SAP BusinessObjects Intercompany User Guide€¦ · Field sizes for invoice and balance templates ... Thousand separator symbols [page 221] What's New in SAP BusinessObjects Intercompany

User Guide CUSTOMER

SAP BusinessObjects IntercompanyDocument Version: 10.0 Support Package 17 – 2018-01-05

SAP BusinessObjects Intercompany User Guide

Content

1 What's New in the SAP BusinessObjects Intercompany User Guide. . . . . . . . . . . . . . . . . . . . . . . . . 7

2 Introduction to SAP BusinessObjects Intercompany. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112.1 Introduction to the documentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112.2 If you encounter a problem. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

3 General interface information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133.1 Languages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

To select the application language. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .133.2 Saving changes in the database. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133.3 Intercompany interface tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133.4 Navigation in list boxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143.5 Navigation tree in the Balances page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

4 General user tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164.1 Logging in to the application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

To log in to the application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164.2 Viewing and modifying your personal data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174.3 Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Balance page filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Filtering objects using the Search function. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

5 The reconciliation process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .225.1 Reconciliations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Reconciling balances in group currency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225.2 Starting the reconciliation process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235.3 Balances pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Detail by partners page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Detail by parent accounts page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Detail by transaction currencies page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Detail by child accounts page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

5.4 Creating and opening balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28To select a declaring company. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29To select a period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29To create or open a balance row. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

5.5 Entering amounts in balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Journal account resets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Attaching a standard comment to a balance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

2 C U S T O M E RSAP BusinessObjects Intercompany User Guide

Content

Attaching a file to a balance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Entering a comment for a balance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Communicating with the partner via statuses and actions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Resetting and removing balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

5.6 Updating Financial Information Management data from Intercompany . . . . . . . . . . . . . . . . . . . . . . . . .365.7 Freezing a company balance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

To freeze the balances of a company and of all its partners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38To freeze/unfreeze the relationship between a company and a single partner. . . . . . . . . . . . . . . . . . 38To freeze/unfreeze the balances of a company against all its partners . . . . . . . . . . . . . . . . . . . . . . . 38

5.8 Entering invoice amounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39To enter an invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Invoice updates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Invoice comments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41Invoice standard comments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42Attaching a file to an invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43Invoice grouping and reconciliation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

5.9 Tracking progress via emails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48To start or stop receiving detailed emails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

5.10 Reports on balances and invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Viewing reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Report contents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50To delete a report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

5.11 Exporting data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53To enable the data filter for balance and invoice exports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Exporting balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Exporting balances to SAP BusinessObjects Financial Consolidation. . . . . . . . . . . . . . . . . . . . . . . . 55Exporting invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57Exporting journals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

5.12 Balance Statuses and Actions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59List of available balance statuses and corresponding actions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60Reconciliations without materiality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61Reconciliations with materialities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Reopening reconciled balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

5.13 The Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64To Export the Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65To send an Email to Company Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

6 Administration of the application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 666.1 Intercompany databases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Managing database connections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Defining the database structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

6.2 Importing invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

SAP BusinessObjects Intercompany User GuideContent C U S T O M E R 3

Replacing or totaling invoice balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136To import invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136Parallel processing when importing files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .137Consulting import and export results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .138

6.3 Reconciliation calculation methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139To create a new invoice reconciliation matching rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

6.4 Starting and stopping the reconciliation process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141To manually start the reconciliation process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141To manually stop the reconciliation process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142To configure start and stop dates for the reconciliation process . . . . . . . . . . . . . . . . . . . . . . . . . . .142

6.5 Opening and closing periods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142To open a period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143To open all of the periods at once. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143To close a period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143To close all the periods at once. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

6.6 Running the forced reconciliation process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .144To run the forced reconciliation process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .145To restore data after running the forced reconciliation process. . . . . . . . . . . . . . . . . . . . . . . . . . . .145To consult log files after running the forced reconciliation process. . . . . . . . . . . . . . . . . . . . . . . . . 146

6.7 Exporting balance amounts to SAP BusinessObjects Financial Consolidation. . . . . . . . . . . . . . . . . . . . 1466.8 Freezing and unfreezing company balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

Authorizing unreconciled company balances to be frozen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147Authorizing Users to freeze companies with unreconciled balances. . . . . . . . . . . . . . . . . . . . . . . . 147Freezing company balances at the end of the reconciliation process. . . . . . . . . . . . . . . . . . . . . . . . 148

6.9 Invoice grouping and reconciliation setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149Creating balances by importing or creating invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149Invoice rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .155

6.10 Purging balances and invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156To purge balances and invoices simultaneously. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156To purge invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157To purge balances and invoices for all of the periods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

6.11 Deleting invoices by company, parent or child account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157To delete invoices by company. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158To delete invoices by parent account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158To delete invoices by child account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

6.12 Templates for data import and export. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .159Template lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160Account templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .161Account/Journal Account Relationships templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163Account Group templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164Balance templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164


Content

Company templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169Company group templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171Currency templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172Invoice templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175Journal Export templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178User templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179User/User Group Relationship templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .182User Group templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183User Group/Company Relationship templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183User/SAP BusinessObjects Financial Consolidation Connection Relationships Templates. . . . . . . . 184Journal Account templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184Field sizes for invoice and balance templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185

6.13 The application login page text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186To display a customized login page text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

6.14 Emails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187Global emails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187Automatic detailed emails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188Automatic summary emails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190Email delivery control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

6.15 Status properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191Status symbols and descriptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192To configure status properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

6.16 Difference calculation type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197To set the difference calculation type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .198

6.17 Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .198To set the category. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199

6.18 Data entry period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199To set the data entry period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199

6.19 Audit ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .199To set the audit ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .200

6.20 Default flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .200To set a flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

6.21 Report administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200Balance reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201Invoice reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203Additional reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205Activating report types and columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216Report formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216Report interface styles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217To delete reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

6.22 Balance and invoice interface display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

SAP BusinessObjects Intercompany User GuideContent C U S T O M E R 5

To define the column interface display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2196.23 Decimals in balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219

To store decimals in the database. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2206.24 Archiving balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .220

To archive balances by period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220To restore archived balances by period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221

6.25 Thousand separator symbols. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221To activate the thousand separator symbol. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222

6.26 Access to company details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222To allow access to company details for all users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

7 Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224


Content

1 What's New in the SAP BusinessObjects Intercompany User Guide

Links to information about the new features and documentation changes for SAP BusinessObjects Intercompany.

What's New in SAP BusinessObjects Intercompany 10.0 Support Package 17 Patch 3 (July 2017)

Table 1:

What's new Link to more information

New user profiles related to Personal Data Modifications Functions by user profile [page 89]

The chapter "Changing your user information" has been updated to include the logging of personal data modifications.

Viewing and modifying your personal data [page 17]

What's New in SAP BusinessObjects Intercompany 10.0 Support Package 17 (November 2016)

Table 2:


You can now create multiple connections to SAP BusinessObjects Financial Consolidation data sources

Creating multiple connections to SAP BusinessObjects Financial Consolidation [page 70]

When importing several balance or invoice files concurrently in Intercompany, the files are processed in parallel. This increases the efficiency of the intercompany reconciliation process. A new Import/Export setting, Allow Import Running in Parallel, allows concurrent data imports of balance and invoice files, as long as the Intercompany reconciliation process is running. It is deactivated by default.

To activate parallel file processing when importing files [page 138]

To manage the performance impact on the Intercompany application and database servers, it is now possible to specify an upper limit for the number of invoice and balance imports that can run in parallel using the Maximum Number Of Parallel

Imports control on the Administration Settings Import/

Export settings page.

Importing data [page 121]

SAP BusinessObjects Intercompany User GuideWhat's New in the SAP BusinessObjects Intercompany User Guide C U S T O M E R 7


You can now choose not to display the Currency Translation in the page where you create a new balance, using the new option Transaction currency manually filled when entering a

balance in “ Administration Settings Metadata

Settings .

It is now possible to create user profiles and define rights of each user profile in addition to the six default existing ones. You can modify the rights in the six default user profiles, except for the User Right “Administrator”, which must always have all the rights.

User profiles [page 88]

You can now define who will receive the summary email, via a new functional right proposed in the user profile.

Automatic summary emails [page 190]

A monitoring dashboard has been implemented in order to help supervisors monitor the reconciliation process.

The Dashboard [page 64]

What's New in SAP BusinessObjects Intercompany 10.0 Support Package 11 (October 2013)

Table 3:


Partners can now add comments to invoices. Invoice comments [page 41]

A new option is available in the Invoice Settings to allow partner comments.

If this option is enabled, a new report column, Comment Last Modified By , becomes available for the report Unassigned Unreconciled Invoices - All Fields. The column specifies who last modified the comment: the Partner or the Company.

Creating balances by importing or creating invoices [page 149]

A new option, Automatically reconcile companies flagged as "Non Intercompany", is available in the Forced Reconciliation Settings page, enabling you to automatically reconcile balance amounts with companies designated as non intercompany.

Setting up the forced reconciliation process [page 118]

A new property, Non Intercompany entity, is availalable on the company properties page. When this option is enabled, each balance entered against this company is automatically reconciled.

NoteThis property is only available if the Administration option Automatically reconcile companies flagged as "Non Intercompany" is enabled.

Company properties [page 84]


What's New in the SAP BusinessObjects Intercompany User Guide


A new option, Remember last user selections in import pages, is available in the Import/Export settings page. When this option is enabled, the last selections you made on the invoice or balance import pages are saved, and are automatically filled in for you the next time you perform an import.

Remembering previously specified selections in import pages [page 132]

What's New in SAP BusinessObjects Intercompany 10.0 Support Package 06 (February 2012)

Table 4:


Added information to the documentation on the following new profiles:

● Application Administrator● User Administrator

Functions by user profile [page 89]

Read-only access to company details can be given to all users. Access to company details [page 222]

Thousand separators can now be activated on Import pages as well as Export pages.

Thousand separator symbols [page 221]

What's New in SAP BusinessObjects Intercompany 10.0 Support Package 02 (April 2011)

Table 5:


A new topic on template field sizes has been added to the documentation.

Field sizes for invoice and balance templates [page 185]

Added information to the documentation on the Divide Exported Amounts by a Thousand option.

To set the SAP BusinessObjects Financial Consolidation parameters [page 68]

What's New in SAP BusinessObjects Intercompany 10.0 Support Package 01 (February 2011)

Table 6:


The Allow Export of Unfrozen Company Balances option has been added.

Exporting balance amounts to SAP BusinessObjects Financial Consolidation [page 146]

SAP BusinessObjects Intercompany User GuideWhat's New in the SAP BusinessObjects Intercompany User Guide C U S T O M E R 9


In Administration Settings SAP BusinessObjects

Financial Consolidation Settings , the setting Transaction Currency Code has been renamed Transaction Currency Dimension Code

To set the SAP BusinessObjects Financial Consolidation parameters [page 68]

The following report styles have been renamed:

● Normal is now Report Parameters● Headings is now Column Headers● High is now Aggregated Rows● Medium is now Detailed Rows

Report interface styles [page 217]

Some columns of information in the user and account import files must use the English terms.

Files for importing users and accounts [page 122]


What's New in the SAP BusinessObjects Intercompany User Guide

2 Introduction to SAP BusinessObjects Intercompany

SAP BusinessObjects Intercompany is a web application that enables you to manage the reconciliation process.

In the application, reconciliations are dealt with as follows:

● Peer-to-peer reconciliations are in real time. The head office does not validate peer-to-peer reconciliations; only the companies that perform the transactions are involved in reconciling the balances.

● Adjustments are made when necessary.● The head office ensures that the reconciliation process is trouble free, and acts as referee when differences

remain.● Amounts are integrated in the consolidation packages.

The reconciliation process works as follows:

● The Administrator configures the reconciliation process by configuring the database and connections, and then starts the process.

● Users of all profiles log in to the application to perform specific tasks in the reconciliation process.● At the end of the reconciliation process, the Administrator or Application Administrator runs a forced

reconciliation, then freezes balances.● Users then export the balance amounts and journals.

2.1 Introduction to the documentation

The user documentation offers general and in-depth information on the application.

There are six default user types in Intercompany:

● The Administrator can perform all functions in Intercompany.● The Application Administrator has all the rights of the Administrator, except for database configuration and

user and user group management.● The User Administrator manages users and user groups.● Interactive Users add, modify, and delete balances and invoices, perform invoice matching, import and export

balances and invoices, and create reports and freeze companies.● Power Users monitor the progress of the companies within their scope of responsibility. Power users can also

export balances and invoices, build reports, and freeze and unfreeze companies.

SAP BusinessObjects Intercompany User GuideIntroduction to SAP BusinessObjects Intercompany C U S T O M E R 11

● View Users consult data and monitor how balances are progressing. View Users can also export balances and invoices and build reports.

Related Information

User profiles [page 88]

2.2 If you encounter a problem

If you do not find the answers you need in the documentation, inform the SAP BusinessObjects Intercompany Administrator. This correspondent groups questions and presents them to SAP Business Objects software support.

Before SAP BusinessObjects Intercompany Administrators contact the SAP customer support, they need to find the following information:

● The software version installed on your workstation● The computer environment used, for example, Web, Citrix, or Windows● The type of database and the version, for example, Oracle or Microsoft SQL Server● The server and client workstation operating systems● The network connection, such as RNIS, WAN, or LAN, and any other software components used, such as

Internet Explorer, IIS, or Apache● The exact content of the messages that appeared on your screen when the error occurred● A description of what occurred and what action you were performing at the time● How you tried to solve the problem

Do not hesitate to send the correspondent any screen shots, reports, error messages, or any other element to help solve the problem.


Introduction to SAP BusinessObjects Intercompany

3 General interface information

The application offers shortcuts and links to help you move easily and quickly between tabs and pages.

3.1 Languages

Users select a default language that affects all text components of the web site pages, for example, tabs, commands, windows, and online help, and all of the names and descriptions stored in the database.

3.1.1 To select the application language

Procedure

1. Click the Language link.

The Language dialog box appears.2. Click the language you want to apply.

The dialog box closes and the web page text is changed to the language you selected.

3.2 Saving changes in the database

Once you have created an object, the Update button replaces the Create button and is used to save any changes you make including:

● changes made to an object● balances entered

3.3 Intercompany interface tabs

The interface tabs include the following tabs that correspond to the main functions in the application:

● Balances, for all users, which contains the balance and invoice pages● Import/Export, for Administrators, Application Administrator, and Interactive Users to find import and export

templates and reports to customize and execute

SAP BusinessObjects Intercompany User GuideGeneral interface information C U S T O M E R 13

● Reports, for all users to go to for generating reports● Administration, contains features managed by Administrators and the Your Profile settings for users

3.4 Navigation in list boxes

In the selection lists, the following icons enable you to:

Table 7:

Return to the first page

Return to the previous page

Go to the next page

Go to the last page

3.5 Navigation tree in the Balances page

In the Your Profile options, you can activate in the Balances pages and lists, a tree through which you can navigate the invoices and balances of companies, accounts and transaction currencies.

The tree shows at a glance the reconciliation status of an account or currency and the group difference.

List of Balances navigation

Selecting an item from the tree in the List of Balances tab displays the corresponding balance page, like:

● Detail by partners● Detail by parent accounts● Detail by transaction currencies● Detail by child accounts

List of Invoices navigation

Selecting an item from the tree in the List of Invoices tab displays the corresponding list of invoices.


General interface information

Related Information


SAP BusinessObjects Intercompany User GuideGeneral interface information C U S T O M E R 15

4 General user tasks

This section explains how to:

● log in to the application● change your user information● delete objects● work with filters

4.1 Logging in to the application

Once the Administrator or Application Administrator has started the reconciliation process, users log in to the application using the user name and password assigned to them by the Administrator or User Administrator.

NoteIf the reconciliation process is not running, you cannot connect to the application.

NoteThe Administrator or User Administrator assigns a language to each user. When a user connects to the application, the application opens in the language that has been assigned to that particular user. Users can change the language.

Related Information

Languages [page 13]

4.1.1 To log in to the application

Procedure

1. Enter the Internet address provided by the Intercompany Administrator or User Administrator in your web browser.

2. Enter your user name and password.


General user tasks

NoteThe password is case sensitive, however the user name is not, for example you can enter it indiscriminately in uppercase or lowercase letters.

3. Click Log On.

NoteIf you have problems connecting, contact the Intercompany Administrator or User Administrator.

○ If this is not the first time you have logged in, the Balances tab appears displaying the balances.○ If you are logging in for the first time, you need to change your password.

If there is more than one period open, then you also need to select a period.

4. Select the company on which you want to work by clicking to the right of the current company name.

NoteTo log out of the application, click the Log off link.

4.2 Viewing and modifying your personal data

In Administration Your Profile , users can change and delete the following information for their account:

● Name● Password● Email address● Phone and fax numbers● Address● whether or not they want to receive detailed emails

Users also have the following options:

● to store the last balances page used in the memory,● to display the code and description of objects displayed in the balances page,● to activate the navigation tree view in the Balances tab.

In Administration Settings Personal Data Modification Settings , the administrator of the application can activate a log that traces any modification made to the following personal data for each user:

● Code● Description● Email Address● Phone● Fax● Mobile

SAP BusinessObjects Intercompany User GuideGeneral user tasks C U S T O M E R 17

● Address

The administrator of the application can also generate an export file with your personal data information.

NoteTo find out more about Data Privacy, you can consult the "Data Protection and Privacy" chapter of the Security guide.

Related Information

Tracking progress via emails [page 48]

4.3 Filters

Users create filters to customize the information on a page. At any time these restrictions can be deactivated so that all application objects appear on screen.

A Balance page display filter for a specific company can be saved and affects the Balance page view every time a user opens the page, until the filter is deactivated. An ad hoc filter uses the Search options when available to limit the informations shown on a page.

The filter lasts only as long as the user views the page before changing to another page.

4.3.1 Balance page filters

Users create filters to customize the options displayed in the Balances pages. At any time the restrictions can be deactivated so that all application objects appear on screen.

Related Information

Account groups [page 97]


General user tasks

4.3.1.1 To set a Balances page filter

Procedure

1. In the Balances page, select the Filter tab.

2. To filter by a Status in currency pages and when entering child amounts, click and select a status.3. To filter by a Group Status in partner and parent account pages, select one of the following:

○ Reconciled○ Not Reconciled

4. To filter by a Matching Difference in the Group currency, select >= or <= and enter a threshold amount.

5. To set the Partner with which the current company performed the transaction, click and select a company code.

6. To filter by accounts affected by the transaction:

a. Click .b. Activate the accounts.c. Click Select.

7. To filter by an Account Group, click and select a group from the list.

8. To filter by the transaction currency, click and select the currency from the list.9. To filter out balances that have no standard comments, select Standard Comment.10. To filter by a partner's timestamp, for example when the partner last made changes to the balances in

question, activate one of the following:

○ Start/FinishSet the start and finish date and time.

○ Last Day CountEnter the number of days corresponding to the display of the last partner balances which have been modified. For example, if you enter "5", only the partner balances which have been modified during the last five days will be displayed. The maximum value is 99,999.

11. Click Save.

4.3.1.2 To store the last balances page used in the memory

Procedure

1. In the Administration tab, click Your Profile.2. Activate Remember Last Balance Page.3. Click Update.


4.3.1.3 To activate code and description display in the Balances page navigation row

Context

To ensure that the navigation row is not too long, you can choose to display only the codes.

Procedure

1. In the Administration tab, click Your Profile.2. From the Balance Page Navigation Option list, select one of the following:

○ Show Code○ Show Description○ Show Both

3. Click Update.

4.3.1.4 To remove a filter and display all objects in the Balances page

Procedure

1. Click Filter in the navigation bar.2. Click Clear.

The filter is removed and all objects appear in the balances page.

4.3.1.5 Toggling between filters

To toggle filters in the balances page click the Toggle Filters link in the navigation bar.

NoteIf this link is not displayed, it means that no filters have been defined in the Filter page.

4.3.2 Filtering objects using the Search function

Use the Search function to filter the objects displayed on the following pages:


General user tasks

● From the Import/Export tab:○ any data or metadata template page○ the Previous Imports/Exports page

● From the Administration tab:○ the Purge Balances/Invoices page○ the Logged On Users page○ any System category sub-page○ any Metadata category sub-page

This filter is not stored in the memory.

For example, search in the Users system page for Smith. The list is filtered to show only names with Smith. Navigate to another page, like Administration Metadata Currencies . When you return to the Users system page, the entire list of users appears.

4.3.2.1 To filter data using Search

Procedure

1. In a page with the Search feature, select the criteria from the list or enter text in the relevant text boxes.

TipIf there is a long list of companies, and you want to find a company quickly, enter the first letters of the company name.

2. Click Search.


5 The reconciliation process

During the reconciliation process, different users perform different tasks:

● Administrators and Application Administrators import balances.● Interactive Users enter data manually and import balances.● Power Users monitor the progress of the companies in their scope of responsibility by consulting balances and

using reports. Power Users can also act as referees when two companies do not agree, for example by adding comments, and can freeze company balances.

● View Users consult data and monitor how balances are progressing by consulting balances and reports.

Related Information

User profiles [page 88]Balances pages [page 24]Importing data [page 121]

5.1 Reconciliations

The Administrator or Application Administrator specifies how balances are reconciled.

This is useful when:

● a materiality value is being used● the amounts are entered in several transaction currencies for the same parent account

5.1.1 Reconciling balances in group currency

If several transaction currencies are used for the same parent account, amounts can be reconciled in two ways:

● If the total difference at group row level is greater than materiality, the status for the group row is Unreconciled, even if the statuses of the balances in individual currencies are reconciled. The total group row difference is more important than the individual balance statuses for each currency.In the following example, materiality is set at 100 dollars and the reconciliation mode is Group Row Difference.


The reconciliation process

● If the balance status for each currency is Reconciled, the status for the group row total is Reconciled even if the difference at group row level is greater than materiality. Here, the individual currency balance statuses are more important than the total group row difference.In the following example, materiality is set at 1000 dollars and the reconciliation mode is Balance Status.

NoteIf only one transaction currency is used, the first method is applied. If there is no materiality threshold, neither method is use. The amount translation mode can then no longer be changed unless the process is stopped and there are no balances in the database.

5.2 Starting the reconciliation process

Once the Administrator or Application Administrator has configured the database, the reconciliation process can start.

NoteOnce the process is started, the Administrator or Application Administrator cannot make any changes to the database structure.

SAP BusinessObjects Intercompany User GuideThe reconciliation process C U S T O M E R 23

The Administrator or Application Administrator starts the process manually, users then have access to the database and are able to enter data.

Related Information

Starting and stopping the reconciliation process [page 141]

5.3 Balances pages

A balance is an amount entered in the database. There are two ways of loading balances:

● Manual data entry, which involves creating and entering an amount for a balance by the Administrator, Application Administrator or Interactive User. You can enter balances one at a time, or as part of a multiple balance entry. See the topic To create or open a balance row.

● Import from a file by the Administrator, Application Administrator or Interactive User.

In the Balances page, there are the following tabs:

● List of Balances, which defaults to the Detail by partners page.● List of Invoices, which defaults to the Invoices page.● Filter, in which you can configure a filter on the balances and invoice pages. See the topic Balance page filters.● Dashboard, in which you can monitor the complete reconciliation process in one page.

The column headers and order are defined by the Administrator or Application Administrator.

Related Information

To create or open a balance row [page 29]Importing data [page 121]Entering amounts in balances [page 30]Balance page filters [page 18]Navigation tree in the Balances page [page 14]

5.3.1 Detail by partners page

The Detail by partners page offers an overview of how the current company and its partners are progressing with the reconciliation. You can also freeze and unfreeze the company on this page. If you freeze a company, the balances of all of its partners are frozen.

To go to an account detail page from this page, do one of the following:



● Click the partner code in the table.● Select the partner code in the navigation tree.

Detail by partners table columns

The Detail by partners page can include the following columns:

● Partner Code● Partner Description● Partner Status, which indicates the status of the relationship between your company and the partner. The

status is either Reconciled or Not Reconciled.● Group Difference, which indicates differences in Group currency.● Contact. Click the envelope icon to see the contacts of the partner.● Balance Count, which indicates the number of amounts entered.● Company Timestamp, which indicates when the balances were last changed.● Partner Timestamp, which indicates when the partner's balances were last changed.

Note

You can create an ad hoc filter in the following columns:

● Partner Code● Partner Description● Partner Status

Related Information

To create or open a balance row [page 29]Filtering objects using the Search function [page 20]Freezing a company balance [page 37]

5.3.2 Detail by parent accounts page

The Detail by parent accounts page offers an overview of how the current company and the selected partner are progressing with the reconciliation for all of the accounts. You can also freeze and unfreeze items on this page.

To go to the details of a currency transaction from this page, do one of the following:

● Click the account code in the table.● Select the account code in the navigation tree.


Detail by parent accounts table columns

The Detail by parent accounts page can include the following columns:

● Side, detailing the company, partner, and group difference.● Account Code● Account Description● Group Status, which indicates the status of a particular parent account: this is either reconciled or not

reconciled.● Group Amount, which indicates amounts in Group currency.● Balance Count, which indicates the number of amounts entered.● Timestamp, which indicates when the balances were last changed.

Note


● Account Code● Account Description

Related Information

To create or open a balance row [page 29]Filtering objects using the Search function [page 20]Freezing a company balance [page 37]

5.3.3 Detail by transaction currencies page

The Detail by transaction currencies page offers an overview of how the current company and the selected partner are progressing with the reconciliation for the selected account and all the transaction currencies.

To see details of the child currency account from this page, do one of the following:

● Click the currency code in the table.● Select the currency code in the navigation tree.

Detail by transaction currencies table columns

The Detail by transaction currencies page can include the following columns:

● Side, detailing the company, partner, and group difference.● Currency Code, which indicates the transaction currency codes.



● Transaction Status, which indicates the status of the balance.● Transaction Amount, which indicates the amounts expressed in transaction currency.● Local Amount, which indicates the amounts expressed in local currency.● Group Amount, which indicates the amounts expressed in Group currency.● Balance Count, which indicates the number of amounts entered.● Standard Comment● Comment● File● Timestamp

Note

You can create an ad hoc filter in the following column:

● Currency Code

Related Information

Status symbols and descriptions [page 192]To create or open a balance row [page 29]Filtering objects using the Search function [page 20]

5.3.4 Detail by child accounts page

The Detail by child accounts page enables you to enter or consult amounts. It also displays the breakdown of the balances in the following tables:

● Company Child Accounts● Partner Child Accounts

You can also choose to hide zero balances on this page.

Accounts table columns

The child account table can include the following columns:

● Reconciled/unreconciled status● Account Code● Account Description● Side, indicating the status of the current parent account.● The Account Code, which can contain references to SAP BusinessObjects Financial Consolidation account

flows.


● Group Amount, which converts the local or transaction currency amounts, depending on the Administrator or Application Administrator's choice, into the Group currency.

● Transaction Amount and Local Amount, which enable you to enter balance amounts in transaction and local currency for each child account (depending on the Administrator or Application Administrator's selection).

● Reset Transaction Journal and Reset Local Journal, which enable you to define changed amounts as original amounts. These columns are useful for calculating differences stored in the journal accounts.

● Comment● File● Standard Comment

NoteIf there are invoices in the database, the Invoices column appears.

Note


● Account Code● Account Description

Related Information

Status symbols and descriptions [page 192]Journal account resets [page 31]Filtering objects using the Search function [page 20]

5.4 Creating and opening balances

All users can view and export balances; however only Administrators, Application Administrator and Interactive Users can import, create and modify balances. The Administrator or Application Administrator defines the declaring companies and the periods to which each user has access, as well as the columns and column order for the balance pages.

To create or open balances, the Administrator, Application Administrator or Interactive User can select the following (depending on the choices of the Administrator):

● a declaring companyThe declaring company is the company the current user is working on.

● a periodThe period is the date to which the amounts are linked.

● a partner● an account



● a currency

Usually, the Administrator, Application Administrator or Interactive User can change the currency selection; however the transaction currency can be imposed by the Administrator or Application Administrator. If this is the case, the Administrator, Application Administrator or Interactive User must select the Transaction currency manually filled in when entering a balance option, in the Administration > Settings > Metadata settings page.

When you log in for the first time, you must select a period and the company on which you want to work. The system remembers the period and company selected for the next time you log in. However, you can change the period and company whenever required if there are several periods and/or companies available.

Related Information

Translating amounts [page 81]

5.4.1 To select a declaring company

Procedure

1. In the Intercompany menu bar, click to the right of the current company.2. In the Companies dialog box, select a company.

5.4.2 To select a period

Procedure

1. In the Intercompany menu bar, click to the right of the current period.2. In the Periods dialog box, select a period.

5.4.3 To create or open a balance row

Context

The Add Multiple Balances and Add/Access Balance buttons are only available when the reconciliation process is running.


Procedure

1. In the parent account, partner, or transaction currencies page, do one of the following:

○ To add a single balance, click Add/Access Balance and select the required objects using the button.Depending on which type of page you are in, the Partner and Account fields may already be filled in.

NoteIf the Currency field is already filled in, then the Administrator or Application Administrator has chosen the transaction currency. You can select another currency to use when entering amounts.

○ To add more than one balance, click Add Multiple Balances.In the Add Multiple Balances page, you can add balances in one of the following ways:

1. Select objects using the button.2. Type in the text boxes.3. From an Excel sheet, copy and paste data, respecting the column order and number of rows in the

page. If there are more lines in the copied content than there in the page, the excess lines are not copied to the page.Select the required objects.

2. Select the required objects.3. Click Create.

If you were adding a single balance, a Detail by child accounts page appears for the parent account.

If you were adding multiple balances, the status column indicates by X or checkmark if each row was successful.

If some rows were not successful, click Delete Submitted to remove the successful items from the list and have shown only the unsuccessful items. A tool tip appears for each object on a line, so that you can know which object was incorrectly entered.

Once you have corrected the entries, click Create again. Repeat this operation until all rows are successfully created.

5.5 Entering amounts in balances

You enter amounts in the Company Child Accounts table in the Detail by child accounts page. The Administrator or Application Administrator has defined how Group currency amounts are calculated on the basis of the amounts entered.

Click Submit to save the amounts entered in the database.

NoteIf the Administrator has authorized the use of invoices, and Invoices Drive Balances option is not selected in the

Administration Settings Invoice Settings , then each time you click Submit, an error icon appears in the Invoices column in the Detail by Child Accounts page indicating that the balance amounts and the sum of invoices linked to the balances no longer correspond.



Related Information

Detail by child accounts page [page 27]

5.5.1 Journal account resets

If an error is made when entering data, you can enter the correct amount and define it as the original amount. The correct amount is then taken into consideration when the difference is calculated.

When the Administrator or Application Administrator has assigned each child account to a journal account, the following columns appear in the currency pages in which amounts are entered:

● Reset Transaction Journal● Reset Local Journal

This column appears when you can enter local currency amounts.

The original amount is the amount stored in the initial accounting system. The amount stored in the journal account, linked to the child account in which data is entered, is the difference between the first and last amounts saved in the database. The difference is called the adjustment amount.

Related Information

Journal accounts [page 104]Detail by child accounts page [page 27]

5.5.1.1 To reset a transaction journal amount

Procedure

1. In the page for entering amounts, enter the amount to be defined as the original amount in the Transaction Amount column.

2. Activate the Reset Transaction Journal column.3. Click Update.

5.5.2 Attaching a standard comment to a balance

Standard comments are pre-defined by the Administrator or Application Administrator. The post-it icon indicates that a standard comment is attached.


To consult a standard comment, in the Comments column click the post-it icon displayed beside the child account with the comment you want to consult.

5.5.2.1 To attach a standard comment

Procedure

1. In the Standard Comment column, click the plus icon displayed beside the child account containing the amount to which you want to add the comment.

2. Select the required standard comment from the list.3. Click OK.4. Click Update.

The post-it icon appears in the Standard Comment column.

5.5.2.2 To delete a standard comment

Procedure

1. In the Standard Comments column, click the post-it icon displayed beside the child account with the comment you want to delete.

2. Select - from the list.3. Click OK.4. Click Update.

5.5.3 Attaching a file to a balance

The paperclip icon indicates that a file is attached.

To consult a file attached to a balance, in the File column click the paperclip icon. The file opens.

5.5.3.1 To attach a file to a balance

Procedure

1. In the File column, click the + icon displayed in the row of the child account to which you want to attach the file.2. Click Browse.



3. In the Choose file dialog box, select the relevant file.4. Click Open.5. Click Attach.

5.5.3.2 To delete an attached file from a balance

Procedure

1. In the File column, click the - icon.2. Click Delete.

5.5.4 Entering a comment for a balance

The Administrator, Application Administrator, Interactive User, or Power User can enter a comment for each amount, for example to explain why an amount was entered or provide extra information about a particular balance.

The declaring company enters a comment in the Comment column of the Company Child Accounts table.

The partner can enter a comment on an amount in the Comment column Partner Child Account table.

The post-it icon indicates that a comment has been entered by the company and that it can be changed. The declaring company that entered the comment can see this icon. The post-it icon with a little padlock indicates that a comment has been entered by the company and cannot be changed. The partner can see this icon.

To consult a comment entered for a balance, click a post-it icon displayed beside the child account containing the amount with the comment you want to consult. The dialog box enabling you to consult the comment appears.

NoteComments can be entered depending on the balance statuses and the setting defined by the Administrator or Application Administrator. You can enter comments for certain statuses.

5.5.4.1 To enter a comment for a balance

Procedure

1. In the Comment column, click the plus icon displayed beside the child account containing the amount to which you want to add the comment.

2. Enter your comment.3. Click OK.


4. In the balance page, click Submit.

The post-it icon appears in the Comment column of the Detail by Child Accounts page.

5.5.4.2 To delete a comment entered for a balance

Procedure

1. In the Comment column, click the post-it icon displayed beside the child account with the comment you want to delete.

2. Delete the comment text.3. Click OK.4. In the balance page, click Submit.

The post-it icon disappears from the Comment column in the Detail by Child Accounts page.

5.5.5 Communicating with the partner via statuses and actions

Statuses and actions enable companies to communicate with each other regarding how the balances are progressing.

When you select a status, a dialog box appears and you select the action you want to perform.

For example, the Canadian Food company has requested the balances be reopened in order to change an amount. The UK Snacks company responds to this request. The UK Snacks user clicks the status. In the dialog box, UK Snacks accepts the balances be reopened so that Canadian Food can change their amount. The changes are saved. Another status replaces the first to indicate that UK Snacks accepted the request to reopen the balance.

If allowed by the Administrator or Application Administrator, each status change generates an automatic email to the company users, enabling them to keep track of progress.

Related Information

Balance Statuses and Actions [page 59]User Group statuses [page 194]Status symbols and descriptions [page 192]Tracking progress via emails [page 48]



5.5.5.1 To make a request or respond to a request

Procedure

1. In the page used for entering balances, click the company status icon.2. In the Detail by Child Accounts panel, select the status you want to propose or accept.3. Click Go.

The previous status is replaced by a new status, and the revised status appears on the partner's Detail by Child Accounts page.

5.5.6 Resetting and removing balances

Certain users are authorized to reset or delete amounts, including:

● Administrators and Application Administrators - authorized to change any balance in any company.● Interactive Users - authorized to change only the balances belonging to the companies to which they have

access.

NoteThe balances of frozen or partially frozen companies cannot be reset or removed.

Deleting and resetting a company's data is performed in a single action. This has the following impact:

● If the partners have not loaded the balances, all the amounts and balance rows are deleted.● If one or more partners have already loaded balances, only the amounts loaded by the declaring company are

reset. However, the balances and other amounts remain the same.

NoteThis action is performed when the reconciliation process is running.

Related Information

Authorizing Users to freeze companies with unreconciled balances [page 147]


5.5.6.1 To reset or remove company balances

Procedure

1. In the Administration tab, select Companies under Metadata.2. Click the link for the company on which you want to perform the action.3. Click Reset/Remove Balances.

A confirmation message appears.4. Click OK.

5.6 Updating Financial Information Management data from Intercompany

The Administrator or Power User can update data via SAP BusinessObjects Financial Information Management from Intercompany using the drill-to-origin set up by the Administrator.

To view balance data in Financial Information Management from Intercompany

In the Detail by child accounts page, click the Origin icon for a local or transaction currency amount.

Financial Information Management opens in a browser.

To view invoice data in Financial Information Management from Intercompany

In the Invoices page for a currency, click the Origin icon for an invoice reference.

Financial Information Management opens in a browser.

Related Information

Setting the connection to SAP BusinessObjects Financial Information Management [page 69]



5.7 Freezing a company balance

Once balances are frozen, no changes can be made to them. The freeze status is indicated by a snowflake icon:

.

Declaring companies are responsible for deciding when the balances are to be frozen once all of the work is complete and when the partners can no longer make any changes. Companies can freeze balances only if the company and partner both have the Agreed To Differ or Reconciled status.

By default, any users, except View Users, can freeze their company balances if they have been reconciled. However, if permitted by the Administrator or Application Administrator, users can also freeze all their company balances whether they are reconciled or not.

If a balance is frozen, neither the declaring company nor any of its partners can change it.

For example, if a user freezes the balances belonging to company 01 and its partner 04, no further balances can be added for either company. On the other hand, this does not affect the balances entered relating to company 01 by its partner 08. Balances can still be added for both companies.

NoteIf an error has been made, only Administrators or Application Administrators can unfreeze company balances, unless the Administrator or User Administrator gives Power Users the right to freeze companies.

NoteIf the Administrator or Application Administrator authorizes companies to freeze balances only when they have been reconciled, the companies can freeze balances only if the company and partner both select the Agreed To Differ status.

To freeze a company-partner pair, one side can freeze the balances for the pair.

In another example, the US Mag company has frozen the company-partner pair for itself and US Music, its partner. The snowflake icon appears at the end of the balance line in the balance table related to US Mag and US Music. However, in the US Music company Balances page there is no snowflake icon, which means that not all of its balances are frozen. The balances for the company-partner pair are frozen, but US Music's balances with other partners are not frozen by US Mag's action.

NoteYou must freeze balances before exporting them. If the balances for a company-partner pair have only been frozen by one company, only the balances belonging to that company are exported. The balances belonging to the company which did not perform a freeze operation are not exported.

Related Information

Authorizing Users to freeze companies with unreconciled balances [page 147]Status properties [page 191]


5.7.1 To freeze the balances of a company and of all its partners

Procedure

1. Do one of the following:

○ Click the Balances tab.The Detail by partners page appears.

○ Select Administration Companies > [company to be frozen].The selected company's page appears.

2. Click Freeze Company.


5.7.2 To freeze/unfreeze the relationship between a company and a single partner

Procedure

1. Click the Balances tab.2. Click the required partner.

The parent account page appears.3. Click Freeze Relationship or Unfreeze Relationship.

A confirmation dialog box appears.4. Click OK.

5.7.3 To freeze/unfreeze the balances of a company against all its partners

Procedure

1. Click the Balances tab.2. Click Freeze Company or Unfreeze Company.

A confirmation dialog box appears.3. Click OK.



5.8 Entering invoice amounts

All users can view and export invoices; however only an Administrator, Application Administrator or Interactive User can import, create, delete, and modify invoices.

If the invoice reference already exists, an Administrator, Application Administrator or Interactive User can:

● replace the existing amount● add the new amount to the existing amount

If the Administrator or Application Administrator previously specified that the creation of invoices would generate balances containing the sum of the invoice amounts, Administrators, Application Administrator and Interactive Users can also automatically recalculate the balance based on the invoice amount.

When Administrators, Application Administrator and Interactive Users import and manually enter invoices, the balances created contain amounts which are the sums of the invoices linked to the balances.

The balances are created for the same company, partner, transaction currency, and account as the corresponding invoices. You can access the invoices by navigating through the balances pages.

Related Information

Invoice grouping and reconciliation setup [page 149]

5.8.1 To enter an invoice

Procedure

1. In the Detail by child accounts page used for entering balances, click in the Invoices column.

NoteThe Invoice label can be customized. Another term may therefore appear here.

2. Click Add Invoice.3. Enter the following information in the relevant fields:

○ the invoice reference○ the transaction currency amount○ the invoice amount in the local currency

4. Select Override or Aggregate.5. If you want the balance to be recalculated based on the invoice amount, select the Update Balance option.6. Click Create.

The new invoice appears in the list.


5.8.2 Invoice updates

Once an invoice has been entered manually or imported, an Administrator, Application Administrator, or Interactive User can change the following information:

● the invoice reference● the child account to which it is assigned● the transaction amount● the local amount

For each invoice, the Administrator, Application Administrator, Interactive User, or Power User can add, modify, or delete:

● a comment● a standard comment● a file

NoteIf the invoice is included in an invoice group, it cannot be changed and the link to the group is displayed.

If the Administrator or Application Administrator has chosen to activate them, the fields below are also available to provide additional information on the invoices.

● The Invoice Group ID field specifies the group ID reference associated to the invoice. The Invoice Group ID field is not an editable field as it is system generated.

NoteThe Invoice Group ID field is only displayed if Invoice Level Matching has been activated.

● Text fields that offer additional invoice information..If the Administrator or Application Administrator predefined the Invoice Text 1 and Invoice Text 2 fields, the user can use the list to select the predefined text required.

● Amount fields that offer additional invoice amount information.● Date fields that offer additional data amount information. A calendar is available beside each date type field.

Related Information

Additional fields for invoices [page 152]Deleting invoices by company, parent or child account [page 157]Attaching a file to an invoice [page 43]Invoice comments [page 41]Balance and invoice interface display [page 218]



5.8.3 Invoice comments

You can enter a comment in an invoice to explain, for example, why an amount was entered or to provide extra information about a particular invoice.

Both the declaring company and the partner can enter or modify a comment. The comment icon displayed is different depending on which side last modified the comment.

A yellow post-it icon with a lock on the upper left corner indicates that the comment was entered or last modified by the declaring company. A yellow post-it icon flipped horizontally with a blue lock on the upper right corner indicates that the comment was entered or last modified by the partner.

NoteIn order for partners to be able to enter comments on invoices, the option Allow Partner Data Entry On Comment must be enabled in the Administration Settings Invoice Settings page.

Related Information

Creating balances by importing or creating invoices [page 149]

5.8.3.1 To enter a comment for an invoice

Procedure

1. Select the Balances tab.2. Navigate through the balances to the Detail by child accounts page.3. In the Company Child Accounts table in the Invoices column, click the icon of the invoice to which you want to

add a comment.The Invoices page appears. If a comment has previously been entered, a post-it icon is displayed in the Comment column. Depending on the color and position of the padlock on the post-it icon, you can determine which side last modified the comment.

4. In the Invoices page, click the link to the invoice in the Invoice Reference column.5. In the Comment field, enter your comment, or add to or modify an existing comment.6. Click Update.

The post-it icon appears in the Comments column in the Invoices page.

Related Information

Invoice comments [page 41]


5.8.3.2 To consult a comment entered for an invoice

Procedure

1. Select the Balances tab.2. Navigate through the balances to the Invoices page.3. In the Invoice Reference column, select a reference.4. In the invoice edit page, click the post-it icon for the invoice whose comment you want to consult.

The comment appears.

5.8.3.3 To delete a comment entered for an invoice

Procedure

1. Select the Balances tab.2. Navigate through the balances to the Invoices page.3. In the Invoice Reference column, click the invoice whose comment you want to delete .4. In the invoice edit page, click the post-it icon.5. Delete the text in the text box.6. Click OK.7. In the invoice edit page, click Update.

The post-it icon disappears from the Comments field in the Invoices page.

5.8.4 Invoice standard comments

You can select a standard comment per invoice. Comments are pre-defined by the Administrator or Application Administrator.

5.8.4.1 To attach a standard comment to an invoice

Procedure

1. In the Invoices page, click the invoice to which you want to attach a standard comment.

2. In the invoice edit page, click next to Standard Comment.3. Select the required standard comment from the list.



4. Click OK.5. In the invoice page, click Update.

The standard comment text appears in the Standard Comment column.

5.8.4.2 To delete a standard comment from an invoice

Procedure

1. In the Invoices page, click the invoice in which you want to delete a standard comment.

2. In the invoice edit page, click next to Standard Comment.3. Select - from the list.4. Click OK, then Update.

The standard comment text disappears from the Standard Comment column.

5.8.5 Attaching a file to an invoice

The paperclip icon indicates that a file is attached.

To consult a file attached to an invoice, in the File column of the Invoices for page, click the paperclip icon. The file opens.

5.8.5.1 To attach a file to an invoice

Procedure

1. In the Invoices page, click the invoice to which you want to attach a file.

2. In the invoice edit page, click next to File.3. Click Browse.4. In the Choose File dialog box, select the relevant file.5. Click Open.6. Click Attach.


5.8.5.2 To delete a file from an invoice

Procedure

1. In the File field of the Invoices page, click .2. Click Delete.

5.8.6 Invoice grouping and reconciliation

The Administrator, Application Administrator or Interactive User can reconcile company invoices with those of the partner, making it easier to reconcile the balances declared.

Invoice reconciliation can show differences between balances declared in the declaring company and partner accounts, and invoices can be grouped, as well as reconciled, by invoice fields.

For example, invoices can be grouped by the invoice reference number and reconciled by the transaction amount. Many invoices can be automatically grouped together on the declaring side as well as the partner side.

The invoice grouping and reconciliation takes a "many to many" approach. Two or more invoices can be placed into the same group if they are related to a linked parent account and have the same:

● period● transaction currency● additional field values selected as grouping criteria

When the Administrator, Application Administrator or Interactive User starts the invoice import, the following occurs:

1. The system reads the invoices in the import file and places them into groups.2. Once all of the lines have been processed, the invoice groups are modified or created, then reviewed to

determine their final status, either reconciled or unreconciled.

5.8.6.1 Automatic invoice grouping

During an invoice import, the system updates existing invoices or creates new ones and automatically places them into invoice groups based on the grouping criteria of the invoice rule associated with the invoice period.

NoteInvoices already assigned to reconciled invoice groups are updatable only when the option Import: allow overwrite on Reconciled Invoice in the section Invoice Reconciliation of the Administration Settings Invoice settings page is enabled.

For a newly created or an existing but unassigned invoice, the system will first search for an existing invoice group containing invoices having identical values to those of the imported invoice for all the invoice grouping fields (attributes). Reconciled invoice groups are not considered during the previously mentioned search unless the



option Never Assign New Invoices To Reconciled Invoice Groups in the section Invoice Reconciliation of the Administration Settings Invoice settings page is disabled. If a matching invoice group is found, the import

process will assign the currently processed invoice to it and if no matching group is found, a new invoice group will be created and the invoice will be assigned to it.

For an existing invoice already assigned to an invoice group, the system will remove the invoice from its current group and assign it to a different one (as described above) when the following two conditions are met:

● The option Re-Apply Grouping Criteria When An Invoice Is Updated in the section Invoice Reconciliation of the Administration Settings Invoice settings page is enabled.

● The value of one or more of its invoice grouping fields (attributes) is modified by the invoice import and at least one of these modified fields is not included in the following list: Period, Company, Partner, Transaction Currency, Child Account and Reference.

In all the above-mentioned cases the status of all the affected invoice groups is automatically recalculated.

NoteThe value of the setting SqlQueriesUsedForDataImports in the database table Setting must be set to True.

The value of the setting IsSingleApplicationServerConfiguration in the database table Setting must be set to False.

5.8.6.2 Automatic invoice reconciliation

When all of the lines in the import invoices have been processed, the invoice groups are modified or created, the reconciliation criteria is applied to determine the final status of these invoice groups (either reconciled or unreconciled).

For text and date criteria, there is a reconciled status only when all invoices assigned to the group, both on our side and their side, have the same value for the corresponding invoice field. For amount criteria, there is a reconciled status only if the sum of the amounts of the invoices on our side is equal to the sum of the corresponding amounts of the invoices on their side, or if the difference is below the materiality level.

NoteWhen an invoice is added manually, it is automatically assigned to a group, but the reconciliation of the invoice group will have to be done manually by clicking the Update button when all of the related invoices are created. To run the automatic reconciliation of the invoice group right after the creation of this new invoice, select the Automatically Reconcile Group option found in the Administration Settings Invoice settings page.

Related Information

Detail by child accounts page [page 27]


5.8.6.2.1 To consult invoices for a currency transaction

Procedure

1. Select the Balances tab.2. Navigate through the balances to the Detail by child accounts page.

The "Detail by child accounts" page shows sections for the company child accounts and partner child accounts.

3. In the Invoices column, click one of the following icons:

The Invoices page appears.

NoteIn this page, you can:

○ consult comments entered by the partner○ access the properties of any invoice contributing to the child account○ sort the Invoice Reference, Transaction Amount, and Local Amount columns○ delete the invoices○ display and hide the additional columns

Related Information

Detail by child accounts page [page 27]Deleting invoices by company, parent or child account [page 157]

5.8.6.3 Reconciling invoices manually

Invoices not automatically reconciled can be manually reconciled by the Administrator, Application Administrator or Interactive User.

You can also remove an invoice from a group, so that its status becomes 'Unassigned', and then manually assign it to another group.

NoteUnreconciled invoices do not block the reconciliation process.

Once an invoice is reconciled manually, the system views it the same as it views an automatically reconciled invoice. It is not read by the system in subsequent imports.



5.8.6.3.1 To reconcile invoices manually

Procedure

1. Select the Balances tab.2. Navigate through the balances to the Detail by child accounts page.3. Click Reconcile Invoices.

The Invoice Reconciliation page appears.

NoteIn this page, you can:○ consult comments entered by the partner,○ sort the Invoice Reference, Transaction Amount, and Local Amount columns,○ delete the invoices,○ display and hide the additional columns.

The green check mark icon appears next to the invoices that have been reconciled. The red X icon appears next to the invoices that have not been reconciled.

4. Click the following icon corresponding to the invoice you want to reconcile:

The Invoice Group page appears.

If an invoice group has not already been created, the Create button becomes available.5. Click Create.

To add other declaring company invoices or partner invoices to the group, click Modify Members.6. Do one of the following:

○ In the Assigned column, select the invoices required.○ Click Assign All Ourside or Assign All Theirside to assign all the invoices for the company or the partner.○ To unassign all invoices to either the company or partner, click Un-Assign All Ourside or Un-Assign All

Theirside.7. Click Update.

If the reconciliation criteria have been met, the green check mark icon appears next to the invoice group.

If the reconciliation criteria have not been met, the red X icon appears next to the invoice group. You are able to see that there is still a difference. The status of the parent accounts is also unreconciled.

Results

The table at the top of the page indicates the reconciliation status, difference and invoice amounts.


Related Information

Deleting invoices by company, parent or child account [page 157]Invoice reconciling using standard comments [page 48]

5.8.6.4 Invoice reconciling using standard comments

If activated by the Administrator or Application Administrator, invoices can also be forced to reconcile using a standard comment. To reconcile the invoices, the same standard comment must be applied to all the invoices making up the invoice group.

If different standard comments are used for the invoices of the declaring company and those belonging to the partner, the group of invoices is considered as unreconciled.

If the same standard comments are used for the invoices of the declaring company and those belonging to the partner, the group of invoices is considered as reconciled, even if differences exist.

Related Information

To reconcile invoices manually [page 47]

5.8.6.4.1 To force reconciliation using standard comments

Procedure

1. In the Standard Comment column of the Invoice Group page, click the post-it icon for your company.2. In the dialog box used to select the standard comment, select the standard comment required and click Close.

All the invoices belonging to your company now have the same standard comment.3. The partner selects the same standard comment for the invoices using steps 1 and 2.

The invoice groups are reconciled.

5.9 Tracking progress via emails

To keep track of the progress made regarding the balances:

● Interactive Users, Application Administrator and Administrators receive emails which provide a condensed report of the balance statuses.

● Any users authorized by the Administrator or User Administrator to receive detailed emails can activate or deactivate the receipt of these emails in the Administration Your Profile settings.



Detailed emails inform the user of events such as the partner requesting a balance be removed. Thus informed, the user can connect to the application and respond to the partner by performing an action.

Related Information

Automatic detailed emails [page 188]Viewing and modifying your personal data [page 17]

5.9.1 To start or stop receiving detailed emails

Procedure

1. In the Administration tab, click the Your Profile link.2. In the Your Profile page, activate or deactivate the Receive Detailed Emails option as required.3. Click Update.

5.10 Reports on balances and invoices

In order to analyze the differences and monitor the reconciliation process, users can generate reports.

NoteThe reports available depend on the configuration defined by the Administrator.

Related Information

Report administration [page 200]

5.10.1 Viewing reports

There are two sections in the Reports tab available in Intercompany.


List of Reports

The List of Reports in the Reports tab shows the current reports that you can view and customize.

When a report is created, the report appears as a link next to the name of the report template. If you click the red X next to the title of the report, the report is deleted, and the report value selections are reset to no selection.

Report History

The Report History in the Reports tab shows the previously generated reports, as well as their information such as generation dates, format, and start and end date.

5.10.2 Report contents

You can define reports based on the following criteria:

Table 8:

Report component Description

Period The current period is selected by default. However, you can select another period.

Company The current company is selected by default. However, you can select another company.

Partner The partner with which the selected company performed transactions.

Transaction currency

Accounts Accounts affected by the transaction

Account group

Status A status is used in currency pages and in pages for entering amounts for child accounts

Group status The group status is used in partner pages and parent account pages

Reporting company

Company Group

Partner Company Group



Report component Description

Excluded Company Group In this case, the amounts assigned to the company's company groups are all displayed except those assigned to the company group selected in the Excluded Company Group field.

Excluded Partner Company Group In this case, the amounts assigned to the partner's company groups are all displayed except those assigned to the company group selected in the Excluded Partner Company Group field.

Difference Difference is for report types that have a calculated difference.

Start

Finish

Start and Finish define the period in which the balances were changed.

Format The format of the reports can be RPT, Excel, HTML, Word, Text, or PDF.

NoteThe Difference Analysis report also contains a column that displays the standard comments linked to the child account of the declaring company.

You can specify how information should be displayed in the Difference Analysis report, filtering by:

● account code● transaction currency● status

Related Information

Account groups [page 97]

5.10.2.1 To build a report

Procedure

1. In the Reports tab, click List of Reports, then click the link for the report type you want to display.2. Select the report contents.

Note○ The Period and Company selections default to the current selections in the Navigation bar.○ The Balance Status you select will generate information from currency pages and pages for entering

amounts in child accounts.


○ The Balance Group Status you select will generate information from the partner and parent account pages.

○ The Start and Finish dates you finish will define the period in which the balances were changed.○ Criteria selected in this page is remembered by the application the next time you access this page.

3. From the Format list, select the format you want to use.4. Select Display Descriptions to have the code and description displayed for metadata. Unselect the option to

have only the code appear.5. Select Display Report Header to have the title and report header information appear in the report. Unselect the

option to have these parameters not appear.6. Click Build.

The Cancel button appears, enabling you to interrupt the process if necessary. Once the report has been built, a link appears at the bottom of the page.

NoteWhen you build a report, it replaces the last report of that type. For example, the Audit report you created on January 1 is replaced when you build an Audit report on January 15.

7. To view the new report, click the link to it.

5.10.3 To delete a report

Context

Users can delete the reports they have built.

The Administrator or Application Administrator can also delete reports by date.

Procedure

1. Select the Reports tab, then click List of Reports.2. Click the red X icon to the right of the report you want to delete.


Related Information

To delete reports [page 218]



5.11 Exporting data

All users can export balance, invoice, and journal data. Only the Administrator or Application Administrator can export companies, accounts, users, groups, and user group and group company relationships. Information on this type of export is described in the section called Exporting metadata.

Related Information

Exporting metadata [page 133]

5.11.1 To enable the data filter for balance and invoice exports

Context

You can apply a data filter to exports to see:

● only your company data● only partner data where they have data declared against you● data for both your company and the partner.

To enable a data filter:

Procedure

1. In the Administration tab, select Settings Balance Settings .2. Activate Data Filter Enabled.3. Click Update.

The Use Data Filter field is now visible in the balance and invoice export pages.

5.11.2 Exporting balances

Any user can export the amounts stored in the application database to a file that can then be imported into the consolidation system.

The types of balance export files are:

● BalancesExport child account balances. Balances must be frozen before they may be exported.


● Subtotal BalancesExport parent account balances. Balances must be frozen before they may be exported.

● Analysis BalancesExport child account balances for analysis. Balances don't have to be frozen.

● Analysis Subtotal BalancesExport parent account balances for analysis. Balances don't have to be frozen.

NoteEach type of balance export uses a specific template defined by the Administrator or Application Administrator.

Note

If you activated the Create Multiple Connections option in the Administration Settings Import/Export settings , each type of balance export uses a specific Financial Consolidation connection.

The export files can be filtered by:

● Companies● Partners● Reporting companies

When exporting balances or sub-totals, you can also specify that all of the periods should be taken into account. If this option is not activate, only the balances for the current period are exported.

Related Information

Balance templates [page 164]Exporting balances to SAP BusinessObjects Financial Consolidation [page 55]

5.11.2.1 To export balance amounts

Procedure

1. In the Import/Export tab, click the link for the relevant export type.

2. If you activated the Create Multiple Connections option in the Administration Settings Import/Export settings , select the connection you want to use.

3. Select a template.

4. To specify the companies whose amounts you want to export, activate Use Company Filter and click to select companies.



TipIf you are exporting one company, or companies with a code that start with the same character, you can type the codes in the Filter Criteria field.

5. To specify the partners whose amounts you want to export, activate Use Partner Filter and click to select partners.

6. To specify the reporting companies whose amounts you want to export, activate Use Reporting Company Filter

and click to select reporting companies.7. To restrict the export data to companies or partners, choose the appropriate option in the Use Data Filter list:

○ Ours exports data only for companies to whom you have access○ Theirs exports data only for partners of companies to whom you have access○ Both exports data for both companies and partners

NoteThis option is available only when the Administrator or Application Administrator has activated Data Filter Enabled in the Administration Settings Balance Settings menu.

8. To export balances or sub-totals for all periods, activate All Periods.

NoteDo not activate this option if you want to export balances only for the current period.

9. Click Export.

The file is exported and the Summary page appears displaying the results of the export.

Related Information

Consulting export results [page 135]Exporting balance amounts to SAP BusinessObjects Financial Consolidation [page 146]Balance templates [page 164]

5.11.3 Exporting balances to SAP BusinessObjects Financial Consolidation

Any user can export the amounts stored in a database directly to a SAP BusinessObjects Financial Consolidation database.

NoteWhen you export balance amounts to SAP BusinessObjects Financial Consolidation, only the local amount is exported; the transaction amount is not exported.


5.11.3.1 To export balance amounts to SAP BusinessObjects Financial Consolidation

Procedure

1. In the Import/Export tab, select Export Balances to SAP BusinessObjects Financial Consolidation.

2. If you activated the Create Multiple Connections option in the Administration Settings Import/Export settings , select the connection you want to use.

3. To export the balance comments, activate Export Comments.

4. To specify the companies whose amounts you want to export, activate Use Company Filter, and click to select companies.


5. To further filter the balance amounts exported, specify the partners whose amounts you want to export by

activating Use Partner Filter, and click to select partners.6. To specify the reporting companies whose amounts you want to export, activate Use Reporting Company

Filter, and click to select reporting companies.7. To export balance amounts for all periods, activate Export All Periods.8. Set the following SAP BusinessObjects Financial Consolidation options if necessary:

○ Delete Target Data BeforeHandSelect this option to have all Intercompany data deleted in the target package.

○ Load Rows Containing Zero Value Amount

NoteYou cannot export balance amounts of 0 to SAP BusinessObjects Financial Consolidation unless you activate this option.

○ Replace Existing Data○ Execute Package Rules○ Execute Package Controls○ Publish The Package

9. To export account flows, select Use Account Flows and enter a Flow Delimiter.10. To allow the export unfrozen company balances, select Allow Export of Unfrozen Company Balances.11. Click Export.

The balances are exported to SAP BusinessObjects Financial Consolidation and the Summary page appears displaying the results of the export.



Related Information

Consulting export results [page 135]

5.11.4 Exporting invoices

Any user can export invoices to a file.

NoteInvoices are exported via a template defined by the Administrator or Application Administrator.

The export operation automatically generates a file.

5.11.4.1 To export invoices

Procedure

1. In the Import/Export tab, click Export Invoices.2. Select a template.

3. To specify the companies whose invoices you want to export, activate Use Company Filter and click to select companies.


4. To specify the partners whose amounts you want to export, activate Use Partner Filter and click to select partners.


5. To restrict the export data to companies or partners, choose the appropriate option in the Use Data Filter list:○ Ours exports data only for companies to whom you have access○ Theirs exports data only for partners of companies to whom you have access○ Both exports data for both companies and partners


NoteThis option is available only when the Administrator or Application Administrator has activated Data Filter Enabled in Administration Settings Balance Settings .

6. To export balance amounts for all periods, activate All Periods.7. Click Export.


Related Information


5.11.5 Exporting journals

If the Administrator or Application Administrator authorized the use of journal accounts, any user can export the amounts stored in the journal account to files. The file can then be imported into the source accounting system.

NoteYou must freeze a company's balances before you can export them.

Journal accounts are exported via an Administrator-defined template.

The export operation automatically generates a file. When the export is complete, the Summary page displays the results of the export.

Related Information

Consulting export results [page 135]Journal accounts [page 104]

5.11.5.1 To export journals

Procedure

1. In the Import/Export tab under Export Data, click Export Journals.2. From the Template list, select the template you want to use.



3. To specify which companies' journal amounts are to be exported, activate Use Company Filter.

The Company and Filter Criteria (Company Code) fields appears.

4. Click to select companies.


5. Click Export.


Related Information


5.12 Balance Statuses and Actions

Statuses enable companies to communicate with each other regarding how the balances are progressing. Balance statuses in currency rate pages and pages used to enter amounts in child accounts enable you to see how the reconciliation of balances is progressing.

A status is characterized by the following properties:

● symbol● description, which can be defined● automatic emails when a status changes● comments attached to balances which have this status● default description

When you select a status, a dialog box appears and you select the action you want to perform. For example, the Canadian Food company has requested the balances be reopened in order to change an amount. The UK Snacks company responds to this request. The UK Snacks user clicks the status. In the dialog box, UK Snacks accepts the balances be reopened so that Canadian Food can change their amount. The changes are saved. Another status replaces the first to indicate that UK Snacks accepted the request to reopen the balance.

If the necessary settings have been configured by the Administrator or Application Administrator, each status change generates an automatic email to the company users enabling them to keep track of progress.

Statuses and actions alternate as follows:

● Starting status: request from the company/partner.● Action: response from the partner/company.● Status resulting from the action.

In each status's page, all of the actions and statuses resulting from the actions for the given status are listed.


A reconciliation mode is used when reconciling balances.

Related Information

List of available balance statuses and corresponding actions [page 60]Reconciliations [page 22]Automatic detailed emails [page 188]User Group statuses [page 194]

5.12.1 List of available balance statuses and corresponding actions

This table lists all the possible states for an Intercompany balance and the possible actions for each state. It also contains the state the balance will have if a certain action is selected.

Table 9:

State Action New State

Open Request To Delete (1) None (balance is deleted from the database)

Company Submitted Request To Delete (1) None (balance is deleted from the database)

Partner Submitted Request To Delete (1) Company Requests to Delete

Unreconciled Request To Delete (1) Company Requests to Delete

Unreconciled Request To Differ (2) Company Requests to Differ

Reconciled Request To Reopen Company Requests to Reopen OR Reopened depending on the option selected

on the Administration Settings

Balance Settings page

Forced Reconciliation Request To Reopen Company Requests to Reopen OR Reopened depending on the option selected



Company Requests To Differ Cancel Differ Unreconciled

Partner Requests To Differ Accept To Differ Differed



State Action New State

Partner Requests To Differ Refuse To Differ Unreconciled

Differed Request To Reopen Company Requests to Reopen OR Reopened depending on the option selected



Company Requests to Reopen Cancel Reopen The state the balance had before the request to reopen was made

Partner Requests to Reopen Accept To Reopen Reopened

Partner Requests to Reopen Refuse To Reopen The state the balance had before the request to reopen was made

Reopened Request To Delete (1) Company Requests to Delete

Company Requests to Delete Cancel Delete The state the balance had before the request to delete was made

Partner Requests to Delete Accept To Delete None (balance is deleted from the database)

Partner Requests to Delete Refuse To Delete The state the balance had before the request to delete was made

(1) Only available when the Hide Delete Action option in the Administration Settings Balance Settings page is not selected.

(2) Only available when the Hide Agree To Differ Action option in the Administration Settings Balance Settings page is not ticked.

5.12.2 Reconciliations without materiality

There are two possible scenarios:

● The declaring company and the partner enter the same amounts.● The difference between the amounts entered by both is less than or equal to the materiality value defined.

ExampleThe materiality value is USD 1,500

The difference is USD 1,000. It is therefore below the materiality level.

Therefore the balance is reconciled.


Table 10:

Company Partner

Phase 1 Enters USD 10,000

Resulting status: Company Submitted

Enters: nothing

Resulting status: Partner Submitted

Phase 2 Enters: USD 9,000

Phase 3 Resulting status: Reconciled

5.12.3 Reconciliations with materialities

A situation can arise whereby the declaring company and partner do not immediately agree about how to deal with a non-reconciled balance.

ExampleThe materiality value is USD 1,000 (Group currency)

The difference (USD 1,000) is above the materiality value. Therefore the balance is reconciled.

Table 11:

Company Partner

Phase 1 The declaring company enters 9,500 USD.

Phase 2 Resulting status: Submitted Resulting status: Partner Submitted

The partner enters 10,000 USD

Phase 3 The balance is reconciled because the difference is below the materiality level.

Resulting status: Reconciled

Phase 4 The declaring company forgot to enter an amount. It requests that the balance be reopened.

Action: Reopen

Resulting status: Company Requests to Reopen

Status: Partner Requests to Reopen

Phase 5 The partner accepts the request to reopen the balance.

Action: Accept

Status: Reopened

The balance is reopened.



Company Partner

Phase 6 The declaring company enters the amount it forgot (USD 2,000) and saves the balance.

Status: Unreconciled

Phase 7 Action: Request to Differ Status: Partner Requests to Differ

Phase 8 The partner accepts to differ.

Action: Accept

Status: Differed

5.12.4 Reopening reconciled balances

When dealing with statuses generated from a reconciled balance, the Administrator or Application Administrator can choose the following sequence of actions:

● Reconciled - Reopen - Request to Reopen

Related Information

Reconciliations [page 22]

5.12.4.1 To define the sequence of actions to be performed when a reconciled balance is reopened

Procedure

1. Select Administration Settings Balance Settings .2. In the Status Transition section, select one of the following options:

○ Reopened○ Requests to Reopen

3. Click Update.


5.13 The Dashboard

The dashboard helps supervisors monitor the reconciliation process, and easily send emails especially for unreconciled balances.

CautionTo use the Dashboard, you must first obtain the corresponding functional rights. To find out more, see the Functions by user profile [page 89] chapter.

The Dashbord page shows the following columns:

● Email● Company Code● Description● Company Group● Company Status● Number of Balances● Number of Non-Reconciled Balances● Latest Update● Percent of Non-Reconciled Balances

NoteYou can create filters in all columns except in "Percent of Unreconciled Balances".

The following actions are available from the Dashboard:

● Refresh the Dashboard: after changing any of the settings on the Dashboard page, you must click the Refresh the Dashboard button so that the modifications are taken into account.

● Export the Dashboard: allows you to export all data displayed in the Dashboard into a .csv file.

CautionYou must refresh the dashboard before exporting data.

● Send Email: allows you to send emails to company contacts.



5.13.1 To Export the Dashboard

You can export all data displayed in the Dashboard into a .csv file.

Context

CautionOnly data you select in the Filter bar is exported into the .csv file. If you create a filter inside a column, it is not taken into consideration by the export dashboard operation. The entire column will be exported.

To export the dashboard:

Procedure

1. Select the data you want to display in the Dashboard using the Filter bar.2. Click the Refresh the Dashboard button.3. Click the Export the Dashboard button.4. Save the .csv file.

5.13.2 To send an Email to Company Users

You can send emails to company contacts.

Procedure

1. Click the Email column to select the companies to which you want to send an email.2. Click Send Email.3. Enter the text of the email subject and body in the Compose Email window.4. Select specific users belonging to a company or click Select All if you want to send an email to all the listed

company users.5. Click Send.


6 Administration of the application

6.1 Intercompany databases

6.1.1 Managing database connections

This section explains how to:

● disconnect users and find out which users are logged on● manage database connections● maintain the database

6.1.1.1 Managing database user connections

Using the Logged on Users utility, the Administrator or User Administrator can tell which users are connected at a particular point in time and which periods they are working on.

The Administrator or User Administrator can disconnect all users (except other Administrators).

CautionAny users logged on when this happens may lose their work.

6.1.1.1.1 To disconnect users

Procedure

1. In the Administration tab, select Logged On Users.2. Click Log Non-Administrators off system.


6.1.1.2 Managing connections to different databases

The Administrator can:


Administration of the application

● assign several databases to the application.This operation is performed in the application control panel.

● select the database that users can access in application.

NoteThe Administrator must stop the reconciliation process to change databases.

NoteThe Administrator can disconnect any other users that might be connected.

6.1.1.2.1 To set a database connection

Procedure

1. In the SAP BusinessObjects Administration Console, click Add.2. Enter the data source information3. Click Test Connection, then OK.4. Select the server and click Connect.

6.1.1.3 Setting the connection to SAP BusinessObjects Financial Consolidation

You must set the SAP BusinessObjects Financial Consolidation web services URL in order to import metadata to and export balance amounts from the application to SAP BusinessObjects Financial Consolidation.

The web services URL enables you to connect to the SAP BusinessObjects Financial Consolidation data source.

6.1.1.3.1 To set the web services URL to SAP BusinessObjects Financial Consolidation

Context

CautionStop the reconciliation process before executing the following steps.

SAP BusinessObjects Intercompany User GuideAdministration of the application C U S T O M E R 67

Procedure

1. In the Administration tab, select Settings SAP BusinessObjects Financial Consolidation Settings .2. In the Discovery File URL text box, type the web services URL.3. Enter the default user code and password.4. Optionally, enter default metadata.5. Click Update.

6.1.1.4 Setting the SAP BusinessObjects Financial Consolidation parameters

In order for SAP BusinessObjects Financial Consolidation to correctly interpret and store the exported data, you must set values for certain parameters.

6.1.1.4.1 To set the SAP BusinessObjects Financial Consolidation parameters

Procedure

1. Stop the reconciliation process, if it is running.

2. In the Administration tab, select Settings SAP BusinessObjects Financial Consolidation Settings .3. In the following fields, enter the values as specified in the SAP BusinessObjects Financial Consolidation

configuration:○ Category Code○ Flow Code○ Data Entry Period Code○ Audit ID Code○ Export Reporting Company

Select the option to have exported reporting companies instead of companies and their partners.○ Local Amount Only: Local Amount data detailed by partner is exported to SAP Financial Consolidation○ Local Amount And Transaction Currency With Transaction Amount: Transaction Amount data detailed by

partner and Transaction Currency and the Local Amount detailed by partner is exported○ Local Amount And Transaction Currency With Local Amount: Local Amount data detailed by partner and

Transaction Currency is exported○ Transaction Currency Dimension Code

Enter the Transaction Currency Dimension Code to have the Intercompany transaction amounts exported on the corresponding analysis dimension in SAP BusinessObjects Financial Consolidation.

○ Use Account Flows DelimiterSelect the option to set a delimiter value between the account and the flow.



○ Flow DelimiterEnter the delimiter used between account and flow.

○ Specify the exchange rate type ID used for exports to SAP BusinessObjects Financial Consolidation.4. Select Reuse Last User Selection in The Export Page to have export options entered in the Export Balances to

SAP BusinessObjects Financial Consolidation page stored so that they reappear each time the page is opened.This option is by default unselected.

5. Select Currency Import Only Updates Rates so that when you import currencies from SAP BusinessObjects Financial Consolidation, no new currency values are created. Only the rates of the existing currencies in Intercompany are updated.

6. Select Divide Exported Amounts by a Thousand to have balances exported into SAP BusinessObjects Financial Consolidation divided by 1000.

By doing this, you can manage, for example, in Intercompany amounts in euros and in Keuros in SAP BusinessObjects Financial Consolidation. By default, this option is not selected.

7. Click Update.

6.1.1.5 Setting the connection to SAP BusinessObjects Financial Information Management

Balances and invoices can be imported via a Web URL set by the Administrator directly into Intercompany from SAP BusinessObjects Financial Information Management, which is connected to SAP and non SAP source systems.

Drill-to-origin

A drill-to-origin URL allows users to drill to balance and invoice data. When the URL is set, a user clicks an origin icon for a balance or invoice amount and the detail for that amount appears in a SAP BusinessObjects Financial Information Management panel.

When SAP BusinessObjects Financial Information Management is connected to the SAP ERP, users can also update data in SAP ERP.

If you configure the Drill to origin feature, an origin icon appears for a balance amount at the balance level or an invoice amount in the Invoices page.


6.1.1.5.1 To configure the connections to SAP BusinessObjects Financial Information Management

Prerequisites

An Intercompany datastore needs to be set up by the Financial Information Management Administrator and there needs to be a valid CMS session token.

Procedure

1. Stop the reconciliation process if it is running.

2. In the Administration tab, select Settings SAP BusinessObjects Financial Information Management Settings .

3. In the Web Site URL text box, enter the Financial Information Management web site URL.4. To configure the drill-to-origin feature:

a. Select Drill to origin.b. Enter the drill-to-origin URL provided by your Financial Information Management Administrator.

5. Click Update.

6.1.1.6 Creating multiple connections to SAP BusinessObjects Financial Consolidation

Context

If you need to create multiple connections to multiple SAP BusinessObjects Financial Consolidation data sources, you follow this procedure:

Procedure

1. In Administration Settings Import/Export settings , select the Create Multiple Connections option.2. In Administration, click SAP BusinessObjects Financial Consolidation Connections.3. Enter a code and a description.



4. In the Discovery File URL text box, enter the web services URL.5. Enter the default user code and password.6. In the following fields, enter the values as specified in the SAP BusinessObjects Financial Consolidation

configuration:

○ Category Code○ Data Entry Period Code○ Flow Code○ Audit ID Code○ Export Reporting Company: select the option to have exported reporting companies instead of companies

and their partners.○ Local Amount Only: Local Amount data detailed by partner is exported to SAP Financial Consolidation.○ Local Amount And Transaction Currency With Transaction Amount: Transaction Amount data detailed by

partner and Transaction Currency and the Local Amount detailed by partner is exported.○ Local Amount And Transaction Currency With Local Amount: Local Amount data detailed by partner and

Transaction Currency is exported.○ Transaction Currency Code.

7. Enter the Transaction Currency Dimension Code to have the Intercompany transaction amounts exported on the corresponding analysis dimension in SAP BusinessObjects Financial Consolidation.

8. Specify the exchange rate type ID used for exports to SAP BusinessObjects Financial Consolidation.9. In the Web Site URL text box, enter the Financial Consolidation web site URL.10. Click Create.

11. Click Administration Settings , click SAP BusinessObjects Financial Consolidation settings.12. In the SAP BusinessObjects Financial Consolidation Defaut Metadata section, enter:

○ Use Account Flows Delimiter: select the option to set a delimiter value between the account and the flow.○ Flow Delimiter: Enter the delimiter used between account and flow.

13. In the SAP BusinessObjects Financial Consolidation Metadata Import section, select the connection that you want to use for the following import actions:

○ Import Accounts Using Connection○ Import Companies Using Connection○ Import Currencies Using Connection

14. In the Other section:a. Select Currency Import Only Updates Rates so that when you import currencies from SAP

BusinessObjects Financial Consolidation, no new currency values are created. Only the rates of the existing currencies in Intercompany are updated.

b. Select Allow Export of Unfrozen Company Balances.c. Select Reuse Last User Selection in The Export Page to have export options entered in the Export Balances

to SAP BusinessObjects Financial Consolidation page stored so that they reappear each time the page is opened.

d. Select Divide Amounts Exported to SAP Financial Consolidation by a Thousand to have balances exported into SAP BusinessObjects Financial Consolidation divided by 1000. By doing this, you can manage, for example, in Intercompany amounts in euros and in Keuros in SAP BusinessObjects Financial Consolidation. By default, this option is not selected.

e. Select Export Only Explicitly Entered and Imported Zero Balances if you want to transfer zero amounts that have been manually entered.


15. Click Update.

16. In Administration Users Edit user , select each user that needs to export Balances to Financial Consolidation (either by import or manually). and assign this user one or more SAP Financial Consolidation Connections.

NoteOnly an administrator (or a user with the corresponding functional right) can perform this operation.

Results

After activating the Create Multiple Connections option, a new page is created in Administration SAP BusinessObjects Financial Consolidation listing all the connections the current user has access to.

6.1.2 Defining the database structure

This section explains to Administrators or Application Administrator how to configure the database structure.

NoteYou need to stop the reconciliation process, if it is running, before you make updates to the database.

6.1.2.1 The database structure

The Administrator or Application Administrator defines all the objects that make up the database structure in the following order:

Table 12:

Database objects Optional

Periods

Currencies

Company Groups X

Companies

Users

User Groups

Account Groups

Materiality values X



Database objects Optional

Journal Accounts X

Accounts

Standard Comments X

Forced Reconciliation X

6.1.2.1.1 Metadata

Metadata objects in the database include:

● users● user groups● companies● company groups

6.1.2.1.1.1 Creating metadata objects

Create metadata objects:

● by directly entering them manually● by importing them from files

Even if the majority of objects can be imported, it is necessary to enter certain objects to ensure metadata consistency.

NoteUsers and User Groups can be created and changed while the reconciliation process is running.

6.1.2.1.1.2 Deleting metadata objects

It is generally not possible to delete a metadata object if it is already linked to another object. For example, you cannot delete a currency if it has already been defined as the local currency for a company.

The Administrator or Application Administrator can delete:

● one or more related metadata objects, like a currency, a company, or an account.● a group of related metadata objects, like all of the companies or all of the accounts.


6.1.2.1.1.2.1 To delete a metadata object

Procedure

1. Stop the reconciliation process.

2. In the page that lists the relevant metadata objects, for example, in Administration Currencies , click the red X icon to the right of the object that you want to delete.

A confirmation message appears.3. Click OK.4. Restart the reconciliation process.

6.1.2.1.1.2.2 To delete a group of related metadata objects

Procedure


2. In the page that lists the relevant metadata objects, for example, in Administration Currencies , click Purge Currencies.


6.1.2.1.1.3 Activating and deactivating a metadata object

You can authorize or deny the use of each metadata object in the balances.

CautionNo changes can be made if the reconciliation process is running and if balances exist.

You can activate or deactivate companies when the process is running, even if the existing balances have not been purged.

The Status column specify whether or not the company is active:

● A green check mark icon indicates that the company is active.● A red X icon indicates that the company is inactive.

To activate or deactivate an object, go to the object's page and do one of the following:

● check the Inactive box so that the object cannot be used in balances.● deactivate the Inactive box so that the object can be used in balances.



6.1.2.1.2 Periods

Periods are defined by a start date and an end date. These dates determine the period to which the amounts that are entered or imported for balances are linked.

The periods defined in the application should be the same as those used in the consolidation system to which the amounts are exported.

The following objects are linked to any given period:

● Materiality thresholds● Currency rates● The Frozen status for companies

NoteIn a new database, the Administrator or Application Administrator must create at least one period to have access to the application functions.

6.1.2.1.2.1 Period properties

The process start and end dates determine the period during which users can access the database to work on their balances. Before and after this period, only the Administrator or Application Administrator has access to the database.

A period is characterized by the following properties:

● A nameThe name is compulsory. No two periods have the same name.

● A start date● An end date● A status

The status specifies whether the period is open, closed, archived or restored.● You can also specify if the rates used by default for the period are correct.

Related Information

Opening and closing periods [page 142]Archiving balances [page 220]Rates for new periods [page 76]


6.1.2.1.2.2 Creating periods

In a new database, the Administrator or Application Administrator must create at least one period to have access to all the application functions.

When you create a period, the materiality thresholds and rates are carried over from the previous period and applied to the new period.

When frozen companies are carried over to a new period, they are no longer frozen in the new period.

As soon as a period has been created, it can be selected in the navigation bar.

6.1.2.1.2.2.1 To create a period

Procedure

1. In the Administration tab, select Periods.2. Click Add New.

The Create Period page appears.3. In the Code box, enter the name assigned to the period.4. In the Description box, enter a long name.5. In the Start and End fields, enter the dates or select them in the calendar using the calendar icon.6. Select an invoice rule from the list.

By default the invoice rule used in the previous period is already selected. You cannot select a different rule if there are invoices in the period. The invoices for a period need to be purged and then a new invoice rule can be selected.

7. Click Create.

The Status and Clear Warning fields appear.

Related Information

To confirm rates for a period [page 77]

6.1.2.1.2.3 Rates for new periods

When you create a period, the rates from the previous period are used by default. They are called estimated rates.

In the Periods page, in the Currency Rate Confirmed column, the red X icon indicates that the rates are estimated. The Administrator or Application Administrator can:

● approve rates if they are correct for the new period.



● in the case of incorrect rates, enter the correct rates for the period.

The rates can be confirmed:

● period by period● for all the periods at once

NoteThese operations are only applied to open periods.

Related Information

Currencies [page 78]

6.1.2.1.2.3.1 To confirm rates for a period

Procedure

1. In the Administration tab, select Periods.2. Click the link for the estimated period that you want to confirm.

The selected period's page appears.3. Activate the box in the Clear Warning field.4. Click Update.

In the Periods page, the warning icon in the Currency Rates Confirmed column has disappeared for the period.

6.1.2.1.2.4 Deleting periods

The Administrator or Application Administrator cannot delete a period while it is selected in the navigation bar.

If the Administrator or Application Administrator tries to delete a period that is in use by another user, a warning message appears. The Administrator or Application Administrator can find out which periods are in use by selecting Logged On Users in the Administration tab.

Related Information

Managing database user connections [page 66]Deleting metadata objects [page 73]


6.1.2.1.3 Currencies

When a company is created, the Administrator or Application Administrator assigns it a currency. In the application, currencies are entered one by one.

The currencies the Administrator or Application Administrator defines are:

● The group currency, used by the Head Office as a base currency.● The local currency or company currency.● The transaction currency, amounts entered in balances are expressed in the transaction currency.● The default currency, which appears by default when adding or accessing a balance. The users are free to

select another transaction currency.

The Administrator or Application Administrator must follow the steps in the order listed below:

● Create the currencies by:○ entering them directly in the application.○ importing currencies contained in a .csv or .txt file using an import template.

● Define the group currency among all the currencies previously created.● Optionally, define the default transaction currency.● Define the mode for translating amounts.

The currencies are identical for all the periods. However, rates are specifically defined by period.

NoteWhen you create a period, the rates entered for the previous period are applied to the new period. You can then change the rates for the new period.

Related Information

Periods [page 75]The group currency [page 80]Translating amounts [page 81]Currency templates [page 172]

6.1.2.1.3.1 Currency properties

A currency has the following properties:

● A currency code. The code is compulsory. No two currencies have the same code and each code must consist of a maximum of three characters.

● A description (optional)● Rates:

○ Opening Rate



○ Average Rate○ Closing Rate

The rates are defined by period.All the rates are quoted against the Group currency. They can be expressed using two valuation methods:○ Multiply

The local currency value is expressed on the basis of a variable quantity of the Group currency. When you create a currency, the default valuation method is multiply.

○ DivideThe value of a unit of Group currency is expressed on the basis of a variable quantity of the local currency.

● Inactive, when activated, means that the currency is not used for balances.● Divided Rate, when activated, the divide valuation method for the rates defined is used. By default, the

multiplication method is used.

NoteFor users who do not have Administrator or Application Administrator rights, the Currencies information appears in read-only mode. Only the Administrator or Application Administrator has read-write access to this page.

Related Information

Periods [page 75]

6.1.2.1.3.1.1 To enter a currency

Procedure

1. In the navigation bar, click to the right of the current period.2. In the Periods dialog box, click the link for the period you want to apply.

NoteThe period you select is important because the currency rates you define are specific to that period.

3. In the Administration tab, select Currencies.4. In the Currencies page, click Add New.5. In the Create Currency page, enter the relevant information in the following fields:

○ Code○ Description○ Opening Rate○ Average Rate


○ Closing Rate

NoteThe numbers you enter in the Opening Rate, Average Rate and Closing Rate fields should be greater than zero.

6. If you do not want the currency to be used in balances, activate Inactive.7. Click Create.8. To apply the divide valuation method, activate Divide.9. Click Update.

6.1.2.1.3.1.2 To copy existing rates for all currencies to open periods

Procedure

1. In the Administration tab, select Currencies.2. In the Currencies page, click Copy Rates To All Open Periods.


6.1.2.1.3.2 The group currency

The Group Currency is the reporting currency used by the Head Office as a base currency, against which all of the other currencies can be quoted.

The Administrator or Application Administrator must select the Group currency from the currencies in the database using the application. It cannot be imported.

NoteThe Group currency can be changed or deleted later only if all of the balances in the database are deleted.

6.1.2.1.3.2.1 To define the group currency

Procedure

1. In the Administration tab, select Settings Metadata Settings .



2. From the Group Currency list, select a transaction currency.

The transaction currency is the currency in which transactions are performed. Amounts entered in balances are expressed in the transaction currency.

3. Click to select a default currency.

The default transaction currency appears when adding or accessing a balance. However, the users are free to select another transaction currency.

The default transaction currency can be changed at any time by the Administrator or Application Administrator.

4. Click Update.

6.1.2.1.3.3 Translating amounts

The diagram below illustrates how transaction amounts are translated into Group amounts.

There are two ways of translating amounts in the application:

● All the amounts are translated from local currency amounts into the Group currency. In this case, users can enter their amounts in the local currency and in the transaction currency.

● All the amounts are translated from transaction currency amounts into the Group currency. In this case, users can only enter their amounts in the transaction currency.

You can request that amounts be calculated automatically in the local currency using amounts entered in the transaction currency.

NoteYou can also define a mode enabling you to select, for each parent account, which of the two translation modes should be used to translate the amounts.


NoteOnce chosen, the translation mode cannot be changed unless the process is stopped and the database contains no balances.

Related Information

The group currency [page 80]

6.1.2.1.3.3.1 To define the method for translating amounts

Procedure

1. In the Administration tab, select Settings Balance Settings .2. From the Group Amount Source list, select one of the following commands:

○ Local amount to Group amount - to translate local currency amounts into group currency amounts.○ Transaction amount to Group amount - to translate transaction currency amounts into group currency

amounts.○ Mixed Mode - to be able to select one of the two translation modes for each parent account.

3. If you want the local currency amounts to be automatically recalculated using transaction currency amounts, activate Auto Recalculate Local Amount.

NoteThis option is only available for Local amount to Group amount and Transaction amount to Group amount.

4. Click Update.

6.1.2.1.4 Company groups

Companies are grouped into company groups.

A company group has a:

● unique code

NoteNo two company groups have the same code.

● name

You create company groups in the application by entering them manually or by importing them.



Once you have created the company groups, you can link them to companies:

● In the application via:○ the company page○ the company groups page

● Via an import

Related Information

To add a company [page 86]To create a company group [page 83]Company templates [page 169]

6.1.2.1.4.1 To create a company group

Procedure

1. In the Administration tab, select Company groups.2. Click Add New.3. Enter the relevant information in the Code and Description fields.4. Click Create.

The Companies button appears.5. To link one or more companies to the current company group, click Companies.6. Check the boxes corresponding to the companies you want to link to the company group.7. Click Update.

6.1.2.1.5 Companies

A company can be linked to:

● a user group● a reporting company

The reporting company is the company to which the current company is assigned.

NoteIf you want to link a company to a reporting company, they must both have the same local currency.

● one or more company groups


Related Information

Company groups [page 82]User groups [page 96]

6.1.2.1.5.1 Declaring companies and partners

A declaring company enters balances that correspond to transactions with another company, the partner, entered in the system.

Declaring companies make requests to delete or change balances. The partner receives requests from the declaring company.

ExampleCompanies A and B exchange transactions, enter and then reconcile their balances

● From company A's point of view: A is the declaring company and B is the partner.● From company B's point of view: B is the declaring company and A is the partner.

6.1.2.1.5.2 Companies and reporting companies

A company becomes a reporting company when it exports, and thus reports, the balances to the consolidation system. A reporting company can be made up of one or more companies.

6.1.2.1.5.3 Company properties

NoteIf you are not an Administrator or Application Administrator, the company information appears as read-only content.

A company has the following properties:

● a unique code● a description● a Reporting Currency specifies the local currency used by the company● a Reporting Company specifies the reporting company to which the current company is assigned

Companies are not necessarily assigned to a reporting company.● one of the following statuses:

○ Active, which means that the company can be used in balances.○ Inactive, which means that the company cannot be used in balances.



The Inactive check box, when activated in the company's edit panel, means that balances cannot be entered for the company.

NoteThe Administrator can activate or deactivate a company if the reconciliation process has been stopped.

○ Frozen, which means that the company balances and the balances belonging to all its partners cannot be changed.

NoteThe Frozen status is defined by period.

● the Non Intercompany property specifies that each balance entered against this company will be automatically reconciled. This property is only available if the option Automatically reconcile companies flagged as 'Non Intercompany' is enabled in the Administration Forced Reconciliation Settings page. By default, this property is not checked.

CautionYou cannot disable this property once data has been entered for the company. To do so, you must remove all data (balances and invoices) for the company.

● the Frozen Time Stamp specifies the date and time that the balances of the current company were last frozen

The Reset/Remove Balances button is used to remove and reset balances. The Freeze Company button is used to freeze companies. The Company Groups button opens a page in which you can assign the company to a company group. The User Groups button opens a page in which you can assign the company to a user group. The Delete Invoices button deletes all of the invoices for the current company.

NoteDelete Invoices is visible only when invoices exist in the database.

Company Contacts lists users who can be contacted if necessary.

Related Information

Deleting invoices by company, parent or child account [page 157]Freezing and unfreezing company balances [page 146]Resetting and removing balances [page 35]Periods [page 75]Setting up the forced reconciliation process [page 118]

6.1.2.1.5.4 Adding a company

The Administrator or Application Administrator can add companies in two ways:


● by entering them directly in the application.● by importing companies contained in a .csv or .txt file using a template.

Related Information

Company templates [page 169]To add a company [page 86]

6.1.2.1.5.4.1 To add a company

Procedure

1. In the Administration tab, select Companies.2. Click Add New.3. Enter a unique alphanumeric Code.4. Type a Description.5. From the Reporting Currency list, choose the local currency.6. Click Create.7. If you want to link the company to a reporting company or define the company as a reporting company, click

next to the Reporting Company field.8. Do one of the following:

○ Click the link for the reporting company you want to link to the company you are creating.

NoteIf you want to link a company to a reporting company, they must both have the same local currency.

○ Click the link for the current company to define it as the reporting company.9. If you want to link the current company to a company group, click Company Groups.

NoteYou can also link a company to a company group via the corresponding company group page.

10. Activate the box next to the company group or groups you want the company to be linked to.11. If you want to link the current company to a user group, click User Groups.

NoteYou can also link a company to a user group in the relevant User Group page.

12. Activate the box next to the relevant user group.



13. Click Update.

Related Information

To create a company group [page 83]To create a User Group [page 97]

6.1.2.1.5.5 Deleting companies

The following limitations apply to deleting companies:

● Only Administrators can delete companies.● A company cannot be deleted while it is a selection in the navigation bar.● If an Administrator tries to delete a company in use by another Administrator, a warning message appears and

the operation must be confirmed or canceled.● Company used in a balance cannot be deleted.

To delete the company metadata object, follow the instructions for deleting metadata objects.

Related Information

Deleting metadata objects [page 73]

6.1.2.1.6 Users

The Administrator or User Administrator links users to user groups to include them in the reconciliation process.

The Administrator or User Administrator creates users in two ways:

● by entering them directly in the application.● by importing user metadata contained in a .csv or .txt file using a template.

A user is linked to a user group, which defines the companies to which the user has access. A user can also be defined as a company contact.

Related Information

User groups [page 96]User templates [page 179]


6.1.2.1.6.1 User properties

A user is characterized by the following properties:

● an authentication modeUsers are authenticated by an integrated authentication, an LDAP directory, or a CMS server. For more information, see the SAP BusinessObjects Intercompany Administrator's Guide.

● a unique alphanumeric code● a description● a user profile that specifies the functions to which the user has access.● a default language

This language is displayed by default when the user logs in, although the user can also change the displayed language at login.

● a password● an email address

The user can receive emails containing progress reports.● a telephone number● a mobile telephone number● a fax number● an address

Related Information

Automatic detailed emails [page 188]User profiles [page 88]

6.1.2.1.6.2 User profiles

User profiles enable you to define which functions users are able to access.

There are six default user profiles created by the application:

● AdministratorThe Administrator profile can execute all functions, but the other profiles can only execute the functions as detailed in the tables below.

● Application AdministratorThis role has all of the rights of an Administrator, except user and user group management. The Application Administrator can access the users information in a read-only mode.

● User AdministratorThis role has the rights to manage Users and User Groups.

● Interactive User● Power User● View User



NoteAll these user profiles can be modified, except the Administrator user profile. However, you cannot delete them. In addition, you can create custom user profiles, depending on your security considerations. To find out more, see Functions by user profile [page 89].

6.1.2.1.6.2.1 Functions by user profile

Table 13:

Rights / User profil

Administrator

Application Administrator

User Administrator

Interactive User

Power User View User

"Balances" Tab

Balances Create / Modify / Delete

X X - X - -

View X X - X X X

Reset / Remove (all balances for one company)

X X - X - -

File attachments / Comments / Standard comments

Add / Modify / Delete

X X - X X -

Freeze / Unfreeze

Freeze unreconciled balances

X X - - - -

Freeze company / Freeze relationship

X X - X X -

Unfreeze company / Unfreeze relationship

X X - - X -

Freeze / Unfreeze all companies for all the periods

X X - - - -



Administrator


User Administrator

Interactive User


Freeze / Unfreeze all companies for the current period

X X - - - -

Invoices

Invoices Create / Modify / Delete

X X - X - -

Delete (all invoices for one company)

X X - X - -

View X X - X X X

Reconcile X X - X X -

File attachments / Comments / Standard comments

Add / Modify / Delete

X X - X X -

Dashboard View and Refresh Dashboard

X X - X X X

Write and Send Emails

X X - X X -

"Import/Export" Tab

Import/Export

Import data while the process is stopped

X X - - - -

Import Data Import balances

X X - X - -

Import Invoices

X X - X - -

Carry Forward From Previous Period

X X - - - -

Start FIM X X - X - -

Export data Balances X X - X X X

Invoices X X - X X X




Administrator


User Administrator

Interactive User


Journals X X - X X X

Export Balances to FC

X X - X X X

Templates Create / Modify

X X - - - -

Delete X X - - - -

View X X - - -

Previous Imports / Exports

View OWN imports / exports

X X - X X X

Delete OWN imports / exports

X X X X X

View ALL imports / exports

X X - - -

Delete ALL imports / exports

X X - - - -

"Reports" Tab

Reports

View All Reports

X X - - - X

Delete All Reports

X X - - - -

Run X X - X X X

"Administration" Tab

Administration Metadata

Accounts, Account Groups

Create / Import / Modify

X X - - - -

Delete X X - - - -

View X X - X X X

Export X X - - - -

Companies Create / Import / Modify

X X - - - -

Delete X X - - - -



Administrator


User Administrator

Interactive User


View X X X X X X

Export X X - - - -

Company groups


X X - - - -

Delete X X - - - -

View X X - X X X

Export X X - - - -

Currencies and rates


X X - - - -

Delete X X - - - -

View X X - X X X

Copy to all periods

X X - - - -

Export X X - - - -

Journal account


X X - - - -

Delete X X - - - -

View X X - X X X

Export X X - - - -

Reset journal X X - - - -

Materiality Create / Modify

X X - - - -

Delete X X - - - -

View X X - X X X

Period Create / Modify / Clear all warnings

X X - - - -

Delete X X - - - -

View X X - - X

Open / Close X X - - - -

Archive / Restore

X X - - - -

Standard comments

Add / Modify X X - - - -

Delete X X - - - -

View X X - X X X




Administrator


User Administrator

Interactive User


Administration System

Process Start / Stop X X - - -

Access to IC while the process is stopped

X X X - - -

View X X - - - -

Report Configure X X - - - -

View X X - - - -

Emails Configure Settings

X X - - - -

View Settings X X - - - -

Receive Detailed Emails

X X - X X -

Receive Summary Emails

X X - X X -

Can Be Company Contact

X X X - - -

Statuses Configure X X - - - -

View X X - - - -

Users Create / Import / Modify

X - X - - -

Delete / Purge X - X - - -

View X X X - - -

Export X X X - - -

Access to the data of all companies

X X X - - -

View Personal Data Modifica-tions

X - - - - -

Delete Personal Data Modifications

X - - - - -

User groups Create / Import / Modify

X - X - - -

Delete X - X - - -

Export X X X - - -



Administrator


User Administrator

Interactive User


View X X X - - -

User profiles Create / Modify

X - X - - -

Delete / Purge X - X - - -

View X X X - - -

Invoice rules Create / Modify

X X - - - -

Delete / Purge X X - - - -

View X X - - - -

SAP Financial Consolidation Connections

Create/Modify Delete View

X X - - - -

Settings Configure X X - - - -

View X X - - - -

Administration Utilities

Maintenance View X X - X - -

Purge Balances / Invoices

Purge (closed periods)

X X - - - -

Logged on users

View X X X - - -

Log off system X X - - - -

Run forced reconciliation

Run X X - - - -

Global email Write and send

X X - - - -

SAP FC Start the application

X X - X - -

Administration Forced reconciliations

Forced reconciliation settings

Configure X X - - - -

View X X - X X X



NoteBecause of dependencies between functional rights, when a specific functional right is selected, this right will be activated only if another functional right is selected as well. Below is the list of the dependencies between specific rights:

Table 14:

Functional right selected Functional right that must be selected as well

“Invoice” section “view balance” right

« Previous Imports / Exports » section At least one right in “Import Data” section or “Export Data” section

Period section :

« Open / Close »

« Archive / Restore »

“Create / Modify / Clear all warnings” right

Users section:

Import users/ user group relationship (included in the right “Create / Import / Modify”)

“Create / Import / Modify” right in “user groups” section

Balances section:

“Reset / Remove (all balances for one company)” right

"View company” right

“Delete (all invoices for one company)” right in “Invoices” section

"View company” right

6.1.2.1.6.2.2 To create a user profiles

Context

Procedure

1. In the Administration tab, select User Profiles.2. Click Add New.3. Enter a code and a description and click Create.

The Functional Rights list opens.4. Select the corresponding rights you want to assign to this new user profile and click Update.


6.1.2.1.6.3 Creating users

Only the Administrator and User Administrator can create users.

In the application, users are entered one by one.

6.1.2.1.6.3.1 To create a user

Procedure

1. In the Administration tab, select Users.2. Click Add New.3. Enter the password.4. Enter a unique user code.5. Enter the Email Address, Telephone Number, Fax Number, Address and Mobile Number fields.6. From the User Profile list, select a profile.7. From the Default Language list, select a language.8. If you want the user to receive detailed emails, activate Receive Detailed Emails.9. Click Create.

Related Information

Addressees of detailed emails [page 189]

6.1.2.1.7 User groups

The Administrator or User Administrator can link companies and users together to create a user group. When users log in to enter balances, they can only access the companies defined in their user groups.

NoteAdministrators and User Administrators have access to all of the companies.

Some users are automatically defined as company contacts.

A user group has the following properties:

● a unique code● a description● associated companies and users



6.1.2.1.7.1 Creating user groups

The Administrator and User Administrator can create user groups in two ways:

● by entering them directly in the application.● by importing user groups as metadata objects contained in a .csv or .txt file.

Related Information

User Group templates [page 183]

6.1.2.1.7.1.1 To create a User Group

Procedure

1. In the Administration tab, select User Groups.2. Click Add New.3. Enter the Code and Description.4. Click Create.

The Users and Companies buttons appear.5. To assign companies to the user group, click Companies.6. Activate the boxes next to the companies you want to assign to the user group.7. Click Update.8. To assign users to the user group, click Users.9. Activate the boxes next to the users you want to assign to the user group.10. Click Update.

6.1.2.1.8 Account groups

An account group is applied to parent accounts which have similar accounting characteristics.

The default top level account groups are:

● P&L (Profit and Loss)● Balance Sheet (The list of assets and liabilities)● Off BS (Off Balance Sheet)

The account group uses a calculation type for reconciling balances.


Table 15:

Account Group Calculation Type

Profit and Loss |Our Side + Their Side|

Balance Sheet |Our Side - Their Side|

Off Balance Sheet |Our Side - Their Side|

Some accounts need more restrictions than others, so you can set a materiality for each group to control this.

Related Information

Materiality values [page 102]Calculation types [page 100]Calculation signs [page 109]

6.1.2.1.8.1 Account subgroups

Account subgroups enable you to apply additional restrictions to the information displayed in the balances via filters and in the reports. They use the same calculation type as the top level account group to which they are assigned.

ExampleTop Level Account Group with subgroups



The Balance Sheet Top Level Account Group is delivered with the application by default.

The Administrator or Application Administrator then creates subgroups:

● Assets, which is the parent account group.● Fixed Assets and Work-in-Progress, which are subgroups belonging to Assets.

The Tangible Assets parent account is linked to the BS top level account group and to the Fixed Assets subgroup.

The Intangible Assets parent account is linked to the BS top level account group, to the Assets group and to the Fixed Assets subgroup.

The Finished Goods in Progress and Services in Progress parent accounts are linked to the BS top level account group, to the Assets group and to the Work-in-Progress subgroup.

In the balances and reports, you can choose to display different accounts depending on the account group selected:

● All of the accounts contained in the balance sheet top level account group appear: Tangible Assets, Intangible Assets, Finished Goods in Progress and Services in Progress.

● All of the accounts contained in the Assets account group appear: Intangible Assets, Finished Goods in Progress and Services in Progress. The Tangible Assets parent account does not appear because it is not linked to the Assets group.

● All of the accounts contained in the Fixed Assets subgroup are displayed: Tangible assets and Intangible assets.

NoteThe Tangible Assets parent account appears if you select the Balance Sheet and Fixed Assets groups. However, it is not linked to the Assets group and does not appear if only this group is selected.

Related Information

Reports on balances and invoices [page 49]

6.1.2.1.8.2 Account group properties

An account group has the following properties:

● a unique account code● a description of the account group● the Top Level Account Group to which the parent account group is assigned● the Parent Account Group to which the account group is assigned

NoteYou can only edit the Parent Account Group field if all balances have been purged from the database.


● a calculation type defined for the top level account group.

When you create parent accounts, the account groups defined are assigned to them.

Related Information

Parent accounts [page 108]Child account properties [page 113]

6.1.2.1.8.3 Calculation types

The calculation type for an account group is a preset formula that calculates the difference between two parent accounts.

ExampleCalculation types in SAP BusinessObjects IntercompanyTable 16:

Account Group Calculation Type Data Entry Sign

Profit and Loss |Our Side + Their Side| Expense: -

Income: +

Balance Sheet |Our Side - Their Side| Assets: +

Liabilities: +

Off Balance Sheet |Our Side - Their Side| Off Balance Sheet: +

Related Information

Reconciliation calculation methods [page 139]

6.1.2.1.8.4 Creating account groups

The Administrator or Application Administrator can create:

● Parent account groups, for example subgroups that are directly linked to one of the three default top level account groups delivered with the application.

● Account groups, for example subgroups that are directly linked to a parent account group.



To create a group of accounts, you should first of all create the corresponding parent account group.

NoteYou cannot import account groups.

6.1.2.1.8.4.1 To create a parent account group

Procedure

1. In the Administration tab, select Account Groups.2. Click Add New.3. Enter an unique Account Group code and a description.

4. To select the Top Level Account Group, click and select the group to which you want to assign the group you are creating.

In the Top Level Account Group field, the selected group's name appears. In the Calculation Type field, the calculation defined for the Top Level Account Group selected appears in the dropdown list box and the box is deactivated.

5. Click Create.

6.1.2.1.8.4.2 To create an account group

Context

The application has three default account groups. You can create an account group from one of these with its own code name and description.

Procedure

1. In the Administration tab, select Account Groups.2. Click Add New.3. Enter a unique account group code and a description.4. Select the Parent Account Group.

In the Calculation Type field, the predefined calculation type for the parent account group appears.5. Click Create.


Related Information

Calculation types [page 100]

6.1.2.1.9 Materiality values

A materiality threshold is expressed in group currency amount or percentage or both, and determines whether a balance or invoice is reconciled. If the difference is below materiality, the balance or invoice is reconciled. If the difference is above materiality, the balance or invoice is not reconciled.

Each materiality threshold is set at an appropriate level for each parent account. For example, it can be set to an amount of 1,000 in the group currency for increases in working capital accounts and 0 for cash flow accounts.

You can use a combination of a fixed amount and a percentage to define the threshold. In this case, first the difference is checked against the fixed amount value and if reconciled, the process stops. If there is no reconciliation, then the difference is checked against the percentage value.

NoteIf you have a materiality threshold based on a percentage, then when one of the two declarations is a zero amount, and the reconciliation status is not reconciled. Therefore it is a good practice to use a combination to avoid this situation.

Materiality thresholds and periods

Materiality thresholds are defined by periods. As soon as you create the first period, the default materiality threshold values appear for Balance Sheet, Off Balance Sheet, and Profit and Loss for a parent account.

A materiality has the following properties:

● A unique materiality name● A materiality value

Materiality values can be changed at any time by the Administrator or Application Administrator when the reconciliation process is not running.

Buyers and sellers in percentage reconciliations

When you base a materiality on a percentage, the calculation of the materiality will be based on the Seller Amount. When you want the calculation of the materiality to be based on the smaller amount declared by either the Company or the Partner, then both parties should be declared as a Buyer. The definition of Buyer or Seller is performed for each Parent account.



ExampleThreshold is 5 %

In the following example, where there is no Seller (both parties are defined as Buyer), the system applies the percentage on the smaller amount (90).

Table 17:

Company Account 1 - Buyer

Partner Account 2 - Buyer Difference Materiality calculated Status

100 -90 10 = 90 * 5 % = 4,5 Unreconciled

In the following example, where there is a Seller and a Buyer, the system applies the percentage on the Seller amount (100).

Table 18:

Company Account 1 - Seller

Partner Account 2 - Buyer

Difference Materiality calculated Status

100 -90 10 = 100 * 5 % = 5 Unreconciled

ExampleThresholds is 20, the percentage is 5 % and the company is always the SellerTable 19:

Company Partner Difference Status

10000 10200 200 Reconciled (resulting from materiality in percentage value)

Materiality calculated=10000 * 5% = 500

100 -102 2 Reconciled (resulting from materiality in fixed amount value)

100 -90 10 Reconciled (resulting from materiality in fixed amount value)

Related Information

Accounts [page 107]Periods [page 75]

6.1.2.1.9.1 Creating a materiality

Materiality thresholds cannot be imported. The Administrator or Application Administrator:


● Creates the required materiality threshold names and values.● Activates the materiality threshold.

NoteThis operation can only be performed when the reconciliation process is stopped and there are no balances in the database.

6.1.2.1.9.1.1 To create a materiality for balances and invoices

Procedure

1. In the navigation bar, click to the right of the current period to select the link for the period you want to use.

2. In the Administration tab, select Materialities.3. Click Add New.4. In the Create materiality page, enter a unique code and a description.5. In the Threshold Definition section, select one of the following and enter the relevant values.

○ Threshold based on amountEnter an amount based on the Group currency.

○ Threshold based on percentageEnter the percentage amount.

○ Threshold based on bothEnter an amount based on the Group currency and a percentage amount.

6. Click Create.

7. In the Administration tab, Settings Metadata Settings .8. In the Materiality section, activate any of the following:

○ Apply Materiality Threshold on Balances○ Apply Materiality Threshold on Invoices

NoteYou can only perform this operation when the reconciliation process is not running and there are no balances in the database.

9. Click Update.

6.1.2.1.10 Journal accounts

Journal accounts store the differences between the first and last amounts entered for child accounts. The differences can then be exported via a journal to the accounting system containing the original data.



The Administrator or Application Administrator authorizes and forbids the creation of journal accounts. If the Administrator or Application Administrator authorizes the creation of journals:

● each child account is linked to a journal account.

NoteSeveral child accounts can be assigned to the same journal account.

● journals can be exported to the source accounting system.

A journal account is characterized by the following properties:

● A unique journal account code● A journal account name

ExampleA balance contains the following amounts

● Transaction amount = 1,000● Local amount = 2,000

The amounts can be changed in the application:

● Transaction amount = 1,500● Local amount = 3,000

The following amounts are stored in the journal accounts:

● Transaction amount adjustment = 500 (1,500 - 1,000)● Local amount adjustment = 1,000 (3,000 - 2,000)

6.1.2.1.10.1 Journal account definition process

1. The Administrator or Application Administrator authorizes the creation of journal accounts.2. The Administrator or Application Administrator creates journal accounts.3. The Administrator or Application Administrator assigns each child account to a journal account when creating

the child accounts.

NoteJournal accounts are exported at the end of the reconciliation process.

Related Information

Authorizing the creation of journal accounts [page 106]Creating journal accounts [page 106]To create child accounts [page 114]


6.1.2.1.10.2 Authorizing the creation of journal accounts

The Administrator or Application Administrator authorizes the creation of journal accounts.

NoteAn Administrator or Application Administrator can only authorize or deny the creation of journal accounts when the process is stopped and there are no balances in the database.

6.1.2.1.10.2.1 To authorize the creation of journal accounts

Procedure

1. In the Administration tab, select Settings Metadata Settings .2. Activate Journal Creation Enabled.

When this option is selected, journal information is generated only if one or both options Reset Transaction Amounts Journals and Reset Local Amounts Journals are selected.

3. To have journal information generated, even if Reset Transaction Amounts Journals or Reset Local Amounts Journals are not activated, select Create Journals for New Balances.

4. Click Update.

Related Information

To import balance amounts via an import template [page 128]

6.1.2.1.10.3 Creating journal accounts

Journal accounts are created by Administrators or Application Administrator:

● by entering them directly in the application.● by importing journals as metadata in a .csv or .txt file.

As soon as you create journal accounts, additional columns appears in the balances.

Related Information

To create a journal account [page 107]Detail by child accounts page [page 27]



Journal Account templates [page 184]

6.1.2.1.10.3.1 To create a journal account

Procedure

1. In the Administration tab, select Journal Accounts.2. Click Add New.3. Enter a unique code and description.4. Click Create.

6.1.2.1.11 Accounts

There are three types of account:

● child accounts● parent accounts● adjustment accounts

Parent accounts group together child accounts.

To create a parent account, and assign child accounts and another parent account to it:

● Create a parent account.● Create a second parent account.● Create a child account and assign it to the first parent account.● Create a child account and assign it to the second parent account.● Link the two parent accounts.

NoteOther child accounts can then be assigned to the parent account.

To link a parent account to child accounts and to link two parent accounts, all the objects need to have the same:


● Top Level Account Group and other account groups● Currency Rate Type● Materiality, if a materiality threshold has been defined● Translation mode, available when the group amount is calculated from local or transaction currency (mixed

mode).

The Administrator or Application Administrator creates accounts in two ways:

● by entering them directly in the application.● by importing accounts as metadata contained in a .csv or .txt file or from SAP BusinessObjects Financial

Consolidation.

Related Information

Creating child accounts [page 113]Creating parent accounts [page 111]Forced reconciliations [page 118]Account templates [page 161]

6.1.2.1.11.1 Parent accounts

A parent account groups together accounts used to reconcile intercompany transactions.

A parent account has the following properties:

● a unique account code● an account description● a top level account group● a currency rate type● optionally, a translation mode, if it has not been previously defined for all of the accounts● a balance or invoice materiality or both● a positive or negative invoice sign● a positive or negative calculation sign● the applicable parent account

You must link parent accounts to:○ one or more child accounts○ another parent account○ one or more account groups.

● a buyer or seller account classification (used in the calculation of a percentage materiality)

Reconciliations are carried out between parent accounts. Administrator or Application Administrator can select one of two reconciliation methods that affect the final status of the reconciliation at company level.



Related Information

Reconciliations [page 22]Account groups [page 97]Currency properties [page 78]Translating amounts [page 81]Materiality values [page 102]Reconciliation calculation methods [page 139]Calculation signs [page 109]Using positive and negative calculation types at the invoice level [page 111]

6.1.2.1.11.1.1 Calculation signs

The use of calculation signs allows two companies who deal with each other on a reciprocal basis to post their figures on the same account, but on different sides, as in the case of buyers and sellers. Differences on reciprocal accounts can occur, but they are considered compensation instead of aggregation.

The selection of the calculation sign is available in the account edit and creation pages when an Administrator or Application Administrator selects a Group Amount Difference Calculation that allows the use of calculation signs for accounts.

NoteOnce the Administrator or Application Administrator selects the Group Amount Difference Calculation in the Balance Settings page and saves the setting, it cannot be changed. Therefore, if a calculation that does not allow calculation signs is selected at the beginning, this option cannot be activated later.

ExampleWhere materiality for BS & PL is 150 in group currency

Calculation type:

Balance Sheet Account: |A-B|

Profit and Loss Account: |A+B|




6.1.2.1.11.1.2 Using positive and negative calculation types at the invoice level

When you allow |A+B| or |A-B| both calculation types at the invoice level by selecting Apply Balance Sign To Invoices in the Invoice Settings page, the calculation at the invoice level is the same as at the balance level.The |A+B| or |A-B| calculation is defined at the balance level.

Example

Table 20:

Level Top level account group / Calculation type

Company Data Entry Difference in absolute value

Partner Data Entry Status

Balance BS / | A - B| Asset 100 0 100 Liabilities Reconciled

Invoice BS / | A - B| Asset - invoice X

100 0 100 Liabilities - invoice X

Reconciled

Balance PL / | A + B| Income 100 0 -100 Expense Reconciled

Invoice PL / | A + B| Income - invoice Y

100 0 -100 Expense - invoice Y

Reconciled

NoteIf you select Apply Balance Sign To Invoices, the Group Amount Difference Calculation is applied instead (|A-B| or |A+B|). The Invoice Sign list is grayed out in the Edit account and Create account pages.

Related Information

Calculation signs [page 109]Difference calculation type [page 197]To set the difference calculation type [page 198]

6.1.2.1.11.1.3 Creating parent accounts

The Administrator or Application Administrator must create the parent accounts before:

● assigning child accounts to them● linking parent accounts to one another (in pairs)


6.1.2.1.11.1.3.1 To create parent accounts

Procedure

1. In the Administration tab, select Accounts.2. Click Add New.3. Enter a unique code and a description.4. Select the relevant information from the Currency Rate Type and Top Level Account Group lists.5. If the Balance Materiality list is activated, select a materiality for balances.6. If the Invoice Materiality list is activated, select a materiality for invoices.

NoteYou can define an invoice materiality if the setting Apply Materiality threshold on Invoices is selected in the Administration tab, Settings Metadata Settings .

7. Select a translation mode if the group amount can be calculated from a local or transaction amount.8. If the Invoice Sign list is activated, select a sign.

NoteIf this option is grayed out, then the Administrator or Application Administrator has selected Apply Balance Sign To Invoices in the Invoice settings page and the Group Amount Difference Calculation is applied instead (|A-B| or |A+B|).

9. If the Group Amount Difference Calculation selected is ±Our Side + ±Their Side using Account Calculation Sign, then select the appropriate Calculation Sign.

10. Click Create.11. Click Account Groups to select the account groups you want to link to the parent account.

Related Information

Reconciliation calculation methods [page 139]Calculation signs [page 109]Using positive and negative calculation types at the invoice level [page 111]

6.1.2.1.11.2 Child accounts

Users enter amounts into child accounts. Child accounts must belong to parent accounts.

The balance in a child account can be broken down into different invoices.



Related Information

Invoice grouping and reconciliation setup [page 149]

6.1.2.1.11.2.1 Child account properties

A child account has the following properties:

● a unique code● an account description● a link to a parent account● definitions for the following objects for the parent account to which the child accounts is linked, as well as for

the child accounts:○ a Top Level Account Group○ a Currency Rate Type○ a materiality○ a buyer or seller classification

If no amount translation mode has been previously defined for all the accounts, the child account uses the same mode as the parent account to which it is linked.

You link child accounts to:

● a parent account● optionally, a journal account

To do so, the Administrator or Application Administrator must have previously authorized the use of journal accounts and created them.

You can also specify whether the current parent account is used in balances.

Related Information

Currency properties [page 78]Journal accounts [page 104]Account groups [page 97]Materiality values [page 102]

6.1.2.1.11.2.2 Creating child accounts

Once the parent accounts are created, the Administrator or Application Administrator can create child accounts. The child accounts are linked to the parent accounts.


6.1.2.1.11.2.2.1 To create child accounts

Procedure

1. In the Administration tab, select Accounts.2. Click Add New.3. Enter a unique code and a description.4. Select the same information defined in the parent account from the Currency Rate Type and Top Level Account

Group lists.5. If the Materiality list is activated, select the same materiality limit as the parent account.

6. In the Parent Account field, click .

The Parent Account dialog box appears, listing all of the parent accounts that have the same currency rate, top level account group and materiality as those you selected.

7. Click the link for the parent account you want to assign the child account.

The selected parent account appears in the Parent Account field.

8. In the Journal Account field, click .

The Journal Account dialog box appears, listing the journal accounts defined in the database.9. Click the link for the journal account you want to assign the child account.

The journal account selected appears in the Journal Account field.10. Click Create.

The Materiality, Currency Rate, Top Level Account Group, Group Row Source and Invoice Sign fields are grayed out. The linked parent company appears on the right of the page.

6.1.2.1.11.2.3 Linking child accounts to parent accounts

Once the parent and child accounts have been created, the Administrator or Application Administrator can link the accounts via:

● the child account page● the parent account page

RestrictionParent and child accounts can only be linked if they use the same currency rate, top level account group, and materiality.

NoteIf forced reconciliations are authorized for child accounts linked to a parent account, an adjustment account is created automatically and linked to the parent account.



Related Information

Forced reconciliations [page 118]

6.1.2.1.11.2.3.1 To link to a parent account in the child account page

Procedure

1. In the Administration tab, select Accounts.2. Click the link for the child account you want to assign to a parent account.

3. In the Parent Account field, click .

The Parent Account dialog box appears, listing all of the other parent accounts that have the same currency rate, top level account group, and materiality as the current child account.

4. Click the link for the parent account to which you want to assign the current child account.

The selected parent account appears in the Parent Account field.5. Click Update.

6.1.2.1.11.2.3.2 To link a child account in the parent account page

Procedure

1. In the Administration tab, select Accounts.2. Click the link for the parent account.3. In the Child Accounts section, click Add Child Accounts.

The Child Accounts dialog box appears, listing all of the other child accounts that have the same currency rate, top level account group, and materiality as the current parent account.

4. Activate the box corresponding to the child account that you want to assign the parent account.5. Click OK.

In the parent account page, the child account you selected appears in the Child Accounts list.


6.1.2.1.11.3 Linking two parent accounts

After creating the parent and child accounts, the Administrator or Application Administrator can link parent accounts.

6.1.2.1.11.3.1 To link parent accounts

Procedure

1. In the Administration tab, select Accounts.2. Click one of the two parent accounts you want to link.

3. In the Counterparty Account field, click .

The Partner Account dialog box appears, listing all of the parent accounts that do not have a partner and that have the same currency rate, top level account group, and materiality as the selected parent account.

4. Click the link for the parent account to which you want to link the current parent account.5. Click Update.

The partner account appears on the right of the page.

6.1.2.1.11.4 Deleting a parent account

If the Administrator or Application Administrator deletes a parent account:

● all the child accounts linked to it are also deleted.● the partner parent account linked to it can no longer be used.

To delete the parent account, click the red X on the row of the account in Administration Accounts .

6.1.2.1.11.5 Account flows

In SAP BusinessObjects Financial Consolidation, Account and Flow are two separated dimensions and the association of these two dimensions represents a indicator.

When you import accounts into Intercompany, you can also import the flows linked to them. If you do so, the code of a given SAP BusinessObjects Intercompany account will be the result of the concatenation of the code of the corresponding SAP BusinessObjects Financial Consolidation account, a delimiter, and the code of the flow linked to it as shown in the example below:

● P6000-F00● P6000-F99

When entering accounts, the separator used is the one defined in the template for importing accounts.



Balances that are associated with an Intercompany account containing a flow in its code can be directly imported into SAP BusinessObjects Financial Consolidation.

NoteBefore you export balances to SAP BusinessObjects Financial Consolidation, the balances must be frozen and you must have modify data access to SAP BusinessObjects Financial Consolidation.

Related Information

Account templates [page 161]

6.1.2.1.11.6 Deactivating or activating an account

Context

Sometimes an Administrator or Application Administrator wants to simply deactivate an account, instead of deleting it. An account can be deactivated, even if there are balances associated to it in the database. The Administrator or Application Administrator does not need to purge or archive the database when an account is deactivated. When the account is deactivated, no balances can be entered for it.

To deactivate or activate an account:

Procedure

1. In Administration Accounts , select the account to activate or deactivate.2. In the Edit account page, do one of the following:

○ Select Inactive to deactivate the account.○ Deselect Inactive to activate the account.

3. Click Update.The inactive account has a red X in the status column of the Accounts page.

6.1.2.1.12 Standard comments

Standard comments enable you to explain why an amount was entered for a balances or invoice.

For example, use VAT as a standard comment to explain differences due to VAT (Value-added tax) problems.

Standard comments can be used as criteria for matching invoices.


The Administrator or Application Administrator can create predefine standard comments.

Related Information

Invoice reconciling using standard comments [page 48]Invoice grouping and reconciliation setup [page 149]Entering a comment for a balance [page 33]Invoice comments [page 41]Communicating with the partner via statuses and actions [page 34]Attaching a standard comment to a balance [page 31]

6.1.2.1.12.1 To create pre-defined standard comment

Procedure

1. In the Administration tab, select Standard Comments.2. Click Add New.3. Enter a unique code and a description.4. From the Type list, select Balance or Invoice.

NoteAs the term Invoice can be customized, it may have been replaced by another term in the list.

5. Click Create.

6.1.2.1.13 Forced reconciliations

A forced reconciliation enables an Administrator or Application Administrator to adjust the remaining differences automatically at the end of the process. Forced reconciliations are not compulsory.

6.1.2.1.13.1 Setting up the forced reconciliation process

For forced reconciliations to run on all accounts simultaneously at the end of the process, the Administrator or Application Administrator must do the following:

● Authorize use of the forced reconciliation process.● Designate, for each pair of parent accounts, the Forced Reconciliation Winner; the one that has entered the

correct amount.



When a child account is linked to a parent account, an adjustment account is created automatically and linked to the parent account. At the end of the cycle, once the forced reconciliation process has been run, the difference is stored in the adjustment account of the parent account and the balance is reconciled.

Adjustment accounts are automatically created when the forced reconciliation process is run. Their codes are made up of the name of the account adjusted plus an extension that is customizable in the administration settings.

The extension:

● is defined by the Administrator or Application Administrator.● is made up of a maximum of eight characters.● is valid for all adjustment accounts.● can be changed at any time.

By default, when the forced reconciliation process is run, the balances entered for loser accounts which have a Partner Submitted status are deleted. However, the Administrator or Application Administrator can decide to retain these balances.

To automatically reconcile non intercompany companies

You can configure the automatic forced reconciliation for non intercompany companies by enabling the option in the Administration Forced Reconciliation Settings Automatically reconcile companies flagged as "Non Intercompany" page. When this option is enabled, each balance entered against a company that has the Non Intercompany property enabled is automatically reconciled, with the status "Forced Reconciliation". If you disable this option later on, the status of previously entered balances is not affected.

Related Information

Forced reconciliations [page 118]Accounts [page 107]Company properties [page 84]

6.1.2.1.13.1.1 To authorize a forced reconciliation

Procedure

1. In the Administration tab, select Forced Reconciliation Settings.2. Activate Forced Reconciliation Enabled in the Forced Reconciliation by Administrator groupbox.


6.1.2.1.13.1.2 To designate the Forced Reconciliation Winner parent accounts

Procedure

1. In the Administration tab, select Accounts.2. Click the link for the parent account you want to designate as the Forced Reconciliation Winner.3. Activate Forced Reconciliation Winner.4. Click Update.

6.1.2.1.13.1.3 To define the adjustment account extension

Procedure

1. In the Administration tab, select Setting Metadata Settings .2. In the Adjustment Account Extension field, enter the text you want to define as the extension.

NoteThe extension field is limited to eight characters.

Related Information

To authorize a forced reconciliation [page 119]

6.1.2.1.13.1.4 To retain loser accounts which have a Partner Submitted status

Procedure

1. In the Administration tab, select Forced Reconciliation Settings.2. From the Forced Reconciliation Behavior list, select Keep Partners.3. Click Update.



6.1.2.2 Importing data

Instead of manually entering all of the metadata into the application, you can import it into the company database in a .csv or .txt file.

If the import data does not match the fields existing in the company database, the Administrator or Application Administrator creates templates that define how the data is entered into the database.

Before importing the data, verify that the import files are correctly formatted. The type of file you can import depends on your profile:

Table 21:

Import file Profile allowed to import the file

Currency Administrator, Application Administrator

Company Administrator, Application Administrator

Account Administrator, Application Administrator

User Administrator, User Administrator

Company Group Administrator, Application Administrator

User Group Administrator, User Administrator

User/User Group Relationships Administrator, User Administrator

User Group/Company Relationships Administrator, User Administrator

Account Groups Administrator, Application Administrator

Journal Accounts Administrator, Application Administrator

Account/Journal Account Relationships Administrator, Application Administrator

Balance Administrator, Application Administrator, Interactive User

Invoice Administrator, Application Administrator, Interactive User

Bulk balance or invoice Administrator, Application Administrator

Import User/SAP BusinessObjects Financial Consolidation Connection Relationships

Administrator, Application Administrator

To be able to import, the Administrator must specify:

● the name of the template to be used● the language in which the descriptions are entered in the import file● the path to the import file


NoteTo manage the performance impact on the Intercompany application and database servers, it is possible to specify an upper limit for the number of invoice and balance imports that can run in parallel using the Maximum Number Of Parallel Imports in the Administration Settings Import/Export settings page. To do so, the Allow Import Running in Parallel option must be first enabled. By default, this limit is set to three.

Related Information

To import balance amounts via an import template [page 128]Templates for data import and export [page 159]Import order [page 129]Consulting import results [page 130]

6.1.2.2.1 Files for importing users and accounts

Before importing the data, verify that the import files are correctly formatted.

If you are importing users or accounts, some items must be in the English version. If the items are in other languages, the import will not be successful.

User import fields that must be in English

Table 22:

Field EN version

User Profile Code Administrator

ApplicationAdministrator

UserAdministrator

InteractiveUser

PowerUser

ViewUser



Field EN version

User Language ChineseSimplified

Danish

Dutch

English

Finnish

French

German

Italian

Japanese

Korean

NorwegianBokmal

Polish

PortugueseBrazil

Russian

Spanish

Swedish

Turkish

Account import fields that must be in English

Table 23:

Field EN version

Materiality Code OFFBALANCESHEET

PROFITANDLOSS

BALANCESHEET

Currency Rate Type Closing

Opening

Average


6.1.2.2.2 To import metadata objects using an import template

Procedure

1. In the Import/Export tab, select the type of import that is appropriate to your file.2. From the Template list, select a template.3. From the Language list, select the language used in the import file.

NoteA language is not required if you are importing Account/Journal Account Relationship, User Group/Company Relationship or User/User Group Relationship files.

4. To specify the path to the import file, do one of the following:○ Type the file path and name in the Source Data File field.○ Click Browse.

1. In the Choose file box, migrate to and then select the import file.2. Click Open.

5. Click Import.

NoteIf the import has been put in the import queue, you can cancel the import by clicking Cancel.

Related Information

To import currencies from SAP BusinessObjects Financial Consolidation [page 126]Templates for data import and export [page 159]Import queue [page 130]Consulting import results [page 130]

6.1.2.2.3 Importing data from SAP BusinessObjects Financial Information Management

Administrators and Interactive Users can use the existing application import templates to import invoice and balance amounts directly from SAP BusinessObjects Financial Information Management.

The advantages of using SAP BusinessObjects Financial Information Management are:

● Transformation between the source and target system using mapping tables.● Automated data loading



● A drill-to-origin functionality available in SAP BusinessObjects Intercompany can display source data.You can directly open the transaction linked if the source is the SAP ERP and correct the original information.

Drill-to-origin

When a user clicks an Origin icon for a balance or invoice amount and the data for that amount appears in a SAP BusinessObjects Financial Information Management panel.

Related Information

Setting the connection to SAP BusinessObjects Financial Information Management [page 69]Templates for data import and export [page 159]

6.1.2.2.4 Importing metadata from SAP BusinessObjects Financial Consolidation

You can import currency, company, and account metadata directly from SAP BusinessObjects Financial Consolidation . When you choose a metadata import item from the Import Metadata section in Import/Export tab, the application connects to SAP BusinessObjects Financial Consolidation and retrieves metadata to generate a list of objects you can select.

RememberBefore you import metadata, you need to set the web services URL connection to SAP BusinessObjects Financial Consolidation.

Currency and exchange rate metadata import

When you import the currency metadata, you can specify the conversion rate period and version to match the SAP BusinessObjects Financial Consolidation exchange rate table. The currency and period correspond to what you have selected in the application. The following table shows the mapping between the application and SAP BusinessObjects Financial Consolidation.

Table 24:

Intercompany Financial Consolidation

Currency Code Code

Description Long Description



Closing rate ID Closing rate

Opening rate ID Opening rate

Average rate ID Average rate

Company metadata import

The following table shows the mapping between the application and SAP BusinessObjects Financial Consolidation.

Table 25:


Company Code Code


Reporting Currency Currency

Account metadata import

When you import account metadata, you have to specify the account, materiality, and currency rate type that corresponds with the metadata in SAP BusinessObjects Intercompany.

CautionYou must do a separate account import for each account group.

The following table shows the mapping between the application and SAP BusinessObjects Financial Consolidation.

Table 26:


Account Code Code


6.1.2.2.4.1 To import currencies from SAP BusinessObjects Financial Consolidation

Procedure

1. In the Import/Export tab, select Import Currencies From SAP BusinessObjects Financial Consolidation.



2. Select the conversion rate period and version that match the SAP BusinessObjects Financial Consolidation exchange rate table.

3. Select the checkbox for each object you want to import.4. Click Import.

A progress report appears that shows the metadata import progress. When the import is done, a summary page appears that shows the outcome, lines processed, number of errors, and a link to a log file.

6.1.2.2.4.2 To import accounts from SAP BusinessObjects Financial Consolidation

Procedure

1. In the Import/Export tab, select Import Accounts From SAP BusinessObjects Financial Consolidation.2. Specify the items that correspond with the account to import from SAP BusinessObjects Financial

Consolidation for the following:

○ account group

CautionYou must do a separate account import for each account group.

○ materiality○ currency rate type○ invoice sign

3. To allow the import to updated child accounts linked to the parent account, select Forced Reconciliation Winner.

4. To select additional Financial Consolidation characteristics to appear in columns, do the following:a. Click Additional Columns.b. Select columns and click OK.

5. From the account list, select the checkbox for each account you want to import.

TipIf there is a long list of items in a column, enter the first letters of the item you want to see and click the filter icon.

6. Click Import.A progress report appears that shows the metadata import progress. When the import is done, a summary page appears that shows the outcome, lines processed, number of errors, and a link to a log file.

Related Information

Calculation signs [page 109]


Calculation types [page 100]

6.1.2.2.4.3 To import companies from SAP BusinessObjects Financial Consolidation

Procedure

1. In the Import/Export tab, select Import Companies From SAP BusinessObjects Financial Consolidation.2. Select the checkbox for each object you want to import.

You can also select Assign All if you want to import all objects.3. To select additional Financial Consolidation characteristics to appear in columns, do the following:

a. Click Additional Columns.b. Select columns and click OK.

4. From the company list, select the checkbox for each company you want to import.

TipIf there is a long list of items in a column, enter the first letters of the item you want to see and click the filter icon.

5. Click Import.A progress report appears that shows the metadata import progress. When the import is done, a summary page appears that shows the outcome, lines processed, number of errors, and a link to a log file.

6.1.2.2.5 To import balance amounts via an import template

Procedure

1. In the Import/Export tab, click one of the following:○ Import Balances if you are importing a file of balances○ Bulk Import Balance if you are importing a bulk balance file

There is no limit to the number of lines that can be imported in this way. The reconciliation process must be stopped before the Administrator or Application Administrator can run this type of import.

2. From the Template list, select a template.3. Activate Reset Local Amount Journals to define the local amounts as original amounts.4. Activate Reset Transaction Amount Journals to define the transaction amounts as original amounts.5. To specify the path to the import file, do one of the following:

○ Type the file path and name in the Source Data File field.○ Click Browse.

1. In the Choose file box, browse to and select the import file.



2. Click Open.6. Click Import.


When the import is complete the Summary page appears displaying the results of the import.

Results

To automatically save your import page selections for the next time you import balances, the option Remember last user selections in import pages must be enabled in the Administration Settings Import/Export settingspage.

Related Information

Templates for data import and export [page 159]Import queue [page 130]Consulting import results [page 130]Remembering previously specified selections in import pages [page 132]

6.1.2.2.6 Import order

When setting up the database, an Administrator or Application Administrator imports objects in the following order:

● Currencies● Company Groups● Companies when relevant, including reporting companies● Account Groups● Accounts● Journal Accounts (optional)● Account/Journal Account Relationships (optional)● Users● User Groups● User/User Group Relationships● User Group/Company Relationships

Balance and invoice transaction data is imported during the reconciliation process.


6.1.2.2.7 Consulting import results

The import Summary page includes:

● the Status field, which indicates whether or not the import was successful● the name of the template used● the Data File Path, which indicates the import file location● the Processed Line Count, which indicates the number of lines imported● the error count● The Log File Path

If there were errors, this line appears indicating the link to a file containing all of the errors found during the import.

You can consult this page at a later date at Import/Export Previous Imports/Exports .

6.1.2.2.8 Import queue

All the imports are placed in a queue. When one import finishes, the next one in the queue is started.

Import operations are also placed lower in the queue when another operation considered as a higher priority is being run.

Click Cancel to remove the import from the queue and cancel the import.

The Administrator or Application Administrator can also delete imports from the queue by clicking the red X icon in the Administration Maintenance page.

6.1.2.2.9 Carrying forward data from one period to another

In Intercompany, using the Carry Forward Partner Data option in the Import/Export settings, you can carry forward data for all or specific account groups, accounts and companies from an existing period into a new period.

Data carried forward includes:

● invoices● balances● comments● attachments● statuses

If you deactivate the Carry Forward Partner Data option, then the following happens:

● Only invoices for the selected companies are carried forward.● Only balances for the selected companies are carried forward.● The existing statuses are not carried forward and when the reconciliation process is started, the statuses are

recalculated.



Effect on invoice grouping

When data is carried forward, the grouping settings, whether automatic or manual, are copied to the new period. However, if the Carry Forward Partner Data option is deactivated, and one or more companies are selected:

● The grouping for the companies within the selection is carried forward.● The grouping with companies not included in the selection is ended. The companies within the section for

whom this grouping is ended are reset to the Opened status.

ExampleEffect of deactivating the Carry Forward Partner Data option for a carry forward of data

Companies selected for a carry forward: A, B

Companies not selected: C, D

Table 27:

Source Period Target Period

Company Partner Amount Group ID

Group Status Company Partner Amount Group ID

Group Status

A

B

B

A

10

10

1 Reconciled A

B

B

A

10

10

4 Reconciled

A

C

C

A

30

30

2 Reconciled A C 30 5 Opened

B D 40 3 Unreconciled B D 40 6 Unreconciled

NoteOnly data for companies active in the target period is carried forward.

6.1.2.2.9.1 To carry forward data from a previous period into a new period

Context

The Administrator or Application Administrator can use the Initialize from Previous Period option to copy source period balance and invoice data from a previously created period to a new one.

To reuse data in a new period:


Procedure

1. Stop the reconciliation process.2. Create the period.3. In the Import/Export tab, click Initialize From Previous Period.4. Defining the following values:

○ Source Period○ Target Period○ Account Group filter (optional)

NoteIf you do not select any account groups, then data for all account groups is carried forward.

○ Account filter (optional)

NoteIf you do not select any accounts, then all account data is carried forward.

○ Company filter (optional)

NoteIf you do not select any companies for which to carry forward data, then this option has no effect on the process.

5. If you want to exclude data for the companies not selected in the Company text box, deactivate Carry Forward Partner Data.

NoteIf you do not select any companies for which to carry forward data, then this option has no effect on the process.

6. Click OK.

7. In Administration Statuses Edit Status page, activate Local Amount Editable and Transaction Amount Editable, so that users can import new invoices and balances after the initialization.

6.1.2.2.10 Remembering previously specified selections in import pages

You can automatically save the last selections you made on the invoice or balance import pages, so that the next time you perform an import, all of the fields except for Source Data File are already filled in with your previously specified choices. To save your import page selections, the option Remember last user selections in import pages must be enabled in the Administration Settings Import/Export settings page.



Related Information

To import invoices [page 136]To import balance amounts via an import template [page 128]

6.1.2.3 Exporting metadata

Before exporting the data files, verify that they are formatted to match the destination database.

The type of file you can export depends on your profile:

Table 28:

Export file Profile allowed to export the file

Companies Administrator, Application Administrator

Accounts Administrator, Application Administrator

Users Administrator, Application Administrator, User Administrator

User Groups Administrator, Application Administrator, User Administrator

User / User Group Relationships Administrator, Application Administrator, User Administrator

User Group / Company Relationships Administrator, Application Administrator, User Administrator

Subtotal Balances Administrator, Application Administrator, Interactive User, Power User, View User

Analysis Balances Administrator, Application Administrator, Interactive User, Power User, View User

Analysis Subtotal Balances Administrator, Application Administrator, Interactive User, Power User, View User

Balances Administrator, Application Administrator, Interactive User, Power User, View User

Invoices Administrator, Application Administrator, Interactive User, Power User, View User

Journals Administrator, Application Administrator, Interactive User, Power User, View User

Export User/SAP BusinessObjects Financial Consolidation Connection Relationships

XXXXX

The information on exporting the following is in this section:

● Accounts


● Account Groups● Account/Journal Account Relationships● Companies● Journal Accounts● Users● User Groups● User/User Group Relationships● User Group/Company Relationships

Information on exporting balance, invoice, and journal files is offered in the Exporting data section.

Related Information

Exporting data [page 53]

6.1.2.3.1 To select the character set for exports

Context

The Administrator specifies the set to be used before any exports are performed.

Procedure

1. In the Administration tab, select Settings Import/Export Settings .2. From the Export File Encoding list, select a set type.3. Click Update.

6.1.2.3.2 To export metadata

Procedure

1. In the Import/Export tab, select an export option.

NoteOnly an Administrator or Application Administrator can export companies, accounts, users, user groups, user group relationships, or group company relationships. If you are exporting invoices, journals, or balances, go to the Exporting data section.



2. Select a template.3. Select a language.4. If you are exporting currencies, enter thousand and decimal separators.

NoteThe separator should correspond to that used by the database that will receive the export data.

5. To filter the data exported, activate Use Filter, and click to select filter items.6. Click Export.

Related Information

Exporting data [page 53]Consulting export results [page 135]

6.1.2.3.3 Consulting export results

When you finish exporting a file, the Summary page appears. The Summary page includes the following information:

● The Status indicates the success of the export.● The Template● The Data File Path field displays a link to the log file generated by the export.● The Processed Line Count● The Error Count indicates the number of errors that occurred during the export.● The Log File Path

You can consult this page at a later date at Import/Export Previous Import/Export .

Related Information

Consulting import and export results [page 138]

6.2 Importing invoices

Users select an import template created by the Administrator or Application Administrator.

Invoices always contain positive amounts.


Related Information

Parent accounts [page 108]

6.2.1 Replacing or totaling invoice balances

When importing invoices that have already been imported into the application under the same reference, transaction currency, account, company and partner, you can specify whether or not:

● The imported amounts must replace the existing invoice amounts.● The amounts should be added to the existing invoice amounts.

NoteIf an identical invoice exists in the application and it is reconciled, it is not replaced or aggregated with the invoice in the import file.

6.2.2 To import invoices

Procedure

1. In the Import/Export tab, select Import Invoices from the Import Data group.

NoteIf you cannot see the Import Data group on the Import/Export tab, check the following:○ The currently-selected period is open.○ The date and time of the machine on which Intercompany is installed is greater than the Process Start

Date and lower than the Process End Date.

2. From the Template list, select a template.3. To avoid having too many invoice balance records, use one of the following options:

○ To have the imported balances replace the existing, corresponding balances, activate Override Existing . If you do not activate this option, the imported balances are added to existing balances.

○ To have the invoice cache purged of your data before the import of the new balances, activate Purge Before Import.

CautionThere is no undo for this operation. All invoice records are purged permanently and there is no way to retrieve them. This operation purges only your invoice data.

4. Activate Create/Update Balances if you want balances created for invoices that do not contain any amounts.



When you import invoices, balances are created even if the invoices do not contain any amounts. The default amount entered is 0. The balances are created for the same company, partner, transaction currency and account as the corresponding invoices.

Note

If the Administrator or Application Administrator activated Invoices Drive Balances in AdministrationSettings Invoice Settings , the Create/Update Balance option is activated by default.

5. Select a date format from the list.6. Enter a Thousand Separator.7. Enter a Decimal Separator.8. To specify the path to the import file, do one of the following:

○ Enter the file path and name in the Source Data File field.○ Click Browse.

1. In the Choose file box, browse to and select the import file.2. Click Open.

9. Click Import.


When the import is complete the Summary page appears displaying the results of the import.

Results

To automatically save your import page selections for the next time you perform an invoice import, the option Remember last user selections in import pages must be enabled in the Administration Settings Import/Export settings page.

Related Information

Import queue [page 130]Consulting import results [page 130]Remembering previously specified selections in import pages [page 132]

6.2.3 Parallel processing when importing files

By default, when importing several balance or invoice files at the same time in Intercompany, the files are processed one at a time. The Administrator or Application Administrator can activate a parallel processing of files to increase the efficiency of the reconciliation process.


Multiple data imports of balances and invoices can be running at the same time, even when the reconciliation process is running.

Related Information

Importing invoices [page 135]To import invoices [page 136]To import balance amounts via an import template [page 128]

6.2.3.1 To activate parallel file processing when importing files

Prerequisites

Before activating the parallel import, you must set the parameter "SqlQueriesUsedForDataImports" from the Setting table to True.

Procedure

1. In the Administration tab, select Settings Import/Export Settings .2. To allow parallel processing of files being imported, activate Allow Import Running in Parallel.3. Click Update.

Related Information

Importing invoices [page 135]To import invoices [page 136]To import balance amounts via an import template [page 128]

6.2.4 Consulting import and export results

A page containing the results of the import or export performed can be consulted as soon as the operation has finished. This page is stored in the application and can be consulted at any time.

The Status field enables you to visualize the status of each import or export through a color coding:



● Green: the import or export the import or export was successfully completed without rejected lines.● Orange: the import or export was partially successful. Some errors were encountered.● Red: the import or export has not been completed.

To consult import or export results:

1. In the Import/Export tab, click Previous Imports/Exports.2. In the Start Date column, click the link for the import or export results that you want to consult.3. In the Summary page, click the error log link to consult the error log file.

6.3 Reconciliation calculation methodsThe reconciliation calculations set up process is as follows:

1. In the Balance Settings, in the Balance Reconciliation section:○ A Group Amount Reconciliation method determines the final status between a company and its partner in

group amount.○ A Group Amount Difference Calculation determines how the total difference in group currency is calculated

between a company and its partner.2. The appropriate Top Level Account Group is assigned to parent accounts. The account group uses a preset

calculation type that determines the data entry sign.

If several transaction currencies are used for the same parent account, the final status at group amount is defined by one of the following methods:

Table 29:

Group Amount Reconciliation Method Description

Balance Status If the status for each transaction currency is Reconciled, the status for group currency is Reconciled, even if the total difference in group currency is greater than the materiality threshold. The Balance Status of each transaction currency is more important than the total difference in group currency.

For example, differences calculated in two different transaction currencies are both less than materiality, the status of these balances are Reconciled.

The status of the parent account in group currency is Reconciled even when the total difference in group currency is greater than the materiality threshold.

Group Amount Difference If the total difference in group currency is greater than the materiality threshold, the status at the group currency is Unreconciled, even when statuses of the balances in different transaction currencies are Reconciled. The total difference in group currency is more important than the Balance Status of each transaction currency.

For example, if the differences calculated in two different transaction currencies are both less than materiality, the status of these balances is Reconciled. The status of the parent account in group currency is Unreconciled since the total difference for the parent account in group currency is greater than the materiality threshold.

The following table describes the three different options available for Group Amount Difference Calculations and lists the labels for those calculations that were used in previous versions.


Table 30:

Group Amount Difference Calculation in version 10.0

Description of Group Amount Difference Calculation

Known as Total Difference in version 5.1

Known as Total Difference Calculation in version 7.5

|Our Side ± Their Side| This calculation type generates an absolute sum of reciprocal balances.

Sum Ourside - Theirside

Sum|(Ourside.n - Theirside.n)|

Our Side + Their Side The total difference amount in group currency is the sum of all differences in each transaction currency in absolute values.

Total Ourside + Total Theirside

Total Ourside + Total Theirside

±Our Side + ±Their Side using Account Calculation Sign

Available as of version 10.0, this calculation type generates a total using the calculation sign assigned to the account in the account settings.

Related Information

Calculation signs [page 109]Calculation types [page 100]

6.3.1 To create a new invoice reconciliation matching rule

Context

Reconciling invoices using invoice rules enables users to compare the invoices of the declaring company and the partner to analyze balance differences in greater detail. By default, the invoice matching rule has a grouping criteria by invoice reference and reconciliation criteria by transaction amount. You can create a new invoice matching rule, with each invoice rule being applied to a specified period. Note that even if the invoices are not reconciled, this does not block the reconciliation process at the account level.

Procedure

1. In Administration Settings Invoice Settings , select Invoice Level Reconciliation Enabled.

The Invoice Rules link appears in the System section of the Administration tab.2. Click Add New.3. Enter a code and description.4. Select grouping and reconciliation criteria.



5. Click Create.

Related Information

Invoice rules [page 155]Invoice grouping and reconciliation setup [page 149]Reconciliation calculation methods [page 139]

6.4 Starting and stopping the reconciliation process

The Administrator or Application Administrator activates the reconciliation process by defining process start and stop dates, between which the reconciliation process is active and can be started and stopped manually at any time. Users can log into Intercompany when the process is started and can perform reconciliation when the date on the server is within the defined process start and end dates.

CautionWhen the Administrator or Application Administrator stops the process, all the users who are logged in are automatically logged out and may lose their work.

The Administrator or Application Administrator can start and stop the process manually.

CautionThe process must be stopped for the Administrator or Application Administrator to be able to create or modify the application database structure. If the process is running, the metadata objects cannot be changed. The Administrator or Application Administrator can do actions that do not change the system, for example export metadata, without having to stop the reconciliation process.

6.4.1 To manually start the reconciliation process

Procedure

1. In the Administration tab, select Process.2. Click Start.


6.4.2 To manually stop the reconciliation process

Procedure

1. In the Administration tab, select Process.2. Click Stop.

6.4.3 To configure start and stop dates for the reconciliation process

Procedure

1. In the Administration tab, select System Process .2. If you are changing an existing reconciliation process, click Stop.3. In the Process Start Date field, do one of the following:

○ Enter the required date using a DD/MM/YYYY format.○ Click the calendar icon and choose the required date in the calendar that appears.

4. In the Process End Date field, do one of the following:

○ Enter the required date using a DD/MM/YYYY format.○ Click the calendar icon and choose the required date in the calendar that appears.

5. Click Start if this is the first time you are setting up the reconciliation process, or Update if you are updating an existing reconciliation process,.

6. Click Save.

6.5 Opening and closing periods

The Administrator or Application Administrator can:

● open periods so that users can enter balances.● close periods so that periods available to users are in read-only mode.

Once a period is closed, the Administrator or Application Administrator can no longer make changes to the materiality thresholds, rate or company status, or freeze or unfreeze companies.

NotePeriods are not closed or opened definitively. When the Administrator or Application Administrator opens a closed period, the companies frozen before the period was closed remain frozen. Once the period is reopened, the companies can be unfrozen.

When a period is created, it is open by default.



The Administrator or Application Administrator can open and close:

● each period one by one● all the periods at once

Related Information

Freezing and unfreezing company balances [page 146]

6.5.1 To open a period

Procedure

1. In the Administration tab, select Periods.2. Click the link for the period you want to open.

The selected period's page appears.3. Click Open Period.4. Click Update.

6.5.2 To open all of the periods at once

Procedure

1. In the Administration tab, select Periods.2. Click Open All Periods.

6.5.3 To close a period

Procedure

1. In the Administration tab, select Periods.2. Click the link for the period you want to close.

The selected period's page appears.3. Click Close Period.4. Click Update.


6.5.4 To close all the periods at once

Procedure

1. In the Administration tab, select Periods.2. Click Close All Periods.

6.6 Running the forced reconciliation process

Administrators or Application Administrators run this operation once the balances have been entered. The reconciliation process must be stopped when running forced reconciliations. Once the operation is performed, the process can be started again.

RestrictionThe forced reconciliation process should be the last operation performed on the balances as it may change the amounts.

Note

Once the process is finished, the Forced Reconciliation Run box is activated automatically in AdministrationForced Reconciliation Settings .

NoteIf there is a balance in the non-winning account but not in the winning account, the amount in the non-winning account is posted to the adjustment account on forced reconciliation.

Once the forced reconciliation process is complete, the Administrator or Application Administrator can consult the log files containing the process history. If there is an error, the Administrator or Application Administrator can restore the amounts as they were before the forced reconciliation process was run using the Roll Back Forced Reconciliation option.

Related Information

To manually start the reconciliation process [page 141]To configure start and stop dates for the reconciliation process [page 142]To restore data after running the forced reconciliation process [page 145]



6.6.1 To run the forced reconciliation process

Procedure

1. Stop the reconciliation process.2. In the navigation bar, click Period to select the period for which you want to run the forced reconciliation.3. In the Administration tab, select Run Forced Reconciliation.

NoteThis option is only available if the forced reconciliation process is authorized.

4. Click Run Forced Reconciliation.

Related Information


6.6.2 To restore data after running the forced reconciliation process

Procedure

1. In the Administration tab, select Roll Back Forced Reconciliation .

NoteThis option is only available if the forced reconciliation process is authorized.

2. Click Roll Back Forced Reconciliation.

Related Information



6.6.3 To consult log files after running the forced reconciliation process

Procedure

1. In the Administration tab, select Settings Forced Reconciliation Settings .2. Click View History.

The Forced Reconciliation History page appears listing all of the processes that have been run.3. To display the adjustments made after a process was run, click the File Location link for the process.

6.7 Exporting balance amounts to SAP BusinessObjects Financial Consolidation

Any user can export the amounts stored in the application database directly to an SAP BusinessObjects Financial Consolidation database. However, before balances can be exported the Administrator needs to set:

● a data source and web services URL● global parameters

NoteTo export balances, the company or companies whose balances are to be exported must be frozen, and the reconciliation process must be running when exporting balances.

Related Information

Exporting balances to SAP BusinessObjects Financial Consolidation [page 55]Setting the SAP BusinessObjects Financial Consolidation parameters [page 68]Setting the connection to SAP BusinessObjects Financial Consolidation [page 67]

6.8 Freezing and unfreezing company balances

When the company balances are frozen, neither the declaring company nor the partner can change them.

Balances can be frozen or unfrozen in:

● balances pages● company pages



The Administrator or Application Administrator can freeze all the balances for all the companies simultaneously and unfreeze the balances for a company if a user froze it by mistake.

6.8.1 Authorizing unreconciled company balances to be frozen

Neither the declaring company nor the partner can access frozen balances. The declaring company decides when all of the work is complete and the partner can no longer make any changes.

NoteIf an error has been made, only Administrators or Application Administrator can unfreeze company balances, unless the Administrator or Application Administrator gives Power Users the right to freeze companies.

By default, only company balances that are reconciled can be frozen.

The Administrator or Application Administrator can also authorize users to freeze their company balances whether they have been reconciled to or not.

NoteIf the Administrator or Application Administrator authorizes companies to freeze their balances only when the balances are reconciled to, the companies cannot do so when they have the Company Requests To Differ and Partner Requests To Differ statuses activated.

Related Information

Freezing company balances at the end of the reconciliation process [page 148]Status properties [page 191]Authorizing Users to freeze companies with unreconciled balances [page 147]

6.8.2 Authorizing Users to freeze companies with unreconciled balances

This authorization must be activated in Administration tab User profiles .

To find out how to authorize users to freeze companies with unreconciled balances, see the User profiles chapter. [page 88]


6.8.3 Freezing company balances at the end of the reconciliation process

At the end of the process, the Administrator or Application Administrator freezes all of the balances, reconciled or not, for all of the companies:

● for the current period● for all of the periods

Balances for the current period can be frozen or unfrozen, regardless of whether or not the reconciliation process is running.

Balances can be frozen or unfrozen for all of the periods only if:

● the reconciliation process is stopped● there are no users connected

NoteUnfreezing balances for all of the companies and periods enables you to recalculate the balances and take any changes into account, for example rate changes.

6.8.3.1 To freeze all of the company balances

Procedure

1. In the Administration tab, select Companies.2. Click Freeze Companies.


6.8.3.2 To unfreeze company balances

Procedure

1. Do one of the following:○ Click the Balances tab.

The Detail by Partners page appears.

○ Select Administration Companies > [company to be unfrozen].The selected company's page appears.

2. Click Unfreeze Company.

A confirmation message appears.



3. Click OK.

6.8.3.3 To freeze/unfreeze balances for all of the companies and periods

Procedure


2. Select Administration Periods .3. In the Periods page, click Freeze Companies or Unfreeze Companies.


6.9 Invoice grouping and reconciliation setup

If invoice reconciliation is included in the application license, the Administrator or User Administrator can allow other Administrators and Interactive Users to group and break down the child account balances into different invoices.

Grouping and reconciliation enable users to compare the invoices entered by the declaring company and the partner. Even if the invoices are not reconciled, the reconciliation process can be run.

6.9.1 Creating balances by importing or creating invoices

The Administrator authorizes the use of invoices in Administration Settings Invoice Settings .

Depending on the option activated by the Administrator or Application Administrator in Invoice Reconciliation, the balances linked to the invoices, which are imported or manually entered, are created differently.

Table 31:

Option Description

Invoice Level Reconciliation Enabled Select this option to enable invoice level reconciliation.

NoteIf this option is not selected, none of the options related to invoice reconciliation are displayed.


Option Description

Invoices Create Zero Balances When you import invoices, balances are created, even if the invoices do not contain any amounts, with the default amount of 0.

The balances are created for the same company, partner, transaction currency and account as the corresponding invoices. You can access the invoices by navigating through the balances pages.

Apply Balance Sign To Invoices If you select Apply Balance Sign To Invoices:

● |A+B| and |A-B| calculation types are allowed at the invoice level.● The Group Amount Difference Calculation is applied instead (|A-B| or |

A+B|).● The Invoice Sign list is grayed out in the Edit account and Create account

pages for parent accounts.

Invoices Drive Balances When you import or manually enter invoices, the balances created contain amounts which are the sums of the invoices linked to the balances.

The balances are created for the same company, partner, transaction currency and account as the corresponding invoices. You can access the invoices by navigating through the balances pages.

NoteIf the Administrator or Application Administrator authorized the use of invoices and activated Invoices Drive Balances:

● each time a user updates the balances, a message appears indicating that the balance amounts and the sum of invoices linked to the balances no longer correspond.

● each time a user imports invoices, the user can optionally select Create/Update Balances.

Balance Update by Invoice only Activate this option to allow users to update balances only by invoice.

NoteThis option is available when you activate Invoices Drive Balances.

Invoices Reconciled on Standard Comment Select this option to force the reconciliation of invoice groups that do not meet the selected invoice rules.



Option Description

Allow Partner Data Entry On Comment Select this option to allow companies on the partner side to enter comments on each transaction.

Each side can enter or modify the comment. Depending on who updated the comment last, the icon in the Comment column of the Invoice page is different:

● Comment was last modified by the declaring company: a yellow post-it icon with a lock on the upper left corner is displayed.

● Comment was last modified by the partner: a yellow post-it icon flipped horizontally with a blue lock on the upper right corner is displayed.

NoteWhen this option is enabled, the report column Comment Last Modified By becomes available when specifying the columns to be displayed in the report Unassigned Unreconciled Invoices - All Fields accessible in the

Administration Reports page. The column directly follows the Comment column in the generated report and specifies who last modified the comment: the Partner or the Company.

Invoice Substitution Behaviour If an invoice which is created manually or imported already exists in the database, the user can choose to override the existing amount or aggregate it with the new amount. The Administrator or Application Administrator sets the default option in the Invoice Settings.

NoteIf the Administrator or Application Administrator does not activate the options described above, the invoices are loaded in the database but are not available in the application. No balances are created. You can only access the invoices when the relevant balances have been created.

Related Information

Invoice templates [page 175]Entering invoice amounts [page 39]Invoice comments [page 41]Invoice reports [page 203]To activate/deactivate a report type and columns [page 216]


6.9.1.1 Authorizing invoice reconciliation via standard comments

Only invoices which have the same standard comment may be reconciled. This means that the company and the partner have justified the differences between their invoices via the same standard comment. If the invoices have the same standard comment, they are reconciled even though differences exist.

Related Information

Status properties [page 191]Freezing and unfreezing company balances [page 146]

6.9.1.2 Additional fields for invoices

The Administrator or Application Administrator can customize fields to provide more information on the invoice amounts.

By default, these additional fields are not available; the Administrator or Application Administrator activates them. The Administrator or Application Administrator can also define the content of the following fields:

Table 32:

Field type Number of definable fields

Invoice Text 5

Invoice Date 3

Invoice Amount 3

NotePredefining these fields allows the invoice import to be validated. If the import file contains a text which does not exist in the application, an error appears in the log file.

The predefined texts can then be used:

● for each invoiceIn the Balance tab invoice pages, the lists for the definable Invoice Text fields can be used to select their contents.

● when importing invoices

Related Information

Invoice templates [page 175]



Invoice updates [page 40]To predefine the content of the Invoice Text 1 and 2 fields [page 153]To activate invoice fields [page 153]

6.9.1.2.1 To activate invoice fields

Procedure


2. In the Administration tab, select Settings Invoices for Child Account .3. In the Code column, click the link for the field you want to display.4. Activate Visible.5. Change the description or code text, if necessary.6. Click Update.7. Follow the same procedure for each field you want to display.

Related Information

Balance and invoice interface display [page 218]

6.9.1.2.2 To predefine the content of the Invoice Text 1 and 2 fields

Procedure


2. In the Administration tab, select Settings Invoice Settings .3. Activate Invoice Text Validation.

You cannot change this setting if there are invoices in the database. If you want to change this setting, delete all of the invoices from the database.

4. Click Update.

5. In the Administration tab, select Settings Invoice Text Validation .6. Click Add New.7. In the Text Valid Code field, type a unique text code.8. Enter a description.9. In the Text Valid Value field, type the text name that should appear in the invoice text lists in invoices.


10. Select one or both options: Invoice Text 1 and Invoice Text 2.11. Click Create.

6.9.1.2.3 To authorize the use of invoices and define the settings for invoice reconciliations

Procedure

1. In the Administration tab, select Settings Invoice Settings .2. Do one of the following actions:

○ Select Invoice Level Reconciliation Enabled.○ In the Invoice Reconciliation section, select any of the following options:

○ To allow |A+B| or |A-B| calculation types at the invoice level, select Apply Balance Sign To Invoices. In this case, the calculation at the invoice level will be the same as at the balance level.

NoteIf you select Apply Balance Sign To Invoices, the Group Amount Difference Calculation is applied instead (|A-B| or |A+B|). The Invoice Sign list is grayed out in the Edit account and Create account pages.

○ For the balances created by the invoice import to contain the amount 0, activate Invoices Create Zero Balances.

○ For the balances created by the invoice import to contain the sum of the corresponding invoices, select Invoices Drive Balances.

○ To have balances available as read-only, select Balance Update By Invoice Only. A balance will only then be updated by the creation of an invoice.You can use this setting if the Invoices Drive Balances is enabled.

NoteIf an invoice which is created manually or imported already exists in the database, the user can choose to override the existing amount or aggregate it with the new amount. The Administrator or Application Administrator sets the default option beforehand from the Invoice Substitution Behaviour list.

3. To force the reconciliation of invoice groups that do not satisfy the reconciliation criteria of the invoice rule, select Invoices Reconciled on Standard Comment.

NoteYou must then create standard comments that users can select for their invoices.

4. If you want to use a term other than invoice, enter the chosen term:○ in the singular, in the Invoice Singular Caption.○ in the plural, in the Invoices Plural Caption.

By default, the term invoice, also in the plural, appears throughout the application. The Administrator or Application Administrator can choose to use a different term. If this is the case, the Administrator or



Application Administrator must enter both the singular and the plural form. The terms chosen are taken into account throughout the application, for example in the reports and log files. The terms used must not exceed 32 characters.

5. Click Update.A materiality can now be applied to invoices.

Related Information

Using positive and negative calculation types at the invoice level [page 111]Freezing and unfreezing company balances [page 146]

6.9.2 Invoice rules

If the Administrator or Application Administrator has enabled the option Invoice Level Reconciliation Enabled at Administration Settings , the Invoice Rules link appears. In Invoice Rules, an Administrator or Application

Administrator can create, view, and delete invoice rules. Invoice rules are listed by code and description name, and contain invoice fields used to define the invoice grouping and reconciliation criteria.

When a new period is created, by default the invoice rule used in the previous period is selected. You cannot select a different rule if there are invoices in the period. The invoices for a period need to be purged, and then a new invoice rule can be selected. A rule cannot be modified if it is associated with one or more periods.

Default invoice rule

The default invoice rule affects invoices in the following way:

● The grouping criteria is Invoice Reference● The reconciliation criteria is Transaction Amount

The default rule applies to all existing periods during migration.

Related Information

To create a new invoice reconciliation matching rule [page 140]


6.10 Purging balances and invoices

When work has been completed on the balances and invoices for one or more periods and the Administrator or Application Administrator decides that the data is no longer needed, the Administrator or Application Administrator can delete:

● the balances and invoices by period

NoteYou cannot delete balances without deleting the invoices.

● the invoices by period● all of the balances and invoices for all of the periods

TipTo purge all of the balances and invoices from the database, the Administrator or Application Administrator must first close all of the periods.

Related Information

Opening and closing periods [page 142]

6.10.1 To purge balances and invoices simultaneously

Procedure

1. Stop the reconciliation process.2. In the Administration tab, select Purge Balances/Invoices.3. To purge the balances for certain periods, select the periods in the Purge Balances column.4. Click Purge.

CautionThe data is permanently deleted from the database.



6.10.2 To purge invoices

Procedure

1. Stop the reconciliation process.2. In the Administration tab, select Purge Balances/Invoices.3. To purge invoices for certain periods, select the periods in the Purge Invoices column.4. Click Purge.

CautionThe data is permanently deleted from the database.

6.10.3 To purge balances and invoices for all of the periods

Procedure

1. Stop the reconciliation process.2. In the Administration tab, select Purge Balances/Invoices.3. Click Purge All.

6.11 Deleting invoices by company, parent or child account

Administrators, Application Administrator, and Interactive Users can delete invoices linked to:

● a company● a parent account● a child account

The Administrator and Application Administrator can also purge all of the invoices.

Related Information

Purging balances and invoices [page 156]


6.11.1 To delete invoices by company

Procedure

1. In the Administration tab, select Companies.2. In the Companies page, click the link for the company whose invoices you want to delete.3. Click Delete Invoices.


6.11.2 To delete invoices by parent account

Procedure

1. Select the Balances tab.2. Navigate through the balances to the Detail by child accounts page.3. Click Reconcile Invoices.4. Do one of the following:

○ To delete all of the invoices linked to a parent account, click Delete.○ To delete a single invoice, click the red X icon.


NoteIf you have deleted all of the invoices, all of the invoice groups are also deleted. If you have not deleted all of the invoices and the deleted invoices belong to an invoice group, the group is unreconciled. If the invoice groups do not contain any invoices belonging to the declaring company, they are deleted.

6.11.3 To delete invoices by child account

Procedure

1. Select the Balances tab.2. Navigate through the balances to the Detail by child accounts page.3. In the Invoices column, click one of the following icons:



4. Do one of the following:

○ To delete all of the invoices linked to a child account, click Delete.○ To delete a single invoice, click the red X icon.


Results

NoteIf the deleted invoice belongs to an invoice group, the group is unreconciled. If the invoice group does not contain any invoices belonging to the declaring company, it is deleted.

6.12 Templates for data import and export

Only the Administrator or Application Administrator can create templates. Templates match the data in a file from one database to another. Because a corporation can have branch offices or subsidiary companies with different database systems operating in different countries using different currencies, templates ease financial data entry and reconciliation, as well as master database maintenance of users, companies, and currencies.

NoteWhen an Administrator or Application Administrator modifies an existing template fields, all templates based on these fields are automatically updated.

The following table lists the objects that are imported and exported, and which templates they use:

Table 33:

Object Import Export

Accounts X X

Account/Journal Account Relationships X X

Account Groups X

Balances X X

Analysis Balances X

Companies X X

Company Groups X X


Object Import Export

Currencies X X

Invoices X X

Journals X

Journal Accounts X X

Subtotal Balance X

User/User Group Relationships X X

User Group/Company Relationships X X

User Groups X X

Users X X

User/SAP BusinessObjects Financial Consolidation Connection Relationships Templates

X X

The Administrator or Application Administrator does the following so that data can be imported or exported:

● Configure the template fields for each object.● Configure a file template.

6.12.1 Template lists

Once the Administrator or Application Administrator creates file templates, they are available in the template list for a specific category of import template. For example, when the Administrator or Application Administrator saves a new company template, then goes to Import/Export Company Templates , the new template is listed.

NoteFor users who do not have Administrator rights, these objects appear in read-only mode.

The template lists include:

● The Code column lists the template names defined in the database.● The Description column lists the template descriptions defined in the database.● The Balance Status column indicates whether the template can be used or not.

The green check mark indicates that the template is valid and can be used. If the red X appears, the template is invalid.

● The fourth column contains the delete icon. If you no longer need a template, click the delete X to remove the template.



6.12.2 Account templates

To create an account template, the Administrator or Application Administrator needs to do the following:

● Configure the template fields.● Configure a file template that matches the file to import or the database to which a file is to be exported.

The following figure shows some of the fields available in a template, and how they need to correspond with items in an Excel worksheet.

6.12.2.1 Configuring the account template fields

The Administrator or Application Administrator configures the template fields in Import/Export Account Template Fields .

Account import templates contain the following fields:

● IgnoreWhen certain fields in the import file cannot be processed by the application or the database to which the export file will be sent, the Administrator or Application Administrator must use the Ignore field so that the system does not include the field.

● Account Code● Account Flow Code

If the accounts are linked to flows in the file, you will select the Use Account Flows option when you create the template, and enter the separator used in the import file in the Flow Delimiter field. The field is used with Partner Account Flow Code.

● Materiality CodeIf there is no materiality in the import file, either enter a default type field name or select a default materiality later when you create a template.

● Currency Rate TypeIf there is no currency rate in the file, either enter a default currency rate field name or select a default currency rate later when you create a template.

● Account Group Code● Account Description


● Parent Account Code● Partner Account Code● Partner Account Flow Code

The field is used with Account Flow Code.● Account Status

The Account Status field displays for each reporting company whether or not it can be used in balances, or if it should be stored in the database for use at a later date.When you create the template in Import/Export Account Templates , you activate Import Status Information and define the active and inactive status indicators.

● Forced Reconciliation● Group Amount Source● Invoice Sign

This field enables you to specify the sign to display the related balance amount.

Once the Administrator or Application Administrator has populated the fields, templates can be created in Import/Export Account Templates .

6.12.2.2 Configuring an account template

Once the Administrator or Application Administrator has populated the template field names in Import/ExportAccount Template Fields , templates can be created in Import/Export Account Templates .

The following fields are required:

● Account Code● Account Description● Currency Rate Type● Account Flow Code, if the accounts are linked to flows in the file

6.12.2.2.1 To configure an account file template

Procedure

1. In Import/Export Account Templates , click Add New.2. Type a unique code.3. Type a template description.4. From the Fields Per Line list, select the number of fields you want to include in the file.

NoteThis number determines how many fields appears in the window that are available when you click Define Fields.



5. Enter a character in the Field Delimiter that the file will use to separate the columns.6. Click Create.7. Click Define Fields.8. In the Field Definition page, select the fields that you want to include.

NoteThe order of the fields must correspond to the file you are importing or to the database to which the file will be exported.

9. When you have selected the fields, click Update.10. From the Skip Lines list, select the number of lines in the top of the file that should not be imported or

exported.

For example, if you do not want to import the header row in the file, select 1. Only the second line onwards is imported.

11. If there are no materiality, translation or account group fields in the file, activate the following options and select values from the lists:○ Use Default Materiality Type○ Use Default Currency Rate Type○ Use Default Account Group

12. If the import file contains account flows, activate Use Account Flows and type in the Flow Delimiter field the character that is used for the account flow pairs in the import file.

13. Activate Import Status Information if you have a file that includes the Currency Status field.

You need to define the following status indicators:

○ Type an indicator in the Active Status Indicator text box if you have a template that includes the Currency Status field.

○ Type an indicator in the Inactive Status Indicator text box if you have a template that includes the Currency Status field.

14. If the forced reconciliation winners are included in the file, activate Import Forced Reconciliation Information and indicate in the Forced Reconciliation Winner Indicator field how the forced reconciliation winners are identified in the file.

15. Activate Use Account Sign to specify the sign to be assigned to amounts in the account currently open for positive and negative indicators.

16. Click Update.

The template is saved to the Account Templates list.

NoteThe Administrator or Application Administrator can access the template in the Account Templates list at any time to update the details.

6.12.3 Account/Journal Account Relationships templates

Account/journal account relationship templates use the following fields:



● Account Code● Journal Account Code

NoteYou need to import the journal accounts before you can import the user/user group relationships.

Related Information

To configure an import or export file template [page 172]Journal accounts [page 104]Accounts [page 107]

6.12.4 Account Group templates

Account group templates use the following fields:


● Account Group Code● Account Group Description● Top Level Account Group Code● Parent Account Group Code

Related Information

To configure an import or export file template [page 172]Account groups [page 97]

6.12.5 Balance templates

To create a balance template the Administrator or Application Administrator needs to do the following:

● Configure the template fields.



● Configure a file template that matches the file to import or the database to which a file is to be exported.

NoteCalculations are defined using absolute values; it is important to place the minus (-) sign before negative amounts in the import file.


Related Information


6.12.5.1 Configuring the balance template fields

The Administrator or Application Administrator configures the template field names in Import/Export for the following types of balance files:

● Balance Import Template Fields for import templates● Balance Export Template Fields for general balance export templates

Balance exports use only the amounts stored in frozen child accounts.The template is also available for Analysis Balances exports that use only the amounts stored in unfrozen child accounts for analysis.

● Subtotal Balance Export Template Fields for subtotal balance export templatesSubtotal Balance exports use only the amounts stored in frozen parent accounts.The template is also available for Analysis Subtotal Balances exports that use only the amounts stored in unfrozen parent accounts for analysis.

Balance templates contain the following fields:

● Ignore


When certain fields in the import file cannot be processed by the application or database to which the export file will be sent, the Administrator or Application Administrator must use the Ignore field so that the system does not include the field.

● Period Code● Company Code● Local Currency Code● Account Code● Partner Code● Transaction Currency Dimension Code

If there is no transaction currency dimension in the import file, either enter a default transaction currency dimension name in the field or enter a transaction currency in the Transaction Currency Dimension Code field when you create the template.

● Amount IndicatorIf there are transaction fields in the file for both the local currency and the transaction currency amount, you activate the Expect Two Lines Per Transaction option when you create a template.

● Amount● Transaction Amount● Account Flow Code

If the accounts are linked to flows in the application and the flows and account codes are separate in the balance file, then you select the Use Account Flows option when creating the template, and enter a separator used in the file in the Flow Delimiter field.

NoteFor import file templates, the separator used must be identical to the one used in the account import file.

● Standard Comment CodeImported standard comments can be used as criteria for matching invoices. If the import file contains a standard comment which does not exist in the application, an error appears in the log file.

● Balance Comment

The following fields are also used in the Balance Export templates:

● Reporting Company Code● Category Code● Group Amount● Timestamp● Company Group Code

NoteIf a company is linked to several company groups, only the information for the first company group will be exported.

● Partner Group Code● Partner Reporting Company Code● Parent Account Code● Audit ID Code● Flow Code● Data Entry Period Code



The following fields are also used in the Subtotal Balance Export templates:

● Partner Group Amount● Partner Transaction Amount● Balance Status

Related Information


6.12.5.2 Configuring a balance template

Once the Administrator or Application Administrator has populated the template field names in Import/ExportBalance Import Template Field Names , templates can be created in Import/Export.


● Company Code● Partner Code● Account Code● If there is no transaction currency dimension in the import file, either enter a default transaction currency

dimension name in the field or enter a transaction currency in the Transaction Currency Dimension Code field when you create the template.

● If there are transaction fields in the file for both the local currency and the transaction currency amount, activate the Expect Two Lines Per Transaction option and you need to include the Amount field in the template.

● If the accounts are linked to flows in the application and the flows and account codes are separate in the balance file, select the Use Account Flows option when creating the template, and enter a separator in the Flow Delimiter field.

6.12.5.2.1 To configure a balance file template

Procedure

1. In Import/Export, select one of the following:○ Balance Import Templates, to create an import template.○ Balance Export Templates or Subtotal Balance Export Template, to create an export template.

2. Click Add New.3. Type a unique code.4. Type a description.5. From the Fields Per Line list, select the number of fields you want to include in the file.


NoteThis number determines how many fields appears in the window that are available when you click Definite Fields.

6. Enter a character in the Field Delimiter text box that the file will use to separate the columns.7. Click Create.8. Click Define Fields.9. In the Field Definition page, select the fields that you want to include.


10. When you have selected the fields, click Update.11. In the template, select the number of lines in the top of the file that should not be imported or exported from

the Skip Lines list.


12. Activate Expect Two Lines Per Transaction to enter the following:○ Local Amount Indicator, which must match the local amount indicator in the file.○ Transaction Amount Indicator which must match the transaction amount indicator in the file.

13. Activate Use Account Flows if there are flows linked to the accounts and type a Flow Deliminator.14. For import templates, activate Use Default Transaction Currency to specify a Default Transaction Currency.

NoteIf there is no transaction currency in the file, the currency specified in this field is used by default for all the amounts in the file.

15. For import templates, activate Use Default Transaction Amount to specify a Default Transaction Amount.

NoteIf there are no transaction currency amounts in the file, the amount specified in this field is used by default.

16. Click Update.

The template is saved to the applicable balance templates list.

NoteThe Administrator or Application Administrator can update the templates in the balance templates lists at any time.



6.12.6 Company templatesTo create a company template the Administrator or Application Administrator needs to do the following:

● Configure the template fields.● Configure a file template.


6.12.6.1 Configuring the company template fields

The Administrator or Application Administrator configures the template fields in Import/Export Company Template Fields .

Company templates contain the following fields:

● IgnoreWhen the application or destination database cannot process certain fields in the import file, the Administrator or Application Administrator uses the Ignore field so that the import file does not include the field.

● Company Code● Company Group Code

If the company group is included in the file, activate the Import Company Groups option when you create the template in Import/Export Company Templates .

● Company Description● Reporting Company Code

If the reporting company is included in the file, activate the Import Reporting Companies option in the template.

● Currency Code● Company Status

The Company Status field displays for each reporting company whether or not it can be used in balances or stored in the database for use at a later date.


When you create the template in Import/Export Company Templates , you activate Import Status Information and define the active and inactive status indicators.

Once the Administrator or Application Administrator has populated the fields, templates can be created in Import/Export Company Templates .

6.12.6.2 Configuring a company template

Once the Administrator or Application Administrator has populated the template field names in Import/ExportCompany Template Fields , templates can be created in Import/Export Company Templates .


● Company Code● Company Description● Currency Code● Company Group Codes, if the company group is in the file● Reporting Company Code, if the reporting company is in the file

6.12.6.2.1 To configure a company file template

Procedure

1. In Import/Export Company Templates , click Add New.2. Type a unique code.3. Type a description.4. From the Fields Per Line list, select the number of fields you want to include in the file.


5. Enter a character in the Field Delimiter that the file will use to separate the columns.6. Activate Import Company Groups if the company group field exists in the file.

If you activate this option, the company group field is available after you have defined the fields.

NoteOnce you have created the template with this option deactivated, you cannot return and activate it in the update mode.

7. Activate Import Reporting Company if you have a file that includes the Reporting Company Code field.

If you activate this option, the Reporting Company field is available after you have defined the fields.



8. Click Create.9. Click Define Fields.10. In the Field Definition page, select the fields that you want to include.





13. Activate Import Status Information if you have a file that includes the Currency Status field.




14. Click Update.

The template is saved to the Company Templates list.

NoteThe Administrator or Application Administrator can access the template in the Company Templates list at any time to update the details.

6.12.7 Company group templates

Company group templates use the following fields:


● Company Group Code● Company Group Description

Related Information

Company groups [page 82]


6.12.7.1 To configure an import or export file template

Procedure

1. In Import/Export, select one of the following:

○ Import Account Groups or Export Account Groups.○ Import Company Group or Export Company Group○ Import User Group or Export User Group○ Import User/User Group Relationship or Export User/User Group Relationship○ Import User Group/Company Relationship or Export User Group/Company Relationship ○ Import Journal Accounts or Export Journal Accounts○ Import Account/Journal Account Relationship or Export Account/Journal Account Relationship

2. Click Add New.3. Type a unique code.4. Type a description.5. From the Fields Per Line list, select the number of fields you want to include in the file.


6. Enter a character in the Field Delimiter that the file will use to separate the columns.7. Click Create.8. Click Define Fields.9. In the Field Definition page, select the fields that you want to include.





12. Click Update.

The template is saved to the template list.

6.12.8 Currency templates

To create a currency template the Administrator or Application Administrator needs to do the following:



● Configure the template fields for the currency.● Configure a file template that matches the file to import or the database to which a file is to be exported.


6.12.8.1 Configuring the currency template fields

The Administrator or Application Administrator configures the template field names in Import/ExportCurrency Template Fields .

Currency templates contain the following fields:


● Currency Code● Currency Description● Currency Opening Rate● Currency Average Rate● Currency Closing Rate● Currency Status● Currency Rate Type

Once the Administrator or Application Administrator has populated the fields, templates can be created in Import/Export Currency Templates . The Administrator or Application Administrator can update the

currency template field name entries at any time.

6.12.8.2 Configuring a currency template

Once the Administrator or Application Administrator has populated the template fields in Import/ExportCurrency Template Fields , templates can be created in Import/Export Currency Templates .



● Currency Code● Currency Description● Currency Opening Rate● Currency Average Rate

6.12.8.2.1 To configure a currency file template

Procedure

1. In Import/Export Currency Templates , click Add New.2. Type a unique code.3. Type a description.4. From the Fields Per Line list, select the number of fields you want to include in the file.


5. Enter a character in the Field Delimiter box that the file will use to separate the columns.6. Activate Use Default Period to identify the period to which the currency rates are linked.7. Click Create.8. Click Define Fields.9. In the Field Definition page, select the fields that you want to include.





12. Activate Import Status Information if you have a template that includes the Currency Status field and want to import the currency status information.






13. Activate Import Rate Information to define the valuation methods used for the currencies:○ In Multiply Indicator text box, type a character to represent rates using the multiply format.○ In Divide Indicator text box, type a character to represent rates using the divide format.

14. Click Update.

The template is saved to the Currency Templates list.

6.12.9 Invoice templates

To create an invoice template the Administrator or Application Administrator needs to do the following:



NoteThere may be certain fields in the file that cannot be processed by the application. If this is the case, users must use the Ignore field so that the system does not include the field.

Related Information


6.12.9.1 Configuring the invoice template fields

The Administrator or Application Administrator configures the template fields in Import/Export Invoice Template Fields .

Invoice templates contain the following fields:


● IgnoreWhen certain fields in the import file cannot be processed by the application or database to which the export file will be sent, the Administrator or Application Administrator must use the Ignore field so that the system does not include the field.

● Period● Company Code● Local Currency Code● Account Code● Partner Code● Transaction Currency Dimension Code


● Local Amount● Transaction Amount● Standard Comment Code

Imported standard comments can be used as criteria for matching invoices. If the import file contains a standard comment which does not exist in the application, an error appears in the log file.

● Invoice Group ID● Invoice Reference

When importing or exporting an invoice that has no reference in the import file, you can assign a default reference to it.

● Invoice Text, Invoice Date and Invoice Amount fields are used for objects not mentioned in the field names above. See the topic Additional fields for invoices for more information.

NoteIf an object in the import file does not exist in the application, an error can appear in the log file.

● Invoice Comment

Related Information

Additional fields for invoices [page 152]Field sizes for invoice and balance templates [page 185]

6.12.9.2 Configuring an invoice template

Once the Administrator or Application Administrator has populated the template fields in Import/ExportInvoice Template Fields , templates can be created in Import/Export Invoice Templates .


● Company Code



● Partner Code● Account Code● Invoice Reference● Transaction Amount● Transaction Currency Dimension Code

6.12.9.2.1 To configure an invoice file template

Procedure

1. In Import/Export Invoice Templates , click Add New.2. Type a unique code.3. Type a description.4. From the Fields Per Line list, select the number of fields you want to include in the file.


5. Enter a character in the Field Delimiter box that the file will use to separate the columns.6. Click Create.7. Click Define Fields.8. In the Field Definition page, select the fields that you want to include.





11. Activate Use Default Reference to import and assign a Default Reference to an invoice that has no reference in the file.

12. Click Update.

The template is saved to the Invoice Templates list.


6.12.10 Journal Export templates

A user selects a Journal Export template to export amounts stored in journal accounts to files, which can be imported into another accounting system.

6.12.10.1 Configuring the journal export template fields

The Administrator or Application Administrator configures the template fields in Import/Export Journal Export Template Fields .

Journal templates contain the following fields:


● Period Code● Company Code● Account Code ● Partner Code● Transaction Currency Dimension Code


● Local Amount Adjustment● Transaction Amount Adjustment● Original Local Amount● Original Transaction Amount● Journal Account Code

6.12.10.2 Configuring a journal export template

Once the Administrator or Application Administrator has populated the template fields in Import/ExportJournal Export Template Fields , templates can be created in Import/Export Journal Export Templates .


● Company Code● Partner Code ● Journal Account Code ● Transaction Currency Dimension Code● At least one of the following fields must be used:

○ Transaction Amount Adjustment



○ Local Amount Adjustment

6.12.10.2.1 To configure a journal export file template

Procedure

1. In Import/Export Journal Export Templates , click Add New.2. Type a unique code.3. Type a description.4. From the Fields Per Line list, select the number of fields you want to include in the file.


5. Enter a character in the Field Delimiter text box that the file will use to separate the columns.6. Click Create.7. Click Define Fields.8. In the Field Definition page, select the fields that you want to include.





11. Click Update.

The template is saved to the Journal Export Template list.

6.12.11 User templates

To create a user template the Administrator or Application Administrator needs to do the following:




6.12.11.1 Configuring the user template fields

The Administrator or Application Administrator configures the template field names in Import/Export User Template Fields .

User templates use the following fields:


● User Code● User Description● User Profile Code● User Language● User Email Address● User Phone● User Fax● User Address● User Mobile● User Password

If there is no password in the file, type a default password in the User Password field. Alternatively, type a password in the Default Password field when you create a template.



● User Can Receive Detailed EmailsInclude this field in your template and file as a flag.○ Use 0 to indicate that the users should not receive detailed emails.○ Use 1 to indicate that the user should receive detailed emails.

● User External Login

Once the Administrator or Application Administrator has populated the fields, templates can be created in Import/Export User Templates . The Administrator or Application Administrator can update the user

template field entries at any time.

Related Information

Addressees of detailed emails [page 189]

6.12.11.2 Configuring a user template

Once the Administrator or Application Administrator has populated the template fields in Import/Export User Template Fields , templates can be created in Import/Export User Templates .


● User Code● User Description● User Profile Code● User Language● User Password

6.12.11.2.1 To configure a user file template

Procedure

1. In Import/Export User Templates , click Add New.2. Type a unique code.3. Type a description.4. From the Fields Per Line list, select the number of fields you want to include in the file.



5. Enter a character in the Field Delimiter text box that the file will use to separate the columns.6. If you want to set a default password, in case there is no default password in the file, activate Use Default

Password box and enter in the Default Password text box.7. Click Create.8. Click Define Fields.9. In the Field Definition page, select the fields that you want to include.


10. When you have selected the fields, click Update.11. From the Skip Lines list, select the number of lines in the top of the file that should not be imported or

exported.


12. Click Update.

The template is saved to the User Templates list.

6.12.12 User/User Group Relationship templates

User/user group relationship templates use the following fields:


● User Code● User Group Code

NoteYou need to import the user groups before you can import the user/user group relationships.

Related Information

To configure an import or export file template [page 172]User groups [page 96]Users [page 87]



6.12.13 User Group templates

The User Groups import involves the following tasks:

● Import the User Groups.● Link User Groups and users.● Link User Groups and companies.

User group templates use the following fields:


● User Group Code● User Group Description

Related Information

To configure an import or export file template [page 172]User groups [page 96]

6.12.14 User Group/Company Relationship templates

User group/company relationship templates use the following fields:


● User Group Code● Company Code

NoteYou need to import the user groups before you can import the user group/company relationship file.

The user group/company relationship import file enables you to define which companies belong to which User Groups.

Related Information

To configure an import or export file template [page 172]User groups [page 96]


Companies [page 83]

6.12.15 User/SAP BusinessObjects Financial Consolidation Connection Relationships Templates

The User/SAP BusinessObjects Financial Consolidation Connection Relationships Templates use the following fields:

● Ignore: when certain fields in the import file cannot be processed by the application or the database to which the export file will be sent, the Administrator or Application Administrator must use the Ignore field so that the system does not include the field.

● SAP BusinessObjects Financial Consolidation Connection Code● User Name

6.12.16 Journal Account templates

Journal accounts are imported in the following order:

● Import journal accounts to define the journal account codes and description.● Import the account/journal account relationships to define which journal accounts are linked to which

accounts.

Journal account templates use the following fields:


● Journal Account Code● Journal Account Description

Related Information

To configure an import or export file template [page 172]Journal accounts [page 104]



6.12.17 Field sizes for invoice and balance templates

Table 34:

Field Length

Account Code 32

Account Flow Code 32

Amount 18

Audit ID Code 32

Balance Comment 1500

Category Code 32

Company Code 32

Company Group Code 32

Data Entry Period Code 32

Flow Code 32

Group Amount 18

Invoice (transaction) amount 18

Invoice Comment 1500

Invoice Date 1 n/a

Invoice Date 2 n/a

Invoice Date 3 n/a

Invoice Group ID 32

Invoice Reference 64

Invoice Text 1 6 4

Invoice Text 2 6 4

Invoice Text 3 6 4

Invoice Text 4 6 4

Invoice Text 5 6 4

Local Amount 18

Local Currency 3

Local Currency Code 3

Parent Account Code 32

Partner Code 32

Partner Group Amount 18

Partner Group Code 32

Partner Reporting Company Code 32

Partner Transaction Amount 18


Field Length

Period Code 32

Reporting Company Code 32

Transaction Amount 18

Transaction Currency Dimension Code 3

6.13 The application login page text

The Administrator or Application Administrator can customize the text that appears on the application login page, and choose to display it instead of the default text.

TipDisplay the Administrator email address in the login page. Use the following syntax:

<a class='DataLink' href='mailto:[email protected]'>[email protected]</a>

Do not forget to replace [email protected] with the correct address.

6.13.1 To display a customized login page text

Prerequisites

To display formatted text, you first need to

Procedure

1. Log into SAP BusinessObjects Intercompany.

2. In the Administration tab, select Settings Login Text .3. In the data entry box at the top of the page, type in the text that you want to appear on the login page.4. Click Update.



Results

If you have included formatted text features like colors, styles, sizes, and image in your login text, then you need to add the following argument to the httpRuntime section in the web.config file:

<httpRuntime requestValidationMode="2.0">

6.14 Emails

There are two main categories of email:

● Global emails, which are sent by the Administrator or Application Administrator when needed.● Emails sent to users in charge of entering data to help them to track the progress of invoices.

In this category, there are two types of email:○ Detailed Emails, sent each time there is a status change.○ Summary Emails, sent at a frequency defined by the Administrator or Application Administrator. They are

compulsory and contain a summary of the detailed emails.

The Administrator or Application Administrator must specify the following email settings:

● the email address for:○ source of detailed and summary emails○ list of users who receive detailed emails by default. Users can opt to not receive these emails in the

Adminsitration Your Profile section.● the folder in which all the emails are stored

Related Information


6.14.1 Global emails

The Administrator or Application Administrator can send a global email at any time during the process whether it is stopped or not.

The email is sent to all the users:

● who are defined as company contacts● who have an email address


6.14.1.1 To send a global email

Procedure

1. In the Administration tab, select Send Global Email.2. In the Subject field, type the subject of the email.3. In the Text box, type the email text.4. Click Send.

6.14.2 Automatic detailed emails

Each time the status of a balance changes, the application can generate an automatic detailed email.

These emails inform the declaring company and partner of any changes in the status of the current balance.

The Administrator or Application Administrator:

● decides which statuses generates an automatic email.● defines what is included in the mail.● specifies which users receive emails by default.

By default, every time the status of a balance changes, an automatic detailed email is sent. However, the Administrator or Application Administrator can choose not to send detailed emails for certain statuses. In this case, status information is not included in the summary emails either.

The Administrator or Application Administrator defines the text that accompanies each status change indicated in the emails. The following information is available by default:

● the meaning of the status.● what the user should do.

Related Information

Status properties [page 191]

6.14.2.1 To define and activate automatic detailed emails

Procedure

1. In the Administration tab, select Statuses.2. Click the link for the relevant status.



3. In the Email Message Line 1 and Email Message Line 2 text boxes, the default text that appears in the emails appears. Change this text as necessary.

4. Activate Send Email Notification to send the emails automatically.5. Click Update.

6.14.2.2 To stop emails being sent automatically for a status

Procedure

1. In the Administration tab, select Statuses.2. Click the link for the relevant status.3. Deactivate Send Email Notification.

NoteThe current status information is no longer included in the summary emails.

4. Click Update.

6.14.2.3 Addressees of detailed emails

The Administrator or Application Administrator specifies which types of user can receive detailed emails.

Users defined as recipients for detailed emails can choose not to receive them once logged in.

Related Information

To start or stop receiving detailed emails [page 49]

6.14.2.3.1 To select users that will receive detailed emails

Procedure

1. In the Administration tab, select Emails .2. In the Can receive detailed emails column, select the required user types.3. Click Update.4. In the Administration tab, select Users.


5. Select the link for the user you want to activate to receive emails.6. Activate Receive Detailed Emails.7. Click Update.

6.14.3 Automatic summary emails

A summary email is a condensed form of a detailed email. It lists the status changes that have occurred since the last summary email was sent.

Note

If the Administrator has not activated Send Email Notification for a status in Administration Statuses , the status information is not included in the summary emails.

During the reconciliation process, the Administrator or Application Administrator can send several summary emails per day. The Administrator or Application Administrator defines at what times the emails are sent automatically.

Only users that meet the following conditions are able to receive summary emails:

● The user type is Administrator, Application Administrator, User Administrator, Interactive User, or Power User.● The user has an email address.

6.14.3.1 To define the times when summary emails are automatically sent

Procedure

1. In the Administration tab, select Emails .2. Click Create Email Event.

A new row appears.3. In the Summary Email Events section, select the hour and minutes for when you want the first summary email

to be sent automatically.4. Click Update.5. To send a second email automatically, repeat the procedure from step 2 as necessary.



6.14.4 Email delivery control

Context

The Administrator or Application Administrator can stop and start email delivery to all users whether or not the reconciliation process is running. When the email delivery is deactivated, the Administrator or Application Administrator can perform maintenance work and modify balances without the other users having to be bothered by needless amounts of emails.

NoteThe process should be stopped for any updates to the metadata.

To control email delivery:

Procedure

1. In the Administration tab, go the Email page.2. Click Stop Email Delivery.

The balances can now be modified by an Administrator or Application Administrator.3. If you are going to update the metadata, stop the reconciliation process.4. When the modification is completed, go back to the Email page and click Start Email Delivery.

6.15 Status properties

Balance and User Group statuses enable you to see how the reconciliation of balances is progressing.

All the statuses delivered with are Intercompany are listed under Administration Statuses . The Administrator or Application Administrator cannot create additional statuses; however, the existing statuses can be modified.

Related Information

User Group statuses [page 194]Balance status types [page 192]


6.15.1 Status symbols and descriptions

Symbols identify the status of balances and user groups.

6.15.1.1 Balance status types

Table 35:

Symbol Default description Description

Open A balance has been created but no amounts have been entered.

Reconciled The balances have been agreed to by the company and the partner.

Company Requests to Differ If the declaring company is not able to correct its amount, it requests of the partner to differ.

Partner Requests to Differ If the partner is not able to correct its amount, it request of the declaring company to differ.

Agreed To Differ The company or partner accepts the difference.

Unreconciled The balance has not been reconciled.

Company Requests to Reopen The balance was reconciled, but the declaring company requests it be reopened in order to make changes.

Partner Requests to Reopen The balance was reconciled, but the partner requests it be reopened in order to make changes.

Reopened A request for the balances to be reopened has been accepted.

Company Requests to Delete The balance was not reconciled and the declaring company wants to delete it.

Partner Requests to Delete The balance was not reconciled and the partner wants to delete it.

Company Submitted Only the company has entered amounts.

Partner Submitted Only the partner has entered amounts.

Forced Reconciliation The balance was reconciled automatically when the Administrator or Application Administrator ran the forced reconciliation process.



NoteIf the Administrator or Application Administrator authorized all the companies to freeze only reconciled balances, the companies can only freeze balances that have Reconciled or Agreed To Differ statuses.

Related Information

Freezing and unfreezing company balances [page 146]

6.15.1.1.1 Balance status workflow

The following workflow shows how a status changes in response to an action by a company or partner.


6.15.1.2 User Group statuses

User Group statuses are used for partner and parent account pages and depend on the difference calculated.

All the statuses delivered with are Intercompany are listed under Administration Statuses . The Administrator or Application Administrator cannot create additional statuses; however, the existing statuses can be modified.

When a materiality value has been defined:

● If the difference is greater than the materiality value set, the status is Unreconciled.



● If the difference is less than the materiality value set, the status is Reconciled.

When no materiality value has been defined:

● If there is no difference, the status is Reconciled.● If there is a difference, other than 0, the status is Unreconciled.

Table 36:

Symbol Default description Description

Reconciled The balance is reconciled.

No changes are required.

Unreconciled The balance is not reconciled.

Changes must be made to reconcile the balances. The companies must go to the currency and account pages to make the changes.

Related Information

Automatic detailed emails [page 188]Balance status types [page 192]

6.15.1.3 To change status labels

Procedure

1. In the Administration tab, select Statuses.2. Click the link for the status label you want to change.3. In the Description field, enter the relevant label.4. In the Email Message Line 1 text box, enter the text for the row in the email that explains the status.5. In the Email Message Line 2 text box, enter the text for the row in the email that explains what the user must

do.6. Activate Send Email Notification for an email to be sent automatically each time this status is used.7. To authorize modifications to the local amount for the current status, activate Local Amount Editable.

For each status, you can specify if the local amounts or transaction amounts or both can be modified for balances which have this status. By default, balance amount modifications are authorized for the following statuses but can be modified by the Administrator or Application Administrator:

○ Open○ Unreconciled○ Forced Unreconciled


○ Company Child Account Error○ Partner Child Account Error○ Company Submitted○ Partner Submitted

8. To authorize modifications to the transaction amount for the current status, activate Transaction Amount Editable.

9. If you want to authorize comments for the current status in the balances pages, activate Comment Editable.

Comments are authorized via the statuses by default as long as the balance is not frozen or reconciled. The Administrator or Application Administrator can, however, change the default as required. If you do not want to authorize comments for the current status, deactivate Comment Editable.

10. Click Update.

6.15.2 To configure status properties

Procedure

1. In the Administration tab, select Statuses.2. Click the link for the status label you want to change.3. Configure the status properties as necessary:

Table 37:

Property Configuration options

Description Edit the default label.

Email Message Line 1 Enter text for the row in the email that explains the status.

Email Message Line 2 Enter text for the row in the email that explains what the user must do.

Send Email Notification Select for an email to be sent automatically each time this status is used.



Property Configuration options

Local Amount Editable Select to authorize modifications to the local amount for the current status. For each status, you can specify if the local amounts or transaction amounts, or both, can be modified for balances which have this status. By default, balance amount modifications are authorized for the following statuses but can be modified by the Administrator or Application Administrator:○ Open○ Unreconciled○ Forced Unreconciled○ Company Child Account Error○ Partner Child Account Error○ Company Submitted○ Partner Submitted

Transaction Amount Editable Select to authorize modifications to the transaction amount for the current status.

Comment Editable Select to authorize comments for the current status in the balances pages. Comments are authorized via the statuses by default as long as the balance is not frozen or agreed. The Administrator or Application Administrator can, however, change the default as required. If you do not want to authorize comments for the current status, deselect Comment Editable.

4. Click Update.

Related Information

User Group statuses [page 194]Balance status types [page 192]

6.16 Difference calculation type

The Administrator or Application Administrator selects the difference calculation type, which specifies how to calculate the difference between the company balance total and the partner balance total on the partner page.


6.16.1 To set the difference calculation type

Procedure

1. In the Administration tab, select Settings Balance Settings .2. In the Total Difference Calculation list under Balance Matching, choose one of the following options:

Table 38:

Difference Calculation type Description

|OurSide ± Their Side| The difference between a company and its partner is calculated by using the calculation type (|A+B| for Profit & Loss (P&L) accounts and |A-B| for Balance Sheet BS) accounts).

The calculation types are different between BS and P&L accounts when Expenses are entered in negative amounts and Revenues, Assets, Liabilities and Owner's Equity are entered in positive amounts.

The difference calculated is shown in absolute value.

Our Side + Their Side The difference between a company and its partner is calculated by adding the data entered by both parties. This calculation mode is only suitable when the calculation type used is the |A+B| for all accounts.

±OurSide + ±Their Side using Account Calculation Sign

When this calculation mode is set in Administration Settings

Balance Settings from the Group Amount Difference Calculation list, a calculation sign is set for each parent account.

Use this calculation mode when:

○ There are different account groups with different calculation types (such as BS and P&L).

○ Total Ours (company) and Total Theirs (partner) need to take into account the calculation sign.

○ Total Difference between two companies needs to take into account the calculation sign and instead of only the aggregation of all balance differences in absolute values.

3. Click Update.

6.17 CategoriesWhen the reconciliation process is not running, the Administrator or Application Administrator defines the category for the amounts to be entered during the next process.

NoteThe settings for the parameters need to correspond to those contained in SAP BusinessObjects Financial Consolidation.



6.17.1 To set the category

Procedure

1. In the Administration tab, select Settings SAP BusinessObjects Metadata Settings .2. Type an entry in Category code.3. Click Update.

6.18 Data entry period

When the reconciliation process is not running, the Administrator or Application Administrator defines the data entry period for the amounts to be entered during the next process.

NoteThe settings for the parameter need to correspond to those contained in the consolidation system to which the amounts are exported at the end of the process.

6.18.1 To set the data entry period

Procedure

1. In the Administration tab, select Settings SAP BusinessObjects Metadata Settings .2. Type an entry in Data Entry Period Code.3. Click Update.

6.19 Audit ID

When the reconciliation process is not running, the Administrator or Application Administrator defines the audit ID for the amounts to be entered during the next process.

NoteThe settings for the parameters need to correspond to those contained in SAP BusinessObjects Financial Consolidation.


6.19.1 To set the audit ID

Procedure

1. In the Administration tab, select Settings SAP BusinessObjects Metadata Settings .2. Enter an Audit ID Code.3. Click Update.

6.20 Default flow

When the reconciliation process is not running, the Administrator or Application Administrator defines the default flow for the amounts to be entered during the next process.

The Administrator or Application Administrator can set a default flow if the accounts are not linked to flows in the application.

NoteThe settings set for the parameters need to correspond to those contained in SAP BusinessObjects Financial Consolidation.

6.20.1 To set a flow

Procedure

1. In the Administration tab, select Settings SAP BusinessObjects Financial Consolidation Settings .2. Enter a Flow Code.3. Click Update.

6.21 Report administration

Users generate reports to analyze the differences and monitor the reconciliation process.

The Administrator defines the:

● types of report that can be used and the information to display in each type of report, including column headers

● information to display in each type of report



● formats● the display of the reports

Related Information

To delete reports [page 218]

6.21.1 Balance reports

Report types

The balance reports available include:

Table 39:

Report Use

Audit This report provides you with an overview of how declaring companies and partners are progressing with the reconciliation.

Balance By Reporting Company This report contains the same information as a "Balance" report, except that when several companies are included in the same reporting company, the amounts entered in the accounts by each one in local and group currency are totaled and arranged by reporting company.

Balance After new balances have been imported, this report enables you to check that all of the amounts have been correctly imported. When exporting, this report enables you to check the amounts exported.

Difference Analysis This report provides you with detailed information on amounts at various levels in order to help you understand why differences exist.

Difference Analysis Summary This report has the same format as the "Difference Analysis" report, but shows only the difference at the parent account level. Child account, transaction/local and transaction difference columns are not included.

Progress This report enables you to analyze the discrepancies that exist in the parent accounts and those that exist for each type of currency. It also provides you with an overview of the total difference in each accounting schedule.

Progress By Parent Account This report enables you to analyze amounts in greater detail than in the Progress report: amounts are analyzed for each declaring company/partner pair for all parent company accounts where a discrepancy exists.

Account By Partner This report contains the amounts entered in child accounts, arranged by partner. They appear in local and group currency.

Parent Account By Partner This report contains the amounts calculated in the parent accounts, arranged by partner. They appear in local and group currency.

Multi Period This report enables you to compare the amounts by period. The maximum number of periods allowed is six.


Balance report available columns

Table 40: Progress, Account and Period reports

Progress Progress by Parent Account

Account by Partner

Parent Account by Partner

Multi Period

Account Group X X X X X

Balance Group Status X X

Company X X X X X

Company Group X X X X X

Difference X X

Excluded Company Group X X X X X

Excluded Partner Company Group

X X X X X

Finish X X X X

Format X X X X X

Orientation X X X X X

Parent Account X X X X X

Partner X X X X X

Partner Company Group X X X X X

Period X X X X X

Reporting Company X X X X X

Start X X X X

Status X X

Transaction Currency X X X X X

Table 41: Audit, Balance and Difference Analysis reports

Audit Balance by reporting company

Balance Difference Analysis

Difference Analysis Summary

Account Group X X X X

Balance Group Status

X X X X

Company X X X X X


Difference X X X

Excluded Company Group

X X X X X


X X X X X

Finish X X X X X



Audit Balance by reporting company

Balance Difference Analysis

Difference Analysis Summary

Format X X X X X



Partner X X X X X


X X X X X

Period X X X X X

Reporting Company

X X X X X

Sort By X X

Start X X X X X

Status X X X X X

Transaction Currency

X X X X X

6.21.2 Invoice reports

The invoice reports include:

Table 42:

Report Use

Invoices by Account This report contains the amounts entered in the child accounts and the total invoices assigned to them, along with any differences found.

Invoices by Parent Account This report contains the amounts entered in the parent accounts and the total invoices assigned to them, along with any differences found. All of the invoices assigned to the parent company's child accounts are taken into account.

Reconciled Invoices This report contains a list of the reconciled invoices and specifies whether or not the invoices were reconciled manually or automatically.

Unassigned Unreconciled Invoices This report contains a list of the invoices which are unreconciled or unassigned to an invoice group. The sub-totals and differences are also included in this report. For the partner, however only the amounts in the transaction currency are displayed.

The Display Company as Partner option, deactivated by default, displays all invoices data for a company regardless of the position, be it Company or Partner.


Report Use

Detailed Unassigned Unreconciled Invoices

This report contains a list of the invoices which are unreconciled or unassigned to an invoice group. The sub-totals and differences are also included in this report. For the partner, the following information is displayed: accounts, invoice references, amounts in the local currency and amounts in the transaction currency.

Invoice report parameters

Table 43:

Invoices by Account

Invoices by Parent Account

Reconciled Invoices

Unassigned Unreconciled Invoices

Detailed Unassigned Unreconciled Invoices

Account Group X X X X X

Company X X X X X


Difference X X X X

Excluded Company Group

X X X X X


X X X X X

Format X X X X X

Invoice Status X X



Partner X X X X X


X X X X X

Period X X X X X

Reporting Company

X X X X X

Standard Comment (Invoice)

X X X X X

Transaction Currency

X X X X X



6.21.3 Additional reports

Additional reports contain data from data engines. There is no limit on the number of parameters that you can use in an additional report. The amount of items returned in a report can decrease as the amount of parameters you use increases.

The access to additional reports is controlled by the Administrator or Application Administrator. The Administrator or Application Administrator can disable an additional report, for example, in the case where the report is only to be used at a certain period in the reconciliation process and thus only needs to be visible during the applicable period.

A custom report requires a Crystal Reports RPT file template that is created in Crystal Reports.

6.21.3.1 Sample additional reports provided by default

The following additional reports with pre-selected parameters are provided by default in SAP BusinessObjects Intercompany.

Table 44:

Report Use

Sample Report - Balances

● By Parent account● By Child account

The balance reports show the status of local and transaction amounts for either parent or child accounts.

Sample Report - Invoices The invoice report shows the status of local and transaction amounts, as well as additional invoice fields like Invoice Date1, Invoice Amount1 and Invoice Text1.

These additional reports are in a flat file format to help users with their analysis.

6.21.3.1.1 Additional report parameters in Crystal Reports samples

Table 45:

Report - Balances Report - Invoices

Account Group x x

Balance Group Status x x

Company x x

Company Group X X


Report - Balances Report - Invoices

Excluded Company Group X X

Excluded Partner Company Group X X

Finish X X

Format X X

Invoice Status X

Parent Account X X

Partner X X

Partner Company Group X X

Period X X

Reporting Company X X

Standard Comment (Invoice) X

Start X X

Balance Status X X

Transaction Currency X X

6.21.3.2 To configure a Crystal Reports RPT file to use for an additional report

Procedure

1. In Crystal Reports, create a report using the IntercompanyDataSet.xsd file.

By default the file is located in the Reports Template directory at: [installation directory]\Web Site\Report Templates\.

2. Save the template in the Intercompany Reports Template folder.

a. Check first for the value of the [FileRootPath] variable in the following file:[installation directory]\Web Site\web.config

b. Copy your custom report in the directory:[FileRootPath]\Report Templates

TipUse a different folder that that used by the IntercompanyDataSet.xsd file. By doing this, you can store your work files in another system than the one used to deploy the programs.



6.21.3.3 To create an additional report

Procedure

1. In the Administration tab in the “Custom Reports” section, click Report Templates.2. In the Report Templates page, click Add New.3. In the Create Report Template page, enter a code name, description name and display order number for the

template.4. To have the custom report compare amounts by period, select Multi Period.5. From the template file list, select the Crystal Reports .rpt data file that you created previously.

6. From the availability list, select a status:

○ All allows all users to use the custom report.○ Administrators, Application Administrator or User administrator (if User administrator has been granted

the “Run Report” functional right) allows them only to use the custom report.○ Disabled hides the custom report from all users.

7. Click Create.

Related Information

To configure a Crystal Reports RPT file to use for an additional report [page 206]

6.21.3.4 Additional report data tables

The tables in the IntercompanyDataSet.xsd file contain data for balances and invoices that can be used to build additional reports using Crystal Reports Designer.

The CompanyData and PartnerData tables contain the data that appears on the Detail by partners page.

CompanyData: Company - Group Information

Table 46:

Field Description Type

Period Period Code String

Company Company Code String

Difference Group Difference Decimal

Status Group Balance Status (Reconciled /Unreconciled) String



Time Timestamp Date

Count Balance Count Integer

PartnerData: Company - Partner - Group information

Table 47:




Partner Partner Code String

Time Timestamp Date

Difference Group Difference Decimal

Status Group Balance Status (Reconciled/Unreconciled)

String


ParentAccountData: Company - Partner - Parent Account information

The ParentAccountData table contains data that appears in the Detail by parent accounts page.

Table 48:





Account Parent Account Code String

PartnerAccount Partner Parent Account Code String

GroupAmount Group Amount Decimal




Timestamp Timestamp Date

Difference Difference Decimal

Status Group Balance Status (Reconciled /Unreconciled)

String


CurrencyData: Company - Partner - Parent Account - Currency information

The CurrencyData table contains data that appears in the Detail by transaction currencies page.

Table 49:






Currency Transaction Currency Dimension Code String


Status Balance Status Code String

LocalAmount Local Amount Decimal

TransactionAmount Transaction Amount Decimal


Comment Comment String

HasAttachment Attached File (yes/no) Boolean

Time Timestamp Date

Difference Difference Decimal

Count Balance count Integer


ChildAccountData: Company - Partner - Parent Account - Currency - Child Account information

The ChildAccountData table contains data that appears in the Detail by child accounts page.

Table 50:





ParentAccount Parent Account Code String

Account Account Code String







StandardComment Standard Comment (Code) String


InvoiceData: Company - Partner - Parent Account - Currency - Child Account - Invoices information

The InvoiceData table contains data that appears in the Invoices page.

Table 51:



Reference Reference String







Account Account Code String






Standard Comment Standard Comment (Code) String


IsReconciled Reconciled/Unreconciled (yes/no) Boolean

Group Group Reference (ID) String

Groupstatus Group Status String

Text 1 Additional information Text 1 String





Date 1 Additional information Date 1 Date



Amount 1 Additional information Amount 1 Decimal




For reports, theirs side information may be also required. Therefore, IntercompanyDataSet also provides:

● TheirPartnerData : Company - Partner - Group information from their side● TheirParentAccountData: Company - Partner - Parent Account information from their side● TheirCurrencyData: Company - Partner - Parent Account - Currency information from their side● TheirChildAccountData: Company - Partner - Parent Account - Currency - Child Account from their side

information● TheirInvoiceData: Company - Partner - Parent Account - Currency - Child Account - Invoices information

from their side

6.21.3.5 Additional report administration tables

The tables in the IntercompanyDataSet.xsd file contain data for additional report administration.

Account

Table 52:


Code Code String

Description Description String


PartnerAccount Partner Account Code String

AccountGroup Account Group Code String

Company

Table 53:


Code Code String


ReportingCompany Reporting Company String

Currency Reporting Currency String



CompanyGroup

Table 54:


Code Code String


CompanyToCompanyGroup

Table 55:



Group Company Group Code String

Currency

Table 56:


Code Code String


OpeningRate Opening Rate Decimal

ClosingRate Closing Rate Decimal

AverageRate Average Rate Decimal

Status

Table 57:


Code Code String




User

Table 58:


Code Code String


Address Address String

Phone Phone String

Email E-mail String

Profile User Profile String

UserGroup

Table 59:


Code Code String


UserToUserGroup

Table 60:


User User Code String

Group User Group Code String



6.21.3.6 Additional report parameter table

The parameters available for a report depend on the selection of IntercompanyDataSet tables during the design of the Crystal Reports template.

When selecting parameters for a report, the main rules are:

● Period is mandatory for reports with data tables.● When both data tables and administration tables are used in a report, parameters are applied on data coming

from the Intercompany "data engine" (balance and invoices).● When only administration tables are used in a report, parameters are applied on the administration data, for

example Currency for Currency or Company for Company.

The XML format can be used by Administrators or Application Administrators in charge of the design of additional reports as a data source for a Crystal Reports report. It is only displayed in the list of formats if the availability defined for the report template is for Administrators or Application Administrator only.

Table 61:

Column Description Type

Title Report description String

User User Code String

GroupCurrency Group Currency Code String



ReportingCompany Reporting Company Code String

CompanyGroup Company Group Code String



AccountGroup Reconciled / Not Reconciled String

Currency Transaction Currency Code String

StandardComment Invoice Standard Comment String

Status Balance Status String

GroupStatus Balance Group Status (Reconciled/Unreconciled)

String

InvoiceStatus Invoice Status (Reconciled/Unreconciled)

String


6.21.4 Activating report types and columns

The Administrator or Application Administrator defines:

● What types of report can be used by the users among all the report types available.● What information is displayed in each type of report. This includes selecting the column headers to be

included in the report.

6.21.4.1 To activate/deactivate a report type and columns

Procedure

1. Stop the reconciliation process, if it is running.2. In the Administration tab, select Reports.3. Click the link for the relevant report type.4. To make this format available to other users, activate Enabled.

To make this format unavailable to other users, deactivate Enabled.5. To select columns, activate the relevant boxes under the Visible Columns.6. Click Update.

6.21.5 Report formats

The Administrator or Application Administrator selects from the formats users can use for reports:

● Excel● HTML● Text● PDF● Crystal Reports (RPT)● Word

6.21.5.1 To select a report format

Procedure

1. In the Administration tab, select Reports Report Formats .2. Activate formats to make them available to other users:

○ Excel



○ HTML○ Text○ PDF○ Crystal Reports (RPT)○ Word

To make a format unavailable to other users, deactivate it.3. Click Update.

6.21.6 Report interface styles

The Administrator or Application Administrator defines how reports appear by selecting font characteristics for the following report elements:

● Title● Report Parameters

The Report Parameters element includes the user, group currency, period, declaring company, or partner, corresponding to the filters defined.

● Column Headers● GrandTotal

This row contains all of the totals, such as total balances entered, total amounts in group currency, or total difference in group currency.

● Aggregated Rows and Detailed Rows

NoteAll of the objects can be modified if necessary.

6.21.6.1 To define how reports are presented

Procedure

1. In the Administration tab, select Reports.2. Click the link for the object whose style you want to define.3. Select a font from the Font list.4. Select a font size from the Font Size list.

5. Click to change the Font Color.

6. Click to change the Background Color.7. Activate the following text settings as required:

○ Bold


○ Italic○ Underlined

8. Select a text alignment.9. Select from the following page orientations:

○ Portrait ○ Landscape

10. Click Update.

6.21.7 To delete reports

Context

Administrators can delete reports by date.

Procedure

1. In the Administration tab, select Reports Delete .2. Click the calendar icon to select the creation date and time of the reports you want to delete.3. Click Update.

6.22 Balance and invoice interface display

In the Views section of the Administration Settings page, the Administrator or Application Administrator can change the default presentation of balance and invoice pages and columns, for example:

● partners with which the declaring company has performed transactions in the Detail by partners page● all parent accounts used in company balances in the Detail by parent accounts page● all transaction currencies used in company balances in the Detail by transaction currencies page● all child accounts containing amounts in the Detail by child accounts page● all invoices belonging to a child account in the Invoices page of the child account● all invoices belonging to a parent account in the Invoice Match page● the groups of invoices in the Invoice group page● the invoice columns available to users in all invoice and balance pages● the Invoice assignment page in the Balances tab● the columns in the List of Invoices table● the column order in the Add Multiple Balances page (in the Multiple Balances Creation page)

The Administrator or Application Administrator defines the order in which the columns are displayed for each page and its interface appearance. In the Balances tab, each user can display or hide additional fields in invoices.



6.22.1 To define the column interface display

Procedure

1. In the Administration tab, select Settings.2. Click the link for the view whose columns you want to rearrange.3. Use the up arrow and down arrow icons to change the order of the columns.

NoteThis setting is not available when editing Invoice Edit view settings.

4. In the Code column, click the link for the column whose display you want to define.5. Change the code or description, if necessary.6. To change the column width, enter a number in the Width text box.


7. Select one of the following column header alignments:○ Right○ Center○ Left


8. If you do not want the column to be displayed, deactivate Visible.9. Click Update.

6.23 Decimals in balances

The Administrator or Application Administrator decides whether or not the decimal figures in the balances are stored in the database.

If the Administrator or Application Administrator decides to store the decimals, they appear in the Balances tab. If they are not stored, they are not displayed.

Figures with decimals appear as follows: 102.25.

Figures without decimals appear as follows: 102.


6.23.1 To store decimals in the database

Procedure

1. In the Administration tab, select Settings Balance Settings .2. To store the decimals, select the amount in the Number of Decimal to Store option (you can select maximum 4

decimals).

If you do not want to store the decimals, select 0.3. Click Update.

NoteYou can modify this setting as long as no data has been entered.

6.24 Archiving balances

When work has been completed on the balances for one or more periods, the Administrator or Application Administrator can archive the balances by period for use at a later time. Archived periods cannot be viewed or accessed by other users.

The Administrator or Application Administrator can restore the required balances by period at any time.

NoteThe period must be closed in order to be able to archive its balances.

Related Information

Opening and closing periods [page 142]

6.24.1 To archive balances by period

Procedure

1. In the Administration tab, select Periods.2. Select the closed period you want to archive.



NoteThe currently selected period cannot be archived. If you want to archive it, you must first select another period.

3. Click Archive Period.4. Click Update.

6.24.2 To restore archived balances by period

Procedure

1. In the Administration tab, click Periods.2. Select the archived period you want to restore.3. Click Restore Period.4. Click Update.

6.25 Thousand separator symbols

The Administrator or Application Administrator can activate the thousand separators for balance, invoice and currency amounts in import and export files.

Table 62:

Thousand separator option Pages affected

Display Thousand Separator in Import Pages Import Balances

Import Invoices

Import Currencies

Bulk Import Balance

Bulk Import Invoices

Display Thousand Separator in Export Pages Export Balances

Export Invoices

Export Currencies

NoteThe symbol used is the one defined in the application server's regional options. For example:

● When the symbol defined on the server is a comma, the amounts appears as follows: 1,000,000.


● When the Administrator or Application Administrator decides that no symbol is to be used, the amounts appears as follows: 1000000.

6.25.1 To activate the thousand separator symbol

Procedure

1. In the Administration tab, select Settings Import/Export Settings .2. To use the symbol defined on the server:

○ When exporting amounts, activate Display Thousand Separator in Export Pages.

NoteIf you do not want to use the symbol defined on the server when exporting amounts, deactivate the option.

○ When importing amounts, activate Display Thousand Separator in Import Pages.

NoteIf you do not want to use the symbol defined on the server when importing amounts, deactivate the option.

3. Click Update.

6.26 Access to company details

The Administrator or Application Administrator can allow users to access all of the details of companies in read-only mode. This option, deactivated by default, is available in the metadata settings in the Administration tab.

Related Information

To allow access to company details for all users [page 223]



6.26.1 To allow access to company details for all users

Procedure

1. In the Administration tab, select Settings Metadata Settings .2. Activate Company Properties Visible To All Users.3. Click Update.

Results

NoteThe reconciliation process does not need to be stopped to perform this action.


7 Glossary

account group A group of accounts which have similar accounting characteristics. One of three account group levels. The other two being top level account group and parent account group.

action A response to a company or partner's request. Requests are made via statuses.

balance A line in which an amount can be entered. It is created by specifying the declaring company, the partner, the parent account, the transaction currency, etc.

bulk import balance A method for importing unlimited number of lines. Only the Administrator or Application Administrator can perform this type of import when the process is stopped and all the users are logged off.

child account A data entry account (e.g. Goods in Progress, WIP) that depends on a counterparty account (e.g. Finished Goods in Progress).

company One of the entities that make up groups, and which can be one of three types: a declaring company, a partner or a reporting company.

company contact A user assigned to a company via a group.

declaring company A company which declares the transactions performed with other companies and enters balances.

detailed email Email sent automatically each time a balance status changes.

divide A valuation method which uses one unit of foreign currency as the base currency and calculates the equivalent amount in the national currency.

division A group of similar companies, e.g. which all have the same sector of activity.

forced reconciliation A process run by the Administrator or Application Administrator at the end of the process to adjust the remaining differences automatically. The process can be reversed. The amounts that were stored in the database before the forced reconciliation process was run are restored.

freeze To prevent any changes from being made to the balances.

group A group of users and companies that enables you to determine which users work on which companies.

group currency The currency into which all the amounts entered in local and/or in transaction currency are automatically translated.

journal account A type of account which stores the differences between the first and last amounts entered for one or several child accounts. The differences can then be exported to the accounting system containing the original data.

local currency The local reporting currency assigned to each company.

materiality threshold An amount expressed in the group currency enabling you to determine whether an amount is agreed or not.


Glossary

multiply A valuation method which uses the national currency as the base currency and calculates the equivalent in a foreign currency.

parent account An account whose amount is the sum of the amounts entered in the child accounts assigned to it.

parent account group

A group of accounts which have similar accounting characteristics. The account group defines the sign that will be used for the accounts

partner A company which declares the transactions performed with other companies and enters balances.

period An amount of time defined by a start date and an end date, and to which the amounts that are entered or imported for balances are linked.

purge To delete a group of objects, for example: all the currencies, all the balances, etc.

reporting company The company to which the current company is assigned. A company becomes a reporting company when it exports, and thus reports, the balances to the consolidation system. A reporting company can be made up of one or more companies.

standard comment A predefined comment entered by the Administrator or Application Administrator providing an explanation for the amount.

status An indicator specifying how the reconciliation process is progressing (for example Agreed To Differ, Reconciled) in the balances. For an object, the indicator specifies whether the object can be used in balances or not (as in the case of active or inactive currency).

summary email An email containing a summary of the detailed emails. It lists the status changes that have occurred since the last summary email was sent.

top level account group

A group of accounts which have similar accounting characteristics. The account group defines the sign that will be used for the accounts

transaction currency The currency used for an entry in transactions between the companies.

unfreeze A reversed freeze action that enables a user to once again make changes to balances.

SAP BusinessObjects Intercompany User GuideGlossary C U S T O M E R 225

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