Upload
sathakathulla-shaikna
View
259
Download
0
Embed Size (px)
Citation preview
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 1/74
User's guide for General
Ledger
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 2/74
NOTICE
This material is for informational purposes only. Navision a/s disclaims all
warranties and conditions with regard to use of the material for other
purposes. Navision a/s shall not, at any time, be liable for any special, direct,
indirect or consequential damages, whether in an action of contract,
negligence or other action arising out of or in connection with the use or
performance of the material. This material is subject to change without
notice.
According to Danish copyright legislation it is against the law to reproduce
any part of this material in any form or by any means without the permission
of Navision a/s.
The software described is supplied under license and must be used and
copied in accordance with the enclosed license terms and conditions.
COPYRIGHT NOTICE
Copyright © 2002 Navision a/s, Frydenlunds Allé 6, DK-2950 Vedbaek,
Denmark. All rights reserved.
TRADEMARKS
The trademarks referenced herein and marked with eitherTM
or ® are eithertrademarks or registered trademarks of Navision a/s or Navision
Development a/s. However, the trademarks Microsoft, Windows, Windows
NT, SQL Server and BackOffice are either registered trademarks or
trademarks of Microsoft Corporation in the United States and/or other
countries.
Any rights not expressly granted herein are reserved.
The trademarks of Navision a/s and Navision Development a/s are listed on
this Web site: http://trademarks.navision.com
The Arial font was used.
Published by Navision a/s.
Published in Denmark 2002.
DocID: AX-300-USG-001-v01.00-ENGB
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 3/74
TABLE OF CONTENTS
CHAPTER 1.
POSTING .......................................................................................................1-1 1.1 Create a general journal ...................................................................1-2 1.2 Approve a general journal.................................................................1-3 1.3 Post a general journal.......................................................................1-4 CHAPTER 2.
PERIODIC JOBS..............................................................................................2-1 2.1 General monthly closing check list ...................................................2-2 2.2 Monthly closing in ledger ..................................................................2-3 2.3 Accounting year close.......................................................................2-4 CHAPTER 3.
CONSOLIDATIONS ..........................................................................................3-1 3.1 Set up consolidation .........................................................................3-2 3.2 Run consolidation .............................................................................3-3 CHAPTER 4.
CASHFLOW FORECAST...................................................................................4-1 4.1 Set up cashflow forecast in sales and purchase...............................4-2 4.2 Set up cashflow forecast in budget...................................................4-3 4.3 Set up cashflow forecast in ledger....................................................4-4 4.4 Calculate and display a cashflow forecast........................................4-5
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 4/74
CHAPTER 5.
CURRENCY REQUIREMENT ............................................................................. 5-1 5.1 Set up currency requirement ............................................................ 5-2 5.2 Calculate and display currency requirement .................................... 5-3 CHAPTER 6.
SETTING UP VAT........................................................................................... 6-1 6.1 VAT setup overview ......................................................................... 6-2 6.2 Set up ledger posting groups ........................................................... 6-3 6.3 Set up tax authorities........................................................................ 6-4 6.4 Set up VAT settlement periods......................................................... 6-5 6.5 Set up VAT codes ............................................................................ 6-6 6.6 Set up VAT groups........................................................................... 6-8 6.7 Set up item VAT groups ................................................................... 6-9 CHAPTER 7.
REFERENCE .................................................................................................. 7-1 7.1 Ledger - Exchange adjustment ........................................................ 7-2 7.2 Ledger settlements........................................................................... 7-3 7.3 Journalise transactions..................................................................... 7-4 7.4 Transaction journal........................................................................... 7-5 7.5 Consolidations.................................................................................. 7-6 7.6 Periods ............................................................................................. 7-7 7.7 VAT payment.................................................................................... 7-8 7.8 Opening transactions ....................................................................... 7-9
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 5/74
7.9 Closing sheet ..................................................................................7-10 7.10 System accounts ............................................................................7-11 7.11 Number sequences.........................................................................7-12 7.12 Budget ............................................................................................7-13 7.13 Budget model..................................................................................7-14 7.14 Ledger - Consolidation....................................................................7-15 7.15 Forecast..........................................................................................7-17 7.16 Period allocation keys.....................................................................7-19 7.17 Transfer sales budget to ledger ......................................................7-20 7.18 Transfer purchase budget to ledger................................................7-21 7.19 Cashflow forecast job .....................................................................7-22 7.20 Cashflow forecasts .........................................................................7-24 7.21 Liquidity...........................................................................................7-25 7.22 Currency requirement .....................................................................7-26 7.23 Ledger posting groups ....................................................................7-27 7.24 VAT codes ......................................................................................7-28 7.25 Tax authorities ................................................................................7-29 7.26 VAT settlement periods ..................................................................7-30 7.27 Values.............................................................................................7-31 Index...............................................................................................................1
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 6/74
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 7/74
Chapter 1.
Posting
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 8/74
Posting
1-2
1.1 CREATE A GENERAL JOURNAL
1. Click General ledger , Journals, General journal.
2. Create a new journal according to the pre-defined Journal names. The
drop-down list will only contain journal names of the type Daily.
3. Click Lines to access journal voucher lines.
Note Most of the fields in the general journal are filled in from the setup of
default values in Journal names.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 9/74
User's guide for General Ledger
1-3
1.2 APPROVE A GENERAL JOURNAL
If journals have to be approved by another person than the one that enters
the journal lines, an approval system can be set up. The Post button will
then remain deactivated until the responsible person has approved the
journal. If the journal is rejected, it cannot be posted.
Note The approval system can be used from both the Journal and the
Journal voucher form.
Set up and use the approval system in journals
1. To activate the approval system click General ledger , Setup, Journals,
Journal names. Select the Active field, and insert a user group in theApprove field.
2. Create and validate journal lines.
3. Click Approval button, then Report as ready if the journal is OK.Note that the Post button is deactivated.
4. The responsible person clicks Approval, then Approve to approve the journal. Note that the Post button is now activated.
5. Or, if the journal contains errors, click Reject, and the journal must bereported as ready again before final approval.
6. Post the journal after final approval.
Tip Follow the approval history on the History tab in the Journal voucher
and the Journal form.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 10/74
Posting
1-4
1.3 POST A GENERAL JOURNAL
Journal voucher is used to post to ledger, bank, customer, vendor, project
and fixed assets accounts.
Post daily ledger transactions in Journal voucher
1. Click General ledger , Journals, General journal, Lines.
2. Fill in the relevant fields on the first line, including tabs.
Some of the fields are filled in from the fields in the general journal.
Account and Offset account can be specified on the same line, or two
or more lines can be used for the voucher. Voucher normally changes
to the next number (rises) whenever the balance is zero, but the method
can be changed in the field New voucher on tab General in Journal
names.
Note that Transaction text for Offset account is placed on tab
General.
3. After filling in the fields, click Validate, then Validate to check all lines,
or Validate, then Validate voucher only to check current voucher only.
4. Optionally, print Journal voucher . Three reports, Print journal,
Balances, and Cash report, are available. If the field Delete lines after
posting on tab General in Journal has not been selected, you can print
the lines after posting.
5. After validating, click Post, then Post to post all lines. If you click Post,
then Post and transfer , found errors are transferred into the next
journal of the same type, and all the correct vouchers are posted.
Note Validate, Print, and Post can also be performed from the Journal
form.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 11/74
Chapter 2.
Periodic jobs
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 12/74
Periodic jobs
2-2
2.1 GENERAL MONTHLY CLOSING CHECK LIST
Any company has a set of procedures to perform at month-end to be able to
present, for example, a financial statement. Month-end procedures are found
in most of the modules in Axapta.
Month-end check list
The following list contains recommended actions to be taken when making
month-end closing procedures. Note, that all steps are not mandatory, that
the modules used, and the setup of Configuration, and User group
permissions may prevent access to certain steps.
Note Perform month-end procedures lastly in General ledger , as, for
example, Interest job in Sales ledger , may generate ledger transactions.
1. Post all open journal vouchers for the month in all relevant modules.
2. Perform any Batch posting routines in Sales ledger , and Purchaseledger .
3. Run Interest calculation, Creation of collection letter , Exchangeadjustment, and Payment management jobs in Sales ledger .
4. Run Exchange adjustment in Purchase ledger .
5. Run Closing and adjustment, and ABC classification in Stockmanagement.
6. Post and adjust under Periodic in Project.
7. For monthly procedures in General ledger , see Monthly closing inledger (See 'Monthly closing in ledger' on page 2-3).
The above-mentioned procedures should be supplemented with a number of
reports, like account statements, and ageing reports.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 13/74
User's guide for General Ledger
2-3
2.2 MONTHLY CLOSING IN LEDGER
The following list contains recommended actions to be taken when making
month-end closing procedures in ledger after having performed the
necessary closings in the other modules.
Note All steps are not mandatory, and the setup of Configuration, and User
group permissions may prevent access to certain steps.
1. Ensure that all journal vouchers for the month are posted.
2. Run Exchange adjustment (See 'Ledger - Exchange adjustment' onpage 7-2).
3. Run Ledger settlements (See 'Ledger settlements' on page 7-3).
4. If legal demand, run Journalising (See 'Journalise transactions' on page7-4), and inspect the result in the Ledger journal (See 'Transaction journal' on page 7-5) form.
5. Run Consolidate and check the result in Consolidations (See'Consolidations' on page 7-6).
6. Print Trial balance, Account statement, Financial statement, andrelevant ledger reconciliation reports.
7. Set the field Status to Stopped in Periods (See 'Periods' on page 7-7)to prevent accidental postings in the closed month.
Depending on actual legal demands and settlement periods, include these steps:
1. Run VAT payment (See 'VAT payment' on page 7-8)
2. Run Intrastat and EU sales list in Basic, Periodic, Foreign trade.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 14/74
Periodic jobs
2-4
2.3 ACCOUNTING YEAR CLOSE
The year-end process is an extension to the established Monthly closing in
ledger (See 'Monthly closing in ledger' on page 2-3) process, involving, for
example, creating new accounting year in Periods, creating Opening
transactions (See 'Opening transactions' on page 7-9), and adjusting
transactions in Closing sheet (See 'Closing sheet' on page 7-10).
Year-end check list
The following list contains recommended actions to be taken when making
year-end closing procedures. Note that all steps are not mandatory, and that
the setup of Configuration, and User group permissions may prevent
access to certain steps.
1. Create a new accounting year in Periods (See 'Periods' on page 7-7) assoon as you need to post transactions. The closing year is still open forpostings.
2. Perform the normal month-end closing in all modules, and year-end
closing in other modules than ledger, as these can create ledger
transactions.
3. Make necessary adjustments entries in Closing sheet (See 'Closing
sheet' on page 7-10).
4. Back up data
5. Set Period code in Periods to Stopped to prevent accidental postings
into the closing year.
6. Run Opening transactions (See 'Opening transactions' on page 7-9) totransfer opening balances into the new year, as defined underAccounting year close in General ledger , Setup, Parameters. The Year-end result account must be selected in System accounts (See'System accounts' on page 7-11).Note This step must be re-run if further adjustments are made in
Closing sheet or in Journals.
7. Reset number sequences with yearly allocation in Number sequence
(See 'Number sequences' on page 7-12).
8. Print financial statement, and other relevant reports.Note This can be done any time.
9. Define Ledger budget (See 'Budget' on page 7-13) for the newaccounting year.
Note This can be done before year-end closing if appropriate.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 15/74
User's guide for General Ledger
2-5
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 16/74
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 17/74
Chapter 3.
Consolidations
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 18/74
Consolidations
3-2
3.1 SET UP CONSOLIDATION
The consolidation is a way to collect transactions from several company
accounts into a single set of company accounts. Then reports like financial
statements etc. can be printed from this set of consolidated company
accounts.
Set up a simple online consolidation
The minimum required tasks to set up an online consolidation:
1. In Administration, Company accounts, create a set of companyaccounts for your consolidation, and select it.
2. Select the field Consolidated company accounts in General ledger ,Setup, Parameters.
3. Define the relevant currencies and exchange rates in General ledger ,Setup, Exchange rates.Note On the Consolidate tab, it is possible to set up a specialconsolidation exchange rate for Monetary accounts and Non-monetary accounts. Remember to select the field Monetary
1 in the
Chart of accounts form for the relevant accounts.
4. In Basic, Setup, Company information, select the default currency onthe Other tab.
5. In the company accounts to be consolidated (child companies), in thefield Consolidation account
2 in the Chart of accounts form, it is
possible to direct the current ledger account to another ledger account inthe parent company.
1 Monetary accounts will be summed up by the exchange rate of the assessment time. All other
accounts will be summed up by the exchange rate of the transaction date. Only accounts of the typesBalance, Asset, and Liability can be selected, if Exchange adjustment is also selected.
2 Indicates where the current account should be placed in a group chart of accounts. This will transfer
the account balances from the given account to the consolidation account in the parent company.
Note You can use the same consolidation account for several account numbers.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 19/74
User's guide for General Ledger
3-3
3.2 RUN CONSOLIDATION
Specify what and how to consolidate in General ledger , Periodic,
Consolidate, in the Consolidation (See 'Ledger - Consolidation' on page 7-
15) form.
1. Click OK to run the consolidation. All specified transactions from the selected company accounts aretransferred to the consolidated set of company accounts, and the chartof accounts is created based on the chart of accounts of the selectedcompany accounts.
2. Go to the form Consolidations in General ledger , Inquiries to inspectthe consolidation.
3. Print a financial statement to check the result of the consolidation.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 20/74
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 21/74
Chapter 4.
Cashflow Forecast
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 22/74
Cashflow Forecast
4-2
4.1 SET UP CASHFLOW FORECAST IN SALES AND PURCHASE
In sales and purchase the setup can be divided into mandatory setup, and
regulation parameter setup. If only the mandatory setup is used, the
cashflow forecasts (the future transactions) will be calculated as if the
sale/purchase is invoiced 'today' and all payments are handled as planned.
However, if there are any anticipated corrections to this, like monthly
invoicing procedures, typically delayed payment etc, this can also be set up
in Axapta.
Mandatory setup
• Fill in the Settle account field on the Ledger accounts tab in customerPosting profiles and vendor Posting profiles with the liquidity accountfor payments.
Additional setup
In Sales ledger , Setup, Parameters, on the tab Ledger and VAT, set up
the following fields:
1. Invoicing period - the interval at which sales orders are invoiced (forexample monthly).
2. Terms of payment - is the default payment term, if nothing is specified'later'.
3. Date of payment - is the anticipated delay between the due date andthe date where the payment is finallycompleted.
4. Summary account without group - is the default account used if thisaccount is not set up on customergroups.
5. Settle account - is the liquidity account for settling payments.
In Sales ledger, Setup, Customer groups, set up the following:
1. Terms of payment - is used if no payment terms are specified on thesales order or the customer. If no payment terms are specified here, thedefault payment terms from the customer parameters will be used.
2. Settle period - is the anticipated delay between the due date and thedate where the payment is finally completed. If nothing is specified, theterms of payment in the customer parameters is used.
Note The setup is identical in the Sales ledger and Purchase ledger
modules.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 23/74
User's guide for General Ledger
4-3
4.2 SET UP CASHFLOW FORECAST IN BUDGET
1. Check the Cashflow forecasts field in Budget model in Generalledger, and in Forecast models in Master planning to apply cashflowforecasts to a budget / forecast model.
2. On the Setup tab in Ledger budget, check the Active and Cashflowforecast fields. When creating budget transactions, Active isautomatically checked, and Cashflow forecast is filled in according tothe budget model.
3. In Ledger budget, Setup button, Cashflow forecast (See 'Forecast' onpage 7-17), specify how each budget transaction should be included incashflow forecasts:
a) The percentage of the amount on the account to be included.Tip If you want the budget transaction itself to occur in the cashflowforecasts, you must specify cashflow forecasts for the account itself. Youcreate a record with 100 % allocation value, without payment terms andaccount number = account number for the budget account.
b) The terms of payment, that is the period from the actual transactiondate until the future transaction takes place.
Note This only applies to ledger budgets. On forecasts, the terms arecopied from the customer / vendor.
c) The posting type expected, for example, Vendor settlement.
d) The account that the transaction will be posted to.
4. Finally, specify through Period allocation keys (See 'Period allocationkeys' on page 7-19) the share of the budget that should be considered inthe cashflow forecasts:
a) The allocation key used for cashflow forecasts on ledger budgets isspecified on tab Budget in Generalledger, Parameters.
b) The allocation key for sales budgets is specified on tab Cashflowforecast in Accountsreceivable, Parameters.
c) The allocation key for purchase budgets is specified on tab Cashflowforecast in Purchase ledger,Parameters.
Example The budget for the year is split into monthly budget periods. The
allocation key for cashflow forecasts could then split the months into weeks
with 25% for each week. If the cashflow forecast is calculated on the tenth in
a month, then only 75% percent of the budget for that month will be included
in the cashflow forecasts.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 24/74
Cashflow Forecast
4-4
4.3 SET UP CASHFLOW FORECAST IN LEDGER
On the ledger transactions, it is possible to specify, on the chart of accounts,
if and how transactions must be used in cashflow forecasts. This is used for
actions, where transactions are normally followed by some other transaction,
like VAT payment.
This is done in the same form and in the same manner as described in item
3 above under the heading Set up cashflow forecast in budget (See 'Set up
cashflow forecast in budget' on page 4-3).
Forecast integration with ledger budget
In Master planning, Periodic, Sales budget to ledger (See 'Transfer sales
budget to ledger' on page 7-20) and Purchase budget to ledger (See
'Transfer purchase budget to ledger' on page 7-21), it is possible to transfer
a sales forecast and a purchase forecast to a ledger budget.
Note The cashflow forecasts will not be copied to the ledger budget, but
remain connected to the source.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 25/74
User's guide for General Ledger
4-5
4.4 CALCULATE AND DISPLAY A CASHFLOW FORECAST
Cashflow forecasts are calculated when activating the job Calculate
cashflow forecasts in General ledger, or when inspecting the cashflow
forecasts in the different modules.
Calculate cashflow forecast
Click General ledger , Periodic, Currency requirement, Calculate cashflow
forecasts (See 'Cashflow forecast job' on page 7-22), and select an option.
1. Total - clears all existing cashflow forecast transactions and recalculates
all. Use this option if it has been a long time since the last total update.
2. New - use this option, for example, when you are investigating the
consequences of budget modifications.
Display cashflow forecast
Display the result of the calculation in the following places:
• In the header of Sales orders and Purchase orders - on the Inquiriesbutton, then Cashflow forecasts (See 'Cashflow forecasts' on page 7-24).
• In Chart of accounts - for the specific account on the Inquiries button,then Cashflow forecasts.
• In Ledger budget - for the specific account on the Cashflow forecastsbutton.
• In Purchase and Sales - to be activated through Stock management,Items, Forecasting or Master planning, Inquiries, Forecast.
Print cashflow forecast
Cashflow forecasts can be auto-reported from the relevant forms and also be
included in the setup of Financial statement, by specifying one or more ofthe three column types Cashflow forecast, Cashflow forecast currency,
and Cashflow forecast default currency in the Columns form.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 26/74
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 27/74
Chapter 5.
Currency Requirement
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 28/74
Currency Requirement
5-2
5.1 SET UP CURRENCY REQUIREMENT
To use currency requirements, it is required, in addition to the cashflow
forecast setup, to specify which ledger accounts are actually the liquidity
accounts.
• In General ledger , Setup, Posting, Liquidity (See 'Liquidity' on page 7-25), select the liquidity account numbers from the chart of accounts.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 29/74
User's guide for General Ledger
5-3
5.2 CALCULATE AND DISPLAY CURRENCY REQUIREMENT
Perform the following tasks to analyse the currency requirement:
1. Click General ledger , Periodic, Currency for the currentrequirement, Calculate cashflow forecasts (See 'Cashflow forecast job'on page 7-22), and select an option.
• Total - clears all existing cashflow forecast transactions and
recalculates all. Use this option if it has been a long time since the
last total update.
• New - use this option, for example, when you are investigating the
consequences of budget modifications.
2. Currency requirement (See 'Currency requirement' on page 7-26) form
and click the Calculation button to update the liquidity accounts.
3. Examine the currency requirements by clicking Requirement per
currency and Total currency requirement.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 30/74
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 31/74
Chapter 6.
Setting up VAT
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 32/74
Setting up VAT
6-2
6.1 VAT SETUP OVERVIEW
The tax system in Axapta is very complex and can deal with, for example
value added taxes, tax on tax, packing duty, and purchase duty. The proper
taxes for a transaction are generated based on VAT groups and Item VAT
groups. When searching VAT, only the VAT codes used in both groups will
be used for calculating the VAT or duty.
Prerequisites for posting and settling VAT
1. Create Chart of accounts with the relevant VAT related accounts.
2. Create Ledger posting groups and attach the relevant ledger accounts
to these.
3. Create Tax authorities, optionally referring to a vendor to post the VATliabilities and payments to this account.
4. Create VAT settlement periods and attach the relevant tax authority tothese.
5. Optionally create VAT reporting codes.
6. Create VAT codes and attach the relevant Ledger posting group,Settlement period, and, optionally VAT reporting codes to these.
7. Create VAT groups and attach the relevant VAT codes to these.
8. Create Item VAT groups and attach the relevant VAT codes to these.
9. Set up the VAT tab on Parameters in General ledger .
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 33/74
User's guide for General Ledger
6-3
6.2 SET UP LEDGER POSTING GROUPS
When VAT has been calculated and updated, it is posted to a ledger account
based on the setup of ledger posting groups.
See VAT setup overview (See 'VAT setup overview' on page 6-2) for
prerequisites.
To set up ledger accounts with posting groups
1. Create ledger accounts in Chart of accounts
2. Set up ledger posting groups in Ledger posting groups (See 'Ledgerposting groups' on page 7-27)
3. Associate ledger accounts with Ledger posting groups
4. Create VAT codes in VAT codes (See 'VAT codes' on page 7-28)
5. Associate Ledger posting groups to the VAT codes.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 34/74
Setting up VAT
6-4
6.3 SET UP TAX AUTHORITIES
VAT is reported to Tax authorities, and can be paid through a vendor, or
directly to the tax authority.
See VAT setup overview (See 'VAT setup overview' on page 6-2) for
prerequisites.
To set up a vendor, and settlement period with a tax authority
1. Set up the vendor in Vendors.
2. Set up the authority in Tax authorities (See 'Tax authorities' on page 7-29).
3. Associate vendor with authority in Tax authorities.
4. Define the settlement period in VAT settlement periods (See 'VATsettlement periods' on page 7-30).
5. Associate the authority with the settlement period.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 35/74
User's guide for General Ledger
6-5
6.4 SET UP VAT SETTLEMENT PERIODS
Settlement periods allow you to create and manage the periods that the
company uses to report VAT.
See VAT setup overview (See 'VAT setup overview' on page 6-2) for
prerequisites.
To set up VAT settlement periods
1. Create Settlement period, select the relevant Authority, and Terms ofpayment.
2. On the Setup tab, define the period, for example, three months.
3. On the Periods tab, define the first interval, for example, from01.01.2001 to 31.03.2001.
4. Add further periods by clicking the New period button.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 36/74
Setting up VAT
6-6
6.5 SET UP VAT CODES
See VAT setup overview (See 'VAT setup overview' on page 6-2) for
prerequisites.
To set up VAT codes
1. Select General ledger , Setup, VAT, VAT codes (See 'VAT codes' on
page 7-28), and press Ctrl+N to create a new line.
2. Enter an easily identifiable VAT code and Name
3. Select the mandatory fields Settlement period, Ledger posting group,
and Currency.
4. On the Calculation tab, select Origin1, Marginal base
2, and Method of
calculation3.
1 Select from the following options:
Percentage of net amount Percentage of purchase or sale, excluding any other taxes.
Percentage of gross amount Percentage of purchase or sale, including any other taxes. If you enter aVAT code that is indicated in VAT is based on this other tax, only that tax is included in the calculation.If no VAT code is indicated in this field, the calculation base includes all other taxes.
Percentage of taxes Percentage of another tax. This tax must be indicated in VAT is based on thisother tax.
Amount per unit Amount per unit. Indicate the unit in Unit. If the transaction is in another unit, it will beconverted automatically based on Unit conversion in Stock.
Calculated percentage of net amount
Note Only one VAT code may be used for each calculation. This VAT code is calculated on the grossamount, including other taxes.
2 Specify the origin for the VAT limits set up on VAT limits on the Details button. Each interval is
marked with a minimum and maximum value. Select from the following options:
Net amount per line Value of the line, excluding any other taxes.
Net amount per unit Value of the unit, excluding any other taxes. This can involve the unit pricespecified in Unit.
Net amount of invoice balance The total value for the invoice, excluding any other taxes.Gross amount per line Value of the line, including any other taxes. Only one VAT code with this or thenext property may figure in the individual calculation.
Gross amount per unit Value of the unit, including any other taxes. Only one VAT code with this or theprevious property may figure in the individual calculation.
Invoice total incl. other VAT amounts The total value for the invoice, including any other taxes. Onlyone VAT code with this property may figure in the individual calculation.
3 Select from the following options:
Whole amount The VAT is calculated for the entire amount, determined by the VAT rate for the intervalthat includes the transaction.
Interval The base is divided into intervals. The part falling within a given interval is calculated based onthe VAT rate for that interval.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 37/74
User's guide for General Ledger
6-7
5. Click Values button to define VAT values (See 'Values' on page 7-31)
for the VAT calculation per validity date intervals.
6. Click Limits button to define charge limits per date intervals.
To calculate VAT code as a packing duty:
1. On the Calculation tab, select Amount per unit in the Origin field
2. Select a unit for calculating per-unit amount in the Unit field
3. Select the Packing duty field
4. Click Values button to define Amount per unit
To include VAT code in purchase duty calculation, select the Purchase duty
field on the General tab.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 38/74
Setting up VAT
6-8
6.6 SET UP VAT GROUPS
Since VAT is determined by the geographic location of the customer or the
vendor, it is helpful to group trading partners in VAT groups.
See VAT setup overview (See 'VAT setup overview' on page 6-2) for
prerequisites.
To set up VAT groups
1. Create VAT codes in VAT codes (See 'VAT codes' on page 7-28)
2. Set up VAT groups in VAT group
3. Associate the VAT codes with the VAT groups in VAT group, Setup tab
4. Associate a VAT group with each customer in Customers, Setup tab
5. Associate a VAT group with each vendor in Vendors, Setup tab
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 39/74
User's guide for General Ledger
6-9
6.7 SET UP ITEM VAT GROUPS
Since items generally determine VAT, you need to indicate how VAT is
calculated for each item.
See VAT setup overview (See 'VAT setup overview' on page 6-2) for
prerequisites.
To set up item VAT groups
1. Create VAT codes in VAT codes (See 'VAT codes' on page 7-28)
2. Create item VAT groups in Item VAT group
3. Associate VAT codes with the item VAT groups in Item VAT group
4. Associate an item VAT group with each item in Items
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 40/74
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 41/74
Chapter 7.
Reference
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 42/74
Reference
7-2
7.1 LEDGER - EXCHANGE ADJUSTMENT
When ledger transactions are entered in foreign currencies, they are
converted into the default currency using the existing current exchange
rates.
For balance sheet accounts, for instance, it may be useful to have the
balance converted into the default currency at the current exchange rate on
a daily basis.
You may also wish to convert all transactions in profit & loss accounts over a
given period.
Note Accounts must be marked in the field Exchange adjustment in theChart of accounts to be included in an adjustment.
Adjustments on customers and vendors, however, must be made in the
Customer and Vendor modules, so that the corresponding customer and
vendor transactions are updated.
To perform an exchange adjustment
• Mark the account types to be adjusted.
• Limit the adjustment by clicking Select to specify, for example, accountrange, account types, currencies, and date intervals.
The exchange rates for the system date are used. Profit & loss accounts are
adjusted on the basis of the movements occurred in the various currencies
over the given period, whereas balance accounts are adjusted on the basis
of the balance in each at the end of the period.
An exchange adjustment transaction is marked with the currency code, but
only an amount expressed in local currency. Repeated exchange
adjustments will then take previous adjustments into account.
Note You can run the adjustment as a batch job if you have manytransactions.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 43/74
User's guide for General Ledger
7-3
7.2 LEDGER SETTLEMENTS
From this screen you can settle transactions on one ledger account with
transactions on the same or another ledger account. For example, when
posting a delivery note on a temporary ledger account, the transaction can
be settled with the transaction made when the invoice is received and
posted.
Settlement
1. Select the transaction in the upper grid.
2. Click Include.
3. Continue with step 1 and 2 until the Balance field shows 0.00.
4. Click Accept to settle.
Note Click Exclude to move a line from the lower to the upper window.
It is only possible to settle the total amount of the transaction. To undo a
settlement, go to the Chart of accounts, select the ledger account, click
Transactions, then Settlement. From here you can Cancel the settlement.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 44/74
Reference
7-4
7.3 JOURNALISE TRANSACTIONS
Journalising involves capturing transactions, which affect financial statement
elements, and entering them into the Ledger journal with a record of the
date, general ledger accounts affected, debit and credit amounts.
A journal is a gapless documentation of all transactions that hit General
ledger, no matter if manually entered or generated by, for example, a sales
order posting. A printed journal should therefore contain every ledger
transaction in the order it hits General ledger. Thus, it will be possible to
recreate the ledger transactions in the correct order if a company burns
down, and no backup of data exists. Also, it is very useful when performing
audits. Select the field Extended ledger journal in Parameters to ensure
that the transactions also get a date and time stamp of entry into the system.
Generally the journalising is run at least once a month. Each transaction will
get the number of the journal it was recorded in, and a line number as well.
All transactions entered after this run will occur in the next journal. It is
therefore important to always include all open periods in the journal run.
Click OK to journalise ledger transactions. Click Select to enter an interval of
vouchers to journalise. The Journalise transactions procedure creates a
journal list, which can be printed either on the screen or on paper. To view
the journalised transactions, see also Ledger journal.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 45/74
User's guide for General Ledger
7-5
7.4 TRANSACTION JOURNAL
Displays all ledger journals that were generated with Journalising (See
'Journalise transactions' on page 7-4). Click Journal lines to see journal
lines for the current transaction journal. Click Journal list to print the current
transaction journal. Click Extended journal list to print a list sorted by Date
of creation and Time of creation.
Note All reports that are re-printed from this screen are marked as Copy.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 46/74
Reference
7-6
7.5 CONSOLIDATIONS
Shows consolidation history for the current company accounts. Click
Transactions to display current and budget transactions for the current
consolidation. Click Remove transactions to completely delete the current
record and its current and budget transactions.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 47/74
User's guide for General Ledger
7-7
7.6 PERIODS
Allows you to define your own accounting periods and to modify accounting
periods in existing company accounts. The Periods form contains fields for
the start and end dates for the accounting period, for status, and for
comments. The status field has three possible settings: Stopped, Open, or
Closed. This status setting is used in daily journals, and only allows posting
in open accounting periods.
On the Module status tab, you can define the rules for updating in the
modules in Axapta.
Note A Closed accounting period cannot be re-opened.
Buttons
Button Function
Create new accounting year Define a new accounting
year. To allow posting and be
able to define the periods, the
accounting year must be
created.
Divide period Divide existing periods.
Create closing period Create a period with Closed
status.
Delete period Delete an existing period.
Delete accounting year Delete an existing accounting
year.
Recalculate period balances Recalculate the balances in
the selected period.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 48/74
Reference
7-8
7.7 VAT PAYMENT
Settles VAT that is due for a given period. First you need to specify a range
of information for the desired settlement. The settlement is made for the
period that you define in VAT settlement periods. The settlement will
include the posted VAT that is stored in Posted VAT. The settlement only
includes VAT that has not already been paid. Several payments may be
made for a single period. In order for the settlement to be posted
automatically, you must specify the number sequence of the voucher in
General ledger parameters in the Setup folder. If a vendor account is
specified for the period definition, a vendor transaction will be created
automatically. If no vendor account is specified, the VAT must be paid
directly to the tax authority.
Previous VAT settlement information
Reports can also be made on previously updated settlements, without
settling any new VAT transactions. If you do not update the settlement, only
previous settlements will be reported. If you do make an update, it will be
included in the report as the last settlement in the period.
VAT payment version field
Using the Include corrections field on the VAT tab page in General ledger
parameters, it is possible to always print any corrections together with the
following VAT reporting. If the parameter is selected, the dialogue described
below will not appear.
• Original VAT transactions included in the first settlement in the periodinterval.
• Corrections VAT transactions not included in the first settlement in theperiod interval. This means that the report will include all subsequentpayments for the period.
• Latest corrections VAT transactions included in the last settlement
made for the period. If an update is made as part of the same job, thatupdate will be the last settlement for the period.
• Total list All VAT transactions settled in the current period.
To print out a specific settlement, go to the inquiry Posted VAT.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 49/74
User's guide for General Ledger
7-9
7.8 OPENING TRANSACTIONS
Use this dialog to transfer opening transactions. At the end of the year, there
are at least two possibilities for closing the year. The most commonly used
are:
• To reset all profit and loss accounts, and continue into the new year withthe balance accounts.
• To reset both profit and loss, as well as balance accounts, and thenmanually enter the opening balances for the balance accounts.
Profit and loss accounts are always reset by the system, but the transfer
method for the balance accounts must be specified. Select Reset in the
Balance accounts field to reset the balance accounts, and manually enter
the opening balances for the balance accounts. Or, select Closing ->
Opening to continue with the balance accounts, and just make the opening
transactions.
Account for transfer of year-end result is automatically filled in from the
form System accounts, but may be changed.
Fill in Voucher number for the opening transactions to be created. This is
mandatory if the field Voucher number must be filled in is selected in
Parameters.
When the opening transactions are created, a list of the created transactions
can be printed. To do so, select the Print created transactions check box.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 50/74
Reference
7-10
7.9 CLOSING SHEET
The Axapta system has an advanced electronic closing sheet that allows you
to carry out transfers in the data file. Transfers are made in the data file's
closing period, identified as the thirteenth period, in connection with the year-
end closing - it is not a requirement for the close of the year procedures but
an option.
Use the closing sheet to make adjustment entries at the year end to be
posted directly to Operations, Tax or Capital. Thus, you have the option of
posting directly to the Closing period instead of the last month of the
accounting year. In this way, the last month is 'Clean', and Normal ledger
transactions posted for the accounting year can be separated from Closing
postings.
To edit the current sheet, select Accounts.
In the field Close in Chart of Accounts, choose among Result, Balance,
and Capital. These options are related to the closing sheet in the way that
the balance from the ledger accounts, based on these settings, can be
transferred to the closing sheet and placed in the corresponding columns,
Result, Balance, or Capital. The Transfer field indicates whether there is a
balance.
Using Accounts and then Load balances from company accounts, you
can retrieve some or all accounts into the Closing accounts form and make
any necessary transfers.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 51/74
User's guide for General Ledger
7-11
7.10 S YSTEM ACCOUNTS
This form allows you to specify system accounts for automatic transactions
that cannot be set up elsewhere in Axapta. Enter the account number and
the account type.
When setting up the system accounts for the first time, click Create, and the
system automatically creates the system account types below, and for each
of these, the relevant ledger account must be selected if the functionality is
used. When you enter the account number, the account name will appear
automatically.
• Error account
• Penny difference in default currency
• Penny difference in secondary currency
• Year-end result
• Consolidation differences - penny and exchange rate differences inrelation to consolidations
• Order invoice rounding
• Purchase invoice rounding-off
• Customer settlement discount
• Vendor settlement discount
• Customer invoice discount
• Vendor invoice discount
In the Parameters, mark the field Interrupt in case of error account to
interrupt updates with an error message if the error account is used.
Note The settlement discount entries are necessary if settlement discount is
registered or changed manually during settlement. The invoice discount
entries are necessary if total discount is used.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 52/74
Reference
7-12
7.11 NUMBER SEQUENCES
Number sequences handle automatic allocation of voucher numbers,
invoice numbers, and journal numbers for the entire Axapta system. Before
you begin setting up the different voucher series, first decide how you want
to structure the voucher series.
Example If you want to indicate the year in the customer invoice number,
include the year number in the invoice series by entering a Format.
Set up the relevant number sequences with references on the Number
Sequences tab page in the Parameters form under Setup in the different
modules.
Note Use the Creation wizard to help you easily create the required number
sequences in your Axapta setup.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 53/74
User's guide for General Ledger
7-13
7.12 BUDGET
Before using the budgeting features in Axapta, set up a Budget model in
Setup, then Budgeting in General ledger .
Budget allows you to define several budget models. You can run liquidity
calculations so that you can view the budgeted liquidity effects concerning
budget updates. The budget is valid for the period between the starting and
ending date indicated in Date and End. Use Method1 to generate periodic
budget transactions.
Click Transfer balances to create budget transactions from realised
balances.
Click Setup to manage Allocation terms, Period allocation keys,
Settlement terms, and Cashflow forecast for the current budget line.
Click Simulation to perform Allocation and Budget settlement for the
current budget line.
If a budget transaction is allocated using budget allocation, it will be deleted
automatically in conjunction with subsequent allocation.
Show report transactions
Marking the Show reporting transactions field will display all report
transactions as lines, for example, if you entered an annual budget using the
Period method to generate monthly budget transactions. You cannot edit
report transactions.
Note A line with a budget model that is marked as Stopped in Budget model
(See 'Budget model' on page 7-14) cannot be edited.
1 Methods for allocating the forecast transaction:
NoneNo allocation takes place
PeriodFill in Quantity with the number of units in the Unit field. This method is used if forecast with the samequantity per period.
KeyThe forecast is allocated according to the period allocation key specified in the Period key field. Thismethod is used if you wish to take seasonal variation into account.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 54/74
Reference
7-14
7.13 BUDGET MODEL
Create and edit budget models. You can build several different budget
models to run budget simulations and compare different results. Budget
models can only be built on two levels, but can contain multiple submodels.
Budget models that are used as submodels cannot contain submodels.
Attach submodels to budget models on the Submodel tab page. This is
useful if you want to show the budget transactions for different departments.
Furthermore, use the budget model to specify whether the budget has been
stopped for changes or whether it is included in cashflow forecasting.
You can have as many budget models as you like. In other words, you can
choose to only use a single budget model for all your budgets, or you can
create a new budget model for each budget that you create or a combination
of both.
Example You would like to make a budget on your expected sales for a
revenue account XXX where it is possible to see the budget transactions for
individual departments.
• Create one Budget model M1.
• Add two already created submodels to the Budget model on theSubmodel tab page - East and West.
• Now in the Budget form, create a budget by adding the 3 budget modelsM1, East, and West as follows:
Model/Submodel Ledger account Dimension Amount
M1 XXX -10,000
East XXX EAST -5,000
WEST XXX West -5,000
• Clear the Active field on the Setup tab page for M1.
• Make a posting for ledger account XXX specifying one of the abovedimensions.
• You can now see the budget transactions by running the report Annualbudget.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 55/74
User's guide for General Ledger
7-15
7.14 LEDGER - CONSOLIDATION
Consolidate allows you to consolidate multiple company accounts into a
single set of company accounts. The manner in which you use Consolidate
depends on the setup of the current company accounts with respect to
consolidation in Ledger parameters in the Consolidated company
accounts field. In a set of company accounts that has not been
consolidated, extractions for comma-delimited files can be made from any
number of company accounts in the same installation. In a set of
consolidated company accounts, you can transfer consolidated values
directly from company accounts in the same installation and import comma
files with consolidated data. This allows you to run decentralised
consolidation, where extraction occurs locally to comma-delimited files,
which are imported centrally into the consolidated company accounts. With
decentralised consolidation, it is important that the defined ranges for
extraction and import are identical. If not, the import will not be executed,
and an error message will appear. If there are any discrepancies in types of
accounts, transaction accounts will overwrite sum and heading accounts.
On the Criteria tab page, choose whether consolidation should involve
realised transactions, and/or budget transactions, and if group accounts
should be used. When consolidating, you can limit on ledger accounts for a
given period and indicate which budget models should be used for
consolidation.
On the Dimensions tab page, for each dimension (not in Consolidation,
Import) you can specify the information to be inserted from the child
company accounts into the dimension fields on the transactions in the
consolidated company accounts (the parent company). The options are:
• None - nothing is inserted
• Dimension - the dimension on the ledger transaction of the childcompany accounts
• Group dimension - the Group1 field in the Dimensions form of the child
company accounts
• Company accounts - the company accounts ID of the child companyaccounts
• Account - the ledger account in the child company accounts
1 Enter a group name that will be used in Consolidation, if you have selected Group dimension in the
field Specification on the Dimensions tab in the Consolidate forms from which consolidations are run.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 56/74
Reference
7-16
For example, insert Company accounts extensions for the consolidated
accounts in Department, so that it is clear where the consolidated entries
come from.
On the Companies tab page, select the company accounts to consolidate,
and the share, typically the percentage of the shares owned in that
company. For the import/export forms, in a three-tier environment only,
select the field Server has access to the file to locate the file on the server
instead of the client to improve performance.
On the Description tab page (not in Consolidation, Export), enter a brief
description of the consolidation to provide easy identification in the inquiry
Consolidations.
Note Consolidation can be run as Batch job.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 57/74
User's guide for General Ledger
7-17
7.15 FORECAST
Cashflow forecast concerns estimated future ledger transactions, based on
information already registered in the system, for example, VAT payments
and invoices not yet paid.
Sources
Cashflow forecast uses information from the following modules:
Module Selected transactions
Sales order Sales orders not yet invoiced, with remaining physical or
financial sales.
Purchase order Purchase orders not yet invoiced, with remaining physical or
financial sales.
Sales ledger Open customer transactions = invoices not yet paid.
Purchase ledger Open vendor transactions = invoices not yet paid.
Ledger
transactions
Transactions where it is specified that some future posting
will take place, for example, VAT payment.
Ledger budget Registered transactions in the budget, marked for cashflow
forecast.
Customer sales
budget
Registered transactions in the forecast, marked for cashflow
forecast.
Vendor purchase
budget
Registered transactions in the forecast, marked for cashflow
forecast.
Example
Set up Cashflow forecast on a sales account:
• Set the Percent field to 100.
• Set Terms of payment to current month + 15 days.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 58/74
Reference
7-18
• In Ledger account, insert the cash account to which the amount iscashflow forecasted.
• Create a sales order of 1000 for a customer that has the above paymentterms.
• Run Calculate cashflow forecast in the Currency requirement folderunder Budget.
• Go to the cash account, click Inquiry and then select Cashflowforecast. Now you will be able to see the sales order that generated aliquidity inflow, and which date it is expected that the cash account willbe debited.
Note If you want the budget transaction itself to occur in the cashflow
forecast, you must specify the cashflow forecast for the account itself. Set up
the cashflow forecast with a 100% allocation value, without payment terms,
and account number = account number for the current budget account. This
only applies for ledger budgets. On forecast budgets, the terms are copied
from the customer/vendor.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 59/74
User's guide for General Ledger
7-19
7.16 PERIOD ALLOCATION KEYS
Period allocation keys are used in connection with budgeting for setting up
seasonal fluctuations. In Master planning, this function is used to explode
sales orders automatically over a period of time. The system will take an
order (for example 1000 units of product A) and distribute it over a period of
time (such as 30 days) with period percentages (such as 25% per week).
Click Lines to manage transactions for the current key.
Click Copy to copy transactions from an existing period allocation key to the
current key.
Click Balances to calculate allocation keys based on realised balances.
Click Setup on the Graphics tab page to define the graphical presentation.
Click Wizard to create new allocation keys.
Use Period allocation keys to also automatically generate budget
transactions for all the periods in the accounting year in Ledger budget.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 60/74
Reference
7-20
7.17 TRANSFER SALES BUDGET TO LEDGER
Here you can transfer stock sales forecasts to the ledger. The stock sales
forecast is copied to the forecast for the relevant ledger accounts. Specify
the relevant Budget model (See 'Budget model' on page 7-14) in the ledger,
whether both sales- and consumption accounts should be transferred, and
whether previous transfers should be deleted by the new transfer. You can
limit the transfer, for example, by date, item number, and stock forecast
model, by clicking Select.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 61/74
User's guide for General Ledger
7-21
7.18 TRANSFER PURCHASE BUDGET TO LEDGER
Here you can transfer stock purchase forecasts to the ledger. The stock
purchase forecast is copied to the forecasts for the relevant ledger accounts.
Specify the relevant Budget model (See 'Budget model' on page 7-14) in the
ledger, and whether previous transfers should be deleted when the transfer
is made. You can limit the transfer, for example, by date, item number, and
stock forecast model, by clicking Select.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 62/74
Reference
7-22
7.19 CASHFLOW FORECAST JOB
Cashflow forecasts are the estimated future ledger transactions based on
information already registered in the system. Note that the job can be batch
processed. Choose between:
• Total - clears all existing cashflow forecast transactions and recalculatesall. Use this option if it has been a long time since the last total update.
• New - use this option, for example, when you are investigating theconsequences of budget modifications.
Sources
Cashflow forecast uses information from the following modules:
Module Selected transactions
Sales order Sales orders not yet invoiced, with remaining physical or
financial sales.
Purchase order Purchase orders not yet invoiced, with remaining physical or
financial sales.
Sales ledger Open customer transactions = invoices not yet paid.
Purchase ledger Open vendor transactions = invoices not yet paid.
Ledger
transactions
Transactions where it is specified that some future posting
will take place, for example, VAT payment.
Ledger budget Registered transactions in the budget, marked for cashflow
forecast.
Customer sales
budget
Registered transactions in the forecast, marked for cashflow
forecast.
Vendor purchase
budget
Registered transactions in the forecast, marked for cashflow
forecast.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 63/74
User's guide for General Ledger
7-23
Note In VAT, VAT payment periods may not yet be created for the future. It
will still be possible to calculate cashflow forecasts, but the VAT payment
date cannot be defined.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 64/74
Reference
7-24
7.20 CASHFLOW FORECASTS
Display an overview of cashflow forecasts for current source. Information is
retrieved from the Sales order , Purchase order , Sales ledger , Purchase
ledger , and General ledger modules. It allows you to see future liquidity
effects relating to updates. This way, you are able, at any time, to print out
an expected Financial statement for a given point in time, one which takes
into account expected incoming and outgoing payments. General ledger
contains information regarding future payments and disbursements in default
and foreign currencies. These records can be used to calculate future
liquidity in each of the different currencies.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 65/74
User's guide for General Ledger
7-25
7.21 LIQUIDITY
Set up the liquidity accounts to be used in currency requirements.
Liquidity allows you set up liquidity effects in connection with Cashflow
forecasts and Currency requirement. Cashflow forecasts displays an
overview for an individual account. Information is retrieved from Sales order ,
Purchase order , Sales ledger , Purchase ledger , and General ledger , so
that you can see the future liquidity effects relating to updates. This also
allows you to print an expected balance for a given time, where the expected
incoming and outgoing payments are included. The Cashflow forecast
information is used for calculating future liquidity in the individual currencies.
In the Financial statement, you can set up and print balances that include
liquidity.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 66/74
Reference
7-26
7.22 CURRENCY REQUIREMENT
Currency requirement is a subset of cashflow forecasts that specifies the
future liquidity demands per currency and per date. The currency
requirement uses the calculated cashflow forecasts, but selects only
transactions on the liquidity accounts that are set up in the Liquidity form
under Setup.
Click Calculation to calculate the liquidity for the accounts set up based on
the cashflow forecasts. Note that the job can be batch processed.
Click Requirements to inquire on the requirements, per currency or in total.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 67/74
User's guide for General Ledger
7-27
7.23 LEDGER POSTING GROUPS
Once VAT has been calculated and updated, they are posted in a ledger
account. The ledger accounts, that the VAT is posted in, are determined by
the VAT code. Since each ledger account can use several VAT codes,
posting is determined for a ledger posting group. Each ledger posting group
can contain several ledger accounts. The way each account is used is
indicated in the description field for that account. If you make changes to the
ledger account numbers in Ledger posting groups, it will only affect
transactions that have not yet been posted.
To associate ledger accounts with posting groups, see Set up ledger posting
groups (See 'Set up ledger posting groups' on page 6-3).
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 68/74
Reference
7-28
7.24 VAT CODES
A VAT code includes information on how the VAT is calculated, how the VAT
is posted, how the VAT is reported, when payments are made, and to whom
payments are made. The VAT rate can be defined for various intervals and
periods in Values, and limits on VAT amounts can be defined in Limits.
Create VAT codes when you set up the system, and update when changes
to existing VAT is made, or when new VAT is set up. Since VAT often
depend on geographic location, changes to the company's market can result
in the need for new VAT codes.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 69/74
User's guide for General Ledger
7-29
7.25 TAX AUTHORITIES
Authorities to whom Vat is reported. VAT can be paid through a vendor, or
directly to the tax authority. To pay VAT through a vendor, specify the
vendor's account number along with the correct tax authority. VAT payments
will be transferred to the vendor making the payment. To make payments
directly to the tax authority, enter the tax authority's address information. You
should also select the VAT report layout to use when reporting to the tax
authority.
To associate a vendor, and settlement period with a tax authority, see Set up
tax authorities (See 'Set up tax authorities' on page 6-4).
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 70/74
Reference
7-30
7.26 VAT SETTLEMENT PERIODS
Settlement periods allow you to create and manage the periods that the
company uses to report VAT. This makes it easy to determine which VAT
transactions have already been reported to the authorities and which have
not. The system will automatically mark the settlement period that the
transaction should be reported in. When you report to the authorities, the
system will print transactions from the current period and will automatically
print all transactions that should have been included in previous periods if
the field Include corrections1 on the VAT tab page in General ledger
parameters is checked.
To create new periods, click the Periods tab page, and then New period.
Tip Always create enough periods into the future to cover cashflow forecasts
horizons.
1 To allow VAT corrections to be reported together with ordinary VAT transactions in the following VAT
payment, select this check box. The VAT report including corrections from the previous period will notbe marked as a correction report.
Also, the VAT payment dialogue in Periodic no longer contains the VAT payment version field in whichyou select to print a corrections report. Corrections for a specific period can be inspected from theSettlement periods screen by clicking the VAT payment button, and then the Posted VAT correctionsbutton.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 71/74
User's guide for General Ledger
7-31
7.27 VALUES
Specify VAT rates for a particular VAT code. Once you have selected the
desired VAT code in VAT codes (See 'VAT codes' on page 7-28), you can
specify intervals in the calculation base, which have various rates. This
information is provided when you define VAT, and is immediately updated
when rates are changed. These changes do not affect VAT that has already
been posted.
Notes
• Since the calculation can depend on the size of the base, you canindicate several rates and a corresponding interval within which the base
must fall.
• Since the VAT rate can vary over time, you can specify a date intervalfor a particular record. When this is done, the rate will only be applied forthe given period.
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 72/74
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 73/74
User's guide for General Ledger
1
INDEX
approve general journals 1-3
budget 7-14, 7-20, 7-21
budget model 7-14
cashflow forecast in budget 4-3
cashflow forecast in ledger 4-4
cashflow forecast in sales and
purchase 4-2
cashflow forecasts 4-2, 4-3, 4-4,4-
5, 7-22
closing sheet 7-10
consolidation setup 3-2
consolidations 3-2, 3-3, 7-15
create general journals 1-2
currency requirements 5-2, 5-3, 7-
25
exchange adjustment ledger 7-2
general journals 1-2, 1-3, 1-4
item VAT groups 6-9
journalise transactions 7-4
ledger posting groups 6-3
ledger settlements 7-3
liquidity 7-25
monthly closing 2-2, 2-3
number sequences 7-12
opening transactions 7-9
period allocation keys 7-19
periods 7-19
post general journals 1-4
set up currency requirements 5-2
setting up 6-2
settlement periods 6-5
system accounts 7-11
tax authorities 6-4
transaction journal 7-5
transferring budget 7-20, 7-21
VAT codes 6-6
VAT groups 6-8
VAT payment 7-8
VAT setup 6-2
VAT values 7-31
yearly closing 2-2, 2-4, 7-9, 7-10
8/14/2019 AX-300-USG-001-v01.00-ENGB -user guide.pdf
http://slidepdf.com/reader/full/ax-300-usg-001-v0100-engb-user-guidepdf 74/74