Bank of China (Hong Kong)

1

Accounts Payable

Bank of China (Hong Kong)

Accounting Cloud User Manual

Contact Information

Phone : (852) 3988 1333

E-Mail: [email protected]

Website: www.bochk.com

© 2021 Bank of China (Hong Kong) Limited. All rights reserved


2

關於應付管理

Contents

Accounts Payable Function Framework 02

A/P Business Flow Chart and Examples 04

Data Preparation 08

User Guide 13

1. Accounts Payable Parameters 13

2. Opening 15

2.1 Opening A/P Events

15

2.2 Opening Payments

18

Accounts Payable Overview 01

3

2.3 Opening Supplier Refund

21

3. Financial Processing 24

3.1 A/P Events

22

3.2 Payment

27

3.3 Supplier Refund

33

3.4 A/P Settlement

38

3.5 Debt Transfer

42

4. Accounting Report

45

Contents

4

4.1 A/P Sub Ledger

4.2 A/P Balance Report

4.3 Matured Debt Table

4.4 A/ P Aging Analysis

處理 5. Period End Processing

5.1 A/P Exchange Gain/loss

5.2 A/ P Closing

Contents

5.3 A/P Auto Closing

45

47

49

51

53

53

55

58

Appendix: Definition of Vocabulary 61

© 2021 Bank of China (Hong Kong) Limited. All rights reserved 1

Payment Management

with Automated Process The modules of Accounting Cloud includes digital modeling,

financial basic data, accounting platform, A/R management, A/P

management, cash management, general ledger, and financial

statements. This user's manual is for A/P management.

A/P management is mainly focus on the management of the current

accounts between enterprises and suppliers,for the comprehensive

management and risk control of enterprise’s capital. A/P

management is based on the original documents such as purchase

A/P, other A/P document and payment documents, which

constitutes a complete business process of A/P confirmation,

payment,settlement and period -end processing. It also supports

payment terms and debt transaction transfer, exchange gain and

loss and other business processing.

A/P management provides users with real-time transaction balance

and various analysis reports, such as aging analysis report, due debt

statement, sub ledger, supplier balance report, etc. Through various

reports, system users can reasonably allocate funds which improves

the efficiency of fund utilization.

Automation of the Whole Process

Reduces the Workload of Users

The system supports the automatic generation

of general ledger vouchers and automatic

write-off based on the A/P documents . It also

supports the real-time check ,including

unapproved document and non-posted

vouchers in the A/P management. And system

calculates exchange gain and loss and run the

automatic tasks of month end closing.

Instant Entry Analysis

Accounts payable voucher and payment

vouchers are posted in real time after

generated. The current account can be

monitored by reviewing the sub-ledger ,

balance report, aging analysis report and

due debt statement. And It can the warning

will pop up when account is due or

overdue,which improves the efficiency of

fund management.

Accounts Payable Overview


A/P management helps enterprises deal with debit management.And A/P vouchers are

generated through the accounting platform and transfers to the general ledger module.

Based on the data of general ledger, it provides financial statements and other reports for the

decision-making of the enterprises.By this way,the system realize the close-connection

between A/P module and general ledger module, which strengthen the management of

capital inflow and outflow.

The following diagram are the core modules accounting cloud. The data and documents

crated from A/R module, A/P module,and cash management module, are linked with the

general ledger and financial statements through the accounting platform. Also, users can set

up the own accounting books,charts of accounts ,accounts through basic data function and

can maintain the company information, such as suppliers, user permissions, templates in

digital modeling platform.

A/P Function Framework


3

The function of A/P management includes opening A/P, Daily business and exchange gain

and loss. Opening A/P is used to process invoice and payment before the system activated .

Daily business is focus on recording the A/P document, payment documents, supplier refund

bill, as well as A/P settlement information. The A/P information can be analyzed in real time

by sub-ledger, balance report and aging analysis report. For foreign currency transaction,the

the exchange gain and loss can be calculated in the system.

From the perspective of business process, the A/P business processes include opening A/P

process, A/P event process, payment process, A/P settlement process, supplier refund

process, exchange gain/loss process and A/P settlement process. Payment process or

supplier refund process involves settlement in the cash management module. After the

process is completed, the system will automatically generate the voucher through the

accounting platform.


4

Accounts Payable Flow Chart

Accounts Payable Cash Management Accounting Platform General Ledger

A. A/P

Events

A. A/P

Events

Voucher

Template

General

Ledger

Voucher

B. Payment

Doc Voucher

Template

B. Payment

Doc

推式生成

B. Payment

Workbench

C. A/P

Settlement

Generate

C.

Settlement

Voucher

Template

F. A/P

Closing

D. Supplier

Refund Doc

D. Collection

Workbench

D.

Supplier

Refund Doc

Voucher

Template

E. Exchange

Gain/Loss

E.

Ex. Gain/

Loss

Voucher

Template

Process Description:

A. A/P process: After receiving the supplier's invoice, the user manual input the A/P

event, approves the document, and the system will automatically generate the

voucher through the accounting platform, then the voucher will be transferred to

the general ledger module.

A/P Business Flow Chart


5

B. Payment document process: when the supplier invoice is settled, create the

payment document by referring to the A/P document , and amend the amount

according to the paper bills. Then approve the payment document in the

system.Meanwhile, the payment document is transferred to the cash management

module.When the document is settled , the voucher will be automatically

generated through the accounting platform.Finally,the voucher is transferred to


C. A/P settlement process: Complete the settlement with A/P document and

payment documents (Accounting Cloud supports automatic settlement according

to rules); when querying reports, the supplier's A/P balance is shown in real time.

D. Supplier refund process: After receiving the refund invoice from the supplier, the

user input the supplier's refund document.And when the document is approved, it

is transferred to the cash management. If settlement is completed, the voucher is

automatically generated through the accounting platform , which is transferred to


E. Exchange gain/loss process: if foreign currency transaction occurs, exchange gain

and loss calculation is required.After calculation,the voucher is generated

automatically through accounting platform.

F. A/P closing process: A/P closing is performed by month.When the closing status is

completed, the data of the month cannot be modified.

For Example, ABC Co., Ltd. purchases equipment from supplier M company.

A.When receiving the invoice from the supplier ,create a A/P document in the system,

B.Payment document function is used to create payment document, and then payment

document is settled through payment workbench of cash management module.

After payment is completed, A/P document and payment document are written off

through

C.For the A/P settlement process, foreign currency transaction occurs, ABC company

can use E. Exchange gain/loss process to perform the calculation. Cases is as below.


6

1. Example of transaction in the same currency

A/P Business Flow Examples


2. Example of transaction involving foreign currencies

3. Example of prepayment transaction


1. Open Digital Modeling - Organization management - Organization - Organization Unit,

select a company record, and select the mouse over button for business opening settings.

Data Preparation

Organization Unit

Organization unit refers to the smallest operating organization that undertakes an independent

business function in an enterprise, that is, a company. Once a company is established, it becomes

an organization unit and can specify the relationship between the company's superiors and

subordinates. In the digital modeling - organization - organization unit module, new

organizations are added and accounting entity attributes are set. The A/P management module

is enabled and the A/P active period is set.

For details of data and settings, please refer to the 《Accounting Cloud User Manual - Basic Settings》

Setup steps

Organization Settings


9

2. In the this page, select the accounting period as opening period for the module and then

save.

Departments are the administrative units divided into company. Personnel in enterprises are

created based on departments. The department files also provides the information for the

business. If the department is set up, automatic A/P settlement can be performed by

department. The operation is: open Accounting Services – Accounts Payable - Basic Settings -

A/P Parameters, and then click “Settlement Rules – Department”.

Department

1

2

3

4


10

In the pages, click Department and click Save.


11

Data permission is used to limit roles or

users to have permissions only for certain

data. For example, a role can only use

data of some bank accounts or some

customers in the Accounting Cloud. The

system rule is that if a management

dimension (such as supplier) does not

have data permission, it means that the

user has permission for all the scope of

the management dimension.

The user is the user of the Accounting

Cloud. When login the Accounting Cloud

from IGTB for the first time, the system

will establish the Accounting Cloud users

through the initialization process, such as

PU, DU users or other users of IGTB.

The permissions of a roles can be assign

to the uses.

Permissions include: function

permissions and data permissions.

Function permissions refer to the

financial cloud functions that a role can

use, such as A/P, voucher, bank

reconciliation, etc.

PU users have been set the role of

"function administrator" by default,

which can assign other business roles for

themselves or other users in the

Accounting Cloud. The preset roles of

A/P management module include: A/P

voucher preparation, A/P audit and A/P

query, which supports role setting

according to needs.

Role

User

Permission Settings

Authorization Data permission


The payment agreement function can

maintain the payment agreement, the

calculation basis of the payment date,

and the calculation basis of the payment

due date. In this way, for the subsequent

A/P management operation, the system

can determine the amount of payment

that should be paid at different stages

according to the payment agreement.

Maintain the project file. A/P write off

supports automatic write off by project

dimension.

The fund type file is preset in the system,

and the user can create the new record.

Maintain the expense item file and use

them in the other A/P document.

Business File

Project File

Expense Item

Type of Fund

Payment Agreement


About Accounting Payable parameter

1. Accounting Payable Parameters

Function description

A/P parameters can set the logic parameters of A/P business, such as

automatic settlement logic of A/P, calculation method of exchange gain/loss,

etc.

Key applications

1. A/P parameter setting 2. Select accounting entity

3. Set auto settlement parameter 4. Set exchange gain/loss parameters

User Guide

Node:

Accounting service

→Accounts

Payable→ Basic

setting → A/P

Parameters

Main Operation Instructions of Account Payable Parameter

Step 1 1

2

3

4


14

Select the

accounting entity,

then select the

auto settlement

parameters,

exchange

gain/loss

parameter and

click Save.

Step 2


15

About the A/P Opening

2.1 Opening A/P Events

2. Opening


This node is used to enter the unfinished A/P business before starting daily

business when the A/P management system is started. The system enters the

opening data in the form of opening documents, which can be processed

later. Thus, each transaction is recorded in detail, which is conducive to

monitoring the processing of funds and strengthening the management of

current accounts.

Key applications

1. The opening of A/P supports the entry of opening data of A/P.

2. It supports the entry of red ink opening and blue ink opening. Red ink a

/ P is a negative number of A/P, which can be used to offset the occurred

A/P; blue ink A/P is a positive number of A/P, that is, a general type of A/P.

3. It is approved after saving. It does not need to be approved. It cannot be

modified after settlement or closing of the first accounting period.

4. Support excel template import opening data.

5. The opening A/P data does not generate a GL voucher.

6. At the beginning of A/P, you can only enter the documents of the date

before the A/P module is activated.


16

Main Operating Instructions of the Opening A/P Event

Node:

Accounting service

→Accounts payable

→Opening→

Opening A/P

Events

Click "add" to

add a new A/P

opening.

Step 1

Step 2

1

2

3

4


17

After clicking "add", enter the document date, transaction type,

currency, supplier, details and other information, and then click

"save" to add the opening of A/P. Step 3


About the Opening Payments

2.2. Opening Payments


This node is used to enter the unfinished payment business before

starting daily business when the A/P management system is started. The

system enters the opening data in the form of opening documents,

which can be processed later. The purpose of this node is to record each

transaction in detail, which is conducive to monitoring the processing of

funds and strengthening the current accounts Management.

Key applications

1. Supplier payment opening can be entered manually.

2. Support import through excel template

3. It is approved after saving. It does not need to be approved. It cannot

be modified after settlement or closing of the first accounting period.

4. Payment opening data does not generate GL voucher.

Main Operation Instructions of Opening Payment

Node:

Accounting service

→ Accounts Payable

→ opening →

Opening Pmts

Step 1

1

2

3

4


19

After clicking "add", enter the document date, supplier, currency,

exchange rate type, payment document opening details and other

information. After entering the settlement method, when the

settlement method attribute is bank or cash, the paying bank or cash

account field is required. Click "Save" to complete the new payment

opening.

After entering the node, enter the document date, document number and

other information, and click "search" to display the corresponding

opening payment information, which can be operated as "print", "import"

and "export". Click "add" to add a new payment opening. Step 2

Step 3


20

About the Opening Supplier Refund

2.3. Opening Supplier Refund


This node is used to enter the supplier refund business that has not been

processed before starting daily business when the A/P management

system is started. The system enters the opening data in the form of

opening documents, which can be processed later. The purpose of this

node is to record each transaction in detail, which is conducive to

monitoring the processing of funds and strengthening the management

of funds current account management.

Key applications

1. Support manual input or excel template Import Supplier refund

opening

2. It is approved after saving. It does not need to be approved. It cannot

be modified after settlement or closing of the first accounting period.

3. Supplier refund opening data does not generate GL voucher.

4. The supplier can only enter the documents of the date before the A/P

module is activated at the beginning of the refund.


21

Enter the node, enter

the document date,

document number and

other information, click

"search" to display the

corresponding supplier

refund opening

information, and click

"add" to add a new

supplier refund

opening.

Node:

Accounting

Service →

Accounts Payable

→ Opening →

Opening Supplier

Refund

Main Operation Instructions of Opening Supplier Refund

Step 1

Step 2


22

After clicking "add",

enter the document

date, supplier,

currency, exchange

rate type, refund

opening details and

other information;

after entering the

settlement method,

when the settlement

method attribute is

bank or cash, the

paying bank or cash

account field is

required. Click "save"

to complete the new

supplier refund

opening.

Step 3


23

Node:

Accounting

service →

Accounts Payable

→ Financial

Processing → A/P

Events

Financial Processing of A/P Event

3.1. A/P Events

3. Financial Processing


The A/P module supports manual entry of other A/P items.

Key applications

The A/P management module can manually add the A/P items whose

event type is the other A/P items.

Main Operation Instructions of A/P Event

Step 1

1

2

3

4


24

After entering the

node, you can

perform

"Approval",

"Print" and

"Export". Click

"New" to add a

new A/P

document.


enter the document

date, transaction

type, currency,

supplier, A/ P

account, details

such as expense

account and

amount, and then

click "save" to

complete the new

A/P.

Step 2

Step 3


25

To audit an A/P document, select a document, and the document line will appear

a suspended button, click approve; or select multiple records and click the audit

button in the upper right corner. After approval, the system will automatically

generate A/P voucher to the general ledger system. For voucher template

settings, please refer to the accounting platform section of《 iGTB Accounting

Cloud User Manual - Basic Data & Accounting Platform 》.

Step 4


26

Financial processing of payment

3.2. Payment


Payment documents realize payment and prepayment business, and

support manual creating.

Key applications

1. Payment documents can be entered manually in A/P management.

2. Payment documents, referring to the A/P document, can be approved

and the automatically settled.

3. Payment documents can be paid using BOC Payment or settled in

cash management, and vouchers will be generated through the

accounting platform during settlement operations.

Main Operation Instructions of Payment

Node:

Accounting services

→ Accounts payable

→ Financial

Processing →

Payment

Step 1

1

2

3

4


27

After entering the node, enter the document date, document number and


payment information. You can perform "submit", "approval", "print" and

"export". Click "add" to add a new payment.

Step 2


enter the document

date, transaction type,

supplier, currency,

settlement method,

exchange rate type,

payment document

details and other


"save" to complete the

new payment.

Payment documents

can be generated by

referring to A/P events.

Step 3


28

In the payment document editing page, select the payment method and

payment account, confirm the bank account number and debit amount. If

you wish to use BOCHK online banking to pay, you need to select Transfer,

Telegraphic Transfer, RTGS or FPS and select BOCHK bank account as

Paying Bank Account confirm the payment amount in the document, and

click save. In the payment document node, you can query and approve the

payment document. After the payment document with the payment type of

advance payment is approved, the system will automatically generate a

settlement voucher to the general ledger system for template settings,

please refer to the accounting platform section in 《iGTB Accounting Cloud

User Manual - Basic Data & Accounting Platform.》

Step 4


29

In the payment workbench of cash management, select the payment

document and click the settlement button to pay and settle the payment

document. If the document is paid via BOCHK iGTB, click BOC Payment. If

other payment method, click Offline Payment to settle the payment

document. The system will automatically generate payment voucher to

the general ledger system. For voucher template settings, please refer to

the accounting platform section of 《iGTB Accounting Cloud User

Manual - Basic Data & Accounting Platform》.

Step 5


30

To delete a payment

document settled via

Offline Payment, first

cancel offline payment in

the payment workbench.

The default setting of the

account book is to enable

automatic approval and

bookkeeping. Therefore,

when the settlement is

canceled, the general

ledger will automatically

delete the associated

voucher.

Step 6


31

Then, cancel the

approval and delete

in the payment.

Step 7


32

Node:Accounting

service →Accounts

Payable→ Financial

Processing →

Supplier Refund

Financial Processing of Supplier Refund

3.3. Supplier Refund

Step 1


After the supplier has paid, the supplier can enter and manage the

refund business.

Key applications

1. Support manually enter supplier refund forms in A/P management.

2. Supplier refund orders can be approved, automatically written off and

generated vouchers.

3. Supplier refund documents support collection settlement in the cash

management collection workbench.

Main Operation Instructions of Supplier Refund

1

2

4


33

On the detail

page of supplier

refund form,

approval the

supplier refund

form.


enter the supplier,

settlement method,

refund details and

other information,

and click "save" to

complete the new

supplier refund.

Step 2

Step 3


34

In the collection

workbench, settle the

supplier's refund

form. The system will

automatically

generate the

collection voucher to

the general ledger

system. For voucher

template settings,

please refer to the

accounting platform

section of Accounting

Cloud User Manual -

Basic Data &

Accounting

Platform》.

Step 4

1

2

3

4


35

To delete a settled supplier refund order, first cancel the settlement in

the collection workbench. The default setting of the account book is

to enable automatic approval and bookkeeping. Therefore, when the

settlement is canceled, the general ledger will automatically delete the

associated voucher.

Then, in the

function of

supplier refund

form, query the

corresponding

supplier refund

form and click

Revoke approval.

Step 5

Step 6


36

In the supplier

refund form

function, query

the corresponding

supplier refund

form and click

delete.

Step 7


37

The Financial Processing of A/P Settlement

3.4. A/P Settlement


A settlement document is used to settlement between payment and A/P

in daily business. It is used to create settlement records between A/P,

payment and refund.

Settlement is the basis for accurately reflecting the relationship between

creditor's rights and debts at each aging stage of an enterprise. Manual

settlement and automatic settlement are supported.

Automatic settlement can be performed according to the settlement

rules set in the A/P parameters under the current accounting entity. After

automatic write off, a settlement document and voucher will be

generated automatically. The trigger time point of automatic settlement

is when A/P, payment and refund are all approved. The written off

document will update the balance of A/P, payment and refund note, until

it is 0, the document will no longer participate in settlement.

Key applications

Support automatic settlement and manual write off; support A/P and

payment write off; support A/P red ink and refund write off; support A/P

red ink and blue ink offset; support A/P and A/R write off, settlement in

the same currency and settlement in different currencies; support

manual settlement by debit matching and credit matching; support

prepayment settlement scheme according to payment agreement,

settlement by proportion and use first offset Settlement records will be

generated through the accounting platform.

If the current accounting period has been closed, it cannot be written off.

The settlement date will be set according to the default settlement date


38

Node:

Accounting

services →

Accounts Payable

→ financial

processing → A/P

settlement

rule of A/P parameters If a voucher has been generated for the

settlement document, the user will automatically delete the general

ledger voucher when canceling the write off. The voucher will be

generated when the settlement document is saved without approval. If

the debit and credit accounts of the settlement document are identical,

the system will automatically judge that there is no need to generate a

voucher.

Main Operation Instructions of A/P Settlement

Step 1

1

2

3

4


39

After clicking "add", enter the debit supplier, credit supplier and


write off document information. You can perform "credit matching"

and "debit matching" operations, and click "save" to complete the

addition.

In the settlement document editing interface, enter the debit

supplier, credit supplier and other information, and click search to

display the corresponding settlement document information. You

can perform credit matching and debit matching operations, and

click Save to complete the new A/P settlement.

Step 3

Step 2


40


41

The financial Processing of Debt Transfer

3.5. Debt Transfer


The debt transfer module supports the transfer of A/ P and payment

documents, and generates transfer vouchers. It can query the historical

transfer records to cancel the transfer. It supports the transfer of A/P

balance by supplier, department, project and operator.

Key applications

1. Transfer of accounts payable

When A/P item is transferred, the A/P items with A/P balance will be

filtered out by selecting the A/P item type in the query criteria. The

transfer amount can be entered and the transfer can also be cancelled.

After the transfer, a record of the transfer in party will be added to the

table body line of the A/P event, and the data of the original transfer out

record line will be updated. The dimensions of supplier, department,

project and operator are supported Transfer in.

2. Payment transfer

When payment transfer is performed, payment documents with payment

balance will be filtered out when payment document is selected as event

type of query criteria. Transfer fund line can be entered for transfer.

Transfer can also be canceled. After transfer, a record of transfer in party

will be added to the table body line of payment document, and the data

of original transfer out record line will be updated. Transfer in by

supplier, Department, project and operator dimension is supported.

3. Transfer record query


42

Node:

Accounting service

→Accounts Payable

→ Financial

Processing → Debt

Transfer

Step 1

Step 2

If you want to query the transfer record, you can select the transfer

record as the query condition event type, and query the A/P events and

payment documents that have been transferred.

Main Operating Instructions of Debt Transfer

After entering the node, enter the transfer out object, transfer out account

and other information, click "Search" to display the corresponding debt

transfer information. Select the transfer amount, transfer in object and

transfer in account, and click "Transfer".

2

3

4

1


43

Step 3

Step 4

The system

indicates that the

transfer is

successful.

In the debt transfer interface, select accounting entity (company),

transfer out object, transfer out account and transfer out type to

query transfer records.At the same time, the voucher is generated

automatically through accounting platform.


44


A/P Sub Ledger is used to query A/P and payment details in a specified

accounting period.

Key applications

It supports query of supplier A/P Sub Ledger and associated query of

documents.

Node:

Accounting

Service →

Accounts Payable

→ Accounting

Book → A/P

Sub Ledger

Main Operation Instructions of A/P Sub Ledger

Real Time Account Analysis

4.1. A/P Sub ledger

4. Accounting Report

Step 1

1

3

2

4


45

After entering the node, enter the period, supplier, currency and

other information, and click "query" to display the corresponding

A/P transaction Sub Ledger.

Note: In the upper right corner, you can perform "dimension

setting", "self-service analysis" and "export". User defined query

scheme is also supported.

Step 2


46


The A/P balance table is used to query the A/P and payment balance

summary within a specified accounting period.

Key applications

The A/P balance table can perform associated query on transaction Sub

Ledger for the amount of specified record line. The query criteria

include accounting entity and supplier, and the query results are jointly

filtered according to various conditions. User defined query scheme is

supported. Supplier A/P balance query and associated query on Sub

Ledger are supported.

Node:

Accounting Service

→Accounts

Payable→

Accounting book

→ A/P Bal Report

Main Operation Instructions of Balance Sheet Payable


4.2. A/P balance report

1

2

3 4

Step 1


47

After entering the

node, enter the date,

supplier, currency

and other


"query" to display the

corresponding A/P

balance table.

Note: Dimension

setting, self-service

analysis and export

can be performed in

the upper right

corner.

Step 2


48


4.3. Matured Debt Table

Step 1


The maturity debt table is used to query the due debts of an enterprise

up to a certain point in time.

Key applications

It supports the display of overdue days of documents and associated

query of event details.

Node:

Accounting

Services →

Accounts Payable

→Report→

Matured Debt

Table

Main Operation Instructions of Maturity Debt Table

1

2 3

4


49

Step 2

Enter the node,

then enter the

accounting entity,

deadline, currency

and other

information, and

click "query" to

display the due

debt table.

Note: self-service

analysis and export

can be performed

in the upper right

corner.


50


The aging analysis table is used to analyze the aging of suppliers in a

specific accounting period, and comprehensively display the distribution

of accounts payable aging. It can be used to judge the overall quality of

enterprise accounts payable and provide the basis for enterprises to

decide payment plans.

Key applications

1. One The A/P aging analysis table can query aging details and aging

summary balance tables.

2. Aging can be queried by posting date (document date) or due date as

the starting date of aging. User defined aging scheme can be used to

query aging according to different aging schemes.

3. It supports query by summary and details, and aging analysis by end

point method and time point method.

4. The query criteria include accounting entity, supplier, currency,

Department, item, document status, date range, specific overdue days,

etc. the query results are jointly filtered according to various conditions.


4.4. A/P Aging Analysis


51

Step 1

Node:

Accounting Service

→Accounts Payable

→ Report → A/P

Aging Analysis Table

Main Operation Instructions of Aging Analysis

Enter the node, enter the accounting entity, aging scheme, base date,

report type, analysis method and other information, and click "query"

to display the A/P aging analysis table.

Note: self-service analysis and export can be performed in the upper

right corner. Step 2

1

3

2 4


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A/P exchange gain/loss is used to calculate exchange gain/loss for A/P

documents and payment documents in foreign currency. It is

constrained by the parameter value of "exchange gain/loss method" at

company level.

Key applications

Three processing methods are supported for A/P exchange gain/loss

processing

1. Calculate exchange gain/loss at month end: exchange gain/loss is not

calculated for each A/P payment, but is uniformly calculated at month

end. When calculating exchange gain/loss at month end, you can select

whether to accrue by document or supplier;

2. Calculate the exchange gain/loss when the foreign currency balance is

settled: calculate the exchange gain/loss of the A/P business when the

payment is made in full;

3. Calculate realized exchange gain/loss: calculate the exchange

gain/loss for the paid business and include it in the realized exchange

gain/loss. For the unpaid business, it is included in the "unrealized

exchange gain/loss" at the end of the month and offset back at the

beginning of the next month.

Automatic Calculation of A/P Exchange Gain/Loss

5.1. A/P Exchange Gain/Loss

5. Period End Processing


53

Node: Accounting

Service →

Accounts payable

→ Period End

Processing → A/P

Ex. Gain/loss

Main Operating Instructions of A/P Exchange Gain/Loss

After entering the node, enter the calculation date to display the

corresponding payable exchange gain/loss information. Under each A/P

exchange gain/loss item, you can perform "trial gain/loss", "calculate

gain/loss" and "cancel calculation". For voucher template settings,

please refer to the accounting platform section in 《Accounting Cloud

User Manual - Basic Data & Accounting Platform》.

Step 1

Step 2

1

2

3

4


54


A/P settlement is mainly used to check and close accounts before A/P

system is closed. Closing check includes the check that A/P documents

are not approved, A/P documents are not generated vouchers, purchase

business documents are not approved, and A/P exchange gain/loss

calculation is checked. It helps financial accounting to locate closing

check problems quickly. The system supports closing and cancel closing

operations.

Key applications

1. After A/P settlement, no business is allowed in the current period.

2. A/P settlement supports check without generating voucher and A/P

document not approved. It also includes calculation check of A/P

exchange gain/loss, which checks but does not control closing. Only the

minimum non-closed closed period under the accounting entity can be

closed, and the system will automatically calculate the closing period.

The list shows the list of all periods in the accounting year in which the

minimum non-closed month is located.

Automatic Closing Check

5.2. A/P Closing


55

Node:

Accounting Service

→Accounts

Payable→ Period

End Processing →

A/P Closing

Main Operation Instructions of A/P Closing

Select month to

check after closing.

Step 1

Step 2

1

2

3

4


56

After clicking

"Closing Check",

we can perform

"recheck" or

"closing".

Step 3

Step 4

Click "Cancel

Closing" to cancel

closing after

closing

successfully.


57

Automatic Closing Check

5.3. A/P Auto Closing

Step 1


A/P management closing supports the definition of automatic monthly

settlement tasks and automatic closing operations. Time task

globalization multiple time zone: it is executed according to the time

zone conversion of accounting entity and account book.

Key applications

1. Add auto closing task, set auto closing parameters, and execute A/P

auto closing.

2. The closing check items executed by automatic closing check are the

same as those of A/R closing. After the closing check is passed, the

automatic closing task of the month will be completed.

3.

Node: accounting

service →

Accounts Payable

→ period end

processing → A/P

auto closing

Main Operation Instructions of A/P Auto Closing

1

2

3

4


58

Step 2

After entering the node,

you can perform "Edit",

"delete", "copy" and

"disable" under the

existing A/P auto

closing task, and click

the title to display the

details. Click "add main

task" to add a new A/P

automatic closing task.

Click "add main task",

input accounting

entity, task code, task

name and other


"save" to complete

the new A/P

automatic closing

task.

Step 3


59

Step 4

Click the title of the

existing A/P

automatic closing

task, and then you can

"disable" and "delete"

in the upper right

corner. In the basic

information, you can

view the information

of A/P auto closing

sub-task.


60

Vocabulary Description

Accounting entity All attributes are the organization unit of accounting entity. The

accounting entity file reference lists all accounting entities that the

user can access. When you create an accounting entity, the A/P

parameter will automatically create the default parameter of the

accounting entity.

Default

settlement date

The document date of the settlement document, which is created

according to the system date of the settlement day. Business date: the

date when the settlement document is created according to the

maximum value of the debit / credit date of the settlement document.

Settlement order The latest balance method and earliest balance method are the earliest

balance method by default, that is, the payable balance generated first

is written off first.

Sort date There are three options: document date, account opening date and

due date.

Automatic

settlement

When automatic settlement is enabled, the system will automatically

settlement the document when it is approved according to the

dimension of the settlement rule. It is recommended for users to use

and improve efficiency.

Settlement rules When settlement rules are used, you can select different settlement

rules automatically. The default value is supplier, that is, the supplier of

both documents will be automatically written off at the same time.

Users can also add dimensions. For example, if the same supplier and

department are the same, both suppliers and departments will be

checked. The dimensions that can be checked are: order number,

department, project and business representative. Supplier must be

checked, that is, once automatic settlement is enabled, the supplier

Appendix: definition of vocabulary


61

must be the same. Note: when there are multiple dimensions, if a

dimension is empty, it will not be considered as the same, and it needs

to be written off manually. As mentioned above, when the Department

is blank, it is also considered that the same department will be settled.

Calculation

method of

exchange gain

and loss

Drop down options are supported: 1) unified calculation at month end;

2) calculation at settlement of foreign currency balance; 3) calculation

of realized exchange gain/loss.

Calculation

dimension of

exchange

gain/loss

Calculation by document dimension and supplier dimension is

supported.

Event type The system defaults to other payables.

Transaction type Transaction type is the subdivision of business under each item type.

Document date The opening document date can only be entered before the opening

period. The default is the day before the activation period.

Payment method According to the business attributes of the payment method,

determine whether to enter the payee/payment bank account and

receiving/payment cash account.

⚫ When the business attribute of payment method is bank: payee

or payment bank account is required

⚫ When the business attribute of payment method is cash, the

receiving or payment cash account is required

Payment bank

account

When the payment method is bank, relevant fields must be entered to

obtain the default enterprise bank account of the current accounting

entity.


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Payment cash

account

When the payment method is cash, relevant fields must be entered to

obtain the default enterprise cash account of the current accounting

entity.

Receiving bank

account

When the payment method is bank, relevant fields must be entered to

obtain the default enterprise bank account of the current accounting

entity.

Receiving cash

account

When the payment method is cash, relevant fields must be entered to

obtain the default enterprise cash account of the current accounting

entity.

Supplier Only suppliers belonging to the selected accounting entity can be

listed in the supplier file.

Currency The currency file defaults to the functional currency of the primary

account book corresponding to the accounting entity. The currency in

which the exchange gain or loss is to be calculated (in the exchange

gain or loss payable).

Exchange rate

type

It is the exchange rate type of the A/P business account book of the

accounting entity by default. When the exchange rate is modified

manually, the exchange rate type will automatically change to the user

type.

Exchange rate Select the exchange rate of the date and currency in the

corresponding exchange rate type. If there is no exchange rate, it will

be blank and you can edit it by yourself.

Accounts payable Refer to the account file.

Expense account Refer to the account file.

Payment

settlement

account

Refer to the account file.


63

Payment type File reference: the system preset the following payment types:

prepayment, accounts payable, deposit, quality assurance deposit,

deposit, expense, discount and interest.

Settlement date Generation date of settlement form

Bill amount Settlement amount (in payable write off)

Voucher status Generate voucher update generated

Transaction type Supplier

Settlement

amount

Amount in original currency written off

Settlement

amount in local

currency

Amount written off in local currency

Exchange rate of

Chinese currency

Exchange rate corresponding to intermediate settlement currency

Settlement

amount in

Intermediate

currency

Amount settled in Intermediate currency

Transfer object Transfer in objects support suppliers, projects, departments and

business representatives

Transferred

account

Select the corresponding file according to the transfer in object

Transfer amount The amount in original currency transferred is less than the balance of

the payable or payment note

Transfer amount

in local currency

The opening document date can only be entered before the opening

period. The default is the day before the activation period


64

Date of account

establishment

Date of account establishment on the document

Current debit

original currency

Current debit amount in original currency

Current debit

local currency

Current debit amount in local currency

Current credit

original currency

Credit amount in original currency of current period

Current credit

local currency

Current credit amount in local currency

Ending balance in

original currency

Ending balance in original currency

Closing balance in

local currency

Ending balance in local currency

Opening balance

in original

currency

Opening balance in original currency

Opening balance

in local currency

Opening balance in local currency

Current debit

original currency

Current debit amount in original currency

Current debit

local currency

Current debit amount in local currency

Current credit

original currency

Credit amount in original currency of current period

Current credit

local currency

Current credit amount in local currency


65

Ending balance in

original currency

Ending balance in original currency

Closing balance in

local currency

Ending balance in local currency

Document

number

A/P Document Number

Due date Due date of documents

Original currency

of document

amount

Amount in original currency

Document

amount in home

currency

Amount in local currency of documents

Balance in original

currency

Original currency balance of documents

Balance in local

currency

Document balance in FC

Expiration days Overdue days of documents

Document type Document types of A/P, payment and supplier refund in A/P

management

Document date Document date display

Bill amount Corresponding document amount

Balance Corresponding document balance

Balance in original

currency

Amount in original currency of this currency in the business document


66

Balance in local

currency

Balance in functional currency of business documents

Adjustment of

exchange rate

Exchange rate of exchange gain and loss calculation

Original currency

balance after

adjustment

Balance in original currency after exchange gain/loss adjustment

Adjusted local

currency balance

Balance in local currency after exchange gain/loss adjustment

Local currency

balance

Equal to the difference between the adjusted balance in local currency

and the balance in local currency

Check of items

without

generating

voucher

Check whether vouchers are generated for all transactions in A/P

management

Review of items

not approved

Check whether the A/P management documents have been approved

Exchange gain

and loss

calculation check

When the exchange gain/loss is the one-off calculation method at the

end of the month, check whether the exchange gain/loss is calculated

in the current month

Task name Define automatic monthly settlement task name

Reminder time Set the execution time of automatic monthly settlement

Number of

reminders

Set the number of automatic monthly closing reminders

Time interval Setting automatic monthly settlement interval


67

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