Inter Company Interfaces in SAP

SAP BusinessObjects Intercompany User Guide
■ SAP BusinessObjects Intercompany 7.5
2009-02-23
Copyright © 2009 SAP® BusinessObjects™. All rights reserved. SAP BusinessObjects and
its logos, BusinessObjects, Crystal Reports®, SAP BusinessObjects Rapid Mart™,
SAP BusinessObjects Data Insight™, SAP BusinessObjects Desktop Intelligence™,
SAP BusinessObjects Rapid Marts®, SAP BusinessObjects Watchlist Security™,
SAP BusinessObjects Web Intelligence®, and Xcelsius® are trademarks or
registered trademarks of Business Objects, an SAP company and/or affiliated
companies in the United States and/or other countries. SAP® is a registered
trademark of SAP AG in Germany and/or other countries. All other names
mentioned herein may be trademarks of their respective owners.
2009-02-23
Contents
Chapter 1 Introduction to SAP BusinessObjects Intercompany......................7

Introduction to the documentation...............................................................8
If you encounter a problem..........................................................................8
Chapter 2 General interface information...........................................................11

Languages.................................................................................................11
To select the application language............................................................11
Saving changes in the database...............................................................11
Navigation bar............................................................................................12
Navigation in list boxes..............................................................................12
Chapter 3 General user tasks.............................................................................13

Logging in to the application......................................................................13
To log in to the application.........................................................................13
Changing your user information................................................................14
Filters.........................................................................................................15
Balances page display filters.....................................................................15
Ad hoc page filters.....................................................................................17
Chapter 4 The reconciliation process...............................................................19

Starting the reconciliation process.............................................................19
Balances pages.........................................................................................20
Detail by partners page..............................................................................20
Detail by parent accounts page.................................................................21
Detail by transaction currencies page.......................................................21
3
Contents
Detail by child accounts page....................................................................22

Creating and opening balances.................................................................23
To select a declaring company..................................................................24
To select a period.......................................................................................24
To create or open a balance row...............................................................24
Entering amounts in balances...................................................................25
Journal account resets...............................................................................25
Attaching a standard comment to a balance.............................................26
Attaching a file to a balance.......................................................................27
Entering a comment for a balance.............................................................28
Communicating with the partner via statuses and actions........................29
Resetting and removing balances.............................................................30
Freezing a company balance....................................................................31
Freezing the balances of a company and its partners...............................31
Company-partner relationships.................................................................32
Entering invoice amounts..........................................................................33
To enter an invoice.....................................................................................34
Invoice updates..........................................................................................35
Invoice comments......................................................................................36
Invoice standard comments.......................................................................37
Attaching a file to an invoice......................................................................38
Why match invoices?.................................................................................39
Tracking progress via emails.....................................................................43
To start or stop receiving detailed emails..................................................44
Tracking progress via reports....................................................................44
Report contents.........................................................................................44
Deleting reports.........................................................................................47
Exporting financial data.............................................................................48
Exporting journals......................................................................................48
Exporting balances....................................................................................49
Exporting balances to SAP BusinessObjects Financial Consolidation......52
Exporting invoices......................................................................................54
4
Contents
Chapter 5 Administration of the application.....................................................57

Managing database connections...............................................................57
Managing database user connections.......................................................57
Managing connections to different databases...........................................58
Database maintenance..............................................................................58
Defining the database structure.................................................................59
Starting and stopping the reconciliation process.......................................59
The database structure..............................................................................60
Metadata....................................................................................................61
Periods.......................................................................................................63
Currencies.................................................................................................68
Company groups.......................................................................................73
Companies.................................................................................................74
Users.........................................................................................................79
User groups...............................................................................................91
Account groups..........................................................................................92
Materiality values.......................................................................................97
Journal accounts........................................................................................99
Accounts..................................................................................................101
Standard comments.................................................................................108
Forced agreements..................................................................................109
Templates for data import and export......................................................113
Importing data..........................................................................................147
Exporting metadata..................................................................................154
Consulting import and export results.......................................................159
General administrative tasks...................................................................159
Freezing and unfreezing company balances...........................................159
Invoice matching......................................................................................162
Email........................................................................................................168
Statuses...................................................................................................172
Reconciliations.........................................................................................179
Difference calculation type.......................................................................181
Categories...............................................................................................182
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Contents
Data entry period.....................................................................................182

Audit ID....................................................................................................183
Default flow..............................................................................................183
Reports....................................................................................................184
Purging balances and invoices................................................................189
Balance and invoice interface display.....................................................190
Deleting invoices by company, parent or child account...........................191
Decimals in balances...............................................................................193
Archiving balances...................................................................................193
The application login page text................................................................194
Digit grouping symbols............................................................................195
Chapter 6 Glossary............................................................................................197
Appendix A More Information..............................................................................201
Index 205
6
Introduction to SAP BusinessObjects Intercompany
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 runs a forced
agreement, then freezes balances.
• Users then export the balance amounts and journals.
7
Introduction to the documentation

The user documentation offers general and in-depth information on the
application.
There are four types of user:

• The Administrator defines the database objects.
• 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.
• View Users consult data and monitor how balances are progressing. View
Users can also export balances and invoices and build reports.
Related Topics
• User profiles on page 80
If you encounter a problem

If you do not find the answers you need in the documentation, inform the
internal corporate correspondent. This correspondent groups questions and
presents them to SAP Business Objects software support.
The correspondent must be able to provide 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, MSSQL
Server, or IBM DB2
• 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
8
• 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.
9
10
General interface information
The application offers shortcuts and links to help you move easily and quickly
between tabs and pages.
Languages
The Administrator assigns 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. Users
can change the language.
To select the application language

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.
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
11
Navigation bar
The navigation bar consist of the following tabs that correspond to the main
functions in the application:
• Balances, for all users
• Import/Export, for Administrators and Interactive Users
• Reports, for all users
• Administration, for Administrators
Navigation in list boxes

In the selection lists, the following icons enable you to:
Return to the first page
Return to the previous page
Go to the next page
Go to the last page
12
General user tasks
General user tasks
This section explains how to:

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

Once the Administrator has started the reconciliation process, users log in
to the application using the user name and password assigned to them by
the Administrator.
Note:
• If the reconciliation process is not running, you cannot connect to the
application.
• The 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 Topics
• Languages on page 11
To log in to the application

1. Enter the Internet address provided by the Administrator in your web
browser.
2. Enter your user name and password.
13
General user tasks
Note:
The 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.

Note:
If you have problems connecting, contact your 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 and then select a period.
4.
Select the company on which you want to work by clicking to the
right of the current company name.
Note:
To log out of the application, click the Log off link.
Changing your user information

In Administration > Your Profile, users can change the following information
about themselves:
• Name
• Password
• Email address
• Phone and fax numbers
• Address
• Some users can also choose whether they want to receive detailed emails.
Users also have the following options:

• store the last balances page used in the memory.
• display the code and description of objects displayed in the balances
page.
14
General user tasks
Related Topics
• Tracking progress via emails on page 43
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.
Balances page display 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.
Note:
• The filters defined are applied to the current company and period.
• When the filters are activated, Filtered appears to the right of the Filter
button on the balances page.
Related Topics
• Account groups on page 92
To set a Balances page filter

1. Click Filter in the navigation bar.
2. To filter by a Status in currency pages and when entering child amounts,
click and select a status.
15
General user tasks
3. To filter by a Group Status in partner and parent account pages, select

one of the following:
• Agreed
• Not Agreed
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 by a partner's timestamp, for example when the partner last made
changes to the balances in question, activate one of the following:
• Start/Finish
Set the start and finish date and time.
• Last Hours
Type the number of timestamp hours in a 24 hour period.
10. Click Apply.
To store the last balances page used in the memory

1. In the Administration tab, click Your Profile.
2. Activate Remember Last Balance Page.
3. Click Update.
16
General user tasks
To activate code and description display in the

Balances page navigation row
To ensure that the navigation row is not too long, you can choose to display
only the codes.
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.
To remove a filter and display all objects in the

Balances page
1. Click Filter in the navigation bar.
2. Click Clear.
The filter is removed and all objects appear in the balances page.
Toggling between filters
To toggle filters in the balances page click the Toggle Filters link in the
navigation bar.
Note:
If this link is not displayed, it means that no filters have been defined in the
"System Filter" page.
Ad hoc page filters

Use ad hoc filters to select the objects you want to display in the current
page. These filters are not stored in the memory.
17
General user tasks
For example, the user changes the page parameters and then navigates
through the company pages, making changes and then saving the changes.
The filter is stored in the memory. When the user goes to Administration >
Metadata > Currencies, the filter is gone.
To create an ad hoc filter

1. In a page with the Search feature, select the criteria from the list or enter
text in the relevant text boxes.
Tip:
If there is a long list of companies, and you want to find a company quickly,
enter the first letters of the company's name.
2. Click Search.
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The reconciliation process
During the reconciliation process, different users perform different tasks:

• Administrators import balances.
• Interactive Users enter data and load the balances.
• Power Users monitor the progress of the companies in their scope of
responsibility by consulting balances and using reports. Power 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 Topics
• Balances pages on page 20
• Importing data on page 147
Starting the reconciliation process

Once the Administrator has configured the database, the reconciliation
process can start.
Note:
Once the process is started, the Administrator cannot make any changes to
the database structure.
The Administrator starts the process in two ways:
• automatically
• manually
Users then have access to the database and are able to enter their data.
19
Related Topics
• Starting and stopping the reconciliation process on page 59
Balances pages
There are two ways of loading balances:
• Manual data entry, which involves creating and entering an amount for
a balance by the Administrator or Interactive User
• Import from a file by the Administrator or Interactive User
A balance is an amount entered in the database.
There are four types of pages:

• "Detail by partners"
• "Detail by parent accounts"
• "Detail by transaction currencies"
• "Detail by child accounts "
You access these pages via the Balances tab.
The column headers and order are defined by the Administrator.
Related Topics
• Importing data on page 147
• Entering amounts in balances on page 25
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.
The "Detail by partners" page can include:

• the Partner Status column, which indicates the status of the relationship
between your company and the partner. The status is either "Agreed" or
"Not Agreed".
20
• the Group Difference column, which indicates differences in User Group

currency.
• the Contact column. Click the envelope icon to contact the company.
• the Balance Count column, which indicates the number of amounts
entered.
• the Company Timestamp column, which indicates when the balances
were last changed.
• the Their Timestamp column, which indicates when the partner's
balances were last changed.
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.
The "Detail by parent accounts" page can include:

• the Group Status column, which indicates the status of a particular parent
account: this is either agreed or not agreed.
• the Group Amount column, which indicates amounts in User Group
currency.
entered.
• the Timestamp column, which indicates when the balances were last
changed.
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.
The "Detail by transaction currencies" page can include:
21
• the Currency Code column, which indicates the transaction currency

codes.
• the Transaction Status column, which indicates the status of the balance.
• the Transaction Amount column, which indicates the amounts expressed
in transaction currency.
• the Local Amount column, which indicates the amounts expressed in
local currency.
• the Group Amount column, which indicates the amounts expressed in
User Group currency.
entered.
• the Standard Comment column
• the Comment column
• the File column
• the Timestamp column
Related Topics
• Status symbols and descriptions on page 172
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.
The "Detail by child accounts" page can include:

• The Transaction Amount and Local Amount columns, which enable
you to enter balance amounts in transaction and local currency for each
child account (depending on the Administrator's choice).
• The Reset Transaction Journal and Reset Local Journal columns,
which enable you to define changed amounts as original amounts. These
columns are useful for calculating differences stored in the journal
accounts.
• The post-it icon, indicating that a comment has been entered.
22
• The paperclip icon, indicating that a file has been attached.

• Key entry text fields, indicating a child account data entry row.
• The Group Amount column, which converts the local or transaction
currency amounts, depending on the Administrator's choice, into the User
Group currency.
• The Side column, indicating the status of the current parent account.
Note:
If there are invoices in the database, the Invoices column appears.
Related Topics
• Matching invoices on page 180
Creating and opening balances

All users can view and export balances; however only Administrators and
Interactive Users can import, create and modify balances. The Administrator
defines the declaring companies and the periods to which each user has
access.
To create or open balances, the Administrator or Interactive User selects

the following:
• a declaring company
The declaring company is the company the current user is working on.
• a period
The period is the date to which the amounts are linked.

• a partner
• an account
• a currency
The transaction currency may be imposed by the Administrator. If this is

the case, the Administrator or Interactive User must enter all the amounts
in the transaction currency chosen by the Administrator.
23
The Administrator or Interactive User can select another currency. If a

default transaction currency has been defined by the Administrator, it
appears in the "Currency" field.
When users log in for the first time, they must select a period and the
company on which they want to work. The system memorizes the period and
company selected for the next time users log in. However, users can change
the period and company whenever required if there are several periods
and/or companies available.
Related Topics
• Translating amounts on page 71
To select a declaring company

1.
In the navigation bar, click to the right of the current company.
2. In the Companies dialog box, select a company.
The balances page for the company appears.
To select a period
1.
In the navigation bar, click to the right of the current period.
2. In the Periods dialog box, select a period.
The balances page for the period appears.
To create or open a balance row

The Add/Access Balance button is only available when the reconciliation
process is running.
1. In the companies, partners or currencies pages, click Add/Access
Balance.
Depending on which type of page you are in, the "Partner" and "Account"
fields may already be filled in.
24
Note:
If the Currency field is already filled in, then the Administrator has chosen
the transaction currency. You can select another currency to use when
entering amounts.
2. Select the required objects.

3. Click Create.
Entering amounts in balances

You enter amounts in the "Detail by child accounts" page. The decimal symbol
used depends on the application server's regional settings. The Administrator
previously defined how Group currency amounts are calculated on the basis
of the amounts entered.
Note:
Calculations are defined using absolute values; it is important to use the
minus (-) sign for negative amounts.
Click Update to save the amounts entered in the database.
Note:
If the Administrator has authorized the use of invoices and activated Invoices
Drive Balances in the Administration > Settings > Invoice Settings, each
time you click Update, a message appears indicating that the balance
amounts and the sum of invoices linked to the balances no longer correspond.
Related Topics
• Detail by child accounts page on page 22
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 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
25
• 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 Topics
• Journal accounts on page 99
To reset a transaction journal amount

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.
Attaching a standard comment to a balance

Standard comments are pre-defined by the 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.
To attach a standard comment

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.
26
To delete a standard comment

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.
Attaching a file to a balance

Note:
Files in HTML format are not allowed.
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.
To attach a file to a balance

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.
To delete an attached file from a balance

1. In the File column, click the - icon.
2. Click Delete.
27
Entering a comment for a balance

The Administrators, 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 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
sees 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 sees 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.
Note:
Comments can be entered depending on the balance states and the setting
defined by the Administrator. You can enter comments for certain states.
To enter a comment for a balance

1. In the "Comments" 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 Update.
The post-it icon appears in the "Comments" column of the "Detail by Child
Accounts" page.
To delete a comment entered for a balance

1. In the "Comments" column, click the post-it icon displayed beside the
child account with the comment you want to delete.
2. Delete the comment.
3. Click OK.
28
4. In the balance page, click Update.

The post-it icon disappears from the "Comments" column in the "Detail
by Child Accounts" page.
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 the necessary settings have been configured by the Administrator, each

status change generates an automatic email to the company users enabling
them to keep track of progress.
Related Topics
• Statuses and actions on page 176
• User Group statuses on page 174
• Tracking progress via emails on page 43
To make a request or respond to a request

1. In the page used for entering balances, click the company status icon.
2. In the "Action" section of the "Change Event" panel, click the link
corresponding to your response to the request.
3. In the page for entering balances, click Update.
29
The previous status is replaced by a new status.
Resetting and removing balances

Certain users are authorized to reset or delete amounts, including:
• 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.
Note:
The balances of 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.
Note:
This action is performed when the reconciliation process is running.
Related Topics
• Authorizing Power Users to freeze companies with unmatched balances
on page 160
To reset or remove company balances

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.
30
Freezing a company balance

Once balances are frozen, no changes can be made to them.
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.
By default, any users, except View Users, can freeze their company balances
if they have been agreed. However, if the Administrator defined the necessary
configuration before starting the process, users can also freeze all their
company balances whether they are agreed or not.
Freezing the balances of a company and its

partners
If a balance is frozen, neither the declaring company nor any of its partners
can change it.
Note:
• If an error has been made, only Administrators can unfreeze company
balances, unless the Administrator gives Power Users the right to freeze
companies.
• If the Administrator authorizes companies to freeze balances only when
they have been agreed, the companies can freeze balances only in the
"Company Agreed To Differ" and "Partner Agreed To Differ" states.
Related Topics
• Freezing a company balance on page 31
• Authorizing Power Users to freeze companies with unmatched balances
on page 160
• Statuses on page 172
To freeze the balances of a company and of all its

partners
1. Do one of the following:
31
• 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.

3. Click OK.
Company-partner relationships
If a balance is frozen, neither the declaring company nor its partner 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.
To freeze a company-partner pair, both companies must freeze their

balances.
In another example, the US Mag company has frozen the company-partner

pair, so the snowflake icon appears at the end of its line in the balance table.
However, there is no icon in front of the US Music company on the balances
page, which means that its balances are not frozen. As a result, the balances
for the company-partner pair are only partially frozen.
The snowflake icon in front of the company code and name on the Balances
page indicates that the US Music company has also frozen the
company-partner pair. As a result, the balances for the company-partner pair
are now frozen.
Note:
You must freeze balances before exporting them. If the balances for a
company-partner pair have only been frozen by one company, only the
32
balances belonging to that company are exported. The balances belonging

to the company which did not perform a freeze operation are not exported.
To freeze/unfreeze the relationship between a company

and a single partner
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.
To freeze/unfreeze the balances of a company against

all its partners
1. Click the Balances tab.
2. Click Freeze Company or Unfreeze Company.
A confirmation dialog box appears.
3. Click OK.
Note:
If a relationship has been frozen by a company, and you then try to freeze
the company, the partner relationship remains frozen.
Entering invoice amounts

All users can view and export invoices; however only Administrators and
Interactive Users can import, create, delete, and modify invoices.
If the invoice reference already exists, the Administrators and Interactive

Users can:
• replace the existing amount
33
• add the new amount to the existing amount
If the Administrator previously specified that the creation of invoices would

generate balances containing the sum of the invoice amounts, Administrators
and Interactive Users can also automatically recalculate the balance based
on the invoice amount.
When Administrators 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 Topics
• Invoice matching on page 162
To enter an invoice
1. In the "Detail by child accounts" page used for entering balances, click
in the invoice column.
Note:
The Invoice label can be customized. Another term may therefore appear
here.
2. Click Add Invoice.

3.
Click to add an invoice to another child account (other than the one
open) in the Account field.
4. Enter the following information in the relevant fields:
• the invoice reference
• the invoice amount in the transaction currency
• the invoice amount in the local currency
5. Select Override or Aggregate.

6. If you want the balance to be recalculated based on the invoice amount,
select the Update Balance option.
34
Note:
This option only appears if the option has been selected in the Global
Parameters menu.
7. Click Create.
The new invoice appears in the list.
Invoice updates
Once an invoice has been entered manually or imported, an Administrators
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, Interactive User, or Power User can
add, modify, or delete:
• a comment
• a standard comment
• a file
Note:
If the invoice is included in an invoice group, it cannot be changed and the
link to the group is displayed.
If the 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.
Note:
The Invoice Group ID field is only displayed if Invoice Level Matching has
been activated.
35
• The following text type fields: Invoice Text 1, Invoice Text 2, Invoice
Text 3, Invoice Text 4, Invoice Text 5.
If the Administrator predefined the "Invoice Text 1" and "Invoice Text 2"
fields, the user can use the list to select the predefined text required.
• The following amount type fields: Invoice Amount 1, Invoice Amount
2, Invoice Amount 3.
• The following date type fields: Date Amount 1, Date Amount 2, Date
Amount3. A calendar is available beside each date type field.
Related Topics
• Additional fields for invoices on page 166
• Deleting invoices by company, parent or child account on page 191
• Attaching a file to an invoice on page 38
• Invoice comments on page 36
• Balance and invoice interface display on page 190
Invoice comments
Use a comment in an invoice to explain, for example, why an amount was
entered or to provide extra information about a particular invoice.
The post-it icon indicates that a comment has been entered by a company
and can be changed. The declaring company that entered the comment sees
this icon.
The post-it icon with a little padlock indicates that a comment has been
entered by a company and cannot be changed. The partner can see the
icon.
To enter a comment for an invoice

1. Select the Balances tab.
2. Navigate through the balances to the "Detail by child accounts" page.
3. In the Invoice Reference column, click the invoice to which you want to
add a comment.
4. In the invoice edit page, click next to "Comment".
36
5. In the Comment field, enter your comment.

6. Click OK.
7. In the invoice page, click Update.
The post-it icon appears in the "Comments" column in the "Invoices"
page.
To consult a comment entered for an invoice

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.
To delete a comment entered for an invoice

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.
Invoice standard comments

You can select a standard comment for each amount in an invoice. Comments
are pre-defined by the Administrator.
37
Related Topics
• Freezing and unfreezing company balances on page 159
To attach a standard comment to an invoice

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.
To delete a standard comment from an invoice

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.
Attaching a file to an invoice

Note:
Files in HTML format are not allowed.
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.
38
To attach a file to an invoice

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.
To delete a file from an invoice

1. In the File field of the Invoices page, click .
2. Click Delete.
Why match invoices?

If the Administrator has authorized the use of invoices, an Administrator or
Interactive User can match company invoices with those of the partner,
making it easier to match the balances declared.
Matching invoices is not compulsory. However, it does enable you to
understand why differences exist between the balances declared in the
declaring company's accounts and those declared in the partner's accounts.
If the necessary settings have been configured by the Administrator, invoices

can also be matched using the standard comments.
Related Topics
Auto matching invoices
When importing invoices, the declaring company's invoices are compared

to the partner's. The invoices matched automatically:
39
• have the same transaction reference

• contain the same transaction amount
You can consult invoices via the data entry page for child accounts.
• The following icon tells you that the total of the invoices is equal to the
balance in the child account:
• The following icon tells you that the total of the invoices differs from the
balance in the child account:
To consult invoices for a currency transaction

3. In the Invoices column, click one of the following icons:
The "Invoices" page appears.
Note:
In this page, you can:
• consult comments entered by the partner
• sort the "Invoice Reference", "Transaction Amount", and "Local
Amount" columns
Note:
Cancel the sort by clicking the following icon:
• delete the invoices

• display and hide the additional columns
Related Topics
40
Matching invoices manually
If some invoices were not matched during the automatic matching process
being run, the Administrator or Interactive User can manually match the
remaining invoices.
Note:
Even if all of the invoices are not matched, this does not block the
reconciliation process.
Manually matching the declaring company's invoices with those of the partner
creates an invoice group.
Note:
When performing this task, you can find that one declaring company's invoice
corresponds to more than one of the partner's invoices or vice versa.
To match invoices manually

3. Click Match Invoices.
The "Invoice Match" page appears.
Note:
In this page, you can:
• consult comments entered by the partner
• sort the "Invoice Reference", "Transaction Amount", and "Local
Amount" columns
Note:
Cancel the sort by clicking the following icon:
• delete the invoices

• display and hide the additional columns
The green check mark icon appears next to the invoices that have been
matched. The red X icon appears next to the invoices that have not been
41
matched. The invoices that do not have any particular status are
unassigned.
4. Click the following icon corresponding to the invoice you want to match:
The Invoice Group page appears.
If an invoice group has not already been created, the Create button
becomes available.
5. Click Create.
Note:
To add other declaring company invoices or partner invoices to the group,
click Modify Members.

• 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 all of the invoice amounts have been matched, the green check mark
icon appears next to the invoice group.
If all of the invoice amounts have not been matched, the red X icon
appears next to the invoice group. You are able to see that there is still
a variance. The status of the parent accounts is also unmatched.
Note:
If you did not select a partner invoice, the invoice group has a red X icon
and the status of the parent accounts is also unmatched.
8. To match invoices using standard comments and apply the same standard
comment to all the invoices in the group, in the Standard Comment
column, click the post-it icon for your company.
9. In the dialog box used to select the standard comment, select the standard
comment required.
42
10. Click Close.

All the invoices belonging to your company now have the same standard
comment. The partner must now perform the same operation and select
the same standard comment for the invoices to be matched.
Related Topics
Matching invoices using standard comments
If activated by the Administrator, invoices can also be matched using their

standard comments. To match 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 unmatched.
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 matched, even if differences exist.
Related Topics
• To match invoices manually on page 41
Tracking progress via emails

To keep track of the progress made regarding the balances:
• Interactive Users and Administrators receive summary emails which
provide a condensed report of the balance states.
• Any users authorized by the Administrator to receive detailed emails can
decide whether or not they want to receive emails when connected to the
application.
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.
43
Related Topics
• Automatic detailed emails on page 169
To start or stop receiving detailed emails

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.
Note:
If you do not have this option, you have been assigned a user profile that
is not authorized to receive detailed emails.
3. Click Update.
Tracking progress via reports

In order to analyze the differences and monitor the reconciliation process,
all users can generate reports.
Note:
The reports available depend on the configuration defined by the user.
Related Topics
• Reports on page 184
Report contents
You can define reports based on the following criteria:
Report component Description
The current period is selected by

Period default. However, you can select
another period.
44
The current company is selected by

Company default. However, you can select
another company.
The partner with which the selected

Partner
company performed transactions.
Transaction currency
Accounts Accounts affected by the transaction
Account group
A status is used in currency pages

Status and in pages for entering amounts
for child accounts
The group status is used in partner

Group status
pages and parent account pages
Reporting company
Company Group
Partner Company Group
45
In this case, the amounts assigned

to the company's company groups
are all displayed except those as-
Excluded Company Group
signed to the company group select-
ed in the "Excluded Company
Group" field.
In this case, the amounts assigned

to the partner's company groups are
all displayed except those assigned
Excluded Partner Company Group
to the company group selected in
the "Excluded Partner Company
Group" field.
Difference is for report types that

Difference
have a calculated difference.
Start "Start" and "Finish" define the period

in which the balances were
Finish changed.
The format of the reports can be

Format RPT, Excel, HTML, Word, Text, or
PDF.
Note:
The 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
46
• transaction currency
• status
Related Topics
To build a report
1. In the Reports tab, click the link for the report type you want to display.
2. Select the report contents.
3. From the Format list, select the format you want to use.
4. 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.
5. Click the link.

The report appears.
Deleting reports
Users can delete the reports they have built.
The Administrator can also delete reports by date.
Related Topics
• To delete reports on page 188
To delete a report
1. Select the Reports tab.
All the reports that have been created for each report type are listed.
2. Click the red X icon to the right of the report to delete the report.
47
3. Click OK.
Exporting financial data

All users can export balance, invoice, and journal data. Only the 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 Topics
• Exporting metadata on page 154
Exporting journals
If the 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.
Note:
You 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 Topics
• Consulting export results on page 157
To export journals
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.
48
The "Company" and "Filter Criteria (Company Code)" fields appears.
4.
Click to select companies.
Tip:
If 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. Click Export.
The file is exported and the "Summary" page appears displaying the
results of the export.
Related Topics
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:

• Balances for general balance export templates
Balance exports use only the amounts stored in frozen child accounts.
• Subtotal Balances for subtotal balance export templates
Subtotal Balance exports use only the amounts stored in frozen parent
accounts.
• Analysis Balances for analysis balance export templates
Balance exports use only the amounts stored in unfrozen child accounts
for analysis.
• Analysis Subtotal Balances for subtotal analysis balance export
templates
Balance exports use only the amounts stored in unfrozen parent accounts
for analysis.
49
Note:
Each type of balance export uses a specific template defined by the
Administrator.
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 Topics
• Balance templates on page 120
• Exporting balances to SAP BusinessObjects Financial Consolidation on
page 52
To export balance amounts

1. In the Import/Export tab, click the link for the relevant export type.
2. Select a template.
3. To specify the companies whose amounts you want to export, activate
Use Company Filter and click to select companies.
Tip:
field.
4. To specify the partners whose amounts you want to export, activate Use
Partner Filter and click to select partners.
Tip:
field.
50
5. To specify the reporting companies whose amounts you want to export,

activate Use Reporting Company Filter and click to select reporting
companies.
Tip:
field.
6. 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
Note:
This option is available only when the Administrator has activated Data
Filter Enabled in the Administration > Settings > Balance Settings
menu.
7. To export balances or sub-totals for all periods, activate All Periods.

Note:
Do not activate this option if you want to export balances only for the
current period.
8. Click Export.
Related Topics
• Exporting balance amounts to SAP BusinessObjects Financial
Consolidation on page 126
• Balance templates on page 120
51
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. The reconciliation process
must be started before exporting balances to SAP BusinessObjects Financial
Consolidation.
Note:
When you export balance amounts to SAP BusinessObjects Financial
Consolidation, only the local amount is exported; the transaction amount is
not exported.
To export balance amounts to SAP BusinessObjects

Financial Consolidation
1. In the Import/Export tab, select Export Balances to SAP
BusinessObjects Financial Consolidation.
Note:
The "Data Source" field is filled by default with the data source name set
by the Administrator.
2. In the User Name field, type the name of the SAP BusinessObjects
Financial Consolidation user.
Note:
To export balances to SAP BusinessObjects Financial Consolidation from
the application, SAP BusinessObjects Financial Consolidation users must
be declared as being allowed access to the application.
3. In the User Password field, type the SAP BusinessObjects Financial

Consolidation password if there is one.
4. To export the balance comments, activate Export Comments.
5. To specify the companies whose amounts you want to export, activate
Use Company Filter, and click to select companies.
52
Tip:
field.
6. 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.
Tip:
field.
7. To specify the reporting companies whose amounts you want to export,

activate Use Reporting Company Filter, and click to select reporting
companies.
Tip:
field.
8. To export balance amounts for all periods, activate All Periods.

9. Set the following SAP BusinessObjects Financial Consolidation options
if necessary:
• Delete Target Data BeforeHand
• Load Rows Containing Zero Value Amount
Note:
You cannot export balance amounts of 0 to SAP BusinessObjects
Financial Consolidation unless you activate this option.
• Replace Existing Amounts
• Execute Package Rules
• Execute Package Controls
• Publish The Package
10. Click Export.
53
The balances are exported to SAP BusinessObjects Financial

Consolidation and the "Summary" page appears displaying the results of
the export.
Related Topics
Exporting invoices
Any user can export invoices to a file.
Note:
Invoices are exported via a template defined by the Administrator.
The export operation automatically generates a file.
To export invoices
1. In the Import/Export tab, click Export Invoices.
3. To specify the companies whose invoices you want to export, activate
Use Company Filter and click to select companies.
Tip:
field.
4. To specify the partners whose amounts you want to export, activate Use
Partner Filter and click to select partners.
Tip:
field.
5. To restrict the export data to companies or partners, choose the

appropriate option in the Use Data Filter list:
54
• 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
Note:
This option is available only when the 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 Topics
55
56
Administration of the application
Managing database connections

This section explains how to:
• disconnect users and find out which users are logged on
• manage database connections
• maintain the database
Managing database user connections

Using the Logged on Users utility, the Administrator can tell which users
are connected at a particular point in time and which periods they are working
on.
The Administrator can disconnect all users (except other Administrators).

Caution:
Any users logged on when this happens may lose their work.
To disconnect users
1. In the Administration tab, select Logged On Users.
2. Click Log Non-Administrators off system.
3. Click OK.
57
Managing connections to different databases

The Administrator can:
• assign several databases to the application.
This operation is performed in the application control panel.

• select the database that users can access in application.
Note:
• The Administrator must stop the reconciliation process to change
databases.
• The Administrator can disconnect any other users that might be connected.
To set a database connection

1. In the SAP BusinessObjects Administration Console, click Add.
2. Enter the data source information
3. Click Test Connection, then OK.
4. Select the server and click Connect.
Database maintenance
If there are problems with performance or calculations, the Administrator can
set up the following operations in Administration > Maintenance:
• automatic recalculations of all of the amounts.
The Recalc button is used to recalculate the balances if they have not
been updated, for example after the currencies have been changed in
the database. Amounts in the user group currency and differences can
be recalculated for each balance. As a consequence, the states are also
changed.
• refresh the list and update the processing percentage.
58
Defining the database structure

This section explains to Administrators how to configure the database
structure.
Note:
You need to stop the reconciliation process, if it is running, before you make
updates to the database.
Starting and stopping the reconciliation process

Caution:
When the Administrator stops the process, all the users who are logged in
are automatically logged out and may lose their work.
The Administrator can start and stop the process in two ways:
• Manually
• Automatically
In this case, the process starts automatically on the start date specified.
Users can then enter their balances. The process stops automatically on
the end date specified. Only the Administrator then has access to the
database.
Caution:
The process must be stopped for the Administrator to be able to create or
modify the application database structure. If the process is running, the
metadata objects cannot be changed.
To manually start the reconciliation process

1. In the Administration tab, select Process.
2. Click Start.
To manually stop the reconciliation process

1. In the Administration tab, select Process.
59
2. Click Stop.
To automatically start and stop the reconciliation

process
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.
The process starts and stops automatically on the dates specified.
The database structure

The Administrator defines all the objects that make up the database structure
in the following order:
Database objects Optional
Periods
Currencies
Groups X
Companies
60
Database objects Optional
Users
User Groups
Account Groups
Materiality values X
Journal Accounts X
Accounts
Standard Comments X
Forced Agreement X
Metadata
Metadata objects in the database include:
• users
• user groups
• companies
• company groups
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.
61
Note:
Users and User Groups can be created and changed while the reconciliation
process is running.
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 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.
To delete a metadata object

1. Stop the reconciliation process.
2. In the page that lists the relevant metadata objects, for example, in Ad
ministration > Currencies, click the red X icon to the right of the object
that you want to delete.
3. Click OK.
4. Restart the reconciliation process.
To delete a group of related metadata objects

2. In the page that lists the relevant metadata objects, for example, in Ad
ministration > Currencies, click Purge Currencies.
3. Click OK.
4. Restart the reconciliation process.
62
Activating and deactivating a metadata object
You can authorize or deny the use of each metadata object in the balances.
Caution:
No changes can be made if the reconciliation process is running and if
balances exist.
You can activate or deactivate companies when the process is stopped,
even if the existing balances have not been purged.
The icons in the Status column specify whether or not the company is active:
• The green check mark icon indicates that the company is active.
• The red X 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.
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
63
Note:
In a new database, the Administrator must create at least one period to have
access to the application functions.
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 has access to the database.
A period is characterized by the following properties:

• A name
The 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 Topics
• Opening and closing periods on page 66
• Archiving balances on page 193
• Rates for new periods on page 65
Creating periods
In a new database, the Administrator must create at least one period to have
access to all the 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.
64
As soon as a period has been created, it can be selected in the navigation

bar.
To create a period
1. In the Administration tab, select Periods.
2. ClickAdd New.
The "Create Period" page appears.
3. In the Code field, 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. Click Create.
The "Status" and "Clear Warning" fields appears.
Related Topics
• To confirm rates for a period on page 66
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 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
Note:
These operations are only applied to open periods.
65
Related Topics
• Currencies on page 68
To confirm rates for a period

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.
Opening and closing periods
The 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 can no longer make changes

to the materiality thresholds, rate or company status, or freeze or unfreeze
companies.
Note:
Periods are not closed or opened definitively. When the 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 can open and close:

• each period one by one
• all the periods at once
Related Topics
66
To open a period
2. Click the link for the period you want to open.
3. Click Open Period.

4. Click Update.
To open all of the periods at once

2. Click Open All Periods.
To close a period
2. Click the link for the period you want to close.
3. Click Close Period.

4. Click Update.
To close all the periods at once

2. Click Close All Periods.
Deleting periods
The Administrator cannot delete a period while it is selected in the navigation

bar.
If the Administrator tries to delete a period that is in use by another user, a

warning message appears. The Administrator can find out which periods are
in use by selecting Logged On Users in the Administration tab.
Related Topics
• Managing database user connections on page 57
• Deleting metadata objects on page 62
67
Currencies
When a company is created, the Administrator assigns it a currency. In the
application, currencies are entered one by one.
The currencies the Administrator defines are:

• The User 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 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 User 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.
Note:
When 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 Topics
• Periods on page 63
• The User Group Currency on page 71
68
• Currency templates on page 132
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 User 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 User Group currency. When you create a currency, the
default valuation method is multiply.
• Divide
The value of a unit of User 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.
Note:
For users who do not have Administrator rights, the Currencies information
appears in read-only mode. Only the Administrator has read-write access to
this page.
69
Related Topics
To enter a currency
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.
Note:
The 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
Note:
The 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.
To copy existing rates for all currencies to open periods

1. In the Administration tab, select Currencies.
2. In the "Currencies" page, click Copy Rates To All Open Periods.
3. Click OK.
70
The User Group Currency
The User 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 must select the User Group currency from the currencies
in the database using the application. It cannot be imported.
Note:
The User Group currency can be changed or deleted later only if all of the
balances in the database are deleted.
To define the User Group currency

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.
4. Click Update.
Translating amounts
The diagram below illustrates how transaction amounts are translated into
User Group amounts.
71
There are two ways of translating amounts in the application:

• All the amounts are translated from local currency amounts into the User
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 User 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.
Note:
• You 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.
• Once chosen, the translation mode cannot be changed unless the process
is stopped and the database contains no balances.
Related Topics
• The User Group Currency on page 71
To define the method for translating amounts

1. In the Administration tab, select Settings > Balance Settings.
2. From the Group Amount Source list, select one of the following
commands:
72
• 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.
Note:
This option is only available for "Local amount to Group amount" and
"Transaction amount to Group amount".
4. Click Update.
Company groups
Companies are grouped into company groups. For example, the Canadian
Food and US Food companies make up the Food company group.
Creating a company group is optional.

A company group has a:
• unique code
Note:
No 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
73
• Via an import
Related Topics
• To add a company on page 77
• To create a company group on page 74
• Company templates on page 127
To create a company group

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.
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.
Note:
If you want to link a company to a reporting company, they must both
have the same local currency.
• one or more company groups
You link companies to user groups:
74
• when you create the company

• when you create a user group
Related Topics
• Company groups on page 73
• User groups on page 91
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.
Example: Companies 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.
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.
All the companies (companies and reporting companies) enter balances, but
only the reporting companies export their balances (their own balances and
those belonging to the companies linked to them) to the consolidation system.
75
Company properties
Note:
If you are not an 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 states:
• 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.
Note:
The 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.
Note:
The Frozen status is defined by period.
• 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
76
assign the company to a user group. The Delete Invoices button deletes all
of the invoices for the current company.
Note:
Delete Invoices is visible only when invoices exist in the database.
Company Contacts lists users who can be contacted if necessary.
Related Topics
• Defining users as company contacts on page 80
• Resetting and removing balances on page 30
Adding a company
The 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 Topics
• Company templates on page 127
• To add a company on page 77
To add a company
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.
77
• Click the link for the reporting company you want to link to the company
you are creating.
Note:
If 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.
Note:
You 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.
Note:
You 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 Topics
• To create a company group on page 74
• To create a User Group on page 92
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.
78
• Company used in a balance cannot be deleted.
To delete the company metadata object, follow the instructions for deleting
metadata objects.
Related Topics
• Deleting metadata objects on page 62
Users
The Administrator links users to user groups to include them in the
reconciliation process.
The Administrator creates users in two ways:

• 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 Topics
• User templates on page 141
User properties
A user is characterized by the following properties:

• an authentication mode
Users are authenticated by an integrated authentication, an LDAP

directory, or a CMS server. For more information, see the SAP
BusinessObjects Intercompany Administration Guide.
• a unique alphanumeric code
• a description
79
• 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 Topics
Defining users as company contacts
The Administrator can specify which user types are company contacts.
When a user group is created, all of the users belonging to the user types
selected are automatically defined as company contacts.
To define users as company contacts

1. In the Administration tab, select Emails.
2. In the Can be company contact column, select the required user types.
3. Click Update.
User profiles
User profiles enable you to define which functions users are able to access.
There are four user profiles in the application:
80
• Administrator
The Administrator profile can execute all functions, but the other profiles
can only execute the functions as detailed in the tables below.
• Interactive User
• Power User
• View User
Functions by user profile
Functions Administrator Interactive Power View

User User User
Account groups:
X
create/modify/delete
Account groups:
X X X X
view
Balance attach-
ments: add/modi- X X X
fy/delete
Balance attach-
X X X X
ments: open
Balance comments:
X X X
add/modify/delete
Balance comments:
X X X X
read
Balance reports: run X X X X
81

User User User
Balances: create X X
Balances: export
balances/subtotal
balances/analysis X X X X
balances/analysis
subtotal balances
Balances: export to
SAP BusinessOb-
X X X X
jects Financial Con-
solidation
Balances: import X X
Balances: import
X
bulk
Balances: modify X X
Balances: purge (all

X
periods)
Balances: reset/re-
move (specific com- X X
pany)
Balances: view X X X X
82

User User User
Companies: cre-
X
ate/modify/delete
Companies: select
X X X X
and view
Currencies and
X X X X
rates: view
Currencies: cre-
X
ate/modify/delete
Currency rates: copy

X
to all periods
Database connec-
X
tion configuration
Detailed emails:
X
configure (states)
user groups: cre-

X
ate/modify/delete
user groups: view X X X X
Filters: apply/clear X X X X
83

User User User
Forced agreements:
enable/disable/roll- X
back/run
Forced agreements:
X X X X
view
Freeze (specific)
X X X
company
Freeze/unfreeze (all)
X
companies
Freeze/unfreeze
companies across X
periods
Global emails: send X
Global parameters:
X
update
User Groups: cre-

X
ate/modify/delete
Help file: view X X X X
84

User User User
Imports/exports
(own) previous: con- X X X X
sult/delete
Imports/exports pre-
vious: consult/delete X
(all) previous
Intercompany li-
X X X X
cense details: view
Interface configura-
X
tion
Invoice additional
fields: dd/modi-
fy/delete X X
(text/amount/date
fields)
Invoice attachments:
X X X
add/modify/delete
Invoice comments:
X X X
add/modify/delete
85

User User User
Invoice details:
modify (invoice refer-
ence/invoice ac- X X
count/txn and local
amounts)
Invoice matching
X X
functions: perform
Invoice reports: run X X X X
Invoice standard
comments: X X X
add/modify/delete
Invoice text valida-

tion: create/modi- X
fy/delete
Invoice text valida-

X X X X
tion: view
Invoices (Child Ac-

count Invoice page): X X X X
view
Invoices (Edit In-

X X X X
voice page): view
86

User User User
Invoices (specific
X X
company): delete
Invoices Un-as-
signed / Un-matched
/ Agreed / Comment
X X X X
Matched (from Par-
ent Account Invoice
page): view
Invoices: add/delete X X
Invoices: export X X X X
Invoices: import X X
Invoices: purge (all

X
periods)
Journal accounts:
X
create/modify/delete
Journal accounts:
X X X X
view
Journals: export X X X X
87

User User User
Journals: reset
X X
(manual/import)
Language: select X X X X
Login text configura-

X
tion
Maintenance: run X
Materiality: cre-
X
ate/modify/delete
Materiality: view X X X X
Metadata: export X
Metadata: import X
Period: select X X X X
Periods: open /
close / archive / X
delete
88

User User User
Personal profile: up-

date (except User
X X X X
Name and User
Type)
Reconciliation pro-
X
cess: start/stop
Report configuration X
Standard comments:
X X X
add/modify/delete
Standard comments:
X
create
Standard comments:
X X X X
view
States: manage X
Summary email time

X
configuration
Summary emails:
X X X
receive
89

User User User
System health
X
checks
Template configura-
X
tion
Unfreeze (specific
X X
company)
Users logged on:

X
view
Users: create/modi-
X
fy/delete
Users: forced log off X
Working files (im-

port/export/report): X
delete
Your Details: view-

X X X X
ing
Creating users
Only the Administrator can create users.
90
In the application, users are entered one by one.
To create a user
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 Topics
• Addressees of detailed emails on page 170
User groups
The Administrator links 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.
Note:
Administrator users 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
Related Topics
91
Creating user groups
Only the Administrator can create user groups.

The Administrator can create user groups in two ways:
• by importing user groups as metadata objects contained in a .csv or .txt
file.
Related Topics
• User Group templates on page 145
To create a User Group

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.
Account groups
An account group is a group of accounts which have similar accounting
characteristics.
There are three default top level account groups in the application:
• Profit and Loss (P&L)
92
• Balance Sheet
• Off Balance Sheet (Off BS)
Each parent account should be assigned to a top level account group.

A top level account group enables you to define the account sign that is
linked to the group.
Parent Account Group Sign
Expenses: -
P&L
Income: +
Balance sheet (BS) +
Off BS +
Note:
Calculations are defined using absolute values, therefore it is important to
place the minus (-) sign in front of negative amounts.
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.
Parent accounts can be assigned to an account subgroup or a parent account

group, or both.
93
Example: Top Level Account Group with subgroups
The Balance Sheet Top Level Account Group is delivered with the
application by default.
The 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:
94
• 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.
Note:
The 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 Topics
• Tracking progress via reports on page 44
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
Note:
You 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.
95
Related Topics
• Parent accounts on page 102
• Child account properties on page 104
Creating account groups
The 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.
Note:
You cannot import account groups.
To create a parent account group

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.
To create an account group

1. In the Administration tab, select Account Groups.
2. Click Add New.
3. Enter a unique Account Group code and a description.
96
4.
To select the Top Level Account Group, click .
5.
To select the Parent Account Group, click .
Note:
You can only edit this field if all balances have been purged from the
database.
6. Select the parent account group to which you want to assign the account
group you are creating.
In the "Parent Account Group" field, the selected group's name appears.
In the "Calculation Type" field, the calculation defined for the Top Level
Account Group to which the parent account group is assigned appears
in the list box, and the box is deactivated.
7. Click Create.
In the Top Level Account Group field, the group's name appears.
Materiality values
A materiality threshold is expressed in group currency and determines
whether a balance is reconciled. If the difference is below materiality, the
balance is reconciled. If the difference is above materiality, the balance is
not reconciled.
Each materiality threshold is set at an appropriate level for each parent

account. For example, it can be set at 1,000 for increases in working capital
accounts and 0 for cash flow accounts.
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
97
Materiality values can be changed at any time by the Administrator when

the reconciliation process is not running.
Related Topics
• Accounts on page 101
Creating a materiality
Materiality thresholds cannot be imported. The Administrator:

• Creates the required materiality threshold names and values.
• Activates the materiality threshold.
Note:
This operation can only be performed when the reconciliation process is
stopped and there are no balances in the database.
To create a materiality
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. Enter a unique code and a description.
5. In the Threshold field, type the relevant value.
6. Click Create.
7. In the Administration tab, Settings > Metadata Settings.
8. Activate Materialities Threshold Defined.
Note:
You can only perform this operation when the reconciliation process is
not running and there are no balances in the database.
9. Click Update.
98
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 authorizes and forbids the creation of journal accounts. If

the Administrator authorizes the creation of journals:
• each child account is linked to a journal account.
Note:
Several 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
Example: A 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)
Journal account definition process

1. The Administrator authorizes the creation of journal accounts.
99
2. The Administrator creates journal accounts.

3. The Administrator assigns each child account to a journal account when
creating the child accounts.
Note:
Journal accounts are exported at the end of the reconciliation process.
Related Topics
• Authorizing the creation of journal accounts on page 100
• Creating journal accounts on page 100
• To create child accounts on page 105
Authorizing the creation of journal accounts
The Administrator authorizes the creation of journal accounts.
Note:
An Administrator can only authorize or deny the creation of journal accounts
when the process is stopped and there are no balances in the database.
To authorize the creation of journal accounts

1. In the Administration tab, select Settings > Metadata Settings.
2. Activate Journal Account Enabled.
3. Click Update.
Creating journal accounts
Journal accounts are created by Administrators:

• 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 Topics
• To create a journal account on page 101
100

• Journal Account templates on page 146
To create a journal account

1. In the Administration tab, select Journal Accounts.
2. Click Add New.
3. Enter a unique code and description.
4. Click Create.
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.
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Note:
Other 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
• Materiality, if a materiality threshold has been defined
• Translation mode, if it has not been previously defined for all the accounts
The Administrator creates accounts in two ways:

• by importing accounts as metadata contained in a .csv or .txt file.
Related Topics
• Creating child accounts on page 105
• Creating parent accounts on page 103
• Forced agreements on page 109
• Account templates on page 115
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 materiality, if the Administrator previously decided that currency rates
would be used
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• a positive or negative balance sign
This sign specifies to be assigned to amounts in the account currently

open. To match invoices, you must specify the sign to be given to amounts
in the account currently open.
• the applicable counterparty account
You must link parent accounts to:

• one or more child accounts
• another parent account
• one or more account groups.
Reconciliations are carried out using parent companies in the application.
The Administrator can select one of two reconciliation types.
Related Topics
• Reconciliations on page 179
• Currency properties on page 69
• Materiality values on page 97
Creating parent accounts

The Administrator must create the parent accounts before:
• assigning child accounts to them
• linking parent accounts to one another (in pairs)
To create parent accounts

1. In the Administration tab, select Accounts.
2. Click Add New.
4. Select the relevant information from the Currency Rate Type and Top
Level Account Group lists.
5. If the Materiality list is activated, select a materiality.
6. If the Group list is activated, select a mode.
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7. If the Balance Sign list is activated, select a sign.

8. Click Create.
9. Click Account Groups to select the account groups you want to link to
the parent account.
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 Topics
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
• if necessary, a materiality, if the Administrator previously decided that
currency rates would be used.
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
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To do so, the 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 Topics
• Currency properties on page 69
• Materiality values on page 97
Creating child accounts

Once the parent accounts are created, the Administrator can create child
accounts. The child accounts are linked to the parent accounts.
To create child accounts

2. Click Add New.
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.
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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 Balance Sign fields are grayed out. The linked parent company
appears on the right of the page.
Linking child accounts to parent accounts

Once the parent and child accounts have been created, the Administrator
can link the accounts via:
• the child account page
• the parent account page
Restriction:
Parent and child accounts can only be linked if they use the same currency
rate, top level account group, and materiality.
Note:
If forced agreement is authorized for a child account linked to a parent
account, an adjustment account is created automatically and linked to the
parent account.
Related Topics
To link to a parent account in the child account page

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.
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5. Click Update.
To link a child account in the parent account page

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.
Linking two parent accounts
After creating the parent and child accounts, the Administrator can link parent
accounts.
To link parent accounts

2. Click one of the two parent accounts you want to link.
3.
In the Partner 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.
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Deleting a parent account
If the 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.
Account flows
The application manages account flows. A default account flow is defined

by the Administrator.
When you import accounts, you can also import the flows linked to them. If
you do so, the flows are then stored in the application as follows:
• P6000-F00
• P6000-F99
When entering accounts, the separator used is the one defined in the template
for importing accounts.
Related Topics
• Account templates on page 115
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 can create predefine standard comments.
108
Related Topics
• Matching invoices using standard comments on page 43
• Entering a comment for a balance on page 28
• Invoice comments on page 36
• Communicating with the partner via statuses and actions on page 29
• Attaching a standard comment to a balance on page 26
To create pre-defined standard comment

1. In the Administration tab, select Standard Comments.
2. Click Add New.
4. From the Type list, select Balance or Invoice.
Note:
As the term Invoice can be customized, it may have been replaced by
another term in the list.
5. Click Create.
Forced agreements
A forced agreement enables an Administrator to adjust the remaining
differences automatically at the end of the process. Forced agreements are
not compulsory.
Setting up the forced agreement process
For forced agreements to run on all accounts simultaneously at the end of

the process, the Administrator must do the following:
• Authorize use of the forced agreement process.
• Designate, for each pair of parent accounts, the "Forced Agreement
Winner"; the one that has entered the correct amount.
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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 agreement process has been run, the difference is
stored in the adjustment account of the parent account and the balance is
matched.
Adjustment accounts are automatically created when the forced agreement

process is run. Their codes are made up of the name of the account adjusted
plus an extension.
The extension:
• is defined by the Administrator.
• is made up of a maximum of 8 characters.
• is valid for all adjustment accounts.
• can be changed at any time.
By default, when the forced agreement process is run, the balances entered
for loser accounts which have a "Partner Submitted" status are deleted.
However, the Administrator can decide to retain these balances.
Related Topics
To authorize a forced agreement

1. In the Administration tab, select Forced Agreement Settings.
2. Activate Forced Agreement Enabled.
To designate the Forced Agreement Winner parent accounts

2. Click the link for the parent account you want to designate as the "Forced
Agreement Winner".
3. Activate Forced Agreement Winner.
4. Click Update.
To define the adjustment account extension

1. In the Administration tab, select Setting > Metadata Settings.
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2. In the Adjustment Account Extension field, enter the text you want to
define as the extension.
Note:
The extension field is limited to eight characters.
Related Topics
• To authorize a forced agreement on page 110
To retain loser accounts which have a Partner Submitted status

1. In the Administration tab, select Forced Agreement Settings.
2. From the Forced Agreement Behavior list, select Keep Partners.
3. Click Update.
Running the forced agreement process
Administrators run this operation once the balances have been entered. The
reconciliation process must be stopped when running forced agreements.
Once the operation is performed, the process can be started again.
Restriction:
The forced agreement process should be the last operation performed on
the balances as it may change the amounts.
Note:
• Once the process is finished, the Forced Agreement Run box is activated
automatically in Administration > Forced Agreement Settings.
• If 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 agreement.
Once the forced agreement process is complete, the Administrator can
consult the log files containing the process history. If there is an error, the
Administrator can restore the amounts as they were before the forced
agreement process was run.
Related Topics
• To manually start the reconciliation process on page 59
• To automatically start and stop the reconciliation process on page 60
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To run the forced agreement process

2. In the navigation bar, click Period to select the period for which you want
to run the forced agreement.
3. In the Administration tab, select Run Forced Agreement.
Note:
This option is only available if the forced agreement process is authorized.
4. Click Run Forced Agreement.
Related Topics
To restore data after running the forced agreement

process
1. In the Administration tab, select Roll Back Forced Agreement.
Note:
This option is only available if the forced agreement process is authorized.
2. Click Roll Back Forced Agreement.
Related Topics
To consult log files after running the forced agreement

process
1. In the Administration tab, select Settings > Forced Agreement
Settings.
2. Click View History.
The "Forced Agreement 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.
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Templates for data import and export

Only the 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.
Note:
When an 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:
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
Currencies X X
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Object Import Export
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
The Administrator does the following so that data can be imported or

exported:
• Configure the template fields for each object.
• Configure a file template.
Template lists
Once the Administrator creates file templates, they are available in the
template list for a specific category of import template. For example, when
the Administrator saves a new company template, then goes to Import/Export
> Company Templates, the new template is listed.
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Note:
For users who do not have Administrator rights, these objects appears 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 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.
Account templates
To create an account template, the 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.
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Configuring the account template fields

The Administrator configures the template fields in Import/Export > Account
Template Fields.
Account import templates contain 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 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 Code
If 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 Type
If 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
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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 Agreement
• Group Amount Source
• Balance Sign
This field enables you to specify the sign to be assigned to amounts in

the account currently open. To match invoices, you must specify the sign
to be given to amounts in the account currently open.
Once the Administrator has populated the fields, templates can be created
in Import/Export > Account Templates.
Configuring an account template

Once the Administrator has populated the template field names in
Import/Export > Account Template Fields, templates can be created in
Import/Export > Account Templates.
The following fields are required:

• Account Code
• Account Description
• Account Flow Code, if the accounts are linked to flows in the file
To configure an account file template

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.
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Note:
This 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.
Note:
The 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
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14. If the forced agreement winners are included in the file, activate Import
Forced Agreement Information and indicate in the "Forced Agreement
Winner Indicator" field how the forced agreement 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.
Note:
The Administrator can access the template in the "Account Templates"
list at any time to update the details.
Account/Journal Account Relationships templates
Account/journal account relationship templates use the following fields:

• Ignore

include the field.
• Account Code
• Journal Account Code
Note:
You need to import the journal accounts before you can import the user/user
group relationships.
Related Topics
• To configure an import or export file template on page 131
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Account Group templates
Account group templates use the following fields:

• Ignore

include the field.
• Account Group Code
• Account Group Description
• Top Level Account Group Code
• Parent Account Group Code
Related Topics
Balance templates
To create a balance template the Administrator needs to do the following:

Note:
Calculations are defined using absolute values; it is important to place
the minus (-) sign before negative amounts in the import file.
Note:
The decimal symbol used depends on the application server's regional
settings.
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Configuring the balance template fields

The 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
templates
Subtotal 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

application or database to which the export file will be sent, the
Administrator must use the Ignore field so that the system does not include
the field.
• Period Code
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• Company Code
• Local Currency Code
• Account Code
• Partner Code
• Transaction Currency Code
If there is no transaction currency in the import file, either enter a default

transaction currency name in the field or enter a transaction currency in
the "Transaction Currency Code" field when you create a template.
• Amount Indicator
If 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
If you use the Amount Indicator field in a template, the account field also
needs to be included in the template.
• Transaction Amount
This field is not used if the Amount Indicator field is used.

• First analysis to Tenth analysis correspond to the fields in the import
or export file that are not fields in the application.
For example, balances are exported to a file that is then used to import
the balances into the consolidation system. In the consolidation system,
Products is used as an object, but it is not an SAP BusinessObjects
Intercompany field. You can enter Products in the "First analysis" field.
You can then select the Products field in the import template.
• 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 "File Delimiter" field.
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Note:
For import file templates, the separator used must be identical to the one
used in the account import file.
• 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.
• Balance Comment
The following fields are also used in the Balance Export templates:
• Reporting Company Code
• Category Code
• Group Amount
• Timestamp
• Company Group Code
Note:
If a company is linked to several company groups, only the information
for the first company group will be exported.
• Their Company Group Code
• Their 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:
• Their Group Amount
• Their Transaction Amount
• Balance Status
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Related Topics
Configuring a balance template

Import/Export > Balance Import Template Field Names, templates can
be created in Import/Export.

• Company Code
• Partner Code
• Account Code
• If there is no transaction currency in the file and no field name is specified,
enter a transaction currency in the Transaction Currency Code field.
• 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.
To configure a balance file template

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.

4. Type a description.
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Note:
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.
Note:

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.
Note:
If 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".
Note:
If there are no transaction currency amounts in the file, the amount
specified in this field is used by default.
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16. Click Update.

The template is saved to the applicable balance templates list.
Note:
The Administrator can update the templates in the balance templates lists
at any time.
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
Note:
To 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 Topics
• Exporting balances to SAP BusinessObjects Financial Consolidation on
page 52
• Setting the SAP BusinessObjects Financial Consolidation parameters
on page 127
• Setting the data source and web services on page 126
Setting the data source and web services

You must set the SAP BusinessObjects Financial Consolidation data source
and web services URL in order to export balance amounts from the
application to SAP BusinessObjects Financial Consolidation.
The data source references the SAP BusinessObjects Financial Consolidation

database to which you export the SAP BusinessObjects Intercompany
balance amounts. The web services URL enables you to connect to the SAP
BusinessObjects Financial Consolidation data source.
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To set the data source and Web services URL

Caution:
Stop the reconciliation process before executing the following steps.
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. Click Update.
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.
To set the SAP BusinessObjects Financial Consolidation

parameters
1. Stop the reconciliation process, if it is running.
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"
4. Click Update.
Company templates
To create a company template the Administrator needs to do the following:

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Configuring the company template fields

The Administrator configures the template fields in Import/Export >
Company Template Fields.
Company templates contain the following fields:

• Ignore
When the application or destination database cannot process certain

fields in the import file, the Administrator uses the "Ignore" field so that
the import file does not include the field.
• Company 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
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• Company Status
The "Company Status" field displays for each reporting entity 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.
in Import/Export > Company Templates.
Configuring a company template

Import/Export > Company 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
To configure a company file template

1. In Import/Export > Company Templates, click Add New.
Note:
the columns.
129
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.
Note:
Once 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.
Note:

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.
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Note:
The Administrator can access the template in the "Company Templates"
list at any time to update the details.
Company group templates
Company group templates use the following fields:

• Ignore

include the field.
• Company Group Description
Related Topics
• Company groups on page 73
To configure an import or export file template

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.
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Note:
the columns.
7. Click Create.
Note:

12. Click Update.

The template is saved to the template list.
Currency templates
To create a currency template the Administrator needs to do the following:

• Configure the template fields for the currency.
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Configuring the currency template fields

The Administrator configures the template field names in Import/Export >
Currency Template Fields.
Currency templates contain the following fields:

• Ignore

Administrator must use the Ignore field so that the system does not
include the field.
• Currency Code
• Currency Description
• Currency Opening Rate
• Currency Average Rate
• Currency Closing Rate
• Currency Status
in Import/Export > Currency Templates. The Administrator can update the
currency template field name entries at any time.
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Configuring a currency template

Once the Administrator has populated the template fields in Import/Export
> Currency Template Fields, templates can be created in Import/Export
> Currency Templates.

• Currency Code
• Currency Description
• Currency Opening Rate
• Currency Average Rate
To configure a currency file template

1. In Import/Export > Currency Templates, click Add New.
Note:
available when you click "Define Fields".
5. Enter a character in the "Field Delimiter" box that the file will use to
6. Activate Use Define Period to identify the period to which the currency
rates are linked.
7. Click Create.
Note:

134
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 Type 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.
Invoice templates
To create an invoice template the Administrator needs to do the following:

135
Note:
There 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.
Configuring the invoice template fields

The Administrator configures the template fields in Import/Export > Invoice
Template Fields.
Invoice templates contain the following fields:

• Ignore

application or database to which the export file will be sent, the
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

• Local Amount
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• 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.
Note:
If an object in the import file does not exist in the application, an error can
appear in the log file.
• Invoice Comment
Related Topics
Configuring an invoice template

> Invoice Template Fields, templates can be created in Import/Export >
Invoice Templates.

• Company Code
• Partner Code
• Account Code
• Invoice Reference
137
To configure an invoice file template

1. In Import/Export > Invoice Templates, click Add New.
Note:
5. Enter a character in the "Field Delimiter" box that the file will use to
6. Click Create.
Note:

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.
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.
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Configuring the journal export template fields

The Administrator configures the template fields in Import/Export > Journal
Export Template Fields.
Journal templates contain the following fields:

• Ignore

include the field.
• Period Code
• Company Code
• Account Code
• Partner Code

• Local Amount Adjustment
• Transaction Amount Adjustment
• Original Local Amount
• Original Transaction Amount
Configuring a journal export template

> Journal Export Template Fields, templates can be created in
Import/Export > Journal Export Templates.

• Company Code
• Partner Code
139

• At least one of the following fields must be used:
• Transaction Amount Adjustment
• Local Amount Adjustment
To configure a journal export file template

1. In Import/Export > Journal Export Templates, click Add New.
Note:
6. Click Create.
Note:

11. Click Update.
The template is saved to the "Journal Export Template" list.
140
User templates
To create a user template the Administrator needs to do the following:

Configuring the user template fields

The Administrator configures the template field names in Import/Export >
User Template Fields.
User templates use the following fields:

• Ignore
141

include the field.
• User Code
• User Description
• User Profile Code
The types of users, based on the application access rights, are:

• Administrator
• Interactive User
• Power User
• View User
• 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 Emails
Include this field in your template and file as a flag. Use 0 to indicate that
the users should receive detailed emails, or a 1 to indicate that the user
should not receive them.
• User External Login
142
in Import/Export > User Templates. The Administrator can update the user
template field entries at any time.
Related Topics
• Addressees of detailed emails on page 170
Configuring a user template

> User Template Fields, templates can be created in Import/Export > User
Templates.

• User Code
• User Description
• User Profile Code
• User Language
• User Password
To configure a user file template

1. In Import/Export > User Templates, click Add New.
Note:
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.
143
Note:

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.
User/User Group Relationship templates
User/user group relationship templates use the following fields:

• Ignore

include the field.
• User Code
• User Group Code
Note:
You need to import the user groups before you can import the user/user
group relationships.
Related Topics
• Users on page 79
144
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:

• Ignore

include the field.
• User Group Code
• User Group Description
Related Topics
User Group/Company Relationship templates
User group/company relationship templates use the following fields:

• Ignore

include the field.
• User Group Code
• Company Code
145
Note:
You 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 Topics
• Companies on page 74
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:

• Ignore

include the field.
• Journal Account Description
Related Topics
146
Importing data
Instead of manually entering all of the metadata objects in the application,
a group of related metadata objects in a .csv or .txt file is imported into the
company database.
If the import data does not match the fields existing in the company database,
the 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:
Import file Profile allowed to import the file
Currency Administrator
Company Administrator
Account Administrator
User Administrator
Company Group Administrator
User Group Administrator
User/User Group Relationships Administrator
User Group/Company Relationships Administrator
Account Groups Administrator
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Import file Profile allowed to import the file
Journal Accounts Administrator
Account/Journal Account Relation-

Administrator
ships
Balance Administrator, Interactive User
Invoice Administrator, Interactive User
Bulk balance or invoice Administrator
To be able to import, the Administrator must specify:

• the name of the template to be used, if applicable
• the language in which the descriptions are entered in the import file where
applicable
• the path to the import file
When the import is complete, the "Summary" page appears displaying the
results of the import.
Related Topics
• To import balance amounts via an import template on page 149
• Templates for data import and export on page 113
• Import order on page 153
• Consulting import results on page 153
To import metadata objects using an import template

1. In the Import/Export tab, select the type of import that is appropriate to
your file.
148
2. From the Template list, select a template.

3. From the Language list, select the language used in the import file.
Note:
A 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.
a. In the "Choose file" box, migrate to and then select the import file.
b. Click Open.
5. Click Import.
Note:
If the import has been put in the import queue, you can cancel the import
by clicking Cancel.
When the import is complete the "Summary" page appears displaying
the results of the import.
Related Topics
• Import queue on page 154
To import balance amounts via an import template

1. In the Import/Export tab, click one of the following:
• Import Balances if you are importing a file of balances
The users in charge of entering data import their balances when the
process is running. In this case, the maximum number of lines that
can be imported is 1000.
• Bulk Import Balance if you are importing a bulk balance file
149
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 can run this type of import.

3. Activate Reset Local Amount Journals to define the local currency
amounts as original amounts.
4. Activate Reset Transaction Amount Journals to define the transaction
currency amounts as original amounts.
• Click Browse.
b. Click Open.
6. Click Import.
Note:
by clicking Cancel.
Related Topics
Importing invoices
To import invoices:
• users must have a file containing the amounts to be imported.
Invoices always contain positive amounts. To be able to match them, you

must specify the sign to be used for amounts in all of the accounts.
150
Note:
settings.
• users must also select an import template created by the Administrator.
A mapping between the application fields and the import file fields is
defined by the Administrator in the import templates.
Related Topics
• Parent accounts on page 102
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.
Note:
If an identical invoice exists in the application and it is matched, it is not
replaced or aggregated with the invoice in the import file.
To import invoices
1. In the Import/Export tab, select one of the following:
• Import Invoices
The import file should not contain more than 1000 rows. If it does, you
have to perform a block import.
• Bulk Import Invoices
There is no limit to the number of lines that can be imported in this
way. Before an Administrator can perform this type of import, the
reconciliation process needs to be stopped and all of the users logged
off.

3. To have the imported balances replace the existing balances, activate
Override Existing.
151
If you do not activate the option, the imported balances are added to
existing balances.
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 activated Invoices Drive Balances in Administration
> Settings > 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.
• Click Browse.
b. Click Open.
9. Click Import.
Note:
by clicking Cancel.
Related Topics
152
Import order
When setting up the database, an Administrator imports objects in the

following order:
• Currencies
• Company Groups (optional)
• Companies when relevant, including reporting companies and company
groups
• 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.
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"
153
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.
Import queue
All the imports are placed in a queue. When one import finishes, the next
one in the queue is started.
The following operations are considered as priorities:

• updating currencies
• updating materiality thresholds
• running the forced agreement process
• archiving and restoring periods
• copying rates
Import operations are also placed lower in the queue when another operation
considered as a higher priority is being run. When a user runs an import
operation, the "Progress Report" page appears, indicating the operation's
position in the import queue.
Click Cancel to delete the import from the queue and cancel the import.
The Administrator can also delete imports from the queue by clicking the red
X icon in the Administration > Maintenance page.
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:
154
Export file Profile allowed to export the file
Companies Administrator
Accounts Administrator
Users Administrator
User Groups Administrator
User / User Group Relation-

Administrator
ships
User Group / Company Rela-

Administrator
tionships
Administrator, Interactive User, Power

Subtotal Balances
User, View User

Analysis Balances
User, View User

Analysis Subtotal Balances
User, View User

Balances
User, View User

Invoices
User, View User
155
Export file Profile allowed to export the file

Journals
User, View User
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

reconciliation process section called Exporting financial data.
Related Topics
• Exporting financial data on page 48
Selecting the character set for exports
Two character sets can be used for export files:

• ASCII
• Unicode
The Administrator specifies the set to be used before any exports are
performed.
156
To select the character set for exports

1. In the Administration tab, select Settings > Import/Export Settings.
2. From the Export File Encoding list, select a set type.
3. Click Update.
To export data
1. In the Import/Export tab, select an export option.
Note:
Only an 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 section in the
documentation on exporting financial data.
3. Select a language.
4. If you are exporting currencies, enter thousand and decimal separators.
Note:
The 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 Topics
• Exporting financial data on page 48
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.
157
• 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 Topics
• Consulting import and export results on page 159
Enabling the data filter for financial data exports
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.
You must enable the data filter in order to access it in the balance and invoice
export pages.
To enable the data filter for balance and invoice exports

2. Activate Data Filter Enabled.
3. Click Update.
The "Use Data Filter" field is now visible in the balance and invoice export
pages.
158
Consulting import and export results

A page containing the results of the import or export performed can be
consulted as soon as the operation is complete. This page is stored in the
application and can be consulted at any time.
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 you
want to consult.
3. In the "Summary" page, to consult the error log file click the error log link.
General administrative tasks
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 can freeze all the balances for all the companies
simultaneously and unfreeze the balances for a company if a user froze it
by mistake.
159
Authorizing unmatched 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.
Note:
If an error has been made, only Administrators can unfreeze company
balances, unless the Administrator gives Power Users the right to freeze
companies.
By default, only company balances that are agreed to can be frozen.
The Administrator can also authorize users to freeze their company balances
whether they have been agreed to or not.
Note:
If the Administrator authorizes companies to freeze their balances only when
the balances are agreed to, the companies cannot do so when they have
the Company Agreed To Differ and Partner Agreed To Differ statuses
activated.
Related Topics
• Freezing company balances at the end of the reconciliation process on
page 161
To authorize companies to freeze unmatched balances

2. Activate Unmatched Balance Freezing Allowed.
3. Click Update.
Authorizing Power Users to freeze companies with

unmatched balances
In Administration > Settings > Balance Settings, the Administrator can

enable Power Users to freeze and unfreeze companies with unmatched
160
balances, even if the Group Row Difference option is selected for Group
Amount Matching, and the Unmatched Balance Freezing Allowed option
is not activated.
To authorize Power Users to freeze and unfreeze unmatched balances

2. Activate Unmatched Balance Freezing by Power User Allowed.
3. Click Update.
Freezing company balances at the end of the

reconciliation process
At the end of the process, the Administrator freezes all of the balances,
agreed 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
Note:
Unfreezing balances for all of the companies and periods enables you to
recalculate the balances and take any changes into account, for example
rate changes.
Related Topics
• Database maintenance on page 58
To freeze all of the company balances

2. Click Freeze Companies.
161
3. Click OK.
To unfreeze company balances

• 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.

3. Click OK.
To freeze/unfreeze balances for all of the companies and periods

2. Select Administration > Periods.
3. In the Periods page, click Freeze Companies or Unfreeze Companies.
4. Click OK.
Invoice matching
If invoice matching is included in the application license, you can break down
the balances in child accounts into different invoices.
This enables users to compare the invoices entered by the declaring company
and the partner. Invoices enable you to analyze differences in greater detail.
Even if the invoices are not matched, this does not block the reconciliation
process.
162
Creating balances by importing/creating invoices
The Administrator authorizes the use of invoices in Administrator > Settings

> Invoice Settings.
Depending on the option activated by the Administrator in "Invoice Matching",

the balances linked to the invoices, which are imported or manually entered,
are created differently.
Option Description
When you import invoices, balances are cre-

ated, even if the invoices do not contain any
amounts, with the default amount of 0.
Invoices Create Zero The balances are created for the same com-
Balances pany, partner, transaction currency and ac-
count as the corresponding invoices. You can
access the invoices by navigating through the
balances pages.
163
Option Description
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 com-

pany, partner, transaction currency and ac-
count as the corresponding invoices. You can
access the invoices by navigating through the
balances pages.
Note:
Invoices Drive Balances If the Administrator authorized the use of
invoices and activated Invoices Drive
Balances:
• each time a user updates the balances, a
message appears indicating that the bal-
ance amounts and the sum of invoices
linked to the balances no longer corre-
spond.
• each time a user imports invoices, the user
can optionally select Create/Update Bal-
ances.
Activate this option to allow users to update

balances only by invoice.
Balance update by in-
voice only Note:
This option is available when you activate
Invoices Drive Balances.
164
Option Description
Invoices Match on Stan- Invoices are matched if they have the same
dard Comment standard comment.
If an invoice which is created manually or

imported already exists in the database, the
Invoice Substitution Be- user can choose to override the existing
haviour amount or aggregate it with the new amount.
The Administrator sets the default option in
the "Invoice Settings".
Note:
If the 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 Topics
• Invoice templates on page 135
• Entering invoice amounts on page 33
Authorizing invoices matching via standard comments

Only invoices which have the same standard comment may be matched.
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 matched even though differences
exist.
Related Topics
165
Additional fields for invoices

The Administrator can customize fields to provide more information on the
invoice amounts.
By default, these fields are not available; the Administrator activates them.
The Administrator can also predefine the content of two of these fields, called
Invoice Text 1 and Invoice Text 2 by default.
Note:
Predefining 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 invoice
In the Balance tab invoice pages, the lists for the Invoice Text 1 and
Invoice Text 2 fields can be used to select their contents.
• when importing invoices
Related Topics
• Invoice templates on page 135
• Invoice updates on page 35
• To predefine the content of the Invoice Text 1 and 2 fields on page 167
• To activate invoice fields on page 166
To activate invoice fields

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 caption text, if necessary.
6. Follow the same procedure for each field you want to display.
7. Click Update.
Related Topics
• Balance and invoice interface display on page 190
166
To predefine the content of the Invoice Text 1 and 2 fields

2. In the Administration tab, select Settings > Invoice Settings.
3. Activate Invoice Text Validation.
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.
To authorize the use of invoices

1. In the Administration tab, select Settings > Invoice Settings.
2. Select one of the following options:
• 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, activate Invoices Drive Balances.
Note:
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 sets the default
option beforehand from the Invoice Substitution Behaviour list.
3. For invoices to be matched if they have the same standard comment,

activate Invoices Match on Standard Comments.
Note:
You 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.
167
• in the plural, in the Invoices Plural Caption.
By default, the term invoice, also in the plural, appears throughout the
application. The Administrator can choose to use a different term. If this
is the case, the 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.
Related Topics
Email
There are two main categories of email:
• Global emails, which are sent by the Administrator to the company
contacts required.
• 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
• Summary Emails
The Administrator must specify the following email settings beforehand:

• the email address for:
• source of detailed and summary emails
• list of users who can receive summary emails
• the folder in which all the emails are stored
168
Global emails
The 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
To send a global email

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.
Automatic detailed emails
Each time the status of a balance changes, the application can generate an
automatic email.
These emails inform the declaring company and partner of any changes in
the status of the current balance.
The Administrator:
• decides which statuses generates an automatic email.
• defines what is included in the mail.
• specifies which users receive emails.
By default, every time the status of a balance changes, an automatic email

is sent. However, the 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 defines the text that accompanies each status change
indicated in the emails. The following information is available by default:
• the meaning of the status.
169
• what the user should do.
Related Topics
To define and activate automatic detailed emails

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.
To stop emails being sent automatically for a status

2. Click the link for the relevant status.
3. Deactivate Send Email Notification.
Note:
The current status information is no longer included in the summary
emails.
4. Click Update.
Addressees of detailed emails

The 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 Topics
• To start or stop receiving detailed emails on page 44
To select users that will receive detailed emails

2. In the Can receive detailed emails column, select the required user
types.
3. Click Update.
170
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.
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 can send several
summary emails per day. The 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, Interactive User, or Power User.
• The user has an email address.
To define the times when summary emails are automatically sent

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.
171
Statuses
Balance and User Group statuses enable you to see how the reconciliation
of balances is progressing.
All the statuses and User Groups of statuses delivered with are listed at
Administration > Statuses. The Administrator cannot create additional
statuses; however, the existing statuses can be modified.
User Group statuses are used for partner and parent account pages. Balance
statuses are used for currency rate pages and pages used to enter amounts
in child accounts.
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
Related Topics
Status symbols and descriptions
Symbols identify the status of balances and user groups.
172
Balance statuses
Symbol Default description Description
A balance has been created but no

Open
amounts have been entered yet.
Agreed The balance is agreed.
If the declaring company does not want

Company Agreed
to correct its amount, it asks the partner
To Differ
to accept the difference.
If the partner does not want to correct

Partner Agreed To
its amount, it asks the declaring compa-
Differ
ny to accept the difference.
The company or partner accepts the

Agreed To Differ
difference.
Unmatched The balance is not reconciled.
The balance was reconciled, but the

Company Re-
declaring company requests it be re-
opened
opened in order to make changes.
The balance was reconciled, but the

Partner Reopened partner requests it be reopened in order
to make changes.
Forced Unmatched
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A request for the balances to be re-

opened has been accepted.
The balance was not reconciled and the

Company Deleted
declaring company wants to delete it.
The balance was not reconciled and the

Partner Deleted
partner wants to delete it.
Company Submit- Only the company has entered

ted amounts.
Partner Submitted Only the partner has entered amounts.
The balance was reconciled automati-

Forced Agreement cally when the Administrator ran the
forced agreement process.
Note:
If the Administrator authorized all the companies to freeze only agreed
balances, the companies cannot freeze balances with Company Agreed
To Differ and Partner Agreed To Differ statuses.
Related Topics
User Group statuses

The User Group statuses depend on the difference calculated.
When a materiality value has been defined:
174
• If the difference is greater than the materiality value set, the status is
Unmatched.
• If the difference is less than the materiality value set, the status is Agreed.
When no materiality value has been defined:

• If there is no difference, the status is Group Row Agreed.
Note:
The "Group Row Agreed" status does not mean that no request has been
made to change a balance.
• If there is a difference, other than 0, the status is Group Row Unmatched.
The balance is agreed.

Group Row Agreed
No changes are required.
The balance is not reconciled.
Group Row Un- Changes must be made to match

matched the balances. The companies must
go to the currency and account
pages to make the changes.
To change status labels

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.
175
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:
• Open
• Unmatched
• Forced Unmatched
• 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 agreed. The 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.
Statuses and actions
An action is a response to a company or partner's request.
Statuses and actions alternate as follows:

• Starting status: request from the company/partner.
• Action: response from the partner/company.
176
• 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 Topics
Reconciliations without discrepancies

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.
Example: The materiality value is USD 1,500.

The difference is USD 1,000. It is therefore below the materiality level.
Therefore the balance is agreed.
Company
Partner
Enters USD 10,000
Enters: nothing
Resulting status: Company
Resulting status: Partner Submitted
Submitted
Enters: USD 9,000
Resulting status: Agreed
Reconciliations with discrepancies

A situation can arise whereby the declaring company and partner do not
immediately agree about how to deal with a non-reconciled balance.
177
Example: The materiality value is USD 500 (User Group currency)

The difference (USD 200) is below the materiality value. Therefore the
balance is agreed.
Company
Partner
Amount entered 10,000 USD
Resulting status: Partner

Phase 1 Resulting status: Submitted Submitted
Enters: 10,000 USD
Resulting status: Agreed

Phase 2
The balance is agreed.
The declaring company forgot

to enter an amount. It requests
that the balance be reopened.
Phase 3 Status: Partner Reopened
Action: Reopen
Status: Company Reopen
The partner accepts the re-

quest to reopen the balance.
Phase 4 Action: Accept
Status: Forced Unmatched
The balance is reopened.
178
The declaring company enters

the amount it forgot (USD 200)
and saves the balance. Status: Agreed
Status: Agreed
Reopening agreed balances

When dealing with states generated from a reopened agreed balance, the
Administrator can choose one of the following sequences of actions:
• Agreed - Reopen - Company Reopened
• Agreed - Reopen - Forced Unmatched
Related Topics
To define the sequence of actions to be performed when

an agreed balance is reopened
1. Select Administration > Settings > Balance Settings.
2. In the Status Transition section, select the required options.
3. Click Update.
Reconciliations
The 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
179
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 Unmatched, even if the statuses of the
balances in individual currencies are agreed. The total group row
difference is more important than the individual balance states for each
currency.
For example, if materiality is set at 100 dollars and the reconciliation mode
is "Group Row Unmatched", the differences calculated in the two
transaction currencies are both less than materiality. However, the status
of the parent account remains unmatched since the total difference in the
parent account is greater than the materiality threshold.
• If the balance status for each currency is Agreed, the status for the group
row total is Agreed 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.
For example, if materiality is set at 1000 dollars and the reconciliation

mode is Balance Statuses, the differences calculated in the two balances
are both less than materiality. The status of the parent account is "Agreed"
even though the total difference is greater than the materiality threshold.
Note:
If 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.
Matching invoices
Matching invoices enables users to compare the invoices of the declaring

company and the partner to analyze differences in greater detail. Even if the
invoices are not matched, this does not block the reconciliation process.
180
Related Topics
• Why match invoices? on page 39
To select the reconciliation mode

2. From the Group Amount Matching list, select the method required.
3. Click Update.
Related Topics
Difference calculation type

The 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.
To set the difference calculation type

2. In the Total Difference Calculation list under Balance Matching, choose
one of the following options:
• Select Total Ourside + Total Theirside to have the partner balance
total added to the company balance total.
For example, if the partner balance total is expressed as a negative

number, an expenditures account for example, the negative balance
total is added to the positive balance total to obtain the total difference.
• Select Sum Ourside - Theirside to have the partner balance total
subtracted from the company balance total.
3. Click Update.
181
Categories
When the reconciliation process is not running, the Administrator defines the
category for the amounts to be entered during the next process.
Note:
The 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.
To set the category

Metadata Settings.
2. Type an entry in Category.
3. Click Update.
Data entry period

data entry period for the amounts to be entered during the next process.
Note:
process.
To set the data entry period

Metadata Settings.
2. Type an entry in Data Entry Period Code.
3. Click Update.
182
Audit ID
audit ID for the amounts to be entered during the next process.
Note:
process.
To set the audit ID

Metadata Settings.
2. Enter an Audit ID Code.
3. Click Update.
Default flow
default flow for the amounts to be entered during the next process.
The Administrator can set a default flow if the accounts are not linked to
flows in the application.
Note:
The settings set for the following parameters need to correspond to those
contained in the consolidation system to which the amounts are exported at
the end of the process.
To set a flow
Metadata Settings.
2. Enter a Flow Code.
3. Click Update.
183
Reports
In order to analyze the differences and monitor the reconciliation process,
users generate reports.
The Administrator defines the:

• types of report can be used among all the report types available
• information to display in each type of report
• formats to make available
• the display of the reports
Related Topics
• To delete reports on page 188
Balance reports
The balance reports include:

• 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
184
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.
Invoice reports
The invoice reports include:

• Invoices by Account
185
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.
• Matched Invoices
This report contains a list of the matched invoices and specifies whether
or not the invoices were reconciled manually or automatically.
• Unassigned Unmatched Invoices
This report contains a list of the invoices which are unmatched 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.
• Detailed Unassigned Unmatched Invoices
This report contains a list of the invoices which are unmatched 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.
Activating report types and columns
The 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.
To activate/deactivate a report type and columns

1. In the Administration tab, select Reports.
2. Click the link for the relevant report type.
186
3. To make this format available to other users, activate Enabled.

To make this format unavailable to other users, deactivate Enabled.
4. To select columns, activate the relevant boxes under the Visible

Columns.
5. Click Update.
Report formats
The Administrator selects from the formats users can use for reports:
• Excel
• HTML
• Text
• PDF
• Crystal Reports (RPT)
• Word
To select a report format
1. In the Administration tab, select Reports > Report Formats.
2. Activate formats to make them available to other users.
To make a format unavailable to other users, deactivate it.
3. Click Update.
Report interface styles
The Administrator defines how reports appear by selecting font characteristics

for the following report elements:
• Title
• Normal
The "Normal" element includes the user, group currency, period, declaring
company, or partner, corresponding to the filters defined.
• Headings
This row contains the column headers.
187
• GrandTotal
This row contains all of the totals, such as total balances entered, total
amounts in group currency, or total difference in group currency.
• High, Medium, and Low
Note:
All of the objects can be modified if necessary.
To define how reports are presented

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. Click Update.
To delete reports
Administrators can delete reports by date.

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.
188
Purging balances and invoices

When work has been completed on the balances and invoices for one or
more periods and the Administrator decides that the data is no longer needed,
the Administrator can delete:
• the balances and invoices by period
Note:
You cannot delete balances without deleting the invoices.
• the invoices by period
• all of the balances and invoices for all of the periods
Tip:
To purge all of the balances and invoices from the database, the Administrator
must first close all of the periods.
Related Topics
To purge balances and invoices simultaneously

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.
Caution:
The data is permanently deleted from the database.
To purge invoices
189
3. To purge invoices for certain periods, select the periods in the "Purge
Invoices" column.
4. Click Purge.
Caution:
The data is permanently deleted from the database.
To purge balances and invoices for all of the periods

3. Click Purge All.
Balance and invoice interface display

The Administrator can change the default presentation of:
• partners with which the declaring company has performed transactions
• all parent accounts used in the current company's balances
• all transaction currencies used in the current company's balances
• all child accounts in which amounts have been entered
• all invoices belonging to a child account
• all invoices belonging to a parent account
• the groups of invoices
The Administrator defines the order in which the columns are displayed for
each page and its interface appearance.
To define the column interface display

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.
190
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.
Deleting invoices by company, parent or child

account
Administrators and Interactive Users can delete invoices linked to:
• a company
• a parent account
• a child account
The Administrator can also purge all of the invoices.
Related Topics
• Purging balances and invoices on page 189
To delete invoices by company

2. In the "Companies" page, click the link for the company whose invoices
you want to delete.
3. Click Delete Invoices.
191
4. Click OK.
To delete invoices by parent account

3. Click Match Invoices.
• To delete all of the invoices linked to a parent account, click Delete.
• To delete a single invoice, click the red X icon.
5. Click OK.
Note:
If 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 unmatched. If the invoice groups
do not contain any invoices belonging to the declaring company, they are
deleted.
To delete invoices by child account

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

• To delete all of the invoices linked to a child account, click Delete.
• To delete a single invoice, click the red X icon.
5. Click OK.
192
Note:
If the deleted invoice belongs to an invoice group, the group is unmatched.
If the invoice group does not contain any invoices belonging to the declaring
company, it is deleted.
Decimals in balances
The Administrator decides whether or not the decimal figures in the balances
are stored in the database.
If the 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.
Note:
settings.
To store decimals in the database

2. To store the decimals, deactivate Do Not Store Amount Decimal.
If you do not want to store the decimals, activate Do not store decimals.
3. Click Update.
Archiving balances
When work has been completed on the balances for one or more periods,
the 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 can restore the required balances by period at any time.
193
Note:
The period must be closed in order to be able to archive its balances.
Related Topics
To archive balances by period

2. Select the closed period you want to archive.
Note:
The 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.
To restore archived balances by period

1. In the Administration tab, click Periods.
2. Select the archived period you want to restore.
3. Click Restore Period.
4. Click Update.
The application login page text

The Administrator can customize the text that appears on the application
login page, and choose to display it instead of the default text.
Tip:
Display the Administrator email address in the login page. Use the following
syntax:
<a class='DataLink' href='mailto:admin@intercompany.com'>ad

min@intercompany.com</a>
Do not forget to replace admin@intercompany.com with the correct address.
194
To display a customized login page text

1. In the Administration tab, select Settings > Login Text.
2. In the data entry box at the top of the page, type in the text that you want
to appear on the login page.
3. Deactivate Replace With Default.
Note:
To replace the custom text with the default text, activate Replace With
Default.
4. Click Update.
Digit grouping symbols

The Administrator activates the digit grouping symbol for balance and invoice
amount export files.
Note:
The 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 decides that no symbol is to be used, the amounts
appears as follows: 1000000.
To activate the digit grouping symbol

1. In the Administration tab, select Settings > Import/Export Settings.
2. To use the symbol defined on the server when exporting amounts, activate
Export Thousand Separators.
Note:
If you do not want to use the symbol defined on the server when exporting
amounts, deactivate Export Thousand Separators.
3. Click Update.
195
196
Glossary
Glossary
The following terms are used in the application.
Term Definition
Account Object for which a transaction is performed. There

are two types of account: parent accounts and child
accounts.
Account Group Group of accounts. There are three account group
levels: top level account group, parent account
group and account group.
Actions An action is a response to a company or partner's
request. Requests are made via statuses.
Balance Line in which an amount can be entered. A balance
is created by specifying the declaring company, the
partner, the parent account, or the transaction cur-
rency.
Bulk Import Bal- There is no limit to the number of lines that can be
ance imported in this way. Only the Administrator can
perform this type of import when the process is
stopped and all the users are logged off.
Child Account Data entry account, such as Goods in Progress or
WIP, that depends on a parent account, for example
Finished Goods in Progress.
Company Companies make up user groups. A company can
be a declaring company, a partner or a reporting
company.
Company Con- User assigned to a company via a user group.
tact
197
Glossary
Term Definition
Company Cur- Local reporting currency assigned to each company.

rency Synonym: Local Currency.
Partner Company that records the transactions performed
with other companies. The declaring company en-
ters balances. The difference between a declaring
company (ours) and a partner (theirs) only depends
on your point of view. The partner receives requests
from the declaring company.
Declaring Com- Company that records the transactions performed
pany with other companies. The declaring company en-
ters balances. The difference between a declaring
company (ours) and a partner (theirs) only depends
on your point of view. Declaring companies make
requests to delete or change balances.
Detailed Email Email sent automatically each time a balance status
changes.
Divide Valuation method which uses one unit of foreign
currency as the base currency and calculates the
equivalent amount in the national currency.
Company Group of similar companies that are involved in the
Group same sector of activity.
Filter Restricts the objects displayed. You can use filters
to display certain objects on the current page. You
can also use filters in the balances and reports.
Forced Agree- Process run by the Administrator at the end of the
ment process to adjust the remaining differences automat-
ically. The process can be reversed, for example
the amounts that were stored in the database before
the forced agreement process was run are restored.
198
Glossary
Term Definition
Freezing Operation enabling you to prevent any changes

being made to the balances. You can freeze the
balances of one or more companies. To be able to
export balances and subtotals, the balances contain-
ing the amounts to be exported must be frozen.
User Group Group of users and companies that enables you to
determine which companies each user works on.
Group Currency Currency used by the headquarters or when report-
ing. All the amounts entered in local and/or in
transaction currency are automatically translated
into the group currency.
Journal Ac- Journal accounts store the differences between the
counts first and last amounts entered for one or several
child accounts. The differences can then be export-
ed via a journal to the accounting system containing
the original data.
Local Currency Local reporting currency assigned to each company.
Synonym: Company Currency.
Materiality Amount expressed in the group currency enabling
you to determine whether an amount is agreed or
not. If the difference is below materiality, the balance
is reconciled. If the difference is above materiality,
the balance is not reconciled.
Multiply Valuation method which uses the national currency
as the base currency and calculates the equivalent
in a foreign currency.
Parent Account Account whose amount is the sum of the amounts
entered in the child accounts assigned to it.
Period A period is 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.
199
Glossary
Term Definition
Purge Action enabling you to delete a group of objects, for

example, all the currencies or all the balances.
Report Document used to display balance amounts.
Reporting Com- Company which user groups together several
pany companies.
Standard Com- Predefined comment entered by the Administrator
ment providing an explanation for the amount.
Status Indicator specifying how the reconciliation process
is progressing, such as "Agreed To Differ" or
"Agreed". For an object, the indicator specifies
whether or not it can be used in balances, such as
active or inactive currency.
Summary Email 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 Ac- Group of accounts which have similar accounting
count Group characteristics. The account group defines the sign
to be used for the accounts.
Transaction Currency used for transactions between the compa-
Currency nies.
Unfreezing Action enabling you to make changes to balances.
This action is performed after a freezing action.
200
More Information
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Information Resource Location
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mation
Select http://help.sap.com > SAP BusinessObjects.

You can access the most up-to-date documentation covering
all SAP BusinessObjects products and their deployment at the
SAP Help Portal. You can download PDF versions or installable
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listed on the Help Portal accompanied by a link to the SAP
Service Marketplace. Customers with a maintenance agreement
have an authorized user ID to access this site. To obtain an ID,
contact your customer support representative.
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• Release notes: http://service.sap.com/releasenotes
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Index
A balance templates
configuring 124
account flows 108 balances 160, 161
account groups activate code or description 17
creating 96 ad hoc filters 17
defining 92 archiving 193, 194
definition (glossary) 197 attaching files 27
properties 95 attaching standard comment 26
subgroups 93 authorizing freeze 160
top level account groups 96 bulk importing 149
account subgroups 93 child accounts 22
account templates column interface display 190
configuring 117 communicating via statuses 29
accounts creating 23, 24
defining 101 creating by importing invoices 163
definition (glossary) 197 currencies 21
exporting 157 decimal display 193
importing 148 definition (glossary) 197
templates 115 deleting a comment 28
actions digit grouping 195
defining 176 displaying all the objects 17
definition (glossary) 197 entering 25
adjustment accounts entering a comment 28
defining extensions 110 exporting 49, 50, 126
amount translation exporting using SAP BusinessObjects
defining 72 Financial Consolidation 52
amounts freeze 31, 33
translating 71 freezing 32, 159, 161
audit ID importing 149
setting 183 interface display 190
authorizing freeze 160 journal account resets 25
authorizing freeze by Power user 161 opening 23, 24
authorizing freeze by Power users 160 pages for entering data 20
parent accounts 21
partners 20
B purging 189
balance export purging for all periods 190
configuring a template 124 reconciling 180
balance import removing 30
configuring a template 124 reopening after agreed 179
balance template resetting 30
configuring 124 restoring 194
selecting declaring companies 24
205
Index
balances (continued) company groups

selecting periods 24 creating 74
setting filter 15 defining 73
statuses 173 definition (glossary) 197
templates 120 company templates
toggling filters 17 configuring 129
unfreezing 159 currencies 68
bulk import balances balance page 21
definition (glossary) 197 copying to open periods 70
defining for user group 71
entering 70
C exporting 157
categories importing 148
setting 182 properties 69
child accounts 104 templates 132
assigning to parent accounts 106, 107 usergroup 71
balance page 22 currency templates
creating 105 configuring 134
definition (glossary) 197
properties 104 D
comments
consulting balances 28 data
deleting in balances 28 exporting 48
deleting in invoices 37 importing 147
in balances 28 data entry period
in invoices 36, 37 setting 182
companies database
adding 77 maintenance 58
declaring companies 75 managing connections 58
defining 74 metadata 61
definition (glossary) 197 objects 60
deleting 78 saving changes 11
exporting 157 setting the connection 58
freezing 31 decimals
importing 148 not storing 193
properties 76 storing 193
reporting companies 75 declaring companies
templates 127 defining 75
companies and periods definition (glossary) 197
freezing 162 default currency 71
unfreezing 162 default flow
company balance setting 183
unfreezing 162 detailed emails
company contacts definition (glossary) 197
definition (glossary) 197 difference calculation 181
company currencies setting 181
206
Index
digits files
group symbol 195 attaching balances 27
divide attaching to invoices 38, 39
definition (glossary) 197 consulting, balances 27
deleting from invoices 39
deleting, balances 27
E filters 15
emails ad hoc 17
defining 168 balances display 15
defining automatic detailed emails 169 definition (glossary) 197
defining automatic summary emails 171 deleting 17
defining global emails 169 for exports 158
defining send times 171 setting for balance display 15, 17
for tracking progress 43 toggling in balance display 17
receiving 44 flows
selecting recipients 170 setting 183
sending automatically 170 forced agreement
stopping 170 definition (glossary) 197
export forced agreements 109
balances 49, 50, 52 adjustment account extension 110
digit grouping symbol 195 authorizing 110
financial data 48 consulting the history 112
invoices 54 retaining submitted loser accounts 111
journals 48 rolling back 112
export results running 111, 112
consulting 157 setting up 109
exports freeze
consulting the results 159 balances 31, 33
freezing
F
fields G
account group templates 120
account templates 116, 117 global emails
account/journal account relationship sending 169
templates 119 group currencies
company group templates 131 definition (glossary) 197
company templates 128
currency templates 133 I
invoice templates 136
journal accounts templates 146 import queue 154
journal export templates 139 import results
user group templates 145 consulting 153
user group/company relationship templates imports
145 consulting the results 159
user templates 141 intercompany reconciliation processes
user/user group relationship templates 144 starting 59
207
Index
intercompany reconciliation processes journal amounts

(continued) resetting transactions 26
stopping 59 journal export templates
invoice templates configuring 139, 140
configuring 137, 138 journals
invoices 180 exporting 48
activating additional fields 167 templates 138
activating fields for import 166
attaching files 38, 39
attaching standard comments 38
L
authorizing matching 167 languages
auto matching 39 interface 11
column interface display 190 selecting 11
consulting 40 local currencies
consulting comments 37 definition (glossary) 197
creating balances by importing invoices 163 logging in 13
deleting 191 login text
deleting a comment 37 defining 194, 195
deleting attached files 39
deleting by child account 192
deleting by company 191 M
deleting by parent account 192
deleting standard comments 38 matching
entering 34 difference calculation 181
entering a comment 36 selecting a method 181
entering amounts 33 setting the difference calculation 181
exporting 54 materiality
importing 150, 151 creating 98
interface display 190 defining 97
manually matching 41 definition (glossary) 197
matching 39, 162 metadata
matching using standard comments 165 activating 63
matching with standard comments 41, 43 character set 156, 157
purging 189 creating 61
purging for all periods 190 deleting 62
standard comments 37 exporting 154, 157
templates 135 import order 153
updating 35 importing 148
multiply
J
journal accounts N
authorizing 100
creating 100, 101 navigation bar 12
defining 99 navigation icons 12
resetting balances 25
208
Index
O reconciliations (continued)
matching invoices 180
objects overview 7
activating 63 starting 19
deactivating 63 starting process 59
overview statuses 177
navigation bar 12 stopping process 59
reconciliations 7 reporting companies
defining 75
P reports
parent accounts 102 activating 186
assigning child accounts 106, 107 activating report types and columns 186
assigning parent accounts 107 balance 184
balance page 21 building 44, 47
creating 103 deactivating 186
definition (glossary) 197 defining 184
deleting 108 defining the layout 188
designating the winning accounts 110 definition (glossary) 197
linking to other parent accounts 107 deleting 47
partners deleting by date 188
balance page 20 for tracking progress 44
defining 75 formats 187
definition (glossary) 197 interface styles 187
periods invoice 185
archiving 194
closing 66, 67 S
closing (all) 67
creating 64, 65 standard comments
defining 63 attaching to balances 26
defining rates 65, 66 attaching to invoices 38
definition (glossary) 197 consulting, balances 26
deleting 67 creating 109
opening 66, 67 defining 108
opening all 67 definition (glossary) 197
properties 64 deleting from invoices 38
restoring 194 in invoices 37
personal information matching in invoices 41, 43
updating 14 status
purge definition (glossary) 197
definition (glossary) 197 statuses
and actions 176
balances 173
R changing labels 175
reconciliation process 19 defining 172
reconciliations 179 in balances 29
balances in group currency 180 reconciliations 177
209
Index
statuses (continued) transaction currencies

stopping emails notifications to 170 definition (glossary) 197
user groups 174 transaction currency 71
summary emails translating amounts 71
definition (glossary) 197 defining method 72
T U
templates unfreezing
account 115 definition (glossary) 197
account groups 120 user connections 57
account/journal account relationships 119 user groups
accounts 116, 117 creating 92
balances 120 definition (glossary) 197
companies 128 statuses 174
company 127 user profiles
company groups 131 tasks performed 19
currencies 133 user templates 141
currency 132 configuring 143
defining 113 usergroups
invoice 135 defining 91
invoices 136 users
journal 138 creating 90, 91
journal accounts 146 defining 79
journals 139 defining as company contacts 80
template list 114 disconnecting 57
user group/company relationships 145 exporting 157
user groups 145 functions by profile 81
user/user group relationships 144 importing 148
users 141, 143 profiles 80
top level account groups properties 79
210

Inter Company Interfaces in SAP

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Inter Company Interfaces in SAP

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SAP BusinessObjects Intercompany User Guide

■ SAP BusinessObjects Intercompany 7.5

Chapter 1 Introduction to SAP BusinessObjects Intercompany......................7

Chapter 2 General interface information...........................................................11

Chapter 3 General user tasks.............................................................................13

Chapter 4 The reconciliation process...............................................................19

Detail by child accounts page....................................................................22

Chapter 5 Administration of the application.....................................................57

Data entry period.....................................................................................182

Appendix A More Information..............................................................................201

Introduction to SAP BusinessObjects

SAP BusinessObjects Intercompany is a web application that enables you

In the application, reconciliations are dealt with as follows:

The reconciliation process works as follows:

Introduction to the documentation

There are four types of user:

If you encounter a problem

The correspondent must be able to provide the following information:

General interface information

To select the application language

2. Click the language you want to apply.

Saving changes in the database

Navigation in list boxes

Return to the first page

Return to the previous page

Go to the next page

Go to the last page

General user tasks

This section explains how to:

Logging in to the application

To log in to the application

3. Click Log On.

Changing your user information

Users also have the following options:

Balances page display filters

To set a Balances page filter

3. To filter by a Group Status in partner and parent account pages, select

Type the number of timestamp hours in a 24 hour period.

10. Click Apply.

To store the last balances page used in the memory

To activate code and description display in the

To remove a filter and display all objects in the

Toggling between filters

Ad hoc page filters

To create an ad hoc filter

The reconciliation process

During the reconciliation process, different users perform different tasks:

Starting the reconciliation process

A balance is an amount entered in the database.

There are four types of pages:

You access these pages via the Balances tab.

The column headers and order are defined by the Administrator.

Detail by partners page

The "Detail by partners" page can include:

• the Group Difference column, which indicates differences in User Group

Detail by parent accounts page

The "Detail by parent accounts" page can include:

Detail by transaction currencies page

The "Detail by transaction currencies" page can include:

• the Currency Code column, which indicates the transaction currency

Detail by child accounts page

The "Detail by child accounts" page can include:

• The paperclip icon, indicating that a file has been attached.