing Transactions In the Unique Tran. Code column, type the unique identifier to be used for this voucher entry code. 6. Optional: In the column, type a brief description of the voucher entry code. To Add Documents to a Document Batch You can create a batch of documents by using the Journal Vouchers (GL ) form. On this form, you can quickly enter miscellaneous documents. For each document type (as determined by the transaction code), you enter only the required information, by summary or with row details, if needed. When you release the batch, the actual documents in the Accounts Payable, Accounts Receivable, and Cash Management modules (the documents correspond to the rows you enter on the Transactions tab of the Journal Vouchers form) are generated and released automatically. Before You Proceed Make sure that the necessary codes have been defined on the Voucher Entry Codes (GL ) form. You can enter your own codes, as described in To Add Documents to a Document Batch, or upload the Voucher Entry Codes file, which contains the Acumatica ERP predefined transaction codes. To Create a Document Batch 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Enter > Journal Vouchers (GL ). 2. Make sure that the date specified in the Transaction Date box is correct. If it is not, enter the correct date. 3. In the Branch box, select the branch with which the documents are associated. 4. Optional: In the box, type a description for the batch. 5. Click Save. The batch reference number will be generated by the system. 6. On the Transactions tab, click Add Row to add a new row to the table. Add documents to the batch, as described in the following instructions: To Add a Batch of Journal Transactions to the Document Batch To Add a Cash Adjustment to the Batch To Add an Accounts Payable or Accounts Receivable Document to the Batch 7. If the Control Total box appears in the Summary area, enter the amount, which is equal to the credit and debit total. 8. To save the document batch with the Balanced status, clear the Hold check box. 9. Click Save. You can release a batch that has a status of Balanced. Releasing the batch causes the system to generate and release the actual documents in the respective modules. To Add an Accounts Payable or Accounts Receivable Document to the Batch 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Enter > Journal Vouchers (GL ). 2. In the Batch Number box, select the batch to which you want to add a document. 3. On the Transactions tab, perform the following steps for each document you want to add:

78 Processing Transactions 78 a. In the Tran. Code column, select the transaction code for the Accounts Payable or Accounts Receivable document you want to add. b. Check the date in the Transaction Date column, and change it if necessary. c. In the Customer/Vendor column, select the vendor or customer shown on the original document. d. In the Ext. Ref. Number column, enter the reference number of the document used by the vendor or customer. e. In the Total Amount column, enter the total amount of the document. f. Provide the tax category and the tax zone, if needed. g. In the Transaction column, type a brief description of the document. h. If you want to enter the document without details (by its summary), proceed to Step j. i. If you want to enter the document with details, select the Split check box. j. Do the following for each line item: a. Click Add Row. The new row has the same reference number as the bill header row. b. In the Subtotal Amount column, specify the line amount. c. Specify the debit account and subaccount for the line, if they are different from the default ones. k. Make sure that the document is balanced and its total credits equal total debits. Manually adjust the values if there are discrepancies due to rounding. 4. Click Save on the form toolbar. To Add a Cash Adjustment to the Batch 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Enter > Journal Vouchers (GL ). 2. In the Batch Number box, select the batch to which you want to add a cash entry. 3. On the Transactions tab, perform the following steps for each cash entry you want to add: a. In the Tran. Code column, select the transaction code of the cash transaction you want to add. b. Check the date in the Transaction Date column, and change it if necessary. c. In the Entry Type column, specify the entry type of the cash transaction. d. In the Ext. Ref. Number column, enter the reference number shown on the external document. e. Enter the Total Amount of the cash transaction. f. Optional: In the Transaction column, type a brief description of the cash transaction. g. If you want to enter the cash transaction without details (by its summary), proceed to Step j. h. If you want to enter the document with details, select the Split check box. i. Do the following for each line item of the document:

79 Processing Transactions 79 a. Click Add Row on the table toolbar. The new row has the same reference number as the transaction's header row. b. In the Subtotal Amount column, specify the line amount. c. Specify the credit or debit account and a corresponding subaccount for the line, depending on the entry type (expense or disbursement). j. Make sure that the document is balanced and its total credits equal total debits. 4. Click Save on the form toolbar. To Add a Batch of Journal Transactions to the Document Batch : By using the quick entry form, you can add only transactions that have at least one entry (debit or credit) with the amount equal to the transaction total. 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Enter > Journal Vouchers (GL ). 2. In the Batch Number box, select the batch to which you want to add a General Ledger entry. 3. On the Transactions tab, perform the following steps for each General Ledger entry you want to add: a. In the Tran. Code column, select the transaction code for the journal transaction you want to add. b. In the Transaction Date column, check the date, and change it if necessary. c. In the Ext. Ref. Number column, enter the reference number shown on the external document. d. Enter the Total Amount of the batch. e. Optional: In the Transaction column, type a brief description of the General Ledger transaction. f. If the batch includes only two journal entries, specify both the Credit Account and Debit Account (with corresponding subaccounts), review the entered data, and proceed to Step 10. g. If the batch has split debit entries, enter the Credit Account with the Credit Subaccount. h. If the batch has split credit entries, enter the Debit Account with the Debit Subaccount. i. If the batch has split entries, select the Split check box. j. Repeat the steps below for each split journal entry: a. Click Add Row on the table toolbar. b. In the Total Amount column, specify the entry amount. c. Specify the appropriate credit or debit account and subaccount for the journal entry. 4. Click Save on the form toolbar.

80 Processing Transactions 80 To Enable Adding Balancing Entries In Acumatica ERP, if your company has multiple branches and you are going to post inter-branch transactions to one ledger of the Actual type, you have to set up the ledger to add balancing entries to the transaction. To do so, you use the Ledgers (GL ) form. : To make possible the addition of balancing entries for inter-branch transactions in one ledger, the Inter- Branch Transactions feature has to be enabled on the Enable/Disable Features (CS ) form. Before You Proceed Before you start, you should make sure that the necessary ledgers have been added on the Ledgers (GL ) form. For details, see To Add an Actual Ledger. You should also ensure that a consolidating branch specified is specified for the ledger in the Consol. Branch column on the Ledgers form. In this case, branches are considered parts of the same legal entity represented by the consolidating branch. To Make It Possible to Add Balancing Entries 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Setup > Ledgers (GL ). 2. In the Branch Accounting column for the ledger for which you want to set up generation of balancing entries, select the check box for the ledger. 3. Click Save. You can now define the balancing rules that the system will use to generate balancing entries on the Inter-Branch Account Mapping (GL ) form. For details, see To Define Inter-Branch Account Mapping Rules. To Define Inter-Branch Account Mapping Rules In Acumatica ERP, if your company has multiple branches, you can set up rules for balancing interbranch transactions on the Inter-Branch Account Mapping (GL ) form. For details, see Rules for Balancing Inter-Branch Transactions. To Define Inter-Branch Account Mapping Rules 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Manage > Inter-Branch Account Mapping (GL ). 2. In the Originating Branch box, select the branch for which you want to define the rules for auto-generating balancing transactions. 3. On the Transaction in Originating Branch tab, do the following for each account range you want to add: a. Click Add Row on the table toolbar. b. In the Destination Branch column, select the branch that is specified in the document for which the balancing entry is generated. c. In the Account From column, select the account that starts the account range for mapping. d. In the Account To column, select the account that ends the account range for mapping.

81 Processing Transactions 81 e. In the Offset Account column, select the offset account to which the system will post the balancing entry in the originating branch. f. If required, in the Offset Subaccount column, select the corresponding subaccount to which the system will post the balancing entry in the originating branch. 4. On the Transaction in Destination Branch tab, do the following for each account range you want to add: a. Click Add Row on the table toolbar. b. In the Destination Branch column, select the branch that is specified in the document for which the balancing entry is generated. c. In the Account From column, select the account that starts the account range for mapping. d. In the Account To column, select the account that ends the account range for mapping. e. In the Offset Account column, select the offset account to which the system will post the balancing entry in the destination branch. f. If required, in the Offset Subaccount column, select the corresponding subaccount to which the system will post the balancing entry in the destination branch. 5. Click Save on the form toolbar. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. It is possible to set up rules of balancing inter-branch transactions only if the Inter-Branch Transactions feature is enabled on the Enable/Disable Features (CS ) form. On the Transaction in Originating Branch and Transaction in Destination Branch tabs of the form, the Offset Subaccount column is available only if the Subaccounts feature is enabled on the Enable/Disable Features form.

82 Processing Recurring Transactions 82 Processing Recurring Transactions Some General Ledger transactions, such as loan payments and depreciation-related transactions, repeat regularly. To automate the entry of recurring transactions, you can create schedules for them in the General Ledger module. Generally, the process of entering of recurring transactions to the system consists of the following steps: 1. Creating a schedule on the Recurring Transactions (GL ) form. 2. Creating a recurring batch with the Balanced status on the Journal Transactions (GL ) form. (If the batch has been already created, you can skip this step.) 3. Running the schedule. 4. Processing the generated batch. In this chapter, you will read about creating schedules and running and processing schedules. In This Chapter Recurring Journal Transactions To Schedule a Recurring Batch To Generate Recurring Transactions for Schedules Recurring Journal Transactions Some General Ledger transactions, such as loan payments, depreciation-related transactions, repeat regularly. To automate the entering of recurring transactions, you can create schedules for them in the General Ledger module. Creating Schedules You create schedules by using the Recurring Transactions (GL ) form. To a schedule, you can add General Ledger batches immediately (if all the required batches are already created) or later. The batches of the Normal type and the Balanced status can be scheduled only. Once a batch is assigned to a schedule, its status changes to Scheduled. A schedule defines how many times and how often specific General Ledger transactions should be created. When creating a schedule, you can either specify a maximum number of times the schedule should be repeated, or set up an unlimited schedule executions by selecting the No Execution Limit option. For a schedule, you can select from multiple frequency options: Daily: The batches should be generated daily or every x days. Weekly: The batches should be generated once a week or every x weeks. Monthly: The batches should be generated once per month or every x months. By Financial Period: The batches should be generated only once per financial period or every x financial periods. If you need to schedule only one batch, on the Journal Transactions (GL ) form, click Add to Schedule on the form toolbar to create a new schedule for this batch.

83 Processing Recurring Transactions 83 For details on configuring a schedule, see To Schedule a Recurring Batch. Attaching Relevant Documents To make tracking of batches easier for users and to facilitate auditing, you can attach to each schedule the scanned documents or electronic versions of the documents that are the basis for the schedule you have created. To attach a file to the schedule, on the Recurring Transactions form, perform these steps: 1. In the Schedule box, select the schedule by its ID. 2. On the form title bar, click Files. This opens the Files dialog box. 3. In the dialog box, click Add New Record on the table title bar. This brings up the Upload File dialog box. 4. In the dialog box, click Browse to locate the file and then click Upload to import the file and close the dialog box. If multiple non-related batches are assigned to the same schedule, on the Batch List tab of the form, for each batch in the table, click the paper clip (at the beginning of the row) to attach a file or multiple files explaining why this batch is generated periodically. Running Schedules To generate batches in accordance with the schedule, you run the schedule periodically by using the Generate Recurring Transactions (GL ) form. When you run a schedule, the system uses a template batch to generate similar batches. The batches generated by a schedule can differ from the template as follows: Date: The date of each batch is determined by the schedule you have configured. Reference number: A new reference number is generated for each batch in accordance with the numbering sequence specified on the General Ledger Preferences (GL ) form. Currency rate: If a currency of a batch differs from the base currency set in the system, the system uses for conversion the currency exchange rate effective on the date of the batch creation. No matter how many times you run the schedule, batches will be generated only as required by the schedule. The system determines whether it should generate the batches depending on the current date, the schedule's start and expiration dates, the schedule type, and the date when the batches were last generated. After required batches have been generated, the system updates the Last Executed On value. Thus, no batches will be generated ahead of time, but you can generate missing batches for past due dates by running the Generate Recurring Transactions form for each batch that is due. For example, suppose that you have scheduled a particular batch to be performed weekly on each Tuesday, with no execution limit. If you run the schedule every week on Wednesday, one batch will be generated each time. If you run this schedule every day, the batches will be generated only on Tuesdays. If you want to run this schedule once in a month, on the last Wednesday, you should run it four times to generate four batches. Further Processing Batches generated as a result of running a schedule appear in the list of batches on the Journal Transactions form with the Balanced status. They can be released or posted as any other batches can. You can change the transaction amounts, if needed. When necessary corrections are made, a batch can be saved only if its status remains Balanced.

84 Processing Recurring Transactions 84 To Schedule a Recurring Batch If specific journal transactions must be entered periodically, you can automate this task by creating a schedule and assigning a batch or multiple batches to it. When you define the schedule, you specify how often and how many times the batches should be generated. For more information on schedules, see Processing Recurring Transactions. You create a schedule and assign batches to it by using the Recurring Transactions (GL ) form. Before You Proceed You must first create the needed batch (or multiple batches if they should be generated according to the same schedule) by using the Journal Transactions (GL ) form. You save each batch with the Balanced status but do not release it. For details, see To Create a Batch. : If you want to generate new batches that are similar to a posted batch, you should copy and paste this posted batch to a new batch and make necessary edits; save the batch with the Balanced status. For details, see Copy-and-Paste Options and Document Templates. To Create a Schedule 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Manage > Recurring Transactions (GL ). 2. In the Summary area, in the box, add a description of the schedule. 3. In the Start Date box, select the start date for the schedule. By default, the current date is selected. 4. Place limitations on the schedule execution in one of the following ways: In Expiration Date box, enter the date when the schedule expires, or select the Never Expires check box. Enter the maximum number of times the schedule should be executed in the Execution Limit box, or select the No Limit check box. 5. Specify how often the batches should be generated by doiing one of the following: To generate the batches daily or every x days, do the following: 1. In the Schedule Type section, select Daily. 2. In the Every x Day(s) box of the Daily section, type the integer that represents the number of days between successive batches. To generate the batches weekly or every x weeks, do the following: 1. In the Schedule Type section, select Weekly. 2. In the Every x Week(s) box of the Weekly section, type the integer that represents the number of weeks between successive batches. 3. Select the check boxes for the days of the week on which the batches should be generated. To generate the batches monthly or every x months, do the following: 1. In the Schedule Type section, select Monthly. 2. In the Every x Month(s) box of the Monthly section, enter the integer that represents the number of months between successive batches. 3. Select the option button that indicates when the batches should be generated: the day of the month (On Day; select the day in the adjacent box), or the week of the

85 Processing Recurring Transactions 85 month and the day of the week (On the nth Day of the Week; select the ordinal number that represents the week in the left box, and select the day of the week in the right box). To generate the bill every financial period or every x financial periods, do the following: 6. Click Save. 1. In the Schedule Type section, select By Financial Period. 2. In the Every x Period(s) box of the By Financial Period section, type the integer that represents the frequency of bill generation by financial period. 3. Select the appropriate option button to indicate that the bill should be generated on the first day of the financial period (Start of Financial Period), the last day of the financial period (End of Financial Period), or a specific day of the period (Fixed Day of the Period; select the day). To Add Batches to the Schedule 1. On the Batch List tab, click Add Row. 2. In the Batch Number column, select the number of the batch. 3. Repeat Steps 1 through 2 for each batch you want to add. 4. On the form toolbar, click Save. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the Summary area of the form: In the Schedule ID box, you can see the unique identifier of the schedule, which the system has generated based on the numbering sequence assigned to schedules on the General Ledger Preferences (GL ) form. For user reference, you can attach a scanned copy or electronic version of the document on which this schedule is based. To do this, drag the file from the folder on your computer and drop it on the Summary area. For more information, see To Attach a File to a Record. To attach an electronic version of the related document or its scanned image to the scheduled batch, click the staple icon, select the document, and upload it. To Generate Recurring Transactions for a Single Schedule You can generate transactions for a particular schedule on the Recurring Transactions (GL ) form. : You can also generate batches for a single schedule on the Generate Recurring Transactions (GL ) form. For details, see To Generate Recurring Transactions for Schedules. To Generate Recurring Transactions for a Single Schedule 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Manage > Recurring Transactions (GL ). 2. In the Summary area, in the Schedule ID box, select the schedule for which you want to generate transactions.

86 Processing Recurring Transactions Click Run Now on the form toolbar. 4. On the Generated Documents tab, view the list of generated batches. To Generate Recurring Transactions for Schedules On the Generate Recurring Transactions (GL ) form, you run the process of generating the recurring transactions in accordance with the schedules. Before You Proceed Make sure that you have created the necessary schedules on the Recurring Transactions (GL ) form. For details, see To Schedule a Recurring Batch. To Generate Recurring Transactions 1. On the Finance tab, click General Ledger. In the left pane, select the Processes tab, and then navigate to Recurring > Generate Recurring Transactions (GL ). 2. In the Execution Date box, select the date that the system will use to select the schedules to be loaded to the table. Those schedules whose Next Execution date is earlier than or the same as the date specified in this box will be loaded. By default, the current business date is selected. 3. Specify the condition that the system will use to stop schedule executions by selecting one of the following option buttons: Stop on Execution Date: The system stops running schedules on the date that you specify in the Execution Date box. Stop After Number of Executions: The system stops running schedules when the specified number of schedule executions have been performed. If you select this option button, specify the number of executions in the adjacent box. 4. Do one of the following: If you want to process only certain listed schedules, select the unlabeled check boxes for those schedules, and click Run on the form toolbar. If you want to process all listed schedules, click Run All on the form toolbar. To View the Generated Batches 1. On the Finance tab, click General Ledger. In the left pane, select the Processes tab, and then navigate to Recurring > Generate Recurring Transactions (GL ). 2. In the list of schedules, open the required schedule by clicking the link in the Schedule ID column. The Recurring Transactions (GL ) form opens with the selected schedule. 3. On the Generated Documents tab, click the number of the batch in the Batch Number column. 4. On the Journal Transactions (GL ) form, which opens, view the details of the batch.

87 Reclassifying a Transaction 87 Reclassifying a Transaction In Acumatica ERP, the reclassification of a General Ledger transaction means the creation of a correcting transaction to move an amount from one General Ledger account to another General Ledger account, from one subaccount to another subaccount, or from one company branch to another one. (You can reclassify the transaction in any of these regards.) You can reclassify a General Ledger transaction if an amount has been posted by mistake to the wrong General Ledger account, subaccount, or branch (or more than one of these). As a result of the reclassification process, the system generates a new transaction of the Reclassification type based on the original General Ledger transaction. The Reclassification transaction moves the amount from the wrong General Ledger account, subaccount, or branch (or more than one of these) to the required one (or ones). In this chapter, you will read about how to process, manage, and view a reclassification. In This Chapter Understanding the Reclassification Process To Reclassify General Ledger Transactions Initiating Reclassification Processing Reclassification Viewing and Managing Reclassification Transactions Understanding the Reclassification Process This topic presents an example of the reclassification process, including the corresponding General Ledger transactions. Example of the Reclassification Process Suppose that you classify all your expenses by department by using a dedicated subaccount segment for each department code. By mistake, you have specified the wrong subaccount in the Accounts Payable bill, so that an amount has been posted to the expenses of the wrong department. Now you need to reclassify the wrong journal entry by creating a correcting transaction, so that the amount will be moved to the subaccount of the correct department. The following table shows the journal entries of the original General Ledger transaction of the Normal type. Account Subaccount Debit Credit Accounts Payable Account Amount Expense account OPS Amount The following table shows the journal entries of the correcting General Ledger transaction of the Reclassification type. Account Subaccount Debit Credit Expense account OPS Amount

88 Reclassifying a Transaction 88 Account Subaccount Debit Credit Expense account FIN Amount You can find and view transactions of the Reclassification type on the Journal Transactions (GL ) form. On this form, in the Orig. Batch Nbr. column of the table, the reclassified journal entries contain the links to the original General Ledger transactions (that is, to the batches generated for the transactions). : In Acumatica ERP, a batch is generated for each transaction created in the system. A batch can contain one transaction or multiple transactions, and each transaction consists of at least two journal entries (a debit entry and a credit entry). Through the reclassification process, you can reclassify a wrong journal entry that is, you can move an amount from the wrong account, subaccount, or branch (or more than one of these entities) to the correct one (or ones). The reclassification process generates the correcting transaction, which includes two journal entries. Reclassification Restrictions The following transactions cannot be reclassified: A journal entry of a transaction in which a control account is specified. (A control account is a General Ledger account that accumulates the summary information of a subsidiary ledger. The details of the control account balance are contained in a subledger, so the balance of the control account should match the total of the related subsidiary ledger.) General Ledger transactions generated in the General Ledger module when consolidation data has been imported on the Import Consolidation Data (GL ) form. For details, see General Ledger Consolidation Overview. General Ledger transactions generated in the General Ledger module by a user invoking the process of running allocations on the Run Allocations (GL ) form. For details, see Allocation Rules. All General Ledger transactions generated in the Currency Management module. If the Project Management feature is enabled in Acumatica ERP, the General Ledger transactions related to any project. : You can reclassify the General Ledger transactions in which the non-project code is specified. For details, see Prerequisites and Preparation in the Projects User Guide. Initiating Reclassification You initiate the reclassification process on the Reclassify Transactions (GL ) form. You open this form in one of the following ways: By using the Account Details (GL ) form. On this form, you select a GL account and, in the list of transactions posted to this account, the transactions that you need to reclassify. You then click Reclassify on the form toolbar. The Reclassify Transactions form opens with the selected transactions displayed in the table. (To reclassify all transactions posted to the selected account, you can instead click Reclassify All on the form toolbar.) By using the Journal Transactions form. On this form, you select a required Released GL batch, and in the Actions menu on the form toolbar, click Reclassify. The Reclassify Transactions form opens, displaying the transactions included in the selected GL batch. By navigating to Finance > General Ledger > Processes > Recurring > Reclassify Transactions. The Reclassify Transactions form opens with no entries in the list. To load the entries to be reclassified, you click Load on the form toolbar. In the Load Transactions dialog box that opens, you specify the parameters of the transactions to be uploaded to the form. Once

89 Reclassifying a Transaction 89 the transactions are uploaded, you can modify the details of each required transaction or of multiple transactions simultaneously. (For details, see the next section of this topic.) By using the Reclassification History (GL ) form. On this form, you can select the last transaction of the reclassification chain, and then click Reclassify on the form toolbar, which opens the Reclassify Transactions form. : Transactions with a control account specified in any rows cannot be reclassified, so these transactions are not transferred to the Reclassify Transactions form. Processing Reclassification On the Reclassify Transactions form, before you perform the reclassification process, you need to specify new details for each journal entry that you need to reclassify. You can change an account, subaccount, and branch. : While reclassifying a transaction, you can also edit the transaction date and the description of the reclassification transaction. If you edit the date, the new date has to be in the range of the financial period of the original transaction. You can change required parameters in each needed row manually, or perform mass changing of parameters in multiple rows. These options are described in details in the next sections of this topic. Modifying Selected Transactions Manually To change the required parameters manually, in each needed row, you modify any of the following boxes: To Account: The transaction amount will be moved from the originally specified GL account (Account) to the account specified in this box. To Subaccount: The transaction amount will be moved from the originally specified subaccount (Subaccount) to the subaccount specified in this box. : This box is available only if the Subaccounts feature is enabled on the Enable/Disable Features (CS ) form. To Branch: The transaction will be moved to the GL account or subaccount of the branch specified in this box. : This box is available only if the Multi-Branch Support feature is enabled on the Enable/Disable Features form. : By default, these boxes contain the values of the original journal entry. Once you have changed any of the default values, the entry becomes available for reclassification. To edit the date and description of a transaction, you need to enter new parameters in the New Tran. Date and New Transaction boxes, respectively. Modifying a Group of Transactions To perform mass-changing of parameters in multiple rows, on the form toolbar of the Reclassify Transactions form, click Replace. In the Find and Replace dialog box that opens, specify the original and replacement transaction parameters. Then click Replace to close the dialog box and replace the parameters in the needed rows. To run the reclassification process, click Process on the form toolbar. For details, see To Reclassify General Ledger Transactions

90 Reclassifying a Transaction 90 Viewing and Managing Reclassification Transactions On the Account Details form, you can view the list of transactions posted to a selected GL account within the specified period. By default, the system does not show the entries that were reclassified. To include in the list of entries the journal entries that have been reclassified, select the Include Reclassified check box in the summary area. In the Reclass. Batch Number column, each of the reclassified entries has a link to the appropriate Reclassification transaction. You can also view a list of transactions that includes the reclassified journal entries by preparing the Transactions for Account or Transactions for Period report with the Include Reclassified check box selected. Editing Reclassification Transactions You can edit GL transactions that were generated by the reclassification process. After editing, the number of the reclassification batch remains unchanged. To perform editing, on the Journal Transactions form, you need to select a batch of the Reclassification type with the Balanced or On Hold status, and click Edit on the form toolbar. The Reclassify Transactions form opens, displaying all journal entries included in the batch. On this form, in the Reclass. Batch Number column, the number of the batch that you edit is shown. You can edit the following details of each displayed journal entry: the branch (To Branch), the account (To Account), the subaccount (To Subaccount), the transaction date (New Tran. Date), and the description of the transaction (New Transaction ). The following rules apply to the editing process: If you edit an account in one of the journal entries of the batch, the new account that you specify must have the same default currency as the default currency of the batch. If you change the transaction date for all journal entries of the batch, the date of the original batch will be changed after you finish editing the transactions. While editing, you can add new journal entries (rows) to the list of journal entries on the Reclassify Transactions form. You add new journal entry (or multiple entries) by clicking Load on the form toolbar. In the Load Transactions dialog box, you specify the criteria to load the required journal entries. For these journal entries, if you specify a post period or currency that differs from the period or currency of the original GL transaction, then when you process the transaction, the system generates a new reclassification transaction (with a new identification number) that includes these journal entries. You can also delete journal entries (rows) from the list of journal entries when you edit a transaction, so that after you run the process, the reclassification transaction will not contain deleted journal entries. Reversing a Reclassification Batch You can reverse the GL transactions that were generated by the reclassification process. To reverse these transactions, on the Journal Transactions form, you need to select a released GL batch of the Reclassification type, and click Actions > Reverse Batch on the form toolbar. The Reclassify Transactions form opens, which already contains the data that reverses the original batch. On this form, you can edit the required details in the journal entries that are displayed. When you click Process, the new Reclassification batch is generated. Viewing the History of Reclassification Transactions You can view the history of reclassifications for a selected GL transaction that has been reclassified. The reclassification history is represented as a list of transactions generated by the reclassification process, starting with the original GL transaction. You can view the reclassification history for a transaction on the Reclassification History (GL ) form. You can open this form by clicking the

91 Reclassifying a Transaction 91 Reclassification History button on the Account Details form for the selected transaction (if it has been reclassified), or on the Journal Transactions form for a selected transaction of the Reclassification type in the GL batch. You can reclassify only the last transaction in the list of transactions on the Reclassification History form by clicking Reclassify on the form toolbar. Knowing Which Transactions Cannot Be Reclassified The following transactions cannot be reclassified: A journal entry of a transaction in which a control account is specified. (A control account is a general ledger account that accumulates the summary information of a subsidiary ledger. The details of the control account balance are contained in a subledger, so the balance of the control account should match the total of the related subsidiary ledger.) GL transactions generated in the General Ledger module when consolidation data has been imported on the Import Consolidation Data (GL ) form. For details, see General Ledger Consolidation Overview. GL transactions generated in the General Ledger module by a user invoking the run allocations process on the Run Allocations (GL ) form. For details, see Allocation Rules. All GL transactions generated in the Currency Management module. If the Project Management feature is enabled in Acumatica ERP, the GL transactions related to any project. : You can reclassify the GL transactions in which the non-project code is specified. For details, see Prerequisites and Preparation in the Projects part of the guide. To Reclassify General Ledger Transactions You use the Reclassify Transactions (GL ) form for reclassifying GL transactions, as described below. To Reclassify GL Transactions 1. Open the Reclassify Transactions (GL ) form in one of the following ways: Navigate to Finance > General Ledger > Work Area > Explore > Account Details (GL ). Select the transactions to be reclassified, and click Reclassify (or Reclassify All) on the form toolbar. Skip Steps 2 and 3, and proceed to Step 4. Navigate to Finance > General Ledger > Work Area > Enter > Journal Transactions (GL ). Select the required batch, and then click Actions > Reclassify on the form toolbar. Skip Steps 2 and 3, and proceed to Step 4. Navigate to the form directly: Finance > General Ledger > Processes > Recurring > Reclassify Transactions (GL ). 2. On the form toolbar, click Load. 3. In the Load Transactions dialog box, which opens, specify the needed selection criteria to help you find the required General Ledger transactions, and click Load or Reload to upload them to the form. 4. Reclassify the transactions in one of the following ways: a. Enter new settings for multiple transactions at once by clicking Replace on the form toolbar and specifying new parameters in the Find and Replace dialog box, which opens. In the Find section of the dialog box, specify the original parameters of the transactions

92 Reclassifying a Transaction 92 that should be reclassified; in the Replace With section, specify the reclassification parameters. Click Replace. b. Enter new settings for one transaction or multiple transactions manually in each required row. 5. Click Process on the form toolbar to initiate the reclassification process. Once the process is completed successfully, the Reclass. Batch Number column appears with the number of the corresponding reclassification batch. 6. Navigate to Finance > General Ledger > Processes > Daily > Release Transactions (GL ), and release the batch. Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following: The following parameters can be reclassified: the account (To Account), the subaccount (To Subaccount), or the branch (To Branch). While reclassifying a journal entry, you can also edit the date and description of the transactions (New Tran. Date and New Transaction ). For details, see Reclassifying a Transaction. In the same reclassification batch, the system includes journal entries that have the same transaction period or the currency specified. A separate reclassification batch is generated for each journal entry that has a different transaction period or currency. The batch will be released automatically if the Automatically Release Reclassification Batches check box is selected on the General Ledger Preferences (GL ) form. Note the following about the Load Transactions dialog box: When you click Load, new transactions will be added to the list of existing transactions (if any); when you click Reload, new transactions will overwrite any transactions listed on the form.

93 Managing Financial Periods 93 Managing Financial Periods Financial periods, which were configured to meet your company's needs, organize the journal transactions posted to make financial statements and reports meaningful. You manage these periods to keep your organization's financial processes flowing smoothly. This chapter contains information about period-end closing procedures, and instructions on maintaining financial periods in Acumatica ERP. In This Chapter Posting Transactions to Financial Periods Closing Periods To Deactivate a Financial Period To Close Financial Periods Year-End Closing Posting Transactions to Financial Periods In general, the process of posting transactions to financial periods consists of the following steps: 1. Generating financial periods for the appropriate year on the Financial Periods (GL ) form: You have to generate periods for each year you want to keep records for before you post transactions to these periods. For details, see Financial Period Generation and Activation. 2. Activating the necessary financial periods for the year on the same form: To be able to post transactions to the periods, you have to make them active in the system. For details, also see Financial Period Generation and Activation. 3. Creating documents in the system and posting transactions to a period on various data entry forms: In the system, you can create documents and post them to the active periods. 4. Closing the financial period on the Close Financial Periods (GL ) form: After all the needed transactions have been posted and all figures have been verified, to prevent users from posting transactions to the period, you should close the period in the system. For details, see Closing Periods. 5. (Optional) Creating missed documents and posting transactions to the closed period: On the General Ledger Preferences (GL ) form, you can configure the system to allow you to post transactions to closed periods. If you have found that some more transactions have to be posted to the already-closed period, you can then create and post these transactions. For details, see Closing Periods. 6. (Optional) Deactivating the period on the Financial Periods form: If transactions may be posted to closed periods in your system and you want only particular closed periods to be available for posting, you can deactivate the other closed periods in the system to prevent transactions from being posted to them. 7. (Optional) Re-activating a period on the Financial Periods form: To be able to post transactions to the closed period again, you can activate it. See the following figure for an illustration of the process of posting transactions to a financial period.

94 Figure: Process of posting transactions to financial periods Managing Financial Periods 94

95 Managing Financial Periods 95 Closing Periods After all the needed transactions have been posted to a financial period and all figures have been verified, you can close the financial period in the system, which in some system configurations prevents users from posting new transactions to this period. Financial periods can be closed, starting from the first one of the first financial year. (You cannot close a financial period if the previous one hasn't been closed yet.) You can close multiple periods at once (for instance, all periods of a year). Once closed, a period cannot be opened again, although you can allow users to enter documents and post transactions to the period. In this topic, you will read about the overall process of closing a period in the system, closing a period in subledger modules, and closing a period in the General Ledger module. Period-End Closing Process The process of closing a period consists of the following steps: 1. Closing the period in the subledger modules. See the Closing a Period in Subledger Modules section in this topic. 2. Generating and posting any recurring transactions. For details, see Processing Recurring Transactions. 3. Performing period-end adjustments that is, posting an adjustment transaction that should be reversed at the beginning of the next period. For details, see Auto-Reversing Transactions. 4. Revaluating General Ledger accounts if denominated accounts are being used so that all relevant data is in the same currency and can be used for reporting. For details, see General Ledger Revaluations. 5. Reviewing the trial balance and the list of transactions. 6. Reclassifying transactions if there are errors. For details, see Reclassifying a Transaction. 7. Running allocations if distribution of amounts between account subaccount pairs is needed. For details, see Allocation Rules. 8. Closing the period in the General Ledger module. See the Closing a Period in the General Ledger Module section in this topic. The process of closing a period in the system is shown in the following figure.

96 Figure: Period closing process Managing Financial Periods 96

97 Managing Financial Periods 97 Closing a Period in Subledger Modules A financial period can be closed in the General Ledger module only if it has been closed in all of the following modules that are activated in your system: Accounts Payable, Accounts Receivable, Cash Management, Inventory, and Fixed Assets. On the Close Financial Periods (GL ) form, you can find information about the status of periods in these modules. If a period has not been closed in any of the modules, you need to close it in the applicable module. Before you close a period in these modules, you should make sure that there are no documents with the Released, Unposted, Balanced, or On Hold status that are to be posted to this period. To close periods, you use the following forms: In the Accounts Payable module, the Close Financial Periods (AP ) form In the Accounts Receivable module, the Close Financial Periods (AR ) form In the Cash Management module, the Close Financial Periods (CA ) form In the Inventory module, the Close Financial Periods (IN ) form In the Fixed Assets module, the Close Financial Periods (FA ) form When you close a given financial period in a module on any of these forms, all preceding active periods will be closed in the module as well. : During the initial stage of using Acumatica ERP, if you have decided to add at least one period before the first financial period of live operations with the system, you can activate those periods (even if you have at least one closed period) and post the required transactions to them. Later, to be able to close any of the later periods, you should close those periods first. Closing a Period in the General Ledger Module A period is considered closed only after it has been closed in the General Ledger module on the Close Financial Periods (GL ) form. You should not close the last financial period that was activated; you should always activate at least one financial period before you close the last period. For instructions on how to close periods, see To Close Financial Periods. Before you close periods, check whether there are unposted documents for the periods that you want to close. To do that, on the Close Financial Periods form, you select the periods you want to close and click Unposted Documents on the form toolbar. In the Unposted GL Documents report (GL ), which opens, you can review the list of documents that have not been posted to the selected periods. Closing a period in the General Ledger module initiates the generation of auto-reversing batches if the Generate Auto-Reversing Entries on Period Closing check box is selected on the General Ledger Preferences (GL ) form and these batches have been prepared on the Journal Transactions (GL ) form. You can view closed periods for a particular year on the Financial Periods (GL ) form. For the closed periods, the check box in the Closed in GL column is selected. Posting Transactions to Closed Periods In some cases, you may find additional transactions to be processed in a period that was closed. To accommodate such situations, you can allow posting transactions to closed periods by selecting the Allow Posting to Closed Periods option on the General Ledger Preferences (GL ) form. If you want to post transactions to only particular closed periods, you can deactivate other periods in the system. For instructions, see To Deactivate a Financial Period.

98 Managing Financial Periods 98 Year-End Closing In Acumatica ERP, a financial year is closed automatically when you close the last period of this financial year. Thus, you should close the last period of a particular financial year only when the company is ready to close the financial year. In this topic, you will read about the closing procedure at the end of a year, and about the update of balances after closing. Year-End Closing Procedure The year-end closing includes the following stages: 1. Generating periods for the new year and activating at least one of these periods, as described in Financial Period Generation and Activation 2. Carrying out the operations on your company's "year-end" checklist 3. Closing the last period in the General Ledger module, as described in Closing Periods Balance Update After you close the financial year, the system updates the balance of the Retained Earnings account with the balance of the YTD Net Income account. After that, the system resets to zero the balance of the YTD Net Income account for a new financial year. For details on these accounts, see YTD Net Income and Retained Earnings Accounts. The balances of the balance sheet accounts are simply transferred into the new financial year, while balances of other accounts are reset to zero. To Close Financial Periods You close periods on the Close Financial Periods (GL ) form. Before You Proceed Make sure that the following conditions are met: The period is closed in the following modules: Accounts Payable, Accounts Receivable, Cash Management, Inventory, and Fixed Assets. Any periods that precede the period (or periods) you want to close are closed. There are no batches with a status of On Hold, Balanced, or Unposted in the period. At least one financial period will remain active after you close the needed period or periods. To Close Financial Periods 1. On the Finance tab, click General Ledger. In the left pane, select the Processes tab, and then navigate to Closing > Close Financial Periods (GL ). 2. Select the check box next to each period you want to close. (If you plan to most of the periods, select the check box next to the last period you want to close, and the previous periods will be selected automatically.) 3. Click Close Periods.

99 Managing Financial Periods 99 To Deactivate a Financial Period To absolutely prevent posting to a closed period (regardless of other system settings), you can deactivate a financial period on the Financial Periods (GL ) form. To Deactivate the Financial Period 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Manage > Financial Periods (GL ). 2. In the Financial Year box, select the year for which you want to deactivate periods. 3. In the table, review the list of financial periods. 4. Clear the Active check boxes for the periods you want to disable for posting transactions. 5. Click Save.

100 Managing Budgets 100 Managing Budgets A company budget generally consists of a set of interrelated budgets that the company's top managers use for planning, financial analysis, and forecasting. In Acumatica ERP, you can create and maintain any number of budgets and budget scenarios (versions of a budget) for all branches, and you can compare budgets to actual data or to other budgets. Also, you can configure user access to sensitive budget articles. This chapter contains an overview of the budgets (simple and hierarchical), a description of the configuration of the budget tree, and other details concerning the budgets in Acumatica ERP. In This Chapter Overview of Budgets Budget Structure Example Security of GL Budget Articles To Build a Budget Tree To Prepare a Budget Overview of Budgets With Acumatica ERP, you can create budgets without first configuring single-level lists of budget articles. If your company needs hierarchical budgets, you can configure a budget tree and then create hierarchical budgets. Features Affecting the Budgets If the Branch Accounting feature is enabled in your system, budgets can be created on a per-branch basis, with one ledger holding the budgets for all branches. If this feature is not enabled, each budget you create is intended for the entire organization. Detailed budgets may include articles that are split by subaccounts into multiple subarticles. If the Subaccounts feature is not enabled in your system, budget articles are created on a per-account basis. This overview discusses the functionality of budgets in a system where the Branch Accounting and Subaccounts features are enabled. Single-Level Budgets In its simplest form, a budget is a list of planned or forecasted revenues and expenses. You can create such budgets as single-level lists of budget articles with the amounts representing specific expenses and revenues for a budget year at a particular branch. In such budgets, a budget article is defined by an account-subaccount pair (or by a particular account in a system where subaccounts are not used). Simple budgets, unlike hierarchical budgets, require no preliminary configuring. You can create singlelevel budgets by using the Budgets (GL ) form. In the same budget ledger, you can keep budgets of all the branches of your organization for one financial year or multiple years. You can create separate budgets for each branch. You can create a list of budget articles in one of the following ways: By manually selecting an account and subaccount and typing the amount for each budget article. By importing the list from an Excel spreadsheet.

101 Managing Budgets 101 By loading the account-subaccount pairs from an actual ledger or from another budget ledger with their amounts. You can specify a multiplier to calculate the budget amounts based on the amounts available in the source ledger. Also, you can create the budget in multiple stages that may include: Creating a list of account-subaccount pairs manually, by importing the list, or by loading it. : You may create a list by using one of the methods or a combination of the methods. Entering, loading, or importing the amounts. Budget Tree Configuration If no budget tree has been configured in your system, you can create only single-level budgets. If your company needs hierarchical budgets, you can configure the budget structure by using the Budget Configuration (GL ) form. Review the budgets of all branches to include all the budget levels used by your branches, because the same tree will be used for all branches and all budget versions. A budget tree has leaves budget articles, each of which is defined by an account-subaccount pair and nodes; each node may include leaf articles and nodes. A node article can be defined by its description and optionally by an account and subaccount mask. : An account-subaccount pair may be used only once within the tree. The main difference between leaf articles and node articles is that when you create a budget, you can enter the amounts for leaves, but not for nodes. The system calculates the amount for each node automatically as the sum of the amounts of all its leaf articles. The amounts for nodes containing other nodes are also calculated automatically, based on the amounts of all leaf articles within those nodes. For an example of a budget structure, see Budget Structure Example. You can populate each node in any of the following ways: By manually creating a list of subarticles: nodes, nodes and leaf articles, or only leaf articles. By generating the list of pairs for the specified range of accounts and the specified subaccount mask. Depending on the lookup mode selected for the SUBACCOUNT segmented key on the Segmented Keys (CS ) form, the possible pairs will be generated for only subaccounts available in the list of subaccounts (if the By Segmented Key mode is selected) or for all possible subaccounts resulting from combining all segment values (if the By Segment: All Avail. Segment Values mode is selected). Once all the specified pairs have been generated, you can delete the pairs that are not needed in the budget article. For more information about populating the budget tree, see To Build a Budget Tree. : Modifications of the budget tree do not affect released budgets, so you can modify the tree at any time. Leaf Articles with Aggregation When you prepare budgets in Acumatica ERP, in addition to budget articles that are leaves or nodes, you can use budget articles that are leaf articles with aggregating masks for accounts and subaccounts. An article of this type can be used for initial aggregation of insignificant amounts into one budget article. For example, suppose that you are planning office supplies for the next year based on the amount spent last year. You don't want to enter all the amounts for office supplies required for each employee in each department. Rather, you want to get the total amount previously spent on such supplies, to use this amount as a basis for a new amount for such supplies adjusted for increase or decrease in the number of employees and for other factors.

102 Managing Budgets 102 In such a case, you add to the budget tree a leaf budget article that aggregates amounts over multiple similar account-subaccount pairs defined by account and subaccount masks. Then, on preloading the actual data for this budget article, the system will calculate the sum of the amounts available for all pairs defined by the specified masks. However, you will not be able to view the details of the article that is, the list of account-subaccount pairs defined by the masks and their amounts. You can edit this aggregated amount as an amount of any other leaf article. For details, see Budget Structure Example. Hierarchical Budgets You can create hierarchical budgets by using the Budget Configuration (GL ) form. Each budget should be saved to a ledger of the Budget type. Each budget ledger may store budgets for all branches for all financial years. If you had created single-level budgets before you configured the budget tree, you can convert each of them to a hierarchical budget based on the budget tree. : Before you start converting simple budgets into hierarchical budgets, make sure that there are no conflicts between the tree and the single-level budget. No conversion will be performed if any mask used for a single-level budget is split into multiple masks on a tree or if multiple masks used somewhere in the single-level budget are merged into a single mask for the tree. To do this, on the Budgets form, select an existing single-level budget, and click Manage Budgets on the form toolbar. In the dialog box, select the Convert budget using current budget configuration action and click OK. Budget Data Entry with the Wizard Once you start to prepare a new budget by using the Budgets form, the system loads the budget articles from the budget tree. After that, you will be able to enter the amounts for the budget articles loaded from the tree and add new articles. You can enter the amounts for leaf budget articles in one of the following ways: Manually By importing the amounts from a file By loading the data from an actual ledger or from an existing budget. To facilitate data loading, Acumatica ERP provides the Preload Budget Articles wizard, which helps you select the budget articles for loading and specify the data source. You can load the amounts for the budget at once or separately, for each node of the budget. You can load the articles from an actual ledger or from another budget, or you can import the amounts from a file. You can specify a multiplier to calculate the budget amounts based on the amounts in the selected source. For more information, see To Prepare a Budget. Distribution Over Financial Periods The amounts specified for an article should be distributed over the periods of the year before you can release the budget article. For the budget article to be released, the amount of the article must be equal to the distributed amount. You can enter the amounts for each period manually, or you can distribute them automatically by clicking Distribute on the table toolbar of the Budgets form and selecting the option that defines how the amounts should be distributed: evenly or by period balances. If your company has an adjustment period, it will be included in the distribution performed based on available balances for the periods of the year. If you want to distribute the amounts over the financial periods evenly, the system excludes the adjustment period from this distribution. To facilitate distributing, you also can select whether you want to distribute the amount for only the selected article or for all articles in the same node. Also, you can select a node and distribute the amounts for all subarticles of this node.

103 Managing Budgets 103 Budget Ledgers and Budget Scenarios You can create a budget and save it in a ledger of the Budget type. Generally, each budget ledger holds a budget of a specific type for all branches. To create different budgets for the same year, such as worst-case, break-even, and best-case, use different budget ledgers. When the system loads the data for a new budget scenario from an existing budget, you can specify the multiplier to decrease or increase the amounts being loaded for this budget scenario. Later, you can use the same ledger to create the budget of the same type for the next budget year. Budget Approval and Release The amounts of budget articles are not posted to the budget ledger until the articles are released. Only leaf budget articles may be released. The amounts for the budget articles that are nodes will be calculated based on the amounts of released articles. To release a leaf budget article, make sure the year amount of the article is equal to the sum of amounts calculated over the financial periods of the year. You can release the entire budget or the selected budget articles by using the Release Budgets (GL ) form. Once a budget article has been released, the Released check box is selected for it on the Budgets form. You can modify budgets at any time. Once you have modified a budget article, you have to release the article to view its amount on reports. Also, you can roll back the budget to the previous released budget. : You cannot remove budget articles if they have been released unless they have a zero amount. Budget Comparison You can compare the budget being prepared to actual data of the previous year, to year-to-date amounts of the current year, or to other budgets. : Save the budget before comparison by clicking Save on the form toolbar. To compare the budgets, in the summary area of the Budgets form, ensure that the ledger and the financial year of the budget being prepared is selected in the Budget and Financial Year boxes respectively. In the Compare to Ledger and the Compare to Year boxes, select the ledger and the financial year of the budget needed for comparison. Once you have specified the required ledgers and financial years, in the table, the system adds a row to each budget article being prepared that shows the amounts of the budget of the compared ledger and financial year. : Only the released amounts of the budget articles are shown in the table. If the Multi-Branch Support functionality is available in your system (the Multi-Branch Support feature is enabled on the Enable/Disable Features (CS ) form), you can compare the budgets of different branches by selecting the required branches in the Branch and Compare to Branch boxes.) Security of GL Budget Articles In Acumatica ERP, organizations implement general access restrictions by assigning roles to users of the system. The roles assigned to users allow them to perform specific tasks required by their position in the organization. If a role allows a user to view or edit budget articles, the user can view all the articles, including those that might be sensitive. Setting up proper restriction groups can ensure that

104 Managing Budgets 104 only particular users see particular budget articles. A restriction group provides visibility of particular objects of specific types (which are included in the group) to only the users who are members of the same group. Objects of the following types can be included in a restriction group: Budget articles (leaf articles or nodes at any level) Users To protect sensitive budget articles, you create a restriction group by using the GL Budget Access (GL ) form and include the budget articles and the users who should see these articles. As a result, the users not included in the group will not be able to see the budget articles and these articles' subarticles if there are any. You can add new budget articles to existing groups by using the Restriction Groups by Budget Article (GL ) form. For details about managing security of GL budget articles, see Security of GL Budget Articles. Budget Structure Example In Acumatica ERP, you can create a budget structure with multiple levels of budget articles. For more information on budgets, see Overview of Budgets. Consider a simplified example of a budget structure for a company called Winter Fun. This business has two stores (one store on the west slope of a mountain and another on the east slope), sells skis and snowboards, and offers rental services. The company's stores are too small to function as branches, so the Branch Accounting feature is disabled in the company's system. The organizational structure of the company is reflected in the subaccounts. In Acumatica ERP, if the Subaccounts feature is enabled, subaccounts are used with accounts to virtually split accounts into more specific accounts for detailed tracking and reporting. In our example, the subaccounts have the following structure: First Segment: Company store (point of sale): WS (west slope store) ES (east slope store) 00 (non-specific to a store) Second Segment: Profit center RENT (rentals) SALE (sales) 0000 (non-specific to a profit center) Third Segment: Product type SK (skis) SB (snowboards) 00 (non-specific) In our simplified example, the Winter Fun company prepares the budgets with the following major budget articles: Revenue from Sales Revenue from Rentals COGS

105 Managing Budgets 105 Other Expenses In Acumatica ERP, you use the Budget Configuration (GL ) form to build a budget tree for the company. On the budget tree, the major budget articles are the nodes of the first level (just under the root node). No account and subaccount masks are specified for these nodes because these nodes include only nodes, not leaf articles. Masks are used for generating leaf articles or for aggregating the data for leaf articles for a particular budget. On the left pane of this form, the tree-like budget structure for the company would be organized as schematically shown in the table below. Budget Tree Article Subarticles Subarticles AccountSubaccount Mask Mask AccountSubaccount Sales Sales West Slope 3100 WS-SALE-?? Sales West Slope Skis Sales West Slope Snowboards 3100 WS-SALE-SK 3100 WS-SALE-SB Sales East Slope 3100 ES-SALE-?? Sales East Slope Skis Sales East Slope Snowboards 3000 ES-SALE-SK 3000 ES-SALE-SB Rentals Rentals West slope 3500 WS-RENT-?? Rentals West Slope Skis Rentals West Slope Snowboards 3500 WS-RENT-SK 3500 WS-RENT-SB Rentals East Slope 3500 ES-RENT-?? Rentals East Slope Skis Rentals East Slope Snowboards 3500 ES-RENT-SK 3500 ES-RENT-SB COGS COGS Skis 4500??-SALE-SK COGS East Slope Skis 4500 ES-SALE-SK

106 Managing Budgets 106 Article Subarticles Subarticles AccountSubaccount Mask Mask COGS West Slope Skis AccountSubaccount 4500 WS-SALE-SK COGS Snowboards 4500??-SALE-SB COGS East Slope Snowboards COGS West Slope Snowboards 4500 ES-SALE-SB 4500 WS-SALE-SB Other Expenses Repairs and Maintenance 55????-????-?? Repairs and Maintenance East Slope Repairs and Maintenance West Slope 5570 ES-????-?? (Aggregation) 5580 WS-????-?? (Aggregation) 5570 ES WS On the Budget Configuration form, each budget article shown in the table above with an account mask (or just an account) in the Account Mask column and a subaccount mask in the Subaccount Mask column is a node. Each budget article with an account specified in the Account column and a subaccount specified in the Subaccount column is a leaf article on the budget tree. Budget articles included in other budget articles (nodes) are also referred to as subarticles. Once you specify the amounts for all leaf articles, the system will calculate the sums of subarticle amounts for each node article. The articles with values in all four columns are leaf articles with initial aggregation over the data defined by these masks. The expenses recorded to the Repairs and Maintenance account for each store last year, although summed up to significant amounts, cannot help in predicting the expenses for the budget year, but their sum can. The company can plan the amounts based on the previous year's data with a specific coefficient whose value is based on the percentage of old equipment and other related factors. The company plans these amounts as lump sums without details to do this, the company uses the budget articles with aggregation. The articles have the account-subaccount pairs specified and the subaccount masks for aggregating the amounts. Security of GL Budget Articles In Acumatica ERP, organizations implement general access restrictions by assigning roles to users of the system. The roles assigned to users allow them to access the needed resources to perform specific tasks required for their jobs. If a role allows a user to view or edit General Ledger (GL) budget articles, the user can view all the articles, including those that might be sensitive. By using restriction groups, you can limit the visibility of sensitive budget articles so that only particular users can see and work with these articles. In this topic, you will read about configuring restriction groups for managing the security of sensitive GL budget articles. : In Acumatica ERP, you can configure groups with direct and inverse restriction. In this topic, groups with direct restriction are used in examples for simplicity. You can use inverse restriction groups in the same way

107 Managing Budgets 107 as you use direct restriction groups. For details on the types of restriction groups, see Types of Restriction Groups. Managing the Visibility of GL Budget Articles by User You can configure restriction groups that will limit the visibility of GL budget articles (leaf articles or nodes at any level) for users. As a result, the users not included in the group will not be able to see the budget articles (and these articles' subarticles, if there are any). For example, suppose that the Wages budget article should be available to only the chief financial officer of your organization. To configure the visibility of this budget article, you need to do the following on the GL Budget Access (GL ) form: 1. You create a restriction group (for example, Group for Wages Budget Article) with direct restriction. 2. You add to the group the user account of the chief financial officer. 3. You add to the group the Wages budget article. For more details about restriction groups, see Restriction Groups in Acumatica ERP. Forms for Security of GL Budget Articles In the following table, you can find the list of forms that you can use to manage restriction groups with GL budget articles and tasks that you can resolve by using each form. Forms for Security of GL Budget Articles Task To initially configure the visibility of a GL budget article to users To change the visibility of a GL budget article in multiple restriction groups To change the visibility of a GL budget article by user in multiple restriction groups Form GL Budget Access (GL ) Restriction Groups by Budget Article (GL ) Restriction Groups by User (SM ) For information about how to add or remove objects from a restriction group, see Operations with Restriction Groups. To Build a Budget Tree You build the budget tree by using the Budget Configuration (GL ) form. : The below instructions is intended for typical tasks that you have to perform for building the budget tree in a system in which the Subaccounts feature is enabled. To Add Nodes into a Node To create a budget level that includes only budget articles that are nodes, perform the following steps: 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Manage > Budget Configuration (GL ). 2. In the Budget Tree pane, click a node, which can be the root node or any other node. 3. In the Subarticles pane, for each node to be added to the selected node, do the following: a. Click Add Row on the table toolbar.

108 Managing Budgets 108 b. In the new row, select the check box in the Node column. c. In the column, type a name for this new node. d. If the node being created should contain leaf articles with similar accounts, in the Account Mask column, enter the account mask and use? as the wildcard character. This mask will be used in the Preload Articles dialog box to determine the accounts that start and end the range of accounts for generating account-subaccount pairs. e. If the node being created should contain leaf articles with similar subaccounts, in the Subaccount Mask column, enter the subaccount mask and use? as the wildcard character. This mask will be used in the Preload Articles dialog box as the default mask for subaccounts for generating account-subaccount pairs. 4. Click Save on the form toolbar. In the Budget Tree pane, the new nodes from the list appear as nodes under the selected node. To Add Similar Leaf Articles to a Node To create a list of similar leaves (defined by account and subaccount masks) for a node, do the following: 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Manage > Budget Configuration (GL ). 2. In the Budget Tree pane, select the node to which you want to add leaf articles. 3. Click Preload Accounts on the table toolbar of the Subarticles pane. This opens the Preload Accounts dialog box. 4. In the dialog box, specify the range of accounts by selecting the accounts that start and end the range in the Account From and Account To boxes. 5. Click OK in the dialog box. The system will generate all possible pairs by using only the accounts listed on the chart of accounts and all the subaccounts that are combinations of subaccount segment values allowed by the mask. Review the list of budget articles and remove the accountsubaccount pairs you don't need for this node. 6. Click Save on the form toolbar. To Add Miscellaneous Leaf Articles to a Node To create a list of miscellaneous articles (that is, articles that are not defined by account and subaccount masks) for a node, do the following: 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Manage > Budget Configuration (GL ). 2. In the Budget Tree pane, select the node to which you want to add leaf articles. 3. In the Subarticles pane, for each leaf budget article to be added to the selected node, do the following: a. Click Add Row on the table toolbar. b. In the new row, make sure the Node check box is cleared. c. In the Account column, select an account for the budget article. d. If required, in the Subaccount column, select a subaccount for the budget article. e. In the column, type a name for this new article. f. Click Save on the form toolbar.

109 Managing Budgets 109 To Add Leaf Articles with Aggregation To create a leaf budget article that will aggregate the amounts of multiple articles not shown on the budget tree, perform the following steps: 1. On the Finance tab, click General Ledger. In the left pane, click the Configuration tab, and then click Manage > Budget Configuration (GL ). 2. In the Budget Tree pane, select the node to which you want to add an aggregating budget article. 3. In the Subarticles pane, for each aggregating article to be added to the selected node, do the following: a. Click Add Row on the table toolbar. b. In the new row, make sure the Node check box is cleared. c. In the Account column, select an account that defines the article. d. If required, in the Subaccount column, select a subaccount that (along with the selected account) defines the article. e. In the column, type a name for this new budget article. f. If the article should aggregate the amounts over the articles with similar accounts, in the Account Mask column, enter the account mask, and use? as the wildcard character. g. If the node being created will contain leaf articles with similar subaccounts, in the Subaccount Mask column, enter the subaccount mask, and use? as the wildcard character. 4. Click Save on the form toolbar. : This new article does not appear under the selected node in the Budget Tree pane, because it is a leaf article. To Prepare a Budget You prepare a new budget by using the Budgets (GL ) form. The process of preparing a budget may be performed in multiple stages over time. You can save the budget at any time and continue to work on it later. Before You Proceed If you want to prepare an hierarchical budget, make sure the budget tree has been configured on the Budget Configuration (GL ) form. To Create a New Budget 1. On the Finance tab, click General Ledger. In the left pane, click the Work Area tab, and then click Enter > Budgets (GL ). 2. In the Branch box, select the branch for which you want to prepare this budget. 3. In the Ledger box, select a ledger for this new budget. 4. In the Financial Year box, select the budget year. The Preload from Budget Configuration dialog box appears. 5. Click Yes in the dialog box. 6. Select the Tree View check box to also view the Tree pane.

110 Managing Budgets If you want to load the data for the entire budget, in the Budget Tree pane, select the root node. (If you want to load the data for only a particular node, select the node.) 8. On the form toolbar, click Preload Articles. 9. On the first page (Step 1) of the Preload Budget Articles Wizard, in the Branch box, select the branch whose data you want to load. 10. In the Ledger box, select the ledger from which you want to load the data. 11. In the Financial Year box, select the year whose data you want to load. 12. In the Multiplier box, specify whether you want to load the data without changes (100%), with an increase (>100%), or with a decrease (<100%) of the values of the data. 13. Click Next to open the next page of the wizard (Step 2). 14. In the Account From box, select the account to start the range of accounts for loading into the selected node. 15. In the Account To box, select the account to end the range of accounts to be loaded. 16. In the Account Mask box, specify the mask to select only specific accounts from the range. 17. If required, in the Subaccount Mask box, modify the mask to select only specific subaccounts. 18. Click Next to open the next page of the wizard (Step 3). 19. Select one of the following options: Update Existing Articles Only: To load the data for only the articles available in this node and the nodes within this node. Update Existing Articles and Load Nonexistent Articles: To load the data for the articles available in this node and to add the articles not available in this node and load the data for them. Load Nonexistent Articles Only: To add the articles that are not listed in the selected node and load the data for them. 20. Click Finish to close the wizard. 21. In the table, review the amounts of the budget articles, and change them as needed. 22. Click Save on the form toolbar. 23. Distribute the amounts over the financial periods in all budgets by performing the following steps: a. In the Budget Tree (left) pane, select the root node. b. In the Budget Articles (right) pane, click Distribute on the table toolbar. c. In the Distribute Year Amounts by Periods dialog box, select Evenly to distribute equal amounts to all periods. d. Select the Apply to All Articles in This Node check box to perform distribution for all articles in the selected node. e. Select the Apply to Subarticles check box to perform distribution within other nodes of the selected node. f. Click OK to close the dialog box and to perform the distribution. g. Adjust the period amounts manually if needed. Make sure the article's amount is equal to the distributed amount. 24. Click Save on the form toolbar.

111 Managing Budgets 111 Notes About the Procedure The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. Other notes can also be described in this section. Note the following about the Summary area of the form: The Branch box is available only if the Multi-Branch Accounting feature is enabled on the Enable/ Disable Features (CS ) form. Note the following about the Preload Budget Articles dialog box: The Subaccount Mask box is available only if the Subaccounts feature is enabled on the Enable/ Disable Features form. Note the following about articles: You can remove any of the articles (with the Reloaded check box cleared) if you don't need them for this budget by selecting each unwanted article and clicking Delete on the table toolbar.

112 Managing Allocations 112 Managing Allocations Handling allocations manually can be time-consuming and error-prone. By using Acumatica ERP, you can create and maintain allocation templates (which define how the allocations are to be performed) and perform allocations automatically according to your definitions. This functionality is available only if the Allocation Templates feature is enabled on the Enable/Disable Features (CS ) form. This chapter provides detailed information on creating allocation templates in Acumatica ERP. In This Chapter Allocation Rules Allocation Rules You create templates by using the Allocations (GL ) form. Special input masks let you create an allocation pool by specifying source branches' accounts and subaccounts, and you can set up rules for distributing the allocation amount over several destination accounts for specific branches. Multi-level allocations are supported as well. Allocation templates provide the following information: The source branch The source accounts and subaccounts (the allocation pool) The allocation amount The destination branch The destination accounts and subaccounts The methods for distributing the allocation amount to destination accounts : If you create allocation, which distributes specific amounts between multiple branches, consider configuring rules to automatically balance inter-branch transactions. Source Accounts You may select the source accounts by specifying each account and subaccount individually or by specifying a group of accounts or subaccounts with the help of special grouping masks. To create an allocation pool from similar accounts, you can select source accounts and subaccounts by groups. To do this, use special masks on the Source Accounts tab of the Allocations form. Accounts and subaccounts have alphanumerical identifiers, which usually are segmented. An input validation mask helps you enter the required number of characters or the required number of valid segments. The masks on this form instead allow you to specify characters in some fixed places or some segment values and leave other segments or places blank, thus selecting all the accounts in which the identifiers have the specified fixed characters (and any possible values in other positions). For example, suppose that all the accounts have five-character identifiers, and all the marketing expense accounts start with 51. Entering 51 in the account mask (51 ) allows you to select the accounts 51001, 51022, 51135, and so on. Consider another example. Suppose that subaccounts are segmented in the following way: a twoletter country code (US, FR, GE), a two-letter department code (AD, PR, SL, DV, DP), and a three-letter

113 Managing Allocations 113 product code (001,002, ). Specifying only US for the first segment (mask: US- - ) allows you to select all subaccounts related to operations in the United States: US-AD-001 through US-AD-237 US-PR-001 through US-PR-237 US-SL-001 through US-SL-237 US-DV-001 through US-DV-237 US-DP-001 through US-DP-237 If you want to specify only several characters in a specific segment, type? in other positions of the segment. For example, /D?/155 will select all of the following subaccounts: US-DV-155 and US-DP-155 FR-DV-155 and FR-DP-155 GE-DV-155 and GE-DP-155 Contra Accounts Contra accounts and subaccounts may be selected as actual sources of deducting allocation amounts. You must select contra accounts and subaccounts explicitly by choosing them from the list. If the contra account and subaccount are specified, you can define the grouping masks for selecting accounts and subaccounts only to determine the total allocation amount, but the total amount will be deducted from the contra account. Allocation Methods To define how the allocation amount should be collected from the source accounts, use the Allocations (GL ) form. You can select one of the following options as the allocation method: By Account PTD: To collect the period-to-date amount. From Prev. GL Allocation: To collect the amount accumulated since the last allocation. Distribution Methods To define how the allocation amount should be distributed among the destination accounts, use the Allocations form. You can select one of the following options as the distribution method: By Percent: The source amount is distributed among destination accounts by percentages, which are set on the Destination Accounts tab of this form. The total is 100 percent. By Weight: The amount is distributed between destination accounts by user-defined coefficients, which are set on the Destination Accounts tab of this form. The total is not defined. By Dest. Account YTD: The amount is distributed between the destination accounts of the destination branches proportionally to year-to-date balances of the destination accounts in the allocation ledger if no base branches are specified. If the base branches with the base accounts and subaccounts are specified, the allocation amount is distributed proportionally to YTD balances of the base accounts (recorded under the base subaccounts) of the base branches in the base ledger. If the base branches with the base accounts and subaccounts are specified but no base ledger is specified, the system performs the calculation based on the YTD balances of the base accounts in the allocation ledger. If no base branches are specified, the system uses the destination branches for calculation of these proportions.

114 Managing Allocations 114 By Dest. Account PTD: The amount is distributed between destination accounts of the destination branches proportionally to period-to-date balances of the destination accounts in the allocation ledger if no base branches are specified. If the base branches with the base accounts and subaccounts are specified, the allocation amount is distributed proportionally to PTD balances of the base accounts of the base branches in the base ledger. If the base branches with the base accounts and subaccounts are specified but no base ledger is specified, the system performs the calculation based on the PTD balances of the base accounts in the allocation ledger. If no base branches are specified, the system uses the destination branches for calculation of these proportions. Allocation Amounts The amount to be allocated is taken from all the specified source accounts (the allocation pool). If the source accounts are specified explicitly on the Source Accounts tab of the Allocations form, the individual maximum amount (Limit Amount) or a percentage of it (Limit Percent) may be specified for each source account. If the amount limit is specified, the account balance will be allocated completely, unless it exceeds the limit; in this case, only the amount equal to the amount limit will be allocated. If accounts are selected by a group mask, the limit amount or percent (depending on which is specified) will be the same for each of the selected accounts. Allocation Periods Post periods for an allocation are defined by the start and end period (set on the Allocation tab of the Allocations form), including any periods in between. The allocation may be recurring, which means it will be repeated every financial year for the same periods. If an allocation was not performed for the required period, it can be processed (batches generated) in the next period only if the required period was not closed. Multi-Level Allocations An allocation can be a part of a multi-level allocation. The same accounts and subaccounts can be involved in different allocations as source and destination accounts and subaccounts. In this case, the order in which the allocations are performed is important. In Acumatica ERP, multi-level allocation can be performed as a sequence of allocations with a fixed order of allocations. By using the Allocation tab of the Allocations form, you can assign an appropriate sort order value to each allocation. The allocation with the lowest value is applied first, so a 1 indicates first priority, a 2 indicates second priority, and so on. : If you select and try to process an allocation with a higher sort order value (which indicates a lower priority) while an allocation with a lower sort order value (which indicates a higher priority and earlier processing) is not processed, the system will issue a warning and will not process the selected allocation. Allocation Batches To initiate automatic generation of batches for allocations, use the Run Allocations (GL ) form. On the form, you can view and select allocations for processing. For each allocation, one batch is generated, which gets the current date as its date stamp. The number of transactions in a batch depends on the number of source accounts, the number of subaccounts involved, and the number of destination accounts. The batches automatically generated for allocations have a Balanced status. They can be modified if needed and are then released or posted as other batches.

115 Managing Allocations 115 Generally, allocations can be processed several times during the financial period; each time, the batches will be generated. If a Limit Amount has been specified (on the Source Accounts tab of the Allocations form), the batches will be generated unless the source accounts' balances become zero or the limit is reached. To view the history of batches for the allocation, use the Allocation History tab of the Allocations form.

116 Managing Consolidations 116 Managing Consolidations By using the functionality of the General Ledger module, you can consolidate data from specific branches of subsidiaries (or consolidation units) into a specific branch of the parent company. You can configure which data should be consolidated and how exactly the data should be consolidated. After that, you can consolidate the data as often as you need within each financial period. This functionality is available only if the General Ledger Consolidation feature is enabled on the Enable/ Disable Features (CS ) form. This chapter describes the consolidation process when both the subsidiary and the parent company use Acumatica ERP. Consolidation data is available through the standard simple object access protocol (SOAP) gateway, so third-party software can be used by either side. In This Chapter General Ledger Consolidation Overview Consolidation Configuration Account Mapping for Consolidations To Configure Consolidation in a Parent Company To Configure Consolidation in a Subsidiary To Prepare the Consolidation Data in a Subsidiary To Import the Consolidation Data from a Subsidiary General Ledger Consolidation Overview The consolidation process in General Ledger includes three stages: Consolidation setup, which is performed by each consolidation unit and by the parent company Data preparation by each consolidation unit Import of the consolidation data from each of the units by the parent company These stages are described in the sections below. Setup by the Parent Company The parent company should perform the following actions to set up consolidation: Decide which branches will consolidate which data. Provide proper information about the accounts and subaccounts in accordance with the required level of consolidation details. This information will be used for mapping in the consolidation units. Perform the synchronization to update the lists of ledgers and branches available in the consolidation units for consolidation. Configure access to the consolidation unit's Acumatica ERP website by specifying valid credentials. Setup by the Consolidation Unit To set up consolidation, the consolidation unit should perform the following actions: Mapping the unit's accounts to the parent company's accounts on the chart of accounts.

117 Managing Consolidations 117 Specifying all the settings for proper mapping of the unit's subaccount segments to the parent company's subaccounts on the Segment Values (CS ), Segmented Keys (CS ), and Consolidation (GL ) forms. For mapping options and examples, see Account Mapping for Consolidations. Selecting the required ledgers as source ledgers for consolidation on the Ledgers (GL ) form, and specifying a particular branch or branches if needed. Restriction on Financial Periods During the import, consolidation data is grouped by the financial periods of the reporting unit. Thus, financial periods in the consolidation units and in the parent company should be defined similarly; otherwise, the consolidated data will be incorrect. Data Preparation If a consolidation unit uses multiple currencies or a different base currency than that of the parent company, the unit should translate the data into the base currency of the parent company before the parent company imports the data. If you want to consolidate the translated data, specify the reporting ledger as the unit's source ledger. To consolidate the original data, specify the actual ledger as the source ledger of the unit. Data Import The consolidation data is imported to the selected branch of the parent company as General Ledger batches with system-generated descriptions. Before the system starts to import the consolidation data, the system transforms the unit's subaccounts into the parent's subaccounts using the segment values mapping and other related settings. Consolidation data being imported to the parent company is available by using the SOAP gateway as a set of GLConsolRead instances. Every GLConsolRead instance consists of four data fields: AccountCD (General Ledger account) MappedValue (parent company subaccount) ConsolAmtCredit (total credit value for period) ConsolAmtDebit (total debit value for period) To import the consolidation data from the consolidation units to the parent company, use the Import Consolidation Data (GL ) form. Select the unit and the source ledger, and then click Process. The financial data will be imported from the database of the consolidation unit to the specified branch of the parent company. To consolidate data of the different types (such as actual data and budget data), use separate ledgers in the parent company. Consolidation Configuration This section provides instructions on how to configure consolidation for your company. Before you get started, review the hierarchy of the companies whose data should be consolidated, and determine which companies report to which. In this section, we consider only a two-level hierarchy: a parent company and one or more subsidiaries (consolidation units) that report to it. This simple hierarchy can be used as a part of a more complicated hierarchy, with the consolidation process going from the bottom to the top and with parent companies after consolidating data from the units becoming units of the next level. We suppose that both a parent company and subsidiaries use Acumatica ERP. : If a consolidation unit uses a third-party ERP software, the parent company can consolidate the data by importing the trial balance prepared by the unit and exported to a CSV file by using its third-party software.

118 Managing Consolidations 118 Mapping of accounts and subaccounts should be performed in this case manually directly in the file, before the parent company will perform import from this file. For more information about the functionality intended for consolidations, see General Ledger Consolidation Overview. Consolidation Requirements For correct consolidated data, the following requirements should be met: The parent company and its subsidiaries should have the same configuration of financial year and periods, since the consolidation data is grouped by the financial periods of subsidiaries. The parent company and its subsidiaries should have similar structure of charts of accounts, with fewer accounts on the parent chart. Data from multiple accounts used in a subsidiary can be consolidated into one account of the parent company. A subsidiary should have a subaccount structure similar to that of the parent company. The parent company may have one additional segment (compared to the subsidiary) with values designating subsidiaries. Consolidation Procedures Generally, the consolidation process includes these three stages: Consolidation setup, which is performed by each subsidiary and by the parent company Data preparation by each of the subsidiaries Import of each subsidiary consolidation data by the parent company The procedures required for configuring and performing consolidation are discussed in the following topics: To Configure Consolidation in a Parent Company To Configure Consolidation in a Subsidiary To Prepare the Consolidation Data in a Subsidiary To Import the Consolidation Data from a Subsidiary Account Mapping for Consolidations Successful, complete consolidation requires thorough mapping of the subsidiary's accounts and subaccounts to the respective accounts and subaccounts of the parent company. This mapping depends on your consolidation scenario: what level of details should be available in the consolidation branch for the required consolidated reports. Account Mapping The chart of accounts may be different in each subsidiary and in the parent company. Matching accounts for consolidation is a relatively straightforward task when the parent company and subsidiaries have similar charts of accounts. Note that some of the accounts may be assigned to a specific branch. Multiple accounts in a unit can be merged into a single account of the parent company if you set the same external account against different accounts in the consolidation unit on its Chart of Accounts (GL ) form. If the parent company has a more detailed chart of accounts than some of its subsidiaries do, some consolidated accounts may not contain correct information. For example, consider a parent company with several accounts to record travel expenses Airfare, Taxi, and Rentals and a subsidiary with only one account, Travel Expenses. In this case, the only travel expense account of the

119 Managing Consolidations 119 subsidiary has to be consolidated with one of the parent's travel expense accounts. No matter which account is chosen as a consolidation target, the consolidated data will be incorrect. : For correct reporting, we recommend that the subsidiaries keep similar or more detailed charts of accounts than the parent company. Subaccount Mapping In Acumatica ERP, subaccounts carry additional information about the organizational structure of each company. Subaccounts of the consolidation unit are matched to subaccounts of the parent by mapping the unit's segments to strings of the specified length set in the specified order to form the parent's subaccounts. This makes mapping of subaccounts easier and more flexible. For each subaccount segment in the consolidation unit, you define the following parameters for consolidation mapping on the Segmented Keys (CS ) form: Number of characters: The length of the string (segment or part of the segment) in the parent's subaccount to which the segment value is mapped Consolidation order: The number that represents the place of this string among other strings in the parent's subaccount If a segment in a unit's subaccount does not match any string (segment or part of the segment) in the parent subaccount, set both of these parameters to zeros. This means the amounts associated with the segment will be aggregated. During data collection, the subaccounts of the unit are mapped to temporary or raw subaccounts that may differ from the parent's subaccounts by the absence of the consolidation segment. Example of Mapping Consider an example when the parent company has four segments, the first of which is a consolidation segment not involved in mapping (as shown in the illustration below). The subaccount of the consolidation unit consists of three segments. Each segment of the unit can be mapped to a samemeaning segment of the parent even though the lengths of the segments are different. On the Segmented Keys form, the consolidation mapping parameters for the unit's subaccounts will have the following values. Segment Length Consol. Order Number of Characters 1 Project 3 2 2

120 Managing Consolidations 120 Segment Length Consol. Order Number of Characters 2 Department Brand The three-character values of the first segment (Project) of the unit's subaccount will be mapped to the two-character values of the second segment of the parent's subaccount, and other segments will be mapped similarly. Particular strings are specified on the Segment Values (CS ) form in the Mapped Values column. A segment of a unit may be mapped to a string that is shorter than the segment in the parent's subaccount, as shown with all three segments in the illustration below. Here, on the Segmented Keys form, the consolidation mapping parameters for the unit's subaccounts will have the following values. Segment Length Consol. Order Number of Characters 1 Project Department Brand Consolidation Segment One segment in subaccounts of the parent company should be designated for subsidiaries or consolidation units. Such a segment should be specified as a consolidation segment on the Consolidation (GL ) form in the parent company. The values of this segment are associated with the subsidiaries or consolidation units. As a rule, the consolidation segment is not involved in mapping because the subsidiary does not contain such a segment in its subaccounts. In this case, the segment value can be added to the temporary subaccount during import of the data performed by the parent company (if the Paste Segment Value check box on this form is checked). To Configure Consolidation in a Parent Company The following actions should be performed in the system of the parent company to set up consolidation: Provide access to each subsidiary Acumatica ERP website by specifying valid credentials.

121 Managing Consolidations 121 Perform synchronization to update the list of ledgers and branches available in each subsidiary as sources of consolidation data These actions, performed on the Consolidation (GL ) form, are described in detail in the sections below. Before You Proceed Provide information about the parent company accounts and subaccounts to personnel at subsidiaries, so that this information can be used for mapping. Provide information about the parent company base currency to appropriate personnel, to allow subsidiaries to translate the data intended for consolidation from the base currency of each subsidiary to the base currency used by your company. Make sure the ledgers in each subsidiary whose branches store the data to be consolidated have been specified as the consolidation sources. To Provide Access to Subsidiary Systems 1. On the Finance tab, click General Ledger. In the left pane, select the Configuration tab, and then navigate to Setup > Consolidation. 2. In the Consolidation Segment Number box, specify the number of the subaccount segment used in the parent company to designate the subsidiaries (consolidation units). 3. Provide access information for each of the branches of the parent company that will be importing data from the branches of subsidiaries, following the steps below for each subsidiary. a. Click Add Row on the table toolbar to append a row to the table. b. In the Consolidation Branch column, select the consolidation branch to hold the consolidated data. c. In the Consolidation Ledger column, notice the consolidation ledger associated with the branch. d. Specify the Consolidation Segment Value, which is used to designate this subsidiary or this branch of the subsidiary. e. Select the Paste Segment Value check box if the consolidation segment is not present in the subsidiary segments. f. In the Paste Segment Value column, specify the business name of the subsidiary. g. In the appropriate columns, provide the Username and Password that can be used to access the website of the subsidiary, as well as the URL of the website. h. In the Start Period and End Period columns, specify the start and end period for consolidation. 4. Click Save. To Perform Synchronization Between the Websites Involved 1. While you're still on the Consolidation form, perform synchronization between the websites in one of the following ways: By using the unlabeled check box, select the added or modified record for each appropriate subsidiary, and click Synchronize on the form toolbar. Click Synchronize All on the form toolbar.

122 Managing Consolidations 122 : It may take several minutes to compile the Web services that are used for consolidation. If you receive an Internal Error message, wait two minutes and repeat the attempt to perform synchronization. 2. Once synchronization is completed, in the Source Ledger column of the table, specify the source ledger and the source branch. 3. Click Save. To Configure Consolidation in a Subsidiary To set up consolidation with the parent company, for the subsidiary, you perform the following actions: Map the subsidiary General Ledger accounts to the parent company accounts by using the Chart of Accounts (GL ) form. Map the subsidiary subaccount segments to the parent company subaccounts by using the Segmented Keys (CS ) and Segment Values (CS ) forms. Select the source ledger for consolidation on the Ledgers (GL ) form. For more information, see General Ledger Consolidation Overview. To Map Accounts to the Parent Company Accounts 1. On the Finance tab, click General Ledger. In the left pane, select the Configuration tab, and then navigate to Manage > Chart Of Accounts. 2. For each account, in the Consolidation Account column, specify the parent company account to consolidate the data. You may select from the list of the subsidiary accounts if the parent company chart of accounts is similar to the subsidiary chart. Multiple accounts may be mapped to the same account on the parent chart. 3. Click Save. To Verify That All Accounts Are Mapped 1. Click the Add Filter icon on the table toolbar. 2. In the Filter Settings dialog box, select Consolidation Account as the property and Is Null as the condition. 3. Click OK to close the dialog box and apply the filter. 4. To save the filter for future use, enter a filter name and click Save. 5. The system will display the list of General Ledger accounts that were not mapped. 6. Map these accounts, if any, and save the changes. To Map Subaccounts to the Parent Company Subaccounts You can provide mapping for any subaccount structure in the parent or subsidiary; for details, see General Ledger Consolidation Overview. For simplicity, we have based the following procedure on these assumptions: Subaccounts in subsidiaries and in the parent company have the same general structure, with one additional segment in the parent subaccounts used to designate the subsidiary. The subsidiaries do not have such a segment.

123 Managing Consolidations 123 All other segments in the subsidiaries have values that can be easily mapped to the appropriate segment values in the parent company. You map subaccount segments to segments in the parent subaccounts by using the Segmented Keys form as follows: 1. On the Configuration tab, click Common Settings. In the left pane, select the Segmented Keys > Segmented Keys. 2. In the Segmented Key ID box, select SUBACCOUNT. 3. For each of the segments, in the Console Order column, type an integer to specify the order of this segment in the parent subaccount. 4. In the Number of Characters column, specify the lengths of appropriate segments in the parent company. 5. Click Save. You map segment values to parent subaccount segment values on the Segment Values form as follows: 1. On the Configuration tab, click Common Settings. In the left pane, select the Segmented Keys > Segment Values. 2. In the Segmented Key ID box, select SUBACCOUNT. For each of the segments, perform the following steps: In the Segment ID box, select the segment by its number in the subsidiary subaccount. In the table area, for each of the segment values, specify the matching value in the parent subaccount segment in the Mapped Value column. 3. Click Save. To Specify a Ledger as a Consolidation Source 1. On the Finance tab, click General Ledger. In the left pane, select the Configuration tab, and then navigate to Setup > Ledgers (GL ). 2. Review the list of ledgers available in your system, and select the Is Consolidation Source check box for the appropriate ledger. Use the following guidelines in selecting the ledger: If consolidation will be performed in a currency other than the base currency of the subsidiary, select the reporting ledger that will contain the translated trial balance or budget data. If consolidation will be performed in the subsidiary base currency, select the actual ledger. If consolidation will be performed for only budget data in the subsidiary base currency, select the budget ledger. To Prepare the Consolidation Data in a Subsidiary How the consolidation data should be prepared in a subsidiary depends on whether the subsidiary uses multiple currencies and whether its base currency is the same as the base currency of the parent company. This topic discusses the following cases: A subsidiary uses the same base currency as the parent company does. A subsidiary uses another base currency than the parent company does.

124 Managing Consolidations 124 : If a subsidiary uses only one currency in the single-currency system, no special data preparation is required. Translation to the base currency of the parent company can be performed in the parent company after the import is completed. To Prepare Data in Any Subsidiary 1. Prepare the trial balance for the consolidation period, making sure that it is correct. For details, see To View the Trial Balance on Reports. 2. Close the financial period for which consolidation will be performed. To Prepare Data in a Subsidiary With Another Base Currency 1. Update the exchange rates to be used for the translation of balances to the base currency of the parent company. 2. Translate the balances to the parent company's base currency, and record the translated balances to the ledger that has been specified as the consolidation source. To Import the Consolidation Data from a Subsidiary To import the consolidation data from the consolidation units to the branches of the parent company, use the Import Consolidation Data (GL ) form. For access to the websites of the units, the system uses information provided on the Consolidation (GL ) form. The financial data will be imported from the database of the consolidation unit to the specified ledger of the parent company. To consolidate data of different types, such as actual data and budget data, import them to different ledgers in the parent company. Before You Proceed Make sure that the previous financial year is closed before importing the data for the first time in the new year. Make sure that in the parent company, all financial periods for which the data is available in subsidiaries are activated. To Import Consolidation Data 1. Log in to the parent company. 2. On the Finance tab, click General Ledger. In the left pane, select the Processes tab, and then navigate to Recurring > Import Consolidation Data (GL ). 3. Select the unlabeled check boxes for the consolidations that you want to process. 4. Make sure that the consolidation branches to which the data will be imported from the consolidation units are specified correctly. 5. Click Process. Data is imported for all open periods, and only data posted to the source ledgers of the consolidation units after the previous consolidation will be imported to the specified consolidation ledgers of the parent company. You can prepare and review the trial balance and proceed with preparing financial statements for the parent company.

125 Managing Analytical Reports 125 Managing Analytical Reports The analytical reports are used to display the consolidated and summarized data in a view defined by the report designer at the report design stage. The analytical reports are used to provide the summarized and aggregated values in a variety of views: the data in the analytical report can be displayed in the monthly, yearly, and quarterly views, and the data can provide information from the point of view of departments, selected account classes, and other dimensions. In Acumatica ERP, you can design analytical reports and run the reports that were designed and published on the site. This chapter contains information on how to design an analytical report and define the analytical report parameters with the Analytical Report Manager. In This Chapter Analytical Report Manager Overview Analytical Report Parameters Row Set Column Set Cell Formatting Unit Set Formulas Data Source Printing Style Designing Analytical Reports Analytical Report Manager Overview The Analytical Report Manager is a web-based report access and management tool for creating and modifying analytical reports. Report designers can use this tool to design and run custom analytical reports using advanced data selection criteria, data calculation rules, and customizable report layout design features. By using the Analytical Report Manager, you can perform the following tasks: Create the layout and structure of analytical report, based on your business requirements. Define data selection criteria for the report with a high level of granularity. The entities specified as the data source could include, for example, a range of accounts, subaccounts, and financial periods. Use advanced formulas to calculate values based on the information extracted from the data source. Create consolidated reports based on the data from multiple data sources or analytical reports. Localize data used by a report if multilingual support of user input is enabled. Once you save and publish reports, they become available to users for viewing. Analytical Report Parameters An analytical report is described by the set of parameters, including the following:

126 Managing Analytical Reports 126 Report Layout Parameters: The parameters specifying how the information in the report should be organized Data Source Parameters: The parameters that specify how the data should be selected for the report Data Transformation and Calculation Rules: The parameters used in the expression and the formulas applied to calculate the report values based on the data selected from the database Report Formatting Parameters: The parameters specifying the data visual presentation in the report Report Layout Parameters The report layout determines the report outlook, and defines the content of the rows and columns in the report. To set the report layout, specify the unit structure of the report, identify the rows and columns to be displayed in the report, define the report headers, and set the headers for the specific groups of columns and rows in the report or for the individual columns and rows. Report Layout Parameters Parameter Column Set Row Set Unit Set Report Header Row Headers Column Headers Printing Control Attributes Identifies the columns to be included in the analytical report. This is a mandatory attribute for the analytical report. For more information about the column sets, see Column Set. Identifies the columns to be included in the analytical report. This is a mandatory attribute. For details about the row sets, see Row Set. Identifies the units used to compose the analytical report. Use units to describe the structure of complex reports, such as the reports composed from several sections or including different views of data. Units present the dimensions of data in the analytical report. For more information about the unit sets, see Unit Set. Specifies the text describing the content analytical report. Depending on the report structure, a row header or a column header can be used to specify the header for analytical report. The report header can be defined as a header for the column set selected for the report, or as the row header having the appropriate style. Are used to insert the descriptive text into the report. Depending on the report structure, a row header specifies the header text for a single row or a group of rows in the report. Are used to insert the descriptive text into the report. Depending on the report structure, a column header specifies the header text for a single column or a group of columns in the report. Include the row and column attributes used to insert the page breaks and line breaks in the reports, display or hide the rows or columns from printing, and set the column groups and printing groups to print data from the specific rows in the specific columns. The Printing Control parameter can be specified for the columns and rows in the report. It manages the line breaks for the rows, page breaks for the rows and

127 Managing Analytical Reports 127 Parameter columns, includes or excludes the rows or columns from the printed report, and switches the rows and columns merging on or off. The Column Group and Printing Group parameters identify that the specific rows will be printed in the specific columns of the report. Data Source Parameters Data source parameters specify how the data will be selected for the report. Depending on the report structure, the data source can be defined for the whole report, and different data selection criteria can be used for the rows and columns. Data Source Parameters Parameter Data Source selected for the report Data Source selected for the row Data Source selected for the column Specifies the data filtering criteria on the report level. The data can be filtered using various criteria including groups of accounts and subaccounts, specific periods, and totals calculation method. For information about the data filtering criteria, see Data Filtering Criteria. Specifies the data filtering criteria on the row level. You can define the filtering rules separately for each row or set the rules for the groups of rows included in the report. The data can be filtered using various criteria, including groups of accounts and subaccounts, specific periods, and total calculation method. For details about the data filtering criteria, see Data Filtering Criteria. Specifies the data filtering criteria on the column level. You can define the filtering rules separately for each column or set the rules for the groups of rows included in the report. The data can be filtered using various criteria, including groups of accounts and subaccounts, specific periods, and total calculation method. For information about the data filtering criteria, see Data Filtering Criteria. Data Transformation and Calculation Rules To calculate the values in the report, you should use formulas. Formulas describe data transformations and other operations performed with the data selected from the data source. The formulas can use the data selected from the data source as the parameters. Depending on the report structure, formulas can be defined on the unit, row, or column level. For more information about the formulas, see Formulas. Formulas Type Formulas defined for the units Specify the data transformation and calculation rules on the unit level. The operations specified by the formula defined for a unit can be performed with the data related to the other units, or the data from the columns, rows, and cells in the report table. For more information about the formulas, please see Formulas.

128 Managing Analytical Reports 128 Type Formulas defined for the rows Formulas defined for the columns Specify the data transformation and calculation rules on the row level. The operations specified by the formula defined for a row can be performed with the data related to the other rows, columns, and cells in the report table. For information about the formulas, see Formulas. The formulas designed for the columns specify the data transformation and calculation rules on the column level. The operations specified by the formula defined for a row can be performed with the data related to the other rows, columns, and cells in the report table. For more information about the formulas, see Formulas. Report Formatting Parameters The formatting options can be defined for the entire report and for any particular row or column. Formatting options allow for setting the report page layout, selecting font attributes, and visually emphasizing some rows or columns in the report. Type Formatting parameters defined on the report level Formatting parameters defined on the row level Formatting parameters defined on the column level Allow for setting up the page layout including the report page and margins sizes, selecting the font attributes (the font name, size, style, and color), and setting the text align and background color attributes for the text lines in the report. The formatting parameters defined for the whole report include setting the report attributes for the page formatting, and defining the printing style for the report text. For more information about the printing style, see Printing Style. Can be set for any particular row in the report to visually emphasize it. These parameters include text align, font name, size, style and color, and background color attributes. Additionally, the separation lines can be included in the report by adding the rows having an underline type. The formatting parameters defined on the row level include setting the row attributes for the row formatting, and defining the printing style for the text in the row. For more information about the row attributes, see Row Attributes. For details about the printing style, see Printing Style. Can be set for any particular column in the report to visually emphasize it. These parameters include text align, font name, size, style and color, and background color attributes. The formatting parameters defined on the column level include setting the column attributes for the column formatting, and defining the printing style for the text in the column. For more information about the column attributes, see Column Attributes. For details about the printing style, see Printing Style. Row Set A row set is a set of rows to be used in a report or in a group of reports that use the same rows. You define row sets and their properties on the Row Sets (CS ) form. While a row set can be used in multiple reports, each report can be associated with a single row set.

129 Managing Analytical Reports 129 You can specify what rows will be displayed in the analytical report by creating a new row set, adding the rows to it, and including this row set in the report on the Report Definitions (CS ) form. Every row included in the row set has a set of attributes. The row attributes include the report layout and row printing style parameters, the data source for the row, and the data transformation and calculation rules defined to display the calculated values in the row. For more information about row attributes, see Row Attributes. Row Attributes Each row in the row set has its set of attributes displayed in the lines of the Row Sets (CS ) form. The row attributes specify how the data are selected, calculated, formatted, and displayed in the rows of printed analytical reports. By changing the row attributes, you can define the data selection, processing and formatting rules for a specific row in the analytical report. To define what data should be included in the report and set up the visual formatting for the rows, you should set the values of the following row attributes. Code and The row code is an unique value specified by the system when you add a new row to the row set. This code is used to identify the row within the row set, and the references to the rows in the formulas also include the rows codes. The code assigned to the row can be changed later, but we do not recommend that you change the existing row codes, because they can be used in the formula references to this row. The rows in the row sets are sorted by the row code in ascending order, and this is the order they appear in the generated report. We also do not recommended that you use the successive values as the codes of new rows added to the row set to simplify the procedure of adding the rows to be inserted into the report between the existing ones. The row description is a descriptive definition of the row contents. The data from the box is not printed in the analytical report. To include the row description in the report, you should create a caption for this row. Type By defining the Type attribute in the row set, you specify what data will be displayed in a particular report row, and how the data in the row will be processed. You can select one of the following row types: Type GL Caption Line A row type that you select when the data to be displayed in the row does not include some calculated values like yearly or quarterly totals and can be used as a source in the summarized data calculations. This row type can be selected when no formulas are used to calculate the values in the row. A row type that you select to set the caption for a row or a group of rows. The row caption can be printed on a separate line in the report or can be merged with the data in the next row of the row set and displayed in the specified column on the next report line. To print the caption on a separate line, you should select Caption in the Type box, then specify the Style attribute to define the caption printing style, and specify the default settings for the other attributes in the row. To display the caption on the same line, specify the Column Group attribute for the row, which defines a caption, and select the Merge Next option for the Printing Control attribute. A row type that you select to insert a row separating line in the report. The separating lines are used to improve the report readability and visually segregate the groups of data displayed in the report lines. You can specify the line style for the separating lines by setting the Line Style attribute for the row.

130 Managing Analytical Reports 130 Type Total Header A row type that you select when the data displayed in the row includes some calculated values like yearly or quarterly totals and should be excluded from the volume of data that can be selected as a source for summarized values calculation. This row type is commonly used when the row includes a formula which calculates the sums or total values. A row type that you select to print the specific header in this row in the report. You should specify the header in the Headers section of the Column Sets (CS ) form. To display the header in the report, specify the Column Group attribute for the row, which defines a header. This attribute specifies the reference to the appropriate header defined for the column set included in this report. Value By specifying the Value attribute, you can define a certain value to be displayed in the report line. The values in the rows can be predefined parameters or computed values calculated using formulas. Values are frequently used to insert the sums and totals into the report lines. For more information about the formulas, see Formulas. The formulas used to calculate the data in the report lines usually include the references to other rows or particular cells in the report. The expressions used to insert the data in the report rows can also use the parametric queries to select the necessary data from the data source. : When you use the Values attribute to display the total values in the row, it is necessary to confirm that the appropriate Row Type attribute is selected for this row to exclude it from the data that can be selected as a source for summarized values calculation. Format You use the Format attribute to specify the format functions for the row cells. For the rules of the row cell formatting, see Cell Formatting. Data Source You use the Data Source attribute to define the filtering criteria for the data to be displayed in a specific row of your report. To set up filtering criteria, you should specify appropriate parameters in the Data Source Editor (Data Source Editor) dialog box. You can specify criteria on different levels (row, column, unit, or entire report). The filtering rules defined for the unit have the highest priority. The rules defined on the row, column, and report levels have the next highest priorities (in that order). For example, if you want to define filtering criteria for a column and these criteria differ from the criteria that has already been specified for the rows, you need to clear the parameters or specify them as Not Set for the row that interacts with the corresponding column so that the data filtering criteria specified for the column will be applied. For more information about the data filtering criteria, see Data Filtering Criteria. By specifying the data filtering parameters on the row level, you define the data structure in the report. For example, if a group of lines in the report must display the calculated values for the specific period, you should set the start date and the end date of the period for each row included in this group of report lines. If some lines in the report must display the data related to a specific account, and the columns must display the values calculated for certain periods, you should specify the account on the rows level, and set the start date and the end date of each period on the columns level. Style You can use the Style attribute to define the printing style such as the font, background color, or text alignment for the data in a specific report row. This attribute can be used when some report row must

131 Managing Analytical Reports 131 be visually emphasized and have formatting that differs from that of the other rows in the report. For example, you can set special formatting attributes for the rows that include the total values for some periods. For more information about the printing style, see Printing Style. Printing Control You use the Printing Control attribute to specify how the rows will be printed in the report. The following printing control options are available for the rows: Printing Control Parameters Parameter Line Break Merge Next Start Box and End box The option you select to insert a line break after each row. In this case, each row will be printed on a separate line. The option you select to merge the row data with the data in the next row. When two rows are merged, the values from the merged row are inserted in the free cells of the next row. To merge the rows, you should define in which columns of the next row the data will be inserted, by setting the Column Group attributes for the merged rows. You can merge the rows, for example, when some report line must include data from various rows selected from the database by using different selection criteria. The option you select to visually group a certain number of sequential rows by adding a frame box to these rows in the printed report. Use the Start Box option for the first row in the group of rows to be included in the frame, and use the End Box option for the last row in this group. Page Formatting and Row Printing Control Attributes Multiple row attributes are used to define the page formatting and to control printing. These attributes include the options that allow you to set the row printing options and block the empty lines printing. Page Formatting and Row Printing Control Attributes Attribute Page Break Height Indent Line Style Suppress Empty Hide Zero Linked Row This attribute allows you to insert a page break in the printed report after the current row. This attribute allows you to set the row height in the printed report (in pixels). This attribute allows you to set the row indent in the printed report (in pixels). This attribute is used to set the line style for the row having the Underline type. This attribute is used when the empty lines must not be printed in the report. This attribute is used to print blank spaces instead of zero values in the row. This attribute enables inheriting the printing control properties of a row in the row set from the printing control properties of another row. The printing control properties of a row are defined by the values of Printing Control, Suppress Empty, and Hide Zero attributes. Linked rows are used when the two rows should be printed or not printed in the report simultaneously, and the printing control properties of the first row are used to set the printing control properties for the second row. To define the row whose printing control properties should be

132 Managing Analytical Reports 132 Attribute used to set the same properties for the current row, you should enter the code of this row in Linked Row for the current row attributes set. Column Group The Column Group attribute is used to define the group of columns where the values from the current row will be printed. Every column group selected for the current row can include one or several columns. When a column group attribute is set for the current row, the same value should be assigned to the Printing Group attribute for the columns that will be included in this analytical report and where the values from the current row will be inserted. For example, if the values from the row having the R01 code should be displayed in the columns A and B, the Column Group attribute should have the same value as the Printing Group attribute defined for the columns A and B. Unit Group You use the Unit Group attribute to include the current row in the unit group. Unit groups are used to generate summarized or aggregated reports, to define the groups of rows to be displayed in some specific reports. Unit groups include the column sets and row sets into the hierarchically organized units that can be used to summarize the values in the report formed from the various column sets and row sets. Column Set Column sets are used to define the set of columns to be used in a specific report or in a variety of reports having a common layout. When different reports use the same columns, you can create a single column set for them. You can specify what columns will be displayed in the analytical report by creating a new column set, adding the columns to it, and including this column set in the report on the Report Definitions (CS ) form of the Acumatica ERP Analytical Report Manager. Each column set can be used in a specific analytical report or in a variety of analytical reports. Every report can be associated only with a single column set. The column sets and their properties are defined on the Column Sets (CS ) form of the Analytical Report Manager. Every column included in the column set has its set of attributes. The column attributes include the report layout and column printing style parameters, the data source specification for the column, and data transformation and calculation rules defined to display the calculated values in the column. For more information about the column attributes, see Column Attributes. Column Attributes Each column in the column set has its set of attributes displayed in the lines of the Column Sets (CS ) form. The column attributes specify how the data is selected, calculated, formatted, and displayed in the columns of printed analytical reports. By changing the column attributes, you can define the data selection, processing, and formatting rules for a specific column in the analytical report. To define what data should be included in the report and set up the formatting for the columns, you can set the values of the column attributes covered in the sections in this topic. Code and The system assigns a letter code to every column that you add to the column set. The added columns are named as they are named in the Excel file, and the letter assigned to the column cannot be changed later. In the box, you can add a descriptive definition of the column contents.

133 Managing Analytical Reports 133 The data from the box is not automatically printed in the analytical report. To include the column description in the report, you should create a header for this column. Type By defining the Type attribute for a column in the column set, you specify what data will be displayed in the particular report column, and how the data in this column will be processed. You can select one of the following column types. Column Types Type GL Calc Descr A column type you select when the data to be displayed in the column does not include the values calculated on the column level. This column type can be selected when no formulas are used to calculate the values in the column. If some cells from the rows to be displayed in the report use formulas to calculate the values to be inserted in the row, these formulas will be applied to calculate the values in this column. A column type you select when a formula is used to calculate the values to be inserted in this cell (for example, when a column cell summarizes the values from the other columns). A column type you select if a test description must be displayed in this column of the printed report. Value By specifying the Value attribute, you define a certain value to be displayed in the report column. The values in the columns can be predefined parameters or computed values calculated by using formulas. Values are frequently used to insert the sums and totals into the report columns. The formulas used to calculate the data in the report columns usually include the references to other columns or particular cells in the report. The expressions defined for the report columns can also use the parameter queries to select the values from the data source and insert them in the column cells. : When you use the Value attribute to display the predefined or calculated values in the column, you must confirm that the appropriate Type attribute is selected for this column; otherwise, the formula and value calculation rules will be ignored. For more information about the formulas, see Formulas. Rounding By specifying the Rounding attribute, you set up the level of rounding that will be used in each particular column of your report to round the values. You can select one of the following types of rounding for a column: No Rounding, Whole Dollars, Thousands, Whole Thousands, Millions, Whole Millions, Billions, and Whole Billions. For a detailed description of each type, see Column Sets. Format You use the Format attribute to specify the format functions for the column cells and row cells. For the rules of cell formatting, see Cell Formatting. Page Formatting and Column Printing Control Attributes Multiple column attributes are used to define page formatting and to control printing, as shown in the following table. These attributes include options you can use to set the column printing options and block the printing of empty columns.

134 Managing Analytical Reports 134 Page Formatting and Column Printing Control Attributes Column Type Width Auto Height Extra space Suppress Empty Suppress Line Page Break The column width in the printed report (in pixels). An attribute that automatically adjusts (if selected) the height of the selected cell in a column. You can select this check box to move a long string of text to the next line inside the cell. The indentation for the entire column. An attribute that is used when the empty columns must not be printed in the report. An attribute that is used to control the underline printing in the column. This parameter switches printing the underlines in the report if some rows in the report have the Underline type; the underlines will not be printed in the column when the Suppress Line option is selected for it. An attribute that you use to split the printed report into the pages and insert a page break in the printed report after the current column. If this option is selected, the next columns in the column set will be printed on the next page. Printing Group You use the Printing Group attribute to define the group of rows where the values from the current column will be printed. Every printing group can include one row or multiple rows, and can be assigned to a single column set or multiple sets. When a column group attribute is set for the current row, the same column group should be assigned to the Printing Group attribute for the column set that will be included in this analytical report. Unit Group You use the Unit Group attribute to include the current column in the unit group. Unit groups are used to generate summarized or aggregated reports; they define the groups of columns to be displayed in some specific reports. Unit groups include the column sets and row sets in the hierarchically organized units that can be used to summarize the values in the report formed from the various column sets and row sets. Printing Control You use the Printing Control attribute to specify how the columns will be printed in the report. The following printing control options are available for the columns. Printing Control Parameters Printing Control Parameter Print Hidden The option you select to print the column in the report. The option you select to prevent the column from appearing in the printed report. If you select it, the column will not be printed in the report. You can use this option when some columns are used only as a source of data to calculate other report values and must not be included in the printed report.

135 Managing Analytical Reports 135 Printing Control Parameter Merge Next The option you select to merge the data in the current column with the data in the next column. When the two columns are merged, the values from the merged column are inserted in the free cells of the next column. To merge the columns, you should define in which rows of the next row the data will be inserted, by setting the Printing Group values for the merged rows. Rows merging is used, for example, when a single report line must include data from various rows selected from the database by using different selection criteria or calculated values. Visible Formula You use the Visible Formula attribute to define the conditions of hiding a column when you run the report. If you do not want to have needless columns (for example, those with no data) in the report, you can hide a column or multiple columns by specifying appropriate hiding conditions in the Visible Formula box. Hiding a column does not remove a column or its data at all. The column will be displayed when the report is generated outside the specified conditions. For example, suppose you have an annual report that has twelve columns, where each column accumulates data by month. If you run the report in March, it will contain the data for the three months (from January to March), so only three columns will contain data. In that case, there is no need to display other columns that have no data. Thus, you can specify conditions to hide the columns depending on the period of time when you run the report. For the Visible Formula attribute, you can specify such values as =True (for displaying the column), =False (for hiding the column), or a formula with specific conditions for hiding the column depending on parameter. Style You can use the Style attribute to define the printing style such as the font, background color, or text alignment for the data in a specific report column. This attribute can be used when some report column must be visually emphasized and have formatting that differs from that of the other columns in the report. For example, you can set special formatting attributes for the columns that include the total values for some periods. For more information about the printing style, see Printing Style. Data Source You use the Data Source attribute to define the filtering criteria for the data to be displayed in a specific column of your report. To set up filtering criteria, you should specify appropriate parameters in the Data Source Editor (Data Source Editor) dialog box. You can specify criteria on different levels (row, column, unit, or entire report). The filtering rules defined for the unit have the highest priority. The rules defined on the row, column, and report levels have the next highest priorities (in that order). For example, if you want to define filtering criteria for a column and these criteria differ from the criteria that has already been specified for the rows, you need to clear the parameters or specify them as Not Set for the row that interacts with the corresponding column so that the data filtering criteria specified for the column will be applied. For more information about the data filtering criteria, see Data Filtering Criteria. By specifying the data filtering parameters on the row level, you define the data structure in the report. For example, if a group of lines in the report must display the calculated values for the specific period, you should set the start date and the end date of the period for each row included in this group of report lines. If some lines in the report must display the data related to a specific account, and the

136 Managing Analytical Reports 136 columns must display the values calculated for certain periods, you should specify the account on the rows level, and set the start date and the end date of each period on the columns level. Cell Formatting You use the format functions specified for the Format attribute on the Column Sets (CS ) form (for the column cell) and on the Row Sets (CS ) form (for the row cell). To set the format for the column or row cells, you can use the standard formats defined for the format function in.net. Both standard (numeric and datetime) and user-defined data formats are supported. The standard numeric data formats use the form Axx, where A is a single alphabetic character called the format specifier, and xx is an optional integer called the precision specifier. The precision specifier ranges from 0 to 99 and controls the number of significant digits or zeros to the right of a decimal point. The format string cannot contain white spaces. The standard DateTime format string consists of a single format specifier character. If the format specifier is not found in the list of standard string format specifiers, a runtime exception is thrown. If the format string is longer than a single character (even if the extra characters are blanks), the format string is interpreted as a custom format string. If the standard numeric format specifiers do not provide the type of formatting required by the report, you can use custom format strings. The custom format strings use the format characters to specify what symbol should be placed in the specific position of the format string. Any numeric format string that does not fit the definition of a standard numeric format string is interpreted as a custom numeric format string. Thus, the format string c! is interpreted as a custom format string because it contains two alphabetic characters, even though the character c is a standard numeric format specifier. The custom DateTime format specifiers can be used to create a custom DateTime format string. Standard Numeric Format Strings The following table describes the standard numeric format strings. Note that the result string produced by these format specifiers is influenced by the settings in the Regional Options control panel. Computers using different settings will generate different result strings. Format specifier Name C or c Currency The numbers in the report row or column will be converted to strings that represent the currency amounts. The precision specifier indicates the number of decimal places to be shown. Examples: c c2 You can use a currency symbol in the report rows, such as the US dollar symbol ($) or the European Euro symbol ( ). To set up the required symbol, use the format string as in the following example: Example (for Euro): \ #,##0.00 Any symbol that you type after the backslash (\) will be printed as is. D or d Decimal This format is supported for integral types only. The number is converted to a string of decimal digits (0 to9), prefixed by a minus sign if the number is negative. The precision specifier indicates the minimum number of digits in the resulting string. If required, the number is padded with zeros to its left to produce the number of digits given by the precision specifier. The exponent always consists of

137 Managing Analytical Reports 137 Format specifier Name a plus or minus sign and a minimum of three digits. The exponent is padded with zeros to meet this minimum, if required. Examples: d d4 E or e Scientific (exponential) (This format is very seldom used in the Analytical Reports) The number is converted to a string of the form -d.ddd... E+ddd or -d.ddd... e+ddd, where each d indicates a digit (0 to 9). The string starts with a minus sign if the number is negative. One digit always precedes the decimal point. The precision specifier indicates the appropriate number of digits after the decimal point. If the precision specifier is omitted, a default of six digits after the decimal point is used. The case of the format specifier indicates whether to prefix the exponent with an E or an e. The exponent always consists of a plus or minus sign and a minimum of three digits. The exponent is padded with zeros to meet this minimum, if required. Examples: e e2 F or f Fixed point The number is converted to a string of the form -ddd.ddd... where each d indicates a digit (0 to 9). The string starts with a minus sign if the number is negative. The precision specifier indicates the number of decimal places to be shown. Examples: f f4 G or g General The number is converted to the most compact of the fixedpoint or scientific notation, depending on the type of the number and whether a precision specifier is present. If the precision specifier is omitted or zero, the type of the number determines the default precision, as indicated by the following list. Byte or SByte: 3 Int16 or UInt16: 5 Int32 or UInt32: 10 Int64 or UInt64: 19 Single: 7 Double: 15 Decimal: 29 Fixed-point notation is used if the exponent that would result from expressing the number in scientific notation is greater than 5 and less than the precision specifier; otherwise, scientific notation is used. The result contains a decimal point, if required, and trailing zeroes are omitted. If the precision specifier is present and the number of significant digits in the result exceeds the specified precision, then the excess trailing digits are removed by rounding. If scientific notation is used, the exponent in the result is prefixed with E if the format specifier is G, or e if

138 Managing Analytical Reports 138 Format specifier Name the format specifier is g. The exception to the preceding rule is if the number is a decimal and the precision specifier is omitted. In that case, fixed-point notation is always used and trailing zeroes are preserved. Examples: g g4 N or n Number The number is converted to a string of the form "- d,ddd,ddd.ddd... where each d indicates a digit (0 to 9). The string starts with a minus sign if the number is negative. Thousand separators are inserted between each group of three digits to the left of the decimal point. The precision specifier indicates the number of decimal places to be shown. Examples: n n4 P or p Percent The number is converted to a string that represents a percent. The converted number is multiplied by 100 in order to be presented as a percentage. The precision specifier indicates the number of decimal places to be shown. Examples: p p4 R or r X or x Round-trip (This format is very seldom used in the Analytical Reports) Hexadecimal (This format is very seldom used in the Analytical Reports) The round-trip specifier guarantees that a numeric value converted to a string will be parsed back into the same numeric value. When a numeric value is formatted using this specifier, it is first tested using the general format, with 15 spaces of precision for a Double and 7 spaces of precision for a Single. If the value is successfully parsed back to the same numeric value, it is formatted by using the general format specifier. However, if the value is not successfully parsed back to the same numeric value, then the value is formatted by using 17 digits of precision for a Double and 9 digits of precision for a Single. Although a precision specifier can be appended to the roundtrip format specifier, it is ignored. Round trips are given precedence over precision when using this specifier. This format is supported by floating-point types only. Example: r The number is converted to a string of hexadecimal digits. The case of the format specifier indicates whether to use uppercase or lowercase characters for the hexadecimal digits greater than 9. For example, use X to produce ABCDEF, and x to produce abcdef. The precision specifier indicates the minimum number of digits in the resulting string. If required, the number is padded with zeros to its left to produce the number of digits given by the precision specifier. This format is supported for integral types only. Examples: x X

139 Managing Analytical Reports 139 Custom Numeric Format Strings The following table shows the characters you can use to create custom numeric format strings and their definitions. Note that the result strings produced by some of these characters are influenced by the settings in the Regional Options control panel. Computers using different cultures will generate different result strings. Format character Name 0 Zero placeholder If the value being formatted has a digit in the position where the 0 appears in the format string, then that digit is copied to the result string. The position of the leftmost 0 before the decimal point and the rightmost 0 after the decimal point determines the range of digits that are always present in the result string. The 00 specifier causes the value to be rounded to the nearest digit preceding the decimal, where rounding away from zero is always used. For example, formatting 34.5 with 00 would result in the value 35. # Digit placeholder If the value being formatted has a digit in the position where the # appears in the format string, then that digit is copied to the result string. Otherwise, nothing is stored in that position in the result string. Note that this specifier never displays the 0 character if it is not a significant digit, even if 0 is the only digit in the string. It displays the 0 character if it is a significant digit in the number being displayed. The ## format string causes the value to be rounded to the nearest digit preceding the decimal, where rounding away from zero is always used. For example, formatting 34.5 with ## would result in the value 35.. Decimal point The first. character in the format string determines the location of the decimal separator in the formatted value; any additional. characters are ignored. The actual character used as the decimal separator is determined by the settings in the Regional Options control panel., Thousand separator and number scaling This character serves two purposes. First, if the format string contains a, character between two digit placeholders (0 or #) and to the left of the decimal point if one is present, then the output will have thousand separators inserted between each group of three digits (counting from the right) to the left of the decimal separator. The actual character used as the decimal separator in the result string is determined by the settings in the Regional Options control panel. Second, if the format string contains one or more, characters immediately to the left of the decimal point, then the number will be divided by the number of, characters multiplied by 1000 before it is formatted. For example, the format string 0,, will represent 100 million as simply 100. Use of the, character to indicate that scaling does not include thousand separators in the formatted number. Thus, to scale a number by 1 million and insert thousand separators you would use the format string #,##0,,.

140 Managing Analytical Reports 140 Format character Name % Percentage placeholder The presence of the % character in a format string causes a number to be multiplied by 100 before it is formatted. The appropriate symbol is inserted in the number itself at the location where the % appears in the format string. The percent character used is dependent on the settings in the Regional Options control panel. E0 E+0 E-0 e0e+0 e-0 Scientific notation If any of the strings E, E+, E-, e, e+, or e- is present in the format string and followed immediately by at least one 0 character, then the number is formatted using scientific notation with an E or e inserted between the number and the exponent. The number of 0 characters following the scientific notation indicator determines the minimum number of digits to output for the exponent. The E+ and e+ formats indicate that a sign character (plus or minus) should always precede the exponent. The E, E-, e, or e- formats indicate that a sign character should only precede negative exponents. \ Escape character In C# and C++, the backslash character causes the next character in the format string to be interpreted as an escape sequence. It is used with traditional formatting sequences like \n (new line). 'ABC' "ABC" Literal string Characters enclosed in single or double quotes are copied to the result string literally, and do not affect formatting. ; Section separator This character is used to separate sections for positive, negative, and zero numbers in the format string. Other All other characters All other characters are copied to the result string as literals in the position they appear. Examples:,##0.00}} "(###) ### - ####" Standard DateTime Format Strings The following table describes the standard date/time format specifiers. The output of these format specifiers is influenced by the current culture and the settings in the Regional Options control panel. Format character Name d Short date pattern Displays a value in a short date format. Depending on the settings in the Regional Options control panel, the value can be in one of the following formats: M/d/yyyy (for en-us local settings) yyyy/mm/dd (for ja-jp local settings) dd/mm/yyyy (for fr-fr local settings) Example: d

141 Managing Analytical Reports 141 Format character Name D Long date pattern Displays a value in a long date format. Depending on the settings in the Regional Options control panel, the value can be in one of the following formats: dddd, MMMM dd, yyyy (for en-us local settings) yyyy'?'m'?'d'?' (for ja-jp local settings) dddd d MMMM yyyy (for fr-fr local settings) Example: D t Short time pattern Displays a value in a short time format. Depending on the settings in the Regional Options control panel, the value can be in one of the following formats: h:mm tt (for en-us local settings) H:mm (for ja-jp local settings) HH:mm (for fr-fr local settings) Example: t T Long time pattern Displays a value in a long time format. Depending on the settings in the Regional Options control panel, the value can be in one of the following formats: h:mm:ss tt (for en-us local settings) H:mm:ss (for ja-jp local settings) HH:mm:ss (for fr-fr local settings) Example: T f F g G Full date/time pattern (short time) Full date/time pattern (long time) General date/time pattern (short time) General date/time pattern (long time) Displays a value in a combination of the long date and short time format patterns, separated by a space. Example: f Displays a value in a full date/time format. Depending on the settings in the Regional Options control panel, the value can be in one of the following formats: yyyy h:mm:ss tt (for en-us local settings) yyyy'?'m'?'d'?' H:mm:ss (for ja-jp local settings) dddd d MMMM yyyy HH:mm:ss (for fr-fr local settings) Example: F Displays a combination of the short date and short time patterns, separated by a space. Example: g Displays a combination of the short date and long time patterns, separated by a space.

142 Managing Analytical Reports 142 Format character Name Example: G M or m Month day pattern Displays a day of month defined by the value. Depending on the settings in the Regional Options control panel, the value can be in one of the following formats: MMMM dd (for en-us local settings) M'?'d'?' (for ja-jp local settings) d MMMM (for fr-fr local settings Examples: M m R or r RFC1123 pattern Displays a time value based on the Internet Engineering Task Force (IETF) Request for Comments (RFC) 1123 specification. This specification sets the following common time format (regardless of the settings in the Regional Options control panel): ddd, dd MMM yyyy HH':'mm':'ss 'GMT' Formatting does not modify the DateTime value; therefore, you must adjust the value to GMT before formatting. Examples: R r s u Sortable date/time pattern; conforms to ISO 8601 Universal sortable date/time pattern Displays a date and time in ISO 8601-compatible format. The format uses the following custom format: yyyy-mmddthh:mm:ss Example: s Displays a time value in a standard defined form. This specification sets the following common time format (regardless of the settings in the Regional Options control panel): yyyy-mm-dd HH:mm:ssZ No time zone conversion is done when the date and time is formatted; therefore, convert a local date and time to universal time before using this format specifier. Example: u Y or y Year month pattern Displays a year value. Depending on the settings in the Regional Options control panel, the value can be in one of the following formats: MMMM, yyyy (for en-us local settings) yyyy'?'m'?' (for ja-jp local settings) MMMM yyyy (for fr-fr local settings) Examples: Y y

143 Managing Analytical Reports 143 Custom DateTime Format Strings The following table describes the custom date/time format specifiers. The output of these format specifiers is influenced by the current culture and the settings in the Regional Options control panel. Format specifier d ddd dddd (plus any number of additional "d" characters) dddd (plus any number of additional "d" characters) f ff fff ffff fffff ffffff fffffff F FF FFF FFFF FFFFF FFFFFF Displays the current day of the month, measured as a number between 1 and 31. If the day is a single digit only (1 to 9), then it is displayed as a single digit. Note that if the d format specifier is used without other custom format strings, it is interpreted as the standard format specifier for the short date pattern. If the d format specifier is passed with other custom format specifiers or the % character, it is interpreted as a custom format specifier. Displays the abbreviated name of the day for the specified DateTime. Displays the full name of the day for the specified DateTime. Displays the full name of the day for the specified DateTime. Displays the most significant digit of the seconds fraction. Note that if the f format specifier is used alone, without other custom format strings, it is interpreted as the full (long date + short time) format specifier. If the f format specifier is passed with other custom format specifiers or the % character, it is interpreted as a custom format specifier. Displays the two most significant digits of the seconds fraction. Displays the three most significant digits of the seconds fraction. Displays the four most significant digits of the seconds fraction. Displays the five most significant digits of the seconds fraction. Displays the six most significant digits of the seconds fraction. Displays the seven most significant digits of the seconds fraction. Displays the most significant digit of the seconds fraction. Nothing is displayed if the digit is zero. Displays the two most significant digits of the seconds fraction. However, trailing zeros, or two zero digits, are not displayed. Displays the three most significant digits of the seconds fraction. However, trailing zeros, or three zero digits, are not displayed. Displays the four most significant digits of the seconds fraction. However, trailing zeros, or four zero digits, are not displayed. Displays the five most significant digits of the seconds fraction. However, trailing zeros, or five zero digits, are not displayed. Displays the six most significant digits of the seconds fraction. However, trailing zeros, or six zero digits, are not displayed.

144 Managing Analytical Reports 144 Format specifier FFFFFFF g or gg (plus any number of additional "g" characters) h hh, hh (plus any number of additional "h" characters) H HH, HH (plus any number of additional "H" characters) m mm, mm (plus any number of additional "m" characters) Displays the seven most significant digits of the seconds fraction. However, trailing zeros, or seven zero digits, are not displayed. Displays the era (A.D. for example) for the specified DateTime value. Note that if the g format specifier is used alone, without other custom format strings, it is interpreted as the standard general format specifier. If the g format specifier is passed with other custom format specifiers or the % character, it is interpreted as a custom format specifier. Displays the hour for the specified DateTime value in the range 1 to 12. The hour represents whole hours passed since either midnight (displayed as 12) or noon (also displayed as 12). If this format is used alone, then the same hour before or after noon is indistinguishable. If the hour is a single digit (1 to 9), it is displayed as a single digit. No rounding occurs when the hour is displayed. For example, a DateTime of 5:43 returns 5. Displays the hour for the specified DateTime value in the range 1 to 12. The hour represents whole hours passed since either midnight (displayed as 12) or noon (also displayed as 12). If this format is used alone, then the same hour before or after noon is indistinguishable. If the hour is a single digit (1 to 9), it is formatted with a preceding 0 (01-09). Displays the hour for the specified DateTime value in the range 0 to 23. The hour represents whole hours passed since midnight (displayed as 0). If the hour is a single digit (0 to 9), it is displayed as a single digit. Displays the hour for the specified DateTime value in the range 0 to 23. The hour represents whole hours passed since midnight (displayed as 0). If the hour is a single digit (0 to 9), it is formatted with a preceding 0 (01 to 09). Displays the minute for the specified DateTime value in the range 0 to 59. The minute represents whole minutes passed since the last hour. If the minute is a single digit (0 to 9), it is displayed as a single digit. Note that if the m format specifier is used alone, without other custom format strings, it is interpreted as the standard format specifier for the monthday pattern. If the m format specifier is passed with other custom format specifiers or the % character, it is interpreted as a custom format specifier. Displays the minute for the specified DateTime in the range 0 to 59. The minute represents whole minutes passed since the last hour. If the minute is a single digit (0 to 9), it is formatted with a preceding 0 (01 to 09). M Displays the month, expressed as a number between 1 and 12. If the month is a single digit (1 to 9), it is displayed as a single digit. Note that if the M format specifier is used alone, without other custom format strings, it is interpreted as the standard format specifier for the month-day pattern. If the M format

145 Managing Analytical Reports 145 Format specifier MM MMM MMMM s ss, ss (plus any number of additional "s" characters) ss, ss (plus any number of additional "s" characters) t tt, tt (plus any number of additional "t" characters) y specifier is passed with other custom format specifiers or the % character, it is interpreted as a custom format specifier. Displays the month, measured as a number between 1 and 12. If the month is a single digit (1 to 9), it is formatted with a preceding 0 (01 to 09). Displays the abbreviated name of the month for the specified DateTime value. Displays the full name of the month for the specified DateTime value. Displays the seconds for the specified DateTime value in the range 0 to 59. The second represents whole seconds passed since the last minute. If the second is a single digit (0 to 9), it is displayed as a single digit only. Note that if the s format specifier is used alone, without other custom format strings, it is interpreted as the standard sortable format specifier for the date-time pattern. If the s format specifier is passed with other custom format specifiers or the % character, it is interpreted as a custom format specifier. Displays the seconds for the specified DateTime value in the range 0 to 59. The second represents whole seconds passed since the last minute. If the second is a single digit (0 to 9), it is displayed as a single digit only. Note that if the s format specifier is used alone, without other custom format strings, it is interpreted as the standard sortable format specifier for the date-time pattern. If the s format specifier is passed with other custom format specifiers or the % character, it is interpreted as a custom format specifier. Displays the seconds for the specified DateTime in the range 0 to 59. The second represents whole seconds passed since the last minute. If the second is a single digit (0 to 9), it is formatted with a preceding 0 (01 to 09). Displays the first character of the a.m./p.m. designator for the specified DateTime value. Note that if the t format specifier is used alone, without other custom format strings, it is interpreted as the standard format specifier for the long time pattern. If the t format specifier is passed with other custom format specifiers or the % character, it is interpreted as a custom format specifier. Displays the a.m./p.m. designator for the specified DateTime value. Displays the year for the specified DateTime value as a maximum two-digit number. The first two digits of the year are omitted. If the year is a single digit (1 to 9), it is displayed as a single digit. Note that if the y format specifier is used alone, without other custom format strings, it is interpreted as the standard format specifier for the short date pattern. If the y format specifier is passed with other custom format specifiers or the % character, it is interpreted as a custom format specifier.

146 Managing Analytical Reports 146 Format specifier yy yyyy z zz zzz, zzz (plus any number of additional "z" characters) Displays the year for the specified DateTime value as a maximum two-digit number. The first two digits of the year are omitted. If the year is a single digit (1 to 9), it is formatted with a preceding 0 (01 to 09). Displays the year for the specified DateTime value, including the century. If the year is fewer than four digits in length, then preceding zeros are appended as necessary to make the displayed year four digits long. Displays the time zone offset for the system's current time zone in whole hours only. The offset is always displayed with a leading sign (zero is displayed as +0), indicating hours ahead of Greenwich mean time (+) or hours behind Greenwich mean time ( ). The range of values is 12 to +13. If the offset is a single digit (0 to 9), it is displayed as a single digit with the appropriate leading sign. The setting for the time zone is specified as +X or X where X is the offset in hours from GMT. The displayed offset is affected by daylight saving time. Displays the time zone offset for the system's current time zone in whole hours only. The offset is always displayed with a leading or trailing sign (zero is displayed as +00), indicating hours ahead of Greenwich mean time (+) or hours behind Greenwich mean time ( ). The range of values is 12 to +13. If the offset is a single digit (0 to 9), it is formatted with a preceding 0 (01 to 09) with the appropriate leading sign. The setting for the time zone is specified as +X or X where X is the offset in hours from GMT. The displayed offset is affected by daylight saving time. Displays the time zone offset for the system's current time zone in whole hours only. The offset is always displayed with a leading or trailing sign (zero is displayed as +00), indicating hours ahead of Greenwich mean time (+) or hours behind Greenwich mean time ( ). The range of values is 12 to +13. If the offset is a single digit (0 to 9), it is formatted with a preceding 0 (01 to 09) with the appropriate leading sign. The setting for the time zone is specified as +X or X where X is the offset in hours from GMT. The displayed offset is affected by daylight saving time. : Serves as a time separator. / Functions as a date separator. " Indicates a quoted string. Displays the literal value of any string between two quotation marks preceded by the escape character (/). ' Indicates a quoted string. Displays the literal value of any string between two single quotation marks. %c Where c is both a standard format specifier and a custom format specifier, displays the custom format pattern associated with the format specifier. Note that if a format specifier is used alone as a single character, it is interpreted as a standard format specifier. Only format specifiers consisting of two or more characters are interpreted as custom format specifiers. In order to display the

147 Managing Analytical Reports 147 Format specifier custom format for a specifier defined as both a standard and a custom format specifier, precede the specifier with a % symbol. \c Where c is any character, displays the next character as a literal. The escape character cannot be used to create an escape sequence (like \n for new line) in this context. Examples: dddd - d - MMMM dd/mm/yyyy Unit Set Unit sets are used to organize the report structure in a report or a group of reports when the groups of rows and columns included in the report use data from the different data sources, or formulas must be applied to calculate the report values based on specific data from the explicitly defined groups of columns and rows. Unit sets and their properties are defined on the Unit Sets (CS ) form. A unit set can include one or more units that define the calculation formulas (for report values), printing groups, and the data source for a data set to be used. Units allow for applying additional data filtering criteria and data calculations for the specific data set in the report. You can specify what units will be included in the unit set by adding the units in it, and organizing the unit structure in the report. Each unit set can be used in a report or a group of reports, and each report can use only one unit set. Every unit included in the unit set has a number of attributes. The unit attributes include the formulas used to calculate the report values, and the data source parameters used to select the data. Every unit can use either the formula or the data source parameters to define the data processing rules for the report. Unit Attributes Each unit in the unit set has the attributes displayed in the lines of the Unit Sets (CS ) form. The unit attributes specify how the data are selected, calculated, and displayed in the printed analytical reports. By changing the unit attributes, you can define the data selection and processing rules and layout parameters for a specific unit included in the analytical report. To define what data should be included in the unit set and set up the formatting for the rows and columns, you can set the values of the attributes covered in the sections in this topic. Unit Code and The unit code is an unique value specified by the system when a new unit is added to the unit set. This code is used to identify the unit within the row set, and the references in the formulas defined for the units can also include the unit codes. The units in the unit sets are sorted by the row code in ascending order, and this is the order they appear in the hierarchical structure on the Unit Sets form. We do not recommend that you use the successive values as the codes of new units added to the unit set to simplify the procedure of adding the units between the existing ones. The box should contain a descriptive definition of the unit. The data from the box is not printed in the analytical report.

148 Managing Analytical Reports 148 Value By specifying the Value unit attribute, you can define a certain calculated value to be displayed in the report. The values in the units can be predefined parameters or computed values calculated using formulas. Values are frequently used to insert the sums and totals into the reports. The formulas used to calculate the data in the units usually include the references to other units. The expressions defined for the units can also use the parameter queries to select the values from the data source and insert them in the column cells. For more information about formulas, see Formulas. Values defined for the units in the analytical reports usually specify the report structure and follow up the defined units hierarchical structure. The units from the top hierarchical level are usually based on the calculated values from the units on the lower hierarchical levels. The higher hierarchical levels can include the summarized and aggregated values based on the units from the lower hierarchical levels. Printing Group The Printing Group attribute identifies which groups of columns and rows from the row and column sets will be included in the current unit. The Printing Group parameter should be specified for the respective columns and rows in the row and column sets of the analytical report. Data Source You can use the Data Source attribute to define the data filtering criteria for the data set to be displayed in the specific report column. You can specify the data filtering criteria on the row, column, unit and report levels. The filtering rules defined for the data rows are applied first, and the rules defined on the column level are applied to the data set formed by applying the rules defined on the row level, and after that the criteria defined on the unit level are applied. The data filtering criteria specified on the unit level are applied to the unit as a number of rows and columns included in it. If the data selection criteria set on the unit level have no common data source with the data set received from the data source defined on the rows and columns level, the report will not produce any meaningful result. Data filtering rules used in the data source definition on the unit level help you to narrow the criteria applied on the row and column level. For example, if a group of columns in the report included in the unit must display the calculated values for the specific subaccounts, you should set the start subaccount and the end subaccount in the data filtering rules defined for the unit. For more information about the data filtering criteria, see Data Filtering Criteria. Formulas Formulas are used to calculate the values to be displayed in the report rows and columns. The formulas provide the possibility to use advanced calculations and data transformation functions if some values in the report rows and columns are calculated or depend on the data from other sources (such as rows, columns or individual cells included in the report). Formulas used in the Analytical Reports are much like the formulas used in Excel. You can define the parameters and construct a formula using operators and functions. You can select the parameters used in the formula from the list of predefined parameters or enter them into the formula. To define formulas in analytical reports, use the Formula Editor. Formula Editor The formula editor is invoked by clicking the lookup control in the Value box (which is available on the Row Sets, Column Sets and Unit Sets forms). You can enter the formula directly to the formula editor or compose it by selecting the appropriate parameters.

149 Managing Analytical Reports 149 Formula Editor Dialog Box Figure: Formula Editor dialog box The Formula Editor dialog box, which is shown in the screenshot above, includes the following panes: Component Type pane (upper left): Displays the types of operators, functions, and fields that can be used as formula components. Click any of the types to display the corresponding list of available components in the Component Selection pane. Component Selection pane (upper right): For the component type chosen in the Component Types pane, displays the list of available components. Click a component to add it to the formula at the bottom of the dialog box. You can search for the needed component by using the Search box at the top of the Component Selection pane. Formula Text pane (bottom): Contains the text of the formula, which you can edit manually. The formula may include the selected components, arguments of manually inserted components, and other elements, all arranged in accordance with the syntax of the formula. Formula Editor Dialog Box Buttons The dialog has the following buttons. Button Validate OK Cancel Checks whether the formula typed in the Formula Text pane is valid. Closes the dialog box and inserts into the specified box the formula you have created. Closes the dialog box without saving your changes. Parameters A formula may include parameters that reference the data you want use in calculating the values in the report. There are two types of parameters: predefined parameters and links to specific rows, columns, or individual report cells.

150 Managing Analytical Reports 150 Predefined Parameters The predefined parameters are application-specific and refer to the report parameters that you specify on other ARM forms, such as the Report Definitions (CS ) form or the Row Sets (CS ) form. For example, parameter refers to the value specified in the Start Period box on the Report Definitions form, or parameter refers to the value specified in the Base Row box on the Row Sets form. All available predefined parameters are listed in the Data Source Editor dialog box. The table below provides the list of the predefined parameters with their @EndAccountGroup The code of the current account (if the Account option is selected in the Expand box in the Data Source editor). The code of the current subaccount (if the Sub option is selected in the Expand box in the Data Source editor). The description of the current account (if the Account option is selected in the Expand box in the Data Source editor). The description of the current subaccount (if the Sub option is selected in the Expand box in the Data Source editor). The row code specified in the selected row in the Base Row column on the Row Sets form. This row code is referred to by parameter, which you use in the formula in the Value box on the Column Sets form to retrieve the value specified in this row for computing another value in the report. The code of the ledger whose data is used in the report. Refers to the value in the Ledger box in the Default Data Source Section section. The identifier of the branch that is used in the report. The code of the current column in the report. The index of the current column in the report. The code of the current column set in the report. The description of the current column in the report. The last account in the range of accounts used in the report. Refers to the value in the Start Account box in the Default Data Source Section section. The last account group in the range of account groups used in the report. Refers to the value in the End Acc. Account box in the Default Data Source Section section. : This parameter is valid only in the reports of the The last branch in the range of branches used in the report. Refers to the value in the End Branch box in the Default Data Source Section section. The end period of the report. Refers to the value in the End Period box in the Default Data Source Section section.

151 Managing Analytical Reports 151 The last project in the range of projects used in the report. Refers to the value in the End Project box in the Default Data Source Section section. : This parameter is valid only in the reports of the PM The last project tasks in the range of the project tasks used in the report. Refers to the value in the End Task box in the Default Data Source Section section. : This parameter is valid only in the reports of the @StartAccountGroup The last subaccount in the range of subaccounts used in the report. Refers to the value in the End Sub box in the Default Data Source Section section. The first account in the range of accounts used in the report. Refers to the value in the Start Account box in the Default Data Source Section section. The first account group in the range of account groups used in the report. Refers to the value in the Start Acc. Account box in the Default Data Source Section section. : This parameter is valid only in the reports of the @StartProject The first branch in the range of branches used in the report. Refers to the value in the Start Branch box in the Default Data Source Section section. The start period of the report. Refers to the value in the Start Period box in the Default Data Source Section section. The first project in the range of projects used in the report. Refers to the value in the Start Project box in the Default Data Source Section section. : This parameter is valid only in the reports of the PM The first project tasks in the range of the project tasks used in the report. Refers to the value in the Start Task box in the Default Data Source Section section. : This parameter is valid only in the reports of the @RowCode The first subaccount in the range of subaccounts used in the report. Refers to the value in the Start Sub box in the Default Data Source Section section. Report description that the system prints in the column set header. The code of the current row in the report.

152 Managing Analytical Reports The index of the current row in the report. The code of the current row set in the report. The description of the current row in the report. The code of the current unit in the report. The code of the current unit set in the report. The description of the current unit in the report. Links to Rows You can use the links to the rows in the formulas to define the parameters. The links to the rows are used when a formula is defined for the row to calculate its values, and the referenced rows are the parameters used in these calculations. For example, when a row is a summarized value of the other two rows, the formula includes the references to the rows to be summarized. You can use the links to the rows in the formulas designed for the calculation of row and column values. However, we do not recommend that you reference the rows in the formulas defined for columns because of the self-references in such formulas. Self-references can be the source of circular reference errors in the formulas. The links to the rows have the following format: row_code, where row_code is the code of the referenced row (for example, 00112). The following are examples of formulas using links to the rows: =@30+C30+E30 =C110-@110+H110 In the examples C30, E30, C110, H110, are the cells in rows 30 and 110. The row codes are entered manually by the report designer. Links to Columns You can use the links to the columns in the formulas to define the parameters. Use the links to the columns when a formula is defined for the column to calculate its values, and the referenced columns are the parameters used in these calculations. For example, when a column is a summarized value of the other two columns, the formula includes the references to the columns to be summarized. You can use the links to the columns in the formulas designed for calculation of column and row values. Again, avoid referencing the columns in the formulas defined for rows because self-references in such formula can cause circular reference errors. To reference a column, replace its code into the formula as a parameter. See the following examples of formulas with links to the columns: =A+B+D =C-D A, B, C, and D are the column codes. The codes of the columns are assigned by the system and cannot be changed. Links to Cells You can use the links to the report cells in the formulas to define the parameters. You use these links when a formula is defined for the column or row to calculate its values, and the referenced cells are the parameters used in these calculations.

153 Managing Analytical Reports 153 To reference a cell, substitute its code into the formula as a parameter. See the following examples of formulas using links to the cells: =A60+B30+D20 =C30-D20 In the examples, A, B, C, and D are the column codes, while 20, 30, and 60 are the row codes. The cells located in the specified rows of the columns indicated by the first letters are used as the parameters in these formulas. Self-Links in Formula Parameters The self-links in the formulas can be used in very few cases; they typically are avoided to escape the situations when a self-link results in circular reference error. An example of a useful self-link is the case when some operations must be performed with the values selected directly from the data source, such as calculations of charges for a certain period. To use a self-link in a formula, insert a link to the row or column in the formula defined for this row or column. The following example of self-reference in a row and column can be used to calculate charges of 5%: =@20*0.05 In the example, 20 is the code of the row where the formula is defined. In this example, all values in the 20th row will be multiplied by =A*0.05 Operators : To avoid self-reference, you can use two different rows in the row set: the first row includes the data selected from the data source while the second one calculates the charges. Then, you can exclude the first row from the printed report by selecting the Hidden option in the Printing Control row attribute. You use operators to perform certain operations with the formula parameters or modify the data specified by the Data Source report parameter before the data is added in the report. You can add operator manually by typing them in in the formula area or select them from the list of operators available in the formula editor. There are several groups of operators in the formulas which are covered in the following sections. Arithmetic Operators Arithmetic operators perform common arithmetic operations with numeric values. The parameters of the arithmetic expressions are handled as the decimal values. The parameters of any other data type will be converted to the decimal type. Operator and Examples + (addition) Adds the value of one numeric expression to another or concatenates two strings. Example: =A10+B10 Here, A10 and B10 are cell references. If the values in the cells are and 2.25, the result of the expression would be = (subtraction) Subtracts the value of one numeric expression from another. Example: =A20-B30 Here, A20 and B30 are cell references. If the values in the cells are and 2.25, the result of the expression would be = 10.6.

154 Managing Analytical Reports 154 Operator * (multiplication) and Examples Multiplies the value of two expressions. Example: =C10*D10 Here, A20 and B30 are cell references. Assuming that the parameters have the values C10 = 2.25 and D10 = 2, the example would evaluate to 2.25 * 2 = 4.5. / (division) Divides the values of two expressions. Example: =A10/C10. Here, A10 and C10 are cell references. If the values in the cells are 4.0 and 2.0, the result of the expression would be 4.0 / 2.0 = 2.0. % (Mod) Divides two numbers and returns only the remainder. Example: =B15 % C15 Here, B15 and C15 are cell references. If the values in the cells are 15.0 and 6.0, the result of the expression would be 3.0. Logical Operators The logical operators, described below, compare Boolean expressions and return a Boolean result. Operator And Or Not and Examples Performs logical conjunction on two Boolean expressions. If both expressions evaluate to True, then the operator returns True; if either or both expressions evaluate to False, And returns False. Example: =(A10>0) And (C10>0) In this example, A10 and C10 are cell references. If A10 = 10 and C10 = 20, then the expression would evaluate to True. Alternatively, f A10 = -10 and C10 = 20, the expression would evaluate to False. Performs logical disjunction on two Boolean expressions. If either expression evaluates to True, the operation returns True; if neither expression evaluates to True, Or returns False. Example: =(A10>0) Or (C10>0) In this example, A10 and C10 are cell references. If A10 = 10 and C10 = 20, then the expression would evaluate to True. Alternatively, f A10 = -10 and C10 = -20, the expression would evaluate to False. Performs logical negation on a Boolean expression, yielding the opposite of the expression it evaluates. If the expression evaluates to True, the operator yields False; alternatively, if the expression evaluates to False, Not yields True. Example: =Not (A10>C10) In this example, A10 and C10 are cell references. If A10 is larger than C10, then the expression would evaluate to False. Alternatively, if A10 is smaller than C10, the expression would evaluate to True. Comparison Operators These operators, described below, compare two expressions and return a Boolean value that represents the result of the comparison.

155 Managing Analytical Reports 155 Operator and Examples = Equality operator. Example:=(A10=B10) <> Inequality operator. In this example, A10 and B10 are cell references. If the value in the A10 cell is equal to the value in C10, then the expression evaluates to True, otherwise the expression evaluates to False. Example: =(C10<>A10) (where A10 and C10 are the links used as a formula parameters) In this example, A10 and C10 are cell references. If the value in the A10 cell is not equal to the value in B10, then the expression evaluates to True, otherwise the expression evaluates to False. < The less than operator. Example: =(@10<@12) are the links to cells in the current column) In this are the links to cells in the current column. If the value in the A10 cell is not equal to the value in B10, then the expression evaluates to True, otherwise the expression evaluates to False. > Greater than operator. Example: =(C10>A10) (where A10 and C10 are the links used as a formula parameters) In this example, A10 and C10 are cell references. If the value in the A10 cell is not equal to the value in B10, then the expression evaluates to True, otherwise the expression evaluates to False. <= The less than or equal to operator. Example: =(C10<=A10) (where A10 and C10 are the links used as a formula parameters) In this example, A10 and C10 are cell references. If the value in the A10 cell is not equal to the value in B10, then the expression evaluates to True, otherwise the expression evaluates to False. >= The greater than or equal to operator. Example: =(A10>=A10) (where A10 and C10 are the links used as a formula parameters) In this example, A10 and C10 are cell references. If the value in the A10 cell is not equal to the value in B10, then the expression evaluates to True, otherwise the expression evaluates to False. Other Operators This group includes the following operators.

156 Managing Analytical Reports 156 Operator In (a binary operator) True (a binary constant) False (a binary constant) Null (a value) and Examples This operator is used in an elementary logical expression that evaluates the search results and returns True when the parameter matches one of the elements from the set of values. Example: =(A20 In (10, 50, 57)) (where A20 is the link used as a formula parameter) This operator is used as a parameter in logical expressions. Example: =((D30<A30)=True) (where D30 is the link used as a formula parameter) This operator is used as a parameter in logical expressions. Example: =((C10=E10)=False) (where C10 and E10 are the links to the data) This operator is used as a parameter in logical expressions. Example: =(@20=Null) is the cell in the current column and 10th row) Functions You use functions to perform specific tasks that facilitate data processing for the reports. Many functions available in the Analytical Report Manager process the data selected from the data source and return the values to be used in the report. To use functions in the formula, you can enter them directly in the formula editing area or select them from the list of functions provided by the formula editor (Formula Editor). The groups of functions in the formulas are described below. Conversion Functions You use conversion functions, summarized in the following table to convert data from one data type to another. Function CBool(x) CDate(x) CStr(x) and Examples Converts an expression defined in a function argument into the Boolean expression. If the expression is zero, False is returned; otherwise, True is returned. Example: =CBool(A11+B11-C11*0.05) (where A11, B11 and C11 are the links used in a function argument) Converts an expression defined in a function argument to a value of the Date type. The CDate function argument should be a valid date expression. CDate recognizes date formats according to the locale setting of the system. Example: =CDate(A2-B2) (where A2 and B2 are the links used in a function argument) Converts an expression defined in a function argument to a string. If the CStr function argument equals null, CStr returns a run-time error; otherwise, it returns a string of characters. Example: =CStr(A12) (where A12 is the link used in a function argument)

157 Managing Analytical Reports 157 Function CDbl(x) CSng(x) CDec(x) CInt(x) CShort(x) CLong(x) and Examples Converts an expression defined in a function argument to a value of the Double type. Example: =CDbl(A12/B2) (where A12 and B2 are the links used in a function argument) Converts an expression defined in a function argument to a value of the Single type. If the expression defined in the function argument lies outside the acceptable range for the Single type, an error occurs. Example: =CSng(A12) (where A12 is the link used in a function argument) Converts an expression defined in a function argument to a value of the Decimal type. Example: =CDec(A12*0.15) (where A12 is the link used in a function argument) Converts an expression defined in a function argument to a value of the Integer type. Example: =CInt(A10) (where A10 is the link used in a function argument) Converts a numeric value to a value of the Short type. Example: =CShort(B2) (where B2 is the link used in a function argument) Converts a numeric value to a value of the Long type. Example: =CLong(B12) (where B12 is the link used in a function argument) Text Functions Text functions, described in the following table, are used to perform operations with the text strings. Function LTrim(string) RTrim(string) Trim(string) Format(format, argument(s)) and Examples Removes all leading spaces or parsing characters from the specified character expression, or all leading zero bytes from the specified binary expression. Example: =LTrim(CStr(A12)) (where A12 is the link used in a function argument) Removes all trailing spaces or parsing characters from the specified character expression, or all trailing zero bytes from the specified binary expression. Example: =RTrim(CStr(A12)) (where A12 is the link used in a function argument) Removes all trailing spaces or parsing characters from the specified character expression, or all trailing zero bytes from the specified binary expression. Example: =Trim(CStr(A12)) (where A12 is the link used in a function argument) Replaces the format item in a specified formatting string (format) with the text equivalent of the arguments (arguments). Example: =Format('Currency: {0:C}; Account: {1:N}', A1, B1) (where A1 and B1 are the links used as a function arguments; 0, 1 are the specifiers indicating where

158 Managing Analytical Reports 158 Function UCase(string) LCase(string) InStr(string, findstring) InStrRev(string, findstring) Len(string) Left(string, length) Right(string, length) Replace(string, oldvalue, newvalue) PadLeft(string, width, paddingchar) and Examples the arguments will be inserted; C is the currency format specifier; and N is the number format specifier) Returns a string that has been converted to uppercase. The string argument is any valid string expression. If string contains a null value, the null value is returned. Example: =UCase(CStr(A12)) (where A12 is the link used in a function argument) Returns a string that has been converted to lowercase. The string argument is any valid string expression. If string contains a null value, the null value is returned. Example: =LCase(CStr(A12)) (where A12 is the link used in a function argument) Returns the position of the first occurrence of one string (findstring) within another (string). Example: =InStr(CStr(A12), 'rur') (where A12 is the link used in a function argument) Returns the position of the last occurrence of one string (findstring) within another (string), starting from the right side of the string. Example: =InStrRev(CStr(A12), 'rur') (where A12 is the link used in a function argument) Returns an integer containing either the number of characters in a string or the nominal number of bytes required to store a variable. Example: =Len(CStr(A12)) (where A12 is the link used in a function argument) Returns a string containing a specified number of characters from the left side of a string. If string contains the null value, the null value is returned. Example: =Left(CStr(A12), 3) (where A12 is the link used in a function argument) Returns a string containing a specified number of characters from the right side of a string. If string contains a null value, the null value is returned. Example: =Right(CStr(A12), 3) (where A12 is the link used in a function argument) Returns a string in which a specified substring (oldvalue) has been replaced with another substring (newvalue). Example: =Replace(CStr(A12), 'rur', 'eur') (where A12 is the link used in a function argument) Right-aligns the characters in a specified string (string), padding with the specified characters (paddingchar) on the left for a specified total width (width). Example: =PadLeft(CStr(A12), 3, '%') (where A12 is the link used in a function argument)

159 Managing Analytical Reports 159 Function PadRight(string, width, paddingchar) and Examples Left-aligns the characters in a specified string (string), padding with the specified characters (paddingchar) on the right for a specified total width (width). Example: =PadRight(CStr(A12), 3, '%') (where A12 is the link used in a function argument) Math Functions Mathematical functions, described in the following table, perform calculations, usually based on input values provided as arguments, and return numeric values. Function Abs(x) Floor(x) Ceiling(x) Round(x, decimals) Min(x, y) Max(x, y) Pow(x, power) and Examples Returns the absolute value of a number. Example: =Abs(A10-B10) Here A10 and B10 are the links used in a function argument. Returns the largest integer that is not greater than the argument. Example: =Floor(A10-A12) Here A10 and A12 are the links used in a function argument. Returns the smallest integer that is not less than the argument. Example: =Ceiling(A10-C11) Here A10 and C11 are the links used in a function argument. Returns a numeric expression, rounded to the specified precision (decimals). Example: =Round((A10-B12), 5) Here A10 and B12 are the links used in a function argument, and 5 is the number of digits after the decimal separator. Returns the smaller of the two values. Example: =Min(A10, A12) =Min(A10, 12) Here A10 and A12 are the links used as function arguments) Returns the greater of the two values. Example: =Max(A12, A14) =Max(A12, 240) Here A12 and A14 are the links used as function arguments. Computes the value of x raised to the specified power (power). Example: =Pow((A12, 2)) Here A12 is the link used as a function argument, and 2 is the power index. DateTime Functions The DateTime functions (described below) perform operations on input values and return string, numeric, or DateTime value results.

160 Managing Analytical Reports 160 Function Now() Today() NowUTC() and Examples Returns the current date and time according to the system date and time on the local computer. Example: =Now() Returns the current date according to the system date and time on the local computer. Example: =Today() Returns the current date and time according to the user's time zone. The system gets the user's time zone from the following sources, which are ordered by the priority from the highest to the lowest: 1. User's preferences specified on the User Profile (SP ) form. 2. The employee calendar specified on the Work Calendar (CS ) form and selected for the user's employee on the Employees (EP ) form. 3. Site preferences specified on the on the Site Preferences (SM ) form. Example: =NowUTC() TodayUTC() Returns the current date according to the user's time zone. The system gets the user's time zone from the following sources, which are ordered by the priority from the highest to the lowest: 1. User's preferences specified on the User Profile (SP ) form. 2. The employee calendar specified on the Work Calendar (CS ) form and selected for the user's employee on the Employees (EP ) form. 3. Site preferences specified on the on the Site Preferences (SM ) form. Example: =TodayUTC() DateAdd(date, interval, number) Returns the new date calculated as a date parameter to which the specified time interval has been added. The interval argument is a string expression that is the interval to be added. This argument can have the following values: yyyy - year (a number of years will be added to a date) m - month (a number of months will be added to a date) y - day of year (same as day) d - day (a number of days will be added to a date) h - hour (a number of hours will be added to a date) n - minute (a number of minutes will be added to a date) s - second (a number of seconds will be added to a date) The number is the numeric expression that is the number of intervals to be added. The numeric expression can either be positive, for dates in the future, or negative, for dates in the past. The date argument is the date to which interval is added.

161 Managing Analytical Reports 161 Function Year(date) Month(date) Day(date) and Examples Example: =DateAdd(CDate('31/01/1995'), 'm', -2) =DateAdd(Today(), 'y', 3) =DateAdd(Now(), 'd', 1) Returns the year component of the date. Example: =Year(Now()) Returns the month component of the date. Example: =Month(Now()) Returns the day component of the date. Example: =Day(Now()) DayOfWeek(date) Returns the day of week for a date. Example: =DayOfWeek(Today()) DayOfYear(date) Returns the day of the year for a date. Example: =DayOfYear(Now()) Hour(date) Minute(date) Second(date) Returns the hours of the date. Example: =Hour(Now()) Returns the minutes of the date. Example: =Minute(Now()) Returns the seconds of the date. Example: =Second(Now()) Other Functions The Other functions group includes the following functions. Function IIf(expression, truepart, falsepart) Switch(expression_1, value_1, expression_2, value_2,...) IsNull(value, nullvalue) Sum(from, to) and Examples Returns one of two values, depending on the evaluation of an expression. If the expression evaluates to True, the function returns the truepart value; otherwise, it returns falsepart value. Example: =IIf((A10-B10)<>0), CStr(A12), 'No data available') (where A10, A12, and B10 are the links used as a function arguments) Returns one of the values, depending on the evaluation of the expressions in the parameter. The function returns the value_n, which corresponds to the first expression in the enumeration that evaluates to True. Example: =Switch(((A10-B10)<>0), A12, ((A10-B10)>0), B35) Returns nullvalue, if value is NULL; otherwise, returns value. Example: =IsNull(A10, '0') (if A10 is NULL, returns 0, otherwise returns the A10 value) Returns the sum of the values in the specified interval.

162 Managing Analytical Reports 162 Function and Examples Example: =Sum('A11','A100') (where A11 and A100 are the links used in a function argument) Sort(from, to, column) Returns the values in the specified range of rows in the specified column sorted in ascending order. Example: Sort('0100','0145','B') (the values in rows from '0100' to '0145' in the 'B' column will be sorted in ascending order) SortD(from, to, column) Returns the values in the specified range of rows in the specified column sorted in descending order. Example: SortD('0100','0145','B') (the values in rows from '0100' to '0145' in the 'B' column will be sorted in descending order) Application-Specific Functions This functions are specific for Acumatica ERP. Function ExtToInt(object field, object value) ExtToUI(object field, object value) GetDefExt(object field) GetDefInt(object field) GetDefUI(object field) Get(object field, object value) and Examples Converts the external format of the object field parameter into the internal object presentation (for example, converts AccountCD to AccountID). Both arguments of the ExtToInt function must have the same data type. Converts the external format of the object field parameter into the UI format. Both arguments of the ExtToUI function must have the same data type. Gets the default value of the object field parameter in the external format. Gets the default value of the object field parameter in the internal format. Gets the default value of the object field parameter in the UI format. Returns the description of the object field parameter as it is defined in the PXSelectorAttribute. Both arguments of the Get function must have the same data type. : If you use this function for subaccounts, the subaccount description is not available if the By Segment: All Avail. Segment Values lookup mode is specified for the SUBACCOUNT segmented key on the Segmented Keys (CS ) form. GetDisplayName(object field) Returns the localized name of the object field parameter. GetFormat(object field) Returns the data type of the object field parameter. GetMask(object field) IntToExt(object field, object value) IntToUI(object field, object value) Returns the mask of the object field parameter. Converts the external format of the object field parameter into the internal object presentation (for example, converts AccountID to AccountCD). Both arguments of the IntToExt function must have the same data type. Converts the internal format of the object field parameter into the UI format. Both arguments of the IntToUI function must have the same data type.

163 Managing Analytical Reports 163 Function UIToExt(object field, object value) UIToInt(object field, object value) FormatPeriod(object period) FormatPeriod(object period, object period shift) FormatYear(object period) FormatYear(object period, object period shift) and Examples Converts the UI format of the object field parameter into the external object format. Both arguments of the UIToExt function must have the same data type. Converts the UI format of the object field parameter into the internal object format. Both arguments of the UIToInt function must have the same data type. Performs ExtToUI data conversion for the object period parameter. This function is used to get the period defined by the dates. Performs ExtToUI data conversion for the object period parameter with a time shift defined by object period shift argument. This function is used to get the period defined by the dates. Performs ExtToUI data conversion for the object period parameter year part. This function is used to get the period defined by the dates. Performs ExtToUI data conversion for the object period parameter year part with a time shift defined by object period shift argument. This function is used to get the period defined by the dates. Data Source The data source defines and applies the data filtering criteria to select the data that will be used in the report. You include the selected data in the report in the following ways: For the row, by applying data filtering criteria to the report rows in the Data Source Editor dialog box. You invoke this dialog box from the Data Source column box on the Row Sets (CS ) form). For the column, by applying data filtering criteria to the report columns in the Data Source Editor dialog box. This dialog box is invoked from the Data Source box on the Column Sets (CS ) form). For the unit, by applying data filtering criteria to the rows and columns included in the unit in the Data Source Editor dialog box. You invoke this dialog box from the Data Source column box on the Unit Sets (CS ) form. For the data source defined for the entire report, by applying additional data filtering criteria to the report rows and columns. You do this by setting the data source parameters on the Report Definitions (CS ) form. Thus, you can define the data filtering criteria for a separate row, column, or unit included in the report, or for the whole report at once. Data Filtering Criteria Data filtering criteria specify how the data will be selected from the database. These criteria can be defined for the whole report, for a unit, or for any specific row or column in the report. Usually, the criteria defined for the rows and columns reflect the report structure: They specify how the report data will be grouped in rows and columns. The data filtering criteria defined for the whole report or for the individual rows and columns, use common parameters that identify the subsets of data to be displayed in the report. These parameters

164 Managing Analytical Reports 164 can be specified in the Data Source Editor dialog box invoked from the Data Source box of the Column Sets (CS ) form, of the Row Sets (CS ) form or of the Unit Sets (CS ) form, or in the Default Data Source Settings section of the Report Definitions (CS ) form. Data filtering criteria specified for a report or individual row or column in the report include the following: Specific group of accounts and subaccounts: The specific group of accounts and subaccounts used to limit the volume of data to be included in the report Specific period: The limited time period used to set the time frame for the data to be used in the report Type of amount: The specific amount type to be used in the ARM report (in the whole report or in a separate row or column), such as the beginning balance amount or ending balance amount Specific Group of Accounts and Subaccounts To filter out the data that is not related to the specific account and subaccount, or set the range of the accounts and subaccounts to be used for data filtering criteria in the report, you should define the account and subaccount ranges. To specify the group of accounts and subaccounts to be included in the report, you can use the Account Class value. To set additional limitations and select the specific accounts, subaccounts, or both as data filtering criteria, you should set the values of the Start Account and End Account parameters. If the accounts specified in the Account Class, Start Account and End Account boxes have no common data, Null values will be displayed in the report rows, columns, or both. : You can use the denominated accounts for retrieving amounts in a foreign currency. Specific Period To set the specific periods for the data to be included in the report, specify the Start Period and End Period parameters. The data related to the periods not included in the selected one will be filtered out and not included in the report. Amount Type To define the type of amounts that should be used in the report lines (displayed or used in calculations), you should specify the Amount Type parameter in the Data Source Editor dialog box. The following types of amounts can be selected: Turnover, Credit, Debit, Beg Balance, Ending Balance. These types of amounts can be specified for use in the whole analytical report or for a separate row or column. You can also use the amounts in a foreign currency retrieved from the denominated accounts by specifying one of the following parameters: Curr. Turnover, Curr. Credit, Curr. Debit, Curr. Beg. Balance, Curr. Ending Balance. If the Amount Type parameter is not specified for any report item (such as row or column), the Null value will be displayed in the report row or column. Printing Style Printing style parameters determine how the text in the report will be formatted and printed. The printing style parameters include the text formatting options defined for the report pages and the individual rows and columns.

165 Managing Analytical Reports 165 Report Formatting Parameters You set the report formatting parameters on the Report Definitions (CS ) form of the Analytical Report Manager. To define the printing style for a report, you can set the following report printing parameters. Report layout parameter Margins Specifies the margin size settings for the report page, which can be set in pixels, points, picas, centimeters, millimeters, or inches. Left: Specifies the size of the left margin of the report page. Top: Specifies the size of the top margin of the report page. Bottom: Specifies the size of the bottom margin of the report page. Right: Specifies the size of the right margin of the report page. Size Determines the size of the report page, which can be set in pixels, points, picas, centimeters, millimeters, or inches. Width: Specifies the report page width. Height: Specifies the report page height. Style Sets the style parameters, including font formatting, background color, and text align options, for the report. These parameters are the same as the settings specified for the row and column Style parameters used to define the printing style for the rows and columns. Row Formatting Parameters To set the formatting parameters for each report row, use the Row Sets (CS ) form. Row formatting lets you highlight some rows in the report. To define the row formatting, set the following row attributes. Row Formatting Parameter Height Indent Style Specifies the row height (in pixels). Specifies the row indentation (in pixels). Sets the style parameters, including font formatting, background color, and text align options, for the row. Column Formatting Parameters You can set the text formatting parameters for each report column on the Column Sets (CS ) form. Column formatting is frequently used to highlight some columns in the report (for example, when the highlighted columns display totals calculated for some reporting periods, and they must have a notable formatting). To define the column formatting, set the following column attributes. Column Formatting Parameter Width Extra Space Specifies the column width (in pixels). Specifies the indent defined for a column (in pixels).

166 Managing Analytical Reports 166 Column Formatting Parameter Style Sets the style parameters, including font formatting, background color, and text align options for the column. Style Parameters Style parameters are the text formatting parameters specified for the entire report or for individual row or column. The text formatting parameters for a report, row, or column are specified in the Style group of the Report Definitions (CS ) form or in the Style dialog box (shown below), which you invoke from the Row Sets (CS ) or Column Sets (CS ) form. Use the Style dialog box to set the following formatting parameters. Formatting parameter Text Align Color Back Color Font Font Size Font Style Tthe alignment for the text in the report lines. The text color. The background color. The font name. The font size. The font style (the following options are available: Regular, Bold, Italic, Underline, or Strikeout).

167 Managing Analytical Reports 167 Designing Analytical Reports The process of designing an analytical report starts with the definition of the report layout. The report layout definition includes the rules specifying the data to be included in the report, the structure of the table containing the report data, and the parameters describing the report formatting. The procedure of creating a new analytical report can be split into several steps as described below. 1. Designing the report layout: In this step, you need to do the following: Define the row set and column set for the report to specify the report structure Specify the unit set for the report to split the report into sections Configure the report formatting 2. Publishing the report and granting access rights to users: In this step, you must make the report available to target audience: you must publish the report and provide your user access to the report. 3. Running and verifying the analytical report: In this step, you run the report and make sure it works as expected and delivers the correct data in the correct way. In This Section Designing the Report Layout Viewing and Editing the Row Sets Viewing and Editing the Column Sets Viewing and Editing the Unit Sets Publishing the Analytical Report Designing the Report Layout The report layout determines the report outlook, and identifies the rows and columns to be included in the report. To design the report layout, you should perform the following steps: Defining the Report Structure At this step, you define what sections will be included in the report, how the data will be grouped in the report, what rows and columns will be included in the report, and the order in which the rows and columns will be displayed in the report. Setting Up the Report Headers and Captions At this step, you define the headers for the report columns and for the report itself, and sets the captions for the rows. Setting the Printing Control Attributes for the Report At this step, you define how the columns and rows included in the report will be printed. Defining the Report Structure Defining the analytical report structure is a part of the report layout design process. To define the analytical report structure, you should perform the following basic steps: Define what rows and columns will be included in the report. To define what rows and columns will be included in the report, you should define the row set and column set for the report. Define what sections will be included in the report.

168 Managing Analytical Reports 168 To define the sections to be included in the report, you should define unit set for the report. Define how the report sections will be grouped and displayed. To define the order of the sections in the report, you should specify the order of the units in the unit set. All the parameters required to define the analytical report structure can be set using the Analytical Report Manager forms. Selecting the Rows and Columns for the Report Every report has its sets of rows and columns, which can be specific for this report or be used in other reports. Every row included in the row set and every column included in the column set have a set of attributes specifying what data will be displayed in the report. You should define the row set and column set for the report. The row set and column set can be used in a specific report or in a variety of reports having common data selection criteria and similar structure. To define the rows and columns to be included in the report, you should perform the following steps: 1. Identify what rows will be included in the report: To define what rows will be included in the report, you should add these rows to the row set used in this report. 2. View the existing row sets, select or edit a row set, or create a new row set when necessary. For the detailed description of operations with the row sets, see Viewing and Editing the Row Sets. 3. Identify what columns will be included in the report: To define what columns will be included in the report, you should add these columns to the column set used in this report. 4. View the existing column sets, select or edit a column set, or create a new row set when necessary. For the detailed description of operations with the column sets, see Viewing and Editing the Column Sets. 5. Open the Report Definitions (CS ) form and set the Column Set and Row Set parameters for the report. : The row and column sets are defined for the report as a whole, and if the report includes multiple sections each consisting of various rows and columns, the row set and column set should include all rows and columns for all the report sections. Defining the Analytical Report Sections Every report can include one or more sections. The report can be comprised of a number of sections having different number of rows and columns. The rows and columns grouping rules can also be set separately for each report section. To define the structure of the sections in the report, you should create a unit structure. The unit structure for each report if defined by the unit set selected for this report. The structure of each report section is determined by the unit set, row set and column set attributes. To define what sections will be included in the report, you should perform the following steps: 1. Identify what sections will be included in the report, and define the order in which the sections will be displayed in the report. The report sections structure is defined by the unit set selected for this report. For each report section, a separate unit must be created.

169 Managing Analytical Reports View the existing unit sets, edit a unit set or create a new unit set when necessary. For the detailed description of operations with the unit sets, refer to the Viewing and Editing the Unit Sets section of this guide. For each section in the report, you should specify the following: The rows and columns to be included in this section. The data selection criteria used to include the data in this section of the report. Defining the Rows and Columns to be Included in the Report Section The rows and columns to be displayed in the analytical report sections can be selected separately for each report section. To specify the rows and columns to be included in the report section, perform the following steps: 1. Open the Unit Sets (CS ) form and set the Printing Group attribute value for the unit which is related to this report section. For the detailed description of setting the unit attributes operation, refer to the Viewing and Editing the Unit Sets section of this guide. 2. Open the Row Sets (CS ) form and set the same value for the Unit Group attribute for all the rows to be included in this report section. For the detailed description of setting the row attributes operation, refer to the Viewing and Editing the Row Sets section of this guide. 3. Open the Column Sets (CS ) form and set the same value for the Unit Group attribute for all the columns to be included in this report section. For the detailed description of setting the column attributes operation, refer to the Viewing and Editing the Column Sets section of this guide. Defining the Data Selection Criteria for the Report Sections Each report section can use its specific data filtering criteria to select the data to be displayed in this section. Depending on the report structure and the need to use the same row sets and column sets in a variety of reports, you can define the section-specific data filtering criteria for the rows and columns included in this report section, or define them separately for each unit. To choose where to define the data filtering criteria, you should use the following rule: When the row set and column set are used only in one report, or the other reports row set and column set have common data selection criteria, the data selection criteria for each report section can be defined on the rows and columns level. When the row set and column set will be used in other report, the data selection criteria for each report section should be defined on the units level. To define the data selection criteria for the report section on the rows and columns level, perform the following steps: 1. Set the data source parameters for each row included in the report section. 2. Set the data source parameters for each column included in the report section. To define the data selection criteria for the report section on the unit level, set the data source parameters for the unit related to the specific report section. For more information about the data source parameters, see Data Source Editor.

170 Managing Analytical Reports 170 Grouping the Sections in the Report The order of the sections included in the report determine the report structure. The sections in the report can be arranged in a flat or hierarchical structure; depending on the data sampling rules, you can use either flat or hierarchical report structure. The hierarchical report structure is used when a report section includes the data from the other sections of the report (for example, the consolidated sales volumes followed by separation of the sales volumes by the time periods). The flat structure can be used when the report consists of several sets of data assembled in different numbers of rows and columns. To define how the sections will be grouped and displayed in the report, you should define the units structure in the unit set selected for the report. For a flat report structure, the sections will be included in the report in the same order as the corresponding units in the unit set selected for the report. For a hierarchical structure, the sections corresponding to the nodes in the units hierarchical structure will be displayed before the sections corresponding to the child nodes or leaves in the units hierarchical structure. When the sections in the report are organized in a hierarchical structure, you usually should apply additional data filtering rules for the node units to include the particular data from the other report sections in the section corresponding to the node unit, use the formulas in the node units if the data in one report sections are calculated using the data from the other report sections, or apply both formulas and data filtering rules. To group the section in the report, you should perform the following steps: 1. View the units included in the unit set selected for the report. 2. Create the units hierarchical structure: add units to be included as the nodes in the hierarchical structure when necessary, or move the existing units to the node level. For the detailed description of creating a units structure operation, refer to the Viewing and Editing the Unit Sets section of this guide. 3. For the node units in the unit set, define the data source to apply the additional data filtering criteria for data selection for the node unit, and define the formulas to calculate the values based on the data from the other units, when necessary. For the detailed description of setting the unit attributes operation, refer to the Viewing and Editing the Unit Sets section of this guide. Setting Up the Report Headers and Captions To provide the description of the data included in the report, you should define the titles for the report and its sections, add the headers for the report columns or column groups, and set up the captions for the rows or chain of rows. To perform these tasks, you can use the following steps: Set up the report title. Set up the titles for each section of the report. Set up the headers for a range of columns or for individual columns in the report. Set up the captions for a range of rows or for individual rows in the report. All the parameters required to define the titles for the analytical report can be set using the Analytical Report Manager forms. To Add the Report Title The report title generally contains the report title and other information that will appear only at the beginning of the report. Depending on the report structure and the information to be displayed in the report title, you can use one of the following ways to create a title for the report: Create a header in the list of headers defined for the column set selected for the report. Use it as the report title.

171 Managing Analytical Reports 171 This is the preferred method to define the title for a report that has a hierarchical structure. To include the variable data in the report title, add the report title in the list of headers defined for the column set. Define a caption in the first row of the row set selected for the report. This method can be used when the report has a flat structure and variable data should not be used in the report title. Using the Column Sets Headers to Set Up the Report title To set up the report title by using the headers defined for the columns set, perform the following steps: 1. Open the Column Sets (CS ) form, and select the column set used in the report. For the detailed description of operations with the column sets, see the Viewing and Editing the Row Sets section of this guide. 2. Click New button in the Headers section of the Column Sets form. 3. Select a column where to define header in the Headers section of the Column Sets form. The report title definition can span one or multiple columns. For example, a short text can be displayed in one column and the variable data in the other. To display the report title in the center of the header line, select the first column to define the header. 4. In the selected column in Headers section of the Column Sets form, enter the header text, or enter the Formulas to display variable data in the report title if needed. 5. Set the range of columns where the report title will be displayed. In the column containing the header, click the lookup button. The dialog box containing the column range and header style parameters appears. Enter the relevant values in the Columns Range elements in the opened dialog box. Note that the start value in the columns range should contain the reference to the column where the report title is defined. 6. Set the header style parameters. In the dialog box containing the column range and header style, set the formatting parameters for the header text and background. For a detailed description of style parameters, see the Printing Style section of this guide. 7. Use the Shift Up and Shift Down buttons in the Headers toolbar of the Column Sets form to move the report title to the top position in the headers list. 8. Click Save button on the form toolbar to save the changes. Using the Row Sets Captions to Set Up the Report Title To set up the report title by using the captions defined for the Row Set, use the following steps: 1. Open the Row Sets (CS ) form and select the row set used in the report. For the detailed description of operations with the row sets, see the Viewing and Editing the Row Sets section of this guide. 2. In the Rows table, click New button to add a new row to the row set. 3. Set the Code parameter for the new row. The code for the created row should be selected to make it the first row in the row set.

172 Managing Analytical Reports Enter the text for the new row. This text will be displayed in the report title. 5. Select the Caption value for the Type parameter of the new row. 6. Set the Style parameter values for the row to define the report title formatting. For the detailed description of style parameters, see the Printing Style section of this guide. 7. Click Save on the form toolbar of the Row Sets form to save the changes. To Add a Title for Report Section The report can include multiple sections each having a header. Depending on the report structure, you can use either row captions or column headers to set up the headers for the report sections. For a flat report structure, the report sections usually include a number of rows from the whole row set, and to set up a report section header, you can choose between a caption defined for a number of rows or a header defined in the column set and printed in the specific row of the report. For a hierarchical report structure, you should use column set headers for each section in the report. Setting Up the Report Section Titles for a Flat Report Structure For a flat report structure, you can define the report section title using the captions defined for the row set or the headers defined for the column set. For both captions and headers, you can define the report lines where the report sections titled will be placed. To set up the report section title using the header defined for the columns set, perform the following steps: 1. Open the Column Sets (CS ) form and select the column set used in the report. For the detailed description of operations with the column sets, see the Viewing and Editing the Row Sets section of this guide. 2. Click New in the Headers section of the Column Sets form. 3. Select a column where to define the header in the Headers section of the Column Sets form. The report section title can be defined in a single column, or split between multiple columns. For example, the short text can be displayed in one column, and the variable data in the other. To display the report section title in the center of the header line, select the first column to define the header. 4. In the selected column in Headers section of the Column Sets form, enter the header text, or enter the Formulas to display variable data in the report section title if needed. 5. Set the range of columns where the report section title will be displayed. In the column containing the header, click the lookup button. The dialog box containing the column range and header style parameters appears. Enter the relevant values in the Columns Range elements in the opened dialog box. Note that the start value in the columns range should contain the reference to the column where the report section title is defined. 6. Set the header style parameters. In the dialog box containing the column range and header style, set the formatting parameters for the header text and background. For the detailed description of style parameters, refer to the Printing Style section of this guide. 7. Use the Shift Up and Shift Down buttons in the Headers toolbar of the Column Sets form to move the report section title to the relevant position in the headers list.

173 Managing Analytical Reports To define the line of the report where the report section title will appear, set the same values for the Printing group parameter of the header and the Column group parameter of the row where the report section title will be inserted: Set the Printing group parameter value for the header. Open the Row Sets (CS ) form, and set the following parameter values for the row where the report section title will be inserted: For the Type row attribute, select the Header value. For the Column Group row attribute, set the same value that you defined for the Printing group parameter value for the header. 9. Click Save on the form toolbar of the Column Sets form to save the changes. To set up the report section title using the caption defined for the row set, perform the following steps: 1. Open the Row Sets (CS ) form, and select the row set used in the report. For the detailed description of operations with the row sets, see the Viewing and Editing the Row Sets section of this guide. 2. In the Rows table, select or add the row where the report section title will be inserted. 3. Enter the text for the row. This text will be displayed in the report section title. 4. Select the Caption value for the Type parameter of the row. 5. Set the Style parameter values for the row to define the report section title formatting. For the detailed description of style parameters, see the Printing Style section of this guide. 6. Click Save button on the form toolbar of the Row Sets form to save the changes. Setting Up the Report Section titles for a Hierarchical Report Structure For a hierarchical report structure, you should use the headers defined for the column set. you can define a special title for every section in the report hierarchical structure. Within the report sections, both the row captions and row headers can be used to segregate them in the smaller segments. To set up the report section title using the header defined for the columns set, perform the following steps: 1. Open the Column Sets (CS ) form and select the column set used in the report. For a detailed description of operations with the column sets, see the Viewing and Editing the Row Sets section of this guide. 2. Click New button in the Headers section of the Column Sets form. 3. Select a column where to define header in the Headers section of the Column Sets form. The report section title can be defined in a single column, or split between multiple columns. For example, the short text can be displayed in one column, and the variable data in the other. To display the report section title in the center of the header line, select the first column to define the header. 4. In the selected column in Headers section of the Column Sets form, enter the header text, or enter the Formulas to display variable data in the report section title if needed. 5. Set the range of columns where the report section title will be displayed. In the column containing the header, click the lookup button. The dialog box containing the columns range and header style parameters appears.

174 Managing Analytical Reports 174 Enter the relevant values in the Columns Range elements in the opened dialog box. Note that the start value in the columns range should contain the reference to the column where the report section title is defined. 6. Set the header style parameters. In the dialog box containing the columns range and header style, set the formatting parameters for the header text and background. For the detailed description of style parameters, refer to the Printing Style section of this guide. 7. Use the Shift Up and Shift Down buttons in the Headers toolbar of the Column Sets form to move the report section title to the relevant position in the headers list. 8. To define the line of the report where the report section title will appear, set the same values for the Printing group parameter of the header and the Column group parameter of the row where the report section title will be inserted: Set the Printing group parameter value for the header. Open the Row Sets (CS ) form, and set the following parameters values for the row where the report section title will be inserted: For the Type row attribute, select the Header value. For the Column Group row attribute, set the same value that you defined for the Printing group parameter value for the header. 9. Click Save button on the form toolbar of the Column Sets form to save the changes. Viewing and Editing the Row Sets To view the parameters of existing row set, you can use navigation buttons in the control panel on the Row Sets (CS ) form, or select the row set code using the Code selector in the Row Set form area. The navigation buttons allow moving to the first, next, previous and the last row set in the collection of available row sets. By defining the row sets, yous can specify what rows will be included in the analytical report. The steps to be performed for the row set modification are similar to the ones used to create a new row set. Operations with Row Sets Row sets are used to define the structure of the analytical reports, including the data to be displayed in the report rows and the report layout parameters. You can use these parameters in multiple reports that use similar data selection rules and a similar report layout structure. To specify the set of rows for a group of analytical reports or a single report, you can create new row sets or modify the existing ones. To remove the set of rows associated with the reports that are no longer used, you can delete the row sets associated with them. To perform these operations with the row sets, use the Row Sets (CS ) form of the Analytical Report Manager Overview. Adding a New Row Set To create a new row set, perform the following steps: 1. Click Insert on the form toolbar. 2. Enter the code of the row set in the Code box. 3. Enter the row set description in the box. (The row description is not displayed in the printed report and is used only to add a descriptive comment to the row set.) 4. Click Save button on the form toolbar to save the created row set. The rows can be added to the created row set later.

175 Managing Analytical Reports 175 : The row set code must be unique within the whole system. The length of the unique row set code is limited by the range of 1 to 10 symbols. The allowed symbols are only digits and letters. Modifying an Existing Row Set To modify an existing row set, perform the following steps: 1. Select the existing row set code in the Code box in the Row Set area of the Row Sets (CS ) form, or use navigation buttons in the control panel to find the required row set. 2. Change the row set attributes as required. 3. Click Save in the form toolbar to save the changes. Deleting a Row Set To delete an existing row set, perform the following steps: 1. Display the row set to be deleted on the Row Sets form. Use navigation buttons or select the row set code in the Code box. 2. Click Delete on the form toolbar. 3. Confirm the row set deletion operation. Using a Row Set in the Analytical Reports After the row set is defined, include this row set in the analytical report it was designed for by using the Report Definitions (CS ) form of the Analytical Report Manager Overview. Defining the Rows to Include in the Row Set To define the rows included in the row set, you can perform the following operations with the rows: Add new rows to the row sets Set the attributes for each row in the row set Delete the rows from the row set To perform the operations with the rows in the row set, the Row Sets (CS ) form is used. The table displays the available rows and their attributes. Creating a New Row To create a new row in the row set, you should perform the following steps: 1. Click New in the Rows toolbar; 2. Specify the new row attributes in the relevant columns of the Rows table. Only the Code attribute is mandatory, and it is necessary to enter the row code to add a new row to the row set. 3. Click Save in the Row sets control panel. : The row code must be unique within the row set which includes this row. The length of the unique row code is limited by the range of 1 to 10 symbols. The allowed symbols are only digits and letters. Viewing and Editing the Row Attributes By changing the row attributes, you can define the data selection, processing and formatting rules for the data to be included in this row.

176 Managing Analytical Reports 176 The attributes of each row are displayed as the values in the Rows table on the Row Set screen. you can edit these attributes for the selected row by changing the values in the relevant columns of the Rows table. To change a specific row attribute, you should select this attribute and change its value. After all necessary changes to the row attributes are performed, you must save the changes by clicking Save in the Row sets control panel. Unsaved changes will be canceled after navigation to another page. For every new row added to the row set for the specific report, you should specify the row attributes. Deleting a Row To delete an existing row from the row set, you should perform the following steps: 1. Select the row to be deleted in the Rows table; 2. Click Delete in the Rows toolbar; 3. Click Save in the Row set control panel. Viewing and Editing the Column Sets To view the parameters of existing column set, you can use navigation buttons on the Column Sets (CS ) form, or select the column set code using the Code selector in the Column Set form area. The navigation buttons allow moving to the first, next, previous and the last column set in the collection of available column sets. By defining the column sets, you can specify what columns will be included in the analytical report. The steps to be performed for the column set modification are similar to the ones used to create a new column set. In This Section Operations with Column Sets Defining the Columns to be Included in the Column Set Operations with Column Sets Column sets are used to define the structure of the analytical reports, including the data to be displayed in the report columns, and the report layout parameters. These parameters can be used in multiple reports that use similar data selection rules and a similar report layout structure. To specify the set of columns for a group of analytical reports or a single report, you can create new column sets or modify existing ones. To remove the set of columns associated with the reports that are no longer used, you can delete the column sets associated with them. To perform these operations with the column sets, use the Column Sets (CS ) form of the Analytical Report Manager Overview. Creating a New Column Set To create a new column set, perform the following steps: 1. Click Insert in the Column set control panel. 2. Enter the code of the column set in the Code box. 3. Enter the column set description in the box. (The column description is not displayed in the printed report and is used only to add a descriptive comment to the column set.) 4. Click Save to save the created column set. The columns and data filters can be added to the created column set later.

177 Managing Analytical Reports 177 : The column set code must be unique within the whole system. The length of the unique column set code is limited by the range of 1 to 10 symbols. The allowed symbols are only digits and letters. Modifying the Existing Column Set To modify the existing column set, perform the following steps: 1. Select the existing column set code in the Code box in the Column set area of the Column Sets (CS ) form, or use navigation buttons in the control panel to find the required row set. 2. Change the column set attributes as required. 3. Click Save in the Column set control panel to save the changes. Deleting a Column Set To delete an existing column set, perform the following steps: 1. Display the column set to be deleted on the Column Sets screen. 2. Click Delete in the Column Sets screen control panel. Defining the Columns to be Included in the Column Set To define the columns included in the column set, you can perform the following operations with the columns: Add new columns to the column sets Set the attributes for each column in the column set Delete the columns from the column set To perform the operations with the columns in the column set, use the Column Sets (CS ) form. The Columns table on the Column Sets form displays the existing columns and their attributes. Creating a New Column To create a new column in the column set, perform the following steps: 1. Click New in the Columns toolbar. 2. Specify the new column attributes in the relevant columns of the Columns table. 3. Click Save in the Column sets control panel. Adding a Header to the Column To add a text description for a single column or a column range in the printed report, define a header for a column or a columns range. The Headers section of the Column Sets screen allows you to add the headers to the reports and define in which rows the headers should be printed. The Headers area of the Column Sets form provides the tools to define the headers for a single column or a column range, and insert the headers in the rows specified by the Printing Group attribute in the Headers table. The header for a column or a columns range should be defined after the columns are added to the column set. Every header can be assigned its printing style. You can add, delete, change the order of the headers in the Headers table, and copy the printing style defined for a certain header to apply it to another header in the analytical report. To add a header for a single column or a columns range, perform the following steps: 1. Click New in the Headers toolbar.

178 Managing Analytical Reports If the header should be printed in a specific row, in the Printing Group column of the Headers table enter the printing group code (the same code should be entered in the Column Group column for the relevant row). 3. Enter the header text in the column where the header should appear. 4. Use the lookup control in the column to set the columns range for the header printing and define the printing style. By default, the columns range is limited by a single column where the header text is entered. To set the columns range, enter the codes of the start column and the end column in the range. Viewing and Editing the Column Attributes The attributes of each column are displayed as the values in the Columns table on the Column Set form. You can edit these attributes for the selected column by changing the values in the relevant rows of the Columns table. To change a specific column attribute, select this attribute and change its value. After all necessary changes to the column attributes are performed, save the changes by clicking Save in the Column sets control panel. Unsaved changes will be canceled after navigation to another page. By changing the column attributes, you can define the data selection, processing and formatting rules for the data to be included in this column. For every new column added to the column set for the specific report, specify the column attributes. Deleting a Column To delete an existing column from the column set, perform the following steps: 1. Select the column to be deleted in the Columns table. 2. Click Delete in the Columns toolbar. 3. Click Save in the Column sets control panel. Using the Column Set in the Analytical Reports Once you define a column set, you can use this column set in any analytical report you configure using the Report Definitions (CS ) form. Viewing and Editing the Unit Sets To display the parameters of existing unit sets, you can use navigation buttons in the control panel, or select the unit set code using the Code selector in the Unit Set area of the Unit Sets (CS ) form. The navigation buttons allow moving to the first, next, previous and the last unit set in the collection of available unit sets. By defining the unit sets, yous can specify what units will be included in the analytical report. Usually, the units define the report structure, and are used to include the specific rows and columns from the rows set and columns set into the report section. In This section Operations with Unit Sets Defining the Units to be Included in the Unit Set Operations with Unit Sets You can use column sets to define which sections will be included in the analytical reports, and set the data filtering criteria and data calculation rules separately for each report section. You can use the units from a unit set in multiple reports that have similar data selection rules and a similar report layout structure.

179 Managing Analytical Reports 179 To specify the unit set for a group of analytical reports or a single report, create new unit sets or modify existing ones. To remove the unit sets associated with the reports that are no longer used, delete the unit sets associated with them. To perform these operations with the unit sets, use the Unit Sets (CS ) form of the Analytical Report Manager Overview. Creating a New Unit Set To create a new unit set, perform the following steps: 1. Click Insert on the form toolbar. 2. Enter the code of the unit set in the Code box. 3. Enter the unit set description in the box. (The unit description is not displayed in the printed report and is used only to add a descriptive comment to the unit set.) 4. Click Save to save the created unit set. The units and data filters can be added to the created unit set later. : The unit set code must be unique within the whole system. The length of the unique unit set code is limited by the range of 1 to 10 symbols. The allowed symbols are only digits and letters. Modifying an Existing Unit Set To modify an existing unit set, perform the following steps: 1. Select the unit set code in the Code box in the Unit Set area of the Unit Sets (CS ) form, or use navigation buttons in the control panel to find the required unit set. 2. Change the unit set attributes as required. 3. Click Save on the form toolbar to save the changes. Deleting a Unit Set To delete an existing unit set, perform the following steps: 1. Display the unit set to be deleted on the Unit Sets form. 2. Click Delete on the form toolbar. Using the Unit Set in the Analytical Reports After the unit set is defined, you can include this unit set in the analytical report it was designed for by using the Report Definitions (CS ) form of the Analytical Report Manager. Defining the Units to be Included in the Unit Set To define the units included in the unit set, you can perform the following operations with the columns: Add new units to the unit sets Set the attributes for each unit in the unit set Delete the units from the unit set To perform the operations with the units in the unit set, the Unit Sets (CS ) form is used. The Units table on the form displays the available columns and their attributes. Creating a New Unit To create a new unit in the unit set, you should perform the following steps:

180 Managing Analytical Reports Click New in the Units toolbar; 2. Specify the new unit attributes in the relevant columns of the Units table. 3. Click Save in the Unit sets control panel. Viewing and Editing the Unit Attributes The attributes of each unit are displayed as the values in the Units table on the Unit Set form. you can edit these attributes for the selected unit by changing the values in the relevant rows of the Units table. To change a specific unit attribute, you should select this attribute and change its value. After all necessary changes to the unit attributes are performed, you must save the changes by clicking Save in the Unit sets control panel. Unsaved changes will be canceled after navigation to another page. By changing the unit attributes, you can define the data selection and processing rules for the data to be included in this unit. For every new unit added to the unit set for the specific report, you should specify the unit attributes. Defining the Units Hierarchical Structure The units in the unit set can be organized into the hierarchical structure. The units hierarchical structure defines the order in which the units will be included in the report and define the report structure. To define the hierarchical structure of the units, perform the following steps: 1. In the left area of the Unit Set form, select the unit in the hierarchical structure. 2. Use arrowed buttons to move the selected unit to the appropriate position: The Move to external node button moves the unit one position left and places it in the next external node in the hierarchical structure. The Move to internal node button moves the unit one position right and places it in the next internal node in the hierarchical structure. The Move up button moves the unit one position up and places it in the next upper node on the same level of the hierarchical structure. The Move down button moves the unit one position down and places it in the next lower node on the same level of the hierarchical structure. Deleting a Unit To delete a unit from the unit set, you should perform the following steps: 1. Select the unit to be deleted in the Units table; 2. Click Delete in the Units toolbar; 3. Click Save in the Unit sets control panel. Publishing the Analytical Report A designed analytical report must be published on the Acumatica ERP site to be available to the Acumatica ERP application users. To publish the analytical report on the site, use the Site Map (SM ) form of the System Management module. To publish a ready report, do the following steps: 1. Open the Site Map form, and select the module where the report must be added. 2. Select the relevant folder in the hierarchical structure of the modules, and add the analytical report to the list of the pages to be included in this folder.

181 Managing Analytical Reports 181 Generally, the Reports folder lists the reports available for this module, and the new report can be added to the list of reports. After the report is published, the users who will generate the report must be granted access rights to this report.

182 General Ledger Form Reference 182 General Ledger Form Reference On the Navigation pane of the General Ledger module, the forms are grouped into multiple tabs. Each tab may also include nodes to bring together similar forms. This topic follows this layout when listing the forms of the General Ledger module. Work Area Tab Enter Journal Transactions (GL ) Journal Vouchers (GL ) Budgets (GL ) Trial Balance (GL ) Manage Financial Periods (GL ) Allocations (GL ) Recurring Transactions (GL ) Explore Account Summary (GL ) Account by Period (GL ) Account by Subaccount (GL ) Account Details (GL ) Processes Tab Daily Release Budgets (GL ) Release Transactions (GL ) Post Transactions (GL ) Release Vouchers (GL ) Recurring Run Allocations (GL ) Import Consolidation Data (GL ) Generate Recurring Transactions (GL ) Reclassify Transactions (GL ) Closing Close Financial Periods (GL ) Validate Account History (GL )

183 General Ledger Form Reference 183 Reports Tab For the description of the report forms, see General Ledger Reports. Configuration Tab Setup General Ledger Preferences (GL ) Financial Year (GL ) Ledgers (GL ) Account Classes (GL ) Consolidation (GL ) Voucher Entry Codes (GL ) Manage Chart of Accounts (GL ) Subaccounts (GL ) Inter-Branch Account Mapping (GL ) Budget Configuration (GL ) Analytical Reports Report Definitions (CS ) Row Sets (CS ) Column Sets (CS ) Unit Sets (CS ) Other Form Data Source Editor Account by Period Form ID: (GL ) You can use this form to obtain all information about a selected account by financial period. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Account Details Account by Subaccount Navigates to the Account Details (GL ) form. Navigates to the Account by Subaccount (GL ) form. Selection Area In this area, you can specify criteria to narrow the information displayed in the table. In the Subaccount box, you can select one particular subaccount or select a group of subaccounts by

184 General Ledger Form Reference 184 specifying values for only some of the segments. You also can view the currency details if any currencies other than the base currency were used in the transactions related to the account. Element Branch Ledger Financial Year Account Subaccount Show Currency Details The branch of the company whose data you want to view. You can select a required branch, or clear this box. If the box is left empty, information on all branches is displayed. This box is available only if the Multi-Branch Support feature is enabled on the Enable/Disable Features (CS ) form. The ledger of the account you want to review. The financial year whose periods you want to view. The account whose balance you want to view through all the financial periods of the selected financial year. A subaccount or a group of subaccounts. If the box is left blank, all the transactions for the selected account in the specified period will be listed. If the values for only some segments are specified, this defines a group of subaccounts with the specified values as well as all the different values in the segments that were left blank. This box is available only if the Subaccounts feature is enabled on the Enable/Disable Features (CS ) form. A check box that indicates (if selected) that the columns showing the currency details of the transactions will also be displayed. If the check box is cleared, all transactions are shown in the base currency. This check box is available only if the Multi-Currency Accounting feature is enabled on the Enable/Disable Features (CS ) form. Table This table contains the account balances for all the financial periods of the selected financial year. If the group of subaccounts is specified in the Subaccount box in the Selection area, the account balances are calculated for the group of subaccounts. Table Columns Column Period Beg. Balance Debit Total Credit Total Ending Balance The financial period of the year. The balance of the account, calculated for the selected subaccounts, at the beginning of the financial period. The debit total charged to the account during the specified period. The amount is calculated for the selected subaccounts only. The credit total charged to the account during the specified period. The amount is calculated for the selected subaccounts only. The balance of the account, calculated for the selected subaccounts, at the end of the specified period. Additional Table Columns The following columns also appear if the Show Currency Details check box is selected.

185 General Ledger Form Reference 185 Column Currency Curr. Beg. Balance Curr. Debit Total The currency of transactions in the account. If it is not specified, the balance is in the base currency. The account balance in the specified currency at the start of the selected period. The debit total in the specified currency for the specified account over the selected period. Curr. Credit Total The credit total in the specified currency for the specified account over the selected period. Curr. Ending Balance The account balance in the specified currency at the start of the selected period. Account by Subaccount Form ID: (GL ) You can use this form to obtain information by different subaccounts about activities on the selected account. : This form is available only if the Subaccounts feature is enabled on the Enable/Disable Features (CS ) form. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Account Details Navigates to the Account Details (GL ) form, so you can view the account details. Selection By using the elements in this area, you can narrow the records to be displayed in the table. You can select a particular subaccount, or you can select a group of subaccounts by specifying the values for only some of the segments in the Subaccount box. Element Branch Ledger Period Account Subaccount The branch of the company whose data you want to view. You can select a required branch, or clear this box. If the box is left empty, information on all branches is displayed. This box is available only if the Multi-Branch Support feature is enabled in your system on the Enable/Disable Features (CS ) form. The ledger whose account you want to review. The financial period for which you want to view data. The account whose data you want to view. The subaccount or a group of subaccounts. If you leave the box blank, all transactions for the selected account in the specified period will be listed. If values are specified for only some segments, this defines a group of subaccounts with the specified values as well as all the different values in the segments that

186 General Ledger Form Reference 186 Element Show Currency Details were left blank. This box is available only if the Subaccounts feature is enabled on the Enable/Disable Features (CS ) form. A check box that indicates (if selected) that the columns showing the currency details of the transactions will also be displayed. If the check box is cleared, all transactions are shown in the base currency. This check box is available only if the Multi-Currency Accounting feature is enabled on the Enable/Disable Features (CS ) form. Table This table displays the account balances for all the subaccounts specified in the Subaccount box of the Selection area. Column Subaccount Beg. Balance Debit Total Credit Total Ending Balance The subaccount used with the account. The balance of the account by the subaccount at the beginning of the selected financial period. The debit total posted to the account by the subaccount during the selected financial period. The total of credits posted to the account by the subaccount during the selected financial period. The balance of the account by the subaccount at the end of the selected financial period or on the current business date. Additional Table Columns The following columns appear if the Show Currency Details option is selected. Column Currency ID Curr. Beg. Balance Curr. Debit Total The currency of transactions in the account. If it is not specified, the balance is in the base currency. The account balance in the specified currency at the start of the selected period. The debit total in the specified currency for the specified account over the selected period. Curr. Credit Total The credit total in the specified currency for the specified account over the selected period. Curr. Ending Balance The account balance in the specified currency at the start of the selected period. Account Classes Form ID: (GL ) By using this form, you can create new account classes and maintain the list of account classes in the system. These user-defined classes are used as properties of General Ledger accounts for convenient grouping, sorting, and filtering of information associated with General Ledger accounts in reports and inquiries. For details, see Chart of Accounts.

187 General Ledger Form Reference 187 Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Table The table holds the list of account classes defined in the system. Column Account Class ID Type An alphanumeric string of up to 20 characters identifying the account class. Follow appropriate internal agreements before naming account classes. The ID cannot be changed in the future. The type of the accounts in this class, which is one of the following four types: Asset, Liability, Income, or Expense. A description of the account class. An alphanumeric string of up to 60 characters may be used. Account Details Form ID: (GL ) On this form, you can view all activities in a specific account during a selected financial period or range of financial periods. You can easily switch between financial periods. In the Subaccount box, you can select one subaccount or a group of subaccounts; you can then view the related transactions. : The Subaccount box is available only if the Subaccounts feature is enabled on the Enable/Disable Features (CS ) form. By using this form, you can also select required transactions for reclassification, or view the reclassification history for the selected Reclassification transaction. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Reclassify Opens the Reclassify Transactions (GL ) form, where you can proceed with the reclassification of the selected transactions. You select the check boxes next to the required transactions in the table before clicking Reclassify. Reclassify All Reclassification History Opens the Reclassify Transactions (GL ) form, where you can proceed with the reclassification of all transactions listed on this form. Opens the Reclassification History (GL ) form for the selected transaction. This button is available only if the reclassified transaction is selected in the table. Summary Area By using the elements in this area, you can specify the selection criteria to show the transactions in the table.

188 General Ledger Form Reference 188 : If you specify a period that spans multiple years to view batches recorded to the accounts of the Income and Expenses types and the Retained Earnings account, the system will display zero balance in the Beginning Balance and Ending Balance boxes due to the nature of these accounts. Element Branch Ledger The branch of the company whose data you want to view. You can select a required branch, or clear this box. With the empty box, information on all branches is shown. This box is available only if the Multi-Branch Support feature is enabled in your system on the Enable/Disable Features (CS ) form. The ledger in which you want to view the account balances. You can select a ledger of the Actual, Reporting, or Statistical type. : A ledger of the Budget type is not available for selection. From Period To Period Account Subaccount From Date The financial period that begins the date range of the batches you want to view. The financial period that ends the date range of the batches you want to view. The account for which you want to view activities in the selected financial period. The subaccount or mask for a group of subaccounts. If the box is left blank, all the transactions for the selected account in the specified period will be listed. If values are specified for only some segments, this defines a group of subaccounts with the specified values, as well as all the different values in the segments that were left blank. The first date of the interval within the period. Period Start Date The first date of the selected financial period. To Date Period End Date Show Summary Include Unposted Include Unreleased Include Reclassified Show Currency Details Beginning Balance Turnover Ending Balance The last date of the interval within the selected period. The last date of the selected financial period. A check box that indicates (if selected) that the rows with transactions in the table are combined by dates. That is, the transactions of the same date are combined into one row, in which the amounts of all included transactions are summarized. A check box that indicates (if selected) that the unposted batches are also added to the list. A check box that indicates (if selected) that the balanced batches are also added to the list. This check box is available if the Include Unposted check box is selected. A check box that indicates (if selected) that the reclassified batches are also added to the list. A check box that indicates (if selected) that additional table columns with currency details will be displayed below. The balance of the selected account (with the specified subaccount) on the date selected in the From Date box, or at the beginning of the period selected in the From Period box if the date is not specified. The difference between the ending and beginning balances. The ending balance of the account calculated based on the transactions shown in the table.

189 General Ledger Form Reference 189 Element : When a filter is applied to the records in the table, the ending balance of the account is calculated as the beginning balance of the account in the period selected in the From Period box plus the turnover amount calculated based on the records shown in the table. Table In this table, the list shows the batches that match the criteria specified in the Selection area. Table Columns Column Module Batch Number Tran. Date Period Ref. Number Branch Account Subaccount Beg. Balance Debit Amount Credit Amount Ending Balance Reclass. Batch Number The module where the transaction originated. This column appears if for the selected range of days or periods, there are transactions originating in other modules that updated the balance of the selected account. The reference number of the batch (generated for the transaction) that updated the balance of the selected account. This column appears if for the selected range of days or periods there are transactions originated in other modules that updated the balance of the selected account. Click the link to navigate to the Journal Transactions (GL ) form so you can view batch details. The date of the transaction. The financial period of the transaction. The user-defined description of the transaction. The reference number of the external document on which this transaction is based. Click the link to navigate to the appropriate form so you can view the details of the transaction. The branch of the company. This column is available only if the Multi-Branch Support feature is enabled on the Enable/Disable Features (CS ) form. The account updated by the batch transactions. The subaccount used in the batch. The running total of the account's beginning balance calculated in the order of transactions displayed in the table. If you reorder or filter transactions, the amount in this column will be recalculated. The transaction debit amount charged to the account during the selected financial period. The transaction credit amount charged to the account during the selected financial period. The running total of the account's ending balance calculated in the order of transactions displayed in the table. If you reorder or filter transactions, the amount in this column will be recalculated. The number of the corresponding Reclassification batch. Additional Table Columns The following columns also appear if the Show Currency Details check box is selected.

190 General Ledger Form Reference 190 Column Currency Curr. Beg. Balance Curr. Debit Amount Curr. Credit Amount Curr. Ending Balance The currency of transactions in the account. If it is not specified, the balance is in the base currency. The account balance in the selected currency at the start of the selected period. The debit amount in the selected currency for the specified account over the selected period. The credit amount in the selected currency for the specified account over the selected period. The account balance in the selected currency at the start of the selected period. Account Summary Form ID: (GL ) By using this form, you easily obtain summary information about all accounts of a specific class for the selected financial period. You can easily drill down to every document detail. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Account Details Account by Subaccount Account by Period Navigates to the Account Details (GL ) form. Navigates to the Account by Subaccount (GL ) form. Navigates to the Account by Period (GL ) form. Selection Area By using the elements in the Selection area, you can narrow the accounts for which summaries are displayed. Also, you can specify a subaccount, or select a group of subaccounts by specifying a mask in Subaccount. Button Branch Ledger Period Account Class The branch of the company whose data you want to view. You can select a required branch, or clear this box. If this box is empty, information on all branches is shown. This box is available only if the Multi-Branch Support feature is enabled in your system on the Enable/Disable Features (CS ) form. The ledger for the accounts you want to review. The financial period for which you want to display summaries. Optional. The account class for which you want to display summaries. For the selected class, all the account activities matching the selected subaccount or subaccount group will be displayed in the table. If this element is left blank, accounts of all classes will be displayed. The available account classes are defined on the Account Classes (GL ) form.

191 General Ledger Form Reference 191 Button Subaccount Show Currency Details A subaccount or a mask for a group of subaccounts. If the box is left blank, all the transactions for the selected account or accounts in the specified period will be listed. If values only for some segments are specified, this defines a group of subaccounts with the specified segment values and various values in any segments that you left blank. A check box that indicates (if selected) that the additional columns related to the currency used in accounts will be displayed. Table This table lists the summary balances for General Ledger accounts and subaccounts that meet the criteria you entered in the Selection area. Table Columns Column Branch Account Type Last Activity Beg. Balance Debit Total Credit Total Ending Balance Consolidation Account Account Class The branch of the company. The specific account. The type of the account, which is one of the following values: Expense, Asset, Income, or Liability. The user-defined description of the account. The period of the most recent transaction posted to the account. After you close the last period of a financial year, the column shows the first period of the next financial year by default (even if there is no transaction posted to this account in this period yet). The balance of the account at the beginning of the selected financial period. The total of debits posted to the account during the selected financial period. The total of credits posted to the account during the selected financial period. The balance of the account at the end of the selected financial period or on the current date of the current period. The consolidation account of the parent company for this account. The account class of this account. Additional Table Columns The following columns also appear if the Show Currency Details check box is selected. Column Currency Curr. Beg. Balance Curr. Debit Total The currency of transactions in the account. If it is not specified, the balance is in the base currency. The account balance in the selected currency at the start of the selected period. The debit total in the selected currency for the specified account over the selected period.

192 General Ledger Form Reference 192 Column Curr. Credit Total The credit total in the selected currency for the specified account over the selected period. Curr. Ending Balance The account balance in the selected currency at the end of the selected period. Allocations Form ID: (GL ) By using this form, you can create, modify, or delete allocation templates. For more information on creating and using allocation templates and performing allocations, see Allocation Rules. This form is available only if the General Ledger Allocation Templates feature is enabled on the Enable/ Disable Features (CS ) form. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Summary Area You use the elements in this area to select an existing allocation or to provide the settings for a new allocation. Element Allocation ID Active Branch The unique ID of the allocation. The system generates IDs in accordance with the numbering sequence selected for allocations on the General Ledger Preferences (GL ) form. A detailed description of the allocation. The alphanumeric string may contain as many as 30 characters. A check box that indicates (if selected) that the allocation is active. The branch that initiates this allocation. Allocation Tab This tab contains general settings for an allocation. Element Start Period End Period Recurring Allocation Method The first financial period when allocation may be applied. The last period when allocation may be applied. A check box that indicates (if selected) that the allocation is recurring (that is, should be applied each year for each of the specified periods). The way the allocation amount should be collected from the source accounts. Select one of the following options: By Account PTD: The period-to-date amount should be collected from the source accounts. From Prev. GL Allocation: The amount accumulated since the last allocation should be collected from the source accounts.

193 General Ledger Form Reference 193 Element Distribution Method The way the allocated amount is distributed over the destination accounts. The following options are available: By Percent: The source amount is distributed among destination accounts by percentages, which are set in the Destination Accounts tab of this form. The total is 100 percent. By Weight: The amount is distributed between destination accounts by user-defined coefficients, which are set in the Destination Accounts tab of this form. The total is not defined. By Dest. Account PTD: The amount is distributed between the destination branches proportionally to period-to-date balances of the destination accounts in the allocation ledger or proportionally to PTD balances of the base accounts of the base branches in the base ledger if it is specified or in the allocation ledger if the base ledger is not specified. By Dest. Account YTD: The amount is distributed between the destination branches proportionally to year-to-date balances of the destination accounts in the allocation ledger or proportionally to YTD balances of the base accounts of the base branches in the base ledger if it is specified or in the allocation ledger if the base ledger is not specified. Allocation Ledger Source Ledger Base Ledger Sort Order Last Revision Date Required. The ledger to which journal entries generated for the allocation are posted. You can select a ledger of the following types: Actual, Statistical, Budget, or Reporting types. Required. The specified ledger is used to calculate an amount to be allocated. An optional property used only for the distribution methods By Destination Account YTD and By Destination Account PTD. If specified, it is used to calculate the proportions for distributing allocation amounts among the destination accounts. If the base ledger is not specified, the allocation ledger will be used for calculating proportions. An integer specifying the order in which this allocation should be applied if there are several allocation for the same period. Those with lower values should be applied first. The last date when the revision of an allocation was made. Source Accounts Tab The Source Accounts tab contains the list (in a tabular format) of accounts in the allocation ledger which will be used as allocation source. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Branch Account The branch whose accounts will be the source of allocation amounts. The account or accounts (if you use a grouping mask) that will be the source of the allocation amount. To use a grouping mask, specify characters common for all account identifiers and use? as a wildcard character to designate varying characters in the accounts. If you want to specify common characters only at the beginning of the segment, you may leave the rest of segment blank. You need not type? in every position, but if you want to specify characters

194 General Ledger Form Reference 194 Column at the beginning and at the end of the same segment, type? in the positions between them. For example, the mask 110 selects all the accounts in which identifiers start with 110. The mask 310???5 selects the accounts in which identifiers start with 310 and end in 5: , , , and so on. Subaccount Contra Account Contra Subaccount Amount Limit The subaccount for the accounts that will be the source of the allocation amount. You can use a grouping mask to specify a group of subaccounts. Select a segment and press F3 to select a value common to all subaccounts you want to view; leave the segments blank if they can have varying values in the subaccounts. If you want to specify only several characters in a specific segment, type? in other positions of the segment. For example, you could use the mask Dept1/Product2/ / or Dept?/Product?/ /, where / is a segment separator character. Optional. The account from which the allocated amount will be actually deducted. You may not use a grouping mask here. Optional. The subaccount for the specified contra account. You may not use a grouping mask here. The maximum amount that may be allocated from each account grouped by the account and subaccount masks within one period (so that if the accounts are grouped by the account and subaccount masks, the limit will be specific for each such account). Percentage Limit The percentage of the balance that may be allocated from each account grouped by the account and subaccount masks. The default is 100 percent. Destination Accounts Tab This tab contains a list (in a tabular format) of the destination accounts for the allocation, which you can use to specify how the allocation amount is to be distributed between accounts of specific branches. For details on using this tab, see Allocation Rules. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Branch Account Subaccount Base Branch The branch whose accounts will be the destination for allocation amounts. An account that will be the destination of the allocation amounts. An subaccount that will be the destination of the allocation amounts. (Optional and available only if Distribution Method is set to By Dest. Account PTD or By Dest. Account YTD.) The base branch, whose account balances should be used to calculate a proportion for distributing the allocation amount between the destination accounts of the destination branches. For this, the system uses the base branch's account balances in the ledger specified in the Base Ledger box on the Allocations tab. If no base ledger is specified, the system uses the allocation ledger. : If no base branches are specified in this column, no base accounts and base subaccounts are specified in the respective columns, the system distributes the allocation amount between the destination branches proportionally to YTD or PTD balances of the destination accounts (with corresponding subaccounts). If only the base branches are not specified, the system uses the destination branches for calculate proportions based on the balances of base accounts.

195 General Ledger Form Reference 195 Column Base Account (Optional and available only if Distribution Method is set to By Dest. Account PTD or By Dest. Account YTD.) The base account for the allocation. The allocation amount will be distributed between the destination branches according to the current PTD or YTD balances of the base accounts for the base branches. For this calculation, the system uses the account balances of the branches (for the base subaccounts) in the base ledger (specified in the Base Ledger box on the Allocations tab). If no base branch is specified, the system uses the destination branch. If no base ledger is specified, the system uses the balances of the base accounts in the allocation ledger. Base Subaccount (Optional and available only if Distribution Method is set to By Dest. Account PTD or By Dest. Account YTD.) The base subaccount for the allocation. The allocated amount will be distributed according to the current PTD or YTD balances of the base accounts under the specified base subaccounts in the base ledger for the base branch. If no base branch is specified, the system uses the destination branch. If the Base Ledger is not specified on the Allocations tab, the proportion is calculated based on the balances in the allocation ledger. Weight/Percent (Available only if Distribution Method is set to By Percent or By Weight and required.) A value that defines the weight of the account. The allocation amount will be distributed among the destination accounts proportionally to their respective weights or according to the specified percentages. If the Distribution Method is By Percent, the sum of values in this column must be equal to 100 percent. Allocation History Tab The Allocation History tab displays read-only information about the history of batches generated for the allocation. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Table Columns Column Module Batch Number Ledger The module that generated the batch. The unique identification number of the batch. You can click this number to open the Journal Transactions (GL ) form, on which you can view the details of the batch. The ledger to which the batch transactions will be posted. Transaction Date The date when the batch was generated. Post Period Status Control Total The financial period to which the batch transactions should be posted. The batch status, which is initially Unposted. The control total amount of the batch. Budget Configuration Form ID: (GL ) You use this form to create a budget structure for your organization or to view and modify the existing budget structure.

196 General Ledger Form Reference 196 The budget structure is represented by a tree that consists of budget articles. Some of the budget articles are leaves, and some are nodes. Each budget article that is a leaf is defined by an accountsubaccount pair. Each budget article that is a node contains leaves, other nodes, or leaves and nodes. The budget articles, whether they are leaves or nodes, listed within a node, are also referred to as subarticles. For more information on budget structures, see Budget Structure Example. : When you create a budget by using the Budgets (GL ) form, you specify the amounts for only budget articles that are leaves. The amount for each budget article that is a node is calculated automatically as the sum of the article's subarticles. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Budget Tree Pane In this pane, you can view or modify the budget tree that will be used for all budgets in all branches of your organization. The pane displays only the budget articles that are nodes; click any node to open the list of its subarticles in the right pane. For details, see To Build a Budget Tree. Toolbar Buttons Button Delete Node Move Left Move Right Move Node Up Removes the selected node from the tree. Moves the selected node one level up, under the enclosing node. Moves the selected node one level down that is, appends the node at the bottom of the list contained by the upper node of the same level. Moves the selected node one position up the list within the same node. Move Node Down Moves the selected node one position down the list within the same node. Subarticles Pane In the Subarticles pane, you can view the list of budget articles contained within the budget article that is a node selected in the Budget Tree pane. The list may contain budget articles that are nodes and budget articles that are leaves. In this pane, you can create the list of items for the node selected in the tree as follows: To add nodes to the list: For each node-type budget article, add a row, type the article name in the column and select the Node check box. Optionally, specify a mask for accounts and a mask for subaccounts that will define the article's subarticles. When you save your changes, the budget articles appear as same-level nodes on the budget tree. To add leaves to the list: Click Preload Accounts on the pane toolbar and, in the dialog box, specify the range of accounts and a mask for subaccounts (if subaccounts are used in your system). The system will generate all possible pairs by using only the accounts listed on the chart of accounts and all the subaccounts that are combinations of subaccount segment values. Once this list is generated, you can remove the account-subaccount pairs you don't need for budgets. For more details, see To Build a Budget Tree. Toolbar Buttons The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

197 General Ledger Form Reference 197 Button Preload Accounts Opens the Preload Accounts dialog box, which you use to specify a range of accounts and a subaccount mask for generating possible account-subaccount pairs. Configure Security Navigates to the GL Budget Access (GL ) form so you can review and edit the restriction groups related to budget articles. This button is available only if the Row-Level Security feature is enabled on the Enable/Disable Features (CS ) form. Preload Accounts Dialog Box Element Account From Account To The account that starts the range of accounts selected for loading. The account that ends the range of accounts selected for loading. Subaccount Mask (This box appears only if the Subaccounts feature is activated in your system.) The subaccount mask that defines the subaccounts to be loaded. You can specify a particular segment value or just a few characters of the segment value to select the subaccounts for loading. You can use? as a wildcard character. This dialog box has the following buttons. OK Cancel Closes the dialog box and generates account-subaccount pairs by selecting existing accounts from the specified range and existing subaccounts according to the specified mask. Closes the dialog box without loading any data. Right Pane Columns Column Node Account Subaccount Account Mask A check box that, indicates (if selected) that this subarticle (list item) is a node on the budget tree. The account of the budget article, if the article is a leaf article. A leaf budget article is defined by an account (or by an account-subaccount pair if the Subaccounts feature is enabled in your system). (This column appears only if the Subaccounts feature is activated in your system.) The subaccount of the budget article if the article is a leaf article. A leaf budget article is defined by an account-subaccount pair. A description of the budget article. The description is used as the budget article name on the budget tree and on other budget-related forms. The account mask. The mask specified for the node will provide the default values for the account range in the Preload Accounts dialog box when you populate this node. If the mask is specified for a leaf article, then, on data loading for a new budget, amounts can be aggregated over all the accountsubaccount pairs selected by this mask and the mask for subaccounts. Subaccount Mask The subaccount mask. This mask, if specified for a node, provides the default subaccount mask in the Preload Accounts dialog box when you populate this node. This mask, if specified for a leaf article, on data loading for a new budget, amounts can be aggregated over all the account-subaccount pairs selected by the

198 General Ledger Form Reference 198 Column Secured mask for accounts and this mask. (This column appears only if the Subaccounts feature is activated in your system.) A check box that indicates (if selected) that this budget article is included in one or more restriction groups. Budgets Form ID: (GL ) You use this form to create new budgets or to view and update existing budgets. Each budget should be saved in a dedicated ledger of the Budget type. If no budget tree has been configured in your system on the Budget Configuration (GL ) form, you can create only single-level budgets. To be able to create hierarchical budgets, you should configure the budget tree first. A single-level budget is a list of budget articles, each of which is defined by an account-subaccount pair with the amount. You can enter the amounts manually, import them from a file, or calculate the amounts when you load budget articles from the actual ledger or other budget. A hierarchical budget (one that is based on the budget tree configured on the Budget Configuration form) includes budget articles of two types: leaves and nodes. A budget article that is a leaf is defined by an account-subaccount pair. A budget article that is a node may contain node-type articles and leaf-type budget articles. You can enter the amount for each budget article that is a leaf, but you cannot enter the amount for any article that is a node. The amount for each node article is calculated automatically as a sum of all subarticles of this node. For details, see To Build a Budget Tree. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Preload Articles Manage Budget Opens the Preload Budget Articles Wizard, which you can use to load (into the node selected on the tree) the selected data of a specific financial year from an actual, statistical, or budget ledger with a specific multiplier. Opens the Manage Budget dialog box. Preload Budget Articles Wizard (Step 1 of 3) Element Branch Ledger Financial Year Multiplier (in %) Required. The branch whose budget you create or view. By default, it is the branch to which you have signed in. Required. The ledger of the Budget or Statistical type that stores the budget. Required. The financial year of the budget. The multiplier, expressed as a percent, to be used to calculate the amounts for the budget. By default, the multiplier is 100. This step has the following buttons. Cancel Next Closes the dialog box without making any changes. Opens the next step of the dialog box.

199 General Ledger Form Reference 199 Preload Budget Articles Wizard (Step 2 of 3) Element Account From Account To Account Mask Optional. The account that starts the range of accounts you want to load. If any value appears by default, it is based on the account mask specified for the node. If you leave the box blank, the system will use the first account listed on the Chart of Accounts form. Optional. The account that ends the range of accounts you want to load. If any value appears by default, it is based on the account mask specified for the node. If you leave the box blank, the system will use the last account listed on the Chart of Accounts form. Optional. The account mask that selects the accounts to be loaded. Use? as a wildcard character. If both the range and the mask are specified, the accounts selected both by the mask and by the range will be loaded. Subaccount Mask Optional. The subaccount mask that defines the subaccounts to be loaded. You can specify a value of a particular segment or just a few characters of the segment value to select the subaccounts for loading. Use? as a wildcard character. (This box appears only if the Subaccounts feature is activated in your system.) This step has the following buttons. Cancel Prev Next Closes the dialog box without making any changes. Returns to the previous step of the dialog box. Opens the next step of the dialog box. Preload Budget Articles Wizard (Step 3 of 3) Element Update Existing Articles Only A check box that you select to update only the budget articles that exist in this budget. Update Existing Articles and Load Nonexistent Articles A check box that you select to update the existing budget articles and load the articles that do not already exist in the budget. Load Nonexistent Articles Only A check box that you select to load only the articles that do not already exist in the budget. This step has the following buttons. Cancel Prev Finish Closes the wizard without making any changes. Returns to the previous step of the wizard. Closes the wizard and loads the selected data. Manage Budget Dialog Box Element Select Action Determines the action to be taken if you click OK:

200 General Ledger Form Reference 200 Element This dialog box has the following buttons. Roll Back to Released Values: Cancels the changes made to the budget after it has been released, and restores the released values. Convert Budget Using Current Budget Configuration: Transforms the current budget into a budget tree, which you can view and edit on the Budget Configuration form. : We recommend that you fill in the Account Mask and Subaccount Mask columns for the nodes in the configured budget tree. The account and subaccount masks define the group of articles that can be added to each node during the conversion. If the account and subaccount masks are not specified for the nodes and if a leaf is not defined for each required article of the node, the appropriate articles will not be added to the required nodes. As a result, the conversion will be completed improperly. OK Cancel Closes the dialog box and executes the selected operation. Closes the dialog box. Summary Area In the Summary area, you can select a branch, a budget ledger, and a budget year to create a new budget or to review an existing one. Also, you can select the data to compare the budget to. When you create a new budget (for a future year, another branch, or a new budget ledger), the system loads the budget configuration from the budget tree if such a budget tree has been configured in the system. To quickly find the data you need in an existing budget, do the following: To view in the right pane the budget articles with specific subaccounts only, specify the subaccount filter. To view in the tree pane specific nodes only, use the tree node filter. Element Branch Ledger Financial Year Tree View Compare to Branch The branch of the organization whose budget is being created or selected for viewing. (This box appears only if the Branch Accounting feature is activated in your system.) The budget ledger. If you are going to create a new budget from scratch, you should first create a budget ledger by using the Ledgers (GL ) form. The financial year of the budget. If the budget ledger doesn't contain data for the selected year, the system prompts you to agree to loading the budget tree structure. A check box that appears only if a budget tree has been configured on the Budget Configuration form. This check box indicates (if selected) that the budget article structure is displayed in the Budget Structure pane of the current form. With the budget tree shown in the left pane, the Budget Articles pane lists only subarticles of the article selected in the tree. If the check box is not selected, the Budget Structure pane is hidden and all subarticles of all levels are listed in the Budget Articles pane. Optional; this box appears only if the Branch Accounting feature is activated in your system. The branch whose budget or ledger data will be used for comparison.

201 General Ledger Form Reference 201 Element Compare to Ledger Compare to Year Subaccount Filter Tree Node Filter Optional. The ledger to be used for comparison. The amounts from the selected ledger for the selected year will be displayed in the Budget Articles pane in a separate line under each budget article for comparison. Optional. The financial year to be used for comparison. Optional; this box appears only if the Subaccounts feature is activated in your system. Specify the segment values to display in the right table only the budget articles with specific segment values in their subaccounts. Optional; this box can be used only if the Tree View check box is selected. Specify the characters in node names to display only the specific nodes of the budget tree in the Budget Tree pane. Budget Area The Budget area of the form consists of two panes: The Budget Tree pane (lower left): Optional; is displayed only if the Tree View check box is selected. The Budget Articles pane (lower right, or lower): Contains a table with the list of all budget articles if there is no budget tree configured, or the list of the budget articles of the node selected in the Budget Tree pane. The table in this pane is documented below. Budget Articles Pane: Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button Distribute Opens the Distribute Year Amount by Periods dialog box, which helps you distribute the year amount over financial periods. Distribute Year Amount by Periods Dialog Box Element Distribution Method The method of distribution, which is one of the following options: Evenly: To distribute the year amount over the financial periods evenly, excluding the adjustment period if this period has been configured in your system. Proportionally to the Previous Year: To distribute the year amount over the financial periods proportionally to amounts of the previous year's periods, including the adjustment period. (This option is available only if budget articles were loaded with the amounts from one of the previous years.) Proportionally to Compared Values: To distribute the year amount over the financial periods proportionally to the amounts selected for comparison. (This option is available only if budget articles were loaded with the amounts.) Apply to All Articles in This Node A check box that you select if you want to distribute for the selected article and other articles in this node the year amounts among the periods.

202 General Ledger Form Reference 202 Element Apply to Subarticles A check box that you select if you want to distribute the year amount among the periods for each subarticle of the selected node. The dialog box has the following buttons. OK Cancel Calculates the budget amounts for each period and closes the dialog box. Closes the dialog box without making any changes. Budget Articles Pane: Table Columns Column Node Released A check box that indicates (if selected) that the budget article in this row is a node on the budget tree. A check box that indicates (if selected) that the budget article has been released. The budget articles that were loaded with the budget tree cannot be removed from a particular budget. Account Subaccount Amount The account of the budget article if the article is a leaf on the budget tree. The subaccount of the budget article if the article is a leaf on the budget tree. (This column appears only if the Subaccounts feature is activated in your system.) A description of the budget article. By default, this column displays the account description. The article amount, which is one of the following: A manually entered amount if the article is a leaf A read-only amount, automatically aggregated over the subarticles, if the article is a node An editable amount, initially automatically aggregated for a leaf article over the subarticles specified by an account mask and subaccount mask Distributed Amount Period 01 through Period N The amount distributed over the periods. For the budget article to be released, the distributed amount should be equal to the value in the Amount column. Columns reserved for distributing the article amount over the periods of the year. Each column contains the budget article's amount for the respective period in the budget year. Chart of Accounts Form ID: (GL ) You use this form to create and maintain the structure of accounts specific to your company. The system supports four types of General Ledger accounts: Asset, Liability (balance accounts), Income, and Expense (income statement accounts). With this form, you also can assign accounts to account classes, which can be used for information grouping and sorting for reports and inquiries. For more information about accounts, see Chart of Accounts. : Before you create your chart of accounts by using this form, create the account classes by using the Account Classes (GL ) form. Also, consider your organizational structure, and configure the

203 General Ledger Form Reference 203 account and subaccount identifiers by using the designated segmented keys defined on the Segmented Keys (CS ) form. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button View Restriction Groups Account by Period Navigates to the Restriction Groups by GL Account (GL ) form and displays the list of restriction groups associated with the account. You can add the account to the selected restriction groups. Navigates to the Account by Period (GL ) form and displays the list of transactions posted to the account. Table This table lists all the General Ledger accounts configured in the system. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Account Account Class Type Active Require Units Use Default Sub Post Option The unique identifier of the General Ledger account in the system. While specifying the values in segments, you can use the validation function, which allows you to select a value for each segment from the list of existing ones. For details, see the Segmented Keys (CS ) form. For details about validation, see Account Identification. Optional. The account class to which the account is assigned. Account classes are used for convenient grouping, sorting, and filtering of the information associated with General Ledger accounts in reports and inquiries. The type of account, which is one of the following four types: Asset, Liability, Income, or Expense. A check box that indicates (if selected) that the account is active. An inactive account does not appear in the drop-down lists of available accounts on dataentry forms. Clear the check box if the account is no longer used. An alphanumeric string of up to 30 characters that describes the account. A check box that indicates (if selected) that every transaction posted to this account should have quantities and units of measure specified. A check box that causes the system (if selected) to set the default subaccount as the Subaccount if the account is selected. The default subaccount is defined using the General Ledger Preferences (GL ) form. An option that defines how transactions created in other modules are posted to this account. Two options are available: Summary (default): Indicates that transaction amounts can be summarized for posting to the account (subaccount, if any). Detail: Indicates that each transaction will be posted to a selected account (subaccount) separately. If you select this option, the Post Summary on Updating GL option specified on the preferences forms of other modules will be overwritten.

204 General Ledger Form Reference 204 Column If the Post Summary on Updating GL check box is cleared on the preferences form of a particular module, the transactions will be posted separately to account (subaccount) regardless of which option is specified for an account on the current form (Chart of Accounts). : The Detail option is specified by default and not available for editing for the accounts, for which the Cash Account check box is selected. The summarized transaction amounts will be posted to an account (subaccount) only if both the Summary option is specified for an account and the Post Summary on Updating GL check box is selected on the preferences form of the corresponding module. COA Order Consolidation Account Currency Cash Account Secured Revaluation Rate Type Account Group Tax Category An integer indicating the order in which the account appear on the list of all accounts on the General Ledger reports and on income statements and balance sheets. This column appears only if the Custom Chart of Accounts Order option is selected on the General Ledger Preferences (GL ) form. (Optional: This column is used only if the company is a consolidation unit in a parent company.) The external General Ledger account from the parent company's chart of accounts to which the balance of the account will be exported in the process of consolidation. This value is not validated, and no input mask can be set here. This column is available only if the General Ledger Consolidation feature is enabled on the Enable/Disable Features (CS ) form. (Optional: This column appears only if support for multiple currencies has been activated for the system.) The currency of denomination used for the account. If the box is blank, the account uses the base currency. Denominated General Ledger accounts cannot be used as source or destination accounts for General Ledger allocations. You can always cancel currency denomination by clearing this box. A check box that indicates (if selected) that the account has a cash account or multiple cash accounts linked to it. Cash accounts are created by using the Cash Accounts (CA ) form. A check box that indicates (if selected) that the account is included in one or more restriction groups. The exchange rate type that should be used for the account when revaluation is performed. A value is required only for accounts denominated to a foreign currency. The account group (used in project management if the Projects module has been activated) that includes this account. A tax category that you define for the selected account. When you create a journal transaction manually on the Journal Transactions (GL ) form, based on this tax category, the taxable amount will be calculated for the journal entry. : The type of the account must correspond to the type of the tax specified in the tax category. For example, a tax category representing a sales tax could not be associated with an expense account, and a tax category representing value-added tax (VAT) accumulated on purchases could not be associated with an income account.

205 General Ledger Form Reference 205 Close Financial Periods Form ID: (GL ) You can use this form to close financial periods in the General Ledger module. A period can be closed in the General Ledger module only if it has been closed in the Cash Management, Accounts Payable, Accounts Receivable, Inventory, and Fixed Assets modules. When you close a given financial period, all preceding active periods will also be closed if they have not already been closed. The financial year is considered closed only when all periods of the year are closed. For more details, see Closing Periods. Generally, posting transactions to closed periods is not allowed. To post to closed periods, select the Allow Posting to Closed Periods option on the General Ledger Preferences (GL ) form. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Close Periods Initiates the process of closing the selected financial periods. : The green OK icon appears in the form toolbar if the operation was completed successfully. The red icon indicates that the operation was canceled because some necessary conditions were not met. Unposted Documents Runs and opens the Unposted GL Documents report. Table This table displays the active financial periods (in a tabular format) for the earliest year that has active periods. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Table Columns Column Included Financial Period ID Active Closed in AP Closed in AR An unlabeled check box that you select to include a financial period when you click Close Periods. You can select multiple periods. The identifier of the financial period. A description of the financial period. A check box that, if selected, indicates that the financial period is active. A read-only check box that, if selected, indicates that the financial period is closed in the Accounts Payable module; if the check box is cleared, it indicates that the period is active in the Accounts Payable module. To close a period in the Accounts Payable module, use the Close Financial Periods (AP ) form. For details see Closing Periods. A read-only check box that, if selected, indicates that the financial period is closed in the Accounts Receivable module; if the check box is cleared, it indicates that the period is active in the module. To close a period in the Accounts Receivable module, use the Close Financial Periods (AR ) form.

206 General Ledger Form Reference 206 Column Closed in IN Closed in CA Closed in FA A read-only check box that, if selected, indicates that the financial period is closed in the Inventory module; if the check box is cleared, it indicates that the period is active in the Inventory module. To close a period in the Inventory module, use the Close Financial Periods (IN ) form. A read-only check box that, if selected, indicates that the financial period is closed in the Cash Management module; if the check box is cleared, it indicates that the period is active in the Cash Management module. To close a period in the Cash Management module, use the Close Financial Periods (CA ) form. A read-only check box that, if selected, indicates that the financial period is closed in the Fixed Assets module; if the check box is cleared, it indicates that the period is active in the Fixed Assets module. To close a period in the Fixed Assets module, use the Close Financial Periods (FA ) form. Column Sets Form ID: (CS ) To define what data will be displayed in each analytical report and how it will be organized, you need to define the row set and column set; optionally, you can define the unit set. A column set defines the columns to be included in the report and the data to be displayed in each column, as described in Column Set. This form, which is part of the Analytical Report Manager, displays the column sets defined for the analytical reports. You can view or modify existing column sets, create new column sets, and delete any column sets. For each column set, add the columns to be included in the analytical report and define the properties for each column. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Copy Column Set Initiates the copying of the selected column set configuration. If you click this button, you type the new column set code in the New Column Set Code dialog box that opens. Summary Area This area of the form displays basic information about the column set. You can define a new column set, or you can look up an existing one by selecting its code or using actions on the form toolbar. Element Code The unique code used to identify the column set. You can use up to 10 alphanumeric characters. Type The data source of the column set. Select one of the following options: GL: The General Ledger module is used as the data source. PM: The Projects module is used as the data source. The descriptive name of the column set.

207 General Ledger Form Reference 207 Upper Table This area displays the headers defined for the columns and their properties, which you can modify. You can add or delete a header for a single column or a selected column range. The column headers are displayed in the table and can be modified. Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button Shift Left Shift Right Shift Down Shift Up Copy Style Paste Style Shifts the selected cell value to the left. Shifts the selected cell value to the right. Shifts the selected cell value down. Shifts the selected cell value up. Copies the printing style from a header to use it in another header. Pastes the printing style copied from another header. Table Columns Column Height Printing Group Formula The height of the header line (in pixels). The printing group to which the header is applied. When you specify a printing group for a header, the header will be printed for only the columns in the defined printing group. The formula that defines the header name and printing style selected for the range of columns. To specify the header name, you can use text or formulas. You click the selector in this box to view the Formula dialog box. To specify a formula, enter it in this box. For more information about formulas, see Formulas. Formula Dialog Box You use the Formula dialog box, which you invoke by clicking the selector in the Formula box, to define the text of the header. This dialog box has the following elements. Element Column Range The column range for which the header is displayed. Enter the first and last column names in these boxes. You use the Style section of the dialog box to define the printing style for the column range. Text Align The alignment of the text to be displayed for the range of columns. You can select one of the following options: Not Set: There is no specific text alignment. Left: The text is left-aligned. Center: The text is centered. Right: The text is right-aligned. Color The color to be used for the range of columns.

208 General Ledger Form Reference 208 Element Backgr. Color Font Font Size Bold Italic Strikeout Underline The background color used for the range of columns. The name of the font to be used for the range of columns. The font size to be used for the range of columns. Enter the appropriate value in the text box, and use the drop-down box to select the unit of measure (Pixel, Point, Pica, Inch, Mm., or Cm.) for the value. A check box that indicates (if selected) that the text displayed in the range of columns will be in bold type. A check box that indicates (if selected) that the text displayed in the range of columns will be italicized. A check box that indicates (if selected) that the text displayed in the range of columns will have the strikeout font style applied to it. A check box that indicates (if selected) that the text displayed in the range of columns will be underlined. Lower Table The lower table displays in a tabular format the columns included in the column set and their properties, which can be modified. You can add a column to the column set or delete a column from the set. Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button Shift Left Shift Right Copy Style Paste Style Shifts the selected cell value to the left. Shifts the selected cell value to the right. Copies the printing style from a header to use it in another header. Pastes the printing style copied from another header. Table Columns Column Type Value Rounding The descriptive name of the column. The column type, which defines how the values in the column are calculated. The value to be displayed in the column. A formula can be created to define the value. The rounding rule, which the system uses to round the values in the corresponding columns of the report. Select one of the following values: No Rounding: The value is not rounded in the report. Whole Dollars: The system rounds the value to an integer. (For example, $1,117,559, is rounded to $1,117,559,400.) Thousands (000.0): The system truncates the last three digits of the value (before the decimal point) and rounds the number to an integer portion

209 General Ledger Form Reference 209 Column and one decimal place. (For example, $1,117,559, is rounded to $1,117,559.4.) Thus, the values in the selected column of the report will be considered thousands. Whole Thousands (000): The system truncates the last three digits of the value (before the decimal point) and rounds the number to an integer value. (For instance, $1,117,559, is rounded to $1,117,559.) Thus, the values in the selected column of the report will be considered thousands. Millions: The system truncates the last six digits of the value (before the decimal point) and rounds the number to an integer portion and one decimal place. (For example, $1,117,559, is rounded to $$1,117.6.) Thus, the values in the selected column of the report will be considered millions. Whole Millions: The system truncates the last six digits of the value (before the decimal point) and rounds the number to an integer value. (For example, $1,117,559, is rounded to $1,118.) Thus, the values in the selected column of the report will be considered millions. Billions: The system truncates the last nine digits of the value (before the decimal point) and rounds the number to an integer portion and one decimal place. (For example, $1,117,559, is rounded to $1.1.) Thus, the values in the selected column of the report will be considered billions. Whole Billions: The system truncates the last nine digits of the value (before the decimal point) and rounds the number to an integer value. (For example, $1,117,559, is rounded to $1.) Thus, the values in the selected column of the report will be considered billions. The selected rounding rule is applied to all column cells except those whose rows contain the RoundingDiff() function in the formulas. The values of such cells will be rounded by the rows' formulas. Format Width Auto Height Extra Space Suppress Empty Hide Zero Suppress Line Printing Group Unit Group Printing Control The format used to convert the data selected from the data source to the string value used in the printed report. You can use C# data conversion functions to convert data to string values. For details, see the following Microsoft article: The column width (in pixels). A check box that, if selected, adjusts the height of the cell in the selected column. You can use this attribute when you need to move a long string of text to the next line inside the cell. The extra space added to the column (in pixels). A check box that, if selected, prevents the printing of empty columns. A check box that, if selected, prevents the printing of zero values in the row. A check box that, if selected, prevents the printing of empty lines. The printing group to include the column. If you specify a printing group, the data from these columns will be printed only in the rows that have the same Column Group value as the value defined here. The unit group that includes the row. The way the column will be printed, which is one of the following:

210 General Ledger Form Reference 210 Column Print: The column will be printed in the report. Hidden: The column will be hidden from the report and used only to store some values. Merge Next: The column will be merged with the next one in the report. Visible Formula Page Break Style Data Source The formula that defines the conditions of visibility of a column in the generated report. For details, see Column Attributes. A check box that indicates (if selected) that a page break should be inserted after the column in the printed report. The printing style to be used for this data row. The printing style parameters are defined in the Style dialog box, which you invoke by clicking the selector in this box. For this lookup description, see the Style Parameters section of Printing Style. The source of the data to be displayed in the column. Use the Data Source Editor dialog box to define the data source. Consolidation Form ID: (GL ) The parent company uses this form to set up consolidation with its consolidation units or subsidiaries. The system uses the information provided on this form to import consolidation data from the consolidation units. For more detailed information, see General Ledger Consolidation Overview. This form is available only if the General Ledger Consolidation feature is enabled on the Enable/Disable Features (CS ) form. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Synchronize Synchronize All Synchronizes the data for the selected consolidation units that is, imports the list of ledgers from the units. In the unit or subsidiary, these ledgers should be marked as Consolidation Source on the Ledgers (GL ) form. Synchronizes the data for all consolidation units. Summary Area In this area, you can select a consolidation segment by a number that defines the position of the segment in the segmented key. Element Consolidation Segment Number The ID of a segment in the subaccount segmented key of the parent company. You reserve this subaccount segment for identifying a subsidiary once the consolidation process is performed. The system inserts a specified subaccount segment value of a subsidiary to this segment. The appropriate segment values are specified for each required subsidiary in the Consolidation Segment Value column of the current form.

211 General Ledger Form Reference 211 Element Note that the consolidation segment is not involved in mapping because the subsidiary does not contain such a segment in its subaccounts. Table In this table, you can select different ledgers and particular branches in the parent company to consolidate data of different types from the consolidation units or from specific branches of those units. For example, use one ledger for actual data and another for budget data. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Included Active Consolidation Branch Consolidation Ledger Consolidation Unit Username Password URL Source Ledger Source Branch Start Period End Period Last Post Period Last Consolidation Date Bypass Account/ Sub. Validation Consolidation Segment Value Paste Segment Value An unlabeled check box that, if selected, indicates that the ledger will be used to consolidate data from the consolidation units if you click Synchronize. A check box that indicates (if selected) that the ledger is active. The branch of the consolidating company to which the data will be imported. The ledger (of the Actual type) to hold the imported records from the consolidation unit or units. The description of the consolidation unit. The username to be used to sign in to the Acumatica ERP website of the consolidation unit. The password associated with the user name. The address of the consolidation unit website. The ledger of the consolidation unit that should be used as a data source for consolidation. The list of ledgers appears after you click Synchronize on the form toolbar. The branch of the consolidation unit. The period starting which the data should be imported. The last period for which the data should be imported. A read-only value that displays the financial period of the last consolidation. The value is updated each time a consolidation has been performed. A read-only value showing the date of the last consolidation. A check box that, if selected, indicates that account and subaccount validation should be bypassed. The segment value used to identify the consolidation unit. This value will be inserted to the specified segment (in the Consolidation Segment Number box) of the parent's company subaccount during the consolidation process if the Paste Segment Value check box is selected. A check box that indicates (if selected) that the consolidation segment value is added to the specified subaccount segment of the parent company during the consolidation process.

212 General Ledger Form Reference 212 Data Source Editor You use this dialog box to specify the data filtering criteria for the report. The report structure determines how the data filtering criteria is specified: To specify the data filtering criteria for a row, on the Row Sets (CS ) form, open the data source editor by clicking the lookup control in the Data Source box of the required row. To specify the data filtering criteria for a column, on the Column Sets (CS ) form, open the data source editor by clicking the lookup control in the Data Source box (attribute of the lower table). To specify the data filtering criteria for a unit, on the Unit Sets (CS ) form, open the data source editor by clicking the lookup control in the Data Source box of the table area. To specify the data filtering criteria for a whole report, on the Report Definitions (CS ) form, set the relevant options in the Default Data Source Settings section. The Data Source Editor dialog box, shown below, includes pertinent elements and the following buttons: OK, which saves the choices you have entered; and Cancel, which discards the changes. By using the data source editor, you can limit the data displayed in the report by using any of the elements described below. Element Ledger Account Class Start Account End Account Start Sub. End Sub. Start Branch End Branch Start Period Offset (Year, Period) The code of the ledger for which data will be displayed in the report. The account class for which data will be displayed in the report. Only accounts in the account class will be included. The starting account number in the account range to be reported on. The ending account number in the account range to be reported on. The starting subaccount number in the subaccount range, if you specify one, to be reported on. The ending subaccount number in the subaccount range, if you specify one, to be reported on. The starting branch in the branch range to be reported on. The ending branch in the branch range to be reported on. The starting financial period in the period range, if you specify one. The shift from the starting period specified by the Start Period value. In both Offset elements, positive offset numbers set the number of financial periods to be added to the Start Period and End Period values, while negative offset

213 General Ledger Form Reference 213 Element numbers set the number of financial periods to be subtracted from the Start Period and End Period values. Consider the following examples: Setting the -1 number, shifts the starting period one period back from the period specified in the Start Period box. Setting the 2 number, shifts the starting period two periods ahead from the period specified in the Start Period box. End Period Offset (Year, Period) The ending financial period in the period range, if you specify one. The shift from the ending period specified by the End Period value. Consider the following examples: Setting the -1 number, shifts the ending period one period back from the period specified in the End Period box. Setting the 2 number, shifts the ending period two periods ahead from the period specified in the End Period box. : The Start Period, End Period, and Offset (Year, Period) data filtering criteria are usually specified on different levels: the period values are set on the report level, and the offset values are specified for columns or rows. Expand An option, present only if the Data Source Editor dialog box is opened on the Row Sets (CS ) form, that determines how data will be displayed. Select one of the following options: Nothing: The data related to the selected range of accounts and subaccounts will be displayed in a single row. Account: The data for each account in the selected range will be displayed in a separate row. This increases the number of rows in the report. Sub: The data for each subaccount in the selected range will be displayed in a separate row, increasing the number of rows in the report. When the Account or Sub option is selected in this box, the Row box becomes available in the Data Source Editor dialog box (below the Expand box). Row This box is available only if the Account or Sub option is selected in the Expand box. An option that determines the description that will be displayed in the selected row. Select one of the following options: Not Set, Code,, and Code-. Amount Type The amount type to be used to display or calculate the values in the report lines. If GL is selected in the Type box of the related form, select one of the following options: Not Set: No specific amount type is defined for the report. Turnover: The turnover amounts should be included in the report. Credit: The credit amounts should be included in the report. Debit: The debit amounts should be included in the report. Beg. Balance: The beginning balance amounts should be used in the report. Ending Balance: The ending balance amounts should be used in the report.

214 General Ledger Form Reference 214 Element Curr. Turnover: The turnover amounts should be included in a foreign currency (retrieved from the denominated accounts). Curr. Credit: The credit amounts in a foreign currency should be included (retrieved from the denominated accounts). Curr. Debit: The debit amounts in a foreign currency should be included (retrieved from the denominated accounts). Curr. Beg. Balance: The beginning balance amounts in a foreign currency should be used (retrieved from the denominated accounts). Curr. Ending Balance: The ending balance amounts in a foreign currency should be used (retrieved from the denominated accounts). If PM is selected in the Type box of the related form, select one of the following options: Not Set: Unspecified amount type; the amount type should be taken from a set (row set or unit set) with a higher priority. Amount: The ending balance of the actual amount of the project budget for the specified period. Quantity: The ending balance of the project budget's actual quantity for the specified period. Amount Turnover: The turnover of the project budget's actual amount for the specified period. Quantity Turnover: The turnover of the actual quantity of the project budget for the specified period. Budget Amount: The budgeted amount of the project budget. Budget Quantity: The budgeted quantity of the project budget. Revised Amount: The revised amount of the project budget. Revised Quantity: The revised quantity of the project budget. Committed Amount: The original committed amount of the project budget. Committed Quantity: The original committed quantity of the project budget. Committed Open Amount: The open (not received yet) amount of the original committed project budget. Committed Open Quantity: The open (not received yet) quantity of the original committed project budget. Committed Received Quantity: The received quantity of the original committed project budget. Committed Invoiced Amount: The amount of the released invoices of the original committed project budget. Committed Invoiced Quantity: The quantity of the released invoices of the original committed project budget.

215 General Ledger Form Reference 215 Financial Periods Form ID: (GL ) By using this form, you can generate financial periods for a new financial year, activate a financial period, or delete a financial period that has no transactions posted. You can also view the status of a period in the Accounts Payable, Accounts Receivable, and General Ledger modules. By default, when you open this form, it displays the data of the current year. : To initially configure a financial year and its periods, use the Financial Year (GL ) form. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Generate Periods Generates financial periods for the specified year in accordance with the settings on the Financial Year (GL ) form. If a new financial year has just been activated, all financial periods will be generated. If some of the financial periods for the current year had been generated earlier, only the rest of the periods for this year will be generated. Add Year Before the First Adds a financial year before the currently first year, for which you can then generate financial periods. The button is displayed if you have clicked the Shift the First Year button on the Financial Year (GL ) form. Summary Area In this area, you can add a new financial year or select an existing year to view its periods. Element Financial Year Start Date Number of Periods User-Defined Periods The financial year. To view a past year, select it from the list of financial years. To open a new year, type it directly into the box. A read-only box that displays the date when the financial year starts. A read-only box that specifies the total number of periods in the year. A check box that you select to enable modification of the periods of the current year. You can edit the end dates of periods; the start dates of the periods will adjust automatically. If, after modification of the periods, the last period ends on a different date than the financial year does, when you save your changes, the system opens the Update Financial Year dialog box where you can select a method to update the end of the year. You can select one of the following options: Modify start date of the next year: To move the start date of the next financial year to the end of the last period. Modify financial year settings: To modify the settings of the financial year to make the last period end when the year ends. Extend the last period: To extend the last period so that it will include the end of the year.

216 General Ledger Form Reference 216 Element Also, you can select whether to move the start date of a financial period to another day of the week. Table In this table, you can view the list of financial periods for the selected financial year. The total number of periods and their start and end dates are defined on the Financial Year (GL ) form. If you want to have only some of the periods available, you can delete the later financial periods for the selected year at any time. The financial periods must have consecutive numbers; that is why each time you want to delete a period, you can delete only the last period. Later, you can add missing periods when they are needed. : You cannot delete a financial period if there are released journal transactions associated with the period. You can modify the financial periods for the current financial year if needed. To do this, select the User- Defined Periods check box. : Modifying financial periods is highly inadvisable because it will cause errors in all budgets and reports that compare data from two or more successive years. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Period Nbr. Financial Period ID Start Date End Date Length (Days) Adjustment Period Active Closed in AP Closed in AR The two-digit unique identifier of the period within a financial year. This number, automatically generated by the system, represents the order of the period: 01 is the first period, 02 is the second period, and so forth. The unique identifier of the financial period. The value is automatically generated by the system as a combination of the financial year and the period number. The date when the financial period starts. This date is automatically calculated based on the settings provided on the Financial Year form. The date when the financial period ends. This date, too, is automatically calculated based on the settings provided on the Financial Year form. The length of the period in days. (This column is available only if the User- Defined Periods check box is selected.) The description of the financial period (such as the name of the month or the number of the quarter). This value is set on the Financial Year form but can be overwritten. A check box that indicates (if selected) that the adjustment period is active and available for posting adjustment transactions. (This column is available only if the User-Defined Periods check box is selected.) A check box that indicates (if selected) that the period can be used for posting transactions. Open but inactive periods can be used only for budgets. A read-only check box that indicates (if selected) that the financial period is closed in the Accounts Payable module; if this check box is cleared, the period is active in the Accounts Payable module. For details, see Closing Periods. A read-only check box that indicates (if selected) that the financial period is closed in the Accounts Receivable module; if this check box is cleared, the period is active in this module.

217 General Ledger Form Reference 217 Column Closed in IN Closed in GL Closed in CA Closed in FA Closed in PR A read-only check box that indicates (if selected) that the financial period is closed in the Inventory module; if this check box is cleared, the period is active in the module. A read-only check box that indicates (if selected) that the financial period is closed in the General Ledger module; if this check box is cleared, the period is active in the General Ledger module. A read-only check box that indicates (if selected) that the financial period is closed in the Cash Management module; if this check box is cleared, the period is active in this module. A read-only check box that indicates (if selected) that the financial period is closed in the Fixed Assets module; if this check box is cleared, the period is active in the Fixed Assets module. A read-only check box that indicates (if selected) that the financial period is closed in the Payroll module; if this check box is cleared, the period is active in the Payroll module. Available only if the Payroll feature is enabled on the Enable/ Disable Features (CS ) form. Financial Year Form ID: (GL ) You can use this form for the initial configuration of your company's specific financial year and financial periods. Setting up financial periods is one of the first tasks you need to accomplish when you configure Acumatica ERP for your company. You can set up any configuration of financial periods, including periods based on months, periods based on weeks, or custom periods of arbitrary durations. A financial year whose periods are based on weeks or have custom lengths will have a variable length. By default, the same configuration will be used for all subsequent years. : If you have configured the wrong year, you can delete it by clicking Delete on the form toolbar. This operation is available only if there are no financial periods generated for this year on the Financial Periods (GL ) form. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Generate Periods Generates a period template based on which you generate the financial periods for a financial year on the Financial Periods (GL ) form. A periods template can be generated for the periods of the Month, Two Months, and Quarter types (specified in the Period Type box), and for the custom periods (the Custom Number of Periods option specified in the Period Type box). : The system does not support automatic period generation for periods based on weeks.

218 General Ledger Form Reference 218 Button Shift the First Year Shifts the company's first year to one year earlier. After clicking this button, you can add a new financial year and generate periods for it by using the Financial Periods (GL ) form. Summary Area The Summary area of the form contains summary information about the financial year and financial periods. For more details on different types of periods, see Financial Year Configuration. Column First Financial Year Financial Year Starts On Belongs to Next Year Period Type The first year your company wants to keep records in Acumatica ERP. If you want to start recording operations at the very beginning of the financial year and post beginning balances for the accounts, specify the previous year in this box and post balances for its last period. The start date of the financial year (and the first financial period of the year). A check box that indicates (if selected) that the start date of the year belongs to the next financial year. Select this option if the next financial year starts in the current year, as with a 2018 financial year that starts on September 15, The type of financial periods that make up the year. The following options are available: Month: Each of the financial periods lasts one month (12 periods per year). Two Months: Each of the financial periods has a duration of two months (six periods per year). Quarter: Each of the financial periods lasts a quarter-year, or three months (four periods per year). Week: Each of the financial periods lasts one week (52 or 53 periods per year). For instructions, see To Configure a Financial Year with Week-Based Periods. Two Weeks: Each of the financial periods lasts two weeks (26 or 27 periods per year). Four Weeks: Each of the financial periods has a duration of four weeks (13 or 14 periods per year) Weeks: The financial year is divided into four quarters, and each quarter includes two four-week periods and a five-week period Weeks: The financial year is divided into four quarters, and each quarter includes a four-week period, a five-week period, and a four-week period Weeks: The financial year is divided into four quarters, and each quarter includes the following periods: a five-week period and two fourweek periods. Custom Number of Periods: The financial year is divided into a user-defined number of financial periods. Once you specify the number in the Number of Financial Periods box, the system generates the periods, and you will be able to adjust their lengths.

219 General Ledger Form Reference 219 Column Periods Start Day of Week First Period Start Date Adjust to Period Start Number of Financial Periods Has Adjustment Period Length of Financial Period Year End Calculation Method The day of the week when each period starts. (This setting is available only for period types based on weeks.) Read-only. The date on which the first period starts. A check box that you select to align the start and end dates of financial periods with the start and end dates of the corresponding calendar period. This option is enabled for the following period types: Month, Two Months, and Quarter. For example, with this option selected, if the financial year's start date is March 10 and the period type is Monthly, the first period will start on March 1, and if the period type is Quarterly, the first period will start on January 1. If this option were not selected in either case, then the first period would start on March 10 (as the financial year does). (This box is available only for period types based on months and for the Custom number of periods option.) The total number of financial periods within a financial year. With custom-length periods (or a custom number of periods), this setting defines the required number of financial periods. Otherwise, it displays the number of periods, which the system calculates automatically based on the period type. A check box that causes the system (if selected) to generate an adjustment period an additional period for posting adjustments. The adjustment period will have the same start and end date and will be the last period in the financial year. The adjustment period doesn't appear by default for any date; in lookup boxes for selecting document dates, you have to select it manually. (This box is available only for period types expressed in weeks.) The length of periods for the selected period type. (This box is available only for week-long periods.) The method used to determine the end of the year for week-long periods. You can select one of the following options: Last Day of the Financial Year: To add an additional (fifty-third) weeklength period if the last period ends four or more days earlier than the financial year ends. If the last period ends fewer than four days earlier, no additional period will be added. Include Last <Day of Week> of the Financial Year: To add an additional (fifty-third) week-length period only if the specific day of week (which is the last in the financial year) is not included in the last period. Include <Day of Week> Nearest to the End of the Financial Year: To set the year end so that its last period includes the specific day of week that is nearest to the end of the financial year. An additional (fifty-third) period will be added if the specific day of week is closer to the end of the year than to the end of the last period. For these options, <Day of the Week> is the day of the week selected in the Day of Week box. Day of Week (This box is available only for period types expressed in weeks.) The specific day of the week to be used with the Year End Calculation Method option. By default, the <Day of Week> is the day of the week on which each week-length financial period ends.

220 General Ledger Form Reference 220 Table This table contains information about the start and end date of each financial period, based on your specifications in the Summary area. For the Custom Number of Periods type of periods, you can define periods of arbitrary length by selecting the end date for each period the start date of the next period will adjust automatically. : For a week-based period type of calendar, a year template cannot be generated because the year does not have fixed start date. Thus, you cannot view the list of periods in the table. Table Columns Column Period Nbr. Start Date End Date The number of the financial period. The system automatically generates these numbers for periods. The start date of the period. For the first period, the date is calculated automatically based on the Financial Year Starts On value. For each successive period, the start date is calculated based on the end date of the previous period. The date the financial period ends. This date is calculated automatically, based on the start date of the period and its duration. A description of the financial period (such as the name of the month or the number of the quarter). For financial periods based on months, the descriptions are populated automatically but can be overwritten. General Ledger Preferences Form ID: (GL ) You use the General Ledger Preferences form to assign numbering sequences and special accounts used in the General Ledger module and to select the document processing options. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. General Settings Area These elements on the form are organized into the following sections. Numbering Settings Section Element Batch Numbering Sequence Import Numbering Sequence Schedule Numbering Sequence A numbering sequence assigned to batches. A numbering sequence assigned to imports of trial balances. A numbering sequence assigned to schedules.

221 General Ledger Form Reference 221 Element Allocation Numbering Sequence Document Batch Numbering Sequence A numbering sequence assigned to allocations. This box is available only if the Allocation Templates feature is enabled on the Enable/Disable Features (CS ) form. A numbering sequence assigned to batches of documents that users have entered in the General Ledger module by using the Journal Vouchers (GL ) form. Reuse reference numbers in Journal Vouchers A check box that, if selected, indicates that reference numbers for documents created by using the Journal Vouchers (GL ) form are reused in case the number was allocated for the document that was not saved (thus, not created), or the reference number was allocated for a deleted document. Chart of Accounts Settings Section Element YTD Net Income Account Retained Earnings Account Sign of the Trial Balance A special General Ledger account the system maintains. You must create the account by using the Chart of Accounts (GL ) form before you specify the account here. Once specified, the account can be replaced by another one as long as no journal transactions were posted to it. A special account the system maintains. You must create the account by using the Chart of Accounts form before you specify the account here. Once specified, the account can be replaced by another one as long as no journal transactions were posted to it. The option that defines how the balances of the liability and income accounts are represented in the trial balance. The following options are available: Normal: The credit balances for liability and income accounts are displayed with the plus sign, the debit balances with the minus sign. The YTD Net Income account is included in the trial balance. In the trial balance of this type, the total balance of all asset accounts is equal to the total balance of all liability accounts. Reversed: The credit balances of liability and income accounts are displayed with the minus sign, the debit balances with the plus sign. The YTD Net Income account is excluded from the trial balance. In the trial balance of this type, the total balance of all accounts is equal to zero. : You need to specify an appropriate option before importing the trial balance to Acumatica ERP depending on the type of the trial balance to be imported. Chart of Accounts Order Section The option button that you select in this section defines the order of accounts on the General Ledger reports. The following option buttons are available. Element 1:Assets 2:Liabilities 3:Income and Expenses The system generates GL reports that have accounts listed in the following order: assets accounts, liabilities accounts, and then income and expense accounts are shown in mixed order, sorted by the account ID.

222 General Ledger Form Reference 222 Element 1:Assets 2:Liabilities 3:Income 4:Expenses 1:Income 2:Expenses 3:Assets 4:Liabilities 1:Income and Expenses 2:Assets 3:Liabilities Custom Chart of Accounts Order The system generates GL reports that have accounts listed in the following order: assets accounts, liabilities accounts, income accounts, and expense accounts. Within each section, the accounts are sorted according to the account ID. The system generates GL reports that have accounts listed in the following order: income accounts, expenses accounts, assets accounts, and finally liabilities accounts. Within each section, the accounts are sorted according to the account ID. The system generates GL reports that have accounts listed in the following order: income and expenses accounts are shown in mixed order, then assets accounts and finally liabilities accounts. Within each section, the accounts are sorted according to the account ID. You specify the order of accounts manually by using the COA Order column on the Chart of Accounts (GL ) form. In this column, you specify the number that indicates the order in which the account appears in the list of all accounts on the General Ledger reports. Posting Settings Section Element Generate Reversing Entries Automatically Post on Release Allow Posting to Closed Periods Generate Consolidated Batches Automatically Release Reclassification Batches The option that indicates when the system generates reversing batches: On Period Closing or On Post. A check box that indicates (if selected) that transaction posting upon release is allowed. This simplifies batches processing. No batches with an Unposted status will be generated. A check box that indicates (if selected) that transaction posting to closed financial periods is allowed. Closed periods do not appear on the data entry forms on the list of financial periods, so the users have to type in the period directly. If this check box is not selected, an error message will appear if the user attempts to post or enter transactions into a closed financial period. A check box that indicates (if selected) that on release of multiple documents in the Accounts Payable, Accounts Receivable, Cash Management, and Inventory modules, documents are grouped by branch, posting period, and currency, and the batches are generated on a per-group basis rather than on a per-document basis. If this check box is cleared, for each document released in the Accounts Payable, Accounts Receivable, Cash Management, and Inventory modules, a separate batch is generated in the General Ledger module. A check box that indicates (if selected) that Reclassification transactions will be posted automatically upon the release.

223 General Ledger Form Reference 223 Data Entry Settings Section Element Hold Batches on Entry Hold Vouchers on Entry Validate Batch Control Totals on Entry Require Ref. Numbers for GL Documents with Taxes Default Subaccount A check box that indicates (if selected) that when new batches are saved, they have the On Hold status by default. A check box that indicates (if selected) that when new vouchers are saved, they have the On Hold status by default. A check box that indicates (if selected) that batch control totals will be validated: The users will have to enter the batch control total before they save the batch on the Journal Transactions form. If the check box is cleared, validation will be performed only when the user clears the Hold Batches on Entry check box for a batch, and unbalanced batches may be saved as drafts. A check box that indicates (if selected) that the document reference number (the Ref. Number box) is required when you add tax-related journal transactions on the Journal Transactions (GL ) form. This box is available only if the Tax Entry from GL Module feature is enabled on the Enable/Disable Features (CS ) form. A subaccount to be used as the default subaccount with accounts for which the Use Default Subaccount option is selected on the Chart of Accounts form. Rounding Settings Section The accounts and subaccounts specified here are used for recording rounding gains and losses of the base currency. To start recording rounding gains and losses, you need to activate the Invoice Rounding feature on the Enable/Disable Features (CS ) form and set up the rounding rules and the precision. For details, see Rounding of Document Amounts. Also, rounding gains and losses may occur when the amounts calculated are rounded in accordance with the currency precision if the Multi-Currency Accounting feature is activated on the Enable/Disable Features form. For more information, see Currency Rounding Rules. : If the Currency Management module is activated in your system, then the system will use the subaccounts that are generated according to the rule specified in the Combine Gain/Loss Sub. From box on the Currency Management Preferences (CM ) form, otherwise the subaccounts specified here are used for recording rounding gains and losses. Element Rounding Gain Account Rounding Gain Subaccount Rounding Loss Account Rounding Loss Subaccount Rounding Limit The account to which gains resulted from rounding in the base currency will be posted. The corresponding subaccount for such gains. The account to which losses resulted from rounding in the base currency will be posted. The corresponding subaccount for such losses. The limit that a user specifies to prevent the release of the documents with the unacceptable rounding difference. That is, the difference between the rounded and original document amount. The limit is defined in the base currency and may have 0 or a positive value.

224 General Ledger Form Reference 224 Generate Recurring Transactions Form ID: (GL ) On this form, you run a schedule or multiple schedules that the system uses to automatically generate recurring General Ledger transactions. The schedules to be processed are filtered by the date that you specify in the Execution Date box. You also need to specify the condition on which the system will stop running the schedules. Each time a schedule is processed, the system updates the Last Executed On date. No batches can be generated ahead of time, but you can generate missing batches for previous due dates by running the schedule for each skipped due date. For details, see To Generate Recurring Transactions for Schedules. The system generates recurring transactions by using the original transactions as templates with transaction dates set according to the schedules. No matter how many times a schedule is run, batches will be generated only as required by the schedule settings. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Run Run All Runs the schedules you have selected in the table by using the unlabeled check boxes. Runs all schedules in the table. Selection Area You use the elements in this area to specify the criteria that the system uses for selecting the schedules to be loaded to the table and determining when the schedule executions should be stopped. Element Execution Date Stop on Execution Date Stop After Number of Executions The date that the system uses to filter the schedules to be loaded to the table. Those schedules whose Next Execution date is earlier than or equal to the date specified in this box are loaded. Clear the box to display all schedules. By default, the current business date is displayed. An option button that indicates that the date you specify in the Execution Date box will be used as the date when the system stops running the schedules. An option button that indicates that the system stops running schedules when the specified number of schedule executions have been performed. You specify the number of schedule executions in the box located near this option button. Table The table contains the list of active schedules that match the settings you have specified. You can select the check boxes to include schedules for processing. Table Columns Column Included Schedule ID An unlabeled check box that you can use to select this schedule for processing. The schedule's unique identifier.

225 General Ledger Form Reference 225 Column Start Date Expiration Date Executed (Times) Execution Limit (Times) Next Execution Last Executed By clicking the number, the system opens the Recurring Transactions form as a dialog window; on this form, you can view the details of the selected schedule. The user-defined description of the schedule. The start date for the schedule. The expiration date for the schedule. The number of times the batches attached to the schedule were generated. The maximum number of times the schedule may be executed. The date when the documents should be generated next. The date when the documents were last generated, according to the schedule. Import Consolidation Data Form ID: (GL ) This form is used by the parent company to import consolidation data from its consolidation units. Data is imported for all open periods, and only data posted to the ledgers of the consolidation units after the previous consolidation is imported to the specified consolidation ledger of the parent company. For access to the unit's website and automatic importing, the system uses information provided on the Consolidation (GL ) form. This form is available only if the General Ledger Consolidation feature is enabled on the Enable/Disable Features (CS ) form. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Process Initiates the process of automatically importing the consolidation data from the website of the consolidation unit. Table The table listing the consolidation units contains all the necessary information to import the consolidation data. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Included Consolidation Branch Consolidation Ledger An unlabeled check box that you select to include this consolidation unit in the importing of consolidation data if you click Process. The branch of your company that consolidates the data from consolidation units. The ledger to which all the imported records from consolidation units will be stored.

226 General Ledger Form Reference 226 Column Consolidation Unit URL Source Ledger Source Branch Last Post Period Last Consolidation Date The description of the consolidation unit. The web address of the consolidation unit's website. The consolidation unit's source ledger used for data import. The branch of the consolidation unit. A read-only box that contains the financial period of the last consolidation. The system updates this value each time consolidation is performed. The date of the last consolidation. The system updates this value each time consolidation is performed. Inter-Branch Account Mapping Form ID: (GL ) By using this form, you can select a posting ledger for each newly added branch. Also, if the Inter- Branch Transactions feature is activated in your system, you can specify the rules to be used to automatically balance transactions that occur between different branches in the organization. For details on balancing transactions, see Rules for Balancing Inter-Branch Transactions. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Summary Area By using the elements in this area, for a recently added branch, you can select a posting ledger. Also, you can select a branch to define the rules to be used to automatically generate transactions for each inter-branch transaction originated in this branch. Element Originating Branch Posting Ledger The branch for which you define the rules for auto-generating transactions to balance any inter-branch transaction originating in this branch. You can select one of the existing branches that are defined on the Branches (CS ) form. The posting ledger of the Actual type for the selected branch. Transaction in Originating Branch Tab This tab is available only if the Inter-Branch Transactions feature is activated in your system. On this tab, you can specify the rules to be used to generate balancing transactions in the originating branch that is, the branch that initiates an inter-branch transaction. : The originating branch is always the branch specified in the Summary area (header) of the document to be balanced, and each of the branches specified in the document lines are destination branches. For each destination branch, you can specify a range of accounts (or multiple ranges) and map each of these ranges to a specific offset account (and subaccount) in the originating branch. Then, if an interbranch transaction refers to an account in one of the specified ranges in any destination branch, the system will generate a new balancing transaction in the originating branch for the respective offset account. Such offset accounts are often called Inter-Branch Receivables.

227 General Ledger Form Reference 227 The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Destination Branch Account From Account To Offset Account Offset Subaccount The branch specified in the line of the original document to be balanced. The destination branch's account that starts the account range for mapping. The destination branch's account that ends the account range for mapping. The account to be used in the originating branch to offset the inter-branch transactions on the accounts of the specified range in the destination branch. The corresponding subaccount to be used for balancing transactions in the originating branch. Transaction in Destination Branch This tab is available only if the Inter-Branch Transactions feature is activated. By using this tab, you can specify the rules to be used to generate balancing transactions in each of the destination branches. : An originating branch is always the branch specified in the Summary area (header) of the document to be balanced, and each of the branches specified in the document lines are destination branches. For each destination branch, you can specify a range of accounts (or multiple ranges) in the destination branch and map each of these ranges to a specific offset account (and subaccount) in the destination branch. Then, if an inter-branch transaction refers to an account in one of the specified ranges in specific destination branch, the system will generate a balancing transaction in this destination branch for the specified offset account. These offset accounts are often called Inter-Branch Payables. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Destination Branch Account From Account To Offset Account Offset Subaccount The branch specified in the line of the original document to be balanced. The destination branch's account that starts the account range for mapping. The destination branch's account that ends the account range for mapping. The account to be used in the destination branch to offset the inter-branch transactions on the accounts of the specified range. The corresponding subaccount to be used for balancing transactions in the destination branch. Journal Transactions Form ID: (GL ) By using the Journal Transactions form, you can do the following: View batches containing journal transactions created by different system modules. Directly enter journal transactions intended to update the General Ledger account balances. (Direct entering is allowed only in the General Ledger module.) Create special batches for which recurring and auto-reversing journal transactions will be generated.

228 General Ledger Form Reference 228 Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Release Actions Initiates the batch release process and changes the batch status to Unposted or Posted, depending on whether the Automatically Post on Release option has been selected on the preferences form of the appropriate module. Provides the following menu commands you can click to invoke actions: Reverse Batch: Generates a reversing batch for the currently open batch and displays its details on the form. Enter the Control Total for the reversing batch and save it. Add to Schedule: Navigates to the Recurring Transactions (GL ) form, where you can specify the schedule parameters for the batch. Once the batch is assigned to a schedule, its status changes to Scheduled. Only batches with the Balanced status can be assigned to a schedule. Reclassify: Opens the Reclassify Transactions (GL ) form, on which you can initiate the reclassification process. For details, see Reclassifying a Transaction. Reports Includes the following menu commands you can click to generate reports: Batch Register Details: Navigates to the GL Register Detailed (GL ) report, which displays the list of all the batches released and posted to General Ledger during the specified financial period. Batch details include accounts, subaccounts, currency, and amounts. GL Edit Details: Navigates to the GL Edit Detailed (GL ) report, which displays the list of transactions that were entered (but not released) during the specified financial period. GL Reversing Batches: Navigates to the GL Reversing Batches (GL ) report, which displays details of reversing batches. Summary Area The Summary (top) area of the form contains summary information about batch transactions, such as the financial period, the posting ledger, the batch date, the module where the batch was created, the debit and credit totals, and the currency of the transactions. Element Module Batch Number Status The module where the batch originates. New batches can be created only for the General Ledger module. The unique identifier of the batch, which is generated by the numbering sequence assigned to batches on the General Ledger Preferences (GL ) form. The current status of the batch. The status defines what processing can be applied to the batch. The following options are available: On Hold: This status is usually assigned to newly created batches. Batches with the On Hold status cannot be released or posted. If an On Hold batch has total debits equal to the total credits, its status can be changed to Balanced once you clear the Hold check box.

229 General Ledger Form Reference 229 Element Balanced: This status indicates that the debit total of the batch equals the credit total and is ready to be released or posted. A balanced batch can be modified or deleted, but changes can be saved only if the batch credit and debit totals are equal. Scheduled: This status indicates that the batch was attached to a schedule. Scheduled batches are used as templates for generating similar General Ledger batches, with the dates calculated according to the schedule settings. The batch can be scheduled if its status is Balanced. A batch with a Scheduled status can be modified, but it can be saved only if the debit and credit totals are equal. Unposted: This status indicates a balanced batch that was released but not yet posted. Such a batch cannot be edited or deleted. Posted: This status indicates that batch journal entries were posted that is, were used for updating appropriate General Ledger account balances. Posted batches cannot be modified or deleted; they are available only for viewing. Void: This status indicates that this batch is invalid and was canceled for example, in cases when the batch was removed from the schedule before the schedule was completed. However, because it is needed for auditing, the batch cannot be deleted. Hold A check box that indicates (if selected) that the batch has the On Hold status and cannot be released or posted. You can clear the check box only if the batch has total debits equal to total credits. Transaction Date The date when the batch was created, which relates to the transaction dates of the journal entries as follows: For a manually created batch: All journal entries included in the batch have this transaction date specified in the Transaction Date column of the Table area. For a batch generated automatically by an Acumatica ERP module other than General Ledger: Each journal entry included in the batch can have its own transaction date specified in the Transaction Date column of the Table area according to the transaction date specified in the corresponding module. Post Period The financial period to which the transactions should be posted. All transactions from a batch are posted to the same financial period. By default, the period is calculated based on the transaction date and the definition of financial periods, but the period can be changed. If the transaction date doesn't match any financial period, an error message stating that the financial period is closed or does not exist in the system will appear, and you will not be able to save the batch. : The system supports posting to closed financial periods if the Allow Posting to Closed Periods check box is selected on the General Ledger Preferences (GL ) form. Closed financial periods do not appear in the list of financial periods, so a closed period can be entered only manually. Branch A description of the batch. The branch to which this batch is related.

230 General Ledger Form Reference 230 Element Ledger Currency Auto-Reversing Reversing Entry Create Tax Transactions Type The unique identifier of the ledger to which batch transactions are posted. By default, it is the default posting ledger specified for the branch on the Inter- Branch Account Mapping (GL ) form, but another posting ledger can be selected. The currency used for all the journal transactions in the selected batch. By default, it is the base currency defined for all branches on the Branches (CS ) form. For details about the Currency boxes, see Currency Boxes. A check box that indicates (if selected) that the batch is auto-reversing. For such a batch, the General Ledger module automatically creates a batch that reverses the original debit and credit transactions into the next financial period (that is, the debit entry is reversed and becomes a credit entry, and the credit entry is reversed and becomes a debit entry). Such batches are used to reverse period-end adjustments. A reversed batch will be created when the original batch is released or posted, depending on the value selected for the Generate Reversing Entries option on the General Ledger Preferences (GL ) form. A check box that indicates (if selected) that the batch is a reversing batch. The Original Batch Number box displays the ID of the batch that was reversed by this batch. A check box that indicates (if selected) that a tax-related transaction can be created manually; select this check box when you begin to create the transaction. When you select this check box, the Tax ID and Tax Category columns appear in the table area on this form. For details, see Tax Entry from General Ledger. If this check box is selected, the Skip Tax Amount Validation check box appears in the Summary area of this form. The type of this General Ledger batch, which is specified by the system automatically. A GL batch can be one of the following types: Normal: The type of GL batch that either you create manually in the General Ledger module, or the system creates automatically in any module of Acumatica ERP once a document is released and posted to the General Ledger. For example, when you release a vendor bill in the Accounts Payable module, a GL batch of the Normal type is generated in the General Ledger module. Consolidation: The type of GL batch generated by the system once the process of importing the data from the consolidation units to the parent company is run. For details, see General Ledger Consolidation Overview. Trial Balance: The type of GL batch generated by the system when you release the trial balance entry on the Trial Balance (GL ) form. For details on importing the trial balances, see Importing Trial Balances. Reclassification: The type of GL batch generated by the system when you reclassify a GL transaction of the Normal type. For details on the reclassification process, see Reclassifying a Transaction. Allocation: The type of GL batch generated by the system when the allocation process is run. For details on the allocation process, see Allocation Rules.

231 General Ledger Form Reference 231 Element Orig. Batch Number Reversing Batches Debit Total Credit Total Control Total Skip Tax Amount Validation For a scheduled or auto-reversing batch, the reference number of the batch used as a template. The number of reversing batches for the selected batch. The box is not displayed if there are no reversing batches. Clicking the number navigates to the GL Reversing Batches (GL ) report, which displays details of reversing batches. The total of transaction debit amounts for the batch; the value is calculated automatically. The total of transaction credit amounts for the batch; the value is calculated automatically. The control total of the batch, which is used for batch status validation. The batch can be posted, released, or scheduled only if this amount is equal to the Debit Total and Credit Total amounts for the batch. To disable this control, clear the Validate Batch Control Totals on Entry check box on the General Ledger Preferences (GL ) form. A check box that (if selected) causes automatic validation of a tax-related transaction that you create manually to be skipped. This check box appears only if the Create Tax Transactions check box is selected on this form. : We recommend that you leave this check box clear so the system performs tax amount validation. If the tax amount validation is skipped (this check box is selected), the system does not warn you if the manually entered tax amount does not match the taxable amount of a transaction, which may cause errors in the appropriate tax report. Table The table contains the list of journal entries and their details. Each row defines one journal entry, and a single journal entry specifies only a debit or credit amount. For the batch to be posted, total credits for all journal entries in the batch must be equal to total debits. Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button View Source Document Reclassification History Opens the document based on which this batch was generated. This button is active for batches originating in modules other than General Ledger. Opens the Reclassification History (GL ) form for the selected transaction. This button is available only if a reclassified transaction is selected in the table. Table Columns Column Branch The branch associated with this journal entry.

232 General Ledger Form Reference 232 Column Account The account (associated with the specified branch) whose balance will be updated by the journal entry. If an account denominated to a foreign currency is specified, all other batch transactions should be in the same foreign currency. : The account that is specified as the YTD Net Income account on the General Ledger Preferences (GL ) form cannot be used for direct updating by journal entries. Subaccount Project Project Task Ref. Number A detailed description provided by a user or generated by the system. The subaccount used with the account to detail a journal entry. The project with which this batch is associated, or the code indicating that this batch is not associated with any project. The non-project code is specified on the Projects Preferences (PM ) form. This column appears only if the Projects module has been enabled in your system and integrated with this module. The particular task of the project with which this batch is associated. This column appears only if the Projects module has been enabled and integrated with this module. The reference number of the external or internal document associated with the journal transaction. : Journal entries related to the same document should have the same reference number specified. The documents reference numbers must be specified for tax-related journal transactions. It is required because tax and taxable amounts are reflected in the tax reports only if they are linked to the corresponding documents. : If the reference number of the external document has been manually specified for a journal transaction, the document cannot be opened because it was not added to the system. Quantity UOM Debit Amount Credit Amount Transaction Tax ID Optional. The quantity of items associated with the transaction, if relevant. Optional. The unit of measure for items associated with the transaction, if relevant. The debit amount of the journal entry. You can specify only a debit or a credit amount for a single journal entry. The credit amount of the journal entry. Again, you can specify only a debit or a credit amount for a single journal entry. A description of the transaction or any comments relevant to the transaction. The tax used to calculate the tax amount; this column appears if the Create Tax Transactions check box is selected in the Summary area. The tax is entered automatically by the system when you select an account in the Account column (and the subaccount in the Subaccount column, if applicable) associated with a particular tax. You can overwrite the default value. Tax Category The tax category based on which the taxable amount is calculated; this column appears if the Create Tax Transactions check box is selected in the Summary area. This tax category is entered automatically by the system if you select an

233 General Ledger Form Reference 233 Column Non-Billable Reclass. Batch Number Orig. Batch Number account in the Account column for which a particular tax category has been defined on the Chart of Accounts (GL ) form. You can change the default tax category. A check box that indicates (if selected) that this transaction is non-billable in the project. This column appears only if the Projects module has been enabled and integrated with this module. The number of the reclassification batch that was generated for the selected GL transaction. This number is displayed only for a transaction that has been reclassified. The number to the original GL batch based on which the selected Reclassification batch has been generated. Transaction Date The date when the transaction was generated, which the system fills in as follows: For a manually created batch: This is the date of batch creation as specified in the Transaction Date box of the Summary area of the current form. For a batch generated automatically by an Acumatica ERP module other than General Ledger: This is the creation date that was defined for the transaction by the conventions of the functionality that generated this transaction. : The date specified in this column is used for the transaction in Acumatica ERP reports. Journal Vouchers Form ID: (GL ) By using this form, you can quickly enter a batch of miscellaneous documents from a single form. For each document type, as determined by the transaction code defined on the Voucher Entry Codes (GL ) form, you enter only the required information, by summary or with line details, if needed. On batch release, the system generates and releases actual documents of the specified types in the General Ledger, Accounts Payable, Accounts Receivable, and Cash Management modules. While adding the documents to a batch, you can apply them to payments or apply payments to them, depending on the document type. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Release Initiates the batch release process and changes the batch status to Released if all listed documents have been generated and released successfully. Summary Area The Summary area contains summary information about the batch, such as the branch originator, the batch date, the posting period, the batch debit and credit totals, and the currency of documents and transactions.

234 General Ledger Form Reference 234 Element Batch Number Status The unique identifier of the document batch, which is generated by the numbering sequence assigned to document batches on the General Ledger Preferences (GL ) form. The current status of the batch. The status defines what processing can be applied to the batch. The following options are available: On Hold: This status is usually assigned to newly created batches. You can add new documents to the batches with the On Hold status. You can take the batch off hold only if all the included documents have all the required information. Balanced: This status indicates that all the batch's documents are valid that is, that the documents have all the required information. A balanced batch can be modified or deleted, but changes can be saved only if the added documents are valid. Released: This status indicates that all the listed documents were successfully generated. Hold A check box that indicates (if selected) that the batch has the On Hold status and cannot be released. You can clear the check box only if the documents included in the batch are valid (have all the required information). Transaction Date The date when the batch was created. Post Period Branch Ledger Currency Debit Total Credit Total Control Total The financial period to which all the documents and transactions should be posted. All transactions from a batch are posted to the same financial period. By default, the period is calculated based on the batch date and the definition of financial periods. Nevertheless, you may specify other dates for particular documents or transactions included in the batch. The branch to which this batch is related. The ledger to which batch transactions are posted that is, the default posting ledger specified for the branch on the Inter-Branch Account Mapping (GL ) form. The currency used for all the journal transactions in the selected batch. By default, this is the base currency defined for all branches on the Branches (CS ) form. A description of the batch. The total of the debit amounts for the batch; the value is calculated automatically. The total of transaction credit amounts for the batch; the value is calculated automatically. The batch's control total, which is used for batch status validation. The batch can be posted, released, or scheduled only if this amount is equal to the Debit Total and Credit Total amounts. To make this control unavailable, clear the check box for the Validate Batch Control Totals on Entry option on the General Ledger Preferences (GL ) form. Transactions Tab You use the Transactions tab to enter information about the Accounts Payable, Accounts Receivable, and Cash Management documents and General Ledger transactions required to generate appropriate

235 General Ledger Form Reference 235 documents and transactions in the respective modules. Once you select a document type by specifying the transaction code, the elements specific to this document type will be available, and the elements that are not used for documents of this type will be unavailable. In each row, you enter information available in the document header, and the line total (the document amount with tax amounts included) and line subtotal (the document amount before taxes are calculated). To provide line details, select the Split check box; this leaves the information about document header on the existing row and makes it possible to add rows with information about document lines. For more details, see To Add Documents to a Document Batch. Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button View Document Show Taxes Opens the document generated based on information specified in this row. Opens the Document Taxes dialog box (described below), so that you can view the list of taxes that apply to the selected document. Table Columns Column Ref. Number Tran. Code The reference number to be used for the generated document; the number is assigned as you specify a few values for the document, and it is reserved for the document until the actual document will be generated. This number is generated according to the numbering sequence assigned to the selected type of documents. The transaction code. User-defined transaction codes are assigned to the document types available in Acumatica ERP on the Voucher Entry Codes (GL ) form. Transaction Date The date of the document or transaction. Customer/ Vendor Location Entry Type ID Debit Account Debit Subaccount Credit Account Credit Subaccount The customer or vendor involved. The location of the customer or vendor related to the transaction. The entry type of the cash transaction if the selected code is associated with the Cash Management module. The account that will be debited by the document or transaction amount. The system fills in this box automatically according to the settings specified for a selected customer or vendor on the GL Accounts tab of the Vendors (AP ) or the Customers (AR ) form. For example, for the AP bill, an account specified in the AP Account box of the Vendors form will be used; for a prepayment document, an account specified in the Prepayment Account box of the Vendors form will be used. The subaccount to be used for the debit journal entry. Inserted by the system automatically according to the settings specified for a selected vendor or customer. You can overwrite a default value manually. The account that will be credited by the amount of the document or transaction. The subaccount be used for the credit journal entry.

236 General Ledger Form Reference 236 Column Ext. Ref. Number The reference number of the external document or transaction that this document is based on. Total Amount Subtotal Amount Tax Zone Tax Category Tax Amount Split Transaction Project Project Task Payment Method The amount of the document or transaction, including the tax total amount. The sum of the document (or transaction) details or lines. The tax zone for the document, if applicable. The tax category of the document, if applicable. The amount of the taxes applicable for the document. A check box that indicates (if selected) that this document or this transaction includes details specified on other rows. A description of the document or transaction or any comments relevant to the transaction. The project with which this transaction is associated, or the code indicating that this batch is not associated with any project. The non-project code is specified on the Projects Preferences (PM ) form. This column appears if the Projects module has been activated and integrated with this module. The particular task of the project with which this batch is associated. This column appears if the Projects module has been activated and integrated with this module. The payment method used for this document, if this document is a payment. : Payment methods that require printing of checks, or that require ACH batch processing cannot be used in document batches. Card/Account No. Terms Due Date Cash Discount Date Cash Discount Included Tax Amount Doc. Total Doc Created Released The particular card number if the payment method involves using credit cards. The credit terms used for the vendor or customer associated with the document. The due date for the document, if applicable. The date of the cash discount for the document if applicable. The amount of the cash discount for the document, if applicable. A check box that indicates (if selected) that the tax amount is included in the document total. The document total. A check box that indicates (if selected) that the document specified by this row has been created. A check box that indicates (if selected) that the document specified by this row has been released. The system releases the documents once they have been generated. Document Taxes Dialog Box This dialog box opens once you click Show Taxes on the table toolbar of the Transactions tab. The dialog box shows the list of taxes applicable to the selected document. The dialog box has the following elements.

237 General Ledger Form Reference 237 Element Tax ID Taxable Amount Tax Rate Tax Amount The tax that applies to the selected document. The amount that is subjected to the tax. The tax rate. The resulting amount of the tax. This dialog box has the following buttons. OK This button closes the dialog box. AP Payment Applications Tab This tab contains two tables that you can use to apply the checks or prepayments available in the batch to the Accounts Payable documents in the same batch or to documents available in the system. : Make sure you saved the batch before you start applying the payments to the documents. The newly added documents will not appear on this tab until they are saved with the batch. You can enter an AP check and apply it to a bill or bills also added to the same batch of documents. The batch cannot be saved as Balanced if it includes a check with non-zero unapplied balance. The upper table displays the payments available in the batch. Use the lower table to select the documents to apply to the payment selected in the upper table. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Upper Table Columns Column Tran. Code Ref. Number The code of the AP payment document. The reference number of the payment document. Transaction Date The date of the payment document. Vendor Location Payment Method Debit Account Debit Subaccount Credit Account Credit Subaccount The vendor specified on the document. The location of the vendor associated with the document. The payment method used for the document. The account that will be debited by the document amount. The subaccount used for the debit entry. The account that will be credited by the document amount. The subaccount used for the credit entry. Ext. Ref. Number The reference number of the original vendor document. Currency Application Amount Unapplied Balance The currency of the transaction. The amount of the application. The unapplied balance of the document.

238 General Ledger Form Reference 238 Column Subtotal Amount Transaction The amount of the payment before taxes. The description of the document. Documents to Apply Table Columns Column Document Type Reference Nbr. Amount Paid Cash Discount Taken With. Tax Date Due Date Cash Discount Date Cross Rate Balance Cash Discount Balance With. Tax Balance Currency Post Period The type of the Accounts Payable document. Once you have selected the document, the value in this box cannot be edited. The reference number of the generated document. Once you have selected the document, the value in this box cannot be edited. The amount paid for this document (that is, the application amount). The amount of the cash discount taken on the document. The tax amount withheld on the document. The date of the document. The due date for the document. The date until which the cash discount is available. The exchange rate between the currency of the AP document and the currency of the payment to be used for this application. The balance of the document after payment application. The amount of the cash discount that has not been used. The balance of the tax withheld on the document. The description of the document. The currency of the document. The financial period to post the document. AR Payment Applications Tab This tab contains two tables that you can use to apply the Accounts Receivable payments available in the batch to the Accounts Receivable documents available in the system. The upper table displays the payments available in the batch. You can use the lower table to select the documents to apply to the payment selected in the upper table. : Make sure you have saved the batch before you start applying the payments to the documents. The newly added documents will not appear on this tab until they are saved with the batch. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

239 General Ledger Form Reference 239 Upper Table Columns Column Tran. Code Ref. Number The code of the AR payment document. The reference number of the generated document. Transaction Date The date of the document. Customer Location Payment Method Debit Account Debit Subaccount Credit Account Credit Subaccount The customer specified on the payment document. The location of the customer associated with the document. The payment method used for the document. The account that will be debited by the document amount. The subaccount used for the debit entry. The account that will be credited by the document amount. The subaccount used for the credit entry. Ext. Ref. Number The reference number of the original customer document. Currency Application Amount Unapplied Balance Subtotal Amount Transaction The currency of the document. The amount of the application. The unapplied balance of the document. The amount of the payment before taxes. The description of the document. Documents to Apply Table Columns Column Document Type Reference Nbr. Amount Paid Cash Discount Taken Balance Write- Off Write-Off Reason Code Date Due Date The type of the Accounts Receivable document. Once you have selected the document, the value in this box cannot be edited. The reference number of the generated document. Once you have selected the document, the value in this box cannot be edited. The amount paid for this document. The amount of the cash discount taken on the document. The amount that has been written off. The identifier of the write-off reason code that provides a GL account to be updated with the write-off transaction amount. The date of the document. The due date of the customer document.

240 General Ledger Form Reference 240 Column Cash Discount Date Balance Cash Discount Balance Write-Off Limit Currency Post Period The last date when the cash discount for the customer was available. The balance of the payment after document application The amount of the cash discount that has not been used. The write-off limit allowed for the customer. The description of the document. The currency of the document. The financial period to post the document. GL Transactions Tab This tab shows the General Ledger transactions automatically generated for the documents included in the batch upon the release of these documents. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Table Columns Column Ref. Number Module Batch Number The reference number of the generated document. The module where the document or transaction was generated. The reference number of the batch. Transaction Date The date of the document or transaction. Account Subaccount Quantity Currency Debit Amount Credit Amount Transaction The account updated by the document transaction. The subaccount used. Optional. The quantity of items associated with the transaction, if relevant. The currency of the transaction. The debit amount of the transaction. The credit amount of the transaction. The description of the transaction. Ledgers Form ID: (GL ) You use this form to enter and maintain information about financial ledgers used in the system. The default posting ledger is the only built-in ledger; by using this form, you can create other ledgers when they're needed. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar.

241 General Ledger Form Reference 241 Table This table lists all the ledgers available in the system. : If the ledger has any transactions posted to it, you cannot delete the ledger or change its currency or ledger type. Column Ledger ID An alphanumeric string of up to 10 characters used to identify the ledger. Follow your company's internal rules when naming ledgers. The ID, once specified, cannot be changed in the future. A detailed ledger description. This alphanumeric string can be up to 30 characters. Balance Type The type of balance in the ledger. Select one of the following predefined types: Actual: A ledger of this type is updated through journal transaction posting. Journal transactions are organized in batches, and the double-entry bookkeeping rule is enforced for these batches. The system supports multiple actual ledgers in the General Ledger module; however, journal transactions generated by other modules will be posted only to the default posting ledgers specified for each branch on the Inter-Branch Account Mapping (GL ) form. Budget: A budget ledger is used to store budget information. You update this type of ledger directly on the Budgets (GL ) form. Entering journal transactions to a budget ledger is not allowed. Reporting: A reporting ledger is used to store translated financial information. This option is available only if the Multi-Currency Accounting feature has been activated. Statistical: A statistical ledger is used to store statistical information. Ledgers of this type are updated through journal entries on the Journal Transactions (GL ) form. Currency Consol. Branch The default currency of the ledger. All transactions in other currencies posted to the ledger will be converted to the base currency by using the currency rate effective on the date of transaction. The consolidation branch, which you create when a company has multiple branches that operate within a single legal entity and post transactions to the same ledger. You assign the consolidation branch to that ledger for tax reporting purposes that is, for preparing tax reports that contain consolidated information on all branches of the company. The consolidation branch does not post any transactions itself. With the consolidation branch in the ledger, you can select whether to generate inter-branch transactions or not by using the Branch Accounting check box. Branch Accounting A check box that you select to indicate that the system should automatically generate inter-branch transactions for this ledger to balance transactions for all branches involved. This column is displayed only if the Inter-Branch Transactions feature is enabled on the Enable/Disable Features (CS ) form, and is available for editing if the consolidated branch (Consol. Branch) is specified.

242 General Ledger Form Reference 242 Column Is Consolidation Source A check box that specifies, if selected, that the ledger should be used as a source ledger for consolidation. Ledgers for consolidation have the Reporting balance type if they contain information translated from the base currency. This column is available only if the General Ledger Consolidation feature is enabled on the Enable/Disable Features form. Post Transactions Form ID: (GL ) You can use this form to post batches of transactions (journal entries). When the form opens, it lists all batches with a status of Balanced or Unposted. To post selected batches, select the appropriate check boxes and click Post on the form toolbar; to post all the batches at once, click Post All. Either operation changes the status of the affected batches to Posted. Posted batches cannot be deleted or modified; they are available only for viewing. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Post Post All Initiates the posting process for the selected batches. Initiates the posting process for all listed batches. Table This form includes a table with the list of batches that can be posted. Column Included Module Batch Number Ledger An unlabeled check box that you select to include the batch among the batches to be posted if you click Post. A read-only value that specifies the module where the batch transactions were created. The batch number. You can click the link to view the details of the batch. A read-only value specifying the ledger. Transaction Date A read-only value that specifies the date of the transactions as it was entered on the Journal Transactions (GL ) form. Last Modified By Post Period Control Total A read-only value indicating the last user who modified the batch. A read-only value that indicates the financial period to which the batch transactions will be posted. A read-only value showing the batch control total. It should be equal to the debit total or credit total amount. The description of the batch.

243 General Ledger Form Reference 243 Reclassification History Form ID: (GL ) On this form, you can view the list of transactions generated by the reclassification process for a particular original transaction. The original General Ledger transaction is displayed in the first row of the table. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Reclassify Opens the Reclassify Transactions (GL ) form with the last transaction of the reclassification chain displayed. Table The table contains the list of GL transactions generated by the system during the reclassification process. The first GL transaction in the list is the original GL transaction. Table Columns Column Batch Number Branch Account Subaccount Debit Amount Credit Amount Transaction The batch number of the transaction. The branch to which the transaction was posted. This column is available only if the Multi-Branch Support feature is enabled on the Enable/Disable Features (CS ) form. The account to which the transaction amount was posted. The description of the GL account. The subaccount to which the transaction amount was posted. This column is available only if the Subaccounts feature is enabled on the Enable/ Disable Features form. The amount that debited the specified account (if any). The amount that credited the specified account (if any). The description of the transaction (if any). Transaction Date The date of the transaction. Post Period The financial period to which the transaction amount was posted. Reclassify Transactions Form ID:(GL ) On this form, you can initiate the reclassification process of the selected transactions. You can load the needed transactions by specifying the required selection criteria in the Load Transactions dialog box

244 General Ledger Form Reference 244 (which you invoke by clicking Load on the form toolbar), or the transactions already appear on the list if the system has navigated to this form from the Account Details (GL ) or Journal Transactions (GL ) form. : A transaction is available for reclassification (the system selects the check box in the row of transaction) once you have modified any of the required parameters in its row. You can change the required parameters for each selected transaction manually (by modifying settings as needed in each row), or initiate the system to change them at once by using the Find and Replace dialog box (which you invoke by clicking Replace on the form toolbar). For details, see Reclassifying a Transaction. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Load Replace Process Opens the Load Transactions dialog box. In this dialog box, you can specify the selection criteria to load the required list of transactions to the form. Opens the Find and Replace dialog box. In this dialog box, you can specify the original and reclassification parameters for the transactions. This replacement will be applied to the bulk of transactions that match the specified original parameters. Initiates the reclassification process, which generates the reclassification batch. Load Transactions Dialog Box This dialog box opens when you click Load on the form toolbar. In this dialog box, you can specify the selection criteria to load the required transactions for reclassification. Element Branch The branch to which the transaction was posted. This box is available only if the Multi-Branch Support feature is enabled on the Enable/Disable Features (CS ) form. From Account To Account From Subaccount The first account in the range of accounts. For a transaction to be uploaded to the form, its account must be within the specified range of accounts. The last account in the range of accounts. For a transaction to be uploaded to the form, its account must be within the specified range of accounts. The first subaccount in the range of subaccounts. For a transaction to be uploaded to the form, its subaccount must be within the specified range of subaccounts. This box is available only if the Subaccounts feature is enabled on the Enable/ Disable Features form. To Subaccount The last subaccount in the range of subaccounts. For a transaction to be uploaded to the form, its subaccount must be within the specified range of subaccounts. This box is available only if the Subaccounts feature is enabled on the Enable/ Disable Features form.

245 General Ledger Form Reference 245 Element From Period To Period From Date To Date Module Batch Number Ref. Number Customer/ Vendor Max. Number of Transactions Load Reload The first financial period in the range of periods. For a transaction to be uploaded to the form, its period must be within the specified range of periods. The last financial period in the range of periods. For a transaction to be uploaded to the form, its period must be within the specified range of periods. The first date in the range of dates. For a transaction to be uploaded to the form, its date must be within the specified date range. The last date in the range of dates. For a transaction to be uploaded to the form, its date must be within the specified date range. The module where the transaction originated. If you select a module, a transaction will be uploaded to the form only if it originated in this module. The number of the batch. The reference number of a document in a batch (if any). The customer or a vendor specified in the transaction. If you select a customer or vendor, a transaction will be uploaded to the form only if it is specified in the transaction. The maximum number of the records to be selected from the database. The default value is 999. That is, the system selects 999 records from the database that comply specified criteria, applies additional filters, if needed, and displays the resulted list of records. A button that closes the dialog box and loads transactions that match the specified criteria. New transactions are added to the list of existing transactions (if any). A button that closes the dialog box and loads transactions that match the specified criteria. The existing transactions listed on the form (if any) are removed, and new transactions that match the specified criteria appear (if any). : This button is not available during the editing process that is, if you have entered the current form by clicking the Edit button for a selected transaction on the Journal Transactions (GL ) form. Cancel A button that closes the dialog box and ignores any specified criteria. Find and Replace Dialog Box In this dialog box, which opens when you click Replace on the form toolbar, you can specify the parameters for mass updating of the rows listed on the form. Element Find Branch The branch of the original transaction. This box is available only if the Multi-Branch Support feature is enabled on the Enable/Disable Features form. Account Subaccount The account specified in the original transaction. The subaccount specified in the original transaction.

246 General Ledger Form Reference 246 Element Date Post Period Transaction This box is available only if the Subaccounts feature is enabled on the Enable/ Disable Features form. The date of the original transaction. The financial period to which the original transaction was posted. The description of the original transaction. The system searches for the exact string that you enter in this box. To find transactions with no descriptions, enter the quotes in this box. You can use the wildcard characters (* or?) to perform flexible search. Replace With Branch Account Subaccount Date Transaction Replace Cancel The branch which should be specified in the reclassification transaction. This box is available only if the Multi-Branch Support feature is enabled on the Enable/Disable Features form. The account that should be specified in the reclassification transaction. The subaccount that should be specified in the reclassification transaction. This box is available only if the Subaccounts feature is enabled on the Enable/ Disable Features form. The date to which the reclassification transaction should be posted. The description of the reclassification transaction. To replace the description of the original transaction with the empty description in the reclassification transaction, enter the quotes in this box. Initiates the process of replacing the original parameters with the specified reclassification parameters in the rows of the current form. Closes the dialog box and ignores any specified parameters. Table The table contains the list of journal transactions that you can reclassify. You can either change the required parameters in each selected transaction manually or change the same parameters in a group of transaction by using the Find and Replace functionality (the Replace button on the form toolbar). Table Columns Column Reclass. Batch Number To Branch To Account The number of the generated reclassification batch. This column appears once the selected journal entry has been reclassified. The branch of the reclassified transaction. This box is available for editing. If you change this parameter, the system selects the check box to indicate that this transaction will be reclassified. This column is available only if the Multi-Branch Support feature is enabled on the Enable/Disable Features form. The account of the reclassified transaction. This box is available for editing. If you change this parameter, the system selects the check box to indicate that this transaction will be reclassified.

247 General Ledger Form Reference 247 Column To Subaccount The description of the account specified in the original transaction. The subaccount of the reclassified transaction. This box is available for editing. If you change this parameter, the system selects the check box to indicate that this transaction will be reclassified. This box is available only if the Subaccounts feature is enabled on the Enable/ Disable Features form. New Tran. Date New Transaction Branch The date of the reclassified transaction. A description of the reclassified transaction. You can enter an appropriate description. This box is available for editing. The branch of the original transaction. This box is not available for editing. This column is available only if the Multi-Branch Support feature is enabled on the Enable/Disable Features form. Account Subaccount The account of the original transaction. This box is not available for editing. The description of the account specified in the original transaction. This box is not available for editing. The subaccount of the original transaction. This box is not available for editing. This box is available only if the Subaccounts feature is enabled on the Enable/ Disable Features form. Currency Debit Amount Credit Amount The currency of the original transaction. This box is not available for editing. The debit amount of the original transaction. This box is not available for editing. The credit amount of the original transaction. This box is not available for editing. Transaction Date The date of the original transaction. This box is not available for editing. Post Period Transaction The financial period of the original transaction. This box is not available for editing. The description of the original transaction. This box is not available for editing. Recurring Transactions Form ID: (GL ) You can use this form to create and maintain scheduled batches. Also, you can view the details of active and completed schedules. Schedules are used to automatically generate recurring batches, such as loan-related journal entries recording monthly paid interest or principal amounts or both. A schedule defines how many times and how often specific batches should be repeated. One or several batches of the Normal type and the Balanced status can be assigned to a schedule. Once a batch is assigned to a schedule, its status changes to Scheduled. The system uses the original batches as templates to generate similar batches with transaction dates generated based on how you define the schedule. Only batches originated in the GL module can be scheduled. : For user reference, you can attach to a schedule a scanned image (or electronic version) of the related contract or another document that is the basis for the schedule you have created.

248 General Ledger Form Reference 248 For more information on recurring batches, see Processing Recurring Transactions and To Schedule a Recurring Batch. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Run Now Initiates the process of executing the schedule. Summary Area In the Summary area, you can create a new schedule or select any existing schedule for editing or deleting. Element Schedule ID Active Start Date Expiration Date Never Expires Execution Limit (Times) No Limit Last Executed Next Execution Executed (Times) Schedule Type The identifier of the schedule. The system assigns a new schedule's unique identifier in accordance with the numbering sequence assigned to schedules on the General Ledger Preferences (GL ) form. A check box that indicates (if selected) that the schedule is active. When the check box is cleared, the schedule cannot be used. The start date for the schedule. The date that, if set, indicates when the schedule expires(unavailable when the Never Expires check box is selected). A check box that indicates (if selected) that no expiration date is set. The maximum number of times the schedule can be executed. This box is unavailable when the No Limit check box is selected. A check box that indicates (if selected) that the schedule should be continued into future financial periods. A description for the schedule. A read-only box that displays the date when the batches were last generated, if applicable. A read-only box that displays the date when the schedule should be executed next, based on the schedule parameters. A read-only box whose value shows how many times the schedule was executed that is, how many times batches were generated. A 0 here indicates that the schedule was not executed yet and no batches were generated. The frequency of batch generation. The following options are available, and the time-related ones are described in detail in the next section: Daily: The batches should be generated daily or every x days. Weekly: The batches should be generated once a week or every x weeks. Monthly: The batches should be generated once per month or every x months. By Financial Period: The batches will be generated only once per financial period or every x financial periods.

249 General Ledger Form Reference 249 Enter the parameters described below, which depend on the schedule's type. Daily Section Element Every x Day(s) An integer that specifies a time interval (in days) for batch generation. For example, 1 would mean every day and 2 would mean every other day, starting on the Start Date date. Weekly Section Element Every x Week(s) An integer that specifies a time interval (in weeks) for batch generation, with the check boxes indicating the day of the week when the batches should be generated: Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, or Saturday. Monthly Section Element Every x Month(s) An integer that specifies a time interval (in months) for batch generation. For example, a 3 here would generate the batch every three months. On Day On the Nth Day of the Week The day of the month for the batch. This option includes an ordinal number in the left box that specifies the week in the month, and a day of the week in the right box for example, 2nd Thursday. By Financial Period Section Element Every x Period(s) Start of Financial Period End of Financial Period Fixed Day of the Period An integer that specifies a time interval for batch generation, measured in financial periods. An option button that sets the start date of the financial period as the day when documents should be generated. An option button that sets the end date of financial period as the day when documents should be generated. An option button that defines the particular day of the financial period when documents should be generated. Batch List Tab The Batch List tab includes the list of batches assigned to the schedule (in a tabular format). Each row displays details of the selected batch. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Batch Number Ledger The reference number of the original batch, which is used as a template for scheduled batches. The default ledger to which the batch transactions should be posted.

250 General Ledger Form Reference 250 Column Transaction Date The date of the batch transactions. Post Period Control Total Currency The financial period to which the batch transactions are to be posted. The control total of the batch, which should be equal to both the credit and debit amounts of the batch. The currency used for the batch transactions. Generated Documents Tab The Generated Documents tab contains the list of batches generated according to the schedule. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Batch Number Ledger The ID number of the generated batch. The default ledger to which the batch transactions should be or were posted. Transaction Date The date of the batch transactions. Post Period Status Control Total Currency The financial period to which the batch transactions should be or were posted. The status of the generated batch. The control total of the batch, which is equal to both the credit and debit amounts of the batch. The currency used for the batch transactions. Release Budgets Form ID: (GL ) This form can be used to release budget articles. Once released, budget articles are stored in the appropriate ledger and are available for reports, budget consolidation, and comparison with the actual data. When you open the form, it lists all budget articles that are not yet released. To release the budget articles, select the appropriate check boxes and click Release on the form toolbar. To release all budget articles at once, click Release All. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Release Release All Initiates the release process for the selected budget articles. Initiates the release process for all budget articles. Table The list contains all budget articles that have not been released. You can release all articles or select particular articles for release.

251 General Ledger Form Reference 251 Table Columns Column Included Branch Ledger Financial Year Account Subaccount Amount An unlabeled check box that you select to include this budget article for release if you click Release on the form toolbar. The branch whose budget article is shown in the table row. A read-only box showing the ledger where the budget will be stored. A read-only box that contains the financial year for which the budget is created. A read-only box that specifies the account of the budget article. A read-only box that specifies the subaccount of the budget article. The description provided for the budget article. The budget amount for the article. Release Transactions Form ID: (GL ) The Release Transactions form lists all batches that have a status of Balanced. You can release either all batches or only those you select. After successful completion of the release operation, the status of the released batches changes to Unposted or Posted, depending on whether the Automatically Post on Release option is selected on the General Ledger Preferences (GL ) form. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Release Release All Releases the selected batches and changes their statuses to Released or Unposted, depending on whether the Automatically Post on Release option is selected on the General Ledger Preferences form. Releases all the batches and changes their statuses to Released or Unposted, depending on whether the Automatically Post on Release option is selected on the General Ledger Preferences form. Table This form includes a table with the list of batches that are ready to be released. Table Columns Column Included Module Batch Number Ledger An unlabeled check box that you select to include the batch for release when you click Release on the form toolbar. The module where the batch transactions were created. The batch number. The ledger to which batch transactions should be posted.

252 General Ledger Form Reference 252 Column Transaction Date The date of transactions. Last Modified By Post Period Control Total The last user to modify the batch. The financial period to which the batch transactions will be posted. The batch control total, which should be equal to both the credit total and the debit total for the batch to be released. The description of the batch. Release Vouchers Form ID: (GL ) You can use this form to release all ready-to-be-released (Balanced) batches of documents that were prepared on the Journal Vouchers (GL ) form. Upon release of the batch or batches, the system generates and releases actual documents of the specified types in the General Ledger, Accounts Payable, Accounts Receivable or Cash Management modules. For details, see Document Quick Entry Through Document Batches. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Release Release All Releases a selected batch and changes the batch status to Released if all documents of the batch have been generated and released successfully. Releases all batches listed in the table, and changes their status to Released if the documents of all batches have been generated and released successfully in the respective modules. Table The table contains all ready-to-be-released (balanced) batches. To release a batch (or multiple batches), select the unlabeled check box in the line of the required batch (or batches) and then click Release on the form toolbar. To release all the batches, click Release All on the form toolbar. Column Included Module Batch Number Ledger An unlabeled check box that you select to release the batch when you click Release on the form toolbar. The module in which the documents included in the batch will be generated and released. The identifier of the batch. Clicking the link navigates to the Journal Vouchers form and displays the details of the selected batch. The ledger in which the documents will be posted. Transaction Date The date when the batch was created. Last Modified By Post Period The login name of a user who last edited the batch. The period to which the documents included in the batch will be posted.

253 General Ledger Form Reference 253 Column Control Total The total amount of the transaction (the sum of total amounts of all documents included in the batch). The user-provided description for the transaction. Report Definitions Form ID: (CS ) This form, which is part of the Acumatica ERP Analytical Report Manager, displays the properties of each defined analytical report. You can view or modify existing reports, create a new analytical report, and delete existing reports. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Copy Report Preview Initiates the copying of the selected report configuration. You type the new report code in the New Report Code dialog box that opens. Initiates the previewing of the selected report. You can review the look and feel of the report in the window that opens. Report Settings Area The form includes several sections that hold the settings of the analytical report. Report Definition Section Element Code The unique code used to identify the analytical report. The code can be up to 10 alphanumeric characters. Type The descriptive name of the analytical report. The data source of the analytical report. The selected option defines the set of parameters in the Default Data Source Settings section. Select one of the following options: GL: The General Ledger module is used as the data source. PM: The Projects module is used as the data source. Row Set Column Set Unit Set Start Unit The set of rows to be displayed in this analytical report. The set of columns to be displayed in this analytical report. The set of units to be included in this analytical report. The start unit in the unit set; this parameter indicates the first unit in the selected unit set. The units starting from this one will be included in the analytical report.

254 General Ledger Form Reference 254 Default Data Source Settings Section (GL type) The set of parameters in this section is defined by the option you have selected in the Type box in the Report Definition section. The following settings are displayed if you have selected the GL option in the Type box. Element Ledger Start Account End Account Start Sub. End Sub. Start Branch End Branch Start Period The ledger to be used as the data source. Select the Request check box to the right of the option to add the Ledger box to the report form so that the user can select a ledger before running the report. If the check box is not selected, the Ledger box will not appear on the form, and you should specify a value here that will always be used for the report. The starting account in the range of account numbers to be included in the analytical report. Select the Request check box to the right of the option to add the Start Account box to the report form so that the user can select an account number to start with before running the report. If the check box is not selected, the Start Account box will not appear on the form, and you should specify a value here that will always be used for the report. The ending account in the range of account numbers to be included in the analytical report. Select the Request check box to the right of the option to add the End Account box to the report form so that the user can select an account number to end with before running the report. If the check box is not selected, the End Account box will not appear on the form, and you should specify a value here that will always be used for the report. The starting subaccount in the range of subaccounts to be included in the analytical report. Select the Request check box to the right of the option to add the Start Sub. box to the report form so that the user can select a subaccount number to start with before running the report. If the check box is not selected, the Start Sub. box will not appear on the form, and you should specify a value here that will always be used for the report. The ending subaccount in the range of subaccounts to be included in the analytical report. Select the Request check box to the right of the option to add the End Sub. box to the report form so that the user can select a subaccount number to end with before running the report. If the check box is not selected, the End Sub. box will not appear on the form, and you should specify a value here that will always be used for the report. The starting branch in the range of branches to be included in the analytical report. Select the Request check box to the right of the option to add the Start Branch box to the report form so that the user can select a branch to start with before running the report. If the check box is not selected, the Start Branch box will not appear on the form, and you should specify a value here that will always be used for the report. The ending branch in the range of branches to be included in the analytical report. Select the Request check box to the right of the option to add the End Branch box to the report form so that the user can select a branch to end with before running the report. If the check box is not selected, the End Branch box will not appear on the form, and you should specify a value here that will always be used for the report. The starting financial period in the range of periods to be used in the report. Select the Request check box to the right of the option to add the Start Period box to the report form so that the user can select a financial period to start with before running the report. If the check box is not selected, the Start Period box

255 General Ledger Form Reference 255 Element End Period will not appear on the form, and you should specify a value here that will always be used for the report. The ending financial period in the range of periods to be used in the report. Use the list box to the right of End Period to specify how the end period is set: Not Set: No end period is defined for the report. Request: The end period is added to the report form so that the user can select a value in it before running the report. Use Start: The report uses the same start and end period. Account Class Amount Type The account class to be used as the data source. Select the Request check box to the right of the option to add the Account Class box to the report form so that the user can select an account class before running the report. If the check box is not selected, the Account Class box will not appear on the form, and you should specify a value here that will always be used for the report. The amount type to be used to calculate the values in the report. Select one of the following options: Not Set: No specific amount type is defined for the report. Turnover: The turnover amounts are included in the report. Credit: The credit amounts are included in the report. Debit: The debit amounts are included in the report. Beg. Balance: The beginning balance amounts are used in the report. Ending Balance: The ending balance amounts are used in the report. Curr. Turnover: The turnover amounts in a foreign currency are included (retrieved from the denominated accounts). Curr. Credit: The credit amounts in a foreign currency are included (retrieved from the denominated accounts). Curr. Debit: The debit amounts in a foreign currency are included (retrieved from the denominated accounts). Curr. Beg. Balance: The beginning balance amounts in a foreign currency are included (retrieved from the denominated accounts). Curr. Ending Balance: The ending balance amounts in a foreign currency are included (retrieved from the denominated accounts). Apply Restriction Groups A check box that you select to restrict access to report details for users. Default Data Source Settings Section (PM type) The set of parameters in this section is defined by the option you have selected in the Type box in the Report Definition section. The following settings are displayed if you have selected the PM option in the Type box. Element Start Acc. Group The starting account group in the range of account groups to be included in the analytical report. Select the Request check box to the right of the option to add the Start Acc. Group box to the report form so that the user can select an

256 General Ledger Form Reference 256 Element End Acc. Group Start Project End Project Start Task End Task Start Inventory End Inventory Start Branch account group to start with before running the report. If the check box is not selected, the Start Acc. Group box will not appear on the form, and you should specify a value here that will always be used for the report. The ending account group in the range of account groups to be included in the analytical report. Select the Request check box to the right of the option to add the End Acc. Group box to the report form so that the user can select an account group to end with before running the report. If the check box is not selected, the End Acc. Group box will not appear on the form, and you should specify a value here that will always be used for the report. The starting project in the range of projects to be included in the analytical report. Select the Request check box to the right of the option to add the Start Project box to the report form so that the user can select a project to start with before running the report. If the check box is not selected, the Start Project box will not appear on the form, and you should specify a value here that will always be used for the report. The ending project in the range of projects to be included in the analytical report. Select the Request check box to the right of the option to add the End Project box to the report form so that the user can select a project to end with before running the report. If the check box is not selected, the End Project box will not appear on the form, and you should specify a value here that will always be used for the report. The starting task in the range of tasks to be included in the analytical report. Select the Request check box to the right of the option to add the Start Task box to the report form so that the user can select a task identifier to start with before running the report. If the check box is not selected, the Start Task box will not appear on the form, and you should specify a value here that will always be used for the report. The ending task in the range of tasks to be included in the analytical report. Select the Request check box to the right of the option to add the End Task box to the report form so that the user can select a task identifier to end with before running the report. If the check box is not selected, the End Task box will not appear on the form, and you should specify a value here that will always be used for the report. The starting inventory identifier in the range of inventory IDs to be included in the analyti6cal report. Select the Request check box to the right of the option to add the Start Inventory box to the report form so that the user can select an inventory to start with before running the report. If the check box is not selected, the Start Inventory box will not appear on the form, and you should specify a value here that will always be used for the report. The ending inventory identifier in the range of inventory IDs to be included in the analytical report. Select the Request check box to the right of the option to add the End Inventory box to the report form so that the user can select an inventory to end with before running the report. If the check box is not selected, the End Inventory box will not appear on the form, and you should specify a value here that will always be used for the report. The starting branch in the range of branches to be included in the analytical report. Select the Request check box to the right of the option to add the Start Branch box to the report form so that the user can select a branch to start with before running the report. If the check box is not selected, the Start Branch box

257 General Ledger Form Reference 257 Element End Branch Start Period End Period will not appear on the form, and you should specify a value here that will always be used for the report. The ending branch in the range of branches to be included in the analytical report. Select the Request check box to the right of the option to add the End Branch box to the report form so that the user can select a branch to end with before running the report. If the check box is not selected, the End Branch box will not appear on the form, and you should specify a value here that will always be used for the report. The starting financial period in the range of periods to be used in the report. Select the Request check box to the right of the option to add the Start Period box to the report form so that the user can select a financial period to start with before running the report. If the check box is not selected, the Start Period box will not appear on the form, and you should specify a value here that will always be used for the report. The ending financial period in the range of periods to be used in the report. Use the list box to the right of End Period to specify how the end period is set: Not Set: No end period of the period is defined for the report. Request: The end period is added to the report form so that the user can select a value in it before running the report. Use Start: The report uses the same start and end period. Amount Type The amount type to calculate the values in the report. Select one of the following options: Not Set: Unspecified amount type; the amount type should be taken from a set (row set or unit set) with a higher priority. Amount: The ending balance of the actual amount of the project budget for the specified period. Quantity: The ending balance of the project budget's actual quantity for the specified period. Amount Turnover: The turnover of the project budget's actual amount for the specified period. Quantity Turnover: The turnover of the actual quantity of the project budget for the specified period. Budget Amount: The budgeted amount of the project budget. Budget Quantity: The budgeted quantity of the project budget. Revised Amount: The revised amount of the project budget. Revised Quantity: The revised quantity of the project budget. Committed Amount: The original committed amount of the project budget. Committed Quantity: The original committed quantity of the project budget. Committed Open Amount: The open (not received yet) amount of the original committed project budget. Committed Open Quantity: The open (not received yet) quantity of the original committed project budget.

258 General Ledger Form Reference 258 Element Committed Received Quantity: The received quantity of the original committed project budget. Committed Invoiced Amount: The amount of the released invoices of the original committed project budget. Committed Invoiced Quantity: The quantity of the released invoices of the original committed project budget. Apply Restriction Groups A check box that you select to restrict access to report details for users. Site Map Section Element Location Title The site map folder where the report is located. The report title on the site map. Page Settings Section Element Paper Kind Landscape The paper kind used to print the report. Select the appropriate kind from the extensive list of available options. A check box that indicates (if selected) that the report should have landscape orientation, with the shorter side running top to bottom so wider columns can be accommodated. If the check box is cleared, portrait orientation is used, which means that the longer side runs top to bottom. Margins Section The elements in the Margins section are used to define the sizes of the margins for the report. Element Top Bottom Left Right The size of the top margin. Enter the appropriate value in the text box, and use the drop-down box to select the unit of measure (Pixel, Point, Pica, Inch, Mm., or Cm.) for the value. The size of the bottom margin. Enter the appropriate value in the text box, and use the drop-down box to select the unit of measure (Pixel, Point, Pica, Inch, Mm., or Cm.) for the value. The size of the left margin. Enter the appropriate value in the text box, and use the drop-down box to select the unit of measure (Pixel, Point, Pica, Inch, Mm., or Cm.) for the value. The size of the right margin. Enter the appropriate value in the text box, and use the drop-down box to select the unit of measure (Pixel, Point, Pica, Inch, Mm., or Cm.) for the value. Print Area Section You use these elements to define the size of the printed area for the report.

259 General Ledger Form Reference 259 Element Width Height The horizontal size of the printed area for the selected paper format. Enter the appropriate value in the text box, and use the drop-down box to select the unit of measure (Pixel, Point, Pica, Inch, Mm., or Cm.) for the value. The vertical size of the printed area for the selected paper format. Enter the appropriate value in the text box, and use the drop-down box to select the unit of measure (Pixel, Point, Pica, Inch, Mm., or Cm.) for the value. Default Font Style Section Element Font Text align The name of the font to be used in the printed report. The text alignment of the printed report. You can select one of the following options: Not Set: There is no specific text alignment. Left: The text is aligned to the left. Center: The text is aligned by center. Right: The text is aligned to the right. Font Style Font Size Color Backgr. Color The font style to be used in printed report. The available options are Regular, Bold, Italic, Underline, and Strikethrough. The font size to be used in printed report. Enter the appropriate value in the text box, and use the drop-down box to select the unit of measure (Pixel, Point, Pica, Inch, Mm., or Cm.) for the value. The color to be used in the printed report. The background color of the printed report. Row Sets Form ID: (CS ) To define what data will be displayed in each analytical report and how it will be organized, you need to define the row set and column set; optionally, you can define the unit set. A row set defines the rows to be included in the report and the data to be displayed in each row. For more information on using row sets, see Row Set. The Row Sets form, which is part of the Analytical Report Manager, displays the row sets defined for the analytical reports. You use the form to view or modify existing row sets, create new row sets, and delete row sets. For each row set, add the rows to be included in the analytical report and define the properties for each row. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Copy Row Set Initiates copying of the selected row set configuration. If you click this button, you type the new row set code in the New Row Set Code dialog box that opens.

260 General Ledger Form Reference 260 Summary Area The Summary area of the form displays basic information about the particular row set. You can define a new row set, or you can look up an existing one by selecting its code or by using the actions in the form toolbar. Element Code Type The unique code used to identify the row set. You can use up to 10 alphanumeric characters. The data source of the row set. Select one of the following options: GL: The General Ledger module is used as the data source. PM: The Projects module is used as the data source. The descriptive name of the row set. Table The table shows the rows included in the row set, along with their properties, which you can modify. You can add a row to the row set or delete a row from the set. Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button Copy Style Paste Style Renumber Copies the printing style from a row to use it in another row. Pastes the printing style copied from another row. Initiates the renumbering of rows. You can type numbering step and code length (up to 10) in the Set Numbering Step dialog box that opens. The system changes the row codes to comply with new settings. Table Columns Column Code Type The unique code used to identify the row. You can use up to 10 alphanumeric characters. The descriptive name of the row. The type of the row. This property defines how the values in the row are calculated and whether the column will display any data. Select one of the available options: GL: Use this row type to select the source of the data to calculate the values in the row from the General Ledger. Caption: Use this row type to display the caption of the report in this row. Line: Use this row type to display the continuous line in this row. Total: Use this row type to exclude the subtotals from the value calculation for the row. Header: Use this row type to display the report header in this row.

261 General Ledger Form Reference 261 Column Value Format Data Source Style Printing Control Page Break Height Indent Line Style Suppress Empty Hide Zero Linked Row Base Row Column Group Unit group The value to be displayed in the row. You can create a formula to define the value and use parameters in the formula you define. The format used to convert the data selected from the data source to the string value used in the printed report. C# data conversion functions can be used to convert data to string values. The source of the data to be displayed in the row. Click the lookup button for the particular row to use the Data Source Editor dialog box to define the data source. The printing style to be used for this data row. The printing style parameters are defined in the Style dialog box, which you invoke by clicking the selector in the Style box. For the description of this lookup, see the Style parameters section of Printing Style. The property that identifies the row's position in the report and the way the row printing will be controlled. A check box that, if selected, indicates that a page break should be inserted after the row line in the printed report. The row height in the printed report (in pixels). The indent value used for the row in the printed report (in pixels). The line style used when the Underline option is selected for the row type in the Type box. A check box that prevents (if selected) the printing of empty rows. A check box that prevents (if selected) the printing of zero values in the row. The code of the row linked to the current one. The linked rows are printed on the same line in the report. A row code. You specify the row code in the specific row cell if you need to reference to this row in the formula that you enter in the Value box on the Column Sets form (by using parameter) when the system should use the value specified in this row to compute another value. For details, see Parameters. The column group to include the row. The unit group to include the row. Run Allocations Form ID: (GL ) You can use this form to process all allocations that are active in a post period or only selected allocations. You must process an allocation at least once during each financial period involved. An allocation can be processed multiple times during the same post period. You can open the Allocation History tab on the Allocations (GL ) form to check how many batches were created for the selected allocation. Batches will not be generated if the chosen post period is closed. For more information on using allocations, see Allocation Rules. If you are processing the allocations manually, note that allocations with the lowest Sort Order values should be processed first.

262 General Ledger Form Reference 262 The batches generated as the result of processing allocations appear on the Release Transactions (GL ) and Post Transactions (GL ) forms. They can be modified and posted as other batches. This form is available only if the Allocation Templates feature is enabled on the Enable/Disable Features (CS ) form. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Process Process All Generates the batches for the allocations you have selected in the table. Generates the batches for all allocations. Selection Area By using the elements in this area, you can select the post period for allocations. The allocations active for this period are displayed in the Active Allocations area. Element Allocation Date Post Period The date of allocation. The financial period for which you want to view and process allocations. Table This table displays a list of the allocations active in the financial period selected as the Post Period. Table Columns Column Included Allocation ID Distribution Method An unlabeled check box that you select to include this allocation for batch generation if you click Process on the form toolbar. The identifier of the allocation. The numbering sequence for allocations is assigned on the General Ledger Preferences (GL ) form. The detailed description of the allocation. The way a source amount should be distributed between the destination accounts. The available options are as follows: By Percent: By percentages, with a total of 100 percent By Weight: By user-defined coefficients, with the total not defined By Account YTD: To year-to-date balances on the specified accounts By Account PTD: To period-to-date balances on the specified accounts Allocation Ledger Sort Order Last Batch The ledger where the allocation takes place. The source and target accounts must belong to the same ledger. An integer that indicates the priority of the allocation. The allocations with lower values are processed first. The ID of the batch that was last generated for the allocation.

263 General Ledger Form Reference 263 Column Batch Period Batch Amount Batch Status The period for which the last batch was generated. The control total of the batch. The status of the batch. By default, the status of an allocation batch is Balanced. If an allocation batch was modified by a user, it can be saved only if the status remains Balanced. Subaccounts Form ID: (GL ) You use this form to create and maintain the list of subaccounts for your company. Subaccounts are used to detail records of the activity within an account for subsequent financial analysis. For more information on subaccounts, see Managing Subaccounts. When you use this form, you create subaccounts segment by segment. If the Validate check box on the Segmented Keys (CS ) form is selected, you can enter a segment value only by selecting it from the list of values defined on the Segment Values (CS ) form. If the Validate check box is cleared, you can enter a new value for the segment, and only the number of characters and the type of string (specified in the Edit Mask box on the Segmented Keys form) will be validated. In some cases, you should use this form to create a complete list of subaccounts, depending on the lookup mode specified in the Lookup Mode box, which is also on the Segmented Keys form: If the By Segment: All Avail. Segment Values mode is selected, users can enter subaccounts segment by segment on any data entry form. For each segment, the user selects the segment value from the list of available segment values, which should be populated in advance. You don't need to create a complete list of subaccounts in advance using this form. If the By Segmented Key mode is selected, you must use this form to configure the subaccounts before they can be used for data entry. After you have done this, on any data entry form, a user can select a subaccount from the list of available subaccounts. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button View Restriction Groups Navigates to the Restriction Groups by Subaccount (GL ) form, which you can use to view the memberships of the subaccount in restriction groups. This button is not available if the Row-Level Security feature is now enabled on the Enable/Disable Features (CS ) form. Table The table in this area lists all subaccounts configured in the system. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Subaccount The unique subaccount identifier. You configure the length, input mask, and segment structure of the identifier on the Segmented Keys form. While adding a value to each segment, you can use the validation function, which allows you

264 General Ledger Form Reference 264 Column Active Secured to select a segment value from the list of existing ones. For details, see Account Identification. A check box that indicates (if selected) that the subaccount is active. If the check box is cleared, the subaccount is inactive, which means that it does not appear on drop-down lists of available subaccounts on data entry forms and cannot be selected. A detailed description of the subaccount. A check box that indicates (if selected) that the subaccount is associated with restriction groups. Trial Balance Form ID: (GL ) You use this form to import the trial balances of branches from third-party software during initial implementation. The data for import should be in either.csv or.xlsx format. After the data has been successfully imported, you can process it by mapping the imported accounts and subaccounts to those available in the system. The system performs mapping automatically and marks the accounts and subaccounts that do not exist in your system with error indications. You can perform further mapping manually. After you complete the mapping and make sure the transactions are in balance, you clear the Hold check box and click Release. This creates an adjusting batch that does the following: Sets to zero the balances of all account-subaccount pairs (available in the ledger before import) for which no data was imported. Updates the balances of other accounts to match those in the imported trial balance data. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Release Initiates the release process for the selected import record. Only a balanced import can be released. As a result, the status of the import changes to Released. Summary Area In the Summary area, you specify the main parameters required for importing the trial balance, such as the target branch, the posting ledger, and the financial period to import trial balance data. This area also contains boxes you can use to validate the control debit and credit totals before importing the trial balance. Element Import Number Status The ID of the import record. The current status of the import record. The following options are available: On Hold: This status indicates that the import record is a draft and can be edited manually. While the status of an import is On Hold, the import may contain error indications. When you clear the Hold check box for an import

265 General Ledger Form Reference 265 Element with this status, if the import contains no errors and its total debits equal its total credits, the system changes the status to Balanced. Balanced: This status indicates that the import record is created and is ready to be released or posted. An import with this status can be modified or deleted, but changes can be saved only if the credit and debit totals for the import are equal. Released: This status indicates that the import record has been released. Hold Import Date Period Branch Ledger Batch Number Debit Total Credit Total A check box that indicates (if selected) that the import record has the On Hold status and is still a draft. You can clear the check box only if the record contains no error indications and has total debits equal to its total credits. The date of the import operation for this import record. All journal transactions of the generated batch will have the transaction date specified here. The financial period to which the imported data is posted. The branch of the organization whose trial balance is imported. The ledger to which the imported data is posted. By default, this is the default posting ledger specified on the Ledgers (GL ) form, but you can select another posting ledger. The batch's unique identifier, which the system generates based on the numbering sequence assigned to batches on the General Ledger Preferences (GL ) form. A brief description of the import operation or of the imported data. The total of the debit amounts for the import record (the sum of the debit totals of the asset and expense accounts). The system calculates this value automatically. The total of the credit amounts for the import record (the sum of the credit totals of the liability and income accounts). The system calculates this value automatically. : The system calculates this value by using the type of the balance to be imported, normal or reversed; that is, the sign used to display the positive amounts of the credit totals of the liability and income accounts accounted for calculations. For details, see Importing Trial Balances. Control Total The control total, which you enter manually to validate the imported total balance amount. This value should be equal to the sum of the debit total amount and the credit total amount of the trial balance. Transaction Details Tab The Transaction Details tab contains the list of account-subaccount pairs for the import record and their YTD balances imported from the file. You can validate the data by mapping imported accounts and subaccounts to the internal accounts and subaccounts. The rows where accounts or subaccounts cannot be mapped automatically are marked with errors and can be mapped manually. Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

266 General Ledger Form Reference 266 Button Select an Action Gives you the ability to select one of the following actions to be performed for the records: Validate: Validates the selected records or all records if you click the Process or Process All button, respectively Merge Duplicates: Merges duplicates for the selected records or all records if you click the Process or Process All button, respectively Process Process All Validates or merges duplicates, depending on the selected action, for the selected records. Validates or merges duplicates, depending on the selected action, for all the records. Table Columns Column Included Status An unlabeled check box that, if selected, indicates that you have selected the account-subaccount pair for processing. The status of the record. The following options are available: New: Indicates that the record was just imported. Validated: Indicates that the record was validated that is, that the account and subaccount were mapped to the internal account and subaccount. Error: Indicates that the record was not validated that is, that either the account or the subaccount was not mapped to an internal account or subaccount. Duplicate: Marks the records detected as duplicates. Imported Account Mapped Account Imported Subaccount Mapped Subaccount YTD Balance Currency YTD Balance Type The account imported from the file. The internal account to match the imported account to. The imported subaccount. The internal subaccount to match the imported subaccount to. The year-to-date balance of the account-subaccount pair. The year-to-date balance of the account-subaccount pair in a foreign currency. The type of General Ledger account. A detailed description of the account. Exceptions Tab If you have performed the import for the first time, the Exceptions tab is blank. For further imports, the Exceptions tab lists (in a tabular format) all account (and subaccount, if applicable) pairs with nonzero balances that are present in the ledger but not listed in the imported data. You should review this list carefully and make sure that the balances of these accounts should be equal to zero in the period

267 General Ledger Form Reference 267 for which you are importing the trial balance. It is required, because on release of the trial balance entry, for each account listed, the system generates a transaction that makes the account balance zero for the period you are importing the trial balance for. If these accounts balances should be non-zero, verify and correct the list of accounts in the file from which you are importing the trial balance. For details, see Importing Trial Balances. For released imports, the tab is not displayed. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Account Subaccount Type Last Activity Beg. Balance Debit Total Credit Total Ending Balance The account in the specified ledger. The subaccount used with the account. The type of the account, which is one of the following options: Asset, Liability, Expense, or Income. The description of the account. The date of the last activity on the account. The balance of the account at the beginning of the selected period. The total of debits posted to the account since the beginning of the period. The total of credits posted to the account since the beginning of the period. The ending balance of the account at the end of the selected period or at the trial balance date if the current period is selected. Unit Sets Form ID: (CS ) To define what data will be displayed in each analytical report and how it will be organized, you need to define the row set and column set; optionally, you can define the unit set. Unit sets are used to organize the report structure when the groups of rows and columns included in the report use data from different data sources, or when formulas must be applied to calculate the report values based on the data from the particular groups of columns and rows. For more information about the unit sets, see Unit Set. The Unit Sets form, which is part of the Analytical Report Manager in Acumatica ERP, displays the unit sets defined for the analytical reports. You can view or modify existing unit sets, create new unit sets, and delete any unit sets. For each unit set, define the units to be available for the analytical report and provide the unit description. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Copy Unit Set Initiates copying of the selected unit set configuration. If you click this button, you type the new unit set code in the New Unit Set Code dialog box that opens. Summary Area This area of the form displays basic information about the particular unit set. You can define a new row set, or you can look up an existing one by selecting its code or using the actions in the form toolbar.

268 General Ledger Form Reference 268 Element Code Type The unique code used to identify the unit set. You can use up to 10 alphanumeric characters. The data source of the unit set. Select one of the following options: GL: The General Ledger module is used as the data source. PM: The Projects module is used as the data source. The descriptive name of the unit set. Units Area This area of the form displays in a tabular format the units included in the unit set, along with their properties, which can be modified. You can add a unit to the unit set or delete a unit from the set. The units in the unit sets are organized in a hierarchical structure, which is displayed left of the Units area on the form. Use the buttons above the hierarchical structure to move a unit up or down or change its hierarchical level. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Unit Attribute Code Value Printing Group Data Source The unique code used to identify the unit. You can use up to 10 alphanumeric characters. The descriptive name of the unit. The formulas to be used to calculate the values to be used in this unit. The printing group that includes the unit. If you specify a printing group, the data from these units will be printed only in the rows and columns with the same Column Group and Printing Group value. The source of data to be displayed in the reports included in this unit group. Use the Data Source Editor dialog box to define the data source. Validate Account History Form ID: (GL ) By using this form, you can validate account history in the selected ledgers. Validation entails recalculating the balances, based on the account history records, and matching them to the account balances stored in the database. : We recommend that you run this process only if a system error has occurred and the account balances are incorrect. For details on the account history in a specific ledger, use the GL Edit Detailed (GL ) report. For the list of transactions of a particular account, use the Account Details (GL ) form. To validate the account history in all ledgers, select the financial period and click Validate All. To validate the account history in particular ledgers, select the financial period and the check boxes next to those ledgers and click Validate. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below.

269 General Ledger Form Reference 269 Button Validate Validate All Validates the history of the accounts in the ledgers you have selected in the table. Validates the history of the accounts in all ledgers. Selection Area You use the element in this area to specify the financial period that the system uses for validation of account balances. Element Fin. Period The start period from which you want the system to validate the account balances in the ledgers. By default, the first period that is open in the General Ledger module is selected in this box. Table The table lists all the ledgers available in the system. Table Columns Column Included Ledger An unlabeled check box that, if selected, includes the current ledger for validation if you click Validate on the form toolbar. The ledger, by its identifier. The description of the ledger. Voucher Entry Codes Form ID: (GL ) By using this form, you can view transaction codes for General Ledger, Accounts Payable, Accounts Receivable, and Cash Management documents and transactions; you can also enter new codes. Transaction codes are used to generate documents or transactions of particular types in specific modules, based on batch of documents entered by using the Journal Vouchers (GL ) form. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Table This table contains the list of transaction codes available in the system. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Table Columns Column Module The module where a document or a transaction with a code will be generated. This functionality is available for the following modules: Accounts Payable, Accounts Receivable, Cash Management, and General Ledger.

270 General Ledger Form Reference 270 Column Module Tran. Type The type of document or transaction to be generated for the code. This list of document types that can be processed through document batches in each specific module is the following: General Ledger (GL): GL Entry Accounts Payable (AP): Bill, Quick Check, Check, Credit Adj., Debit Adj., or Prepayment Accounts Receivable (AR): Invoice, Cash Sale, Credit Memo, Debit Memo, Payment, or Prepayment Cash Management (CA): Cash Entry Unique Tran. Code Active The unique code for the type of documents or transactions in the selected module. A brief description for the code. A check box that indicates (if selected) that this code can be used in the system.

271 General Ledger Reports 271 General Ledger Reports With the wide variety of reports for the General Ledger module, you can promptly get vital information, analyze financial data by various criteria, review transactions efficiently, and track data edits. Because the General Ledger module is tightly integrated with other modules such as Accounts Receivable, Accounts Payable, and Cash Management you can find and analyze the exact information you need. By using flexible selection options and data links, you can easily drill down from a financial report to any supporting details. : Because the General Ledger reports can be generated by user request, they run on only accounts and subaccounts that the user is authorized to access, based on the user's roles and membership in restriction groups. All General Ledger reports can be generated in different formats, including PDFs, and can be printed or sent by . Some reports generated as PDFs require digital signatures; see Security Policies in Acumatica ERP for more details. Before you use reports, see Reports for more information. General Ledger Reports The General Ledger module includes the following reports: Balance Trial Balance Summary (GL ): Displays the account balances for the period. Trial Balance Detailed (GL ): For the selected period, displays the balances of the accounts, detailed to subaccounts. Transactions for Period (GL ): Displays the list of transactions that occurred during the specified period. Transactions for Account (GL ): Shows activities on the account and under the specified subaccount during the range of periods. Financial Statements Audit Balance Sheet (GL ): Displays the company's balance sheet as of the start of the specified financial period. Assets are shown against liabilities. Balance Sheet - Comparative (GL ): Displays the company's balance sheet by quarter. Assets are shown against liabilities. Profit & Loss (GL ): Displays your company's profits and losses for the specified period in period-to-date (PTD) and year-to-date (YTD) amounts, versus the PTD and YTD amounts of the previous year as calculated for the same date. Profit & Loss - Comparative (GL ): Displays your company profits and losses in YTD amounts for each quarter. The amounts for the previous year are shown for comparison. Profit & Loss - Quarterly (GL ): Displays your company's profits and losses in yearto-date amounts for each quarter. Cash Flow (GL ): Contains the cash flow statement of your company.

272 General Ledger Reports 272 GL Budget Edit (GL ): Displays the list of budget articles with their requested and released amounts in the selected ledger for the specified branch and for the specified financial year. GL Edit Summary (GL ): Displays the list of transactions that were entered but not released during the specified financial period. GL Edit Detailed (GL ): Shows transactions entered but not released for different accounts during the specified period (or all open periods). GL Edit Account Distribution (GL ): Displays the list of transactions, with their details, that were entered but not released during the specified financial period. GL Register (GL ): Displays the list of all the batches released and posted to General Ledger during the specified financial period. GL Register Detailed (GL ): Displays the list of all the batches released and posted to General Ledger during the specified financial period. Batch details include accounts, subaccounts, currency, and amounts. GL Recurring Transactions (GL ): Displays a schedule or the list of schedules created for recurring transactions. GL Recurring Transactions Detailed (GL ): Displays the details of a schedule or schedules to which recurring transactions are assigned. GL Reversing Batches (GL ): Displays the list of reversing batches with their details which have been generated for the selected batch. Balance Sheet This report displays the company's balance sheet for the selected ledger and financial period. Assets are shown against liabilities. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Ledger: The ledger to be reported on. You must select a ledger. Financial Period: The financial period for which you want to view the company's balance sheet; you must specify a period. The list of periods contains all the periods, including the closed ones. Balance Sheet - Comparative This report displays the company's balance sheet as of the start of the specified financial period. Assets are shown against liabilities. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report:

273 General Ledger Reports 273 Ledger: The ledger to be reported on. You must select a ledger. Financial Period: The financial period for which the company's balance sheet will be displayed; you must specify a period. The list of periods contains all periods, including closed ones. Cash Flow This report contains the cash flow statement of your company. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Ledger: The ledger to be reported on. You must select a ledger. Start Financial Period: The first financial period of the period range the report will cover. You must select a period. By default, the current financial period is used. End Financial Period: The last financial period of the period range the report will cover. You must select a period. By default, the current financial period is used. GL Budget Edit Form ID: (GL ) This report displays the list of budget articles with their released amounts in the selected ledger for the specified financial year and for the selected branch. Also the report lists the user names of employees who last updated each article. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Branch: The branch the report should cover. Select a branch, or leave the box blank to view data on all branches. By default, the current branch is selected. Ledger: The ledger which stores the budget. You must select a ledger. Financial Year: The financial year for which you want to view information. Select a financial year from the list, which includes the closed years. By default, the current business year is specified. Created By: The user who created a budget. Last Modified By: The user who last modified the budget. GL Edit Account Distribution Form ID: (GL ) This report shows transactions entered but not released for different accounts during the specified period (or all open periods). Batches are grouped by account subaccount pair, and for each pair they are listed by date.

274 General Ledger Reports 274 All amounts are shown in the base currency. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Branch: The branch the report should cover. Select a branch, or leave the box blank to view data on all branches. By default, the current branch is selected. Ledger: The ledger to be reported on. You must select a ledger. By default, the actual ledger is selected. From Period: The first financial period of the period range the report will cover. You must select a period. By default, the current financial period is selected. To Period: The last financial period of the period range the report will cover. You must select a period. By default, the current financial period is selected. Created By: The user who created a batch for whom you want to view information. Last Modified By: The user who last modified a batch for whom you want to view information. Include Transactions on Hold: A check box that you select to include into report transactions that have the Hold status. GL Edit Detailed Form ID: (GL ) This report displays the list of transactions that were entered but not released during the specified financial period. Transactions, which are shown with all details, are grouped by module and listed for each module by the date of the batch. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Branch: The branch the report should cover. Select a branch, or leave the box blank to view data on all branches. By default, the current branch is selected. Ledger: The ledger to be reported on. You must select a ledger. By default, the actual ledger is selected. From Period: The first financial period of the period range the report will cover. You must select a period. By default, the current financial period is selected. To Period: The last financial period of the period range the report will cover. You must select a period. By default, the current financial period is selected. Created By: The user who created a batch for whom you want to view information. Last Modified By: The user who last modified a batch for whom you want to view information. Include Transactions on Hold: A check box that you select to include into report transactions that have the Hold status.

275 General Ledger Reports 275 GL Edit Summary Form ID: (GL ) This report displays the list of all the transactions that were entered but not released during the specified financial period. Transactions are shown with their status and with batch control totals in the base currency. Transactions are grouped by period and by module of origin; for each module, they are listed by date. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Branch: The branch the report should cover. Select a branch, or leave the box blank to view data on all branches. By default, the current branch is selected. Ledger: The ledger to be reported on. You must select a ledger. By default, the actual ledger is selected. From Period: The first financial period of the period range the report will cover. You must select a period. By default, the current financial period is used. To Period: The last financial period of the period range the report will cover. You must select a period. By default, the current financial period is used. Created By: The user who created a batch for whom you want to view information. Last Modified By: The user who last modified a batch for whom you want to view information. Include Transactions on Hold: A check box that you select to include into report transactions that have the Hold status. GL Recurring Transactions Form ID: (GL ) This report displays a schedule or the list of schedules created for recurring transactions. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Branch: The branch the report should cover. Select a branch, or leave the box blank to view data on all branches. By default, the current branch is selected. Schedule: A schedule which data should be displayed in the report. You can leave this box empty to view data on all schedules in the report. Show Active Schedules Only: A check box that indicates (if selected) that the data of the active schedules only will be used in the report.

276 General Ledger Reports 276 GL Recurring Transactions Detailed Form ID: (GL ) This report displays the details of a schedule or schedules to which recurring transactions are assigned. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Branch: The branch the report should cover. Select a branch, or leave the box blank to view data on all branches. By default, the current branch is selected. Schedule: A schedule which details should be displayed in the report. You can leave this box empty to view data on all schedules in the report. Show Active Schedules Only: A check box that indicates (if selected) that the data of the active schedules only will be used in the report. Print Schedules on Separate Pages: A check box that indicates (if selected) that information on each schedule will be displayed on a separate page of the report. GL Register Form ID: (GL ) This report displays the list of all batches released in the General Ledger module for the specified financial period. Transactions are listed by their date and shown with batch control totals in the base currency. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Branch: The branch the report should cover. Select a branch, or leave the box blank to view data on all branches. By default, the current branch is selected. Ledger: The ledger to be reported on. You must select a ledger. By default, the actual ledger is selected. From Period: The first financial period of the period range the report will cover. You must select a period. By default, the current financial period is used. To Period: The last financial period of the period range the report will cover. You must select a period. By default, the current financial period is used. Created By: The user who created a batch for whom you want to view information. Last Modified By: The user who last modified a batch for whom you want to view information. Include Unposted Transactions: A check box that you select to include into report transactions that are not posted.

277 General Ledger Reports 277 GL Register Detailed Form ID: (GL ) This report displays the list of all batches posted to General Ledger during the specified financial period. Batch details in the report include accounts, subaccounts, currency, and debit and credit amounts. Transactions are grouped by period and by module of origin; for each module, they are listed by date. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Branch: The branch the report should cover. Select a branch, or leave the box blank to view data on all branches. By default, the current branch is selected. Ledger: The ledger to be reported on. You must select a ledger. By default, the actual ledger is selected. From Period: The first financial period of the period range the report will cover. You must select a period. By default, the current financial period is used. To Period: The last financial period of the period range the report will cover. You must select a period. By default, the current financial period is used. Created By: The user who created a batch for whom you want to view information. Last Modified By: The user who last modified a batch for whom you want to view information. Include Unposted Transactions: A check box that you select to include into report transactions that are not posted. GL Reversing Batches Form ID: (GL ) This report displays the details of reversing batches for the specified batch. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Module: The module the batch originated from. You must select a module. Batch Number: The number of a batch for which you want to view reversing batches. You must select a batch. Profit & Loss This report displays your company profits and losses for the specified period in period-to-date (PTD) and year-to-date (YTD) amounts, versus the PTD and YTD amounts of the previous year as calculated for the same date.

278 General Ledger Reports 278 See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Ledger: The ledger to be reported on. You must select a ledger. Financial Period: The financial period for which you want to view information. You must select a period from the list, which contains all the periods, including the closed ones. Profit & Loss - Comparative This report displays your company's profits and losses in year-to-date amounts for each quarter. The total amounts for the previous year are shown for comparison. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Ledger: The ledger to be reported on. You must select a ledger. Financial Period: The financial period for which you want to view information. By default, the current period is selected. You can select a different period from the list, which contains all the periods, including the closed ones. Profit & Loss - Quarterly This report displays your company's profits and losses in year-to-date amounts for each quarter. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Ledger: The ledger to be reported on. You must select a ledger. Financial Period: The financial period for which you want to view information. By default, the current period is selected. You can select a different period from the list, which contains all the periods, including the closed ones. Transactions for Account Form ID: (GL ) This report shows activities on the account and under the specified subaccount during the range of periods. Transactions and documents are listed by date. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports.

279 General Ledger Reports 279 Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Branch: The branch the report should cover. Select a branch, or leave the box blank to view data on all branches. By default, the current branch is selected. Ledger: The ledger to be reported on. You must select a ledger. By default, the actual ledger is selected. From Period: The first financial period in the range of periods for which you want to view information; you must specify a start period. The list of periods contains all the periods, including closed ones. To Period: The last financial period in the range of periods for which you want to view information; you must specify a period here. Account: The account for which you want to view information. The selection list contains only accounts that you are authorized to work with. You must specify an account. Subaccount: The subaccount for which you want to view information. : This box is available only if the Subaccounts feature is enabled on the Enable/Disable Features (CS ) form. Module: Acumatica ERP module for which you want to view information. Include Foreign Currency Details: A check box you select to display the report in multicurrency format. If you select this check box, for accounts denominated in foreign currencies, all amounts are shown in both the base currency and the currency of denomination. (Foreign currency transactions on other accounts are also shown in two currencies.) If you clear the check box, all transactions (including foreign currency transactions) are shown in only the base currency. Include Reclassified Transactions: A check box that you select to include the transactions that have been reclassified into the report. Transactions for Period Form ID: (GL ) This report displays the list of transactions that occurred during the specified period. Transactions are grouped by account-subaccount pair, with each pair listed by the transaction date. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Branch: The branch the report should cover. Select a branch, or leave the box blank to view data on all branches. By default, the current branch is selected. Ledger: The ledger to be reported on. You must select a ledger. By default, the actual ledger is selected. From Period: The financial period that starts a range of periods for which you want to view information. The list of periods contains all the periods, including the closed ones. By default, the financial period of the current business date is selected.

280 General Ledger Reports 280 To Period: The financial period that ends a range of periods for which you want to view information. By default, the financial period of the current business date is selected. From Account: The first account number in the range for which you want to view information. Enter a starting and ending account to include only a range of accounts in the report; leave these boxes blanks to report on all accounts. To Account: The last account number in the range for which you want to view information. Enter a starting and ending account to include only a range of accounts in the report; leave these boxes blanks to report on all accounts. From Subaccount: The starting subaccount number in the range for which you want to view information. Enter a starting and ending subaccount to include only a range of subaccounts in the report; leave these boxes blanks to report on all accounts. : This box is available only if the Subaccounts feature is enabled on the Enable/Disable Features (CS ) form. To Subaccount: The ending subaccount number in the range for which you want to view information. Enter a starting and ending subaccount to include only a range of subaccounts in the report; leave these boxes blanks to report on all accounts. : This box is available only if the Subaccounts feature is enabled on the Enable/Disable Features form. Include Foreign Currency Details: A check box you select to display the report in multicurrency format. If you select this check box, for accounts denominated in foreign currencies, all amounts are shown in both the base currency and the currency of denomination. (Foreign currency transactions on other accounts are also shown in two currencies.) If you clear the check box, all transactions (including foreign currency transactions) are shown in only the base currency. Include Accounts with Transactions Only: A check box that you select to remove from the report accounts that have no transactions recorded during the specified period (periods). Include Reclassified Transactions: A check box that you select to include the transactions that have been reclassified into the report. Trial Balance Detailed Form ID: (GL ) This period-end report displays the balances for accounts, including subaccount details, for the chosen period. Types of accounts are listed according to the order specified on the General Ledger Preferences ( ) form. Accounts of the same type are listed in alphanumeric order, and subaccounts are listed according to the alphanumeric order of segment values, starting with the leftmost segment. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Branch: The branch the report should cover. Select a branch, or leave the box blank to view data on all branches. By default, the current branch is selected. Ledger: The ledger to be reported on. You must select a ledger. By default, the actual ledger is selected.

281 General Ledger Reports 281 Financial Period: The financial period for which you want to view information. The list of periods contains all the periods, including the closed ones. You must specify a period. Suppress Zero Balances: A check box that you select to remove from the report accounts that have all zero values (beginning and ending balance, credits, and debits separately or combined). Trial Balance Summary Form ID: (GL ) This period-end report displays the account balances for the selected period. The report includes the beginning and ending balances, as well as the period's total debits and credits. Accounts are grouped by their types (Assets, Liabilities, Income, and Expenses), and these groups of accounts are listed according to the order specified on the General Ledger Preferences (GL ) form. Accounts of the same type are listed in alphanumeric order. See below for a description of each parameter on the Report Parameters tab. For more information about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Branch: The branch the report should cover. Select a branch, or leave the box blank to view data on all branches. By default, the current branch is selected. Ledger: The ledger to be reported on. You must select a ledger. By default, the actual ledger is selected. Financial Period: The financial period for which you want to view information, which you must specify. The list of periods contains all the periods, including the closed ones. Suppress Zero Balances: A check box that you select to remove from the report accounts that have all zero values (beginning and ending balance, credits, and debits separately or combined).

282 Appendix 282 Appendix The appendix provides some reference information relevant for this document. The additional information in this section is a useful source for readers who need some reference material that is related to system forms and tables, as well as running reports. In this section: Reports Form Toolbar Table Toolbar Glossary Reports In addition to offering a comprehensive collection of reports for each module, Acumatica ERP gives you a high degree of control over each report. A typical report form, described in Report Form, lets you adjust the report settings to meet your specific informational needs. You can specify sorting and filtering options and select the data by using reportspecific settings such as financial period, ledger, and account and configure additional processing settings for each report. The settings can be saved as a report template for later use. For details, see To Run a Report and To Create a Report Template. After you run a report, the prepared report appears on your screen. You can print the report, export the report to a file, or send the report by . This chapter describes a typical report form and the main tasks related to using reports. In This Chapter Report Form To Run a Report To Configure an Ad Hoc Filter on a Report Form To Modify an Ad Hoc Filter on a Report Form To Create a Report Template Report Form Before you run a report, you set a variety of parameters on the report form. You can select a template or manually make selections that affect the information collected. Also, you can specify appropriate settings to print or the finished report. The following screenshot shows a typical report form.

283 Appendix 283 Figure: Parameters View of Report Form 1. Report Form Toolbar 2. Parameters Toolbar 3. Template Area 4. Details Area Report Form Toolbar The following table lists the buttons of the report form toolbar when you are configuring a report. Button Cancel Run Report Save Template Remove Template Schedule Template Clears any changes you have made and restores default settings. Initiates data collection for the report and displays the generated report. Gives you the ability to save the currently selected report as a template with all the selected settings. Removes the previously saved template. This button is available only when you select a template. Opens the Select Schedule Name dialog box, which you can use to schedule report processing. This button is available only when you select a template. Select Schedule Name Dialog Box Element Schedule Merge Reports The schedule for report processing. Select an existing schedule, or leave the box blank and click OK to open the Automation Schedules (SM ) form to create a new schedule for running the report. For more information on scheduling, see To Schedule Processing in the Acumatica ERP User Guide. A check box that indicates (if selected) that this report will be merged with the other reports selected for merging into one net report when processed.

284 Appendix 284 Element : You can check the reports that will be merged when processed on the Send Reports (SM ) form. Merging Order The number of the report in the net report. Report Toolbar The following table lists the buttons of the toolbar after you run the configured report. Buttons Icon Parameters Navigates back to the report form to let you change the report parameters. Refresh Refreshes the information displayed in the report (if any data changes were made). Groups Adds to the report a left pane where the report structure is shown. Click a report node to highlight the pertinent data in the right pane. View PDF / View HTML Displays the report as a PDF, or displays the report in HTML format. The available button depends on the current report view; if you're viewing a PDF, for instance, you will see the View HTML button. / First Displays the first page of the report. Previous Displays the previous page. Next Displays the next page. Last Displays the last page of the report. Print Send Export Opens the browser dialog box so you can print the report. Opens the Activity dialog box, which you use to send the report file (in the chosen format) to the specified address. Enables you to export the data in the chosen format (Excel or PDF). Template Area Use the elements in this area to select an existing template and then use the template, share it with other users, or use it as your default report settings. The Template area elements, which are available for all reports, are described in the following table. Template Area Elements Element Template The template to be used for the report. If any templates were created and saved, you can select a template to use its settings for the report.

285 Appendix 285 Element Default Shared Locale A check box that indicates (if selected) that the selected template is marked as the default one for you. A default template cannot be shared. A check box that indicates (if selected) that the selected template is shared with other users. A shared template cannot be marked as the default. A locale that you select to indicate to the system that the report should be prepared with the data translated to the language associated with this locale. This box is displayed if there are multiple active locales in the system. For details, see Locales and Languages. Report Parameters Tab The Report Parameters tab includes sections where you can specify the contents of the report depending on the current report and vary in the following regards: How many elements and which elements are available on a particular report Whether elements contain default values Whether specific elements require values to be selected Whether elements may be left blank to let you display a broader range of data Additional Sort and Filters Tab The Additional Sort and Filter tab contains additional sorting and filtering conditions: Additional sorting conditions: Defines the sorting order. You can add a line, select one of the report-specific properties, and select the Descending or Ascending sort order for the column. Additional filtering conditions: Defines the report filter. You can add a line, select one of the report-specific properties, and define a condition and its value. The list of conditions include oneoperand and two-operand conditions. To create a more complicated logical expression, you can use brackets and logical operations between brackets. For more information on creating filters, see Creation of Ad Hoc and Reusable Filters in Acumatica ERP User Guide. For detailed procedures on using ad hoc filters, see To Configure an Ad Hoc Filter on a Report Form and To Modify an Ad Hoc Filter on a Report Form. Print and Settings Tab If you plan to print the report or save the report as a PDF, select the appropriate settings in the Print Settings area. Print Settings Section Element Deleted Records Print All Pages Print in PDF format Compress PDF file Embed fonts in PDF file Selects the visibility of the data deleted from the database. Causes all pages of the report to be printed. Displays the report in PDF format. Indicates that the system will generate a compressed PDF. Indicates that the system will generate the PDF with fonts embedded.

286 Appendix 286 If you plan to send the report as an , in the Settings area, specify the format in which the report will be sent, as well as the subject, the recipients of copies of the report, and the account of the recipient. Settings Section Field Format The format (HTML, PDF, or Excel) in which the report will be ed. : Merge function for reports in Excel format is not supported. If you want to merge a report with other reports and send an aggregated report by , you should select either the HTML or PDF format for the report. Account CC BCC Subject The address of the recipient. An additional addressee to receive a carbon copy (CC) of the . The address of a person to receive a blind carbon copy (BCC) of the ; an address entered in this box will be hidden from other recipients. The subject of the . Report Versions Tab If the report has multiple versions, you can select one of them. Report Versions Tab Toolbar Button Refresh Select Refreshes the list of report versions. Temporarily activates the selected report version. Report Once you click Run Report, the prepared report appears on your screen. You can print the report, export the report to a file, or send the report by . The prepared report is displayed in the report view of the report form. For more information about setting up the report parameters and the parameters view of the report form, see Report Form. Report Toolbar The following table lists report toolbar buttons. Buttons Icon Parameters Navigates back to the report form to let you change the report parameters. Refresh Refreshes the information displayed in the report (if any data changes were made). Groups Adds to the report a left pane where the report structure is shown. Click a report node to highlight the pertinent data in the right pane.

287 Appendix 287 Buttons Icon View PDF / View HTML Displays the report as a PDF, or displays the report in HTML format. The available button depends on the current report view; if you're viewing a PDF, for instance, you will see the View HTML button. / First Displays the first page of the report. Previous Displays the previous page. Next Displays the next page. Last Displays the last page of the report. Print Send Export Opens the browser dialog box so you can print the report. Opens the Activity dialog box, which you use to send the report file (in the chosen format) to the specified address. Enables you to export the data in the chosen format (Excel or PDF). Form Toolbar The form toolbar, available on most forms, is located near the top of the form, under the form title bar (see the screenshot below). The form toolbar may include standard and form-specific buttons. Figure: Form toolbar You use the standard buttons on the form toolbar to navigate through objects and entities that were created by using the current form, insert or delete an object or entity, use the clipboard, save the data you have entered, or cancel your work on the form. In addition to standard buttons, a form toolbar on a particular form may include form-specific buttons. These buttons usually provide navigation to other forms, take specific actions, and perform modifications or processing related to the functionality of the form.

288 Appendix 288 Standard Form Toolbar Buttons The following table lists the standard buttons of the form toolbar. A form toolbar may include some or all of these buttons. Standard Form Toolbar Buttons Button Icon Save Saves the changes made to the object or entity. Cancel Depending on the context, does one of the following: Discards any unsaved changes you have made to objects or entities and retrieves the last saved version. Clears all changes and restores the default settings. Add New Record Clipboard Clears any values you've specified on the form, restores any default values, and initiates the creation of a new object or entity. Provides options to do the following: Copy: Copy the selected object or entity to the clipboard. Paste: Paste an object, entity, or template from the clipboard. Save as Template: Create a template based on the selected object or entity. Import from XML: Import an object, entity, or template from an.xml file. Export to XML: Export the selected object or entity to an.xml file. For more information on templates and copy-and-paste operations in Acumatica ERP, see Using Forms. For more information on importing and exporting.xml files, see System-Wide Actions in Acumatica ERP in the Acumatica ERP User Guide. Delete Deletes the currently selected object or entity, clears any values you've specified on the form, and restores default values. : You can delete a document that is not linked with another document. Go to First Record Go to Previous Record Go to Next Record Go to Last Record Schedules Displays the first object or entity (in the list of objects or entities of the specific type) and its details. Displays the previous object or entity and its details. Displays the next object or entity and its details. Displays the last object or entity (in the list of objects or entities of the specific type) and its details. Gives you the ability to schedule the processing. For more information, see To Schedule Processing topic in the Acumatica ERP User Guide.

289 Appendix 289 Inquiry Form Toolbar Buttons Acumatica ERP inquiry forms present the data in a tabular format. These forms can be designed by a user with the appropriate access rights by using the Generic Inquiry tool (for details, see Managing Generic Inquiries in the Acumatica ERP User Guide), or can be initially configured in your system. A toolbar of an inquiry form contains both the standard form toolbar buttons (described in the table above) and additional buttons described below. Button Icon Fit to Screen Export to Excel Filter Settings Expands the form to fit on the screen and adjusts the column widths proportionally. Exports the data to an Excel file. For more information, see Integration with Excel in the Acumatica ERP User Guide. Opens the Filter Settings dialog box, which you can use to define a new filter. After the filter has been created and saved, the corresponding tab appears on the table. For more information about filtering, see Filters. Table Toolbar Each table on an Acumatica ERP form, tab, or dialog box has a table toolbar, which contains the search box and buttons you can use to work with the details or objects of the table. The table toolbar, shown in the following screenshot, can include the following sections: Action section: Contains buttons that are specific to the table, standard buttons that most table toolbars have, and the search box. Footer section: Displays navigation buttons if there are too many details or objects (that is, table rows) to fit on one page. Figure: Table toolbar sections 1. Action section 2. Footer section Action Section of Table Toolbar The action section, commonly located at the top of a table, can contain standard and table-specific buttons. If a table toolbar includes table-specific buttons, they are described in the form reference help topic.